DISTRICT STAFF MEETING. March 8, 2017 District 4 Fayette Co Extension Office

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1 DISTRICT STAFF MEETING March 8, 2017 District 4 Fayette Co Extension Office

2 ESTILL COUNTY STORM RECOVERY Current Needs: Plastic Tote Containers Heavy Duty Garbage Bags Cash Donations

3 SERVICE AWARDS

4 FIVE YEAR SERVICE AWARDS

5 TEN YEAR SERVICE AWARDS

6 15 YEAR SERVICE AWARD

7 TWENTY YEARS OF SERVICE

8 TWENTY-FIVE YEARS OF SERVICE

9 THIRTY YEARS OF SERVICE

10 THIRTY-FIVE YEARS OF SERVICE

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12 EXTENSION DIVERSITY AWARDS Individual Award Scott Darst, Madison Co Ext Agent for 4-H Youth Development Team Award Chaquenta Smith member of the State Jr MANNRS Planning Committee,

13 4-H INAUGURATION PROGRAM Courtney Brock, Lincoln Co Extension Agent for 4-H Youth Development Eric Comley, Garrard Co Extension Agent for 4-H Youth Development Kim Ragland, Boyle Co Extension Agent for 4-H Youth Development Cathy Weaver, Jessamine Co Extension Agent for 4-H Youth Development

14 PERSONNEL UPDATE Welcome to Krista and Shannon! Current Vacancy List Procedure for filling County Vacancies Stop Gap Agreement

15 POST-RETIREMENT Agents may request a Post-Retirement Appointment Must officially Retire First Post retirement reviewed annually Maybe extended for up to five (5) years

16 NUTRITION EDUCATION PROGRAMS Caroline Durr, Area Agent for NEP Programs

17 MACED Amy Williams Project Specialist Mountain Association for Community Economic Development, Inc

18 BUDGET MEMO & SPREADSHEET

19 BUDGET INFORMATION HIGHLIGHTS: 3% Increase in Base Agent Support across the board. 2% Increase in Benefits for 4 th and above Agents. Requesting counties budget 3% Raise for all staff salaries and 4 th and above Agents Mileage Rate changed to 53.5 cents per mile (effective January 1, 2017) Draft Budget due April 15 (Fiscal Court & DD) Final Budget May TBD

20 PROFESSIONAL DEVELOPMENT FUND GUIDELINES Increase to $3500 per year for Agents As of July 1 st, 2017 will be able to pay for your Association Dues out of Professional Improvement Funds This must be approved by the DD

21 ATTENDANCE AT PROFESSIONAL MEETINGS - AGENT All staff members are encouraged to participate in professional associations relating to their fields of training or position of assignment. Agent attendance at one national professional meeting per year will be approved, pending availability of funds and acceptable job performance. Travel time of up to one day to and from the meeting will be allowed, depending on distance to meeting location. Time at this meeting will be on official time. Agent attendance at other professional meetings will be reviewed on the merits of each case. Additional approval to attend, allowed time, possible reimbursement, etc. will be based on the agent s role at the meeting, participation at other meetings, and the effect on the county program. Agents are allowed time without expenses for district professional improvement meetings, before or after district staff meetings, or at regularly scheduled times not to exceed one-half day per month or six days per year.

22 ATTENDANCE AT PROFESSIONAL MEETINGS SUPPORT STAFF Support Staff are encouraged to join and attend Chi Epsilon Sigma s Annual Meetings. There may be other professional development opportunities available through UK Human Resources. Here are some points to remember: Requests to attend this and other professional development opportunities should be submitted in writing at least 30 days in advance to the supervising agent/s for consideration. Support staff must stay within the budgeted Professional Improvement amount within each year (no carryover of account balances). Unless your work station is more than 4 hours away from the conference site, all nonexempt staff will be expected to report to your normal work station work until noon the day prior to the conference. Pre-conference attendance to CHIES Board of Director s meeting or Conference Planning Committee meeting is allowable, however this must be discussed with the supervising agent. Agents should make arrangements to keep the office open during the support staff absence.

23 PROGRAM SUPPORT GUIDELINES Agents to develop Budgets due to District Director for review with draft Budget, include budgets for Program Assistants Agents and Program Assistants are to send a copy of actual expenses for Program Support Funds to District Director by July 15 Information is presented to the Extension District Board as a part of the actual expenditures report

24 USING THE BUDGET TEMPLATE ZOOM Meeting Friday March 10, 10:00 am All Fiscal Coordinators and any other interested agents and support staff are invited to participate in this step-by-step walk through of the budget spreadsheet template.

25 PUBLIC NOTIFICATION OF DISTRICT BOARD MEETINGS What is public notification? Regular meeting of the County Extension District Board will be held Date Time Location Special Called Meetings Publish Agenda Date Time Location Please refer to: District Website District Board Policies Open Meeting Act and District Boards (Fact Sheet 2016)

26 PROFESSIONAL DEVELOPMENT NEWS Epsilon Sigma Phi March 21 & 22, 2017 Chi Epsilon Sigma April 12-14, 2017 Covington KY KEA4-HA April 25 27, Dale Hollow Lake Resort Park KACAA / NACAA KAEFCS

27 WORK-LIFE Lactation Guidelines for New Mothers Children at Work Note: This policy does not extend to permitting infants in the work place. Flexible Scheduling Flexwork arrangements are not considered appropriate for Extension work

28 OUT-OF-STATE TRAVEL Professional Improvement Limited to funds available Limited to 2 trips per fiscal year and 1 out of country trip Traveling with Clientele Risk Management Plan Excess Medical Insurance? 4-H: Send Copy of RMP to Mark Mains Link to travel policies:

29 LINKS TO TRAVEL DOCUMENTS College Internal Page Extension District Page Agent Travel Link to travel guidelines Link to out of state travel form Extension District Page Office Tools Link to risk management form

30 CIVIL RIGHTS TRAINING All employees including NEP assistants, support staff, agents, KSU employees 175 Employees received a direct (CANVAS) Accessible via: KERS myuk Must by completed by June 1, 2017 Civil Rights Review: July 11 19, 2017

31 OFFICE CREDIT CARDS

32 D4 VOLUNTEER FORUM Evaluation Results January 2018

33 STATE EXTENSION COUNCIL DELEGATES Pat Skinnemoen, Clark Co will complete 2 nd term in December 2017** Sue Kirkman, Franklin Co will complete 2 nd term in December 2018*** Bonnie Teater, Harrison Co will complete 1 st term in December 2018 Judy Worth, Fayette Co will complete 1 st term in December 2018 Paul Muth, Boyle Co State 4-H Advisory Representative will complete 1 st term in December 2017 **will need to fill spot in Fall 2017 ***will need to fill spot in Fall 2018

34 AG COMM MARKETING WEBSITE Refer to Marketing Website for latest information on use of University Logo and other marketing resources and guidelines Quick Guide one copy per county

35 SUPPORT STAFF TRAINING MARCH 29 Professional Photos for Staff Directory LiveWell Check-in Unconscious Bias Technology Tips Customer Service Strategies Service Awards REGISTRATION DEADLINE: MARCH 15, 2017

36 GAP / FOOD SAFETY TRAINING GAP video training will now be known as Produce Best Practices training New rules from USDA, Food Safety Modernization Act most KY growers are currently exempt, however that could change in the future 2017: Train-the-Trainer in-services for HORT, FCS, ANR Agents District level training To be completed by February : All producers must get training 2020: Any producer without training will not be able to get a sampling certificate

37 MOTOR VEHICLE USE ONLINE CLASSES AVAILABLE FOR: Passenger Van Safety Awareness For all extension employees driving passenger vans Golf Cart Usage Mandatory for all employees who drive utility carts while working at University of Kentucky.

38 IT UPDATE Rick Hayes

39 PLAN OF WORK UPDATES KERS Window to submit updates is April 1 through June 30. Draft to District Director by May 1.

40 GUIDE FOR FACILITIES USAGE Where to find this College Internal Website CES MANUALS County Office Procedures Manual Office Operations

41 COUNTY REVIEWS Follow Up Reports Due from: Powell Estill Madison Fayette Woodford

42 PROFESSIONAL DRESS GUIDELINES College Internal Website CES MANUALS Organizational Expectations Professional Expectations Guide to Attire for Extension Employees

43 SUMMER INTERN PROGRAM Important dates to remember Intern Orientation- April 7 th at 12 pm at Goodbarn Intern Rodeo in Lexington (interns only)- June 23 Intern Round up (intern) and the supervisor (tbd)- July 21 st

44 PROGRAM AREA MEETINGS HORTICULTURE Master Gardener Conference AGRICULTURE & NATURAL RESOURCES FAMILY & CONSUMER SCIENCES FCS Program Update 4-H YOUTH DEVELOPMENT Teen Conference Tracks & Workshops

45 UPCOMING DEADLINES April 1 send District Director any updates to county facilities (new addresses, new buildings, expanded meeting rooms, etc) April 10 KERS monthly reports, 3 rd success story, quarterly payment to UK April 12 Unconscious Bias training Fayette Co Extension Office April 15 PRELIMINARY budget to County Fiscal Court and District Director April 24 May 12 OPEN ENROLLMENT for Benefits April 30 Midyear reviews with support staff

46 UPCOMING DEADLINES May 1 - GIFTS, GRANTS, CONTRACTS form May 1 Plan of Work Update rough draft due to District Director May 1 UFIR submit on DLG website for previous fiscal year May 15 Affirmative Action Plan rough draft to District Director June 30 Don t leave any unused leave on the table!

47 DISTRICT STAFF MEETING SCHEDULE NO GENERAL DISTRICT STAFF MEETING IN APRIL May 10, 2017 Fayette Co Extension Office 9:30 am Morning Refreshment Hosts: NO GENERAL DISTRICT STAFF MEETING IN JUNE, JULY OR AUGUST September 13, 2017 Fayette Co Extension Office 9:30 am Morning Refreshment Hosts: TBD

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