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District 5 Staff Agenda

District 5 Staff Agenda. January 11, 2012 Green County Extension Office 10:00 am EST. Congressman Brett Guthrie. Greetings U.S. Representative, KY’s Second District Serves Extension District 5 Counties: Breckinridge, Grayson, Green, Hardin, LaRue, Marion, Meade, Nelson and Taylor

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District 5 Staff Agenda

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  1. District 5 Staff Agenda January 11, 2012 Green County Extension Office 10:00 am EST

  2. Congressman Brett Guthrie • Greetings • U.S. Representative, KY’s Second District • Serves Extension District 5 Counties: • Breckinridge, Grayson, Green, Hardin, LaRue, Marion, Meade, Nelson and Taylor • Official Website: • http://guthrie.house.gov/

  3. Personnel & Programs PERSONNEL UPDATES • Retirement, Resignations, Vacancies, Health Updates, Congratulations, etc. PROGRAM HIGHLIGHTS for DISTRICT 5 • HORT Dennis Morgeson • ANR Ron Bowman • 4-HYD Misty Wilmoth • FCS Katie Alexander SPECIAL RECOGNITION • Refreshments – Marion and McCreary • Host – Green County

  4. Information – Deadlines - Events BUDGET UPDATE • State Level Issues – Still a lot of uncertainty • Federal Level – Flat Funding • Training for District 5 Agents - February Staff CALENDAR OF EVENTS – WEB PAGE BASED • Add to County Website - Statewide Initiative • Top Postings per Program! Kindra, Audrey, Nick & Robbie • Example: Green County FCS - http://ces.ca.uky.edu/green/ CAREER LADDER • Jan. 23rd Draft applications due to D5 Office • Feb. 1st Forms due to Karen Ramage (D5 Office forwards) • July 1st Promotions and Pay Adjustments • Guidelines athttp://ces.ca.uky.edu/cesdd/agent • Check accuracy (Information up to Dec. 30th) • Attach In-Service Training Transcript

  5. CEDIK (Community & Economic Initiative of KY) • cedik website: www.ca.uky.edu/cedik • Extension Program Coordinator for cedik: Chuck Stamper • District 5 Email: CED Jan. Report and CED Topic List CREATING OUR FUTURE • Next State Committee Meeting – Jan 23 (electronically) • Discussion: Method of Surveying Staff COMMISSIONER OF AGRICULTURE • James Comer – Knowledgeable/Supportive of CES • Webpage: http://www.kyagr.com/commissioner/ • Drew Graham – Transition Team Member in Frankfort

  6. COUNTY PROGRAM REVIEWS • 2012 Adair, Taylor & Cumberland (Martha Thompson) Meade & Breckinridge (Martha Nall) • 2011 Follow-up Reports: Wayne, Clinton and Russell • Form: http://www.ca.uky.edu/psd/affirmative_action.php • Due Date for Follow-up: March 15, 2012 or before DISTRICT BOARD TIMELINE • January(remaining days) • Special District Reporting Form - to County Clerk within 60 days of the close of the fiscal year • Discuss budget with CEC. Develop recommendations • February 15th - County Offset Voucher for past year • February 28th - Cooperative Extension Service Budget Plan • Financial Forms: http://ces.ca.uky.edu/manual/cedbg/financial

  7. DIVERSITY • Tri-State Diversity Conf., Cincinnati Airport Marriott • Date: Feb. 16 – 17, 2012; Early Registration: January 23rd • Conference Planning Contact: Teran Ransom • Conference Website: http://ces.ca.uky.edu/tristatediversityconference/contact.html • New: Diversity Champions Award EPSILON SIGMA PHI • Jan. 20Early Deadline • Jan. 27Awards Deadline • Mar. 21Professional Development In-Service Kelli Bonifer, Co-Chair • Mar. 22 & 23 ESP Meeting, My Old KY Home State Park • D5 Contacts: Greg Tompkins & Misty Wilmoth • “Extension Today” Contest: 1 Winner from LC & LT • Member Eligibility – 3 years of service; Good Standing • District Award of $500 to the highest membership • Information: http://ces.ca.uky.edu/epsilonsigmaphi/

  8. EDUCATIONAL OPPORTUNITY/GUIDELINES • EEP FORMS http://www.uky.edu/HR/benefits/eep_dates.html • Completion of Masters – Notify Martha Thompson • Degree Plan Form: http://ces.ca.uky.edu/cesdd/agent EMERGENCY CLOSINGS GUIDE • District Webpage: http://ces.ca.uky.edu/cesdd/OfficeTools • Closing based local conditions, not UK campus weather • “Rule of Thumb” – follow lead of the County Government IMPACT STATEMENTS • Reviewing Need on Various Levels • Reporting is Critical – Telling our Story

  9. INTERNSHIPS • State Contact: Martha Thompson • Positions will once again be limited • Counties may fund Internships IT UPDATES • Security Documents emailed to District 5 Staff • Additional Suggestions from UK Extension IT • Delete emails over 12 Month • Don’t download coupons & games on office computers. Most contain Malware & Viruses • iPhone and iPad Users may activate tracking device • Electronic Notification Program - cNotify • Contact: Dr. Gary Palmer • Lync Training – Jan. 24, 9:15 am ET • COA Security Recommendations – Under development

  10. LEAVE CONCERNS • Annual and Sick Leave - Report through CATPAWS as taken • Working on Holidays? • Notify the D5 Office; Request/Report in CATPAWS • Take alternate day within 6 weeks • Upcoming Holiday: Martin Luther King Day - Jan. 16th • FML Paperwork – Critical/Timely MID-YEAR CONFERENCES • For All Agents over 1 Year of Service • Agents (5 yrs. and under) – Complete Mid Year Form • Agents (Requesting a Review) – Complete Mid Year Form • Agents (Not Evaluated) – Discussion Only • Sign-Up Today!

  11. PLAN OF WORK • State Contact: Dr. Ken Jones • Counties should development with local leadership • State Program Advisory Groups will meet February 27 • POW Draft Due – May 1 (D5 Office) • Final Copy Due – June 30 (D5 Office) • Prioritizing District Issues – Focus also on County Level • Instructions, Schedule & Guideline http://www.ca.uky.edu/psd/program_development.php PERMANENT RECORDS • All employee records that relate to hiring and performance • Secure location and locked • Social Security Numbers - blacked out on all documents • Time sheets - not considered permanent, but should be kept for a while as verification of time worked

  12. REPORTING POLICY • Extension Manual – Section 5.1 • http://ces.ca.uky.edu/extensionmanual • Corrective action - UK HR Policy/Procedures Number (#62) • http://www.uky.edu/HR/policies/hrpp062.html SECRETARY TRAINING UPDATE • Planning Committee: 4-H YD Agents, Contact: Tony Rose • Date: March 28-29, 2012 • Location: Bowling Green, KY STATE EXTENSION COUNCIL: FEB. 28 – Mar 1, 2 • Location: Embassy Suites, Lexington KY • District 5 Delegates: • Group 1 (Hardin) Chuck Crutcher • Group 2 (Washington) Bob Osborne • Group 3 (Green) Mary Hawes • Group 4 (Wayne) Nancy Eller • Alternate (Adair) Debbie Cowan

  13. SNAP-ED REPORTING • Report Monthly – All Agents • Dr. Vail’s Monthly Updates - Accountability • Hours – 100+ shows strength; 500+ for Assistant • ANR Suggestions http://www.ca.uky.edu/anr/agent_resources.htm TAX EXEMPT • January - Donor letters should be sent those making contributions to clubs/council

  14. JANUARY BIRTHDAYS! • Jan 2 Rick Greenwell (Washington ANR) • Jan 3 Andrea Corbin (Green Secretary) • Jan 9 Kelli Bonifer (Adair FCS) • Jan 10 Ron Bowman (Nelson ANR) • Jan 11 Judi Bates (Wayne Secretary) • Jan 13 Donna Curl (Meade Secretary) Lynnette Allen (Breckinridge 4-HYD)

  15. JANUARY BIRTHDAYS! • Jan 24 Bonnie Jolly (Hardin CEA 4-HYD) • Jan 25 Donna Ridener (McCreary SNAP-Ed Assist) • Jan 30 Carol Brumlow (Russell Co Secretary)

  16. PROGRAM GROUPS Agents Will Meet As Needed following the conclusion of District Staff after lunch • ANR/HORTICULTURE • 4-H YOUTH DEVELOPMENT • FAMILY AND CONSUMER SCIENCES

  17. GREEN COUNTY FACILITY TOUR • Tour will begin after Lunch • Tours will be coordinated by Program Groups • Guides: • 4-HYD – Tyrone Gentry, Green CEA for 4-H YD • ANR – Brian Newman, Green CEA for ANR • FCS – Audrey Myers, Green CEA for FCS

  18. CLIENT PROTECTION TRAINING Youth and Client Protection and Risk Management Update • Content: New Standards, Existing Policies, Screening Protocol, Background Checks and Strategies to Manage Risk • Presenter: Ken Culp, III, Ph.D. Principal Specialist for Volunteerism & Volunteer Adm. Department of 4-H Youth Development 212 Scovell Hall University of Kentucky • The Client Protection Handbook can be found on the web at: • Client Protection Handbook

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