District 4 Staff Conference

November 9, 2016Fayette Co Extension Office

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Happy November Birthday to:

Ray TackettMike MeyerPam DooleyScott Darst

Kim Ragland

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Happy Work Anniversary to:

Dana AndersonJamie Dockery

Mike MeyerAlison Johnson

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Adalyn LeighannKirklandOctober 18, 2016

7:04 pm weighing 7lbs 1 oz

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Congratulations to Mr. Andrew & Mrs.

Elizabeth (Creed) Coots!

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Dr. Kim Ragland

Extension Empowerment Award

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NAE4-HA National Award Winners!

Courtney BrockIsaac Hollon

Chaquenta Smith

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4-H agent retreat –

The Break Out game

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FCS Agent Retreat –

Family Feud!

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UNIVERSITY OF KENTUCKY

Marva Sue Gill Services: Friday November 11,

2016

Harrod Brothers Funeral Home312 Washington Street

Frankfort KY 40601

Visitation: 12 pm – 1 pmService: 1 pm – 2 pm

Reception: 2 pm – 3 pm

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UNIVERSITY OF KENTUCKY

ALISON JOHNSON, SCOTT CO 4-H YOUTH DEV4-H Urban Immersion Project

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UNIVERSITY OF KENTUCKY

KAY DENNISTON, BOURBON CO FCSHomemakers Auction Results in Multigenerational Interaction

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Personnel Updates

• Thays Flores, Estill Co FCS • Chaquenta Smith, Fayette Co 4-H• Lawrence Caudle, Powell Co ANR• Karli Jessie, Jessamine Co FCS

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Updated Vacancy List• #8 – Powell Co ANR• #14 – Fayette Co FCS• #15 – Jessamine Co FCS• #17 – Scott Co FCS• #22 – Harrison Co ANR• #25 – Estill Co FCS• #35 – Lincoln Co ANR• #55 – Anderson Co FCS

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Deadlines & Due Dates

• Report to the People – before Thanksgiving Holiday!• Directory for Field Staff –is anyone missing for your county?• Success Stories – Quarterly, Rubric• Summer Intern applications – Due December 1• Career Ladder – Before February 1• District Board Nominees

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District Board

– An official CEC Meeting by September/October to get nominations for District Board

– CEC nominations to the County Judge by November 1 (KRS 164.635)

– County Judge make appointments to the DB by December 1 (KRS 164.635)

– County Judge give oath of office to DB members (KRS 164.650)– DB meeting in January to elect officers (KRS 164.645)

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Financial Guidelines for CES County Volunteer Groups – Gambling and Raffles

• KRS 238.535 http://www.Irc.ky.gov/statutes/statute.aspx?id=1199and the Kentucky Department of Charitable Gaming – complete an application for approval at least 30 days in advance of scheduled event.

• $25 processing fee• Must qualify as a Charity Fundraising Event as defined in KRS

238.505 http://www.Irc.ky.gov/statutes/statute.aspx?id=11192• Questions, refer to the Kentucky Department of Charitable Gaming –

http://dcg.ky.gov/

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RISK MANAGEMENT UPDATE

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Resources for Risk Management

• County Office Procedures Manual: http://ces-manuals.ca.uky.edu/content/risk-management

• UK Risk Management Office: 859-257-3708• Excess Accident Medical Insurance from UK• Certificate of Insurance from UK• Questions on what is covered

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Review of Cooperative Extension Service

• UK Internal Audit

• External Program Review

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RICK HAYESIT UPDATE

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District Forum

• January 11, 2017 4 pm – 6 pm Fayette Co Ext Office• One Extension Leader per Program Area• One Extension Agent per County (larger counties may bring

more than one agent)• Snow Date• RSVP

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District Forum

• Four Share Session Topics:– Facilities – tips for building or renovating– Staffing – new options for county staffing – Technology – ideas for utilizing technology in programming– Programming – tips for starting new programs or adapting

established programs to meet new clientele needs

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CAROLINE DURRSNAP Ed UPDATE

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We Are Extension, 2016 Annual Report

• http://extension.ca.uky.edu/2016_annual_report

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Emergency Closings of County Ext Offices

• As winter weather approaches, please review the emergency closing policy and procedures for Cooperative Extension Service offices. This is also a good time to remind your clientele of when meetings/events will be canceled due to weather.

•http://districts.ca.uky.edu/OfficeTools

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Family Medical Leave Act (FMLA)

• Lindsay Powell, FMLA Coordinator for University of Kentucky• Supervisors responsible for providing FML Notification Memo• FMLA application – employee is to return within 15 days of receiving

memo• All paperwork is sent to Lindsay Powell• Lindsay will respond directly to employee (application approval,

exhaustion of FML, etc)• http://www.uky.edu/hr/forms/employee-relations

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Biweekly Pay Schedule

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If Staff need to make changes to timesheet:

• For example, calls in sick on Friday after bipay is due….

• Best Practice: Wait until the following Wednesday to correct timesheet

• If change is made after time has been approved, please let Debbie know• Any changes have to also be approved before 5 pm on Monday

• Always have staff check paystub on Monday – contact supervisor and Debbie immediately if it is incorrect.

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Committee Reports

•December Staff Conference Planning Committee

•Spring Support Staff Training Committee

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Agent Performance Evaluations• All Agents will be evaluated this year (2016-17) and we will

be using the new MJR’s.– Educational Programming = 50%– Advisory Councils = 10%– Leadership = 10%– Public Accountability and Public Relations = 10%– Facilitation / Collaboration / Teamwork = 10%– Customer Service = 5%– Supervision = 5%

• Rubric – Revised September 2016:– http://districts.ca.uky.edu/files/agent_evaluation_rubric_september_14_2016.pdf

• Expectations – Revised September 2016:– http://districts.ca.uky.edu/files/expectations_for_uk_county_extension_agents_september_2016.pdf

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UNIVERSITY OF KENTUCKY

Agent Performance Evaluations

• County Visits

• Midyear Conference Forms:• http://districts.ca.uky.edu/files/performanceevaluationconf

erenceform10-1-14.pdf

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Travel Reminders

• Requesting Travel through myUK• Out of State• State Funds• Professional Improvement Funds• Pre-pay expenses

• New Codes• CES Travel County Funds – reimbursed by regular county travel • CES Travel Prof Imp Funds – reimbursed by county professional improvement• CES Travel UK Funds – reimbursed by state funds• CES Travel No Expenses – requesting official leave/travel but no expenses

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Travel Reminders

• When lodging is paid with a county credit card• Remember to attach lodging receipt! Do not claim lodging,

but you must attach lodging receipt in order to claim meals

• In order to claim meals, remember to include time of departure and time of return. Travel must occur in designated time period in order to claim a meal.

• Evening meal can only be claimed without lodging when it is included on the agenda

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Program Area Meetings

• Horticulture

• Agriculture & Natural Resources

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2017 Urban Extension Conference and Presentation Proposals Submission

• National Urban Extension Conference

• Kentucky had 10 total proposals submitted for review. Waiting to hear back on proposals accepted.

• Thanks to those who submitted a proposal! • Conference will be May 8-11 in Minnesota

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