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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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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
RISK MANAGEMENT UPDATE
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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
Review of Cooperative Extension Service
• UK Internal Audit
• External Program Review
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UNIVERSITY OF KENTUCKY
RICK HAYESIT UPDATE
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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
Committee Reports
•December Staff Conference Planning Committee
•Spring Support Staff Training Committee
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UNIVERSITY OF KENTUCKY
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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UNIVERSITY OF KENTUCKY
Program Area Meetings
• Horticulture
• Agriculture & Natural Resources
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UNIVERSITY OF KENTUCKY
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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