DISTRICT 3 STAFF AGENDA

FEBRUARY 14, 2017Shelby County

Extension Office

BirthdaysJanuary Birthday’s February Birthday’s

• 8th Denise Donahue• 8th Joyce Doyle• 10th Corinne Belton• 14th Michele Stanton• 18th Ronda Rex• 22nd Sherri Farley• 23rd Kathy Byrnes• 29th Lorilee George• 31st Dan Allen

• 1st Bryce Roberts • 10th Judy Hetterman • 22nd Sarah Stolz • 22nd Rex McBride • 22nd Mary Averbeck • 23rd Diane Kelley

Personnel Updates◦ FCS - Food System Specialist with NEP - Jann Knappage

◦ ANR - Program and Staff Development, Ag/Farm Safety - Dr. Deborah Reed

◦ Candidates for the Director of Extension Philanthropy position:◦ David Kessler, Currently the Ag Agent in Marion County◦ Elijah Wilson, Currently the 4-H Agent in Cumberland County

Association Reports

NEP Update

Rosie AllenNorthern KY Area Nutrition Education Program Agent

KSU Update

Louie RiversProject Manager, Small Farm Outreach

Master Clothing VolunteersKelly Smith & Shelia Fawbush

CEDIK Update◦ Arts Extension Advocate/Specialist being hired in College of Fine Arts,

providing us a professional link within CFA to support Extension Arts efforts.

◦ Launching Rural Design Studio in collaboration with Landscape Architecture and departments within the College of Fine Arts to engage communities in planning and visioning for their downtown spaces

◦ Contact: Melissa Bond Chi Epsilon Sigma◦ April 11th-13th, 2018 at the Lake Cumberland Resort –

Jamestown, Kentucky.

◦ http://chies.ca.uky.edu/

Core TrainingIn-Services

◦ Agents sign up for individual trainings; hours specific for core training are now being counted

◦ Ken has record of in-service hours completed

◦ Reschedule Core Training March 27 at the Pulaski County Extension Office

County Program Review 2018◦ Boone, Campbell, Carroll, Gallatin, Grant, HenryCounty Program Review Prep

Document

◦ http://ces-personnel.ca.uky.edu/files/county_program_review_previsit_form_jan_2016_-_edited.pdf

◦ County Program Review Pre-Visit Form

◦ http://ces-personnel.ca.uky.edu/files/county_program_review_prep_document_2016.pdf

LIGHTNING TALK

Ralph Hance

Empowering Local Leaders◦ Fall Meetings – Comments?

◦ Reminder to complete the surveys

◦ https://uky.az1.qualtrics.com/jfe/form/SV_5mO953eGdc4U2ON

◦ Spring Meetings

Fiscal Coordinators – Financial Software◦ http://bit.ly/CountySoftwareSurvey

◦ Being conducted by the Extension Financial Operations Team

Epsilon Sigma Phi◦ March 20th - Annual Meeting

◦ March 21st - In-service Training and is open to all agents, specialists, and administration.

◦ Embassy Suites in Lexington, KY

◦ Should expect registration email this week.

Extension Review UpdateNeeds Assessment:◦ The County Needs Assessment Steering Committee has been named to design the assessment

process and make recommendations on how it will be implemented in all 120 counties. ◦ Lori Garkovich and Rick Maurer are leading the team that consists of representatives from all

program areas as well as external partners. ◦ The team has already begun meeting and will meet each week through March at which time they

represent their recommendations to the administration.◦ This needs assessment will allow counties to use every piece of data available to better build

programming around the communities. The process may look different, but it is the same intention (POW) Extension has always had – to serve communities in the best way possible with practical and trustworthy information.

◦

Extension Review Update◦ Implementation Timeline of County Managers: ◦ March 1 – Updates to county agent fiscal coordinator responsibilities completed.◦ April 1 – Phase one of county managers hiring for counties who plan to move forward

with this recommendation.◦ May 1 – County manager training begins; hiring of additional regional compliance

officer.◦ Sept. 1 – Uniform accounting software for all counties determined◦ Oct. 1 – Begin accounting software transition with pilot counties ◦ Nov. 1 – Phase two of county managers hiring for any additional counties who plan to

move forward with this recommendation.◦

Poll Everywhere◦ Link: Review Action Plan - https://extension.ca.uky.edu/review-action-plan

◦ Poll Everywhere: WILLIEHOWARD008

KACo Meetings ◦ Need Agents to give a 15 minute presentation

◦ June 19th – Morehead Convention Center (With D1)

◦ September 20th – KACo Training Center, Frankfort (With D4)

KERS Reporting◦ How it’s working?

LIGHTNING TALK

Chris Ammerman

Logic Model Training◦ The window to update county Plans of Work begins in April. The Logic Model

training is designed for agents who are developing a plan of work or revising a current plan. Discussion will include using the logic model for planning, tracking progress, evaluation, and communications. Emphasis will be on developing SMART outcomes and ways to evaluate outcomes.

Presentation via Skype

March 23 – 9:30 a.m. Eastern

March 23 – 3 p.m. Eastern

April 11 – 9:30 a.m. Eastern

April 11 – 3 p.m. Eastern

Motor Vehicle Release FormsUK Risk Management said forms are not being completed correctlyRecommended tips for completing the form:◦ Color copy of the Driver’s License is attached to the form◦ Driver’s License is valid and not expired◦ UK Department name is filled in◦ Department Number is filled in◦ Supervisor’s Name ◦ Supervisor’s Contact Phone Number◦ Driver’s Signature◦ Please mail the hard copy of the form and scan for office filing.

National Land Grant Diversity Conference◦ February 14-16, 2018 at the Marriott Airport Hebron, Kentucky

◦ Hours can be count towards in-service hours.

◦ http://ces.ca.uky.edu/tristatediversityconference/index.html

◦ Diane Mason has been selected to receive the Diversity Champion -- Individual Award

Out-Of-State Travel with 4-H Youth

◦ Submit Risk Management Plan and Out of State request to District Director.

Secretary Training DayMay 15th, 2018

Yew Dell Botanical Gardens - Crestwood, KYTopics:• 4-H Camp Paperwork• Marketing – Logos, Handouts, Canva & Infographics• Office 365• TRIP – Travel Services

If possible, please send a laptop with Support Staff.

LIGHTNING TALK

Sarah Stolz and Ronda Rex

State Fair Assignments

◦ Volunteers needed!

◦ Program Assistants welcome

Supervisory Training

TRIP◦ Training held for Campbell County office staff to learn how to upload

information in TRIP.

◦ Fiscal Coordinator will be the “Authorizer Signer” for agents.

◦ A designated agent will need to be the “Authorizer Signer” for Fiscal Coordinator.

◦ Agents will be the “Authorizer Signer” for Bi-Weekly employees

◦ Timely completion and approval is important.

◦ Live July 1st, 2018 for everyone.

Unemployment ClaimsDocumentation needed by the UK Unemployment Office to respond to Unemployment Claims:◦ Letters of Resignation◦ Contracts that have not been renewed for Faculty◦ Letters given for lack of work, elimination of position or any reason leading to staff reduction◦ Records of Misconduct Issues◦ Records of Attendance Issues◦ Record of Inappropriate or Unsuitable Job Performance◦ Formalized Corrective Actions Issues (Oral Warnings, Written Warning, Suspensions,

Disciplinary Probations Extended New Hire/Transfer Probations)

Upcoming Due Dates

◦County Off-Set Voucher: February 9th

◦ State Extension Council Meeting: February 27th – 28th

◦March District Staff Meeting: March 14th

ROUND OF APPLAUSE!Today’s meeting is possible thanks to:

Shelby County Extension Office

(Host Location)

Oldham County Extension Office &

Owen County Extension Office

(Refreshments)