ELT Minutes, September 6, 2011

Extension Leadership Team Meeting Minutes
September 6, 2011
9:00 am – 3:30 pm
102B Libby Hall

Facilitator: John Rebar
Note taker: Dennis Harrington

Please note: Due to the confidentiality and sensitivity of some agenda items, these ELT minutes do not represent the full content of each meeting.

Present: Dennis Harrington, Lisa Phelps, Jon Prichard, John Rebar and Fran Sulinski.
Renae Byard

Extension Leadership Team: The ELT held its first meeting since the departure of Doug Babkirk and the inclusion of Jon Prichard as a new member. With the intention of strengthening the potential of the group to act as an effective team, the group took time to examine the reality of the recent changes through sharing of individual strengths, ways in which each member would like to grow within the team, and ways that each member could be supported by the team.

Caribou Hall: John and Dennis will be meeting with the UMaine and UMaine System facilities leadership to inspect Caribou Hall, the building housing the Penobscot County Extension office, in preparation for its transfer to UMaine control later in the year.

Reimbursement Policy: University policy allowing for employee reimbursements changed last January; the University no longer reimburses employees for non-travel expenses, except in emergency situations. While the policy has been in place for eight (8) months, there are ongoing reimbursement requests from staff members for purchases that could have been handled through University purchasing processes. Renae Byard updated the ELT on allowable ways to purchase items such as using purchase orders, using P-Cards, and working with Renae to purchase directly. Staff members who have purchasing needs are encouraged to contact Renae (with substantial lead time) for information about the best way to accomplish their purchasing needs and the potential for obtaining a P-Card in their name. June Baldacci, UMaine Director of Purchasing, will be offering online training for Extension staff in the near future – date to be determined.

Civil Rights Review: The ELT debriefed the recent civil rights review. As communicated by John Rebar in a recent email to the organization, the review went well and there were many positive highlights communicated by the review team during the wrap-up meeting at the end of their visit. There is much appreciation for the way those involved worked for a positive review, and to all staff members who value civil rights as an element of their work. We expect the final review report to be sent to us within 90 days.

Future ELT Meeting Dates

Dates Facilitator Note taker Location
September 22 Harrington Sulinski 102B Libby Hall
October 12 Sulinski Phelps UMA – Augusta*
October 27 Phelps Rebar 102B Libby Hall
November 9 Rebar Prichard UMA – Augusta*
November 22 Prichard Harrington 102B Libby Hall
December 12 Harrington Sulinski 102B Libby Hall

Future ELT Meeting Dates – 2012

Dates Facilitator Note taker Location
January 10** Sulinski Phelps UMA – Augusta*
January 31 Phelps Rebar 102B Libby Hall
February 14 Rebar Prichard UMA – Augusta*
March 1 Prichard Harrington 102B Libby Hall

*Please Note: All the UMA – Augusta meetings are scheduled for the small conference room in the Richard J. Randall Student Technology Center.

**The January 10th meeting will be from 9:00 am to 12 noon.