Extension Leadership Team Minutes July 14, 2016

Extension Leadership Team Minutes

July 14, 2016
Augusta – Farm House 11

Facilitator: Dennis Harrington
Note taker: Jon Prichard

Maine 4-H Days

July 22-24 at Windsor Fairgrounds.

Marketing Templates

Staff are reminded that marketing templates are designed and UM approved and are intended to create consistency and compliance with UM branding standards.  If staff have questions about using a template, they should contact Dana Rickman.

Customer Experience Training

UMS is developing a customer experience training and Extension will be included in the focus group, demonstration training and Fran will be trained to deliver the training.  This addresses one of the issues that was raised through last winter’s Extension Employee Group and ELT Group Sessions.  That process identified customer service training as an organizational need.

Budget Templates

Dennis is sending out budget templates for staff to use in planning their program activities for FY17.  This is the same process we used last year so should be familiar.  It essentially focuses on how much you will bring in or spend during FY17.

Dennis Vacation and Budget Needs

Dennis’ vacation schedule has him out of the country with little computer access during the first 2 weeks in August.  He is putting systems in place to handle critical things, but non-critical issues may need to wait for his return –  he will communicate those to the organization.

Camps updates

Jon and Fran are supporting Ryder as he moves through staff changes, including posting for an Open Air Classroom professional at Tanglewood.  On July 18 Dennis and UM facilities staff will visit Bryant Pond to explore woodstoves status. The Camps are having a successful summer, and have received some well-deserved positive Statewide press coverage.

Fair Labor Standards Act

We continue to follow and engage with efforts to understand FLSA and its potential impact on Extension. John is keeping up-to-date on this and will let staff know as information becomes clear.

IT Update

Lisa has been coordinating meetings with County offices to introduce staff to local UMS:IT support systems at local campuses.  These meetings will continue over the next several months.

New Employee Training

Fran brought a proposal to redesign the new employee training process. Instead of bringing staff to campus for a day long training, we will utilize Tandberg to deliver the majority of the training modules

  • Message from John Rebar/HR things new employees need to know to know (Tandberg)
  • Civil Rights (Tandberg)
  • Equal opportunity mandatory training will be available via Tandberg and in person for staff who would also like to tour campus on the day they attend the in person training.

iPET proposes to include new staff via Tandberg and in person as part of their regular meeting schedule and will be in touch with staff separately to schedule those sessions.

Fran will be working to develop a communication and tracking process to support the change in format.

Extension and Camps Participation in Community Events

The ELT discussed the parameters of Extension staff participating in community events that relate to social issues, such as the annual Pride Portland event. We agreed that it is appropriate for staff to participate in such events as representatives of Extension as long as our participation is not political, is congruent with University of Maine System policies, and if we are doing so in order to present or market Extension programs.

Career Ladder Promotion Opportunities for Non-Represented Professionals

The ELT is developing a procedure to offer career ladder promotion opportunities for Extension’s non-represented professionals. The process will be submitted to UMS- Human Resources and the Provost for review, comment and hopefully approval before the end of 2016.

 Future Agenda Items:

  1. Issue: Training is required from Equal Opportunity for all ELT members. EO currently has a new Director in place.
    Outcome: Dr. Jackie Hymes, Director of the Office of Equal Opportunity will be at the August 23rd ELT meeting from 10-11:30 for introductions and training.



Congratulations to Jessica Decke on her award of $23,976 from the USDA awarded through Kansas State University to support Navy Teen Summer Camp Scholarships.

Search Updates

Accounting and Reporting ProfessionalSearch is on hold

Administrative Specialist CL1 – Oxford County – Interviewing

Community Education Assistant CL1 – Somerset County – Position offered

Extension Food Scientist – Orono – Position offered and accepted

Extension Livestock Specialist – Orono – Accepting applications

Maine Food and Agriculture ProfessionalAccepting applications

Open Air Classroom Director TanglewoodPosted and Advertising

Research Associate Vegetable Production – Highmoor Farm – Screening applicants

ELT Meeting Dates –2016 –
Meetings are from 9:00 am to 3:30 pm – unless otherwise noted.

Facilitator Notes Location
August 23 Brzozowski Sulinski Orono
September 15 Sulinski Phelps Orono
September 29 Phelps Rebar Augusta – Farm House 11
October 18 Rebar Prichard Orono
November 15 Prichard Harrington Orono
November 30 Harrington Brzozowski Augusta – Farm House 11
December 15 Brzozowski Sulinski Orono