Extension Leadership Team Meeting Minutes July 17, 2024

October 3, 2024 ELT Minutes, News

Extension Leadership Team Meeting Minutes
Date: July 17, 2024
Time: 10 AM to 2:30 PM
Location: Cumberland County Extension Office – Falmouth

Facilitator: Tori Jackson
Note taker: All

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

Meeting Focus

Agenda items relate to one of these three goals with corresponding action items and/or priorities.

  • Make Extension a sustainable, equitable, purposeful and enjoyable place to work
  • Work on structural, (county offices, staffing patterns), cultural and leadership issues that will lead to this
  • Focus on employee experience
  • Restructure Extension
  • Right size based on budget
  • Mission delivery that is current, and responsive to changing demographics/community needs
  • Overall efficiency and effectiveness
  • Define focus areas
  • Make PFAS a priority for Extension (define what this means; not necessarily a piece of everyone’s job, but an organizational priority nevertheless).

Guests and FYIs

  • Alisha joined us to discuss DEI updates
  • Amanda joined us at lunch, and after for introduction to ELT
  • We met with the staff over lunch to discuss local issues

Check-ins

Jason/Hannah

  • EDEO Search update July 22, 24 and 29
  • Interviewing PFAS Coordinator candidate July 18
  • New Faculty orientation list has been updated with Associate Provost
  • Gülsün Akdemir Evrendilek will start July 22.

 Jon

  • AED and First Aid survey of county offices is complete and will be discussing findings with ELT.
  • Working with Matt Thomas on updating POW/AR related web pages on Plugged In.
  • Exploring how we support the Homemakers program at the county level.

 Lisa

  • Waldo County 4-H Professional search had a successful outcome and person will start on Sept 3
  • Maine 4-H Days will be held on July 20-21
  • EDEO Search Committee work

Melissa

  • Website consultant audit and recommendations received; working with the consultant to develop a more detailed plan for implementation. Michelle, Matt and Melissa will continue that work with support from the C+M team. Goal is to create a timeline for implementation that also includes the transition to Gutenberg.
  • Team strategic planning retreat scheduled for July 24 in Orono. The day will include updating the strategic communications plan and developing a process improvement plan.
  • Look for all-staff updates on media (releases, working with the media, ideas for promotion) and Photoshelter availability.
  • Reminder of Tracey’s ongoing work to update all publications on the website; many will be archived! Tracey is working with individual faculty as she works down through the list.
  • Open House at the Veterinary Diagnostic Lab tentatively scheduled for fall.
  • Shout out to Tayla Mann and Izzy Viselli who are doing a great job developing content for social media and maintaining an effective posting schedule.

Ryder

  • Noteworthy dates coming up:
    • August 17: donor appreciation event at Blueberry Cove
    • Blueberry Cove .5 Marathon Aug 25, 2024 – Volunteer opportunities
    • Immersion Week @ Bryant Pond, Tanglewood, Blueberry Cove August 26, 27,28
    • Early College Outdoor Leadership Intensive course (2 sections in middle of August – Tanglewood and Greenland Point – still 2 spaces at GP)
  • Maine Outdoor School for All – incorporating as non-profit “Friends of”
  • Risk Management situations – Nathan Anaya, Amon Purinton (general counsel)
  • Trail Closure @ BP – causing a little push back from public locally

Tori

  • Liz Stanley Retires on August 2nd

Beth

  • New Staff Coordinator, Amanda Hatley, jumping right into the role and doing excellent!
  • Civil rights report – follow-up questions from Lois (NIFA/USDA), sounds excited about what we’re up to, final report coming soon?
  • Save the Date – New Employees on Campus Sept 25th

Discussion Items

Alisha – EFAC updates

Alisha joined the ELT and provided an update from the Extension For All Committee (EFAC)

Amanda Hatley, new Staff Coordinator

Amanda joined us for a brief introduction to the group and to get to know ELT members and Cumberland county staff during lunch.

Needs Assessment Report review and Plan

We discussed the prepared Needs Assessment reports (Organizational, Programming and Marketing), and the timeframe for sharing with all staff.  We need to release these reports strategically and as soon as possible.

 Reclassifications/desk audits/personnel actions

We discussed UMaine policies on Reclassifications/desk audits/personnel actions.

Extension Emergency Response and Risk Management

We discussed Extension’s approaches to emergency response and risk management.

Fall ELT Retreat for Big Picture Programs and Facilities
Late September/ Early October. Hannah will work with Angela to set dates.

Announcements & Congratulations

Other Announcements

The PAC would like to congratulate Kate Yerxa for being selected for the Outstanding Collegiality award, Colt Knight for the Applied Research award, and Lily Calderwood for the Program Leadership award!

 Search & Hire Updates

*accurate as of 7/16/24

Searches

 REQUESTED

  • TEMP- Field Assistant (Jaime)
  • PFAS Navigator 1
  • PFAS Navigator 2
  • TEMP- Scientific Research Assistant (paused)
  • Early Childhood Program Professional, Blueberry Cove (paused)

 INITIATED / JOB DESCRIPTION & REQUEST TO FILL IN PROGRESS

  • None Currently!

WAITING FOR APPROVALS IN ORACLE

  • PFAS Research Coordinator, Penobscot/Orono
  • Assistant Extension Professor and Aquatic Animal Health Specialist (will go through Oracle)
  • Administrative Specialist CL3, Cumberland (finalizing RTF and JD, almost ready to submit)
  • Wild Blueberry Extension and Research Professional, Penobscot (Orono)
  • Community Education Assistant CL2 4-H, Kennebec (part-time, partial backfill Alisha Targonski’s work) ( waiting to be moved into Oracle from HireTouch)
  • Administrative Specialist CL2, Aroostook-Fort Kent (waiting to be moved from oracle to HireTouch)

ADVERTISING, ANTICIPATING APPLICANTS

  • Extension Agricultural Engineer Professional
  • Parent Educator/ Maine Families Visitor Cumberland/Sagadahoc Counties
  • Farm Operations Technician CL1, Aroostook Farm (Extended review date)
  • Administrative Specialist CL3, Kennebec (declined, reposted)
  • Assistant Extension Professor of Horticulture and Ornamental Horticulture Specialist, Penobscot (reviews unsuccessful, need to repost)
  • 4-H Community Education Assistant CL2 (part-time), York

INTERVIEWING / OFFERING

  • Executive Director of Extension Operations, Penobscot/Statewide
  • Youth Development Professional 4-H, Waldo

HIRED

  • Assistant/Associate Extension Professor and Seafood technology and Food Safety Specialist, Penobscot, Gulsun Evrendilek (7.22)

2024 ELT Meeting Dates

Dates Facilitator Notes Location
August 21 Phelps Prichard Aroostook – PI
September 16 Prichard Scott Zoom
October 8-9 Carter TBD Millinocket Retreat
November 20 Scott Arndt TBD
December 17 Arndt Bailey Oxford County