DECEMBER D4 FULL STAFF MEETINGDECEMBER 10 2014

WELCOME & INTRODUCTIONS

SPECIAL THANKS TO PLANNING COMMITTEE

• Liz Kingsland

• Susan Campbell

• Jamie Dockery

SNAP – ED PROGRAMDebra Cotterill, Director Nutrition Education Program

• Civil Rights Requirement for Federal Grant

• All Staff who report SNAP-ED hours

SEVERE WEATHER POLICY

• Support Staff Contact Agent responsibility

• Notify all county staff

• Notify District Director

• Place notice through phone message, posting on office door, radio/TV and any social media outlets

LIVEWELL - CHECK IN

• Free Health Screening

• $100 rebate to employees with UK health insurance

• January 28, 2015 - Fayette Co Extension Office

• April 23, 2015 - Madison County Extension Office

• 8:00 am – 4:00 pm. Open to All Staff, spouses and retirees welcome to participate

WORKING WITH VOLUNTEERS &COUNCILS

• Leslie Reynolds, Franklin County Extension Agent for 4-H Youth Development

PersonnelAnnouncements

1. Estill County - FCS stop-gap

2. Fayette County - 4-H stop-gap

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30. Woodford - 4-H stop-gap

ASSISTANT DIRECTOR FOR COOPERATIVE EXTENSION SERVICE HUMAN RESOURCES

THOMAS KEENE, JR

EPSILON SIGMA PHI

• Early Bird Dues Deadline – December 12 2014 – eligible for drawing for a free Annual Meeting Registration

• March 18-19 Annual Meeting and Professional Development In-Service

STATE EXTENSION COUNCIL

• January 27-28 2015 Embassy Suites, Lexington

• Delegates:

• Brenda Hammons, Lincoln County

• David Klee, Scott County

• Pat Skinnemoen, Clark County

• Harlene Welch, Harrison County

• Sue Kirkman, Franklin County

COLLEGE STRATEGIC PLANJANUARY 14, 2015

LISTENING SESSION • Rachel Abney, Committee Member

• Agent & Stakeholder participation on January 14 at Clark County Extension Office – RSVP names and numbers to Clark County by January 7. Meeting will begin at 12noon with lunch.

• Each county may invite 2 individuals to attend. One should be from traditional extension audiences and one from non-traditional audience. Some suggestions include youth, school guidance counselors, Chamber offices, Minorities, faith based organizations, elected officials, etc.

• One agent per county may attend.

• State Extension Council will participate in a separate listening session during State Extension Council meeting.

HOUSE OF CARDS!

COUNTY COORDINATORS

Office / Support Staff Coordinator

• Support Staff Supervision

• Affirmative Action

• Office Management

• Office Staff Conferences

COUNTY COORDINATORS

Fiscal contact

• Fiscal Matters

• Ordering Supplies

• Office Petty Cash / Credit Card Management

• Penalty Mail

• Equipment and Inventory

COUNTY COORDINATORS

Co Extension Counci l & Marketing

• County and State Extension Councils

• Program Development & Reporting

• Mass Media

• Legislative

• Student Recruitment/College of Ag & HES Alumni

ALL AGENTS

• Program councils

• Maintain extension programs in absence of agent or during a vacancy

• Provide mutual support to co-workers

• Be involved in Community & Economic Development

• Assist new agents in learning about county, people & programs

• Maintain communication and working relationship among staff

• Supervise program assistants in respective program areas

KAEFCSM A R Y H I X S O NL I Z K I N G S L A N DD I A N N E D O G G E TT A M A R A T H O M A S

NAE4HAL I S A A D A M SM I R A N D A S H E A R E R

NAILEK I M R A G L A N D

FARM BUREAUMIKE MEYERLINDA MCCLANAHAN

RANDALL BARNETT COUNTY EXTENSION COUNCIL GUIDELINES

All counties are encouraged to enter

• Two entries per district – due to Jenny by December 22

• Winning Council will be recognized at winter State Extension Council

• Winning Council will receive $500.00 cash award plus framed certificate and County name will be placed on permanent plaque in the College of Agriculture, Food and Environment

• Same County Council cannot win the award in two consecutive years

• Application on D4 website

KENTUCKY COOPERATIVE EXTENSION DIVERSITY AWARD• Deadline: December 22

• Submit to Quentin Tyler

• Making strides to understand, reach, and include diverse and underrepresented audiences

• The program nominated could have started before October 1, 2012 but it must have also been ongoing during the period Oct. 1 2013 – Sept 30 2014.

• $500.00 individual award and $1000.00 team award

• Application on D4 website

FCS MINI GRANTS AVAILABLE

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• Proposals should focus on at least one of the current FCS Initatives

• Increase collaboration across program areas for FCS-related activities

• Develop or expand FCS-related activities

• Purchase equipment and/or supplies

• Provide professional development opportunities

• Up to $5,000.00. Proposals will be selected throughout the year.

DISTRICT BOARD REMINDERS• Extension District Board annual meetings in January

• Elect officers,

• Swear in new members, Orientation of new members. http://www2.ca.uky.edu/internal/DBCEManual2004.pdf

• You do not have to send the Special District Reporting Form to fiscal court. You will update this information online later in the spring via Department of Local Government website. Registration fees due by July 15, 2015.

• County Program Council Accounts

• If not a 501(c) 3 organization, then use District Board EIN number on all receipts, donor letters etc

• All program groups must annually submit an internal audit report, budget and financial statement are to District Board. Make note in minutes of EDB and record date via KERS.

NEW TIMELINE FOR DISTRICT BOARDS

• April 15 2015: budget due to DD, present to Fiscal Court

• June 30 2015: budget amendments due

• July 1 2015: new audit requirements take effect (FY 2015 audit due June 30, 2016)

• July 15 2015: 2015-2016 budget due to DLG, yearly registration fee due

• Sept 1 2015: Budget to Actual is due for FY 2014-2015

MYUK - TIME/LEAVE REQUESTS

• Special Holidays: Dec 26, 29, 30, 31 and Jan 2

• Christmas Holiday, New Years Day Holiday

• Deleting/Correcting Entries

• Agent travel requests for Professional Development Funds, Out-of-State Travel and Travel on State Funds

REPORTINGWHAT IS DUE WHEN?

• State Travel Fund Reports – tips on District Website

• KERS: Monthly Reports – Meetings & Activities, Expenses, Statistical, Quarterly Success Stories

• Next success story due January 15

• MyUK: Time & Leave Requests

• http://districts.ca.uky.edu