Date: September 10, 2014 Location: Fredericktown Park Time: 9:30 am EDT – Refreshments 10:00 am EDT - Meeting

FALL is Coming September 23rd!!

DISTRICT 5 STAFF AGENDA

“GREETINGS FROM ADMINISTRATION” Dr. Jimmy Henning Associate Dean for Extension Director, CES College of Ag, Food & Environment NEP UPDATE Leslie McCammish, Extension Associate, School of HES

Debra B. Cotterill University of KY Nutritional Education Program Director

GUEST SPEAKERS

PERSONNEL UPDATES for DISTRICT 5 • New Hires

Robin Felix, Grayson SNAP-Ed (7/1) Suzanne Burks, Nelson SNAP-Ed (7/1) Ashley DeBord, Wayne ANR PA (7/7)

• Resignations Suzanne Burks, Nelson SNAP-Ed (7/28) Brandon Pharis, Clinton 4-HYD (7/31) Lisa Caudill, Casey Snap-Ed (8/13) Tracy Vanderpool, Cumberland Snap-Ed (8/15)

PERSONNEL

• Vacancies Hardin FCS (1/10/14); Clinton 4-H (7/31/14)

Pending: Russell Custodian, Nelson Snap-Ed Statewide Vacancies and Stop-Gap

• Study Leave Rebecca Hill – Sept 1 – Dec 13 (MA at WKU) Elijah Wilson – Returns Oct 1st (Ed.D at WKU)

• Post Retirements – Annual Renewal (Bd of Trustees) David Harrison, LaRue ANR (1/7/15) Jack Ewing, Grayson ANR (2/6/15) Rick Greenwell, Washington ANR (5/6/15)

PERSONNEL

• Illnesses Sherri Coffey – Returned from FMLA (Husband) Becky Shagool – Returned from FMLA (Husband) Joy McGinnis – Returned from FMLA (Surgery) Jennifer Bridge– New FMLA (Surgery) Fran Hodges –New FMLA (Surgery) Jack Ewing – New Illness (Surgery) Linda Will – Intermittent FMLA (Treatment) Patricia Richards – Intermittent FMLA (Mom)

• Sympathy Di Hayward – Passing of Grandson, Corbin (June) Colby Guffey – Passing of Grandfather (June)

PERSONNEL

PERSONNEL UPDATES for STATE LEVEL • Retirements Roger Sparrow (8/31/14) Martha Thompson (Upcoming on 11/4/14) • New Hires Dan Kahl, Extension Faculty for CLD Penny Mazur, CES Personnel Assistant Jenny Cocanougher, District 4 Director • New Positions Chuck Stamper - CES Special Projects Coordinator Stephen Sizemore – CAFE Chief Financial Officer

PERSONNEL

WELCOME: NEW ARRIVALS!

Katie Jane is captured in a special photo with her Great-Grandmother who is 91 years young!

BIRTH ANNOUNCEMENT

Nick Roy and wife, Audrey are proud new parents!

Daughter, Katie Jane, arrived July 5, 2014.

“Grams” Connie & Bobby Conlee are expecting their 2nd Grandson November 4, 2014!

WELCOME: NEW ARRIVALS

STAY TUNED: Colby Guffey & wife, Sarah are expecting their 2nd child in October, 2014

BIRTH ANNOUNCEMENT Kindra Ewing Jones and husband, Sam

are proud new parents! Daughter, Claire Elizabeth, arrived

July 24, 2014.

BIRTH ANNOUNCEMENT Amy Singleton and husband, Matt

are proud new parents! Son, Eli Maddox, arrived

June 30, 2014.

SPECIAL RECOGNITION • KY State Fair Workers • St. Ext. Council Members – Summer Meeting • Support Staff - CAFE Staff Appreciation Day • Refreshments: Marion & McCreary • Picnic Committee: Jennifer Bridge, Luke Fries,

Will Stallard, Connie Conlee & Nelson Co Staff

PROGRAM HIGHLIGHTS for D5 4-HYD - Kindra Ewing Jones ANR - Ron Bowman HORT Dennis Morgeson FCS - Dayna Parrett

RECOGNITION & HIGHLIGHTS

ACCIDENT/INCIDENT REPORT FORM Required: Serious Situations/Problems Link: http://ces.ca.uky.edu/cesdd/OfficeTools

Link: http://www.uky.edu/EVPFA/Control ler/risk .htm

UK Employees: Workers Care (800) 440-6285 ATTENDANCE ROSTERS Verification: Audience and Meeting Parity Expectation: Complete and File Link: http://www.ca.uky.edu/psd/af firmative_action.php

INFORMATION EVENTS & DEADLINES

BUDGET REMINDERS & DEADLINES Tax Rates & Final Year-end Accounting: Sept. Financial Statements/Legal Notices: Sept 30 Motor Vehicle/Watercraft Tax Form: Oct. 1 Second County Payments: Oct. 10 DB Member Nominees: Nov. 1 Election of Board Officers: Jan. 30 File Audits – Send copies to D5 Office *Prog. Support Funds - Yearly Expense Reports were

due July 15; 2014-15 Budgets due with Budget Form *Stop-gap requires immediate MOA revision

STAFF INFORMATION

COMMUNITY AND LEADERSHIP DEVELOPMENT • Agent Awareness: USDA Rural Development

Offices are beginning to work with Rural and Economic Development

• Focus: Local Food Systems • Agents May Be Contacted • State CLD Contact: Alison Davis

CIVIL RIGHTS MODULES

Soon to “go live” online Mandatory - 3 mos. to complete (myUK portal)

STAFF INFORMATION

CLIENT PROTECTION STANDARDS Update files All Agents - be familar and engaged in process

COUNTY EXTENSION COUNCIL FALL MEETINGS

Train New Members - Expectations Prepare Agendas/Minutes: Copies to D5 Office County Coordinator Responsibility

COUNTY REVIEWS 6 Month Reports due 6 months from return

Link: http://www.ca.uky.edu/psd/affirmative_action.php

STAFF INFORMATION

DISTRICT 5 FORUM – November 7, 2014 • Location: Taylor County Extension Office • Attendance: 1 Agent & 1 Vol. @ Prog. Area;

State Extension Council Delegates (Any Agent wishing to attend is welcomed)

• Local Focus with State Topics • Complimentary lunch for all volunteers • Committee: Carol Hinton, Dayna Parrett, TJ

Adkins, Debbie Messenger, Connie Conlee & SEC Delegates

STAFF INFORMATION

ENERGY PROGRAM • New materials available – contact Beverly Miller

EPSILON SIGMA PHI

• D5 Contacts: Jack Ewing & Tyrone Gentry • National Meeting: October 6 - 9, Indianapolis, IN

EXTENSION ADVISORY COUNCIL TASK FORCE

Review of current system; Recommendations Chair: Dr. Dan Kahl; D5 Rep – Nick Roy

HOLIDAY STAFF & RETIREE GET-TOGETHER

• Date Selection (conflict on Dec 10, 2014) • Committee Assignments – 1 Agent @ Program Group

STAFF INFORMATION

HORTICULTURE TRAINING OPPORTUNITY “Work Experience Wednesdays” Miranda Hileman Combs, Ctr. For Crop Div. Mar – Nov at South Farm

INSURANCE: Do You Know What You Have? Homework: Report Due by Nov. Staff

• Types of Insurance Coverage? • Amounts of Coverage? Deductibles? • Carrier? Premium? • Do you take out extra coverage for event? Type/Company?

STAFF INFORMATION

KRS 5 – SECURITY BREACHES WITH IT All District Boards must have a Plan by 1/15 CES is developing a policy for counties

KSU Budget Shortfalls Affecting Many Dr. Javiette Samuel (continued illness)

MENTORING “New Mentor” Training – Sept 26 (Online) D5 Contacts: Christy Martin and Robbie Smith New Contact: Representative from FCS

STAFF INFORMATION

MITT (Managing in Tough Times) UPDATE D5 Reps: Theresa Howard & Jody Paver Retirement Planning – Oct 16, Fayette Co

NEAFCS – 2014 Annual Session Hyatt Regency Lexington, Kentucky September 15-18, 2014 KY Host Update – FCS Agents

NEP HIRING Secure approval from DB and CEC

STAFF INFORMATION

OPEN RECORDS REQUESTS “Action” Required in 3 Days (Must notify D5 Office) Reference: KRS61; State Contact: Tim West Requestor: Must complete a form for request Protocol: Discuss with Support Staff

PERFORMANCE APPRAISALS, SUPPORT STAFF • 2013-14 Reporting Year

Support Staff Appraisal to DD’s by Sept. 10 Final Signed Forms Due Oct. 1st New system for EFNEP & SNAP-Ed

STAFF INFORMATION

PERFORMANCE APPRAISALS - AGENTS 2013-14 - Target date to finalized - Oct 3 2014-15 - NEW PA Forms for FY 15

• Designed after 6 Areas of the Rubric • Link: http://districts.ca.uky.edu/agent

• Transition to a 4 Point System • Online Pilot: 2 Agents per Program Area • All Remaining Agents PA’s on Qualtrix • Self Evaluation will be part of process • Mandatory Year: ALL Agents over 1 Year • D5 Office Checking Monthly Reports due • NEW: Success Stories Due Quarterly (Oct 15) • Mid-Yr. Conf.: December/January/February

STAFF INFORMATION

POLITICAL INVOLVEMENT RE: Email from UK President

REPORT TO THE PEOPLE DUE: Before Thanksgiving Holiday STAFF MEETINGS

Attendance is expected Continue to hold 2nd Wednesday of Month

ST. EXTENSION COUNCIL – Jan 27-28, Lexington Nomination of State Delegates: Dec. 1 Randall Barnett Award: Due November

STAFF INFORMATION

STRATEGIC PLANNING - CAFE New Budget Model – How to allocate costs D5 Nominee for St. Committee: David Kessler

SUPPORT STAFF TRAINING – Spring 2015 Contact Group: 4-HYD Agents Committee: Marla Stillwell, Alex Bryant, Chaquenta Smith and Megan Klee, Staff Pending: Final details (date, location, etc.)

STAFF INFORMATION

SUCCESS STORIES New: Report Stories Quarterly Due Dates to enter in KERS: Oct. 15 (1), Jan. 15 (1); Apr 15 (1); July 15 (2) Success Story Template Upcoming D5 Training with Pam Sigler

SPECIALIST AND FACULTY FEEDBACK

Asking Agents to participate Comments will be anonymous Be constructive and give praise Goal: Honor Good Work

STAFF INFORMATION

TAX-EXEMPT Check site 4 times a year: Oct, Jan, Apr, July 501c3 entities file on line tax forms

TRAVEL ON STATE FUNDS Strict Guidelines Inform D5 Office before travel Comments required in SAP travel requests

STAFF INFORMATION

PROGRAMS GROUPS ANR 4-HYD FCS

GROUP MEETINGS

COUNTY EXTENSION AGENTS June 5 Debbie Messenger (Cumberland FCS) June 11 Colby Guffey (Clinton ANR)

COUNTY SUPPORT STAFF

June 3 Sue Ellen Stull (Meade Support Staff) June 14 Sheilah Childers (Pulaski Support Staff) June 26 Cheryl Mattingly (Washington Support Staff)

JUNE “BELATED” BIRTHDAYS!

JULY “BELATED” BIRTHDAYS!

COUNTY EXTENSION AGENTS July 3 Cabrina Buckman (Washington FCS) July 5 Jennifer Bridge (Meade FCS) July 9 Nick Roy (Adair ANR) July 14 Carole Goodwin (Meade 4-HYD) July 18 Audrey Myers (Green FCS)

COUNTY SUPPORT STAFF

July 6 Lisa Stevens (Pulaski Receptionist) July 13 Mary White (Hardin NEP Assist) July 15 All ison Taylor (Pulaski NEP Assist) July 16 Gerald Gribbins (Taylor Custodian) July 25 Teresa Bright (Adair Support Staff) July 26 Sue Henning (Breckinridge Support Staff)

COUNTY EXTENSION AGENTS Aug 7 Becky Nash (Taylor FCS) Aug 20 Robbie Smith (Nelson Horticulture) Aug 22 Christy Nuetzman (Clinton FCS) Misty Wilmoth (LaRue 4-HYD) Pam York (Russell FCS) Aug 26 Jody Paver (Wayne FCS) Aug 28 Rebecca Hil l (Marion 4-HYD)

COUNTY SUPPORT STAFF

Aug 7 Joyce Cardenas (Marion Support Staff) Cassie Munsey (Wayne FCS PA) Aug 10 Di Hayward (Cumberland 4-H PA) Aug 14 Beverly Tabor (Breckinridge Support Staff) Aug 15 Melody Mays (Marion Support Staff) Aug 16 Angela Freeman (Taylor NEP Assist) Aug 19 Beth Loving (Hardin 4-H Assist) Aug 22 Jordan Stapp (Taylor 4-H Assist)

AUGUST “BELATED” BIRTHDAYS!

COUNTY EXTENSION AGENTS Sept 1 Natalie Taul (Grayson FCS) Sept 14 Greg Tompkins (Cumberland ANR) Sept 18 Andy Mil ls (Meade ANR)

COUNTY SUPPORT STAFF

Sept 8 Darice Russell (Washington Secretary) Sept 10 Wanda Miick (Russell ANR PA) Sept 15 Kisha Atwood (Casey Secretary) Carolyn Morris (Taylor Secretary) Sept 19 Joy McGinnis (Wayne Secretary) Sept 27 Carolyn Dorsey (Grayson Custodian) Sept 28 Stacy Smith (Clinton EFNEP)

SEPTEMBER BIRTHDAYS!