Date: September 10, 2014Location: Fredericktown ParkTime: 9:30 am EDT – Refreshments

10:00 am EDT - Meeting

FALL is Coming September 23 rd!!

DISTRICT 5 STAFF AGENDA

“GREETINGS FROM ADMINISTRATION” Dr. Jimmy Henning Associate Dean for ExtensionDirector, CES College of Ag, Food & Environment

NEP UPDATELeslie McCammish, Extension Associate, School of HES

Debra B. Cott eri l lUniversity of KYNutriti onal Educati on 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)

• ResignationsSuzanne 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 LeaveRebecca 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

• IllnessesSherri 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)

• SympathyDi 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 HiresDan Kahl, Extension Faculty for CLDPenny Mazur, CES Personnel AssistantJenny Cocanougher, District 4 Director

•New PositionsChuck Stamper - CES Special Projects

CoordinatorStephen Sizemore – CAFE Chief Financial Officer

PERSONNEL

WELCOME: NEW ARRIVALS!

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

BIRTH ANNOUNCEMENTNick 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 ANNOUNCEMENTKindra Ewing Jones and husband,

Sam are proud new parents! Daughter, Claire Elizabeth,

arrived July 24, 2014.

BIRTH ANNOUNCEMENTAmy 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 D54-HYD - Kindra Ewing Jones ANR - Ron BowmanHORT Dennis Morgeson FCS - Dayna Parrett

RECOGNITION & HIGHLIGHTS

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

Link: ht tp: / /www.uky.edu/EVPFA/Contro l ler / r i sk .htm

UK Employees: Workers Care (800) 440-6285

ATTENDANCE ROSTERSVerifi cation: Audience and Meeting ParityExpectation: Complete and FileLink: http: / /www.ca.uky.edu/psd/affi rmat ive_act ion.php

INFORMATIONEVENTS & DEADLINES

BUDGET REMINDERS & DEADLINES Tax Rates & Final Year-end Accounting:

Sept. Financial Statements/Legal Notices: Sept 30Motor Vehicle/Watercraft Tax Form: Oct. 1 Second County Payments: Oct. 10DB Member Nominees: Nov. 1Election of Board Offi cers: Jan. 30File Audits – Send copies to D5 Offi ce

*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 Offi ces are beginning to work with Rural and Economic Development• Focus: Local Food Systems • Agents May Be Contacted• State CLD Contact: Alison Davis

CIVIL RIGHTS MODULESSoon to “go live” onlineMandatory - 3 mos. to complete (myUK

portal)

STAFF INFORMATION

CLIENT PROTECTION STANDARDSUpdate filesAll Agents - be familar and engaged in process

COUNTY EXTENSION COUNCIL FALL MEETINGSTrain New Members - ExpectationsPrepare Agendas/Minutes: Copies to D5 OfficeCounty Coordinator Responsibility

COUNTY REVIEWS6 Month Reports due 6 months from return

Link: http://www.ca.uky.edu/psd/affi rmative_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 FORCEReview of current system; RecommendationsChair: 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 1/15CES is developing a policy for counties

KSUBudget Shortfalls Affecting ManyDr. Javiette Samuel (continued illness)

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

STAFF INFORMATION

MITT (Managing in Tough Times) UPDATE

D5 Reps: Theresa Howard & Jody PaverRetirement Planning – Oct 16, Fayette

Co

NEAFCS – 2014 Annual SessionHyatt Regency Lexington, KentuckySeptember 15-18, 2014KY Host Update – FCS Agents

NEP HIRINGSecure approval from DB and CEC

STAFF INFORMATION

OPEN RECORDS REQUESTS“Action” Required in 3 Days (Must notify D5 Offi ce)Reference: KRS61; State Contact: Tim WestRequestor: Must complete a form for requestProtocol: Discuss with Support Staff

PERFORMANCE APPRAISALS, SUPPORT STAFF• 2013-14 Reporting Year

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

STAFF INFORMATION

PERFORMANCE APPRAISALS - AGENTS 2013-14 - Target date to finalized - Oct 32014-15 - 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 Offi ce Checking Monthly Reports due•NEW: Success Stories Due Quarterly (Oct 15)•Mid-Yr. Conf.: December/January/February

STAFF INFORMATION

POLITICAL INVOLVEMENTRE: Email from UK President

REPORT TO THE PEOPLEDUE: Before Thanksgiving Holiday

STAFF MEETINGSAttendance is expectedContinue to hold 2nd Wednesday of Month

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

STAFF INFORMATION

STRATEGIC PLANNING - CAFENew Budget Model – How to allocate costsD5 Nominee for St. Committee: David

Kessler

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

STAFF INFORMATION

SUCCESS STORIESNew: Report Stories QuarterlyDue Dates to enter in KERS: Oct. 15 (1), Jan. 15 (1); Apr 15 (1); July 15 (2)Success Story TemplateUpcoming D5 Training with Pam Sigler

SPECIALIST AND FACULTY FEEDBACKAsking Agents to participateComments will be anonymousBe constructive and give praiseGoal: Honor Good Work

STAFF INFORMATION

TAX-EXEMPTCheck site 4 times a year: Oct, Jan,

Apr, July 501c3 entities file on line tax forms

TRAVEL ON STATE FUNDSStrict GuidelinesInform D5 Offi ce before travelComments 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 Guff ey (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 14Carole Goodwin (Meade 4-HYD) July 18Audrey Myers (Green FCS)

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

COUNTY EXTENSION AGENTS Aug 7Becky 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 Hill (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 Mills (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!