1. DECEMBER D4 FULL STAFF MEETING DECEMBER 10 2014

2. WELCOME & INTRODUCTIONS

3. SPECIAL THANKS TO PLANNING COMMITTEE Liz Kingsland Liz Kingsland Susan Campbell Susan Campbell Jamie Dockery Jamie Dockery

4. SNAP – ED PROGRAM SNAP – ED PROGRAM Debra Cotterill, Director Nutrition Education Program Civil Rights Requirement for Federal Grant Civil Rights Requirement for Federal Grant All Staff who report SNAP-ED hours All Staff who report SNAP-ED hours

5. SEVERE WEATHER POLICY Support Staff Contact Agent responsibility Support Staff Contact Agent responsibility Notify all county staff Notify all county staff Notify District Director Notify District Director Place notice through phone message, posting on office door, radio/TV and any social media outlets Place notice through phone message, posting on office door, radio/TV and any social media outlets

6. LIVEWELL - CHECK IN Free Health Screening Free Health Screening $100 rebate to employees with UK health insurance $100 rebate to employees with UK health insurance January 28, 2015 - Fayette Co Extension Office January 28, 2015 - Fayette Co Extension Office April 23, 2015 - Madison County 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

7. WORKING WITH VOLUNTEERS & COUNCILS Leslie Reynolds, Franklin County Extension Agent for 4-H Youth Development Leslie Reynolds, Franklin County Extension Agent for 4-H Youth Development

8. Personnel Announcements 1. Estill County - FCS stop-gap 1. Estill County - FCS stop-gap 2. Fayette County - 4-H stop-gap 2. Fayette County - 4-H stop-gap... 30. Woodford - 4-H stop-gap

9. ASSISTANT DIRECTOR FOR COOPERATIVE EXTENSION SERVICE HUMAN RESOURCES THOMAS KEENE, JR

10. 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

11. STATE EXTENSION COUNCIL January 27-28 2015 Embassy Suites, Lexington January 27-28 2015 Embassy Suites, Lexington Delegates: Delegates: Brenda Hammons, Lincoln County David Klee, Scott County Pat Skinnemoen, Clark County Harlene Welch, Harrison County Sue Kirkman, Franklin County

12. COLLEGE STRATEGIC PLAN JANUARY 14, 2015 LISTENING SESSION Rachel Abney, Committee Member 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. 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. 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. One agent per county may attend. State Extension Council will participate in a separate listening session during State Extension Council meeting. State Extension Council will participate in a separate listening session during State Extension Council meeting.

13. HOUSE OF CARDS!

14. COUNTY COORDINATORS COUNTY COORDINATORS Office / Support Staff Coordinator Support Staff Supervision Affirmative Action Office Management Office Staff Conferences

15. COUNTY COORDINATORS Fiscal contact Fiscal Matters Fiscal Matters Ordering Supplies Ordering Supplies Office Petty Cash / Credit Card Management Office Petty Cash / Credit Card Management Penalty Mail Penalty Mail Equipment and Inventory Equipment and Inventory

16. COUNTY COORDINATORS Co Extension Council & Marketing County and State Extension Councils County and State Extension Councils Program Development & Reporting Program Development & Reporting Mass Media Mass Media Legislative Legislative Student Recruitment/College of Ag & HES Alumni Student Recruitment/College of Ag & HES Alumni

17. ALL AGENTS Program councils Program councils Maintain extension programs in absence of agent or during a vacancy Maintain extension programs in absence of agent or during a vacancy Provide mutual support to co-workers Provide mutual support to co-workers Be involved in Community & Economic Development Be involved in Community & Economic Development Assist new agents in learning about county, people & programs Assist new agents in learning about county, people & programs Maintain communication and working relationship among staff Maintain communication and working relationship among staff Supervise program assistants in respective program areas Supervise program assistants in respective program areas

18. KAEFCS MARY HIXSON LIZ KINGSLAND DIANNE DOGGET TAMARA THOMAS NAE4HA LISA ADAMS MIRANDA SHEARER NAILE KIM RAGLAND FARM BUREAU MIKE MEYER LINDA MCCLANAHAN

19. RANDALL BARNETT COUNTY EXTENSION COUNCIL GUIDELINES All counties are encouraged to enter Two entries per district – due to Jenny by December 22 Two entries per district – due to Jenny by December 22 Winning Council will be recognized at winter State Extension Council 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 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 Same County Council cannot win the award in two consecutive years Application on D4 website Application on D4 website

20. KENTUCKY COOPERATIVE EXTENSION DIVERSITY AWARD Deadline: December 22 Deadline: December 22 Submit to Quentin Tyler Submit to Quentin Tyler Making strides to understand, reach, and include diverse and underrepresented audiences 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. 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 $500.00 individual award and $1000.00 team award Application on D4 website Application on D4 website

21. FCS MINI GRANTS AVAILABLE FCS MINI GRANTS AVAILABLE http://hes.ca.uky.edu/content/forms http://hes.ca.uky.edu/content/forms Proposals should focus on at least one of the current FCS Initatives Proposals should focus on at least one of the current FCS Initatives Increase collaboration across program areas for FCS- related activities Increase collaboration across program areas for FCS- related activities Develop or expand FCS-related activities Develop or expand FCS-related activities Purchase equipment and/or supplies Purchase equipment and/or supplies Provide professional development opportunities Provide professional development opportunities Up to $5,000.00. Proposals will be selected throughout the year. Up to $5,000.00. Proposals will be selected throughout the year.

22. DISTRICT BOARD REMINDERS DISTRICT BOARD REMINDERS Extension District Board annual meetings in January Extension District Board annual meetings in January Elect officers, Elect officers, Swear in new members, Orientation of new members. http://www2.ca.uky.edu/internal/DBCEManual2004.pdf Swear in new members, Orientation of new members. http://www2.ca.uky.edu/internal/DBCEManual2004.pdf 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. 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 County Program Council Accounts If not a 501(c) 3 organization, then use District Board EIN number on all receipts, donor letters etc 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. 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.

23. NEW TIMELINE FOR DISTRICT BOARDS April 15 2015: budget due to DD, present to Fiscal Court April 15 2015: budget due to DD, present to Fiscal Court June 30 2015: budget amendments due June 30 2015: budget amendments due July 1 2015: new audit requirements take effect (FY 2015 audit due June 30, 2016) 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 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 Sept 1 2015: Budget to Actual is due for FY 2014-2015

24. MYUK - TIME/LEAVE REQUESTS Special Holidays: Dec 26, 29, 30, 31 and Jan 2 Special Holidays: Dec 26, 29, 30, 31 and Jan 2 Christmas Holiday, New Years Day Holiday Christmas Holiday, New Years Day Holiday Deleting/Correcting Entries Deleting/Correcting Entries Agent travel requests for Professional Development Funds, Out-of-State Travel and Travel on State Funds Agent travel requests for Professional Development Funds, Out-of-State Travel and Travel on State Funds

25. REPORTING WHAT IS DUE WHEN? State Travel Fund Reports – tips on District Website State Travel Fund Reports – tips on District Website KERS: Monthly Reports – Meetings & Activities, Expenses, Statistical, Quarterly Success Stories KERS: Monthly Reports – Meetings & Activities, Expenses, Statistical, Quarterly Success Stories Next success story due January 15 Next success story due January 15 MyUK: Time & Leave Requests MyUK: Time & Leave Requests http://districts.ca.uky.edu http://districts.ca.uky.edu http://districts.ca.uky.edu