1. January 11, 2012 Green County Extension Office 10:00 am EST

2.  Greetings  U.S. Representative, KY’s Second District  Serves Extension District 5 Counties: ◦ Breckinridge, Grayson, Green, Hardin, LaRue, Marion, Meade, Nelson and Taylor  Official Website: ◦ http://guthrie.house.gov/ http://guthrie.house.gov/

3. PERSONNEL UPDATES  Retirement, Resignations, Vacancies, Health Updates, Congratulations, etc. PROGRAM HIGHLIGHTS for DISTRICT 5  HORT Dennis Morgeson  ANR Ron Bowman  4-HYD Misty Wilmoth  FCS Katie Alexander SPECIAL RECOGNITION  Refreshments – Marion and McCreary  Host – Green County

4. BUDGET UPDATE  State Level Issues – Still a lot of uncertainty  Federal Level – Flat Funding  Training for District 5 Agents - February Staff CALENDAR OF EVENTS – WEB PAGE BASED  Add to County Website - Statewide Initiative  Top Postings per Program! Kindra, Audrey, Nick & Robbie  Example: Green County FCS - http://ces.ca.uky.edu/green/ http://ces.ca.uky.edu/green/ CAREER LADDER  Jan. 23 rd Draft applications due to D5 Office  Feb. 1 st Forms due to Karen Ramage (D5 Office forwards)  July 1 st Promotions and Pay Adjustments  Guidelines at http://ces.ca.uky.edu/cesdd/agent http://ces.ca.uky.edu/cesdd/agent o Check accuracy (Information up to Dec. 30 th ) o Attach In-Service Training Transcript

5. CEDIK (Community & Economic Initiative of KY) cedik website: www.ca.uky.edu/cedikwww.ca.uky.edu/cedik Extension Program Coordinator for cedik: Chuck Stamper District 5 Email: CED Jan. Report and CED Topic List CREATING OUR FUTURE Next State Committee Meeting – Jan 23 (electronically) Discussion: Method of Surveying Staff COMMISSIONER OF AGRICULTURE  James Comer – Knowledgeable/Supportive of CES  Webpage: http://www.kyagr.com/commissioner/http://www.kyagr.com/commissioner/  Drew Graham – Transition Team Member in Frankfort

6. COUNTY PROGRAM REVIEWS  2012Adair, Taylor & Cumberland (Martha Thompson) Meade & Breckinridge (Martha Nall)  2011Follow-up Reports: Wayne, Clinton and Russell  Form: http://www.ca.uky.edu/psd/affirmative_action.php http://www.ca.uky.edu/psd/affirmative_action.php  Due Date for Follow-up: March 15, 2012 or before DISTRICT BOARD TIMELINE  January (remaining days) o Special District Reporting Form - to County Clerk within 60 days of the close of the fiscal year o Discuss budget with CEC. Develop recommendations  February 15 th - County Offset Voucher for past year  February 28 th - Cooperative Extension Service Budget Plan  Financial Forms: http://ces.ca.uky.edu/manual/cedbg/financial http://ces.ca.uky.edu/manual/cedbg/financial

7. DIVERSITY  Tri-State Diversity Conf., Cincinnati Airport Marriott  Date: Feb. 16 – 17, 2012; Early Registration: January 23 rd  Conference Planning Contact: Teran Ransom  Conference Website: http://ces.ca.uky.edu/tristatediversityconference/contact.html http://ces.ca.uky.edu/tristatediversityconference/contact.html  New: Diversity Champions Award EPSILON SIGMA PHI  Jan. 20Early Deadline  Jan. 27Awards Deadline  Mar. 21Professional Development In-Service Kelli Bonifer, Co-Chair  Mar. 22 & 23 ESP Meeting, My Old KY Home State Park  D5 Contacts: Greg Tompkins & Misty Wilmoth  “Extension Today” Contest: 1 Winner from LC & LT  Member Eligibility – 3 years of service; Good Standing  District Award of $500 to the highest membership  Information: http://ces.ca.uky.edu/epsilonsigmaphi/http://ces.ca.uky.edu/epsilonsigmaphi/

8. EDUCATIONAL OPPORTUNITY/GUIDELINES  EEP FORMS http://www.uky.edu/HR/benefits/eep_dates.html http://www.uky.edu/HR/benefits/eep_dates.html  Completion of Masters – Notify Martha Thompson  Degree Plan Form: http://ces.ca.uky.edu/cesdd/agenthttp://ces.ca.uky.edu/cesdd/agent EMERGENCY CLOSINGS GUIDE  District Webpage: http://ces.ca.uky.edu/cesdd/OfficeToolshttp://ces.ca.uky.edu/cesdd/OfficeTools  Closing based local conditions, not UK campus weather  “Rule of Thumb” – follow lead of the County Government IMPACT STATEMENTS  Reviewing Need on Various Levels  Reporting is Critical – Telling our Story

9. INTERNSHIPS  State Contact: Martha Thompson  Positions will once again be limited  Counties may fund Internships IT UPDATES  Security Documents emailed to District 5 Staff  Additional Suggestions from UK Extension IT o Delete emails over 12 Month o Don’t download coupons & games on office computers. Most contain Malware & Viruses o iPhone and iPad Users may activate tracking device  Electronic Notification Program - cNotify o Contact: Dr. Gary Palmer o Lync Training – Jan. 24, 9:15 am ET  COA Security Recommendations – Under development

10. LEAVE CONCERNS  Annual and Sick Leave - Report through CATPAWS as taken  Working on Holidays? o Notify the D5 Office; Request/Report in CATPAWS o Take alternate day within 6 weeks o Upcoming Holiday: Martin Luther King Day - Jan. 16th  FML Paperwork – Critical/Timely MID-YEAR CONFERENCES  For All Agents over 1 Year of Service  Agents (5 yrs. and under) – Complete Mid Year Form  Agents (Requesting a Review) – Complete Mid Year Form  Agents (Not Evaluated) – Discussion Only  Sign-Up Today!

11. PLAN OF WORK  State Contact: Dr. Ken Jones  Counties should development with local leadership  State Program Advisory Groups will meet February 27  POW Draft Due – May 1 (D5 Office)  Final Copy Due – June 30 (D5 Office)  Prioritizing District Issues – Focus also on County Level  Instructions, Schedule & Guideline http://www.ca.uky.edu/psd/program_development.php PERMANENT RECORDS  All employee records that relate to hiring and performance  Secure location and locked  Social Security Numbers - blacked out on all documents  Time sheets - not considered permanent, but should be kept for a while as verification of time worked

12. REPORTING POLICY  Extension Manual – Section 5.1 o http://ces.ca.uky.edu/extensionmanual http://ces.ca.uky.edu/extensionmanual  Corrective action - UK HR Policy/Procedures Number (#62) o http://www.uky.edu/HR/policies/hrpp062.html http://www.uky.edu/HR/policies/hrpp062.html SECRETARY TRAINING UPDATE  Planning Committee: 4-H YD Agents, Contact: Tony Rose  Date: March 28-29, 2012  Location: Bowling Green, KY STATE EXTENSION COUNCIL: FEB. 28 – Mar 1, 2  Location: Embassy Suites, Lexington KY  District 5 Delegates: o Group 1 (Hardin)Chuck Crutcher o Group 2 (Washington)Bob Osborne o Group 3 (Green)Mary Hawes o Group 4 (Wayne)Nancy Eller o Alternate (Adair)Debbie Cowan

13. SNAP-ED REPORTING  Report Monthly – All Agents  Dr. Vail’s Monthly Updates - Accountability  Hours – 100+ shows strength; 500+ for Assistant  ANR Suggestions http://www.ca.uky.edu/anr/agent_resources.htm http://www.ca.uky.edu/anr/agent_resources.htm TAX EXEMPT  January - Donor letters should be sent those making contributions to clubs/council

14.  Jan 2 Rick Greenwell (Washington ANR)  Jan 3 Andrea Corbin (Green Secretary)  Jan 9 Kelli Bonifer (Adair FCS)  Jan 10 Ron Bowman (Nelson ANR)  Jan 11 Judi Bates (Wayne Secretary)  Jan 13 Donna Curl (Meade Secretary) Lynnette Allen (Breckinridge 4-HYD)

15.  Jan 24 Bonnie Jolly (Hardin CEA 4-HYD)  Jan 25 Donna Ridener (McCreary SNAP-Ed Assist)  Jan 30 Carol Brumlow (Russell Co Secretary)

16. Agents Will Meet As Needed following the conclusion of District Staff after lunch  ANR/HORTICULTURE  4-H YOUTH DEVELOPMENT  FAMILY AND CONSUMER SCIENCES

17.  Tour will begin after Lunch  Tours will be coordinated by Program Groups  Guides:  4-HYD – Tyrone Gentry, Green CEA for 4-H YD  ANR – Brian Newman, Green CEA for ANR  FCS – Audrey Myers, Green CEA for FCS

18. Youth and Client Protection and Risk Management Update  Content: New Standards, Existing Policies, Screening Protocol, Background Checks and Strategies to Manage Risk  Presenter: Ken Culp, III, Ph.D. Principal Specialist for Volunteerism & Volunteer Adm. Department of 4-H Youth Development 212 Scovell Hall University of Kentucky  The Client Protection Handbook can be found on the web at: o Client Protection Handbook Client Protection Handbook