1. Date:September 10, 2014 Location: Fredericktown Park Time:9:30 am EDT – Refreshments 10:00 am EDT - Meeting FALL is Coming September 23 rd !! DISTRICT 5 STAFF AGENDA

2.  “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

3.  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

4. 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

5. 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

6.  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

7. 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 2 nd Grandson November 4, 2014!

8. WELCOME: NEW ARRIVALS STAY TUNED: Colby Guffey & wife, Sarah are expecting their 2 nd 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.

9.  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

10.  ACCIDENT/INCIDENT REPORT FORM Required: Serious Situations/Problems Link: http://ces.ca.uky.edu/cesdd/OfficeTools http://ces.ca.uky.edu/cesdd/OfficeTools Link: http://www.uky.edu/EVPFA/Controller/risk.htmhttp://www.uky.edu/EVPFA/Controller/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/affirmative_action.php http://www.ca.uky.edu/psd/affirmative_action.php INFORMATION EVENTS & DEADLINES

11.  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

12.  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

13.  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 http://www.ca.uky.edu/psd/affirmative_action.php STAFF INFORMATION

14.  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

15.  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

16.  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

17.  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

18.  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

19.  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

20.  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 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

21.  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

22.  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

23.  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

24.  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

25. PROGRAMS GROUPS  ANR  4-HYD  FCS GROUP MEETINGS

26. COUNTY EXTENSION AGENTS  June 5Debbie Messenger (Cumberland FCS)  June 11Colby Guffey (Clinton ANR) COUNTY SUPPORT STAFF  June 3Sue Ellen Stull (Meade Support Staff)  June 14Sheilah Childers (Pulaski Support Staff)  June 26Cheryl Mattingly (Washington Support Staff) JUNE “BELATED” BIRTHDAYS!

27. JULY “BELATED” BIRTHDAYS! COUNTY EXTENSION AGENTS  July 3Cabrina Buckman (Washington FCS)  July 5Jennifer Bridge (Meade FCS)  July 9Nick 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)

28. COUNTY EXTENSION AGENTS  Aug 7Becky Nash (Taylor FCS)  Aug 20Robbie Smith (Nelson Horticulture)  Aug 22Christy Nuetzman (Clinton FCS) Misty Wilmoth (LaRue 4-HYD) Pam York (Russell FCS)  Aug 26Jody Paver (Wayne FCS)  Aug 28Rebecca Hill (Marion 4-HYD) COUNTY SUPPORT STAFF  Aug 7Joyce Cardenas (Marion Support Staff) Cassie Munsey (Wayne FCS PA)  Aug 10Di Hayward (Cumberland 4-H PA)  Aug 14Beverly Tabor (Breckinridge Support Staff)  Aug 15Melody Mays (Marion Support Staff)  Aug 16Angela Freeman (Taylor NEP Assist)  Aug 19Beth Loving (Hardin 4-H Assist)  Aug 22Jordan Stapp (Taylor 4-H Assist) AUGUST “BELATED” BIRTHDAYS!

29. COUNTY EXTENSION AGENTS  Sept 1 Natalie Taul (Grayson FCS)  Sept 14Greg Tompkins (Cumberland ANR)  Sept 18Andy Mills (Meade ANR) COUNTY SUPPORT STAFF  Sept 8Darice Russell (Washington Secretary)  Sept 10Wanda Miick (Russell ANR PA)  Sept 15Kisha Atwood (Casey Secretary) Carolyn Morris (Taylor Secretary)  Sept 19Joy McGinnis (Wayne Secretary)  Sept 27Carolyn Dorsey (Grayson Custodian)  Sept 28Stacy Smith (Clinton EFNEP) SEPTEMBER BIRTHDAYS!