k%20docs/staff%20meetings/march%202016%20photos MARCH MADNESS

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2 k%20docs/staff%20meetings/march%202016%20photos MARCH MADNESS

3 MARCH MADNESS District 4 Staff Meeting March 9, 2016 Fayette Co Extension Office

4 Lunch Details Sharing Our Story! KERS reminders Success Stories SNAP ed reports Training Reminders Welcome Spring! Core Training Update SuperVision Trainings Client Protection Updates Civil Rights Trainings

5 Personnel Update Scott Co FCS Agent Whitney Hilterbran, April 1 Harrison Co Horticulture Agent Jessica Sayre, May 2 Estill Co FCS position Powell Co ANR position District 3 Director Interviews scheduled Assistant Director for 4-H Youth Development National search, opportunities for agent/specialist input

6 Do You Backchannel? Creating Open Lines of Communication Chuck Stamper Ed Tech In-Service Series Chuck Stamper EDUCATIONAL TECHNOLOGY

7 Do You Backchannel? Creating Open Lines of Communication Chuck Stamper Ed Tech In-Service Series

8 What is Back Channeling? Conversation that takes place at same time as another activity People in an audience communicate with others inside or outside the room Engages clientele who may want to join a conversation, but do not want to speak outright in front of others

9 History The term was coined in the field of Linguistics to describe listeners behaviors during verbal communication, Victor Yngve in Think of back channeling now as note-passing in the past.

10 Benefits of Back Channeling Building community Enhances information from the speaker Connects people within and outside the room Archive of information

11 Twitter TodaysMeet Remind Available Tools for CES Agents?

12 Warm Up Activity #1 Twitter 1.) Visit Twitter.com and open account, if not already done. 2.) Complete your profile information. 3.) In the search field, enter the hashtag #kycesd4. You will then be watching a stream of tweets which include the hashtag #kycesd4 4.) Always remember to include the hashtag so other participants will see your tweets. 5.) When answering questions, always use the question answer number (i.e.: A1, A2 ) in advance of your response. This assists the Host when archiving the conversations.

15 Warm Up Activity #2 TodaysMeet 1.) Visit TodaysMeet.com and open account, if not already done. 2.) Complete your profile information. 3.) Click on the supplied link in the URL field. You will then be watching a stream of posts which include the Room KY4-H. 4.) Create a nickname to use for this event. 5.) Click Join 6.) When answering questions, always use the question answer number (i.e.: A1, A2 ) in advance of your response. This assists the Host when archiving the conversations. 7.) Remember to click Say to add your comment to the conversation.

17 Warm Up Activity #3 Remind 1.) Visit Remind.com and open account, if not already done. 2.) Complete your profile information. 3.) Click on the supplied link in the URL field. You will then be added to a community which include the Class KY4HSERIES. 4.) When answering questions, always use the question answer number (i.e.: A1, A2 ) in advance of your response. This assists the Owner when archiving the conversations.

19 Brainstorm How could CES Agents use Back Channeling in Programming?

20 Possibles? Warm Up Activity Sharing Resources Small Group Discussions Asking Questions Assessment Note taking Check for Understanding Commenting Digital Portfolio Prior Knowledge

21 Questions, Concerns, or Ideas?

22 BUDGET UPDATE Memos from Dean Cox, Dr. Henning No new updates at this time College has calculated a ROI Return on Investment Communicate with District Board and Co Judge Executive about budget delays If Fiscal Court requests a budget in April (according to KRS), then create a draft budget based on the January budget memo Agents should take this time to office expenditure budget items and program support budgets

23 Budget Related Items SPGE Audit Thresholds <$500,000 in expenses once every 4 years >$500,000 in expenses every year How does carryover and reserve funds impact this? Travel Guidelines Contracting with Bus Companies

24 2016 County Review Teams Karen Ramage Fayette, Madison Ken Jones Estill, Rockcastle, Spencer Gary Palmer Jessamine, Wayne, Woodford Charlene Jacobs Jackson, Laurel, Powell

25 Rick Hayes IT UPDATE

26 Caroline Durr SNAP-ED UPDATE

27 SNAP-ED Commitments due March Submit electronically thru KERS Minimum requirements: FCS Agents 200 hours All Other Agents 100 hours

28 SNAP-ED Fiscal Year Deadlines First half of June must by post-marked by June 10 or in hand by June 15 Second half of June must be post-marked by June 24 or in hand by June 28 Copy Reimbursements reported in KERS by June 17 ¾ of Agent Hours should be completed and reported by June

29 David Davis, Susan Campbell, Leslie Reynolds D4 SUPPORT STAFF TRAINING UPDATE

30 Ray Tackett EPSILON SIGMA PHI

31 State Extension Council March 23-24, Embassy Suites Lexington D4 Delegates FCS Advisory Council ANR Advisory Council

32 MONEY HANDLING PROCEDURES

33 Money Handling Procedures Updated by Jeff Young & David Herbst March 2016

Receiving Funds It is preferred that all funds are deposited by appropriate treasurer. Receipts should be provided for all monies received with copies kept.

34 Receiving Funds It is preferred that all funds are deposited by appropriate treasurer. Receipts should be provided for all monies received with copies kept. All accounts, funds and budgets should be clearly identified for bookkeeping purposes. Deposit cash at the end of each week, end of each month, and daily when receipts exceed $500.

35 Receiving Funds Cont. Keep all cash on hand in a locked safe overnight; minimum access is recommended. Never allow blank signed checks. Follow UK Money Handling Procedures. 1. Don t permit unauthorized persons in area where cash is being handled. 2. Never count cash in view of public. 3. Don t leave cash unattended.

See examples in County Extension Office Procedure Manual.

36 Expenditures Appropriate treasurer should pay bills only with a payment voucher and a receipt. See examples in County Extension Office Procedure Manual. al/manual/request_for_reimb ursement_payment_rev_2013.p df Extension employees should not sign checks.

37 Accountability Procedures Establish a report to inform Agents, District Boards and CEC on all account transactions throughout the year. Options of reconciliation of books Outsource bookkeeping to a bonded accounting professional. Bookkeeping may be done by a County Staff Assistant. Maintain a division of duties within the office on receiving funds, writing checks, and reconciliation of the account.

38 Accountability Cont. A computerized auditable bookkeeping system should be adopted. Accurate and detailed minutes of District Board meetings are essential for audits. Follow KRS and/or 65A statutes for accountability. d= =41692

39 Advanced Payment for Registration Fees/Travel Prior approval by District Director must be granted for advanced payment to be received. Staff should use the comment section of the travel authorization system to request prepayment. Include the purpose of the travel. Attach approved travel request to monthly expense form. Employee must seek a refund or credit if illness or personal injury requires a cancelation.

Credit/Credit Card Standards for Counties Debit cards are not allowed. Actions by the District Board should be reflected in the minutes before any credit/credit cards accounts are established.

40 Credit/Credit Card Standards for Counties Debit cards are not allowed. Actions by the District Board should be reflected in the minutes before any credit/credit cards accounts are established. Extension District Boards (EDBs) have the option to allow credit/credit card accounts. EDBs may impose spending limits. EDBs may choose to have one major credit card and/or individual store credit cards and maintain card in office. EDBs have the option of issuing one card to the office or multiple cards assigned to each user. Credit should be issued in the name of EDB. Tax exemption should be by EDBs number, not the University of Kentucky.

Credit Card Cont. Link to obtain tax exempt number https://www.

41 Credit Card Cont. Link to obtain tax exempt number Profits/Applying-for-Tax-Exempt-Status

42 Credit Card Cont. Office Credit Card must be kept in a locked location in the Extension office and checked out by Extension Staff for purchases. Credit Cards identified to individual employees can be kept in the possession of the individual. Users are responsible for any and all purchases with the cards. Card should be returned with a receipt attached to the payment voucher. Check out form - Voucher form -

43 Credit Card Cont. Separate receipts should be made for purchases on different accounts. ABSOLUTELY NO PERSONAL PURCHASES!

44 Guidelines for Audits Extension is required by law (KRS and KRS 65A) to perform audits, financial statements and attestations on all accounts. Follow Department of Local Government (DLG) and UK CES guidelines on completion of Financial Disclosure and Audit requirements. Counties with less than $100,000 revenue complete annually a Financial Disclosure Statement and attestation engagement once every 4 years.

45 Audits Cont. Counties with revenues from $100,000 but less than $500,000 must annually submit Financial Disclosure Statement and provide DLG with a Certified Public Accountant audit once every 4 years. Counties with revenues equal to or greater than $500,000 must annually submit to DLG both a Financial Disclosure Statement and a Certified Public Accountant audit. Follow CES Volunteer Guidelines for audits of these accounts.

46 Audits Cont. Results of audit and/or attestation should be reviewed by District Board and audit recommendations should be addressed and recorded in the minutes. Provide a copy of audit and minutes to District Director. Audit should be reviewed by the County Extension Council.

47 Guidelines for Managing Grants Approval by District Director is needed for grants $5,000 and above. If UK employee is to be hired through grant funds it has to be approved by Dean and the Director of Extension. If grant requires agency match (either Extension agent time or facilities) District Director and appropriate Assistant Director need to be involved.

48 Grants Cont. Inform and secure the support of staff in the office, CEC, program councils and District Boards. Develop a budget and create a separate account to track funds.

Oversight of the Petty Cash should be the responsibility of one person in the office.

49 Petty Cash Guidelines CEC and District Board can establish the Petty Cash amount usually not greater than $100. Oversight of the Petty Cash should be the responsibility of one person in the office. Receipts and cash on hand should always equal the amount established for the fund.

50 Professional Improvement Funds Professional improvement funds are intended to be used for expenses for professional association meetings on local, state, and national levels. The funds may also be used for travel and expenses incurred for workshops, meetings and other non credit training opportunities which enhance the employee s job skills.

51 Professional Improvement Cont. Professional Improvement funds cannot exceed $3,000 per agent. Funding of one trip on professional improvement funds can be prorated over two fiscal years as long as the amount does not exceed $2,000 per year. Unused professional improvement funds can not be carried over from one year to the next.

52 Professional Improvement Cont. Claims for using professional improvement funds for travel and expenses must be approved by the District Director. Dues to professional organizations cannot be paid using Professional Improvement funds.

53 Program Support Funds Program support funds must be equally appropriated for each agent. Program support funds may be appropriated for program assistants. Program support funds may be used for program expansion such as supplies for demonstrations and equipment used to expand a program. Must develop budget and provide expense account of funds to treasurer.

54 Program Support Cont. Program support funds should not be used to replace funds needed by program councils. Program support funds should not be used to benefit an individual.

55 Reimbursement Guidelines for In-Service Offerings with Academic Credit Option Reimbursement on regular county travel funds will be allowed for academic credit classes which are also offered as in-service training opportunities. Costs associated with an academic credit class will be treated in the same manner as reimbursement for expenses for the in-service training.

56 Financial Guidelines for CES Volunteer Groups 1. Read and follow guidelines as outlined in the County Extension Office Procedure Manual (located on the Internal website) under the topic Financial Guidelines for CES Volunteer Groups. 2. All volunteer groups must report to a Program Council and Program Councils must report to the District Board even if they have 501 C3 status.

57 Financial Guidelines for CES Volunteer Groups Cont. 3. All Groups are required to present the following to Program Councils or District Board: a) Develop a budget b) Prepare financial statements c) Prepare audit or financial report 4. Agents are responsible to update KERS Tax Exempt Volunteer Entities website with date of completion for each of the above documents. 5.

59 Contracting with Bus Companies Need to ensure safety compliances Current companies with UK contracts Will update Travel Guidelines Risk management plans should include

60 PASTURE TO PLATE

62 Professional Development Chi Epsilon Sigma Phi April Paintsville, KY Other Association Updates FCS 4-H ANR

63 Kentucky State Fair LAST CALL - for State Fair Assignments If changes must be made please find a replacement and let State 4-H Office and district director office know ASAP

64 Thank You District 4!!!!! 100% County Participation in Kentucky Volunteer Leader Forum Over 50% workshops presented by D4 resources (agents and/or volunteers) 100% Participation in FCS Training District with the greatest number of counties hosting Summer Interns

65 Plan of Work Part II TRANSITIONING FROM ISSUES TO MAPS

66 County Group Exercise As a county group discuss Issue (s) to be addressed Write answer to each question on a single post it note Place Answers on Flip Charts (be sure to include County and Issue on each post-it)

67 Developing a MAP Why is this an issue in your county/kentucky? Who would need to be involved in addressing this issue? What additional resources would be necessary?

Developing a MAP What is the best way to

68 Developing a MAP What is the best way to engage the community around this issue? What would you want the community to look like (your vision) as a result of addressing this? How will you know that you have been successful in addressing the issue?

69 Program area meetings 4-H HORT FCS ANR

70 DISTRICT 4 Next General staff meeting will be May 11 No general staff on April 13. Program groups may meet in April.

Budget Memorandum January 13, 2016 To: County Coordinator for Fiscal Matters From: District Director

Budget Memorandum January 13, 2016 To: County Coordinator for Fiscal Matters From: District Director Budget Memorandum 2016-17 January 13, 2016 To: County Coordinator for Fiscal Matters From: District Director This budget letter will serve to provide some background information to help you make budget