MARCH MADNESS

District 4 Staff MeetingMarch 9, 2016

Fayette Co Extension Office

Welcome Spring!• Lunch Details• Sharing Our Story!

– KERS reminders– Success Stories– SNAP ed reports

• Training Reminders• Core Training Update• SuperVision Trainings• Client Protection Updates• Civil Rights Trainings

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

EDUCATIONAL TECHNOLOGYChuck Stamper

Do You Backchannel?Creating Open Lines of

CommunicationChuck Stamper

Ed Tech In-Service Series

Do You Backchannel?Creating Open Lines of

CommunicationChuck Stamper

Ed Tech In-Service Series

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

History

• The term was coined in the field of Linguistics to describe listeners’ behaviors during verbal communication, Victor Yngve in 1970.

• Think of back channeling now as note-passing in the past.

Benefits of Back Channeling

• Building community

• Enhances information from the speaker

• Connects people within and outside the room

• Archive of information

Available Tools for CES Agents?

• Twitter

• TodaysMeet

• Remind

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.

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.

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.

Brainstorm

How could CES Agents use Back Channeling in Programming?

Possibles?Warm Up ActivitySharing Resources

Small Group DiscussionsAsking Questions

AssessmentNote taking

Check for UnderstandingCommenting

Digital Portfolio Prior Knowledge

Questions, Concerns, or Ideas?

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 develop office operations budget and program support budgets

• Think conservatively…….

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

2016 County Review Teams

• Karen Ramage – Fayette, Madison• Ken Jones – Estill, Rockcastle, Spencer• Gary Palmer – Jessamine, Wayne, Woodford• Charlene Jacobs – Jackson, Laurel, Powell

IT UPDATERick Hayes

SNAP-ED UPDATECaroline Durr

Permitted Job Responsibilities

• Only teach NEW NEP curriculum• Only Approved Recipes

– Current Curriculum Recipes– Current Calendar

• Approved Youth Curriculums• Only work with limited resource audiences –

adults and youth

Limited Resource Audience Definition

• For students, if 50% or more of the school population qualifies for free or reduced lunch.

• For other populations, you must be able to defend in an audit that your work reaches a low income audience and/or the limited resource clientele live in the area you are serving.

Not Permitted in Job Description

• Reality Store• Truth and Consequences• Field Days (unless recruiting participants or

doing a food demonstration)• Filling in during vacancies of staff support

Important Deadlines

• KERS SNAP-Ed data due by the 10th of the following month

• Food reimbursement receipts due by the 10th

of the following month to the state NEP office for reimbursement to your District Board

• Budget Reminder:• County total = $2,100 FY 2016• Assistant total = $1,800 FY 2016

Fiscal Year End DEADLINES

• Food reimbursements – First half of June; postmarked by June 10th or in

hand by June 15th

– Second half of June; postmarked by June 24th or in hand by June 28th

• Copy Reimbursements reported in KERS by June 17th

• SNAP-Ed hours; ¾ of agent commitments should be completed & reported by June

GAP/Sampling Certificates

Mass Mailings

February 1st –April 30

109 Counties

D4 SUPPORT STAFF TRAINING UPDATE

David Davis, Susan Campbell, Leslie Reynolds

EPSILON SIGMA PHIRay Tackett

State Extension Council

• March 23-24, Embassy Suites – Lexington

• D4 Delegates

• FCS Advisory Council

• ANR Advisory Council

MONEY HANDLING PROCEDURES

Money Handling ProceduresUpdated byJeff 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. 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.

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.

Expenditures Appropriate treasurer should

pay bills only with a payment voucher and a receipt. See examples in County Extension Office Procedure Manual.

http://ces-manuals.ca.uky.edu/files/manual/manual/Request_for_Reimbursement_Payment_Rev_2013.pdf

Extension employees should not sign checks.

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.

Accountability Cont.

A computerized auditable bookkeeping system should be adopted.

Accurate and detailed minutes of District Board meetings are essential for audits.

Follow KRS 65.065 and/or 65A statutes for accountability. http://www.lrc.ky.gov/statutes/chapter.aspx?i

d=42745 http://www.lrc.ky.gov/statutes/statute.aspx?id

=41692

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. http://ces-manuals.ca.uky.edu/content/money-

handling-procedures#advance

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. http://ces-manuals.ca.uky.edu/content/money-handling-

procedures#credit

Credit Card Cont.

Link to obtain tax exempt number https://www.irs.gov/Charities-&-Non-

Profits/Applying-for-Tax-Exempt-Status

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 - http://ces-manuals.ca.uky.edu/content/money-handling-procedures

Voucher form - http://ces-manuals.ca.uky.edu/content/money-handling-procedures

Credit Card Cont.

Separate receipts should be made for purchases on different accounts.

ABSOLUTELY NO PERSONAL PURCHASES!

Acceptable Receipt Vendor Name, Address/Phone Description of item purchased Price per item Total number of items purchased Total Charge No Sales tax listed, mark “tax exempt”

Guidelines for Audits Extension is required by law (KRS 65.065 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.

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. http://ces-

manuals.ca.uky.edu/content/money-handling-procedures

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.

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.

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.

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. http://ces-

manuals.ca.uky.edu/content/money-handling-procedures#petty

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.

http://ces-manuals.ca.uky.edu/content/money-handling-procedures#pi-funds

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.

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.

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.

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.

http://ces-manuals.ca.uky.edu/content/money-handling-procedures#support

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.

http://ces-manuals.ca.uky.edu/content/money-handling-procedures#reimbursement

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.

Financial Guidelines for CES VolunteerGroups Cont.3. All Groups are required to present the following to

Program Councils or District Board:a) Develop a budgetb) Prepare financial statementsc) 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. http://ces-manuals.ca.uky.edu/content/financial-guidelines-ces-county-volunteer-groups

Contracting with Bus Companies• Need to ensure safety compliances• Current companies with UK contracts

– Croswell of Williamsburg, LLC, – Free Enterprise System, Inc– Blue Grass Tours– Miller Transportation Inc

• If using another transportation compant, must include safety compliance information in Risk Management Plan.

PASTURE TO PLATE

Professional Development

• Chi Epsilon Sigma Phi– April 13-15 Paintsville, KY

• Other Association Updates• FCS• 4-H• ANR

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

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

TRANSITIONING FROM ISSUES TO MAPS

Plan of Work Part II

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)

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 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?

Program area meetings

• 4-H

• HORT

• FCS

• ANR

DISTRICT 4 Reminders

• Next General staff meeting will be May 11

• No general staff on April 13.

• Don’t forget to pick up posters and check with Debbie on facility updates.

GO BIG BLUE!!!!!!!