Extension Leadership Team Meeting Minutes April 12, 2019

Extension Leadership Team Meeting Minutes
April 12, 2019
102B Libby Hall – Orono

Facilitator: Jon Prichard
Note taker: Dennis Harrington

Guest: Dean Fred Servello, NSFA, 1:00-2:00 PM

Please note: Due to the confidentiality and sensitivity of some agenda items, these ELT minutes do not represent the full content of each meeting.

Policy Clarifications for Generating External Funds

The ELT has created the following policy clarification and guidance required of all staff.  These also have been posted on Plugged in: Policy Clarifications for Generating External Funds

Generating External Funds for Cooperative Extension (For Personnel, Programs, or Projects)

It is important that all Extension staff understand and work within University and Cooperative Extension policies and procedures when seeking external funding.  All external funds that support Extension must be managed within University chartfield accounts, except for county funds which are managed by County Executive Committees.

As described below, there are various pathways for generating external funding, and staff are expected to adhere to the Extension policies and guidance related to them.

Extension Sales, Service, and Registrations

Revenue is generated through the delivery of programs and services, and sales of promotional merchandise and publications. Some examples include Master Gardener Volunteer registration, Potato Conference registration, Compost School registration, animal and plant diagnostic services, camper fees, 4-H program registration fees, and branded t-shirt sales. Most program and service revenue is paid via online registrations managed by Financial & Data Management Systems Administrator. Publication sales are managed by Extension’s Publications Manager/Graphic Designer. Services that are governed by contracts & agreements are reviewed by Extension’s Accounting and Reporting Professional, and can only be signed by the Dean of Extension or a designee.

Gifts & Fundraising

Gifts/Donations: A gift is a contribution received to support Extension’s mission for which we have made no commitment of resources or services other than, committing to use the gift as the donor specifies. All gifts are deposited to the UMaine Foundation through a specific process –  Extension’s Dean office  Administrative Specialist will work with you and the UM Foundation to make deposits. All staff who may be involved in soliciting, receiving, and/or processing gifts should be familiar with gift-giving policies. See:

If you have questions please contact Extension’s Financial & Data Management Systems Administrator.

Fundraising: Funds generated through fundraising activities are accounted for as “gifts” once the value of what the “donor” receives is calculated and subtracted. This must be done within a special accounting process in order to determine that value. Fundraising activities require a special one-time chartfield account and an associated gift account. If you are planning a fundraising event to benefit  UMaine Cooperative Extension or one or more of its programs, please contact Extension’s Assistant Director and Financial Manager or Accounting and Reporting Professional.

Funded Projects with Deliverables

Grants and Contracts:  All proposals for grants and contracts are submitted through the UMaine Office of Research Administration (ORA). The process is structured to meet auditable management and accounting guidelines for each award. These funding opportunities typically require project budgets and a specific set of deliverables. Staff should work with Extension’s Accounting and Reporting Professional for guidance about timelines, how to submit proposals, and how to manage grants.

Industry Sponsored Projects and Research: Funds that are generated from business and/or industry to support projects that result in deliverables (quid-pro-quo) must be managed through the Office of Innovation and Economic Development – Industrial Cooperation. An example of a funded project with deliverables would be a crops trial funded by a seed company in return for research results. Staff should contact with Extension’s Accounting and Reporting Professional for guidance.

Public Funds

State Funding through legislative requests: Requests to the State of Maine for funding of University programs are made by the University of Maine System only and can never be made directly or indirectly by University staff, departments, or campuses. If you have any interest in State funding through the legislative process you must contact your Program Administrator and the Extension Leadership Team. Also, if you get contacted by a legislator asking for assistance with a funding request that is directly or indirectly related to Cooperative Extension programs please connect with your supervisor/Extension Administration immediately for guidance about how to respond.

County Funds

County funding for Extension is governed by State of Maine statute and can only be made through each county’s Executive Committee, not directly by University staff.

Other Revenue Sources

If you envision bringing funds into the University to support Extension that do not fit into the categories above, please contact Extension’s Assistant Director and Financial Manager or Accounting and Reporting Professional.

Future Agenda Items

June 10, 2019: Amanda Ashe Export Control Officer, Office of Research Compliance will meet with us at 1PM to help the ELT and PAs understand the scope of export control regulations for staff travelling out of state.


Congratulations to PI Jessica Decke and Co-PI Ryan LeShane who have been awarded $181,846 by the US Department of Defense (via Purdue University) for their “Military Teen Adventure Camp” program.  The Maine Teen Military Adventure Camps feature opportunities for teens to learn to sail and canoe on the ocean, spend time exploring coastal islands, backpack along Maine’s Appalachian Trail and Bold Coast, paddle pristine waterways, and climb mountains that look over the sea.  Program emphasis is on leadership development, building communication, listening skills, conflict resolution, and trust building.  These skills help young people to learn and grow within a safe and supportive environment.

Congratulations to PI Alisha Targonski who has been awarded $93,000 by Microsoft, via National 4-H Council, for her “4-H Digital Ambassadors” project.  Areas of Maine have limited broadband access but providing outreach and education to an aging population will increase confidence with this expanded technology. The Digital Ambassadors will provide a safe learning environment to explore digital education.  4-H’ers and volunteers from eight Maine counties will work to offer geographically diverse trainings. By connecting to local facilities, through libraries and area collaborators, these trainings will reach Mainers that likely do not have access to the internet in their homes.

Congratulations to PI Ronald Fournier who has been awarded $34,900 by the Maine Department of Inland Fisheries and Wildlife for the “4-H Shooting Sports Year 8” project.  These funds will allow the UMaine Cooperative Extension via the Bryant Pond 4-H Camp and Learning Center to grow the 4-H Shooting Sports Instructor base and specifically, will allow us to target central Maine in an attempt to reach a greater population of new instructors.  Funding will also support youth and adult participation through various activities at Bryant Pond, as well as many programs that will be held around the state.

Congratulations to PI Kate Yerxa who has been awarded the second installment of $29,441 by the University of New England for Year 4 of the “Supermarket Science” project (a USDA AFRI project).  The award for Years 3 & 4 totals $36,404.  Through research, education and extension, this project aims to promote healthier food and beverage grocery purchases and consumption by families participating in the SNAP program by providing nutrition education at the point of purchase and monetary incentives in the retail food environment.

Search Updates

Extension Crops Entomology Specialist – Failed search
Assistant Director – Tanglewood – Interviewing
Parent Educational Professional – Sagadahoc – Advertising
Program Coordinator – Bryant Pond – Gary Proulx hired
Administrative Specialist CL1 Cumberland – Marissa Caminiti hired
4-H Youth Development Professional – Penobscot & Piscataquis – Advertising
Administrative Specialist CL1 – Libby Hall – Advertising
Community Education Assistant CL1 – Aroostook – Advertising
Community Education Assistant CL1 – Somerset – Advertising
Community Education Assistant CL1 – Oxford – Advertising

2019 ELT Meeting Dates

Meetings are from 9:00 am to 3:30 pm, unless otherwise noted

Dates Facilitator Notes Location
May 2 Harrington Brzozowski Orono: 102B Libby Hall
May 20 Brzozowski Sulinski UMA: Farmhouse 11
June 10 Sulinski Phelps Orono: 102B Libby Hall
June 27 Phelps Prichard Orono: 102B Libby Hall
July 22 Prichard Harrington UMA: Farmhouse 11
August 14 Harrington Brzozowski Orono: 102B Libby Hall
August 28 Brzozowski Sulinski Orono: 102B Libby Hall
September 16 Sulinski Phelps UMA: Farmhouse 11