WEDA March 23-24, 2020 Meeting - Western Extension Directors Association (WEDA)

COVID-19 WEDA/WRPLC/WAAESD Modified Zoom Meetings
Spring Meeting Minutes
March 23-25, 2020

Monday, March 23, 3:00 – 4:30pm WEDA Meeting

Participants: Mike Gaffney, Lindsey Shirley, Sereana Howard Dresbach, Barbara Petty, Brian Higginbotham, Jon Boren, Cody Stone, Wendy Powers, Vicki McCracken, Kelly Crane, Anita Azarenko, Blake Haughton, Ashley Stokes, Ivory Lyles, and Lyla Houglum. Guests: Carolyn Humphry, Doug Powell.

Welcome and Introductions – Mike Gaffney: Called the meeting to order at 3:04 pm.

Part of the WEDA Executive Committee had discussion last week about a focused, shortened agenda to include discussions of response to COVID-19 and how Extension is positioned. What does this mean for our search for an executive director? What do we do better together? How can we collectively make a difference in the Western Region? What can WEDA do as a group that we can’t do by ourselves?

WEDA Response to COVID-19 – facilitated discussion with Carolyn & Doug: this is an opportunity to “test out” the work we have done over the last few months. Doug and Carolyn will frame up the work to this point. Focus for today is to use the work that we have done to look at opportunities to amplify the power of WEDA. Two conversations: purposeful conversation about internal pathways to action, and external pathways to action. Brainstorm ideas and actions. Slides shared by Carolyn reviewing previous work (WEDA purpose, storyboard, characteristics, etc.).

What is Extension doing in response to COVID-19 that illustrates the WEDA purpose? Issues that emerged included:

University planning and communication systems are focused primarily on campus based students and faculty/staff, so messages are campus focused. Have to work with University administration to consider and include Extension and off-campus units. Most employees are working from home now. Had to determine who was essential and non-essential.
Technology challenges for both employees, many of whom have limited high-speed internet at home, and for clientele/students. Working to identify ways to provide Wi-Fi access.
Concern about food security issues—access to food, hording, growing vegetables, etc. in lock-down environments.
How to manage relationships with county partners when some employees are hired by the university and some hired by counties.
How to manage research projects—what happens when they fail.
Transitioning Extension curriculum to electronic format, and options for delivery. How does this translate to 4-H activities?

Themes that emerged for WEDA:

Sharing common challenges
The role Extension plays in each institution, and the influence Extension has with central administration
Sharing best practices and ideas
Limited relationship with county government (WIR-NACo) at regional level is a weakness

Potential actions for WEDA to consider:

Re-initiate on-going relationship with WIR-NACo for communication and support
Communicate to university leadership that Extension should be at the table
Articulate the message—call to action
Develop a WEDA platform for sharing curriculum so every state doesn’t have to create their own
Create some key groups that can move together toward solutions
WEDA/Extension viewed as a trusted aggregator of information
Determine what’s possible collectively

Action leads to and an emotional response that leads to behaviors. Carolyn and Doug will summarize and add to our ongoing document to be shared with the group (attachment).

Mike ended the meeting by reminding us that:

We need to take care of ourselves and our people;
We need to maintain some sense of normalcy;
We need to be mindful that we are the source of research based information to help people and communities; and
We need to determine where we fit and how we posture Extension for long-term recovery.

Tuesday, March 24, 3:00 – 4:30 pm Joint WEDA/WRPLC Meeting

WEDA Participants: Mike Gaffney (WA), Sereana Howard Dresbach (GU), Jeff Goodwin (HI), Lindsey Shirley (OR), Brian Higginbotham (UT), Anita Azarenko (OR), Jon Boren (NM), Barbara Petty (ID), Kelly Crane (WY), Wendy Powers (CA), Vicki McCracken (WA), Ivory Lyles (NV), Ashley Stokes (CO), Cody Stone (MT), and Lyla Houglum (WEDA-ED).

WRPLC Participants: Jim Lindstrom (ID), Doreen Hauser Lindstrom (WA), Justen Smith (UT), Suzanne Stluka (MT), Cary Weiner (CO), Shannon Horillo (NV), Amanda Marney (WY), Bruce Hinrich (NM), Juella Sparks (AK), Sam Angina (OR), Mark Bell (CA), Jesse Bamba (GU)

eXtension Guests: Aaron Weibe, Beverly Coberly, Rose Hayden-Smith, Chris Geith

Mike started the meeting at 3:00 pm with introductions, provided a summary of yesterday’s WEDA discussion, and set the context for this revised joint meeting agenda focusing on Extension’s COVID-19 responses.

How we can work together to better implement Extension programming and meet the needs of our people in a COVID-19 environment. eXtension applications (attached):

Mike shared a video created by eXtension demonstrating Connect Extension: https://youtu.be/r0FwIKulMv4. Wendy discussed the potential utility of this product for WEDA and WRPLC. This is a tool for group engagement, not a learning management platform/system. It is internally focused for collaborations and professional development, rather than external for clientele; it is for multi-institutional use as a collaborative tool. Chris Geith indicated that eXtension wants to partner with WEDA on engaging with this tool. The tool will be made available to every state/institution, regardless of eXtension membership. Would like the West to test it and then incorporate colleagues from across the country. Lyla indicated other groups in the west might also benefit: i.e., nutrition and health group and evaluation group; also as a possible platform for WRPLC’s onboarding resources.

This tool is a place for a team that is collaborating on a program – provides access to foundational documents/content that is linkable – can be used for quick surveys or conversations – getting information together and discuss.

Lyla suggested it might be used by WELD as a way to keep the WELD interns better connected throughout the 18 month program. Also might be good for WRAM (Western Regional Administrators Meeting) – could be a good tool for sharing different administrative policies, procedures, and management approaches.

Jim L – 4-H Program Leaders will jump in. How do you join a group? – Easiest way is to reach out to Aaron to set up the group and train the “group manager” on how to invite members (email list could be sent to upload).

WRPLC sees connecting as a group with this tool.

Mike – could have conversations about COVID-19 and how we can work together as a region to support each other and opportunities to be more effective. Also discuss how we set ourselves up for long term recovery. Sharing resources.

Discussion about master gardens and Victory Gardens. Chris G – by May we will have a new ask an expert and by fall an IPM chatbot. Chris would like to brainstorm with Rose and Ashley on how to scale up quickly.

Doreen – Western food safety group may want to use this platform.

(Note to all: this conversation was great but very difficult to capture in minutes. Apologies!)

Summary of groups/topics and leaders moving forward to use the platform:

WRPLC – Justen Smith,
4-H Program Leaders – Jim Lindstrom,
Master Gardener – Ashley Stokes, others interested – OR, ID, WA
Food Safety – Doreen Hauser Lindstrom,
Master Naturalist – Lindsey Shirley, others interested – CA, WA, NV
Small Business & Community Development – Don Albrecht WRDC (maybe),
Farm & Ranch Stress – Shannon Horrillo, others interested – Suzanne Stluka, Jim Lindstrom
WR Evaluation Network (WREN) – Cary Weiner

Mike thanked the group for their engagement and adjourned the meeting.

Wednesday, March 25, 9:00 – 10:00 am

Joint WEDA/WAAESD Executive Committee’s Meeting with WGA staff

Participants: Jon Boren, Cody Stone, Michael Gaffney, Jeff Goodwin, Glenda Humiston, Mark McGuire, Blake Naughton, Barbara Petty, Chris Pritsos, Ashley Stokes, Alan Sams, Bret Hess (WAAESD Executive Director), Lyla Houglum (WEDA Executive Director), and Saige Zespy (WAAESD Recording Secretary). Guests: Lauren Cloward (WGA), Lauren DeNinno (WGA), Kevin Moss (WGA),

What’s happening with COVID-19 response and recovery efforts?

Potential COVID-19 federal policy funding packages that may be going forward.

Kevin Moss, WGA staff, is helping governors’ with federal policy/funding opportunities—Federal money coming to Western states. Looking at opportunities to leverage resources of WEDA/WAAESD and WGA. Lauren DeNinno, WGA staff – focus is getting resources out to people in the states. Kevin and Lauren asked Directors to provide examples of responses to COVID-19 and other efforts underway.

Internet Access:

Mike G – using the WSU locations with external router to offer “parking lot” wireless network access. Eduroam could be used for those students from other universities to access their universities web resources. Working to provide access to campus educational opportunities but expanded to other education. USDA – RUSDLT – open opportunity/program.
Glenda – CA is working with USDA Rural Development (community and rural utilities) and local agencies on access. Also opportunities for COWs (Cell on Wheels) and COLTs (Cell on Light Trucks), would be available in parking lots at county fairgrounds, libraries, etc. MS received funding for this a few years ago; trying to get a copy of their proposal.
Bret – many AES centers are located in rural areas and could potentially be sites.

Capacity Funds:

Glenda – Capacity is critical as we are able to respond long before receiving specific grant funding. There is a letter in DC about capacity funding and new funding.
Bret – discussed capacity funds and BAA priorities. Lyla – Smith-Lever, Hatch, and 1890 Extension are the capacity fund lines.
Another policy proposal being drafted is COVID-19 response for federal funding package 4. $40 million one-time funding to mobilize Extension to meet community based needs at the county level—both immediate needs and recovery. Will send out current language of proposal when it is available.
Bret – Hatch funds issues for Grad Students. Mark McGuire – grad students still actively engaged. Glenda – working on how much research we can continue with social distancing.
Chris Pritsos – currently capacity funds expenditure deadlines need to be extended.
Mark McGuire – response from NIFA in regards to capital expenditures has been slow. Could it be waved temporarily?

Food Systems: WGA is interested in how our extension/research centers system can help.

Alan – county offices and research centers have access to volunteer network. Opportunities to support food banks and local food systems. How best to use food in the field and our systems to better serve communities.
Ashley – looking at making links to help with food banks and seniors. Partnering with the state Department of Ag task force in Colorado. Implementing Victory Gardens again.
Mike G – Master Gardener volunteers interested in helping, providing food to the food banks. Connecting MG with emergency response centers. Working on food security and delivery.
Glenda – Crop Mobster—local small farm and food networks.
Kevin – food to needy children (while schools closed).
Mike G – proposal funded by local philanthropic group to purchase food boxes for family of 4 for 3 meals to be picked up at schools.
Jon – working on connecting food to people in need. Partnering with state agencies—Extension will provide food delivery services.
Kelly – SNAP Ed program in WY is working with the Governor’s wife to support food banks and limited income audiences on budget minded meal preparation, handwashing, etc.

Other Issues:

Kelly – WY has implemented weekly livestock marketing updates and market impacts for producers through Facebook live feed.
Rapid transition to virtual delivery for a lot of educational programs – for example, 4-H on-line for home based learning.
EDEN (Extension Disaster Education Network) state representative is on the state incident response team, maintaining contact remotely.
Pesticide application certification is transitioning to on-line; challenge is acceptable testing.
Extension staff have probably tripled their output in the last 2 weeks to respond to local needs.

WEDA response groups:

Lyla – WEDA formed 8 regional work groups to coordinate efforts associated with these issues. Summary of groups/topics moving forward and using the Connect Extension platform developed by eXtension: WRPLC, 4-H Program Leaders, Master Gardener, Food Safety , Master Naturalist, Community Development, Farm Stress, WR Evaluation Network (WREN)
There is also a line item in the federal NIFA budget for Regional Rural Development Centers to help with small business opportunities and recovery. With funding these centers could be critical to helping rural businesses and communities recover from the pandemic.

WGA will develop a summary of efforts and needs including broadband, food systems, and Ag networks to address challenges. Lauren: Also rural development. Good info from this discussion. Let Kevin know about any other federal policies we could use assistance on during the pandemic. Kevin will summarize in a potential letter to the Governors. Lyla and Bret offered to help add/edit notes from Kevin and Lauren.

There is a collection of information about what Extension is doing on the eXtension website. Sage – will work on a more complete summary of ideas and responses (attached).

10:00 – 11:00am Break

11:00am – 12:00pm Joint WEDA/WAAESD total membership meeting

Participants: Cody Stone, Sreekala Bajwa, Troy Bauder, Jon Boren, Walter Bowen, Kelly Crane, Chris Davies, Leslie Edgar, David Gang, Natalie Goldberg, Jeff Goodwin, Glenda Humiston, Gene Kelly, Steve Loring, Mark McGuire, Barbara Petty, Wendy Powers, Chris Pritsos, John Ritten, Lindsey Shirley, Milan Shipka, Ashley Stokes, John Talbott, Ken White, Lyla Houglum (WEDA Executive Director), Bret Hess (WAAESD Executive Director) and Saige Zespy (WAAESD Recorder). Guests: William Hoffman (NIFA), Doug Steele (APLU).

NIFA Discussion – Bill Hoffman

Changes to grant proposal deadlines, and May 1^st POW deadline. Late allocation procedures deadline process is being publicized. Go to www.nifa.usda.gov – banner headline for extended deadlines. Communicate with program leader if you anticipate late application. Need to document extenuating circumstances.

OMB issued a memo providing flexibility to provide relief to grantees seeking federal science funding. More in today’s NIFA update with link to the memo. Later this week, more information on NIFA’s interpretation of this guidance.

Operating under 2020 appropriation. $1.5 Billion in discretionary. President’s budget submitted increases in discretionary above 2020 ($1.6 discretionary). APLU-CARET presented priorities. Working on final release of 2019 funds – finishing up administrative review.

2018 Farm Bill: changes to indirect costs and calculations of indirect costs (capped at 30%). Some matching requirements rolled-back or waved. Rules changes for industrial hemp. New beginning for tribal students $5 million, $5 million research equipment, $1 million genome to phenome, Urban Agriculture funding.

Onboarding about 5 new hires per week. Still staffing up. Bret referred to a NIFA organizational chart org chart down to division directors’ level.

APLU Discussion – Doug Steele

Appreciation to Bill, Scott, and NIFA for their work.
Budget 2021: President’s budget increase to AFRI at cost to capacity; APLU/BAA requesting 8% increase to capacity and AFRI
APLU: moved to remote work. At least until April 24^th.
Waiting for 3^rd supplemental package to pass. Once out of Senate it moves to the House (not in session). Could approve by consent if no objectives. Few things for agriculture.
Talk of possible supplemental 4 and 5: Extension working on $40 million proposal for rural activities and recovery. This is work in progress and will share info as developed. Research organizing around deferred maintenance.
Groups focused on communicating need for and impact of capacity funding.
NIFA moving to respond to keep people employed and to keep capacity moving forward.
Working to keep Grad Assistants and Post-Docs working on projects.
This is an opportunity to consider how we do our work and engage with partners and clients.

Questions:

Some federal agencies are providing guidance regarding grants, is USDA looking at guidance? Bill: this is a top priority. Keeping faculty, staff, and students on federal payroll.
Does this include capacity funds? Bill: as far as I know, yes. Institutions have broad leeway. More details about competitive and capacity funds to come.
Has NIFA had conversations about redirecting funding to COVID-19 response? Bill: in supplemental, not conversations that can be shared about diverting funds.
Any discussion of extending the use of capacity funds? Bill: we are discussing flexibility in extending capacity funds.
Lyla summarized the earlier discussion with WGA for Bill and Doug.

A complete summary of this session (attached) was provided from Saige Zespy (WAAESD Recorder).

Submitted with Webinar Fatigue,

Cody Stone,
WEDA Secretary/Chair Elect

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