ISU Extension Futuring Committee:
Action Plan 6 Resource Materials

Local Presence Process

A Guide for Discussion with County Extension Councils

This graphic shows the three primary steps in the Local Presence Process. A more detailed version, showing the components of each step, is available for on-screen viewing, or as a downloadable PowerPoint file.

Step 1: “Exploration’’

Examine Your Mission
The __________County Extension Office is a part of a county, state, and federal partnership bringing the resources of Iowa State University and the USDA to you.  ISU Extension builds partnerships and provides research-based learning opportunities to improve quality of life in Iowa.   We believe in quality, access, diversity, and accountability.  We are dedicated to engagement, entrepreneurship, and local presence.

County Vision

• Review Future Talk Results from 03, 04
• Review County/City Strategic plans
• Who has common resources like secretary (OA), copy machine, building, like clients, and or vision and partners?   

Seek Outside Information

• Review with other counties in a sharing agreement
• Review with other agencies/organizations what they are doing
• Visit with other council members from other counties
  

Examine Trends

• Where will the county be in 5 years.. 10 years?  
• Will the population be moving in or out
• Where do people work .. shop .. Recreation?
  is there a growth in manufacturing?   or is it on a downhill turn? 
• Tax valuation going up or down?
• Unwritten rivalries and/or commonalities
• What is the history of Extension in the county?  For example has the director visited every farm, garden/been active in a certain subject areas and then does that lend to a specific community expectation?  Does the council keep a time clock on the director?

Resources now

• What is the projection for the county/state/federal budget for Extension?
• Do you have enough space to do the type of programming you need to be doing?
• Are you able to provide adequate materials and resources to staff, including FS and your clients?
• What field specialists are readily available and how many counties do they cover and do they cover your clients needs?
  

Demographics shopping list - Data for Decision Makers, profiles 

• Population and projections
  • By age
  • By race
  • By gender
  • Educational level

Partners

• Examine if these are possible partners and how it will affect your partnership:
  • Staff (internal)
  • Agricultural Organizations
  • Public health groups
  • Schools
  • SEIDA
  • DHS
  • Hospitals
  • Law enforcement
  • Board of Supervisors
    

Needs

• Programs?
• Is it money?
• Space?
• Personnel?
• be a good partner?
• community need above your extension need?
  

Leadership

• Who is going to facilitate the process?
• Who is going to develop agreements, 28E?
• Who is the main communicator of information?
  

Opportunities

• Share one County Extension Education Director with another county
• Share two Ccounty Extension Education Ddirectors with three counties
• Share office space with an agency partner
• Other
  

Step 2: “Decision Making ’’

Following are definitions, which should help further explain the intended purpose of the terms associated with theDecision Making phase.

Discussion and Consensus Building

Extension Council(s), partnering organizations, volunteer representatives,* and Extension staff** representatives may be involved in discussion of information gathered in the Exploration phase.  Consensus will be built around information gathered. The discussion will funnel the information into viable options.  Aspects of the options that could be discussed but are not limited to shared-tenancy, clerical support, use of business equipment and infrastructure (telephones, web network, copy machines, etc.), sublet office space, and shared administrative and supervisory responsibilities within and/or outside the Extension network.  This phase will be ongoing throughout the process, resulting in the selection of a course of action which needs to be implemented.

* Representatives from volunteer groups such as youth committee, fair board, Master Gardeners, etc.

** Staff representatives should not dominate the process, but should serve as a sound source of information. 

Seek Additional Information

As information from the Exploration phase is molded into potential options it is possible that more specific or additional information will need to be gathered.  This might include the use of a common telephone system or separate services, shared cost of cell phone service for the employee, laptop computer, etc.  Consideration should be given to how these discussions may impact the parent organization.    

Update Current Staff

Keep staff knowledgeable of options being considered and provide an opportunity for feedback as the process evolves (including county-paid, merit, contractual, and P&S employees, and staff from potential partnering organizations.)

Examine Scope of Job Responsibilities

Based on option(s) identified examine the impact to each staff person(s) scope of responsibilities and/or position. 

List Pro’s & Con’s

The following are broad ideas to consider when identifying pros and cons: 

Examine the financial considerations for any alternatives

• Program impact for each option
• System needs/efficiencies (i.e. budgets, program support, office policy, etc.)
• Communication needs
• Shared resources (i.e. equipment, facility, etc.)
• Impact on clientele/service
• Staff training, delegation, networking, and responsibilities   
• Pro-active compared to re-active
• Compatibility of the mission and vision statements of the individual organizations
• Expanded opportunities and possible reduction of existing services.

Update the Vice Provost

The Area Extension Education Director should provide an on-going report of options and progress to the administration for feedback and consideration.

Step 3: “Implementation’’

At this stage, an option has been decided on and has been agreed to in principal by the Vice Provost for Extension.  The final phase is Implementation.

Prepare Talking Points

Purpose of talking points is to provide a consistent message on why the decision was made, and how it impacts mission and vision. Develop of a strategy for public announcement of final agreement.

Define Job Responsibility 

Clarify/adjust staff responsibilities based on the option selected. This may result in expansion or downsizing of staff, re-delegation of tasks and prioritization.

Review Resources

Review of staff, equipment, and budget needed to implement option.  Develop an implementation timeline which could range from six months to several years. 

Prepare Agreement

Examples posted on the web for review include Memorandum of Understanding, 28E, etc.,  can be used as examples as a formal document is prepared.   Items to be considered would include signatures or partnering organizations, legalities, proper identification of partners, responsibility of each partner/organization, financial consideration, dissolution process, length of agreement and other aspects that may be deemed appropriate.

Finalize Agreement

After document is prepared, obtain final approval of the Extension Council(s), Extension administration and/or partners.

Evaluation/Assessment  (to be done at the end of one year)

Establish a plan for short-term and on-going review.  Short term review should be something within twelve to eighteen months.