(Revised June 2007) Section 2.B

Section 2.B -- Extension Council Job Description, Responsibilities

Extension Council Job Description

Preface

The Iowa State University Extension Council is a group of nine locally elected public officials. They build partnerships and provide research-based learning opportunities to improve the quality of life in their districts.

Members

  • Represent diverse groups, issues and concerns that characterize their district;
  • Identify the needs of public and private enterprises, families and communities in their district;
  • Link the resources of Iowa State University, their community, other agencies, and funding sources to the needs in their district;
  • Market and represent ISU Extension; and
  • Are partners in ISU Extension's future.

Responsibilities

  1. Participate in meetings and committees as established by the extension council.
  2. Maintain adequate and appropriate office space for the headquarters of the extension district.
  3. Keep a complete and accurate set of minutes of all the district's council meetings.
  4. Prepare an annual budget in accordance with various provisions of the Code of Iowa and recommendations of the vice provost for extension, forward a copy of the budget to Iowa State University Extension.
  5. Maintain accurate and complete financial records consistent with the Code of Iowa and recommendations of the vice provost for extension, submit required reports and keep records in the extension district's office available for review.
  6. Set priorities and oversee the planning, preparation, marketing, and delivery of the extension district's educational program.
  7. Meet with other council representatives, staff, and administration to discuss and review the effectiveness of the extension district's educational program.
  8. Interview, select and employ extension professional staff from candidates provided by University Extension, and participate in a procedure for determining the extension district's support of staff salaries.
  9. Develop personnel policies and oversee staff employed by the district to carry out extension programs.
  10. Implement a plan of action to ensure equal access to extension programs and facilities consistent with various state and federal laws and regulations. Review, report, and update plan regularly.
  11. Recognize the mutual benefits that may result from networking with other agencies and encourage staff to be knowledgeable of and cooperative with other community agencies.
  12. Develop a marketing plan to help increase awareness of extension in the district.

October 2000

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Calendar of Mandatory Agenda Items

Month

Special Needs

January

New council takes office, council orientation could be held at this time. (No official council business can be conducted until new council takes office.)

Share council notebooks, review roles and responsibilities, EEO, Civil Rights, etc.

Elect officers, choose depository, investment policy, approve treasurer's bond, sign new bank card, if needed. Discuss quorum policy.

Complete Oath of Office form (CAED-7).

February

(At January or February meeting)

Council must review and approve budget estimates, set hearing date. Quorum needed.

Budget hearing must be before filing date of March 15; budget notice must be published 10 days before hearing. Quorum needed.

March

Budget filing deadline is March 15 with the County Auditor.

April

- - - - - - - - - - - - - - - -

May

- - - - - - - - - - - - - - - -

June

End Fiscal Year.

Even years -- Appoint nominating committee for council election process.

July

Publish year end financial report, in two general circulation newspapers. Send year end financial report to county auditor and AEED.

Complete Notice of Appointment of Nominating Committee, form CAED-1.

August

Even years -- Referendum -- extension council must record a motion to put the question on the general election ballot. County director notifies county auditor of successful motion by filing date (confirm date with county auditor).

Even years -- Council elections -- nominating committee presents slate of candidates, council moves to accept the nominating report. Candidates must file nomination papers with County Auditor.

Complete forms CAED-2, Certification of Nominees for Extension Council; CAED-3, Letter to Nominees for Extension Council; CAED-4, Nomination Petition-Supply available from County Commissioner of Elections; and CAED-5, Affidavit of Candidate

November

Complete Summary Report-Election Process, form CAED-7.

December

Appoint Budget Committee. Prepare materials for organizational meeting, using forms available on the administrative page for County Extension Council Forms.

Additional calendar items: County staff review and salary adjustments, approving volunteer list.

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Referendum Authority

The Iowa Code empowers the county extension district to place a referendum on the general election ballot. The referendum question allows local voters to change county funding structure. See Extension Law 176A.10, subsection 6, in Appendix A of this manual.

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Budgetary Responsibilities

The council develops and approves the budget. For more information see Section 9.A, Budget and Year End Information, in this handbook.

The extension law requires a complete report of financial transactions to be published for the 12 month period beginning July 1 through June 30 of the following calendar year. For more information, see Section 9.A, Financial Reporting Calendar, in this handbook.

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Extension Council Member Training

Suggested topics for extension council training delivered by county director, field specialist and/or area director.

1. Overview of council roles and responsibilities

2. Brief explanation of county program and methods of need assessment and evaluation.

3. Section 7.A -- Accessibility Policies of this handbook

4. Budget procedure: Section 9 -- Finance of this handbook

5. Open Meeting Law

6. The Iowa Campaign Finance Disclosure Law, September 1993--from videotape library of county extension office

7. Mission of ISUE--Section 1.A of this handbook

8. Overview of staff plan

9. Personnel: Section 8 -- Personnel of this handbook

10. Effective meetings

Resources available for council training: human resources, area extension education director, field specialists.

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Iowa State Association of County Extension Councils

The Iowa State Association of County Extension Councils provides council members with opportunities to interact with members of all 100 county extension councils in Iowa. The association maintains a web site at http://www.iacec.info/index.htm

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Extension Council role in Program Planning

With the lead of the CEED, the extension council will give input and evaluation into the program planning process. According to Iowa Code, extension councils are responsible for cooperative extension service's programs and policies and that they are consistent with pertinent federal and state laws and regulations on nondiscrimination regarding race, color, national origin, religion, sex, age, and disability.

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Revised June 1, 2007. Content questions? Ask the experts.
Comments or suggestions? Contact the committee, (e-mail: ofcguide@iastate.edu)