A Guide for Iowa Extension Council Members, 2008.

A Guide for Iowa Extension Council Members, 2008


A Guide for Iowa Extension Council Members


Overview

As an elected representative for the people of Iowa, you need to know

• Extension’s mission and history• An extension council’s powers, duties

and limitations• Extension district responsibilities• Iowa Open Meetings Law• How Extension is funded at all levels


Mission

The council builds partnerships

and provides research-based

learning opportunities to improve

the quality of life for people in

your district.


History 1903 – Sioux County demonstration farm

(The Birth of an Idea)

1906 – Iowa Agricultural Extension Act funded

1914 – Smith-Lever Act Partnership between USDA, states, and land-grant colleges

1955 – County Agricultural Extension Law enacted

1990 – Change in the council election process

1998 – Change to allow councils to collect reasonable fees and accept grants and reimbursement of expenses for official duties

1998 – Iowa Association of County Extension Councils formed


Organizational Structure

Vice-President for Extension & Outreach

Area Extension Education Directors

State Specialists

Program Directors

County Extension Education Directors

Field Specialists

County Paid StaffCounty Extension Councils

in cooperation with the Iowa Association of County Extension Councils


Role of Councils

• Determine programming that meets the needs of those citizens whom they represent as elected officials

• Develop policies that allow staff members to effectively conduct programming and manage the office


You are the Link…

• With key decision makers

• Between programs and people


Extension Council Qualifications

Members• Represent the diverse groups, issues,

and concerns that characterize our county

• Identify needs of public and private enterprises, families, and communities

• Link the resources of Iowa State University to the needs in our county

• Market and represent Extension• Serve as partners for Extension’s future


Powers and Duties

• Meet at least twice each year • Provide office space• Oversee planning, preparation,

marketing, and delivery of educational programs

• Develop personnel policies and oversee staff

• Keep minutes of all Council meetings


Powers and Duties

• Prepare an annual budget and maintain complete financial records

• Procure financial resources (grants, fees, gifts, sharing agreements, etc.) to adequately fund education programs

• Comply with federal and state policies on ADA, EEO, Fair Labor Standards, and Sexual Harassment


Council Limitations

Avoid…• Activities that pose a conflict of

interest or the appearance of a conflict

• Activities that influence legislation• Preferential treatment to any

individual, group, or organization• Sponsorship or promotion of

programs for groups, organizations, or private agencies -- except 4-H


Extension District Partnerships

• Memorandum of Understanding between USDA and ISU Extension

• Memorandum of Understanding between ISU Extension and 100 extension districts

• 28E sharing agreements enable councils to make efficient use of powers by providing joint services and facilities with other extension districts or government agencies


Iowa Open Meetings Law

Extension business is conducted openly.


Guidelines

• Publicize each meeting• Post appropriate notice of

meeting in prominent place• Keep minutes of each

meeting– Action taken– Results of each vote– Vote of each member


Guidelines

• Electronic meetings only when meetings in person are impossible

• Know the legal restrictions for going into closed session


Harassment Policy• Each council has a personnel handbook

that includes a Sexual Harassment and Racial and Ethnic Harassment Policy

• ISU reaffirms and emphasizes its commitment to provide a professional working and learning environment that – is fair and responsible– supports, nurtures, and rewards educational

and employment growth on the basis of relevant factors such as ability and performance

– is free of discrimination, inappropriate and disrespectful conduct or communication


Civil Rights Responsibilities

• Councils have legal responsibility to ensure non-discrimination on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital or family status.

• Office buildings must be ADA accessible, unless it will create an undue hardship.

• CEEDs will provide civil rights training to council members on an annual basis.


Extension FundingSources• Federal – USDA • State – Iowa Legislature• County – Local property taxes • Grants – Numerous sources• User fees – Conferences, courses,

and educational materials• Gifts – Through state and local

Extension and 4-H foundations


Iowa Extension Funding

Information available from FY 2008


Must be consistent with Extension’s missionRationale:

Assure that Extension can maintain quality public programming by replacing the resources used with more specific requestsAssure that Extension is not unfairly handicapping private providers of commercial services by providing a free, publicly subsidized alternative

Revenue Generation


No one shall be denied

the opportunity to

participate

or receive information.

Revenue Generation


ISU/Extension Council

Partnership Agreement• Three-year funding agreement that

brings ISU Extension to every county (for FY09, FY10, FY11)

• Supports salaries, area offices, development of educational materials

• Developed by a statewide committee of IACEC Board members, Extension Council members, and staff

• Formula is based on– Maximum tax levy allowable in the county

(85%)– Credit for revenue generated in the county

(10%)– Credit for housing field specialists (5%)


User-fees9%

($8,000)Interest1%

($500)

Other4%

($3,500)

Grants16%

($15,000)

Property Taxes70%

($65,000)

_____ County Extension Funding

* Information available from FY _________


County Education Operating Fund

Extension district funds overseen by the extension councilSources of Revenue Property tax payments from

county taxpayers Interest from funds on deposit User fees and charges Receipts from contracts and

grants Gifts


Expenditures• Must be able to demonstrate

beyond reasonable doubt that any expenditure out of the operating fund is for the public good

• Supported by voucher and receipts, with a check and appropriate signatures

• Must be approved by council and recorded in minutes


Budgets and Reports

• Instructions and forms provided• Follow local budget law

(Chapter 24)• Annual financial reports

required• Other regular financial reports

determined by the council


Audits

Conducted annually as a part of

the county government’s audit.

It is an expense for the county

government, not the extension

district.


Agency Funds

•Extension councils may create an agency fund to hold funds for an entity in cooperation with Extension programs.

•Funds are owned and managed by the entity, not the County Extension Council


Fiscal Policies and Management

• The extension council is responsible for setting financial policy and for the oversight of all extension district financial matters.

• Extension district fiscal policies give guidance regarding deposit of receipts and how accounts are treated.

• CEEDs have responsibility for management and accounting of all funds accepted and administered through the accounting system.


Thanks!

A Guide for Iowa Extension Council Members, 2008.

Documents

Transcript of A Guide for Iowa Extension Council Members, 2008.