1. A Guide for Iowa Extension Council Members, 2008

2. A Guide for Iowa Extension Council Members

3. A Guide for Iowa Extension Council Members, 2008 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

4. A Guide for Iowa Extension Council Members, 2008 Mission The council builds partnerships and provides research-based learning opportunities to improve the quality of life for people in your district.

5. A Guide for Iowa Extension Council Members, 2008 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

6. A Guide for Iowa Extension Council Members, 2008 Organizational Structure Vice-President for Extension & Outreach Area Extension Education Directors State Specialists Program Directors County Extension Education Directors Field Specialists County Paid Staff County Extension Councils in cooperation with the Iowa Association of County Extension Councils

7. A Guide for Iowa Extension Council Members, 2008 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

8. A Guide for Iowa Extension Council Members, 2008 You are the Link… With key decision makers Between programs and people

9. A Guide for Iowa Extension Council Members, 2008 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

10. A Guide for Iowa Extension Council Members, 2008 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

11. A Guide for Iowa Extension Council Members, 2008 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

12. A Guide for Iowa Extension Council Members, 2008 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

13. A Guide for Iowa Extension Council Members, 2008 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

14. A Guide for Iowa Extension Council Members, 2008 Iowa Open Meetings Law Extension business is conducted openly.

15. A Guide for Iowa Extension Council Members, 2008 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

16. A Guide for Iowa Extension Council Members, 2008 Guidelines Electronic meetings only when meetings in person are impossible Know the legal restrictions for going into closed session

17. A Guide for Iowa Extension Council Members, 2008 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

18. A Guide for Iowa Extension Council Members, 2008 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.

19. A Guide for Iowa Extension Council Members, 2008 Extension Funding Sources 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

20. A Guide for Iowa Extension Council Members, 2008 Iowa Extension Funding Information available from FY 2008

21. A Guide for Iowa Extension Council Members, 2008 Must be consistent with Extension’s mission Rationale:  Assure that Extension can maintain quality public programming by replacing the resources used with more specific requests  Assure that Extension is not unfairly handicapping private providers of commercial services by providing a free, publicly subsidized alternative Revenue Generation

22. A Guide for Iowa Extension Council Members, 2008 No one shall be denied the opportunity to participate or receive information. Revenue Generation

23. A Guide for Iowa Extension Council Members, 2008 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%)

24. A Guide for Iowa Extension Council Members, 2008 _____ County Extension Funding * Information available from FY _________

25. A Guide for Iowa Extension Council Members, 2008 County Education Operating Fund Extension district funds overseen by the extension council Sources of Revenue  Property tax payments from county taxpayers  Interest from funds on deposit  User fees and charges  Receipts from contracts and grants  Gifts

26. A Guide for Iowa Extension Council Members, 2008 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

27. A Guide for Iowa Extension Council Members, 2008 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

28. A Guide for Iowa Extension Council Members, 2008 Audits Conducted annually as a part of the county government’s audit. It is an expense for the county government, not the extension district.

29. A Guide for Iowa Extension Council Members, 2008 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

30. A Guide for Iowa Extension Council Members, 2008 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.

31. A Guide for Iowa Extension Council Members, 2008 Thanks!