Council Resources

The Iowa Extension Council Association (IECA) suggests the following assistance for Extension Council members in dealing with finances, office space, personnel management and program development issues.

If you have suggestions of topics that you would like to see to assist council members in doing their job, please contact IECA Executive Director Terry Maloy.

 

Acronyms Used in Extension

Have you found yourself at a council meetings baffled by the acronyms being tossed around?  This resource of Extension Acronyms has been compiled by Regional Director Rich Wrage, Region 8.

Timesheet for County Payroll

The timesheet and instructions may be found at http://www.extension.iastate.edu/extensionfinance/search/content?f[0]=im_field_category%3A76&retain-filters=1.

Fiscal Policy and Procedures

This is a PDF template of the proposed fiscal policy and procedures to be adopted by a county extension council.  A Word document template may be obtained from your regional director.

County Insurance Coverage

The memo explains county insurance coverage for 2015.  The fact sheet outlines various coverage, products, and contact information related to county insurance.

County Extension Office Collaboration Considerations

These worksheets help guide councils through the decision-making process when asked to partner with other groups in sharing office space and/or sharing staff and resources.   REEDs serve as a good resource to help facilitate this discussion.

Extension Council Relevant Legislation

Extension Council Job Description, Responsibilities

  • Extension Council Job Description (revised September 2001)
  • Calendar of Mandatory Agenda Items
  • 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.
  • Budgetary Responsibilities
    • The council develops and approves the budget. For more information see Budget Information on the Extension Finance page.
    • 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.
  • Extension Council Member Training
  • Iowa Extension Council Association
    • The Iowa Extension Council Association provides council members with opportunities to interact with members of all 100 county extension councils in Iowa.
  • Extension Council role in Program Planning
    • With the lead of the REED, 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.
  • Council Members Connect . . . A Facilitated Discussion

Extension Council Property

  • Extension program availability and office access
    • In the Memorandum of Understanding between Iowa State University and each county extension council, it was agreed that the council would fulfill the responsibilities outlined in the Iowa and Federal Civil Rights law. Programs are to be made available to the people of Iowa regardless of race, color, national origin, religion, sex, age, or disability. County offices are subject to periodic audits to ensure compliance. These audits are called Civil Rights audits.
    • Every three years the regional extension education director completes a county civil rights audit. Every seven years a federal audit is done. Contact your REED for more information or see Section 7.A, Accessibility Policies.
  • The Americans with Disabilities Act
  • Checklist for County Extension Offices
  • Affirmative Action
    • Affirmative action includes goals set for program and personnel that are representative of the population
    • "Goals and timetables" shouldn't be confused with "quotas." Goals and timetables are targets set by government contractors for the employment of minorities and women, along with time frames for achieving the targets. Employers are encouraged to make good faith efforts, but there are no legal penalties if they make good faith efforts but are unable to meet the goals.
    • Goals set for program should continue to identify unserved audiences and document efforts to reach these audiences.
  • Federal Occupational Safety and Health Act (OSHA)
  • Disposing of Extension Council Property
  • Office Space Lease Agreements [Complete text in Appendix C]
    • It is the responsibility of the extension council to provide and maintain office space for the county extension office. A sample of the lease used by Iowa State University and Board of Regents is provided in Appendix C. This form may serve as a guideline to facilitate discussion on developing a lease agreement at the county level.
  • Owning Real Estate
    • If a county extension council is considering options for owning real estate, the council should contact the regional extension education director, the director of field operations and the associate vice provost for field operations.

Bond Summary & Claims

Urban Programming

County Services Strategic Plan

This plan was presented in December 2015.  You may view the plan in PDF form or you may view a Power Point presentation with the highlights of the plan.

Credit Card Processing

Several county extension offices have begun accepting credit and debit cards using Shazam’s payment processing.  SHAZAM has a rich tradition of helping merchants and non-profits offer convenient and cost-effective electronic payment options.  SHAZAM’s payment processing solutions are specifically designed so that all merchants and other organizations regardless of size, can have access to the same features and cost-reducing services.  SHAZAM has strong relationships and interacts with many networks including Visa, MasterCard, Discover and others.

Detailed information on the SHAZAM electronic payment service can be found in the SHAZAM Credit Card Processing Information document.  Some key features of the program are:

  • Connectivity can be dial-up, web based, wireless Wi-Fi and Wireless Cellular
  • One-time installation fee of $5.72 and a minimum monthly fee of $20
  • Training provided by SHAZAM representatives
  • 99.996% network uptime
  • 24/7 live customer service at no charge
  • Transactions fees average 3% (counties may choose to charge a convenience fee with each transaction, up to 4%) 

If you have an interest in installing a SHAZAM card reader or finding out more, you may contact Brent Rone, Regional Sales Manager at 800-537-5427, ext. 2603 or Terry Maloy at maloy@iastate.edu or 641-226-1541.