Image 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 Assistant, Julie Baumler. Final Paycheck Letter Template Whitfield & Eddy recommends extension councils use this final paycheck letter template (or a very similar document) for every separation. This includes planned resignations, pre-scheduled program terminations, temporary employees/interns, and involuntary terminations. The letter may, but is not required to, state that the employee resigned. ("You submitted your resignation on April 1, 2022, effective April 25, 2022. Your last day of employment will be/is/was April 7, 2022."). Maintaining Personnel Files Maintaining Personnel Files Recommendations (for County Employees) is list of documents that should be in the employee’s official personnel file including the confidential documents that should be in a separate file and separate location from all personnel files. Acronyms Used in Extension Have you found yourself at a council meetings baffled by the acronyms being tossed around? This resource of Extension Acronyms should help you out. TimeClock Plus Resources for the TimeClock Plus time-tracking system for county-paid employees. County Budget Procedures The Budget Letter and Procedures document outlines the process for completing the budget forms and requirements. 4-H Club Financial Management 4-H Club Financial Management resources for 4-H clubs and county extension offices. County Insurance Coverage Information about county insurance coverage can be found on the County Services website. This information covers liability, risk management, treasurer's bond, and employee dishonesty. County Extension Office Collaboration Considerations The County Extension Office Collaboration Considerations document (select Appendix 18) helps guide councils through the decision-making process when asked to partner with other groups in sharing office space and/or sharing staff and resources. Regional Directors serve as a good resource to help facilitate this discussion. County Fair Partnership Agreement The County Fair Partnership Agreement page includes templates and information for creating an agreement between county extension and outreach and the county fair board. Extension Council Relevant Legislation Iowa Code Chapter 176A, County Agricultural Extension Law Iowa Code Chapter 21, Open Public Meeting Law Iowa Code Chapter 24, Local Budget Law Iowa Code Chapter 28E, Joint Exercise of Governmental Powers Office of the Vice President of Extension and Outreach The Office of the Vice President link provides resources for current initiatives and communications from the Vice President. It's a great resource to keep you current with what's going on in extension. Memorandum of Understanding The document outlining the Memorandum of Understanding between Extension Councils and Iowa State University Extension and Outreach as well as the supporting documents for the MOU. Extension Council Job Description, Responsibilities Extension Council Job Description 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 Iowa Code 176A.10, subsection 6. Budgetary Responsibilities The council develops and approves the budget. For more information see Budget Information on the County Services 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 role in Program Planning With the lead of the Regional Director, 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. Parliamentary Procedure This Simplified Parliamentary Procedure guide can help councils run a more effective and efficient meeting. Note: The PDF file is free to download. Calendar Items for Extension Council Meeting Agendas Outlines agenda items that councils may wish to discuss during specific times of the year. These may be found in the County Extension Council Reference Manual Appendices (select Appendix 6.3). Extension Council Property Outlines guidelines for disposing of Extension Council property, computers, and hard drives. Accessibility 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 director completes a county civil rights audit. Every seven years a federal audit is done. Contact your Regional Director for more information or see Section 7.A, Accessibility Policies. The Americans with Disabilities Act Accessibility 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. County Credit Card Guidelines Contact your county office for credit card policy form and discussion guidelines for consideration. Materials are located in MyExtension and accessible to extension staff members. Cash/Mobile Apps Use Information about using cash apps or mobile apps to send or receive payments in county offices. This information is from Assistant Vice President for County Services Andrea Nelson as provided from the State Auditor's Office. Newsletter for Extension Council Members The IECA Update newsletter shares information about extension and outreach news, council resources, events, and IECA information with extension council members in Iowa. The Update is sent electronically a few times each month depending on the amount of news and information of interest to council members. Recent issues can be found at right. Subscribe to our mailing list Council member mailing list (list updates annually) Extension staff mailing list (continuous subscription) Past Issues September 6, 2023 July 5, 2023 June 6, 2023 April 20, 2023 March 14, 2023 January 26, 2023 January 18, 2023 MOU Town Hall Follow-up (Jan. 11, 2023) January 6, 2023 2022 Newsletters November 30, 2022 Feedback Period for MOU Ends Nov. 15 (Oct. 24, 2022) MOU Draft Available for Review (Oct. 17, 2022) October 12, 2022 August 29, 2022 August 17, 2022 Personnel Resources for Extension Councils (7/27/22) July 18, 2022 Board of Directors Nomination Information Nomination Q&A | Information about the nomination process and Board member requirements. Nomination forms | Forms are due April 15. Word format - set up as a fillable form PDF format - can use as fillable form or printed out and hand written Dues Invoice Dues Invoice (email request) This links to an email request for the IECA Executive Assistant to send you a dues invoice for your county.