Extension Council Calendar of Agenda Items
One of my council chairs asked that I draft a calendar that their council could follow that would include
the necessary items that they needed to cover in a year. His request was based on a desire to only
convene the council when warranted by agenda items and still make sure that all legal issues were
handled appropriately. This is not an exhaustive list; it serves as only a beginning framework.
The council requesting this calendar meets early in the month, so other counties may need to make
adaptations if they meet later (may have to move items up a month to meet legal requirements)
This draft does not in any way promise the council will only meet six times during the year, as other
items are likely to require adaptations to the calendar (staff changes, budget issues, program
opportunities that need council involvement, etc). However, it can serve as a discussion piece for
Regional Directors and councils as they draft meeting agendas. It can help council members prepare for
their meetings and are less likely to let something go undone.
Cheryl Heronemus, author May 11
Regional Extension Education Director 1
Rich Wrage, edits Aug 11
Regional Extension Education Director 8
Extension Council Meeting Checklist
This checklist is intended to provide a guide for councils as they plan their annual meeting
schedule. An * by an item means that item could be moved to another month. Other items
must be addressed during that specific time of year.
January
Organizational meeting (election of officers, naming depository, appoint committees, approving
personnel and fiscal policies, etc.) (Fiscal policy- approves EFT transfers and bank fees?)
Council approves work budget for coming fiscal year
Council approves the current comprehensive volunteer list. As new volunteers are identified, they
should be presented to the Council at their regular business meetings.
February
Budget hearing
Public notice printed in local paper 10-20 days in advance of budget hearing
Review current fiscal year-end budget estimates- does the need to amend look likely?
File Budget with the county auditor by March 15
*Review Fiscal Policy
April
Budget review- check year end projections- evaluate need for amendment
*Review county personnel policy
Review need for summer help
Review process for county paid staff performance reviews
Review council election process
May
Review County Fair risk exposure, review or develop management plan including procedures and
practices.
June
Appoint a nominating committee for council elections (even years only)
Performance Review report to council/Approve wages for next fiscal year
Review position descriptions for county paid staff
Arrange for necessary signatures for yearend financial report
Formally approve Memorandum of Understanding with ISU (only years when MOU is expiring)
Publish yearend report in at least 2 county newspapers by July 31
August
Receive council nominating committee report (could be done in June or July)
council election papers need to be filed with county auditor (even years)
*Needs assessment discussion
*Review county marketing plan
September
Review Risk Management plans, insurance coverage, procedures, policies.
November
Review budget process- REED meets with committees and staff
Set date for council organizational meeting in January
Complete indirect cost proposals
Civil Rights Training, review new Census Data
Council officer training, job duties, utilize Academy Website at
http://www.extension.iastate.edu/hr/Training/councilacademy.htm