Missouri Extension Councils

County Annual Report Guidelines

The Missouri statutes require every county extension council to produce an annual report:

"At the close of each calendar year the council, through its secretary, shall make an annual detailed report to the county court, covering all receipts and expenditures, together with a summary of work undertaken and results accomplished. The report shall be filed with the county court not later than February first, following the close of the year or portion of year covered by the report."

Annual reports should demonstrate how local residents have benefited from extension educational programs. Reports may include client testimonials, evaluation results, newspaper clippings and statistical data supporting the objectives of the local extension program, accomplishments and outcomes.

Photos local people, identifying them by name -- commissioners are interested in their constituents -- should be used only when the report will be reproduced using high-quality methods.

Affirmative action impact is another important area. What progress is being made to provide educational opportunities for underserved audiences?

To make the piece attractive and easy to read, use two- or three-column formats, bold type for headings and interesting lead paragraphs. High-quality reproduction and an attractive design enhance the presentation.

Finally, the report must include financial data, including revenue and expenditures by type. Again, easy-to-read and attractive presentation of the data adds to readability of the report.

Ideally, compiling information for the annual report is a yearlong process. As soon as one year's report is completed, the staff and council should evaluate and plan for the next year. Photos, clippings and summary reports should be gathered throughout the year to avoid last-minute panic.

The county annual report, if prepared with the thought of distribution to a wider audience than the county commission, can be a good marketing and public relations tool.

Checklist for County Annual Reports (This file requires Adobe® Acrobat® Reader for viewing, available free from Adobe.)

Updated 03/06/08