Section 7:
County Council Membership and Election
A series of IMPACT leaflets were developed to assist the councils. Please refer to:
IMPACT leaflet No. 8 Building the Extension Council
IMPACT leaflet No. 8a The Council Membership Analysis Matrix
University
Extension
County Council Election Information
By the first of October the council and county program director need to begin preparing for county extension council election. This section has helpful materials and suggestions. Regulations regarding appointed members must be followed. Other materials are designed to meet legal requirements of Chapter 262.550-262.620 R.S. Mo. 1969.
CPDs should hold continuing discussions with councils on affirmative action and analyze council membership in respect to affirmative action.
Materials for use with and by the council:
Downloadable Forms for Council Secretary's Record Book:
UMca C200 - to record attendance
UMca C201 - to record list of committees
UMca C202 - to record list of equipment owned
UMca C203 - to record minutes of meetings
UMca C204* - to certify membership and officers
UMca C205 - to record future meeting dates
*Form UMca C204 has been designed as an Excel workbook, which includes three spreadsheets for certificate of membership and officers, membership roster and a council demographics form.
The certificate of membership is maintained in the county office. The membership roster and council demographics form must be submitted as an attached file in an e-mail message to your regional director's administrative assistant by April 1.
Other useful materials:
County membership card
Recognition certificates for retiring council members
Suggestions for
Selecting Nominees,
Holding County Council Elections
and Securing Appointed Members to the Council
I. Suggestions for Selecting Nominees
A. Possible methods of securing nominees:
Analyze racial, sexual, social and economic make up of the council and compare with the community to determine appropriate representation.
The entire council makes nominations at a regular meeting.
District nominating committees are appointed by the council. These may be composed of council members, non-council members or both.
A county nominating committee is appointed composed of council members, non-council members or both.
Each district holds a nominating meeting attended by that district's council members. Leaders in the district are invited to the meeting (extension and non-extension). Diversity and interest are encouraged in selecting nominees. A nominee list from the meeting is returned to full council for follow-up.
Other nominee sources might be:
Organized service club members;
Local alumni from various institutions;
Local business and institution leaders; and
Various other community leaders in and out of organized groups (P.T.A, League of Women Voters, etc.).
B. Appointed Nominees
For those appointed members whose terms expire each year, the local extension council is responsible for contacting the organization for appointments. These include MFA Inc., Farm Bureau, National Farmers Organization and the Grange. A list of counties eligible to appoint members from these organizations will be supplied. Extension staff and council members should not contact state offices of eligible organizations. The local council is responsible for contacting the county commission and city or cities eligible to appoint members. In making contacts to secure appointed members, efforts should be made to stress University of Missouri Extension's equal opportunity responsibilities.
A form letter (Exhibit X) is attached, which your council may wish to use for contacting the four local farm organizations after you are notified of your county organization's eligibility to appoint someone.
II. Suggestions for Holding Elections
The county extension council decides on the election method used. It is recommended in the County Extension Manual that a ballot box be maintained in all county offices during election week. However, an election study has shown that use of mailed ballots increases participation. Decisions regarding the method for conducting the elections should give all eligible citizens an equal opportunity to vote.
A. Election held at public polling place
NOTE: The county clerk normally will be able to answer any technical election questions.
Select polling place or places.
State date and hours polls will be open. This should be the same hours as all other regular elections (normally 7 a.m. to 7 p.m.). All counties are encouraged to consider the third Tuesday of January.
Publicize reasons for election and procedures.
Select persons to conduct the election. Provide instructions and ballots to them.
Register individuals voting at polling places (Exhibit VII).
Persons in charge at each polling place should count ballots and certify results for that poll. Results should be transmitted to the extension center.
B. Election by mail-in ballot
Prepare up-to-date mailing list.
Develop instructions and ballots (see Exhibit IV and V).
Set date for mailing and mail.
Determine and publicize how and where a ballot may be obtained if a voter has not received a ballot.
Be sure you have clearly stated date and place ballot is to be returned.
County University of Missouri Extension council is to receive, count and record mail-in ballots.
Since there may be difficulty with post office canceling machines, the ballots should be returned as post cards or in envelopes. Do not use folded sheets or paper without envelopes.
Through news media, remind voters of final date for returning mail-in ballots. This should be done one week before the final date. (Exhibit IX)
The penalty mailing privilege cannot be used to conduct the election. See your local postal authorities for regulations and rates for bulk mailing.
C. Election by Meeting(s)
Set date, place for election meeting or meetings and publicize.
Prepare ballots and instructions and develop a program for election meeting.
Select a chairman and a secretary for each meeting.
Hold district or countywide election. Be sure to keep minutes.
Have eligible voters register. Voting should be done by ballot only.
Certify election.
III. Time schedule (Alter to fit your needs)
This schedule is based upon your council election being held on the third Tuesday in January.
November and December - Select nominees, at least two for each elected position and secure nominee's approval.
December - Check names with organizations appointing to avoid duplication and ensure eligibility to serve.
December - In early December, publish list of nominees at least once in public news media. This will conform to the "not more than 50 days or less than 30 days" clause in the legislative act. This must be a legal notice. Local newspaper editors can help here. (Exhibit I)
December and January - Publicize election by giving date, time and place. (Exhibit XIII, XIV, XV and XVI)
January (after election) - Notify elected and appointed members of date, time and place of annual organization meeting and election of council officers. (Exhibit XI)
February - Hold annual meeting of the council to organize, elect officers and set dates of council meetings. All officers of the council shall within five (5) days after their election, take and sign the usual oath of public office, which shall be filed with the county clerk. This may be done at the organization or annual meeting. Complete, print, and submit the electronic (web version) of Certificate of Membership and Officers Form UMca C204.
March 1 - New council takes office.
March - Conduct area training conference for newly elected council members and officers.
Suggestions for
Publicizing Your University
of Missouri Extension Council Election
I. Planning Ahead
In October and early November, council chairman should begin discussions on how to organize and publicize the January election.
A council committee may be appointed to develop a written plan (what is to be done; who will take the lead; when it will be done; etc.) or the chairman and county program director may want to develop a plan of action to present to the council.
II. Publicizing the election
An "action committee" may be set up in each county to acquaint the people with the nominees and role of the council.
Announcements that council nominations are being accepted should be sent to media (see Exhibit XII news release). This should be done in November.
Members of "action committees" may provide speakers for service club programs. Develop fact sheets for distribution.
Use news stories and newspaper columns on radio; the council chairman can be interviewed by an area specialist or station personnel.
Junior 4-H leaders may want to use the election as tie-in for citizenship programs.
Adult and youth leaders can help organize telephone, baby-sitting and transportation committees.
Develop posters, window displays, hand bills and other election-promoting literature.
III. Using mass media outlets
Announcement of election date and acceptance of nominations must be published in at least one county newspaper 30 days prior to the election. This is a paid public notice, not a news story.
The council chairman, committee chairman or county program director should solicit help of local newspaper editors and radio and television news directors in publicizing the election.
Explain to media that information will be given to them in news releases periodically between now and election (Exhibit XIII, XIV, XV and XVI). To editors, suggest that they initiate a feature story or editorial about overall extension programs. To radio managers, suggest public service announcements and guest appearances on talk shows to promote local interest.
Provide newspapers with photos and background information about council nominees prior to election.
After ballots are in, get election information to local news media immediately. Encourage local newspapers to use photos and biographical information about new members.
IV. Acknowledgement
Once elections are over, write appreciation letters to news media and other appropriate groups.
V. Publicity material enclosed with these suggestions
A. Newspaper
1 Suggested release for November (Exhibit XII)
2 Suggested release for December (Exhibit XIII)
3 Suggested release for January (Exhibit XIV)
B. Examples of public service announcements that can be discussed and delivered to local radio stations
(Exhibits XV and XVI).
VI. Problems encountered in prior extension council elections
Occasionally, problems have occurred that might have been avoided had decisions been made ahead of time. Meeting minutes should show these decisions. Below is a list of some problems and some suggested solutions.
Tie vote. The present council decides in advance of the election how it will resolve a tie vote.
Legal notice. News articles are not sufficient. The list of nominees must be published in a legal notice. See local editors. (Exhibit I)
Lack of clarity on district boundaries. A map of the county showing district boundaries may be published in newspapers.
Nominees.
1. Get nominations made on time. Keep nominees informed of developments; be sure they have accepted
before names are published.
2. Order of listing names on ballot. Present council may draw numbers for position.Deadline date for nominating petitions to be submitted. This must be included in the legal notice of nominees. (Exhibit I)
Polling places.
1. Provide enough;
2. Keep open long enough; and
3. Locate properly Judges for election.The county clerk may be helpful here with all technical and legal election aspects.
1. Do provide written instructions for judges.
2. Nominees and council members shall not serve as judges.Insufficient voting instructions. Make sure they are clearly stated and easily understood.
Complaints of not receiving a mail ballot. Carefully check mailing lists and announce where ballots may be obtained.
Write-in ballots. It is not the intent of the legislative act to have write-in ballots, so any person's name written in on the official ballot will not be counted.
Statutes do not make provisions for absentee ballot.
Criteria, not on the basis of race or sex, for the selection of council members should be established.
University of Missouri Extension Council Election Material
Sample of "Nominee Publication Form" - legal notice. (This must be done not more than 50 days nor less than 30 days before election. Allow time for possible petitions to be made so additional names can be included.)
Sample nomination petition for naming additional nominees.
Sample election notice if polls or meetings are used.
Sample mail-in ballot.
Sample ballot for poll or meeting.
Form for registration of eligible voters.
Form certification of district election.
Suggested news article on voting by mail (one week before deadline).
Sample letter for securing local farm organization appointments.
Sample letter welcoming members to council and calling organizational meeting.
Suggested November news releases.
Suggested December news releases.
Suggested January news releases.
Suggested public service announcement to be discussed and delivered to radio stations by county program director during nomination period.
Suggested public service announcement to be discussed and delivered to radio stations by county program director prior to election.
Nominee Publication Form
(This must be an official legal notice.)
NOMINEES SELECTED FOR
UNIVERSITY
OF MISSOURI EXTENSION COUNCIL MEMBERS
___________________________County
Citizens of voting age in
County, pursuant to the provisions of Sec.
262-577, R.S. Mo. 1969,
will have an opportunity to vote and elect members
to the University of Missouri Extension Council
in January.
The elected and appointed members of the extension
council will guide and direct extension work
within the county.
Two people have been nominated for each of the
elective positions in their respective districts.
The nominees and
their districts are as follows:
(Here list the names of the nominees, the length of term to serve, the name and number of the district in which they live.)
Additional nominations may be
made by petition of 25 or more qualified voters
residing within the district, filed with
the council within 20 days after the publication
of this notice of election. Forms for nominations
are available in your
county extension office located at:
(Office address and phone number)
The
University Extension Council
Chair
University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs.
return to Exhibit Table of Contents
NOMINATION PETITION FOR THE
OFFICE OF COUNCIL MEMBER FOR
DISTRICT NO.
, UNIVERSITY OF MISSOURI EXTENSION
COUNCIL OF
COUNTY.
We, the undersigned citizens of
voting age of District No.
of
County, Missouri, do hereby
nominate
(name)
,
(address)
, now a resident of District No.
of County
as nominee for the office of council member of the
University of Missouri Extension Council for a
term.
(25 or more signatures required)
|
NAME |
ADDRESS |
(Continue lines for additional names)
I certify that, according to
the records of this county, the persons whose
names are signed to the above petition are
citizens
of voting age of District No.
of
County.
County Clerk
(If requests for petitions develop, each county will need to type their own - using this as a pattern. On each petition add the statement, "University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs."
return to Exhibit Table of Contents
Election Notice (if polls or meetings are used)
NOTICE OF MEETING FOR
THE
ELECTION OF UNIVERSITY OF MISSOURI EXTENSION
COUNCIL MEMBERS
COUNTY
Pursuant to the provision of
Chapter 262.550 et. al. R. S. Mo 1969, meeting(s) for the election of University
of Missouri Extension Council members of
County will be held in the respective district
of
County, on the date(s) and place(s) set forth
below:
| DISTRICT | TIME | PLACE |
In each district, where more than one member is to be elected, vote for one for each position to be filled. In each district where only one member is elected, vote for only one person.
The members of the University of Missouri Extension council shall be citizens of voting age, residing in the district in which they are elected. University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs. A person may vote only upon the nominee from the district in which he resides.
The University of Missouri Extension Council of County
Chairman
(This may be adapted to polling place type of
election.)
return to Exhibit Table of Contents
UNIVERSITY OF MISSOURI
EXTENSION COUNCIL OF
COUNTY
Richard
Roe
Address
Chairman
John
Doe
Phone
Secretary
Date
INSTRUCTIONS ON VOTING TO ELECT MEMBERS TO THE UNIVERSITY OF MISSOURI EXTENSION COUNCIL OF COUNTY. (Postage must be paid by the local council.)
To voters of County:
Enclosed is a ballot (or
ballots) listing nominees for election to the
University of Missouri Extension Council of
County.
Citizens of voting age and residents within their respective extension district of County are eligible to vote for one nominee for each position in their respective district. Vote by marking X in the square in front of nominee's name. Vote only one ballot and in only one district. The ballot will be void if votes are cast in more than one district.
The enclosed ballot is being sent to each known eligible voter. If you know of any eligible voter who did not get a ballot, please request one for him/her, or ask him/her to request one from the University of Missouri Extension center, (address). Mail the completed ballot to the University of Missouri Extension center, (address), or leave it at the office in a self-addressed envelope. The ballot must be postmarked on or before midnight, , 19 .
University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs.
Very truly yours,
,Chairman
University of Missouri Extension
Council of
County
return to Exhibit Table of Contents
SAMPLE BALLOT: (Add the number of districts and nominees applicable to the county.)
OFFICIAL BALLOT
This is your ballot for the election of members of the University of Missouri Extension Council of County. Vote only for those nominees in the district in which you reside.
Place an X in the box by the name of the person of your choice.
DISTRICT I
Includes , and townships. (Describe district boundaries)
( ) for two-year term.
( ) for two-year term.
DISTRICT II
Includes (Describe district boundaries)
( ) for two-year term.
( ) for two-year term.
( ) for one-year term.
( ) for one-year term.
Eligible voters who reside in District II may vote for one candidate for a two-year term, and one for a one-year term. (Where someone has resigned, this example might apply.)
This form can be adapted to fit your particular situation. You may prefer to prepare a ballot for each district where council members are to be elected instead of including all districts on one ballot. The statement, "University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs" should be included on the ballot.
return to Exhibit Table of Contents
(Sample Ballot* - Poll or meeting)
UNIVERSITY OF MISSOURI EXTENSION
BALLOTS FOR EXTENSION COUNCIL MEMBERSHIP
Place an X in the box by the name of the person of your choice. (Each person votes for only one nominee for each position.)*
( ) for two-year term.
( ) for two-year term.
( ) for two-year term.
( ) for two-year term.
( ) for two-year term.
( ) for two-year term.
*This should be adapted to fit each county situation. District numbers or names should be added if such apply and if the ballot is for more than one district. All nominees will be voted on for a two-year term unless there is a vacancy to be filled. The statement, "University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs" should be included on the ballot.
return to Exhibit Table of Contents
(If meetings or polls are used)
REGISTRATION LOG
Registration of eligible voters
of District No.
Date
Place
I certify that I am a citizen of District No.
of
County, and I am of voting age.
| NAME | ADDRESS |
University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs.
return to Exhibit Table of Contents
(To be used if polls or meetings are used)
CERTIFICATION OF DISTRICT ELECTION
This is to certify that an
election was held in District No.
of
County on
to elect member(s) to the University of Missouri Extension council.
(number) persons registered as eligible
voters.
The members elected and votes received are:
| Name | Address | Votes Received | Term of Office |
Secretary
Chairman
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SUGGESTED NEWS ARTICLE ONE WEEK
BEFORE FINAL DATE
FOR RECEIVING MAIL BALLOTS
Votes for members of the
University of Missouri Extension council of
County must be in
(place designated to return ballots) office by
a.m./p.m. on
(day, month, date, year).
The ballots for this election,
together with voting instructions, were mailed to
eligible voters within the
County on
, 19
. Those who have not returned their ballot
should do so on
or before
, which is the final date on which ballots
will be accepted.
Ballots may be returned by mail. To complete a ballot put an X in the square by the name of the nominee of your choice in the district in which you live. Only citizens of voting age living with the district are eligible to vote.
Any eligible voters who did not receive a ballot may secure one from (where or from whom ballots may be obtained, council members, county extension offices, etc.).
The council members nominated for each district are:
| Nominees | Length of Term | District |
(List the names of all nominees, the length of term to serve and the district they will represent.)
University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs.
return to Exhibit Table of Contents
(Sample letter to use in contacting local farm organizations for extension council appointments).
Dear :
Chapter 262.550-262.620 R. S. Mo. 1969 (sometimes referred to as H. Bill 153) states that each general farm organization in a county having a membership of 25 or more person shall have an appointed member on the extension council and that such members be appointed by the farm organization in such manner as that organization may determine.
Your state officers have certified that County has 25 or more members.
Appointments are for a two-year
period. An appointee may serve two consecutive
terms. Your present appointee is
. His/her term expires February 28, 19
. He/she is (is not) eligible for
reappointment.
Please inform me before February 1, 19 , whom your county organization wishes to appoint for a two year-term beginning March 1, 19 , and expiring February 28, 19 .
Sincerely yours,
Chairman
University of Missouri Extension Council
County
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SAMPLE LETTER CALLING ORGANIZATIONAL MEETING
(If penalty letterhead is not used, need to add statement, "University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment of programs.")
Dear
:
May I congratulate you for having been selected to serve on the University of Missouri Extension Council of County.
As you know, by statute, this council must organize and be ready to take office March 1, 19 .
As chairman of the present University of Missouri Extension council, I am calling a meeting of all council members, both those who were elected on January and those who have been appointed, to be held .
The purpose of this meeting will be to:
1. Get acquainted with other members.
2. Discuss our responsibilities and duties.
3. Organize and elect a chairman, vice-chairman, secretary and treasurer.
4. Determine procedural policies for operation next year.
Yours truly,
Chairman
University of Missouri Extension Council
County
return to Exhibit Table of Contents
Suggested News Release (November)
Nominations are being accepted for the January election of the County University of Missouri Extension Council members, according to Council Chairman .
Council members are elected or appointed to two-year terms and may not serve more than two consecutive terms. Nominees must be at least 18 and must reside in the district from which they are selected. Nominations must be made prior to December .
"We want nominees who are interested in education and the progress of our community," said. "The resources of the University of Missouri System and Lincoln University are available to us. We need active council members to help plan educational programs and to work with University of Missouri Extension specialists."
Nominations may be made through the council chairman or the county extension center. Nominees will be contacted to secure their permission to place their names on the January ballot.
University of Missouri Extension offers educational programs in categories such as agriculture, home economics, business and industry, community development, youth development (4-H) and various continuing education courses, seminars and workshops. University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs.
Information or literature about University of Missouri Extension programs is available at the County extension center located at .
return to Exhibit Table of Contents
Suggested News Release (December)
(number) county residents have completed terms of office on the County University of Missouri Extension Council and will be succeeded by new members after a January election.
Outgoing members are (list names and districts/or organizations represented).
Council members whose terms continue are (list names and districts or organizations represented).
County extension council members work throughout the year with University of Missouri Extension staff members in planning and making recommendations for educational programs.
University of Missouri Extension, through the University of Missouri System and Lincoln University, offers educational programs in agriculture, home economics, business and industry, community development, youth development (4-H), and various continuing education courses, seminars and workshops. University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs
"Anyone, 18 years of age or older, interested in education and the progress of our county should vote for the nominee of their choice in their district," said council Chairman . "The resources of the universities are available to us. It is our responsibility to put these resources to effective use."
Polling places by district will be announced later.
return to Exhibit Table of Contents
Suggested News Release (January)
The names of persons will be on the January ballot for election of County University of Missouri Extension Council members.
Council chairman said (list number) county residents will be elected by districts to fill this year's vacancies. The new council begins its duties March 1, according to state law.
University of Missouri Extension offers educational programs in such categories as agriculture, home economics, business and industry, community development, youth development (4-H), and various continuing education courses, seminars and workshops. University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs
The county extension council works with University of Missouri Extension staff members in planning and making recommendations for educational programs.
The County University of Missouri Extension Council is composed of members. are elected and represent appointments by eligible committees and farm organizations having at least 25 members in the county.
Voting throughout the county will be by districts. Anyone 18 or older is eligible to vote. The following are polling places which will be open from .
(list polling places and districts)
return to Exhibit Table of Contents
PUBLIC SERVICE
ANNOUNCEMENTS -- RADIO
During Nomination Period
Election of University of Missouri Extension council members for County will be held in (month).
The deadline for nominating persons to serve is December .
Become involved in continuing education programs offered through University of Missouri Extension. University of Missouri Extension programs are open to all. Nominations for extension council members can be made at the University of Missouri Extension center, (address).
Make your nomination today.
return to Exhibit Table of Contents
PUBLIC SERVICE
ANNOUNCEMENTS -- RADIO
Prior to Elections
Election of University of Missouri Extension council members for County will be held (date).
Become involved in continuing education programs offered through University of Missouri Extension. University of Missouri Extension does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or status as a Vietnam-era veteran in employment or programs. Begin by voting for the candidate of your choice.
For details about how to vote for council nominees from your district, contact the University of Missouri Extension center (address) or phone .
Return to Exhibit Table of Contents
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