Agreements between the University of Kentucky and each county within the state for conducting Extension programs are defined legally in a Memorandum of Agreement. These documents, prepared annually, indicate specific agreements by the county and by the University. They also list how county funds will be disbursed.

The Area Extension Director works with County Director, County Manager or Fiscal Coordinator plus all County Extension Agents on local budget matters.

The information below provides summaries to frequently referenced Kentucky Revised Statutes (KRS). The entire referenced statute is available by clicking on reference link.

An Extension District whose boundaries shall co-exist with the county boundaries shall be authorized for each county. Each Extension District shall constitute a governmental subdivision of the Commonwealth. (KRS 164.620)

An Extension Council shall be established for each Extension District and shall be composed of not less than fifteen (15) citizens nor more than forty (40) citizens of the county in which the Extension District is located, subject to the provisions of subsection (2) of (KRS 164.625)

An Extension District Board may be created by the fiscal court of the county in which the Extension District is located. The Board shall be composed of the county judge executive and six (6) other citizens residing within the Extension District. (KRS 164.635)

Each Extension District Board member shall, by virtue of his/her membership on the board, become a member of the Extension Council. This membership on the Extension Council may be in addition to the maximum of forty (40) as stated above. (KRS 164.635, subsection 2)

On or before November 1 of each year, the Extension Council shall submit to the county judge executive a list of two (2) nominees for each member to be appointed to the Extension District Board. (KRS 164.635, subsection 2)

County Judge/Executive shall appoint required board members. KRS 164.635(2).  By law must be appointed by December 15.         

On or before January 15, the county judge executive shall call all duly appointed Board members together for an organizational meeting for all newly formed boards. (KRS 164.640)

The Extension District Board shall meet annually during the month of January for the election of officers and throughout the year for the transaction of other necessary business. (KRS 164.645)

County Judge Executive administers oath of office to incoming board members.  County Judge conducts nomination and election of new board chair.  (KRS 164.650)
CONSTITUTIONAL OATH FOR NEWLY APPOINTED DISTRICT BOARD MEMBERS

The secretary shall keep the minutes of all meetings of the Extension Board which shall serve as official documents from which Board action is taken. KRS 164.650(3)

The positions of secretary and treasurer may be held by the same person and this person may be other than a board member, with the approval of the Director of Extension. (KRS 164.640)

Bond treasurer of District Board within ten (10) days after his/her election. Bond shall be for one hundred twenty-five percent (125%) of the largest amount that shall be in the hands of the treasurer at any one time. (KRS 164.650(4))

It is best practice that preliminary budget discussion should be done with County Extension Council during the month of February/March.  The Council should develop budget recommendations to be considered by the District Board.  (KRS 164.655(8))

With advisement and recommendations of the Extension Council, the District Board will prepare annually, not later than April 15, an Extension District budget. (KRS 164.655(8))

Extension District Board finalizes Department for Local Government budget and submits to County Judge Executive and County Court Clerk. The judge submits it to the Fiscal Court by April 15.  (KRS 65.070)

District Board enters into annual Memorandum of Agreement with the Cooperative Extension Service.  (KRS 164.655(2))

Extension District Board funds shall be audited. In accordance with Chapter 65 and 424 of (KRS 65.065) a legal notice of public inspection of the records of the Extension District Board operational procedures shall be published.