Extension Board meetings provide an opportunity to conduct board business, discuss community needs, review Extension's progress, and help guide future priorities.
As public bodies, Extension Boards must follow the Nebraska Open Meetings Act (OMA) and their board's constitution and bylaws.
Before the Meeting | Prepare & Notify
Plan the Meeting
- Schedule meetings: Follow the board's constitution and bylaws. Boards are expected to meet at minimum four times per year.
- Publish the regular meeting schedule: Publish the schedule in a legal newspaper of general circulation within the board's jurisdiction at least four times annually
- Develop the agenda: The Board President and Lead Educator work together to prepare the agenda using the Extension agenda template.
- Confirm attendance: Support staff contact members in advance to help ensure a quorum will be present.
Provide Public Notice
- Give reasonable public notice of every meeting, including the date, time, and location.
- When not publishing via newspaper, use the notice method established by the board, such as a county website, Extension website, or three conspicuous public locations.
- Maintain the meeting agenda and make it available for public examination.
- Finalize the agenda at least 24 hours before the meeting. Do not add or change agenda items within that period.
Prepare for Public Access
- Have a copy of the Nebraska Open Meetings Act available at the meeting. Posting the Act is no longer required.
- For virtual meetings: public access information is available by contacting the office, have meeting documents available electronically, and ensure at least one Extension employee or board member is physically present at an identified meeting location.
During the Meeting | Conduct Board Business
Open the Meeting
- Call the meeting to order.
- Verify attendance and establish a quorum. Generally, a quorum is a majority of the board (half plus one); confirm the requirement in the board's bylaws.
- If a quorum is not present, the board cannot take official action. The meeting may continue without voting, or an officer may adjourn and establish a new meeting date and time.
Follow the Agenda
- Address agenda items in order, allowing for discussion, updates, and board decisions.
- Use motions and voting procedures when official action is needed.
- Ensure that board actions comply with the Nebraska Open Meetings Act and the board's bylaws.
Record Meeting Minutes
The Board Secretary or designated notetaker documents:
- Meeting date, time, and location.
- Public notice methods and dates.
- Board members present and absent, including whether a quorum was established.
- Substance of matters discussed.
- Motions made, who made them, and voting results.
Close the Meeting
- Confirm any follow-up responsibilities or next steps.
- Establish the next meeting's date, time, and location if not already scheduled.
- Adjourn the meeting.
After the Meeting | Document & Share
Prepare Meeting Minutes
- The Secretary or designated notetaker submits minutes to Extension personnel within 9 days following the meeting.
- Identify minutes as Draft or Unapproved until formally approved by the board.
Provide Public Access
- Post the minutes to the county and/or County Extension website within 10 days of the meeting.
- Maintain publicly accessible minutes on the website for at least 6 months.
Complete Follow-Up
- Communicate assignments and action items to the appropriate individuals.
- Prepare unfinished business for the next meeting's agenda.
- Retain official meeting records according to applicable requirements.