Cascade 4-H Foundation Meeting Agendas and Minutes

CALL TO ORDER

MINUTES

CORRESPONDENCE

TREASURERS REPORT

AMBASSADOR REPORT

AGENT REPORT

OLD BUSINESS

•  

NEW BUSINESS

•  

ANNOUNCEMENTS

 

Call to Order

Members Present: Sheryl Knowles, Michelle Leardini, Rachel Grimshaw, Brook Gerard, Liz Jennings, Mary Christiansen, Brett Keaster, Farrah McGregor, Haylea Grimshaw, Donna Juhl Laura Beth Rhodes and Melissa Nichols.

Other Attendees: Felicia Short, Ginger Murphy, Fran Gossack, Janet Smith, Brenda Canine, Tristan Short and Samaria Kirby, Jenn Volkmar.

Agents Present: Jenn Volkmar

Michelle opened the meeting.

Pledges

The Pledge of allegiance and 4-H Pledge were said.

Minutes

The minutes from the last meeting were reviewed.  A correction was made that Lisa Jassen’s name was misspelled.  Rachel moved to approve the minutes. Mary seconded.  Motion carried.

Treasurer’s Report

Mary reported that the total assets are $907,646.42.

Correspondence

There was no correspondence.

Ambassador Report

Tristan reported that there is going to be a county wide dance.  Admission is going to be a canned food item or pair of socks.  Members can sign-up on Z-Suite.

Agent Report

Jenn reported that there are 228 kids registered for this year and 62 volunteers.  75 kids attended the November project day.  She stated that year end reports need to be turned in so they can be sent to the state.  There is a muti-county babysitting course being organized.  The communication contest will be in January/February.

Old Business

It was stated that some Foundation scholarship checks were sent to the college and not to the students. Jen said this would need to be changed in the office.  D&O insurance is going to be handled through HUB. A safe is going to be purchased for the office.  A safe was found at Home Depot for $399.99. There was discussion about the size of the safe. Jenn said the office was ok with the size of the safe.  Brook moved that up to $600 be approved for the purchase of the safe.  Rachel seconded.  Motion carried.

New Business

• Livestock Marketing Committee: The Livestock Committee is wanting to put on a dinner for the sponsors and repeat buyers of the Livestock Show and Sale in February. They are putting in $1500 towards the dinner.  They are asking the Foundation to put in $1500 as well.  There was discussion.  Fran moved that up to $800 be given this year for the dinner.  Brook seconded.  Motion passed.
• Budget: Janet presented the budget for the year. Cheryl moved to approve the budget. Melissa seconded.  Motion passed.
• Bi-Laws: Felicia, Fran, Rachel, Janet, and Michelle will review the bi-laws and bring any suggestions to the next quarterly meeting.
• Investment Committee: Michelle, Mary, Brade Thurber, and Janet will review the investments.
• Signers at Bank: The process to change the signers for the Foundation account was discussed. Rachel and Donna will be added.

Adjournment

Rachel moved to adjourn the meeting.  Tristan seconded. 

Call to Order

Members Present: Sheryl Knowles, Michelle Leardini, Rachel Grimshaw, Brook Gerard, Liz Jennings, Mary Christiansen, Brett Keaster, Farrah McGregor

Other Attendees: Felicia Short, Ginger Murphy, Fran Gossack, Janet Smith, Brenda Canine, Tristen Short, Samaria Kirby, Melissa Nichols, Laura Beth Rhodes, Donna Juhl, Jenn Volkmar.

Agents Present: Jenn Volkmar

Liz Jennings opened the meeting. 

Pledges

Pledges were said.

Minutes

Tresurer's Report

Correspondence

New Business

• Notebook: A notebook was handed out that contained Cascade County Foundation calendar, operations policy and by-laws. 
• Nomination and Elections: Melissa Nichols, Laura Beth Rhodes and Donna Juhl were nominated for new members.  Haylea Grimshaw and Reece Hastings were nominated for youth members.  Michelle Leardini was nominated for president; Rachel Grimshaw was nominated for Vice President; Mary was nominated for Treasurer; Donna Juhl was nominated for Secretary.  The nominations and elections were approved and seconded.  Motion carried.

Old Business

No other business for the annual meeting. 

Adjournment

Brook motioned to adjourn the meeting and Rachel seconded.  Motion carried.

Respectfully Submitted,

Donna Juhl, Secretary

Call to Order

Members Present: Liz Jennings, Michelle Leardini, Mary Christiaens, Allison McMaster, Brook Gerard, Rachel Grimshaw, Allison McMaster, Farrah McGregor, Sheryl Knowles, Brett Keaster 

4-H Youth Representatives: Tristan Short 

Agent Present: Jenn Volkmar 

Other attendees: In person: Janet Smith, Lisa Jansen; Brenda Canine Webex: Brenda Canine Samaria Kirby, Brenda Byrnes 

6:02 PM Liz called quarterly meeting to order. 

Pledges

Pledge of Allegiance and 4-H Pledge 

Introductions 

Minutes: 

Corrections: “Rachel” not “Rachell” and scholarship amount should be $5500. Discussion about taxes does not state whether the paperwork was submitted or not. Farrah moved to approve minutes with corrections seconded by Rachel motion carried. 

Treasure Report: 

Mary presented treasurer report. 

Correspondences: 

Ben Bailey thank you for his scholarship.   

Agent Report: 

Liz presented Jen’s report she provided. 

OLD BUSINESS: 

 IRS Bill was resolved and taxes for the current year are filed.  

New Business: 

Nomination Committee: November 18th is the next annual meeting we have 3 members terming out; Brooke, Allison and Liz. Two members are up for re-election. Liz and Brook volunteered to seek replacements for the 3 members who are terming out. 

Budget preparation: Janet, Mary, Liz and Lisa will prepare for the November meeting. Discussion was had to have the bookkeeper prepare reports monthly and place them in the Foundation envelope at the extension office for the board to review more consistently and being about to be more aware.  

6:25 Webex was activated  

Achievement Night: It was discussed to create a slide to recognize all the donors, Lisa was going to print a donor report to include all donors for all entities including Foundation, Livestock, Horse, Shooting Sports and Leaders Counsel. Lisa was going to get the list to Liz together with Brenda Canine they would create a some slides for achievement night. 

Donors: Discussion was had to rewrite the current donor thank you for something fresh along with a possible email list or note on the thank you inviting donors to events specifically but limited to achievement night. 

Annual Plan Worksheet: Was decided that the annual plan worksheet needs to be reviewed every meeting to make sure the board is addressing and completing everything when it needs to be done.  

Questions were discussed in regards to when the budget will need to be prepare, presented and voted on. Currently the budget is presented at the November meeting and voted on at the February meeting, changes may be made next year to vote on the budget earlier in the budget year. Scholarship verbiage and issuing checks was also discussed. 

Financial best practices meeting review: There was a meeting held with the Foundation and Extension. Questions we are waiting for answers on: “how much money can we have in the office and how long?”; “Do we follow MSU or Cascade County Policy”. SharePoint or OneDrive was brought up at the meeting a potential resolution to some issues for all parties and would give remote access for everyone streamlining the process making it more efficient, especially when it comes to time. Overall, all parties involved in the meeting agreed that all parties including Foundation, Extension Office, committees and bookkeeper need to communicate.  

Expenditure form: Rachel moved to adopt the new expenditure form, seconded by Tristan, motion carried. 

State Foundation Financial Process: Lisa reached out to the State Foundation and had a discussion with Kesey Proue who is the operations manager with the Montana State 4-H Foundation. Thorough this she learned that they do not email they rely strictly on SharePoint because it is more secure and easy access for everyone especially because their members all over the state.  

Safe: Liz has researched price point for a safe ranging from $200-$400 depending on size and would be requesting that all committees pitch in to help purchase since it will be used by everyone. Brook suggested looking for a donation.  

Insurance: It was brought to Liz’s attention that we should look into purchasing D&O insurance to members personally. A quote was received from HUB for $600-$800 a year but a couple more quotes were going to be requested/received.  

Reminders: Next meeting November 18, 2025 at 6:00 PM, remember to bring your potluck items. Achievement night  October 12, 2025. 

Adjournment

Brook moves to adjourn the meeting, seconded by Rachel, motion carried. 

Respectively submitted, 

Allison McMaster, Secretary 

Call to Order

Members Present: Liz Jennings, Michelle Leardini, Mary Christiaens, Sheryl Knowles, Brett Keaster, Rachael Grimshaw
Youth Members Present: Tristan Short, Seth Juhl
Agent Present: Jenn Volkmar
Other Attendees: Janet Smith, Fran Gossack
Liz called meeting to order at 6:06 p.m.

Pledges

Pledge of Allegiance and 4H Pledge were said.

Minutes:

Corrections: Clarified “it was decided they need to make a proposal to make a request for future expenses”. Sheryl is not on the scholarship committee. Thurber, not Thurbur.
Rachael moved to approve with corrections, seconded by Tristan, motion carried.

Treasurer’s Report:

Given by Janet

Correspondence:

There was a thank you received from LeAnn Murphy for supporting Ignite and Horse Judging Nationals.

Agent Report:

Jenn reported on camp planning, fair planning, project day (there will be one more in April) and horse camp. She noted you have to have insurance if doing an event.

Old Business:

Taxes – Office received email that they are still assessing our 2018 taxes. Two clubs do not have paperwork to be under our foundation. Rachael asked if we had submitted paperwork to secretary of state.

Scholarship Committee – Received nine applications, three were new and six were returning applicants. $5300 was split equally, with each receiving $611. Recipients are Seth Juhl, LeAnn Murphy, Ben Bailey, Emelia Doyon, Elizabeth Doyon, Hudson Rohrer, Macy Herman and Bailey Herman.

It was suggested we add to the application 1. Whether they were a new or returning applicant, 2. Whether they had received the scholarship before and 3. How many times it was received.

Operating Policy and Bylaw Review Update: Lisa had suggestions for small changes to improve flow under monetary guidelines and defining fixed costs. Operating Policy – differentiating between qualifying and non-qualifying events. Bylaws – took out part b on administering funds and part of Treasurer’s duties.

There was discussion about being aware of our 90-day check cashing policy. There will be more discussion and vote over email about this.

We will revisit the Combined Campaign in the fall.
Ignite Presentation: Seth, Tristan and LeAnn all gave presentations about their trip to the Ignite Conference in D.C.

New Business:

Four possible attendees for the Archery pre-qualifier for nationals.

Announcements

Next meeting will be Tuesday, September 16, 2025.

Adjournment

Rachael moved to adjourn, Brett seconded, motion carried.
Respectfully submitted,
Michelle Leardini, Vice President

Call to Order

Members Present: Liz Jennings, Michelle Leardini, Mary Christiaens, Farrah McGregor, Sheryl Knowles, Brett Keaster, Brook Gerard

Agent Present: Jenn Volkmar

Other Attendees: Janet Smith, Ginger Murphy, Leann Murphy, Fran Gossack, Lisa Jassen, Reagan Jassen, Brenda Canine, Brad Thurbur

Liz called meeting to order at 6:08 p.m.

Pledges

Pledge of Allegiance and 4H Pledge were said

Minutes:

Corrections: From the November Annual Meeting “Bi-Laws” should be “Bylaws” and “counsel” should be “council”. Sheryl moved to approve minutes with corrections, seconded by Mary, motion carried.

Treasurer’s Report:

Mary reported we have $3335.07 in checking, $31,919.72 in savings with current assets of $28,584.65 in Stockman Bank. $582,496.24 in the DAD portfolio. The Stockman Asset Management Account with Schwab has $203,499.11. Total assets $814,580.00

Agent Report:

Jenn reported we have new equipment available for use (speakers, radios). Project day had around 100 kids. Camp planning meetings are happening. Communications contest in April. Zsuite has more forms available to fill out and the calendar is up and running.

Old Business:

Horse Judging report from Leann: 13 teams competed, more than 60 individuals. They took 6th overall.

Farrah reported on scholarship policy review: discussed updating information on application, rubric put in place. Farrah moved to accept changes seconded by Ginger, motion carried

Taxes: Kate has heard nothing further about the correspondence from the IRS.

Budget Approval: Shooting Sports has spend well over budget. Need to discuss how to handle extra expenses-do they need to make a proposal to make special request for extra money. Lisa moved, Brook second, motion carried

New Business:

Brad Thurber from DA Davidson gave a presentation about how and why we invest. Can distribute 4% without touching principal. $785,000 at 4% = 31k for gifting or donating. Net ordinary income can’t be over $31k. 60-40, equities to income, historically we’ve got 5-6%. Brenda asked what his fee is. Farrah asked what kind of interest we are getting on “other” accounts.

Investment committee report: Janet gave a report on the investment committee meeting. There was a discussion on scholarship investments earning interest.
Scholarship Committee was formed: Janet, Liz, Fran and Sheryl

Operating Policy and Bylaw Review Approval: It was moved by Sheryl and seconded by Brett to approve the Operating Policy, motion carried. It was moved by Janet and seconded by Sheryl to approve the Bylaws, motion carried.

Adjornment

Farrah moved to end the meeting, seconded by Mary, motion carried

Respectfully submitted,
Michelle Leardini, Vice President