Cascade 4-H Foundation Meeting Agendas and Minutes

CALL TO ORDER

MINUTES

CORRESPONDENCE

TREASURERS REPORT

AMBASSADOR REPORT

AGENT REPORT

OLD BUSINESS

• Budget review

NEW BUSINESS

ANNOUNCEMENTS

Next Meeting (Quarterly):  April 15, 2025

Call to Order

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

Other attendees:  Fran Gossack, Janet Smith, Kate Durbin, Melanie Paul, Leann Murphy, Ginger Murphy

Agents Present: Jennifer Volkmar

Tristan led the meeting with the Pledge of Allegiance and 4-H Pledge

MINUTES:

Brook moved to accept the minutes from the previous meeting. Fran Seconded. MOTION CARRIED.

CORRESPONDENCE:

A card was received from Victoria Kirby as a thank you for the scholarship she received.

AMBASSADOR REPORT:

None

TREASURERS REPORT:

Mary reported that total assets of $820,706.86.

AGENT REPORT:

Jen Reported that 370 kids have register for the next 4-H year with 890 projects being picked by members and all the project books have almost been received. She also discussed the Parade of Lights float and that beef tags were to be distributed starting this week. Ambassadors and leaders counsel were to also have meetings within the next week. 

OLD BUSINESS:

None

NEW BUSINESS:

Budget: Proposed budget was presented for review. The budget will be finalized and approved at the Feb 2025 meeting.

Nominations and elections: Brett Keaster and Sheryl Knowles were nominated for new members; Addison Smith and Tristan Short were nominated as youth members; Liz was nominated and president; Michele was nominated as vice president; Mary was nominated as treasurer and Allison was nominated as secretary. Michelle motioned to approve nominations and elections. Rachel seconded. MOTION CARRIED.

Bi-Laws: Brook, Fran, Liz and Janet with review the bi-laws and bring any suggestions to the next quarterly meeting.

No other business for the annual meeting.

Adjournment

Brook motioned to adjourn. Seconded by Farrah. MOTION CARRIED.

Respectfully Submitted,

Allison McMaster, Secretary

Call to Order

Members Present:

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

4-H Youth Representatives:

Tristan Short

Agent Present:

Jenn Volkmar

Other attendees:

Fran Gossack, Janet Smith, Kate Durbin, Melanie Paul, Leann Murphy, Ginger Murphy

Liz called quarterly meeting to order.

Minutes:

Corrections: “Rachel” not “Rachael”; check names; 2,100 not 21,000 for horse travel. Rachel moved to approve minutes with corrections seconded by Michelle motion carried.

Treasure Report:

Mary reported: Total checking $41429.02; Total assets: $809,575.91; Net income: -10,448. It was questioned and discussed if FIB 1^st interstate – was transferred to Stockman or DA Davidson, Lisa confirmed was closed and moved to stockman. It was requested that prior year be added to balance sheet to see differences. On profits and loss’ the zero dollar amount for Tamara Patterson was questioned. Questions and discussion were had in regards to if there is more that the foundation can do to support and provide to the members, or a capital plan to spread more. With that discussion was had that there needs to be better education or an outline on what the foundation is and what they do.

OLD BUSINESS:

Reviewing Scholarship policy review: Suggestions were made: Too have a “points system” or rubric creating more statistic over “feeling” or “judgement” and furthermore, having it in writing and added it to operating policy. The requirements and criteria should be provided on the front of the application and the possibility of earlier announcements and reminders to members.

Taxes: Kate Durbin discussed the taxes and specifically the tax bill received for 2018. A letter needs to be written happened and a timeline asking for an abatement – from the April bill from IRS in the amount of $4342.97. Previously the 2020 penalties were abated after a letter was to IRS. Kate will start 2023 taxes soon. Adding into the operating policy that we need a report that the taxes were filed.

NEW BUSINESS:

Officer duties: Discussion was had that officers need to review what their duties include. Specifically treasure is to keep track of specific donations and those individuals are to be recognition at achievement night. Suggestion was made to do this also in a social media post.

Horse Judging Team: is headed to Nationals in Denver and the registration needs to be paid.

Yearly budget: “Historical” is the 5 year average; profit and loss average. In flows: license plate not active; united way variable; state events registration paid by attendees sometimes through leaders counsel other time through foundation. Project materials raised to $6,000 for the next year. Winter teen camp does not exist. “Leadership Washington Focus” is now possibly called “Ignite”. The budget is a direction for check signers. Building rent: be discussed in the policy operating re-write; percentage amount; payable amount to not exceed. Fees: $3000 vs. $300 for cloud services that we no longer have, can be removed. Scholarships lowered due to two terming out.

Signing checks: Discussion was had to be mindful when signing checks, compare to the policy to make sure it has met the correct requirements.

Adjournment

Brook moves to and second by Michelle

Respectively submitted,

Allison McMaster, Secretary

Call to Order

Members present:

Liz Jennings, Michelle Leardini, Mary Christiaens, Brook Gerard, Rachael Grimshaw, Allison McMaster

Youth members present:

Seth Juhl

Agent present:

Jenn Volkmar

Meeting was called to order by Liz at 6:06 p.m.

MINUTES:

CORRECTION: Next meeting to be September 17 not June 18. Rachel moved to 
approve the minutes with the correction. Allison seconded it. Motion carried.

CORRESPONDENCE:

Numerous thank you cards were received from scholarship winners. These 
were passed around for everyone to read.

TREASURER’S REPORT:

Mary reported we have $31,724.37 in checking, $21,727.75 in savings, $25,505.71 net income and total assets of $820,130.41. Rachael asked if we should invest some of the money in checking since that seemed like a lot to have in the checking account. She also noted under expenses for MSU that -6.25 seemed like an odd number. 

AMBASSADOR REPORT:

Seth did not have a report but said they are looking to recruit new ambassadors for the upcoming year.

AGENT REPORT:

Jen did not a report but wanted to note how kind and patient everyone was being with her and that she appreciates everyone’s support as she learns the job. 

OLD BUSINESS:

Rachael, Farrah and Ginger did not meet to discuss and update scholarship rubric but will meet before the November meeting. 

NEW BUSINESS:

• ADDED TO AGENDA: Liz reported we have a new tax bill from 2018, $4,342.97. 
  She has consulted Kate and Kate tried to reach IRS but hasn’t heard back from them. We will revisit this at next meeting. Brook wants to start using the Foundation GMAIL account so that correspondence about taxes and other important items can go through that so everyone is on the same page. Brook suggested we also start inviting Kate to our Foundation meetings. 
• Liz will review bylaws and operating policy and make changes and we will vote on them at the next meeting. 
• Liz will appoint Janet Smith, Belinda Darlington, Brad Thurber and executive committee to the budget and investment policy committee.
• We need nominations for youth members and two new board members. Sarah Graft is stepping down as secretary so we need a nomination for secretary. Seth suggested Tristan Short and Addison Powell as youth members. Liz will ask Melissa Nichols, Cheryl Knolls and Belinda Darlington about being on the board. Other people suggested were Bret Keaster, Dave Chandler and Jamie Wood.
• Horse judging team travel - Brook requested permission to use Leader’s Council check card to pay for hotel, travel, etc. and then have Foundation reimburse later. Will be approximately $21,000 for travel, 
  $1400 for hotels, also reimbursements for registrations. Will revisit at next meeting.

Adjournment

Brook moved to adjourn the meeting. Rachel seconded it. Motion carried.

Next meeting will be November 19, 2024
Respectively Submitted,
Michelle Leardini, Vice Presiden

APPROVED

Call to Order

Members present: Michelle Leardini, Sara Graft, Seth Juhl, Farrah McGregor, Rachel Grimshaw, Leann Murphy, Liz Jennings, Allison McMaster, Mary Christiaens, Brook Gerard, Jill Mackey

Members absent: Kathleen Bernhardt

Other attendees: Janet Smith, Ginger Murphy, Lisa Jassen

Agents Present: Rose Malisani

MINUTES

CORRECTION: Statement change to “Montana Expo Park Facility Fee for the Livestock show increased significantly.”  CORRECTION: Farrah McGregor absent.  CORRECTION: Chamber of Congress is Chamber of Commerce  LeAnn moved to accept the minutes from the previous meeting. Rachel Seconded. MOTION CARRIED.

CORRESPONDENCE

Correspondence reviewed. Liz will review the Foundation Correspondence Folder and correspondence box.

AMBASSADOR REPORT

Leann reported that the ambassadors are currently doing a food drive as a service project and hosting project days.  The food drive will benefit the Great Falls Food Bank.  Leaders Banquet April 28th.  RSVPs mailed out.

TREASURERS REPORT

Mary reported in checking 38055.90. Total Stockman Checking & Savings 59,579.94.  Mary reported a total assets of $788,872.82  Net income $28571.21 since Oct 1, 2023.

AGENT REPORT

312 active club members, 70 active volunteers, 4 applications for the Agent position.  Leaders Council basket fundraiser.  Baskets will be auctioned off.  Kids are currently registering for camp. 

OLD BUSINESS:

• Operating Policy Task Schedule Annual Plan of Work: Timeline has been completed per Liz & Janet.
• Scholarship Committee: Rachel reported meeting with Farrah, Ginger, and herself.  Previous recipients awarded $500 Jessica Banks, Victoria Kirby and Baylee Herman.  First time recipients, awarded $500 Cayden Short, Keyona Yeager, Blake Leardini, Macy Herman, Elizabeth Doyon, and Emilia Doyon.  First time recipients awarded $500 + $500 Dear Scholarship Hudson Rohrer, $500 + $1000 Sandborn Scholarship to Clayton Jassen.  Keira Roth turned in late and incomplete, no award. 

NEW BUSINESS:  

Livestock Leaders Proposal: Show is Thursday, Friday, Saturday & Sunday.  Rental is $400/day, $200 for ½ day Thursday & Sunday. Total fee is $1200.  Currently Foundation supports $240 for the event Facility fee.  Livestock asking for support of $1200 instead of $240.  Sara motioned to approve the $1200 for facility cost.  Rachel seconded. MOTION CARRIED.

NEXT MEETING:

Tuesday, June 18, 2024  6:00 pm

Rachel moved to adjourn the meeting. Seth seconded. MOTION CARRIED.

Respectfully Submitted,

Sara Graft, Acting Secretary for Kathleen Bernhardt

APPROVED

CALL TO ORDER

Members present: Michelle Leardini, Sara Graft, Seth Juhl, Farrah McGregor, Rachel Grimshaw, Leann Murphy

Members absent: Liz Jennings, Kathleen Bernhardt, Mary Christiaens, Brook Gerard, Allison McMaster

Other attendees: Fran Gossack, Janet Smith, Jill Mackey

Agents Present: Katrin Finch

MINUTES

 Janet moved to accept the minutes from the previous meeting. Seth Seconded. MOTION CARRIED.

CORRESPONDENCE

No correspondence.

AMBASSADOR REPORT

Leann reported that the ambassadors are currently doing a food drive as a service project and hosting project days.  The food drive will benefit the Great Falls Food Bank.  Leaders Banquet planning is in progress, nothing definitive at this time shared.

TREASURERS REPORT

Janet reported a total assets of $744,347.02.  Net income $10,553.31 since Oct 1, 2023.  Leader’s Council have approved their budget.  Liz has set an appointment with Brad and the  finance committee on 2/27.  A report will be issued at the next Foundation Meeting.

AGENT REPORT

Katrin Finch reported that Amy Gould contacted Katrin and described a memorial coming to the Foundation in honor of her husband.  Further information will be explored at the next Finance Committee meeting.

OLD BUSINESS:

• Budget: Proposed budget was presented for review.  Seth moved to approve the budget. Janet seconded.  MOTION CARRIED.
• Operating Policy Task Schedule Annual Plan of Work has been tabled.

NEW BUSINESS:  

• Scholarships: A Scholarship Committee needs to be formed.  Rachel Grimshaw, has volunteered.  Email will be sent out
• Livestock Leaders Sponsorship Proposal:  $8000 last year was received by sponsorship.  State Fair Expo Park facility increased fee from $240 to $900. The Foundation has historically supported the facility fee.  Livestock Leaders looking to increase support from the Foundation from $240 to cover the cost increase.  The initial request was for $1000 this year.  A committee will be formed to discuss further before April 16th.  A final amount will be investigated by the Livestock Leaders for the committee meeting.
• Chamber of Congress Fee Increase:  Rachel motioned to approve the increase of $25.00 to the Chamber of Commerce.  Seth seconded.  MOTION CARRIED.
• Position for Foundation Secretary Appointment:  Michelle appoints Sara Graft to fill in as Secretary for the remainder of the Foundation meetings in April, June, and September.

 

NEXT MEETING:

Tuesday, April 16, 2024  6:00 pm

ADJOURNMENT

Seth moved to adjourn the meeting. Leann seconded. MOTION CARRIED.

 

Respectfully Submitted,

Sara Graft, Acting Secretary for Kathleen Bernhardt

APPROVED

Annual Meeting

Call to Order

Members present: Liz Jennings, Michelle Leardini, Allison McMaster, Mary Christiaens, Kathleen Bernhardt, Rachel Grimshaw, Sara Graft, Farrah McGregor, Brook Gerard

Members absent: None

Other attendees:  Fran Gossack,, Leann Murphy, Seth Juhl, Janet Smith

Agents Present: Allyssa Peak

TREASURERS REPORT:

For the year Oct 22-Sept 23, Mary reported amounts of:

                $1782533.78 at Charles Schwab

                $468236.07 at DA Davidson

                $36140.34 Checking and Savings accounts at Stockman Bank

                $682910.24 Total Assets

Liz will meet with Investment Committee about investing $48957.50 which is from a US Treasury Bond that matured 8/28/23.

Brook moved by unanimous ballot to accept Leann Murphy and Seth Juhl as foundation youth representatives for 2023-2024. Rachel seconded. MOTION CARRIED.

No current officers or board members were terming out. Brook moved to approve all officers for another year. Allison seconded. MOTION CARRIED.

No other business for annual meeting. Allison moved to adjourn meeting. Rachel seconded. MOTION CARRIED.

 

Respectfully Submitted,

Kathleen Bernhardt

 

Quarterly Meeting

CALL TO ORDER

Members present: Liz Jennings, Michelle Leardini, Allison McMaster, Mary Christiaens, Kathleen Bernhardt, Rachel Grimshaw, Sara Graft, Brook Gerard, Farrah McGregor, Leann Murphy, Seth Juhl

Members absent: None

Other attendees:  Fran Gossack, Janet Smith

Agents Present: Allyssa Peak

MINUTES:

Brook moved to accept the minutes from the previous meeting. Allison Seconded. MOTION CARRIED.

CORRESPONDENCE:

A letter was received stating the Amazon Smile program will be ending. DA Davidson sent a notice stating 1099 tax documents would be received. A thank you note was received for a scholarship received.

AMBASSADOR REPORT:

Leann reported that Achievement night went well in addition to the Project Fair held prior to the night. Ambassadors are planning a service project and hosting project days. There are 6 ambassadors for the upcoming year.

TREASURERS REPORT:

Mary reported that total assets of $682988.55.

AGENT REPORT:

Allyssa reported that an expense of $1500 to MSU State office for project books will be coming soon. Five thousand membership cards have been purchased.

 

OLD BUSINESS:

 

 Video Report:

Brook reported that both she and Allison do currently not have time needed to commit to this project. She advocated having Eric Dunn burn the footage to a CD for safe keeping. Brook is also trying to get the questions and any notes taken from Annette Chandler. Brook said the video could be a service project or independent study for a member interested in audio/visual or film.

Investment Committee Report:

The Farm Bureau annuity has matured and moved to DA Davidson.

Cloud Services Update:

The Pinion account for cloud services has been closed. Lisa is currently using the desktop version of QuickBooks for bookkeeping at a rate of $2.95 per month. Brook moved to give a $250 bonus to Lisa Jassen for her work with updating accounts and software changes. Rachel seconded. MOTION CARRIED

Operating Policy Task Schedule:

Some adjustments were made to Annual Plan of Work. The plan will be finalized and presented to the board in Feb for adoption.

NEW BUSINESS:

Budget:

Proposed budget was presented for review. The budget will be finalized and approved at the Feb 2024 meeting. The Leaders Council contribution from the dairy booth will be $10000-$15000 and will be determined at their January 2024 meeting.

Brook suggested a line item in the budget to host 4H leaders and volunteer’s recognition dinner. After some discussion on possible locations and caterers, Brook moved to add $2000 to the budget for this annual event. Allison seconded. MOTION CARRIED.

Scholarship application will be out early 2024 and due back to the office by end of March.

 

NEXT MEETING

February 20, 2024 - - 6:00 pm

 

Rachel moved to adjourn the meeting. Sara seconded. MOTION CARRIED.

 

Respectfully Submitted,

Kathleen Bernhardt, Secretary

APPROVED

CALL TO ORDER

Members present: Liz Jennings, Michelle Leardini, Allison McMaster, Mary Christiaens, Kathleen Bernhardt, Rachel Grimshaw

Members present via WebEx: Brook Gerard, Farrah McGregor

Members absent: Sara Graft, Elizabeth Doyon, Emilia Doyon

Other attendees:  Fran Gossack, Ginger Murphy, Leann Murphy

Agents Present: Allyssa Peak

MINUTES

After a few spelling corrections, Rachel moved to accept the minutes. Allison Seconded. MOTION CARRIED.

CORRESPONDENCE

None

TREASURERS REPORT

Mary reported that we have the following amounts:

                                DAD: $501483.97

                                FB Financial Services: $46542.50

                                Charles Schwab: $183.800.17

                                Checking: $17821.59

                                Savings: $21329.79

                                Total Assets: $770978.02

AMBASSADOR REPORT

None

AGENT REPORT

Allyssa reported that she has taken over Horse and Livestock so is now over all 4H projects.

Leader Training due by 9/30/23 on Zsweep.

Upcoming expenditures include: Reimbursement for fall training for ambassadors and teen leaders.

OLD BUSINESS

Video Report: Allison contacted Eric Dunn and she and Brook will meet with him next month to review footage. There are hopes to interview a few more individuals so video can be completed. Will reach out to Kathy Dunn, Sheryl Knowles, Janet Smith and Shirley Marxer, if she has not already been interviewed.  Brook suggested using the video as a promotional use as history of foundation, what the foundation does, what 4H has meant to individuals and as a way to encourage support of 4H. Brook recommended a short version suitable for social media and a longer version for at events.

Tax Committee Report: Liz reported taxes have been filed with Kate Durbin with Douglas Wilson and Associates. Continue to get letters from IRS that they are still looking into 2021 taxes for filing late. We also had to reverify nonprofit status with MT Secretary of State. Received the certificate this past week.

Investment Committee:  Liz reported that the Farm Bureau funds were transferred to Stockman Bank Wealth Fund in a money market account. Treasurer spreadsheets need to be updated to reflect this transfer.

NEW BUSINESS

Operating Policy Task Schedule: A task schedule has been created to ensure that items written in the bylaws are being completed on time. Liz will review the bylaws again to make sure the table is complete. The table can also be used to incorporate necessary items into the meeting agenda.

Achievement Night/Sponsorship Thank You Event: A project fair will be held before achievement night. It will be held at the Family Living Center at the Expo Park on Oct 22 at 2 pm. A potluck dinner and awards will be at 4 pm. A sponsorship thank you event will be held on a different day, maybe in Jan. The event will be catered and be held to honor sponsors and leaders.

Budget Committee: Janet and Belinda will be asked to serve on the committee with Mary and Liz. Fran agreed to help if she is in town when they meet.

Horse Judging Request: Ginger and Leann Murphy presented a request for reimbursement for attendance by 4 youth and 1 chaperone to attend the 4H and FFA Horse Judging Contest being held in Billings Oct 17 as part of NILE. The opportunity would give the youth training on horse judging which they could develop and potentially use well into the future.

Brook moved to approve this request at $425. Allison seconded. MOTION CARRIED.

ANNOUNCEMENTS

Next Meeting (Annual and Quarterly):

November 21 - - 6:00 pm Annual Meeting

                                  6:15 pm Quarterly Meeting

Please bring a dish to share for a potluck.

Rachel moved to adjourn the meeting, Mary seconded. MOTION CARRIED

 

 

Respectfully Submitted,

Kathleen Bernhardt, Secretary

APPROVED

CALL TO ORDER

MINUTES

Minutes from the last meeting

• Brooke moved to accept
• Rachel Seconded

Correspondence

None

Treasurers Report

• Rec Lab reimbursement checks issued
• Other undefined reimbursements
• Chamber Membership check was written this week
• Other checks coming'
• 4-H Congress reimbursements
• Horse Leaders have funds in their account and are moving $10,000 to a CD or investment account to hopefully earn 4%

DA Davidson (Brad)

• FIB funds were directly transferred to DA Davidson - $72,000
• Janet and Belinda recommended that we transfer the balance of funds at Farm Bureau to DA Davidson to hopefully earn 4% CD rate with the excess cash
• Should make bookkeeping easier

OLD BUSINESS

4-H Ambassador report

None

Agent Report - Alyssa

• Allyssa will not be in the office until after baby comes
• Allyssa will be out in the beginning of June vs. the previously planned leave at the end of June
• Restructuring of agent duties following Allyssa's maternity leave
• Allyssa will take over 4-H Horse and Livestock
• Rose will focus on agriculture and horticulture
• No major impacts expected with transition

4-H History Video - Brooke

• Working on vision statement
• Working on story board for review and procuring footage of Dottie from Eric Dunn
• Hoping to have a draft of vision statement and story board

Scholarship Committee - Michelle

• Acceptance vote will be completed by email as there was no quorum on the call
• Scholarship Selection Committee met on April 12th, 2023 - Mary, Melissa, Michelle and Sara
  • Boadle, Tylee
  • Herman, Baylee
  • Hoerner, Haley
  • Lewis, James
  • Banks, Ryan
  • Banks-McDowell, Jessica
  • Juhl, Elizabeth
  • Kirby, Victoria
  • Boadle, Tylee
  • Herman, Baylee
  • Hoerner, Haley
  • Lewis, James
• Cascade 4-H Foundation Scholarship – First Time Applicants
• Cascade 4-H Foundation Scholarship – Non-First Time Applicants
• Fred Sanborn Memorial Scholarship - $1,000
• Fred Sanborn Memorial Scholarship winner - James Lewis
• 7 remaining applicants for the Cascade County 4-H Foundation Scholarship - Committee decided to divide the $5,500 equally between all 7 applicants.

Taxes

• Status of 2022 tax return is unknown
• Letter from IRS showed that CC 4-H Foundation owed $1900 for 2021 taxes. Belinda checked with AZ and they are checking into it. AZ recommended to wait 60 days to see if abatement is approved .
• Need to address tax situation and consider a change of accounting firms.
  • Reach out to the individuals with knowledge to understand where we are, what we need and what we need to do moving forward.
    • Suggestions:
    • Loucks & Glassey
    • Dave Dieffenbach CPA
    • Who does State 4-H Foundation use?  Allyssa checking on.
  • Need to resolve abatement
  • Consider transition out of AZ
  • Identify new accounting firm. 
• Committee - Belinda, Liz, Farrah and Rachel G

NEW BUSINESS

Next meeting is September 19th, 2023.

Motion to adjourn by Brook Gerard, Seconded by Rachel Grimshaw. Motion passed.