Cascade County 4-H Leaders Council Agendas & Minutes

Orders of the Day

Call to Order

Brenda Canine

Pledges

Roll Call

Sarah Zook

Minutes

Sarah Zook

Correspondence

Sarah Zook

Treasurer’s Report

Janet Smith

• Budget to be Voted on as presented

Reports

Agent Report

Jenn Volkmar

Ambassador Report

 

Communications

 

Foods & Nutrition

Fran Gossack

Sewing & Textiles

Fran Gossack

Record Book & Awards

Fran Gossack, Samaria Kirby

Horse Leaders

Ginger Murphy

Livestock Leaders

Brook Gerard

Shooting Sports Leaders

Samaria Kirby

Unfinished Business

 

New Business

• Budget Vote
• No changes to bylaws/operating policy recommended 
• Other

For the Good of the Order

• Share what fundraiser, event, etc., your club is doing
• Share tips, tricks, strategies you are using to organize and lead your club that are working well that other club leaders could benefit from
  Club Leaders present at the table
  

Announcements

Next meeting on March 10, 2026 at 6:00 at the Extension Office.

Adjournment

2025-2026 Leaders Council Meeting Dates

Tuesday March 10 at 6 pm

Tuesday May 12 at 6 pm

Tuesday July 14 at 6 pm

UNAPPROVED

Call to Order:

The meeting was called to order by President Brenda Canine at 6:00 p.m.

Leaders and members in attendance included:

Council Members: President Brenda Canine (Running Free), Vice President Samaria Kirby (Trouble Shooters), Treasurer Janet Smith (Running Free)

468 Club: N/A                                               

Big Sky Explorers: N/A

Chestnut Valley: N/A                                    

Circle S: Gabrielle Corscadden

Creative Clovers: N/A                                               

Eden Livestock:

Galloping Guns: N/A                                     

Great Divide: N/A

Montana Sunsets: Fran Gossack                    

MSDB: Megan DeSilva, Annette Chandler

Running Free: N/A                                        

Sunny Spirits: Sandi Welsh

Tiger Butte: N/A                                            

Trouble Shooters: N/A

Ulm Pishkun:Sandy Harshaw-Irwin, Avery Leardini, Brook Gerard

Leaders at Large: Wendy Newman               

Ambassador: N/A

Extension Agent: Jenn Volkmar                    

Guests: NA

Pledges:

Brenda Canine led the pledges.

Secretary’s Report:  

President Brenda Canine gave everyone a minute to read through the November 2025 meeting minutes. Janet made the following change to Running Free’s For the Good of the Order: They proposed to serve lunch and cleanup at United Methodist. Sandy H-I moved to approve the minutes with the correction. Sandi W. 2^nd the motion. Motion carried.

Correspondence:

Reminders from the bank about our CD coming current.

Treasurer’s Report:

Checking Balance: $34,419.08

Savings Balance: $25.05

CD Balance: $20,928.29

Total Balance: $55,372.42

Janet let us know that she renewed the old CD for another 7 months and started a new CD for $20,000 for 7 months also. We are still waiting on the bank to get all signer paperwork finished for this year. She also said that the -15,000 on the Profit and Loss Report is because we transferred $15,000 to Foundation.

2026 Budget: Janet shared with the committee last meeting and no chances were made so Brenda asked for a motion to approve the budget. Brook moved to approve the budget as it was presented. Gabrielle 2^nd the motion. Motion carried.

COMMITTEE REPORTS

AGENT - Jenn Volkmar reported the following:

• FYI to all clubs and committees- Fundraiser forms need to be turned in for approval. Also if you are serving food or cooking food at an event you need to get a food license from the County Health Department. This license doesn’t cost anything for 4-H.
• Clubs/Committees doing activities that are for people outside you club make sure you let the office know so a COI can be filled out before the event so that all 4-H members and leaders are covered by the insurance for the event. Examples: Hikes, shows, tournaments, camps, clinics
• Year end Reports need to be turned into the office ASAP if your club or committee hasn’t done so yet. These were due back in November to the office. All clubs/committees need to turn one into the office even if they do not have a bank account.
• Make sure that all clubs add their attendance to the shared drive that was shared by the office.
• Leaders dues need to be paid to the state.
• Teen Night is January 16^th from 6-9 p.m. at the Extension Office. There will be games, karaoke, and pizza for all 13 and older members.
• Rec Lab will be in March
• Farmer’s Union is giving out their One Sentence Grants again this year to all clubs/committees who turn in one sentence request. Grant is worth $100 and can get an additional $50 if you share a thank you.
• Send photos to the office to have posted on social media.
• All waivers can now be seen on Z-Suite for organizational leaders & project leaders
• Jody K. with Farmers Union will be helping with 5 project days teaching about cheese, beef, grain, and plants.
• JD applications opened on January 9^th and close on February 9^th. We will be partnering with Teton county this year for camp.
• Shooting Sports will be having a tournament in February.
• Communications Day will be March 14^th after project day.
• Fair Dates are July 24-August 1^st
• Safe sitters course had 25 kids take part.
• There will be additional courses for food handler, canine safety, and CPR training for kids 12+
• Still looking at doing Friday Project Days
• January 19^th the Extension Office will be closed
• Fair will have outside interview judges

AMBASSADORS - Jenn reported on Teen Night on January 16^th from 6-9 p.m. at the Extension office.

CLOVERBUDS- Gabrielle Corscadden reported on what she is looking at doing with Cloverbuds starting this year. She is going the be the new Cloverbud Leader.

Here goals for the cloverbuds are as follows: 1) To have them attend 2 project days (one in the spring and one in May) for cloverbuds to attend and to work on project interviews and potential fair entries. 2) To have them enter their projects in the State Fair and represent the cloverbuds. This will help them learn how to do interviews and will keep them interested. 3) To have them complete their project books, which are age appropriate, and submit them at the end of the year. 

If the cloverbuds complete at least 1 of the project days that she puts on, enter at least 1 project into the State Fair, and complete their project book for the year then they would be eligible for a year end award for participation in the cloverbud project.

She will come to Leaders Council again after books have been turned in to ask for help with the purchase of year end awards.

COMMUNICATIONS- Jenn reported that Communication Day will be March 14^th after project day.

FOODS & NUTRITION- Farmers Union did a making cheese at project day.

SEWING & TEXTILES- Tie Blankets was offered at project day.

RECORD BOOKS/AWARDS- Brenda and Fran met to correct updates on the forms that were used to score books last year. The committee would like to educate members and leaders about award and record book expectations. Jenn would like to order awards in May or June to make sure that all awards are present for achievement night. Committee needs to get her the number of awards needed. We need to look at doing some preplanning for the year.

HORSE LEADERS- Wendy N. reported that after project day on Saturday that some of the members went to Eagle Mount to learn about their program. They are working on setting dates for the county horse show. They would like to hold it on August 8-9 at 406 Arena if the arena is free. Once the dates are set they will start looking at contacting judges. They are also working on clinics for this spring for the kids. They are working on Horse camp, which will be on May 1^st and 2^nd.

LIVESTOCK LEADERS- Brook reported that 101 Swine was present at the last project day. If livestock members still need LQA before the livestock show then they will have 2 more chances to get it completed at the next two project days. February project day will be 101 Bunnies and Poultry and March will be a 101 Review. The committee is working on getting ready for the livestock show. They are also having clinics for the projects that the kids should attend to show that they can handle their animals before the show. If the members are unable to attend the clinics then they will have to arrive a day early to show the committee that they can handle their animal before the show.

Some Livestock Rulebook changes to be aware of:

• Members need to attend 60% of their club meetings to be able to show.
• Leaders or members attend 60% of the Livestock Leaders meetings.
• They will continue to do ultrasound carcass judging—this is now separate from the harvest rules
• Swine minimum weight was up to 230 pounds.
• Barn clean out will be split between clubs
• Goats & sheep can’t have horns

SHOOTING SPORTS LEADERS- Samaria reported that .22 Rifle and .22 Pistol registration is now open until January 16^th. Kids need to have taken Air Rifle or Air Pistol before they can take .22. February 21^st will be our archery tournament at the Exhibition Hall at the Expo Park. We are looking for people to help score and run the registration table for this event. February 22^nd is the airgun tournament at the MRSA indoor range. If anyone knows of people interested in being a shooting sports instructor please have them reach out to Samaria. Shooting Sports is looking at doing a 10 Gun Raffle again from January 26 to February 27. Drawing will be the first week of March. $20/ticket and we’re looking at selling 750-1000 tickets. We would like to purchase a smaller shotgun, equipment, or rent a space to shoot in. Sandi W. moved to approve the Shooting Sports fundraiser. Sandy H-I. 2^nd the motion. Motion carried.

OLD BUSINESS

There was no old business to report.

NEW BUSINESS

BYLAWS/OPERATING POLICY

Brenda went over the changes that were suggested by the Bylaws & Operating Policy committee. They wanted the following words add:

• Committees must submit written report to Leaders Council president/secretary 2 weeks before each meeting.
• Article 9: to be changed to 2/3 vote of all present and on-line.

Janet moved to approve the changes to the bylaws as proposed. Fran 2^nd the motion. Motion carried.

Brenda went over the changes that were suggested by the Bylaws & Operating Policy committee. They are as follows:

• update the dues in the policy to $10
• under the debt card usage--- take out the word only
• change chaperones to 6 to 1 for the county
• JD have to be 13 years of age by October 1^st of the 4-H year
• Add important links to the appendix

Janet moved to approve the changes to the operating policy as presented with minor changes. Fran 2^nd the motion. Motion carried.

ANNOUNCEMENTS

Make sure that you read and understand the 4-H Code of Conduct

Foundation meeting was changed to February 10^th

FOR THE GOOD OF THE ORDER

Ulm: Visited smaller nursing homes in Great Falls and gave residents goodie bags. They also visited with the residents. They are also getting ready to start stuffing Easter eggs.

Running Free: Looking at writing the One Sentence Grant to buy hygiene items for the YMCA. Also looking at putting in for the People’s Partner Grant to help Toby’s House with new items.

Sunny Spirits: Reporter wrote a nice news article after their last meeting and shared it on Team Reach with photos of the meeting.

ADJOURNMENT

Janet moved to adjourn the meeting. Fran 2^nd motion.

 

Submitted by Vice-President, Samaria Kirby

UNAPPROVED

Call to Order:

The meeting was called to order by President Brenda Canine at 5:59 pm.

Leaders and members in attendance included:

Council Members: President Brenda Canine (Running Free), Vice President Samaria Kirby (Trouble Shooters), Treasurer Janet Smith (Running Free), Secretary Jill Skinner (Great Divide)

Ulm Pishkun: Sandy Harshaw-Irwin, Felicia Short, Ginger Murphy, Brook Gerard

Montana Sunsets: Fran Gossack, Jody Cope, Sarah Zook            

Trouble Shooters: N/A

Running Free: Greta Graft                                            

Great Divide: Drew Skinner

Big Sky Explorers: Brit Asmussen                                

Galloping Guns: Kara Emery               

Creative Clovers: N/A                                                 

Ambassador: N/A                    

Circle S: Kelsey Gebhart                                              

Tiger Butte: Lisa Jassen                

Eden Livestock: Jill Mackey                                        

468 Club: N/A                                      

MSDB: Annette Chandler, Megan DeSilva                   

Chestnut Valley: Nicole Pieper, Misty Ayers

Sunny Spirits: N/A                                                      

Extension Agents: Jenn Volkmar

Galloping Guns: N/A                                                   

Guests: Sally Heard, Dave Chandler, C. Olson

Pledges:

Greta Graft led the pledges.

GUEST PRESENTATION:

Dave Chandler presented information on Chatco Lab and Black Hills Rec Lab. There are several camps around the country and camp lasts five days. There are 4 full ride scholarships available in Montana for agents or leaders to attend. If you are a presenter you can go for free.

Secretary’s Report:

President Brenda Canine gave everyone a minute to read through the September 2025 meeting minutes.  Janet motioned to approve the September meeting minutes; Fran seconded. All were in favor. ***Motion carried***

Correspondence:

None

Treasurers Report:

Checking balance: $49,600.46

CD: $20,735.00

Saving Balance: $25.05           

Combined Total: $70,360.51

BUDGET PROPSAL: Janet went over the proposed budget. She recommended that we make a decision regarding the CD renewal before the next meeting because the CD is due January 10, 2026. She also recommended that we move some money to foundation. Janet also recommended putting additional money into another CD.

Felicia motioned to transfer $15,000 to Foundation. Fran seconded the motion, all were in favor. ***MOTION CARRIED

Sarah Zook motioned that we allow Janet to research and choose the best term options for our current CD and an additional CD up to the total amount of $50,000; including staggering the due dates, rates, and amounts up to $50,000. Felicia seconded the motion. All were in favor. *** MOTION CARRIED

COMMITTEE REPORTS

PRESIDENTS REPORT - Brenda Canine:

Presented thank you gifts to outgoing Secretary Jill Skinner for seven years of service and to Treasurer Samaria Kirby.

AGENT REPORT – Jenn Volkmar:

Had the fall conference last weekend. First project day went great with 74 kids signing up. There will be a countywide dance open to 4-H members only November 23^rd from 2 – 4:30 at the family living center. Sign up is on Z Suites and they are asking for a canned food or sock donation. Enrollment: make sure when signing up that they are in the right year. Committees: you will need to update the office with new board members and project leaders for the website. January 3^rd there will be a babysitting course offered.

AMBASSADORS REPORT – Kyree Morrison: 

No report submitted. Went to the fall leadership in Butte. There are currently 5 ambassadors. They will be having a dance November 23^rd – see agent report.  

COMMUNICATIONS REPORT - Vacant:

NO REPORT SUBMITTED.

FOODS AND NUTRITION - Fran Gossack:

They had cake decorating at project day.

SEWING AND TEXTILES REPORT -Fran Gossack:

Nothing decided for the new year yet. She needs to know what the kids want to do so she can plan project days. Baby blankets have enough supplies and some blankets partially made. There was a donation of fleece so thinking about making tie blankets instead.

RECORD BOOK & ACHIEVEMENT -Fran Gossack: •

Happy with what was reworked this past year but there is still more to be fixed and figured out with awards. 25 year awards may change.

STATE FAIR PLANNING COMMITTEE: Jenn Volkmar:

NO REPORT SUBMITTED.

HORSE LEADERS REPORT: Ginger Murphy

Horse hosted two state horse shows in September; in October they had the MBHA barrel setting fundraisers. Horsey Halloween was November 2^nd at the Expo Park – they had 22 kids attend. November project day was with a vet tech. There will be a December project day and they are planning horse camp for May.

LIVESTOCK LEADERS REPORT:Brook Gerard

November project day was livestock 101. December project day will be goats and sheep and steers; January will be swine. These are the required LQA sessions and must be attended once as a junior member and once as a senior member.

SHOOTING SPORTS COMMITTEE: Samaria Kirby

Shooting sports is underway with air pistol, air rifle, western heritage, and the hunting program starting. We have 5 members in air pistol, 7 members in air rifle, and 4 members in BB gun. Western heritage has 2 members and hunting project has 5 members. Advanced archery has 4 kids that will shoot from Nov 16 – March 1^st. Regular archery registration opens on November 17^th and practice starts December 1^st. The Hunting project will be doing a 4-H wide snow shoeing day in February or March. Our annual shooting sports tournament will be Saturday February 21^st from 9:00 to 4:00. If you would be willing to help at the tournament, please reach out to a committee member. The shooting Sport committee will only be meeting 4 times a year in October, January, June, and September.

SPONSORSHIP:

N/A 

NEW BUSINESS

VICE PRESIDENT/SECRETARY ELECTIONS:

Vice President – Samaria Kirby self-nominated for vice president. Janet motioned to elect Samaria by unanimous consent. Felicia seconded the motion. All were in favor. ***MOTION CARRIED

Secretary – Brenda nominated Sarah Zook for secretary. Janet motioned to elect Sarah by unanimous consent. Samaria seconded the motion. All were in favor ***MOTION CARRIED

Jill Skinner will need to be removed from the banking account at Montana Credit Union and Sarah Zook will need to be added to the banking account at Montana Credit Union.

ANNOUNCEMENTS

Shooting Sports: They are looking for someone to haul the archery trailer from 5-9 and get it to the church for archery practice. If you reinterested please call Samaria.

Next Meeting will be held on January 13, 2026 at 6:00 pm at MSU Extension Office and Web-ex.

FOR THE GOOD OF ORDER

Tiger Butte: They raked leaves and cleaned up at the Senior Center in Belt.  

Running Free: They helped serve lunch and cleanup at United Methodist. They are also working on the peoples partner grant for Toby’s house.

Circle S: They helped the Sun River Food Bank put together 54 boxes of food for families plus funds for the food bank. They also made tie blankets.

ADJOURNMENT

Janet motioned to end the meeting, Felicia seconded the motion, motion carried. Meeting was adjourned at 7:48 pm.

 

Submitted by Jill Skinner

APPROVED

Call to Order:

The meeting was called to order by President Brenda Canine at 6:07 pm.

Leaders and members in attendance included:

Council Members: President Brenda Canine (Great Divide), Vice President Samaria Kirby (Trouble Shooters), Treasurer Janet Smith (Running Free), Secretary Jill Skinner (Great Divide)

Ulm Pishkun: Sandy Harshaw-Irwin, Asher Nelson, Ginger Murphy

Montana Sunsets: Fran Gossack                                     

Trouble Shooters: N/A

Running Free: N/A                                                      

Great Divide: Keri Leggett, Drew Skinner

Big Sky Explorers: Brit Asmussen                                

Creative Clovers: Ashley Adkins                                  

Ambassador: N/A                    

Circle S: N/A                                                               

Tiger Butte: Wendy Newman                

Eden Livestock: N/A                                                   

468 Club: N/A                                      

MSDB: N/A                                                                

Chestnut Valley: N/A

Sunny Spirits: N/A                                                      

Extension Agents: Jenn Volkmar

Galloping Guns: N/A                                                   

Guests: N/A

Pledges:

Drew Skinner led the pledges.

Secretary’s Report:

President Brenda Canine gave everyone a minute to read through the May and July 2025 meeting minutes.  Sandy motioned to approve May and July meeting minute; Samaria seconded. All were in favor. ***Motion carried***

Correspondence:

None

Treasurers Report:

Checking balance: $50,102.94

CD: $20,543.49

Saving Balance: $25.00           

Combined Total: $70,671.43

ICE CREAM BOOTH REPORT: Went really good this year. All shifts were appropriately filled. They ran out of ice cream at 9:00 pm on the final day. They profited $100+ more than last year. Total profit was $16,952.49. There is still a reimbursement balance due of $745 coming from coupons. It is noted that Janet recommends that the ice cream booth be painted before next year.

COMMITTEE REPORTS

PRESIDENTS REPORT - Brenda Canine: Presented a slide show reflecting the last year of 4-H.

AGENT REPORT – Jenn Volkmar: Go green for 4-H will be October 5-11^th. At the end of the year as of date we have 330 members and 79 volunteers. • The Green Clover Raffle should not coincide with the July and or the fair as the focus is on other areas of 4-H during that month and families are extremely busy. Additionally, there is no need to have the end of the raffle go along with fair as none of the baskets were at the fair (food in them) and most people would not pay to come to the fair to pick up baskets if they won them. As a reminder to put on radar for everything we do in 4-H any tickets or printed item that has representation of 4-H on them needs to be reviewed by the agent to ensure we are in compliance with copyright requirements for both 4-H and MSU we cannot cover up the clover with numbers or MSU logos. • Fair Make and Take Demo day! This canning makes and take was a hit and a highlight of the fair. This event along with the sewing demo day showcased the involvement of our ambassador/teen members while also provided parents with information about our county program that went beyond the usual thought of livestock being the main focus of 4-H. We used all of our jars during the activity, showing the strong level of participation. Next year, it would be great to grow and expand again on areas that are unknown. It was the busiest day of the fair in our section of the building and allowed parents waiting for their kids to do it to explore the club booths and items in the booths. Since the fair I have had follow-up with over a dozen families who have inquired about joining and I know Jody has as well.

AMBASSADORS REPORT – Kyree Morrison:  No report submitted. Leaders Appreciation will be September 21^st from 2-4 at the Paddock club.  They are restructuring the ambassador program and considering temporary ambassadors to get kids 14+ involved in the program.

COMMUNICATIONS REPORT - Vacant: NO REPORT SUBMITTED.

FOODS AND NUTRITION - Fran Gossack: NO REPORT SUBMITTED.

SEWING AND TEXTILES REPORT -Fran Gossack: NO REPORT SUBMITTED.

RECORD BOOK & ACHIEVEMENT -Fran Gossack: • $250 donation for M. Jones Memorial was made to allow for State Fair division awards for Exhibits (10 awards at $25 each) • Thanks to all for their help in revamping the awards list. Input on 25 year awards, and other ways to honor those individuals is sought. This mechanism has become unwieldy and is confusing every year as records change/get lost. Intent is great, just need a different process. • Record books due to leaders in Aug and to office Sept 2. Date to review TBD. • Anyone interested in helping with record books is welcome to join this group.

STATE FAIR PLANNING COMMITTEE: Jenn Volkmar: NO REPORT SUBMITTED.

HORSE LEADERS REPORT: Ginger Murphy – Had a full summer with camps, clinics and shows. WRHF state will be Sept 12-14 at the 406 arena. Horse rule changes are due by September 22^nd. September 26-28 will be the state horse show at the 406 arena.                                                                     ******** They need barrel setters to help with the MBHA Finals at the fairgrounds October 3-5; please keep an eye out for the sign up email. You do not need to be in the horse project to sign up. This is a huge fundraiser for the horse program. Horsey Halloween will be November 2^nd and the next horse meeting will be October 7^th.

LIVESTOCK LEADERS REPORT:Brook Gerard – Livestock leaders made standing committees to help spread the load for the livestock show and sale.  Education 101 days are being planned for project days. Livestock leaders will be coming to club meetings to go over the livestock rules. State fair meeting is coming up to discuss moving the show to the fair. Make sure to sign up for animal market classes between October 1^st and 31^st.

SHOOTING SPORTS COMMITTEE: Samaria Kirby – Meetings have changed to four times a year. They will meet in October, January, April, and June on the 1^st Thursday of the month at 6:00 pm. Sign up for shooting sports projects beginning Oct. 1. Cascade Invitational will be in February.

SPONSORSHIP:N/A 

UNFINISHED BUSINESS

GREEN CLOVER RAFFLE: The Green Clover Raffle brought $4,385. The only expense was ticket printing in the amount of $183.98; leaving a profit of $4201.02. The potential profit if all 295 members sold the tickets would have been $5900 however several clubs did not meet the ticket sales requirements. The top selling club was Creative Clovers and they win a pizza party. Jolan Molnar was the top ticket seller and will win a gift card. *** Janet motioned to purchase a $50 gift card to shop 4-H for the top seller. Samaria seconded the motion. All were in favor. MOTION CARRIED *** Janet recommended rewarding the five clubs that met the ticket sales requirements with $100. Clubs getting $100 are: Tiger Butte, Creative Clovers, Montana Sunsets, Galloping Guns, and Running Free. *****Jill motioned to award the five clubs that met the ticket sales requirements with $100. Samaria seconded the motion. All were in favor *** MOTION CARRIED.

Discussion was prompted after the vote to consider raising enrollment fees instead of doing a raffle. It was decided that a survey would go out to members to ask if they would prefer selling raffle tickets or increasing membership fees to offset the fundraiser. The survey will ask families if they would 1) want to continue selling tickets for the Green Clover Raffle – each member must sell $20 worth. 2) Raise the membership fee from $10 to $20 for youth and from $6 to $10 for adult volunteers. The survey will be sent out by email and will be available for one week. ***Janet motioned to conduct a survey asking if members would prefer a fee increase or continue the raffle. New fees would potentially be: $20 for youth and $10 for adult volunteers. Results of the survey will be final. Hardship scholarships will be available to families. Sandy seconded the motion. All were in favor *** MOTION CARRIED***

NEW BUSINESS

MEETING/FINANCIAL BEST PRACTICES: Meeting with the state to determine best practice regarding how finances are handled at the office – procedures, shared drive, and possible deposit changes.

VICE PRESIDENT/SECRETARY ELECTIONS AT NOVEMBER MEETING: Nominations and elections will take place at the November meeting for the Vice President and Secretary positions.

POLICY/BYLAWS REVIEW COMMITTEE: Fran and Samaria will help with the committee.

ANNOUNCEMENTS

Next Meeting will be held on November 11, 2025 at 6:00 pm at MSU Extension Office and Web-ex.

FOR THE GOOD OF ORDER

Ulm: They have the Ulm Volunteer Fire Department pancake breakfast coming up on September 27^th. They also have made extra club officer positions such as rec leader and game leader.

Horse Leaders: They collected funds to help Eagle Mounts equine program and will plan a field trip out to their facility to give the donation.

ADJOURNMENT

Janet motioned to end the meeting, Samaria seconded the motion, motion carried. Meeting was adjourned at 7:22 pm.

 

Submitted by Jill Skinner

APPROVED

Call to Order:

The meeting was called to order by President Brenda Canine at 6:05 pm.

Leaders and members in attendance included:

Council Members: President Brenda Canine (Great Divide), Vice President Samaria Kirby (Trouble Shooters), Treasurer Janet Smith (Running Free), Secretary Jill Skinner (Great Divide)

Ulm Pishkun: N/A

Montana Sunsets: Fran Gossack                                     

Trouble Shooters: N/A

Running Free: N/A                                                      

Great Divide: N/A

Big Sky Explorers: N/A                                   

Creative Clovers: N/A                                                 

Ambassador: N/A                    

Circle S: N/A                                                               

Tiger Butte: N/A                 

Eden Livestock: N/A                                                   

468 Club: N/A                                      

MSDB: Megan DeSilva , Annette Chandler                   

Chestnut Valley: N/A

Sunny Spirits: N/A                                                      

Extension Agents: N/A

Galloping Guns: N/A                                                   

Guests: N/A

Pledges:

Brenda Canine led the pledges.

Secretary’s Report:

President Brenda Canine gave everyone a minute to read through the May 2025 meeting minutes. Approval of minutes was tabled – no quorum.  

Correspondence:

None

Treasurers Report:

Checking balance: $29,193.91

CD: $20,543.49

Saving Balance: $25.00           

Combined Total: $49,762.40

Additional information from the treasurer: Getting ready to spend money on diary booth and the raffle will be ending soon. Camp this year had 82 kids at $70 per camper. Income was $5,241.62 and expenses for camp were $ 6136.81 leaving leader’s council covering $895.19 for camp.

Debit card was hacked again with a charge to Amazon for $14.99. Our debit was shut down and a new one was issued. We need to have a sign out sheet so we know who is using the LC debit card, on what site, and what the amount it was used for.

COMMITTEE REPORTS

PRESIDENTS REPORT - Brenda Canine: Green raffle is still going with tickets due to the office by July 23rd. The 12 baskets that have been turned in look nice. Ambassadors will have a table at the fair to sell remaining tickets. Drawing will be at the fair on August 2nd. Fair sign up for static entries is due by 4:00 pm on August 16th on FairEntry.

AGENT REPORT – Jenn Volkmar: Important dates: July 16th – Fair entries due; July 22nd – Club booth set up; July 24th – static judging.

The stands and boxes used at the fair will need to be repaired or replaced in the near future – could be a service project for some clubs.

Demonstration day at the fair: would leader’s council sponsor a canning demonstration at the fair? They would need jars, brine, fruits and veggies.

Judges for static judging will be community members and other agents staying within MSU guidelines of unbiased judges.

Thank you gifts:  can there be a budget made for thank you gifts. Jenn would purchase 4-h items to keep on hand as thank you gifts. Most counties have mugs, local gift cards.

There will be a 4-h training coming up in September. Date to be announced.

State is hosting a “how to be a volunteer Institute” October 3-5 in Billings. This is only for adult leaders.

Leaders Appreciation will be August 21st at the Paddock Club at the fairgrounds from 2-4:00 pm.

Achievement night will be October 12th at 2:00 at the family living building at the fairgrounds. Ambassadors are planning the event.

Email: please use the official email – cascade@montana.edu when sending to the office, not Jody’s personal email.

AMBASSADORS REPORT – Kyree Morrison:  No report submitted.

COMMUNICATIONS REPORT - Vacant: No report submitted.

FOODS AND NUTRITION - Fran Gossack: there are numerous contests members can enter at the fair even if they aren’t enrolled in the projects.  There are a lot of chances to win ribbons and premiums.

SEWING AND TEXTILES REPORT -Fran Gossack: there are numerous contests members can enter at the fair even if they aren’t enrolled in the projects.  There are a lot of chances to win ribbons and premiums. Baby blankets have to be trimmed and decided where they will be donated to.

RECORD BOOK & ACHIEVEMENT -Fran Gossack: Members should be working on their record books and getting them ready to turn into their club leaders.         25 year award info is still needed; letters went out but no response. Divisions are covered this year regardless by an anonymous donor. Other awards have been checked and are ready to be sent out in the list.

STATE FAIR PLANNING COMMITTEE: Jenn Volkmar: Dairy booth is coming up soon – just finishing up planning. Important dates: July 16th – Fair entries due; July 22nd – Club booth set up; July 24th – static judging. The stands and boxes used at the fair will need to be repaired or replaced in the near future – could be a service project for some clubs. Reduced fair entry tickets will be at the office – 10 tickets for $30.

GREEN CLOVER FUNDRAISER: Brenda Canine: Green raffle is still going with tickets due to the office by July 23rd. The 12 baskets that have been turned in look nice. Ambassadors will have a table at the fair to sell remaining tickets. Drawing will be at the fair on August 2nd.

HORSE LEADERS REPORT:  Wendy Newman – County horse show will be at the 406 arena August 1-3.

LIVESTOCK LEADERS REPORT: Jill Mackey – Livestock show and sale was a success. 190 lots sold totaling over $570,000

SHOOTING SPORTS COMMITTEE: Samaria Kirby – record book checks for shooting sports projects are due to the office by July 16th.

SPONSORSHIP: N/A 

UNFINISHED BUSINESS

NONE

NEW BUSINESS

DAIRY BOOTH: The closing shifts on August 2nd need to be filled. Shift from 3:30 to 7:00 needs more kids and the shift from 7:00 to close needs everyone – kids and adults.

ANNOUNCEMENTS

Next Meeting will be held on September 9, 2025 at 6:00 pm at MSU Extension Office and Web-ex.

FOR THE GOOD OF ORDER

Sunny Spirits: Went to the Cutco (sp) Lab in the Black Hills. It is very similar to rec lab. Had a wonderful time and they recommend everyone going.

ADJOURNMENT

Meeting was adjourned at 7:16 pm.

 

Submitted by Jill Skinner

UNAPPROVED

Call to Order:

The meeting was called to order by President Brenda Canine at 6:03 pm.

Leaders and members in attendance included:

Council Members: President Brenda Canine (Great Divide), Vice President Samaria Kirby (Trouble Shooters), Treasurer Janet Smith (Running Free), Secretary Jill Skinner (Great Divide)

Ulm Pishkun: Sandy Harshaw Irvin, Brook Gerard

Montana Sunsets: Fran Gossack                                     

Trouble Shooters: N/A

Running Free: Greta Graft                                            

Great Divide: Drew Skinner

Big Sky Explorers: Brittney Asmussen, Bonnie Asmussen                                             

Creative Clovers: Ashley Adkins                                  

Ambassador: N/A                    

Circle S: N/A                                                               

Tiger Butte: Meghan Johnson, Wendy Newman                 

Eden Livestock: N/A                                                   

468 Club: Todd Standley                                              

MSDB: Megan DeSilva                                                

Chestnut Valley: N/A

Sunny Spirits: N/A                                                      

Extension Agents: Jenn Volkmar

Galloping Guns: N/A                                                   

Guests: N/A

Pledges:

Drew Skinner led the pledges.

Secretary’s Report:

President Brenda Canine gave everyone a minute to read through the March 2025 meeting minutes. Brenda asked for any corrections or additions. Sandy motioned to approve the minutes.  Samaria seconded the motion. All in favor, March meeting minutes approved.

Correspondence:

None

Treasurers Report:

Checking balance: $33,752.36

CD: $20,489.40

Saving Balance: $25.00           

Combined Total: $54,266.76

COMMITTEE REPORTS

PRESIDENTS REPORT - Brenda Canine: Brenda presented a report on the ages of our 4-H members. We currently have 320 kids enrolled – most of these kids are first year members.

AGENT REPORT – Jenn Volkmar: Horse camp was May 2-3 and had a great turnout. They are planning 4-H camp and Friday is the last day to register. Camp will be June 8 – 11 with JD’s going up June7th. Last project day was in May and there will be no project days in June, July, August, September, or October. Fair board is meeting virtually through June and premium books are not out yet. Livestock show is coming up in July and they are using the showman app this year – record book judging will be June 24^th.

Office Matters: They are down to one copy machine so anything with over 50 copies will need to be outsourced. Color copies are not free and cost 4-H so be cautious when requesting color copies. Please cash any 4-H checks within 90 days or they will be voided and reissued. Foundation Scholarships went to Clayton Jassen, Leanne Murphy, and Elizabeth Doyon. There is some concern with how to get members involved in competition event s such as stir ups and fashion review. Insurance – MSU changed insurance policy and any events happening outside of the office require additional insurance and the office must be notified in advance. If you are using the 4-H clover in any way, it must be approved by the office before it is sent out.

AMBASSADORS REPORT – Kyree Morrison:  No report submitted. They have scheduled two events coming up: Sunday Sept 21^st will be the Leaders appreciation social at the Paddock Club and Sunday October 12^th will be Achievement night and will be at the Family Living Center at the fairgrounds.

COMMUNICATIONS REPORT - Vacant: No report submitted. The communications contest had five participants this year.

FOODS AND NUTRITION - Fran Gossack: Project Day hits with members have been cake decorating & bread in a bag. Congress-qualifying event for Stir Ups will be on May 20, 2025. Also May 20 will be Foods Festival which includes 5 different contests: Edible Arts, Daily Foods, Baked Foods, Table Setting, & Cake Decorating. A great way for members to start prepping for Fair.

SEWING AND TEXTILES REPORT -Fran Gossack: Project Day March, April, & May have been used to let members sew baby blankets. Fran took 5 sewing machines to Bernina Silver Thimble for service at a discounted price of $325.75. May 20, 2025 will be the Fashion Revue & Quilt Show with blue ribbon 13 & older members qualifying for Congress.

Baby Blankets: Fran Gossack - Good turnout at March & April Project Day. Different skill levels were offered this year. Fran led the easily sewn & surged blanket version. For more experienced sewers, Theresa & Nicole offered 2 quilted/patched blanket versions based on the Quilting project information. This also helped reduce our stash of small fabric pieces. We’ve had parents sewing alongside their children plus everyone helping each other. Thanks to Janet Smith for providing help in multiple ways in March.

RECORD BOOK & ACHIEVEMENT-Fran Gossack: Brenda, Samaria, & Fran have been working on updating the awards list and application method. They are creating a request letter to seek donors for Fair awards as these have dwindled the last several years. It’s felt that we should be recognizing members who have excellent exhibits & win contests thereby showing growth in their project areas.                                               

STATE FAIR PLANNING COMMITTEE: Jenn Volkmar: They will have a virtual meeting at the end of May. They are going to need more static entries in order to have more space during the fair.

GREEN CLOVER FUNDRAISER:Brenda Canine: See New Business section.

HORSE LEADERS REPORT: Wendy Newman – Horse camp had 45 kids participate. They offered a variety of classes and had a great time. Kids from neighboring counties were able to come join camp.

LIVESTOCK LEADERS REPORT:Jill Mackey – Will be working on the catalog and they are using the Showman App this year – it will allow all data to be in one source and allow for better planning. Showman will also have live support the weekend of the show and include everything they need. Record book judging will be June 24^th beginning at 5:30. The livestock pavilion will open July 9^th for set up and poultry will move across to the other barn for more room. Breeding show will be the 9^th at 2:00pm and the poultry show will be the 9^th at 4:00pm. Thursday will be move in for the remaining animals, Friday will begin the market shows and sale and Saturday will be showmanship. The carcass contest will take place during the show this year using ultrasound.

SHOOTING SPORTS COMMITTEE: Samaria Kirby – No report submitted. Shotgun had 16 kids shooting at the trap club. They finished their raffle and the top sellers were Lane and Isis.  They will have archery at 4-H camp. Record books are due July 16^th using a non-animal project book and skills sheet.

SPONSORSHIP:N/A 

UNFINISHED BUSINESS

GREEN CLOVER RAFFLE: Packets have gone out to leaders including tickets, flyers, a recording sheet for leaders, and an informational sheet. Club baskets ($100 value) are due to the office June 18^th and should not contain any perishable items. Tickets will be $5 each or 5 for $20 and are due back to club leaders by July 23^rd. There will be rewards for top selling clubs and kids. Remaining ticket will be sold at the livestock show and state fair.

ACHIEVEMENT NIGHT: Fran, Samaria, and Brenda have been going through the award list and removing old awards and checking on unknown status awards, and award requirements. Brenda made a donation letter to send out to businesses to see if we can get award sponsors. There is an anonymous donor this year that will fund any award not funded by another sponsor. They have also requested a donor/sponsor list from bookkeeping to make sure we do not approach donors twice.

NEW BUSINESS

MONTANA CREDIT UNION CD: The CD at Montana Credit Union will expire on May 25, 2025. Janet recommended renewing the CD at the current rate of 3.75%.

Jill Skinner motioned to renew the CD at Montana Credit Union for a second seven month term. Samaria Kirby seconded the motion. All were in favor. ***MOTION CARRIED

CAMP BUDGET: The fee to rent Camp Rotary went up this year and food costs are higher than previous years. Rent is now $300 per night totaling $1200 verse $900 in the past. Last year, they spent $2500 on food and that will not be enough this year to cover all the extra cost of camp.

Jill moved to add an extra $2500 to the camp budget this year. Samaria seconded the motion. All were in favor. ***MOTION CARRIED

DAIRY BOOTH: Dairy booth will run from July25th through August 2^nd. Janet and Samaria will be the managers again this year. The office will make a list of 11+ year olds that are eligible to work a shift. There are 26 shifts to be filled over the week. Each shift needs at least 3 adults and 5+ kids to make it work. We are using the same vendor and will need to pay for half of the ice cream up front. Insurance is requiring that ALL WORKERS sign in before entering the booth.

ANNOUNCEMENTS

There is a conflict for the July meeting date due to Congress. Fran motioned to move the next Leaders Council meeting to Tuesday July 15^th. Samaria seconded the motion. All were in favor *** MOTION CARRIED.

Next Meeting will be held on July 15, 2025 at 6:00 pm at MSU Extension Office and Web-ex.

FOR THE GOOD OF ORDER

Trouble Shooters: Took two members on a spree to help purchase items for the raffle basket. Kids had a great time! Their theme is fishing.

Other known club basket themes include: outdoor games, movie night, 4-H comfort, Christmas in July, and Made in Montana.

ADJOURNMENT

Meeting was adjourned at 7:57 pm. Sandy motioned, Jill seconded, all in favor – Motion carried***

 

Submitted by Jill Skinner

APPROVED

Call to Order:

The meeting was called to order by President Brenda Canine at 6:04 pm.

Leaders and members in attendance included:

Council Members: President Brenda Canine (Great Divide), Vice President Samaria Kirby (Trouble Shooters), Treasurer Janet Smith (Running Free), Secretary Jill Skinner (Great Divide)

Ulm Pishkun: Sandy Harshaw Irvin, Felicia Short, Taylor Short

Montana Sunsets: Fran Gossack , Jody Cope, Isis Baumgartner                           

Running Free: Greta Graft                                            

Great Divide: N/A

Big Sky Explorers: N/A                                               

Trouble Shooters: N/A

Creative Clovers: Lindsey Zgoda                                  

Ambassador: Kyree Morrison               

Circle S:                                                                      

Tiger Butte: Lisa Jassen                 

Eden Livestock: N/A                                                   

468 Club: N/A                                      

MSDB: N/A                                                                

Chestnut Valley: Misty Ayers

Sunny Spirits: N/A                                                      

Extension Agents: Jenn Volkmar

Galloping Guns: Rebecca Phillips                                 

Guests: Brady Drummond

Pledges:

Taylor Short and Brenda Canine led the pledges.

Roll Call Question: ‘What is your favorite thing about spring?’

Secretary’s Report:

President Brenda Canine gave everyone a minute to read through the January 2025 meeting minutes. Brenda asked for any corrections or additions. ***An email stated that Makailey Petronek was online and Shantel Herman and Shyanne Herman were online for part of the meeting. Samaria Kirby motioned to approve the minutes. Fran Gossack seconded the motion. All in favor, January meeting minutes approved as with corrections.

Correspondence:

Email regarding missed WebEx attendance on January meeting minutes.

Treasurers Report:

Checking balance: $31,545.35

CD: $20,227.07

Saving Balance: $25.00           

Combined Total: $51,797.42

Several checks have not cleared the bank – most of them were the $100 donations from Leaders Council to the clubs. Checks older than 90 days will have to be reissued. Checks in the drawer will be reissued and clubs without bank accounts will have to turn in for reimbursement.

Guests:  

Brady Drummond, sister of Keely Drummond, joined us online to talk about the memorial scholarship in Keely’s honor. A memorial scholarship in the amount of $1000 will be available to 4-H members active in the lamb and horse projects. Keely was a ten year member of 4-H and participated in both lamb and horse projects. Keely passed away of ocular melanoma in October. Some requirements include: have completed two years in horse or lamb; win grand champion, or be a senior. Applicants will need to submit a one minute video saying why 4-H is important to you. The video will then need to be posted and shared on social media including newsletter, Facebook. The deadline for applications this year is April 15^th.

COMMITTEE REPORTS

PRESIDENTS REPORT - Brenda Canine: N/A

AGENT REPORT – Jenn Volkmar: Fair meetings are happening once a month – working on premium books, activities, and the schedule; also looking into options for culinary at the fair. All 4-H agents were in Missoula for training. April project day will include LQA makeup, photography; May will have dog obedience. They are looking into options for all payments to be made online. Camp will be June 8-11^th; registration opens April 1^st and planning is underway. The theme for camp will be Hawaii. Effective immediately – all contracts must be sent through state office, this includes anything that has to be signed and has terms and conditions – this may affect deadlines so plan accordingly.

Camp fee discussion: the topic of fees for camp was brought up. It was discussed raising camp fees to accommodate increasing prices of food and other supplies. Jill Skinner motioned to increase the camp fee to $70 per camper. Janet Smith seconded the motion. Discussion included offering a hardship scholarship if a family needs assistance. Other camps for less time cost far more than this camp. All were in favor. ***Motion Carried.

AMBASSADORS REPORT – Kyree Morrison: Ambassadors are helping with Cloverbud project days. Hey are also helping with the community wide service project sewing baby blankets. There will be a meet and great at the April project day. They will be offering help with project books and planning to visit every club during their meeting. Promotions for next year will go out in June – October. They are considering doing the leaders appreciation event again.

COMMUNICATIONS REPORT - Vacant: There will be a communications practice at the next project day. Communications contest scheduled for April 12^th and 13^th.Jody Cumberbaugh (sp) has offered to help prep kids.

FOODS AND NUTRITION - Fran Gossack: See submitted committee report.

SEWING AND TEXTILES REPORT -Fran Gossack: See submitted committee report. Had 67 sewers from 9 am to 2 pm on project day for the communitywide service project of sewing baby blankets. Officer Frink also came and spoke to the kids.

RECORD BOOK & ACHIEVEMENT-Fran Gossack: They need input and might send out a survey. Awards need to be checked and revamped. They need to remove awards that are no longer funded. Samaria offered to help Fran; Erin’s commitment is unknown.

STATE FAIR PLANNING COMMITTEE: Jenn Volkmar: State fair will be July 25^th through August 2^nd. They are currently beginning phase of planning and meeting once a month.

GREEN CLOVER FUNDRAISER:Brenda Canine: See New Business section.

HORSE LEADERS REPORT: Lisa Jassen – Planning horse camp for May – registration will open soon. It will begin Friday May 2^nd at 3:00 and go through Saturday at the 406 arena. They will have presenters, classes, and activities and include dinner, breakfast, and lunch. April project day will have Paul Johnson – Dept. of Livestock, teach about brands. Also hoping to have some clinics this summer along with the county horse shows August 1^st and 2nd at the 406 arena with Teton County.

LIVESTOCK LEADERS REPORT:Jill Mackey – Livestock show will be July 9-13 and they are currently in the planning phase for the show and barn setup and getting contracts in line. They are considering adding events on Thursday including rabbits, chickens, dairy, and breeding projects. They may have to use the rabbit and poultry barn because they have so many kids signed up. Livestock awards have been picked already; the theme is Christmas in July; and they will be using ultrasound for the carcass contest this year.

SHOOTING SPORTS COMMITTEE: Samaria Kirby – see report submitted. Shooting at the trap club available April 10-15.

SPONSORSHIP:N/A 

UNFINISHED BUSINESS

BYLAWS & OPERATING POLICYAPPROVAL: Brenda asked if anyone had any questions regarding the bylaws and operating policies that were presented at the previous meetings. Janet Smith motioned to approve the Bylaws and Operating policy as presented. Samaria Kirby seconded the motion. All were in favor. ***MOTION CARRIED

NEW BUSINESS

GREEN TIE AFFAIR/RAFFLE DICUSSION: To have it successful, it would be better to have packets sent to leaders and handed out, and then tickets and money go back to the leader to be turned in. It is important to explain what the money raised goes to especially since clubs have to spend their money on items for the baskets. We need a smaller window for ticket sales; smaller baskets size requirements or fewer baskets per larger club – basket guidelines. 14 clubs would yield 14 baskets; 4-6 weeks would be an adequate timeframe, possibly ending state fair week. Sunny Spirits and MSBD only operate during the school year so do we require them to do a basket?? BASKETS SUGGESTIONS: 1 per club, $100 basket value (nonperishable items); Brenda, Lisa, Samaria, and Janet will be on the planning committee.

SHOOTING SPORTS: Shooting sports would like to hold a 10 gun raffle fundraiser again. They will sell between 500 – 100 tickets with the drawing in May and funds will go towards training instructors and 3D Archery equipment. Sandy Harshaw-Irwin motioned to approve shooting sports 10 gun raffle fundraiser. Lisa Jassen seconded the motion. All were in favor. Motion carried.

LEGISLATIVE BREAKFAST: 4-H kids go to Helena on a Sun/Mon to meet state representatives, have breakfast, tour the capital, and learn about procedures. It is a learning event from a community service aspect. Leaders Council was asked to donate $100 towards the breakfast. Lisa Jassen motioned to approve spending $100 on the Legislative breakfast. Samaria Kirby seconded the motion. All were in favor. ***MOTION CARRIED

ACHIEVEMENT NIGHT: Achievement night is planned and presented by the agent and the ambassadors. There will be food and awards. There will be more help needed than just the ambassadors. Will table and discuss more at the next meeting. Leader’s appreciation is separate event possibly after fair.

ANNOUNCEMENTS

Next Meeting will be held on May 13, 2025 at 6:00 pm at MSU Extension Office and Web-ex.

FOR THE GOOD OF ORDER

Ulm Pishkun: They have filled 2000+ Easter eggs for the Ulm hunt. They just had 3000 eggs more donated. They also painted the U on Ulm hill.

Running Free: They had a club meeting and made coasters and key chains from leather using tools they checked out from the office.

Great Divide: Painted inspirational rocks at the last club meeting and will hide them at the June meeting.

ADJOURNMENT

Meeting was adjourned at 7:58 pm. Sandy motioned, Jill seconded, all in favor – Motion carried***

 

Submitted by Jill Skinner

 

March 2025 Committee Reports

Agents Report: No report submitted.

Ambassadors Report: No report submitted.

Communications Report: No report submitted.

Foods and Nutrition Report: Fran Gossack February 8, 2025 Project Day – again the members doing cake decorating had a blast! It’s great to have our local talents step forward & share with our eager members. Congress-qualifying event for Stir Ups will be on May 20, 2025. Also May 20 will be Foods Festival which includes 5 different contests: Edible Arts, Daily Foods, Baked Foods, Table Setting, & Cake Decorating. This is a great way for members to have their presentations critiqued to be prepared for Fair.

Sewing and Textiles Report: Fran Gossack –– February 8, 2025 Project Day, 2 sewers with parental assistance made mug rugs that involved piecing & quilting techniques. Congress-qualifying events Fashion Revue & Quilt Show will be held on May 20, 2025. Questions – ask!

BABY BLANKETS - March 8, 2025 Project Day – county-wide community service event for 4-H members. During morning and afternoon sessions, members with help from our 4-H Ambassadors & adults sewed & surged to create flannel baby blankets to be donated within our county.

Record books and Achievement Report: Fran Gossack - Need input from members & leaders to help us make improvements.

State Fair Planning: No report submitted.

Horse Leaders Report: No report submitted.

Livestock Leaders Reports: No report submitted.

Shooting Sports Leaders Committee Report: Samaria Kirby: Next meeting date: March 6, 2025 at 6:00 p.m.  Report: Archery will be done on March 3. We had 57 kids take part. Small-bore Rifle has 6 kids shooting until March 18th and Small-bore Pistol has 2 kids shooting until March 21st. Hunting and Western Heritage are still going through June. Shotgun registration will come out in March and practice will begin at the beginning of April for 6 weeks. Our Live Tournament went well and we had 101 entries for archery, 36 entries for air rifle, and 9 entries for air pistol.