Fergus/Petroleum County 4-H Leaders Council Meeting Minutes

August 31, 2026 Sheriff's Complex, Lewistown, MT

 

Call to Order: The Fergus/Petroleum County 4-H Leader's Council meeting was called to order by President, Corry Arntzen at 5:34 pm on Monday, August 31st 2026. Attendees participated in the Pledge of Allegiance and 4-H pledge.

Introductions/Attendance/Roll Call: 

  • Corry Arntzen: Christina Busy Bees, President
  • Sonja Gregory: Independent, Vice President (Virtual)
  • Karly DeMars: Christina Busy Bees, Secretary
  • Gisele Yaeger: Christina Busy Bees, Treasurer
  • Amber Arntzen: Christina Busy Bees, 4-H Foundation Representative
  • Linda Knerr: Hilger High Goalers
  • Shelly VanHaur: Hilger High Goalers
  • Shawna Crawford: Creative Critters
  • Tammie Poser: Sunnyside Shiners
  • Jeremy England: Central Montana Fair Board, 4-H leader at large
  • Amber Strenge: Winnett Shamrocks (virtual)
  • Judi Martin: Snowy Mountain Trailblazers (Virtual)
  • Melissa Heggem: Winifred Mustangs
  • Cody Ream: MSU Extension
  • Teresa Young: MSU Extension
  • Hollie Wichman: 4-H Program Assistant

Secretary's Report and approval of June Minutes: Amber Arntzen moved to approve the minutes from the June 10, 2026 meeting as submitted. Shawna Crawford seconded the motion, and the minutes were approved unanimously.

Treasurer's Report:

  • Ending balance as of 8/30/2026: $132,691.76 (all accounts)
  • Leaders Council account (as part of entire account) $80,958.90; reports submitted are strictly for Leaders Council and do not include the established sub-accounts.
  • Karly DeMars moved to approve the treasurer's report and file for audit; Tammie Poser seconded the motion. Consensus approval of Treasurer's Report was apssed, and the report will be filed for audit.

Correspondence: Two items of correspondence were received. One from Tween camp particpants thanking Leader's Council for their support and sponsorship. The second was from Jaden Martin for her 4-H Scholarship Award.

Announcements: None.

Reports:

  • County Ambassadors: No report
  • State Leaders Council: No report
  • MT 4-H Foundation (Amber Arntzen): Attended the annual meeting on July 9, 2026. Highlighted 4-H scholarships at the state level are due February 14, 2027. Amber also shared that the new State Board of Directors was appointed and one participant is Fergus County Commissioner, Jennifer Saunders.
  • Extension Office (Cody Ream, Teresa Young, Hollie Wichman): Katy Jones, Extension receptionist resigned. Round table discussions will be held on October 11, 2026--depending on nominations. Achievement Day will be held on October 18, 4-7 pm. more information to come. When you email, please email to two email accounts to make sure the office isn't missing your correspondence.
  • Livestock Committee (Cody Ream): Committee has not met post-fair. Policy change request forms will be distributed at the next meeting. Next meeting is anticipated for 9/15 following the horse show; Cody will confirm. Overall the fair went well with a successful livestock sale, strong volunteer support, and many moving parts coming together successfully.
  • Horse Committee (Cody Ream): State 4-H Horse Show in Lewistown 9/11-9/13, with concessions September 11-12. Committee met recently to prepare for the State 4-H Horse Show; additional vounteers are still needed. Extension is leading the event, with limited volunteer sign-ups to date. Setup/check-in activities begin September 9-10. Each club has been asked to provide two dozen individually wrapped cookies.
  • Small Animal Committee (Gisele yaeger): The committee has not met since the fair; overall, the fair went well. The next meeting is scheduled for September 2 at the Extension Office.
  • Static Committee (Teresa Young, Corry Arntzen): Overall, static exhibits had a good showing. Auction proceeds and buyer participation wree slightly lower than previous years, with more food items represented. Additional details will be available in November, and the committee would like to see increased attendance in the future.

Special Committee Reports: Food Booth--see unfinished business, Nomination Committee--see new business, Awards committee--see new business, Scholarship Committee--n/a

Unfinished Business:

  • Endowments: Funds transfer has been completed. $17,500 to State 4H Endowment Funt, $2500 to Central MT Foundation. Committee was asked for bylaws on how to use the interest earned fund. Continued Action Item: would like a report from committee at our next meeting (Sonja Gregory, Darren Crawford, Chris England)
  • Fair Recap: Overall discussion focused on entries, interviews, judging, scheduling, and areas for improvement. Concerns included missing scorecards, inconsistencies in judging rubrics and ribbon totals, and challenges with Cooking/Gardening interview timing and volunteer availability. Suggestions included providing judge orientation, reviewing and standardizing tubrics, and potentially distributing premium money with completed rubrics. New judges provided positive feedback about he apportunity to see 4-H members' work. The Landon Cox Livestock Committee information needs updated, and FFA setup/tear-down responsibilities should be clarified, potentially through a Fair Book update.
  • Guest: Fair Board/Future Schedule Discussion: Jeremy England shared that the Fair Board is considering potential changes to fair dates, times, interview schedules, and animal release schedules with proposed changes due in December. Leaders Council and committees were encouraged to review the Fair Book and identify needed updates, including clarification of 4-H, FFA, and public open class schedules. The Fiar Board also encouraged 4-H to provide information to Vicki for pomotion on the Fair Facebook page. Action item: Review the Fair Book and identify recommended changes or updates for submission to the Fair Board by December; also inprove coordination of 4-H information for Fair social media.
  • Food Booth Recap: The food booth had higher-than-anticipated expenses and generated significantly less profit than in previous years, including approximately $1300 in unbudged costs and the loss of a freezer. A subcommittee of Karly, Teresa, and Sonja will review the menu, ordering, pricing/profitability, facility needs, operating hours, and shift lengths, particularly for younger members. Food booth days and hours will need to be determined by March 1st.
  • 4-H Camps update: Tween camp went well with 10 participants, although overall participation was lower than desired. Junior and Senior camp attendance was also down. There is a strong group of 11-13 year olds interested in becoming counselors and serving as ambassadors for the program. Developing a full-year camp calendar may help improve participation and planning. Donor funds helped offset some camp expenses.
  • State 4-H Horse Show Concessions: Additional colunteers are needed to assist with concessions, and leaders are encouraged ot involve 4-H members in working shifts. Planned food options include burger plantes and breakfast burritos. Approximately 55 contestants are expected, so concession traffic is anticipated to be manageable. A Friday dance in the Small Animal Barn will be open to all youth.

New Business:

  • End of 4-H Year Housekeeping: Record Books: Club results are due to the Extension Office by September 15. Independent member record books are due to the Extension Office tomorrow.
  • New 4-H Year: Enrollment: Enrollment information was reviewed, including dues of $10 for leaders, $10 for members, and $5 for Cloverbuds, along with 4-H Clover and ZSuite requirements. New leaders are required to complete online training, and background checks are required every three years. A potential stall fee was also discussed. Club year-end financial reports are due December 1; Extension will provide additional information and reminders.
  • National 4-H Week: October 4-10: Plans include placing 4-H flags along Main Street, with volunteers needed at 5 a.m. on Monday October 5. Clubs are encouraged to contact their local businesses about window displays. Fleet, Tractor Supply, and Montana Feed Company have also expressed interest in having 4-H members staff informational tables.
  • County Awards Ceremony/4-H Achievement Day: Achievement Day is scheduled for October 18 at 4 pm at First Christian Church. Leaders Council unanimously approved using general funds to purchase cookies and refreshments (motion by Karly, second by Amber A) Roundtable discussions are tentatively planned for October 11.
  • Leaders Counil Annual Business Meeting: The annual business meeting is schedules for November 8, 2026 at First Christian Church. Cody will reserve the facility. Leaders Council unanimously approved holing the meeting. (motion by Amber A, second by Gisele Y) Pizza will be provided, with members assisting with salad (Amber A) and desserts (Karly DeMars and Tammie Poser). Clubs will not be asked to provide door prizes. Extension will assist with distributing save-the-date information.
  • Fair Book and Scheduling Committee: A subcommittee was estabilished to review the 4-H section of the Fair Book and outdated information, revisions, scheduling concerns, and potential additions. Members include Sonja Gregaroy, Hollie Wichman, Cody Ream, Teresa Young, Corry Arntzen, and Tammie Poser.
  • Project Workbook Requirement: Leaders Council revisited its Fall 2024 decision to remove project workbooks as a requirement for project completion. Following discussion of Montana 4-H policy and differing perspecties on reinstating the requirement, Council unanimously voted to maintain the current practice while Extension seeks additional guidance from the Montana State 4-H Office (moved by Linda Knerr, second by Gisele Yaeger). The issue may be reconsidered.
  • Nomination Committee and 26-27 Officer Terms: Officer terms and upcoming vacancies were reviewed. The Chair and Vice Chair are completing temporary additional terms following prior Extension/4-H staffing shortages, with Corry and Sonja having each served 5 consecutive years. Karly DeMars is completing her second two-year term as Secretary, and Amber Arntzen is completing her first two-year MT 4-H Foundation term and remains eligible for a second term. Leaders will be encouraged to volunteer for open positions, and Corry is willing to co-chair to help transition a new leader. Names of potential candidates should be provided to the Extension Office for follow-up.
  • No other new business.

Date of Next Meeting: November 8, 2026, Annual Business Meeting, 4 pm.

Adjournment was moved by Shawna Crawford and seconded by Hollie Wichman. Meeting adjourned at 7:23 pm

Meeting minutes submitted by Karly DeMars, Leaders Council Secretary