October 14, 2025
Attendees
Clinton Gauthier, Caitlin Blethen, Kathy Morris, Jan Sanburg, Randi Mayberry, Sara Hurley, Trisha Arnott, LeAnne Burt, Anthony Calandra, Leslie Neal, Eliza Habegger, Angie Freeman-Shephard, Peter Risser, Terri Brown
Agenda
Call to Order: 6:08 pm
Approval of Previous Meeting Minutes
- First meeting of the year. No Minutes submitted for approval
Division of Duties Proposal – Clinton Gauthier
- Following last year’s fair and the resignation of Leanne from the chair position, Clinton presented a proposal for restructuring the board and dividing duties, based on state recommendations.
- Chair: Clinton will serve as Chair and a non-voting member of LMAAC, performing the majority of previous chair duties.
- Co-Chair: A volunteer will serve as Co-Chair (to be elected), acting as Chair in Clinton’s absence and attending pre-fair weigh-ins, weigh-in at fair, and the auction. Additional duties outlined in the proposal.
- Treasurer: Likely to continue as Randi Mayberry.
Treasurer’s Report-Randi Mayberry
- Revenue:
- Livestock auction $82,287.50
- Buy back auction $6,620.00
- Livestock Processing fees $13,831.58
- Add on contributions $3,150.00
- LMAAC TB profit distribution plan (30% of all turn-back fund in excess of 6,000 goes to LC for dedicated purposes of EAS support) did apply this year.
- Gross TB $6,620.00
- Less $6000.00
- Total $620.00
- $620.00 x .30 =$186.00— amount was divided in to two checks
- 1. EAS endowment for $93
- 2. EAS scholarships for $93
- LMAAC sent $800 to LC for Pierre Franklin award
- LMAAC also purchased a new livestock scale in the amount of $1,032.51
- Account balance $9,101.59
Old Business
First Meeting of the 4-H Year
Auction recap/discussion
Suggestions for improvement:
- Offer refreshments as in previous years
- Use reusable paddles with handles instead of paper plates
- Explore ways to increase buyer numbers, framing purchases as investments in youth development
- Request to complete an inventory of committee-owned supplies for next year
New Business
Whatcom County Youth Fair
- Call for volunteers for the 2026 fair. Opportunity for older members to serve.
Equipment Report
- Grey scale (old, rat-damaged) uncovered behind swine barn.
- New black scale (under cover near swing barn, head in shed) — wiring unit requires protection to avoid potential future damage.
- Mobile scale (bad wheel) in 4-H storage shed — wheels critical for calibration.
- Request for detailed inventory of what supplies are owned by LMAAC (stands, dryers, etc)
Post Fair Clean-up
- Livestock area and swine barn water assembly not fully tidied post-fair.
- Discussion regarding division of storage responsibilities between clubs, LMAAC, and Parks & Fair Dept.
- A work party will be scheduled to tidy and winterize barns. Doodle Poll/SurveyMonkey will be sent to determine a date.
Auction Order
- Committee to review auction order, including placement of Grand/Reserve animals and eggs.
- Must follow policy; any policy changes should be proposed by Jan 1.
Elections
- Kathy called for nominations
- Trisha nominates Clinton as chair, Sara seconds, none opposed, motion so carried
- Trisha nominates Sara as co-chair, Leanne seconds, none opposed, motion so carried
- Kathy asked Randi if she would like to remain as treasurer, Randi confirmed, none opposed, motion so carried
Kathy called to adjourn – adjourned at 7:09 p.m.
Action Items
- Await doodle poll/survey monkey to schedule work party
- Review policies individually to identify items needing discussion at future meeting.
November 12, 2025
Attendees
Clinton Gauthier, Caitlin Blethen, Kathy Morris, Randi Mayberry, Sara Hurley, Trisha Arnott, LeAnne Burt, Susan & Peter Risser
Agenda
Call to Order: 6:01 pm
Approval of Agenda and Previous Meeting Minutes
- Clinton called to approve agenda for this meeting
- LeAnne so moved
- Kathy seconded
- No discussion, motion carried
- Clinton moved to approve the meeting minutes from October 14th
- Kathy so moved
- Trisha seconded
- No discussion, motion carried
Public Comment
- None
WSU/Extension Report
- Fair dept. removed canvas off of livestock arena tent. Some minor repairs are needed.
- The Shephard family is not participating in 4-H this year. We need an official leader for San Juan Livestock and someone to head the cut/wrap process.
New Business
Budget
- Discussion of credit card processing fees, currently set at 0.4%
- Historically there was an increased number of turnbacks and so that money was used to cover this cost and fees were decreased. Example with $82,000 in sales $32 is the fee charge.
- Options:
- move to Venmo instead of credit card processing
- Increase fee to youth
- Pass the fee to buyers
LMAAC Sub-committees/division of duties
- Scale committee
- Processing committee
- Kathy is willing to head this committee. Will have more information available at January meeting
- Education/Clinics
- Policy
Butchering/Processing
- In the past we have used IGFC. May need to move to a new processor
- IGFC is currently not “functioning” due to staffing issues
- May offer custom pricing in the future
- Compare with Del Fox (USDA and custom)
- No more mobile unit
- Does the committee want to continue to be involved with processing? How would this work?
- Lums may be purchasing a large livestock trailer
- There may be an option to have buyers pick up their own product
- Would buyer take possession at the end of fair or would we still facilitate cut and wrap?
- Kathy moved to table budget discussion to January’s meeting when we have more information
- Leanne seconded
- No additional discussion, motion carried
Call for Policy Review/Refresh
- All board members to review independently and discuss at January’s meeting
Spring Weigh-In
- Initial suggestion of May 30
- Will all members have lambs yet?
- Mid-end of June also proposed
- In conjunction with a fitting and showing clinic?
- Mandatory unless excused by leader?
- Those that can’t make it will need to submit spring weights by a specific date
Old Business
Equipment storage & Status
- Most things are stored in sheds. Needs to be organized
- Need to set a time for the arena tent to go up and down. Last Sunday of fair?
- Do we have jacks available? Are they owned by LMAAC?
Next Meeting
- Leanne moves to skip December meeting
- Susan seconds
- No discussion, motion so carried
Adjourned: 6:59 pm
Action Items
- Review policies individually to identify items needing discussion at next meeting