WSU Extension > San Juan County WSU Extension > 2025-2026 LMAAC Meeting Minutes

2025-2026 LMAAC Meeting Minutes

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

  1. Await doodle poll/survey monkey to schedule work party
  2. 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

  1. Review policies individually to identify items needing discussion at next meeting 

January 13, 2026

Attendees

Clinton Gauthier, Kathryn Gauthier, Sara Hurley, Randi Mayberry, Kathy Morris, Jan Sanburg

Agenda

Call to Order: 6:03 pm

Approval of Agenda and Previous Meeting Minutes

  • No call to approve agenda for this meeting 
  • Clinton moved to approve the meeting minutes from November 13th
    • Jan so moved 
    • Kathy seconded
    • No discussion, motion carried 

Public Comment

  • None

WSU/Extension Report

  • None

New Business

Budget

  • No call for vote due to low attendance/no quorum, general discussion only 
  • General consensus seems to be to raise the fee to 3% total (Currently at 0.04% to member) but to split this between the member and the buyer. (1.5% fee billed to each)
    • Will be tabled for a vote at February Meeting 

Butchering/Processing

  • Per Kathy’s report IGFC is still calling for business/scheduling processing for February and March, so we are hopeful they will be able to continue as our processor for the 2026 Fair.
    • Kathy will spearhead the Butchering and Processing sub-committee
      • Jan so moved, Sara seconded; no discussion, motion carried. 
  • No final decisions made re: which processor will be used for Fair until we have more concrete information from IGFC 

Auctioneer

  • Clinton inquired if committee would like to continue with Tom as our auctioneer for 2026
    • Consensus was yes; Jan will contact him to inquire about availability. 
    • ○ Randi knows what he has requested for compensation in the past and will coordinate this
      • Historically we have covered his ferry ticket, given $100 check and a $100 gift card 
    • Suggestion was put forth to have kids from each island conduct a group interview with Tom via zoom to advertise the auction (Reporter from each island?) and disperse this via county publications (the Journal, the Sounder, and perhaps each island’s chamber newsletter) 

Old Business

Call for Policy Review/Refresh

  • No decisions/vote this meeting due to low attendance/no quorum, general discussion only 
  • Clinton brought forth an issue mentioned by a committee member not in attendance
    • Revising the auction order language so that it is equitable/does not specifically list placings, as sometimes there may not be a reserve or grand placement. 
  • Edit language re: Spring weigh-in so that it is not listed as mandatory, but that it can be excused by leader (attendance strongly encouraged) 
  • Suggestion was made that committee members could submit auction items to start the auction (wheel barrow, potted plants, etc) to warm up buyers, all proceeds to LMAAC 

Announcements

  • Jan notified the group that Molly’s Custom Silver is having a large sale on buckles so now may be a good time to order.
    • Sara will work on designs and bring to group prior to ordering 
    • Thought is that at least swine, beef and lamb can be ordered now and then others (goat, turkey, alt beef) can be ordered at a later date if we have members in those categories. 
  • Reminder that Showmanship Clinic and Spring weigh-in will be on May 30th 
  • February 27-28 is the Ag Summit at SJ high school 

Adjourned: 6:54 pm

Action Items

  1. Review policies individually to identify items needing discussion at next meeting