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 

February 10, 2026

Attendees

Clinton Gauthier, Sara Hurley, Randi Mayberry, Kathy Morris, Jan Sanburg, Susan & Peter Risser

Agenda

Call to Order: 6:02 pm

Approval of Agenda and Previous Meeting Minutes

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

Public Comment

  • None

WSU/Extension Report

  • None

Treasurer’s Report

  • Reissued check to one member who lost their check, current balance is $9,066.59

New Business

Market Chickens at Fair

  • Discussion seemed to be resolved in the email communications. Time in current guidelines seem to be appropriate 

Turn Back of Eggs

  • Reinstate turn backs on eggs? Or maintain current status
    • Discussion revolves around whether or not it is efficient to try to get eggs to turn-back buyers, or if doing a ‘raise-the-paddle’ donation call between standard auction and turn-back auction.
    • Low number of turn backs last fair so those in favor are thinking this could be a new stream of revenue
      • Motion by Kathy
      • Seconded by Jan
        • Motion so carried

Work Party

  • Clinton proposes May 2nd as a work party to set up arena, scale and tent so that they are in place for the May 30th Clinic and weigh-in

Budget

  • Return to discussion regarding the 3% credit card fee
    • Jan moves to split the fee 1.5% to cc buyers, 1% fee to all members, LMAAC board will make up difference if any
    • In cases of turn-back, LMAAC will act as the ‘buyer’ and supply the 1% fee
      • Motion seconded by Kathy?
        • Motion so carried
  • Move to approve draft budget by Sara
    • Seconded by Jan, motion carried

Old Business

Butchering/Processing Update

  • Lums got the grant for their trailer so they can help with animal transportation.
  • Kathy will reach out to Levi to see if he is also available
  • Kathy is hopeful that IGFC will still be operational in August

Auctioneer Update

  • Tom has agreed to be our auctioneer, and is welcome to the idea of the kids interviewing him to promote the auction

Belt Buckle Update

  • Sara and Leanne will meet to place initial order and will transfer accounts to Sara
    • Planning to order Lamb, Beef, Swine, and Turkey as this is what we know is planned to be entered
      • Leaders will keep us up to date re: meat goats and chickens and those buckles can be ordered at a later time if needed.

Call for Policy Review/Refresh

  • Auction order language has not yet been revised
  • Language regarding Spring weigh-in has been changed so that it is not mandatory, but strongly encouraged
  • LMAAC starting the auction with 1-2 donated items
    • Auction off a ‘premium seat’ to buyers?
    • All LMAAC committee members will try to secure 1 item for the auction to kick-start the bidding, all proceeds to LMAAC to benefit members
      • Sara so moved
      • Jan seconded, motion carried

Announcements

  • None

Adjourned: 6:53 pm (Moved by Jan, seconded by Kathy)

Action Items

  1. Begin looking for auction items
  2. Kathy will reach out to Levi re: transportation
  3. Sara & Leanne will order belt buckles for animals that we know will be entered, additional buckles to be ordered as needed

May 12, 2026

Attendees

Clinton Gauthier, Sara Hurley, Randi Mayberry, Jan Sanburg, Susan & Peter Risser, Katie Flemming, Elexis Fredy, Caitlin Blethen

Agenda

Call to Order: 6:02 pm

Approval of Agenda and Previous Meeting Minutes

  • Clinton asks for any additions to the agenda, none offered. Moves to approve agenda
    • Moved by Jan, seconded by Katie
    • Motion carried

Public Comment

  • None

WSU/Extension Report

  • Elexis is new SJI Livestock club leader
  • Joe Vlach interim director while Brandon is on paternity leave until early August

Treasurer’s Report

  • $9066.59 unchanged from previous
    • $98 receipt to be submitted for ear tags and tagger

New Business

Lamb & Wool Festival

  • Clinton tabled on behalf of 4-H on May 10th on Lopez

Work Party Report

  • Successful party on May 2nd, sparse attendance
  • Arena set for showmanship clinic on May 30th.
  • Panels set for weigh-in
  • Space cleared in sheep barn for small animal showmanship
  • Planning to order repair kit for tent, possible re-orientation of bleachers to swine barn side to allow for more shade

Entry Tickets

  • Discussion if we should offer fair-entry tickets to consistent past buyers?
    • Consensus is that fair entry price is likely not the barrier to buyers returning.
      • Discussion on ways to honor these repeat buyers, ie special seating, snacks etc?
  • Discussion re: encouraging buyer turnout
    • Online buyers guide?
    • 4-H written article in chamber newsletters/newspapers?

Weigh-in

  • Set for May 30th
  • Some lambs, hogs, beef
  • Ideally register online so Clinton can account for meals etc and report for grant funding

Livestock Superintendent

  • Leanne will be at fair through the auction, and then taking Betty off to college
  • Judge needs lodging for Thursday night (1 person only)
  • Good learning year for those interested in being Livestock super next year-opportunities to shadow Leanne

Old Business

Butchering/Processing Update

  • (Kathy Morris) IGFC is in receivership through roughly October
    • We are on their schedule
  • Eric’s trailer is available to haul for 4-H
    • Possibly Levi’s as well?

Belt Buckle Update

  • Will be ordered tomorrow.
    • Needed to confirm if there was market goats, market fryers, and alt beef

Announcements

  • Kathy Morris: Excited for group marketing strategy, supporting future farmers, and ways to support the sellers as a whole vs a specific kid

Adjourned: 6:59 pm

Action Items

  1. Continue looking for auction items
  2. Remind members of weigh-in date and showmanship clinic