Lewis and Clark 4-H Foundation
September 6, 2023, Meeting Minutes
Bill Hamilton Building, 5:30 p.m.

In attendance: Luke Duran, Michelle Eckhart, Lisa DeWitt, Janet Cerovski, Karyn Hamilton, Bev Schneider

The minutes of the previous meeting were reviewed. Karyn Hamilton moved that the minutes be approved as written; Bev Schneider seconded the motion, which was passed unanimously.

Janet Cerovski presented the treasurer’s report. There has not been much change since the previous meeting. The ending bank account balance is $75,996.79, which $64,116.92 available for use. As of December 2022, the investment account balance was $137,182.

Michelle Eckhart reported that since there had been no council meeting since the Fair, there was no Council report. 4-H Awards Night will be held on the last Sunday of October.

Nominations are needed for Board of Directors positions highlighted below:

Position Name Term Expiration Year
Community Member Joe Munis 2025
Community Member Lisa DeWitt 2025
Community Member  Kathryn Dunkleberger 2023
Community Member Janet Cerovski 2025
Community Member Patricia Williams 2025
4-H Leader Karyn Hamilton 2023
4-H Leader Bev Schneider 2023
4-H Leader Lindsay Volpe 2023
4-H Leader Erin Weisgerber 2025
Council Representative Michelle Eckhart Elected annually by Council

The expiring director positions will be voted on at the Annual Meeting in October, and nominations are needed for at least one community member and two 4-H leaders.

Input for the Foundation webpage was discussed. The annual summary of the 2022-2023 Foundation’s activities will be posted on the Foundation webpage. Additionally, it was recommended that recent Lewis and Clark 4-H Leaders Catherine McNeil and Karyn Hamilton, who have been active as Directors for the Lewis and Clark 4-H Foundation and have been inducted into the Montana 4-H Hall of Fame be recognized on the Foundation webpage.

The next meeting will be held on October 4, 2023, at 5:30 p.m. in the Bill Hamilton Building. The meeting will begin with the Annual Meeting of the Foundation, as required by the Foundation By-Laws, and followed by the election of officers for the 2023-2024 4-H year.

FOUNDATION MEETING TOPICS FOR DISCUSSION

Sponsor recognition ideas

By-laws revision/update (needs review by Bev Schneider)

  • How to promote rebids at the Fair as a fundraising mechanism.
  • If Joe contacted Jane Woolery (instead of Janet) would we be able to get a quarterly report on our investments held in the State investment programs??
  • Building Committee. Concerns about the condition of the Bill Hamilton Building, particularly after use by groups. How can Foundation help? packet;  
  • Sign at the back of the building – too big. Has grommets in it.  Would Signs Now be able to put together a frame (Fastenal) and put the sign.
  • Building Security. Re-key the building – up to the building committee/Extension. Would Burdick’s do this as a donation to 4-H?

For Foundation webpage – 

  • Ongoing needs for the BHB (garbage bags, toilet paper, bathroom cleaning supplies)
  • L&C leader’s that have been on the foundation and are in the 4-H Hall of Fame
  • Needs for the BHB – ongoing.
  • Summary of what the Foundation did in the 2022-2023 timeframe
  • Youth video thank yous – with projects
  • Message from the president

As the year goes on, will want to talk to Mike Lindner about Dora’s scholarship donations.

GO BACK THROUGH 2020 MINUTES FOR RAFFLE WINNERS FOR THE SUN CANYON LODGE

JOE NEEDS TO DRAFT SPONSORSHIP LETTER TO ACCOMPANY THE FORM. (Bev to get quotes from the ambassadors to use in the sponsorship letter)

Sponsorship Form – Lisa presented BLDC format ideas to consider for the coming year. Luke will provide an example for review.

2022-2023 Foundation Supported:

  • Floor sweeper
  • Family support/assistance
  • Project assistance
  • Increased the size of scholarships
  • Donated to fair tent
  • Supported the 4-H Council with $5k

Awards night – last Sunday in October

Lisa DeWitt, Secretary

Lewis and Clark 4-H Foundation
Bill Hamilton Building, 5:30 p.m.
August 9, 2023, Meeting Minutes

In attendance: Kathryn Dunkleberger, Janet Cerovski, Karyn Hamilton, Michelle Eckhart, Trish Williams, Joe Munis, Lisa DeWitt, Erin Weisgerber.

Erin Weisgerber read the minutes of the previous meeting. Karyn Hamilton moved that the minutes be approved as read, and Kathryn Dunkleberger seconded the motion.

Janet Cerovski presented the treasurer’s report. The $3,000 donation was received from John Morrison. There was one rebid animal at the Fair which provided $3,178 for the Foundation. The current balance of the Foundation checking account is $79,174.79, with available funds of $67,294.92. There has been no report from the State Foundation on the Foundation’s investment account. 

Karyn Hamilton reported that Matt would have a pest control workshop in the Bill Hamilton Building. As part of the workshop, holes in the walls will be sealed and baseboards will be installed to further seal the building against mice and other rodents. 

The Building Committee is requested to come up with what they want to have done in the way of improvements, and request funding. Janet wants shooting sports to put some sweat equity into cleaning the building. They weren’t even here to move things during the fair. 

The Building Committee is requested to meet and evaluate projects that the 4-H community would like to have completed in the Bill Hamilton Building and present the prioritized list with cost estimates to the Foundation for consideration and potential approval.

The Council Report was provided by Michelle Eckhart. The 4-H concessions at the Fair did not bring in much money for all the effort, much due to the fact that the Fairgrounds requires payment of 18% of the gross sales. In all other aspects, the Fair was a success.

Sponsor forms were discussed. Venmo will be taken off the forms, as that is more for person to person transfers. Janet Cerovski will resend the form for review.

Nominations are needed for Board of Directors positions highlighted below:

Position Name Term Expiration Year
Community Member Joe Munis 2025
Community Member Lisa DeWitt 2025
Community Member  Kathryn Dunkleberger 2023
Community Member Janet Cerovski 2025
Community Member Patricia Williams 2025
4-H Leader Karyn Hamilton 2023
4-H Leader Bev Schneider 2023
4-H Leader Lindsay Volpe 2023
4-H Leader Erin Weisgerber 2025
Council Representative Michelle Eckhart Elected annually by Council

Nominations will be needed for one community member and four 4-H leaders, and Council will elect/re-elect the Council representative. Karyn Hamilton noted that she would be willing to undertake another 3-year term if there are not enough nominations. Michelle Eckhart indicated that if someone else was elected as the Council representative, she would accept nomination for one of the 4-H leader positions.

The next meeting will be held on September 6, 2023, at 5:30 p.m. in the Bill Hamilton Building.

FOUNDATION MEETING TOPICS FOR DISCUSSION

  • Foundation Webpage ideas:  Building wish list, Ongoing building needs (garbage bags, toilet paper, bathroom cleaning supplies), Local leaders/foundation members who are on the 4-H Hall of Fame
  • Sponsor recognition
  • By-laws revision/update
  • How to promote rebids at the Fair as a fundraising mechanism.
  • If Joe contacted Jane Woolery (instead of Janet) would we be able to get a quarterly report on our investments held in the State investment programs??
  • Building Committee. Concerns about the condition of the Bill Hamilton Building, particularly after use by groups. How can Foundation help? packet;  
  • Sign at the back of the building – too big. Has grommets in it.  Would Signs Now be able to put together a frame (Fastenal) and put the sign.
  • Building Security. Re-key the building – up to the building committee/Extension. Would Burdick’s do this as a donation to 4-H?

Lisa DeWitt – Secretary

LEWIS AND CLARK 4-H FOUNDATION MEETING MINUTES
June 7, 2023, 5:30 p.m. at the Bill Hamilton Building

In attendance were Karyn Hamilton, Michelle Eckhart, Janet Cerovski, Joe Munis, Lisa DeWitt, and Kathryn Dunkleberger.

Corrections needed for the minutes of the previous meeting were noted: add Karyn Hamilton to the list of attendees; Murdoch’s report did not come from Janet Cerovski but should be reported separately. Karyn Hamilton moved to accept the minutes with the noted corrections. Michelle Eckhart seconded the motion, which passed unanimously.

Janet Cerovski presented the Treasurer’s report. The available balance in the checking account is $60,084.75. No additional funding has been received through the alumni letter. The balance in the Dora Lindner scholarship fund is up to about $4,000. No quarterly report on the Foundation’s investment account has been received from the state.

Karyn Hamilton reported on the fundraising efforts underway by the Livestock Committee for the tent for the Fair. At the moment, approximately $8,000 is in hand. The Fairgrounds opted not to pursue tent rental, leaving the total needed by the Livestock Committee at approximately $22,000. 

Michelle Eckhart presented the 4-H Council report. The last Council meeting was held in Augusta. In Augusta, 32 members participated in communications day and grand foods. All QA training for livestock members is done. Processors have been found for sale animals; Tizer meats chose to bow out totally. The new ambassador team adult leaders are Bev Schneider and Eran Saunders. The 4-H Photo show will be at the Holter till the 18th. 

The Extension Office received a hardship request for funding for a member to attend 4-H Camp this summer. This request was unanimously approved.

Joe Munis reported that he and Lisa DeWitt attended a presentation by MT 4-H Foundation’s Jane Woolery. John Morrison (representing his law firm) was there to let the Lewis and Clark 4-H Foundation know that a $3,000 donation will be coming.

Joe Munis reported that he had met with Jeff at Capital Sports regarding donations to the 4-H program. Capital Sports wants to continue to donate to the overall program through the sponsorship letter, contribute $500 toward the tent, and also promote archery as “% off purchases by 4-H kids.” Emily Scruggs could possibly print some membership cards through the Extension Office, to aid Capital Sports in identifying enrolled members. Discussion was held on how to recognize and thank Capital Sports for these generous donations.

Board members collaboratively reviewed the sponsorship form to update it for the coming year. Sponsorship categories were reviewed, the possibility of including a QR code on the form to facilitate donations was discussed, and the redesigned form will be distributed to the Board Members for review.

There will be no meeting in July. The next meeting will be held at 5:30 on August 2, 2023, at the Bill Hamilton Building.

Lisa DeWitt, Secretary

Lewis and Clark 4-H Foundation Meeting Minutes
May 3, 2023, Meeting
Bill Hamilton Building – 5:30 p.m.

In attendance: Bev Schneider, Michelle Eckhart, Luke Duran, Janet Cerovski, Erin Weisgerber, Lisa DeWitt, Joe Munis

Minutes of Previous Meeting. Karyn Hamilton moved that the minutes of the previous meeting be approved as written. Bev Schneider seconded the motion, which passed unanimously.

Treasurer’s Report. Janet Cerovski reported that there was little change to the report from last month. The switch to using QuickBooks through Tech Soup went well. Murdoch’s provided $1500 from summer roundup event. 20 clings are done for sponsors and ready to be distributed. Signs Now also made small ones (27) that can be used as needed.

Karyn Hamilton reported that the Livestock Committee has in hand $6,000 of the approximate $14,000 needed for renting tents to be used at the Fair. Lisa DeWitt read the letter drafted to be send to “4-H Alumni” requesting donations to support the tent rental. No comments were received from the board members. Lisa will work with Janet Cerovski to get the letters printed and mailed.

Karyn Hamilton reported that the Square Dancers silent auction yielded $489 this year. This amount is to be donated back to 4-H and Karyn would like to earmark this amount to the purchase of a floor cleaner for the building. Floor cleaners generally cost approximately $1,500.  Janet Cerovski noted that there was a rebid from last year that was earmarked for $2,800. The Council’s Building Committee can determine the appropriate cleaner to purchase and can approach the Foundation later if additional funding is needed.

Council Report. Michelle Eckhart presented the Council report. New chairs and tables for the Bill Hamilton Building have been purchased by Extension. In the last month, Stir Ups and the Sewing Revue both took place, and the Big Sky Club held a barn dance for 4-H Youth. Communication Day will be held next month. The next council meeting will be held in Augusta.

Luke Duran promoted a Dora Lindner fundraiser to be held on May 13 at St. John’s Lutheran church. This will be an ice cream social and mini camp for younger kids; all funds will go towards 4-H Camp. Camp registration is now open for this year, with a limit of 50 kids, based on camp space. 

Review Scholarship Applications. All scholarship applications were reviewed. Colter Petre and Natalya Routzhan were each awarded a $1,000 scholarship.

The next Foundation meeting will be held on June 7 at 5:30 p.m. at the Bill Hamilton Building.

Topics to be discussed in upcoming meetings: 

  • Revisions to By-Laws of the Foundation
  • Sponsorship planning (June)
  • Potential “round up” campaigns 
  • Potential capital projects for fundraising
  • New ways of advertising the 4-H programs in the county and the Foundation, noting that the Fairbook is now primarily available online and that there are limited printed versions of the Helena Independent Record.
  • View Luke’s presentation on 4-H – part history, part what our county does at all levels, how you can support 4-H
  • Obtaining testimonials for 4-H members for 4-H promotions and the Foundation website, or that teen members could read on radio spots
  • QR codes added to clings next year to direct to website.
  • Camper assistance
  • Thank you for financial contribution from John Morrison 

Lisa DeWitt, Secretary

Lewis and Clark 4-H Foundation
April 5, 2023, Meeting Minutes
Extension Office, 5:30 p.m.

In attendance: Emily Scruggs, Karyn Hamilton, Erin Weisgerber, Janet Cerovski, Lisa DeWitt, Trish Williams, Bev Schneider

$4500 in tent sponsorship $$

Possible dance in Jessica Hamilton’s facility – Jessica would donate the facility. On the 14th there is a dance in the BHB – Big Sky 4-H is sponsoring. (BMI/ASCAP licensing?)(if you play music for others, you need to have ASCAP licensing).

Next time – Luke Duran to give a presentation – the one he put together for an engineering group

The minutes of the previous (March) meeting were declared accepted as printed/written.

The treasurer’s report was presented by Janet Cerovski. Janet reported that in 2022-2023, the Foundation raised approximately $20,800 through sponsorship letters, quilt raffle, and AmazonSmile. Foundation expenses upcoming include the following: $5,000 to the Council, $3,000 for scholarships, $1,000 for tent contribution, $1,300 for signs and clings, $420 for Quickbooks subscription, $1,000 for an accountant. The Foundation’s ending checking balance for April is $76,742.17, with available funds in the amount of $62,161.76.

Discussion ensued regarding procuring an accountant for the coming year, since Marilyn Dusenberry has retired. It was reported that Pinyon would charge approximately $2,000; a subscription to TechSoup could be pursued and the Foundation would be eligible to have online Quickbooks version through them for $75 per year plus a $375 migration fee. This would allow 5 users (treasurers and accountant). Janet Cerovski moved that the Foundation subscribe to Quickbooks online through TechSoup at a cost of 75 per year for the Quickbooks license plus $375 migration fee, and engage Amy Slusser as our accountant for the 990 Tax Form and help with Quickbooks if needed, at a fee of $50.00 per hour. Bev Schneider seconded the motion, which was passed unanimously.

Janet also provided a report on the investment account. The account lost money over the last year, and the management fee went from .5% to1%; the fee is taken in December of each year. The account was opened in 2015 with $25,000; $25,000 was deposited in 2016 and $50,000 was deposited in 2018. The current balance is $137,183.37.

Karyn Hamilton reported that additional funds are still needed to fund the tent for the Fair. Bev Schneider moved that the Foundation send letter to the Friends of 4-H mailing list from the previous year, requesting monetary donations to aid in supporting the tent rental for the fair.

Michelle Eckhart was absent from the meeting, so there was no Council report.

Luke Duran was absent from the meeting, so there was no report on the Website. Janet Cerovski noted that a few donations have come in through the PayPal link on the website.

Discussion of the By-Laws was again tabled until a later meeting over the summer.

The next meeting will be on May 3, 2023, at 5:30 p.m. at the Extension office. The main purpose of the meeting will be to review scholarship applications and select awardees.

Topics to be discussed in upcoming meetings: 

  • Revisions to By-Laws of the Foundation
  • Potential “round up” campaigns
  • Potential capital projects for fundraising
  • New ways of advertising the 4-H programs in the county and the Foundation, noting that the Fairbook is now primarily available online and that there are limited printed versions of the Helena Independent Record.
  • Sponsorship planning

Secretary Lisa DeWitt

LEWIS & CLARK COUNTY 4-H FOUNDATION
MEETING MINUTES
JANUARY 4, 2023, 5:30 P.M., LEWIS & CLARK LIBRARY

In attendance: Bev and Zoe Schneider, Janet Cerovski, Lisa DeWitt, Karyn Hamilton, Erin Weisberger

The meeting was called to order by vice president, Karyn Hamilton.

Minutes of Previous (November) Meeting.
Erin Weisberger requested that the spelling of her last name be corrected to “Weisberger” in the minutes. With that correction, Janet Cerovski moved that the minutes be approved as corrected. Bev Schneider seconded the motion, which was unanimously passed.

Treasurer’s Report.
Janet Cerovski reported that to date, fundraising efforts have raised $7,401.59, raising the available cash on hand at $54.266.29. Janet contacted the State Foundation office for a report on the investment account; we hope to have a report on that account in February.

Director, Trudy Burke – resignation.
It was reported that Trudy Burke, who had been voted in as a Community Member on the Board of Directors, had to resign. Nominations are needed for a replacement community member, for which the term would be 2022-2025. It was suggested that the need for this nomination be placed in the next 4-H Newsletter.

Council Budget – presentation and approval.
The Lewis and Clark 4-H Council budget and request from Foundation for the 2022-2023 4-H year was presented. Council basically broke even last year, expending and bringing in about $69,000, which includes Foundation providing council with $8k last year.  For this year, the 4-H Council estimates $73,000 in income and $88,000 in expenses; Council voted to accept this budget but included only a $5,000 financial request from Foundation at this time. Erin Weisgerber moved that the $5,000 request from the Lewis and Clark 4-H Council be approved and noted that additional funding could be requested at a later date if needed. Bev Schneider seconded the motion, which passed unanimously.

Accountant for Foundation and for the 4-H Council. Marilyn Dusenberry has recently retired. She has been doing our taxes as in kind work for many years. She completed our returns for this year, however, with AZ being bought out, they will no longer offer in kind support. If we stay with them, we will need to pay for these services, as well as for the Quickbooks online subscription, which was previously obtained at a discounted rate through AZ.  A request for suggestions for replacement accountants or accounting firms will be placed in the upcoming 4-H Newsletter.

Website input for January – Luke Duran. While Luke was not present at the meeting, the directors discussed the information to be added to the website. For the current addition, Lisa DeWitt will provide a list of the current directors, and biographical information for directors will be added, starting with president Joe Munis.

Review and update of By-Laws. The review and update of the By-Laws was tabled until the next meeting. In the meantime, a request for a redistribution of the By-Laws was made, and Lisa DeWitt will distribute the current By-Laws to the directors for review.

Other. Karyn Hamilton reported that David Hamilton will be canvassing for tent sponsorships to cover the expense of renting the large tents for use during the fair. Asks are for $1000 per sponsor. He was going to talk to car dealers, etc. Foundation may want to consider being a sponsor. David should consider looking at the list that Foundation uses, to not double dip. Total rental for two tents is $14K ($9 and $5).

Topics for the February meeting:

  • Updated information to add to the Foundation Website
  • Sponsorship of tents at the Fair
  • Revisions to the Foundation By-Laws
  • Scholarship Committee formation
  • Nominations for Director Community Member position

Lisa DeWitt, Secretary

LEWIS & CLARK COUNTY 4-H FOUNDATION
ANNUAL MEETING MINUTES
NOVEMBER 2, 2022, 5:30 P.M., LEWIS & CLARK LIBRARY

Call to Order
President Joe Munis called the meeting to order at 5:30 p.m. at the Lewis and Clark Library on November 2, 2022. In attendance were Janet Cerovski, Michelle Eckhart, Bev Schneider, Karyn Hamilton, Joe Munis, Lisa DeWitt, Catelyn Saunders (Ambassador), Eran Saunders (Council Treasurer), Erin Weisgerber, and Luke Duran.

President Joe Munis provided a brief overview of activities conducted over the 2021-2022 year. Fundraising activities over the year were successful, and the Sponsorship letters remain the most effective effort. The “4-H alumni” letters were a first effort, and will be continued and expanded in the hopes it can expand the donation base as well as bring additional focus to 4-H in the community. The Foundation awarded scholarships, which will be announced on Awards night. In the 2022-2023 4-H year, AmazonSmile will be promoted as a way to donate to the 4-H Foundation, and other fundraising opportunities will be pursued, including a fishing derby.

Treasurer’s Report
The Treasurer’s Report was presented by Janet Cerovski. The overall report for the year was good. Sponsorship letters brought in $16,725; $2,056 were received from a rebid at the Livestock Sale; the “4-H Alumni” letter brought in $800; $200 were from 4-H license plates; and Amazon Smile brought in $35 (deposited quarterly). The Lewis and Clark 4-H Foundation still holds $4,500 for Canyon Creek Stock. At Council meeting, Canyon Creek stated they would be donating $2,000 of this for camp as well as $2,000 from their club spaghetti feed fund raiser.

No report has been received from the Montana Foundation for our investment account. At the end of 2021, the account value was approximately $141000.

Luke Duran reported that Kountry Bumpkins would be presenting $1,000 to Foundation during Awards night, the result of their quilt raffle.

Directors
President Joe Munis reported that directors Sean Maharg and Vicky Bohlman have both stepped down, leaving the following Directors, and their term expiration dates:

  • Community Member, Joe Munis, 2022
  • Community Member, Lisa DeWitt, 2022 
  • Community Member, Kathryn Dunkleberger, 2023
  • Community Member, Janet Cerovski, 2022
  • 4-H Leader, Karyn Hamilton, 2023
  • 4-H Leader, Bev Schneider, 2023
  • 4-H Leader, Linsday Volpe, 2023

Nominations for Open Director’s Seats According to the By-Laws of the organization, the Board of Directors is to be comprised of five business/community members, four 4-H leaders, two 4-H youth (selected each year by Council), one Council representative (selected each year by Council). Nominations were received for the following individuals to fill the open seats:

  • Trudy Burke, Community member
  • Erin Weisgruber, 4-H Leader
  • Joe Munis, Community Member
  • Lisa DeWitt, Community Member
  • Janet Cerovski, Community Member

Karyn Hamilton moved to accept these nomination; Bev Schneider seconded this motion, which was unanimously approved.

There being no further business for the annual meeting, the meeting was adjourned at 5:55 p.m.

LEWIS & CLARK COUNTY 4-H FOUNDATION MEETING
NOVEMBER 2, 2022, 5:30 P.M., LEWIS & CLARK LIBRARY

Call to Order
President Joe Munis called the meeting to order at 6:00 p.m., following the Annual Meeting. 

Karyn Hamilton moved that the minutes of the previous meeting be approved. Janet Cerovski seconded the motion, which was unanimously approved.

Nomination of Officers for 2022-2023
The following nominations and seconded were made for officers of the Lewis and Clark Foundation for the 2022-2023 4-H year:

  • President – Joe Munis was nominated by Janet Cerovski and seconded by Lisa DeWitt
  • Vice President – Karyn Hamilton was nominated by Lisa DeWitt and seconded by Janet Cerovski
  • Secretary – Lisa DeWitt was nominated by Janet Cerovski, and seconded by Joe Munis
  • Treasurer – Janet Cerovski was nominated by Karyn Hamilton and seconded by Joe Munis.

Bev Schneider moved to accept all nominations; Michelle Eckhart seconded this motion which was unanimously approved.

Treasurer’s Report
Treasurer Janet Cerovski reported that Canyon Creek Stock awarded $500 of the money held for them by the Foundation to David Mohler for a livestock project. New letterhead and envelopes were ordered for the sponsorship letters, at an expense of approximately $400. The available cash balance of the Foundation checking account is $47,854.40.

Website Development – Luke Duran
Luke Duran provided a demonstration of a proposed website for the 4-H Foundation. Luke provided a tour of the proposed framework for lc4hfoundation.com, which is a live site. Luke has put this up as a draft page, which is a responsive page set to work on computer or on phone or tablet. The bottom banner could have a carousel of major donors with logos on a streamer on the bottom if the information could be provided to him. This page could include a donate button which would lead to a donation page. Usually the best way to do this is PayPal or stripe, but they take 3% cut.  Erin and Eran noted that Council has a PayPal account, so people can pay their annual fees online. It is already linked to the Council account at Stockman Bank and has a link to donate to the Foundation account as well.

Luke had a variety of suggestions for a Foundation website: Testimonials are important and thank yous could be included as well. The “About” page could list the board, non-profit status, etc. Fundraisers could connect a website like this to social media, periodically could do a promotion that is a specific fundraiser for the Foundation., e.g., fill the stock tank. The goal is to keep the Foundation profile active.

Lisa DeWitt moved to accept this drafted website as the Foundation website and to connect into PayPal of council for the purposes of donations to Council. The motion was seconded and unanimously approved.  This item will be added as a regular item for reviewing information to include on the website

A draft of the sponsorship letter was reviewed. Lisa DeWitt will revise the letter and provide it to the Board for review and comment prior to finalization and distribution and will report on this at the next meeting.

Topics for the December meeting:

  • Review of By-Laws
  • Sponsorship Letter Report
  • Marilyn Dusenberry’s retirement and support from Anderson Zurmuehlin, Quickbooks
  • Website input for December and forward planning
  • Legislative Breakfast –January – Luke Duran is on the planning committee
  • Additional fundraising needs and activities
  • Other

There being no further business, the meeting was adjourned.

Lisa DeWitt, Secretary

LEWIS AND CLARK 4-H FOUNDATION

October 5, 2022, 5:30 p.m., Lewis and Clark Library

In attendance: Janet Cerovski, Karyn Hamilton, Michelle Eckhart, Joe Munis, Lisa DeWitt, Kathryn Dunkleberger, Molly LaChere, Karly LaChere, Bev Schneider

There were no minutes from the last meeting, due to lack of quorum.

The Treasurer’s Report was provided by Janet Cerovski. Total fundraising in 2021-2022 brought in $19,869.29. The sponsorship letter brings in the most money by far. The current checking account balance is $62,377.95. After accounting for designated funds, available funds in the checking account are $47,367.54. Janet reported that she had not yet received a quarterly report for the investment account for this year, but with a new Foundation Representative, hopes to have a report for the annual meeting. Janet also reported that the 4-H Council started the 4-H year with $14,876 and ended with $15,432.

The Council update for the September meeting was presented by Michelle Eckhart. Outdoor superintendents have been selected and approved for the coming year. Many indoor projects do not currently have superintendents. The tents for the fair have been reserved for next year. Enrollment for the coming 4-H year has just started. Several ambassadors met with Montana Radio who has a client who says they want to promote it all year long rather than just during the Fair.  Awards night will be held on November 6.

Discussion was held on the need for nominations for Directors for the coming year. According to the By-Laws of the organization, the Board of Directors is to be comprised of five business/community members, four 4-H leaders, two 4-H youth (selected each year by Council), one Council representative (selected each year by Council). Sean Maharg and Vicky Bohlman have both stepped down, leaving the following Directors:

  • Community Member, Joe Munis, 2022
  • Community Member, Lisa DeWitt, 2022 
  • Community Member, Kathryn Dunkleberger, 2023
  • Community Member, Janet Cerovski, 2022
  • 4-H Leader, Karyn Hamilton, 2023
  • 4-H Leader, Bev Schneider, 2023
  • 4-H Leader, Linsday Volpe, 2023

Joe Munis, Lisa DeWitt, and Janet Cerovski all accepted nominations for the next three-year term. Kathryn Dunkleberger nominated Trudy Burke to fill the open community member position and indicated that Trudy had accepted the nomination. This leaves only one 4-H leader position to be filled. These nominations will be voted on at the Annual Meeting.

The Annual Meeting of the Lewis and Clark 4-H Foundation will be held on November 2, 2022, beginning at 5:30 p.m. at the Lewis and Clark Library, to be followed by the regular meeting of the Foundation.

Topics to be discussed at the regular meeting are listed below:

  • Lewis and Clark Foundation website development
  • Sponsorship letter development
  • Review By-Laws, and update as appropriate

Lisa DeWitt, Secretary