A printable version of the 2/2025 revision of the Cascade 4-H Foundtion Operation Policy is available.

Original 6/1982
Rev. 9/2006
Rev. 4/2017
Rev. 4/1998
Rev. 4/2008
Rev. 2/2018
Rev. 11/1999
Rev. 11/2008
Rev. 4/2018
Rev. 5/2000
Rev. 4/2009
Rev. 2/2019
Rev. 9/2000
Rev. 2/2013
Rev. 2/2021
Rev. 2/2001
Rev. 4/2013
Rev. 2/2025
Rev. 12/2002
Rev. 2/2015
Rev. 5/5/2025
Rev. 2/2004
Rev. 6/2016
 
Rev. 11/2004
Rev. 11/2016
 

MONETARY SUPPORT GUIDELINES

The Cascade 4-H Foundation pays the expenses of 4-H sponsored county-wide, out-of-county, national (out of state) , and international events and activities to the extent outlined in the following policies.

A Cascade 4-H Foundation Travel Authorization Form (available online at cascade.msuextension.org) must be completed, submitted, and approved by a Foundation Board Executive officer prior to travel. This form must outline the projected travel costs for the trip. The 4-H member or leader is required to pay their portion of the registration fee prior to the date that payment is required for the event. The members will pay their portion of costs to Foundation two weeks before registration is due if payment is due before the event.

A mandatory meeting to include the participants, parents, extension agent and at least 1 foundation board member is required prior to out of state travel. The Foundation expects the participants to report to them regarding the activity or event attended at the next regularly scheduled meeting after travel

Chaperones are designated by the Extension agent per 4-H Cascade County Chaperone policy. A chaperone is one so designated. A delegate is one who is attending the entire event and is designated as a delegate.

If a 4-H member or leader does not attend an event or activity, they may be required to pay all Foundation incurred expenses. Within reason, participants should participate in available learning activities. If an attendee doesn't participate in the said event or activity without absence approval from a chaperone or county agent, a waiver of reimbursement may be necessary.

The member will need to pay their portion of costs to Foundation two weeks before registration is due.

For events or activities that do not include registration, meals, or lodging, the current Montana State University Extension (MSUE) Reimbursement Policy must be used as a base to figure actual fixed expenses. Fixed expenses are defined as lodging, meals, mileage, and travel. Itemized receipts or vouchers are required. Reimbursement must not exceed current per diem per person per MSUE. Maximum tip will be 15%. No alcohol will be reimbursed.

Lodging must be figured by dividing the total cost by the number of people per room. The leader's share should be paid in total 100% and should pay the member's in total 75%. Lodging is authorized for travel that exceeds 50 miles from the start point. Meal reimbursements require receipts and are paid based on actual cost, but not to exceed 100% for leaders or 75% for members of the current per diem per person following MSUE per pay.

Travel Reimbursement is based on actual gas receipts, plus a payment based on actual miles driven at 10 cents a mile paid to the leader or driver designated by the Extension Office. Without gas receipts, reimbursement must be based on actual official miles traveled multiplied by the current price of Great Falls gas with an assumed 20 mpg. If two cars go at the request of the Extension Office staff, one going and another coming back, each must be paid round trip mileage. Consideration is given to whether renting or using personal vehicles is the best option. The Foundation may waive reimbursement to those choosing not to carpool when possible.

Trips/events/activities not covered in the Foundation's Operation Policies must require an expenditure proposal presentation to the Board and Board's approval. Prior to travel, 4-H members and leaders may approach the Board for approval of other areas not covered by Foundation Operation Policies. Scholarships can be requested. Requests are considered on a case-by-case basis.

  1. COUNTY-WIDE ACTIVITIES

    The Foundation will pay a building fee of up to $1000.00 per year, per program area (Horse, Livestock, Shooting Sports) for building use. Preference should be given to county owned facilities. Invoice is required for payment.
    1. OUT-OF-COUNTY ACTIVITIES include but not limited to Congress, Rec Lab, Junior Leader Camp, NILE and Student Ag Expo, Livestock, Meats, Horse Judging Teams, Fall Training, Montana 4-H Citizenship Seminar, must be approved by the 4-H agent, two weeks prior to registration deadline. Requests must be made to the Foundation prior to attending. Preference is given to those members and leaders who have not already attended the designated event. In the absence of first-time applicants, Foundation payments are made to returnees after receipts are submitted to the Extension office. Extracurricular (sideline) events during these trips are not included.

  2. The Foundation shall pay at its discretion and follow the Operation Policies Monetary Support Guidelines:

    1. Reimbursement and expenditure forms are available at Extension office and on the website – cascade.msuextension.edu. These must be turned in within two weeks after trip/event conclusion.
    2. Registration fees which include room and board: 75% of the registration fee for members and 100% for leaders/agent.
    3. For approved leader training 75% of the leader's expenses, including mileage, lodging, meals, and registration. Approved training includes but is not limited to District, State, and Western Regional Leaders Forum, Shooting Sports Instructor Training, Montana 4-H Livestock Leaders Forum, and Montana 4-H Horse Leaders
    4. 100% of mileage, meals, and lodging not covered by the state for Cascade County representatives ofthe Cascade 4-H Foundation at State 4-H Foundation functions.
    5. Up to $1200.00 to defray costs to the State 4-H Horse Show. The $1200.00 will be shared by members up to a maximum of $200.00 per attending member to cover up to 75% of the registration, lodging, and travel costs for members. This excludes the cost of horse boarding fees. If the State 4-H Horse Show is hosted in Cascade County, only 75% of registration fees will be covered (no travel or lodging fees).
    6. Up to $1200.00 to defray costs to out-of-county hosted Shooting Sports Competitions. The $1200.00 will be shared by members up to a maximum of $200.00 per attending member to cover up to 75% of the registration, lodging, and travel costs  for members.
  3. OUT-OF-STATE (NATIONAL) ACTIVITIES include but are not limited to Western Roundup in Denver, Old West Regional Range Judging Contest, or National 4-H Congress and must have a qualifying contest and be approved by the 4-H agent two weeks prior to registration deadline. Will not include extracurricular (sideline) events during these trips. Preference is given to those members and leaders who have not already attended the designated event. In the absence of first-time applicants, Foundation payments are made to returnees after receipts have been submitted to the Extension office.

    The Foundation will pay:
    1. 75% of the fixed expense not otherwise paid by the Montana 4-H Foundation or not covered by other sponsorship for each approved delegate or state award winner.
    2. A total allocation of $500.00 for approved Cascade County 4-H leaders and members attending the Black Hills Rec Lab. Each participant will receive a maximum of $100.00. If more than five persons are inattendance, the $500.00 must be divided equally among those attending.
    3. A total allocation of $500.00 for approved Cascade County 4-H leaders and members attending the Chatcolab. Each participant shall receive a maximum of $100.00. If more than five persons are inattendance, the $500.00 must be divided equally among those attending.
  4. NON-QUALIFYING ACTVITIES include but are not limited to Leadership Washington D.C. Focus, Citizenship Washington D.C. Focus, National 4-H Conference, Ignite 4-H Conference and Cascade County Exchange. Members, leaders, chaperones, and the 4-H agent participating in these events are excluded from reimbursements per this policy. The 4-H agent will encourage participation and support fundraising for members of these events.
  5. INTERNATIONAL EXPENSES

    The Foundation will pay:
    1. 15% of the mandated costs and fees for each approved Cascade County delegate or chaperone to Outbound International 4-H Youth Exchange
  6. RECEIVING AND ADMINISTERING FUNDS

    Cascade 4-H Foundation By-Laws Article 3 (f), states: Receive, maintain and hold by request, devise, gift orotherwise, either absolutely or in trust, for any purposes, any property, real or personal, any fund or funds,without limitations as to amounts or values; convey such property and invest and reinvest any principal orinterest; direct, manage, and expend the income of the Cascade 4-H Foundation and administer any special fundsfor various purposes as agreed upon by the Cascade 4-H Foundation and any individual or agency making suchspecial funds available provided that no part of funds or net earnings of the Cascade 4-H Foundation shall endurefor individual pecuniary gain of any of the activities of the Cascade 4-H Foundation shall be carrying on ofpropaganda or otherwise attempting to influence legislation.

    These funds must be for cases that benefit 4-H and follow guidelines found in the Foundation Bylaws and the Foundation Operation Policies. Therefore, no special funds or memorials can be set up without a writtenagreement to the terms and limitations of both parties. All gifts received as memorials for another person shall be treated by this Foundation to use per its Bylaws to promote 4-H programs in general. Individuals or organizations wishing to establish special funds or memorials should contact the officers of the Foundation to set up terms and limitations upon which both parties can agree.
  7. SCHOLARSHIPS

    Scholarship winners must be selected in the spring from applications submitted by the designated deadline. The scholarships are issued on July 1st annually, jointly payable to the recipient and the educational program of their choice. All application directives must be followed.

    1. Submission of the Cascade 4-H Foundation Scholarship Application Form is required for Foundation first-time applicants and previous recipients.
    2. Up to eleven (11) Cascade 4-H Foundation scholarships shall be At no time will the total amount of Foundation scholarships exceed $5500.00.
      1. Up to seven scholarships may be awarded with priority to first-time applicants.
      2. Up to four scholarships may be awarded with priority given to previous
      3. Each scholarship may be $500.00. Depending upon recipient numbers, amounts are increased equitably, up to $1000.00 per scholarship.
      4. Must have been a Cascade County 4-H'er for one year to apply.
    3. Jacob Schott Memorial scholarship is awarded yearly to beef project members and will follow donor written policies. Funds are tracked by the foundation and will be sunsetted as such. Keely Drummond Schearer Memorial scholarship is awarded yearly and will follow donor written policies. Funds are tracked by the foundation and will be sunsetted as such. Submission of the Cascade 4-H Foundation Leader Scholarship Application Form is required for the Foundation Leader Scholarship applicants.
      1. Adult volunteers who are current 4-H leaders and have served for at least three (3) years may apply for a $500.00 scholarship to pursue an associate, bachelor, or master’s degree or continued education. Priority must be given to first-time applicants.
    4. Cascade 4-H Foundation Scholarship Application is available online at www.montana.edu/extension/cascade. 
  8. ADMINISTRATIVE
    Provide any other administrative costs upon request that will be voted on by the Executive Council.
  9. BOOKKEEPING SUPPORT
    1. Purchase a subscription to a cloud-based computer operating environment subject to Board approval,thereby allowing Foundation Treasurer, 4-H Bookkeeper, and 4-H Foundation Financial Advisor access.Subscription shall include accounts for 4-H Foundation, 4-H Leaders Council, 4-H Shooting SportsCommittee, 4-H Horse Leaders Committee, and 4-H Livestock Leaders Committee. The cloud shouldinclude storage for documents for these groups.
    2. Hire a bookkeeper to manage the finances of the Cascade 4-H Foundation, including billing the separate entities (Shooting Sports Leaders, Horse Leaders, Livestock Leaders, Leaders Council, andFoundation for time spent on each entity). Bookkeeping services must be provided by a Contract for Services bookkeeper. Contract for Service to be reviewed annually. This is a contract with the Cascade 4-H Foundation and the scope of the contract includes the Cascade 4-H Foundation, Cascade County 4-H Leaders Council, Cascade County 4-H Horse Leaders, Cascade County 4-H Livestock Leaders and Cascade County 4-H Shooting Sports Leaders. Wages are prorated between each entity based on the time worked on each entity's account. The bookkeeper must perform general bookkeeping duties and provide quarterly services invoices to Foundation, Leaders Council, Horse Leaders, Livestock Leaders, and Shooting Sports Leaders.
    3. Foundation may need to issue an IRS form 1099 annually to the bookkeeper.