Anne Arundel County 4-H Livestock Auction Committee (AAC4-HLAC) Rules and Regulations Purpose: To bring all Anne Arundel County 4-H members together who have a Market Livestock Project for the purpose of promoting and organizing the Livestock Auction at the Anne Arundel County Fair to encourage the growth and expansion of livestock projects. Auction Member Eligibility 1. To be eligible to sell in the Auction sellers must be a paid member of Anne Arundel County 4-H, abide by all rules and regulations of 4-H and Anne Arundel County Fair and AAC4-HLAC, and be an active participant in the Anne Arundel County 4-H Livestock Auction Committee. (AAC4-HLAC). 2. All sellers or any 4Hers considering a market project must attend the Livestock training session on the 3 rd Tuesday in February. 3. Sellers must have completed and be up to date on their Quality Assurance certification, this must be turned in by the final weight in. No exceptions. 4. Sellers must be present at the auction in order to sell, unless special permission is granted by the 4-H Extension Educator, Amanda Wahle (awahle@umd.edu). 5. Sellers and/or their families must sign up and participate for some responsibilities for at least 1 of the AAC4-HLAC assignments or sub committees. Read Appendix. 6. If the rules and regulations are not adhered to, the seller will lose the privilege of selling their animals in the Auction. 7. Put in at least 2 hours to help clean and set up fair grounds prior to fair. 8. Sellers must prepare and turn in a biography (pictures if they want) and a Thank you to their last year s buyers to be printed in the Buyers Bidders book. The Bios and pictures must be emailed to Deana Tice aa4hlivestockauction@gmail.com by June 30. If they are not in on time the seller will not be able to participate in the Auction. 9. Sellers are encouraged to sell raffle tickets. The ticket stubs, money and any unsold tickets are due at check in/weigh in. 10. All sellers are encouraged to participate in one outside sales promotion to help promote the Auction and the fair. These could be booths, meetings or other opportunities the committee finds. Pre-Fair Requirements 1. Sellers participating in the Auction will be enrolled in a 4-H livestock project prior to the ownership deadline. Deadline is at weigh-in: second Saturday in January for steers and third Wednesday in May for all other market animals. 2. Animals must be weighed and tagged at the weigh-in. All other animals must meet MDA and USDA tagging requirements by Fair Entry Day. 3. All Auction animals should be provided necessary vaccines and de-wormers in advance of all drug withdrawal dates. 4. Sellers must follow all USDA requirements for withdrawal of feed additives and medications. Any Auction project animal that must be treated for illness or injury, and that will not meet the drug withdrawal dates, should be removed from the Auction, and cannot be shown in 4-H market classes. 5. Sellers should contact at least two new buyers every year. The new buyer s names, addresses, and letters must be turned in to the club leader or representative for review by June 30. Buyers names and addresses must be turned into Deana Tice (aa4hlivestockauction@gmail.com) by July 10 th. The sellers are requested to visit their prospective buyers to follow up on the information sent out. 6. All entry forms will be turned in on time as stated in the 4-H catalog. 7. Limit: Each exhibitor is only allowed to sell 2 steer, 2 pigs, 2 goats, and 2 sheep. If they show more than the limit to sell each exhibitor must confirm with their species chairperson which animals will sell at check in/weight in (no exceptions). If the animal is Grand champion and owned by an Anne Arundel County 4-H
Member, then that animal must sell. Other County 4-Hers are not allowed to sell. 8. All correspondence with buyers must be proof read and approved by the club leader or correspondence coordinator prior to being mailed out. 9. All state health regulations must be complied with and will be strictly enforced, including a current health certificate from a Veterinarian. 10. A poster or sign must be on display at each seller s pen. The poster should include a Thank you to your previous year s buyer and information about your current project. All posters and signs must be hung prior to fair opening On Wednesday at 4pm. 11. All market lambs must be slick sheared prior to arrival at the fairgrounds. Fair Week Requirements 1. Upon arriving at the fair grounds each exhibitor is responsible for seeing that their animals are checked in prior to unloading. At check in you must have your certificate of veterinary inspection papers filled out and ready for review. All sellers are responsible for having their market animals weighed in at the designated times by their Species Chairperson and the fair representative. Pigs will be weighed in as they are unloaded between 3pm and 7pm. Weigh-in for all other animals will be at 7pm in the following order steers, goats then sheep. 2. Participants must fill out the appropriate forms and turn into the Species Chairperson. These forms include tax forms (W-9), rate of gain papers, feed assurance and the animal medication form. These forms are due immediately following weigh-in. 3. If the minimum weight or rate of gain is not met on an animal it may not be shown in 4-H market classes or sold in the Auction. There will be no re-weighs. 4. The Following Rate of gain will be met per species per day in order to sell in the Auction: a. Swine: 1.5 lbs b. Steer: 2.0 lbs c. Sheep: 0.3 lbs d. Goat: N/A 5. All animals must meet Minimum weight and may not exceed maximum per species in order to sell in the Auction: a. Swine: 220lbs minimum weight and may not exceed 325lbs maximum b. Steer: 1000lbs minimum weight and may not exceed 1415lbs maximum c. Sheep: 80lbs minimum weight and no maximum d. Goat: 40lbs minimum weight and no maximum 6. All animals must be fitted/prepared and exhibited in the show ring by the 4-H owners. Any request for exemption must be approved by check in date by the 4-H Extension Educator, Amanda Wahle (awahle@umd.edu). If approved the animal may be shown by another 4-H member of the same age or younger. In the event of sickness or injury after check-in, the case will be reviewed by Amanda Wahle. Parents cannot show or fit or prepare the 4-H members animals. 7. Maintain your Auction animal in showmanship quality cleanliness throughout the fair. 8. Maintain a safe and clean display for the public throughout the fair. Aisles must be kept clean and clear for free access. Pens must be kept clean daily including removal of all old bedding. Do not put clean bedding on top of dirty. 9. Maintain the feeding program for your Auction animal. Animals must be kept on their normal feeding schedule to prevent weight shrinkage or loss until they are loaded on the trailers. 10. First bedding will be provided; sellers are responsible for bringing or purchasing all other bedding and removing at the conclusion of the fair. 11. Animals will be released at the conclusion of the fair. Sellers that remove their animals prior to the conclusion of the fair will forfeit all premiums. 12. 4-H Uniform requirements: Each member will be required to wear the official uniform while showing and presenting their animal for the Auction. 13. Sellers owning animals that do not make the sale criteria will not place For Sale sign on their project animals until after the Auction is complete. Private treaty sales prior or during the Auction are prohibited. Anyone doing this will not be allowed to sell the following year.
14. Each seller is required to have his/her picture taken at the time designated. This picture will be put on the buyer s poster/certificate. One picture per animal to be sold is needed. 15. All animals that weigh in and enter in market classes will be assumed in the Auction. In order to remove your animal from the Auction you must tell the Species Chairperson at check-in/ weigh-in at the beginning of the fair. If one of the seller s animals wins champion and they must sell that animal they may take one of their other animals out of the sale. This must be reported to the Species Chairperson with in 1 hour of the end of the species show. 16. All sellers are requested to work at the information/raffle sale booth for at least 2 hours during the fair week. Day of Auction 1. Assist with set-up, dinner, tasks during the sale, and clean-up following the sale. 2. Attend the pre-sale meeting at 5pm Saturday in the Auction Dinner tent. 3. Be prepared and present to enter the sale ring with your animal at the appropriate time. Animals not ready to sell when called and miss their sale order will sell at the end of the auction for that species. 4. Grand and Reserve Champion animals will sell first in each species group. The remainder of the order will be chosen by placing order as determined by the computer. The Species Chairpersons and the Barn Manager will produce the order. 5. Members will not be able to sell if: a. The animal does not make weight or is over the maximum weight or does not make rate of gain b. The member does not have the animal shown in the appropriate market class. c. If the animal is refused entry to fair during health check d. If the species chair or judge says the animal is unhealthy or unfit, animal may also be asked to leave the premises. e. If member does not meet all the requirements stated in the AAC4-HLA Rules and Regulations, the 4-H Rules and Regulations and the Anne Arundel County Fair Rules and Regulations. 6. Any animal designated as "resale or donated by the buyer during the Livestock Auction will be resold at the end of the sale. The seller is responsible for bringing the animal back into the sale ring at the appropriate time. A sale fee will be assessed for each of the transactions. 7. All sellers in the Auction will remain at the ring area until the conclusion of the auction. Sellers should be building up the crowd and available to assist wherever needed during the sale. 8. Any animal that is determined to not be in a showmanship condition will be refused entry into the sale ring until properly cleaned. Upon being properly cleaned, every attempt will be made to market the animal at the next opening after having been represented to the ring gate keeper. If the last animal has been marketed prior to your returning with your cleaned animal you will have forfeited your opportunity to have your animal sold at the Auction. Animals may only be decorated with products that are non-toxic. Only approved animal products may be used. Decorated animals need to be washed clean prior to the conclusion of the fair. 9. The only awards allowed in the Auction ring are those showmanship and market awards won on the animal to be sold at that fair. 10. The Auctioneer has the final say on all bids. 11. If a seller asks a buyer for their animal to be returned to them, or if they ask for a buyer to give them an animal without purchasing it through the Auction, or resale, they will automatically forfeit the sale of their animal and the purchase price will be returned to the buyer. If the buyer, of their own accord, offers the animal to an organization or to be resold to benefit another group or club that will be permissible and no action will be taken. 12. Bring a food dish and drinks to contribute to the Buyers Dinner. After the Auction Requirements 1. Members must create an acceptable thank you letter the day after the Auction. This letter must be
read and approved by Deana Tice. The Thank you letters must be turned in by 5pm on Sunday after the Auction. 2. All members must clean pens and show area. GENERAL RULES: 1. FEES: The Anne Arundel County fair will charge 5 % commission on each animal sold to be placed in the Anne Arundel County 4-H Livestock Auction fund. Funds raised from the commission will be used for maintaining livestock scale, promotional costs (including pictures, buyers correspondence and advertisements) sale expenses, livestock facility improvements, hauling of animals and other expenses deemed necessary by the committee. 2. If a sale animal dies after the auction but before being processed at the plant the buyer will be contacted and given the choice of a replacement animal of like quality and size or their money refunded. The AAC4-HLAC fund will contribute up to $2500.00 for the replacement of the animal. If the replacement cost is more than $2500.00, the seller will be responsible for the difference (difference to be withheld from sellers proceeds). If the buyer chooses to be refunded, the buyer will be refunded from the sale proceeds and the seller will be paid from AAC4-HLAC fund for the sale cost of the animal, payment not to exceed $2500.00. The replacement of the animal or money refund will be handled by the Species Chairperson, 4H Extension Educator, and the Anne Arundel County Fair President. 3. If a sale animal is condemned in the slaughter process (because of disease, use of medicine, infection, etc.) it is the seller s responsibility to absorb the loss. The buyers will be refunded their money. 4. Under no circumstances will a seller whose sale prospect dies or becomes sick or injured to the point of being unable to show or has been otherwise termed as unfit, be allowed to sell in the Auction 5. The AAC4-HLAC does not guarantee the sale of any animal. Every effort will be made to market each animal while in the auction ring. 6. If the funds in the AAC4-HLAC treasury are low then a Fund Raiser maybe required to rebuild the funds. In this case all sellers will be required to participate. 7. All grievances with the Auction must first be referred to 4H Educator in writing. A $50 fee must accompany the written grievance. During the fair, grievances will be reviewed within 24 hours of receiving the grievance. The fair grievance committee will be selected by the Anne Arundel County Fair President and the 4-H Extension Educator. The grievance committee shall have a minimum of 5 grievance committee members to have a vote. If a grievance is given not during fair time the issue will be reviewed within 30 days of grievance. The decision of the committee shall be final and binding. Should the protest not be sustained, the $50 fee will be forfeited to the AAC4-HLAC fund. 8. Conduct unbecoming of a 4-H member, parent or volunteer shall result in the exhibitor being immediately disqualified by the AAC4-HLAC as set forth in the 4-H and Anne Arundel County Fair Rules and Regulations. 9. Payment for animals sold at the Auction will be mailed to the seller after payment has been received from all the buyers and seller has turned in all paper work and Thank you cards. 10. In the event of an emergency or unforeseen circumstances, the AAC4-HLAC grievance committee can alter the rules and regulation for the benefit of the Auction.
Appendix Anne Arundel County 4-H Livestock Auction Assignment/Sub-Committees Species Chairperson - set up barns layout for species, put all entries into the computer, arrange class lists for shows, set up order of go for the auction, oversee the animals welfare while on the fair grounds, order supplies (ie: tables, chairs, microphone), oversee the set up of the arena for show and sale Hog Sheep Beef Dairy Goats Rabbits Poultry Barn Set-Up Coordinator Clean-up and set-up of barns prior to fair; all sellers should help Correspondence Coordinator - Preview all information before being sent to buyers or potential buyers, coordinate meetings, workshops and keep communication flowing to all 4-H ers having Livestock project Sale Promotion Coordinator - Includes but not limited to sale Brochures, information letters, visits to potential corporate buyers, advertising and contacting newspapers to request articles on fair and auction Invitation Coordinator - Send out invitations to buyers and coordinate fair tickets with fair president to insure that all potential buyers receive tickets Posters and Banner Coordinator Create and produce the previous year buyers thank you sign and the show ring banner Photographer Take photos of animals and exhibitors at the Auction and throughout fair week Power Point Display Coordinator - Slide show and public knowledge displays Auctioneer Services Coordinator - Auction table recording and Master of Ceremony Ring Management Coordinator - Show ring set up, sale ring set up, assist getting animals to the ring and monitoring safety during shows and sale Processing Arrangement Coordinator - Making appointments at the processing plants in advance of the fair, preparing cut sheets, processing fees and information for buyers, registering and checking out buyers on sale night Buyers Gifts Coordinator - Gifts for night of auction, Pictures and Certificates, and Holiday cards, etc. Live Animal Transportation Coordinator - Arranging transportation and making list of which animal goes to which plant and supervising the loading of trucks Buyers Dinner & Drinks Coordinator - During the auction; all sellers will contribute Auction Bidder Book Coordinator - Sellers bios, photos, and thank you blurbs Raffle Coordinator Ticket printing, distribution and collection of funds