Building
Community
Relationships
Working with Ag. Societies
Rob Smith & Mark Sayers
Saturday, January 15th, 2005
4-H Leader’s Conference
10:30 a.m. – Clearview Room
Goals of this session
Explanation of the “Problem”
Definition of Ag. Society mandate
Identification of strong 4-H / Ag. Society
relationships around Alberta and what
makes them work
Discussion of Grant Structure
How do we make the relationship better?
Explanation of the “Problem”
Be it resolved that the Southern
Alberta Regional 4-H Council
petitions Provincial 4-H
Council to lobby the “Alberta
Association of Agricultural
Societies” (AAAS) to:
1. Create a strategic
alliance resulting in
reduced facilities costs
for club, district, regional
and provincial programs,
events and activities;
2. Create a demonstrative guideline
(including one (1)
activity/event/program submission
form, standard across the province)
for Ag. Societies to convince them of
the capability of partnering with 4-H
(at all levels) in order to achieve
AAFRD/Lottery funding as per current
application guidelines
3. To have all in place for a
presentation to the next
AAAS convention in
January 2004
This has certainly not happened… but
is on its way…
Definition of the Ag. Society
mandate
Agricultural Societies are non-profit
organizations that encourage
improvement in agriculture and in the
quality of life of persons living in an
agricultural community by developing
programs, services and facilities
based on needs in their agricultural
community.
History
Early Agricultural Societies developed fairs
and exhibitions for the transfer of
production information to farmers. These
events were seen as opportunities to
gather people from neighboring areas,
learn something new, and have a good
time doing it. 100 years later, Agricultural
Societies in Alberta still provide over 1000
fairs and agricultural events each year.
The first agricultural society, known today as
Edmonton Northlands was established in 1879.
Soon followed by Calgary Exhibition and
Stampede, Medicine Hat, Lethbridge,
Wetaskiwin and Olds all prior to 1900.
By 1940 there were 30 agricultural societies and
by 1970 there were 49.
During the 1970's, agricultural societies in
Alberta expanded their role in rural communities
by developing community facilities, creating an
influx in registered agricultural societies.
By the end of the 70's there were 212
agricultural societies.
Agricultural Societies in Alberta continue to
maintain their traditional roles while meeting
the needs of the agricultural community.
Focus now is forming new partnerships with
a variety of agricultural and community
groups.
Presently there are 293 active agricultural
societies.
Ag. Societies are encouraged to operate in
an entrepreneurial, business-like manner.
Bound by the Agricultural Societies Act.
Did you know…
That in the 2003-04 fiscal year, Alberta Ag.
Society donations to 4-H totaled
$112,000?
This actually amounts to approximately
$260 / club…
Or $14 / member in the province of
Alberta.
Olds Agricultural Society
One of the oldest in Alberta
Founded in 1899
One of the 9 “Major Fairs”, along with:
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Calgary & Edmonton;
Lethbridge;
Medicine Hat;
Red Deer;
Camrose;
Lloydminster;
Grande Prairie.
Olds Agricultural Society
Donates 200 ‘Days Operating’ to “free”
events each year with a requirement to
only provide 40. Most is for 4-H events.
In 2000, OAS Board motioned to provide
‘Days Operating’ to 4-H groups,
Handicapped Riding, and other youth
groups, in that order.
“Free” bookings are for youth groups only
Olds Agricultural Society
Hosts:
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District Heifer Show
District Horse Show
Olds / Eagle Club Achievement Day
Mountainview Dairy Club Achievement Day
Calgary Regional Judging Contest
Provincial Draft Horse Achievement Day
Provincial 4-H Beef Heifer Show
Numerous ‘Mock’ Achievement Days
Numerous club workshops
Two horse clubs use for riding
Olds Agricultural Society
Hires local 4-H clubs for grounds clean-up
during Mountainview County Fair &
Rodeo, leading to a pay-out of
approximately $5000 for four days;
Has created a ‘Youth Ambassador’
Program to recognize outstanding youth
and gives them 3 - $1000
scholarships/year
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Every recipient so far has been a 4-H member
Olds Agricultural Society
What do they ask in return?
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Picking rocks once or twice each year from
the track;
Clean the grandstand in the spring;
Keep the facilities clean and neat while being
used for ‘free’ activities;
Spread ‘good will’ about the usage;
Consider them first for ‘paid’ bookings.
Olds Agricultural Society
Becoming the facility of choice for major equine
events in Alberta.
Now hosting Provincial Shows for Angus and
Limousin Junior Associations.
Increasing number of purebred seedstock sales.
To contact for more information:
General Manager Tami Gardner
403/556-3770
Lakedell Ag. Society
Adjacent to Provincial 4-H Centre at Battle
Lake;
Very much a part of this community.
Provides facility ‘free” for:
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Provincial Equine Leaders Forum (PELF);
Provincial Beef Leaders Update (BuD);
Lakedell Achievement Day.
Lakedell Ag. Society
Applies for and works many ‘Bingos’ in
Wetaskiwin as a major fundraiser in
addition to grants;
Solicits involvement from local 4-H clubs
to assist with 4 or 5 ‘Bingos’ each year;
Makes $400 - $800 / Bingo.
Other Success Stories
Manning Ag. Society
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Contact -
Nora Paulovich: 780/836-2337
High Prairie Ag. Society
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Contact -
Diane Perry: 780/523-3965 or
Darla Driscoll: 780/523-5338
Current Grant Structure
Grant monies come AFTER the
completion of the activity year;
Divided into three categories:
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Operational Expenses;
Agricultural Activities and Programs
Expenses;
Rural Development, Leadership and
Training Expenses.
Operational Expenses
Only eligible if you own or operate a facility that
housed an agricultural event in the past year;
Expenses paid or reimbursed by an
organization other than you are not eligible;
All expenses claimed must be paid by you and
shown on your 2004 year-end financial
statement;
If you received a municipal grant for operating
expenses or have been reimbursed by another
organization, you must deduct that amount
from your operating expenses;
You may claim the net of your actual operating
expenses.
Eligible Operational Expenses
Utilities
Office Supplies
Wages (concession, icemaking, janitor,
programming, Executive
Director, etc.)
Repairs & Maintenance
(maximum $2000: floor
stripping, janitor supplies,
equipment rental, etc.)
Postage
Garbage pick-up
Snow removal
Yard maintenance
Top-ups (STEP / SEED /
PEP)
Bookkeeping fees
Insurance
Workers compensation
Cattle feed costs
Frontage tax in for
garbage
Sewer
Freight
Advertising
Promotions
Not Eligible Operational Expenses
Membership fees
Licenses / License fees
Start-up / shut-down ice
plant
Concession supplies
Bank charges
Internet hook-up /
installation
Cable
Bingo supplies / charges
GST
Interest Fees
Taxes
Corkage
Legal fees
SOCAN
Alcohol
Food
Capital expenses
Renovations &/or
additions
Late payment penalties
Small tools & hardware
Building appraisals
Operational
Expenses
Are currently paid back to
Alberta’s Ag. Societies in
the amount of 15 – 16%
Agricultural Activities &
Programs Expenses
You must include a schedule of revenue
and expenses for all activities being
claimed. If your accountant in unsure
how these schedules must appear,
please have him/her call.
Eligible Agricultural Activities &
Programs Expenses
Agricultural education
Market & Trade
development
Non-pro rodeos (net out
cowboy’s entry fees)
Horse clinics
Heavy Horse Pulls
Stock dog trials
Gardening courses
Internet: workshops &
operating line fees
Bull-a-ramas
AAAS Float fee
4-H shows & sales (no
cattle sale expenses)
4-H camp (other than
those listed in the
leadership category)
4-H project day
(Achievement)
Agricultural Fairs
Sponsorship of Ag. Events
(i.e. Farm Women’s
Conference, etc.)
Team Penning – wages
Senior Pro Rodeo
Communities in Bloom
Not Eligible Agricultural
Activities & Programs Expenses
Craft shows
Entertainment
Dinner theatres, meals or
beer gardens
Parades
Pro Rodeo
Chuck wagons / Pony
chucks
Tractor Pulls
Jackpot shows – beef or
horse
Stampede Wrestling
Fiddler’s Contest
Clothing
Bingos, Raffles
Horse, Dog or Wild Horse
Racing, Sport Dog Shows
Fireworks
Petting zoos
Pony rides
Cowboy Poetry
Musical Rides
Fundraising activities
Recreation / sporting
activities
Bike Rodeo
Eligible Expenses for Bull-a-ramas,
Rodeos, Horse & Cattle Shows…
Advertising
Awards
Top-up’s on prize
money payouts
Announcer
Shavings
Insurance
Stock
Printing
Office
Sanitation
Sanction fees
Security
Additional help (wages)
Rent
Membership
Contractor
Cleaning
Rodeo Queen
Supplies
Eligible Expenses for Fairs…
Fairbooks
Judges
Printing
Advertising
Tags & Supplies
Rent
Prizes & Ribbons
Office
Agricultural
Activities &
Programs Expenses
Are currently paid back to
Alberta’s Ag. Societies in
the amount of 27%
Rural Development, Leadership
and Training Expenses
The donated use of your meeting
rooms is calculated under operating
expenses. DO NOT claim again.
Names of camps, conferences and
courses must be provided. The
general term “donation” is not
allowed.
Eligible Rural Development,
Leadership & Training Expenses
Board development activities
Volunteer & staff training
(leadership)
Conferences (AAAS, Vitalize, AB
Recreation & Parks Assoc.,
Growing Rural Tourism, Facility
Management Conference, Rural
Women’s Conference, etc.)
Youth leadership training (camp
registration fees only: Guides,
Scouts, Jr. Forest Wardens, etc.)
Scholarships (post secondary,
CAPA)
Awards – school
Ranching for Profit (1/2 tuition)
Governance & Financial Planning
workshops
Regional AAAS meetings
4-H Public Speaking
4-H camps (registration fees
only: PDP, LTCS, Club Week,
Selections)
National 4-H Citizenship
Seminar
National 4-H Conference
4-H Leader’s Conference
4-H project leader updates (i.e.
BuD, PELF)
Encounters Canada
Forum for Young Canadians
Exchanges on Canadian Studies
Canadian Student Debating
Federation National Seminar
National Student
Commonwealth Forum
Not Eligible Rural Development,
Leadership & Training Expenses
Entertainment costs
Music festivals
Annual membership
fees
Tourist booths
STARS / Red Cross
School trips
Meals / Food Banks
Summer Programs
Literacy
H2S
Day Cares
Wellness
Memorials
DARE
Sheldon Kennedy
donations
Science Fairs
First Aid courses
No yearly program /
membership fees for
clubs
FCSS
Rural Development,
Leadership &
Training Expenses
Are currently paid back to
Alberta’s Ag. Societies in
the amount of 100%
Questions regarding Grant
Structure…
Shauna Johnston: 780/ 427-4221
Cindy Dixon: 780/ 427-4311
How do we make the
relationship better?
Working with Ag. Societies
to make them work with
and for you… and you with
and for them!