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Building Community Relationships Working with Ag. Societies. Rob Smith & Mark Sayers Saturday, January 15 th , 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

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Building community relationships working with ag societies l.jpg

Building Community RelationshipsWorking with Ag. Societies

Rob Smith & Mark Sayers

Saturday, January 15th, 2005

4-H Leader’s Conference

10:30 a.m. – Clearview Room


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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?


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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:


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1. Create a strategic alliance resulting in reduced facilities costs for club, district, regional and provincial programs, events and activities;


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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


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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…


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Definition of the Ag. Society mandate convention in January 2004

  • 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.


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History convention in January 2004

  • 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.


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  • 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.


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  • 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.


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Did you know… traditional roles while meeting the needs of the agricultural community.

  • 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.


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Olds Agricultural Society traditional roles while meeting the needs of the agricultural community.

  • One of the oldest in Alberta

  • Founded in 1899

  • One of the 9 “Major Fairs”, along with:

    • Calgary & Edmonton;

    • Lethbridge;

    • Medicine Hat;

    • Red Deer;

    • Camrose;

    • Lloydminster;

    • Grande Prairie.


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Olds Agricultural Society traditional roles while meeting the needs of the agricultural community.

  • 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


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Olds Agricultural Society traditional roles while meeting the needs of the agricultural community.

  • Hosts:

    • 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


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Olds Agricultural Society traditional roles while meeting the needs of the agricultural community.

  • 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

    • Every recipient so far has been a 4-H member


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Olds Agricultural Society traditional roles while meeting the needs of the agricultural community.

  • What do they ask in return?

    • 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.


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Olds Agricultural Society traditional roles while meeting the needs of the agricultural community.

  • 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


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Lakedell Ag. Society traditional roles while meeting the needs of the agricultural community.

  • Adjacent to Provincial 4-H Centre at Battle Lake;

  • Very much a part of this community.

  • Provides facility ‘free” for:

    • Provincial Equine Leaders Forum (PELF);

    • Provincial Beef Leaders Update (BuD);

    • Lakedell Achievement Day.


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Lakedell Ag. Society traditional roles while meeting the needs of the agricultural community.

  • 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.


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Other Success Stories traditional roles while meeting the needs of the agricultural community.

  • Manning Ag. Society

    • Contact - Nora Paulovich: 780/836-2337

  • High Prairie Ag. Society

    • Contact - Diane Perry:780/523-3965 or

      Darla Driscoll:780/523-5338


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Current Grant Structure traditional roles while meeting the needs of the agricultural community.

  • Grant monies come AFTER the completion of the activity year;

  • Divided into three categories:

    • Operational Expenses;

    • Agricultural Activities and Programs Expenses;

    • Rural Development, Leadership and Training Expenses.


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Operational Expenses traditional roles while meeting the needs of the agricultural community.

  • 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.


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Utilities traditional roles while meeting the needs of the agricultural community.

Office Supplies

Wages (concession, ice-making, 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

Eligible Operational Expenses


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Membership fees traditional roles while meeting the needs of the agricultural community.

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

Not Eligible Operational Expenses


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Operational Expenses traditional roles while meeting the needs of the agricultural community.

Are currently paid back to Alberta’s Ag. Societies in the amount of 15 – 16%


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Agricultural Activities & Programs Expenses traditional roles while meeting the needs of the agricultural community.

  • 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.


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Agricultural education traditional roles while meeting the needs of the agricultural community.

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

EligibleAgricultural Activities & Programs Expenses


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Craft shows traditional roles while meeting the needs of the agricultural community.

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

Not EligibleAgricultural Activities & Programs Expenses


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Advertising traditional roles while meeting the needs of the agricultural community.

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 Bull-a-ramas, Rodeos, Horse & Cattle Shows…


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Eligible Expenses for Fairs… traditional roles while meeting the needs of the agricultural community.

  • Fairbooks

  • Judges

  • Printing

  • Advertising

  • Tags & Supplies

  • Rent

  • Prizes & Ribbons

  • Office


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Agricultural Activities & Programs Expenses traditional roles while meeting the needs of the agricultural community.

Are currently paid back to Alberta’s Ag. Societies in the amount of 27%


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Rural Development, Leadership and Training Expenses traditional roles while meeting the needs of the agricultural community.

  • 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.


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Board development activities traditional roles while meeting the needs of the agricultural community.

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

EligibleRural Development, Leadership & Training Expenses


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Entertainment costs traditional roles while meeting the needs of the agricultural community.

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

Not EligibleRural Development, Leadership & Training Expenses


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Rural Development, Leadership & Training Expenses traditional roles while meeting the needs of the agricultural community.

Are currently paid back to Alberta’s Ag. Societies in the amount of 100%


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Questions regarding Grant Structure… traditional roles while meeting the needs of the agricultural community.

  • Shauna Johnston: 780/ 427-4221

  • Cindy Dixon: 780/ 427-4311


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How do we make the relationship better? traditional roles while meeting the needs of the agricultural community.

Working with Ag. Societies to make them work with and for you… and you with and for them!


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