Building Community Relationships Working with Ag. Societies

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

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

Olds Agricultural Society • 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.

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: • 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 • Contact - Nora Paulovich: 780/836-2337 • High Prairie Ag. Society • 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: • 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.

Utilities 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

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 Not Eligible Operational Expenses

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.

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 EligibleAgricultural 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 Not EligibleAgricultural Activities & Programs Expenses

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

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.

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 EligibleRural 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 Not EligibleRural Development, Leadership & Training Expenses

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!

Building Community Relationships Working with Ag. Societies