District 5 Annual General Meeting 2024

The meeting discussed restructuring district committees under the Ontario Association of Agricultural Societies (OAAS) constitution, emphasizing the need for standardized bylaws and meeting schedules. Key points included:

• The rotation of meeting locations.
• The importance of police record checks for committee members.
• The requirement for annual reports from member societies.

The fiscal year was set from October 1 to September 30, with a budget due by December 1. The transition to the AssistExpo platform for fair management was highlighted, along with the challenges and successes of judging schools. A motion to donate $300 to the convention auction was passed.

Action Items

• [ ] Provide an electronic copy of the annual report of events and activities to the district secretary-treasurer at least 15 days prior to the district fall meeting.
• [ ] Inform the district secretary of the fair dates, names, and addresses of the president, secretary, and homecraft director by February 1 into the AssistExpo directory module.
• [ ] Check with all judges to ensure they are registered and able to access the AssistExpo system.
• [ ] Explore the possibility of hosting a hands-on workshop or seminar to help judges and apprentice judges navigate the AssistExpo system.
• [ ] Provide a $300 donation towards a convention article for the auction.

Outline

District Committee Structure and Meetings

• Lorna explains the restructuring of district committees under the provincial organization, emphasizing the need for a unified system.
• The district committee operates under Bylaw 8 of the Ontario Association of Agricultural Societies (OAAS) constitution.
• Fall meetings are scheduled to be held within 45 days after the provincial fall board meeting, with flexibility for electronic meetings if necessary.
• Discussion on the preference for rotating meeting locations versus centralized locations, with a majority favoring rotation.
• Spring meetings are similar to fall meetings, with specific timing requirements and adaptability to changes.

Elections and Committee Positions

• Elections for the provincial director position are held every third year, and annual nominations are made for judging contacts, secretaries, treasurers, and district representatives. One district representative is to be elected each year for a three-year term.
• Committee members must submit a police record check to be approved by the OAAS board.
• Each member of the Ag society will present a written annual report of events and activities to the district committee.

Roles and Responsibilities of Committee Members

• District representatives serve a three-year term, with rotational purposes, to bring in new blood.
• Secretary-treasurers and judging contacts serve one-year terms with non-voting roles unless they are part of the committee.
• The secretary attends all meetings, takes minutes, and assists the district committee as needed.
• Vacancies in committee positions are filled through consultation with the provincial director and the OAAS board.

Financial Management and Budgeting

• The fiscal year runs from October 1 to September 30, aligning with the OAAS fiscal year.
• A budget must be provided to the provincial board by December 1, with all expenditures requiring two signatures.
• Discussion on the use of E-transfers versus cheques for financial transactions, with a preference for cheques for security reasons.
• Membership responsibilities include encouraging attendance at district meetings, providing annual reports, and updating fair information in the AssistExpo directory.

Membership and Annual Report Requirements

• Societies are responsible for informing the district secretary of voting members and delegates attending meetings.
• The societies must provide the district secretary with annual reports of events and activities at least 15 days before the district fall meeting.
• Fair dates, officers’ names, and addresses must be entered into the AssistExpo directory by February 1.
• Clarification on the type of annual report required, emphasizing a brief synopsis of fair activities for district purposes.

Transition to AssistExpo and Record-Keeping

• With some challenges and limitations, the district is transitioning to using AssistExpo for reservations and registrations.
• There is an emphasis on the importance of accurate and complete information in AssistExpo for efficient record keeping.
• The district committee’s roles include judging schools, hosting annual meetings, and supporting member societies.
• District meeting records and minutes are maintained, and annual reports and financial statements are submitted to the OAAS by December 1.

Convention 2025 and Photography Competition

• Discussion on the upcoming OAAS convention in 2025, including registration details and hotel accommodations.
• Encouragement for societies to enter the OAAS provincial photography competition and submit district craft photos.
• Information on various awards and scholarships available for recognition of members and youth.
• Emphasis on the importance of timely submission of award entries to ensure recognition at the convention.

Building Community Leaders Workshop and AG Careers Program

• The Building Community Leaders workshop is recommended for leadership development and networking opportunities.
• The AG Careers program offers financial support for agricultural societies, with a focus on promoting its use.
• Encouragement for societies to take advantage of the AG Careers program to receive $500 per day for manning booths.
• Information on upcoming workshops and the importance of early registration to avoid cancellation.

Golden Ambassador Program and Fair Activities

• Coldwater Fair’s Golden Ambassador program is highlighted as a successful initiative for recognizing older members.
• Discussion on the benefits of the program, including increased interest and participation in future years.
• Sharing of creative fair activities and ideas from other fairs, such as the junior decorated food basket competition.
• Encouragement for other fairs to adopt similar programs and activities to engage and recognize their members.

Judging Schools and AssistExpo Challenges

• Report on the judging schools held in 2024, including topics covered and attendance.
• Discussion on the challenges and successes of using AssistExpo, with ongoing efforts to address issues and improve the system.
• Emphasis on the importance of mentoring and apprenticing judges to ensure continued certification and quality judging.
• Plans for future judging schools and collaboration with other districts to provide comprehensive training.

Convention Article Donation and New Business

• Motion to donate $300 towards a convention article for the auction, with a friendly amendment to increase the amount.
• Discussion on the importance of supporting the convention through donations and participation.
• Open floor for any new business, with no additional items raised.
• Announcement of a short break before proceeding with the memorandum.