The Spruce Grove and District Agricultural Society is broken up in to different committees that allow it to run smoothly. The committees work on their projects with the help of the other committees and report to the board about the progress they have made. Find a list of the different committees below and their duties!

 

Agra Fair

We are currently in the planning phase for our upcoming Agra Fair 2023

We meet 2 times a week at the grain elevator at 7pm. Interested in getting involved? Come to the meeting and join one our sub committees! 

Our sub committees include: 
- Marketing 
- Sponsorship/adds  
- Volunteers 
- Agra fair 
- Bench show 
- Demonstration 
- Outdoors areas 
- Fireworks 
- Pancake breakfast 
- Main event

Archives

The Spruce Grove Archives strive to preserve Spruce Grove's history by preserving photography and written works.

Duties:
> Collect local history and photos
> Record everything as it is received-accession, inventory and index
> Collect obituaries
> Answer queries from the public
> Describe local history to visitors

Communications

This committee primarily focuses on maintaining open communication within and outside the society.

Duties:
> Annually review the Terms of Reference 
> Develop a process to communicate with and engage the membership-e.g. monthly newsletter 
> Develop a plan to use technology to communicate, share and manage information
> Establish a records management system 
> Develop a comprehensive external strategy (e.g. how do we reach out to the community)
> Develop a plan to effectively use social media, website, etc. for marketing and promotion 
> Co-ordinate a marketing strategy with other committees
> Develop alternate methods of communication other than just electronic 
> Prepare an annual committee budget by November

Community Garden

The community garden committee handles everything associated with the Spruce Grove Community Gardens.

Duties:
> Annually review the Terms of Reference and documentation relating to the garden
> Plan and execute orientation programme for gardeners
> Market the programme
> Oversee gardening activity through the growing season (May-October) and ensure implementation of operating procedure
> Oversee cleanup of the plots in October and secure site for the winter
> Prepare an annual budget for this committee by November of each year

Events

The events committee is in charge of planning and executing events run by the Society.

Duties:
> Annually review the Terms of Reference
> Evaluate events and programmes for relevance, expansion and profitability
> Identify new opportunities for events
> In co-operation with the Finance Committee explore new opportunities to generate revenue
> Develop an annual plan for events and oversee the implementation of the plan for each event
> Develop a marketing plan for each event in co-operation with the Communications Committee
> Prepare a budget for each event

Finance

This committee focuses on the financial aspects that keep the society running such as sponsors, donors, and grants.

Duties:
> Annually review the Terms of Reference
> Maintain financial records of the Society/prepare budget for the Society (these are the responsibility of the Treasurer who sits as a member of this committee
> Establish goals and objectives for sponsorship/donation programme in co-operation with the Events Committee
> Develop a comprehensive sponsorship/donation programme
> Research and apply for available grants
> In co-operation with the Events Committee, explore new opportunities to generate revenue
> Prepare an annual committee budget by November

Governance

This committee deals with everything concerning the way that the society is run such as bylaws and policy.

Duties:
> Annually review the Terms of Reference
> Develop an annual Board orientation process
> Conduct an annual bylaw review to ensure compliance with the Agricultural Societies Act and regulations
> Develop a Policy and Procedures manual and review process
> Prepare and review all necessary lease agreements for presentation to the Board
> Prepare an annual budget for this committee by November

Hiring

The focus of this committee is on the hiring and training of employees of the society.

Duties
> The Chair of this committee is the Vice-president
> Develop a hiring process including preparation of job description, advertising available positions then screening and interviewing prospective candidates
> Establish a process for training and supervising staff
> Prepare an annual budget for this committee

Museum

The museum committee works to ensure proper care of the museum artifacts and donations to the society.

Duties:
> Annually review the Terms of Reference
> Evaluate new donations for suitability
> Maintain an ongoing electronic record of the collection
> Arrange items in an organized and educational display
> Identify individual items with a label indicating museum number
> Discard/sell items that do not fit our collection or are in poor condition
> Prepare an annual budget for this committee by November of each year

Nominating

The nominating committee focuses on the nomination process of the Board.

Duties:
> The Chair of this committee is the Past President
> Annually review the Terms of Reference
> Develop a succession plan for Board members
> Develop a nominating process for Board members
> Present a slate of nominees for election at the AGM
> Prepare an annual budget for this committee by November

Repair and Maintenance

This committee deals with the physical maintenance of the site such as regular repairs, lawn moving, and plant watering.

Duties:
> Prepare a Terms of Reference
> Oversee and implement a plan for maintenance of the site
> Repair any equipment used for site maintenance
> Restore donated historical items
> Prepare an annual budget for this committee by November

Site Development

The site development committee strives to maintain and improve our current sites.

Duties:
> Annually review the Terms of Reference
> Maintain current facilities and assess maintenance priorities
> Prepare a site improvement plan-execute all necessary operations to complete the plan
> In co-operation with the Events Committee identify additional revenue opportunities utilizing the facilities
> Prepare an annual budget for this committee by November