Agricultural Societies Grant Program Application Form
(Funding by the Alberta Lottery Fund)
Application Deadline: January 15, 2017
General Information
Agricultural Society Name:
Mailing Address:
City/Town:
E-mail:
Postal Code:
Phone:
Fax:
*If the chief place of business is different than the above mailing address please fill out the address
below.
Chief Place of Business Address:
Address Line 2:
City/Town:
Postal Code:
Financial Summary *Use your financial statements to complete this section
Fiscal Year of Operations:
Total Revenue:
Total Expenses:
Operating Grant Funding Sources
Municipality/County/Town Grant:
Municipality/County/Town Grant:
Amount
Grant Funding Information
 The Agricultural Societies Grant Program provides grants to Agricultural Societies based
on an Agricultural Society’s eligible expenses in the previous year’s operations.
 There are four sections in which an Ag Society can receive grant funding. The sections
are as follows:
(1) Rural Development, Leadership and Training Expenses;
(2) Agricultural Activities and Programs Expenses;
(3) Operational Expenses, and;
(4) Base Grant
 The funding level for sections, excluding the base funding, is calculated by dividing the
total provincial grant budgeted for the section by the total eligible expenses in the section
for all eligible Agricultural Societies. This calculation is used to determine the percentage
of each individual Ag Society’s eligible expenses that will be paid as a grant. The
percentage for any one section will not exceed 75%.
 The Base Funding level will be determined by dividing the total grant funds budgeted as
base funding by the number of eligible Agricultural Societies who applied for base
funding.
Section 1. Rural Development, Leadership, and Training Expenses
Please read the Ag Societies Grant Program Guidelines to learn program rules and eligibility.
All expenses must be the responsibility of and paid for by the Agricultural Society. The
expenses must be incurred on the financial statements from your last year-end. You must
deduct ineligible expenses. (e.g. GST, Food, Alcohol, Prizes, Entertainment). If detailed
expenses are located on your financial statement, please indicate the schedule number in the
Eligible Expense Description box and complete the Activity Totals.
Note: If Rural Development, Leadership, and Training Expenses cannot be easily found on your
financial statements, please attach ledgers.
Name of Leadership Activity: (Please do not use acronyms)
Eligible Expense Description (E.g. registration fee,
Expense Amount
Office Use Only
travel, etc.)
Total Eligible Expenses for Leadership Activity:
Name of Leadership Activity: (Please do not use acronyms)
Eligible Expense Description (E.g. registration fee,
travel, etc.)
Total Eligible Expenses for Leadership Activity:
Expense Amount
Office Use Only
Name of Leadership Activity: (Please do not use acronyms)
Eligible Expense Description (E.g. registration fee,
Expense Amount
Office Use Only
travel, etc.)
Total Eligible Expenses for Leadership Activity:
Name of Leadership Activity: (Please do not use acronyms)
Eligible Expense Description (E.g. registration fee,
Expense Amount
Office Use Only
travel, etc.)
Total Eligible Expenses for Leadership Activity:
Section One: Total Expenses
Total Eligible Expenses for all Leadership
Activities: Add the totals for each Leadership Activity
to find this number.
Office Use Only
Section 2. Agricultural Activities and Program Expenses
Please read the Ag Societies Grant Program Guidelines to learn program rules and eligibility.
All expenses must be the responsibility of and paid for by the Agricultural Society. The
expense must be incurred on the financial statements from your last year-end. You must
deduct ineligible expenses. (e.g. GST, Food, Alcohol, Prizes, Entertainment). If detailed
expenses are located on your financial statement, please indicate the schedule number in the
Eligible Expense Description box and complete the Activity Totals.
Note: If Agricultural Activities and Program Expenses cannot easily be found on your financial
statements please attach ledgers.
Name of Activity/Program: (Please do not use acronyms)
Eligible Expense Description (E.g. judges,
Expense Amount
Office Use Only
Expense Amount
Office Use Only
advertising, fair books, etc.)
Total Eligible Expenses for Activity/Program:
Name of Activity/Program: (Please do not use acronyms)
Eligible Expense Description (E.g. judges,
advertising, fair books, etc.)
Total Eligible Expenses for Activity/Program:
Name of Activity/Program: (Please do not use acronyms)
Eligible Expense Description (E.g. judges,
Expense Amount
Office Use Only
Expense Amount
Office Use Only
advertising, fair books, etc.)
Total Eligible Expenses for Activity/Program:
Name of Activity/Program: (Please do not use acronyms)
Eligible Expense Description (E.g. judges,
advertising, fair books, etc.)
Total Eligible Expenses for Activity/Program:
Section Two: Total Expenses
Total Eligible Expenses for all Agriculture
Activities and Programs: Add the totals for each
activity/program to find this number.
Office Use Only
Section 3. Operational Expenses
Please read the Ag Societies Grant Program Guidelines to learn program rules and eligibility. All
expenses must be the responsibility of and paid for by the Agricultural Society. The
expense must be incurred on the financial statements from your last year-end. You must
deduct ineligible expenses. (e.g. GST, Food, Alcohol, Prizes, Entertainment).
Note: Detailed expense lists must be attached for any additional general or miscellaneous
category described below.
Description
Expense
Amount
Insurance
Repairs & Maintenance (Maximum $2,000)
Utilities (Heat and Power)
Telephone and Internet
Wages/Salaries & WCB
Snow Removal Contracts/Labour
Lawn Mowing Contracts/Labour
Garbage Pick-up
Office Supplies – A detailed expense list must be attached
for claims over $1500.
Bookkeeping
Other: (specify)
Other: (specify)
Other: (specify)
Other: (specify)
Deduct Municipal/County/Town Operating Grant(s):
Total Eligible Expenses
$
Office Use Only
Section 4. Base Grant
Please complete below if you will be applying for the base grant of $17,500 available to
Agricultural Societies that are in good standing.
Description
Amount
Base Grant (Maximum $17,500)
Total Base Grant Amount
Contact person(s) to answer inquiries pertaining to grant calculations:
Name
Phone
Name
Phone
Office Use Only
Statement of Certification
NOTE: Please read this carefully before signing.
We, the authorized representatives named below, certify the following:
 We are authorized to complete this application on behalf of the Agricultural Society named
below (the “Agricultural Society”);
 We understand and agree to the Agricultural Societies Grant Program Guidelines (the
“Guidelines”);
 The expenses listed in this application have all been paid in full by the Agricultural Society;
 We have verified that the expenses listed in this application are all eligible under the
Guidelines;
 All late fees, GST and other ineligible expenses such as in-contra and in-kind expenses have
been deducted in determining the amounts listed in this application;
 We understand that by submitting this application, the Agricultural Society agrees to maintain
the records of the expenditures listed in the application for a period of not less than 6 years;
 We understand that funding for the Agricultural Societies Grant Program (the “Program”) is
limited;
 We understand that payments under the Program are grants subject to the Agriculture and
Rural Development Grant Regulation;
 We understand that Agriculture and Forestry discloses the following information for all grant
recipients:
o the grant recipient name,
o the amount of the grant,
o the program the grant is paid under, and
o the payment date; and
 The information provided in this application and all attachments are, to the best of our
knowledge, true, complete and correct.
Name of Agricultural Society
Signature of Authorized Representative
Signature of Authorized Representative
Legal Name (print)
Legal Name (print)
Position
Position
Date
Date
The personal information that you provide on this form will be used to process your application under the
Agricultural Societies Grant Program. This information is collected under the authority of section 33 (c) of the
Freedom of Information and Protection of Privacy (FOIP) Act and is subject to the provisions of the Act. If you have
any questions about the collection or use of this information, contact the Agriculture Grant Programs Branch, #106,
4709-44 Avenue, Stony Plain, AB T7Z 1N4, phone (780) 968-6555.
Agricultural Societies Facilities Reporting
Alberta Agriculture and Forestry is requesting information on facilities that are owned and/or operated
by Alberta Agricultural Societies. This information will be used to create statistics that will assist Alberta
Agriculture and Forestry in future program planning. If you have any questions please contact the
Agriculture Societies Program at 780-968-3517.
Indoor Facilities
(Facility Type)
Ownership
Size
(owned/leased/operated)
(sq ft)
Outdoor Facilities
(Facility Type)
Ownership
(owned/leased/operated)
Agricultural Societies Grant Program Guidelines
The following are general guidelines for non-eligible expenses under the three categories of the
optional grant.
1.
To be eligible to receive a grant you must either operate a facility or run an agricultural
event/program.
2.
Expenses paid or reimbursed by an organization other than the agricultural society are
not eligible.
3.
All expenses claimed must be paid by the agricultural society and shown on your yearend financial statement. REMEMBER: If we cannot find the claimed expenses on
your accountant financial statements then they are NOT ELIGIBLE.
4.
The donated use of your meeting rooms is calculated as utility costs under Operating
Expenses. Do not claim again.
5.
If you received a municipal grant for operating expenses or have recovered utility costs
from another organization, you must deduct that amount from your operating expenses.
Examples of other operating revenue deductions include Municipal Operating Grants,
STEP (or other employment) programs and recoveries of utilities.
6.
You must include a statement of expenses for all agricultural activities being
claimed. If this statement is missing, the activity can be zeroed out in your application.
If your accountant is unsure of how these schedules should appear please have your
accountant call Fred Young at (780) 968-6555. You should also take the “Notes to
Accountants” with you when you take in your books. Examples of eligible expenses for
your agricultural activities are listed below.
Additional staffing
Cleaning & Sanitation
Office Expenses
Advertising
Event Insurance
Sanction Fees
Announcer
Fair books
Security
Contractor
Judges
Signage
7.
Names of camps, conferences and courses must be provided.
8.
The general term “donation” is not allowed.
9.
Travel within Canada only
10. The below list of expenses are not eligible.
Accounting Fees
Fundraising Expenses
(includes Bingos &
Casinos)
Out of Country Costs
Alcohol & Corkage Fees
Gravel
Prizes, Awards & Gifts
Bank Charges & Fees
GST
Professional Fees
Cable
In Kind & In Contra
Expenses
Pro-Rodeo Expenses
Continued. See next page
Capital Expenses
Interest Fees & Debt
Reduction
Recreation/Sporting (nonagricultural)
Clothing
Late Payment Penalties
Renovations/Additions
Donations (NonAgricultural)
Lease Payments for
Equipment
School Trips
Entertainment Costs
Legal Fees
Fireworks
Food
Licensing Fees (E.g.
SOCAN)
Membership Fees
(includes AAAS)
Start-up/shut down ice
plants
Taxes (excluding garbage
pick-up)
Tools & Hardware
The following pages are intended to show you samples of eligible and ineligible activities in
each of the three categories of the optional grant
Eligible Rural Development Leadership and Training Activities
4-H Camps Registration
Fees. Including only the
Encounters with Canada
National Student
following: People Developing
Programs
Commonwealth Forum
People, LTCS (Selections),
Club Week
4-H Leaders Update, BUD,
Environmental Farm Planning
Safe Food Handling
PELF, CBS, and LSTT
Courses
Course
4-H Public Speaking
Scholarships: PostForum for Young Canadians
Sponsorships & Awards
Secondary
AAAS Conference & Regional Governance/Financial Planning
Vitalize
Meetings
Workshops
Youth Leadership Training
Growing Rural Tourism
(camp registration fees
ARPA Conference
Conference
only) Ex. Guides, Scouts,
Jr. Forest Wardens
Leadership Training for staff &
Board Development Activities
volunteers
National 4-H Citizenship
CAFE
Seminar
Canadian Student Leadership
Conference
National Seminar, Canadian
Student Debate Federation
Ineligible Rural Development Leadership and Training Activities
AgriVenture Program (Out-ofNorth America Farm Direct
First Aid Courses
Country)
Conference
HxS Workshops
Eligible Agriculture Activities & Program
Environmental Farm Planning
4-H Camps (non-leadership)
Non-Pro Rodeos
Courses
4-H Project Day
Fair Judging Workshops
Open Farm Days
(Achievement)
4-H Shows and Sales (no
Farm Safety
Roping
cattle sale expenses)
Administration expenses for
eligible Agriculture Activities & Farmers Markets
Senior Amateur Rodeo
Programs (E.g. additional help,
sanitation, judges)
Agricultural Education
Agriculture Market & Trade
Development
Alberta Women’s Institute
Events
Bull-a-Rama
Communities in Bloom
Consumer Protection
Workshop (E.g. E-Coli)
Gardening Courses
Sponsorship of Ag Events
(ex. Farm Women’s
Conference, speakers)
Gymkhana
Stock Dog Trials
Heavy Horse Pulls
Team Penning
Horse Clinics
Yard and Garden Courses
Horse Driving Course
Horse Shows
Ineligible Agriculture Activities & Programs
ATV Rally
Figure Skating
Raffles
Beer Gardens
Fire Departments
Running of the Bulls
Bike Rode/BMX/Bike Race
Food Banks
School Trips
Bingos & Casinos
Fundraising Activities
Science Fairs
Building Appraisals
Internet installation
Sheldon Kennedy Donations
Camp He Ho Ha
Jackpot Shows
Soap Box Derby
Cattle Purchases
Libraries
Sport Dog Shows
Celebration of Lights
Literacy Program
Sports/Recreation Training
Cemetery Upkeep
Memorials
Stampede Wrestling
Chuck wagons/Pony Chucks
Minor Hockey
Stars/Red Cross
Coaching/Refereeing Clinics
Mounted Shooters
Startup/Shutdown Ice plant
Concession Supplies
Music Festivals
Summer Programs
Cowboy Poetry
Musical Rides
Sunflower Festival
Craft Shows
Parades
Swimming
DARE/SADD/MADD Donations
Petting Zoos
Tourist Booths
Daycares
Play School
Tractor Pulls
Dinner Theatres
Pony Rides
Weigh scale operations
Entertainment
Pro Rodeo
Wellness Equipment & Programs
FCSS Donations
Quilting for Humanity
Yearly membership fees
Fiddler’s Contest
Racing (E.g. horse, dog)
Young Hunter Training
Advertising
Bookkeeping fees
Cattle feed costs
Freight
Garbage Pickup (includes
frontage tax if it’s for
garbage pickup)
Highway Signs
Insurance
Eligible Operational Expenses
Supplies (anything over $1500
Lease Payments
requires a detailed listing)
Office Supplies
Top-ups (STEP/SEED/PEP)
Utilities (electrical, gas,
Postage
telephone, internet)
Wages (including concession
stand wages, ice making,
Promotions
janitor, Executive Director,
Programming staff, etc.)
Repairs and Maintenance
(Maximum $2,000) (E.g.
floor stripping, janitor
Website Setup & Operation
supplies, equipment rentals,
etc.)
Sewer
Workers Compensation
Yard Maintenance (excluding
Snow Removal
gravel purchases)