Alberta Regulation 145/2023, filed on December 4, 2023, under the Agricultural Societies Act, establishes a framework for governing agricultural societies in Alberta. Created by the Minister of Agriculture and Irrigation in accordance with section 44(2) of the Act, this regulation aims to provide clarity and consistency in the operation of these societies.

The regulation begins with essential definitions, including the term “professional accounting firm,” and designates specific organizations, such as the Calgary Exhibition and Stampede Limited, as societies while exempting them from most provisions of the Act. Societies are required to present financial statements at their annual general meetings (AGMs), which must be either audited or reviewed by a professional accounting firm. They must also provide a report on the previous year’s business plan and minutes from the last AGM, ensuring transparency and accountability to members.

Societies must submit an annual return to the Director by February 15 each year. This return must include audited financial statements, an activities report, and minutes from the last two AGMs, thereby promoting diligent record-keeping and public accountability. The regulation mandates that bylaws define membership classes, eligibility criteria, and the conditions under which memberships may be suspended or canceled, facilitating effective membership management.

Bylaws must also outline how members are notified of meetings, the agenda for AGMs, and processes for addressing serious concerns raised by members, thereby fostering open communication and engagement. Each society is required to specify quorum requirements for general meetings and board meetings, with clearly defined voting procedures, including proxy voting.

The governance of the board of directors must be detailed in the bylaws, including the composition, appointment, and duties of the board. This encompasses defining terms of office, procedures for filling vacancies, and the governance structure of committees, which are crucial for effective leadership and organizational stability.

A code of conduct is also required, which must include provisions for conflict of interest. All members and employees of the society are obligated to acknowledge and comply with this code, promoting an ethical organizational culture. The regulation specifies that the Lloydminster Agricultural Exhibition Association Limited is exempt from certain provisions of the Act, recognizing its unique operational context.

By outlining specific operational mandates, the regulation seeks to promote the effective functioning of these societies, enabling them to better serve their members and communities while supporting the sustainability and growth of agricultural initiatives in the province.

Alberta (145/2023) December 30, 2023