About The Amherst Island
Agricultural Society

Meeting Minutes

Summaries of board and Annual General Meetings, in the interest of transparency and community.

• October 27, 2025

  Board Meeting

  A new Director was appointed to fill a vacancy. The Board approved building the stage in-house ahead of spring markets, refined the 2026 funding application (fencing, gravel, survey, website, four-corners completion), and reviewed a draft Code of Conduct that will be brought to the AGM as a constitutional amendment.

  Read

  Year-end planning, AGM preparation, and Director succession were the focus of this meeting.

  • The Treasurer reported the bank balance and a $3,100 cheque received from Loyalist Township for site-plan security.
  • Joan Simpson was welcomed to the Board to complete a vacated Director’s term.
  • Code of Conduct: discussion of whether to add this to the Constitution. The disciplinary phrasing was softened to read: “Directors are expected to attend meetings and activities to the best of their ability and accept that they should be prepared to stand aside if they are having trouble contributing.” A Constitutional amendment will be discussed at the upcoming AGM, with input from a Society contact who has expertise in this area.
  • 2026 funding application (due end of January): planning items costed include wall quotes, fencing ($25,000), gravel for the parking lot ($5,000), bicycle rack ($1,000), survey ($5,000), a Society website for one year ($1,500), and completion of the four corners ($15,000). A financial summary to be assembled.
  • Membership: 167 on the list with 148 paid for 2025; sign-up encouragement to be added to the AGM.
  • Music Festival 2026: classic rock-and-roll, John Nye, Celtic-folk options; long weekend in August; up to four bands; a band budget of $3,000 (vs. ~$2,200 last year, with $2,000 of that received from the Township).
  • Nomination Committee: of the three Directors whose terms end, two intend to run again and one will not. Tentative AGM date: December 10. Names due by mid-November. Auditors to be confirmed.
  • Pavilion booking: the Miller family asked to rent the pavilion on July 11 following the market. Rental fees and rules will be on the new website.

• October 8, 2025

  Board Meeting

  The Board approved a site survey of the Fairground, accepted Joan Simpson's offer to fill a vacant Director seat, deferred stage construction to the end of next year, and outlined a 2026 funding application focused on a four-season pavilion extension with washrooms, kitchen, meeting room, and well/septic work.

  Read

  Year-end review, board succession, and a major 2026 funding application taking shape.

  • The Treasurer reported the bank balance and confirmed that the Pavilion build is fully paid except for bleachers; signage to be reprinted.
  • A Fairground site survey was deemed important — approximately $5,000 — with the Township to be approached out of courtesy. Motion to proceed approved.
  • Director replacement: a Director would like to step out of the Secretary role; a vacant seat from a resignation needs filling for one year, and another three-year term is ending. Joan Simpson was suggested as a candidate and received positively.
  • Donor wall: an option to redo the panels in wood at approximately the same cost as aluminum to be sampled before deciding.
  • Future events floated: a band-reunion event at the pavilion, a Holiday Market suggested by vendors for November 29, another Horse Pull on July 1, 2026, the August music festival on the long-weekend in August, an Octoberfest concept for 2026, a costed movie night, and a community-notice cork board to be installed in the pavilion. Stage construction deferred to end of 2026.
  • 2026 funding application items being scoped: a survey, well and septic, and a four-season insulated extension with washrooms, storage, meeting room, and kitchen at the west end. A floated suggestion of moving and restoring a former church to the Fairground was discussed and turned down. Long-term tenancy options for a small radio-station presence to be explored.
  • Other planning items: a bicycle rack, parking-lot expansion, and a Society website with events calendar (a Director will reach out to a designer for cost and maintenance).
  • AGM date set for Wednesday, December 10 at the Museum; year-end financials and auditor’s report will be reviewed in advance.
  • A draft Code of Conduct example will be circulated to all Directors.

• August 18, 2025

  Board Meeting

  First meeting after the inaugural Rock the Pavilion festival: the event was a success with healthy on-line and gate ticket revenue, a $2,000 grant from the County, and a $5,000 donation pledged from the local radio station. Same date and format planned for next year. A volunteer appreciation dinner was approved.

  Read

  Music Festival post-mortem and harvest-end housekeeping at the pavilion.

  • The Treasurer summarized the festival income (on-line ticket sales, gate, and a 50/50 draw whose winner donated her winnings back) and expenses (bands and the sound technician); portable washroom cost still to be confirmed.
  • Grants and donations: $2,000 from the County and a $5,000 donation pledged by the local radio station.
  • The festival was assessed as successful; same date and format for 2026 with possible additional events: fish fry, movie night, corn roast.
  • Willow’s Feeds will donate one bag of grass seed for re-seeding after the September 27 final market.
  • Letters of thanks to volunteers will be sent. A long-time Saturday Market volunteer will be invited to a future meeting in appreciation.
  • A Board and partners’ appreciation dinner was approved (BYOB, venue to be hosted by a Director).
  • Stage construction deferred to the next meeting.

• June 23, 2025

  Board Meeting

  EventBrite-based ticketing was approved for the August music festival, branded as Rock the Pavilion — family-friendly, alcohol-free, $20 per ticket, capped at 300 tickets, with the Society absorbing administrative fees. The Township was asked for the pavilion's final inspection.

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  Music festival ticketing details and the final pavilion inspection.

  • Treasurer’s report: operating account funded, with the contractor’s final billing as the outstanding item.
  • The Township will be asked to complete the pavilion’s final inspection. Early deposits for site-plan and building-permit security will be reimbursed.
  • Music Festival on EventBrite: branded a “Family Friendly – Alcohol Free Event.” Directors free, partners pay. A dedicated event email address was set up. “No glass” and “No smoking” signs to be posted. First responders to be notified. Tickets set at $20/person, capped at 300, with the Society absorbing administrative fees. Tickets are non-refundable but transferable. Multiple Board members were added as EventBrite admins. Motion approved.
  • Wind-screen tarping for the pavilion ends and sides will be ordered on a trial basis; clear plastic protectors for picnic-table feet have been purchased.
  • Canada Day Parade: float decoration at the pavilion at 6:00 pm Monday June 30. Tractor and trailer, banner, music, candy, hay bales, flags, and a generator confirmed.

• June 10, 2025

  Board Meeting

  Detailed Grand Opening logistics for June 14, the Saturday Market kickoff with a Director on duty each Saturday, Canada Day parade plans (a Society float with hay bales, music, banner, and flags), and a proposal to build the Society's own modular plywood stage for the music festival.

  Read

  Final pre-Grand-Opening logistics, Saturday Market staffing, and a homegrown stage plan.

  • Treasurer’s report: the operating account is well funded after the second half of Township grant funding ($50,000) and a cashed GIC. An outstanding bill remains for the sidewalk contractor.
  • Grand Opening: parking, tables, grass cutting, pressure-washing the pavilion floor, parking attendants, and safety vests were organized. Schedule: music from The Hydeaways at 12:00; food and music 12:00–1:00; introductions and remarks; unveiling of the donor-wall plaques; the Mayor speaks.
  • Saturday Market and Social: each Director assigned one Saturday across June, July, and August. A long-time volunteer will contact previous vendors. Vendors must be members. The W.I. cart may stay in the pavilion. “Market” signs will be placed at the four corners in the village.
  • Canada Day Parade: a Society float with hay bales, sound system, banner, chalk board for upcoming events, Canada Day flags, and a generator. The float will be decorated at the pavilion at 5:00 pm on July 1.
  • Music Festival: no bar; bands all booked; the noise-exemption application is in progress. Tickets set at $20/person or $35/couple, free for under-12s.
  • Stage proposal: rather than rent at roughly $600 for delivery and setup, a Director suggested building a modular stage in-house from 4’×4’ plywood blocks (16’×12’) for approximately $1,500 — modular and stackable for storage. Motion approved.
  • Tai Chi: the Medical Centre group asked for occasional Pavilion use on Thursday mornings 10:00–11:00 when their usual venue is unavailable. A donation was suggested and proof of insurance is required (the group has $2 million in coverage).

• April 16, 2025

  Board Meeting

  The Board approved updated Pavilion rental fees and policies, finalized the donor-wall plaque design ahead of the Grand Opening, deferred the bleachers project for the year, and locked in the lineup for the August music festival.

  Read

  Most of the meeting focused on upcoming events at the Pavilion: the Grand Opening, Canada Day, the August music festival, and rentals.

  • Approved updated Pavilion rental rates and policies. A posting at the gate will list rental contacts and rules (no unapproved camping, no open fires).
  • Began discussions with the Recreational Committee on a shared agreement for activities such as pickleball.
  • Deferred the bleachers project for the season due to budget priorities.
  • Approved the donor-wall plaque design with wood and metal components by local craftspeople, confirmed the typeface, and emailed sponsors to verify the spelling of names. Contractors’ names were intentionally left off the plaque.
  • Drafted the Grand Opening program: a welcome and Mayor’s invitation, an unveiling of the donor-wall plaque, a BBQ, and live music from The Hydeaways from 1:00–2:00 pm ahead of the speeches.
  • Confirmed the music festival for Saturday, August 2 from 5:00–11:00 pm, opening with an Island band followed by Jacob & Rachel, a country & western set, and Rev Em Up. A food truck and bar (in negotiation with the Recreational Committee) will be on site, plus portable washrooms. The Society will speak with the Loyalist Clerk about the noise bylaw.
  • Will follow up with the Women’s Institute about a potential August 23 Pavilion rental.
  • Canada Day plans deferred to the May meeting.