District 5 Fall Meeting 2026: A Full House in Coldwater

Meeting Recap | October 24, 2026 | Reported by the District 5 Fairs Web Team

Hosted by the Coldwater Agricultural Society, Coldwater, Township of Severn

District 5’s fall meeting drew one of its largest crowds in recent memory, with delegates, ambassadors and judges filling every corner of the room in Coldwater on Saturday, October 24. Provincial Director Lorna Wilson opened the day by reminding members that District 5 is a committee of the Ontario Association of Agricultural Societies (OAAS), which is why the gathering is now a fall meeting rather than an annual general meeting. She also thanked everyone who made the drive from the southern end of the district.

Welcome to Coldwater

Mike Burkett, Mayor of the Township of Severn, welcomed the group alongside Ward 3 Councillor Phil Brennan. He encouraged visitors to walk down to the 193-year-old Coldwater Mill and noted that the Coldwater Fairgrounds themselves are 133 years old. He recalled MPP Brian Saunderson’s remark at the spring meeting that farming contributes $51 billion to Ontario’s economy. He closed by thanking the volunteers he called the backbone of every organization.

Marlene Limpright, President of the Coldwater Agricultural Society, thanked everyone for coming and acknowledged the tight quarters created by the strong turnout. She introduced Olivia, Coldwater’s ambassador, who stepped up into the senior role this year and has been a great addition to the fair. The ambassadors then left with Kelsey for their own program.

Head Table

The District 5 committee at the head table included Lorna Wilson (Provincial Director), Jamie Maynard (Secretary-Treasurer), Nancy Payne, Cathy Pezzo (Schomberg) and Bev Donaldson.

Roll Call: 2027 Fair Dates

Lorna asked one delegate from each society to share attendance, 2027 fair dates, AGM dates and any anniversaries. With 24 agricultural societies, District 5 is geographically the largest district in the province.

A few highlights stood out. The Peel society announced a name change: after 30 years in Caledon, the former Brampton Fair is now the Peel Harvest Fair, a name that better reflects where it operates and who supports it. Elmvale added a Thursday-night outdoor concert this year and hopes to make it a permanent part of fair weekend. Oro reported its second-biggest fair ever and a strong post-COVID recovery.

Speaking for the CNE, Lorna reported a good year despite seven days of poor weather and two shelter-in-place orders, both handled well. Quilts were featured at the CNE for the first time. Lorna, who sits on the CNE board, hopes to work toward bringing a quilt competition there next year.

Minutes and Financial Report

Last year’s minutes were approved, with a small correction to the document title.

Jamie Maynard presented the financial report, now prepared alongside a budget as newly required by OAAS. The district began the year with $9,494.73 and ended with $11,043.93. Income came within $10 of budget, and expenses were lower than the prior year.

Jamie also noted several items:

• Dues were raised from $60 to $100 four years ago to fund district activities.
• Committee travel reimbursement for fair visits was approved last year at 50 cents per kilometre, capped at $400 per member. Nancy Payne alone covered 1,050 km visiting 12 fairs.
• The district bought meeting signage as a one-time expense.
• Only one judging school was held this year. OAAS reimburses $200 per school.
• TD waives bank fees on community accounts with balances over $10,000, so the district paid none this year.

The report has been reviewed, and the certificate of review is filed with the minutes. It was moved by Jamie, seconded by Linda Jessop of Schomberg, and carried.

2026–27 Budget

Jamie pointed out an awkward timing issue. The district’s fiscal year now runs October 1 to September 30, but committee positions change at convention in February. As a result, the people who approve a budget may not be the ones who carry it out.

Nancy Payne noted that judging schools need roughly 15 paid registrants to break even, since judges must be paid for their time and mileage. This is why this year’s photography school had to be cancelled. Jamie encouraged everyone to attend judging schools even without plans to judge. They teach a great deal about how fairs work, and they keep judges’ accreditation current.

One delegate noted that the CRA mileage rate is considerably higher than 50 cents per kilometre. Bev Donaldson explained that she does not claim mileage because she already attends fairs as an exhibitor or judge. That leaves budget room for members who travel specifically for the district. The silent auction contribution was set at $350.

Each $30 fall meeting registration is split two ways: $25 goes back to the host society, and $5 supports district competition judges and prize money. Rising judge mileage pushed that competition cost close to $900 this year, so the line was raised to $1,000. This leaves a projected net income of $145. Jamie observed that District 5 is not meant to be a money-making operation, and a balanced budget with a healthy reserve is a good outcome. The amended budget was seconded by Ed Hazel and carried.

Upcoming Meetings

Dates may shift depending on the provincial meeting schedule.

Provincial Director’s Report

Governance. District 5 operates under the OAAS constitution and bylaws, while each society has its own. Lorna can offer coaching and assistance but cannot direct an individual society’s decisions.

You Make the Difference. The final sessions with Ian Hill take place in northern Ontario on October 29–30 and November 2 in Dryden. The program’s platform is up and running, and an app store launch is close. Onboarding associations has taken longer than expected because uptake across Ontario was so strong.

Finding information. Lorna reminded everyone that nearly everything a society needs is on OntarioFairs.com under the Society Info menu.

Convention. Hotel rooms sold out in about half an hour this year. Anyone without a room should join the OAAS waiting list, and ambassadors and their chaperones have a separate priority list. Convention judging schools this year will cover woodworking and youth crafts. Lorna believes delegates can attend a judging school without registering for the full convention, as is already done for Building Community Leaders.

Judging schools. Districts may now hold up to three judging schools a year, provided minimum enrolment is met. Members can also attend schools in other districts.

Ambassador program. Effective January 2027, crowns and tiaras will no longer be worn at any OAAS event, including convention, district meetings and district workshops. Ambassadors will wear their sash and/or medallion only. The change aligns with CNE practice and reinforces the program as a leadership program that is not gender-specific. Questions should go directly to the OAAS ambassador program chair.

OMAFA annual reports. Training sessions for the annual report, due February 1, will run November 25 and January 6.

Jamie questioned the February 1 deadline. Many societies hold AGMs in late January and receive reviewed financials only shortly before. Lorna explained that the date is the slot OMAFA assigns to agricultural societies within its wider schedule. Five District 5 societies were out of compliance this year because of incomplete reports, though every society remains in good standing. Jamie noted that the reporting system’s PDF attachment glitch persists, with OMAFA offering a workaround video rather than a fix.

Certificates of incorporation. Lorna thanked Doug van Wolde, Kathryn Leach and others for pressing this issue with OAAS President Vince Brennan and a ministry representative.

All agricultural societies share one incorporation number under the Agricultural and Horticultural Organizations Act. Because of this, they struggle to qualify for nonprofit software discounts or even to open bank accounts. Letters of good standing are not accepted by third-party verifiers. The ministry representative has acknowledged that the fix requires several ministries to work together. Progress has been made, but the issue is not yet resolved.

Hall of Fame Award. Now in its second year, the award recognizes one outstanding fair volunteer at each convention. Nominations are due October 31 and require two letters of support. The form is under Society Info → Awards.

Youth of the Month. This award recognizes young volunteers aged roughly 14 to 21 who are not ambassadors, since ambassadors have their own recognition. District 5 was proud to see Alexis Orr of Milton Fair honoured this year. Nominations for this year’s events are accepted until November 10. Linda Jessop, who sits on the program’s ad hoc committee, encouraged nominations and flagged concerns about the form’s photo and email requirements.

CCEA Scholarships. Six $2,000 awards were presented this year. District 5’s recipient was Luke Jones of Midland. The other recipients were Clark Atchison (Dundalk), Holden Vanderhoek (Paris), Leisha Bass (Cumberland), Riley Choen (Thorndale) and Wesley Neeram (Fergus). Applicants must be entering at least their second year of post-secondary study, in any field, at a trade school, college or university.

Royal Agricultural Winter Fair. The Royal has rejoined District 5 and is hosting its inaugural Ambassador Day on Saturday, November 14. The day is open to senior ambassadors only, and space may be limited in this first year. Each ambassador and chaperone receives admission and parking passes, lunch, tours and a full-day program.

As a reminder, each society received three OAAS passes in the spring. Each pass admits two people. At the Royal, the passes are accepted only through Salon 105, the International Business Centre entrance. They are also accepted at all CNE gates.

Building Community Leaders. This day-and-a-half governance program includes meals and an overnight stay. Upcoming sessions are:

• London: November 21–22
• Richmond Hill: just before convention
• Dryden: April
• Brockville: May
• Huntsville: June 26–27

Linda added that it is a great opportunity for youth board presidents. Details are on the Building Community Leaders page.

Fair reports. The short post-fair reports, covering attendance and a few highlights, are now mandatory. Any outstanding reports should go to Jamie as soon as possible.

Judging School Update

Nancy Payne reported that this year’s quilting school ran successfully, but the photography school was cancelled for lack of registrations. A show of hands indicated strong interest in trying photography again. Nancy will circulate a sign-up sheet to gauge interest in topics for up to three schools next spring.

Bev Donaldson, photography chair at Schomberg, shared how she promotes judging schools to exhibitors who ask how to improve their placings. Two of her exhibitors showed up expecting to register on site after the school had already been cancelled. Had they signed up in advance, it likely would have gone ahead. “That’s all it takes,” she said.

District Committee Report

Nancy visited 12 of the district’s 24 fairs this year. Only one fair office she visited didn’t know what District 5 was, down from four or five the year before.

Her main message was about passing knowledge along. New volunteers often don’t know the things veterans take for granted, such as when the fall meeting is or which quilt to bring. In one case, a competition quilt had been given away as a gift and needed the owner’s permission to borrow back. Another fair worried its butter tarts would be mouldy by October, because no one had told them to bake a fresh batch. She suggested a simple one-page calendar of what to do in July, August and October.

Lorna visited 15 fairs this year. One of the most memorable was the Six Nations Fair, which she attended with Gail Strong and junior ambassador Sophia. Their main day is Sunday, featuring traditional dances, and their exhibits include beadwork, ribbon skirts and children’s crafts made from natural materials. Lorna said they were treated wonderfully and encouraged everyone to visit.

Committee Appointments

Because District 5 is an OAAS committee, its officers are appointed rather than elected. The only election is for Provincial Director, which takes place next year.

• Secretary-Treasurer: Jamie Maynard was reappointed.
• Departing: Cathy Pezzo of Schomberg steps down after several active years on the committee, with the district’s sincere thanks.
• Continuing: Bev Donaldson, who has completed her first year, and Nancy Payne, who looks after home craft.
• New member: Ed Hazel of Peel Harvest Fair was appointed to the committee.

In Memoriam

Lorna read a short poem honouring those whose footsteps today’s fair volunteers follow. She then shared the names of members who passed this year:

• Acton: Judge Kirschner
• Beeton: Lori Cook
• Bolton: Burl Cole
• Brampton/Peel: Joyce Wiggins
• Collingwood: Delbert Leonard, Bill Nor, Don Wilcox, Ken Edwards and Susan McLeod
• Country Heritage: Carl Kennedy
• Elmvale: Dill Buchanan and Marlene Tinney
• Georgetown: Bert Benton
• Markham: Dennis Seely and Brian Cosburn
• Milton: Harry Rebot
• Orangeville: Janet Spears
• Oro: Robert Campbell, a longtime director and father of former District 5 director Emily Campbell
• Schomberg: Andy McPherson and Mary Lou Stevenson
• Shelburne: Myrtle McCutcheon, Sharon Holmes and Bruce Horsley
• Woodbridge: Jane King

Members observed a moment of silence and were invited to remember each with a happy story.

Morning Activity: How Does District 5 Compare?

To illustrate the district’s diversity, Lorna led a hands-on activity. One delegate from each society moved around the room in response to a series of questions, and the results gave a snapshot of District 5:

• Fair length: Fairs range from one-day events like Ramona to three-day and longer fairs, with three days the most common.
• Presidents: Sixteen societies keep their president for more than one year; six elect a new president annually.
• Ambassador programs: The room split evenly between societies with and without an ambassador program.
• Staffing: Thirteen societies have some form of paid help, whether full-time staff, seasonal staff or honoraria. Only three are run entirely by volunteers.

Afternoon Roundtables

After lunch, delegates broke into table groups to tackle questions submitted by member fairs, then reported back.

Volunteer safety. One fair dealt with visitors becoming belligerent toward volunteers over parking and other issues this year. The group recommended a posted code of conduct at the gate and on the website. They also recommended a designated person with the authority and skill to de-escalate conflicts.

Volunteer recruitment. One fair’s volunteer coordinator uses a spreadsheet, reaches out to schools and matches people to roles that suit them. The group discussed paid volunteer-scheduling apps and the possibility of a lower-cost AI-built alternative. Other suggestions were to recruit in the spring and to offer a membership to student volunteers who keep coming back after earning their hours. Lorna added that the government has a new program awarding certificates to volunteers who pass certain hour thresholds, which looks great on a résumé.

AI and fair business. Fairs at this table are using AI in several ways:

• Bolton uses it to brainstorm new exhibit ideas.
• Orangeville creates flyers with it and received only one negative public comment.
• Markham uses it for meeting minutes and statistics.
• Home craft committees use it for posters and exhibit examples.

The group agreed AI offers many benefits along with occasional glitches, and that keeping the human touch remains essential. On AssistExpo, two of the five fairs at the table use it and like it. One used it before COVID and has not returned.

Facility rentals. Peel rents out a dance hall, two meeting rooms and a livestock building, which hosts an indoor soccer company year-round outside fair time. Peel manages bookings and invoicing with CalendarWiz and handles contracts through Easy Sign, a Quebec-based e-signature service. It also requires proof of insurance, and a liquor licence where needed. Oro has a single storage tenant. Orillia and Markham run rentals almost as a business. Most fairs have either staff or a designated board member who handles rentals.

Home craft categories. Markham and Orillia adjust categories based on entry numbers. Orillia also asks exhibitors directly what they would like to enter.

Vendors. Elmvale takes online registrations and payment in July and August, charging more for indoor spaces. Milton’s concession committee reviews applications to keep a balanced mix. Schomberg’s new vendor coordinator raised revenue with a $50 deposit that is refunded if a vendor stays the full weekend.

Vendor payment scam. Several fairs were targeted this year. Peel was hit and chose to honour loyal vendors who had paid the fraudulent address. Elmvale posted retractions in the local paper and online. Milton narrowly avoided it, thanks to its manager’s quick action.

Vendor parking. Arrangements varied. Barrie vendors use a lot about two minutes away. At Schomberg, vendors park along the track, keep their vehicles behind their booths and pay extra for hydro.

Prize payouts. Most fairs at the table use AssistExpo. Approaches include:

• cash paid with a signed payout sheet at pick-up
• cheques mailed later for a paper trail
• same-night cheques for livestock, tractor pull and derby events

Peel pays home craft prizes in cash on Sunday, with cheques for amounts over $100. Another table found that some fairs, such as Acton and Caledon, run home craft as a separate division with its own officers and budget, while others fold it into the main society. Most fairs pay judges a flat rate with lunch included; one also pays mileage.

Midways. Fairs have handled complaints by meeting with the midway company directly, appointing paired liaisons from the midway and the fair, asking security to be more proactive, and hiring paid-duty police.

Alcohol. Five of the seven fairs at the table operate a beer tent, and most fence their licensed areas. One allows alcohol across open grounds. During an AGCO inspection at Beeton, the inspector approved the fencing, security and OPP ID checks. The only request was that FASD warning signs, required under Sandy’s Law, be posted. All servers must hold Smart Serve certification.

Final Reminders

• OAAS membership fees are due December 1.
• OAAS directory updates open in early December and close February 1, when the printed directory goes to press. Update your 2027 dates, three primary contacts, website and social media links. Fair details can also be updated throughout the year through AssistExpo.
• CNE quilts: The first CNE quilt show was a hit. The guild plans to bring its best quilts next year, and Lorna is working toward a path from the CNE show to district and provincial competition.
• OAAS district cards: Only three of the 15 fairs Lorna visited used the cardboard signs marking items headed to district. She may recommend discontinuing them.

District Competition Results

Nancy Payne announced the district winners. Starting next year, fairs will use a winners sheet developed by Milton that is completed online right after judging. Nancy also reminded fairs that OAAS requires each winner’s mailing address, phone number and email.

Honey: 1st Dustin Patton (Shelburne), 2nd Larry Zembo (Bolton), 3rd Terry Genon (Great Northern Exhibition)

Chocolate Chip Cookies: 1st Ross Robertson (Orillia), 2nd Talia Cook (Coldwater), 3rd Ross McCurren (Grand Valley)

Butter Tarts: 1st Lorna Jenkinsor (Peel), 2nd Leah Pinero (Acton), 3rd Aleta Hussain (Grand Valley)

Maple Syrup: 1st Zachary Latimer (Coldwater), 2nd Joanne Nonickies (Woodbridge), 3rd Nathan Pegg (Sutton)

Machine Quilt: 1st Ida Jenkins (Acton), 2nd Amy Quinn (Barrie), 3rd Penny Nicholson (Great Northern Exhibition)

Hand Quilt: 1st Renee Wallace (Coldwater), 2nd B. Medland (Milton), 3rd Anne Raynard (Acton)

Congratulations to all the winners, and a sincere thank-you to the Coldwater Agricultural Society and its volunteers for hosting a full house so warmly.

📸 View the Fall Meeting 2026 Photo Gallery