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Home My WebLink About1997-08-11 Council MinutesAGRICULTURAL SERVICE BOARD MINUTES August 11, 1997 The M.D of Kneelull #=48 Agricultural Service Board met August 7, 1997 in the M.D of Kneehill Office Three Hills commencing at 1=40 P.M. The follownnb were present at the meeting Jim Hanger Chairperson & Council Member Marylca Lowen Council Member Kevin Hoppnns Ratepayer Member Dawn Fortin Agricultural Fieldman Laura Lee Billings AAFRD Hanna Lori Wildeman Recorded the minutes Mr Hanger called the meeting to order and welcomed all to the meeting and requested each to introduce themselves. Ms Fortin unformed the ASB that she has had a discussion with Gordon Snell regarding the Scentless Chamomile problem on [lie land lie is renting. She went down to look at [lie situation and advised the board that she could maybe make one pass with the mower but that would be all because of the water She didn't notice any Chamomile in the ditches but will go down again and check the ditches to make sure Mr Hanger noted that if we go in and do the nnowung it sends a message to other ratepayers that we will do this for everyone. He suggested that of we do go into the field in question and try to control the weeds we will have to bill the land owner After some discussion Mr Hanger advised that lie will bring this problem to council at the August 12 1997 Council meeting and lie will get some input from the other councillors as to how they night suggest dealing with this problem Ms. Fortin reported to the ASB that the new Agricultural Scrvice Board Act has received Royal Assent and we should have the new act by the end of August She also noted that the Alberta Agriculture employees that attend can only act as an adviser and do not have voting privileges Mr Hanger asked Ms Billings to give her report. Ms Billings reported that Mr Russ Horvey will be the new crop specialist for the Three Hills District office starting in September She noted that he is quite looking forward to working with the ratepayers in the M.D and working with the Agricultural Service Board. Ms. Billings then discussed how several Agricultural Service Boards in Alberta have been going through many changes due to cutbacks and regionalization She noted that we would have to think about what types of programs we would like to focus on and then create a plan. Ms. Billings summarized the steps required to create a strategic plan (copy attached) She advised that this is a good time to be looking at a new plan. She said it is the Board s responsibility to create the goal and the plan and then up to Ms Fortin to carry- out the plan The Board would also be responsible for monitoring the progress of the plan to ensure things arc going in the right direction. After some discussion Ms Billings was invited to attend the Joint ASB /Council meeting on Oct. 28/97 to discuss what Council would like to do and clarify the future direction of the ASB It was discussed that Russ Horvcy be invited and both ratepayer members as well Mr Hanger asked what programs other M.D 's and Counties are presently doing. It was suggested that Ms. Fortin and Ms Billings would check with similar municipalities to see what programs they are involved in and report the same at the October 28/97 meeting. Mr Hanger thanked Ms Billings for attending and for the input. Mrs Lowen moved the meeting be adjourned. Time 3 30 p.m 4 Chairman .w w Secretary STRATEGIC PLANNING Strategic Planning is the process for determining what an organization intends to be in the future and how it will get there This process involves making choices about the future of your organization. It involves re exanniinuiS the basic assumptions about what your organization does and who it serves What programs Sl_I\Vlcl.s Ind products will you offer to accomplish this purpose? How will %tou attract and use the resources you iced'' The important outcomes to this process arc the strategic thinking and acting, not the strategic plan Thy, planning process allows board members to participate and by in to the strategic plan I skate to where 1 think the puck will be Wayne Gretzky WHY DO STRATEGIC PLANNING? Why do AS Bs develop a plan for the future? '�;,To improve performance c:�To clarify future direction iz4�To solve mayor organizational problems �==;�To survive flourish with less kr-;,To build teamwork Ind expertise '=='•To Influence rather than be influenced -zpTo nnect others' requirements c;-To establish priorities '---To make today's decisions in light of their future consequences c,,,To think strategically and develop effective strategics The limitations of strategic planning are the costs in time and money Could these resources be spent nnorL productively on other tasks? Some organizations have gifted leaders with good intuition Such leaders know the strengths and wcaknesscs of their organization they see opportunities and threats before others do they know instinctively the best way to proceed sometimes without formal planning Other organizations prefer to muddle Muddling isiumpi ng and responding quickly to new opportuni Lies as they emerge Done well creative muddling can be an effective form of operating i Done poorly it can kill an organization • Before undertaking a planning effort it is wise to ask 'will the benefits outweigh the costs?' If you arc doing thus simply to meeting requirements of the funding agencies spend very little time on the process w These cautions are not meant to discourage or deter you from developing plans for the future I believe that strategic planning can be a powerful and practical tool It's a way to build commitment of a group of people to a common vision and goal One ASB recently told me that `the strategic planning process was changing the way they made decisions even before the plan was completed." I must suggesting that you use strategic planning wisely Planning takes abut 20% of the time. Implementation and monitoring of progress takes about 80% of the time For this process to be of value to your organization you must be committed to make this a living document and use it in decision making, monitoring progress and re evaluating the strategies and action plans STEPS IN STRATEGIC PLANNING I Get Organized Decide whether to develop a strategic plain Get comnutnnent Deterrmne if outside help is needed Outline a planning process that fits Form a planning team 2 Take Stock Examine history and present situation Re- examine the basic assumptions about your organization. Who does is serve and what you are doing? Vision What will the organization be? Mission What business is your organization in? Who is the target group or beneficiaries of your work? Agree on the areas of emphasis for the future E 3 Develop a Strategy IdentiA and evaluate the alternatives Develop goals measurable statements of what you wallt to 'lccomplish DccldL of strategies action plans 4 Delft -Ind Refine a Plan Agrcc on format DwLlop -I first draft refine and adopt 5 Implement the Plan Implement a plan Monitor performance T -ikc creative action Update the plan WHO Plaiuung is not everyone s cup of tca, but it is your opportunity to have an active role in setting the, future direction for the ASB What you need to decide is who will be involved in the planning process Cl ASB members CIMD council Clconimittee ❑other producers Clagri business Gpartners such as Alberta Agriculture Specialist Dother Lauri Lee Billings Rural Development Specialists Organizations can facilitate the process by working with you to plan a process that works for your ASB keep the process focused and on track, and ask critical questions This frees the board members Dawn Fortin and others up to participate in meetings without having to manage the agenda or discussion. I can work with Dawn to write up the final plan My role is to lead a process which will involve your board in development and create ownership of the plan w TIME FRAME Strategic planning takes tune. What are some realistic targets that will work for you? I've proposed that the we would meet three tunes as a group to complete this process Mectmgs will be more productive if all members can commit to attending all three meetings Some time between meeting will be required. At a few points in the process Dawn will draft parts of the plan before the next meeting I am available to work with her The board can review and critique the drafts