Operations Coordinator

Term: Annual, renewable by mutual agreement

Honorarium: $5,000 annually (proposed; subject to executive approval and recurring review)

Time Commitment: Year-round with peak activity February–September. Estimated 2–4 hours per week off-season; significantly more during fair week.

The Uxbridge-Scott Agricultural Society has been operating the Uxbridge Fair for over 160 years, producing one of Durham Region’s most beloved community events each September. The Society is governed by a volunteer Board of Directors and supported by a small management committee and two paid positions. The Uxbridge Fair is a three-day annual event held the weekend after Labour Day, drawing thousands of attendees, exhibitors, and vendors.

Following the retirement of the Society’s long-serving Fair Manager, the Operations Coordinator role has been created to serve as the organizational anchor of the fair’s operations. Rather than a single manager holding all institutional knowledge, the Society is transitioning to a model in which a small volunteer management committee shares operational responsibilities — with the Operations Coordinator serving as the connective tissue: coordinating across areas, maintaining records, managing supplier relationships, and ensuring that nothing falls through the cracks.

This is a role for someone who is organized, proactive, and comfortable working in a volunteer-driven community environment. The successful candidate will not be expected to execute all tasks personally, but will be responsible for initiating, coordinating, and tracking them, and for ensuring the right people have the information they need at the right time.

Beginning in February of each fair year, the Operations Coordinator contacts and confirms all external service providers and suppliers, including but not limited to:

• Portable toilets, tents, bleachers, lighting towers, dumpsters
• Security (Westforce), medical (LT Event Medical), gate staff (Admit All)
• Pay duty police, fire department, and bylaw support
• Shuttle bus, golf carts, wristbands, washroom cleaner
• Overflow parking area agreements (four locations)
• Community group arrangements (Scouts, Swim Team, Pipe Band, others)

The Operations Coordinator initiates all supplier contacts and presents contracts to the executive for review prior to signing. The Operations Coordinator does not sign contracts unilaterally. Day‑of liaison responsibilities are handed off to the appropriate management team member.

• Serves as the primary point of contact between the Society and the Township of Uxbridge (Parks and Roads, Bylaw, and related departments)
• Monitors and responds to OAAS (Ontario Association of Agricultural Societies) communications and provincial policy updates
• Maintains ongoing relationships with community partner groups — confirming participation, exchanging information, and ensuring agreements remain current
• Files the annual insurance form with the Township and ensures relevant certifications and authorizations are up to date
• Ensures the Society is included in the Township’s annual pre‑fair coordination meeting with Bylaw, Parks, Fire, and Police — and that the coordinator is in the loop before August
• Attends OAAS convention (February) as a Society representative

• Maintains the master supplier and contact list, including preferred contact method for each
• Maintains the Annual Task Calendar and uses it to track the status of all ongoing responsibilities
• Prepares agendas and minutes for Management Committee and Executive meetings
• Ensures a signature line is included on all minutes for presidential approval, in accordance with the Society’s constitution
• Ensures fair board membership records and fees are current
• Routes all incoming invoices to the Treasurer
• Prepares and distributes fair planning updates to the executive and management team throughout the year
• Prepares a post‑fair summary report for the AGM and files all fair year contracts and correspondence

During fair week the Operations Coordinator’s role is primarily…