OUR MARKET ADVISORY PANEL
Included on our bylaw page, we have our advisory panel defined. There are six responsibility areas listed here:
ADMINISTRATOR
The Administrator oversees functioning and organization of Market. He/She conducts meetings and is the spokesperson and state/community liaison for the market; handling paperwork that may arise and safe-keeping necessary records. Helps/oversees advisory panel members at their new positions as needed.”
MARKET MASTER
Assists with the onsite workings of the market at the market site with
understanding market guidelines & bylaws. Helps with members and
customers questions or concerns at the market. Oversees running of market
area with the advisory panels help as needed.
TREASURER
Custodian of the Market’s funds and membership fees. Payer of
Market accounts and bills (e.g. advertising, supplies, insurance and rent
when applicable). Keeps an accurate and current record of markets
financial activities. Prepare year end financial statements. Gives
administrator or secretary the paid membership address information upon
receipt.
SECRETARY
Records minutes of all meetings and reads prior minutes of previous
meeting. Helps with membership renewals and meeting mailings.
Secretary keeps an updated membership list. Assists with calling or
contacting members as needed.
PUBLICITY
In charge of publicity-helps to organize special events and write
information articles to available media sources i.e. Suncook Sun, Concord
Monitor, local radio event listings. Press & advertising information
must be accurately represented and reviewed with panel before submitting.
MEMBER AT-LARGE
A community member that is not a market vendor, giving insight, advise
and help as needed. This person would attend our meetings and may also
help with special market events.
| THE BOTTOM PAGE OF OUR
BYLAWS SAYS: *These bylaws can be revised by the voting majority.
|
 |
You may find in forming your new market that bylaws are not needed. But if you find some necessary, please remember they will make the overall operation of your market a lot more defined.
GENERAL MEMBERSHIP GUIDELINES
You may want to establish some guidelines on how your outdoor market operates. These are extremely helpful to all growers who would like more information. Guidelines help to answer many questions on paper. They can be voted in before you open your market.
We have spent more time on our guidelines than anything else at our meetings. Wording and items covered are fully explained. Our market guidelines are pretty strict but I have found this to be necessary for the success of our market.
We keep on hand copies to pass out along with our bylaws. This explains to our famers market vendors the way we operate at the market site while we are open. I have included our membership guidelines for you to see, starting on the next page.
Here are our own time and tested guidelines after years of review and changes.
Membership
There is an annual fee of $20.00 due and payable upon joining.
Membership is limited to the space available at the Market Site. A waiting list will be established for others seeking membership, after those limits have been met. (Special Daily membership voted out 2/25/02 as now we have plenty of joined and paid members)
(Special Daily Membership) If there is
additional space available on any sale day, agricultural non-members will
be allowed to set up, provided all market guidelines are followed. The fee
for this is $10.00 (paid in advance, all former members pay half).Hours of Operation
The Market will be open on Thursdays from 3:00 PM to 6:00 PM. The market area will be available for members one half hour before market opens and one half hour after closing, to set up tables and display produce and then take down. (Unloading at Park Street for Dustin Park, Main Street, Pittsfield)
Saleable Products Definition
NH agricultural products only will be sold with exceptions if needed. In addition small animals and fowl may be sold. Produce and items below must be grown/made locally by the market member or a member of their family. If not offered already, a friends'/neighbors produce is allowed.
Dairy products, wool, baked goods, fresh fruits and vegetables, processed foods, eggs, seeds, agricultural crafts, cotton cloth goods/crafts, wood crafts & products, dried flowers, herbs and potted plants are all acceptable
Members who wish to sell produce-other than their own,
grown by a commercial, agricultural, business establishment and this
produce is not already offered, need to ask for an "approval of the
product" by a ¾ vote of the Advisory Panel, beforehand. A one-time
virtual membership fee of $10.00 may be is payable to the farmers market
treasurer. The member can then sell the product. (i.e. the commercial
growers corn, strawberries, apples, tomatoes, blueberries etc.).
These “outside” products can be sold when a member cannot guarantee that they will have it or be there to sell it on the market days, especially when in season.
Member Responsibilities
Each member is responsible for complying with the New Hampshire Department of Agriculture regulations pertaining to items sold at the Market.
Each member is responsible for being at the market on time and setting up before it opens. Please ask early customers to wait until 3:00 PM when we officially open before selling your produce. Each member is responsible for staying until the market closes. Special exceptions allowed as needed.
Revised/Updated Feb 200
3Members-Please keep for your records
HOW DO MARKET VENDORS DECIDE ON THEIR PRICES?
Now one question I here most often at the market is “what do you think I should charge or I don’t know what I should charge for this item.” This is asked most often by a new grower but even the most seasoned market vendor may have his/her doubts about price.Luckily in our state we have a weekly market bulletin that lists general price ranges for produce. It is very useful and most of our vendors subscribe to it. It lists prices in different regions but does not list a separate price for certified organic produce.
You will find that price can also be affected by quantity, quality and demand.
Be very careful with this issue since each member is their own business, let them decide. If prices are too high, a product may not sell well or if the price is too low a lot of work and effort for less money is taken in!
Our market does NOT tell vendors what to charge. The vendors decide for themselves, given the information and freedom of choice that we have. Price fixing in any market is against the law in this area!
Sometimes we decide on a price by looking at the item and saying “Now what would I be willing to pay for this if I were the customer?”
SELLING YOUR MARKET PRODUCTS
Pricing and marketing go hand in hand with an attractive display table. A table full of wilted lettuce for example will not fetch as much money as a fresh crispy lettuce would. You may end up bringing it home. I have even noticed that depending on where you are located at the market, such as the first table or two a customer walks by, you may get more business. I have seen people only walk as far as that to buy produce! There are also the frugal customers that will check out every single product, price and vendor and not buy anything until finding out all the prices on their vegetables they want to buy, comparing and then usually buying from whoever they decided was the least expensive. These shoppers sometimes will end up being your best faithful, weekly customers! Others may buy on the looks or taste of a particular product. I have seen customers who prefer the certified organic produce and others who buy from vendors they just like.
Customers who come to the market depend upon you being there. You need to let them know if you will not be coming to the market for a reason. They may have traveled a long way and planned their meal menus around your product. Don’t disappoint them!
THE BENEFITS OF A FARMERS MARKET
When you buy agricultural products at a
Farmers’ Market, you:
*obtain the freshest, most flavorful
and nutritious produce possible.*have an opportunity to talk to the
people who grow your food.*increase local employment and
help keep money in the community.*reduce consumption of fossil fuels
and resulting pollution from transportation.*help create and improve
sustainable regional economics.*meet farmers and neighbors in a friendly outdoor setting.
This information above is on the back of our own brochure.
You may be able to add to the benefits listed above!
THE ORDER OF A MEETING
1. Opening of the meeting
This can include introducing new members, guests and other people, welcoming and thanking them for taking the time to come to your meeting.
2. Treasurer’s Report
You’ll want to know how much money you have to work with at your meetings. This is where you’ll hear how much money is taken in, how much was spent and on what. You may vote to accept the report after it is read. Copies can be distributed to look at.
3. Secretary's Report
Read the minutes of the last meeting now. This is necessary for the people who were not at the last meeting and to refresh what went on. You may vote to approve the minutes as read if correct or amend if needed for accuracy. Read any mail or correspondence now too at this time. If letters need action on them
4. Introduction of Guest Presentations
If there are any to hear this would be a good time to make them.
Special guests do not need to be at the rest of your meeting if they have a busy schedule.
| 5. Old Business
At this time people can bring up issues already talked about in previous meetings. Old papers and correspondence can be read at this time. Voting can take place on old issues you may need to bring up. You may want to make changes to them. |
|
6. New Business
At this time you can discuss new ideas, suggestions and other input. New correspondence can be read at this time. The administrator or secretary should read important short letters and notices out loud. Papers may be passed out for people to review and voting can take place on new business.
7. Decision on next Meeting (and final words for all people at your meeting)
We always give everyone a chance to get a final word in here. Some folks are shy and quiet and may need urging to voice their opinions. IT is important for all folks who have attended to say a few words at your meeting. Ask those quiet ones if they have any input. Then we decide where, when and who will host our next meeting.
8. Adjourn
This is when we officially end the meeting and now people can have different discussions with others at the meeting before they leave. If you offer food it is a good time to enjoy it now while you are socializing.
PUBLISHERS’ NOTES:
When I run our farmers market meetings, I keep it limited to one hour. We plan to arrive 15 minutes before the meeting opens to give people time to say hello, get a beverage and pick out a chair to sit in. I open the meeting on time and end it on time. Remember to keep the conversations limited unless it has to do with your agenda at hand. Otherwise your meetings can last too long with little getting accomplished. IF you cannot resolve an issue, vote to table the issue, which means it can be brought up at the next meeting but is not discussed anymore now.
MEMBER SIGN UP SHEET
It is important to have one so you can keep in contact with your market members. You may also need to number them if the market area is small and you are restricted to only a few vendors. I have found this member sign up sheet to work very well for us. Here is a copy for you to review below:
SUNRISE
FARMERS’ MARKET
MEMBERSHIP AGREEMENT-2004
I
(we), the undersigned, have read and agree to comply with the market
guidelines; and take personal
responsibility
for compliance with any state regulations regarding the sale of goods at
the SUNRISE FARMERS MARKET.
________________________________________________________________________
__________________________
MEMBER SIGNATURE (S) DATE
________________________________________________________________________
__________________________
MAILING ADDRESS
$20.00 FEE PAID Cash/Check
FARM NAME
(If any)
PHONE E-MAIL
Please make checks payable to the “Sunrise
Farmers’ Market” and mail the top of this form to:
Brenda A. Butterfield,-Administrator,
1429 Upper City Road, Pittsfield, NH 03263
Thank you,
The
Market Officers
(please circle your answers to help us plan for the coming season and
for our records)
I/We
plan to be at the market from
June-Oct.-Yes…No… Seasonal-Month (s)_______________________________________
I/We
will plan to be selling at the
market-_____________________________________________________________________
_______________________________________________________________________________________________________
(Please specify major seasonal produce and products above)
_ _ __ _ _ _ _ _ _ _ _ _ TEAR OFF BOTTOM HALF HERE AND KEEP FOR YOUR RECORDS _ _ _ __
_ _ _ _ _
SUNRISE
FARMERS’ MARKET
I
(we), the undersigned, have read and agree to comply with the market
guidelines; and take personal
responsibility for compliance with any state regulations regarding the
sale of goods at the SUNRISE FARMERS MARKET.
_______________________________________________________________________
_________________________
MEMBER
SIGNATURE (S)
DATE
MAILING ADDRESS
$20.00 FEE PAID Cash/Check
______________________________________________
_________________________ ____________________________
FARM NAME
(If any)
PHONE
E-MAIL
Please
make checks payable to the “Sunrise Farmers’ Market” and mail the top
copy only of this form
to:
Brenda A. Butterfield-Administrator, 1429 Upper City Road, Pittsfield, NH
03263
(please circle your answers below and fill in the information for your records
I/We
plan to be at the market from
June-Oct.-Yes…No… Seasonal- Month (s)_______________________________________
I/We
will plan to be selling at the
market-_____________________________________________________________________
_______________________________________________________________________________________________________
(We
have doubled the Sign Up Sheet-two to a page. We get the top part and the
vendors get the bottom one so they have an exact copy for their files. This year they
will fill out both when they join-one for us and one for them. It saves
you time of making a copy and bringing it to the market later. )
OPENING DAY AND EVERY DAY OF YOUR MARKET
These are some suggestions you may try to make it a success.
Have your vendors get there an hour early your very first opening
day so they will be set up and ready for customers when you open. The
first day is always hectic and extra time is needed that day. Usually a
minimum of one half hour set up time is needed after the first day
you are open.
Have your vendors stay set up until your market closes.
Liven your market up by having some background music, or better yet have a talented fiddler or guitarist play live music.
Small (and safe) farm animals that people and kids can pet are a great hit for any market day.
Suggest to your vendors to offer free samples of baked goods or specialty foods like goat cheese. Customers love it and usually end up buying some!
Have a back up plan in case of bad weather!
Our market opens some years with a raffle basket where vendors donate one item each and customers sign a slip with their name and phone number to win the basket of farm fresh products!
Have parking signs and market banners clearly visible.
____________________________________________________________________________
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As a market grower, I would like to wish you the best of luck for your new farmers’ market. I hope this booklet has been helpful in starting you on the way to a successful and rewarding adventure in the world of do’s and don’ts for your new market by my experience over the last nine years. |
Sincerely, Brenda A. Butterfield
Administrator of The Sunrise Farmers’ Market
and Certified Organic Grower in the State of New Hampshire, USA
This document can be printed from the
internet in each chapter.
Just choose File...Print Preview...Then Print.
Chapter 1 is approx. 7 pages, Chapter 2 is approx.7 pages, Chapter 3 is approx.9
pages in length.
'Butterfield Organic Growers'
Brenda A. Butterfield-Publisher
1429 Upper City Road
Pittsfield, NH 03263 USA
Phone: (603) 435-7260 Fax 1-(603) 435-8264 E-mail: brenda@organic-growers.com
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