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Downtown Waterville Farmers' Market

Annual Meeting Minutes

January 26, 2012 – Barrels at 5:30 pm

Present (* indicates paid): Ernie Ames of 100 Acre Farm *, Izzy Mckay of Half Moon Gardens, Inc.*, Kathy Chamberlain of Stone Fox Creamery*, Karl Rau of Good Bread Company*, Don Kenerson of Kenerson Farm*, Everett and Lee Worcester of Worcester's Wild Blueberries *, Mark Rollins of Heald Farm*, Fred Nasser of Eagle View Farm and Haunted Trail Pumpkins*, Roger Collins of Humble Forge*,Rachel Katz of Smith Farm, Joanne Gorey of A-Page-N-Thyme Farm and Soap Company*, Donna and Michael Bishop of Just A Cookin' Gluten Free Bakery*, Tom Roberts of Snakeroot Organic Farm*, Hanne Tierney of Cornerstone Farm, Jean Koons of Kennebec Creamery and Koons Farm* , Raini Perry of Raini Ridge Farm*, Mary Perry of Winterberry Farm, Marilyn Meyerhans of The Apple Farm*, Clayton Carter of Fail Better Farm*

Not present, but application is in and dues paid: Todd Murphy of Trees to Please & Mark Guzzi and Marcia Ferry of Peacemeal Farm.

Winterberry Farm and Cornerstone Farm will be sending checks to Jean.

Treasurer’s report: EBT Machine was a problem. Will see if it can be fixed.

Gave market share books worth $ 100 for $ 75 to encourage infrequent market shoppers to come. Not all were redeemed.

Problems with EBT? Jean said that in Skowhegan that some members thought they did not get reimbursed. We could number slips or use a token system. We could also hold the product. Another option is to write down name and number and credit card #and tear off a piece so if the customer runs off without paying, the vendor still has a name and contact number. Have to also keep track as to whether items are food and paid for by EBT or if it a nonfood item and being paid for by credit card.

Jean went over our profit/loss: expense/income reports. We are doing well with an increase in our starting balance of about $2000 for an end of year balance of $12,574.89. Balance sheet was submitted with this report along with the Market Dues and Voucher Reimbursement Report.

A big thanks to Jean for keeping track of all the finances especially dealing with overseeing the EBT payments. This is a big job and it was suggested that the assistant treasurer become more involved in the event Jean is ever not available.

Waterville Main Street Report: Hanne went over things that Waterville Main Street does for us and listed on a sheet. List includes many promotional printings and events. List is available at the website.

Market Master’s Report: 26 members:

• 29 markets from May 5^th-Nov.17^th.
• Most vendors (20 on 9/1 & 9/8: least Vendors (10) on Nov 11
• Average attendance was 17 for full season : 18 for June-Sept
• By Vendor: average attendance was 25 markets (20 if you include seasonal members)
• Three vendors attended all summer season: Two vendors did not attend at all
• Members' status: Tangled Oak did not attend this season. By the rules they are not in the market but can re-apply. Proud Peasant and Woolity Farm are not reapplying.
• The “no sales before 2” rule continues to be an issue, but mostly from a farms employees who didn’t know of the rule. Once they were informed, they followed it.
• Please do not set up before 1:pm. If you need more time, call Clayton.
• Market Layout- No vendors in the middle this year. Stone Fox Creamery parked in SW corner & that went well

Officers: Re-elected current slate: Hanne Tierney as Chair; Clayton Carter as market Master; Jean Koons as Treasurer; Karl Rau as assistant Treasurer; Rachel Katz and Fred Nasser on the steering committee. Sarah Smith will not be returning to this market this year so she will not be on the steering committee.

Market Dates: Open April 19^th –Close November 15^th - Christmas Market – December 20^th 2-4pm at Barrels. No winter market in January thru March.

Rules to revisit:

• Fees? We haven't been using up our surplus. Perhaps we should give a donation or scholarship – Rachel will work with Shannon on this. Can always use our surplus for more promotion.
• Approved rule change” 'Send applications and dues to address listed on application”.
• Don’t use the word organic or organically grown at market if you do not conform to the standards.

Maine Market Convention – this is an annual event.

Let’s always pay for two people to attend every year. Approved. We will have to decide who goes before annual meeting. Early (December) registration has a lower registration fee.

Maine Federation of Farmers’ Markets

We were the first to pledge to the federation. They have hired a coordinator. Come a long way in a year. Helping markets with issues such as setting up EBT’s. Also can keep an eye on what the legislature is doing. Motion to pledge $20 per vendor as of the market master’s report of today. Approved.

Farm Inspection: Todd inspected Fred and two others. We are reciprocating with Orono’s farmers market inspections. Michael Scholz, who used to be in the market as the Albion Bread Co. will organize and do our farm inspections.

New member coordinator? Involves getting new apps and contacting new members to mentor new apps - Fred! Thanks for volunteering

New member meeting – 3/22. 5:30pm at Barrels.

Music – Mary Perry’s child would like to play cello. Karl organizes market music. Do we want to allow amplification? – no! Send ideas to Karl.

Promotion : Continuation of $5 coupons – yes:

New Items by current members.

Stone Fox Creamery – frappe – approved.

Smith Farm – beef fed hay and veggies grown on farm. Hay and veggies are organic – approved.

Cornerstone Farm – Christmas wreaths and chicken – approved.

A Page-n-Thyme – chicken – approved.

Kennebec Cheesery – chicken – approved.

Provisional members-

Just A Cookin' – Full membership – approved.

– wants to also bring mixes and wood carvings – approved.

Respectfully submitted.

Izzy McKay, 1/30/2012