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MINUTES OF

Downtown Waterville Farmers' Market Association (DWFMA)

STEERING COMMITTEE MEETING

February 1, 2007

Present: Arlene Lovelace (Brighton Farm), Clayton Carter (Fail Better Farm), Courtney Page (Snakeroot Organic Farm), Fred Nassar (Eagle View Gardens), Hanne Tierney (Cornerstone Farm), Jack Cozart (Snakeroot Organic Farm), Raini Perry (Raini Ridge Farm), Shannon Haines (WMSt), Tom Roberts (Snakeroot Organic Farm)

Meeting began at 7:05 p.m.

1. Formal Relationship Between WMSt and DWFMA

Should it be written in the By-laws or Rules?

A major concern of the Market By-laws was the absence of WMSt as a recognized sponsor. The Market Rules are more easily amended, and Rule 2 already defines the role of WMSt as the Market Sponsor. It was decided that the DWFMA will contract the services of WMSt, and that Rule 2 will be amended to list the major headings of the services WMSt will perform. The details of these services will be written in a paper contract crafted by Shannon. Headings include Sponsorship, Promotion, Administrative Services, City/Community Liaison, and Building Access (bathrooms, sign storage, meeting space, etc).

Shannon (or any Executive Director of WMSt) is not a member of the DWFMA. As such she is not a member of the Steering Committee, but will be present for meetings (General and otherwise) since she will have input and information concerning the services she is contracted to provide (as well as a vested interest in the smooth operation and continuance of the Market).

Shannon will bill the Treasurer of the DWFMA as according to the contract.

The Treasurer (Clayton) will open a bank account (the Assistant Treasurer, Raini, will be a joint signer of the account) in which to deposit the net profit of 2006, the donation from Maine General (they have just given $5,000 for 2007), and future income from member dues and daily market fees.

If at any time the DWFMA is not capable of performing the functions defined in the Market By-Laws, WMSt will be able to assume responsibility.

2. Proposed By-law Amendments

Article 7 Section 3: Liquidation of the Association

Raini proposed amending this Section, as it may become very difficult to keep accurate record of the mailing addresses of former members. In the case of Liquidation of the Association, rather than distributing the remaining funds according to patronage, Raini proposed donating the lump sum to an agricultural cause or other worthy organization. Other proposals included dividing the bank account among members from the past three years; it is the Members job to keep the Association current with their mailing information, or stating a period of reasonable search time the Association must spend trying to locate the Member before said Member is no longer eligible to receive their share. The group really liked the idea of donating the lump sum to one or more agricultural or food organization, as the total will do far more good this way, rather than dividing it into dollars and cents to return to the Members. Raini will draft an amendment to be voted upon by the Membership.

3. Rule Amendments

Rule 2 will be amended to list the major headings of the contract Shannon will provide, and state that WMSt is a Contracted Market Sponsor.

Rule 4 Market Manager: this rule will be deleted since it is redundant to the definition of the Market Manager in the Market By-laws Article 4 Paragraph 3.

Rule 5 b. will be amended to state that "Members may arrive up to one hour prior to opening time..." with an unwritten understanding that Members should not arrive earlier than necessary for them to be ready for business at opening time (2 p.m.).

Rule 6 b. will be amended to state that "Checks should be made payable to Downtown Waterville Farmers' Market Association and mailed to: WMSt, 177 Main Street, Waterville, ME 04901."

Rule 7 c. will be amended to address Assigned Spaces. Some members felt a need for assigned spaces, as discussed at the Nov. 9, 2006 meeting. Rule 7 c. will state that, "Three quarters of the market spaces will be assigned by the Association to members who desire an assigned space, leaving the remainder of the spaces available to members who do not request an assigned space. Space assignments will be determined by the Members present at Opening Day, and if a Member is absent for Opening Day their assigned space (should they desire one) will be determined the first day they attend market of the season. If you have an assigned space and you cannot come to market, please notify the Market Manager so that your space may be filled in by others.

4. Other Business

Budget: WMSt has secured $5,000 from Maine General. While this seems like an excessive amount, it will not be spent all at once and will be money the Market can keep in the bank for any future needs.

The Net Profit of 2006 was $3,326.87.

The Budget for 2007 is expected to include the creation of more signs, paid advertising, posters/ brochures, etc. Also included will be the fee for contracting the services for WMSt. The Steering Committee also thinks it would be beneficial to commission KVCAP, a local transportation service, to add a Thursday Market circuit from local neighborhoods, especially Senior Centers. This would allow those with limited access an easy way to patronize the Market. Shannon will research this.

Any new ideas are welcome!

Public Participation: Non-members will be welcome at General Meetings to contribute ideas for only the first hour. The email newsletter will provide this information to subscribers.

Coupons: Can be a way to determine the effectiveness of any newspaper advertising the Association may choose to do, or as a trade with local businesses for their participation in keeping and displaying signs. Coupons will be taken as cash by Market Members. Members will be redeemed by turning the coupons in as Market Dues for the day.

Farm Visits: Will be performed by volunteer members. These volunteers will be called for at the April Meeting.

Meeting adjourned at 8:45 p.m.