Farmers Market Committee Meeting

City of Dripping Springs Farmers Market Association Board Meeting Agenda Tuesday, November 11, 2014 at 10:00 AM City Hall, 511 Mercer Street, Dripping Springs, Texas I. CALL TO ORDER AND ROLL CALL COMMISSION: Marianne Simmons - Chair Gouri Johannsen Vacancy Kambra Bolch Aimee Mick Vacancy Gina Gillis Aubrey Munguia Market Managers: Carolyn Hodges and Stacy Qualls II. PRESENTATION BY CITIZENS Floor open to discussion on any subject. No action may be taken by law. Citizens wishing to speak shall do so after being recognized by the Chair. The Chair may establish a time limit on each citizen wishing to speak. III. MINUTES A. Approval of Special Meeting Minutes, August 1, 2014 3 B. Approval of Regular Meeting Minutes, September 9, 2014 5 C. Approval of Regular Meeting Minutes, October 14, 2014 7 IV. BUSINESS Discussion and possible action regarding: A. Review of October and November Markets, including Market Manager Reports 9 B. Vendor Applications 1. Pending Applications 2. New Applications 3. Holiday Applications C. Proposed Revisions to Vendor Application, including but not limited to, Checklist for 11 Administrative Completeness and Non-Refundable Application Fee D. Proposed Amendments to Market Rules and Regulations 1. Clarification of Definitions 2. Fee Schedule a. Application Fee b. Prorated Market Fee for Abbreviated Markets c. No Shows, Cancellations, Bad Weather and Deadline for Notification 3. Regulations for Community Supported Agriculture (CSA) Distribution E. Advertising 1. Report on Current Ads 2. Holiday Market Press Release F. Rental Application and Request from Bluebonnet Flea for Reduced Itinerant Vendor Fees and Prorated Sign Fees in Connection with Proposed Monthly Markets at The Triangle G. Fiscal Year 2015 Budget  1. Contingency Funds 2. Possible Amendments H. Possible Nominees for Board Vacancies I. Planning Session for 2015 V. ANNOUNCEMENTS A. Regular City Council Meeting, Tuesday, November 11, 2014 at 7:00pm B. Farmers Market Board Association Meeting, December 9, 2014 at 10:00am VI. ADJOURN All agenda items listed above are eligible for discussion and action unless otherwise specifically noted. Notice is posted in accordance with Chapter 551, Government Code, Vernon’s Texas Codes, Annotated. I certify that the above notice of meeting was posted at City of Dripping Springs City Hall and website, www.cityofdrippingsprings.com on the of , 2015 at o’clock __M. ____________________________________________ Kerri Craig, City Secretary This facility is wheelchair accessible. Accessible parking spaces are available. Requests for auxiliary aids and services must be made 48 hours prior to this meeting by calling (512) 858-4725.  MINUTES CITY OF DRIPPING SPRINGS FARMERS MARKET ASSOCIATION SPECIAL MEETING Friday, August 1, 2014 10:00 a.m City Hall 511 Mercer Street Dripping Springs, Texas This facility is wheelchair accessible and accessible parking spaces are available. Requests for accommodations must be made 48 hours prior to this meeting. Please contact the City Secretary’s office at Phone 858-4725 Fax: 858-5646 for further information. I. MEETING CALLED TO ORDER AND ROLL CALL Marianne Simmons, Chair Gina Gillis Kambra Bolch Gouri Johannsen Aubrey Munguia Vacancy Jo Ann Touchstone, Secretary Ralph Morren Marianne called meeting to order at 10:05 a.m. All present except Gina Gillis. Also present Market Manager Carolyn Hodges. II. OATHS OF OFFICE A. City Secretary Jo Ann Touchstone Administers Oaths of Office for Gina Gillis, Aubrey Munguia and Marianne Simmons – Oaths administered. III. PRESENTATIONS BY CITIZENS Floor open to discussion on any subject. No action may be taken by law. Citizens wishing to speak shall do so after being recognized by the Chair. The Chair may establish a time limit as necessary. No one speaks. IV. MINUTES A. Approval of Regular Meeting Minutes, May 13, 2014 – Ralph motion to approve. Marianne seconds. Motion passes. 6-0. B. Approval of Regular Meeting Minutes, June 10, 2014 – Ralph motion to approve with changes. Kambra seconds. Motion passes, 6-0. C. Approval of Regular Meeting Minutes, July 15, 2014 – Kambra motion to approve with changes. Ralph seconds. Motion passes. 6-0. V. BUSINESS Discussion and Possible Action regarding: A. Review of Vendor Applications – Approved Blackberry Blossom Foods as value added producer (syrup). Approved Peter Witt for wait list. B. Review of July Markets C. Review of 2014 Special Events 1. Dripping Springs 3rd Annual Tomato Round Up 2. Market to Menu Demonstration 3. Craft Day with DS Moms Club D. Proposed Fiscal Year 2015 Budget E. Proposed Amendments to Market Rules & Regulations Including but not Limited to Clarification of Definitions and Regulations for Community Supported Agriculture (CSA) Distribution F. Recommendation of Appointment of Jay Maffi to Serve on Farmers Market Board, Term to Expire June 2015 VI. ANNOUNCEMENTS A. Regular City Council Meeting, Tuesday, August 12, 2014 at 7:00 p.m. B. Farmers Market Board Association Meeting, August 12, 2014 at 10:00 a.m. VII. ADJOURN 3 4  MINUTES CITY OF DRIPPING SPRINGS FARMERS MARKET ASSOCIATION REGULAR MEETING Tuesday, September 9, 2014 City Hall 511 Mercer Street Dripping Springs, Texas I. MEETING CALLED TO ORDER AND ROLL CALL Chair Marianne Simmons calls the meeting to order at 10:05 am and takes roll call. All Board Members are present: Marianne Simmons, Chair; Kambra Bolch; Gouri Johannsen; Aubrey Munguia; Ralph Morren; and Jay Maffi. Also present are City Administrator Michelle Fischer, Market Manager Carolyn Hodges and Market Manager Stacy Qualls II. PRESENTATIONS BY CITIZENS No Presentations by citizens are given. A. Introduction of Market Manager Stacy Qualls-Stacy introduces herself to the Board. II. MINUTES A. Approval of Regular Meeting Minutes, August 12, 2014 Ralph Morren nd motioned to approved the minutes with the change the start time on to 10:05 am. 2 by Kambra Bolch. VOTE: 6-0. Motion passes. II. BUSINESS Discussion and Possible Action regarding: A. Vendor Applications 1. New Applications – Valley West – Ralph will inspect. 2. La Branza Farms – Stacy will inspect. 3. High Country Bison – Kambra to contact and explain our rules. Kambra motioned to approve Valley West Farms & La Branza Farms based on passing farm inspections. 2nd by Gouri. VOTE: 6 -0. Motion passes. A. Review of August & September Markets – August was slow due to summer vacations and low production in growing season. September – slight increase with back to school schedules. B. Vendor Checklist and Its Distribution – add reminder the official start time is 3 pm and no sale prior to 3 pm. C. Proposed Amendments to Market Rules & Regulations Including but not Limited to Clarification of Definitions, Regulations for Community Supported Agriculture (CSA) Distribution, and Revised Mission Statement – No action taken. Item tabled to next meeting. D. Fall Advertising Options 1. DS Outlook 2. KDRP 3. Other: Stacy & Carolyn will get quotes. A. Possible Nominees for Board Vacancies – No action taken. B. Ordinance No. 1550.4 - An Ordinance of the City of Dripping Springs Amending Volume 1, Article 5, Chapter 10, Subchapter A, of the Dripping Springs Code of Ordinances; Creating a Farmers Market Association & Establishing Regulations and Standards for Activities, Providing For a Board of Directors, and Criteria For Membership; Providing for the Following: Rules; Standards; Procedures; And Severability 5  C. Fiscal Year 2015 Budget Request – Safety concerns expressed to Michelle to convey to the Maintenance Director and Park & Recreation Commission regarding the decay of the bridge over the culvert and pot-holes in the parking lot of the Triangle. Board asks City to improve the bridge for safety and add base to the parking area where needed. D. E. Protocol for Farmers Market Administration and Inquiries – Michelle will convey protocol at the Staff meeting on Sept. 29th. F. Farm & Ranch Freedom Alliance Conference, September 15–16, 2014, Convention Center, Bastrop, Texas. Marianne motioned to support this event, 2nd by Ralph. VOTE: all in favor. Motion passes 6-0. VI. ANNOUNCEMENTS A. Regular City Council Meeting, Tuesday, September 9, 2014 at 7:00 p.m. B. Farmers Market Board Association Meeting, October 14, 2014 at 10:00 a.m. VII. ADJOURN – Marianne motions to close the meeting, 2nd by Ralph. VOTE: all in favor. Motion passes 6-0 and the meeting is adjourned at 12:25 pm. 6  AGENDA CITY OF DRIPPING SPRINGS FARMERS MARKET ASSOCIATION REGULAR MEETING Tuesday, October 14, 2014 10:00 a.m City Hall 511 Mercer Street Dripping Springs, Texas This facility is wheelchair accessible and accessible parking spaces are available. Requests for accommodations must be made 48 hours prior to this meeting. Please contact the City Secretary’s office by phone 512-858-4725 or fax to 512-858-5646 for further information. I. MEETING CALLED TO ORDER AND ROLL CALL Marianne called the meeting to order at 10:05 All Board Members are present except Gina Gillis: Marianne Simmons, Chair; Kambra Bolch; Gouri Johannsen; Aubrey Munguia; Ralph Morren; and Jay Maffi. Also present are City Administrator Michelle Fischer, Market Manager Carolyn Hodges and Market Manager Stacy Qualls PRESENTATIONS BY CITIZENS Floor open to discussion on any subject. No action may be taken by law. Citizens wishing to speak shall do so after being recognized by the Chair. The Chair may establish a time limit as necessary. A. Introduction and Oath of Office - Board Members: Aimee Mick, Abrey Munguia, Marianne Simmons, Jay Maffi, Ralfph, Gouri Johannsen, II. MINUTES Discussion and Possible Action regarding: A. Approval of Regular Meeting Minutes, September 9, 2014 no minutes available therefore tabled to next meeting II. BUSINESS Discussion and Possible Action regarding: A. Vendor Applications 1. New Applications 2. High Country Bison – Ralph motioned and 2nd by Aimee No objections. Motioned was passed to accept Hill Country Bison as a vendor to sell only their products that are processed at the Hess Texas processing plant. Those products must be clearly labeled for sale upon submitting completed application, labels and fee. A. Review of September & October Markets 1. Market Manager Reports 2. Market Layout Survey Report & Recent Layout Re-configuration - the majority of vendor feedback stated that they would like to stay in the same spot as much as possible but due to each week's vendor attendance, new vendors, etc, the Market Managers have the discretion in changing the set-up as needed. A. Fall Advertising Options 1. Radio – KDRP, KUT 2. Print – DS Outlook, News Dispatch, Echo, DS Insight 3. Other After reviewing the options, it was decided to proceed with year-round business card size ad for the Dripping Springs OutLook, and _____________________ for Dripping Springs Insight A. Planning 1. Fall/Winter Events – Ask Rob to hang light strings in the oaks. 2. Holiday Markets – Michelle will have a press release created and submitted to local media. A. Administrative 7 1. Report on 9/29/2014 City Staff Meeting regarding Protocol for Farmers Market Administration and Inquiries: basic inquiries will be handled by the city staff. A. Fiscal Year 2015 Budget 1. Amount of Contingency Funds Carolyn voiced concern over the amount of hours she and Stacy were working and the amount allotted in the budget A. Proposed Amendments to Market Rules & Regulations Including but not Limited to Clarification of Definitions, Regulations for Community Supported Agriculture (CSA) Distribution Tabled to next meeting II. ANNOUNCEMENTS A. Regular City Council Meeting, Tuesday, October 14, 2014 at 6:00 p.m. B. Regular City Council Meeting, Tuesday, October 21, 2014 at 6:00 p.m. C. Farmers Market Board Association Meeting, October 11, 2014 at 10:00 a.m. II. ADJOURN – Ralph Motioned for Adjournment and Aubrey 2nd – no objections All agenda items listed above are eligible for discussion and action unless otherwise specifically noted. Notice is posted in accordance with Chapter 551, Government Code, Vernon’s Texas Codes, Annotated. I certify that the above notice of meeting was posted on the bulletin board at City of Dripping Springs City Hall and the City Dripping Springs website, www.cityofdrippingsprings.com on the ________ of ________, 2014 at ________ o’clock __M. City Secretary: ___________________________________ Stephanie Hansmann, Deputy City Secretary 8  INTEROFFICE MEMORANDUM TO: CITY COUNCIL MICHELLE FISCHER CC: STACY QUALLS, MARKET CO-MANAGER FROM: CAROLYN HODGES, MARKET CO-MANAGER SUBJECT: FARMERS MARKET UPDATE DATE: 10/9/14 The vendor participation has increased from 25 to 29 vendors this past week. We are expecting to reach over 30 vendors in the coming weeks. We had 4 new vendors attend since our last report. Stacy Qualls, Market Co-Manager, conducted two on site farm inspections which resulted in their approval to attend the market. We conducted a customer survey and received positive reviews for our growing market. A common positive review was the appeal of the live music. We are fortunate to have two musicians, Jerry Rivers and Alex Dormont, who donate their time, talent and equipment. Suggestions for improving the market included: fixing the parking lot and the “bridge” over the culvert and better signage. We also collected opinions from our vendors about the layout of the market. The addition of a children’s activity table was favorably received by the market shoppers. We are continuing to experiment with ways to make the market experience more enjoyable. Carolyn Hodges, Market Co-Manager, attended the DS High School Volunteer Fair and a number of students signed-up to potentially volunteer. We will be contacting them over the coming weeks. 9  INTEROFFICE MEMORANDUM TO: CITY COUNCIL MICHELLE FISCHER, CITY ADMINISTRATOR CC: STACY QUALLS, MARKET CO-MANAGER FROM: CAROLYN HODGES, MARKET CO-MANAGER SUBJECT: FARMERS MARKET UPDATE DATE: 10/31/14 We added 2 new vendors this month. There are over 30 vendors on our books; however, due to schedule conflicts and illnesses, we've had between 25-30 actually attend. Customer participation is steady, but not as high as we anticipated it would be with more bounty and the weather becoming cooler. The “word on the street” is that the Austin markets are seeing the same slower trend. We anticipate customer participation increasing with the holiday shopping, meal planning and cooler weather. We have purchased regular monthly advertising spots in the DS Outlook, starting with the November issue, and with the new DS Insight magazine that will feature local attractions. Also, a local newspaper reporter came to the market on Oct. 29th, who interviewed DSFM Board President, Marianne Simmons, the Onion Creek Farms vendor, and new vendor Branden Williams of Tandem Farms. The article should appear in our local paper the first week of November. Also, vendor Fabienne Bollom, of Rolling in Thyme & Dough, was featured in an interview on KXAN during which she mentioned the great Dripping Springs Farmers Market. We received over 1,000 views on Face Book after we posted to our DSFM page. As of this report, we have over 1,500 Face Book fans. The Hill Country Echo featured local restaurants, The Mercantile and Rolling in Thyme & Dough, and again mentioned their philosophy of eating seasonally via our local vendors at the Farmers Market. Starting this week, Nov. 5th, the Market will close at dusk, due to the daylight savings time change. The addition of the oak tree lighting, and updates made to the electrical outlets is greatly appreciated, as vendors pack-up in the dark. With the Holiday season approaching, we are currently seeking “temporary” artisan and craft vendors to offer a variety of gift items for holiday shoppers for the weeks approaching Thanksgiving through Christmas. The Market will be closed Wednesday, Dec. 24th for Christmas Eve and Wednesday, Dec. 31st for New Years Eve. The staff and board members work tirelessly to organize this weekly community event that benefits our city and families in the surrounding areas. We personally invite each of you to come out and experience our weekly gathering of food and friendship! Also, if you haven’t done so already, please “like” our Facebook page. 10 New Vendor application Process 1. Initial Inquiry  Initial contacts come from phone calls to city hall, email to city hall, web site inquiries or occasionally personal meetings with Market Managers. Inquiries directly with City Hall usually get directed to the Market Managers without providing relevant information about the Market. The initial conversation with the Market Managers covers questions such as where to get the application, how to fill out the paperwork, questions about how the Market operates how many vendors, how many customers, which products are currently being sold, Market hours, the application process and timeliness. The Market Managers usually spend 20 to 30 minutes with the initial contact. After the initial conversation, most potential applicants never actually apply.  The information the Market Managers convey to potential applicants is repetitious and time consuming. If the applicants had easy access to Market information, the pre- application process would be a better experience for the applicant and more time efficient for the Market Managers. The Dripping Springs Farmers Market website should be updated to include all of the information about the Farmers Market. City Hall could direct all applicants to the web site whether the initial contact comes through phone or email. Providing good information to applicants would weed out likely mismatches, leaving only serious applicants asking short, specific questions relevant to their product or situation. An FAQ on the website would enable City Hall employees to answer most questions from serious applicants. If their questions are beyond the scope of the City employee, the applicant should be encouraged to meet the Market Manager during Market hours on Wednesdays. 2. Receive the application:  The application is usually received at city hall and put into the Market Manager’s box without review. The Market Managers initially review the application for completeness and verify the application fee is included. In most cases, the application paperwork is not complete. Occasionally, the application fee payment is not included. The Market Managers then contact the applicant to discuss the incomplete portions of the application and sometimes arrange for application fee payment.  Applications could be reviewed and fee payment received by city hall employees prior to acceptance. Also, application fees could be non-refundable. The low application fee pays for the Market Managers’ and city employees’ wages during the approval process. Just as much effort goes into approving an applicant ad denying an applicant. 3. Consider application:  Once the application is determined to be complete, the two Market Managers discuss whether or not the applicant is a good fit for the Market and complies with the Market rules and regulations. If the Market Managers consider the applicant compliant, the applicant is then discussed with Marianne for approval. The Market Managers do not have clear guidelines for approving vendors. Some typical questions regarding new vendors include: Can we accept another craft vendor? Do we want another egg producer when we already have two? Sometimes after the Market Managers and Marianne have discussed an applicant, the decision is made to present the application 11  to the DSFM board for approval, resulting in more communication with applicant and preparation for the Board.  The consideration process could be streamlined by clearly documented guidelines. We could outline maximum quantities of each type of vender allowing persons other than the Market Managers and the Board to participate upfront in the process. 4. Approval process –  The inspection process is time consuming. Firstly, we discuss the type of inspection required for the applicant. The process is usually unclear to the applicants, resulting in a conversation about the inspection process and expectations. The Market Managers then coordinate an inspection by firstly reaching out to Board members, then coordinating schedules with the inspector and vendor. Coordination, travel time, the actual inspection and conversation about the market at the inspection take a few hours of effort.  When applicants are denied yhr following work is required: internal communications concerning the reason for denial and conversations about how to tell the applicant they were denied. Communications with the denied applicant are then documented via saving emails, printing messages, etc. for legal purposes.  Recent events have also raised questions about how much investigation should be considered during the approval process. Requests such as past history, Internet searches, calls to other farmers markets, ingredients in products sold, agriculture processes, etc. consume a great deal of time. There were discussions about meeting applicants face-to-face prior to approval when inspections are not required.  The inspection process could be communicated from City Hall. Clear guidelines about the extent of investigation for each vendor and vendor type should be weighed against the cost of performing the investigation. Some investigation could be spread across City Hall employees and Board members when the vendor type justifies more investigation. 5. Approved –  After a vendor is approved the following paperwork must be completed including : communicating approval to vendor and sending them the new vendor check list, filing the application in vendor binder, updating DSFM webpage with new Vendor’s name, photo and description, updating ChimpMail subscriber lists, updating vendor information document, updating vendor payment in Excel, reconsidering Market layout and placement of new vendor, updating Facebook, updating weekly newsletter to include new vendor name and description.  With some thought into web site editing, obtaining photos and marketing bios during the application process and self-serve updating in email and web sites, total time spent by Market Managers could be reduced. 12