Farmers Market Committee Meeting

City of Dripping Springs Farmers Market Association Board Meeting Agenda Tuesday, June 9,2015 at 10:00 AM City Hall, 511 Mercer Street, Dripping Springs, Texas I. CALL TO ORDER AND ROLL CALL COMMISSION: Marianne Simmons - Chair Gouri Johaimsen Brandon Willin Kambra Bolch Aimee Mick Teresa Strube Aubrey Munguia Diana Black Market Managers: Carolyn Hodges and Stacy Quails 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 Regular Meeting Minutes, April 14, 2015 B. Approval of Regular Meeting Minutes, May 12, 2015 IV. BUSINESS Discussion andpossible action regarding: A. Review Vendor Applications B. Farmers Market Manager's Monthly Report Reportfrom the Market Manager to the Board regarding Farmers Market activities. C. FY 2015 Budget 1. Revenues and Expenses Monthly Report 2. Discuss the Acquisition of a Portable Public Address System for the Farmers Market D. Market Events: Planning and Updates 1. TDA Healthy Living Grant Update 2. Report on the Status of the 2015 Tomato Round-Up Event 3. Rocking Chair Donation Photo-Op with City Council at Farmers Market E. Public Relations/Marketing 1. Advertising 2. New Banner/New Logo 3. "Choose Healthier" App 4. Request from Belterra for a Farmers Market Door Prize for their Annual Meeting in June 2015 F. Market Facilities/Signage 1. Report on the Status of the Veterans Memorial Park\The Triangle Committee 2. Report on Repairs to the Culvert at Veterans Memorial Park\The Triangle Where the Market is Held 1  3. Restroom Maintenance 4. Day of Market Signage Improvements and Variance Request G. Report on the Buy Fresh, Buy Local Program H. Review of the Farmers Market Manager's Job Description I. Nominations for Vacant Board Member Position J. FY 2016 Budget Requests V. ANNOUNCEMENTS A. Regular City Council Meeting, June 9, 2015 at 7:00pm B. Regular Parks & Recreation Commission Meeting, July 13, 2015, at 6:00pm C. Regular Farmers Market Association Board Meeting, July 14, 2015 at 10:00am VI. Adjourn All agenda items listed above are eligiblefor discussion and action unless otherwise specifically noted. Notice is posted in accordance with Chapter 551, Government Code, Vernon 's Texas Codes, Annotated. 1 certify that the above notice of meeting was posted at City ofDripping Springs City Hall and website, Mm'w. citvofdrippinssprinss. com on the 5^ of . 2015at tJ- o'clock PM Kerri Craig, City Secretai Thisfacility is wheelchair accessible. Accessibleparking spaces are available. Requestsfor auxiliary aids and services must be made 48 hours prior to this meeting by calling (512) 858-4725.  City of Dripping Springs Farmers Market Association Board Meeting Agenda Tuesday, June 9, 2015 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 Brandon Willin Kambra Bolch Aimee Mick Teresa Strube Aubrey Munguia Diana Black 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 Regular Meeting Minutes, April 14, 2015 3 B. Approval of Regular Meeting Minutes, May 12, 2015 IV. BUSINESS Discussion and possible action regarding: A. Review Vendor Applications B. Farmers Market Manager's Monthly Report 5 Report from the Market Manager to the Board regarding Farmers Market activities. C. FY 2015 Budget 6 1. Revenues and Expenses Monthly Report 7 2. Discuss the Acquisition of a Portable Public Address System for the Farmers Market D. Market Events: Planning and Updates 1. TDA Healthy Living Grant Update 2. Report on the Status of the 2015 Tomato Round-Up Event 8 3. Rocking Chair Donation Photo-Op with City Council at Farmers Market E. Public Relations/Marketing 1. Advertising 2. New Banner/New Logo 12 3. "Choose Healthier" App 4. Request from Belterra for a Farmers Market Door Prize for their Annual Meeting in June 2015 F. Market Facilities/Signage 1. Report on the Status of the Veterans Memorial Park\The Triangle Committee 2. Report on Repairs to the Culvert at Veterans Memorial Park\The Triangle Where the Market is Held 3. Restroom Maintenance  4. Day of Market Signage Improvements and Variance Request 13 G. Report on the Buy Fresh, Buy Local Program H. Review of the Farmers Market Manager's Job Description I. Nominations for Vacant Board Member Position J. FY 2016 Budget Requests 14 V. ANNOUNCEMENTS A. Regular City Council Meeting, June 9, 2015 at 7:00pm B. Regular Parks & Recreation Commission Meeting, July 13, 2015, at 6:00pm C. Regular Farmers Market Association Board Meeting, July 14, 2015 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.  MEETING MINUTES City of Dripping Springs Farmers Market Association Board Meeting Agenda Tuesday, April 14, 2015 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 Brandon Willin Kambra Bolch Aimee Mick Teresa Strube Aubrey Munguia Vacancy Market Managers: Stacy Qualls The Regular Meeting of the City of Dripping Springs Farmers Market Association Board was called to order at 10:05AM, Tuesday, April 14, 2015 by Marianne Simmons, Chair. Roll call was taken and members present included Gouri Johannsen, Brandon Willin, Teresa Strube, and Aimee Mick, acting as secretary. Members absent were Kambra Bolch and Aubrey Munguia. Also present were Stacy Qualls, Market Manager and new member candidate Diana Black joined the meeting at 10:40. 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. No presentations by citizens were made. III. MINUTES A. Approval of Regular Meeting Minutes, March 10, 2015 A motion to approve the March 10, 2015 Regular Meeting minutes as amended was made by Gouri Johannsen and seconded by Aimee Mick, VOTE: 5-for, 0-against, 2-absent. Motion passes. IV. BUSINESS Discussion and possible action regarding: A. Review Vendor Applications New vendor to the market will be the Fish Tender. A vendor offering wood fire pizza and bread will attend the next market and provide samples. B. Farmers Market Manager's Monthly Report The culvert in the parking lot is being replaced. Market manager passed out 80 swag bags at local events. C. Market Events Update Coming up is the Earth Day plant sale from the Hays County Master Gardner. Stacy will provide advertisements about the Dripping Springs Farmers Market for vendors attending the Belterra Farmers Market. D. Farmers Market Association Board and Vendor Participation in Supplemental Nutrition Assistance Program (SNAP) The Dripping Springs Farmers Market will not be participating in SNAP. E. Acquisition of Public Address System for the Market Marianne Simmons will ask the City to make the purchase of a public address system for the market using Dripping Springs Farmers Market funds. F. Review and Approval of Revised Vendor Application New application is already out to vendors and will be due back to the Market Manager with the annual fee by the last day in April. 3  G. Report on the Buy Fresh, Buy Local Program Buy Fresh, Buy Local national program is still in process and working on website. Only Farmers Markets, who have an at least 51% grower/producer market, can participate. H. Submission of the Healthy Living with Texas Produce 2015 Texas Department of Agriculture Grant Grant has been submitted I. Market Safety - Enforcement of Safety Guidelines Vendors will continue to be reminded on safety guidelines J. 2015 Market Events Planning A number of events have been planned. Note -Tomato Round Up June 20. Additional planning continues. K. New Design and Purchase of Market Banner New Logo and marketing materials are needed. The board considered changing the name of the market and decided to table until additional marketing ideas are presemted. Brandon will help work on new design. Stacy will request permission to add the time of the market to the existing sign and if approved will make a supplemental sign. L. Appointment of Representative of the Veterans Memorial Park/The Triangle Advisory Committee approved for 7 members the board will provide names as recommendations. Brandon has agreed to serve. M. Participation at the Belterra Lawn Party on May 9, 2015 We will not participate. N. Review of the Farmers Market Manager's Job Description Table till next month. V. ANNOUNCEMENTS A. Regular City Council Meeting, April 14, 2015 at 5:30pm B. Regular Parks & Recreation Commission Meeting, May 11, 2015, at 6:00pm C. Regular Farmers Market Association Board Meeting, May 12, 2015 at 10:00am VI. Adjourn A motion was made by Brandon Willin and seconded by Aimee Mick to adjourn the Regular Meeting of the City of Dripping Springs Farmers Market Association at 11:50 AM. VOTE: 5-for, 0-against, 2-absent. Motion passes. 4  INTEROFFICE MEMORANDUM TO: CITY COUNCIL MICHELLE FISCHER FROM: STACY QUALLS, MARKET MANAGER SUBJECT: FARMERS MARKET UPDATE DATE: 6/1/2015 The weather has been hard on the market this month. The rain has caused erosion of the culvert in the parking lot to the point that the bridge connecting the two parking lots had to be barricaded and closed. This makes ingress and egress to the Farmers Market very difficult for shoppers and vendors. This month three new vendors joined the market: Sew Pinkin’ Cute, Great Harvest Bread and Jenschke Orchards. Seven generations of Jenschkes have grown peaches in Fredericksburg. They are a welcome addition to the market. Plaques have been ordered for the six rocking chairs that were donated to the market. The brass plaques will say “Donated to the Dripping Springs Farmers Market by the Greenlee Family 2015” The shoppers have enjoyed rocking under the oaks while listening to the live music. KVUE visited our market this month, took some video footage, and interviewed some of our customers. On May 18th KVUE used this footage in their 10:00pm news in depth story “Farmers Market Decoded – Are They Always Farm Fresh?” The story was meant to inform consumers that some markets may not be what they seem. We are proud that our market is certified by the Texas Department of Agriculture as a “Texas Certified Market”. However, our own market rules are even more stringent than TDA’s. We are a “Producer’s Only” market which means that everything sold at our market is produced within 150 miles of Dripping Springs. We do farm inspections to make sure that the produce is really grown as stated on the vendor’s application and not bought out of state to be resold. 5 DRIPPING SPRINGS FARMERS MARKET Balance Forward 8,903.85 Revenues Applications 1,000.00 Booth Space 17,625.00 Tomato Festival 1,500.00 Total 29,028.85 Expenses Market Manager 8,812.50 Market Coordinator 7,500.00 Advertising 2,000.00 Supplies & Equipment 200.00 Entertainment& Activities 200.00 Chef Demo 1,000.00 Tomato Festival 800.00 Dues Fees & Subscriptions 225.00 Total 20,737.50 Balance Forward to FY16 8,291.35 6  City of Dripping Springs Farmers Market Income Statement For the Eight Months Ending May 31, 2015 Current Month Year to Date Revenues FM Booth $ 1,045.00 $ 9,435.00 FM App Fee 298.00 1,218.00 Interest Income 4.39 36.91 Other Income 0.00 8.29 Total Revenues 1,347.39 10,698.20 Cost of Sales Total Cost of Sales 0.00 0.00 Gross Profit 1,347.39 10,698.20 Expenses Advertising Expense 67.50 967.50 FM Manager 530.00 4,842.50 FM Coordinator 838.50 5,570.50 Tomato Festival 0.00 50.00 Dues and Subscriptions Exp 0.00 150.00 Supplies Expense 0.00 152.75 Other Expense 0.00 83.65 Total Expenses 1,436.00 11,816.90 Net Income ($ 88.61) ($ 1,118.70) 6/3/2015 at 1:12 PM For Management Purposes Only Page: 1 7  4th Annual Tomato Round-Up Founders Memorial Park, Dripping Springs, Texas Saturday, June 20th, 10am-2pm Join us for an old-fashioned celebration of the Tomato! • Judge’s Contest • People’s Choice Contest • Homegrown Tomato Store • Tastings• BLTs • Wood-Fired Pizza Pre-registration for Judge’s Choice and/or People’s Choice Tomato contests is available June 3rd thru June 17th at the 8 Dripping Springs Farmers Market (Wednesdays 3-7pm) or at City Hall (M-F 8am-5pm).  4th Annual Tomato Round-Up Founders Memorial Park, Dripping Springs, Texas Saturday, June 20th, 10am-2pm Sponsor Information The Tomato Round-Up is a fun community event that brings together gardeners, growers and tomato lovers. Last year’s participants enjoyed live music, wood-fired pizza, BLT’s and of course Tomatoes! Please consider showing your support by sponsoring this year’s festivities. Beefsteak - $500 Prominently displayed professional custom vinyl 3’ x 5’ or two 2’ x 3’ banners with your logo • Listed on chalk board at event • Large sized company logo on all forms and Flyers • 20 tokens for People’s Choice tasting Heirloom - $250 Custom made 2’ x 3’ vinyl banner with your logo •Listed on chalk board at event • Your logo on all forms and flyers • 15 tokens for People’s Choice tasting Roma - $125 Custom made 2’ x 1’ vinyl banner with your logo • Your logo on all forms and flyers • Listed on chalk board at event • 10 tokens for People’s Choice tasting 9 Craig, Kerri From: CODS-Farmers Market Sent: Monday, June 8, 2015 2:25 PM To: Craig, Kerri Subject: add to boardbook FW: KDRP - Tomato Round-Up details Hi Kerri, Nothing like bugging you at the last minute. I'd like to add this email under Tomato Round-Up if it's not too late. Staqr From: Ryan Schuh [ryan@kdrplive.org] Sent: Friday, June 05, 2015 4:23 PM To: CODS-Farmers Market Subject: KDRP - Tomato Round-Up details HI Stacy, I hope you are having a great Friday! Thank you for the email. I reached out to DeNae the other day, as I was interested in being a part of your marketing efforts for the Tomato Round-Up. Last year, JoAnn placed a buy with me, and we were able to promote the event on our 103.1fm signal in Dripping Springs. We also included postings in our weekly email blast & postings on our Facebook page. In fact, last year my wife & I won first prize in the tastiest category! We had a lot of fun. I know Bill Paige will be the MC this year, and he would be able to voice the on-air announcements. I agree, the weather has been very challenging this year. I recommend using a "rotator", which is a specific time-frame & range of dates that your spots would air in. I have two rotators to recommend, which are also used to build frequency. I want to make sure as many people as possible are able to hear your spots. To air on 103.1fm in DS and streaming via KDRP.ORG & our Add for smart device listening Option one - $10 per announcement, which would air between the hours of 6a-12m Monday-Sunday Option two - $15 per announcement, which would air between the hours of 6a-8p Monday-Friday (no weekends) Do you have a particular budget in mind? Let me know your thoughts & I can put together a promotional campaign for your review. I look forward to working with you! Ryan Schuh General Manager KDRP - Sun Radio Office: 512-829-4680 Cell: 512-965-9969 10 lOO.lFM Austin 103.1FM Dripping Springs 99.1FM Fredericksburg 88.9FM Johnson City 107.1FM FID Ch.3 Bastrop/Austin Streaming 24/7 @ KDRPLIVE.org KXAN News and Weather Mornings & Afternoons • CONFIDENTIALITY NOTE: The information transmitted, including attachments, is intended only for the person(s) or entity to which it is addressed and may contain confidential and/or privileged material. Any review, retransmission, dissemination or other use of, or taking of any action in reliance upon this information by persons or entities other than the intended recipient is prohibited. If you received this in error, please contact the sender and destroy any copies of this information From: CODS-Farmers Market [mailto:farmersmarket@cityofdrippingsprings.com] Sent: Friday, June 05, 2015 2:30 PM To: Ryan@kdrplive.org Subject: Tomato Round-Up Hi Ryan, Thank you for thinking of us. We did have a good time lastyear. One participant was so pleased with her three ribbons she has become a sponsor this year! We were worried for awhile ifthere would even be any tomatoes since the weather has been so crazy. But now the sun has come out and we are in full force work mode trying to pull everything together. We would appreciate any help in getting this event promoted to the community. Our budget is slim so we wouldn't be able to contribute much. What are our options? I look forward to seeing you at the Round-Up! Stacy Quails Dripping Springs Farmer Market Manager This outbound email has been scanned by the DD Email Security System and deemed safe from viruses, trojans and malware. This inbound email has been scanned by the DD Email Security System and deemed safe from viruses, trojans and malware. 11  ity of Drippin C gS Gateway to the pri n g s Hil lC oun try ity of Drippin C gS Gateway to the Hil pri n g s lC oun try ity of Dripping S C pri n g s Gateway to the Hill Country ity of Dripping C S pr in g s Gateway to the Hill Country ripping Springs D Far me rs Gat eway to the Hill C oun M arket try ripping Springs D Far me rs Gat eway to the Hill C oun M arket try ripping Springs D Far me rs Gat eway to the Hill C oun M arket try ing Springs Farm ripp er s M a r e t k D Gateway to the Hill Country Cit y of ing Springs Farm ri p p Gateway to the er s M a r e t D Hill Country of Star Producers k 12  RA N CH RO A D 1 2 FA RM ERS M A RK ET FA RM ERS M A RK ET PA RK I N G NO PA RK FA RM ERS ING M A RK ET EA PA RK I N G ST ME NO RC PA ER RK ING ST . FA RM ERS M A RK ET I NG PA RK I N G I NG VEN A RK DO RP A RK A RK RP I NG DO RP 13 DO VEN VEN FA RM ERS FA RM ERS FA RM ERS M A RK ET M A RK ET M A RK ET H I GH WA Y 2 9 0 P:\temp\338-008_temp\TRAFFIC_SAFETY.dwg  FY 2016 Budget Calendar Deadline* Action 6/5/2015 FY 2016 Budget Calendar and Budget Request Forms Distributed to All Parties 7/1/2015 Final Deadline for Staff/Department Budget Requests 7/24/2015 Final Deadline for Budget Requests from Commissions, Boards, and Committees 8/11/2015 Budget Filed with the City Secretary 8/11/2015 – City Council 1st Budget Workshop 8/21/2015 Submit Notice of 1st Public Hearing to NewsDispatch for Publication in 8/27 Newspaper 8/28/2015 Submit Notice of 2nd Public Hearing to NewsDispatch for Publication in 9/3 Newspaper 9/8/2015 – City Council 2nd Budget Workshop 1st Public Hearing for Budget 1st Public Hearing for Tax Levy 9/15/2015 – City Council 3rd Budget Workshop (if needed) 2nd Public Hearing for Budget 2nd Public Hearing for Tax Levy Adoption of the FY 2016 Budget Adoption of the Tax Levy Ordinance 9/16/2015 Publish FY 2016 Approved Budget to the Website 9/30/2015 File FY 2016 Budget with Hays County * Budget Requests that are received after the deadline, will be considered in the first budget amendment of the fiscal year. 14  Group: Item Contact Cost per # of Unit Total Priority Item Vendor Justification Person Unit Units Type ($) * Description 1 2 3 Total FY 2016 Budget Request: $0 * Please remember to attach back-up documentation for each item, such as itemized cost estimates, pictures, maps, or any other applicable supporting information. 15  City of Dripping Springs FY 2016 Budget Request Form Historic Preservation Commission Item Contact Cost per # of Unit Total Priority Item Description * Vendor Justification Person Unit Units Type ($) E 1 Historic Survey Preservation The survey will determine the number of John McIntosh $1,000 1 Each $1,000 L Associates historic buildings in DS, which will allow P us to apply for grants from the National Historic Preservation Program (NHPP) 2 New Name Plates Quill M Our name plates will match and look A more professional Ted Lehr $25 7 Each $175 3 Subscription to History Today Magazine S History Today This online subscription will allow Commission members to stay up-to- date on Historic Preservation topics. Charlie Haydon $15 12 Months $180 Total FY 2016 Budget Request: $1,355 * Please remember to attach back-up documentation for each item, such as itemized cost estimates, pictures, 16 maps, or any other applicable supporting information. Page 2 of 2