Farmers Market Committee Meeting

City of Dripping Springs Farmers Market Association Board Meeting Agenda Monday, March 14, 2016 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 Aimee Mick Diana Black Teresa Strube Aubrey Munguia Claudia Oney Gary Gilstrap Laurel Robertson Market Manager: Laurel Robertson Chair Marianne Simmons calls the meeting to order at 10:00am. All present except Aimee Mick and Aubrey Munguia. 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, February 9, 2016. Diana motions and Claudia seconds approval. Motion passes. IV. REPORTS A. Farmers Market Manager's Monthly Report Report from the Market Manager to the Board regarding Farmers Market activities. Leak fixed at VFW hall. 1. Introduction of Farmers Market Manager. Laurel Robertson is introduced as new manager. Details of transition discussed. B. Fiscal Year 2016 Budget Revenues and Expenses Monthly Report. Adjustments made to budget categories. V. MARKET EVENTS PLANNING AND UPDATES Discussion and possible action regarding: A. Market Events Planning for 2016. Discussion and Laurel’s report on musician changes. Discussed calendar format. B. Discussion Regarding Farmers Market Participation in the Founders Day Festival Weekend Parade. Discussed basic planning issues re: parade participation, and e-communication dates. C. Spring 2016 Vendor Orientation Market Planning. Discussed participation and new manager introduction at social. D. 2016 Tomato Round-Up Planning. Verbalized planning concerns and need for event manager, with Laurel officially appointed to position. VI. MARKETING AND PUBLIC RELATIONS Discussion and possible action regarding: A. Marketing and Public Relations Committee Report. Discussed fundraisers with auctions at which market can be represented by offering tokens and misc. Market will be added to City account with Constant Contact. Page 1 of 2  B. Report Regarding the Farmers Market Master Sign Plan and Variances Approved at the February 9th City Council Meeting. Banners up, and moving ahead with event sign planning. VII. SPONSORSHIPS SUBCOMMITTEE REPORT A. Locktite Sponsorship Request. Discussed issues with application and acceptance as sponsor. B. The Miracle Gro Mobile Tour Sponsorship Request. Discussion only. VIII. RULES AND REGULATIONS SUBCOMMITTEE REPORT Discussion and possible action regarding: A. Rules and Regulations Subcommittee Report. Nothing to report. IX. OTHER BUSINESS Discussion and possible action regarding: A. New Vendor Applications 1. Drippin' Jewels. Discussed application, accepted pending forms completion. Gouri motions and Diana seconds approval. Motion passes. B. Discussion Regarding Pending Vendor Inspections and New Assignments. Discussed who will perform inspections for vendor applicants. C. Special Event Participation Applications 1. Center of the Plate Special Event Participation Application. Discussed participation of this vendor and all implications, including waiving application and booth fees. Gary motions and Claudia seconds waiver and approval. Motion passes. 2. The Miracle Gro Mobile Tour Special Event Participant Application. Discussed logistics of including this vendor, fees, and application. Laurel will communicate with them and get back for approval discussion. 3. Camp Gladiator Special Event Participant Application. Tabled until application located. 4. North Hays County Emergency Service District No. 1 Application to Disseminate Information. Discussed issues. Marianne motions and Gary seconds application approval. D. Discussion Regarding Administrative Support from City Staff. Discussed task takeover by City staff members. More input ideas welcomed by Marianne. Discussion re: protocol for communication between manager and potential vendors. E. Discussion Regarding the Vehicle Accident Emergency at US HWY 290 and RR 12 on Wednesday, February 24, 2016 and the Impact on the Farmers Market. Discussion re: emergency communication between manager and vendors, and emergency relocation. F. Recommendation for an Increase in the Farmers Market Vendor Booth Fees. Discussed $2 booth fee increase to fund marketing costs and logistics of instituting it. Gary motions and Gouri seconds approval. Motion passes. X. ANNOUNCEMENTS A. Regular City Council Meeting, March 8, 2016 at 7:00pm B. Regular Parks and Recreation Commission Meeting, April 11, 2016 at 6:00pm C. Regular Farmers Market Association Board Meeting, April 12, 2016 at 10:00am XI. ADJOURN Gary motions and Teresa seconds adjournment. Meeting adjourns at 12:09pm. Page 2 of 2