Farmers Market Committee Meeting

City of Dripping Springs Farmers Market Association Board Meeting Agenda Tuesday, June 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 Market Managers: Laurel Robertson The Regular Meeting of the City of Dripping Springs Farmers Market Association Board was called to order at 10:02AM, Tuesday, June 14, 2016 by Marianne Simmons, Chair. Roll call was taken and members present included, Teresa Strube, Diana Black, Gouri Johannsen, Claudia Oney, Aubrey Munguia and Aimee Mick, acting as secretary. Gary Gilstrap was absent. Also present was Laurel Robertson, Market Manager. 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, April 21, 2016 A motion was made by Claudia Oney and seconded by Gouri Johannsen to approve the Special Meeting Minutes for April 21, 2016. VOTE: 7-for, 0 -against, 1-absent. Motion passes. B. Approval of Regular Meeting Minutes, May 10, 2016 A motion was made by Aimee Mick and seconded by Gouri Johannsen to approve the Regular Meeting Minutes for May 10, 2016. VOTE: 7-for, 0 -against, 1-absent. Motion passes. IV. REPORTS A. Farmers Market Manager's Monthly Report Report from the Market Manager to the Board regarding Farmers Market activities. B. Fiscal Year 2016 Budget Revenues and Expenses Monthly Report Additional sponsorships are being sought to increase funding for the Tomato Round-Up. There is a current shortfall of $535.00 in the Tomato Round-Up budget. Current budget format needs to be reviewed for easier tracking. Additional discussion of Budget was tabled. V. MARKET EVENTS PLANNING AND UPDATES Discussion and possible action regarding: A. Farmers Market Activities and Editorial Calendar June 2016 through September 2016 B. "Take-Home Tips" Program Report for June 22 - 29, 2016 A motion was made by Teresa Strube and seconded by Claudia Oney to approve the expense for the Farmers Market Manager to take the class and apply for the Food Managers Permit. Current Vendors who hold Food Managers Permits include Great Harvest Bread, Eats for Tots and Brenham Kitchens. VOTE: 7-for, 0 -against, 1-absent. Motion passes. C. Report on the 2016 Tomato Round-Up No Report Page 1 of 3  D. Volunteering for the City Information Table at the Dripping Springs Fair and Rodeo July 22 - 23, 2016 The City will have a booth at the Dripping Springs Fair and Rodeo and is asking for the Farmers Market Board Members to staff the booth to advertise the Farmers Market. Diana Black and Claudia Oney volunteered. VI. MARKETING AND PUBLIC RELATIONS Discussion and possible action regarding: A. Marketing and Public Relations Committee Report B. Purchase of New Farmers Market Banner for Display on US HWY 290 The US HWY 290 Banner was destroyed by a weather related event. A motion was made by Claudia Oney and seconded by Teresa Strube to approve buying a replacement banner from the Marketing Budget. VOTE: 7-for, 0 -against, 1-absent. Motion passes. C. Purchase of a "Take-Home Tips" Banner for Display on US HWY 290 A motion was made by Aimee Mick and seconded by MaryAnn to approve buying a "Take- Home Tips" Banner from the Marketing Budget. VOTE: 7-for, 0 -against, 1-absent. Motion passes. D. Purchase of Farmers Market Special Event Signs Tabled E. Revised Farmers Market Vendor Survey Vendors will be asked to provide anonymous data. VII. RULES AND REGULATIONS SUBCOMMITTEE REPORT Discussion and possible action regarding: A. Amendment to the Farmers Market Rules and Regulations to Include Language Stating Market Manager will Collect Confidential Sales Data to Provide Required Measurement of Success of Marking Efforts for Grant Applications Subcommittee may meet to discuss amending the Rules and Regulations to collect anonymous sales data or on the application VIII. OTHER BUSINESS Discussion and possible action regarding: A. New Vendor Applications 1. Hair of the Dog His participation in the market has been questioned and he has pulled out of the market. 2. Steve Sauerwein More information is needed from this vendor. B. Pending Vendor Inspections C. Special Event Applications The new Belterra apartment complex has applied to be a special event vendor. A motion was made by Marianne Simmons and seconded by Claudia Oney to deny the special event application and recommend sponsorship as a better fit for their promotional activity. VOTE: 7-for, 0 - against, 1-absent. Motion passes. D. Tomato Round-Up Budget See Item IV-B E. Recommended Changes to the Farmers Market Facilities Item was discussed, no action taken. Page 2 of 3  1. New Picnic Tables 2. Recycling Container 3. 2017 Farmers Market Association Board Budget Requests Including Cedar Mulch, Parking Area Repairs and Maintenance, and Repairs to the West and East Areas F. Recommended Changes to the Farmers Market Layout Item was discussed, no action taken. 1. New "Take-Home Tips" Presentation Area 2. Revising the Farmers Market Layout to Accommodate More Vendors 3. Vendor Approval Priorities and Ratio of Food Considerations 4. Vendor and Customer Parking Spaces G. Vacant Farmers Market Association Board Position A motion was made by Marianne Simmons and seconded by Teresa Strube to approve the application of Charisa Giles to become a Board Member of the Farmers Market Board. VOTE: 7-for, 0 -against, 1-absent. Motion passes. H. Annual Chair Appointment Recommendation to City Council A motion was made by Teresa Strube and seconded by Diana Black to approve the action of Marianne Simmons stepping down as Farmers Market Board Chair and approve the nomination of Gouri Johannsen as the new Chair of the Farmers Market Board. VOTE: 7-for, 0 -against, 1-absent. Motion passes. Maryanne was thanked for her many years of exemplary service to the Dripping Springs Farmers Market Board. IX. ANNOUNCEMENTS A. Regular City Council Meeting, June 14, 2016 at 7:00pm B. Regular Parks and Recreation Commission Meeting, July 11, 2016 at 6:00pm C. Regular Farmers Market Association Board Meeting, July 12, 2016 at 10:00am X. ADJOURN A motion was made by Teresa Strube and second by Gouri Johannsen to adjourn the Regular Meeting of the City of Dripping Springs Farmers Market Association at 11:45 PM. VOTE: 7-for, 0-against, 1- absent. Motion passes. Page 3 of 3