Farmers Market Committee Meeting

City of Dripping Springs Farmers Market Association Board Meeting Minutes Thursday, November 15, 2018 at 10:00 AM City Hall, 511 Mercer Street, Dripping Springs, Texas I. CALL TO ORDER AND ROLL CALL COMMISSION: Gouri Johannsen - Chair Claudia Oney Vacant Marianne Simmons - Vice Chair Sara Gates Vacant Teresa Strube - Secretary Kyle Koen CITY STAFF: Market Manager - Laurel Robertson Parks Director - Mariana Espinosa Chair Gouri Johannsen called the meeting to order at 10:08 and conducted roll call. Board members present: Gouri Johannsen, Marianne Simmons, Claudia Oney, Sara Gates, and Teresa Strube. Mariana Espinosa was also present. Laurel Robertson joined meeting at 10:15. 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 visitors present. III. EXECUTIVE SESSION A. Consultation with City Attorney regarding Personnel Matters related to duties, appointment, pay and employment of Farmers Market Manager. Consultation with City 551.071, Personnel Matters 551.074 Gouri moved to call Executive Session; Marianne Simmons seconded; VOTE: all in favor, motion passed. Marianne moved to end Executive Session; Claudia seconded; VOTE: all in favor, motion passed. Regular meeting opened at 10:10 am. IV. MINUTES Approval of the Minutes of the Meeting dated 10-18-18 Marianne moved to approve minutes; Gouri seconded; VOTE: all in favor, motion passed. V. REPORTS A. Parks and Community Services Report - Mariana Espinosa Reviewed 10-31-18 Parks and Community Services Monthly Report.  B. Farmers Market October 2018 Income Statement Reviewed Statement with no questions. C. Farmers Market Board Annual Income Statement, FY Oct 2017 - Sep 2018 Reviewed Statement with no questions. D. Farmers Market Manager's Monthly Report - Laurel Robertson Reviewed Report. VI. MARKETING AND PUBLIC RELATIONS Discussion and possible action regarding: A. Update and Discussion Farmers Market Survey - Final Report - Gouri Johannsen Metrics Project Report - Gouri reported on the three weeks of survey at market and noted participation and customer interest in market. Will make data available by changing settings in online program. Another survey is planned for May 2019. Laurel will pursue getting weekly sales figures of vendors. Discussed incentives for reporting sales. B. Social Media Update - Instagram, FB Market Event - Mariana Espinoza Mariana will get with Bonnie and Gouri to create Inst account linked to FB acct. C. Booth at Hill Country Living & Rainwater Revival Festival - Marianne Simmons Marianne reported on booth activity: survey results, rack cards, conversations with potential market shoppers. D. Outlook Advertising Update - Laurel Robertson Laurel will write December article. Marianne moved to approve another month’s article; Gouri seconded; VOTE: all in favor, motion passed. E. Discuss/Consider Approval of Sponsorship Level and Participation of FM Board in 2019 Texas Night Sky Festival Discussed participation of Silent Auction donation, rack cards on City table, and two $25 gift bags. More information coming. VII. MARKET VENUE Discussion and possible action regarding: A. TIRZ No 1 & No 2 Board Meeting No activity. B. Discuss/Provide Staff Direction on a Weather Cancellation Policy for FM, and Authorization for FM Manager to draft policy for future consideration and approval Laurel will research other market policies and draft a new policy for when weather affects market. VIII. SPONSORSHIPS AND GRANTS SUBCOMMITTEE Discussion and possible action regarding: A. Sponsorship Activity Laurel will follow up with MI Homes and HR Block for renewing sponsorships. B. Grants Activity No activity. IX. RULES AND REGULATIONS SUBCOMMITTEE A. Update and Discussion regarding Rules and Regs Activity No activity. X. OTHER BUSINESS A. Update and Discussion regarding Texas Open Meetings Act and Better Meetings Training Report - Gouri Johannsen Gouri reviewed key issues affecting Open Meeting Act legalities. B. Discuss/Consider Recommendation regarding duties, appointment, pay and employment of FM Manager - Mariana Espinosa and Gouri Johannsen Tabled. C. Vendor Inspections - Laurel Robertson Discussed vendors who have high need of inspection. XI. UPCOMING MEETINGS A. FM Board: December 20, 2018 - Regular Meeting 10 am January 17, 2019 - Regular Meeting 10 am B. City Council and Board of Adjustment: November 20, 2018 - Regular Meeting 6 pm December 11, 2018 - Workshop 5:30 pm / Regular Meeting 6:30 pm December 18, 2018 - Regular Meeting 6 pm January 8, 2019 - Regular Meeting 6:30 pm XII. ADJOURN Marianne motioned to adjourn at 12:30; Sara seconded; VOTE: all in favor, motion passed. 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 November 9, 2018, at 5:00 p.m.  ____________________________________________ 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.