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Minutes of

Downtown Waterville Farmers' Market

Annual Meeting

January 12, 2009

Meeting began at 6:00.

Members present (20): Tom, Jack & Courtney, Mark R., Izzy, Becky & Trish, Richard & Leanne, Bill & Michelle, Joanne, Mark G., Hanne, Karl, Ernie, Fred, Clayton, Everett, Todd, Sarah, Raini, Jean, Kristen, Michael

not present (7): Don, Bob & Arleen, Bob P., Roger, Angelo, Mary, Bill T.

Market Managers' Report:

Jack reported that we had a good season with everyone working together well. August was the most highly attended month, but overall attendance was up and more consistent than in 2007. Two members withdrew during the course of the season (Barbara and Perly). Details were provided in the 2008 Attendance Spreadsheet.

Treasurers Report:

Details provided in the 2008 Treasurers' Report. Clayton noted that we spent a little more than the market's 2008 income, being way over budget on tote bags but also under budget for other promotional materials. We still have plenty in the bank since Maine General had been so generous with grants in the past. Inland Hospital may have grant money available for the coming years, there was some debate about whether or not we need it. The market is not hurting for money that other organizations could use, but we may need it in the future with no access to grants, so it would be worthwhile to accept money while grants are available. There was also debate over how to distribute tote bags, $20 in one shot or in $5 increments. Both have advantages since $20 in one shot is easy to manage, and $5 increments is a more attainable goal for some shoppers. Either way it is important to have enough bags for each shopper that meets the requirements. The topic should be discussed further.

Steering Committee Elections:

Chairperson: Hanne

Secretary: Izzy

Treasurer: Clayton

Assistant Treasurer: Raini

Market Manager: Jack

Winter Market Manager: Sarah

At Large: Richard, Michelle, and Ernie

Motions Passed

Changes to Rules

Motions passed the following changes to the Rules, which will be added in where appropriate:

● “If a member does not attend at least one market during the season, they will be considered as a new applicant the following year.”

● “New members will be provisional for at least their first year, without voting rights and subject to a vote on their acceptance into the market at a future Annual Meeting. Each Annual Meeting will consider all outstanding provisional members for full membership. Provisional members must be voted in or out at the end of their second year.”

● The re-application deadline for members will be the Annual Meeting; effective 2010.

● Applications will be sent to Raini Perry rather than WMSt to cut down on the confusion of having checks and paperwork processed by different people.

● Market will pay $0.50/mile for gas for Farm Checks.

Debate over how to encourage regular attendance concluded that the application should be re-worded to clarify that planned attendance dates are a commitment, and that the Market Manager needs to be alerted as to whether or not you will be attending any particular day. Raini volunteered to make a spreadsheet of expected attendance, so that it will be easy to see if vendors are meeting their attendance commitments.

There had been a question over whether Winter Market vendors pay $5 daily dues. Hanne reported that they did last year, so we concluded that they will this year, making the point moot.

Dates & Deadlines

Application deadline is March 15.

Weekly market season is May 7 to November 19.

New applicant meeting is Wednesday March 25 at 4 p.m.

We discussed a late application fee, but did not vote on whether or not to have one. Courtney pointed out that it is more of a hassle to coordinate market management if applications don't come in on time.

Farm Checks:

Raini reported that she checked the new members' farms. She noted that cucumbers were missing from the checklist, and will revise and add items where appropriate. She pointed out that gas prices were high over the summer and this made it difficult for her to do the checks right away, so we decided that the market should foot the gas bill. Raini will coordinate Farm Checks for 2009, along with Fred and Richard.

Marketing & Promotion:

A committee was formed to meet with Shannon and form a promotional plan. Members are: Trish, Ernie, Jean, Hanne, Michael, Fred, Jack, and Clayton.

Important topics include:

Scheduling 2 events such as Taste of the Market and roughly plan them, leaving the details and execution to WMSt.

Tote bags: change the artwork?, figure out how to organize distribution better?

Signs, Radio, etc.

Winter Market should do some advertising.

Meeting adjourned at 8 p.m.

Submitted by Courtney Page.