These are the minutes recorded from meetings of the Watauga County Farmers' Market board and members.
Please note that minutes are posted here after they are approved at the following meeting, and there could be a significant delay between the time the minutes are recorded and the time they are approved.
These are the minutes from the 2009 - 2010 season, starting with the general meeting in 2009.
WCFM Board Meeting 4-21-09 Minutes
Attending: Caron Baker Wike, Matt Cooper, Jeff Thomas, Liza Plaster, Joe Martin, David Sengel, Richard Boylan, Cheryl Piracci, Karen Bauman, Jason Roehrig
Minutes from the 3-23-09 Board Meetings were read and unanimously approved.
New & Returning Board Member Introductions:
Caron Baker Wike has experience writing grants, managing an antique show at the Blair Farm, and now works in her pottery studio full-time.
Matt Cooper founded the Leola Street Community Garden, is applying for a USDA grant to train new farmers, and farms in several locations.
Liza Plaster raises goats and makes great cheese.
Jason Roehrig operates Tumbling Shoals Farm with his wife Shiloh, including a CSA and direct-marketed transitional-organic vegetables. He also works with RAFI on the biggest producer-grant program in the southeast.
David Sengel operates Fog Likely Farm with his wife. This is his fifth year at the Market, and he is having fun playing in the dirt.
Jeff Thomas runs Creeksong Farm and has been growing organically since 1979. He joined the Market in the early 1980’s and served as Board President from 2005-2008.
Richard Boylan serves as Extension liaison to several farmers markets, including the WCFM for which he serves as secretary through 2010. He farms organic vegetables, medicinal herbs, and some fruits on a small scale.
Joe Martin operates Zydeco Moon Farm in Ashe County along with his wife Sally Thiel, is the newly-elected Board President, and is a member of the New River Wineries, the first legal alcohol produced in Ashe County.
Cheryl Piracci has been at the market for approximately 20 years, runs a greenhouse operation, and makes fine jams and jellies.
History of the Market
Joe invited Jeff Thomas to share some of his perspectives on the history of the Market. The Market was founded by a huge community effort, including Farm Bureau, the Chamber of Commerce, Blue Ridge Electric, WAMY, and many others. The original site was in a parking lot near Suburban Propane, then moved to the Horn in the West approximately five years later. At the time, there were no sheds or reserved spaces. Clarence Green built the original shed without any funding or even a vote. The original new shed was built with a $10,000 grant plus $4000 of Market funds. Then the shed blew over, and the Town of Boone reimbursed approximately $8,000 in insurance. Then the sheds were re-built. The Market originally communicated with the Horn Manager, but due to repeated staff changes, the Market began working with the SAHA Board. Relations with SAHA have gradually improved since. Parking became a crisis when ASU Football won against Michigan. Jeff and several other Board Members at the time drew a lot of inspiration from the Carrboro Market, and he now feels that the WCFM has become one of the best Markets in the state. The 9/11/01 tragedy seemed to set customer attendance back quite a bit, and for a while people doubted that the sheds would be re-built and that more farmers would join. Fortunately, the local foods interest was growing at the time, Extension had reached out to organic growers and young farmers via NROG and other alternative agriculture efforts, and the momentum of and participation in the WCFM has picked-up considerably. A commitment to working together over the long-haul and the active participation of Board Members has been essential to this rebirth. Jeff reminds the new Board Members that the Board (and not the general membership) is responsible for making decisions to benefit the Market as a whole. Persistent issues that have dogged the Board in the past have included the 60-40 rule on produce (now 75-25), multiple-space leasing (both grandfathered 1.5 space-holders and new growers wanting multiple spaces), and potential relocations.
We now have more than 110 members, with twenty of those having joined in 2008.
Treasurer’s Report
Cheryl deposited checks from the Annual Meeting, resulting in a new balance of $5,551 in the checking account.
Space Discussions:
With 110 members presently, and 77 spaces, some discussion began about whether we need more space. This issue will be re-visited.
Board Meeting Days and Times
The Board will meet on the Third Thursday of each month at 6:00 PM at Horn in the West through 10/15/09.
Hours for the Wednesday Market
Caron expresses support for Wednesday afternoons. Joe reports hearing support for Wednesday afternoons both at the recent Sustainability Fair in downtown Boone and at the recent Local Food Summit. Matt notes that he has not yet attended a Wednesday Market due to its morning hours. The Horn runs a show at 8:00 PM, so the Market would need to be cleared-out before then. Jason notes that a shorter market duration in afternoons generally concentrates customers and participation.
Caron motions to change the Wednesday Market to 4:00 PM through 7:00 PM. Joe Seconds. Motion passes unanimously.
Committee Formations, Terminations, & Assignments:
Survey Committee – Joe notes the difficulties he has encountered in trying to work with the site committee since the General membership meeting. The vendor survey is now complete and ready to distribute. Mark Seitz has prepared a customer survey for regional farmers markets which could potentially be adopted and modified for use by the WCFM. Cheryl notes that this is a logical conclusion of “Phase 1” of surveying members and customers, and that this might be a logical time to disband the committee. Liza motions sending a letter thanking all the members who served on the Survey Committee for their hard work and enthusiasm, and letting them know that the Survey Committee’s work is now complete. Richard Seconds. Motion passes unanimously. Richard and Liza will draft the letter and have it ready for all Board members to sign at our 5/21 meeting.
Advertising:
Karen has negotiated with the High Country Press for a weekly quarter-page ad at $91 per week. The Board expressed support for keeping this ad in place until further research indicates a change.
Manufactured-Goods Petition:
Karen received a letter from the manager of Walden Books to sell books at the WCFM. Caron motions to reject this proposal, Liza seconds. Motion is rejected unanimously.
Out-of-Area Grower Petition
Alan Souther was un-satisfied with the cursory response he received from the Board’s 3/17 vote to reject his out-of-area provisional membership, so he sent a second letter further elaborating his request to join. Caron motions to accept Alan as a provisional, out-of-area membership for Wednesdays only during the 2009 season. Jason seconds, and the motion passes unanimously. Karen will draft a letter informing Alan of this decision.
Survey Committee Update
Lesley Hudson reports that the state has frozen all budgets, so the survey will have to be fully-funded (i.e.- postage, envelopes) by the Board. Lesley then outlined the procedures for administering the survey. Joe motions to implement the survey as outlined, Liza seconds, and the motion passes unanimously.
Plant Clinics
The Watauga County Master Gardeners and NC Cooperative Extension will conduct free plant clinics on 6/24, 7/29, and 8/19. This will be a good promotional opportunity for the market, and should draw more people to these Wednesday dates. Master Gardener Volunteers and Extension staff will be present to help diagnose disease and insect problem samples brought in by both home gardeners and market growers.
September Wednesdays
Susan Wright has written to request that Wednesday markets remain open through the end of September. Cheryl notes that this will impose additional expenses, including extra labor time by Karen. Richard motions to run Wednesday Markets through the end of September, and to raise Wednesday fees to $5 per week to defray the costs. Liza seconds the motion, and it passes unanimously.
Meeting adjourns at 6:01 PM
Respectfully Submitted, -Richard Boylan
WCFM Board Meeting 5-21-09 Minutes
Attending: Caron Baker Wike, Matt Cooper, Liza Plaster, Joe Martin, David Sengel, Richard Boylan, Cheryl Piracci, Karen Bauman, Jason Roehrig, and Billy Ward
Agenda
The proposed agenda presented by Joe Martin was approved.
Minutes from the 4-21-09 Board Meetings were read and unanimously approved.
Treasurer’s Report
In 2008 the dues and rent of $17,000 Income for 2009 is projected to be $22,800. SAHA is requesting an additional $600 for the additional spaces allocated to the Market for 2009. With more members joining, our revenues will be climbing.
The checking account balance is presently $16,853. Ninety-five members have paid their rent in full. Jason Roehrig motions to accept the Treasurer’s report, Matt Cooper seconds, and the motion carries unanimously.
Committee Formation, Termination, and Assignments.
Joe nominates Caron Baker Wike, Matt Cooper, and Jason Roehrig to the Grant Committee, and all three Board Members accept.
Outreach Committee – The Outreach Committee will be initially composed of Matt, Richard, and Joe. Blue Ridge Women In Agriculture is serving as an outreach arm for the WCFM, as well as offering to do children’s activities, plus later selling tickets to the High Country Farm tour. Recognizing this symbiotic relationship, Caron motions to grant the BRWIA a fee waiver. Jason asks whether this could displace a paying member. Karen notes that she can tuck BRWIA in the picnic table area or other non-vendor spaces. Motion passes unanimously.
Social Committee – Cheryl, Liza, Billy, and Joe. An after-market jambalaya cooking for vendors will be the first event organized by this group.
Interns
Karen has gained several interns who are helping with EBT, surveys, etc. She asks that the Board grant the two interns and one assistant a free t-shirt each. Joe motions to do this, Liza seconds, and the motion carries unanimously.
Web Site Banner
Alistair Burke has designed a new banner for the Market website, and those Board members who have seen it expressed their approval. Further discussion will follow at the next meeting once all Board members have seen the design.
Face Painting
Karen received a request from Melissa who did face painting last year at the Wednesday Markets to do face painting again on both Saturdays and Wednesdays. The Board requested more information about if she wants to charge and what she wants as far as space. Karen will inquire and report back to the Board with more information.
Meat sales
In the past, various livestock growers have sent their meats with other vendors (e.g. – Zydeco Moon handled Ann Rose’s pork in 2008). Joe asks whether such sales count toward the 75-25 rule, and whether the rules need to be refined about what meat can be sold and how. The Board agrees that any meat sold at the Market must be raised by a Market member, and will re-visit this issue again.
Lemonade
Two vendors are presently selling lemonade and lime-ade. Karen inquired with the state, and since these are high-sugar and high-acid drinks, these can be legally sold at present. Discussion follows as to whether the market should create more stringent rules about this than the state. Richard motions to keep market standards in-line with the state regulations, and no stricter. Jason seconds, and the motions carries with Cheryl and Caron dissenting.
Beer-Fest Membership
The organizers of the Beer Fest to be held at the Broyhill later this summer again asked to join the Market to promote their event. Jason motions to reject this, given that this has nothing to do with farming or local agriculture (at least until the hops farmers and barley growers get going up here). Joe seconds, and the denial of membership carries unanimously.
Membership Issues
The moratorium on new memberships has created some confusion regarding who can be admitted and when the cut-off happened. Caron motions that given the full space issues that the Market faces, the Market should close itself to new memberships as of the close of the Market on May 9, 2009. Matt seconds, and the motion carries unanimously. Karen notes that this date would cut-off several people who have paid since: Kenneth Oliver, Ed Winebarger, Sheila Eldreth, Irene Trivette. Joe motions to accept these by vote. Cheryl seconds and the motion carries unanimously.
Meeting adjourns at 9:20 PM
WCFM Board Meeting 6-18-09 Minutes
Attending: Caron Baker Wike, Liza Plaster, Joe Martin, David Sengel, Richard Boylan, Cheryl Piracci, Karen Bauman, Jason Roehrig
Approval of Minutes of 5-21 WCFM Board Meeting
Printed copies of the Minutes of the 5-21-09 WCFM Board Meeting were distributed for review and approved as written
Agenda
The proposed agenda presented by Joe Martin was approved.
Treasurer’s Report
We have $14,651 in the checking account. As of 6/12, Cheryl has received membership dues from 116 members. Our CD with High Country Bank matures in July: will be approximately $4,600.
Hot Food at the Market
Rebecca Kaenzig was observed selling plates of hot food at the Wednesday Market, in violation of County Health Department rules. Karen and Joe confronted her, and she resisted following the rules. Cheryl motions to authorize Joe to write a letter warning Rebecca that further violations of County Health Department rules will result in a termination of her Market membership. Richard seconds the motion, and it passes unanimously.
Applications for Membership
Letters applying for membership were read from Doug & Tammy Hutchinson, Nancy Tyner, Carol Davis, David Blackburn, Pat Pilchard, Stacy Martin, Bill Fairchild, Ron & Suzanne Joyner, Phillip Young, and Lee Morrison. Products grown by each of these applicants and what they offered to the Market were discussed. Joe suggests that any accepted memberships out of this batch be deemed probationary, with the exact parameters of the probationary status to be determined at a future meeting.
Votes
Doug & Tammy Hutchinson – Membership accepted, with one dissenting vote
Nancy Tyner – Membership accepted for Wednesday only unanimously
Carol Davis – Membership accepted unanimously
David Blackburn – Membership accepted for Wednesday only unanimously
Pat Pilchard – Membership accepted for Wednesday only unanimously
Stacy Martin – Membership accepted for Wednesday only unanimously
Lee Morrison – Membership rejected with one disssenting vote
Ron & Suzanne Joyner – Membership accepted unanimously
Bill Fairchild – Membership accepted unanimously
Phillip Young’s application was incomplete and therefore not considered.
Jeff Martin’s application to sell paintings
Vote tabled pending Billy Ward’s presence at a meeting (Billy is a member of the Craft Jury) in order to gain his perspective on the issue. Jeff is not allowed to sell un-juried crafts prior to Board consideration of his petition.
SAHA Lease Issue
Joe has re-read the lease we have with SAHA, and feels it a valid interpretation that we already have the rights to the parking lot. Richard motions to authorize Joe to send SAHA and the Town a letter to this effect. Cheryl seconds and the motion carries unanimously.
Status of Herbal Supplements
In the past, herbal products were sometimes considered crafts and subject to jurying. There has been an informal more recent interpretation that they fall under the food/farm product category. Joe motions to classify herbal products (tinctures, essential oils, dried herbs, etc.) as food/farm products. David seconds, and the vote passes.
Membership Survey Update
Lesley Hudson has only received 52 surveys out of the 110 sent. Joe will e-mail the whole membership a note urging those who have not completed it to do so. More blank surveys will be stocked at Karen’s Booth so that vendors can access surveys without the Board incurring any further postage expenses.
Customer Survey Update
Lesley Hudson has proposed to to design a customer survey that will be hosted at the Survey Monkey website. Karen will include the link in one of her e-mail updates. Lesley is also willing to distribute paper copies of the survey at the Market on up to two Saturdays. The Board will confer with her about reaching customers who are elsewhere on a Saturday morning (e.g.- Earthfare, etc.) on one or more occasions.
Use of “Organic” at the Market
Growers selling more than $5,000 of organic produce per year must obtain certification from a USDA-accredited agency in order to use the word “organic” in any manner. Smaller growers have a legal exemption from certification, but there is concern that some small growers may be stretching the truth or even making false claims. Richard read the “Small-Scale Organic Grower’s Declaration of Exemption from Certification” form that Extension developed for the Ashe County Market. Caron motions to use this form at the WCFM. David seconds, and the motion carries unanimously. A version of the
Laurie Weiner’s Space Allocation plan
Laurie has drafted a plan in which the ‘floaters’ essentially book a space pending availability, in order to prevent the ever-earlier line-up of floaters. Several advantages and shortcomings of her plan were discussed. Jason and Karen will work with her to refine and improve the plan toward workability.
WCFM Board Meeting 7-22-09 Minutes
Attending: Joe Martin, Richard Boylan, Cheryl Piracci, Karen Bauman, Jason Roehrig, Matt Cooper
Joe Martin relayed the time line that Nancy Spann wrote up, and noted the gaps in this timeline. Essentially, SAHA’s timeline neglects to mention the many early contacts made by the WCFM regarding the parking situation (beginning in July 2008) and then SAHA did not consult ASU early enough to even have a chance of following-through.
Jason will draft a letter to Loretta tomorrow morning (7/23) asking for the mediator to be appointed between SAHA and the WCFM. He will share it with the Board prior to sending.
Matt will continue to work with Liz Aycock to contact Lynn Mason, Steven Phillips and possibly other Town Council members about a desired meeting with the WCFM Board on Saturday, 7/25, immediately following the Market.
Joe is continuing contact with the Boone Mall attorney regarding having the perimeter of the Blowing Rock Rd.-side parking lot as an alternative Market site option.
Jason shared his research on towns that have multiple farmers markets: the fracturing reduces farmers’ profits. Farmers are forced to chase the same customers at multiple locations. Meanwhile, customers do not view fractured markets as viable options for full-scale grocery shopping, so they bring fewer dollars to the market.
Richard will draft a letter of inquiry to the three mayoral candidates on behalf of the Board asking them about their position regarding the WCFM’s presence and terms of lease at the Horn.
Board unity statement: the Board members present agreed that our first priority in negotiations would be for the WCFM to have exclusive control of the entire Horn parking lot for the traditional Market hours (midnight Friday/Saturday to 2 PM Saturday) via a lease (of 5 years or greater) directy from the Town. Our second-tier preference is for the WCFM to be granted an exclusive lease to the whole Horn parking lot 24/7 (again from the town and > 5 years), and the WCFM then have the rights to sub-let spaces to students, etc. Sub-leases from SAHA, within the 2-year SAHA lease periods are a third-tier option at best.
WCFM Board Meeting 9/17/09
Attending: Joe Martin, Richard Boylan, Cheryl Piracci, Karen Bauman, Jason Roehrig, Matt Cooper, Liza Plaster, David Sengel
Approval of Agenda:
Approved by consensus.
Reading & Approval of Minutes:
Richard read the minutes from the 7/22/09 Emergency Board Meeting. Minutes approved as read. The Board did not meet in August of 2009.
Treasurers Report
$13,850 in checking account, which is approximately $10,000 more than the balance of last year at this time. Cheryl credits the better balance to our increased rent, and the increased participation of vendors (particularly crafters) during the early season. The CD balance is approximately $4400. Cheryl encourages the Board to consider adding to the CD as late-season surplus funds permit.
Applications for membership:
We are not currently accepting these. Joe suggests that the application form for membership be revised, in conjunction with rules revisions to address problems with unassigned spaces, seniority rules, etc. Richard will work with Karen to revise and update the WCFM Application and then circulate a draft to the Board prior to the September Board meeting. Jason notes that the looking at the Durham Farmers Market application (available on-line) for helpful pointers.
Discussion follows as to when to accept applications. Consensus emerges that the Annual Membership Meeting in March 15 would be the final date for accepting 2010 applications. Notice will be given to the membership of this fact via the website, postcards, and e-mails.
Wednesday Market Hours:
Feedback from customers about the afternoon hours has been almost universally positive, and Karen notes that the numbers of both customers and vendors has grown noticeably since the change to afternoons. Feedback from vendors has been mixed (Charles Church, Bill Moretz, the Edmistens have been against the change – many other vendors prefer the new hours). Matt moves that the 2010 Wednesday Market be run from 3:00 – 6:30 from the first Wednesday of June through the last Wednesday of September. Jason Seconds, and the motion passes unanimously.
Plastic Bags:
A letter has been received from Griffin Dodd suggesting that we ban plastic bags at the Market. Joe suggests that we offer thanks (via e-mail) for the suggestion, and that we post prominent suggestions on the website that customers bring their own recycled and/or reusable bags.
Cross-Promotions with Choose & Cut Growers
Susan Wright had written a letter in December 2008 suggesting that the WCFM offer space to the Choose & Cut growers to distribute their maps and flyers in exchange for ad space in their maps and flyers. Discussion of this had been previously tabled. Richard believes that this years maps and flyers have already been printed, but we could offer the space to them this year in exchange for ad space in next year’s maps and flyers. Karen will follow-up to see if this works.
Shrimp Sales
Spencer Broadfoot has set-up to sell shrimp on the far side of Horn Ave. during several recent Saturdays, which poses traffic risks and other issues to the Market. Joe will contact the Mayor’s office to express our concerns about safety and explaining that Mr. Broadfoot does not meet any of the criteria for membership in the Market (resident of one of the 7 eligible counties, 70% locally grown, etc.), and suggest that the Town find a more suitable location at which Mr. Broadfoot might sell his tasty but not-local-enough crustaceans.
Unassigned Space Allocation
These issues have been largely addressed due to tapering participation at the end of the season, so discussion of this issue has been tabled pending new rules and membership applications.
Rules Committee
Current members include Jason Roehrig and Joe Martin. Cheryl suggests that an active Market member not presently on the Board be invited to also serve on this committee, and she suggests Jeff Thomas. Joe will contact Jeff to invite him.
Site/Moving Issues
We have through the end of 2011 at the present site as final deadline to establish a new and fully-operational Market site.
Joe has been in touch with Sam Dillard (who has approached Vernon Scarborough - the Shadowline Building owner) regarding the Farmers Hardware at Shadowline Building Project –to start a ‘small town big box’ business. The WCFM could be an ideal fit here, and Joe will continue communications with Mr. Dillard. Meanwhile, Cheryl will contact the ASU Business School about professional help with Siting Feasibility Analysis & Consulting. Jason suggests that the Board develop criteria for what we need as a final product from such consultants. He suggests as a possible preliminary list:
Possible Sites
Costs to Move to and Operate at each Site
Advantages and Disadvantages of each Potential Site
Current Market Needs
Optimum Number of Vendors for the Market
Optimum Number of Parking Spaces
Other Needed Infrastructure for each Potential Site
Karen notes that she and Joe have received an e-mail from a graduate student wishing to continue Lesley Miller’s research and work with the WCFM. Joe expresses support, but notes that it will be important to continue to use the same survey instruments.
Jason notes that the GoldenLeaf Foundation has a local foods grant with a deadline of late November. The RAFI grants (due mid January) and AgOptions grants may also support Relocation Consulting.
The Board agrees that a site committee should form. Board members will include Cheryl, David, Matt and Joe. A non-board member will also be asked: possible names to contact will include Jeff Thomas, William Edmisten, Alicia Bretton,
Next Meetings
The Board will meet Thursday, October 15 at 6:30 at the Agricultural Conference Center, then November 19 and December 17 at 6:00 PM, also at Watauga Extension. During the November date, the Conference Center will not be available, so on 11/19 the Board will meet upstairs in the Extension Director’s office. We do have a room in the downstairs ACC for 12/17.
Meeting adjourns at 9:37 PM.
Respectfully Submitted,
-Richard Boylan
WCFM Board Meeting 11/19/09
Attending: Joe Martin, Richard Boylan, Cheryl Piracci, Karen Bauman, Jason Roehrig, Matt Cooper, Liza Plaster, David Sengel
Vendor & Customer Survey Results Presentations
The meeting began with Lesley Hudson presenting two PowerPoint slide sets on the results of the vendor & customer surveys. The files will be retained by Richard at the Watauga County Extension office.
Approval of Agenda:
Approved after some additions to Karen’s Items.
Reading & Approval of Minutes:
Due to the late hour (7:30 PM by the time Lesley’s presentation concluded) Joe motioned to approve the minutes as sent by Richard via e-mail prior to the meeting. Cheryl seconds and the motion passes unanimously.
Treasurers Report
The checking account balance is satisfactory. This year’s Holiday Market has netted $2100 which is already more than last year’s Holiday Market.
Site & Grant Issues
Hollis Wild has offered to write and apply for the RAFI Community grant on behalf of the WCFM for funds to support a site analysis and relocation study. Joe Motions to retain Hollis Wild as a grant writer to apply for this RAFI Community Organization Grant. Matt seconds, and the motion carries with Jason abstaining due to his affiliation with RAFI.
Joe also motions that the Board sends Hollis a letter contracting with her for grant-writing and administrative services for the grant described above. Richard seconds, and the motion carries with Jason abstaining.
Karen’s Items
Letters from Chris Teague. Chris Teague submitted two letters: one on the Christmas Parade and one on extreme circumstances that are keeping him from the Holiday Market.
On the topic of the Christmas Parade, Chris has requested new brochures and bumper stickers to handout at the Christmas Parade. He has also asked about decorations and other logistics in preparing the float. Cheryl notes that we have already gone over-budget on advertising for 2009. Jason motions that we inform Chris that incurring the expense of printing brochures and bumper stickers prior to January 2010 meeting is not practical. Cheryl seconds, and the motion carries unanimously.
Chris’ second letter describes his situation with his wife being in the hospital, which will keep him from participating in the Holiday Market. Chris requests a credit of the space rental for the two Holiday Markets in which he had planned to participate. Jason motions to credit Chris Teague $50 toward the 2010 Holiday Market due to extreme family/medical circumstances. Matt seconds and the motion carries unanimously.
On the topic of the WCFM participating in the Christmas parade overall, Richard motions to refrain from the WCFM having a float given Chris’ family situation and the circumstances described above. Liza seconds and the motion carries unanimously.
Unassigned Space Allocation Plan
Jason spent some time outlining a plan that would credit vendors toward space based on both years of membership and weeks of attendance during the past season. He will send it out as amended by Board discussion via e-mail, and we will discuss and vote on it at a future meeting.
Application Revision
Karen suggested a few changes to the application. For one, she intends to print members’ address and other information at the top of applications and the Board concurred with her plans. She will modify and print them for the 2010 year.
Becka Saunders’ Request
Becka Saunders has requested $120 from the WCFM to match her own $120 contribution toward the Watauga Education Foundation silent auction. The WCFM would print $240 worth of $10 coupons for the 12/12 auction and Karen will deliver them to Becka (and collect $120 from her). Joe motions to make the donation, Matt seconds, and the motion passes unanimously.
Meeting adjourns at 9:04 PM.
Respectfully submitted,
Richard Boylan
These are the minutes from the 2008 - 2009 season, starting with the general meeting in 2008.
WCFM General Meeting 17 March 2008
Roll Call of Officers
Reading of 2007 General Meeting Minutes by Richard Boylan
Treasurers Report read by Cheryl Piracci
Three columns presented: during 2007, the Market spent more than $4,000 above its original budget. The main causes of the budget over-run were T-Shirt re-stocking and also supplies and labor for the Holiday Market. T-shirt sales will replenish some of this deficit. Holiday market supplies, including promotional signs and a banner can and will be re-used in the coming years. Another new expense is a beginning of compensating Karen for her efforts to construct and maintain the website. Finally, assistants were needed to help manage parking logistics. The Board therefore voted to raise the membership fee to $65 per year, with a discount given for those paying the full year’s rent in a lump sum.
President’s report by Jeff Thomas:
Board met at least monthly. Biggest complaint that Board heard and attempted to resolve was parking problem. New Board will continue to manage this issue. Karen has developed a good relationship with ASU Police and Town. Town has been supportive of the Market.
Rule changes are underlined in copies distributed to membership. Trailers/vehicles change was done to reduce clogging of marketing space and customer flow.
Membership increase was done to meet meet increased expenses (advertising, customer flow).
Re-hiring of Karen as manager, and adding her as advertising director.
Special events again planned for once per month, with a band at each. All information about these events is already posted at the website.
Holiday Market was a success, and will be continued in the coming year.
Manager’s report:
Craft jury is now done every 2nd year for existing vendors. Existing vendors with new crafts and/or new vendors will be juried on 4/12/08. Craft jury will now consist of five people, with a majority composed of non-WCFM members to avoid any notion of bias.
Election of officers:
Treasurer: Jeff Thomas nominates Cheryl Piracci for Treasurer. Alicia Breton seconds. Cheryl Piracci is elected on a voice vote.
Secretary: Susan Graham nominates Richard Boylan. Cheryl Piracci seconds. Richard Boylan is elected by voice vote.
____ nominates Chris Teague, Charles Church seconds. Chris Teague is elected by voice vote.
Board nominations: Billy Ward, Hillary Wilson, Caron Baker-Wyke, Joe Martin, David Sengel, Liza Plaster, Dorene Jankowski,
Votes were counted by Karen Bauman, Alicia Breton, and Susan Graham.
Winners are Liza Plaster, David Sengel, Joe Martin, Billy Ward, and Hillary Wilson.
Clean-up day is 4/26 beginning at 9:00 Am.
Southern Living article is in press and will
Motion to adjourn by Joan Knox. Meeting adjourned at 7:50 PM.
4-9-08 WCFM Board Mtg.
Present: Jeff Thomas, Karen Bauman, Liza Plaster, Cheryl Piracci, Hillary Wilson,
David Sengel, Joe Martin, Chris Teague, & Billy Ward
Come to order at 6:45 PM
Review of Minutes of 3/17 WCFM Board Mtg.:
Richard suggests changing 'nursery livestock' to 'nursery stock' in final paragraph.
Joe motions to accept the minutes as corrected.
Motion passes unanimously.
___Old Business___
Review of proposed SAHA lease:
Joe motions that we ask to add two possible Holiday Markets (Saturday before Thanksgiving & Saturday after Thanksgiving) to the lease. Motion passes unanimously.
Craft Jurying: Next Jurying session will be Saturday, 4/12, beginning at 9:00 AM. With Billy Ward joining the craft jury, it will be five people judging. Deidra Smith has asked to sell both postcards of photos she has taken (which the board has already approved) and a book she had written (which the board consensed to hold-off a decision on). Given that there are already forty approved crafters, the approved new crafters juried on 4/12 will be added to an approved crafter waiting list only (i.e.- not able to immediately vend). Already-approved crafters wishing to sell a new type of craft will be juried and, if approved, will be able to vend those new crafts immediately. Craft jurying on 4/12 will conclude at 11:00 AM. Neither the WCFM Board nor Cooperative Extension will be responsible for crafts not picked up by 12:00 PM on 4/12.
Assistant Positions: Karen has written job descriptions for Assistant Manager, Manager, Advertising Director, and Webmaster.
Assistant Manager - Chris suggests that Assistant Managers arrive earlier and help with setup. Jeff suggests a 6:30 AM startup time and an 11:30 conclusion. Richard motions that the Board budget for a five hour per week Assistant Manager position; Joe seconds. Motion passes unanimously.
Manager - Consensus emerges that job description as written is sufficient at present.
Advertising Director - Chris noted several opportunities available to us, including the Home Show and Chamber of Commerce Show (both in May). The Chamber Show would be free to us .(as members), but there would be a possibly substantial charge for a booth at the Home Show. Joe & Richard volunteer to possibly help Chris with outreach at one or more of these events.
Webmaster - Chris noted that more statistics about the website users would be valuable. Joe noted that Zydeco Moon collects valuable data using software on their website. Karen is willing to explore options.
Parking Assistants - Jeff noted that there is still a need for parking direction. In the past, some customers have ignored directions from younger folks (even when they are wearing vests). Joe noted that AppalCart may be open to persuasion about running a park & ride shuttle if we get the County Commissioners on our side and put some pressure on the AppalCart from other stakeholders.
Board will study the job descriptions and offer further feedback at the next meeting.
Chris asked about interest in possible relocation. Jeff & Hillary both note that a state market (such as was proposed in the possible $400,000 grant of the past) would degrade the quality and intimacy of our market. All of the board agreed that further surveys and research about options and customer desires are needed. Hillary noted that an ASU student has recently contacted her about possible research; she will follow-up and let the board know.
___New Business:___
Political Discussions at the Market: Karen reminded the Board that we had grappled with with the issue of political activities at the Market in the past. Consensus emerged that politicians attending to farmers and the market as a whole is a good thing. Board will support Karen if she needs to remove a disrupter, but otherwise, political discussions will continue.
Next Meeting: We will skip a May meeting and next meet on Thursday, June 7 2008.
Minutes from Watauga County Farmers’ Market
Board Meeting held on June 5, 2008 at Horn-in-the-West
Present: Jeff Thomas, Joe Martin, David Sengel, Liza Plaster, Karen Bauman and Cheryl Piracci
Cheryl read the minutes from the April 9, 2008 meeting. Minutes were approved as read.
Cheryl presented the treasurer’s report: Checking account balance $10,291.44; Certificate of Deposit (to be renewed on October 21, 2008) $4,339.64. Treasurer’s report was unanimously approved.
Appalcart will have a bus leaving from the mall to Horn-in-the-West on Saturdays during the ASU football season – FREE, no charge. Jeff will check with Appalcart about the possibility of starting the service earlier, and if free, maybe beginning in July.
SAHA’s, Nancy Spann, asked WCFM to send a letter to them requesting that during SAHA’s negotiations with ASU that ASU have students remove cars in the parking lot on Saturdays.
Jeff signed a 2-year lease between WCFM and SAHA.
Joe Martin made a motion that WCFM purchase a 10’x 10’ Easy-Up Tent. Motion passed unanimously.
Karen received a letter from someone requesting to read tarot cards at the market. Request was declined.
A letter was received from “Melissa” to teach art projects at the Wednesday market. The board viewed the request as falling under the entertainment category. Karen will contact her and advise her of a trial period for several weeks.
Karen will place an order for more t-shirts, hats and totes.
The board agreed to continue giving gift certificates for College of Agriculture and Life Sciences (CALS).
A committee will form to plan the November Holiday Markets (held on the two Saturdays after Thanksgiving). Cheryl agreed to chair the committee, and Karen will ask Karen Wike (potter) and _________ (Fire from the Mountain) to join the committee.
Next meeting: Thursday, July 10, at 6:00 p.m. at Horn-in-the-West.
Respectifully submitted
Cheryl Piracci
WCFM Board Mtg 7-10-08 Minutes
Attending: Cheryl Piracci, Jeff Thomas, , Chris Teague, Liza Plaster, Joe Martin, BillyWard, Alunda, Karen Bauman, Richard Boylan
Review of minutes: minutes approved unanimously as submitted by Cheryl Piracci
Treasurer’s report: Current Checking balance is $9,019.89. Final rent payment of $1875.00 is due on August 2.
T-Shirt order: Stocks of shirts, bags, and hats have been replenished. We sold nearly $200 of gear last week. Prices had been raised on hats and bags this year. This new stock of short-sleeved t-shirts now include “babydoll” and “ringer” styles, which are priced $2 higher than regular shirts.
Parking: 3 parking assistants have been hired to manage flow. They cost $105 per week ($10 / hour / person). The market now has a designated entrance (Horn office side) and exit (new shed side). Appalcart now only stops along Horn Drive during football season, due to the 1-way street and expenses. Jeff will talk to Loretta or Lynn to see if the possibility of a full-time stop at the Horn/Market can be discussed at the next AppalCart Board mtg. Customers would then be able to park at the Mall (at no cost and no risk for tickets) and ride AppalCart to the Horn. Luckily, all football games are scheduled later this year. Joe will draft a letter to the Horn asking them to negotiate in their next lease with ASU regarding students vacating the Horn lot from Friday at midnight through Saturdays at 2:30 PM.
Holiday Markets: We need another volunteer to help organize the events (three total). Susan Graham? Tom? Banner now states “Holiday Market Saturday After Thanksgiving.” Since we are doing one the week before too, a new banner will have to be made. Last year, the Market spent >$1200 on running the Holiday Market. We need to consider what to charge vendors for the 2008 Holiday Market, and also which hours to run it (last year’s ran 10 AM – 2 PM).
Cooking Demonstration: Sherry is willing to do this again, but cannot be here Labor Day weekend. Discussion followed about when else to do it. Consensus emerges that Sherry will be asked to do her demo the weekend before Labor Day.
Garlic & Tomato Day: Planned for August 9: no activities are planned yet. Joe volunteered to organize a small tomato contest (prettiest, ugliest, best-tasting, etc.) at his & Sally’s booth. Possibility of roasting garlic on a grill and giving slices of bread was discussed, but we are not yet ready to do that.
Customer Appreciation Day: September 20 – Hot dogs are not in favor for this year. Pancakes would be more breakfast-friendly. Joe will inquire among possible certified vendor-trucks who might be able to provide this service.
Market Phone: Karen has a cell phone which she uses to update the internet. Board agrees that this service should be maintained with funds from the advertising budget.
Music, Public-contacts, & Performances: A 13-year old has asked Karen to perform a juggling act at the market (for free). Board agrees to let this start and see how it goes. Also a voter registration drive wants to conduct registrations at the market. Karen will let them do it once and see how it goes (must be non-partisan and non-disruptive).
Vendor-booths: Karen has placed some new vendors at various unorthodox locations (near stop sign, in middle between sheds, etc.). No problems from this have yet arisen.
Food stamps: The LeafLight group is continuing to move toward providing a food stamp EBT system. It will impose significant time demands on the market manager and assistant manager: we will see how this goes.
Craft jurying: Liza expresses the concern that we may be missing out on the best crafters due to the waiting list and completely filled spaces. Jurying will be done again for 2009, and all vendors will be subject to jurying. This will be a complete meritocracy, and inevitably some feelings will be hurt if/when a long-time vendor loses-out. Jurying every year is a lot of work, plus vendors need the security of knowing they can return a second year in order to build inventory.
Next Meeting: Thursday, August 14 at 6:00 PM at the Horn Parking Lot.
Meeting Adjourns at 7:45 PM.
Respectfully submitted,
- Richard Boylan
WCFM Board Mtg 8-14-08 Minutes
Attending: Cheryl Piracci, Jeff Thomas, , Chris Teague, Liza Plaster, Joe Martin, Misty Alunda Brocker, Karen Bauman, Richard Boylan
Review of minutes: minutes corrected (price of t-shirts and discussion of garlic-tomato day) and then approved unanimously.
Treasurer’s report: Current Checking balance is $9,019.89. Cheryl notes that our checking account balance is more than $2000 lower than it was last year at this time. Discussion follows of needing to carefully steward dollars for the remainder of the year, and possibly raise fees next year (no decision taken at this point).
Parking issues: One of the parking assistant employees missed his starting time last week by two hours, and a customer also noted that the same assistant (Derek) was observed smoking cigarettes and not helping much two weeks back. Karen observes that he has been at least a few minutes late every week, but that he also has been very helpful in other ways (signage, etc.). Board agrees that Karen should talk with him and emphasize the importance of arriving on-time during the upcoming busy/student/game weeks.
Chris states his intention to meet with Loretta Clawson over lunch to discuss moving the market to a place where parking and other logistics would be improved. Jeff notes that the board had previously postponed decisions about moving pending customer surveys and further research. Joe notes that it would be inappropriate for the board vice president to act contrary to a board decision. Chris agrees that he will represent himself as an individual vendor only.
Tomato/Garlic Day was very successful. Joe’s tomato contests were a hit. Nancy Spann, Cullie Tarleton, and Todd Wright were volunteer-judges.
Sherry will do the cooking demo the weekend after Labor Day instead of the weekend before. The board has traditionally donated $100 to her to cover her costs of travel. Joe notes that he has talked to a chef from Jefferson Landing who would do free demo’s. Board discusses possibility of more than one demo: later in the season.
Special Events: For Customer Appreciation Day, Joe has not had luck in finding pancake cookers. Chris volunteered to contact the Boy Scouts, and will let Karen know about their willingness and abilities. Appalachian Crafts Day is in October (same day as Apple Fest). Karen will contact Susan Graham.
Holiday Market: Cheryl went to Precision Printing, and learned that we could get a strip of vinyl to correct the sign to note the dual dates. The strip would cost $45. A new sign would cost $120. Putting strips on all 50 signs would also cost $120, plus the labor of applying the 100 strips (50 signs x 2 sides each). New signs would cost $195. Additional expenses would include advertising, Port-a-Johns , and any additional staff besides Karen. Cheryl proposes a non-refundable deposit for vendors who wish to participate. Jeff motions that we buy new step-in signs, and Joe Seconds. Motion carries with only Chris dissenting. Richard motions that we buy the vinyl strip for the large banner. Motion carries unanimously.
Additional customer appreciations: Don Cox (Bald Guy) wants to give away hot foods on a day of his own and let Primo Grills demo their products cooking there. Karen is not clear as to whether he would use local foods or not. Board requests further information and urges him to use local vegetables and meats.
T-shirt sales: Prices are increasing. Crew neck sweatshirts cost $16 wholesale. Hoodies cost $22+ wholesale. We will now charge $30 for crew necks and $35 for hoodies.
Vendor placement: Jeff Martin has requested (in writing) his ‘unconventional’ space for next year. His corner space used to be a natural walkway for customers to enter and exit from the parking lot. Board defers action on his letter until the end of the season, to better observe customer flow and draw further conclusions.
Vendor complaint: A written complaint was lodged against Robert Church of Wilkes County. Misty, David, and Karen visited his fields, and observed fully-harvested watermelon vines and 12 acres of pumpkins. Robert stated that he had additional fields of watermelons ready to be harvested, but the inspection did not view them personally.
Board discusses complaint procedure and percentages of bought vs. grown produce in general. David then reads a letter from his wife, Susie, urging a higher percentage of grown-produce. Jeff and others propose that we continue to discuss changes for 2009 through the winter.
Chris proposes a market expansion task force to examine possibilities for the market’s future. Board discussion follows about what the appropriate scope of such a task force would be. Jeff and Joe ask that the task force’s activities begin with a survey of market members and vendors about a range of possibilities. David volunteers to be part of the task force. Jeff thinks that Hillary would be interested, and Chris will contact her about possibly joining-in.
Next Meeting: Thursday, September 11 at 6:00 PM at the Horn Parking Lot.
Meeting Adjourns at 8:30 PM.
Respectfully submitted,
- Richard Boylan
WCFM Board Mtg 9-11-08 Minutes
Attending: Cheryl Piracci, Jeff Thomas, Liza Plaster, Joe Martin, David Sengel, Karen Bauman, Richard Boylan, Chris Teague
Review of minutes: Cheryl notes that back during the 4/9/08 meeting when relocation issues were discussed, no formal vote was taken against the possibility of moving the market. Minutes were revised to state “Jeff notes that the board had previously postponed decisions about moving, pending customer surveys and further research.” Minutes unanimously approved as amended.
Treasurer’s report: Checkbook balance after all invoices have been paid and all deposits made is now $4145.51. This is approximately $4000 less than where we were at this point last year. However, Cheryl reports that the prospects for income from t-shirts and the Holiday Markets will be coming in soon, and that the longer-term outlook may improve.
Events: Boy Scouts are lined-up to cook breakfast burritos on Customer Appreciation Day on 9/20. Cost will be approximately $400, and Arvil anticipates feeding 500 people. Advantages will include no extra work for Karen & co., and also our best and early-arriving customers will be able to partake of the food. Appalachian Fiber day will be October 11, which is also Apple Fest. Joe is fixing up an apple press, and noted that a cider pressing at the market for 2009 is a possibility. Also Matt Robinson from ______ Country Club is willing to do another cooking demonstration. October 18 would be a strong possibility, as this is the Wooly Worm fest, and could be a good draw to keep customers coming that day. Liza suggests a chef per month for 2009.
Holiday markets: We have the updated banner, and the new signs have been ordered.
Survey research: Jason Roehrig is also willing to serve on the market site research committee, which will now consist of Joe, David, Chris, Hillary and him. Given that our lease runs through 2009, the goal will be to have the survey designed over the winter of 08/09, and administer it to both vendors (winter to spring) and customers (spring to summer) so that we have conclusions by Fall 2009.
Assistant: We are (accidentally) paying our Assistant Manager less than our Parking Assistants ($8/hr. vs. $10/hr.). Joe moves that we increase the Assistant Manager salary to $10/hr. retroactively to the date that we hired the Parking Assistants (late June) which would be a sum of $104. Board approves this by a unanimous vote.
Mountain Memories farm of Grayson Co. VA has petitioned to join the WCFM (as an out-of-area, provisional, year-to-year member) to sell lamb and eggs. We do not at present have any lamb growers at the Market. Richard motions to accept the farm for this year only. Board votes to accept them for this year only, with Cheryl dissenting.
Other Late-joining memberships: A situation had developed several Saturdays back when a young boy called Karen late Friday night to sell the following morning. Karen informed him over the phone that he would have to join, and pay annual dues and the week’s rent. On Saturday morning, he declined to pay, and Karen asked him to leave, offering him some help if he needed it. Jeff notes that Saturdays are so busy that Karen did not have time to do any more, and that she acted professionally. Richard notes that the market cannot accept memberships from minors: children are welcome to vend with their parents’ permission, but the parents must join and hold the membership.
Space issues: Cheryl notes that a farmer was removed from his space at the corner by another vendor, who has her own permanent space. Board agrees that this should not happen ever again.
Karen asks that she get a day off if her high school reunion happens during market season next year. Board agrees, after some dry humor regarding the ‘short-notice’ etc.
Next meeting: Thursday, October 16, 5:30 PM, at the Horn parking lot.
Respectfully submitted,
- Richard Boylan
WCFM Board Mtg 11-18-08 Minutes
Attending: Jeff Thomas, Liza Plaster, Joe Martin, David Sengel, Karen Bauman, Richard Boylan, Billy Ward, Hillary Wilson
Review of minutes: Minutes from the 9-11-08 were unanimously approved. No minutes were taken on 10-16-08, as we did not meet quorum, and thus did not hold an official meeting.
Treasurer’s report: Cheryl communicated via e-mail that the WCFM has taken-in more than $3189.42 of which $1875.00 was from the Holiday Markets.
Holiday Market: Saturday is projected to be cold, but all systems are go.
Communications with SAHA: Nancy Spann communicated to Jeff that someone from the WCFM Board told her that the Board wanted to move from the Horn in the West. Jeff responded that this was not true, and that no one on the Board has been authorized to make any such statements. Nancy also stated that the Horn is currently negotiating with ASU on the parking issue, and that if ASU is not willing to revise its parking terms with students to be out from Friday night through Saturday afternoon, then the Horn might take over parking-leasing directly, and include such terms in the future. Finally, Nancy stated that the SAHA Board may be willing to consider adding market spaces on grassy areas or down toward the theater. A meeting between SAHA and the WCFM board is a possibility.
Joe related his observations of the Carrboro Farmers Market, where there is no parking on-site. We in Watauga are comparatively fortunate. Jeff adds that during homecoming games, all of Boone is gridlocked, and that another location for the WCFM would not improve the situation. Joe notes that the owner Millstone Farm related his (negative) experience with moving a Market, and that a new location inevitably loses customers and necessitates starting over. Hillary asks that we propose to SAHA that negotiations begin sooner rather than later, so that space and parking issues can be resolved by 2009. Joe reads the second letter that he plans to send to Nancy Spann to facilitate Market-SAHA negotiations. The current request from the WCFM asks for students to be out on all Saturdays. Discussion raises the possibility of asking SAHA to consider more vending space for the WCFM by the end of February as well.
Craft Jurying will be on January 10, 2009. Vendors will bring crafts at 9:00 AM, and vacate the site by 9:30 AM. Postcards will need to be sent to every member (immediately after Thanksgiving), plus public notices to newspapers, etc. Hillary asks if any formal steps have been taken to balance the market vendors. Jeff responds that no steps have been taken other than a limit on crafters. Karen notes that the membership presently includes 52 farmers, 47 nursery/plant vendors, 15 processed foods vendors, 38 crafters, and six acidified foods and/or dairy farms (with considerable overlap: e.g. - Creeksong Farm fits into many of those categories, as does Fog Likely, etc.). Karen notes the interest that she frequently hears from potential new members, and that we need to negotiate more space ASAP. Jeff will e-mail Nancy, and Joe will update the letter he is drafting to her to reflect the urgency of our space issues.
Market Site/Survey issues: The committee has not met formally, but Joe has communicated with Mark Seitz of NCCES and Sarah Blackfin regarding survey instruments and will keep us posted.
Board Attendance: Liza motions that in the case of a Board member missing three consecutive meetings, the Board will have the option to remove the non-participating member and appoint a replacement. Hillary seconds. Motion passes unanimously.
EBT machine: Karen showed off the new EBT machine that can take both Food Stamp cards and credit cards. Cheryl has expressed concerns regarding the Merchant Agreement and how reimbursement will procede for vendors. Discussion follows that perhaps we should begin with only Food Stamps. Additionally, Joe motions that if and when we do accept credit cards, all participating vendors will also need to accept food stamps. David seconds the motion and it passes unanimously.
Karen notes that all vendors will need to sign a paper accepting or declining their participation in the EBT system. This will need to be added to the membership application for 2009. Joe motions that the 2009 WCFM membership application be amended to add a separate sheet for members to accept or decline participation in EBT. Hillary seconds, and the motion passes unanimously.
More Moving Issues: Richard notes that there has been significant discussion by Town and SAHA officials (at least 3 separate individuals) indicating that one or more Board members have discussed moving the market with them as a foregone conclusion, rather than an ongoing and unresolved conversation. Discussion follows that any individual WCFM member may lobby for any cause, but that Board members have an obligation to act within the Board prior to doing any end-runs or back-door efforts. Joe offers to draft a letter to town and SAHA officials indicating the state of our discussions and plans, and a separate letter to Chris Teague indicating the Board’s expectations that issues be raised and discussed within the Board first and foremost.
Next meeting’s agenda: Jeff asks that Board members consider what main priorities and changes should be worked on in 2009. Immediate suggestions include 60-40 rules on produce, and grower-statements on organic production.
Next meeting: Tuesday, December 16, 2008 at 2:00 PM at the Watauga County Agricultural Conference Center
Meeting adjourns at 4:37 pm
Respectfully submitted,
- Richard Boylan
WCFM Board Meeting 12-16-08 Minutes
Attending: Jeff Thomas, Liza Plaster, Joe Martin, David Sengel, Karen Bauman, Richard Boylan, Cheryl Piracci, Chris Teague
Letters: Chris states that he has not received the letter addressed to him regarding board conduct and moving discussions (following the meeting, Richard checked on the letter, and had it not yet been signed by all Board Members nor sent: hence Chris not seeing it). He stated that he had not directly spoken about moving with Town and DBDA officials.
Site/Survey Committee Report: Joe relates that the Site committee met on Nov. 4th with a number of ASU personnel, including Todd Mortensen of the ACT office. The ACT office has stated that students and faculty can help to design and circulate a survey instrument for vendors to be used this winter and a survey instrument for customers to be used this summer on site issues, with additional customer surveys also possible in the future. In the site committee’s subsequent meeting of 12-15-08, the ACT office stated that the time line for the surveys, data-crunching, and results will be more than a year. Joe and David charge all Board members to consider what information the Board wants to learn from the survey, via e-mail and also as an agenda item for the January meeting. The site committee would then take these informational needs and topics back to the survey team, and they would construct un-biased questions to fit. Chris notes that the committee is also working on other expansion opportunities. The Site/Survey Committee will next meet in January, and that the meeting will include a graduate student who will be able to devote 2-3 hours per week on this project. Cheryl asks if the survey can be completed by the March General Membership Meeting, and Joe stated that he would relate this time table to Todd. Jeff asks about how results would be weighted: all respondents given the same status? Joe & David state that some weighting can be done during the analysis, and Richard notes that the analysis will be easier if respondents are asked about their space assignments, attendance, and other pertinent information. At this point in the discussion, the plan is that the survey of vendors will not be anonymous.
Craft Jurying: January 10 is the planned date, and cards have already been sent by Karen (and received by all Board members present. Crafts will only be accepted between 9:00 AM and 9:30 AM – No exceptions. Judges will then record their comments and decisions on cards, and results will be sent via mail. Decisions will not be communicated to vendors on 1/10. This will be the ONLY jurying session for the 2009 season. Vendors who are unable to bring their crafts that day can have a friend or family member bring the crafts to be juried that morning, but no alternate dates will be scheduled. Right now, farm crafts such as wreaths, herbal lotions, and similar items are being judged as crafts.
Number of Crafters: During the 2008 season, 45 craft-memberships were accepted. Jeff suggests that the number be reduced to 35 crafters. Chris notes that this would leave the majority of spaces (40) would then be farm/plant-only. Cheryl views the 35-crafter number as too low. Discussion follows about the possible need for a waiting list of good crafters, and also a possible additional attendance requirement for crafters. Jeff motions that we accept 38 crafters for immediate membership, with a juried waiting list of 15 crafters able to fill-in. Joe seconds. Motion passes with Cheryl abstaining. Crafters on the waiting list will be eligible for vending at the Holiday Market (membership dues and all other conditions apply).
Crafter Attendance: Richard motions that craft vendors be required to attend at least three times out of the first four Market Saturdays in order to keep their spot on the eligible crafter’s list. Crafters who fail to meet this requirement will be bumped down to the bottom of the waiting list, and the space opened for someone at the top of the waiting list.
Other Business:
Chris reports that the Market’s presence at the Boone Christmas Parade was a success.
A letter was read from Susan Wright regarding the fees at the Holiday Market and possible PR swaps with the Choose & Cut growers. Action on her recommendations was tabled until the January meeting.
David reads a letter from Ellie Kirby in Grayson County Virginia who does wood-block prints, note cards, and childrens’ books. Due to her resideence outside our membership area, no action was taken.
Next meeting: Tuesday, January 20, 2009. Agenda will include the top two rule-changes needed for the coming year (60-40 rules and organic claims was suggested by Joe, with more ideas welcome).
Meeting adjourns at 4:33 PM.
WCFM Board Meeting 1-20-09 Minutes
Attending: Jeff Thomas, Liza Plaster, Joe Martin, David Sengel, Karen Bauman, Richard Boylan, Cheryl Piracci, Chris Teague
Minutes from the 12-16-08 Board Meeting were read. Minor details of the craft jurying discussion were corrected and then the minutes were unanimously approved.
Financial Procedures:
Cheryl had circulated via e-mail a draft proposal for financial procedures that all Board members had read. Cheryl motions to accept the financial guidelines as submitted. Joe seconds, and the motion carries unanimously.
Discussion follows regarding the 2009 budget needs and possible fee increases for the coming year. Jeff suggests completing a proposed budget first, and discussing fees afterward.
SAHA Report:
Joe & Jeff attended the SAHA Board meeting, and report good progress regarding parking. SAHA is asking ASU to move students out from Friday midnight through Saturday at 2:00 PM. Jeff reports that if ASU does not coopreate, then SAHA plans to take-over the parking lot management directly or via a contracted company. SAHA also agreed to consider additional space for Market vendors. Karen notes that Liz Aycock has contacted her voicing support and a willingness to work with the WCFM. Jeff encourages Karen to continue discussions with Liz.
Craft Jurying:
43 crafters applied to be juried on 1/10, and the committee aproved 38. Karen shared drafts of approval and rejection letters. During this jurying session, all crafters met at least the standards for provisional/waiting list membership, so the ‘rejection’ letters will note that vendors can apply for the holiday markets.
Jeff Martin’s letter:
Jeff has petitioned to make his currently-used space become eligible as a permanent spot. Board agrees that Karen has the discretion to do so.
Survey Committee Report:
Joe & Chris met with a graduate class at ASU who have to design and implement a customer survey. Student interest seemed high in the Farmers Market project, and Joe & Chris should hear back from the class this week.
New Business:
Regional Farmers Market meeting on 2/18: Karen, Chris, Liza, and Joe plan to attend. Board discusses need to support travel and registration for this. Cheryl motions to budget $500 for the 2009 year for a line item covering “Market Continuing Education.” David seconds, and motion carries unanimously.
60-40 Rule: The rule mandating >60% of produce be grown by the vendor functions more or less as an honor system at present, but there is a lingering perception that the percentage of non-local produce is rather high. Chris motions to change the rule to 75-25, with Jeff seconding. Discussion follows about what can work for various produce vendors’ business models. Motion passes unanimously.
Next meeting’s agenda: rules about labeling products as ‘organic,’ rules about meat sales, chef demonstrations at market,
WCFM Board Meeting 2-17-09 Minutes
Attending: Jeff Thomas, Liza Plaster, Joe Martin, David Sengel, Richard Boylan, Cheryl Piracci, Chris Teague, Karen Bauman, Billy Ward
Minutes from the 1-20-09 Board Meeting were read and unanimously approved.
Financial Picture for 2009:
Cheryl presented several examples of 2008 budget over-runs, including customer appreciation events. Joe suggests developing hard and fast numbers for 2009, then sticking to them as we plan events and other expenditures.
Budget was gone-over line by line, and a proposed 2009 budget of $22,185 was drafted. Cheryl motions to accept the budget. Jeff seconds, and the budget passes unanimously. The budget was originally set at 22,000, then the increased costs of postage due to the survey (see below) were noted. Chris then motioned to raise the postage budget by $200. Joe seconds, and the motion passes unanimously the final budget of $22,200
Fees: Jeff motions to raise the fees for shed-spaces to $10 per week and $8 per week for open-spaces. Joe seconds, and the motion passes unanimously.
New Business:
Susan Wright’s December 2008 letter expressing concerns about the costs of last year’s Holiday Markets was re-read. She asked for a reduction of fees, and outlined possible barter agreements with choose & cut growers for the coming year. The board decided to decline revising the fees, and to table discussions of partnerships with Choose & Cut growers for consideration by the new 2009 Board following the general meeting & Board elections.
Events for 2009:
May 23 – Herb and Plant Day
June 13 – Spring Greens Day
July 4 – Red White & Blue Day
August 22 – Garlic & Tomato Day
September 12 – Cooking Demo Day
September 19 – Pie contest
October 17 – Appalachian Crafts Day
November 21 & November 28 – Holiday Markets
Survey Instrument:
Todd Mortensen and Leslie Hudson visited and presented a draft survey instrument for vendors. This survey could be employed several times to generate longitudinal data regarding vendor satisfaction and community development potential. The board offered feedback, and Todd & Leslie will return at the March meeting with revised and expanded questions.
Market Logistics:
Karen raised the issue of the problems created by people trying to sign up first thing on a Saturday morning. Joe offers to ask Sally to draft a process for new members to sign up. The board agrees that the process should involve a downloadable application on the website that potential members can print out & sign. The application would then need to be sent with a check for membership
Out-of-Area Farmer Applications:
Applications were received from Jerry Harvey and Dawn Rhudy to join the market as non-voting members. These memberships require 100% farm-produced sales items (no brokering or re-selling: Jerry growing & selling only his vegetables and Dawn raising & selling only lambs). Richard motions to accept these applications. Liza seconds, and the motion passes unanimously.
Hillary Wilson has tendered her resignation from the WCFM Board, which the Board accepted.
Meeting adjourns at 5:42 PM.
WCFM Board Meeting 3-23-09 Minutes
Attending: Jeff Thomas, Liza Plaster, Joe Martin, David Sengel, Richard Boylan, Cheryl Piracci, Chris Teague, Karen Bauman, Billy Ward
Minutes from the 3-16-09 and 2-17-09 Board Meetings were read and unanimously approved.
Discussion of Survey:
Joe notes in that the survey committee will review the latest draft of the Survey, then it will be submitted to the Board for final approval. Following approval of the survey, the board will authorize its distribution.
Letters:
Karen has posted copies of the letters and correspondence from the WCFM Board surrounding market site and expansionissues to the WCFM website. Cheryl notes that Nancy’s response is not yet included, and Joe offers to send Karen a copy.
Regarding the letter to Chris which had been discussed at the March 16 meeting, Cheryl notes that Chris inappropriately (i.e.- prior to any Board vote or approval) shared a draft of Joe’s letter to Chris, which has caused unnecessary strife. Joe suggests adopting his letter now that it has been shared publicly.
Liza motions to approve Joe’s letter as drafted on 3/17, and Joe seconds this motion. Motion passes with aye votes from Cheryl, Joe, Billy, Richard, and Jeff. Chris and David vote against ‘sending’ (i.e. – officially approving) this letter.
Chris shared his correspondence with Tuesdae Rice and Loretta Clawson regarding the 4th of July Parade. Loretta agreed to begin the parade at 3:00 PM so that set-up (from 1:00 PM – 3:00 PM) will not interfere with Market operation.
Other Business:
Karen notes that the current job description of the assistant manager does not yet include EBT management, due to the program not yet being implemented. Joe offers to seek grant funds from the USDA for implementing the EBT program, including bonding a staff person, etc.
Karen has submitted a draft advertising budget for review. The Board recommends re-negotiating with High Country Press over rates before committing funds.
General Membership Meeting Preparations:
Karen will present on EBT, Jeff will present on craft jurying and other developments of the past year. Joe adds that Sally will suggest moving the Wednesday Market to an afternoon time slot.
Meeting adjourns 6:35 PM.
These are the minutes from the 2007 - 2008 season, starting with the general meeting in 2007.
The meeting was called to order by president Jeff Thomas.
The 2006 minutes were read by secretary Susan Wright. The minutes were approved by the membership.
Cheryl P. Read the budget (i don't have a copy)
$17,158.00
balance $4792.47 (get budget from Cheryl)
Jeff told everyone that Karl Doege was added to the board to replace Diane Price.
Cheryl P. gave the crafts committee report.
The committee consists of 3 WCFM members and 2 non-members
Crafts jurying wll be saturday April 14th 9am
There will be 45 crafter spots this coming year.
New business:
elections:
president: Jeff Thomas ran uncontested and was elected
vice-president: Susan Graham and Sheila Sherman were nominated--- Susan Graham was elected
board: winners were: Karl Doege, Alicia Breton, Billy Ward, Richard Boylan, Don Cox
Rule changes were explained. Changes to rule #7, 9, 15
Advertising is probably set, but we are looking for an assistant manager for 8-11am.
6 events are planned; one for each month. (In old minutes 2/12 not on this computer)
Volunteer were ask to help with the events.
It was suggested that a list of the events be printed up.
There is a second space committee member were ask to join.
The spaces outside the sheds will be painted to 10x10' spacing - re sized
there maybe a Thanksgiving market the Saturday after Thanksgiving.
Jeff says Southern Living will be doing an article in the Carolina section this year.
Richard mentions their will be a market at the Mast Store on Wednesday afternoons and at the Watauga Medical Center (but only for vegetable growers) and in Cove Creek.
Volunteers are needed to put up the market signs
The meeting was adjourned.
Submitted by Susan Wright
Minutes of the WCFM Board of Directors
Location: Bald Guy Brew on Hwy 105 Bypass
April 3, 2007
Board Members Attending: Jeff Thomas, Susan Graham, Richard Boylan,
Don Cox, Alicia Breton, Cheryl Piracci
Others Attending: Karen Bauman, Mgr. Diedre Smith, Advertising
The meeting came to order at 10:20 am.
It was determined that there was a quorum.
Under new business: Richard Boylan made a motion that Diedre Smith would be hired as the market’s advertising person. The motion passed unanimously.
Advertising ideas presented by Ms. Smith were discussed along with the advertising budget in mind. It was decided to advertise in the High Country Press since they gave us a discounted rate. Postcards would be printed to be distributed by various sources around the High Country. A text ad on Ray’s Weather website would be utilized for the season. Billboards would not be pursued this season.
Under old business: The second space issue was briefly discussed. The new committee on second spaces will give recommendations for the board to act on.
The meeting was adjourned at 12:05pm.
Meeting started at 12:30 Sept. 8th 2007
Attending: Cheryl Piracci, Jeff Thomas, Billy Ward, Susan Wright,
Elisha B., Karl Doege, Karen Bauman, Susan Graham
Susan G. told us the market would be the Saturday after Thanksgiving
at 10-2pm
Karen will ask Diedra if she will do the advertising for $100 with a
$600 budget.
There will be no new members just for this market and no jurying of
wreaths required.
Susan G. wants to do 3 ads in the Mt. Times and the High Country
Press, plus flyers printed.
We may need to get a porta -potty if the restrooms remain closed for
the season
The meeting was adjourned at 1:00
Farmers' Market Meeting Minutes
10-31-07
Jeff Thomas, Susan Graham, Cheryl Piracci, Richard Boylan, Don Cox, Karl Doege, Karen Bauman.
A letter will be sent out to all of the vendors who signed up for the holiday market. Karen will call to reserve one deluxe handicapped john.
The banner should go next to the Wachovia Bank. Karen will check with
the town. Susan will check into sign stands and Karen will count existing holders.
Susan Graham moved that the manager will be paid $200 for the holiday market. This passed.
Don Cox moved that each vendor will be limited to either a vehicle or trailer at their approved vendor space with no vehicles or trailers in the vending space, which is the 10x10 space. This passed.
The next meeting will be on Thursday, November 15 from 2-4PM.
The meeting was adjourned.
Watauga County Farmers’ Market
Minutes
Monday, December 3, 2007
Present: Billy Ward, Alicia Breton, Karl Doege, Karen Bauman, Jeff Thomas, Cheryl Piracci, Susan Graham, Richard Boylan, Don Cox
The meeting opened at 2:20 p.m. at the North Carolina Ag Center, King Street, Boone, NC.
Minutes from last meeting (Oct. 31, 2007) were read. Alicia moved they be approved.
Motion carried.
Treasurer’s Report: Cheryl Piracci reported that we currently have about $1000 less this year than at this time last year. This does not represent a problem. A motion to approve
the treasurer’s report was carried.
Susan Wright resigned her position as Secretary of WCFM as of today. Karl Doege agreed to fill in and take minutes for this meeting.
The Holiday Market, held the Saturday after Thanksgiving, 2007, was a huge success. There were many people in attendance.
The Officers and the Board of Directors of WCFM agreed to hold regular meetings on the first Monday of each month at 2:00 p.m. at the Ag Center.
There was much discussion concerning the jurying of crafts. Alicia Breton made the following motion: “Crafters who were juried in for year 2007, who are in good standing, will automatically be accepted in year 2008. However, new crafts by existing vendors, and new vendors, will need to be juried for next year (2008). This will call for a change to the WCFM “Guide for Crafts.” A revised “Guide for Crafts” will be mailed to existing vendors. The revised “Guide for Crafts” will be available to new vendors.” The motion was approved.
The Board and Officers approved the following schedule of events for year 2008:
May 10: Band. “Plant and Herb Festival Day”
June 7: Band. “Spring Greens Day”
June 18 Wednesday Market opens, running to Sep. 10.
July 5: Band. “Red, White and Blue Day”
August 9: Band. “Garlic and Tomato Day”
August 30: Cooking Demo
Sept. 20: Band. “Customer Appreciation Day”
Oct. 11: Band. “Appalachian Craft Day”
There was much discussion concerning the advertising and promotion needs of WCFM, including what has been done in the past and what needs to be done in the future. There is a seeming consensus of the Officers and Board members that Karen Bauman, if she has an assistant, will be able to coordinate her job as Manager with Advertising and Promotion, provided that adequate job descriptions are provided for each position. The idea was also set forth that a third individual might be needed to carry out some utilitarian jobs, including the selling of “T” shirts and sweatshirts.
Karen Bauman expressed her need for a storage space to meet the needs of her job as Manager. Board members and officers are putting feelers out to find a suitable space, preferably with phone and power, at minimal expense.
There was discussion concerning interpretation of the “60-40 Rule” The consensus is that the rule, as stated, is vague and open to various interpretations. The option exists to change the rule to something that is clearer and more enforceable. Members will bring proposals for such change (to the next meeting).
Meeting adjourned at 4:00 p.m.
Next meeting: Monday, Jan 7, 2008, Ag Center Building.
Respectfully submitted:
Karl Doege
Watauga County Farmers’ Market
Minutes
Monday, January 7, 2008
Present: Alicia Breton, Karl Doege, Karen Bauman, Jeff Thomas, Cheryl Piracci, Susan Graham, Richard Boylan, Don Cox
The meeting came to order at 2:10 p.m. at the North Carolina Agricultural Center, King Street, Boone, NC.
Minutes from last meeting (December 3, 2007) were approved with one correction, namely changing the date of the previous meeting from November 2007 to October 2007.
The Treasurer reported a balance of $4195.49 as of December 31, 2007. The opening balance on January 1, 2008, was $6,214.50. This Jan.1 balance is about $2000 less than anticipated and reflects expenses associated with the post Thanksgiving Farmers’ Market of 2007. The Treasurer expressed the wish that the Board of Directors look in greater detail at the financial picture at the next meeting.
The Treasurer’s report was approved.
A letter from Linda McAllister was read and discussed. This resulted in a general discussion concerning the outlook for membership for the 2008 Market, the possibility of the need to raise fees and other related issues. Linda’s membership, and that of all other vendors, depends on her ability to comply with the WCFM “Guidelines for Crafts,” revised as detailed below. Alicia will notify Linda, by phone, of the Board’s discussions. Notification will also be made to David Mezyinski and Mary Harmon via telephone.
Revisions to the body of the WCFM “Guidelines for Crafts,” are as follows:
Paragraph 2: The penultimate sentence will read: “The Crafts Committee will be composed of two current vendors plus three honorary members chosen by the Board of Directors.”
Paragraph 3: This sentence is changed to read: “100% of all crafts sold at the market must be hand crafted by the vendor.”
Paragraph 4: This sentence is changed to read: “All craft items by any Market Vendor will be juried every odd numbered year, i.e., 2009, 2011, etc.”
Paragraph 6: This paragraph is changed to read: “Additional jury dates will be at the discretion of the Board of Directors.”
Added to the Guidelines will be a statement to the effect that crafters are responsible for notifying the WCFM Manager concerning whether or not they will be returning to the 2008 Market. Such information must be provided to the Market Manager in order to insure that the crafter’s space will be available at the 2008 Market. Notification must be made to the Market Manager by February 28, 2008.
Vendors will be notified that the WCFM Craft Jury will be held on the 2nd Saturday of April, (Apr. 12), 2008.
Vendors will also be notified that the Annual Meeting will take place on March 17, 2008.
These measures and changes were all approved by the Board of Directors.
Advertising and Promotion issues were discussed. Richard Boylan moved that Karen Bauman undertake the position of Advertising and Promotion Manager. Alicia Breton seconded the motion. Approved.
An assistant to Karen will be considered at another time, i.e., after she has considered a job description for such a position.
The Board authorized Karen to look at the facility at Old Mable School as a possibility for using it as office space to accommodate her needs as Market Manager/Advertising and Promotion Mgr. Karen will inform the Board of her findings.
The meeting was adjourned at 3:30 p.m.
The next meeting will be held on February 4, 2008, at the Agricultural Center.
Watauga County Farmers’ Market
Minutes
Monday, February 4, 2008
Present: Richard Boylan, Billy Ward, Cheryl Piracci, Karen Bauman, Susan Graham, Jeff Thomas, Karl Doege
The meeting opened at 2:10 p.m. at the North Carolina Ag Center, King Street, Boone, NC.
Minutes from the previous meeting were approved.
Treasurer’s Report: The proposed 2007 budget was $16,750.00. Actual WCFM expenses in 2007 came to $21, 118.00. The Checking Account balance as of this date is
$3,409.49.
The Board expressed its awareness that the 2007 excess expenditures, and the reasons for them, should be brought to the attention of the membership.
The Treasurer’s report was approved.
The Board adopted a budget of $19,937 for the year 2008.
The Board passed a motion made by Richard Boylan to change the WCFM fee structure by altering the wording of Rule 15 of the WCFM by-laws to read as follows:
Annual membership fee is $65.00 unless both the season’s rent and membership
fee are paid in full at sign-up. If so, the fee will be reduced to $50.00. Each
business may purchase one membership per year. Weekly fees are $6.00 under
the sheds and $5.00 in the open. Rent on Wednesdays is $3.00. All new members
are on probationary status for the first season.
The Board considered a letter from Billy Moretz concerning “Second Space” regulations. Further discussion was tabled until the next meeting.
The meeting adjourned at 4:20 p.m.
The next meeting will be held Monday, March 3, at 2:00 p.m. Weather permitting, it will open at the WCFM facility at Horn-in-the-West parking lot, Boone
Watauga County Farmers’ Market
Minutes
Monday, March 3, 2008
Present: Billy Ward, Alicia Breton, Karl Doege, Karen Bauman, Jeff Thomas, Cheryl Piracci, Susan Graham, Richard Boylan, Don Cox
The meeting opened at 2:05 p.m. at the Horn in the West Parking lot, Boone, NC,
Minutes from last meeting, Feb. 4, were approved.
There was no need for a Treasurer’s report.
Karen Bauman reported that only 20+ crafters had, as of this date, notified her that they would be returning to the 2008 Farmers’ Market. However, there are on the order of 20 crafters who have not notified the market of their intent to return to the market this year. In order that the Board of Directors might have a more complete picture of how many crafters will be returning, Jeff Thomas made the following motion:
“Crafters who have not responded to the notification that they must notify the Board that they will be returning to the 2008 Market will be notified, as quickly as possible, that they must, by March 14, 2008, (1) notify the Board of intention to return to the 2008 Market and, (2) give payment of $20 in order to retain vendor space. Failure to comply with both procedures will result in forfeiture of vendor space.”
The above motion was approved.
There was discussion of Bill Moretz’s letter concerning “second spaces,” the result being the following motion by Susan Graham:
“Bill will be notified, in writing, that the Board has received his letter regarding second space procedures, that his letter is under review, that the Board will not have time before the annual meeting to consider all the issues related to second space procedures and that the matter will have to be considered when a new Board of Directors is in place.”
The above motion was approved.
There was discussion about whether or not we wanted to hire a “face painter” to paint faces in return for an hourly wage. The discussion resulted in a motion by Susan Graham:
“Moved that Farmers’ Market not hire this individual.”
The above motion was approved.
There was discussion about the logistics involved in the orderly carrying out of the March 17 General Meeting.
There was discussion about the use of the Advertising Budget and advertising venues.
There was discussion regarding how to alleviate problems with regard to Saturday Market parking and traffic flow. With these issues in mind, the Board agreed that it would make sense to eliminate two vendor spaces (#78, 79) and to restrict the vendor at the north end of the east shed to exhibiting his goods within a vendor space described by a line drawn as an extension of the east shed posts and extending 20 feet beyond said posts.
The meeting was adjourned at 3:20 p.m.
The next meeting will take place at 5:00, March 17, 2008, at the NC Ag Center, Boone. This is the same date at the General Meeting.
Respectfully submitted,
Karl Doege
These are the minutes from the 2006 - 2007 season, starting with the general meeting in 2006.
9/30/06 Watauga County Farmers' Market Board Member Meeting:
The Special Event in October will be called Discover American Crafts
Our CD will be rolled over for another 6 months,; the balance it $4100
Our Checking balance is $6341.00
T-shirts that cost $2043.06 are selling well
Karen will order another $500 of t-shirts
Richard read the last minutes and they were approved.
Anna Shirley was paid the balance for the advertising. We will need a new
person for 2007.
Old Business:
We will have a band on October 6th 9:30-11:30 For Discover American Crafts
Day
The Blue Ridge Fiber Guild will setup a demonstration.
The Last weekend in October will be the Apple Festival at the Horn.
New Business:
Jerry Harvey submitted an application to sell produce for the year 2007.
It was approved.
There was some discussion as to what constituted a pre-made item. No action
was taken.
Dr. Dorgan wants 6 people to discuss the Farmers' Market at a conference in
Knoxville, TN
There were questions about who would pay for this, and further action was
tabled.
Helen Day will be sent a warning regarding her canned goods by certified
mail this week.
Next meeting will be Thursday November 2 at the Agricultural building 7PM.
The meeting was adjourned.
11/10/06 WCFM Board Member Meeting
Attending: Billy, Cheryl P. Richard Boylan, William Edmenstin, Susan Graham,
Karen Bauman, Karl Doege, Jeff Thomas, Susan Wright
Jeff requested people send an agenda before they come to a meeting. He also
handed out to the board the Robert's rules of Order for Board Members to
follow.
Richard Boylan mentioned Dr. Dorgan wants the market to run the I-9's and
the W-2's through the WCFM.
This was tabled until further information from Dr. Dorgan.
Treasurers Report:
Balance $7611.56 in the checking account
In May 2006 we had $4600.
It was suggested that we spend more on bands in 2007.
We still need to pay for the toilet paper at the Horn.
Brad from Lily Patch was suspended for the last two weeks of the Market
because of the problems with sales of un-inspected meat sales.
There was a motion: A letter be sent to Brad and Susan Coffey regarding the
suspension because of meat sales. If repeated there will be a permanent
suspension. The motion passed.
New t-shirts and sweat shirts were printed.
New Business:
Bill Moretz submitted a letter of suggestions. They were discussed and the
provisional first year membership was tabled.
There was a motion to waive the fees for Brian Selby for the part of the
year he wasn't at WCFM.
The motion did not pass.
He will need to pay the fee if he wants a permanent space and seniority for
next year.
Molasses discussion was tabled until Karen get rules information.
A sympathy card was sent to Sandi Henry.
We may need a new Assistant Manager for next year.
There was a discussion of times people must be at the market. 7:30 was
decided without a vote. People must otherwise call ahead to Karen.
The Annual Meeting will be March 19th at 7PM
We will need an advertising person.
April 14th will be the crafts jury. There was some discussion of the times.
The next meeting will be Monday the 27th at 10am.
Karl Doege moved to adjourn at 11:45
11/27/06 Watauga County Farmers' Market
Board Members attending: Susan Graham, Sheila, Kyle, Jeff Thomas, Cheryl
P., William, Richard Boylan, Karen Bauman and Susan Wright
Checking Account now has $6447.89
The minutes from 9/30/06 and 11/2/06 were read and approved.
There was discussion of the meat handling rules. Individuals need a
meat handlers license for frozen and unfrozen chicken beef, etc.
Old Business:
The Horn in the West is paid up for the year.
There was discussion of molasses rules for NC. It was in question if
there was a labeling requirement. Any ruling for the market was tabled.
New Business:
Bill Moretz's letter regarding provisional membership was read. And
there was a discussion of a 1st year membership.
A motion was made to ask for additional information on the yearly
application. In the rules we will add "all new members are on
probationary status for the 1st season". This was Approved
Second Space discussion was tabled
Crafts committee was tabled
Also tabled was discussion of what is a membership and what is a
household.
The next meeting will be at 10am on January 22, 2007
The meeting was adjourned.
11/27/06 Watauga County Farmers' Market
Board Members attending: Susan Graham, Sheila, Kyle, Jeff Thomas, Cheryl
P., William, Richard Boylan, Karen Bauman and Susan Wright
Checking Account now has $6447.89
The minutes from 9/30/06 and 11/2/06 were read and approved.
There was discussion of the meat handling rules. Individuals need a
meat handlers license for frozen and unfrozen chicken beef, etc.
Old Business:
The Horn in the West is paid up for the year.
There was discussion of molasses rules for NC. It was in question if
there was a labeling requirement. Any ruling for the market was tabled.
New Business:
Bill Moretz's letter regarding provisional membership was read. And
there was a discussion of a 1st year membership.
A motion was made to ask for additional information on the yearly
application. In the rules we will add ³all new members are on
probationary status for the 1st season. This was Approved
Second Space discussion was tabled
Crafts committee was tabled
Also tabled was discussion of what is a membership and what is a
household.
The next meeting will be at 10am on January 22, 2007
The meeting was adjourned.
Attending: Jeff Thomas, Karen Bauman, William Edminsten, Cheryl P., Richard Boyln, Sheila Eldreth, Susan Wright, Billy
The 11/29/06 minutes were read and approved
5 people will be going to the Appalachian Historical Society Conference, they will be remburished by the Society for most of their expenses.
The Annual meeting will be Monday March 19, 2007
Deidra Smith will be doing the Advertising for the WCFM in 2007 with a budget of $4000
The general budget for the entire WCFM was approved @ $16,7050
There will be an article in 'Southern Living Magazine' sometime this summer.
The budget will be printed for the annual meeting.
The second space decision was tabled again this year.
Also tabled was the membership and household discussion.
Space and attendance discussion was tabled.
Next meeting will be February 19 10am at the Ag. Building
We have 87 members.
Susan will combine the minutes and the present rules after talking to Susan Graham.
A card will be sent to Try Greene's family.
Meeting was adjourned at 12:00
Calendar of Events planned for the 2007 Season:
Cleanup Day April 28
May 12, Plant and Herb Day
June 9, Spring Greens Day
July 7th, Red, White and Blue Day
August 11 Garlic and Tomato Day
September 1, cooking Demo
September 15, Customer Appreciation Day
October 13, Appalachian Crafts Day
October 27, Apple Festival
WCFM 2/19/07
Attending: all board members except Susan Graham
New Business: Rule 3c addition was probationary status the first year.
Already approved.
Crafts jury April 14 9-10 am to bring in crafts Jury at 10-12am Pick-up at
12noon
A second my be held in June, but not definite so the craftsmen need to come
in April and everyone needs to bring all there crafts.
Karl proposed the crafts members be limited to 45 members, which is about
1/2 of the total present membership. Richard seconded and it was approved.
Karen will send cards to the members about the annual meeting.
Susan will send notices to the various newspapers in regards to the annual
meeting.
Rule #15 The membership fee is $50 unless, the season's rent and $35
membership fee are paid at signup.
This proposal was suggested by Richard and it was approved by the board.
This should help lessen the time consuming collection of fees for the market
manager.
Diedra needs a list of suggestions for the Advertising.
Karen will ready the ballots, the new rules and the food rules.
Discussion of the annual meeting.
Members will be asked at the annual meeting if they are interested in an
afternoon Thanksgiving Market at the Horn and if any will have Christmas
trees to sell. This is tentative and the Horn management must be asked
before we proceed.
Susan made a motion: to Enforce the rules #15 and #7 as they apply to the
membership of Sheila and Alisha. This was approved by the board.
The board will meet before the annual meeting.
The meeting was adjourned at 1 PM
February 12, 2007 10:00am
Attending: Jeff Thomas, Karen Bauman, William Edminsten, Cheryl P.,
Richard Boyln, Sheila Eldreth, Susan Wright, Billy
The 11/29/06 minutes were read and approved
5 people will be going to the Appalachian Historical Society Conference,
they will be remburished by the Society for most of their expenses.
The Annual meeting will be Monday March 19, 2007
Deidra Smith will be doing the Advertising for the WCFM in 2007 with a
budget of $4000
The general budget for the entire WCFM was approved @ $16,7050
There will be an article in 'Southern Living Magazine' sometime this summer.
The budget will be printed for the annual meeting.
The second space decision was tabled again this year.
Also tabled was the membership and household discussion.
Space and attendance discussion was tabled.
Next meeting will be February 19 10am at the Ag. Building
We have 87 members.
Susan will combine the minutes and the present rules after talking to
Susan Graham.
A card will be sent to Troy Greene's family.
Meeting was adjourned at 12:00
*Calendar of Events planned for the 2007 Season:
*Cleanup Day April 28
May 12, Plant and Herb Day
June 9, Spring Greens Day
July 7th, Red, White and Blue Day
August 11 Garlic and Tomato Day
September 1, cooking Demo
September 15, Customer Appreciation Day
October 13, Appalachian Crafts Day
October 27, Apple Festival
WCFM March 19, 2007
Meeting came to order at 5:00PM
Attending were: William Edmenstin, Jeff Thomas, Susan Graham, Cheryl Piracci, Karl Doege, Richard Boylan, Susan Wright, Karen Bauman, Billy Ward
Old business:
There was discussion of a household and the rule #9 a&b.
Richard suggested we remove from #9 the words "under the shed"
(see rules)
Susan Graham made the motion and it was approved unanimously .
Susan Graham made a motion for rule #15: (see rules changes in folder)to change to- business from household. It was approved. William abstained and Susan Wright voted no.
We will meet with Diedra in a few minutes. She wants to just do the Mountain Times for $449.
New Business:
Susan Graham says #7 will not be 7:30. See the rule.
We are looking for an assistant for the Market Manger.
Clean-up was set for April 28th, 2007
The order of the annual meeting was gone over.
The meeting was adjourned.
Susan Wright
These are the minutes from the 2005 - 2006 season, starting with the general meeting on April 11, 2005.
Watauga County Farmers' Market General Meeting Minutes
April 11, 2005 7:00pm
Board members present: Richard Boylan, Susan Graham, Alicia Breton,
Jeff Thomas, Karen Bauman.
The minutes from the 2004 meeting were read. Jon Bost made a motion
they be accepted as read, this was approved.
Jeff gave the president's report. He stated that board members and
officers had resigned since the last meeting, along with the managers.
Susan gave the building committee report. The parking lot is to be
repaved. The state feels we are not open enough hours for large road
signs. Blake Brown with the Town of Boone replaced the smaller brown
signs within a week of her visit and will put out more. Chris Parsons
will maintain the bathrooms at the Horn.
Carol Miller gave the events committee report. A special event is
planned for the first Saturday of every month.
Karen reported on the advertising committee. The advertising budget
for 2005 was set at $4,000.00.
Jeff read the treasurer's report.
Richard reported on grants. New River Community Partners awarded us
$500 geared toward events.
Carol Miller made a motion that any new rules adopted for the 2005
season be tabled. This was approved by the general membership.
Sammie Sigmann moved the rules for 2004 be followed until the 2006
season. This was approved by the general membership.
Karen Bauman moved the By-Laws be amended so that officers would be
elected before board members. This was approved by the general
membership. By-Laws Article VIII Order of Business: Items 7 and 8 will
be switched.
Elections were held. The new officers are: Jeff Thomas, president;
Susan Graham, vice-president; Cheryl Piracci, treasurer; Karen Bauman,
secretary.
Board members will be:Alicia Breton, Carol Miller, Rebecca Kaenzig,
William Edmisten, Richard Boylan.
Fred and Helga King brought a request to sell hotdogs at the market.
A porta-potty on the grounds was requested.
Sheila Shermann has agreed to act as manger for the opening of the
market. A call for a permanent manager was presented to the
membership.
Dickie Jarrett made a motion the meeting be adjourned. This passed
unanimously and the meeting was adjourned.
WCFM Minutes 1/5/06 (revised)
Attending: Jeff Thomas, Susan Graham, Karen Bauman, Richard Boylan, Rebecca K. Cheryl P., William Edminsten, Alicia Breton, Susan Wright
Karen brought a copy of the website referral statistics.
Minutes were read by Karen for the 11/2/05 meeting.
The minutes were approved.
New Business:
Karen noted that Nancy Underwood has a meat handler¹s license and wants to sell meat at the WCFM.
This was approved.
It was mentioned that there needs to be a handout about meat.
Karen said she has not been able to get a hold of any set rules.
In reference to the lease; Cheryl said everyone with sheds and the WCFM needs to get 1 million dollar liability and 2 million aggregate insurance coverage, in order for WCFM to get lease with SAHA finalized. Cheryl is working with Freda Greene Ex. Vice President of SAHA. Susan G.: The craft committee met and came up with guidelines that were on the handout she gave us. (See handout)
All crafts will be juried each year.
There will be 5 people on the committee.
Karen: The approximate # of members needing jurying is 44 out of 132.
The guideline will be sent out to all members with general meeting information and a copy of the rules.
Susan G: We could limit the crafters to 45.
Alicia: moved to approve The Guidelines, Rebecca 2nd.
It was approved with a minor word change.
Richard: Moved to put Cheryl, Susan Graham, and Roger on the Craft Committee.
It was approved.
Susan G. Moved to put Rita Collie, and Mike Biczel on the Crafts committee as non-market-members.
It was approved
Jeff moved that Susan Wright be made Secretary. Rebecca 2nd.
It was approved
It was briefly discussed what to do about being short one board member.
There was discussion of county rules not following the by-laws. The by-laws now state Watauga and surrounding counties.
Susan G.: Moved to change the rule #2
Membership is open to the following counties: Watauga, Ashe, Avery, Caldwell, Wilkes and Johnson counties. Produce growers from other counties will be allowed non-voting membership on a case by case basis by written application to the board Those exceptions will be non-voting, but paying members. Alisha 2nd.
It was approved.
Next meeting we will discuss the 2nd space rules and labeling.
Susan G.: said she will develop the crafter letter and the county letter.
We will require the non-county people to fill out the basic application to apply to the board.
Next meeting is Jan. 30 at 6pm at the Ag. Building.
The 1st Craft Jury is April 8th 8-1pm.
The annual meeting is now set for 7pm, April 10th at the Ag. Building.
WCFM Board Meeting, May 17, 2006
Present: Susan Graham, Jeff Thomas, Karen Bauman, Richard Boylan, Sheila Eldreth, Cheryl Piracci, William Edmisten
Treasurer's Report read by Cheryl
Rent needs to be paid - $1500 due next week.
Minutes from last two meetings read by Cheryl. Approved as amended.
Old Business:
Need to find Assistant Market Mgr. Karen's son will be here until end of June. Jeff has asked Christof.
Advertising Budget: Annan Gabe submitted a proposal that is $221.14 over original budget, but includes weekly ads in High Country News, plus special event ads in Mtn. Times, etc. Jeff motioned to approve additional funds. Motion passed unanimously.
Rent: Jeff and Susan signed lease for $3000. Susan motioned to increase rent budget from $2500 (projected) to $3000 (actual). Motion passed unanimously.
Signs: Not enough people putting them yet (i.e.- the 8 in-town signs). We need to get someone who travels 105, to put signs up near bypass and at High School. Possible volunteers who travel that way include CHarles Church, Jon Bost, and William Edmisten. Karen will ask Charles first to help spread the work-load. If no one from Valle Crucis/Foscoe agrees to do it, we can also choose another in-town location.
Caft Jurying:We have approved all past craft vendors who are still eligible to sell (i.e.- not out-of-area folks), except for some basket-making folks. Karen has a waiting list posted on the web site, and we should promote it to interested craft vendors. There are still some vacant spaces, but that could be due to weather and slow produce growth. We are being stricter with new crafters as well. Craft jury will meet again when there are at least 10 vendors on the waiting list.
A quilt guild wants to sell raffle tickets. They can come once as a non-profit (if indeed they are a non-profit), but if they want to sell quilts, they need to join as a group and be juried.
Jeff was approached by Jerry Williamson with a rumor that we had banned the Democratic Party from the market. We have not done anything of the kind, but the group came to consensus that obnoxious, haranguing behavior from any group at any time.
Jerry Harvey's membership: Jerry Harvey has applied as an out-of-area produce vendor. He intends to come on Saturdays and Wednesdays for >20 weeks. Susan moved to accept his application. Motion passed unanimously.
Craft appeals: Board will still be final appeal, but current appeals will be eligible to resubmit to craft jury at next jurying session. If craft jury denies these crafts again, a more-detailed explanation of critique and needs for improvement. In the case of painted flower pots (Rachel, Susan B), they can be sold as "plants" if there is a home-grown plant inside them. Pots sold separately must be juried.
Market sheds need to be painted. Board voted unanimously to hire it out at $15/hr. Cheryl will contact painter.
Masseuse wants to join market. Such applications had been denied in the past. Board informally decided to let this precedent stand.
These are the minutes from the 2004 - 2005 season, starting with the general meeting in 2004.
Watauga County Farmers' Market Board Meeting
April 5, 2005 6:30pm
Attending: Rebecca Kaenzig, Jeff Thomas, Richard Boylan, Bill Moretz, Mari McGuinn, Peggy Stubbs, Susan Graham, Alicia Breton, Sheila Sherman, Karen Bauman.
Jeff read the letter of Sissy's resignation from the Board of Directors.
Jeff read the letter from Iva Lee Hayes. It reads as follows:
"Hi,
I am sending this e-mail in behalf of my mother - Iva
Lee Hayes. She requests that this be read at the next
Board meeting AND be included in the minutes as a matter
of public record. She says "I have always followed the
rules of the Watauga County Farmers Market to the best
of my knowledge. I was under the impression that I could
still sell all the items that I have been selling all
these years. At no time has anyone, (Market Managers,
Board members or Officers) asked me not to sell any of
the items on my table, except some Bolick pottery that I
put out on one occasion. One of the Managers said I
could not sell it, and I immediately took it from my
table and have never once put it out again. I am very
upset to learn that I have been considered a problem for
the market, as I have worked hard for thirty years to
help make this a good market. Although I don't agree
with the proposed changes that take away so much of my
business- I will as I have always done-follow the rules
as they are explained to me!" Sincerely, Iva Lee Hayes
4-4-05"
The minutes from the March 21, 2005 meeting were approved unanimously with corrections:
Instead of reading: Bill brought up the need for an advertising budget so that the Opening Day Celebration could be planned. Alicia moved we budget 4,500 for the events committee. Karen seconded, it passed unanimously
Now reads: Bill brought up the need for an events committee budget so that the Opening Day Celebration could be planned. Alicia moved we budget 4,500 for the advertising committee. Karen seconded, it passed unanimously
Alicia moved we amend rule 16 to read: All suggestions, complaints, comments must be presented in writing to the Board of Directors, signed by the member with their name, address, and telephone number and/or presented in person to the board. Rebecca seconded, it passed unanimously.
Alicia moved we create a rule stating: A vendor may sell items for no more than two other non-present members. Karen seconded, it passed with 1 opposed.
It was discussed and agreed that any rule broken by a non-present member is the responsibility of the vendor in attendance.
Richard moved that rule 4 be changed to: 70% of all produce(i.e. fruit, vegetables, honey, eggs) sold at the market must be home-grown by the member. Susan seconded, it passed unanimously.
A grant from NRCP has been awarded to WCFM and must be spent before May 31.
Susan brought guidelines for Non Farm crafts. Karen moved the guidelines be accepted with amendments, Bill seconded, it passed unanimously.
Karen Miller's e-mail requesting documents and a response to Kim's letter of resignation was read.
Horn in the West has a new manager, Chris Parsons. The Horn will extend our lease until July and would like to negotiate at that time. The parking lot will be repaved in May.Chris will be there on cleanup day to discuss markings, storage sheds, and signs.
The next meeting will be April 11 at 5:00 before the general meeting.
Richard moved, Susan seconded, the vote was unanimous.
The meeting was adjourned at 8:45.
Watauga County Farmers' Market Board meeting minutes
11-02-05
6:00pm
Attending : Cheryl Piracci, Jeff Thomas, William Edmisten, Alicia
Breton, Susan Graham, Richard Boylan, Karen Bauman.
Guests : Karl Doege, Sheila Sherman, Jeanette Edmisten, Garland and
Sandra Keller, Kim and Judy Miller, Bobbie Rudiskill.
Carol Miller and Shelton Lindau both submitted their resignations from
the board.
The bluegrass band has agreed to play again next year.
The Town has modified the lease between the Town and the Horn. The
sheds and the signs were on the agenda but neither was resolved. The
Town is supportive of us. Liability insurance is needed on two sheds;
Cheryl will check on this. Reba checked with Farm Bureau about her
shed and was told that only 1 millian coverage is available.
The minues from the 9-10-05 meeting were read, Cheryl moved they be
accepted as read, Susan seconded the vote was unanimous.
A request from Carol Davis was read:
> We lost 1/3 of our blueberry crop to drought this year. We are
> finished for the season. Space #54 will be available for other
> vendors through the end of October.
>
> We are asking for a waiver of the additional fees for this season
> due to our loss.
>
> Please let me know if my stolen items ever show up.
>
> Sincerely,
> Carol Davis / Butler Bluberries
Richard moved we apply the dues rules, Alicia seconded, all voted in
favor.
The board has the right to appoint officers to fill vacancies, the
concensus was to table the discussion.
A letter from Bill Moretz requesting we rescend the second space rule
was read. He also requested the corner space if it was available.This
will be discussed in 2006.
There was discussion about what to do with sheds belonging to
individuals when the owner retires. Susan made a motion station that
when one of the three vendors who own private sheds retires, the owner
must move the shed unless it is sold to the market. Alicia seconded,
the motion passed unanimously with Cheryl abstaining from the vote.
A Possible Port-A-Potty and accessable bathrooms were discussed.
Richard spoke of rumors of another farmers' market but has not been able to confirm any such plans as of yet.
There was discussion about allowing additional crafts, requiring 100%
grower for plants, and closer on vegetables.
Sue Counts should be invited to the next meeting.
November 30 is next meeting date, with more meetings after new year.
Alicia moved we adjourn at 7:16, Susan seconded, it was unanimous.