Haymaker Farmers Market Board Meeting
Saturday April 23, 2011
Kent Free Library
Present: Kelly Ferry, Fritz Seefeldt, Bernie (proxy for Shari), Bob Mayfield, Heidi Shaffer, Elaine May, Kristen Pool
A quorum being present, the meeting was called to order by Kelly Ferry at 11:00 am.
1. The 2010 budget was reviewed.
2. Discussion of the Board vs. Officers. Fritz explained that the Officers specified in the bylaws (President, Vice President, Treasurer) serve the Haymaker Corporation. There are no officers specified in the bylaws for the board. The market manager is the statutory agent of the Board and assumes the responsibility for running meetings.
It was discussed that elections for both the Officers and the Board need to take place at the membership meeting on April 30. Kelly will contact current Board members to see if they want to run again and will create a slate of nominees.
It was discussed that a one-year term for Officers and the Board is too short. A motion was made by Kristen that the membership vote on whether to make the term 2 years and the motion had consensus.
The Board position for Interested City Resident was discussed. Fritz made a motion that the membership vote on whether to change this to Interested Community Member and the motion had consensus.
3. Fritz stated that he had created an escrow account to use as a payroll account for the market manager.
4. Kelly reported that the transition from Fritz to her was going well—email accounts have been merged. She also reported that she has booked nearly all the slots for musicians.
Heidi entered the meeting at 11:20 am
5. The fee structure and other changes to the 2011 Application were discussed. Elaine made a motion to change the Day Rate from $20 to $25 and the motion had consensus. Kristen made the motion to authorize Kelly to revise the rules and distribute them to the membership and the motion had consensus.
6. Site Visits were discussed. The Board had consensus that “visits” was a better word to use than “inspections.” It was noted that the primary goal of site visits is to ensure that a vendor’s produce is grown on their farm, as per the market rules.
7. Kelly stated that she is currently working on the paperwork for 501c3 status, and that this will ease getting grants, like for EBT.
8. Fritz explained that the mural must be complete by the end of June or the $980 from the Ohio Arts Council will be forfeit. Kelly made a motion to create a committee and the motion had consensus. A sign up will be available at the membership meeting. During discussion, several organizations to contact about funding were mentioned, including the Kent Environmental Council, the Burbick Foundation, and the Kent Historical Society.
9. Advertizing and promotion was discussed. Kelly said that she will be writing a weekly market column for Kent Patch. Advertisements will be placed in the Record Courier and other publications as last year. Kelly discussed her ideas for having items with the Haymaker logo on them for sale and that she would like to have a table for the market staffed by volunteers.
Fritz made a motion not to renew the market’s membership to the Kent Chamber of Commerce and the motion had consensus.
Elaine suggested contacting Lori Wemhoff at the Portage County Visitors Bureau about money for advertising.
10. Kelly had listed several outreach/fundraising ideas in the agenda. She said that the two she is currently working on are cooperation with the KSU Campus Kitchen and Food Stanzas with the Wick Poetry Center and the Portage Parks District.
The meeting was adjourned at 12:30
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Haymaker Farmers’ Market Board of Directors Meeting
February 26, 2011
Held at 2pm at Fritz Seefeldt’s home, conducted by Fritz.
Board discussed advertising for compensated market manager position the first week of March. Ads will go in Record Courier, kentpatch.com, Facebook (market page, Transportage, Portage Local Food Project, and we’ll also look at posting to Dave Ruller’s Kent 360 Blog, and in Clover Curier (4-H).
Cary James is working on press release and job description/requirements. Want ad will point applicants to the market website for full job description.
Hiring committee formed (Kristen Poole, Elaine May, and Fritz Seefeldt). Resume & cover letter will be sent to Kristen, and then distributed to the rest of the committee for review. First interviews will be by phone, second interviews in person.
Goal is to have new hire before 2011 season begins. Resumes & cover letters due to Kristen by March 15, 2011.
Fritz is working on setting up a meeting with Kent Parks & Rec to continue the conversation about the department taking on the market. The board feels this would be a great solution because it would allow for the market to maintain some autonomy, while being able to get grant writing support to help with market growth.
Discussion of raising our market vendor fees in order to pay for a manager. Current vendor fees are $120.00 per 23 week season, plus $40.00 for the 2 holiday markets = $160.00 for 25 weeks complete season. This rate will double in order to pay a market manager.
Discussion of expectations and procedures for new hire, question of whether or not manager will need to be bonded. Manager hours will need to be carefully tracked and reported with a mid-season performance review. Budget will also need to be carefully tracked and reported with oversight by market board treasurer.
General agreement that this first year with a paid manager will be a transition year without the expectation of new programs or big growth, while the vendors and manager get to know one another and keep things running smoothly.
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2010 spring meeting minutes
Haymaker Farmers’ Market- 27 March 2010 Spring Membership Meeting
Held at 2:00 pm Kent Free Library 2nd floor meeting room.
Meeting was conducted by market manager Fritz Seefeldt.
Approximately 30 vendors and community members were present at the general membership meeting.
Present at Board of Directors meeting were: Fritz Seefeldt, Bob Mayfield, Kelly Ferry, Cary James, Shari Keefe and Kristen Pool. This constituted a quorum and topics were discussed and recommended for membership approval. All board members were present at the general membership meeting.
This past season -how did you do?
Cary James of Stahl’s Bakery- Although market attendance was up from the previous year, sales had dropped at her stand. She feels that this may be due to increased competition at the market. Customer base hasn’t yet caught up to the vendor growth at the market. Shari Keefe of Shari’s Berries said that Bernie Chaykowsky wanted to pass along that he was concerned that there were a few vendors who would only sell for a couple of Saturdays in order to “dump” a bumper crop at a price that undercuts many of the weekly vendors. One possible solution would be to increase the weekly set up fee. Baron Hottensmith stated that his sales have increased every year since he began selling at Haymaker. (Market fees will be discussed later in the meeting.)
· Our market budget and current account balances.
1. Checking: $301.00
2. Savings: $3910.00
Expenses for 2009 season (Includes December Holiday Markets):
1. Site insurance: $250.00
2. Gravel for lot: $462.00
Many farmers expressed an interest in spreading new gravel on the south lot this year. Bob Mayfield of McKay-Bricker was thanked for his donation of gravel last year to the market. Prices will be obtained and gravel will be spread on the south lot with the permission of the Franklin Avenue Café. Vendor Andy Esparza asked that this be rolled as well.
3. Porta toilet: $350.00
4. Market benches-HFM contribution: $189.00
Bonny Esparza of Bonny’s Breads asked that two more benches be added long Franklin Avenue. This will be explored.
5. Music @ the Market: $1525.00
6. Advertising: $414.00
7. Postage, printing, office: $160.00
8. Donation to Kent Social Services: $200.00
9. Total expenses: $3550.00
Income for 2009 season, site fees: $4908.00
Funds from “Celebrate Kent!” grant yet to be disbursed: $900.00
(This check has been received and deposited in the market account.)
· News from the manager and board of directors:
· The upcoming season, recommendations from BOD:
1. Mural project (market portion): budget-$1000-1500
Photographs of the proposal were shown, the project was discussed regarding community involvement and participation, in-kind donations, City of Kent and KSU involvement, possible alternative revenue streams to complement or replace the Ohio Arts Council grant. Interest from the city is being spear headed by city manager Dave Ruller. The university is celebrating their centennial this year and will be featuring the arts and the importance of public art in the community. An “Arts Mile Walk” is being designed and directed by Thom Euclide of KSU’s Department of Architecture. Mr. Euclide spoke with market manager Fritz Seefeldt regarding KSU involvement with the market mural program on Franklin Avenue. The mural will be a featured aspect of the art walk. The market contribution of $1000-1500 to the mural project was recommended by the BOD and approved by the membership.
3. Kent Area Chamber of Commerce: non-profit membership. $100.00.
Membership in the KACC will provide greater access to the business community through networking and involvement with the “Downtown @ the Market” program. The fee of $100.00 is for non-profit organizations with fewer than 3 employees (we have none), earning less than $500,000 yearly. Recommended by the BOD and approved by the membership.
4. Porta-toilet: $350-500 (handicapped accessible at high end)
Providing access to the handicapped is seen as a goal for the market even with the minimal additional cost. The unit will need to be slightly relocated in order to provide level access to wheelchairs. The unit will be padlocked during the week to prevent usage by the “bar traffic” during non-market times. The unit will need to be anchored in some way to prevent being turned over at night. Recommended by the BOD and approved by the membership.
5. Advertising in Spring/summer Kent guide $120.00.
The usual fee of $180.00 has been reduced for our market to $120 for the listing and advertisement. Recommended by the BOD and approved by the membership.
Ø Electing the market board for the 2010 season: (*=current member) Nominations-
1. farmer (*Shari Keefe) Re-elected
2. farmer (*Kristen Pool) Re-elected
3. baker (*Cary James) Re-elected
4. at-large (*Abbe Turner) Ed Durkee of Ornery Goat Dairy is nominated and elected. Abbe Turner agreed to step down.
5. arts representative (*Jeff Ingram) Re-elected
6. business representative (*Bob Mayfield) Re-elected
7. 5th ward council person (*Heidi Shaffer) Re-elected
8. city resident (*Kelly Ferry) Re-elected
9. market manager (*Fritz Seefeldt) Re-elected
New ideas/thoughts from the membership?
· Encouraging the university to have a chef providing cooking demonstrations, the extension office providing home canning or other cooking demonstrations using in season market produce.
· Improving pick up of excess produce at the end of each market. Bob Mayfield offered his store as a possible drop off location. Other recipients of usable produce are identified: The Miller House, Freedom House, Kent Social Services, Veteran’s Home north of Kent. Bob Mayfield, Bonny Esparza and Mark Grogan will be providing contact information via email.
· Many vendors expressed an interest in having the music from the live performances under the bridge carried via wireless loudspeakers to the rest of the market. Fritz will look into cost and availability.
· Involvement of the School Community Garden project presented by Lynn Gregor and Kelly Ferry with the farmers’ market. Greater involvement of children with the farmers’ market. The market would provide a free space, as this would be a non-profit group.
· Fritz presented the idea of providing the market under the bridge as a venue for the Community Dinner in celebration of the commencement and/or completion of the mural project. The market would provide rented tables and chairs, restroom facilities and live music as a part of Music @ the Market. John Gwinn volunteered to contact Laura Mazur regarding market/dinner cooperation for this special event.
· Molly Aubuchon suggested that each vendor could “adopt” a market sign and set it up and take it down on each market day. This is a task that Fritz and Jo Anne have been performing for the past 17 years, and it will be a welcome relief for them to hand over this part of the job.
· Molly and Heidi Shaffer also discussed advertising in the Kent Stater with classifieds and display ads.
· Regarding dogs: John Gwinn stated that there may be new rules concerning dogs at public farmers’ markets that will be aimed at not allowing vendors and customers to bring their pets to the market. Fritz stated that it would be difficult to prevent customers from bringing their pets because there is no set entry point at the market. Signs could be posted, but this would be difficult to enforce. Regardless, the market being registered with the Ohio Department of Agriculture will comply with any and all rules governing farmers’ markets in Ohio.
· Board member and farmer Kristen Pool volunteered to research what is required for a vendor to accept WIC program coupons, Senior Farmers’ Market Nutrition program vouchers and how difficult it might be for the market to be able to take food stamp cards at the market site. This will involve procuring an EBT (Electronic Benefit Transfer) machine along with the required training to use the machine.
· Vendor and grower, Shari Keefe suggested that the market begin compensating the market manager for his service. Fritz reiterated his desire to remain a volunteer for the market and stated his appreciation for the kind gesture, but that any such remuneration would simply be donated back to the market or another non-profit organization in the community.
· Fritz discussed the possibility that he may be stepping down as market manager with the transitioning of the market into management by some other organization, most likely being the City of Kent. The market mission and core principles will remain intact through any such transition. The change will not take place during this season. A time frame has not been established.· The Haymaker Farmers’ Market Power Point presentation was shown which encouraged discussion of presenting the market to local service organizations.
*2010 start up date and site fees.
· Start up date of 29 May is adopted by the membership.
· Fritz recommended that fees stay the same because they are adequate to pay for ongoing market expenses as well as allowing for yearly elective projects. The membership voted to retain the season and half season rates while increasing the daily rate to $20.00 and eliminating the free introductory day that had been instituted to encourage vendor growth. The market is currently at capacity with 45 vendors.
Adjourn!
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2009 Spring Meeting Minutes-Word doc
3 Comments to Meeting Minutes
Jake & Betsy would like to provide music for Haymaker Market in 2012. Please visit our website at http://www.jtprod.com and contact us at (330) 676-1753 to discuss further. Thanks!
are you shut down for the rest of the winter now or will you be open next Sat in the old Labor Temple?? if not, when do you resume?
The market at Lucky Penny at the labor temple is not our market, but yes, they are open on Saturdays until mid-March, when Haymaker starts back up at the high school. You will find some of your favorite Haymaker vendors at the Kent Winter Market at Lucky Penny.