SANBORNTON
FARMERS’ MARKET GUIDELINES
Purpose: The Sanbornton Farmers’ Market (SFM) is a
standing committee of the Sanbornton Historical Society (SHS) that seeks to
promote the sense of community, as well as, the historical and rural character
of Sanbornton. The SFM is an association
of persons having a common interest in NH agricultural-based products who have
come together to promote that common interest and to establish and maintain the
integrity of the local market. It will
not engage in a regular business of a kind carried on for profit. All items sold at this market will be produced locally unless otherwise approved and so
identified.
Advisory Panel:
Members:
Administrator: The
Administrator oversees functioning and organization of market. He/She conducts
meetings and is the spokesperson and state/community liaison for the market;
handling paperwork that may arise and safe-keeping
necessary records. Helps/oversees
advisory panel members at their new positions as needed.
Market Master: Assists with
the on-site workings of the market at the market site within market guidelines. Helps with members and customers questions or
concerns at the market. Oversees running of market area with advisory panel help as needed.
Assistant Market Master(s): Assists the
Administrator and the Market Master, as required.
Treasurer: Custodian of
the market's operating funds and membership fees. Payer of market accounts and bills (e.g.
advertising, supplies, insurance and rent when applicable). Keeps an accurate and
current record of the market’s financial activities. Prepares a monthly financial statement for
the SHS treasurer and a year end financial statement. Gives administrator or
secretary the paid membership address information upon receipt.
Secretary: Records
minutes of all meetings and reads prior minutes of previous meeting. Helps with membership
renewals and meeting mailings.
Secretary keeps an updated membership list. Assists with calling or
contacting members as needed.
Publicity: Handles
advertising. Press & advertising
information must be accurately represented and reviewed with
panel before submitting. Helps to organize special events and write information articles to
available media sources i.e., Laconia Citizen, Weirs Times, local radio event
listings.
Member(s)
at-large: A community member(s) that is not a market
vendor. Gives insight, advice and help as
needed. Attends meetings, votes, and may also help with special market events.
Nomination of SHS Director: The
Advisory Panel will nominate a member of the Advisory Panel to the SHS
Nominating Committee to fill a director position (three year
term) on the SHS Governing Board.
Elections: Elections of
members on the advisory panel for the new season will be held
in March. Nomination ballots will be handed in advance, if needed. Any member wanting to run for an office will be placed up for election.
Voting: The market
membership will vote advisory panel members in.
At the time the new member accepts an advisory
panel position their duties begin.
Absentee voting ballots, submitted beforehand, will be
allowed for members upon their request, if they are unable to attend the
meetings. Each member is
allowed one vote. Secret ballots will be allowed when requested by the majority. Decisions will be made
on a majority rule basis.
Terms: Each advisory panel member will
serve a yearly term, but not more than two years, unless there is no willing
replacement. At the end of their term,
each advisory panel member will assist their replacement in the transition to
the position. For the benefit of all
members, the advisory panel, may on a yearly basis, prior to
the first voting meeting, review the records of the treasurer.
Meetings: Organizational
meetings of the advisory panel and/or general membership will be held in
February through May (the first Sunday at
Membership:
Member Types: The SFM provides for the
following members:
Producers: Vendors who meet the saleable
products definition. At least ¾ of the vendors shall comply with the saleable products definition.
Saleable Products Definition:
NH
agricultural-based products only will be sold with
exceptions if needed. Produce and items
below must be grown/made locally by the market member
or a member of their family.
Agricultural crafts; baked goods; dairy, fish, meat, poultry, and
seafood products; eggs; fiber goods & crafts; flowers; fruits &
berries; herbs; honey; jams & jellies; potted plants; processed foods;
seeds; syrup; vegetables; and wood crafts & products are all acceptable. In addition, small livestock and fowl may be sold. At least
50% of a member’s produce must meet the saleable products definition.
Members
who wish to sell produce, other than their own, grown by a commercial,
agricultural, business establishment and this produce is not
already offered, need to ask for an "approval of the product"
by a ¾ vote of the advisory panel, beforehand.
The member can then sell the product as long as its place of origin is properly identified by signage.
Crafters: Vendors, who do not meet the saleable
products definition, will be allowed
provided their products 1) are made locally by the vendor or a member of their
family, 2) are juried by the advisory panel and 3) do not substantially
conflict with or duplicate existing market members’ products.
Sanbornton Non-profit Organizations: Vendors who do not meet the saleable products
definition, may be allowed provided their products 1) are juried by the
advisory panel and 2) do not substantially conflict with or duplicate existing
market members’ products. These
organizations must be based in Sanbornton and demonstrate that they provide a
community-wide service. These members
must meet all membership requirements, fees, responsibilities, etc, and will be
entitled to full member benefits. This type
of membership will not carry forward from year to year.
Weekly Non-profit Organizations: The SFM will
provide for at least one non-profit organization to have a free space per
week. This space will
be rotated weekly among the non-profits who have requested use of the
space. Non-profits may provide
information on their organization and may sell items provided
products 1) are juried by the advisory panel and 2) do not substantially
conflict with or duplicate existing market members’ products. Use of the rotating space will be free of
charge. Weekly non-profit organizations
may come from outside of Sanbornton.
Requirements: All SFM
members and vendors shall be adults (at least 18 years old) and shall become members
of the
Fees: Fees are due and payable by the
first market meeting in May or upon joining the SFM for new vendors. Membership
fees will be based on the proposed yearly seasonal
budget developed by the advisory panel.
Membership fee changes must be approved by 2/3 majority vote.
Responsibilities:
Each
member/vendor, upon payment of the annual vendor/member fees, agrees to comply
with these guidelines.
Each
member/vendor is responsible for complying with
Vendors
may “employ” workers under the age of 18; however, underage workers, left alone
at the market, must have NH working papers.
Each
member/vendor is responsible for being at the market on time and setting up
before it opens. To avoid safety
problems involving vendors' vehicles and gathering customers, vendors are
advised to arrive for set up no later than 2:45 PM. Those arriving later may be
relocated for that day. No sales
will occur prior
Each
member will be responsible for providing his or her own display and removal of
trash. The area must
be left clean and neat at market day’s end. All guidelines apply to anyone attending your
area.
The
EZ-Up Express II canopy (or equivalent) is strongly
recommended for use at the SFM.
Members using canopies or tents,
with multiple frame parts and separate covers, will ensure they have
designated help setting up their canopy or tent. All members will ensure their canopies and
tents are secured with weights, stakes or bungee cords
to prevent wind damage. Weights, stakes
or bungee cords will not result in a tripping hazard to customers or market
members.
Pricing:
Vendors
are encouraged to price their produce at fair market value. Customers come to
the SFM market for the freshest and highest quality produce--they do not come
for a "discount market". Pricing should reflect the quality of the
vendors’ products. Vendors are urged to consult the NHDAMF Market Bulletin for produce
pricing guidance.
Prices
will be prominently displayed. Where possible, each produce item will be priced individually.
Revocation: Failure to
comply with these guidelines may result in revocation of market privileges and
forfeiture of any fees, upon a vote of three-quarters of the advisory panel at
any special or regular meeting prior to which notice of the proposed revocation
has been provided.
Operations:
Event Dates: Normally, the
market opening will be the 3rd Friday in June and closing will be the last
Friday in September. The annual market
meeting to be held the 2nd Saturday after closing - unless otherwise specified
and voted on.
Hours: The market will be open on
Fridays from
*These guidelines
can be revised by the voting majority.