TRURO FARMERS’ MARKET COOPERATIVE LIMITED 2014 … · Truro Farmers Market may be a party in the provision of facilities and equipment as identified in Section 19(1) of the Food

TRURO FARMERS MARKET COOPERATIVE LIMITED

POLICIES & REGULATIONS

Revised February 2014

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TRURO FARMERS’ MARKET COOPERATIVE LIMITED 2014 POLICIES & REGULATIONS

FEBRUARY 2014 DATES & TIMES OF MARKET

The Truro Farmers’ Market operates on Saturday mornings from 8:00 am – 1:00 pm from April 5 – December 20, 2014

VENDORS There are two categories of vendors at the Truro Farmers’ Market:

Member Vendors – a primary or secondary producer or a citizen at large who attends the Market on a weekly basis, commits to attending for a minimum of 16 weeks and pays an annual membership fee of $65.00. Member vendors are granted extra benefits including reduced stall fees and are assigned a regular vending space for the season.

Casual Non-Member Vendors – a primary or secondary producer or a citizen at large who attends the Market on a week-to-week basis and is assigned a space based on availability at the Market and in accordance with whether or not there is an opening in that category .

VENDOR SPACE ALLOCATION Spaces are reassigned at the beginning of each season based on market mix, market flow and Manager/Board discretion.

Member vendors who are in good standing from the previous season will be given first choice for space for the 2014 season.

Casual Non-Member Vendors who are in good standing from the previous season who wish to become member vendors will be given the next choice for space based on seniority and according to product –primary producers, secondary producers and all other.

New Casual Non-Member Vendors who attend on a weekly basis will be given the next choice for space based on availability and seniority and according to product –primary producers, secondary food producers and all other.

Casual Non-Member Vendors coming for an occasional market day will be assigned a space based on availability and according to product –primary producers, secondary food producers and all others.

Flex Space -“Flex Spaces” are located inside the Market Hall and are reserved for primary producer members (of that operating day) to utilize when required for the early




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and late season. Flex spots may be designated for primary producer members (produce) who wish to locate outside under the canopy from June until October, but start the season indoors or shift indoors for April and October through to closing in December. If a designated primary producer vendor is located inside the building, flex spaces may be created on either side to accommodate mid-season expansion. When primary producer members are not utilizing their indoor flex space, the space can be assigned to another TFM Member or Casual vendor. Members occupying the space will be given 7 days’ notice. In order to designate a flex space, primary producer vendors must indicate their need for the flex space on their application form. Flex space must be cancelled 48 hours in advance of the Saturday market.

ELIGIBILITY FOR SELLING AT TFM-PRODUCTS 1. Only Maritime grown or produced farm products as listed here may be sold: vegetables, fruits, herbs, seedlings, flowers, potted plants, trees/shrubs, home baking, honey, maple products, eggs, jams and preserves, pickles, meat and fish (fresh, frozen, smoked or cured), pasteurized dairy products, juice products, candy and artisan products. Absolutely no peddlers or second hand items permitted.

2. BIO-SOLIDS POLICY - Any produce, meat, and/or processed food ingredients grown with bio-solid fertilizer or use of bio-solid fertilizer and/or the use of bio-solid fertilizer for production in the last three years, will not be allowed for sale at the Truro Farmers' Market. Furthermore, the Truro Farmers' Market will not allow any promotion/sale of bio-solid fertilizer.

3. ALL items sold by a vendor must be produced by that vendor. Exceptions include: Members who have been pre-approved to add items from other producers (not exceeding 30% of their merchandise and meeting criteria of #1). Vendors of items typically not available from source (i.e. fresh fish) shall be allowed to sell at the Market with pre-approval. Casual Non-Member vendors are not permitted to sell additional products other than their own.

4. Member Vendors or Casual Non-Member Vendors are not permitted to add nonprofit fundraiser items to their approved merchandise without pre-approval from the Market Manager and/or Board of Directors.

5. Single servings of items as well as sampling consistent with Section 1 & 2 are allowed to be sold/offered by Vendors. Vendors must identify and obtain the necessary permits and training required by Nova Scotia Department of Agriculture, Food Protection and Enforcement Division. These requirements may include a Food Establishment Permit, Special Event Permit and Food Handler Training. Proof of certification must be displayed at all times when selling at the Market. Deviation from the terms established in the permitting process will be considered grounds for cessation of membership. While the




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Truro Farmers’ Market may be a party in the provision of facilities and equipment as identified in Section 19(1) of the Food Safety Regulations of the Health Protection Act, satisfaction of those requirements is the full responsibility of the member/license holder. The Truro office of Food Protection and Enforcement Division can be reached at 893-6302 or [email protected].

6. Owners/operators of retail and/or wholesale businesses are permitted to sell at the Market provided they produce the item(s) they sell. Admittance of vendors is subject to approval by the Manager and/or Board of Directors, with the intent of maintaining a balance of products at the Market.

7. Only Members vendors are permitted to sell product that they have not directly produced, but meet the rules of the Market (see #1 above). This product shall not exceed 30% of their total merchandise and will only be accepted by the Board of Directors after an application is submitted and approved. The remaining 70% must be produced by the member/vendor. Casual vendors are not permitted to sell any additional products.

8. All applicants are required to complete the Vendor Application process in order to be considered as a potential vendor. Completion of application does not guarantee acceptance. The Truro Farmers’ Market reserves the right to limit acceptance based on whether or not a particular category has an opening. 9. The Truro Market reserves the right to conduct farm or site visits of any vendor to ensure that products being sold comply with TFM policies. 10. There will be no selling of live animals.

FOOD SAFETY:

1. All products sold at the Truro Farmers’ Market must be in compliance with the Department of Agriculture’s Guidelines for Public Markets. Copies of the Guidelines are available from the Coordinator or the Department of Agriculture, Food Protection and Enforcement Division. The following products are prohibited for sale at the Truro Farmers’ Market (Schedule C):

Raw milk

Low acid canned food- home produced such as tomatoes

Canned meat, canned fish, smoked fish, shellfish and seafood products not produced at a licensed facility

Uninspected meat or poultry or meat and poultry products as defined in the Meat Inspection Act

Sale of wildlife as defined in the Wildlife Act

[email protected]




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Perishable food which has been stored between 4ºC and 60ºC or prepared under unsanitary conditions

Cracked eggs

Other such foods deemed potentially hazardous by the Food Safety Specialist

2. All prepared foodstuff (i.e. jams, pickles, baked goods, candy, fudge) and all skin care and health care products must be clearly labeled with the product name, quantity, producers name and contact information, ingredients, and best before date in compliance with the Guidelines for Public Markets. Canadian Food Inspection Agency restrictions for special claims and the use of terms such as “Diabetic” and “Allergy Alert” must be followed.

3. All vendors selling food products are required to fill out the Food Safety Checklist. The

document must be signed and returned before the vendor is permitted to sell at the Truro Farmers’ Market.

4. A representative from the NS Department of Agriculture may attend the Market

periodically to inspect the items being sold, either by request or unannounced. It is up to each vendor to ensure he/she is complying with all regulations.

5. The Farmers’ Market Board of Directors reserves the right to refuse any vendor who

does not comply with all of the rules on a regular basis. Furthermore, the Department of Agriculture may exercise its right to terminate a vendor’s operation if their regulations are not being followed.

MEMBERSHIP 1) DEFINITION A member of the Truro Farmers’ Market is a person or vendor, who subscribes to the objectives of the Market in accordance to the official Policies and Regulations, has paid an annual membership fee as well as agreeing to attend and/or pay for a minimum 16 weeks of the market season and who regularly attends meetings. (Note: One membership payment equals one vote) 2) CRITERIA FOR ACTIVE MEMBERSHIP Members of the Truro Farmers’ Market must be primary or secondary producers, or a citizen at large. There must be an available spot in the appropriate producer category. The membership year is from January 1-December 31. -Members must agree to pay an annual membership fee of ($65.00) upon acceptance of membership. Fees can be submitted for the upcoming season starting at the AGM/New Season Meeting. Membership fees must be received before the start of the member’s season. Submission of the membership fee does not automatically constitute acceptance.




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3) BENEFITS: a) Access to same spot each week. b) Guaranteed access to a maximum of four stalls per Market (additional space based on availability). c) Eligible to reserve ‘flex space’ indoors for early and late season (primary producers only). d) Priority for vacant designated indoor ‘flex spaces’. e) Eligible to contribute to the direction of the Market through nomination to the Board of Directors, and serve on committees/projects and be able to vote at all meetings. f) Reduction in weekly vendor stall fees. g) First refusal for any new available space, by request. h) Permitted to diversify their merchandise (30%/70% rule). i) Access to professional Management Training programs through FMNS. j) Profile of Business on Truro Farmers’ Market website www.trurofarmersmarket.org 4) CESSATION OF MEMBERSHIP Membership will cease when

a) A member gives notice to the Manager. b) A member fails to subscribe to the objectives and rules of the Market and/or to

satisfy the criteria for membership. c) Confidential, written notice from the Market Board will be delivered in the event

that membership is being withdrawn. 5) RESPONSIBILITIES OF MEMBERSHIP

All members will: a) Ensure they are aware, and prepared to uphold, through the nature of their business

and the way they conduct themselves on site, the policies, bylaws and rules of the operation of the Market.

b) Offer feedback for positive change through the President and/or Board c) Be encouraged to participate in some aspect of the Market’s operations, according

to skills, interests, availability of time, by volunteering for special events or tasks, participating on committees.

d) Be encouraged to attend meetings regularly - new season, annual, and vendor. e) Be encouraged to become part of and contribute to the Farmers Market community

by supporting one another as a whole.

VENDOR FEES All Member Vendors must pay an annual membership fee of $65.00. Weekly stall fees are due in advance or on Market Day. Fees will be collected each market day and a receipt will be issued. 1) MEMBER Vendor Fees per Market Day - INDOOR

http://www.trurofarmersmarket.org/




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4 foot space – $16.00 plus HST ($2.40) = $18.40

6 foot space - $24 plus HST ($3.60) = $27.60

8 foot space - $32.00 plus HST($4.80) = $36.80

Kitchen - $60.00 plus HST ($9.00) = $69.00 (1/2 kitchen space per vendor)

2) MEMBER Vendor Fees per Market Day – OUTDOOR

8 feet (w) x 10 feet - $32.00 plus HST ($4.80) =$36.80

2) CASUAL Non-Member Vendor Fees per Market Day - INDOOR

4 foot space - $20.00 plus HST (3.00) = $23.00

6 foot space - $30.00 plus HST ($4.50) = $34.50

8 foot space - $40.00 plus HST ($6.00) = 46.00

Kitchen - $65.00 plus HST ($9.75) = $74.75

2) CASUAL Non-Member Vendor Fees per Market Day – OUTDOOR

8 feet (w) x 10 feet - $40.00 plus HST ($6.00) =$46.00

3) Additional Power Fees for ALL Vendors

One small appliance (lamp OR debit machine) -$2.00 plus HST(.30) = $2.30

Two small appliances (coffee urns, blenders, etc.) - $3.00 plus HST (.45)= $3.45

Large appliances (fridges/freezers and includes A,B and C) -$4.00 plus HST (.60) = $4.60

4) Additional power fees may be imposed based on the actual use, number of appliances and duration of use. Management may request device wattage and power draw information. Management reserves the right to reject certain appliances and uses.

5) All vendors are required to bring their own tables, chairs and canopies. The Truro Farmers’ Market offers a limited number of tables and canopies to rent on a first-come-first-serve basis. Cost of replacing damaged items will be the responsibility of the vendor.

Canopies - $5.00 plus HST (.75) =$5.75

Tables - $3.00 plus HST (.45) =$3.45

6) Throughout the season, all vendors will be asked to donate products for fundraising activities. These donations assist with raising funds for operational costs of the Market. 7) Additional fees will be required for use of facility on non-Market days. Vendors of TFM can rent the facility at a reduced rate.




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ATTENDANCE AND WEEKLY BOOKINGS 1. The Market sells to the public from 8:00AM to 1:00PM every Saturday. No items are to be sold before the defined start time. A grace period of 10 minutes may be granted to vendors that are ready to sell. 2. All stall spaces must be reserved in advance. If regular attendance is expected for 16 weeks, it is possible to reserve the same space for the whole season by becoming a Member and paying an annual fee of $65.00. If and when all spaces are booked, potential vendors may place their name on a waiting list. 3. To maintain membership privileges, a 16 week minimum attendance OR payment thereof is required each season. Membership is not valid until an application has been signed by both the member and the Manager or a Board Member, and a receipt issued. All other vendors who do not pay membership fees will be referred to as Non-Members. 4. Vendor vehicles unloading product are to be parked/moved at least one half hour before opening time (7:30 am). The market is accessible after 5:30 am. During the outdoor season, vendors who set-up outside are encouraged to unload under the canopy and then move their vehicle to allow access for other vendors. 5. Vendors who are running late on Saturday morning, or not attending due to an emergency must notify the Manager. If a regular vendor is late, their space may be rented to another vendor in order to fill in any large gaps on the Market floor. Late arrivals may be allocated to a different space for that day only. 6. Cancellation Notice - ALL vendors are required to contact the Market Manager ([email protected] or 843-4004 or 305-2673 ) 48 hours before the Market, if attendance is impossible, to cancel space reservation for that week. Weekly fees will be charged if notification is not given in advance (without exception.) Membership, reserved spaces and fees paid in advance will be forfeited if attendance is missed without notification two weeks in a row. All vendors are responsible for preparing for inclement weather and will not be reimbursed for missed dates. Notification of Market closure due to inclement weather will be decided by noon on Friday. Vendors will not be charged for market closure.

Following Guidelines and Policies Benefits Everyone at the Market As a valued TFM vendor, you are responsible for informing yourself and other ‘staff’ working your stall, about all policies and regulations pertaining to your business. By

working together and following the policies and regulations, you keep the Truro Farmers’ Market a vibrant, viable and safe community asset.

mailto:[email protected]




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7. Vendors who reserve more than one space must use and pay for all spaces each week, unless 48 hour cancellation notice is given to the Manager. 6. Any vendor who cannot stay for a full market scheduled time period must cancel for that week. Leaving prior to the end of the scheduled market day is not permitted. 7. Breakdown of stalls is NOT permitted before 1:00 pm. All vendors must be prepared to stay for the entire Market day, even if all products have been sold. For safety reasons, vehicles are not allowed onsite before 1:00 pm. VENDOR REGULATIONS Stall Space: All vendors are requested to keep their stall space clean, professional and safe at all times. This presents an overall positive image to the TFM customer and benefits everyone. 1. Vendors are responsible for bringing their own tables, chairs and canopies and any other needed equipment. These must be clean and in good working order. TFM has a limited supply of extra tables and canopies for rent. 2. It is the responsibility of each vendor to ensure their space is left clean. Vendors MUST dispose of all garbage and recycling in market designated receptacles. Please separate and flatten all cardboard and place beside the recycling station. When sweeping your space, please ensure it is not swept into a neighboring space. Vendors that sell for on-site consumption MUST

provide recycling disposal as well as a garbage container for customer use. Café area that is used by the vendor must also be kept clean. It will be the responsibility of the market staff to maintain the café area in a clean, presentable condition. 4. Vendors are encouraged to use recyclable and compostable serving containers. 5. The Manager and/or Board of Directors require that minimum display and sales standards be met (i.e. neat, attractive displays, name of business, fresh and quality products) to ensure an overall Market standard is maintained. Refund policies, guarantees, etc. must be displayed prominently. 6. All signage must be kept within the designated rented stall space and displayed in a manner that is professional and not does create tripping hazards. Any sandwich boards or heavy signs must be safely anchored down. 7. Customer and Vendor dogs are NOT permitted inside the Market Building. Dogs are permitted on the outside Market grounds and canopy areas. All dogs on-site must be kept on a short leash, kept back from the tables and be under control at all times.




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8. Only CSA approved appliances and extension cords may be used at the Truro Market. 9. Unless approved by Management and located in a designated area, all internal stalls must be portable and or removable. Tables must either be folding or on wheels. 10. If a Saturday Member wished to leave their stall on site all week, and that member is not vending the next week, or on a Wednesday, that stall must be left in a condition and configuration that is presentable to the public and potentially accessible by another vendor. 11. Vendors who require their vehicles to retail (e.g. food truck or fish trailer) or have a vehicles exceeding the size of a cargo van or ½ ton pick-up can only be parked in a designated area on the site as assigned by the Manager. 12. Vendors who bring children cannot leave them unattended at the Kids’ Corner. The Kids’ Corner is an unsupervised area provided for the use and convenience of our patrons. We are NOT insured for “daycare” purposes. 13. All misadventures or injuries to customers or vendors and their staff must be reported to the Manager immediately for evaluation and assistance. A file will be kept of all instances. 14. Vendors are not permitted to smoke in the Market or on Market grounds. 15. Vendors are required to conduct themselves in a pleasant and business-like manner at all times while attending the Market. Rude or otherwise inappropriate behavior with customers, market staff or other vendors will not be tolerated. SALES DATA Each week vendors are given anonymous sales record sheets to complete. It is important to complete these sheets as this information shows the important role the Truro Farmers’ Market plays in the economy of our community and province. The better our data, the better the Board and Management can advocate for funding on your behalf. This data assists with the growth of the Market. NEW POLICIES AND TRAINING

1. Vendors are encouraged to take advantage of seminars provided by TFM and FMNS to educate themselves on salesmanship, marketing and customer service.

2. Notices and memos may be passed out during the season. It is up to all vendors to read and comply with requests or concerns in these notices. Any vendor who starts later in the season or who misses a week(s) must check with the Manager for information




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updates they may have missed. Vendors must also keep contact information current with the Manager.

PARKING REGULATIONS Parking in lots immediately adjacent to the Market Hall and Market Pavilion (Canopy) are reserved for customer use as per Parking Regulations Map. Vendors who park in customer-designated spaces may have their vehicle towed. Please include your vehicle license plate on the vendor application form. CONFLICT RESOLUTION PROCESS The first point of contact for any conflict arising between vendor(s) and the Market or vendor to vendor (providing the issue is related to TFM), is the Market Manager. The Manager will work with the vendor(s) involved in the conflict to find a resolution. If the issue is not satisfactorily resolved, the vendor(s) or Manager can present the issue to the Board President for a decision. Vendors who have an issue with the Manager can raise the issue with the Manager first or the President. If necessary, the Board will make a final decision on the issue. If there should be any problems concerning vendor compliance with the rules and/or policies:

a) Initial problems will firstly be addressed and resolved verbally by the Manager, then recorded in a log book.

b) Should the problem continue the next Market day, a written order will be given to the vendor by the Manager before the next market and a copy retained for the records. The President will be briefed and receive a copy of the problem.

c) Should the problem not be resolved, the President will call a meeting of the Board before the next market day at which time a final resolution will be determined and sent in written confidence to the vendor.

d) Notwithstanding the above, it will be understood in some circumstances that time is of the essence and an issue may require an immediate response and resolution before the next market.

By signing below I agree that I have read and understood this document. This page is to be returned with your vendor application.

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Signature Date

Documents

TRURO FARMERS’ MARKET COOPERATIVE LIMITED 2014 … · Truro Farmers Market may be a party in the provision of facilities and equipment as identified in Section 19(1) of the Food