SELECTION POLICY OF PRODUCTION MEMBERS INTRODUCTION. Translation (Summer 2014) of Adopted version November 26, Aim

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SELECTION POLICY OF PRODUCTION MEMBERS Translation (Summer 2014) of Adopted version November 26, 2012 INTRODUCTION Aim The goal of the policy is to describe clearly the selection process of

1 SELECTION POLICY OF PRODUCTION MEMBERS Translation (Summer 2014) of Adopted version November 26, 2012 INTRODUCTION Aim The goal of the policy is to describe clearly the selection process of production members (aka memberproducer) of the Marché de solidarité régionale de l Outaouais (hereinafter the MSRO). Objective The objective of this policy is to allow the MSRO to select producers while respecting the values and principles of the co-operative in order to guarantee an appropriate offer of products to the members using the MSRO services (member-user). Terms and Conditions This policy arises from the MSRO by-laws and from a comprehensive study conducted in 2011 by the production members selection committee. It provides the framework and guidelines to the employees and to the directors of MSRO to manage the business relationship between the co-operative and its production members. The policy is applicable immediately upon the receipt of a membership application by a producer and as long as the signed agreement between the two parties remains active.

2 1. SELECTION PROCESS OF PRODUCTION MEMBERS The MSRO signs business agreements with the producing members. Three categories of production members are accepted according to the criteria set by the MSRO. The order indicated below determines the priorities. 1) The agricultural producers who are operating in Outaouais Region within a 150-km radius of the main unloading point (based on Google Maps). 2) The processing producers who are producing and processing in Outaouais within a 150-km radius of the main unloading point. 3) The processors who are transforming agro-food or environment-friendly products in Outaouais within a 150-km radius of the main unloading point. 4) The area covered includes the Ontarian part of the Outaouais, within a 100-km radius of the main unloading point. The MSRO always gives priority to producers and producers / processors with an established place of business in Outaouais on the Québec side, before recruiting on the Ontario side. The primary objective of the MSRO is to respond to the demand of its members using the MSRO services. The applications from producers are received, reviewed and assessed against the needs of the members in a view to continuously fulfill and improve the offer. The membership process to become a producing member (support member) is comprised of seven steps: 1) Receipt of a complete membership form 2) Visit of the business (if required) 1 3) Assessment of the request 4) Review of the assessment made by the production selection committee and recommendation 5) Decision of the Board of Directors 6) Signature of the agreement 7) Creation of the producer account in order to activate the products offered on line MSRO 2 Summer 2014

3 MSRO PRODUCER MEMBERSHIP REQUEST ASSESSMENT VISIT OF PRODUCER, COMMITTEE RECOMMENDATION, BOARD DECISION ANALYSIS CHART OF PROPOSED PROCESS MARCH 1, 2012 PROJECT PRODUCER MSRO RELATIONS COORDINATOR with PRODUCERS PRODUCERS COMMITTEE, BOARD Waiting MSRO s Decision Start Request rejected by MSRO without visiting? Yes No Delegate visit? No Yes Ask a committee member to make appointment with producer Make appointment with producer; if possible and desired, have a committee member participate in visit Visit producer, write visit report & make recommendation Committee member visits producer, writes visit report and makes recommendation Verify report & recommendation Waiting period too long? No Yes Contact MSRO Issue recommendation with justification & supporting documentation as required on the form Send recommendation and information to Committee. Attend committee meeting in person or by telecom and also attend Board meeting if applicable Wait Board decision and inform producer of progress on application request Board receives the recommendation Reject recommendation based on criteria 1.2.2, 2.1.1, & 4.1.1? Yes No Committee Chairman decides whether or not to discuss at next Board meeting No Chairman sends form, relevant docs & reco n 1 Yes Committee chair initiates consultation to plan meeting Wait 5 days Committee appro- Committee chair prepaves or requests mtg res meeting agenda Receives Response from MSRO Producer is informed of MSRO decision 1 Meeting req d? Yes Committee chair confirm mtg, send agenda, form, other relvnt info End Chairman records Board decision on form Committee analyzes file & writes reco n on form Committee chair requests item to be put on Board s agenda, send recommendation to Board and attends meeting Board analyzes file & makes decision; Board s chairman advises Committee chair of decision and coordinator MSRO 3 Summer 2014

4 2. SELECTION PROCESS STEPS STEP DESCRIPTION OUTPUT New Request 1. Receipt of the membership application 2. Visit of the business (for example: on site, presentation to the MSRO, interview, etc. ) The producer who wants to offer his products to the MSRO sends his completed application form to the Manager by electronic mail or by fax machine The manager and one member of the producer selection committee meet with the producer in order to evaluate the physical site of the enterprise. The manager decides on the format of the visit based on information provided in the application request 3. Assessment of the request The manager analyzes the request based on the assessment grid 4. Review of the recommendation by the selection committee 5. Approval by the Board of directors 6. Signature of the service agreement Renewal of an Agreement Modification request made by an existing production member Regular evaluation of production members The selection committee is composed of the manager, at least one member consumer (max. of 2) and one producing member (only one) The selection committee makes his recommendations to the Board When the request is approved, the manager prepares the agreement and submits it to the producer for his ratification When an enterprise has made major changes or is proposing a product line quite different from the original agreement, the producer must submit a new application request. MSRO reserves the right to request a new assessment to ensure the suitability and quality of the product offering In order to ensure the consistency and quality of services and products offered, MSRO will undertake selective evaluations of the producers in accordance with a pre-determined schedule and shared with the producers Completed application form Products list Copy of permits or business certification Business description Résumé of the owners (optional) Business visit report Pictures (optional) Evaluation report Recommendation of the manager Recommendation to the Board of directors Motion of the Board Signed agreement between the producer and the MSRO New application request Same process applies as original request; adapted based on requested changes Evaluation report and recommendations to the Board New signed agreement, if deemed necessary MSRO 4 Summer 2014

5 3. MEMBERSHIP APPLICATION FORM Name of the Business * : Request Date * : Name of the Contact person * : Business Status * Company Corporation Other: Registration Number (if applicable): Address of the main production and/or processing location * : City * Province * Postal code* Postal address if different from address indicated above: Main phone number * : Fax machine: address * : Cell phone number: Other phone number(s): Website: * The fields followed by an asterisk are mandatory ELIGIBILITY REQUIREMENTS To offer your products to the MSRO, your business must meet the following requirements. Requirement Internet access and working address Listing and description of products in French Weekly delivery to the dropoff location Food produced in Outaouais Region Selling price policy An annual mandatory activity Required permit (provide a copy) and certification Integrated farming approach Description Your products are available to members on the MSRO website. You access MSRO website to offer your products mix and collect orders registered before delivery You provide a detailed description of each product offered by your enterprise in order to satisfy quality requirements and to better guide consumers when making their selection You are able to deliver all products ordered before noon each and every Thursday Your business is located within a 150-km radius from the main drop-off location The price of your products is equal or lower than the selling price of the same products offered in other sale outlets within the Outaouais Region You are committed to hold at least one MSRO activity per year (for example, sample tasting) Your business must possess all required permits to operate and deliver its products. If your business is certified, provide proof of such certification. Your business follows common sense practices targeted at limiting environmental impact and fostering animal well-being MSRO 5 Summer 2014

6 DESCRIPTION OF YOUR BUSINESS In a few sentences, describe your business (historical background, owners, mission, market, etc.) Or provide an existing up-to-date document that provides such information DESCRIPTION OF YOUR PRODUCTS 1. What are the unique features of your products, of your business? 2. Explain how your products meet the needs and values of the MSRO members? 3. What volume of production (quantity) could you provide on a weekly basis to the MSRO (estimate)? At what period: Year-round? Seasonal? MSRO 6 Summer 2014

7 4. How different are the products offered by your enterprise from other products already available at the MSRO? 5. Suppose that you are unfortunately out of stock and that you are unable to meet your commitments, what would be your approach, your solution? 6. Please list the other retail outlets where you are offering your products? 7. Please check all boxes for the categories indicated below for which you are making an application Seasoning, preserves and pesto Prepared dishes or meals Drinks, juices Eggs Bakery and pastries Plants, flowers and seeds Cereal, flour and pasta Fish Delicatessen Fair trade certified products Jam, honey and maple products Organic products Housekeeping products MSRO products Dairy products and cheese Products from craftsperson Fruits Health and beauty care products Vegetables Body care products Legumes, seeds and soya Meat and meat products Other products (please specify): Poultry 4. EVALUATION OF PRODUCTION MEMBERS MSRO 7 Summer 2014

8 In order to be fair and equitable and to offer wanted products to the members using the MSRO services, the MSRO has developed a list of criteria meeting its values and its quality requirements. The manager, accompanied by the selection committee, evaluates the applications requests against the relevant criteria, in accordance to the production or processing type. ASSESSMENT CRITERIA 1. The Business The longevity of the enterprise (start-up equal or over 10 years ago) Line of available products The available production volume (can satisfy client orders) Inventory management products turn-around, product supply, consistency and reliability Infrastructure and equipment (storage, cooling and processing facilities, washing station, etc. ) General state of the farm location: cleanliness, site maintenance, storing facilities and conditions of the buildings 2. Integrated farming approach: safeguarding the environment Protection status (organic certification vs. conventional Cultivation practices (fertilizers, pesticides, Québec s PAEF Plan Agrienvironnemental de fertilisation) Manure management practices 3. Animal well-being Usage of medication (natural vs. conventional); treatment methods of diseases Animal housing mode (freely vs. cages) General state of the animals (density, air quality, animal cleanliness, litter box, fleshing state) Animal transportation (on site, going to the slaughterhouse) 4. The Business Owner Ability to communicate in French (orally and in writing) Ability to communicate in English (orally and in writing) Consumer relations (ability to promote his products) Commitment towards MSRO (values, marketing, motivation) Ability to work in partnership and in cooperation (reputation, attitude) 5. Line of Products Offered Meet demands made by members of the MSRO: needs not satisfied Innovative: trends or differentiations (for example, gluten-free) Suggested price acceptable to average MSRO consumers (common vs. luxury) Product quality (freshness, tasty, presentation) Packaging method (materials used, various size, recyclable) 6. Processed products MSRO 8 Summer 2014

9 Competitive analysis against existing production members Level of food processing (from raw materials or from products already processed) Level of specialization (i.e., commercial product) or home made Local products content in the final product Quality control of ingredients used Compliance with food labelling regulations Compliance with food safety regulations in accordance with the type of product MSRO 9 Summer 2014

10 5. SERVICE AGREEMENT When they are accepted as support member, the producers and the MSRO sign a service agreement in order to oversee the business relationship and to ensure a smooth operation of the activities. The agreement is renewed or if there are sufficient changes made to the business environment, it might justify preparing a new agreement. AGREEMENT BETWEEN BOTH PARTIES First party: COOPÉRATIVE DE SOLIDARITÉ MARCHÉ DE SOLIDARITÉ RÉGIONAL DE L OUTAOUAIS, identified hereinafter as MSRO, and represented in this agreement by the CHAIRPERSON, chairperson of the Board of Directors of the MSRO. Second party: NAME OF THE FARM OR BUSINESS, identified hereinafter as PRODUCER, and represented in this agreement by the BUSINESS REPRESENTATIVE. Is granted the current agreement aiming at achieving together, and jointly and severally liable, the mission of the MSRO as a solidarity cooperative, that is to say: The MSRO aims to make available local products to the Outaouais population by creating a direct link between consumers and producers in order to promote regional development, community spirit, solidarity and environmental responsibility. The MSRO commits itself to: 1. To guarantee to the PRODUCER appropriate conditions during the delivery of his goods; 2. To have prescribed working equipment and all required permits to receive the goods and to maintain them in good condition until members take possession of them; 3. To organize the operational level logistics required for unloading point (s); 4. To demonstrate respect and to maintain warm and professional relationships with all MSRO members (consumers, producers, employees and volunteers); 5. To ensure an operating transaction-oriented computer platform which allows the PRODUCER to promote, to offer for sale and to manage orders made in a timely manner; 6. To pay the PRODUCER by online payment every Friday of the week which follows the delivery of the goods; 7. To manage a physical business location in order to ensure the smooth operations of the cooperative; 8. To promote the development of the MSRO by organizing and participating in promotional activities consistent with the master plan in effect. MSRO 10 Summer 2014

11 On the other hand, the support member PRODUCER commits himself to: 1. To certify that all information reported in the application request submitted to the MSRO are truthful. In the event that changes have occurred compared to the application, the PRODUCER must update all required information towards the MSRO Manager; 2. To offer for sale on the MSRO website the products listed and approved at the time he joined the MSRO as support member (producer); 3. To deliver the products offered on the website respecting the quantities and the price specified and corresponding to the orders made by the members-consumers; 4. To maintain the validity of required permits and to comply with the terms issued by the designated authority (MAPAQ); 5. To inform the MSRO Manager, at least 24 hours before delivery, in the event that you are unable to deliver the quantities ordered as anticipated; 6. To participate into the meetings of producers (at least once a year) and at the Annual General Meeting (AGM) as member-producer in a view to contribute to the development of the cooperative; 7. To comply as member-producer with the regulations and terms and conditions specified in the MSRO Member Guide, conditions that forms an integral part of the current agreement. JURISDICTION This agreement establishes the one and only full convention linking both parties; The transfer of this agreement to a third party is forbidden; This agreement is administered in accordance with the legislation in effect in the Québec province. PROVISION FOR CONFLICT RESOLUTION OR COMPLAINTS Obvious or repeating failures to respect one of the clauses of this agreement or one of the regulations or policies of the MSRO, will result in the triggering of the process to manage conflicts and complaints, as described in the MSRO Member Guide. PRODUCER Initials MSRO CHAIRPERSON Initials I have read and I agree to the MSRO regulations and policies I have forwarded to the producer the MSRO regulations and policies I have read and I agree to the terms and conditions specified in MSRO Member Guide I have forwarded to the producer the MSRO Member Guide Signed at, Producer Name: on MSRO Chairperson Name: MSRO 11 Summer 2014

12 8. QUALITY CONTROL OF SERVICES AND PRODUCTS Manager s Responsibilities The Market Manager is empowered by the Board of Directors to ensure the quality of services of the MSRO and of the products offered by the producers. The management of operations of the market puts him/her in a strategic position to oversee the course of operations and to propose solutions to improve the quality of services delivered. When significant changes are required, the Manager must inform the Board of Directors and/or seek after their assistance and their advice in order to make the best decision for the MSRO community. Regular assessment of producing members In order to maintain to a high level and to continually improve the quality of the offer of the MSRO, the Manager assisted by the Producer selection committee, will carry out the re-assessment of producers at a rate of five enterprises per year. The enterprises/producers will be selected based on their seniority. This means that the 5 producers having joined the MSRO first will be re-assessed for the first year and so on. The assessment criteria used for this process are the same as for the evaluation of new members (see page 8 of this document). The producers will be informed of the assessment process but they will not be advised exactly how and when they will under examination. The selected timing will be based on the activities of the business in order to review the production cycle at its peak period (for example, during the summer for field vegetables). 7. COMPLAINT PROCEDURES PROCESS Whatever the origin of the complaint is, whether from a member (either producer or user), a volunteer or an employee, the process applicable is the same. It is described in more details in the Member Guide. The main steps are: 1. Receipt or filing of a complaint with the Manager 2. Verification and assessment of the findings by the Manager towards the complainant and the affected producer 3. Investigation if required (based on the seriousness of the fact findings) 4. Visit or re-assessment of the producer (if the manager deems it required) 5. Decision: facilitate, recommend or impose 6. Follow-up on the implementation of the proposed solutions In the event of non-compliance or refusal to cooperate: 7. Disciplinary action: 1) verbal notice 2) written notice 3) notice of revocation of the agreement by the Board MSRO 12 Summer 2014

GREENMARKET GROWNYC 100 GOLD STREET, SUITE 3300, NY, NY FAX

GREENMARKET GROWNYC 100 GOLD STREET, SUITE 3300, NY, NY 10038 INFO@GREENMARKET.GROWNYC.ORG FAX 212-788-7913 Thank you for your interest in Greenmarket. Our mission is to promote regional agriculture and