2018 Vendor Guide Guidelines and Rules for Operation

Transcription

1 2018 Vendor Guide Guidelines and Rules for Operation Tuesdays, June 12 Sept p.m. Minnetonka Civic Center Campus Ice Arena B parking lot Minnetonka Blvd.

2 Table of Contents Mission Statement/Purpose...2 Contact Information. 2 Important Dates.3 Overview..3 Application, Fees and Payment Process 3 Marketing the Market....3 Market Goods.4 Market Operations.5 Vendor Attendance 6 Vendor Behavior...7 Labeling and Sales 7 Permits, Licenses, Taxes, Insurance..7 Tokens....8 Feedback 10 Weather..10 Sampling Mission Statement The Minnetonka Farmers Market is a market in which farmers, growers and producers sell their own products directly to the public, allowing consumers to have a direct relationship with the producer of the items they purchase. This market will provide affordable options for healthy living while emphasizing quality and freshness. Contact Information Office and Mailing Address Market Location Minnetonka Farmers Market Minnetonka Civic Center Campus Minnetonka Blvd. Ice Arena B parking lot Minnetonka, MN Minnetonka Blvd. farmersmarket@eminnetonka.com Phone: Fax:

3 Important Dates March 30, 2018 April 6, 2018 May 22, 2018 June 12, 2018 Sept. 25, 2018 Dec. 15, 2018 Application deadline for returning vendors (New vendors will be considered throughout the season) Returning vendors notified of application status Vendor orientation meeting, 5:30 7 p.m. Summer season begins Last outdoor market Indoor Winter market, 9 a.m. 1 p.m. (Note: this is a Saturday) Overview The Minnetonka Farmers Market guidelines are designed to ensure: The market is a safe and enjoyable place for guests and vendors The market and its vendors are in compliance with federal, state, county and local regulations The market maintains a welcoming, community feel for everyone Vendors have a fair, equitable and respectful environment to conduct their business The City shall not discriminate on the basis of race, color, creed, religion, national origin, sex, marital status, familial status, disability, public assistance status, age or sexual orientation Application, Fees and Payment All prospective vendors must complete an application, a ST-19 Minnesota Revenue Operator Certificate of Compliance form and W-9 IRS form. The forms must be returned with the appropriate vendor fees to the City of Minnetonka by March 30, Vendors that apply must be actively involved in the production, planting, growing, harvesting and/or processing of products they wish to sell at the market. Reselling is prohibited unless market management provides express permission. Market management reserves the right to refuse acceptance to any vendor or product that does not meet the rules and standards of the market. Fees for denied applications will be returned promptly. Once an application is accepted in writing (electronic or paper confirmation), the fee is nonrefundable. Stall space is available to those actively engaged in producing accepted products, as listed in the Market Goods section. Stall space is not transferable. Marketing the Market Community Booths: Each week we offer a non-profit organization the opportunity to participate in the market. We partner with organizations that offer information or a service to our customers. Community groups are not permitted to sell anything at their market booth and religious organizations or faith communities are not allowed. All community groups must complete a community group application and be approved by market management. We encourage community groups to share information about their presence at the market with their members and constituents. 3

4 ICA Food Shelf: The Minnetonka Farmers Market has a partnership with ICA food shelf. Last year visitors and market vendors contributed over 1,800 pounds of food to help stock the ICA food shelves, ensuring that everyone in our community has access to fresh fruits and vegetables. A volunteer from ICA food shelf provides containers each week to collect food that would otherwise go to waste. Vendors are encouraged, but not required to participate in this gleaning opportunity. Newsletter, Website and Social Media: Minnetonka Farmers Market sends a weekly featuring vendors, musicians, recipes and vendor profiles to 4,000 customers each Monday during market season. In addition, we have an active social media site and will continue to look for opportunities to reach potential customers. Please Like our Facebook page and send us information if your business is listed on social media so together we can continue to build awareness about the market. Music: Each week we will feature a live musician or small band at the market. The music is intended to create a fun, festive environment at the market. Power of Produce: This new program offers a fun opportunity for kids to engage in the local food system with educational games, demonstrations and exposure to new fruits and vegetables. POP Club kids receive tokens to spend at the market, allowing them to try fruits and vegetables and make their own shopping decisions. Market Goods The following items, all of which must be vendor grown or produced, are approved for sale. No reselling is allowed. - Fresh fruits and vegetables - Herbs and spices - Vendor produced cheese, meat, fish, poultry, eggs, baked goods, canned goods, honey, maple syrup and preserves containing vendor-grown or collected products, if prepared and packaged in accordance with rules established by the Minnesota Department of Agriculture - Bedding plants, hanging and potted plants, and cut flowers - Dried flowers and plants - Craft items (Samples or photos of crafts must be submitted at the time of application. The City of Minnetonka reserves the right to limit the number of craft vendors to ensure a customer friendly mix of products at the market.) Products others than those listed may be approved for sale if the market manager determines the items would benefit the market as a whole. In order to provide customers with a variety of food products, some limited product reselling may be allowed under very specific circumstances. Reselling will be allowed at the sole discretion of the market manager, will only apply to food items, and must have prior approval. Reselling will not be allowed for produce under any circumstances. If a food product is locally available by a first-party vendor, that will always be preferred over a reseller. Vendors may not sell any items not approved or shown in their market application. Vendors must remove products when requested by market staff. Processed food items should be sold with a valid processing license and/or comply with Minnesota labeling law requirements. 4

5 Products sold as Certified Organic must have originated from a USDA Certified Organic farm and the vendor must provide a copy of the farm s National Organic Standard certificate as provided by a USDA accredited agent. All producers of processed (jams, jellies, syrups, baked goods, etc.) items baked/processed at home must meet the requirements of the Minnesota Cottage Food exemption and must be labeled with date of production, the name, complete home address of the producer and a list of ingredients. For more information visit Items sold by weight units of measure require a Minnesota State Certified Scale. All other items must be sold by bulk, bundle or individual items. Product sampling is discouraged. However, if provided, samples must be distributed in accordance with the strict guidelines of the City of Minnetonka environmental health department. Please be sure to check with the environmental health department, before deciding to apply for the Minnetonka Farmers Market. Market staff has the right to inspect crops and production areas at any time before or during the market season to verify compliance with the city s requirements. Distribution of CSA shares at the Minnetonka Farmers Market is not allowed. Market Operations Vendors may begin setting up at 1 p.m. on market days. Market staff will be at the market location at 1 p.m. to check in vendors and assist vendors with any questions. The market will begin exactly at 3 p.m. when staff ring a bell. Vendors are encouraged to be in place 30 minutes before the market opens. Failure to comply with the starting time will result in a $25 fine and/or loss of future selling privileges. No presales are allowed, however vendors can make discrete purchases from fellow vendors prior to 3 p.m. Vendors must remain until the market closes. To ensure public safety, no moving vehicles will be allowed in the market area between 2:45 p.m. and 7:05 p.m. If you arrive after 2:45 p.m., or fail to complete unloading by that time, you must park in an adjacent area and walk your merchandise and supplies (tents, tables, etc.) to and from your stall location. Failure to comply with this regulation may result in a loss of future selling privileges. Vendors are allowed one stationary vehicle in their assigned stalls. Vehicles may not be parked outside of your stall boundaries or on the sidewalks surrounding the parking lot. This is an outdoor market held in a parking lot, so please prepare yourself and your product for weather-related challenges such as extreme heat, rain, wind, etc. Customers plan to attend based on vendor and product availability that has been advertised, so consistent attendance by all of the market vendors is important for the viability of the market. 5

6 Vendors who fail to attend the market on the dates they indicated they would attend, except in case of emergency as determined by market staff, may forfeit their space for the year without refund of fees. Valid reasons for cancellation do not include weatherrelated concerns such as heat, wind or rain, or ongoing mechanical difficulties with vehicles. Vendors who are consistently absent will not be invited back for the following year. Tents and canopies must be weighted down at all times. Please be sure to have adequate weight, at least 25 lbs. for each leg of the tent or canopy. No stakes may be pounded into the asphalt. Vendors assume responsibility for any injury, loss or damage of any kind that may result from improperly or insufficiently securing tents, awnings, display equipment, products or other items. Vendors who have a concern about the conduct and/or prices of another vendor should contact market staff so the concern can be addressed appropriately. Any vendor who is not complying with the market rules must leave when requested to do so by market staff. The vendor may petition to be re-accepted to the market if approved by the market staff. Stalls are 10 x20. All items must be contained within the stall, including tents. Vendors may request a maximum of three stalls. Final determination of stall allotment and location will be made by market management. Location assignments will take into account the position from previous years. Vendors are responsible for providing all tables, chairs, canopies, weights and other items needed for their display. Limited electricity is available for product-related uses only. It must be requested and paid for in advance of the market. Stall space will be assigned to allow for the best product mix and traffic flow, and based on previous market attendance record. Market staff has the authority to move and reassign stall space to enhance or facilitate market operations. Drinking water and restrooms are available on the North side of the Ice Arena B. Vendor Attendance Vendors are expected to attend all markets for which they are scheduled/listed on the application. Vendors must notify market staff if they are not coming to the market. Notice must be given in one of the following ways NO LATER than 11 a.m. on market day: o Call farmers market voic , o Send an to farmersmarket@eminnetonka.com Repeated late arrivals or absences by a vendor, with or without notice, may result in suspension or revocation of a vendor s selling rights. If a personal emergency situation arises after the market opens and a vendor feels they must leave, please notify market staff who will do their best to facilitate departure. 6

7 Vendor Behavior Vendors are prohibited from having alcoholic beverages or from smoking at the market, and may not have live animals of any kind, including domestic animals such as dogs and cats, in their booth or in their vehicle. Vendors are expected to attend the market to sell their own products. Additional sellers that assist at the booth must be listed on the vendor application. No one under the age of 18 may sell or maintain a stall without adult supervision. Vendors are required to post a visible, professional sign with the name of their farm or business prominently displayed in their booth. The general cleanliness of the market is everyone s responsibility. All vendors must keep their area neat while selling and make certain that all trash is removed from the market area by 8 p.m. This includes sweeping up and disposing of any litter, organic or otherwise, left over after the market. Trash cans are provided only for incidental trash large items should be taken with the vendor for appropriate disposal. Failure to clean up in accordance with these guidelines will result in a $25 fine. All market vendors should represent themselves in an appropriate manner, dress and state of cleanliness. Shirts and shoes must be worn. All displays must be neat and tasteful. Labeling and Sales Practice Price, terms of sale, etc. are between buyer and seller only. All vendors agree to abide by fair business practices. All items must be prepared, labeled, displayed and stored in accordance with Minnesota Department of Agriculture, Minnesota Department of Health, Hennepin County Community Health Department and City of Minnetonka guidelines. Products sold as Certified Organic must have originated from a USDA Certified Organic farm and the vendor must provide a copy of the farm s National Organic Standard certificate as provided by a USDA accredited agent. Items baked/processed at home must meet the requirements of the Minnesota Cottage Food exemption and must be labeled with date of production, the name, complete home address of the producer and a list of ingredients. For more information visit Solicitation unrelated to the sale of Market Goods is prohibited Permits, Licenses, Taxes and Insurance All permits and licenses required by the City of Minnetonka, Hennepin County and the State of Minnesota or the federal government are the sole responsibility of the vendors. Any required sales tax collections and remittances are the sole responsibility of the vendors. 7

8 The City of Minnetonka is not liable for any injury, theft, or damage to either the buyer or seller, or their property, arising out of or pertaining to preparation for or participation in the 2018 Minnetonka Farmers Market; whether such injury, theft or damage occurred prior, during, or after the 2018 Minnetonka Farmers Market. Seller further agrees to indemnify, defend and hold harmless the City of Minnetonka and its respective officers, employees, agents and consultants for and against any claims for injury, theft or damage resulting from the fault of the seller. Tokens EBT & Market Bucks Purpose: For vendors to be able to accept EBT tokens and Market Bucks as a form of payment. Minnetonka Farmers Market is part of the EBT (Electronic Benefits Transfer) and Market Buck Initiative through Hunger Solutions MN. This program allows customers who use federal food assistance, known as Supplemental Nutrition Assistance Program/SNAP or EBT, to be able to buy food at our market. Note: Participation in this program is encouraged but not mandatory. You must sign a separate EBT agreement to accept these tokens and Market Bucks. Eligible foods: Preserved and fresh fruits, vegetables, and herbs Meat, dairy and eggs Baked and canned goods Vegetable and fruit-bearing plants, and herb plants $1 RED Apple Tokens Customers using EBT Cards obtain tokens at the Farmers Market Information Booth. We provide tokens in $1 increments to spend on eligible products at the market. There is no fee to EBT customers for this service. These tokens do not expire, however they may only be used at the Minnetonka Farmers Market. No change can be given for EBT Red Apple Tokens so please adjust your quantities accordingly. $1 EBT Red Apple Tokens are equivalent to a dollar bill products will be priced the same for EBT customers. 8

9 $1 Market Bucks Customers may receive Market Bucks when they use their EBT card at the Farmers Market Information Booth. The Minnetonka Farmers Market will match their EBT tokens with up to $10 in free Market Bucks to be spent the same way as the EBT tokens. No change can be given for Market Bucks so please adjust your quantities accordingly. $1 Market Bucks are equivalent to a dollar bill products will be priced the same for EBT customers. $5 Orange Pumpkin Tokens Customers receive Credit/Debit tokens when they use their credit or debit card at the Farmers Market Information Booth. Customers using credit/debit cards can get tokens in $5 increments to be spent on any products at the market. There is no fee to credit/debit customers for this service. $5 Orange Pumpkin Tokens are worth the same as $5 bills products will be priced the same for credit/debit customers. Customers can spend these $5 Orange Pumpkin Tokens on any products at the market. You must give change back if a customer does not spend the full $5 on your product. Healthy Savings Program Customers show their Healthy Savings Card (provided by Medica) or Medica insurance card at Farmers Market Information booth and receive a Healthy Savings voucher. 9

10 Customers will be given a coupon voucher worth $3 to use for purchasing produce. These vouchers do not expire and they may be used at any market participating in the Healthy Savings program. No change can be given for the Healthy Savings voucher so please adjust your quantities accordingly. Vendors turn in $3 coupon vouchers with other tokens for reimbursement POP Club The Power of Produce (POP) Club offers a fun opportunity for kids to learn about new fruits and vegetables and engage is educational activities. POP Club kids receive tokens to spend at the market, allowing them to try fruits and vegetables and make their own shopping decisions. Kids, ages 4-12 may participate in the POP Club. Kids will stop by the POP booth and try a different fruit or vegetable each week. They will then be given a coupon voucher worth $2 to use for purchasing produce. These vouchers do not expire however they may only be used at the Minnetonka Farmers Market. Vendors are encouraged to create a small, $2 sample pack, appropriate for kids so they get a variety with their voucher. No change can be given for the POP voucher so please adjust your quantities accordingly. Vendors turn in $2 coupon vouchers with other tokens for reimbursement. Feedback The City of Minnetonka encourages feedback about the Farmers Market. Please share your comments and concerns in one of the following ways: Phone: farmersmarket@eminnetonka.com Mail: Minnetonka Farmers Market, Minnetonka Blvd, Minnetonka, MN Weather The Minnetonka Farmers Market occurs rain or shine. Instances of severe weather can affect market operations. If the market does need to be cancelled, it will not be rescheduled the market will resume on its next regularly scheduled day. In the event of severe weather (hail, lightning, torrential downpour, tornado warnings, etc.) during the market: The Minnetonka Police and Public Works departments have access to satellite weather radar and are notified directly by the National Weather Service in case of impending severe weather. The police will in turn warn the market manager of impending weather via cell phone. 10

11 During the market, should severe weather be expected to arrive (wind, hail, lightning, etc.) that may pose a danger to vendors and/or customers, vendors will be notified that the market is closing and vendors may pack up and leave. In case of dangerous weather conditions, where there is no time to pack up and leave, vendors and customers will be notified immediately and directed to Ice Arena B to seek shelter. Sampling If you noted on your application that you will be offering food samples at your booth, please contact John Weinand, Minnetonka environmental health supervisor at to ensure you are in compliance with City of Minnetonka sampling guidelines. Samples must be: Free 3 oz. or less by weight or volume Offered as a single-serving Stopped when all of the prepared samples have been distributed Vendors must hand the sample to customers; no self-serve Prepared off-site, prior to arriving at the farmers market Example portion cups for sampling (All samples must be pre-portioned into cups at an approved location prior to coming to the market.) 11