The Aberdeen Farmers Market

100 Hensel Rd

Hoquiam WA 98550

(360) 987-0088

rivendellranch@centurytel.net

The Aberdeen Farmers Market is a member of the Cascadia Agricultural Cooperative

The Market is open for business 9am-1pm every Saturday

All fees are waived -- January 01 through December 31, 2005 -- for Farmers, Crafters, and Artisans -- in good standing -- who produce their goods themselves on Grays Harbor property and do not resell. All others are on a case by case basis.

Discrimination - Members of the Farmers Market, Market employees, and other persons selling at the Market, or participating in Market functions, whether dealing with customers of the Market or with other Market members, shall not discriminate against any individual in regard to selling of products, hiring, promotion, discipline, or other matters because of age, sex, race, creed, color, national origin, sexual orientation, or the presence of any physical, mental, or sensory disability.

Sexual Harassment - Sexual harassment is a practice that violates federal equal employment opportunity laws, and violates the principles of the Aberdeen Farmers Market. Therefore:

• It is the policy of the Aberdeen Farmers Market to comply with the spirit and intent of federal equal employment opportunity laws and rules.
• Vendors and staff will be afforded a work environment free from sexual harassment.
• All vendors and staff shall project the necessary attitudes and behavior to ensure that sexual harassment does not occur.
• Vendors observing or having knowledge of incidents or practices within the Market, which is harassment as defined in this policy manual shall report their observations to the Manager.
• The Farmers Market will not tolerate instances where a vendor or staff is retaliated upon in any way for complaining of sexual harassment. Confidentiality will be maintained whenever possible.
• Violators of this policy shall be subject to disciplinary action in accordance with Farmers Market policy.

The following acts are considered sexual harassment:

1. Promise of employment or continued employment made implicitly or explicitly predicated on sexual activity as a condition for employment.
2. Implicit or explicit coercive sexual behavior to control, influence, or affect any employee, contractor, customer, potential customer, or vendor.
3. Deliberate or unsolicited verbal comments, gestures, or physical contacts of a sexual nature which are unwelcome or interfere with work performance or create an intimidating, hostile, or offensive work environment. Sexual harassment exists when the behavior is repeated or unsolicited and is unwelcome.

Disciplinary Policy and Procedure: The Market Manager has the responsibility and authority to maintain a professional atmosphere and to impose appropriate discipline at the Market site. For situations that are deemed dangerous or destructive tot he operation of the Farmers Market or for violators or situations that cannot be controlled by routine methods, the following disciplinary policy may be implemented. The continued existence of a forum for small local growers and others to make their fresh produce available to residents of this community and to support farming efforts in Grays Harbor County is the mission and purpose of The Aberdeen Farmers Market. Professional conduct and deportment provide a way to ensure that these situations do not result in possible loss of respect and confidence of The Aberdeen farmers Market vendors, staff, and the public in general. In order to maintain the Market’s greatness and strength, and ensure that there is a framework for fundamental ethical principles and understanding, the following disciplinary procedures are adopted by The Aberdeen Farmers Market Board of Directors:

A vendor with The Aberdeen Farmers Market may be subjected to the disciplinary sanctions or actions set forth below for any actions or behavior that misrepresents other vendors or staff, is demeaning to other vendors, staff, and/ or the public, or engages in activities or communications that have the potential to harm or tarnish the image/ reputation of other vendors, The Aberdeen Farmers Market, the Market’s Board of Directors, or staff.

This disciplinary procedure is not intended to diminish the authority of the Market Manager for day-to-day dispute resolution, and is intended to be used to resolve those negative and inappropriate situations that continue to occur after efforts have been made to correct them, or in the case of serious incidents that threaten the members, staff, customers, or reputation of The Aberdeen Farmers Market.

1. Market Manager Identification and Intervention

1. Staff generated intervention and discipline

1. If the Market Manager, after a review of the allegations, circumstances, and relevant facts, determines that a vendor engaged in inappropriate actions identified in the Disciplinary Policy and Procedure, the following options are available to the Market Manager:

1. Disciplinary Meeting

1. Procedure

1. If the Market Manager chooses the option of a disciplinary meeting, the Board of Directors, or a sub-committee established for this purpose and appointed by the President, will schedule a special meeting with the vendor(s) involved in the incident.
2. The attendees of the meeting will include the Board of Directors (or the designated sub-committee thereof), the vendor(s) in question, the staff who requested the meeting, and witnesses to the incident, if deemed necessary by the Board.
3. The Board of Directors, or their designated sub-committee, will hear the staff’s and vendors (and witnesses, afforded the opportunity to provide written and /or oral testimony and statements or witnesses on their behalf.)
4. The Board of Directors, or their designated sub-committee, will make a determination as to what level of discipline is appropriate for the incident and the sanctions that should be imposed.
5. The Board of Directors, or designated sub-committee, may delegate the imposition of sanctions to the Market Manager for action without further notice.

1. Levels of Discipline

1. Warning

1. The Board of Directors, or their designated sub-committee, may elect to issue a formal warning to a vendor, the terms of which shall be in writing, and spelled out clearly as to the consequences of repeated incidents of inappropriate behavior.

1. Suspension

1. The Board of Directors, or their designated sub-committee, has the right to suspend a vendor from selling at The Aberdeen Farmers Market. The length of suspension shall be determined by the Board of Directors, or their designated sub-committee, and may include at the minimum a one day suspension and up to and including permanent suspension.

1. Loss of Seniority Points

1. The Board of Directors, or their designated sub-committee, shall also have the authority to permanently eliminate a vendor’s accumulated seniority points. This would not prevent vendors from selling at the Market. It would, however, require them to surrender seasonally assigned stalls, if they have one, and to participate in daily roll call (as if they were a new vendor). Additionally, placement on the roll-call list would begin following the elimination of accumulated points. Credit for years in the Market would reset to zero.

1. Appeals form the Board of Directors Actions

1. The Board’s, or their designated sub-committee, actions under this Disciplinary Policy and Procedure are intended to be final. The vendor who is the subject of disciplinary actions shall have the opportunity to request that the body who heard the complaint, either the Board, or their designated sub-committee, to reconsider their decision and sanctions. No further opportunity to appear before the Board, or their designated sub-committee, will be granted and the Board, or their designated sub-committee, will only review a written appeal. The request must be in writing, stating the reasons for which the Board, or their designated sub-committee, should reconsider and what proposed sanction should be invoked. The Board, or their designated sub-committee, shall review the appeal for consideration and respond to the vendor within ten (10) days. During this appeal period the sanctions shall be fully implemented until written appeal for reconsideration is acted upon and the sanctions revised by the Board, or their designated sub-committee. The Market Manager within five (5) days of the Board’s or their designated sub-committee’s determination must receive the written appeal.

Grievance/ Appeal Procedure: Any grievance by a member against another member or the Market Manager alleging violation of any Market policies, rules, or By-Laws which could result in disciplinary action shall be processed in the following manner:

Any grievance, to be considered, shall be filed within 10 (ten) calendar days of knowledge of the incident causing the grievance, with the President of the Board. It shall be in writing, include a clear and specific description of the grievance, and a history of what steps have been taken to resolve the problem. A copy of the grievance shall be sent to all parties named in the grievance.

The President of the Board shall, within 10 (ten) calendar days acknowledge receipt of the grievance and, if they consider appropriate may attempt to mediate, or cause it to be mediated. If mediation fails or is not considered appropriate by the President, they shall:

1. Refer the matter to the Board of Directors for an appropriate hearing and disposition.
2. Refer the matter to a committee of the Board for appropriate hearing and final determination.

Any appeal from such hearings shall be to the full Board, and said appeal must be based on prejudice, discrimination, or lack of due process by the committee.

Any accused vendor under this policy shall have the right to the following:

1. The right to face their accuser at the appropriate hearing.
2. The right to a closed hearing if requested.
3. The right to present witnesses and evidence on their behalf.
4. The right to refute testimony or evidence presented against them with testimony or other evidence.

During any hearings covered by this procedure, the hearing Board shall have the right to question the parties or any witnesses, and/or request any printed material (i.e.: receipts, invoices, order forms, etc.) in support of the case(s) of the parties involved.

Any disciplinary action imposed by the Market Manager shall be subject to this appeal procedure. Such disciplinary action by the Market Manager shall be documented in writing with a copy submitted to each Board member.

The decision of the Board of Directors on any appeal shall be final and binding.

Any dispute relating to Market policy, Market By-Laws or decisions by the Market Manager which are not covered by the grievance procedure shall be resolve din the following manner:

1. The issue shall be discussed with the Market Manager.
2. If it is not resolved with the Market Manager, it shall be reduced to writing and submitted to the President of the Board. It shall include specific details of the problem and what attempts were made to resolve the issue. The President shall, within 10 (ten) days, acknowledge receipt, and if they consider appropriate, attempt to mediate, or cause the issue to be mediated.
3. If the issue remains unresolved or if the President determines not to utilize mediation, the matter shall be referred to the Board of Directors for consideration. The Board shall consider the matter and may, if it so decides, conduct an investigation, or hearing. The parties directly impacted by the issue shall have the same rights as an accused vendor described in the grievance procedure. The decision of the Board of Directors shall be final and not subject to further appeal.

Foul Language: Foul or offensive language will not be tolerated at the Farmers Market. Repeated violation may result in suspension from the Market.

Punctuality: All vendors with assigned stalls must be at their stall no later than 9:55am, and must be ready to begin selling at 10am, or have made prior arrangements with the Manager. Tardiness may require the vendor to forfeit their assigned stall for that day.

Attendance: A maximum of 3 days absent will be allowed each year without penalty, for vendors on contract, with the exception of no absences in the month of December, and for those with assigned stalls. Beyond 3 days absence, the minimum daily fee shall be assessed to contract vendors and vendors with assigned stalls. Absence due to extended illness may be excused with written documentation form a physician. Exceptions to this policy may be pre-approved by the Market Manager for vacations, a family emergency, etc.

Quality: The Farmers Market strives to provide a marketplace where fresh and wholesome products are sold. The Market Manager has the responsibility, in cooperation with regulatory agencies, for maintaining quality control as it relates to health and safety issues at the Market.

Refund Policy: Vendors at the Farmers Market shall guarantee the quality of the products they offer. This applies to all products sold by any Market vendor. If an exchange or other arrangements are not acceptable to the customer, the vendor must offer a cash refund. In order to qualify for a refund, the customer must return the unused portion of the product in question. Refunds requested on items that have been in the customer’s possession for more than a one week (7day) period will be honored at the discretion of the vendor.

Roll Call Stalls: Roll call will be held at 9am, every market day. Roll call vendors (those without assigned stalls) must check their names off on the roll call sheet at the Manager’s window prior to roll call. When the vendor’s name is called from the list beginning at 9am, the vendor or their agent, with approval of the Manager may request an available, unoccupied stall for the day. Any vendors arriving after their name is passed on the roll call list will be called on after the regular roll call has been completed.

Set-up: On market days, the time prior to market opening is available for stall set-up by those vendors having a seasonally assigned stall. During this period, vendors may enter the market area for the purpose of readying their stall space for that day’s sales. All back-in stalls with door storage are guaranteed access to the stall before 10:00a.m. and after 3:00p.m. There is no guarantee of access to the stall during Market hours (10:00a.m. thru 3:00p.m.) Other than baked goods vendors and contract floor vendors (restaurants) no sales are allowed during set-up time. Vendors are required to remain until closing at 3pm, unless they have sold out their entire inventory. No vehicles shall enter the market site after 9:45am, or before 3:13pm. Exceptions to this policy must be approved in advance by the Manager.

Vendor Vehicles: Back-in stalls will be marked with zones. The cost per zone is $4.00 (four dollars). A maximum of two parking zones, or one tent and one parking zone, or two tents may be utilized behind stalls. A vendor that uses the space for parking only one vehicle shall continue to pay $4.00 (four dollars) no matter how large the vehicle. The fee for stalls with door storage will be $2.00 (two dollars) per day. Vendors may drive down the market aisles inside the building to load and offload only. To eliminate traffic congestion, vendors are to offload their products, and then exit the building as soon as possible. Do not take time to set display, while still parked in the building! At the end of the day, do not enter the market until your products are packed and ready to load - and not until 3:15pm. Vehicles will enter from the alley, and exit from the opposite alley. Vendors parking offsite shall park in designated vendor parking areas or as directed by the Manager. Parking in the customer parking lot can result in being ticketed or impounded by parking enforcement. No vendor or customers shall be permitted to park on the sidewalks, in accordance with City ordinances, or they will be towed.

Stall Clean-up: Each vendor is responsible for cleaning their stall area. If this is not done to the satisfaction of the Manager, the vendor will receive an initial warning notice in writing. If the situation continues they may be fined $100 per instance, and/or may be suspended from the Market.

Set-Out Distance for Vendor Displays: Vendor displays may not extend beyond the designated line demarcating the aisle way boundary of the vendors stall space. Displays and/or signs may not block visual or physical access to other vendor’s stalls. Display or selling techniques must no impair other vendors’ ability to sell. Exceptions may be approved by the Market Manager.

Signs: All Vendors must have a sign displayed at their stall. The sign must include the business name, contact person, and business location. All aisle frontage signs shall be 16"x30". The Manager must approve additional signage.

Printed Material: No petitions or any other printed material, political or otherwise may be displayed or distributed at the Market, or via Market discussion groups. without the prior approval of the Market Manager.

Pricing: Pricing of goods sold at the Market (and any applicable taxes) is the sole responsibility of the individual vendor. The advertising of discounted prices, to promote non-market business or locations is not permitted in the Market.

Canopies/Tents: All vendors who wish to erect canopies (including umbrellas) on the Farmers Market site during normal hours of operation, including set-up and break-down time, are required to have their canopies sufficiently and safely anchored to the ground from the time their canopy is put up until it has been taken down. Any vendor who fails to anchor their canopy will not be allowed to sell at the Farmers Market on that Market day, unless that vendor chooses to take down and stow their canopy and sell without it.

Music in the Market: No amplified music, musical instruments, radios, paging systems, etc. shall be used by vendors. Personal radios, etc. may be used, providing they are not played loud enough to be heard by the public, or neighboring vendors, and as determined by staff.

Agents: An agent (employee) may sell a vendor-member’s product provided that the vendor-member sells one full day per week. A charge of twice the highest minimum daily stall fee, in addition to any regular fees, for each week a vendor-member’s business is active, without participation of the vendor-member shall be levied. One vendor may not sell for another vendor, except during restroom breaks, etc. Exceptions to this policy may be pre-approved by the Manager for vacation, extended illness, etc.

Health Practices: All vendors must comply with sanitary procedures per Grays Harbor County Environmental Health Department, or other governing body. Any vendor found selling contaminated, unfit, or illegal foodstuffs, produce, or plants shall be suspended from selling at the Market until satisfactory clearance has been obtained form Grays Harbor County Environmental Health Department, or other governing body. All vendors must wear shirts and shoes.

Smoking Policy: Smoking by vendors or customers is allowed only in designated smoking areas, or a minimum of 15 feet from the Market public spaces, or vendor’s stalls. Smoking in public restrooms is prohibited by law and by Market policy. For safety reasons, absolutely no smoking or any kind of open flame is permitted in, or around vendor back-in stall areas.

Drug / Alcohol Possession: The unlawful possession or use of illegal drugs and/or alcohol on the Farmers Market site will not be tolerated.

Stall Fees / Payment Procedure: (see "Fee Schedule" for rates) the Board of Directors will establish a fee schedule for all vendor categories prior to each Market season. Stall rental fees shall be paid at the end of each Market day. By special arrangement with the Manager, fees may be paid weekly. When making payment, vendors shall state their membership category (crafter, farmer, producer, etc.), their vendor number, and their gross sales for the day (less sales tax). A receipt will be issued at that time. A limited amount of change is available at the Market Office, for customers and emergency back up for vendors. Please bring enough change to last throughout the Market day, and weekends. Exact change or check for vendor fees is appreciated.

Late Charges: Any fees delinquent beyond a two business-week period will result in the following:

1. Vendors name published in the weekly market notes as initial warning.
2. At the outset of the third business-week delinquent, a written warning will be issued.
3. If all outstanding fees are not paid within seven days of issued notice, a $100.00 late fee will be levied. The late charge and any outstanding fees must be paid before the vendor will be allowed to continue selling at the Market. Vendors with any outstanding fees as of December 31st will receive no seniority points for the season just completed, and will not be eligible for a seasonally assigned stall.

Vendor Utility Fees: Vendors with refrigeration unites, or supplemental lighting, exceeding 300 watts will pay a flat fee, to help offset market electrical fees as set by the Board of Directors. A maximum of 500 watts per booth is all that is allowed.

1. Outlets: 110v outlets exist in the median of Broadway.
2. Extension cords: Extension cords must not cross pedestrian paths.
3. Multi-plug extension cords, multi-plug adapters, strip plugs, cube adapters, etc.: Do not use!!!
4. Power Strips: Yes!!! This is what you need!! Why? You have many options, from the number of plug-ins on one strip, tot he length of cord......plus, this is the City of Aberdeen Fire Code requirement for multi-plug use. Note: Plug directly into the outlet...not into another power strip or cord.
5. Appliances & fixtures: If the power cord is too short, you can splice inside of the fixture with S.O. cord. If you have any questions about this, as the Market Manager.
6. City of Aberdeen Fire Department: Expect to be inspected.

Produce and/or Service Orders: Vendors that take product or service orders at the Market shall report these as part of their gross sales, and pay appropriate fees on the day or week they receive payment for the product or service. CSA orders shall be included in vendor’s gross sales if the order is solicited or taken at the Market. If the Market is used only as pick-up point for CSA orders solicited or taken from the vendor’s farm or elsewhere, then no fees will be assessed, provided the vendor is selling at the Market on the day CSA order is picked up.

Garbage: Vendors are responsible for removing their own boxes and refuse from the Market site. Vendors leaving refuse are subject to a $100.00 fine per occurrence. Contract vendors are allowed to use Market garbage / recycling service, based on City of Aberdeen garbage rates, and in accordance with policy set by management.

1. Trash may be thrown into the compactor by the vendor. If it is too heavy and a struggle please ask for assistance.
2. Small amounts of trash go in the trash cans in the plaza. There are always two cans available.
3. Cardboard must be broken down and then placed in the recycling bins. Waxed boxes need to be thrown into the trash compactor.
4. Brooms & dustpans are not currently available.

Styrofoam Ban: For environmental reasons, the use of disposable Styrofoam containers by any Market vendor is strictly prohibited.

Organic Labeling: Use of the term "organic", shall be governed and regulated in accordance with the Washington State Department of Agriculture (WSDA). All vendors will advertise, and respond truthfully, to questions asked by customers concerning the products that hey sell.

Pets / Livestock: In accordance with Grays Harbor County Environmental Health Department, no pets will be allowed inside the public areas. The public is not allowed to give away pets, using these same boundaries. Guide dogs are allowed in the Market site. Farm animals may be sold by farmers, provided one week notice is given, pre-approval is granted by the Manager, and they are contained in appropriate, healthy and humane enclosures, placed beyond the roofline of the Market building. Vendors bringing animals to sell at the Market must clean and disinfect the area where animals were contained at the end of each Market day.

Consignment Sales: Produce, plants, or cut flowers may be checked in at the "Community Farm Booth" (April-October). Proceeds, less a 25% donation to benefit the Annual Fall Harvest Food Drive, will be forwarded to the grower (Community Farm Booth merchandise must be grown by the persons supplying the product - no crafts or other items are accepted).

Market Manager: The Market Manager’s job on the Market site is to coordinate all of the activities of the daily functioning of the Market, uphold Market bylaws, and implement and enforce Market policies. Typical duties include supervision of Market set-up and clean-up, organization of Market storage facilities and supplies, daily stall assignments (roll call), collection of all fees, distribution of membership information, assurance of daily vendor clean-up, display, representing the Association, and answering questions to the membership, the public and governing bodies. The Market Manager acts as a conduit of information between vendors, customers, and the Board.

Board Meetings: Regular Board meetings are the third Monday of every month at 7pm. Exceptions may be made to accommodate holidays, etc. (see Calendar pg. 1). The Board will hold work sessions as needed (executive sessions are held for personnel matters, contract negotiations, grievance issues, and legal matters). Public comments are included as a regular Board agenda item. Issues that cannot be resolved by the Market staff may be placed on the agenda. Agenda items must be submitted in writing, at least 15 days prior to the upcoming Board meeting.

Committees of the Board: The purpose of committees is to assist the Board. they serve in an advisory capacity to the Board, and help draft policy proposals, collect information, and handle tasks and projects assigned to them by the Board. The Board of Directors is in charge of directing the work of the committees and defining the scope of their activities. Committees are encouraged to take the initiative to work on projects within the scope of their written charge. Communications between the Board and committees is crucial to an effective relationship.

The Board of Directors may create or disband committees as necessary. Committees of the Board will operate under a written charge, approved by the Board, spelling out the purpose and the scope of the activity of the committee.

Committee Guidelines: Committees report to the Board in writing, at least one week prior to a Board meeting, unless time constraints dictate otherwise. A synopsis of committee reports will be included in Board meeting minutes.

Logo Use: The Aberdeen Farmers Market logo is registered with The State of Washington. Any use of the logo, by members or others must be pre-approved in writing by the Board of Directors.

Food Vendors: Prior to selling at the Market, prepared food vendors and processors will supply the Market Manager with copies of all necessary food handling, preparing, and selling permits and licenses, per Grays Harbor County Health Department, and any other governing bodies. These permits will be kept on file, and must be kept current. Permits shall be displayed openly, for public viewing during Market hours. Note: The use of disposable Styrofoam containers is strictly forbidden.

Wild Mushroom Policy: Wild mushrooms may be sold at the Market, provided the sale of such mushrooms is pre-approved by the Board of Directors. Approval must be made for each variety of wild mushrooms to be sold. Vendors selling mushrooms must meet all requirements of Grays Harbor County Environmental Health Department and / or Washington State Department of Agriculture (WSDA).

Value Added Merchandise: Value added merchandise must be approved by the Market Manager using the following guidelines:

1. Necessary: Items that must be present to sell the product. IE: Jars for jam or basic plastic, cedar, ceramic, pulp pots for plants. These items do not maintain any real value to the customer after the product in it has died or run out.
2. Incentive: Items that are added to the original product as a stimulus to the customer to purchase your product. These items are usually decorative and/or fancy and will likely retain their value to the customer when the original product has died or run out. IE: Fancy lotion bottles, decorative plant containers, and/or any product containers that are considered to be unusually elaborate.

1. Handmade: Items made by the vendor to add value to their product. These items must be juried by the craft jury prior to selling them and may only be offered to the customer during the months of November & December if made by a vendor in the Farmers or Farmer/Processor categories
2. Purchased: Items that the vendor has purchased to add value to their product.

Holiday Season: The Market Manager shall, prior to the end of October, solicit vendors to determine who will participate in the holiday season (November and December). Vendors may indicate their stall preference. The Market Manager will assign stalls prior to November 1st. Such assignments shall be for the duration of the holiday season. When assigning holiday season stalls, preference will be given to applicants based on seniority points accumulated from the previous year, commitment to occupy the stall during the holiday season, and commitment to Market attendance shown during the year. All vendor categories must have attended the Market at least 16 days during the regular season to attend during the holiday season. The Market Manager ahs the discretion to make adjustments to assure having compatible products in adjoining stalls, to give the Market a "full" appearance, or to allow vendors with seasonally assigned stalls to continue in their currently assigned stalls. The Market Manager may designate half-stall assignments for the holiday season in order to accommodate as many vendors as possible, under cover. Minimum fees for half-stall shall be half of the regular minimum fee, plus $2.00, or the appropriate percentage - whichever s greater. The Market Manager shall have the sole discretion, and their decision shall be binding, as to the holiday season assignment of stalls and the determination of who will be assigned half-stalls. It is presumed that all vendors will cooperate in this process in the best interest of providing the public the best possible shopping experience.

In all publicity and promotion, the "Holiday Season" will not be promoted as a "separate" event, as compared to the regular Market season. This is to avoid confusion amongst our customers, believing the "Farmers Market" closes in October:

Membership in the Market requires the vendor to submit to being inspected or re-inspected as required. The Market Manager, or a designated assistant, has the responsibility for vendor inspections, in accordance with policy, as set forth in this manual. Any inspection assistant shall present written proof of authority, on Market letterhead, and signed and dated by the Market Manager, at the pre-scheduled time of inspection. Growers (Farms, Greenhouse, Etc.) and others (Fish, Livestock, Bees, etc) will be inspected upon submitting a completed application. No new applications will be accepted after February 10th.

Purpose of Inspection: To assure that all products sold at the market are vendor produced as required in the bylaws, and that the vendor lives and works within the geographical boundaries established by the bylaws. Inspectors will note production capabilities of the facilities they visit. If a discrepancy is apparent, the Market Manager may deny the vendor access to the Market. The Market Manager’s decision may be appealed to the Board for final resolution.

1. Vendors will be contacted 24-hours in advance of inspection.
2. If the Market Manager cannot verify that a vendor produces his or her own product, membership may be denied. The vendor-applicant may appeal to the Board of Directors.
3. The Board must respond to written appeals within 30 days of their receipt. The Board has final authority to resolve all discrepancies referred by the Market Manager or appealed by a vendor.

Greenhouse Vendor Guidelines: Definition: A Greenhouse Vendor is an individual whose products are grown and nurtured, suing seed, bulbs, plugs, cuttings, divisions, etc., within a greenhouse structure, owned and/or operated by that vendor-member.

1. All greenhouse vendors must have applied, and have their greenhouse(s) in operation by February 10th to be eligible to participate in the following season. No application will be accepted after February 10th.
2. All greenhouse vendors must have a substantial impact on, and be actively involved in the nurturing of the product they sell at he Farmers Market. No finished products may be bought and resold.
3. The Market Manager is authorized to request receipts of invoices in support of greenhouse operations.
4. The Market Manager (compliance is voluntary, but appreciated) may request video-recorded inspections. Confidentiality is assured, and only the Market Manager and the Board of Directors allow viewing, if determined necessary to resolve complaints of non-compliance.
5. In compliance with State regulations, a copy of the vendor’s nursery license and business license should be displayed at the vendor’s stall/table when selling at any farmers market.
6. Any new vendor-applicants possessing a wholesale nursery license prior to applications hall not be eligible to sell at the Aberdeen Farmers Market.

Vendor Craft Jurying

To assure quality crafts and to avoid duplication of existing craft items, all vendors of crafts regardless of membership category, will be juried:

1. New crafter-applicants.
2. Current crafters adding a different medium.
3. Current farmers adding a craft item the had not previously offered.
4. All farmers, wishing to sell crafts.

Prospective crafters not accepted at one jury session may reapply at a later session. Jurying dates, if any, for new vendor-applicants will be established by the Craft Jury Committee with Board approval each year.

Farmers Selling Handcrafted Items: To extend the selling season at the Farmers Market, farmers may be allowed to sell items they have crafted, during the months of November and December only. The farmer must meet the following criteria in order to qualify to sell handcrafted items.

1. Farmers must have sold a minimum of 16 days, of the same year, prior to November 1st.
2. An application must be submitted before October 1st, stating the vendor’s intent to sell handcrafted items in November and December.
3. During November / December, any farmer selling crafts must also offer and display plants or produce, or their crafts must incorporate items that they have grown, or that they gave crafted, using locally grown materials (holiday greens, holly, etc.). Items crafted from non-plant materials may not occupy more than 50% of the vendor'’ selling area (as not to give the appearance of the farmer actually being a crafter).
4. Any farmer selling handcrafted items must be inspected prior to November 1, to verify that the vendor has crafted the items being sold at the Farmers Market.
5. Any farmer that sells items crafted *exclusively from products they farm may sell these items throughout the Market season, provided the raw materials they farm are also offered for sale to market customers.

1. The prospective crafter will bring a representative sampling of their craft items. Prospective crafters may present no more than two craft categories (i.e.: ceramics and wood carving, glass work and metal sculptures, etc.) at any jury session. Upon arrival at the jury session, the crafter-applicant shall complete a jury check-in form and set a display of their proposed items, as if selling at the Market.
2. The Craft Jurors will jury new crafters on the basis of:

1. Quality of Workmanship (finishing, neatness, aesthetics).
2. Originality (amount of finished product created & designed by the artist).
3. Skills needed to produce product (tools, materials, personal handling, production process).
4. Product Salability (product prices appropriate to the Market).
5. Market Enhancement (will the product complement the overall Market environment).

1. Each juror will give the Crafter-applicant a point value of 1-5, based on the above criteria. An applicant can score up to twenty-five points per juror. A minimum score of ninety points will be required to proceed to the next jury step. The Craft Jury Committee will hen interview the Crafters scoring enough points. At this time the committee will screen their crafts for duplication and Market balance. The Board may limit the number of new crafter memberships for each jurying session.
2. Upon completion of the jurying process, all applicants will be notified of the jurying decision by a letter within one week. The Craft Jury Committee will notify the Market Manager of the names of newly accepted Crafters. The Market Manager will schedule the required inspections.
3. New Crafters may sell at the Market upon completion of inspection and (as applicable) payment of annual Market membership dues.

Crafters are juried on the basis of quality and artistry. Once juried and accepted, crafters are encouraged to produce new, innovative, and unique products. Questions involving duplication of current products or crossover of broad craft lines will be resolved by the Market Manager with input from the Craft Jury Committee Chair.

Membership is limited to individuals or single-family units. New vendor-applicants in partnerships, associations, businesses with established storefronts, etc. must apply to and receive specific approval from the Board of Directors before selling at the Farmers Market. Such approval will be granted only in cases where individual / single-family members are not available. The Board of Directors reserves the right to accept or reject membership to any applicant, based on the following criteria:

1. Farmer: Farmers are persons who raise produce (fruit, vegetables), herbs, flowers, or nursery crops form seeds or plants, and care for, cultivate, and harvest the crops offered for sale at the Farmers Market. Beekeepers, growers of animals / animal products, egg farmers, and fish and/or shellfish growers are also considered in this category of membership.

Farmers wishing to add any processed food items and/or handcrafted items must also offer their fresh products at the same time to maintain their membership in the farmer category. Farmers must make at least 80% of their gross annual revenue from the (fresh) products they grow and sell. The other 20% may come from a combination of processed food and handcrafted items. All processed food items must be processed from products grown by the farmer, meet all health/legal requirements, and be Board approved. You must first discuss your plans with the Market Manager, then apply in writing to the Board. All handcrafted items must be juried and may only be sold during the months of November and December.

2. Processor: Processors are persons offering fresh food products such as meat,. fish, or baked goods that they have processed, creating and adding value to their product being offered for sale at the Market. A Processor must meet all state, county, local, and any other legal requirements. All permits and licenses must be displayed at the Market site daily.

When an opening is advertised, prospective Processors shall first discuss their plans with the Market Manager, and then shall apply in writing to the Board. The application shall describe product, facilities, licensing status, etc. Upon receipt of the written application and after satisfactorily meeting all of the Processor acceptance guidelines, as determined by the Board, the prospective vendor will be placed on the agenda of a future Board meeting for consideration of the proposal. Upon acceptance of application, Processor will be placed on contract.

3. Farmer/Processor: A Farmer/Processor shall be a farmer with Board approved processed food items and/or animal products that have been grown and/or raised by the farmer but need not be offered as an unprocessed (fresh) product. A Farmer/processor must meet all health/legal requirements. All permits and licenses must be displayed at the Market site daily.

Prospective Farmer/Processors must first discuss their plans with the Market Manager, then apply in writing to the Board. The proposal shall describe product, facilities, licensing status, etc. and include a sample of the proposed product. If all these requirements are met then the Market Manager will place the applicant on the agenda of a future Board meeting for consideration of the proposal.

4. Crafter: Crafters are persons who craft, with their own hands, the products they offer for sale at the Market. To qualify as a crafter, a majority of the tools and equipment used by the crafter to produce their products must require skills, personal handling, and/or guidance by the crafter. A crafter, to qualify for and maintain Farmers Market membership must:

1. Be successfully juried by the Jurying Committee; and,
2. Maintain minimum craft sales of $2,000.00 per year. In the event that the minimum sales figure is not met, the Crafter may be re-juried for the following year at the Market.

1. Other Members: The Board will select all contract vendors (Processors, Food Vendors, and Fruit Vendors). Products provided by Fruit Vendors (Brokers) are specifically limited, so as not to compete with local farmers, and shall be products that cannot be grown locally, in sufficient quantity to satisfy customer demand, as determined by the Board. In addition to the conditions and fees set forth in their contracts, contracted vendors are also bound by the policies contained in this manual.
2. Non-Profit Groups:

1. The Market Manager on a first-come basis will schedule non-profit groups, community or educational groups, etc.
2. Non-profit groups must comply with the same rules as regular Market members.
3. Non-profit groups will be assigned space in the "Plaza" area only.
4. Non-profit groups will be instructed by the Market Manager of Market procedures, rules, and hours.

Non-Vendor Fees: As a service to our community, the Aberdeen Farmers Market may allow various non-profit groups, as well as entertainers, to use the Market’s open areas for their cause or purpose, on a space-available basis, and at the discretion of the Market Manager. For their use of the Market area, non-vendors shall pay a daily fee of at least $10.00 and not more than $100.00 based on the Market Manager’s discretion. Payment of such fees does not establish membership privileges, and only entitles those non-vendors, so approved, to perform on, or otherwise utilize specific areas of the property of the Farmers Market, as defined by the Market Manager. Market Management reserves the right to refuse or revoke those privileges at any time with or without cause. This policy does not preclude any other policies or bylaws. Street entertainers (buskers) will be allowed to perform in designated areas.

All vendors must fill out a stall assignment questionnaire to request a seasonally assigned stall. There will be a published deadline for the stall assignment questionnaire and annual membership fee.

Since this is a farmers market, and as Farmers and Processors offer perishable products that attract regular weekly customers, they are given priority ins tall assignments. In recognition of the fact that Crafters are an essential part of the Farmers Market and add variety and beauty to the Market displays, a minimum of seven seasonally assigned stalls are reserved for Crafters.

The Board has final authority in deciding stall assignments and establishing priorities that are in the best interest of the Farmers Market as a whole.

Any stall that occupies more than one stall space shall be classified as a Premium Stall. Premium stalls shall be pre-designated, and may be assigned seasonally. All stall assignments are to be up for reconsideration before the start of each season.

The following system of stall assignments considers vendor seniority and commitment to the Market and, at the same time, takes into account the needs of the Market in providing a variety of quality products in an atmosphere of beauty and friendliness. "The Market Manager shall, whenever possible, assign high volume farmers, according to their season, a stall next to a roll-call stall."

1. Minimum criterion for a seasonally assigned stall:

• Sold a minimum of three days per week for a minimum of twelve weeks the previous year.
• In order to be eligible for an assigned stall in 2005, vendors must have sold a minimum of two (2) days per week for a minimum of twelve (12) weeks the previous year and commit to do the same the current year.
• Vendors with special circumstances should apply in writing to the Board of Directors no later than the January Board Meeting, of that Market year, requesting the Board grant an exception.

1. Minimum criterion for seasonally assigned premium stall:

• Vendor must commit to sell every day the Market is open, during the vendor’s specified season.
• Vendor must have enough products for a full and abundant display every day.
• Vendor product must have sufficient customer appeal (supply = demand).
• Vendor must have a proven "track record" i.e.: past attendance commitment, merchandising expertise, etc.
• Double-digit seniority points.
• The overall good of the Market.

1. Point system for Farmers and Crafters:

• Years in the Market: Two points for each year as an *active member. "Active" is defined as ten or more sales days in the Market the previous year. Vendors may take a "sabbatical" from the Market for up to two season (two years), and shall maintain their seniority points from their last active year at the Market, provided their annual membership fee is maintained during that two-year period. All seniority points will be forfeited, fi not active beyond a two-year period.
• Participation in the Market: One point for every thirty sales days in the Market, the previous year. For seasonal farmers (berries and corn), sales days as a percentage of the number of days in the farmer’s season will be used to calculate the farmer’s "sales days" for the Market season, and then to calculate the points to be given the farmer.
• Sales in the Market: One point for each $5,000.00 of gross revenue in the Market during the previous year (e.g.: sales of $500.00 = 0.1 points; sales of $2,000.00 = 0.4 points, etc.)
• All seniority for years in the market (2year) remains in effect and carry forward. All points for sales, attendance, and years in the Market accumulate and count toward seniority.

• The good of the Market.
• Minimum criterion and point system (as above).
• Quality & Quantity.
• Attendance Commitment (preference for full-time commitment).
• Attendance Record.
• Stall Preference.
• Current Stall.
• Product Compatibility.

At the end of each season, the Manager will publish seniority listing of members, separated by membership category. Seniority points and individual sales records are considered proprietary information, and shall be kept confidential (to be viewed only by management).

The Board will place all contract vendors. Contract vendors will not be assigned seniority points. Any questions concerning issues related to seniority will be resolved considering years of participation in the Market, good of the Market, etc.

The Market Manager will place Farmers and Crafters according to stall assignment drivers listed above.

All vendors not assigned stalls will be placed on a "roll call" list. Vendors with assigned stalls do not have the option of going on roll call, on the days their stalls are assigned to them. Failure to comply will disqualify the vendor from an assigned stall for the remainder of the season.

Seasonal Farmers (berries and corn) may be assigned a stall for the duration of their season by prior arrangement with the Market Manager.

All others on the roll call list will be assigned in the following order:

1. Farmers with at least 80% of their daily sales being produce and having four or more seniority points at the start of the current season, in order of seniority. Such vendors shall be required to have sufficient product, in the judgement of the Manager, to provide a reasonable display for the Market day.
2. Other Farmers having four or more seniority points at the start of the current season, in order of seniority.
3. Crafters having four or more seniority points at the start of the current season, in order of seniority.
4. Other vendors, in order of seniority.
5. Ties will be broken by date of first sale.

• New member vendors without stall assignments will be placed on roll call.
• Prospective new contract vendors must apply to the Board and be approved before they can sell at the Market.
• All others in their first year will be placed on roll call in order of date of their inspection.

In recognition of the Articles of Incorporation, which declare that the Aberdeen Farmers Market was established "... to provide a forum for small local growers and others to make available their fresh produce to residents of this community and to support farming efforts in Grays Harbor County..." and not withstanding the priorities established by the policy for roll call, the Manager shall be authorized to provide stall space to farmers with at least 80% of their daily sales being produce.