Moss Street
Community Market
Policy
Manual
2007
Policies and Information
for Vendors
What we are striving for:
·
To help
strengthen the foundation of healthy community by offering a safe, relaxing and
enjoyable place for families and individuals to come together,
·
To
stimulate and support our local economy by providing a venue for organic market
gardeners, backyard growers, home produced foods, crafts and artisans,
·
To create
an opportunity for community groups to convey information to their neighbours
concerning important local, social, political and environmental issues,
·
To
encourage the continuing transition towards ecologically harmonious methods of
food production, striving to work with, rather than against the natural system,
and
·
To have
fun!
In the
spirit of cooperation, let’s enjoy our community market to the fullest!
Table of Contents
What we are striving for
Table of contents
Welcome to our Market
Policies
Clarifications
Market Day
Membership,
Fees and Stall Space
General
Conduct
Policies
for Education/Community Groups and Service
Sale of Products and Services
General
Sale of Products
Craft Policies
Farm Policies
Food Policies
Services Policies
Organizational Structure
Make-up of the
Governing Body
Staffing
Constitution
Market Contacts
Calendar of Events
Welcome to our Market
We are a
market where individuals work in a consensual spirit respecting others. Vendors
at the Moss Street Market believe in creating community as well as selling
products. By fostering an environment
which promotes creativity, openness, and cooperation, we celebrate the local
talent that is showcased at the Market.
Rather than competing with each other, we encourage each other to thrive
in a nurturing atmosphere of abundance.
We help each other to set up and take down our stands, and we buy from
each other.
Policies of the Moss Street
Community Market
The day
to day conduct, operation and coordination of the Moss Street Community Market
shall be governed according to the following rules and regulations. Exception to these policies may occur on a
case by case basis at the discretion of the board, if they find the exception
to be in the best interests of the Market.
Clarifications
Herein,
market refers to the Moss Street Community Market;
society refers to the Fairfield Community Market Society;
board refers to the Board of Directors of the Society;
director means a member of the Board;
member refers to any member (vending and supporting) of the
Society;
coordinator refers to any person hired by the Board to coordinate the
Market during this season;
vendor refers to a person who sells a product at the Market;
producer means any individual who put a significant amount of time
into creating or growing a particular item;
daily fee is the fee charged to vendors for each market they attend;
reserved
space is a prepaid, reserved 10’x10' space
at each market; and
local or locally means:
first the Capital region district, and second Vancouver Island and
outlying islands.
Section 1 - Membership, Fees and Stall
Space
1.0
Space and memberships at the Market
shall be paid for as follows:
Annual membership fee $25.00
Daily fee to vending members regular space $15.00
corner space $20.00
Daily fee for education/community tables $4.00
Daily fee for vendors under 15 years of age (1/2 spot) $4.00
Entertainers free
Annual fee for a reserved space (incl. membership fee) $370.00
Corner
space $485.00
Annual fee to supporting members (non-vending) $5.00
1.1 Daily fees for shared spaces are based on
membership status of the individuals sharing.
1.2 All fees quoted are for a 10’x10' space at a
market. Under special circumstances a larger space may be approved. Vendors supply their own tables, chairs and
shelter, and are responsible for creating a safe environment. Access space must be left between
neighbouring spaces. Non-reserved spots
are distributed on a first come, first served basis each week.
1.3 Spaces at each market are limited. Several
spaces may be reserved by the board for pre-booking by non-members whose
products add variety to the Market.
1.4 To ensure a full and vibrant market, the
coordinator must know in advance which reserved vendors will attend. Notice of cancellation of a reserved space
must be received by the coordinator by 10 am Friday, AT LATEST. Except in an emergency, a member with a
reserved space who fails to notify the coordinator of his/her absence may lose
the reserved space.
1.5 The
board reserves the right to limit the number of vending memberships and
reserved spaces. The Board will use its
discretion to balance the types of products and services at the Market and give
preference to local vendors and existing members.
1.6 The Market shall take place between
10:00 am and 2:00 pm Saturdays each week from May until mid October. A bell will ring to
signal the start and close of the Market. All Market sales to customers must
take place ONLY within these times. Vendors are permitted to sell to other
vendors outside of these times.
1.7 Setup
begins no earlier than 8:00 AM and vendors must have the site cleared by 3:00
PM (5:00 PM for Paint-In). Vendors are
requested to arrive before 9:00 AM and must be set up with vehicles removed
from the market area by 9:30 AM. This
will limit traffic problems.
1.8 The school board graciously permits vehicle
parking on school grounds. Farmers will have priority for spots suitable for
vehicle parking. Thurlow Street, from
Moss Street to the school parking lot, is for vendors but not vendors’
vehicles.
1.9
Attendance in the Holiday Fair is by invitation
based on how many times a vendor attended the summer market season. Because
only limited space is available for the Christmas Fair, priority will be given
to vending members whose attendance has been most frequent during the season.
The invitation process starts in September and goes until all the spaces are
filled. All items to be sold at the Fair must be reviewed in advance. A winter
review is held in November. Items approved at this review are ONLY approved for
the Holiday Fair, they must be re-reviewed for the summer Market. Tables can be
shared only at the discretion of the Christmas Fair Committee.
1.10
The Moss
Street Paint-In is an annual event held by the Art Gallery of Greater Victoria.
They host local Victoria artists and position them along Moss St from Fort St
to Dallas Rd. To incorporate the Paint-In, the Market stays open from 10-4. All
unreserved spaces must be paid for in advance that day. Fees for these are
collected starting at the beginning of July.
1.11
Each year the Market hosts four "half"
markets on the two weeks preceding the May start of the Market and the two
weeks following the last full Market in October. These Markets are unstaffed,
run from 10-noon and are half the usual stall fee.
Section 2 – General
Conduct
In order to foster a spirit of community at Moss St. Market,
all members, vendors and staff are expected to treat each other and customers
with courtesy and to work together in a spirit of cooperation, and open,
positive communication.
2.0 Vendors are
responsible for keeping their stall space and surrounding area clean and tidy
at all times, and for clearing up any litter from around their stall at the end
of each market. Vendors are responsible for limiting the amount of packaging
sold with their products and for taking packaging back from patrons and
disposing of it. One of Moss St. Market’s guiding principles is to be
ecologically sustainable and to aim to be garbage-free.
2.1 No dogs, except
guide dogs, or other animals, are permitted inside the market. No bicycles,
scooters or skateboards to be operated in the market.
2.2 Out of respect
for others, there shall be now hawking, accosting, leafleting or badgering of
the public.
2.3 The success of
the market is dependant upon the goodwill of our neighbours – please be aware
of where you park, i.e. don’t block driveways.
2.4 Washroom
facilities are open to the public when there is a washroom attendant present to
keep the entrance clear near the kitchen area.
2.5 In consideration of Market performers and your
fellow vendors, any playing of live or recorded music must be pre-approved by
the coordinator. (eg. No radios
please.)
2.6 The Board (minimum three directors) may
prohibit any person from renting stall space and may require persons to leave
the Market in the event that they fail to abide by the policies or the
decisions of the Board.
2.7
The Board has the right to withdraw the
membership of a vendor who fails to abide by the policies. The vendor in question may appeal the
decision by a written submission to the Board within 60 days of being notified
of the withdrawal of their membership.
Membership fees will not be returned in these cases.
2.8 Because
we are here to celebrate a healthy and diverse community, organizations or
individuals promoting any form of prejudice, such as homophobia, racism and
sexism, are not welcome and will be required to dismantle their display and
leave the Market immediately.
Section 3 - Policies for Education /
Community Groups and Services
3.0 A maximum of four spaces will be reserved for
education/community tables at each market. These are for non-profit
organizations which in some way contribute to the environmental, social or
cultural health of the community.
Attendance at each market must be pre-booked. Priority may be given to groups who have not yet had a table at
the Market in the current season.
3.1 Groups strictly promoting one political party
or religious perspective are not considered education/community groups. (For
example the Anglican Church of Canada could not have a table but their
international development organization, the Primates Fund, could).
3.2 One of these
spaces may be reserved for community-minded, for-profit organizations to inform
people of their services.
3.3 Political parties running candidates in
municipal, provincial or federal elections are welcome to have a table one week
during the Market season, close to election time.
3.4 Items for sale at education tables must
adhere to all Market policies.
Exceptions are locally produced or printed items such as pamphlets,
t-shirts, bags, etc which enhance the education program of the
organization. These items must be
locally designed, printed, screened, etc.
3.5 The Board will have absolute discretion to
decide which education groups may participate at the market and to what extent.
The Board will encourage the participation of education groups which hold a
similar philosophy as that upon which the Market was founded.
3.6 A maximum of four
spaces will be reserved each week for profit-oriented services. More may be
reserved for special event days.
Attendance at each market must be pre-booked. Priority may be given to groups or individuals who have not yet
had a table at the Market in the current season.
Section 4 - General Sale of Products
4.0 All products offered must be produced
locally. This encourages a direct
relationship between the producer and consumer and builds the local economy.
Under special circumstances, consideration may be given to non-local
products. All vendors are encouraged to
buy from one another.
4.1 Products must be sold by their producer. A producer who
doesn’t
have enough product to warrant a full space may share with another vendor. However, 80% of products for sale must be
produced by the vendor(s) present at the time of sale. Exceptions to this policy are at the
discretion of the board (see 4.2).
4.2 At the discretion of the
board, a group of vendors who cannot be present each week, may share a spot and
attend the market on a rotational basis.
Each vendor in the group must be a member. Products of each vendor may be present in proportions decided by
the group selling, and an extra $5 will be charged for each extra vendor, so
the cost for three vendors’ products at one table would be $22. All products must have labels indicating
which producer they come from, and each selling producer must be knowledgeable
about the other vendors’ products.
4.3 All producers must fill
out & sign a Participant’s Agreement.
4.4 Where required,
vendors shall obtain Social Services Sales Tax and GST Registration Numbers,
and shall be responsible for the collection and remittance of any Provincial
and/or GST Tax.
4.5 Because we encourage everyone to value the work that goes into the
creation of all goods and services offered at the Market, we do not allow signs
advertising "sales", "discounts", "reduced
prices", etc.
4.6
Except where they meet CRD health
regulations, those products that MAY NOT be sold include (but are not limited
to) the following: dairy products (milk, cream, cottage cheese); meat, fish,
poultry or products thereof; live animals, including fish and fowl; cakes,
pies, tarts or bread products that have a syrup, frosting or topping on the
surface or cream filling; and, under no circumstances, used or second-hand
material including antiques, commercial products for resale or products which
exploit humanity.
4.7 The decision as to the suitability of any product for sale at the
Market shall be at the absolute discretion of the Board. The Board will create four review
committees, a foods, a craft, a farm committee and a services committee, each
of which will consist of at least one director and one other person (director
or member). Regardless of previous sales, each new type of product, must be
reviewed by a member of the appropriate review committee before it can be
displayed at the Market.
4.8 Review committees are responsible for
communicating (in person if possible) with each prospective vendor in their
category to review the product for its appropriateness for sale at our market
and its compatibility with all Market policies. If concerns cannot be dealt
with at the review committee level, they must be brought to the board for a
final decision. Review committees must also discuss product-related policies
with prospective vendors. They must provide them with a copy of this manual and
participant's agreement, and inform them that they must fill out and sign a
participant’s agreement before selling at the Market, and read and understand
the policy manual.
4.9 In
the event of a question as to the suitability of a product for sale during the
course of a market, where a quorum of directors are not present, if at least
three (3) directors are present, their consensual decision as to the
suitability of a product shall be binding.
Where such a decision has been made, it may be appealed by any vendor to
the Board at its next meeting.
The following policies are specific to the above categories:
Section 5 - Craft Policies
The following are additional policies that vendors selling crafts at the
Market should be aware of:
5.0 In all items, the handcraft component must dominate the commercial component, and commercial components must be transformed in a way that makes the work unique.
5.1 Items
must be of original, unique work or design.
5.2 The starting material must be significantly altered and enhanced by
the artisan.
5.3 The product must meet basic expectations of product life, function and
safety.
5.4 Each craft product MUST be reviewed in advance by a member of the Craft
Committee before being displayed at the Market.
Section 6 - Farm Policies
The following are additional policies that vendors selling
fresh produce at the Market should be aware of:
6.0 All produce, plants, seeds and flowers must be
grown according to local organic certification standards and the grower must
complete and sign the Growers Statement, which shall be displayed at each
Market. Farmers are required to obtain
current organic guidelines before each Market season, though it is not
necessary to be a certified organic producer, it is strongly encouraged. Each farm is required to display the farm’s
name, the grower’s statement, and if applicable, certifications at their stand.
6.1
To support diversified farming, preference
will be given to local farmers producing a range of crops.
6.2
In keeping with the Market’s cooperative philosophy
and being respectful of yourself and other farmers, dumping of produce at below
fair market value is strongly discouraged.
The market value of farmer's produce should reflect the farmer’s labour
and knowledge as well as quality, time of season and variety of crop grown. A
current market analysis for organic produce has been compiled by the Farm
committee in order to give farmers an idea of what is fair market value for
local organic produce. Please ask a Committee member for a copy of this
information.
6.3 Each farmer MUST be reviewed in advance by a
member of the Farm Committee before displaying their produce at the Market.
Section
7 - Food Policies
The following are additional policies that vendors selling
processed food products at the Market should be aware of:
7.0 Provincial and Capital Regional District
Health Regulations apply to all products sold and a vendor shall immediately
cease to sell and remove any product upon the request of an official or
representative of the Capital Regional District Health Unit. Vendors must phone the CRD (388-9019) each
season for approval before selling at the Market.
7.1 We encourage the use of organic, unrefined,
locally grown ingredients. Non-local
ingredients should be kept to a minimum.
Major ingredients and flavourings should be local. We encourage the purchase of ingredients
from Market farmers.
7.2 In order to inform customers of exactly what they
are buying, food products are to be labelled as to ingredients, in their order
of predominance. Every effort should be
made to distinguish between organic and non-organic ingredients. You may label each item or have labels
clearly displayed on your table beside the appropriate food items.
7.3 All open prepared
food must be kept covered at all times.
Open prepared food must be served using appropriate, clean tools (eg
tongs, cloth napkins.) Vendors handling
cash must wash their hands before touching open prepared food.
7.4 Each food product MUST be reviewed in advance by a member of the Food Committee before being displayed at the Market.
Section
8 - Services Policies
8.0 Persons who physically manipulate the body, may bring an assistant
to demonstrate on. For reasons of
liability, they may not physically manipulate the bodies of members of the
public, unless an insurance rider is provided to the market society by the
practitioner that names
as
an additional insured, and gives indemnity to the Moss Street Market and the
Fairfield Community Market Society.
8.1 Each service provider must be
reviewed by a member of the service committee before providing services to the
market
Section 9 - Make-up of the Governing
Body
9.0 The Fairfield Community Market Society is a non-profit society
consisting of its members. Society
members will elect directors for two year terms at an annual meeting. Members may also participate by volunteering
for committees, communicating with directors, coordinators and members, or
attending meetings.
9.1 The Board is to consist of a minimum of six and a maximum of nine Society members (directors.) It is suggested that three directors be organic farmers, one a craft producer, one a food producer, one a service provider and one representing the local community.
9.2 The Board makes decisions by consensus and directors need to make a
concerted cooperative effort. Directors
should have at least one consensus workshop per year.
9.3 Coordinators will manage the Market as determined by the policies
and directions agreed upon by the Board.
Section 10 - Staffing
10.0 The Board must review positions during & after each Market
season and retains the right to decide which positions are open.
10.1 All available positions
will be posted at the Market or in a newsletter.
10.2 As needed, the Board will designate a personnel committee and will
determine the mandate of this committee.
Constitution
Article I: Name
The name of the Society shall be Fairfield Community Market Society
Article II: Purpose:
The purposes of the Society are:
1) To promote community participation and recreation and to afford
opportunity for friendly and social activities; however, the society does not
intend to own or operate a social club.
2) Generally to encourage and foster and develop a recognition of the
importance of agriculture, art, and craft in local and national life;
3) To provide education about the environment, healthy living and
organic farming issues;
4) To provide a direct sales outlet for handcrafted goods, local art,
locally grown organic produce, and home prepared foods in the community;
5) To provide a meeting place for the consideration and discussion of
questions affecting the interests of the society;
6) To acquire, sell, manage, lease, mortgage,
dispose of or otherwise deal with the property the society needs to carry on
its various objects;
7) To maintain and where possible increase the opportunity
for direct sales of locally grown and/or produced goods to the consumer.
8) To encourage improvement in the quality of life and
enhance rapport in the community.
Article III: The purposes of the Society shall be carried out without
purpose of gain for its members and any profits or accretions to the Society
shall be used for promoting its purposes.
Article IV: In the event of winding up or dissolution of the Society,
funds and assets of the Society remaining after the satisfaction of its debts
and liabilities shall be given or transferred to such organization or
organizations with similar purposes in British Columbia, as may be determined
by the members of the Society at the time of dissolution provided that such
organization or organizations shall be a registered charity recognized by
Revenue Canada Taxation as being qualified as such under the provisions of the Income
Tax Act of Canada from time to time in effect. If effect cannot be given to the aforesaid provisions then such
funds shall be given or transferred to a suitable level of local government.
Article V: No Director or Officer shall be remunerated for being or
acting as a Director or Officer, but a Director or Officer may be reimbursed
for all expenses necessarily and reasonable incurred by him while engaged in
the affairs of the Society.
Article VI: Articles 3, 4, 5, and 6 of the Constitution are unalterable.
By-Laws
The By-laws of the Society are those set out in schedule B
to the Society Act with the following variations, deletions and additions:
Part 5, Paragraph 30, in accordance with article V of the
Constitution.
Dated the 19th day of April, 1992.
Market Contacts
The Fairfield Community Market Society, which runs the Moss Street Market, is directed by a Board of Directors elected by its members at the Annual General Meeting in March of every year. These volunteer directors, as well as other dedicated members and our coordinators put in a great many hours to organize the market. Board meetings are open to interested vendors. If you have a concern or idea, you should definitely share it with us. This is your market; the way it turns out depends on the efforts and ideas of those who work hard to put it all together.
Directors
Marria Gauley Rachel
Fisher
Kim McKay Melissa
Hennekes
Allen Crandall Maurita
Prato
Lee Fuge others
TBA
Vendors
are encouraged to share ideas and concerns with us at any time. Several
directors are available at every Market.
Ask the coordinators to point us out.
Staff
Market Coordinator: Jeni
Luther
Co-coordinators: Kim Carver / Timothy Trebilcock
Children's
Coordinator: MaryJane Collins /
Laura Pratt
Washroom,
Coffee Server, Auxiliary: TBA
If you wish to volunteer for a specific committee of have an
idea or concern related to a specific issue or event, call 361-1747 and leave a
message regarding the following areas:
Farm – farm@mossstreetmarket.com
Food – food@mossstreetmarket.com
Craft – craft@mossstreetmarket.com
Entertainment, Advertising, Special Events
– info@mossstreetmarket.com
Special Events Calendar
The board endeavours each year to
attract more customers to the Market by planning and advertising special
events. Some of the dates and times of
the following may change. Please check
at the information table now and then for an updated list.
April 21 & 28 Half Markets
10am - noon
May
5 Opening Day
June 2 Our
Home & Native Plant Day
July 21 Moss
St. Paint-In
August 11 Kid’s Day
September 8 Green Technology Day
October 13 Harvest Day (Last Full Market)
October 20 & 27 Half Markets
December 8 & 9
Moss St. Fair
June 30, 2007 Mid-season meeting
March 2008 Annual General Meeting
All members receive a newsletter in the
New Year with details about the AGM and the coming Market. Please make sure we know where to send
it! Call 361-1747 or visit www.mossstreetmarket.com to update your address or find out about vending at the market and
the AGM.