The Royal City Farmers Market Board publishes its monthly meeting minutes online, to better empower and inform RCFM members and supporters. RCFM board meetings are open for members to attend. Upcoming meetings are listed in the RCFM online calendar. Please note: the public version of meeting minutes will not include detailed notes on finances, employee relations or in camera discussions out of respect for individuals’ privacy.

In Attendance: Jen Arbo, John Ashdown, Andrew Murray (Chair), Marjorie Staal, Jane Wark (Recorder)

• Motion to accept agenda made by John, seconded by Marjorie. Passed.
• Motion to accept minutes from meeting of August 22, 2009 Board Meeting made by John, seconded by Andrew. Passed.

President’s Report:

• Grants – Andrew has been working on the application for grant from the City and it is nearly complete. Due to City by Wednesday September 30, 2009. Andrew and Marjorie created a budget for application.
• BC Farmers Market Association Meeting – Andrew attended in Surrey in several weeks ago, where challenges and ideas to success of markets were discussed. At that meeting Andrew brought up the issue of land being removed from ALR, and suggested that BCFM take on position on this issue. Board discussion around importance of ALR to farmers and markets, and also around issue of farmers markets getting involved in politics. Andrew will put his thoughts into writing and bring it to the next BCFM AGM in January for discussion.

Operations Manager Report:

• Final Two Markets of Season – Jen continues to get phone calls from new Vendors wishing to attend the final two markets of the season. We have three new vendors booked for the last week. Musicians and Korki the Clown also attending. Korki has offered to attend for free and busk; Jen has suggested that due to the popularity of Corky with visitors, we pay her anyway, which was agreed.
• Surveys – We have 200 customer and 25 vendor surveys completed. Results very positive. Several requests to open market later, i.e., till 8:00 pm.
• Cups for water – Jen has ordered cups made from corn from Bio-cup company.
• Queensborough Fall Fair – Jen attended. Our table was next to New West Environmental Partners. Good response, although our table was inside the building and weather was beautiful, so people tended to stay outside.
• Coupon Program – Jen reports it is running well, with minimal administrative work necessary. Redemption rate down slightly in September, likely due to school being back and parents not able to attend. We seem to be getting more tickets redeemed in last half of month.

New Business:

• First Aid and Lost Child Policy – Agreed that this is important however there is not enough time to organize for final two markets. Plan is to get these items organized for opening of next season’s market.
• Jen Arbo’s contract – Jen explained that there are tasks that need doing in the off season, such as marketing the market, first aid and lost child policy, and others. Jen proposed to the Board that she remain employed during the off season for 5 – 10 hours a week. Jen left the room for Board to discuss proposal. The Board discussed and felt that Jen has done a wonderful job of running the market, and that indeed there is additional work that needs to be completed in the off season.
• Motion: “To retain Jen Arbo’s services beyond October 8, 2009 for up to 10 hours a week, with additional hours by Board approval.” made by Marjorie. Seconded by John. Passed.
• Winter Market – Jen gave update on what Will has been working on. Looking for venue with possibilities including Grace Hall, St. Barnabas church, Olivet church and others. Marjorie will make some contacts regarding location. Peter Julian has offered to look into the Armories. Discussion over size (how many vendors will fit, including some outside tables), location (want to be near where our customers live, and want visibility) and vendor access (stairs, parking, etc.). Jen will look at how many vendors will fit at various venues and take these factors into consideration when choosing a location. Jen and Will looked at Saturday dates which would not conflict with Vancouver nor Port Moody markets. Andrew suggested limiting it to one Saturday a month as a trial for this year and Board agreed this is reasonable. Also, need to determine if a Winter Market is financially viable, given that we expect 10 – 15 vendors. Marjorie noted that we currently have a very good reputation as a market and we want to keep it up, therefore we need to ensure that if we do a Winter Market, we do it well, and have it enough vendors and a good location.

Meeting adjourned.

Next meeting is October 28th.