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Home My WebLink About10-21-2011Auburn International Farmers Market Advisory Board Meeting Minutes Friday, October 21, 2011 Auburn City Hall Annex Room #1 - 3:00 pm Call to Order The meeting was called to order by Trudy Ginther at 3:00 pm. Advisory Board Members present: Trudy Ginther, Maggie Greenslit, Paul Mallary, Mark Wayne, Christian McLendon, Ronnie Roberts and Linda Morris. City Staff /Council present: Market Manager Joanne Macnab, City Council member Bill Peloza and Parks Secretary Julie Mehl. Minutes Mark Wayne moves to approve May minutes, Maggie Greenslit seconds. III. Market Manager Report — Joanne Macnab A. 2011 stats: 66 registered vendors, averaged 30 vendors for 16 week season, 31 vendors on opening day, 22 vendors on closing day. It rained on four Sundays this season. Revenue was $17,419, up 7% from last year. Gross vendor sales $127,508, up 8% from last year. WIC total sales $9,200, down $1,792 from last year (based on vendor reporting). B. The market was represented at the following events: Healthy Kids Day at the Y, Clean Sweep, Petpalooza, Kids Day, Chamber of Commerce luncheon (hosted), Artrageous, Veggie Car Races and Hops & Crops at the Mary Olson Farm. C. American Farmland Trust "America's Favorite Farmers Markets" contest ran from June 1 through August 31 and the results for AIFM were: 2nd place overall in Washington state, 1s' place in 31 — 55 vendor market, 12th place nationwide for medium sized market. Mayor and council are very happy about these results. D. 2011 Major accomplishments: Have 12 above ground electrical outlets for use in rose gardens at market venue. 30" x 36" stainless steel portable sink donated by Waste Management. Have access to bus lane at Auburn Station Plaza. Bill Peloza sent thank you letters to Metro, Sound Transit and Dow Constantine regarding bus lane access. E. The Auburn High School poster art entries will feature dates & times of the AIFM Market for the 2013 season. This will eliminate the need to revise or alter the entry to support the following market season as in the past. F. Joanne will apply for a $1500 City of Auburn Arts Project Support Grant for the 2012 season. The grant is due December 12 and would be used for market entertainment. G. Joanne received two cases of graffiti abatement supplies. IV. Council report — Bill Peloza A. Bill Peloza was absent at the April meeting as he was attending a funeral. B. Bill asked if public notice is being made for these advisory board meetings. Joanne Macnab will contact the City Clerks office to find out. Bill also noted the doors must remain open as it is considered a public meeting. C. Councilman Peloza added that we had a great market season, the Mayor and council really enjoy the market (Mayor Lewis attends every Sunday). Bill suggests we hold the end of year volunteer meeting before the advisory board meeting. D. Bill suggested the AIFM host one chamber luncheon per year, the cost is $350.00. V. Correspondence /Public Input VI. Old Business A. Market bags — Paul Mallary believes the bags remind folks we are here permanently. Christian added the bags are postitive, green and we should have Waste Management sponsor for re- usable bags. Bill Peloza asked Joanne to put together a proposal to send to Waste Management. Christian added we should have a give away each Sunday at noon from a different vendor each week. Christian also suggested a marketing task force be assembled to brainstorm marketing ideas. B. Market dates through fifth market year. Ronnie Roberts wants to look at dates and theme days. Trudy would like to see themes included on an "at a glance" format. Joanne does not like the postcard, she suggests a book marker or a wallet size pamphlet with theme dates. Christian added that tri- fold flyers are very expensive and suggested postcards as they are inexpensive and could list theme days on other side. Trudy recommended a book mark for theme days. GOS Printing could sponsor, perhaps Gosanko Chocolate as well. C. Maggie noted that t- shirts could include market year on sleeve. VII. New Business A. Joanne made a motion to purchase the Parks departments existing sound system. She suggested making an offer of $300. The market has $1000 remaining in the `small tools' budget. A new sound system could cost as 2 much as $2,500. Mark Wayne believes the system in question could be worth approximately $800. Ronnie Roberts recommends spending no more than $325 for the Parks sound system, Mark Wayne seconds. VIII. Board Recommendations /Input A. Ronnie stated he is doing very well selling water & soda at Gosanko's Chocolates. Paul admitted he would have bought a soda each Sunday if it were offered. Ronnie suggested we try selling water & soda and keep trying new things to remain profitable. B. Bill Peloza mentioned there is $1,727.93 remaining in the budget. The 2012 City budget includes $30,000 as of January 1, 2012 bringing the total budget up to $31,727.93 for 2012. Councilman Peloza recommended we apply for a promotion grant through King Conservation District for $10,000 - $12,000. Bill is almost certain we can win grant funds if we have a specific promotional plan. We would need to submit by December 1St. Joanne will begin working on the process. C. Ronnie Roberts mentioned he would like to see budget numbers including revenue & expenses. D. Four members terms expire in December of this year; Trudy Ginther, Christian McLendon, Ronnie Roberts and Maggie Greenslit. All four members will continue with another term. Bill Peloza will ensure these members terms will continue and go through council. E. Ronnie Roberts thanked Bill Peloza for his hard work in spearheading the Auburn International Farmers Market. He also thanked Joanne for whipping the market into shape at a time when we were in dire need of leadership. Ronnie also thanked Trudy for keeping everyone on task and running the meetings. IX. Adjournment There being no further business, the meeting was adjourned at 4:25 pm. Approved this Day of , 2011 Trudy Ginther, Chair