Handbook

Adopted by the TVFMA Board of Directors - April 1997
Reviewed and Revised by Policy Committee and
the Board of Directors:
May ‘97, August ‘98, February ‘99, January ’00, April '01, August '05

The mission of the Market is to develop and promote Alaska's agricultural, horticultural and cottage industries, providing quality produce and products to the public.

1. Alaska Grown
All vendors shall offer only quality Alaska grown, made, caught or produced items.

2. Vendor Requirements
All vendors must be members of the Tanana Valley Farmers Market Association (the TVFMA) as outlined in the TVFMA Bylaws. Vendors are responsible for all material contained in this policy manual. A new vendor may have a one (1) Market day “trial period” after which membership dues of $20 per year must be paid in order to continue as a vendor. Only previously established food and craft vendors may sell on Fair days.

3. Hours of Operation and Setup
The TVFMA will be open from mid‑May until October weather permitting, with dates set by the Board of Directors. Based on vendor and customer input, the Hours of operation will be decided by the Board. The doors are unlocked one hour before opening to allow for set‑up. A bell will ring to indicate when selling may begin. Vendors are encouraged to remain until closing unless they have sold their entire inventory. Exceptions to this policy should be approved by the Market Manager.

4. Punctuality
Doors will be unlocked one hour before selling begins. Selling spaces will be forfeited one‑half hour before selling begins and assigned to other vendors unless the late vendor has made prior arrangements with the Market Manager. Vendors who have forfeited their selling space for this reason will be assigned a location if available. The TVFMA phone number is 456‑FARM (456‑3276).

5. Vendor Vehicles
Vendors must park their vehicles in the fenced parking lot or in the main Fair parking lot during business hours or their assigned parking space. Assigned parking spots next to the building are adjacent to a fire lane and will be clearly outlined so that no violations will occur. Large-volume produce vendors without door access may reserve one parking place near their table. The customers’ parking lot is limited in size and is intended for their use. Vendors who cause parking violations around the building may lose their parking privileges.

6. Signs
It is recommended that vendors display a sign stating their family and/or business name.

7. Pricing
Each vendor sets his/her own prices and is responsible for all aspects of display, sales, and cash flow.

8. Fees
The TVFMA Market Manager or designated alternate will provide an assessment form for each vendor. Assessments are as follows and are to be paid in full at the end of the vendor’s selling day:
$10 charge for table spaces greater than 6’ plus 10% of gross
$5 charge for table spaces 6’ and smaller plus 10% of gross
Outside spaces will be $5 plus 10% of gross
To speed up the end of day routine, to keep lines to a minimum, and for security reasons, make payment with check if possible. If paying with cash, please round amount up to the nearest nickel as no change smaller than nickels will be accepted. Hand the assessment directly to the Market Manger. (Note: The TVFMA will not accept 3rd party checks as assessment payment from vendors). The Market Manager will immediately return a copy of the receipt form to the vendor. Failure to pay the 10% assessment can result in termination of vendor privileges until all fees are brought current. Electricity fee: Vendors who use electricity will be charged $1.00 per day or $5.00 per week for appliances which are plugged in continuously. Because of inadequate power capacity, vendors are not allowed space heaters for personal use.

9. Market Manager
The Market Manager works to achieve a smoothly running market by answering questions, clarifying and implementing market policies, and upholding market bylaws. He/she will act as an information liaison between customers, vendors, and the Board of Directors. Market Manager has authority to implement policy and to act on any breach or violation of any of these items on behalf of the TVFMA. Any disputes which are not resolved by the Market Manager shall be turned over to the Market committee. Resolution of disputes shall be considered final. Members may appeal any decision of the Market Manager or the Market Committee to the Board of Directors.

10. Clean Up
Each vendor is responsible for cleaning his/her selling space. If this is not done to the satisfaction of the Market Manager, after an initial warning, the vendor will be fined $25.00 per instance. Failure to clean up may result in exclusion from the Market. Brooms, dustpans and a utility sink are located in the office, and garbage cans are located around the Market. Please don’t throw sweepings outside the building.

11. Quality
The TVFMA strives to provide a market place where fresh, wholesome, high quality products are sold. The Market Manager shall have the responsibility, in cooperation with regulatory agencies, for maintaining quality at the Market. The Market reserves the right not to allow products with objectionable images, messages, or product implications to be sold at the Market.

12. Restroom
TVFMA follows State of Alaska Environmental Sanitation Regulations 18AAC30. A public restroom is available in the office at the Market. Hot water and soap are available for sanitary purposes. Keep the restroom clean and orderly.

13. Children at the Market
All children at Market need to be supervised by a parent or guardian as the Market is not responsible for providing childcare. Children under age 16 selling at the TVFMA will be supervised by a parent, guardian or other adult 18 years old or older with Market Manager notification. The child should understand the need for and practice good hygiene procedures. Children who are disorderly or do not use their selling space properly will be told not to return to the market until the problem has been resolved.

14. Pets and Farm Animals
No pets will be allowed in the Market or in the vendor area as per Alaska statue 18AAC 30.140.(c). The only exceptions to this policy are trained seeing‑eye dogs or dogs for the hearing-impaired. Farm animals such as ducks, rabbits, etc may be sold by vendors as long as they are placed in cages outside the market building and provided with shelter and shade. All vendors bringing in farm animals should place a plastic sheet underneath the cage.

15. Smoking
Smoking is not allowed in the market building or within 15 feet of any door to the market or any outdoor vendor. Other areas may be designated as smoking areas by the Market Manager.

16. Bicycles
Bicycles, skateboards, and roller blades are not allowed in the market building. Roller blading and skate boarding are not allowed in the parking lots. Please park bicycles outside.

17. Baked Goods and D.E.C. Regulations
All food vendors, home and commercial, must comply with not only D.E.C. regulations, but D.E.C. Waiver Request for TVFMA dated 3-1-94 available from the Market Manager. The Market is inspected by a State of Alaska Environmental Health officer each season. We follow their Environmental Sanitation Regulations 18AAC30.
Home Baking: Food vendors selling baked goods prepared in their home kitchen must have a certificate on file with the Market Manager showing that they have completed the D.E.C. food preparation and safety workshop for that season.
Commercial Kitchens: Food vendors working out of commercial kitchens are responsible for working directly with D.E.C. to insure compliance with all applicable D.E.C. requirements. They must have a copy of their Commercial Kitchen Permit on file with the Market Manger.

18. Crafts
Crafts many be offered for sale at the Market under the same standards of quality and within the ‘Made in Alaska’ provisions reflecting either substantial skills in crafting the product and/or that a substantial portion of the materials be Alaskan. The Market reserves the right to reject or to refuse the sale of products that may be deemed unsuitable, objectionable, or failing some other way to conform to the character and quality of TVFMA standards and mission.

19. Mushrooms and Sprouts
All vendors who sell wild mushrooms must be permitted by the State of Alaska. The permit is conditional an renewable. See below for more info.
All vendors who sell wild mushrooms are required by the Alaska Department of Environmental Conservation (ADEC) to display a sign, placard or label stating that their product is "Wild mushrooms, not an inspected product." This is the exact wording required by the regulations. The Tanana Valley Farmer's Market further requires wild mushroom vendors to state the kind of mushroom being sold, the name of the seller, and a way for the seller to be contacted.
Any vendor who wishes to process wild mushrooms (e.g. by slicing, drying, etc.) or who wishes to sell domestically cutivated mushrooms must contact ADEC for quidelines and permit requirements.
Sprouts are considerated to be potentially hazardous food products by ADEC and must be produced in an ADEC permitted facility in order to be sold at the Market. Guidelines are available through ADEC.
Permit info: The State of Alaska, Dept. of Natural Resources and the Bureau of Land Management are collaborating to create a mushroom harvesting permit. There will be a charge of 20 cents per pound levied for the mushrooms. Harvesters may receive a permit from either of the above agencies by stating how many pounds they wish to harvest and paying the price per pound up front. The permit can be renewed by repeating the process. For more information contact:
Frank Maxwell (State of AK Dept. of Natural Resources) 451-2728
Carol Huey (BLM) 474-2200

20. WIC Coupon Redemption Program
Vendors participating in the Women, Infants, and Children’s (WIC) Nutrition Program are responsible for obtaining and following WIC rules and regulations. Only fresh, unprocessed produce may be exchanged for WIC coupons and no money may be given as change. Income received by vendors from coupons will be included in the day’s gross income. All coupons will be redeemed by check by the Market Manager.

21. Nonprofit and Political Organizations
The involvement of nonprofit organizations at the Market will be approved on a case-by-case basis by the Market Manager. Due to the non-profit status of the Market itself, political organizations cannot participate at the Market per Alaska State Statute and no solicitation will be allowed.

22. Space Selection
All location assignments, both indoor and outdoor will be approved by the Market Committee before the initial spring setup. Whenever possible, a reasonable effort will be made to locate established vendors in their traditional selling space within the following guidelines:
INDOOR – 8 foot long by 5 foot deep spaces will be reserved for those vendors offering at least 75% agricultural/horticultural products. Priority assignment to those 8’ by 5’ spaces, and those spaces with vehicle access, will be given to produce vendors who sell on a regular basis. Vendors who do not meet the 75% agricultural/horticultural product criteria may occupy any extra 8’ by 5’ spaces. Smaller volume produce vendors and those with crafts, baked goods, foods, jams/jellies/honey or multiple products will be assigned 6’ long by 5’ deep spaces or any other spaces as available at the discretion of the Market Committee. Vendors who wish to sell as a group will be accommodated according to the number of vendors in their cooperative and the nature of the products offered. Vendors are encouraged to form cooperatives to maximize use of available space.
OUTDOOR – Due to lack of shelter, outdoor spaces will be assigned on a case by case basis. Because outdoor vendors enhance the market, and because each vendor’s situation is unique, the following guidelines should be adhered to:
·     Vendor’s covered space must be no larger than 100 square feet with a maximum size of 10’ by 10’
·     Vendor’s must not be located in a manner which places customers in vehicle traffic
·     Vendor’s tents, carts, tables, etc. must be moved into the market building or taken home at the end of the day
·     Vendors must arrive early to remove tents, tables, carts, etc. from the building or make arrangements to do so with other vendors.
It is the responsibility of vendors to advise the Market Manager as to the date they will be ready to sell. Until then, their space may be made available to other vendors. ‘Occasional’ vendors will be assigned a selling space, on a space-available basis, by the Market Manager. To maintain a variety of produce, crafts, baked goods and foods, a maximum number of vendors will be allowed each selling day during the main season:
·     75% or more Produce                                            55%
·     75% or more Crafts                                                20%
·     Home Kitchen Baked Goods                                  13%
·     Commercial Kitchen Baked Goods                         5%
·     Prepared Hot Foods                                               4%
·     Beverages                                                              2%

23. Board Meetings
The TVFMA Board of Directors shall meet once each month. Members may attend meetings. It is required that concerns be submitted in written form and given to either the Market Manager or the Secretary before the meeting.

24. The purpose of committees is th assist the Board of Directors. The Board is in charge of directing the work if the committees, and defining the scope of their avtivities. The Board may create or disband committees as necessary.
a) Market Committee: is a standing committee whose function is to resolve disputes. Section 6.1 of the TVFMA By-laws defines the committee's role in membership termination. In addition the committee will rule on unresolved issues between a vendor or vendors and the market Manager, and is responsible for determining yearly space allotments.
b) Nominating Committee: is responsible for assembling a viable slate of candidates for the Board of Directors, to be voted on at the Fall General Membership Meeting. The Nominating Committee must make the slate of candidates available to the Market Secretary at least one month in advance of the meeting so that the Membership may be notified in accordance with Alaska State Statutes for Non-Profits and the TVFMA Articles and Bylaws.
c) Entertainment & Festivities (Events) Committee: will plan and carry out the logistics of activities and celebrations under the direction of the Board of Directors
d) Advertising Committee: works with the Market manager to develop and implement appealing, accurate, and cost-effective advertising strategies for both regular market activities and special events.

25. Newsletters and Fliers
Any newsletters or publications must be submitted to the Board of Directors for approval prior to distribution at the Market.

26. Logo Use
Anyone who wishes to use the TVFMA logo must apply in writing to the Board of Directors for approval before using the logo.

27. Discrimination and Harassment
Member of the TVFMA, 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 vendors, shall not discriminate against any individual with regard to selling of products, hiring, promotion, discipline, or other matters because of age, sex, race, creed, color, national origin, secual orientation, or the presense of any physical, mental or sensory disability. All vendors, members, and employees of the TVFMA shall behave toward all customers, contractors, potential customers and other TVFMA members in a way that is free of harassment and discrimination. Complaints should be taken first to the Market Manager and then to the Board of Directors and will be regarded with confidentiality.

28. Appeal Procedure
Any vendor member, Market staff person, or Board member who feels that his/her rights as a member of the Farmers Market have been violated, or feels that another vendor, Market staff person, or Board member has acted outside of their authority or position in a way which has harmed that individual or the Market as a whole, may submit copies of a written appeal, including a clear and accurate description of the situation and any action either taken or contemplated by the aggrieved person, to the President of the Board and to all others involved in the matter. The President of the Board will acknowledge receipt of the appeal and recommend, in a timely manner, possible resolution of the situation. Mediation between parties, reference of the parties to the Market Committee, or final ruling by the Board of Directors may be actions taken by the President to address the appeal.

29. Amendment Procedure
Provision to amend this policy may be found in the TVFMA Bylaws

30. The use or distribution of alcohol, drugs, or any illegal substance is prohibited on Market premises.

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