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Policy Manual

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, March 08

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 Alaskan grown, made, caught, or produced items. A significant majority of items must be self-produced.
Organic or Organically Grown - The use of the term "organic" or "organically grown" is regulated by federal law. The market abides by those guidelines.

2. Vendor Requirements

All vendors must be members of the Tanana Valley Farmers Market Association (the TVFMA) as outlined in the TVFMA By-Laws. 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 annual membership dues must be paid in order to continue to be a vendor.

3. Hours of Operation and Set-Up

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 two (2) hours before opening 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 must be approved by the Market Manager.

4. Punctuality

Set-up will begin two (2) hours before market start. Selling spaces will be forfeited one-half (1/2) 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). Spaces for food vendors using open flame must be located outside and away from the main building so as not to endanger others. Please refer to Item #18, Safety, for more specifics.

5. Vendor Vehicles

Vendors must park their vehicles in designated vendor parking areas. Fire lanes must be kept clear of vehicles. The customers' parking lot is for customers only. Vendors who habitually park in the customer lot will forfeit their selling privileges as per item #29 of the TVFMA Policy. Reserved parking spaces adjacent to vendor selling spaces require a parking fee of $5.00 per selling day, whether the parking space is utilized or not.

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:

(Note: Due to inadequate power capacity, space heaters are not allowed for personal use.)

To speed up the end-of-day routine to keep waiting lines to a minimum, and for security reasons, we strongly encourage payment with check. (Note: The TVFMA will not accept third party checks as assessment payment from vendors.) If paying with cash, please round amount to the nearest dollar, as no change will be accepted. Hand the assessment directly to the Market Manager. The Market Manager will immediately return a copy of the receipt form to the vendor. Failure to pay all fees and assessments will result in termination of vendor privileges until fees are brought current.

9. Market Manager

The Market Manager works to achieve a smoothly running market by answering questions, clarifying and implementing market policies, and upholding market by-laws. He/she will act as an information liaison between customers, vendors, and the Board of Directors. The Market Manager has authority to implement policy and to act on any breach or violation of any policy item on behalf of the TVFMA. Any disputes not resolved by the Market Manager shall to 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 per instance. Failure to clean up may result in exclusion from the market. Brooms and dustpans are located in the building office, and garbage cans are located around the market. There is a dumpster located behind the building for larger trash items.

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. Public restrooms are available 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. With Market Manager notification, children under age sixteen (16) years of age selling at the TVFMA will be supervised by a parent, guardian, or other adult 18 years or older. The child should understand the need for and practice of 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 Statute 18AAC30.140c. The only exception 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

The TVFMA marketplace is smoke-free. Parking lots are designated smoking areas.

16. Bicycles

Bicycles, skateboards, and roller skates are not allowed in the market area. Please park bicycles outside at the provided bike racks.

17. Baked Goods and D.E.C. Regulations

All food vendors, home and commercial, must comply with not only D.E.C. regulations, but also D.E.C. Waiver Request for TVFMA dated 03/01/94 (available from the Market Manager). The Market is inspected by the Department of Environmental Conservation per Regulation 18AAC30.

Home Baking - Food vendors selling baked goods prepared in their home kitchen must possess a State of Alaska Food Workers Card. The food workers must take and pass the test given by the State. Vendors must set up a time with D.E.C. to take this test. Cost for the test is $10.00. You must have a copy of the Food Workers Card and a D.E.C. Home Bakers Application on file with the Market Manager before selling at the Market.

Food Processors - Food vendors producing under the food process permit must also have a Home Baker application and Food Processor Permit on file file with the Market Manager.

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. A copy of their Commercial Kitchen Permit must be placed on file with the Market Manager.

18. Safety

Appliances or apparatus used to heat food must meet current electrical standards and not overload Farmer's Market circuits.

Electrical cords crossing walkways must be taped or otherwise anchored to prevent tripping.

Vendor using any apparatus producing an open flame must be located in an outside vendor area. Such units must also be located so as not to endanger other vendor's tents, displays, etc.

Tents and displays must be anchored to prevent blow-over or damage to neighboring vendors (20 pound minimum per leg).

19. Crafts

Crafts may be offered for sale at the Farmer's 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 and self-made. The Market reserves the right to reject or refuse the sale of products that may be deemed unsuitable, objectionable, or failing in some other way to conform to the character and quality of TVFMA standards and mission.

20. Sprouts and Mushrooms

Sprouts are considered to be potentially hazardous food products by Alaska Department of Environmental Conservation (ADEC) and must be produced in an ADEC permitted facility in order to be sold at the Market. Guidelines are available through ADEC.

All vendors who sell wild mushrooms must be permitted by the State of Alaska to do so. The permit is conditional and renewable. See below for more information.

All vendors who sell wild mushrooms are required by the ADEC to display a sign, placard or label stating "wild mushrooms, not an inspected product". This is the exact wording required by the regulations. The TVFMA further requires wild mushroom vendors to include an information card with each mushroom sale. The card must state of 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 cultivated mushrooms, must contact ADEC for guidelines and permit requirements.

Permit Information - The State of Alaska, Department of Natural Resources, and the Bureau of Land Management are collaborating to create a mushroom harvest permit. There will be a charge of twenty (20) cents per pound levied on the mushrooms. Harvesters may receive a permit from either of the above agencies by stating how many pounds they wish to harvest, and by paying the price per pound in advance. The permit can be renewed by repeating the process. For further information, you may contact Shelley Jacobson at (907) 474-2356.

21. WIC and Senior Coupon Redemption Program

Vendors participating in the Women, Infants, and Children's Nutritional Program (WIC) and the Senior Nutrition Program (SNP) coupons are responsible for obtaining and following WIC and SNP rules and regulations. Only fresh, unprocessed produce may be exchanged for WIC and SNP coupons, and no money may be given as change. Income received by vendors from coupons will be included in the day's gross income.

22. 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 and/or Board of Directors. 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.

23. Space Selection

All location assignments, both indoor and outdoor, will be decided by the Market Manager before the initial Spring set-up. Whenever possible, a reasonable effort will be made to locate established vendors in their traditional selling space within the following guidelines:

Indoor - Indoor spaces (8' long by 5' deep), will be reserved for those vendors offering at least 75% agricultural/horticultural products. Priority assignment to the 8' by 5' spaces, and those spaces with vehicle access, will be given to produce vendors who sell on a regular basis. Any extra 8' by 5' spaces may be given to vendors who do not meet the 75% agricultural/horticultural product criteria.

Smaller volume vendors will be assigned 6' long by 5' deep spaces or any other spaces as available. Vendors are encouraged to form cooperatives to maximize use of available space.

Outdoor - The following guidelines must be adhered to:

Vendors may only set up in assigned 10' by 10' spaces. Outdoor vendors who store items (tents, carts, tables, etc.) in the Market building must arrive at least one hour prior to market opening to remove the items from the building or make arrangements for another vendor to do so.

Vendor tents and displays must be anchored to prevent blow-over or damage to neighboring vendors (20 pound minimum per leg).

Vendors using any apparatus producing an open flame must be located in an outside vendor area. Such units must also be located as not to endanger other vendor's tents, displays, etc.

24. Board Meetings

The TVFMA Board of Directors meets once each month. Members may attend meetings. Concerns should be submitted in written form and given to either the Market Manager or any Board member prior to the meeting.

25. Committees

The purpose of committees is to assist the Board of Directors. The Board is in charge of directing the work of the committees, and defining the scope of their activities. The Board may create or disband committees as necessary.

a) Market Committee - This 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 assist the Market Manager in determining yearly space assignments.

b) Nominating Committee - This 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 Statutes for Non-Profits and the TVFMA Articles and By-Laws.

c) Advertising Committee - This 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.

26. Newsletters and Flyers

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

27. Logo Use

Anyone who wishes to use the TVFMA logo must apply, in writing, to the Board of Directors for approval prior to distribution at the Market.

28. Discrimination and Harassment

Members 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, sexual orientation, or the presence 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.

29. Violations of Market Rules and Policies; Sanctions

Either the Market Manager or a majority of the members of the Market Committee are authorized to give notice to vendors of any violation of market rules, regulations or policies as follows:

Step One - Notice of a first violation shall be informal and oral.
Step Two - Notice of a second violation in the same season shall be formal and in writing.
Step Three - Notice of a third violation in the same season will require the vendor to leave the market for the balance of the day.
Step Four - Discipline for a fourth or subsequent violation in the same season, in addition to requiring the vendor to leave the market for the balance of the day, will be at the discretion of the Market Committee and may include:

a) Suspension from the market for a period of time, up to one (1) year;
b) revocation of membership in the TVFMA for a period of time up
to three (3) years;
c) payment of a fine as a condition to continued market privileges or
membership in TVFMA; or
d) a combination of one or more of these sanctions.

Only the Market Committee may impose a sanction other than requiring a vendor to leave the market for the balance of the day. The Market Committee, at its discretion, may invite the member to appear before them prior to imposing any sanction, but the committee is not required to do so.

30. Appeals

A member may appeal any notice of violation (other than an informal warning) or any sanction (other than an information warning) to the Market Committee or, if the Market Committee has imposed a sanction, to the Board of Directors of the TVFMA.

a) Notice of the appeal must be in writing, delivered and received by the Market Manager, the chair of the Market Committee, or the president of TFFMA, not later than ten (10) days after the date on which the notice of violation or the imposition of a sanction was given. The failure to give timely notice of appeal waives the right to appeal.

b) Not later than thirty (30) days from receipt of the notice of appeal, the Market Committee or the Board of Directors, as the case may be, shall schedule and conduct a hearing to consider the member's appeal. The member shall be given not less than ten (10) days written notice of the date, tie, and place of the hearing. Once the date and time of the hearing is set, continuances of the hearing shall be granted only on approval of a majority of the Market Committee or the Board of Directors, as case may be. A member who fails to appear at a scheduled hearing waives the right to further appeal.

c) At an appeal, the member has the burden of showing that the notice of violation is improper, that the sanction is inappropriate, or both. The Market Committee or the Board of Directors, as the case may be, shall control the proceedings. In its discretion, and with no obligation that it do so, the Market Committee or the Board of Directors, as the case may be, may appoint a disinterested hearing officer to hear the appeal. Any decision shall be in writing.

d) A member may appeal a decision of the Market Committee to the Board of Directors on the same deadlines and schedule as an appeal to the Market Committee.

31. Amendment Procedure

Provision to amend this policy may be found in the TVFMA By-Laws.

32. Illegal Substance on Market Premises

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

TVFMA Policy Manual
Revision 03/05/08

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