Pendleton Farmers
Market 2005 Annual Report
Board Member Application
Pendleton Farmers Market 2006 Annual Report
Introduction
2006 marked the fifth year of operations for the Pendleton Farmers Market. The Pendleton Farmers Market is an Oregon non-profit membership corporation organized to expand local and regional marketing opportunities for area farmers and artisans while providing opportunities for local and regional consumers to purchase locally produced goods - all in Pendleton’s downtown core. Following is a summary of the 2006 market season, the adopted 2007 budget, and what we have planned for 2007. On behalf of the Pendleton Farmers Market board, we appreciate all the vendors, customers, and volunteers who make the market possible, and we look forward to seeing you in 2007 .
Average Number of Vendors & Estimated Sales per Market
|
Vendors '05 |
Est. Total Sales '05 |
Vendors '06 |
Est. Total Sales '06 |
|
|
Farmers |
11 |
$53,185.00 |
11 |
$94,147.71 |
|
Crafters |
9 |
$19,966.00 |
8 |
$12,879.06 |
|
Prepared foods |
4 |
$23,733.00 |
5 |
$38,815 |
|
Total |
24 |
$96,844 |
24 |
$145,841.76 |
| Vendor
sales increased an estimated 50% between 2005 and 2006 Estimated Total Sales is conservative as not all vendors report sales information. |
||||
Number of Shoppers per Market for 2005 and 2006
2006 Budget Summary and Adopted 2007 Budget
| 2006 Actual | 2007 Projected | 2006 Actual | 2007 Projected | |||
| Income | Expenses | |||||
| Fundraising | $3277.00 | $2660.00 | Advertising | $1690.78 | $2000.00 | |
| Membership | $1925.00 | $1600.00 | Contracting* | $9000.00 | $9000.00 | |
| Premium sales | $499.00 | $450.00 | Cost of goods | $602.00 | $500.00 | |
| Space reservations | $2900.00 | $2500.00 | Events | $355.77 | $500.00 | |
| Vendor payments | $6696.00 | $6600.00 | Fundraising | $408.91 | $500.00 | |
| Insurance | $360.00 | $360.00 | ||||
| Total income | $17,265.90 | $15310.00 | Membership | $46.00 | $300.00 | |
| Office** | $3839.68 | $2000.00 | ||||
| Volunteers | $150.00 | $150.00 | ||||
|
Total expenses |
$16,452.92 | $15,310.00 | ||||
|
Operating profit (loss) |
$812.98 | $0.00 | ||||
| Cash reserves = $9542.85 | ||||||
2007 Market Fees Remain Unchanged
Strategic Priorities for 2007
| Increase Vendor Service |
|
| Increase Customer Service |
|
| Maintain Relations with Downtown Merchants |
|
| 2006 Board Members |
|
Scott Fairley, President (2006 – 2008) Sharon Simons, Treasurer (2005 – 2007) Loretta Thomas, Secretary (2005 – 2007) Michelle Miller (2005 – 2007) Jack Simons (2005 – 2007) Wanda Alanis (2006 – 2007) Karen Kendall (2006 – 2008) Phil Davis (2006 – 2008) Ruth Crafton (2006 – 2008) John Brenne (2006 – 2008) Antoinette Bruton (2006 – 2008) |
Pendleton Farmers Market
Good food, good prices, good people – Pendleton Farmers Market
Pendleton Farmers Market 2005 Annual Report
2005 was a good year for the Pendleton Farmers Market. Our membership increased, the number of vendors per market increased, our estimated shoppers per market increased, and the market ended the year with a $1,728 dollar profit. The focus for 2006 is to draw more shoppers to the market, increase the number of vendors attending the market each week, and increase the presence of the market within the community.
Average Number of Vendors/Market for 2005*
| Sales Category | Number of Vendors | Estimated Sales by Vendor Category |
| Farmers | 11 | $53,185 |
| Crafters | 9 | $19,966 |
| Prepared Foods | 4 | $23,733 |
|
Total: |
24 | $96,844 |
* There were 550 paid stalls in 2005 vs. 377 in 2004. 2005 averaged 24 stalls per market out of a total of 36 available stalls. This represents an increase of 43%.
Number of Shoppers up 20%
Fee Changes
2005 Budget Summary and Adopted 2006 Budget
|
2005 |
2006 |
2005 |
2006 |
|||
|
Actual |
Preliminary |
Actual |
Preliminary |
|||
|
Revenues |
Expenses |
|||||
| Memberships |
1,120 |
1,500 |
Advertising |
1,380 |
1,450 |
|
| Contributions |
2,421 |
2,300 |
Office |
1,840.71 |
1,400 |
|
| Vendor Income (Sales) |
5,528 |
6,600 |
Fundraising |
384.22 |
400 |
|
| Stall reservations |
1,600 |
2,000 |
Contract |
4,500 |
9,000 |
|
| Sales (Bags, T-shirts, Misc) |
310 |
400 |
Insurance |
362 |
400 |
|
| Total Earned Income |
$10,979 |
$12,800 |
Memberships |
200 |
200 |
|
| Volunteer Recognition | 25 | 100 | ||||
| Cost of Goods (Bags, T-shirts) | 308.5 | 300 | ||||
| Events | 250 | 500 | ||||
| Total Expenses | $9,250.43 | $13,750 | ||||
| Operating Profit (Loss) |
$1,728.57 |
$(950) |
Assumptions for 2006 Budget
New things we tried in 2005:
| Operational Goals for 2006: | Strategic Priorities for 2006: |
|
Average 30 vendors per week (60% agriculture and prepared food; 40% crafts). |
Shift increasing responsibility to contracted market manager while continuing consistent board oversight |
|
Increase number and variety of market events. |
Review Operating Policies and Guidelines for consistency & clarity |
|
Attract more shoppers through increased marketing and advertising including two special events and new posters |
Improve tracking of market statistics |
|
Develop a sustainable marketing strategy, including regular food tastings to educate members of the public about the value of eating fresh, locally grown foods; and educational & marketing materials in Spanish. |
Improve board member and volunteer recruitment and make more efficient use to board member sub-committees |
|
Expand direct sales marketing opportunities for regional farmers (beyond the Farmers Market) |
Support Oregon Rural Action’s Eastern Oregon Market Coordination Project |
|
Maintain good relations with City, 400 block merchants and downtown community |
Participate in Pendleton’s Urban Revitalization planning project |
|
The Pendleton Farmers Market Association is an Oregon non-profit membership corporation organized to expand local and regional marketing opportunities for area farmers and artisans, while expanding opportunities for local and regional consumers to purchase locally and regionally produced goods.
Pendleton Farmers Market
|
2005 Board Members Scott
Fairley, President (2003-2005) |
Interested in being a vendor, volunteering, or serving on the Pendleton Farmers Market Board? Contact the Market Manager at (541) 969-9466.
Board Member Application — 2007
Pendleton Farmers Market
Board Member Application
Name _____________________________________________________________________
Address _____________________________________________________________________
City _________________________ State ___________ Zip __________
Daytime Phone: __________________ Evening Phone: ___________________
Cell Phone: ______________________ Email: _____________________________
Profession/Occupation: ___________________________________________________________
A Member of the PFM Board of Directors will be happy to meet with you personally to discuss Board roles and responsibilities, and determine the most successful and enjoyable placement for you. Board positions and responsibilities are outlined in the PFM Board Descriptions and Responsibilities Guide. General Director’s service requirements are approximately 4 hours per month, plus special duties or events as scheduled. Please visit our website www.pendletonfarmersmarket.net for more information and/or call 541-969-9466 to schedule a time to visit with us.
Please list current or prior board experience.
Organization: Dates:
_______________________________________________________ ____________
_______________________________________________________ ____________
_______________________________________________________ ____________
_______________________________________________________ ____________
Other volunteer commitments:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Why are you interested in Pendleton Farmers Market?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Areas of expertise/contributions you would like to give to the Market:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
All Board members must commit to:
Attending
all monthly meetings and to working one Friday per month at the
market during our open season. Can you make this commitment to meetings, and to
working outdoors with the public in the summer? Yes
˙
No ˙
Are you comfortable speaking in public and working with the media? Yes ˙ No ˙
For all prospective and accepted Board of Directors Members:
I have reviewed the Board of Director Roles and Responsibilities information and agree to attend meetings and fulfill the responsibilities as described therein. I understand the time and work commitment and can make that obligation.
I recognize that I am as important a part of this Market as the staff, the vending members, and other volunteers. I will perform my chosen roles and tasks knowing they are valuable and instrumental to the success of the Pendleton Farmers’ Market. I will do my best to be clear about my needs and desires for an enjoyable and useful experience. I agree that I am serving as a volunteer at my own risk and will hold Farmer’s Market harmless from liability for any injury I may sustain in the fulfillment of my duties.
___________________________________________________ ____________
Signature
Date
For PFM Board Use
____ Nominee has had a personal meeting with Board President or other Board member. Date ______
____ Nominee reviewed by the Committee Date ______
____ Nominee attended a Board meeting Date ______
____ Nominee interviewed by the Board Date ______
Comments and/or other Action taken by the Board:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___ Nominee was elected through voting process at Annual Meeting for a two-year beginning and ending on [Dates] ____________________________________________________________________
This Director assumed the following roles and committee positions [with Dates]:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
By-Laws
of
Pendleton Farmer’s Market
A NON-PROFIT
CORPORATION
Adopted February 28, 2003
Revised March 10, 2008
ARTICLE I: NAME, PURPOSE AND LOCATION
Section 1: The name of this corporation shall be the Pendleton Farmer’s Market. Subject to the limitations stated in the Articles of Incorporation, the purposes of this corporation shall be to engage in any lawful activities, none of which are for profit, for which corporations may be organized under Chapter 65 of the Oregon Revised Statutes (or its corresponding future provisions). This Corporation’s primary purpose shall be to expand local and regional marketing opportunities for area farmers and artisans, while expanding opportunities for local and regional consumers to purchase locally and regionally produced goods.
Section 2. Its registered office shall be P.O. Box 747, Pendleton OR 97801, or at such place as the Board of Directors may from time to time designate.
ARTICLE II: Members
Section 1. Classes and Voting. There shall be one class of members of this corporation. Each member shall be entitled to one vote on all matters for which a membership vote is permitted by law, the Articles of Incorporation, or the Bylaws of this corporation.
Section 2. Qualifications. A person shall become a member of the corporation by paying a membership fee of amount to be set by the Board.
Section 3. Termination of Membership. Membership may be terminated by the Board of Directors after giving the member at least 15 days written notice by first class or certified mail of the termination and the reasons for the termination, and an opportunity for the member to be heard by the board, orally or in writing, not less than five days before the effective date of the termination. The decision of the Board shall be final and shall not be reviewable by any court.
Section 4. Annual Meeting. The annual meeting of the members shall be either on the first or second Saturday in February.
Section 5. Special Meeting. Special meetings of the members shall be held at the call of the Board of Directors, or by the call of at least fifty percent. Voting members of the Corporation by a demand signed, dated and delivered to the corporation’s Secretary. Such demand by the members shall describe the purpose of the meeting.
Section 6. Notice of Meeting. Notice of all meetings of the members shall be given to each member of the last address of record, by first class mail at least 7 days before the meeting, or by means other than first class mail at least 30 but not more than 60 days before the meeting. The notice shall include the date, time, place, and purposes of the meeting.
Section 7. Quorum and Voting. Those votes represented at a meeting of members shall constitute a quorum. A majority vote of the members represented and voting is the act of the members, unless these bylaws or the law provide differently.
Section 8. Proxy Voting. There shall be no voting by proxy.
Section 9. Action by Consent. Any action required by law to be taken at a meeting of the members, or any action which may be taken at a members’ meeting, may be taken without a meeting if a consent in writing, setting forth the action to be taken or so taken, shall be signed by all the members.
Article III. Board of Directors
Section 1. Duties. The affairs of the corporation shall be managed by the Board of Directors.
Section 2. Number and Qualifications. The number of Directors may vary between a minimum of seven and a maximum of eleven.
Section 3. Term and Election. The term of office for Directors shall be two years, except for the initial adjustments of shorter terms needed in order to create staggered terms. The Board shall make provisions to stagger the terms of Directors so that each year the terms of as close to possible to one-half of the Directors shall expire. A director may be reelected without limitation on the number of terms she or he may serve. The Board shall be elected by the members at the annual meeting of the members.
Section 4. Removal. Any Director may be removed, with or without cause, at a meeting called for that purpose, by a vote of a majority of the members entitled to vote at an election of Directors. Failure to attend more than three consecutive meetings of the Board of Directors shall presumptively be cause for removal. The notice of a meeting in which removal will be considered may state that the purpose or one of the purposes of the meeting is the removal of the Director or Directors involved.
Section 5. Vacancies. Vacancies on the Board of Directors and newly created board positions will be filled by a majority vote of the Directors then on the Board of Directors.
Section 6. Quorum and Action. A quorum at a board meeting shall be a majority of the number of Directors prescribed by the Board, or if no number is prescribed, by a majority of all Directors in office immediately before the meeting begins. If a quorum is present, action is taken by a majority vote of directors present. Where the law requires a majority vote of directors in office to establish committees that exercise Board functions, to amend the Articles of Incorporation, to sell assets not in the regular course of business, to merge, to dissolve, or for other matters, such action is taken by that majority as required by law.
Section 7. Regular meetings. Regular meetings of the Board of Directors shall be held at the time and place to be determined by the Board of Directors. No other notice of the date, time, place or purpose of these meetings is required.
Section 8. Special meetings. Special meetings of the Board of Directors shall be at the time and place to be determined by the Board of Directors. Notice of such meetings, describing the date, time, place and purpose of the meeting, shall be delivered to each Director personally or by telephone or by mail not less than two days prior to the special meeting.
Section 9. Meeting by Telecommunication. Any regular or special meeting of the Board of Directors may be held by telephone or telecommunications as long as all Directors can hear each other.
Section 10. No salary. Directors shall not receive salaries for their Board services, but may be reimbursed for expenses related to Board service.
Section 11. Action by consent. Any action required by law to be taken at a meeting of the Board, or any action which may be taken at a Board meeting, may be taken without a meeting if a consent in writing, setting forth the action to be taken or so taken, shall be signed by all the Directors.
Article IV: Committees
Section 1. Executive Committee. The Board of Directors may elect an Executive Committee. The Executive Committee shall have the power to make on-going decisions between board meetings and shall have the power to make financial and budgetary decisions.
Section 2. Other Committees. The Board of Directors may establish such other committees as it deems necessary and desirable. Such committees may exercise functions of the Board of Directors or may be advisory committees.
Section 3. Composition of Committees Exercising Board Functions. Any committee that exercises any function of the Board of Directors shall be composed of two or more Directors, elected by the Board of Directors by a majority vote of the number of Directors prescribed by the Board, or if no number is prescribed, a majority vote of all Directors in office at that time.
Section 4. Quorum and Action. A quorum at a Committee meeting exercising Board functions shall be a majority of all Committee members in office immediately before the meeting begins. If a quorum is present, action is taken by a majority vote of Directors present.
Section 5. Limitations on the Powers of Committees. No committee may authorize payment of a dividend or any part of the income or profit of the corporation to its directors or officers; may approve dissolution, merger, or the sale, pledge or transfer of all or substantially all of the corporation’s assets; may elect, appoint, or remove directors or fill vacancies on the board or on any of its committees; nor may adopt, amend, or repeal the Articles, Bylaws, or any resolution by the Board of Directors.
Article V: Officers
Section 1. Titles. The officers of this corporation shall be the President, Treasurer, and Secretary.
Section 2. Election. The Board of Directors shall elect the officers to serve one year terms. An officer may be reelected without limitation on the number of terms the officer may serve.
Section 3. Vacancy. A vacancy of the officers shall be filled not later than the first regular meeting of the Board of Directors following the vacancy.
Section 4. Other Officers. The Board of Directors may elect or appoint other officers, agents and employees as it shall deem necessary and desirable. They shall hold their offices for such terms and have such authority and perform such duties as shall be determined by the Board of Directors.
Section 5. President. The President shall be the chief officer of the corporation and shall act as the Chair of the Board. The President shall have other powers and duties as may be prescribed by the Board of Directors.
Section 6. Secretary. The Secretary shall have overall responsibility for all recordkeeping. The Secretary shall perform or cause to be performed the following duties: a) official recording of the minutes of all proceedings of the Board of Directors and members’ meetings and actions b) provision for notice of all meetings of the Board of Directors and members c) authentication of the records of the corporation; d) any other duties as may be prescribed by the Board of Directors.
Section 7. Treasurer. The Treasurer shall have overall responsibility for all corporate funds. The Treasurer shall perform or cause to be performed the following duties: a) keeping full and accurate accounts of all financial records of the corporation; b) deposit of all monies and other valuable effects in the name and to the credit of the corporation in such depositories as may be designated by the Board of Directors; c) disbursement of all funds when proper to do so; d) making financial reports as to the financial condition of the corporation to the Board of Directors; and e) and any other duties as may be prescribed by the Board of Directors.
Article VI: Corporate Indemnity
This corporation will indemnify its officers and directors to the fullest extent allowed by Oregon law.
Article VII: Amendments to Bylaws
These Bylaws may be amended or repealed, and new Bylaws adopted, by the Board of Directors by a majority vote of Directors present, if a quorum is present. Prior to the adoption of the amendment, each Director shall be given at least two days notice of the date, time, and place of the meeting at which the proposed amendment is to be considered, and the notice shall state that one of the purposes of the meeting is to consider a proposed amendment to the Bylaws and shall contain a copy of the proposed amendment.
Date Adopted:
February 28, 2003
Signature of Corporate Officer:
Karen Wagner, Board President
Date Revised: March 10, 2008
Signature of Corporate Officer: Jack Simons, Board President