Legal Documents

Minutes

- 2019- 2020- 2021- 2022

Documents

Bylaws

Adopted October 9, 2019

Mission Statement: To help strengthen our local food system, through educating and empowering community support of a marketplace that supports healthy, local, and sustainable food and homemade items to contribute to our local economy.

Board of Directors: The duty of the board of directors will help to guide and develop existing policies and regulations for the Cheyenne County Farmer’s Market. Board of directors will oversee the coordinator position and be fiscally responsible for the Farmer’s Market. The Cheyenne County Farmer’s Market will hold 5 positions to make up a board of directors. Qualified directors are Cheyenne County residents, local producers or vendors. The board of director positions are as follows:

Chairman: Duties include scheduling and running the monthly board meeting, coordinating with committees and informing the committee representative of the scheduled board meeting so they can attend and make their report.

Vice Chairman: Duties are the same as the Chairman. The Vice Chairman must be ready to fill in for the Chairman for any reason.

Secretary: Duties include keeping a record of board meeting activities, creating minutes of that meeting, and presenting those previous meeting’s minutes at the next meeting.

Treasurer: Duties include keeping a record of all financial transactions made with Cheyenne County Farmer’s Market funds, and making a summery report of those transactions and balances at each board meeting.

Public Relations: Duties include the coordination and recording of interaction between the board and outside entities, whether those entities be committees, local government, newspapers, online social networks, etc.

Filling Positions on the board: The board of directors will be assigned their duty until he/she no longer wants to fill that role. At that time, the remaining board of directors can recruit until the position has been filled. To vote in a new member, a 3/5 passing vote by the board of directors will need to be achieved.

Meetings: Meetings will be held monthly. A 3/5 quorum will need to be present in order to have an official meeting. 3 present board members must be in attendance. Non-Physical voting can also take place to ensure a 3/5 presence.

Committees: The board of directors will appoint and assign committees with the task of researching and developing an idea derived from the board. Committee members will be allowed to brainstorm such task with the understanding that they are to report back to the board of directors with their findings. Committee members will not have voting privileges, nor will they represent themselves as board members.

Farmer’s Market Coordinator: The Cheyenne County Farmer’s Market may choose to employ 1 person as their paid Farmer’s Market Coordinator for the duration of one season. The coordinator will execute all activities and decisions set forth by the board of directors. If at any time, the board of directors feels that the coordinator is under-serving, or violating the Farmer’s Market or board, the board may vote to replace the coordinator without notice. More information can be found in the Farmer’s Market Coordinator Job Description. The coordinator will be subject to the outlined duties found in the Job Description.

Financials: All funds received by the Cheyenne County Farmer’s market Board from any source, including fees, fundraising, grants, donation, etc., will be used exclusively for the coordinator’s salary, and the maintenance, promotion, and supplies for the Cheyenne County Farmer’s Market. The Treasurer will be responsible for the recording of all cash flow, and for the reporting of that record at board meetings.

Amending Bylaws: Bylaws can be amended after board discussion and a 3/5 passing vote. The amendment needs to be documented in official minutes and revised in the current bylaws copy.

Vendor Procedures

If you have ANY questions, please email coordinator@cncofarmersmarket.com

THE MISSION of the Cheyenne County Farmers Market is to enhance community health via locally grown, fresh agricultural and related products and information. The concept of a Farmer's Market allows county residents the opportunity for community involvement, awareness, and participation in the local economic base. As this is a community market, it requires cooperation from all sellers, buyers, and volunteers to make it a success.

GENERAL GUIDELINES AND MARKET PROCEDURE
1.Who may sell? Growers, craftspeople, artisans, bakers, and honey producers. Vendors grow, make, or bake the products they have for sale themselves. Products cannot be purchased by a vendor and then resold at the market.
2.What may be sold? Fresh produce, cut flowers, live plants, baked goods, eggs, honey, jams, jellies, frozen meats, and handcrafted items. Product-specific guidelines are outlined in Food Safety for Kansas Farmers Market Vendors: Regulations and Best Practices.
3.Each seller has the privilege and responsibility to establish prices on his/her own goods. Prices should never be lower than supermarket prices, even in peak season. Vendors are encouraged not to under price! Do not sell yourself or your fellow vendors short!
4.All vendors are subject to inspection by state and local authorities.
5.Market location, dates and times - The Outdoor Market Season is located in the City Park. Markets begin on the first Saturday in June at 9:00 am and continue through the end of September, produce and weather permitting.
6.Vendor stalls: First come first serve for tables. ALL VENDORS must be in their stall 15 minutes prior to opening. Vendors are responsible for supplying extra tables, chairs, canopies, etc.
7.Set up and start times - Set-up a may begin an hour prior to the market starting. Vendors are asked to be in place no later than 1/4 hour before market start time.
8.Vendors are responsible for their own insurance, licenses and any permits necessary for the products they sell at CCFM.
9.Vendor fees - Each vendor pays:
●A commission fee of 15% of total sales at each market. Of this 15%, the current tax rate goes to state and city sales tax, and the remainder helps to offset market expenses. As of January 31,2020, CCFM vendors currently pay 9.5% toward state sales tax and the remaining 5.5% is collected as market commission.
●CCFM pays the sales tax for product sold at market. Vendors will receive a statement at the end of the year summarizing total sales reported, amount paid to sales tax, and amount market collected to go toward operating expenses.
10.Vendors are welcome to accept credit or debit cards at their booth with square technology (or other mobile phone/tablet apps). This income should be recorded as "Cash" on the daily vendor report form and vendor will pay standard 15%commission on such income. Vendor is also responsible for all fees incurred for this income.
11.Food Trucks certified with the state of KS to provide hot, ready to eat foods are welcome to sell at the Cheyenne Co Farmers Market. Food Truck vendors will be expected to abide by the same setup and start times as regular vendors.

Food Truck Vendor Fees - vendor pays:
● A flat $15 stall fee at each market attended. It is understood that Food Truck vendors will be responsible for paying their own sales tax to the state of Kansas.
● For the purposes of market records, Food Truck Vendors will be asked to turn in a daily total sales summary at the markets they attend.

At the end of each market, vendors should report to the kiosk with:
1) The daily vendor report handed to you by the market volunteer at the beginning of market time.
2) Any tokens, coupons, and market money you have collected that day.
3) Your daily commission fees, payable in any combination of check or cash.
CCFM Manager/Volunteer will assist vendors in calculating final commission due. All tokens, coupons, and market money accepted by the vendor will be deducted from final commission due. In the event of CCFM owing the vendor a return, a check may be issued instead of cash.

Grievance Procedure - Any Grievance regarding the pricing habits, displays or conduct of another vendor should be immediately directed to the market manager and NOT directed to the vendor in question. If the market coordinator fails to settle the grievance, it shall be directed to the CCFM board for discussion and vote.

Vendor Agreement – All registered vendors are required to review and sign the vendor agreement in order to participate in markets.

Vendor Agreement

I agree to the following:

*This name will be your log in user name

Log in password
Confirm password Passwords must match

Check boxes
I have read and retain a copy of the 2020 Vendor Procedures.
I have read and retain a copy of Food Safety for Kansas Farmers Market Vendors: Regulations and Best Practices. (write NA if you are a vendor who sells NO produce or food products).
I will take the responsibility make sure all who sell or assist at my stall are trained in all CCFM procedures, as well.
I will complete my daily record sheet and pay my commission fees at the end of each market.

The following are not required, but please answer:
I have attended a food safety course or presentation (via CCFM or otherwise) in the last 3 years. Yes or No (select one)
I have attended a CCFM Informational Meeting in the last year. Yes or No (select one)

The Farmers Market is set up to handle and pay the required sales tax due for sales through the Farmers Market, for both online and in person sales. By default, we automatically collect and pay those taxes.
If you are licensed seller, and have a valid Kansas sales tax id, you can choose to pay your own taxes.
For online sales, we will still add the appropriate sales tax to the amount due, but instead of us paying those taxes to the state, we will forward that money to you, and then you will be responsible to get your taxes paid.

I do not have a Kansas sales tax id, or want the Farmers Market to pay my taxes from the money collected from my Farmers Market sales.
I have a Kansas sales tax id, and will be responsible for paying my own taxes.

My Kansas Sales Tax Id (required if you plan to pay your own taxes)


Vendor’s mailing address -- Street Address


Vendor’s mailing address -- City, State Zip


Vendor’s phone


Vendor’s email address*
*by supplying your email address you agree to receive vendor monthly reports and other CCFM communications via email


Vendor’s signature (Type in your name)


Date


Vendors must read all guidelines and complete registration forms before the first day to sell at market.
If you would like to complete your registration in person or if you have any questions, please call Kelley at 303-358-9112 or email coordinator@cncofarmersmarket.com to make an appointment.
The form can also be mailed to: Cheyenne County Farmers Market Board 115 W Spencer, St Francis, KS 67756

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Please answer the following questions as completely as possible to help CCFM enhance promotion of the market.
Please answer only what you are willing to have published. If you DO NOT want your phone number to appear in an online or print directory, please do not list it below. Your information as listed at the beginning of this document will be for market manager contact only.
Please list your name as you would like it to appear in market directories. This can be the name of your farm or your family name. Think about how you want customers to identify you. This might be something you incorporate into your signage at the market.


Name of Booth/Business


Contact Person


Phone


Email


Website


Year you began selling at CCFM

A description of your business or products to be used on the vendors page of this website:


Days at Market (generally): check all that apply: Saturday / Indoor Winter Markets

Products Offered:

Vegetables	Fruit	Jams/Jellies
Meat	Honey	Baked Goods
Eggs	Herbs	Live Plants
Cut Flowers	Pet Products	Body Products
Artisan Crafts	Prepared Foods

Licensed/certified canned products, please list:


Other, please list:


Detailed Product Listing:


Descriptive Details about Gardening Practices / Baked Goods Specialty / Other


Email photos of business logo, garden or farm to coordinator@cncofarmersmarket.com for possible inclusion on our website or other market promotions.

For Market Manager informational purposes:
I would like my farm/garden to be considered for any CCFM farm or garden tours that might be scheduled in the future.
I would be open to the Market Manager and/or area press visiting my farm/garden for feature articles, market promotion in general, and photo opportunities.
I or a member of my family would like to serve as an occasional market volunteer.
I or a member of my family would like to assist with market fundraising events.
I would be interested in teaching a workshop or class (topics could include seed saving, seed starting, cooking, growing, high tunnels, indoor container gardening, composting, cold frames, canning, etc.) through the market’s community outreach project.

Available PDF's

Bylaws - uploaded Feb 9th, 2020
Foods Sold Directly to Consumers in Kansas: Regulations and Food Safety Best Practices - uploaded Mar 29th, 2024
Market Sales Report - uploaded May 28th, 2023
Vendor Procedure and Agreement - uploaded Feb 9th, 2020

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