L’Écomarché
régional de Beresford Inc.
Rules & Procedures
Manual
2012
Should a discrepancy arise from this manual, the French version of this
document entitled «Manuel de règlements et procedures» will take president.
Table of contents
Page
- NAME 5
- VISION 5
Goal 5
Mission 5
Association 5
- LOCATION AND TIMES 6
Location 6
Market Hours 6
- MEMBERSHIP CONDITIONS 6
Merchants 6
- DEFINITION OF A MERCHANT 6
Occasional Merchant 6
Seasonal Merchant 7
- CATEGORIZATION OF PRODUCTS 7
Agricultural Products 7
Bakery/Pastry Products 7
Ready-To-EAT Food 7
Arts & Crafts 7
New Products 7
- SELECTION PROCESS 7
Agreement 7
Jury andSelection 8
Ratio 8
- ASSIGNMENT OF BOOTHS/KIOSKS 8
Space limitations 8
Sharing 8
Sub-letting 8
Booth/Kiosks assignment 8
- MERCHANT RESPONSABILITIES 8
Conformity 8
Communication & signage in booths/kiosks 9
RentalFees and payments 9
Replacements 9
Absenteeism 9
Punctuality 9
Products 9
List10
Booth/Kiosk Presentation10
Parking 10
Good business 10
Pricing 12
Permits 11
Handling food products 11
Waste/ Garbage 12
Environmental Impact (Green Market Plan) 12
Alcohol 12
Smoking 12
Domestic Animals 12
Live Animals 12
Insurance 12
- MANAGER’S RESPONSIBILITIES (Market)12
Rules and procedures 12
Complaints 12
Collection of fees 12
Space Assignment 12
Expulsions 13
Resolution of conflicts 13
Entertainment 13
Clean up 13
Washrooms 13
- FEES 13
Administration Fee 13
Membership Fees 13
Occasional Merchants 13
Seasonal Merchants 14
Reimbursement Policy 14
- GENERAL 14
Courteous Service 14
- BOOTH/KIOSK FEES14
(See Annexe 2 of the Registration Form)
- NAME
The Market will be known under the name of «l’Écomarché régional de Beresford Inc.» and, is the property of, and will be administered by the Board of Directors of «l’Écomarché régional de Beresford Inc.» in cooperation with the Town of Beresford.
- VISION
Goal. The Rules and Procedures Manual supplies relative information as per the operations and management of «l’Écomarché régional de Beresford Inc.» as well as all details relating to the Rules and Procedures Manual are to be followed by the Board of Directors, the Merchants and the Manager. All that is not mentioned in the Manual will be left to the discretion of the Manager or the Board of Directors.
Mission. The mission of «l’Écomarché régional de Beresford Inc.» is to:
Promote the purchase of local products; Support local producers who respect environmental practices; Access to a large diversity of local products under one roof; encourage contact between producers and consumers; Improve nutrition amongst citizens by making fresh products and higher quality products available to them; Participate in the reduction of green-house gases by choosing food grown closer to home prior to consumption; Diminish consumer impact on the environment in terms of packaging and preservative usage; Favor local and regional economies and become responsible and conscientious buyers.
Association. Paid members in good standing may comment and critique the work done by the Board of Directors of the Market concerning the following:
- The general management, the operations and the administration of the market;
- Basic improvement to the market site and the associated region, presentation spaces for merchants and other property improvements;
- The market’s rules and procedures including hours of operation, space assignments, rental fees, clean up, questions relating to hygiene and security, signage and all other relative questions ;
- Activities that support the market as well as promotional and developmental material used for the market.
- LOCATION AND TIMES
Location. «L’Écomarché régional de Beresford Inc.» will be situated at 201 Parc-Est Street, Beresford, New Brunswick, E8K 1V9.
Market Hours. Based on the agricultural season, the market will operate on Saturdays between the hours of 8:00 am and 2:00 pm.
- MEMBERSHIP CONDITIONS
The Board of Directors will, via a majority vote, accept any person as a memberas long as that person meets the following criteria:
A farmer, producer or artisan who resides in a neighboring town of village.
All individual persons who wish to support the market where their membership will contribute by adding value to the market.
Accept to follow the rules and procedures established.
Has paid his/her membership fee and the administration fee.
Merchants. To be a merchant at «L’Écomarché régional de Beresford Inc.», your merchandise must respect the following percentages: a 75% minimum (production and/or harvest and/or transformation from within 100 kilometers or less) and a 25% maximum (production and/or harvest and/or transformation of 101 kilometers or more) limited to the province of New Brunswick and then others.
In the case where production and/or harvest and/or transformation does not take place within the climatic region of (100 kilometers or less), another merchant may qualify and be accepted into the market. In this case, should a regional merchant propose a similar product, all candidates will be re-considered the following year.
Town of Beresford Booth/Kiosk: The Town of Beresford will have a kiosk throughout the entire season of the market. Information will be available regarding the market, regional special events and tourismas well as souvenirs.
The resale of non-agricultural products will NOT be accepted or sold(i.e. Avon products).
- DEFINITION OF A MERCHANT
There are two types of merchants at the market:
The Occasional Merchantis someone who participates at the market sporadically as is not permanent.
The Seasonal Merchantis someone who actively participates at the market on a weekly basis (every week the market is open during its season).
- CATEGORIZATION OF PRODUCTS
Agricultural Products. This category includes, but is not limited to, fruits and vegetables, plants and flowers, trees and shrubs, honey, maple syrup products, preserves, meat, fish, poultry and eggs, seeds (for planting), firewood, fence posts (limited to the exterior of the market only), yarn, animal feed, grains, milk products, etc. Agricultural merchants may sell pre-wrapped merchandise or take-home portions. ONLY authorized merchants can sell take-home or pre-wrapped merchandise at the market.
Bakery/Pastry Products. This category includes, but is not limited to, bread, bread buns, muffins, cookies, pies, cakes, pastries, meat pies and/or tortes, etc. ONLY authorized merchants can sell take-home or pre-wrapped merchandise at the market.
Ready-To-EAT Food. Space is limited space for ‘Ready-To-EAT Food for consumption on the spot at the market. Priority will be given to merchants with ‘HOMEMADE’ products. Merchants wishing to offer such products MUST rent their kiosk on a SEASONAL BASIS ONLY.
Arts & Crafts. The products in this category must be fabricated by hand by the merchant. Priority will begiven to artisans who offer unique and original products.
New Products. Following the initial approval of your merchandise list, all merchants adding an article that falls into a different category, or who wants to sell a totally different product, MUST FIRST OBTAIN APPROVAL from the market’s manager. The initial request form will be amended as a result.
- SELECTION PROCESS
Agreement. Applicants wishing to become merchantmust fill in all proper documentation and agreements. The selection process is based on keeping a superior quality of merchandise and services in order to offer priority to producers, product variety, equitable treatment of all merchants and to assure that all merchants comply to the rules and procedures established by the market.
This agreement hold true for all products approved by the Board of Directors to be sold at the market.
Jury and Selection. All products sold at the market must first be approved by the market’s manager to assure that all rules and procedures established in section 4 are followed. The manager reserves the right to refuse any request that does not meet the standards established by the Board of Directors.
Ratio. The ratio of merchants offering agricultural products and prepared foods in comparison to artisan merchants will no lower than 5 to 1.
- ASSIGNMENT OF BOOTHS/KIOSKS
Space Limitations. Merchants will normally be limited to two (2) booths/kiosks each offering a space of 10’ x 10’. It will NOT be possible to rent more than two (2) spaces.
Sharing. Subject to approval by the market’s manager, a booth/kiosk can be shared by two members in good standing.
Sub-letting. Merchants CANNOT sell, sub-let, or rent out their booth/kiosk to anyone.
Booth/kiosk Assignment. Seasonal fulltime merchants will be the first to choose their space. Priority will then go to occasional merchants with agricultural products, baked goods and pastries, then to occasional artisans based on the number of participating days during the season. Merchants who decide to become fulltime seasonal merchants will have priority on other available spaces.
- MERCHANT RESPONSIBILITIES
Conformity. Merchants must comply with the following statements. All actions to the contrary can entail a revocation of the written agreement and/or of membership:
The Market’s Association Statement/the By-laws/or the Constitution included in this manual.
The municipal, provincial and federal laws concerning product identification, weights and measures, public health and safety, etc., for all products at the market. All merchants will be held accountable to these rules.
Communication and signage in booths/kiosks. All signage and verbal communication directed to clientele will be offered in both official Canadian languages. (See annex 1 attached to the Registration Form; Linguistic Policy).
Rental Fees and payments. All merchants must pay all applicable fees prior to set up.
Replacements. It goes without saying that merchants will be held accountable and are responsible for being present at their booth/kiosk for the purpose of selling their product or products. Clients enjoy doing business with the producers directly. However, the merchant can occasionally have replacement staff but he/she must advise the market’s manager prior to doing so.
Absenteeism. Seasonal merchants must be present and participate on a permanent and continuous basis. Following a third (3rd) absence, the merchant must provide an explanation for his/her absence and rationalize, to the market’s manager why his/her membership and/or rights should not be revoked and/or modified.
Punctuality. All merchants must be ready for customers at 8:00 am. Under normal conditions, the merchant not at their booth/kiosk by 7:45 am will be considered absent and lose the use of the booth/kiosk for that day. The market’s manager can, based on his/her own judgment, rent the booth/kiosk to someone else. For any reason, when a merchant is not able to attend, he/she must advise the market’s manager as soon as possible. It is understood that all merchants remain at their booth/kiosk until the market’s closing time unless that merchants has sold out or products prior to closing time. Any storing and packing must take place with the greatest of discretion. Tardiness and early departures will NOT be tolerated and formal disciplinary measures will be taken by the market’s manager. Following three (3) advisements, the merchant will be ask to explain himself/herself to the Board of Directors and defend the right to remain a merchant and member of the market.
Products. Merchants must bring enough products to last for the day. Certain exceptions will be made for merchants who have been overwhelmed by demands for their product; for example seasonal products. Only seasonal merchants will have permissions to leave non-perishable products in the assigned alcoves during the remainder of the week. Others must take home all of their products after the end of closing.
List. Merchants interested in selling at the market must supply a list of their suggested products to the manager. The selection committee will provide final approval.
Booth/Kiosk Presentation. Merchants are responsible to supply all materials and manpower needed for booth/kiosk set-up and take-down. ONLY clothe (material) tablecloths will be accepted. ONLY indoor seasonal merchants have permission to put up signage where indicated by the manager. NO PAINTING is permitted on permanent structures at any time. The market’s manager has the right to ask merchants to remove objects or materials that are deemed inappropriate, dangerous or insecure. Your booth/kiosk must be kept clean at all times. «L’Écomarché régional de Beresford Inc.» is not responsible for stolen or damaged goods or products belonging to any merchant.
Parking.Interior merchants may TEMPORARILY park at the designated entrances (side doors) for the purpose of loading and unloading merchandise. However, vehicles must NOT remain running during this time. The side entrances CANNOT be used for loading and unloading after 7:45 am. The main entrances CANNOT, at any time, be obstructed due to the loading and unloading of merchandise or for any other reason. Exterior merchants may park their vehicles in the appropriately assigned areas. All merchants with supplementary vehicles, like trailers, must park farther away from the building at the extremities of the parking lot or on the opposite side of the building. Parking spaces close to the building are reserved for customers of the market.
Good Business. Merchants must remain at their booth/kiosk in order to sell. All selling will be done in a respectable manor; no yelling or exaggerated solicitation.
Pricing. All products must have clearly identified pricing. Customers prefer this. Merchants should not have to cut their prices to compete with other merchants nor liquidate their merchandise at ridiculous prices. If problems arise with certain merchants, the manager will be forced to revise the membership and agreement of the merchant at fault and/or set up a proper pricing guide. Each merchant is responsible to record and pay proper sales tax where applicable.
Permits. Merchants are responsible to acquire permits, licenses, inspection certificates associated required to sell their products.
Handling of Food. All persons handling food MUST maintain a HIGH STANDARD of cleanliness and personal hygiene. In fact, all participants at the market, including personnel and volunteers must follow proper cleaning and hygiene pratices so as to NOT transfer bacteria between the merchants and the food.
PLEASE FOLLOW the directives listed below:
All foods sold MUST be protected from contamination risks.
Foods that are prepared MUST be pre-packaged at the moment they are prepared and smaller items, like muffins, must be packaged at least three (3) per item in order to discourage over the counter eating and competing with specialty food stores.
All persons involved in the handling of foods MUST have proper clothing, wash their hands frequently, not have an infectious disease, not smoke and avoid touching their noses, mouths, hair and skin at all costs. All merchants MUST use soap and warm water following washroom visits.
Containers and bags CANNOT be used more than once.
Non authorized personnel MUST NOT be permitted into areas where food is being prepared.
Food MUST BE placed on shelves or tables, at least, 15 cm from the floor or ground.
Personal effects SHOULD NOT be placed next to food.
SAMPLES AND CONDIMENTS:
-NEVER let clients put their hands on samples of food that will potentially be consumed by other clients; you MUST provide toothpicks or small paper wrappers for food sample distribution.
-Food samples MUST NOT be re-heated inside the building.
-Provide tongues, forks or spoons for each condiment offered. DO NOT let clients take products with their hands.
-Clean space frequently of falling food as well as the floor/ground.
-Watch children closely.
Waste / Garbage. Booths/kiosks MUST be cleared of all waste and debris.
All waste MUST be place in waste containers or recycling bins where indicated following code. All merchants are discouraged to bring waste products home from the market; especially food merchants.
EnvironmentalImpact (Green Market Plan) ONLY recyclable bags made of clothe, paper bags and biodegradable plastic bags will be accepted.
Alcohol. It is STRICTLY PROHIBITED to consume alcoholic beverages on market property.
Smoking. It is STRICTLY PROHIBITED to sell tobacco products or to smoke on market property.
Domestic Animals. Domestic animals are NOT inside the building and MUST be attached at all times if outside the building.
Live Animals. The sale of live animals is NOT permitted with the exception of fish.
Insurance. The market will have liability and property insurance. All additional insurance MUST be furnished by the merchant. The market will NOT be held responsible for property belonging to any merchant.
- Manager’s responsiblities (Market)
Rules and Procedures. The manager of the market supervised the daily operations of the market. He/she assures everyone follows the rules and procedures of the market as described in this manual and therefore must report all infractions to the Board of Directors when necessary. The manager has the right to suspend a merchant for a day, or longer, as a result of a serious infraction of the rules and procedures.
Complaints. All complaints MUST written and submitted to the market’s manager.
Collection of Fees. The manager MUST collect all fees when due and deposit the money directly. Merchants WILL NOT be able to setup their booth/kiosk until all fees are paid in full.
A $40.00 fee will be charged for any NSF checks.
Space Assignment. The manager of the market is responsible to assign all spaces at the market (kiosks/tables) and MUST adhere to the following guidelines:
Priorities described in Article 8 as previously mentioned;
Frequency of merchant participation;including late starts and early departures.
Booth/kiosk/table availability;
Product categories and compatibility with neighboring products;
Special demands (Electricity, exterior vehicle, tardiness, etc.)
The manager may move a merchant for security, health or compatibility reasons as well as any other reason deemed reasonable.
Expulsions. When necessary, the manager has the authority to remove any merchant or persons and contact the proper authorities (police, etc.).
Resolutionofconflicts. You are encouraged to find solutions to your own conflicts. However, should a resolution between two merchants not be possible, it must be brought to the attention of the manager. The manager must then ask pertinent questions and use good judgment in bringing the problem to the Board of Directors at their next meeting. It is important NOT to discuss conflicts in front of clients during market hours.