Dexter Lake
Farmers’ Market
Food Vendor Rules and Application
1. THE MARKET
The Dexter Lake Farmers’
Market (DLFM) is an open air farmers’ market held at (but not associated with)
Dexter State Recreation Site on Sundays from noon to 3pm, May 29 – Oct
2. The primary purposes for DLFM are:
*To provide fresh, local,
high quality food, plants, and hand-crafted products to the community.
*To provide a venue for local
farmers and producers to sell their products
* To build community in the
Dexter and Lowell area
The physical address of the
market is 39011 Hwy 58, Dexter, Oregon. The contact address for DLFM is PO Box
234, Dexter OR 97431. Website: www.dexterlakefarmersmarket.org
A Farmers’ Market Board of
Directors made up of community members and vendors was created in March, 2009. Board meetings are open to
the public. To find out when the next meeting is scheduled, call 541-937-3034.
If you are interested in becoming an active member we encourage and welcome
more volunteers.
Current members of the
DLFM Board: feel free to contact them
with questions
Marion
Toephe McLean lisbebrown@msn.com 541-937-3034
Sarah
Hucka eatwell@circlehorganicfarm.com 541-937-2413
David
Erickson ericksoda@aol.com
541-937-4265
Bonny
Erickson BonnyE@aol.com 541-937-4265
Pamela
Driscoll pamelacypress@yahoo.com 541-937-3007
2. MEMBERSHIP
DLFM reserves the right to refuse any prospective vendor’s application. DLFM also reserves the right to modify these guidelines to clarify issues or circumstances that may not be addressed directly in these guidelines. DLFM does not discriminate on the basis of race, color, religion, sex, national origin, age, or disability.
Potential members must submit
an application plus applicable licenses and certifications, and pay the $20
annual application fee before they can be considered for membership in DLFM.
Within 2 weeks the board of directors will review the application and
applicable licenses and certificates for compliance with DLFM regulations and
report approval or denial to the applicant. The applicant will not be allowed
to sell at DLFM until the review process is complete. If denied, the
application fee is not returned to the applicant. If a vendor plans to sell
both food and crafts, they will fill out both applications but pay only one
application fee.
Preference will be given to
vendors whose businesses are based in Dexter, Lowell, and surrounding areas.
Only products grown, gathered, or produced by DLFM members or a member of their
family are permitted. While we strive to have full product diversity, DLFM
reserves the right to prohibit anyone from selling and to prohibit any product
from being sold at the market.
All products sold must be
grown or prepared in compliance with Oregon Department of Agriculture (ODA),
Oregon Health Department, and DLFM guidelines. Please see http://egov.oregon.gov/ODA/ADMD/farmers_markets.shtml
for ODA food safety guidelines for farmers’ markets.
All prepared food items must
be prepared in accordance with the applicable local, state, and federal regulations.
DLFM will require copies of all such licenses before authorizing sale of
prepared items. It is the responsibility of the vendor to know and be in
compliance of all required licenses and certificates. All food handlers must be
appropriately trained and certified.
All processed and baked products must be prepared in an appropriately
licensed kitchen.
At least 70% of the food in
each booth must be grown, baked, or prepared by the vendor. Commercially
prepared and purchased foods such as potato chips, pre-popped popcorn, or
bottled beverages cannot be sold, but may accompany food prepared by the vendor
as a part of a meal. If a vendor sells product grown, baked, or created by
another person, that person must be a DLFM-approved vendor who has paid the annual
application fee. Their product must not exceed 30% of the total product in the
carrying vendor’s booth.
Prepared food vendors plus
any vendor offering food samples must provide at least one 30 gallon lined
trash receptacle for Market use. They must provide their own potable water and
covered wastewater disposal and meet applicable fire safety standards. They must have a hand
washing station, and a food handler card on site and in their file.
3. SELLING
Vendors Without Their Own
Insurance
If you do not have a business
or personal liability insurance policy, there are two ways to sell:
1) Sell your own product in your own booth. This option
requires a $5/week booth space fee, plus 10% of your gross sales, calculated
and charged at the end of each market.
2) Have DLFM staff sell your product in the
consignment/information booth. Like all vendors, these consignors will follow
application guidelines and pay the application fee. If their application is
approved, consignors will follow these protocol:
1. bring your
product ready to sell (in appropriate containers for display and purchase) by
11:45 am Sunday – please know your
starting count or weight. Each item should be priced by the bunch or each
rather than by the pound
4. pay 20% of
your product’s gross sales to the market (calculated by the market staff at
3-3:15pm on market day)
5. pick up any
remaining product and payment at 3:15
For consignors, DLFM will
provide:
1. table, tent
and staff to sell your product
2. shopping
bags for the customer
3. paper,
marker, and tacks for prices
4. calculation of
gross sales and fee
Vendors With Their Own
Insurance
Fees for a self-insured
vendor are $15/week for booth space. These vendors are required to have a
liability insurance policy with a face amount of $1,000,000 and the policy must
list both Dexter State Recreation Site and the Dexter Lake Farmer’s Market as
additional named insured. If you would like referrals to agencies that can
provide this type of insurance, please call Sarah at 541-937-2413.
All vendors who sell by the
pound are required to have their own state-licensed scales. The certification
sticker will be inspected by the Market Manager at the market. See www.oregon.gov/ODA/MSD
for more info on scale certification. Unit pricing is an alternative to
licensed scales.
Booth Sharing
Vendors
are encouraged to share booth space at DLFM, if each participating vendor does
not have enough product to fill their own space. Each co-seller will be
required to fill out and return an application with the required application
fee before they will be authorized to sell at the market. Up to 4 co-sellers
are allowed in one 10x10 space.
4. GENERAL INFORMATION
Market Currency
DLFM encourages vendor
participation in the WIC and Senior Farm Direct Nutrition Program and the Fruit
and Veggie Voucher program. More information is available at http://www.oregon.gov/ODA/ADMD/farm_direct.shtml.
DLFM accepts Oregon Trail Cards/SNAP benefits. The market issues $1 tokens to
customers charging their Oregon Trail card. All vendors selling products
available with SNAP benefits are required to accept the tokens for payment at
face value. The $1 tokens can be used ONLY to purchase food (not drinks) which
is not prepared on site (produce and frozen meat are OK, but not a sandwich).
No cash/coin change can be given for SNAP purchases which do not equal an even
dollar amount. DLFM also accepts debit or credit cards. Debit/credit cards are
swiped at the DLFM information booth with a minimum of $20, and the customers
are issued $5 tokens in exchange for the amount applied to their card. Each
transaction costs the debit/credit card holder $1.50 in fees. The $5 tokens are
used like cash in DLFM booths. Cash change can be given. Vendors turn in all
tokens for cash from DLFM, minus a $1 fee per transaction.
Booth Set-Up and Breakdown
Vendors may begin set-up at
10:30 AM and must be finished with their entire booth display by 12:00 when the
market opens. Vendors must check in with the market manager before setting up.
The Market Manager will
determine the site plan for each week, with the vendor mix for that day in
mind. Booth locations may or may not
remain the same for any given vendor from week to week. No vendor shall have
objects protruding outside their designated booth footprint. Each booth canopy
requires 20 lbs of weights. DLFM provides space only and requires all vendors
to supply their own canopy and tables.
Vendors are expected to arrange their space attractively and safely.
There are no electric outlets at the market location. Vendors requiring
electricity will need to bring their own generators, and need to outline the
use and type of generator in their market application.
Vendors may begin breaking
down their booth at the end of the market at 3:00pm but no earlier. Vendors are
responsible for cleaning up and taking home all debris, garbage, and compost
generated by their business. DLFM garbage cans may not be used for this
purpose.
Fee Discounts!
If any vendor participates in (and pays full price for) any 12 weeks of selling, they will not be charged booth space for the last four weeks of the market (Sep 11 - Oct 2). Consignor percent-of-gross-sales fees still apply.
Dexter Lake Farmers’ Market
Food Vendor Application
Please fill out and return
with $20 application fee to: DLFM PO
Box 234, Dexter OR 97431
Make checks payable to Dexter Lake Farmers’ Market.
This application can be found online at www.dexterlakefarmersmarket.org
Applicant
Name:_______________________________________________________
Date of Application:____________________________________________________
Business Name:________________________________________________________
Phone:__________________________Email:________________________________
Address:______________________________________________________________
Website address if
available:
______________________________________________________________________
Do you have liability
insurance? ___________
If yes, provide a copy of
your insurance policy with DLFM and Dexter State Recreation Site listed
as additional insured.
Name
of Agent:
Insurance Company:
________________________________________________________________________
Phone:____________________________
Fax:_________________________________
What do you plan to sell?
Circle all that apply.
Produce Prepared foods On-site prepared foods Cut
flowers
Cheese/Dairy Products Plants Meat/Eggs
Other:
Please briefly describe your
product and any products you plan to sell on consignment for other
growers/producers:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Who grows or produces the
items?
What is the addresses/locations
where the product is grown/produced?
________________________________________________________________________
How is the item produced?
Certified Organic, naturally, conventionally?
________________________________________________________________________
Do you require electricity
to run your booth? What kind of generator do you have?
________________________________________________________________________
Please list all persons
who will sell your product(s) at the Market
Name Relationship
to Vendor
________________________________________________________________________
________________________________________________________________________
Prepared Food Vendors
Only: Please list key ingredients for each food item (attach an extra sheet if
necessary). What components do you
purchase? Which have you made yourself?
Food Item
Source
Homemade (yes/no)
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
What relevant licenses and
certificates do you currently hold? (i.e. food handlers’ license, approved
kitchen certificate, ODA licenses, appropriate business license, temporary
restaurant permit)
________________________________________________________________________
________________________________________________________________________
Please circle all market
dates you expect to sell on, and cross out any dates when you will not be
selling at the market:
June 5 July 10 Aug 14 Sep 11
June 12 July 17 Aug 21 Sep 18
June 19 July 24 Aug 28 Sep 25
June 26 July 31 Oct 2
I have read and agree to
abide by all Dexter Lake Farmers’ Market rules and policies as well as all
federal, state and local laws, codes and regulations and to co-
operate with Market
management. I agree to indemnify and
hold harmless Dexter Lake Farmers’ Market, Dexter State Recreation Site, their
officers, directors, employees, representatives and agents, from and against all
liability claims, demands, losses, damages, levies and causes of action or
suits of any nature whatsoever, arising out of or related to my activities at
the Dexter Lake Farmers’ Market.
Indemnification shall include, and the Market shall be entitled to
recover, all reasonable attorneys’ fees and costs at trial and on appeal.
I understand that this
application relates only to the products listed herein and that any further
products will require an amended application for approval by the Dexter Lake
Farmers’ Market prior to selling said products. I certify that the products above are produced in accordance with
all county, state and federal laws and grown or produced by myself and partners
listed on this application. I
understand that I am required to file all business entity changes, including
changes in partners listed on business, with Dexter Lake Farmers’ Market
immediately.
I agree to exercise the
utmost care in the use of facilities and properties of Dexter Lake Farmers’
Market and Dexter State Recreation Site. I agree not to hold Dexter Lake
Farmers’ Market or Dexter State Recreation Site, its officers, directors,
employees or agents responsible for any loss or damage claimed by the vendor
should permission to use the site be withdrawn.
By signing this application,
you are acknowledging that you are fully aware of the Dexter Lake Farmers’
Market rules. You agree to comply with
these rules, as well as all other federal, state and local regulations that
apply, knowing full well that noncompliance with result of forfeiture of my
right to sell at the market. Each
vendor will be required to provide a copy of “Vendor Liability Insurance”
coverage to cover your vending operations at the market, and it must name
Dexter Lake Farmers’ Market and Dexter State Recreation Site as additional
named insured. Please check with your
insurance carrier for vendor coverage or contact the Market Manager for more
information.
This form must be signed and
dated and mailed to
Dexter Lake Farmers’ Market
P.O. Box 234
Dexter, OR 97431
Vendor Signature and
date
_________________________________________________________________