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HomeMy WebLinkAbout2009 05 26 Regular 602 Farmer's MarketCITY COMMISSION ITEM 602 Ma~26, 2009 Special Meeting Consent Information Public Hearin Re ular X Mgr./Dept. REQUEST: The Community Development and Parks & Recreation Departments wish to provide the City Commission a proposal for modifications to the existing farmer's market and procedures for the continued operation of the market. PURPOSE: Provide the City Commission with an operations manual containing policies and procedures as well as a recommended location for the continued operation of the farmer's market. This manual contains information relative to the structure and management of the farmers market. BACKGROUND: In February 2007, the City was approached by Angie Federici, requesting to establish a farmer's market in the Tucawilla Square retail area. In Early 2008, the farmer's market was moved to the Town Center along S.R. 434 and, most recently, has been operating in the round-about located on Cliff Rose Drive just north of Tree Swallow Drive. Ms. Federici addressed the City Commission during their January 26, 2009 Regular Meeting and spoke to the need for more advertising for the Farmer's Market. This discussion encompassed banners, signage, a link on the City's Website, and the licensing of vendors. Staff was also directed to look at surrounding community events that are similar in nature and evaluate their procedures and processes and bring the information back to the Commission for their consideration. At the March 23, 2009 City Commission meeting, staff brought forward information on similar farmer's markets in the Central Florida area, pursuant to direction from the City Commission. At that meeting, staff was instructed to come back with a recommendation on all aspects of the farmer's market from location to rules of operation to a list of acceptable vendors along with advertising methods and associated costs. CONSIDERATIONS: Pursuant to the Commission's direction, staff has determined that the initial permanent farmer's market site should be in the western end of the City Hall parking lot. Staff has contacted the Seminole County Fire Department to coordinate the location of the Farmer's Market so as not to May 26, 2009 SPECIAL CITY COMMISSION MEETING REGULAR AGENDA ITEM 602 interfere with the ingress/egress requirements of the Fire Station located at the eastern end of City Hall. In discussions with Ms. Angie Federici, she requested that the Farmer's Market stay in its current location at the round-about located on Cliff Rose Drive just north of Tree Swallow Drive for the summer months. Relocation of the Farmer's Market to the City Hall parking lot would be scheduled for September/October 2009. This schedule is supported by the City's Parks & Recreation Director because Farmer's Markets are traditionally very slow in the summer months. Part of the advertising package for the Farmer's Market will be the placement of eight (8) banners located at the following intersections with S.R. 434: two at Tuskawilla Road, two at Doran Drive, two at Central Winds Boulevard, and two at Vistawilla Drive. A link will be placed on the City's Web Site to access the Farmer's Market webpage that will include a vendor application and the market policies and procedures. (www.winterspringsfarmersmarket.com) The City should execute an independent contractor agreement for the employ of a Market Manager. Based upon staff research, the recommended pay for the market manager is $13.00/hour for a total of ten (10) hours per week ($13 0/week). The market manager would be responsible for promotion of the market and the registration of vendors, including verification of all pertinent documentation. In addition, the manger would be responsible for insuring the market is set up and taken down and the area is cleaned up each week. The manager will also oversee and coordinate the market with any special events scheduled for the Town Center. The manager will also oversee the collection of vendor fees and will submit these fees to the City Parks & Recreation Department staff who will verify the correctness of the fee report and will submit the report and funds to the City's Finance Department for proper accounting and deposit of the fees. The manager will issue a receipt for every fee collected and a copy of these receipts will be submitted and part of the weekly fee report. The relationship of the Market Manager to the vendors is crucial to the success of the market and this relationship must be continually fostered with existing and new vendors. The Market Manager agreement would be administered by the City's Parks & Recreation Department. FUNDING: A supplemental appropriation from General Fund reserves in the amount of $2,210.00 would be required for the remainder of FY 2008-2009 assuming the Market Manager starts on June 6, 2009. The market should generate a minimum of $750 for the remainder of FY 2008-2009. Funding for the Market Manager would be $6,500/year. This amount would be budgeted as part of the Parks & Recreation Programs and Special Events budget. As the market grows, it has the potential to be a revenue generator. STAFF RECOMMENDATION: The Community Development and Parks & Recreation Department staff recommends that the City Commission approve the Farmer's Market Policies and Procedures manual and the suggested banner placements and links to the Famer's Market website. In addition, staff recommends that the City Commission approve the execution of an independent contractor agreement with Ms. Angie Federici to be the Market Manager for a total compensation of $130/week with the duties as detailed earlier in this agenda item. Staff requests the City -2- May 26, 2009 SPECIAL CITY COMMISSION MEETING REGULAR AGENDA ITEM 602 Commission authorize the City Manager and the City Attorney to draft and execute an independent contractor agreement with Ms. Federici for the services of Market Manager for the remainder of FY 2008-2009 and for FY 2010 with standard renewal options for a maximum of two (2) additional years, at the discretion of the City. ATTACHMENTS: A Farmer's Market Policies and Procedures -3- ATTACHMENT A CITY OF WINTER SPRINGS FARMER'S MARKET 2009 Policies & Procedures , €' WI TER SPRINGS F AI © I'' 1 i MAR' KET Every Saturday 9am to 2pm Operating Days /Hours: Saturdays 9am — 2pm www.wintersprinqsfarmersmarket.com APPLICATION FOR MARKET VENDOR CONSIDERATION 1126 East S.R. 434, Winter Springs, FL 32708 Contact: Christopher Carson Market Mancter Phone: (407) 327-6593 Angie Federici Fax: (407) 327-4763 E-mail: afederici@cfl.rr.com Application request date: Vendor name or business name: Contact name: Address: City: Phone: E-mail: Cell phone: State: Zip: Fax Number: We are interested in selling the following items: (Attach one photo of display) If your application is approved, give the date you would like to begin: By signing below, the applicant acknowledges his/her understanding that this Application for Consideration does not reserve a Farmer's Market space. The applicant further acknowledges that this application, if approved, places them on a waiting list, based on space availability within a product category. Signature: Date: City of Winter Spring Farmer's Market Policies Approved by the City Commission May 26, 2009 1. The Market will operate from 9:00 am to 2:00 pm. 2. Vendors must be set up no later than 8:30 am so that there is no interruption of service. 3. Large trucks, those over 1.5 tons, must unload and exit the area no later than 8:00 am. 4. Vendors will be limited to the sale of plants, bakery goods, produce, dry goods, consumable items and related items sold by Farmer's Market vendors and holiday/seasonal items. The sale of other retail flea market items, crafts, and antiques will not be allowed. Seasonal items may be allowed at the discretion of the Market Manager. 5. Each vendor is exempt from obtaining a Local Business Tax Receipt from the City of Winter Springs but is required to obtain one from Seminole County. 6. Vendors must obtain, display, and keep current applicable State and Seminole County licenses. All vendors are required to display business names at all times. 7. Vendors who must use a vehicle as an integral part of their business are limited to a vehicle with a weight of 1.5 tons or less. Using a vehicle as a holding area is not considered integral to the business. The vehicle must fit into the area provided. Any vehicle the City deems intrusive must park elsewhere. 8. All generators must be equipped with "quiet packs" on the exhaust and must be approved by the Market Manager. 9. Vendor Categories: (Implementation date to be determined after initial 90 day evaluation period) a. Full time vendors (participating a minimum of 18 weeks during a 6 month trial period) must pay on the last Saturday of each month for the entire upcoming month and will be provided a reserved space. b. Part time vendors (participating on a weekly or seasonal basis) may receive a space on a weekly basis with no permanent location. Application must be submitted six (6) working days prior to Market date and payment is due prior to the requested Market date. 10. Vendor Fees (6-month trial period): Full Time Vendor Fees Part Time Vendor Fees Charitable 12'X10' space - $15.00 12'X10' space - $15.00 12'X10' space -free 11. The Market will close during times of inclement weather. 12.The Market will close during the week of Christmas through New Years. 13. Due to safety and health reasons, all pets must be on a leash and the owner is responsible for cleaning up after their pets. 14. The City reserves the right to relocate vendors within the Market and to limit the quantity of stall space sold to any vendor. Efforts will be made to schedule any special events in the Town Center in conjunction with the Farmers Market. The Market Manager will coordinate these efforts. 15. Space for charitable non-profit groups shall be limited to two (2) groups per week and one (1) time per year per group. If no group is scheduled, requests can be made for additional weeks. These groups will not be required to pay the published fees but must submit their request in writing to the Market Manager for approval. 16. Vendors are responsible for the complete cleanup in the vicinity of their operation. No cardboard boxes, fruit, trash, or displays are to be left behind. 17.Two consecutive no shows, without notification to management, may constitute an automatic termination of a vendor. This action is subject to review by the Market Manager and a recommendation to the City. Vendor Category Percentages: 1. Produce Vendors ..................................25% of present market vendors 2. Plant Vendors (large & small plants)..........35% of present market vendors 3. Bakery vendors ....................................10% of present market vendors 4. Other vendors (honey, pasta, etc.) 30% of present market vendors 5. Secondary items must cover an area no greater than 25% of the total display space assigned to the vendor. Winter Springs Farmer's Market Vendor Categories Produce Vendors (25% of the present market vendor space) -This vendor can sell any type of products related to citrus, vegetables, cultivated or naturally grown items related to produce. (Example: produce vendor may carry citrus in addition to having a primary small vendor that sells citrus) Large/Small Plant Vendors (35% of the present market vendor space) -The vendor can sell general plant products ranging from large landscaping items to small potted plants. This vendor can also sell general plant items such as foliage, potted plants, and flowers. (Example: small plant vendor may sell orchids in addition to having a primary orchid vendor) Bakery Vendors (10% of the present market vendor space) -This vendor can sell baked goods, desserts, pastries, and pies. (Example: a bakery vendor may sell bread in addition to having a small bread vendor) Other Vendors (30% of the present market vendor space) -This vendor consists of any vendor that falls under the guidelines for the Farmer's Market but not one of the general vendor categories. Holidays (for the purpose of seasonal sales determination) 1. Halloween, Thanksgiving, Christmas 2. Valentine's Day (set up allowed two (2) Saturdays prior to holiday) 3. Easter (set up allowed two (2) Saturdays prior to holiday) 4. Mother's Day (set up allowed two (2) Saturdays prior to holiday) 5. Father's Day (set up allowed two (2) Saturdays prior to holiday)