Dec 30, 2021 CCFM Board Meeting- APPROVED

Board members present: Randy George, Rose Thackeray, Krysta Zabriskie, John Snell, Karen Huard Board, Lila Humphries-LePage

Others present: Keri Ryan 

Called to Order: 7:00 AM 

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1. Approve 12/16 minutes - APPROVED

2. Report from Austin (Iona Tea) on thoughts and findings related to the vendor database. 

1. Is this designation helpful (part time or full time because you don’t know when they will be there)?

2. You currently have to click on each vendor to find out their vendor status

3. Karen wanted to know how much time it takes Keri to update the website each week

   1. Keri said it’s really quick to do

4. Austin notes a downfall that the two lists don't talk to each other and you have to manually upload vendors to each 

   1. Lila noted inconsistency between her vendor page (and others) between the two lists

5. Two pages- all vendors and weekly vendors

6. Austin notes the differences on the BFM website

   1. The summer or winter vendor directory is just a list with the vendors and if they will be there all the dates or not

7. Keri says its not a big deal to update a couple time a year

8. Karen reminds that customers do like to know who is there

9. Keri says she relies on the website now to get that information out to the public because putting it in the newsletter is time consuming and she doesn't put a list at the front of market anymore

10. Austin recommends making ours look more like Burlington’s and creating an events page on the website that is connected to a google calendar and can create a recurring event

11. Lila adds do we create a ‘this week’ tag to easily direct people to the weekly list

12. John reminds three issues here accuracy, time efficiency

13. Randy asks if this is Austin’s job and he offers to help

14. Krysta asks if we can hyperlink each vendor with a link to website or directory Page

15. Rose suggests we keep moving for time sake

16. Thank you Austin for taking the time and working on that!

3. Vendor jobs list 

1. Keri asks if she should assign people or if she should send out the list and people take on tasks that they want

   1. She can assign people after they have chosen (or not)

   2. She can make committees for Thanksgiving/ Christmas market events

   3. Rose reiterates importance of volunteer committee coming up with ideas for events and then proposing to the board so that we can vote instead of taking our board meeting time discussing decorations

   4. Rose suggests assigning a people limit to each job (3-4 people for a committee or 1-2 people for other jobs)

   5. John volunteers to create committee description for event planning and send to Keri

   6. Keri thinks jobs should be designated as a full time or a part time job

   7. Karen suggests assigning jobs to spaces so that if your in that space you do that job

   8. Keri will look into doing it that way and then go from there

2. Karen asks if being on the board is a vendor job- yes it is

4. Lila's marketing plan 

1. Didn’t get to this item will revisit during next board meeting

5. Review of one new application 

1. Do we have enough botanicals?

   1. Mad River was a no show, Seaside isn’t coming for winter neither is Snow

   2. Lila says she doesn’t specify what she makes and what she buys in

   3. Randy says we should have some follow up questions with her

6. Finalizing 2022 season application and making it live 

1. Keri updated board members on directory

2. Randy revised rules from annual meeting changes

   1. All have seen and agree

3. Karen is going to check the fees and send it to Keri

4. Keri asks if we want to add a confidentiality piece on sales report in rules or bylaws

   1. Karen reminds that there have been a few different ways of reporting throughout the years

   2. Karen reminds that the name of the vendor is at the top of the page so it is not anonymous 

   3. Keri reminds that if a vendor doesn't want to use their name they can be assigned an anonymous name in the system (in the rules)

   4. Randy agrees it is important to have language be consistent between rules and application

5. Keri reminds that we haven't done raffle drawings for two years but do we leave it in there

   1. Karen and Lila say it is a great promotional thing

      1. Randy no harm in leaving it in

6. Keri says have to change the date that the board wants applications in (February 1)

7. Randy asks when we will respond- February 28th

8. Lila asks that the Dec dates be taken out of the summer application

9. Rose asks that they be taken out because there are fee differences for thanksgiving and the two december markets

7. Review of rules revisions