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Plant It Forward agreements with farmers:
Farmers’ Market & Farm Stand Program Rules & Guidelines
A farmers’ market is a food market at which local farmers sell vegetables, fruit, eggs, meat, cheese, and bakery products directly to consumers. Farmers’ markets are typically operated by an organization with a professional or volunteer market manager who is responsible for daily management duties.
A farm stand is a table, booth, or similar small structure where a farmer sells her/his produce directly to consumers. A farm stand is smaller than a farmers’ market and is operated entirely by the farmer.
Producers are encouraged to sell produce under the Plant It Forward Farms (PIF) brand at farmers’ markets and farm stands in the Houston area. To participate in the PIF Farmers’ market & Farm Stand Program, farmers must accept the responsibilities and conditions detailed in this document. These standards have been created to ensure that PIF is represented well at every public market and event by every producer in the network. It is in the interest of all PIF producers for the PIF brand to be respected and well-regarded throughout Houston.
Farmers who do not accept these responsibilities and conditions may sell independently at markets and farm stands, but will not be permitted to do so under the PIF brand, or using any PIF warehouse materials and supplies (including coolers, ice packs, towels, and produce packaging supplies) for an unaffiliated market.
Overall, participation in the Farmers’ Market & Farm Stand Program requires significant producer autonomy. PIF will not provide the customer service and administrative support that is provided through other PIF Enterprise Programs (Master Farmer CSA and Food Hub). In return for greater responsibility in sales, producers keep 100% of sales earned through markets and farm stands.
PIF extends significant trust to all producers in their ability and willingness to comply with the standards outlined below. At this time, PIF does not plan to conduct formal evaluations of markets and farm stands to verify compliance. Nonetheless, PIF reserves the right to suspend any producer from the Farmers’ Market & Farm Stand Program if serious infractions are reported to PIF by market managers, customers, market volunteers, seem on social media, or are witnessed by our staff. In particular, infractions related to food safety, produce origin, or using non-organic farming practices will be regarded seriously. See “Procedure for Standards Violations, Program Suspension, and Program Termination” below.
· Purchase equipment and supplies of acceptable quality, according to Farmers’ market Start-Up Budget (some items are PIF-provided. Exceptions are detailed in the attached budget. In general, exceptions are made for packaging supplies(including coolers, ice packs, and individual item packaging) and branded PIF items, which PIF will provide)
· Represent PIF responsibly by providing excellent customer service.
· This includes having proper change for cash box every week (recommend: $75in $1s and $75 in $5s)
· This includes obtaining a free Square account to accept credit cards payments
· Arrive on time to every market.
- On time arrival requires arriving in time to be fully set up by the time the market begins.
- Farmers should plan to arrive at the market 1 hour (60 minutes) before the market opens.
· Remain at a new farmers’ market/farm stand for at least one year. It takes time to build a customer base. Consistency is extremely important, and entering and leaving new markets quickly reflects poorly on PIF. Exceptions will be made for serious changes in personal circumstances, and for unforeseen changes within the farmers’ market such as closures.
· All produce sold must meet the following standards:
- Produce grown by a Plant It Forward Farmer ONLY
- Produce grown using organic practices (ONLY approved pesticides and fertilizers may be used. See PIF staff with questions about specific products.)
· Promote PIF at the market/farm stand. Provide customers with printed promotional materials, such as CSA flyers. Display PIF banner.
· Use food safe practices during preparation and selling of produce. This includes:
- Keep produce cool and fresh (use coolers or buckets of water, as needed)
- Keep all produce elevated off the ground (NEVER place produce or crates containing produce on the ground)
- Washing & sanitize all surfaces in contact with food prior to use EVERY TIME (includes coolers, crates, scales, towels, tables, tablecloths).
· Create attractive display. PIF will connect farmers with trained volunteers to assist in creating an attractive display. Use the following principles to create an attractive display:
- Group alike products together(roots, greens, bulky items)
- Mix bulk & portioned items
- Keep your layout consistent week to week (think of the grocery store)
- Have signs and information available about products
- Use good quality containers. All containers must be approved by PIF
- All products must be labeled with name and price
- Keep in mind: create appearance of abundance and freshness
· Keep adequate financial records
- Gross sales must be reported to PIF on a monthly basis.
- Producer is strongly encouraged (but not required) to keep records of items sold. This will enable the producer to adjust product inventory to meet market demand.
- Keep cash in a secure, locked cash box
- Use PIF standardized retail prices (producer may make exceptions based on considerations on a particular day. If a producer wishes to make a permanent change to their retail price, they must discuss the change with PIF Enterprise Programs Manager).
· Provide high-quality images to PIF for social media promotion
· Communicate with PIF Enterprise Programs Manager if you will be unable to attend your market.
For Farmers’ Markets Only
· Adhere to specific market guidelines. This includes paying market fees, arriving on time, using proper display materials, etc.
· Obtain & pay any required insurance.
· Communicate directly with market managers for all issues related to your market operation, including scheduling your start date, notifying them if you will not be able to attend a market, etc.
· Provide signs (e.g.PIF banner)
· Provide the following packaging materials (available in the PIF warehouse): coolers, ice packs, towels, rubber bands, twist ties, small and medium plastic bags, paper bags
· Provide branded materials, including: PIF banner, newsletter sign-up sheet, CSA flyers, other flyers/brochures as available
· Train producers to manage market display and perform excellent customer service.
- Specifically, producers who are new to the Farmers’ market & Farm Stand Program must attend at least 2 training sessions with an experienced PIF farmer or staff member.
- PIF will ensure the presence of a trained volunteer or staff member for at least the first month of a market for a new PIF farmer.
· Link farmers to trained volunteers to assist with market (set-up, tear-down, and customer service during the market)
· For market start-up, PIF will source acceptable materials for the farmer (e.g. tents, tables, baskets) according to the Farmers’ market Start-Up Budget.
- Note: farmer is responsible to pay for all market items.
· If needed, assist producer to complete paperwork for the agreement with the specific farmers’ market
· Promote market/farm stand through PIF social media
Term Definitions
Standards Violations: Farmer fails to adhere to Producer Responsibilities detailed above.
Program Suspension: Farmer is not allowed to participate in the program for 6 months. Suspended farmers may not sell under the PIF brand at any farmers’ market or farm stand. Suspended farmers must return the PIF banner and any other PIF promotional material they received. PIF will not promote the farmer on social media, nor will PIF allow market managers to tag PIF in a market operated by a suspended farmer. In most cases, farmers will receive a formal written warning of a standards violation before being suspended from the program. PIF reserves the right to immediately suspend any farmer from the program in cases where the health and safety of customers is at risk.
Program Termination: Farmer is permanently disallowed from participating in the Farmers’ Market and Farm Stand Program. Terminated farmers must return the PIF banner and any other PIF promotional material they received. PIF will not promote the farmer on social media, nor will PIF allow market managers to tag PIF in a market operated by a terminated farmer. Termination is reserved for severe, repeated standards violations that could not be addressed through Program Suspension.
Program Suspension
In general, the following procedure will be followed for cases involving potential program suspension:
1. PIF issues a formal written warning to the farmer. Farmer will sign the warning to acknowledge understanding.
2. In some cases, an Improvement Plan will be created by PIF staff & the Farmer to enable the farmer to address issues raised.
3. After receiving a formal written warning, any additional violation of the Program Agreement will result in a 6-month suspension from the program.
The following standards violations will result in immediate ProgramSuspension:
· Serious food safety infractions, including but not limited to: applying inadequately aged manure to crops (all manure must be at least 120 days old before application)
· Other instances where customer health and safety are at risk, according to the judgement of PIF staff.
A single instance of the following standards violations will result in a formal written warning to the farmer:
· Selling produce grown using pesticides, fertilizers, or other farm inputs that are not USDA organic approved.
· Other violations judged by PIF staff to jeopardize the PIF brand
Several instances of the following standards violations will result in a formal written warning to the farmer:
· Arriving late or missing markets
· Not communicating missed markets in advance with Market Managers
· Providing poor customer service
· Creating a sloppy, unprofessional display
· Other violations judged by PIF staff to jeopardize the PIF brand.
PIF will communicate the issuance of a formal written warning and more serious actions (Program Suspension & Program Termination) to the Market Manager. The Market Manager may decide, independent of PIF, to penalize or suspend the farmer for the standards violation depending on the terms of the market agreement.
Any violation of the same type that occurs after receipt of the formal written warning will result in 6-month program suspension.
Effective October 1, 2020
Farmers selling produce not grown by a PIF farmer will receive a $200 fine for each violation. The $200 fine will be deducted from the farmer paycheck from PIF in the pay cycle immediately following the violation, unless the farmer pays the fine in advance of PIF issuing the paycheck.
Farmers will be notified of the fine via their PIF WhatsApp thread. Evidence will be provided by PIF of the violation. Images shared by customers, volunteers, or posted to social media may be used as evidence of a violation.
Non-PIF produce may be included in the Farm Share, but may not be sold by the farmer or included in the market display.
Program Termination
The need for Program Termination will be judged by PIF staff on a case-by-case basis. Typically, violations like those listed above will be addressed first through Program Suspension. Program Termination is reserved for severe cases of repeated violation of the Program Agreement.
