Hubbards Farmers’ MarketVendor’s Handbook

www.hubbardsbarn.orgEmail: info@hubbardsbarn.org

Mail: Box 458, Hubbards, NS, B0J 1T0

Welcome

Welcome to the Hubbards Farmers’ Market. Without a doubt, the Market is the centrepiece of our offerings at the Hubbards Barn and Community Park.

The Market continues to represent everything we are trying to do at the Hubbards Barn. It brings people together. It helps build community. It makes a statement about how we should live and interact. Without you—our farmers, prepared food and artisan vendors – we would not have the bustling, vibrant Market we do.

This handbook builds on existing policies and procedures that have evolved for the Market, and is designed to be a comprehensive resource for Market vendors and staff. It includes logistical details like dates and fees, but also provides new tools to help build strong vendor relations, and create a positive and profitable Market environment.

We hope that you will find this handbook helpful. If you have any questions, or suggestions for the handbook, please feel free to share them with the Market Manager.

Thank you for being a part of the growing success of the Hubbards Farmers’ Market.

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Table of Contents

1. Vision & Values............................................................................................................52. Aim...............................................................................................................................53. Background..................................................................................................................5

A Brief History...............................................................................................................5Roles & Responsibilities...............................................................................................6

Hubbards Barn Association......................................................................................6Market Manager........................................................................................................6Staff...........................................................................................................................7Vendors.....................................................................................................................7Vendor Advisory Committee (VAC)...........................................................................7Volunteers.................................................................................................................8

Dates and Times..........................................................................................................8Location....................................................................................................................8Saturday Markets......................................................................................................8Harvest Market..........................................................................................................8Christmas Markets....................................................................................................82010 Events Calendar..............................................................................................8

4. Vendor Application and Selection Process..................................................................9Criteria for Vendor Selection........................................................................................9

Basic Vendor Criteria................................................................................................9General Considerations............................................................................................9

Product Guidelines.....................................................................................................10Space Assignment......................................................................................................12

Transfers of Space Assignments............................................................................12Non-Profits and Community Groups.......................................................................12

Vendor Meetings & Surveys.......................................................................................13Fees............................................................................................................................13

Seasonal Vendors...................................................................................................13Occasional Vendors................................................................................................13Christmas Markets..................................................................................................14Payment Options & Methods – Seasonal Vendors.................................................14Payment Options and Methods – Occasional Vendors...........................................15Payment Options and Methods – Christmas Markets.............................................15Cancellations, Refunds & NSF................................................................................15

Vendor Application.....................................................................................................16Regular Saturday Markets......................................................................................16Christmas Markets..................................................................................................16

5. Vendor Guidelines and Regulations...........................................................................17Vendor Requirements.................................................................................................17Booking Regulations...................................................................................................17Display Regulations....................................................................................................18Equipment and Supplies.............................................................................................19Set-up & Take-down..................................................................................................19.Waste management...................................................................................................20Parking.......................................................................................................................21Disclaimer...................................................................................................................21Health & Safety...........................................................................................................21

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Pets.........................................................................................................................21Food Safety.............................................................................................................21Equipment Safety....................................................................................................22

Courtesy/Conduct.......................................................................................................22Vendor Concern Procedures......................................................................................23

Compliance.............................................................................................................23Grievance Procedures............................................................................................23Product Challenge..................................................................................................24

6. Appendix....................................................................................................................25A. Vendor Application & Agreement........................................................................25B. Food Vending Checklist......................................................................................25C. Booth Layout Map..............................................................................................25D. Food Safety Guidelines for Public Markets........................................................25E. Food Establishment Permit.................................................................................25F. Food Safety Training..........................................................................................25G. Market Tips........................................................................................................25H. Important Contacts.............................................................................................25I. Vendor Concern Form.........................................................................................25J. Product Challenge Form.....................................................................................25K. Hubbards Barn Association – Bylaws & Policies................................................25

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1. Vision & ValuesTo support and promote our local food producers and artisans of Nova Scotia, be a positive force in the growth and sustainability of our local economy.

2. Aim

The aim of the Hubbards Farmers' Market is to provide high quality, traditional goods produced in Nova Scotia, with an emphasis on foods.

3. Background

A Brief History

The seed for the Hubbards Farmers’ Market was planted in the late spring of 1996. Lin Cahill, Gillian Maycock, and Deborah Fleming met each other at “Take Part Aspotogan” sessions conducted over the winter. Each were passionate gardeners who wanted to shop locally and buy quality locally produced foods These three shared the notion of a farmers’ market, and knowing that all three were of like minds, Lin called a small meeting for the sole purpose of discussing a farmers’ market. The group set up a perennial plant exchange at the Shatford Library in early June of 1996, to act as a fund-raiser and an information exchange. An article was published by the Masthead about our quest for vendors and of the ten or so initial inquiries, vendors had their first day of sales in early August of 1996.

Early vendors included: Carol and Roy Snair - preserves; Rosemary Smith - baked goods; John Reinders - cheeses; Gillian Maycock - seasonally available dried flowers; and Nelson Millet of Rocky Top Farms - organic eggs, poultry, meat and some vegetables. To ensure a steady supply of vegetables that first year, Lin, and sometimes Gillian, drove to farmers in the valley and around Bridgewater to bring in produce. In the second year of operation, 1997, from early June to Thanksgiving, other vendors joined in: Marge Brady - plants; Higbys - berries and vegetables; Paul Myra - smoked fish. Third year additions included Anne Naugler - organic fruits and vegetables; Sheila Boutilier - seafood; Blair Keddy - gluten-free baking; Yvonne Hansen - organic coffee.

One of the main concerns for the growing Farmers’ Market was establishing a location. The Hubbards Farmers’ Market began in 1996, next to the Trellis Café on Hwy. 3. The following year it moved to Bishop’s Park on the Fitzroy River, where the green and white striped market tents became a sign of spring in Hubbards. Two years were spent at the Fishplant on the Cove, before the Aspotogan Heritage Trust approached the Market organizers with an offer to use the site of an old cattle barn near the community centre. The Barn has now been home to the Market since 2001.

Over the years, the Barn and surrounding property has been upgraded to its current state through the dedicated efforts of community volunteers, and the support of numerous organizations and grants. The Hubbards Farmers’ Market is located in the Barn and surrounding vendor stalls and tents, sits in the middle of 6 acres of peaceful

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woodlands and fields. People enjoy strolling along the woodland paths, visiting with friends or make new ones on the south side patio.

Vendors are from all points west and south of Halifax and Halifax too! Their high quality wares include organic vegetables and herbs, berries, jams, jellies and pickles, beef, lamb, chicken and eggs, wine, fresh and smoked fish, cheese, yogurt and gelato, wonderfully aromatic breads, spice mixes, cookies, cakes, pies, organic cupcakes and amazing pizza, crepes, sausages and other treats for an impromptu picnic. Coffee figures large for morning rituals, and lattes, espresso and capuccino are also on offer. Visitors can buy flowers for a friend, or perennials, herbs, dog treats, willow trellises and tables, baskets, quilts, bags, leather shoes and sandals, beautiful local photos, jewelry from beads and glass to silver and gold, soaps, hand-crafted furniture and inspired art cards.

In addition to the Farmers’ Market, the Barn property is rented for weddings, receptions, and a great variety of special events. The Barn Association also organizes a summer movie series in the Barn as well as occasional fund raisers, concerts, and other events. The property and modern washrooms are open daily throughout the summer for visitors to enjoy picnics, or a walk on the surrounding trails.

Roles & Responsibilities

Hubbards Barn AssociationThe Hubbards Barn Association is a non-profit organization created to promote the Barn and its land for community activities, and to maintain and improve the building and property while retaining its heritage value. Association memberships are available for $10 – all are welcome to join. An elected volunteer Board of Directors, made up of local community members, manages the Association, consistent with a set of bylaws and policies. The Board meets monthly, and hosts an annual general meeting each March. Members are welcome to attend all meetings and request any copy of current/past minutes.

The Association leases the Barn property from the Aspotogan Heritage Trust, and oversees site development, maintenance and programming. All changes to the property must be approved by the Trust. The Association Board also serves as the organizing and policy committee for the Hubbards Farmers’ Market and many other activities that take place on the Barn property.

Market ManagerThe Market Manager is responsible for: managing the property on Market days; recruiting and scheduling vendors; fostering vendor relationships; coordinating public relations; assisting with financial and budget matters; monitoring the quality and appropriateness of products sold; administering and advising on rules and policies; serving as the Market’s public and corporate representative, and liaising with the Hubbards Barn Association Executive on a regular basis.

The Market Manager works year-round on a part time basis.

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Market Manager Profile

Ashley Marlin – a graduate from Saint Mary’s University with a degree in Environmental Studies & Biology, has been involved with various not-for-profit groups gaining experience with event organization, fundraising, and research. She came on as the Market Manager in 2009.

StaffSeveral part-time seasonal staff members assist in site operations for Hubbards Barn and Community Park. Site custodians take care of general maintenance such as cleaning, waste removal, and mowing. They are also on-site for most facility rentals.

A summer Program Coordinator assists in the overall operation of the Barn, with an emphasis on organizing special activities and weekly operations associated with the Farmers’ Market.

VendorsVendors are the heart of the Hubbards Farmers’ Market, and come from throughout the region. At many markets vendors organize themselves, set policies, hire staff, undertake marketing and promotions, and jointly rent a large space. At the Hubbards Farmers’ Market, vendors rent individual stalls, and are free to focus on their own products, sales and personal marketing and displays, while the volunteer members of the Barn Association take care of the detailed aspects of Market operation.

Seasonal Vendors are expected to commit to all Saturday Markets during the regular Market season. In exchange for this commitment, Seasonal Vendors:

are guaranteed a weekly stall space pay reduced stall and electricity fees have a greater range of payment options are given special consideration when assigning stall spaces may request on-site storage for display materials are given the first option to attend the Christmas Markets can participate in the Vendor Advisory Committee.

Occasional Vendors participate in the Market on a week-to-week basis. The Market Manager maintains a list of interested Occasional Vendors, and will contact vendors as space permits.

Vendor Advisory Committee (VAC)

The Vendor Advisory Committee provides vendor perspective on issues and programs relating to vendor activities and Market operations. It assists the Market Manager and Board Members in reviewing Market rules and procedures and with planning events. A member of the VAC may also be selected to help represent the Market on the Farmers’ Markets of Nova Scotia Cooperative.

At the beginning of each Market season, the Market Manager will invite expressions of interest from Seasonal Vendors for volunteer membership on the VAC. From all interested vendors, a member will be drawn in each of the five major product categories – field produce, meat & fish, plants and flowers, prepared foods & beverages, and arts

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& crafts. It is our goal to have new members on the VAC each season. Vendors will only be asked to serve a two year term as members of the VAC. The VAC will be chaired by the Market Manager.

Vendor Advisory Committee members will be expected to attend occasional monthly 30 minute meetings, beginning at about 12:30 pm on Market days. Members are also welcome to call meetings themselves if issues arise. VAC members may also be asked to review and comment on draft documents, or provide feedback on Market issues and opportunities. VAC members are expected to contribute their views in an honest, balanced, and productive manner.

VolunteersHubbards Barn and Community Park is supported by a dedicated group of volunteers. Volunteers assist with a range of activities such as trail building, gardening, site maintenance, parking, and special events. One particularly keen group is the Barn Yardeners, who keep the gardens and grounds in fabulous condition.

The Barn Association maintains an active volunteer list – vendors are welcome to offer their volunteer services as well.

Dates and Times

LocationThe Hubbards Farmers’ Market is located at the Hubbards Barn & Community Park, #57 Hwy 3 in Hubbards. The building currently accommodates between 30-35 vendors with space for an additional four vendors in the permanent stalls located on the west side of the building, and tent spaces for approximately four more vendors located around the building.

Saturday MarketsThe Saturday Farmers’ Market operates from 8 to 12 noon. The Market opens Mother’s day weekend in May and ends the last Saturday in October.

Harvest MarketA special Saturday Market – the annual Harvest Market & Festival takes place on Thanksgiving weekend.

Christmas MarketsThe Annual Christmas Markets are held the last Saturday in November, and the second Saturday in December.

2013 Events Calendar

First regular Market Saturday, May 11Harvest Festival Saturday October 12Last regular Market day Saturday, October 26First Christmas Market Saturday, November 30Second Christmas Market Saturday, December 14

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4. Vendor Application and Selection Process

Criteria for Vendor SelectionThe Hubbards Barn Association is committed to creating a diverse marketplace with the highest quality, locally produced products available. The Association is not bound to apply a particular set of selection criteria in every instance, and reserves discretion to accept or refuse anyone as a vendor. However, the Association considers many factors when evaluating vendor applications, beginning with the Basic Vendor Criteria.

Basic Vendor Criteria1. Each vendor at the Hubbards Farmers’ Market must be a primary or secondary

producer.2. 100% of all products sold by non-food vendors (artisans, crafters, etc) must be of

their own production.3. A minimum of eighty five percent (85%) of product sold by food producers at the

Market must be of the Member’s own production and the remaining must also abide by product guidelines per market during the market season. (Noncompliance will be addressed by the Manager.)

4. There must be an available spot in the appropriate producer category.

The ratio of primary to secondary producers will be maintained at no less than 60% primary, 40% secondary

The determining factor in placing a vendor in a primary or secondary category is the source of the vendor’s raw materials.

Examples: A crafts person can be a primary producer if s/he

grows or harvests his/her own production material.

A cheese producer would be considered a primary producer if s/he produces his/her own milk but would be considered a secondary producer if s/he purchases the milk for cheese production.

General ConsiderationsIn addition to the basic criteria, vendor selection may also be reflected by other general considerations.

Product Quality and Presentation Consistently high product quality: fresh, flavourful, and ripe Clean and attractive displays Courteous, strong customer service, and knowledgeable staff Foster a connection between the producer and the consumer

Primary Producer: a producer that grows or harvests raw materials for direct sale or manufacture into secondary products.

Secondary Producer: a producer that purchases raw materials for local manufacture into secondary products.

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Conduct and Compliance History of compliance with Market rules and federal, provincial, and local

regulations Positive vendor conduct toward customers, fellow vendors, Market staff, and

volunteers Timely submission of application, licenses, and other Market correspondence Billing and payment history

Product Balancing Products that are unique or unusual Products not already represented in the Market Duplicate products may be denied entry Product not readily available through national distribution channels

Food Safety Adheres to the highest standards in safe food production and handling

Seniority Number of years vendor has sold at the Hubbards Farmers’ Market Attendance record Time of application

Space Availability Admission to Hubbards Farmers’ Market is subject to space availability

Agriculture Priority is given to those regional farmers and producers who bring product to

market that is 100% grown and harvested on farmland that they own and/or operate.

Preference will be given to the most local producer when a space becomes available at the Market, without compromising quality or diversity.

Farmers have priority over processed and on-premise prepared foods. Farmers who use environmentally responsible growing, breeding, raising, and

harvesting methods will also have priority.

Prepared Foods Products available locally should be sourced locally and directly from their

producers where possible. Priority will be given to products processed by the vendor over products by a

second party or co-packer.

Product GuidelinesThe Hubbards Farmers’ Market focuses on locally produced agriculture and crafts. Other products or services that may fit in the Market environment are assessed on an individual basis. Goods purchased for resale that are not made by hand locally, prepared locally or grown locally may not be sold.

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ProduceThe Hubbards’ Farmers’ Market supports farm-fresh, locally grown products and is not an outlet for wholesale produce. Produce should be insect free, fresh and have no residue that cannot be removed by normal washing. Only the highest quality produce will be allowed for sale at the Market. The Market Manager has the right to request any vendor to remove any merchandise deemed unacceptable to the Market.

Other ProductionUp to 15% of a food producers products may be of someone else’s production, under these conditions:

It must be an agricultural or food product grown or produced in Nova Scotia It must be specifically approved by the Market Manager to ensure that the

product fills a gap in the offerings being made at the market Vendors will be required to display signage each market day indicating the

source/origin of each product not of their own production.

Landscape Plants & Live FlowersPlants must be propagated in soil by the vendor from seed, cuttings, bulbs, or plant divisions. The vendor must have grown all products for sale.

Food Items and Prepared FoodsPrepared items must be produced by the vendor from basic ingredients. The Market may, at its discretion, limit the number and product mix of food vendors. Ingredients should be sourced locally and from the market wherever possible.

Arts and CraftsThe Market welcomes a limited number of local artists and crafters whose products reflect unique methods, and/or local heritage.

Onsite InspectionThe Hubbards Farmers’ Market reserves the right to do farm or site inspections of any product and/or process for the purposes of verification and to ensure that products sold at the market are in accordance with market policies. Onsite inspections will be performed by the Market Manager and vendors will receive 48 hours notice.

The Hubbards Farmers’ Market is looking for the widest possible range of fresh-from-the-farm products. This product matrix is meant as a simple guideline for possible featured products.

Farm Products Horticultural Products Craft and nature products

VegetablesFruits and berriesMushroomsMeat and fish, venison and game, sausagePoultry and eggsGrains and flourCheesesHerbsNuts and legumes

Shrubs and treesAnnuals and perennialswillow, corkscrew hazel,forsythia branchesOrnamental grasses in potsExplorer series rosesPotted and hanging plantsDried flowersBranches of evergreensBerries and seed pods

Wreaths, swags and garlandsDried wheat and lavender bundlesBuckwheat pillowsBasketsBraided garlicGarden furnitureGarden crafts and giftsNatural soapsBeeswax candles

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Maple or honey productsBreads and other baked goodsPreserves, jams and jelliesChutneys and pickles, salsasApple ciderSpices and seasoningsHerb teasPrepared vinegar and oilsHome-dried fruits, vegetables

Roots and rhizomesSeeds and seedlingsChristmas trees, both cut and liveBundled kindling woodCorn stalks and pumpkinsOrnamental cornGourds

Bird feed and bird-related productsRaw wool, hand-woven and hand-knitproducts from local sheepPopping cornHand-made toys and dollsWood products from local woodsPainted gourds and gourd bird houses

Space AssignmentSpaces are assigned with consideration to the length of time at the Market, continuity, product presentation, and the best interest of the entire Market. Seasonal Vendors are given primary consideration in assigning stall spaces. Vendors may request assignment to a particular space at the time of application. Spaces (stalls) are identified in three categories:

Single Stall – approximately 8’x8’ feet with one selling side (includes most outdoor stalls).

Double stall – sizes vary, but generally includes two selling sides (may be either double frontage or a corner space)

Special stall – sizes vary (may be indoors or outdoors.)

An approximate booth layout map is included in the appendix.

Transfers of Space Assignments Vendors may not sublet stall space to others without approval of the market

manager Prepaid fees are not transferable to other Market dates or vendors. Reservation of spaces establishes neither right to nor guarantee of space rental

in subsequent years. If a vendor sells his or her business, he or she may not transfer his or her Market

space to the new owner. The new owner must submit an application for approval – acceptance is not guaranteed.

Change in space assignment for vendors may occur at the Market Manager’s discretion. Advance notice will be given.

Stall spaces for Seasonal Vendors are typically kept in the same location all year; however changes may be required in mid-season to balance product distribution, improve traffic flow, or to meet individual vendor needs. The Market Manager maintains the discretion to change stall spaces as required.

Non-Profits and Community GroupsLocal non-profits and community groups can apply for a free booth space to promote their mission and to raise awareness in the community about the services and programs they offer. A minimum one booth space will be reserved for use by non-profits each week.

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Non-profits may only sell products that do not compete with vendor’s products and are strictly for fundraising purposes only. Non-profits may set up donation jars and put out sign-up sheets to allow interested members of the public to get more involved with the organization.

Each non-profit will be restricted to no more than four Markets in a Market season, in order to allow as many groups as possible to participate and benefit from this excellent public outreach opportunity. We also strive to give the public as much variety in non-profit offerings as possible. All groups that participate in the Market are required, to the level practicable, to help further promote the Market by listing Market activities in their communications (i.e. websites, newsletters).

Vendor Meetings & SurveysVendor meetings are held occasionally at 12:30 pm on Market days, as well as at least twice annually in the Spring and Fall. Attendance at these meetings is voluntary, but attendance is appreciated as these meetings provide a good opportunity for the Market Manager to discuss opportunities or issues with the vendors. They also provide a forum for vendors to express concerns, or share success stories.

FeesAll fees are subject to change at the discretion of the Hubbards Barn Association. General changes to fees will be discussed in advance with the Vendor Advisory Committee. All efforts will be made not to change fees during the Market season, except as a result of changes in government taxes, fees, dues, etc.

Vendor fees vary for Seasonal Vendors and Occasional Vendors. Fees for the 2013 season have been set as follows:

Seasonal VendorsSeasonal Vending Fee

$25/year (includes Hubbards Barn Association membership)

Stall fee $20.00 per day for a single stall. $35.00 per day for a double stall. Prices for Special Stalls are assessed by the Market Manager on a case-by-case

basis.

Stall fees include HST and membership in the Farmers’ Markets of Nova Scotia Cooperative.

Seasonal Vendors requiring electricity (excluding lights) must pay a one-time annual fee of $25.00.

Occasional VendorsStall Fee

$25.00 per day, for a single stall. $40.00 per day for a double stall.

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Stall fees include HST and membership in the Farmers’ Markets of Nova Scotia Cooperative.

Occasional Vendors requiring electricity must pay a daily fee of $10.00.

Christmas MarketsChristmas Market fees are billed separately from the regular Farmers’ Market.

2013 fees are:

Single Stall -- Seasonal - $35.00 per day / Occasional $40/dayDouble Stall – Seasonal - $50.00 per day / Occasional $60/day

Vendors requiring electricity must also pay a daily fee of $10.00.

Payment Options & Methods – Seasonal Vendors

Seasonal Vendors are expected to commit to all Saturday Markets during the regular Market season. Seasonal Vendors have two payment options; i) post-dated monthly cheques/money orders and ii) pre-season payment in full.

Option 1 – Post-Dated Monthly Cheques

Payment by post-dated monthly cheques and/or money orders must be made for the full regular season. Cheques and/or money orders must be submitted to the Market Manager on the first Market day, and should be dated for the 25 th of each month – prior to the month you are reserving (for example, the April 25th cheque covers the four May Markets). For 2013, the post-dated cheques should be made out as follows:

Cheque Dated # of days Single Stall Double StallApril 25, 2012 3 $85.00* $130.00*May 25, 2012 5 $100.00 $175.00June 25, 2012 4 $80.00 $140.00July 25, 2012 5 $100.00 $175.00August 25, 2012 4 $80.00 $140.00September 25, 2012 4 $80.00 $140.00TOTAL 25 $525.00 $900.00

*The first payment includes the Seasonal Vending Fee. If electricity is required, the $25.00 electrical fee should be added to this first payment.

Post-dated checks that do not follow these guidelines will be returned to the vendor to be corrected.

All cheques should be made out to the “Hubbards Barn Association”.

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Option 2 – Pre-season Payment in FullSeasonal Vendors also have the option to pay for the full regular Market season in full by April 25, 2013 (by cash, money order, or cheque). Vendors choosing this option are given a 5% reduction in vending fees.

For 2013, pre-season payment in full is:

Single Stall $498.75**Double Stall $855.00**

**If electricity is required, the $25.00 electrical fee should be added to this payment.

Payment Options and Methods – Occasional VendorsOccasional vendors must pay in advance of occupying their daily booth. Payment can be by cash or cheque, given to the Market Manager. All cheques should be made out to the “Hubbards Barn Association”.

Payment Options and Methods – Christmas MarketsSeasonal Vendors are given the first opportunity to secure stalls for the two Christmas Markets. However, due to the strong interest in the Christmas Markets by other vendors, interested Seasonal Vendors are required to submit payment for the Christmas Market(s) on the last regular Market day Occasional vendors accepted for the Christmas Market(s) must pay prior to occupying their stall.

Payment can be by cash or cheque, given to the Market Manager. All cheques should be made out to the “Hubbards Barn Association”.

Cancellations, Refunds & NSFVendors with stall reservations are responsible for occupying that space for the duration of the term they reserved. Vendors not able to attend a reserved Market date are required to call or email the Market Manager. Please do not tell the on-site Market staff.

Seasonal Vendors will not be entitled to any refunds for missed Market days. Repeated absences may result in the loss of Seasonal Vendor privileges.

A $25 fee will be charged for any post-dated cheques returned due to non-sufficient funds. If two cheques are returned due to non-sufficient funds, the vendor will be asked to pay their vendor fees in cash for the remainder of the season.

Post-dated cheques may not be voided (i.e. stop payment) by the vendor in the event of a cancelled reservation. Vendors will be charged $25 for a voided cheque.

A vendor’s cancellation of Market season due to health, business, or other extraordinary reasons will be refunded accordingly, at the discretion of the Board. The remainder of the season will be cancelled, any un-deposited post-dated cheques will be returned.

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All refunds, including voided, unused post-dated cheque, will be issued within 30 days of the vendor’s last Market date. Unforeseen events or emergencies will be taken into consideration when applying the cancellation policies. There is no carryover of refunds from year to year.

Vendor Application

Regular Saturday MarketsAll vendors (Seasonal and Occasional) applying for a Market space must:

1. Submit a completed application form.2. Agree to pay fees as outlined above.3. Meet all the criteria for membership, and accept the policies outlined in this

handbook and on the application form.4. Acknowledge that membership is non-transferable. Any change in ownership of a

business will result in termination of the membership and necessitate the filing of a new membership application.

Note: Food vendors must also read, acknowledge, and sign the Food Vending Checklist.

Seasonal Vendors must apply by March 31 each year – once a vendor is accepted on a Seasonal Basis; no further applications are required for the regular Saturday Market season for that year.

Occasional Vendors should complete an application form as early in the season as possible to be placed on a tentative list.

Christmas MarketsTo receive preferential treatment (reduced fee and priority placement), all Seasonal Vendors wishing to reserve a stall for a Christmas Market at the special seasonal rate must submit payment in full by the last regular market day. Seasonal vendors applying for a Christmas Market after that date may still be given stall reservation preference (subject to availability) but will be charged the Occasional Vendor rate.

Occasional Vendors wishing to attend a Christmas Market should file a vendor application as early as possible. Occasional Vendor applications will be kept on a ”tentative” list, and will be used to fill vacant stalls after all Seasonal Vendor applications have been reviewed. Occasional Vendors will be selected based on the criteria for vendor selection outlined in this handbook. Accepted applicants will be contacted at least two weeks prior to the scheduled Christmas Market date.

Any vendor (seasonal or occasional) who is not able to attend a reserved Christmas Market must provide the Market Manager with at least one week notice. Failure to do so may result in the vendor being charged for the space and disallowed from attending the following Christmas markets. Extraordinary circumstance may be taken into account.

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Any vendor not showing for a Christmas market without notifying the Market Manager will be charged for the space and will not be allowed to sell at the Christmas markets the following year.

5. Vendor Guidelines and RegulationsThe following regulations and guidelines are established to create clear expectations, address potential issues or concerns, and make the Market a safe and enjoyable place for vendors, staff, volunteers, and patrons.

The Market Manager, in consultation with the Board and the Vendor Advisory Committee, may make modifications and additions as required. The Farmers' Market Manager shall deal with any items not specifically covered by these rules, at his/her discretion.

Vendor Requirements Vendors must agree to bring an adequate supply of their primary product(s). Vendors will adhere to the highest standards of quality, service and business. Subletting of stalls is not permitted without approval of the Market Manager Vendors agree to honour all Hubbards Farmers’ Market promotions (e.g. ‘Bike to the Barn’, barn bucks, etc.) Vendors agree not to practice distress pricing. Smoking is not permitted in the building nor at any vendor’s stall. All vendors must comply with the requirements set by Canadian Food Inspection Agency and the Nova Scotia Department of Agriculture (labelling produce by type, quantity and price, cooling, sanitation, etc.) Vendors are responsible to obtain all necessary licenses, permits, inspections and certificates for the sale of their product(s). Compliance with both Provincial and Federal Sales Tax Regulations is the responsibility of the individual vendor. No pets will be allowed in the vendor’s selling area. The only exceptions will be seeing-eye dogs, dogs for the hearing impaired or other disability guide dogs. Vendors must monitor and supervise their children at all times during the Market day. Young children should not be allowed to wander the grounds and adjacent properties without a parent or guardian with them. The Market can take no responsibility for their safety or whereabouts, or for any damages they may incur. All vendors are responsible for following all federal, provincial, and municipal regulations and taxes regarding their products.

Booking Regulations1. Members may book more than one stall dependent on openings in the

membership and product categories.2. Primary producers will be given spots most suitable for their products.3. Spaces will not be guaranteed if attendance does not begin on the first Market

day in May.4. The Barn is open by 6:30 am. Vendors must be on site by 7:30 am. If you have

not arrived by 7:30 am, your stall can be assigned to another vendor for that week.

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Attendance Regulations

1. Cancellationsa. Seasonal vendors are expected to attend all markets during the regular

season. If a cancellation is necessary vendors must provide the Market Manager with at least two days notice. Failure to do so, or continued absences, may result in the seasonal vendor losing their space for one month of the regular market season.

b. Day vendors assigned a space for a given market day have until 12 noon two days prior to market day to inform the Market Manager if they will be unable to attend. Failure to do so, or continued absences, may result in the day vendor being dropped from the day vendor list for the remainder of the market season.

c. Extraordinary circumstances may be taken into account for both seasonal and day vendors.

2. Late Arrivala. All vendors are required to be on site by 7:30am to ensure set up is

complete by 8:00am for when the market opens. Any vendor not able to arrive by 7:30am on a given market day must phone the Market Manager and indicate what time they will be arriving and the reason. This will allow the Market Manager to place a sign at the vendor’s space indicating the expected time of arrival and answer any questions our customers may have.

b. Failure to communicate with the Market Manager and continued lateness may result in seasonal vendors losing their space one month of the regular market season and day vendors being dropped from the day vendor list for the remainder of the market season.

3. No showsa. In order to ensure the integrity and professionalism of our market, not

showing for an expected market day without any notice by a vendor will not be tolerated. Extraordinary circumstances may be taken into account.

Display Regulations

1. Each vendor should display their name or the name of their farm or business. Vendors are encouraged to personalize their stalls with stories and pictures, and to share their farming/artisan background with customers.

2. Vendors are encouraged to display prices for their products by way of a general price list or individually priced items

3. Food producers are required to display signage each market day indicating the source/origin of each product not of their own production of which they are allowed up to 15%.

4. Vendors may not misrepresent their products or product processes (where and how they were grown, harvested, prepared or created.).

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5. Any producer being represented as organic must be “certified organic” or “in transition”. The certification sign from the applicable agency should be prominently displayed.

6. For uncertified claims, written and verbal declarations regarding pesticide or chemical use which cannot be certified such as unsprayed, no spray, and pesticide-free will need a written statement, submitted with the vendor application, attesting how these procedures are followed. Vendors are required to produce the written statement about production methods for any consumer who requests it and should have copies of the statement available in his/her stall.

7. The Association seeks to provide at least one table with every vendor booth. On occasion, vendors may be responsible for bringing their own tables.

8. Vendors must take up only the space allocated to them, and not allow displays to block aisles or doorways.

9. Competition and cooperation between vendors is encouraged.

10.All stalls must be neat and tidy and safe for customers. Vendors agree to be clean, tidy and properly attired.

11.Vendors selling meat, fish or dairy products are required to provide a means of refrigeration/cooling for their wares. e.g. ice, cooler, etc.

12.Hygiene and safety in the preparation of foods, together with any required business registrations, food permits and product liability insurance are the responsibility of the vendor.

13.All food vendors will comply with the “Guidelines for Public Markets” as issued by the Department of Agriculture (see appendix D)

14.Tables will not be dismantled before noon unless the vendor sells out, in which case the vendor shall post a sign saying “sorry, sold out, see you next week” with the vendor’s name and phone number.

15.Vendors are responsible for clearing their stall at the end of the Market day and taking any substantial volume of garbage home, or depositing it in the designated garbage shed. General garbage containers are intended for the use of customers.

A vendor who fails to abide by Market regulations or consistently offers products of inferior quality may be excluded from the Market at the discretion of the Market Manager or Board Chair.

Set-up & Take-downThe Barn is open by 6:30 am. Vendors are expected to be on site by 7:30 am, and ready to sell by 8:00 am. If you have not arrived by 7:30 am, your stall may be assigned to another vendor for that week.

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When unloading, please ensure you do not block the fire lane, or impede other vendors from accessing the property; after un-loading, please move vehicles to the designated vendor parking spaces (see Parking below).

Vehicles are not permitted inside the Barn, and should not be left idling adjacent to the Barn.

Vendors are not permitted to bring their vehicles back on the property prior to the market closing at 12pm

All vendors must vacate the site by 1:00 pm.

Vendors are required to remove all of their signage, equipment, waste, etc unless prior arrangement has been made with the Market Manager. In such cases where you have been given permission to leave equipment on site, it should be protected, and stored out of the way of any other Barn activities. The Barn hosts many other events. The HBA will not be held responsible for any damage that may occur to vendor property left onsite.

Equipment and Supplies

TablesThe Association makes every effort to supply all tables in the barn, stalls, and tents. Depending on availability of tables at the Barn, vendors may be responsible for bringing their own tables. Tables will be allocated for the season prior to the first Market day. Tents and anchoring will be provided as available with prior request from the vendor.

ElectricityAll electrical equipment (except lights) must be pre-approved by the Market Manager to ensure that adequate electrical outlets are available. Vendors requiring electrical power are responsible for providing their own outdoor extension cords and mats to cover all portions of the cord that lie in any area used by Market customers. The HBA cannot guarantee electricity to its vendors. Vendors who require electricity are also subject to electrical usage fees.

CanopiesSome outdoor vendors may be issued a 10’x10 ‘canopy style tent. Vendors wishing to bring their own canopy or tent should have it pre-approved by the Market Manager.Every Market day, no matter the weather, all canopies, umbrellas, or other boothcovers are required to have ties, weights or pegs on all legs sufficient to keep the covering in place during windy conditions. Failure to have proper weights means that vendor’s tents and umbrellas cannot be set up on Market day.

Waste managementVendors are responsible for keeping their stall space clean during the Market and for complete clean up of their space at the close of the Market. This includes taking with you any trash or garbage that is generated in or around your stall and sweeping up any product debris left on the ground. Farmers are not permitted to dispose of produce

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waste, overripe or leftover produce, or boxes in any on-site garbage cans or dumpsters. If required, vendors should bring their own brooms and dustpans.

ParkingParking spaces provided on the Barn property are for customers only. Once unloaded, vendors are permitted to park in the front of Metaline Graphics (please avoid the gravel driveway) and in the lot behind the PharmaSave building—a trail now links this lot to the Barn property. Vendors that require parking on the property due to health reasons need to have approval of the Market Manager. Vendors will provide their licence plate numbers on their application form so that their vehicles can be identified by the Market Manager and staff. Repeated parking violations by vendors will be addressed by the Market Manager.

DisclaimerAlthough the Market does carry liability insurance, the Market does not assume responsibility for loss or damage to the stall area, product, vehicle and any other property of the Market vendor. The vendor accepts all reasonable risks associated with the use of the Market stall and will exercise sound loss prevention measures at all times. The vendor shall not make claim or take any legal action against the HBA or its representatives for any loss, damage or injury caused to the vendor, agents and/or property, including vehicles.

Health & Safety

PetsIn the interests of health and safety, a Farmers’ Market is not the best place to bring a pet. If customers do choose to bring a pet, we ask them to abide by these seven rules to make a pet’s visit to the Market a good experience for everyone:

1. Pets are not permitted inside the Barn.2. Dogs must be kept on a short leash.3. Dogs must be under control and by the owner’s side at all times.4. Pets must be kept away from produce, plants, and other food products.5. Dogs must be friendly with other dogs and children to earn the right to

be at the Market.6. Be considerate—not everyone loves dogs and some customers are

allergic to animals.7. Don’t forget to clean up after your dog!

Should a vendor see a violation of any of these rules, please address your concern to the Market Manager who will approach the pet owner. The Barn management reserves the right to request that owners remove pets from the Market.

Food SafetyVendors are responsible for reviewing the food safety regulations as outlined in the appended Guidelines for Public Markets, and for completing the attached Food Vending Checklist.

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Vendors and their employees are responsible for informing themselves about/complying with federal, provincial, and local health regulations and licensing requirements governing the production, display, distribution, sampling, and sale of their products. Vendors providing samples of their products must comply with the rules governing Market sanitation and health issues.

Please realize that just one incident of compromised food safety could have a devastating effect on all vendors, the Hubbards Farmers’ Market, and the Farmers’ Markets movement as a whole.

Equipment SafetyVendor vehicles, tables and overhead shades must be maintained and used in a safe manner. Table legs must be firmly locked into place. Tables must have smooth edges and remain stable when loaded with produce. Tent poles, canopy legs, boxes, umbrella stands must not obstruct foot traffic flow and care must be taken when settingup or taking down displays. All tents and umbrellas must be weighted and properly tied down.

SmokingSmoking is not permitted inside the Barn, or in close proximity to the Barn or any outdoor vendor. A designated smoking area has been established near the entrance to the walking trail near the southwest corner of the patio area. The Barn management reserves the right to request that smokers extinguish or move if it is perceived that their activities are causing a health risk to nearby vendors or customers. Please address any concerns to the Market Manager.

Courtesy/ConductThe Markets are community events where many diverse people are gathered to shop and sell. Vendors and their representatives are expected to conduct themselves in a respectful, safe, courteous and harmonious manner with customers, Market staff and with each other.

Any language or behaviour that jeopardizes the normal operations of the Market will be grounds for termination of the Vendor’s permit. Vendors may not threaten or use abusive language with customers, staff, community representatives or each other during Market operations. The Association and the Market Manager will determine termination of a Vendor’s participation in the Market based on conduct. Complaints of this kind due to behaviour should be brought to the Association’s attention and written up on a vendor concern form (see Appendix J).

Vendors should consider the comfort of other vendors and the public, and appropriately limit aggressive selling techniques such as hawking, or calling attention to products in a loud, repetitive public manner. When aisles are particularly crowded, standing in the aisles while providing samples to customers should be avoided.

Vendors should not publicly disparage other vendors, products, or markets. All vendors need to respect each other’s stall space and products during Market hours and stay within the boundaries of this policy.

Customer complaints about individual vendors will be discussed with the vendor. 22

Vendor Concern ProceduresAssociation Board members, the Market Manager, and vendor tenants all have a responsibility to create a safe and positive environment at the Farmers’ Market. We also share obligations for following safe food handling practices, and meeting any additional health and safety guidelines.

Compliance1. The Market Manager or his or her designee has ultimate on-site responsibility for

ensuring compliance with all rules of the Market on behalf of the vendors and Association. Complaints or problems should be directed to the Market Manager in a timely manner.

2. To help ensure public safety and a positive Market environment, if a vendor does not abide by the rules of the Hubbards Barn, the Farmers’ Market or comply with applicable federal, provincial or local regulations applicable to Market participation, the Market Manager or designee may take any action deemed appropriate, including barring the vendor from selling at the Market for that day and any future Market days.

3. Customer complaints received by the Market Manager will be forwarded to vendors and kept on file. Ongoing complaints may result in disciplinary action including removal from the Market.

4. The Market Manager reserves the right to make exception to these rules and guidelines at his/her discretion.

Grievance Procedures1. Complaints or problems should be directed to the Market Manager in a timely

manner that is not disruptive to the Market.

2. Vendors who have concerns regarding other vendor compliance, Market staff, safety, or policies are encouraged to complete a concern form (see Appendix I). Forms are available in the Appendix, and at the Barn Association information booth.

3. The Market Manager reviews each concern form with the Board Chair or Vice-Chair. The concerned vendor will receive a specific written response within two weeks. The VAC may also be consulted if appropriate – all efforts will be taken to ensure vendor confidentiality.

4. A vendor may appeal any decision of the Market Manager concerning violation of these rules within 30 days. An appeal must be presented in writing to the Hubbards Barn Association Board Chair. A decision by the Board Chair, after informing the Hubbards Barn Association Board, shall be issued within 30 days of receipt and constitute a final and binding decision of any appeal.

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Product Challenge1. Product challenges may be made for misrepresentation of product by a vendor.

Vendors can submit a written product challenge form when they believe another vendor is misrepresenting his/her product (see product challenge form in Appendix J).

2. A product challenge must be signed by the person bringing the challenge and preferably be supported by physical and verbal evidence of the offence. The product challenge must be made on the day of, or within the week, the violation is observed. Challenges alleging wrongdoings on past occasions will not be accepted.

3. There is a $20 filing fee, which can be shared by a group of vendors. This fee is returned to the challenger if the claim is verified.

4. The vendor receiving the product challenge must respond to the challenge in writing. Failure to admit or deny a challenge may result in a determination that the challenge is valid.

5. The Market Manager and a member of the Board may conduct a site visit in a timely manner to make a determination on the product challenge. If Market management deems it necessary, a third party inspector will be employed.

6. Product challenge forms are available in the appendix, or at the Hubbards Barn Association information booth. Because of their sensitive nature, they must be returned directly to the Market Manager or Board Chair.

7. If the vendor is found in violation, the vendor may be suspended, or removed from the Market at the discretion of the Board Chair, in consultation with the Board.

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6. AppendixA. Vendor Application & Agreement

B. Food Vending Checklist

C. Booth Layout Map

D. Food Safety Guidelines for Public Markets

E. Food Establishment Permit

F. Food Safety Training

G. Market Tips

H. Important Contacts

I. Vendor Concern Form

J. Product Challenge Form

K. Hubbards Barn Association – Bylaws & Policies

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Appendix A

Vendor Application and Agreement2013

Name_________________________________________ Phone ______________

Business__________________________________________ Phone ______________

Address_______________________________________________________________

Postal Code ______________ Email: _______________________________________

License Plate # ______________

I am applying as a (check one): I am applying for the:

Seasonal Vendor Saturday Market Occasional Vendor 1st Christmas Market (November 30, 2012)

2nd Christmas Market (December 14, 2012)

If occasional, please indicate the Saturday/Sunday date(s) that you are interested in attending.

________________________________________________________________

________________________________________________________________

Please indicate the vendor category you fall under:

primary secondary

Please describe your products and space requirements (including preferred space location applicable):______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________26

You agree: 1. To pay all fees as set out in the Hubbards Farmers’ Market Vendor Handbook.2. To abide by the policies and procedures for the market.3. That other vendors may sell products similar to yours. 4. To support the market and its vendors by meeting attendance requirements. 5. To notify the market manager of any planned absences, giving as much notice as

possible. 6. That membership is personal. In the event that the ownership of your business

changes, it will be necessary for a new membership application to be filed. The fact that the business previously had a stall does not guarantee that a stall will be available or granted when the new application is received by the Market.

7. To share any concerns or suggestions with the Market Manager in the spirit of cooperation, and with the intention to improve the quality of the market for you and others.

As a Food vendor, I have read, signed, and attached a copy of the Food Vending Checklist.

Yes

Not applicable (not a food vendor)

Do you plan to use an electrical appliance (not including lights) at your booth?

No Yes – please describe ________________________________________________

Web Site:Please check each item that you wish to have included for advertising purposes in the Hubbards vendor list at www.farmersmarkets.ns.ca

I hereby authorize the use of my (check all that apply):

Name Email Address Phone Number Mailing Address (business)

Home Address Product List

on the Farmers’ Market Cooperative of Nova Scotia, and the Hubbards Farmers’ Market web sites for the 2010 market year. (I understand that I can revoke this authorization to post information on www.farmersmarkets.ns.ca by delivering notice in writing to the Hubbards Barn Association at any time).

I have read the Hubbards Farmers’ Market Vendor Handbook, and understand and agree to all applicable policies, procedures and regulations.

__________________________ _______________________Signature Date

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Appendix B

Food Vending Checklist 2013

Before selling any food product at the Hubbards Farmers’ Market, a food vendor must complete the following requirements and sign the checklist once complete.

I have read the Department of Agriculture “Guidelines for Public Markets”

Having read the Guidelines for Public Markets, I understand which of my products are Schedule A products and Schedule B products and that I cannot sell products under Schedule C at the Hubbards Farmers Market.

If selling any Schedule A products

I have spoken with the Food Safety Specialist (FSS) to determine what practices I must adhere to in order to satisfy Food Safety Regulations

I am adhering to these practices

I have applied for and received my annual Public Market Permit

I have asked the FSS if I should take the Food Handling course and followed her/his recommendation

If selling Schedule B Products:

I have spoken to the Food Safety Specialist (FSS) to determine if there are any specific practices I must adhere to

I have asked the FSS if I should take the Food Handling course and followed her/his recommendation

Name: Please print ____________________________________

Signature ____________________ Date_________________

Food Safety Specialist for Lunenburg County: John Peters, 634-7507

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Appendix C

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APPENDIX DNova Scotia Department of Agriculture

Food Safety Guidelines for Public MarketsMinimum Requirements for Food Safety

This publication is a guideline for Nova Scotia farmers’ markets and their vendors outlining minimum requirements that must be met in order to ensure food safety.

It is issued by the Food Safety and Enforcement Section of the Nova Scotia Department of Agriculture.

The mandate of the Food Safety Section is to provide for the health protection of Nova Scotians through quality food products. This is achieved by the administration of legislation and education. The Food Safety Section is responsible for the inspection and permitting of retail food service facilities and the Provincial Meat Inspection Program.

Website: http://www.gov.ns.ca/agri/foodsafety/policies/publicmarketguide.shtml

Guidelines for Public Markets Publication Date: March 2006Last Update: November 2007

BACKGROUND:

Public Markets have enjoyed new popularity and have seen substantial growth throughout the province. With this popularity and growth, there has also been a significant shift from the marketing of only farm-fresh and/or traditional food products such as meat, vegetables, non-hazardous homebaking, etc. to a wide variety of food products. With the changing product lines and formats, the title “Public Market” has been chosen to represent this broader scope of operation.

Public Markets have essentially become a venue where many novice entrepreneurs have been attempting to start their respective businesses. From the perspective of consumer protection this shift has become a concern to the Nova Scotia Department of Agriculture - Food Safety Section. The department recognizes the apparent need to apply a level of control that would ensure consumer protection and, at the same time, appreciates the need for the entrepreneurial opportunities. The Department’s Food Safety Section looks forward to working together with the farming community and other community groups, along with the individuals associated with food service at all events, to assist in the delivery of the food safety message. This joint venture should assist everyone involved in the building and maintaining of a strong reputation for food quality while ensuring a safer food supply for Nova Scotia.

POLICY:

It is the role of the Nova Scotia Department of Agriculture - Food Safety Section to inspect all premises, whether permanent or temporary, where food is prepared or served to the public. This legislated

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responsibility is vested through the Nova Scotia Health Protection Act and subsequent Food Safety Regulations that have been developed through Section 105 of this Act.

It is also the policy of the Nova Scotia Department of Agriculture to use the administrative processes and standards contained in this policy to deem acceptability of vendors selling food products at Public Markets.

The regional offices of the Food Safety Section may issue a Permit to Operate a Food Establishment to those vendors who meet the intent of this policy and are deemed to be acceptable. The Food Safety Section will also take whatever action is appropriate toward vendors in Public Markets that do not meet the intent of this policy and thus are deemed to be unacceptable.

DEFINITIONS:

In these guidelines, unless the context otherwise requires, the expression:

1. Administrator: means an inspector appointed as the Administrator by the Minister of Agriculture for the purposes of Part II (Food Safety) of the Nova Scotia Health Protection Act, and/or the individual appointed as the same within the Meat Inspection Act.

2. Event Organizer: means the individual responsible for allowing vendors to set up in association with the Market, thus responsible for excluding a vendor from the event.

3. Farmgate: means land owned, leased or used by a producer to raise animals for sale and includes an individual’s residence.

4. Food Establishment: means any premises, including a mobile, stationary, temporary or permanent facility or location and the surroundings under control of the same person, in which food is processed, manufactured, prepared, labeled, served, sold, offered for sale or distributed free of charge, dispensed, displayed, stored or distributed, but does not include a dwelling except a dwelling used for commercial food production.

5. Public Market: means a venue where a vendor or organized groups of vendors gather on a regular basis in a common location to market food products for which they are directly responsible. This includes the operation of Farmer’s Markets and Flea Markets.

6. Vendor: means a person who occupies a stall or space in a market for the purpose of offering product for sale.

7. Food: means any substance intended for human consumption whether cooked, or used in its raw state.

8. Perishable food or Potentially Hazardous Food: means any food or ingredient capable of supporting the growth of pathogenic micro-organisms or the production of the toxins of such organisms.

9. Prepare: includes cut, wrap, package, freeze, cure or smoke. 10. Temporary Food Establishment Permit: permit issued and required by this department for a

food vendor to operate in association with an Exhibition, Fair, Carnival, Festival, Beer Garden etc. Vendors requiring such a permit are dealt with through the Temporary/Special Event Policy and Guidelines or this policy if associated with a Public Market.

11. Restricted Food Establishment Permit: food establishment permit that restricts or allows specific activities or the sale of certain foods.

12. Not for profit: refers to a community organization or a recognized charity operated for the Guidelines for Public Markets good of a community or community organization.a) It does not include an individual or group operating for personal gain.

ABOUT FOOD SAFETY STAFF:

The Food Safety Section of Nova Scotia Department of Agriculture are represented by Food Safety Specialists (FSS) and Primary Product Inspectors (PPI). The FSS’s are responsible for permitting and compliance monitoring of all food establishments as defined by the Nova Scotia Food Safety Regulations. The PPI’s are primarily responsible for the meat and dairy inspection programs and the subsequent legislation governing these programs. All Food Safety Specialists are certified Public Health Inspectors through the Canadian Institute of Public Health Inspectors. Also, both the FSS’s and PPI’s maintain the “Certified Food Safety Professional” credential through the National Environmental Health Association in

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the United States. Our staff are all experts in the field of food safety and are very willing to provide advice on food safety issues!

PROCEDURES:

1. Upon request from a Food Safety Specialist employed by the Nova Scotia Department of Agriculture the operator of a Public Market will provide a list of participating food vendors.

2. Vendors selling food, as described in Schedule A, will require a Food Establishment Permit or Permit to Operate a Temporary Food Establishment.

3. Vendors selling foods, as described in Schedule B, do not require an Food Establishment Permit or a Permit to Operate a Temporary Food Establishment.

4. Vendors are not permitted to sell foods as described in Schedule C. 5. Vendors shall make application to the Nova Scotia Department of Agriculture and are subject to

inspection and permitting fees as required. To prevent delays in application processing, it is advisable to submit the application a minimum of 7 days prior to the event.

STANDARDS:

1. Operation of a Public Market shall be in accordance with the Food Safety Regulations and/or these Guidelines.

2. All perishable/potentially hazardous foods (Schedule A) offered for sale in Public Markets must originate from an approved source. Home preparation of such foods is not allowed.

3. All vendors wishing to provide food samples must obtain approval from the Food Safety Guidelines for Public Markets Specialist. At all times, food safety measures must be considered. This would include the use of adequate hot or cold holding measures, use of single use utensils or need for additional “cleaned and sanitized” utensils, use of disposable gloves, etc.

4. All vendors, permitted or not, must comply with labeling of all food products in accordance with the Canadian Food Inspection Agency. Basic food labeling requirements include:

1. Common Name 2. Net Quantity Declaration 3. Producers Name and Address 4. List of Ingredients 5. Durable Life Date (Best Before)

Small, individual food portions could have the above information posted at the vendor’s booth!

5. The Nova Scotia Department of Agriculture and the provincial office of the Medical Officers of Health, advise children, elderly and those who are immune-compromised, not to consume unpasteurized juice! Therefore, such product should be labeled “Unpasteurized” and must be refrigerated at <4C (<40F).

6. The foods listed in the Guideline apply to Public Markets only. The sale of these foods outside a market setting may be subject to other federal, provincial or municipal restrictions.

SCHEDULE A - Food Products

These foods are classed as “perishable/potentially hazardous” foods. Storage of such food must be at a temperature of lower than 4º Celsius (40F) or higher than 60º Celsius (140F). The vendor must demonstrate to the satisfaction of a Food Safety Specialist that sufficient controls are in place to ensure a safe product. This includes proper equipment and processes at the approved source of origin, while transporting the food product and during display at the market.

Juices, ciders, or cheese, which are offered for sale and are not pasteurized must be labeled “Unpasteurized” and properly stored.

Producers of unpasteurized juices, should be following the “Canadian Food Inspection Agency:Code of Practice for the Production and Distribution of Unpasteurized Apple and Other Fruit Juice/Cider in

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Canada”.

Foods not listed but classed as “perishable food/potentially hazardous” may also be offered for sale upon the approval of a Food Safety Specialist.

Examples of perishable foods:

Raw Meat and meat products Raw fish, shellfish and seafood products Poultry, poultry products Eggs Processed fruit juices Milk and dairy products

SCHEDULE B - Food Products

These food products are not considered “perishable/potentially hazardous food” and will be considered acceptable products for sale in a public market.

Foods not listed but determined not to be “perishable/potentially hazardous food” by a Food Safety Specialist may be offered for sale in a Public Market.

Examples of Foods:

Raw fruit and vegetables (whole) Honey Jams and jellies Baked goods and pastries (excluding cream pastries and meat filled pies) Hard candy and fudge Home preserved pickles and relish (bottled and sealed in acceptable preserve jars) Pasteurized Fruit Juices Maple Products

SCHEDULE C - Food Products

These food products are classed as “perishable/potentially hazardous food” and will not be permitted to be offered for sale to the public in a Public Market. These foods present the highest risk to public health when conditions are compromised or may contravene existing legislation.

Examples of Foods:

Raw Milk Low acid canned food-home produced such as tomatoes Canned meat, canned fish, smoked fish, shellfish and seafood products which are not produced

in a licensed facility Guidelines for Public Markets Uninspected meat or poultry; or meat and poultry products as defined in the Meat Inspection Act

Sale of Wildlife as defined in the Wildlife Act Perishable food which has been stored at temperatures between 4º four degrees and 60º sixty

degrees Celsius or prepared under unsanitary conditions Other such foods deemed potentially hazardous by the Food Safety Specialist

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Quick Reference Guide - Products and the Conditions for Sale Publication Date: March 2006Last Update: November 2007

Product Fresh orUnrefrigerated

Refrigerated Frozen See belowfor details

Fruit Yes Yes Yes 5

Vegetables Yes Yes Yes 2

Honey Yes n/a n/a 1

Meat No Yes Yes 1,2,6

Fish No Yes Yes 1,2,6

Poultry No Yes Yes 1,2,6

Dairy Products No Yes Yes 1,7

Baked Goods Yes Yes Yes 3,6

Eggs No Yes n/a 8

Cold Frozen Drinks Yes Yes Yes 1,4

Processed FoodsCabbage Rolls (without meat) No Yes Yes 1,6

Pizza No Yes Yes 1,6

Cured Ham or Bacon No Yes Yes 1,6

Pickled eggs Yes Yes n/a 6

Jams and Jellies Yes Yes n/a 6

Pickled Vegetables Yes Yes n/a 6

Relish Yes Yes n/a 6

Candies Yes n/a n/a 6

Fudge Yes n/a n/a 6

Chocolate Yes n/a n/a 61. Must comply with provincial and federal regulations and be considered an “Approved Source”. 2. No home preserved or canned vegetables or meat allowed, including those products that are

pressure canned (except pickled vegetables and cucumber relish). 3. No fresh or unrefrigerated cream filled or custard filled pastries, or pies with meringue. 4. Water must be from an approved source. 5. Cut melons must be wrapped and refrigerated. 6. Product requires adequate protection from consumer handling. 7. Only commercially pasteurized milk or milk products may be sold. 8. Only clean eggs stored at 4oC (40oF) are permitted for sale. Cracked eggs are prohibited.

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APPENDIX E

Food Establishment PermitFrom Service Nova Scotia Website (http://www.gov.ns.ca/snsmr/paal/ndxag.asp)

Who Needs This Permit?   Anyone in Nova Scotia who wants to operate a foodservice facility such as:

restaurant, food take-out, mobile canteen, temporary food establishment, or a grocery store or push carts or any facility from which foods are sold, whether on a permanent basis or only occasionally.  (See also Additional Information, below)

A Temporary Event Permit is required for the sale of foods at Temporary events, fairs and festivals (as defined in the Nova Scotia Food Safety Regulations).  It is required for a booth or other structure operated for fourteen consectuive days or less per year and also includes food booths set up by community organizations to raise funds. Note: Not for profit (recognized charity) does not require a fee.

Issuing Department / Agency:   Nova Scotia Department of Agriculture

Where can you get this Permit and / or further information?   CENTRAL REGION:

(Halifax Regional Municipality)   Food Safety

Nova Scotia Department of Agriculture

Tel: (902) 424-1173 Fax: (902) 424-3948

Office Location: Homburg Building1741 Brunswick St. 3rd FloorHalifax, B3J 3X8

Mailing Address:P.O. Box 2223 Halifax, NS B3J 3C4

  OR   NORTH EAST REGION:

(Cape Breton, Antigonish, Guysborough, Colchester, Pictou and Cumberland Counties)

  Food Safety Nova Scotia Department of Agriculture

Tel: (902) 563-2000

Office Location and Mailing Address320 Esplanade St.Sydney, NS B1P 7B9

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Fax: (902) 563-3435   OR  

 

SOUTH WEST REGION: (Kings, Annapolis, Digby, Yarmouth, Shelburne, Queens, Lunenburg and Hants Counties)

  Food Safety Nova Scotia Department of Agriculture

Tel: (902) 527-5380Fax: (902) 543-0618

Office Location and Mailing Address: Provincial Building 99 High Street Bridgewater, NS B4Y 1V8

Application Forms & Process:   Pickup: An application form for either a new application or temp events can be

picked up at any Office of the Nova Scotia Department of Agriculture listed above,

OR You can download a Food Establishment Permit Application or a Temporary Food Permit Application from the Department of Agriculture website.

OR by writing to:

Halifax Regional Municipality area: Food Safety Section Nova Scotia Department of AgricultureP.O. Box 2223 Halifax, NS B3J 3C4

OR phoning the above at: (902) 424-1173

Return: When the application form is completed, it is mailed, along with a cheque or money order (payable to the Minister of Finance) to the Central Region Office mailing address, listed above.

There is an on-site inspection required before this permit can be issued.

If all requirements are met and the application is approved, the Permit and Decal will be sent to the applicant by mail.

Waiting Period:   First time:  2 - 3 weeks, provided that all the items that must accompany the

application have been received and all regulations have been complied with.

Renewals:   The application will be processed by the department within 5 working days.

Expiry & Renewal:   This Permit is valid from April 1 of one year to March 31 of the following year.

It can be renewed; the Department will send out a renewal notice before it expires.

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Price:  (HST is Included)   Initial Application or renewal:

Eating Establishments $98.38Food Shops $65.18Mobile Food Services $39.36Public Market $39.36Temporary Event (1 day) $12.29Temporary Event (2 days or longer) $25.83Multiple Temporary Events (2 to 5 events)

$39.36

Note:  Not-for-profit (recognized charity) organizations are not required to pay a fee for a Temporary Event Permit.   Please pay by cheque or money order made out to the Minister of Finance.  

Related Requirements:   A Municipal vendors licence is also often required.  To discover whether or not this

is so, check with your local Town or Municipal office.

Additional Information:   1. After an application has been received, an Inspector from the Food Safety

Section of the Nova Scotia Department of Agriculture will carry out an on-site inspection.

This must be done before the permit can be issued.

2. Annual inspection: The standard procedure of the Food Safety Section is to carry out an on-site inspection of all facilities holding this permit every year.  If a facility is considered high-risk, more frequent inspections are carried out.  When you apply for a renewal of your permit, that inspection may not be carried out immediately, in which case the renewal will be forwarded to you by the Department and the inspection carried out at a later date.

Legislative Authority:   Health Act, Revised Statutes of Nova Scotia, 1989, Chapter 194

Food Safety Regulations made under Section 105 of the Health Protection Act.Last Updated: April 2008

APPENDIX F

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Food Safety Training

Food Hygiene (Food Handler) Training (Food Handler) became mandatory under Section 28 of the Food Safety Regulations as of November 1, 2007.

Please refer to the Mandatory Food Hygiene Training Fact Sheet which can be viewed at http://www.gov.ns.ca/agri/foodsafety/hygiene.shtml for more information.

If you have NOT attended a Food Hygiene (Food Handlers) Training Course, or the current certificate is more than five years old, it is time to update your training. Participants are encouraged to attend a course closest to their geographical area.

NOTE: Courses being held are dependant on a minimum of 20 registrants. If you have registered for the course and minimum requirements are not reached, you will be contacted directly by the Department at the phone number indicated on your completed registration sheet, to be informed of cancellations. Your registration fee will be refunded if a course is cancelled. Courses will also be cancelled if school is cancelled due to inclement weather in the immediate vicinity of the course location. To attend one courses, please complete the registration form indicating your location preference and submit, with the $23.18 fee, to the address listed on the form. Cheques or money orders are to be made payable to the Minister of Finance. Registration forms for all courses must be received no later than one week before the course date. If you have questions concerning registration, please call (902) 837-5161.

Remember to bring a pen or pencil for the course, as an exam is administered at the end of the day. A passing grade of 70% is needed to obtain your Food Safety Training certificate.

We look forward to seeing you there.

Sincerely,

Food Safety Specialists, Nova Scotia Department of Agriculture

Alan McMullin - Lunenburg OfficeJohn Peters - Bridgewater OfficeWanda Timmons - Yarmouth OfficeSheldon Stone - Kentville OfficeDon Wile - Kentville Office

Courses can be found at http://www.gov.ns.ca/agri/foodsafety/courses_west.shtml.

APPENDIX G

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Market Tips

Merchandising 101: Sell Smart and Increase Profits

1. Build farm/artist loyalty. Create an identity for yourself. For example, make your farm name and location clear to customers. Provide a description of your farm including location, acres, history, crops, and growing methods. Try displaying this information on a poster and include pictures of your farm. Or have a flyer AND a business card to distribute to customers. Take advantage of the opportunity to educate shoppers about how things are grown.

2. Train employees! Make sure they are knowledgeable about your product and your farm. Continuity of salespeople builds relationships with repeat customers.

3. Provide samples. Let your customers taste the difference! Sampling can increase sales up to 30%. Ask customers: “Have you every tried this variety?” Make sure you follow the minimum guidelines for food safety detailed in this packet. Keep a separate box with your sampling tools, e.g. toothpicks, serving platter, napkins.

4. Supply recipes and information. Find recipes that are simple and contain a few ingredients that can be found at your stand or other parts of the farmers market.

5. Start an email list. Let your loyal customers sign up for a mailing list so you can inform them about special opportunities, your ripening schedule, other markets, and locations they can find you or your product.

6. Use your personality and expertise as a merchandising tool to build and strengthen your customer base.

7. Practice good “boothmanship.” Smile and engage customers. Remember that customers are drawn to enthusiasm, but repelled by aggression.

8. Consider the Market as a venue to network, expose your product, and gain FUTURE sales.

9. If you have a website, be sure to include the address on all of your promotional products, labels, etc.

10.Bring everything you need.

APPENDIX H

Hubbards Farmers’ Market39

Important ContactsWeb Sites

Department of Agriculture - Food Protection and Enforcement Divisionhttp://www.gov.ns.ca/agri/foodsafety/index.shtml

Position Name Telephone EmailMarket Manager Ashley Marlin 902-277-1697 market@hubbardsbarn.orgBoard Chair Jackie Leppard 902-857-9631 Jackie.leppard@gmail.comVice-Chair Gordon Tate 902-857-1078 gtate@ns.sympatico.caTreasurer Ian Grant 902-820-2270 grantiv@eastlink.caSecretaryVolunteer Membership

Sarah Collins

Rentals Tanya Grant 902-820-2270 tcgrant@eastlink.caPropertyFundraising & Events

Shellagh Meagher 902-857-3895 meaghesm@gov.ns.ca

Custodian & Site Maintenance

John Publicover 902-857-1129 jpublicover@eastlink.ca

Custodian & Site Maintenance

Farrell Munroe 902-857-1155

Dept Agriculture General Inquires

902-424-4560

Dept Agriculture, Manager South West Region

Vic Schwartz 902-634-7547 schwarvi@gov.ns.ca

Food Safety Specialist(Lunenburg County)

John Peters 902-634-7507 jpeters@gov.ns.ca

Dept HealthGeneral Inquiries

902-424-5818 DoHweb@gov.ns.ca

Select Nova ScotiaPlanning & Development Officer

Jennifer Reynolds 902-722-1305 reynoljm@gov.ns.ca

APPENDIX I

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Vendor Concern Form

Vendors who have concerns about market operations, vendor policies, or other vendors’ compliancewith market rules should submit this Concern Form. The Hubbards Barn Assocation will not reveal the inquiring vendor’s name to anyone. Please submit this form directly to market management on the market day or within a week of the market during which the alleged violation occurred.

Current Date: ___________ Your Vendor Business Name: ______________________

Your Contact Information (name, phone number, email or mailing address):

________________________________________________________________________________________________________________________________________________

Your Concern. (If applicable, please use your Vendor Handbook to reference the rule or policy with which you have a concern. If this is a complaint regarding a Vendor, specify Vendor’s name.)

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Market date and approximate time at which the violation occurred (if any):

_________________________________________________________________________

______________________ ________________________Signed Date

APPENDIX J

For Market Use Only: Notes:

Date Rec’d _____________

By ___________________

Fee Rec’d _____________

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Product Challenge Form

Vendors can submit this challenge form when they believe another Vendor is misrepresenting their product. There is a $20 filing fee (which can be shared by a group of Vendors). This fee is returned to the challenger(s) if the claim is verified. Please submit this form directly to market management on the market day or within a week of the market during which the alleged violation occurred. The Hubbards Barn Association will not reveal challenger(s)’ identities to anyone.

Name of the vendor about whose product you are challenging:

______________________________________________________________________

Specific product(s) that you are challenging:

______________________________________________________________________

______________________________________________________________________

Market date and approximate time at which the product is being sold:

______________________________________________________________________

Please state the specifics of the violation. Provide any evidence that supports your challenge.

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Your name, business name, addresses and phone number.

______________________________________________________________________

______________________ ________________________Signed Date

Appendix K

For Market Use Only: Notes:

Date Rec’d _____________

By ___________________

Fee Rec’d _____________

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BY-LAWS ofHubbards Barn Association

1. In these by-laws unless there be something in the context inconsistent therewith

a) “Association” means Hubbards Barn Association.b) “Registrar” means the Registrar of Joint Stock Companies appointed under the Nova Scotia Act.c) “Special Resolution” means a resolution passed by not less than three-fourths of such members entitled to vote as are present in person or by proxy, where proxies are allowed, at a general meeting of which notice specifying the intention to propose the resolution as a special resolution has been duly given.d) A ‘Regular’ member shall be a person who supports the objects of the Association, and contributes to the support of the Association an amount to be determined by resolution of the Board of Directors and approved at a general meeting. A regular member shall have full rights to vote in the affairs of the Association, the right to hold office, and otherwise enjoy the benefits of membership as from time to time defined by resolution of the Board of Directors.e) An ‘Associate’ member shall be a person that supports the objects of the Association, but does not otherwise qualify as a Regular member. An Associate member may enjoy the benefits of membership as from time to time defined by resolution of the Board of Directors, but shall not have a right to vote in the affairs of the Association, or the right to hold office. f) “Representative” is a person appointed to the Board of Directors by the Aspotogan Heritage Trust who may participate in the business discussions of the Board of Directors, but shall not be a Director, nor be entitled to a vote on questions put to the Board of Directors.

PURPOSE2. The purpose of the Association is to promote the Barn and its land for community

activities, and to maintain and improve the building and property while retaining its heritage value.

ELIGIBILITY OF MEMBERSHIP3. Membership in the Association is open to any person who:

a) Is at least eighteen (18) years of age;

b) Has paid the membership dues

c) Supports the objects of the Association

d) Membership in the Association shall not be transferable

MEMBERSHIP DUES AND RIGHTS

4. a) Membership dues can be paid anytime during the year and expire on the conclusion of the subsequent annual general meeting. Notice of membership dues will be sent to the last known address of the member on record.

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b) Membership dues and any change to membership dues are to be set by the Board of Directors and approved at the next following Annual General Meeting by the majority of voting members.

5. For the purposes of registration, the number of members of the Association is unlimited. Employees of the Association may be Associate members.

6. Any disciplinary action, including expulsion of Members, must be approved at a special general meeting of the Society of which an impugned Member is given proper notice and at which the Member is given a reasonable opportunity to explain and defend his or her conduct.

7. Membership in the Society shall cease immediately upon:

a) the death of the Member;b) the Society receiving notice in writing from a Member of that Member’s resignation; c) the Member ceasing to qualify for membership in accordance with these By-laws; or d) the Member being expelled by means of a special resolution.

FISCAL YEAR8. The fiscal year of the Association shall be the period from January 1 to December 31.

ANNUAL GENERAL MEETING9. a) The annual general meeting of the Association shall be held within three months after

the end of each fiscal year of the Association.

b) An extraordinary general meeting of the Association may be called by the Chair or by a majority of the directors at any time, and shall be called by the directors if requisitioned in writing by at least twenty-five per centum (25%) in number of the regular members of the Association.

10. Seven days’ notice of a meeting, specifying the place, day and hour of the meeting and, in the case of special business, the nature of such business, shall be given to the members. Notice shall be given in writing, by facsimile or by email or by sending it through the post in a prepaid letter addressed to each member at his last known address. Any notice shall be deemed to have been given by facsimile when transmission has been confirmed; by e-mail, on the day on which it was sent; or by post at the time when the letter containing the same would be delivered in the ordinary course of post and in providing such service it shall be sufficient to prove that the envelope containing the notice was properly address and placed in the post office. The non-receipt of any notice by any Member shall not invalidate the proceedings at any meeting.

11. At each annual general meeting of the Association, the following items of business shall be dealt with and shall be deemed to be ordinary business:a) Consideration and approval of the minutes of the preceding general meeting;b) Receipt and consideration of the annual report of the directors;c) Receipt and consideration of the audited statements, including balance sheet and operating statement and the report of the auditor thereon;d) Election of directors for the ensuing year;e) Election of officersf) Appointment of Auditor for the next fiscal year

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12. All other business transacted at an annual general meeting shall be deemed to be special business and all business shall be deemed special that is transacted at an extraordinary general meeting of the Association.

13. No business shall be transacted at the annual general meeting of the Association unless a quorum of Members is present at the commencement of such business and such quorum shall consist of five Members.

14. If within one-half hour from the time appointed for the meeting, a quorum of Members is not present, the meeting, if convened upon the requisition of the members, shall be dissolved. In any case, it shall stand adjourned to such time and place as a majority of the members then present shall direct and if at such adjourned meeting a quorum of members is not present, it shall be adjourned sine die.

15. a) The Chair of the Association shall preside as Chair at every general meeting of the Association;b) If there is no Chair or if at any meeting he is not present at the time of holding the same, the Vice-Chair the same shall preside as Chair;c) If there is no Chair or Vice-Chair, or if at any meeting neither the Chair nor the Vice Chair is present at the holding of the same, the Members present shall choose someone of their number to be Chair.

16. The Chair shall have no vote except in the case of an equality of votes. In the case of an equality of votes, the Chair shall have the casting vote.

17. The Chair may, with the consent of the meeting, adjourn any meeting from time to time and from place to place, but no business shall be transacted at any adjourned meeting, other than the business left unfinished at the meeting from which the adjournment took place, unless notice of such new business is given to the members.

18. At any meeting, unless a poll is demanded by at least three members, a declaration by the Chair that a resolution has been carried and an entry to that effect in the book of proceedings of the Association shall be sufficient evidenced of the fact, without proof of the number or proportion of the members recorded in favour of or against such resolution.

19. If a poll is demanded in manner aforesaid, the same shall be held such in a manner as the Chair may prescribe and the result of such poll shall be deemed to be the resolution of the Association in general meeting.

VOTES OF MEMBERS20. Every regular member shall have one vote and no more. There shall be no proxy votes.

DIRECTORS21. Unless otherwise determined by general meeting, the number of elected directors shall

not be less than seven or more than nine. The supplementary list of directors submitted to the Office of Registrar of Joint Stock Companies shall be the first directors of the Association.

22. a) Any regular member in good standing of the Association and with residence in the Aspotogan Region shall be eligible to be elected a director of the Association.b) The immediate Past Chair shall be a director ex officio.

23. Directors shall be elected by members at each annual general meeting of the Association.

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24. The Aspotogan Heritage Trust may appoint a representative to the Board of Directors.

25. At the first annual general meeting of the Association and at every succeeding annual general meeting, 50% of the directors shall retire from office but shall hold office until the dissolution of the meeting at which their successors are elected and retiring directors shall be eligible for re-election.

26. In the event that a director resigns his office or ceases to be a member in the Association, whereupon his office as director shall ipso facto be vacated, the vacancy thereby created may be filled for the unexpired portion of the term by the Board of Directors from among the regular members of the Association.

27. The Association may, by special resolution, remove any director before the expiration of the period of office and appoint another person in his stead. The person so appointed shall hold office during such time only as the director in whose place he is appointed would have held office if he had not been removed.

28. Meetings of the Board of Directors may be held at such times and at such places as the Board of Directors may from time to time determine. The Board of Directors shall meet a minimum of three times per year. A meeting of directors may be held at the close of every annual general meeting of the Association without notice. Notice of all other meetings, specifying time and place, shall be given by the Secretary orally or in writing at least seven days before the meeting is to take place, but non-receipt of such notice by any director shall not invalidate the proceedings at any meeting of the Board of Directors.

29. No business shall be transacted at any meeting of the Board of Directors unless at least two-thirds in number of the directors are present at the commencement of such business.

30. The Chair or, in the absence of the Chair, the Vice Chair or in the absence of both of them, any director appointed from among those directors present shall preside as Chair at meetings of the Board of Directors.

31. The Chair may be entitled to vote as a director, and in the case of equality of votes, he shall have casting vote in addition to the vote to which he is entitled as a director.

POWER OF DIRECTORS32. The management and conduct of the affairs of the Association shall be vested in the

directors who in addition to the powers and authorities by these by-laws or otherwise expressly conferred upon them, may exercise all such powers and do all such acts and things as may be exercised or done by the Association and are not hereby or by Statute expressly directed or required to be exercised or done by the Association in general meeting. In particular, the directors shall have power to engage a coordinator and determine his duties and responsibilities and his remuneration. The directors may appoint an executive committee, consisting of the officers and such other persons as the directors decide, and other standing and ad hoc committees with such duties and powers as it deems to be in the interests of the Association.

OFFICERS33. The officers of the Association shall be a Chair, a Vice-Chair, a Treasurer and a

Secretary. The offices of Treasurer and Secretary may be combined.

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34. The members shall elect one of their numbers to be the Chair of the Association. The Chair shall have general supervision of the activities of the Association and shall perform such duties as may be assigned to him by the members from time to time.

35. The Vice-Chair shall, at the request of the members and subject to its directions, perform the duties of the Chair during the absence, illness or incapacity of the Chair, or during such period as the Chair may request him to do so.

36. a) There shall be a Secretary of the Association who shall keep the minutes of the meetings of Members and directors and shall perform such other duties as may be assigned to him by the Members. The Members shall appoint the Secretary and a Treasurer of the Association to carry out such duties as the Members may assign. If the Members think fit, the same person may hold both offices of secretary and treasurer.

b) The directors may appoint a temporary substitute for the Secretary who shall, for

the purpose of these by-laws, be deemed to be the Secretary.

AUDIT OF ACCOUNTS37 The auditor of the Association shall be appointed annually by the Members of the

Association at the annual general meeting and, on failure of the Members to appoint an auditor, the directors may do so.

38. The Association shall make a written report to the members as to the financial position of the Association and the report shall contain a balance sheet and operating account. The auditors shall make a written report to the members upon the balance sheet and operating account, in every such report he shall state whether, in his opinion, the balance sheet is a full and fair balance sheet containing the particulars required by the Association and properly drawn up so as to exhibit a true and correct view of the Association’s affairs, and such report shall be read at the annual meeting. A copy of the balance sheet, showing the general particulars of its liabilities and assets and a statement of its income and expenditure in the preceding year, audited by the auditor, shall be filed with the Registrar within fourteen days after the annual meeting in each year as required by law.

39. The Association has power to repeal or amend any of these by-laws by a special resolution passed in the manner prescribed by law.

NOMINATING COMMITTEE40. a) The Nominating Committee shall consist of three members appointed by the Chair in

consultation with the Board of Directors. Members serve for a one-year renewable term, commencing at the end of each annual general meeting. The Chair shall chair the Nominating Committee without a vote. b) The Nominating Committee shall present for election by majority vote at the annual general meeting, at least one nominee for each anticipated vacancy on the Board of Directors.c) Additional nominations may be made from the floor at the annual general meeting. If action at the annual general meeting provides such additional nominees for a vacancy, the names of all nominees for the position shall be submitted to the membership for election at the meeting.

DISSOLUTION

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41. a) The Association shall be dissolved by special resolution by a vote of three-fourths of the membership present and in good standing after the matter has been moved and discussed at the annual general meeting or special meeting called for the purpose.b) Upon the dissolution of the Association, the Board of Directors shall, after paying or making provisions for the payment of all the liabilities of the Association, dispose of all the assets (if any) of the Association exclusively for the purposes of the Association, or to such organization or organizations organized and operated exclusively for charitable or educational purposes within the Aspotogan Region, as the Board of Directors shall determine.

MISCELLANEOUS42. The Association shall file with the Registrar with its Annual Statement a list of its officers

and directors with their civic addresses, occupations, and dates of appointment or election, and within fourteen days of a change of directors, notify the registrar of the change.

43. The Association shall file with the Registrar a copy in duplicate of every special resolution within fourteen days after the resolution is passed.

44. Directors shall serve without remuneration, salary or profit from the position of Director. Directors may be reimbursed for receipted expenses incurred on behalf of the Association.

45. The Association shall carry commercial general liability insurance in the amount of at least one million dollars, as well as directors’ liability insurance.

46. Where a person has any pecuniary or personal interest, direct or indirect in any tendering process or has a conflict of interest as a director, he:a) shall disclose his interest fully and prior to any consideration of the matter in the meeting;b) shall not take part in the discussion of or vote on any question in respect of the matter;c) shall not in any way whether before, after, or during the meeting influence the voting on any such question.

47. Preparation of minutes, custody of the books and records and custody of the minutes of all meetings of the Association and of the Board of Directors shall be the responsibility of the Secretary.

48. Contracts, deeds, bills of exchange and other instruments and documents may be executed on behalf of the Association by the Chair or the Vice-Chair and the Secretary, or otherwise as prescribed by resolution of the Board of Directors.

49. The borrowing powers of the Association may be exercised by special resolution of the members.

50. Any member may inspect the books and records of the Association at any reasonable time within two days prior to the annual general meeting at the registered office of the Association.

51. The Hubbards Barn Association does not have custody of a Seal.

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