Skip sidebar and go to page body
San Juan Islands Agricultural Guild
Board Meeting
May 6, 2008
Location: San Juan Islands Conservation District
Present: Board Members (with representation): Jane Burton-Bell (FM), Bruce Gregory (CD), Candace Jagel (WSU Ext.), Megan Jones (at large), Elaine Kendall (FM), Rebecca Moore (FM), Suzy Pingree (at large), Madden Surbaugh (restaurants), Peggy Weir (FM)
Absent: Rick Hughes (Orcas FM), Cloud Oakes (at large), Christine Miller (fairgrounds), Rob Waldron (IGFC ), Bill Watson (EDC),
Project Director: Lovel Pratt
Observer: Hawk Pingree
MEETING CONVENED: 1:32 p.m.
1. APPROVAL OF MINUTES
Lovel suggested that the minutes of the April board meeting be amended to reflect that she, as project manager, cannot make a formal motion.
Agreed by consensus: Candace will amend the minutes to show that Lovel made 'recommendations' rather than motions. The minutes were approved with this change.
2. FAIR BOARD, ARC, AND AG GUILD
Christine was not able to attend this meeting but sent a message via Candace that she has resigned as fair manager. Christine's position on the Ag Guild board will therefore be filled either by the interim fair manager or a fair board member.
Christine would like the Ag Guild to know that Lovel and Boyd will not be doing the ag tent at the fair this year. (Lovel confirmed this.) Christine suggests that ag tent responsibilities might be shared by several organizations, such as WSU Extension, the ARC, and the Ag Guild. The Nature Institute has received a grant to do a native plants exhibit, which could be complementary to the ag tent. Further discussion of this topic was deferred.
Rebecca passed along a message from Tom Schultz (WSU Extension and ARC) that the county is looking to reduce the number of advisory boards. To this end, the fair board and the ARC might be combined, since the two shared ag-related missions. Tom would like the Ag Guild to consider this possibility and be prepared to weigh in.
3. TREASURER'S REPORT
Bill was unable to attend today but sent the forms to authorize signers on the Ag Guild bank account. These were passed to Elaine and Peggy. Rick has not yet received information about how to begin keeping the books. We are eager to begin working on a budget.
Jane asked whether people could donate to the farmers market through the Ag Guild. The Ag Guild would thus function as an umbrella organization. We agreed that farmers markets throughout the islands would appreciate and benefit from this service. Concern: the cost of administering such a service.
Agreed by consensus: We ask Bill to research the legality of having the ag guild function as an umbrella organization for local farmers markets..
3. PROJECT MANAGER'S REPORT
a. Lodging tax grant application. With Pete Rose's encouragement, Lovel submitted the lodging tax grant application, as per the board's decision in April. Lovel also made a 10-minute presentation to the lodging tax committee. If the application is short-listed by the committee, it will be important to show support for the proposal at the county council meeting when the short-listed applications are reviewed and ranked (date and time to be determined). For those unable to attend, a letter of support addressed to council members would also be helpful.
b. Possible PFM sites
Lovel presented information on a possible site near the intersection of Tucker and Guard streets, next to the Pig War Museum. The property, which is zoned light industrial and includes a vacant area that could accommodate the market, is currently rented to the Benefit Players. Lovel spoke with Mike Bertram (Benefit Players), who raised the possibility of creating a consortium of partners to own and use the property. The potential partners he named were Calvary Church (which already uses it on Sundays) and a group of investors who are interested in the property as a long-term investment and have a vision for the use of site that would include the Benefit Players, the church, and the farmers market.
Discussion followed during which we noted that the high school parking lot could serve the market and that for the PFM facility to accommodate an approved kitchen, we would need to pay for sewer and water hook ups. Concerns: The lot may not be big enough, unless it includes the vacant lot next to it. The situation may not be permanent if the investment partners decide to sell down the road.
Agreed by consensus: We support Lovel exploring this option on behalf of the Ag Guild only if the second lot is included.
Island Arts Institute and Westcott Bay Institute are also looking for sites. Westcott Bay is interested in buying the old Browne's lumberyard. Potential idea: The three organizations could create a partnership and develop a shared space, possibly on the Browne's site.
4. BOARD MEMBER TENURE
The only board members for whom tenure is pertinent would be the at-large members.
5. AG GUILD WEBSITE
Agreed by consensus: We don't need Suzy to report regularly.
6. FUNDRAISING DINNER AT STEPS, MAY 18.
The fundraiser is intended to raise awareness of the PFM project and also money to cover Madden's cost at Steps, Vance's speaking cost for the May 18 dinner ($1000), and the $750 fee for the 501© 3 application to the IRS.
Madden is continuing to distribute dinner invitations and posters. Lovel has created a tabletop place card in an envelope to solicit donations. She has also created a tent card featuring local farmers. Ideas for possible future use of tent cards at local restaurants, farmer trading cards (Get yours today!), farmer bingo, and farmer trivial pursuit.
At the dinner, Madden will present each course, and San Juan Island and Lopez Vineyards representatives will introduce the wines. Madden will begin by introducing Vance and the vineyards folks. He will then give the floor to Vance and serve the first course. The meal will be five courses and will take about two hours.
Steps has a DVD player, and we could do a slide show of farm photos during the meal. Suzy offered to work on a slide show.
Agreed by consensus: We like this idea and give Suzy our full support.
Vance Corum will be involved in other activities on that weekend, primarily a WSU Extension ag marketing workshop. He is available for a rapid market assessment (RMA) on Saturday morning. (Noted: Oregon State University has a webpage on RMAs.)
Agreed by consensus: Candace will ask Vance if he would be willing to do an RMA at the farmers market to gather data relevant to the PFM project that could be useful for fundraising.
Vance will also facilitate a meeting with the Ag Guild and the Farmers Market Association on Sunday afternoon, 2-4 p.m. at Skagit Valley College. Rebecca, Elaine, and Peggy will let market folks know.
7. WA STATE FOOD STAMP PROGRAM
The EBT program (WA State's digital food stamp program) was available at the market in 2002. However, it was not used enough and was therefore discontinued. Suzy reported that the market is now looking into reinstating it. The market has agreed to determine if there is enough of demand to warrant this.
8. SUBCOMMITTEES
Ag Guild board subcommittees were created as follows:
Fundraising Subcommittee: Madden, Jane, and Elaine
Site Assessment Subcommittee: Rebecca, Peggy, Megan, Hawk, and Rebecca
Educational Materials and Fundraising: Suzy, Megan, and Lovel
9. PROJECT MANAGER'S CONTRACT
Lovel is running out of the volunteer hours she originally agreed to donate to the guild. She is willing to continue working as long as there is an expectation that she will be paid.
There was agreement that the Ag Guild should commit to at least 10 hours a week of paid time for Lovel. Invoices would be sent to Rick. Adoption of a contract was postponed until the next meeting.
NEXT MEETING: June 3, 1:30 – 3:00 at the CD office. The telephone number of the CD conference room is 370 5278, if you need to call in.