ASFM COMMITTEE MEETING Synopsis of outcomes – 15 February

ASFM COMMITTEE MEETING Synopsis of outcomes – 15 February

ASFM COMMITTEE MEETING
Synopsis of outcomes – 15 February 2017
Members present
Chair Brenda Oakey
Deputy Chair Bob Heath
Geoff Page
John LePlastrier
Treasurer Milton Perryman
Claude Conterno
Bianca Battistella
General Manager Elaine Ratcliffe
Joy Taylor
Justin Ross
Pas Marchi
Apologies - none
AGENDA ITEM 2 - Conflict of Interest
None
AGENDA ITEM 3 - Minutes of Previous Meeting
The minutes from the ASFM committee meeting held on 18 January 2017 were accepted as a true and correct record
AGENDA ITEM 4 - Action Items
The General Manager clarified that the staff leave liabilities were included in Other Current Liabilities and that
payroll taxes are included under the Payroll Liabilities in the Balance Sheet. She outlined that the larger figure for
this item in the 2016 balance sheet included liabilities related to grant funds being received for the establishment of
Gawler Farmers’ Market.
ITEM 5 - Correspondence
None received
ITEM 6 - Statistics
A discrepancy in the stallholder statistics was clarified
ITEM 7 - General Manager’s Report
The General Manager outlined that Gawler Farmers Market had seen an improvement in customer attendance since
the last committee meeting and advertising for new stallholders had resulted in a number of positive enquiries
which are now being followed up by the Market Manager
The General Manager outlined that the Gawler Farmers’ Market Consultative Committee Meeting had been
established as part of the grant terms and was originally intended to run for one year only and approval was sought
for the Consultative Committee to continue, which the meeting agreed to. It was agreed to discuss Gawler Farmers
Market at the strategic planning session.
The General Manager outlined that additional support being provided by Brand SA for the I Choose SA Farmers’
Market Weekend will include filming at the Showground market by South Aussie with Cosi on Sunday 26 February
The General Manager’s report was accepted
ITEM 8 - Market Manager’s report
A query was raised about the stallholder enquiries for Gawler who have now advised that they did not want to
proceed with a stall, which the General Manager responded to.
In response to a query from a stallholder on selling non-food products that are a bi-product of his farm at the market
there was a discussion on the current rule that restricts the volume of non-food product on the market stalls to 10%.
Following a discussion, the committee voted in favour of retaining the current rule as the rules include a provision
that the committee can approve stalls that do not meet the current stallholder rules and responsibilities.
The Market Manager’s report was accepted
ITEM 9 - Financial Report
The Treasurer reported that overall income is down which is largely due to a shortfall of stall fee income against
budget. The Treasurer reported that the managed shares had generated a return of around 8%. The General
Manager advised that the current rate being offered for term deposits for three months was 2.2%. The committee
agreed to invest additional funds into shares and into a term deposit for 3 months from funds in the cheque account
The financial report was accepted
ITEM 10 - Full Year Financial Forecast
The General Manager spoke about the full year forecast which had been circulated with the meeting papers. She
advised that there had been a significant reduction in stallholder fees for the first six months of the financial year
and that membership sales were below budget, although membership sales are slightly ahead of the same time last
year. The income from both of these areas are forecast to be less than initially budgeted.
The General Manager advised that saving will be made in the marketing budget and savings have already been
achieved in the employment expenses budget. The General Manager proposed that the outside information stand
be discontinued from the end of March to save further staff expenses.
The Full Year Financial Forecast was accepted.
ITEM 11 - Specialist member terms of office
The Treasurer advised that he had served on the ASFM committee for 6 years and prior to that was involved as the
finance manager of the RAHS in setting up the farmers markets. He advised that he intended to stand down from
the committee with the conclusion of his term of office this month.
The committee agreed to advertise for a replacement specialist member for the role of Treasurer.
The potential replacement for another Specialist Member who’s term of office is due to finish later this year was
discussed and it was agreed to wait until the strategic planning process has been completed to consider what
particular skills might be required.
The Chair thanked both committee members for their contribution to the ASFM.
ITEM 12 - Stallholder licence and rules
The General Manager advised that a number of changes that were included in the documents that were circulated to
the committee to improve the wording and the Legal Specialist committee member advised that the documents
complied with the Act.
The General Manager raised that committee discretion could be used to give permission for the sale of any products
not specified in the stallholder licence and rules. Queries were raised about the definition of primary products and
on the electrical equipment and compliance with safety standards and it was advised that these were adequate.
It was agreed to start educating stallholders on the new documentation after Easter when the committee could
consider what the stall fees should be set at and that a stallholder meeting will be held to answer any concerns.
A motion was carried that ASFM Stallholder Licence and Rules document be accepted
ITEM 13 - Strategic Planning & Consumer Research
The committee agreed to proceed with the original consumer research proposal obtained.
The General Manager outlined a proposed process, quote and a potential facilitator’s experience in strategic
planning and involvement in farmers’ markets. The committee agreed they should be engaged as the facilitator.
It was agreed that the first week of April would be the preferred time to meet and for a stallholder meeting to be
held on Sunday 19 March.
ITEM 14 - Casual stall opportunities for kids
The General Manager advised that staff had been looking into the suggestion for the market to provide casual stall
opportunities for kids. The intention was that opportunities be provided for kids to operate a once off stall at the
farmers’ market to provide a chance for them to develop an entrepreneurial project.
The General Manager advised that due to issues around the requirement that stallholders to have insurance and
food safety considerations that staff believed that it would be best to work with schools as then children’s stalls
could be covered by their insurance and school staff could assist with ensuring food safety requirements are
understood. The committee agreed with this approach and for staff to follow up with this further.
ITEM 15 - Market incident
The Chair outlined an incident the occurred at the market which is detailed in the Market Managers report. It was
raised that it was essential to ensure that follow up is undertaken in future to ensure compliance with the rules.
ITEM 16 - OTHER BUSINESS
Easter Sunday Farmers’ Market
The General Manager advised that a number of stallholders have advised that they would not attend the Easter
Sunday market and asked the committee if they wanted to reconsider the decision to go ahead with this market. A
vote was held and the majority of the committee voted in favour of holding an Easter Sunday market. One
committee member voted against and asked for this to be noted in the minutes
Leave of absence from the committee
The Chair advised that she felt that due to limitations of time that she was unable to continue as Chair at present.
Committee member suggested that the Chair take a leave of absence from the committee for 2 months and to review
her availability after that time.
Meeting closed at 7.45pm