Fairfield Farmers’ Market Association, Inc. By-Laws 2002

ARTICLE 1- Name

This organization shall be known as the Fairfield Farmers’ Market Association.

ARTICLE 2 – Purpose

To improve the production and marketing of local farm and garden products in the Fairfield area,
and to educate and stimulate public interest and awareness in the consumption of local farm and
garden products, thereby supporting, preserving, and improving the quality of rural life in this
area.

This Association is responsible for setting market rules and guidelines for farmers participating
in the Fairfield Farmers Market.

ARTICLE 3- Membership

Any home gardener, farmer, or producer with Maine homegrown products shall be eligible for
membership in the organization by agreeing to abide by the by-laws and established rules of
operation. Members will be allowed to sell after paying membership fees. The right to vote on
any matter shall be restricted to members in good standing with this Association.

ARTICLE 4 – Officers and Steering Committee

The membership of the Association will elect from within the membership a Chairperson,
Secretary, Treasurer, and Market Manager and at least three (3) but no more than five (5)
members-at-large to serve on a Steering Committee. Officers shall be elected annually at the
annual membership meeting .

Steering Committee – The Steering Committee is responsible for overseeing the operation of the
market, and setting policy for the Association.

  • The Steering Committee shall meet as necessary on the call of the Chairperson, or in their absence, the Market Manager. The Steering Committee shall arrange for all meetings, and have general charge of the Association activities, including power to authorize the Treasurer to pay bills approved by the Steering Committee.
  • The Steering Committee may appoint an interim member to a vacancy on the Steering committee between annual meetings, after notifying the full membership.
  • The Steering Committee is responsible for advertising and promotion by newspapers, radio, television, or other means and may request support from various municipalities for promoting the successful operation and expansion of the market.
  • At the request of the Market Manager or other market member, the Steering Committee shall investigate any suspicion of questionable practices or violation of market rules employed by any seller. If verified, they are authorized to immediately enforce corrective action, or cancel the offenders membership.
  • The Steering Committee shall appoint a farm visit committee and may appoint other committees as needed.

Duties of the officers are as follows.

Chairperson – the chairperson shall:

  • set the agenda and preside at all meetings of the Association and Steering Committee, and shall have general supervision of the business of the Association;
  • request the secretary to call regular or special meetings and attend to all duties expected of such an officer.

Market Manager – The market Manager shall:

  • be in charge of collecting daily market fees and maintaining records of attendance;
  • handle immediate situations concerning the market, including resolving conflicts among members/vendors, and resolving consumer complaints;
  • ensure the market area stays clean and vendors abide by market rules;
  • assist vendors in compliance with all State and Federal rules and regulations;
  • be authorized to make deposits and write checks in the absence of the Treasurer.
  • In addition, at steering committee meetings the market manager shall attend to the duties of the Chairperson in his/her absence.

Secretary – The secretary shall:

  • keep record of all meetings and send out meeting notices, minutes and other information to the general membership as directed by the steering committee;
  • be responsible for polling members by phone when such votes are necessary;
  • perform other duties as directed by the Steering Committee.

Treasurer- The treasurer shall

  • have custody of all funds of the Association;
  • receive and give receipts for all monies due and payable;
  • keep a record of all dues and other money received from the market operation;
  • record any money paid out and report on the foregoing, whenever requested;
  • deposit, in a timely manner, all monies received in a bank account authorized by the membership;
  • be able to sign checks only upon authorization of the Steering Committee.

ARTICLE 5 – Full Membership Meeting

There shall be an annual meeting of the full Association membership, at which time new officers
will be elected and the market rules and Association by-laws may be reviewed and/or amended.

This meeting shall be held in the late fall, after the end of the market season.

Notice of the meeting and a meeting agenda, including all proposed amendments, must be sent so
that members receive notice at least two (2) weeks prior to the meeting.

All matters brought before the Association at a duly authorized meeting shall be decided by a
majority vote. A quorum of at least 25% or three (3) persons, which ever is greater, is required.
Votes shall carry by a simple majority of those present at the meeting. The Chairperson shall not
vote unless there is a tie, in which case, the chairperson will cast the deciding vote. Members in
good standing shall have the privilege of voting at all association meetings. Each farm
membership shall have one vote.

ARTICLE 6 – Records

Every member shall have the right to examine, for any reasonable purpose, the books, records,
roster of membership and other appropriate records of the Association.

ARTICLE 7 Dues and Liquidation

The fiscal year of the Association shall begin on January 1st and end on December 31st.

Section 1- The annual dues and daily market fees for the next market year shall be proposed by
the Steering Committee annually and approved by the membership. In no case shall market
members be allowed to attend market without having first paid their annual dues. Daily market
fees shall be paid by the end of each market day.

Section 2 – In the event of liquidation or dissolution, all remaining funds in the Association’s
treasury shall be distributed to current members, regardless of chronology of such patronage, on
the basis of respective patronage contributions as shown on the books and records of the
Association, insofar as practicable, and after satisfying all debts and other obligations of the
Association.

ARTICLE 8 – Amendments

The articles and by-laws outlined may be amended in whole or in part by a simple majority vote
of members present at any regular or special meeting, providing that the proper two-week
advance notice of such revision or amendment was included in the call of the meeting.

About Leigh Hallett

Leigh has been Executive Director of the Federation since 2014. She can be reached by email (director@mffm.org) or by calling the MFFM offices (487-7114).