FARMERS’ MARKET BY-LAWS

 The Farmers’ Market functions under the auspices of Poplar Grove Foundation, Inc.  Poplar Grove has agreed to provide a market site, market manager, public relations and financial support.  Poplar Grove Foundation retains the right to make final decisions on market matters if deemed necessary.  All property and assets of the market are held by Poplar Grove Foundation, Inc.

1.  Mission :  The Farmers’ Market at Poplar Grove was established to provide a retail outlet for local growers and producers to sell their goods directly to consumers.  The market strives to educate consumers on local farm products and practices, promote the use of local products and serve the community through programming and activities.

2.  Vendor Membership:  Active and associate membership is available to farm and business units that are actively engaged in the production of the products he/she sells, who meet the qualifications for membership, are accepted into the Farmers’ Market and pay market fees.  All members must abide by the rules, regulations and by-laws of the market, which are determined by the active membership at the annual membership meeting.  The Steering Committee shall have the power at any time to determine who is eligible for membership according to the market rules while also considering what is best for the market.

            Active Members:

            A.  Active members are members who represent vendor units which have sold at the market for at least 24 weeks during the previous
                  season.                

            B.  Active members are the voting members of the market.  One vote is allotted per active vendor unit.

            C.  At least one active member of each active vendor unit must attend one general membership meeting each year.

            D.  Active members must allow their operations to be fully inspected by a committee designated by the market whenever such an inspection is
                  requested.

            Associate Members:

            A.  Associate members are members who represent vendor units which have sold at the market for less than 24 weeks during the previous season.

            B.  Associate members may attend general membership meetings but are not voting members.

            C.  Associate members must allow their operations to be fully inspected by a committee designated by the market whenever such an inspection is
                  requested.

            Guest Vendors:

            A.  Guest vendors are allowed to sell at the market on a case-by-case basis, to be decided by the Steering Committee, one market day per season.

            B.  Guest vendors are not members and as such have no membership rights

            C. Guest vendors must allow their operations to be fully inspected by a committee designated by the market whenever such an inspection is
                 requested.

 3.  Termination of Membership:  The Steering Committee, by a majority vote, can suspend for a fixed period of time, or expel a member.  Any member has a right to notice before such action is taken against him.  Cause shall be deemed to include but not limited to: (1) failure to submit to or abide by any decisions made by the Steering Committee or to accept any ruling of the membership including the market rules and regulations, (2) failure to pay dues for the period fixed by the by-laws, and (3) failure to adhere to an ethical code governing conduct of sales.  If a member is terminated for any of the above reasons the vendor membership fees are not refundable.

 4.  Reinstatement:  Upon written request signed by the former member and filed with the market manager, the Steering Committee may, by majority vote reinstate such former member to membership upon such terms as the Steering Committee may deem appropriate. 

 5.  Agents of Members:  Members may employ individuals to perform any activities or duties normally performed by the member including selling at the market provided the employee is under the supervision of the member at all times.

 6.  Dues:  Annual membership dues are set by the Steering Committee.  Dues must be paid annually before the first market attended by each member.  An additional daily, monthly or season fee as determined by the Steering Committee will be collected per vendor unit.

 7.  Meetings:  The annual meeting of the vendor membership shall be held at a time and place designated by the Steering Committee.  The annual meeting shall be held in the first quarter of the calendar year.  Special meetings of the members may be called by agreement of the Steering Committee.  Notice of meetings shall be sent to the membership at least 10 days prior to the date of the meeting.  A quorum shall consist of at least one third (1/3) of the active vendor units.

 8.  Market Management/Governance:  The Steering Committee shall have general supervision and control of the affairs of the market and may adopt any such rules and regulations for the management and administration of the market as they deem proper and consistent with the laws of the State of North Carolina .  The Steering Committee shall have the power to carry out all and any agreements of the market with members and others in every way advantageous to the market, representing the members and others collectively.  The Steering Committee shall elect new members to the market, terminate memberships and reinstate memberships.  Steering Committee members must be available to conduct inspections of farms/businesses as needed.

            Steering Committee:

            A.  There shall be a minimum of seven and a maximum of nine persons serving as the Steering Committee:  five of which have been active members of the market for at least two years, striving to represent each area of product: arts/crafts; produce; plants; meats/eggs; prepared foods. The Steering Committee must include two representatives from Poplar Grove, (to include the market manager); others may include an appointed representative from Pender County Cooperative Extension Service and members at-large.  

            B.  Election of Steering Committee: Five active members, (minimum of two years active membership), will be nominated and elected by the active membership at the annual membership meeting by a majority vote The initial Steering Committee shall be composed of two members who will serve for two years and three members who will serve for one year.  There after the Steering Committee members will be elected to replace those whose terms are expiring and will serve for a term of two years.  There are no limits on the number of terms that may be served on the committee.

            C.  Whenever a vacancy occurs on the Steering Committee, other than from the expiration of a term of office, the remaining committee members may select a replacement to serve until the next regular or special membership meeting.

            D.   Any elected member of the Steering Committee may be removed for cause by a two-thirds (2/3) vote of the active membership voting at a special or regular membership meeting.  Any active member may initiate a vote to remove, but such vote may be taken only after the active membership of the market has had at least 30 days and not more than 60 days written notice of the member’s intention to initiate a vote to remove.  The duty of the notification shall rest upon the member or members seeking the vote to remove.