741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Ledyard Farmers Market Committee

Meeting Minutes

Special Meeting

Thursday, February 1, 2024

5:30 PM

Town Hall Annex - Hybrid Format

CALL TO ORDER

The Meeting was called to order by Committee Chairman Pamela Ball at 5:30 p.m.

Chairman Ball welcomed all to the Video Conference Meeting; and she noted that the

remote meeting information for the Farmers Market Committee and members of the

Public to participate in tonight’s meeting was available on the Agenda that was posted

on the Town’s Website - Granicus-Legistar Meeting Portal.

II.

ROLL CALL

Treasurer Pamela Ball

Present

Committee Member Ellin Grenger

Allison Troy

Committee Member William Thorne

Treasurer Ethan Foltz

Recording Secretary Sarah Martic

Excused

In addition, Town Council Chairman Rodriguez was present:

III.

RESIDENTS & PROPERTY OWNERS COMMENTS

None.

IV.

VI.

PRESENTATIONS / INFORMATIONAL ITEMS

None

MEMBER COMMENTS

None.

TREASURER'S REPORTS

Financial Reports Fiscal Year 2023/2024

Year to Date Report - February 27, 2024

Purchase Orders Report - February 27, 2024

Open & Closed Purchase Order Report- February 27, 2024

Committee Treasurer Pam Ball noted that the Finances have not changed since their

January 25, 2024 meeting. She noted the following Reports were attached to the

Agenda packet on the Meeting Portal:

· Year to Date Report - January 25, 2024 - Current Balance $12,970

· Purchase Orders Report - January 25, 2024 - To date 26 Purchase Orders had

been opened to vendors

· Open-Closed Purchase Orders Report - January 25, 2024 - To date they had 11

open Purchase Orders and 15 Closed Purchase Orders.

Ms. Ball provided an overview noting the following: .

$19,654 Beginning Balance (July 1, 2023)

$6,683 Expended to Date

$6,616 Encumbered - Open Purchase Orders

$6,354 available in the Account (December 28, 2023)

$6,616 Encumbered - Open Purchase Orders

$12,970 Total Available Balance

CONTINUE

RESULT:

VII. MARKET MANAGER'S REPORTS

None.

VIII. APPROVAL OF MINUTES

MOTION to approve the Farmers Market Minutes of January 4, 2024.

Moved by Ms. Grenger, seconded by Mr. Thorne

VOTE:5 - 0 Approved and so declared

APPROVED AND SO DECLARED

RESULT:

IX.

OLD BUSINESS

Update regarding the status of the proposed “An Ordinance Establishing a Farmers Market for

the Town of Ledyard”.

Committee Chairman Ball noted that the Administration Committee would be addressing

the proposed “An Ordinance Establishing a Farmers Market for the Town of Ledyard”

as contained in the draft dated January 17, 2024 at their February 14, 2024 meeting. She

explained that prior to the Town Council adopting the Ordinance that a Public Hearing

would need to be held.

Ms. Ball continued by explaining that the proposed Ordinance would change the

Committee’s membership from nine Regular Members to five Regular Members and four

alternate members. She suggested the Committee forward a recommendation to the

Administration Committee with regard to which members would like to continue to serve

as regular members and who would like to serve as alternate members. The Committee

Members agreed to forward the following recommendation to the Administration

Committee:

Regular Members:

· Pamela Ball (D) 674 Shewville Road, Ledyard

· Ethan Foltz (D) 894 Colonel Ledyard Highway, Ledyard

· Ellin Grenger (D) 15 Bittersweet Drive, Gales Ferry

· Sarah Martic (R) 59R Long Cove Road, Ledyard

· Allison Troy (D) 548 Pumpkin Hill Road Ledyard

Alternate Members

· William Thorne (R) 3 Adios Lane, Ledyard

Ms. Ball noted that she would send a memo to the Administration Committee regarding

the reappointment of the Farmers’ Market Committee Members, in accordance with the

new structure provided in the proposed Ordinance.

This was Continue.to the Ledyard Farmers Market Committee due back on 3/6/2024

CONTINUE

RESULT:

Update regarding the interest of Civic Organizations (Ledyard Rotary, Ledyard Lions, etc.) to

help facilitate the weekly Markets with set-up and break-down, parking, etc.

Mr. Thorne stated that he would resend emails to Organizations to solicit their interest in

helping at the Farmers Market this summer and to work on a schedule.

COMPLETED

RESULT:

Update regarding the participation/involvement of Ledyard High School Ag-Science Students.

Mr. Thorne volunteered to work with the High School Ag-Science Students at the

Farmers Market. He noted that he would email Ag-Science Teacher Mrs. O’Keefe to

coordinate.

COMPLETED

RESULT:

MOTION to open a Purchase Order to Pam Ball in the amount of $1,000 to pay for the website

host and other market expenses (PO Box, MailChimp, WIX).

Moved by Ms. Ball, seconded by Mr. Thorne

Discussion: Ms. Ball explained that the only payment available was on-line with a credit

card. She stated that she would pay by credit card and would therefore need to be

reimbursed for the cost.

VOTE: 5 - 0 Approved and so declared

APPROVED AND SO DECLARED

RESULT:

Pamela Ball

MOVER:

William Thorne

SECONDER:

NEW BUSINESS

Discussion regarding the Parks & Recreation ability to provide support to the Farmers

Market.

· Trash Collection - Parks, Recreation & Senior Citizens Director Scott Johnson,

Jr., stated that Parks & Recreation could provide a paid staff person to work

during the Markets to empty trash cans and replace bags for the 2024 Summer

Season.

· On-Line Vendor Applications - Mr. Johnson stated after further review that he

did not think the MyRec software would work for the Farmers Market.

The Committee noted that GoogleForms might be a better solution.

COMPLETED

RESULT:

Discussion and possible action to set the 2024 Market Fees.

The Committee agreed to keep the 2024 Summer Market Fees the same as last year

as follows:

ü Full-Time Fee: $200 for one 10' x 10' space - 9 to 15 markets

ü Part-Time Fee: $125 for one 10' x 10' space - 6 to 8 markets

ü One-Time Fee: $25 for one 10' x 10' space - 1- 5 markets

COMPLETED

RESULT:

Discussion and possible action to set the Market Weekly Themes.

JUNE - 5 - Earth Day 12 - Stuffed Animal Parade 19 - Sweets 26 - Halloween

JULY - 3 - Red, White & Blue 10 - Bee Bubbly 17 - Bacon 24 - Ocean/Beach 31 - NASCAR

AUGUST - 7 - 70’s Hippies 14 - Dogs 21 - Old Folks Day 28 - Game Day

SEPTEMBER - 4 - Back to School 11 - Hometown Heroes

COMPLETED

RESULT:

MOTION to appropriate $3,500 for Entertainment for the 2024 Farmers Market.

Moved by Ms. Ball, seconded by Mr. Thorne

Discussion: Ms. Ball noted in reviewing their entertainment costs last year that

$3,500 should be adequate.

VOTE: 5 - 0 Approved and so declared

APPROVED AND SO DECLARED

Pamela Ball

RESULT:

MOVER:

William Thorne

SECONDER:

Discussion and possible action regarding Farmers’ Market T-Shirts.

NO ACTION

RESULT:

Discussion regarding closing Purchase Orders that are no longer needed.

None.

NO ACTION

RESULT:

General discussion regarding other preparations for the 2024 Farmers’ Market.

None.

NO ACTION

RESULT:

General discussion regarding proposed changes to market vendor and food truck application

including content, taking applications from previous vendors and taking applications from

new vendors.

Committee Chairman Ball reported that she has been sending Applications to their

previous vendors, noting that the Open Application period was from February 2,

2024 - February 23, 2024. She stated that she has received a number of Applications

back and that she was expecting that more would be coming in.

CONTINUE

RESULT:

General discussion of food truck participation.

None.

NO ACTION

RESULT:

XI.

ADJOURNMENT

MOTION to adjourn meeting at 6:50 p.m.

Moved by Ms. Grenger, seconded by Mr. Thorne

VOT5E-:0 Approved and so declared

Respectfully submitted,

Pamela Ball

Committee Chairman Pro tem

DISCLAIMER: Although we try to be timely and accurate these are not official records of the

Town.