741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Ledyard Farmers Market Committee

Meeting Minutes

Chairman Pamela Ball

Regular Meeting

Wednesday, January 8, 2025

5:30 PM

Town Hall Annex - Hybrid Format

In-Person: Annex Meeting Room - Town Hall Annex Building

Remote Participation Information is Noted Below:

Join Zoom Meeting from your Computer, Smart Phone or Tablet:

https://us06web.zoom.us/j/83627631650?pwd=zTn3vFUvCUSlL8c0dJ0mvYb2IaAEHA.1

Or by Audio Only: Telephone: +1 646 558 8656; Meeting ID: 836 2763 1650; Passcode:

898089

CALL TO ORDER

The Meeting was called to order by Committee Chairman Pamela Ball at 5:32 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

Chairman Pamela Ball

Present

Committee Member Allison Troy

Recording Secretary Sarah Martic

Treasurer William Thorne

Committee Member Ethan Foltz

Committee Member Ellin Grenger

Excused

Chairman Ball noted that Alternate Member Mr. Thorne would be seated as a Regular

Member in the absence of Ms. Grenger.

III.

IV.

RESIDENTS & PROPERTY OWNERS COMMENTS

None.

PRESENTATIONS / INFORMATIONAL ITEMS

Boy Scout Michael noted that he has volunteered many hours working at the weekly

Farmers Market. He stated that next fall, 2026, he would start to work on his Eagle

Scout Project. To prepare for his upcoming Eagle Scout Project, he wanted to discuss

some potential projects that would provide improvements to the Farmers Market

area. He presented the following ideas

· Wooden Covers for the Trash Cans at the Farmers Market

· Expanding and/or organizing the existing Storage Shed.

The Farmers Market Committee discussed adding a solar light to the shed and

suggested possibly working with the Parks & Recreation Department regarding

improvements for the trash cans.

MEMBER COMMENTS

None.

VI.

TREASURER REPORTS

Financial Reports Fiscal Year 2024/2025

Year to Date Report - September 25, 2024

Purchase Orders Report - September 25, 2024

Treasurer Mr. Thorne stated the following Financial Reports were provided for

tonight’s meeting noting that they had an approximate balance of $17,798 to start the

2025 summer market:

· Year to Date Report - January 2, 2025 Balance $17,798

· Purchase Orders Report - January 2, 2025 showed that they had $6,325

encumbered for Open Purchase Orders.

MARKET MANAGER REPORTS

Chairman Ball shared a thank you card the Farmers Market Committee received from

the Frank’s Mobile Pizza Kitchen.

VII. APPROVAL OF MINUTES

MOTION to approve the Farmers Market Committee Special Meeting Minutes October 2,

2024

Moved by Ms. Ball, seconded by Mr. Thorne.

VOTE: 5 - 0 Approved and so declared

APPROVED AND SO DECLARED

Pamela Ball

RESULT:

MOVER:

William Thorne

SECONDER:

VIII. OLD BUSINESS

Any other Old Business proper to come before the Committee

None.

XI.

NEW BUSINESS

Preparations for the 2025 Summer Market.

Vendor Fees and Operational Costs

Committee Chairman Ball discussed the market’s cashflow, mentioning that they

currently have a balance of about $17,798 to start the 2025 Market Season. She

commented that they were fortunate in that some costs (such as insurance) do not

contribute to increases in operating costs. She also discussed the need to change the

fee structure to offer a “cash discount” for vendors paying by check rather than

PayPal, noting that the market absorbed nearly $150 in PayPal fees last season.

Team discussed having a vendor fee of $210 per season with a cash discount fee of

$200 per season with similar discounting for part and guest fees.

Mrs. Ball went on to discuss the possibility to raise other prices, but only if

necessary. She stated that other costs to operate the Market, such as the trash

removal, costs for the website and email service may also see increases, and that they

would need to consider the impact of those increases on the market's budget.

CONTINUE

RESULT:

Entertainment

The Committee discussed the entertainment budget, noting that they could increase

this budget if needed.

Ms. Martic mentioned a discussion she had with well-known country artist, Ray

Scott, noting that she could see if he would be interested in performing at this

summer’s market.

CONTINUE

RESULT:

Extend Market Season

The Committee discussed the possibility of extending the Market Season to 16 weeks

and the general consensus was that this was a good idea.

Ms. Troy expressed concern noting that they would need seek extra support to help

once school started. Ms. Ball indicated that the market would find extra help or make

changes to the children’s activities on days when Ms. Troy was not available.

CONTINUE

RESULT:

Children’s Activities Table

Ms. Troy discussed the success of past events that were particularly popular with the

kids.

CONTINUE

RESULT:

Website Management and Newsletter

Mrs. Ball expressed concerns about the lack of having a computer-savvy individual

to manage the website and newsletters, noting that this role was previously filled by

Kristie Lundgren.

Mr. Foltz offered to ask people he knew if they would be willing to help (with or

without pay). Ms. Ball expressed concern about the responsiveness and the required

time commitment. She also discussed the need for a local, fast, and responsive

person to manage the online presence.

CONTINUE

RESULT:

Discussion regarding 2025 Weekly Themes

The Committee discussed the weekly themes for the Market, and agreed to simplify

the themes, to allow for more flexibility in the music and decorations.

The Committee also discussed the idea of focusing on the best events, such as

Opening Day, Hometown Heroes, and Dogs Days of Summer, and possibly dropping

the less successful themes.

Ms. Troy noted that the following Themes were particularly successful:

ü Nascar Day

ü 4th of July

ü Back to School

ü Halloween

The Committee agreed to proceed with the application process without immediate

concern for the themes.

CONTINUE

RESULT:

Website Management and Newsletter

Mrs. Ball expressed concerns about the lack of having a computer-savvy individual

to manage the website and newsletters, noting that this role was previously filled by

Kristie Lundgren.

Mr. Foltz offered to ask people he knew if they would be willing to help (with or

without pay). Ms. Ball expressed concern about the responsiveness and the required

time commitment. She also discussed the need for a local, fast, and responsive

person to manage the online presence.

Safety Concerns - Vendors Leaving Early

The Farmers Market Committee discussed the organization and management of the

Ledyard Farmers Market. They agreed to the following:

ü Continue with a monthly meeting schedule, with the next meeting set for

February 5th.

ü Open the vendor application process to all vendors, and give priority

consideration to returning vendors.

ü The application process will start on February 1st and continue until March 1st.

ü Suggestions/ideas for market layout

o Limit the number of vendors and avoid placing them on the grass.

o Addition of a walkway on the south side of the market.

CONTINUE

RESULT:

Any other New Business proper to come before the Committee

Mrs. Ball provided a recap of the Committee’s discussions this evening noting the

following:

ü Mrs. Ball will update vendor application forms with new the pricing structure.

ü Mrs. Ball will begin accepting applications February 1, 2025; and priority

consideration will be given to returning vendors.

ü Mrs. Ball will update the market map to remove select vendor spaces and add a

walkway on the south side of the market.

ü Mrs. Ball will update vendor rules regarding car movement and pack-up time.

ü Mrs. Ball will invite Parks & Recreation Director Scott Johnson, Jr. to the Farmers

Market Committee’s February 5, 2025 meeting to discuss plans trash management

ü Mr. Foltz would ask his network for potential volunteers/paid help for website and

newsletter management.

ü Farmers Market Committee members would think about ideas to better integrate the

entertainment into the market.

ü Farmers Market Committee members would think about how to handle full-time

crafter applications for discussion at their February 5, 2025 meeting.

ü Farmers Market Committee members would brainstorm to develop ideas for the

south side of the market grounds regarding car placement and safety.

NEXT MEETING

Febryary 5, 2025