farmers’ market nutrition coupon program operations€¦ · •target populations –lower income...

Farmers’ Market Nutrition Coupon Program

OperationsMay 2020

Credit: BC Farmers’ Market Trail & Thomas Nowaczynski

What stays the same and what changes

Orienting Participants and Vendors

Handling Coupons

Reporting

Food Literacy

Materials

Outline

Credit: BC Farmers’ Market Trail & Nathaniel Martin

• Target populations – lower income families with children, seniors, and pregnant people.

• Eligible items – vegetables, fruits, eggs, dairy, cut herbs, nuts, meat and fish.

• Reporting – weekly reports and season end reports.

• Mailing back coupons.

• Anyone who sells eligible items must accept physical coupons.

What stays the same?

Credit: BC Farmers’ Market Trail & Thomas Nowaczynski

• Online stores – coupons can be used as payment.

• Distribution – more coupons can be given out less frequently.

• Food literacy – limited to online and over-the-phone.

• Weekly reporting – Can be pushed back by 1 week to avoid touching coupons right away.

• Transport grants only.

What is different?

Credit: BC Farmers’ Market Trail & Darrin Rigo

• Orient all vendors – even those who don’t sell eligible items.

• Ensure vendors know how to safely handle cash and physical coupons.

• Enroll all vendors who sell eligible items.

• Provide them a vendor handout.

• Remind them, accept coupons online.

• Set up a reimbursement system.

Orient

Vendors

Credit: BC Farmers’ Market Trail & Jess Clark

• Enroll participants

• Ensure participants know how to shop safely at the market.

• How to use coupons online.

• Expectations for your program, and usual in-person activities.

• Orient on eligible items.

Orient

Participants

Credit: BC Farmers’ Market Trail

Handling Coupons

Credit: BC Farmers’ Market Trail & Aaron Whitfield

With limited face-to-face interactions with participants, you may:

• Distribute more weeks at a time.

• Mail coupons.

• Drop them off.

• Schedule specific pick-up times and locations.

Partners

Credit: BC Farmers’ Market Trail

Shopping for participants

• You will be able to shop for participants in 2020 if they are unable to make it to the market.

• This could be through you, through the market, or through another group that supports your program.

Partners

Credit: BC Farmers’ Market Trail

Grants:

• Transport grants available again in 2020.

• No fruit & veg vouchers due to physical distancing.

Partners

Credit: BC Farmers’ Market Trail

Food Literacy activities are not likely to include in-person sessions so you might try:

• Closed Facebook group for participants to share what they are cooking.

• Emailing or texting recipes.

• Hosting online cooking classes.

• Sharing ‘What’s in Season’ resources.

• Chatting over the phone.

Partners

Credit: BC Farmers’ Market Trail

Ideas on how to handle coupons – if there are concerns:

• Vendors may keep a box for coupons to go directly into.

• Markets may delay reporting by 1 week, if wanting to keep coupons aside.

Markets

Credit: BC Farmers’ Market Trail

Online Farmers’ Markets

Credit: BC Farmers’ Market Trail & Darrin Rigo

• For equity and inclusion, our goal is for coupons to be accepted as a form of online payment.

• For markets on LocalLine, eligible purchases can be made with coupons.

• Participants will be able to shop online, select ‘Pay Later’ at checkout, and then select ‘Pay with FMNCP Coupons’

• Coupons will be used upon pick-up or delivery of their order and redeemed with the market as normal.

Partners & Markets

Partners &

Markets

1. Participant has selected their eligible items and goes to checkout

2. Participant will select ‘Pay at Pickup’ and the dropdown will appear to select ‘FMNCP Coupon’

$33.00

$33.00

$33.00

Partners &

Markets

1. Participant only has $21 of coupons – how is this managed online?

2. Participant can enter how many coupons they will be using in the ‘Order Notes’

3. Participant must still select ‘FMNCP Coupon’ even if this is only part of the payment

$33.00

$33.00

$33.00

• FMNCP Coupons used online must only be used to purchase eligible items.

• Vendors may have to provide proof of sale to ensure transparency.

• Participants are also expected to only purchase eligible items with their coupons.

• This is a new change for the program and are placing trust in everyone to continue doing the right thing.

Partners & Markets

Reporting

Credit: BC Farmers’ Market Trail & April Roberts

• Weekly distribution reports – even if no coupons were given out

• Year-end Participant Report

• Participant Quick Surveys

Partners

Credit: BC Farmers’ Market Trail

Credit: BC Farmers’ Market Trail

• Weekly redemption reports – even if no coupons were accepted

• Year-end vendor report

• Vendor Quick Surveys

• Mail Coupons to BCAFM - Monthly

Markets

Credit: BC Farmers’ Market Trail

Mail your coupons to BCAFM every month:

1. Separate coupons by week and apply the label that was sent to you

2. Complete the packing slip

3. Bundle your coupons for the month and pack carefully

4. Head to bit.ly/fmncpmail to print of a prepaid packing slip to mail your coupons

Markets

Credit: BC Farmers’ Market Trail

Materials

Credit: BC Farmers’ Market Trail & Thomas Nowaczynski

Partners:

• Participant Brochure

• Participant enrollment form

• Weekly report links

• Season-end participant report

• Participant Quick Surveys

• Operations Guide

Partner Portal

Markets:

• Vendor Handout

• Vendor enrollment form

• Weekly report links

• Season-end vendor report

• Vendor Quick Surveys

• Operations Guide

Partners and Markets:

• 2019 Community Reports - Based on participant quick survey responses

• Food Literacy Guide

• Dashboard

• Demo videos

• Coupon purchase form

• Newsletters - inbox and online

Partner Portal

Public Newsletter

Physical materials will be posted on the week of May 25th

• Primary Contact email will be provided when we create the packing slips so you should receive notifications about your shipment.

• As we approach June 8th, if you still haven’t received your materials please let us know so we can track them down for you.

Physical Materials

In this section, I will show you:

• The Dashboard

• Reporting

Demos

Thank you for all your hard work

Credit: BC Farmers’ Market Trail

Tahlia or PeterBC Association of Farmers’ Markets

nutrition@bcfarmersmarket.org

peter@bcfarmersmarket.org

604.734.9797

bcfarmersmarket.org

bcfarmersmarkettrail.com

More questions?

Contact us!