Byron Farmers Market Inc (BFM)

POLICY (CONSULTATION) (Draft August 2011/August 2013)

OVERVIEW BFM needs a clear process for consulting relevant Members when the Committee is considering the introduction of new products or new Members. Committee discussions on 11 August 2011 laid the groundwork for documenting the consultation process that the BFM Committee has adopted for some years. CONSULTATION PROCESS 1 Database Search:

Market Manager receives an application from an existing Member to sell a new product – or a new application for Membership with various associated products.

Manager sends suitable applications to Database Manager. Database Manager contacts applicant, if further information is required. Database Manager searches Database for similar or duplicate products being sold at

the market. 2 Consultation Member List:

This list of Members already selling the similar or duplicate product becomes the “consultation list”.

Database Manager contacts members on Consultation List via email, where available – Applicant details are not released to the members, at this time, only whether a new or existing membership.

Members are given 7 days to respond to Consultation. If these members do not respond, they are deemed as having no problems with the

Application. 3 Consultation Document Upload to Website

Database Manager compiles a Consultation Document and uploads this to the Application on the Website, emailing Committee members that these are now available to download.

President, Audit Coordinator and Market Manager are notified of which Applications are still in ‘consult’ or need to be discussed at the next Committee Meeting.

4 Discussion and Decision:

Consultations are brought before the Committee by Audit Coordinator and Database Manager.

Committee discusses and decides if produce is approved, or if further information is required, or if an audit is required for a new Membership Application.

In making that decision, the Committee needs to consider the balance of products in the market to ensure no one product ends up in oversupply.

5 Approvals or Non-Approvals Released to Members

Market Manager releases approvals or non-approvals, from the Minutes of the Committee Meeting, to members, or follows up any other actions required, from the Minutes, relating to the topic.

Market Manager sends a copy of the approval document to Database Manager to add to the Database and file in members hard copy files.