Hui Meeting and Agenda

Date, time and location of meeting: Monday, July 28 at 11am. in Keaau at Café next to laundry mat on front picnic table if possible.

Welcome: (The board chair calls the meeting to order, welcomes attendees, introductions and roll call of board members, approval/changes of agenda) Time?______________

Attending Hui Directors:

Absent:

Guests:

Approval of previous minutes from: date__?_____

Reports from officers and committees:

· Chair:

-Work and creation of website has been ongoing.

-Applied and received Hawaii GET number, Application for tax exemption has been submitted.

-Registered as a charity with State as required and have received three year exemption documentation. Which means we can seek donations and provide tax duction forms to donors up to $25000 per year without filing tax forms. Donations and forms can be handled though Zeffy account.

-Application to USDA to become a SNAP/EBT retailer at Makers Markets has been submitted. Once approved we have a grant that will cover cost of electronic processing equipment and free software for proce$$ing for one, maybe two years. We will still need to print market script for customers use.

-Set up Makers Market Hui facebook pages. One a public page for promoting the Markets, and another Private Group for membership only.

-Signed a rental agreement with Hawaiian Shores Community Association for monthly rental use of The Stables facility (Garimo provided a $125.00 deposit check) for October, November & December markets. Rental agreement is for 25% of booth fee income.

· Treasurer: Current finances are posted on the webpage under 'Records'.

· Committees

Old business: unknown. Have received no minuets from previous meeting.

Will need county event permit. They are $100 every six months.

Will need Event Insurance.

If anyone is to receive payment for labor they become an employee and then workers comp is required.

New Business:

· Discuss booth fees.

Will December Holiday Market be a higher fee?

· Market opening and closing time.

Can we do an opening bell? With no public sales before opening time to prevent early bird arrivals from being in the unloading and set up traffic?

· Discuss policy for vendor cancelations and no-shows. Cut off time? And when to text vendors on wait-list. How much notice does a canceling vendor have before forfiting booth fee?

· Discuss produce vendors. Will produce distributors be permitted in market? How to identify the re-sale distributor from the farmers and growers?

· Different times for unloading? Having a delayed arrival time for those inside allowing for vendors in the stalls a bit more time?

· Design and order banners, print posters, distribute…?

· How to manage the market, dividing up tasks?

Parking/traffic-

Front of house-

Back of house-

Strategic Discussions: (Review of strategic goals, objectives, budget reviews, next steps, proposal of new projects, fundraising… )

Announcements: ( next meeting date, Upcoming events or activities )

Closing: ( Summary of Key Decisions and Action Items – Adjournment )