Essential Document Library for the Westfir Oakridge Local Food Hub (last updated Jan 2nd, 2023)
Table of Contents
- Founding Documents
- Essential Grant Documents
- Oakridge Community Farmers Market
- Admin and Accounting Forms
- Outreach
- 2022 Past Records
Founding Documents
Description: CFA is our parent organization who confers us our non-profit status. This is the original document, presented to the CFA Board of Directors in June 2021, that granted us admittance into their organization – and the formal incorporation of the Westfir Oakridge Local Food Hub!
Description: Includes our Mission Statement, Board of Directors responsibilities, and Officer job descriptions. (An evolving document currently under revision.)
Description: Formalizes our nonprofit status.
Essential Grant Documents
1. Upper Willamette Soil and Water Conservation District Farmers Market Grant Description: The Soil and Water Conservation District generously furnished us a sizable grant to get started on so many levels (from market materials to funding for educational programs to logo design, and more). This document outlines the budget we dreamt up back in May (funding came in mid-June). 2023 application in the works!
Description: Toolkit provided by Farmers Market Fund, collecting the essential information for running the DUFB program.
Oakridge Community Farmers Market
Description: Outlines our market dynamics, such as vendor fees, EBT transaction protocols, the Oregon Farm Direct Marketing exception, etc. Needs to be updated for 2023.
2. Self-reporting board member volunteer hours form
Description: Through this easy, online-fillable form, all Board Members are encouraged to keep track of the baseline 5-10 hours per month that are part of general responsibilities of being a Board Member. These hours can be worked through participation in local food security projects or Farmers Market planning and activities, or committee organizing.
3. Meeting Agendas and Minutes
Description: Notes from our recent Board Meetings can be viewed here. (This is an evolving document. Past meetings are shuffled towards the back.) The responsibility of recording minutes shifts between Members, in the current absence of a Secretary.
Admin and Accounting Forms
Description: A spreadsheet provided by Farmers Market Fund, to be updated weekly with EBT, DUFB, Credit/Debit info.
Description: Weekly market journal. Information logged includes “Vendor Fees”, “Donations Received”, and a section that serves as a “catch-all” for note-to-selves, ideas and helpful info that should be seriously considered. All members are welcomed to add to this log wherever necessary.
3. Community Table Slip (shared table by info booth)
4. Farmer and Food Artisan slip (full booth)
Outreach
Description: Always looking for more growers, backyard gardeners, organic farmers, wildcrafters, food artisans to join the market. If you know anyone interested, here’s the application. Current form needs to be updated for 2023.
Description: The Farmers Market, coupled with the Westfir Oakridge Local Food Hub, has incredible potential to do good in this community, and we are actively looking for more incredible Board Member volunteers to make things happen. If you know a passionate individual that would like to help join these efforts, please forward them this application.
2022 Past Records
Grant Documents
Upper Willamette Soil and Water Conservation District
Description: Our organization is kindly indebted to the Soil and Water Conservation District, who generously furnished us a sizable grant to get started on so many levels (from market materials to funding for educational programs to logo design, and more). This document outlines the budget we dreamt up back in May (funding came in mid-June). We should be actively reflecting on the “asks” we requested so that we can make sure to efficiently and wisely make use of this funding by the end of the season.
Description: The final report, culmination of a fruitful season assisted by UWSWCD grant.
Willamette Farm and Food Coalition Pilot Program
Description: WFFC helped us launch our EBT program and pilot a Double Up Food Bucks-like match that will continue on a State level in 2023. The grant requires thorough recordkeeping of EBT transactions.
Essential Financial Documents
Farmers Market Accounting Log (actively updating)
Description: This is the most interacted-with document, logging on a weekly basis any and all transactions. The document is organized by Market Week, into several repeating sections, including a section for Improvements that serves as a “catch-all” for note-to-selves, ideas and helpful info that should be seriously considered. All members are welcomed and encouraged to add to this log wherever necessary.
EBT Tracking Sheet (Will be transitioned into OFMA-provided tracking sheet for 2023)
Description: A new (Sept 2022) tracking system, to go along with our new wood token system on trial. (Note that this is a reasonable attempt but could strongly benefit from being adjusted by someone more proficient in Excel. Also, Tracking Sheet may make some sections of the older Accounting Log redundant.)
2022 Midseason Budget Review Description: A complete effort at accounting was made, considering all vendor fees, grant budgets (expenses and remaining), donations and expenses.
