Farmers Market Technology Pilot Project

Washington State Farmers Markets Association (WSFMA) is offering mini-grants to Washington farmers markets that intend to increase access for food stamp (Basic Food Program) and debit/credit customers in their markets. These mini-grants are available through the State Legislature’s recently passed “Local Farms/Healthy Kids” initiative and offer a number of essential program materials and tools for eligible farmers markets including: credit/debit/food stamp technology, token or paper voucher purchases, marketing and outreach materials (banners, signs, customized flyers, etc.), and several hours of outreach support, technical assistance and training to maximize use of this expanded sales technology. To receive this equipment and support, applicants must meet all eligibility criteria and submit a complete application.

Background
The project has been designed to expand access to fresh and local food in Washington’s farmers markets, primarily for low-income households who receive food stamp benefits (using electronic benefit transfer cards, aka EBT). In 2007, Washington residents received more than $588.6 million in food stamp benefits. By combining the technology necessary to accept food stamp benefits (EBT) with credit/debit capacity, markets receiving this equipment and support will be able to serve a broader range of customers.

Before securing the equipment and support, markets need to determine if their market’s size and infrastructure can support an EBT/debit/credit program over the long term. In the past few years, many farmers markets in Washington have implemented credit/debit and/or EBT programs. The markets have shared that having adequate accounting procedures and staff/board support are crucial for the program’s success and that timely, accurate financial and project reporting processes are essential. EBT/credit/debit services can increase sales to farm vendors substantially, but it is important to understand how these services work and the necessary accounting that must be done.

Project Resources Provided
The total amount of resources available from Washington State Farmers Market Association is the equivalent of approximately $1,500 per market in equipment, materials, training and support.

Upon acceptance of a farmers market’s application, the market will receive a wireless POS device to process debit/credit/food stamp transactions, tokens (in $1 and $5 denominations) or paper voucher forms, information about how to access marketing and outreach materials, and technical assistance and training for the project manager. The Farmers Market Technology Project will provide training, one-on-one support and/or other activities for markets in order to provide more in-depth assistance that will ensure successful implementation of a market’s project.

Increasing food stamp access is the primary goal; much of the project support will focus on effective outreach, marketing, and developing and strengthening community partnerships to achieve the goal in each farmers market. Increased sales through credit/debit access are an additional financial benefit of project participation.

Application and Eligibility Requirements
Markets applying to participate in this project do not need to belong to WSFMA. The “Local Farms/Healthy Kids” legislation requires funds be used for both urban and rural farmers markets. Other criteria for assessing grant applications are described in the application. To apply, please submit:

Completed grant application, see form below. (Application is available on the WA Farmers Market Association website)
A copy of certification or application for Basic Food Stamp Retail outlet. (i.e. FNS number). Application is available at USDA Food Stamps Application
A copy of signed Market Board Resolution confirming Market Manager and Board understanding of the USDA Food Stamp Program requirements. Board President and Market Manager signatures are required. Sample document is attached and also available below
A separate letter signed & dated by your farmers market manager and board chair/president that indicates your market has performed analysis to run a debit/credit/EBT program successfully (e.g. can afford associated costs, handle accounting and reporting requirements, staff and/or volunteer capacity, understands Food Stamp Program rules, etc.).

End of Season Report
The “Local Farms/Healthy Kids” legislation requires a report by WSFMA to the Legislature in November 2009. A summary report to WSFMA for the duration of your participation using the credit/debit/food stamp program will be required by grant recipients. Information in that report should include the date the program started, how your market conducted outreach, how the program was received by customers and vendors, and a post-season statement of how many transactions (EBT and credit/debit) and dollars (EBT and credit/debit) were spent in the market. Upon acceptance of your application, you will receive the end of season grant report form, so you can plan your implementation appropriately.

Please note:

We are still deciding if we will use a wooden token or a paper voucher system for this pilot.
The Board Resolution (below) is a sample ONLY. It may be changed to fit your market’s needs.
The Vendor Agreement (below) is a sample ONLY. It is a work in progress, and will be changed once the token or paper voucher method are adopted.
Markets that participate in this pilot will be required to take debit, credit and EBT.
A sample fee chart will be developed so that markets can see the expenses that will be incurred when the wireless system is adopted.

Timeline for Grants
Grant application released: November 10, 2008
Early Bird Deadline: January 19, 2009 (applications received by this deadline will be reviewed and awarded in the order received).
Application Final Deadline: February 15, 2009 (postmarked on or before).
Grant recipients notified in writing no later than: February 28, 2009.

Send application and supporting documents to:
Rita Ordóñez, Coordinator
Farmers Market Technology Project
PO Box 224
Mount Vernon, WA 98273
ritaroma@earthlink.net

If you have questions, please call: Rita Ordóñez at (360) 336-0932.

Additional information

Board Resolution in Support of EBT/Credit/Debit Technology Program [Word 39 KB]

Cover letter to farmers markets [Word 43 KB]

EBT Program Description [Word 43 KB]

EBT/Credit/Debit Access Application Form [Word 31 KB]

Vendor Agreement for EBT/Credit/Debit Program [Word 30 KB]