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TUP2016-00013
NOTICE OF TYPE I DECISION TEMPORARY USE PERMIT TUP2016-00013 TIGARD BULL MOUNTAIN FARMERS MARKET TIGARD 120 DAYS = August 18, 2016 SECTION I. APPLICATION SUMMARY FILE NAME: TIGARD BULL MOUNTAIN FARMERS MARKET CASE NO.: Temporary Use Permit (TUP) TUP2016-00013 PROPOSAL: The Tigard Bull Mountain Farmers Market proposes a seasonal, outdoor market to operate on Saturdays and Sundays between the hours of 9 a.m. and 2 p.m. from May 1,2016 through October 31,2016. APPLICANT: Tigard Bull Mountain OWNER: Gerald C. Kolve Farmers Market 14389 SW Pacific Highway Attn:Sean Mathews Tigard,OR 97224 11575 SW Pacific Highway Suite 109 Tigard,OR 97223 ZONING: C-G: General Commercial District. The C-G zoning district is designed to accommodate a full range of retail, office and civic uses with a city-wide and even regional trade area. Except where nonconforming, residential uses are limited to single-family residences which are located on the same site as a permitted use. A wide range of uses, including but not limited to adult entertainment, automotive equipment repair and storage,mini-warehouses,utilities,heliports,medical centers, major event entertainment,and gasoline stations,are permitted conditionally. LOCATION: 14389 SW Pacific Highway (Canterbury Square Shopping Center) WCTM 2S110AB,Tax Lot 200 APPLICABLE REVIEW CRITERIA: Community Development Code Chapter 18.785 SECTION II. DECISION Notice is hereby given that the City of Tigard Community Development Director's designee has APPROVED the above request for a Temporary Use Permit, subject to certain conditions of approval. The findings and conclusions on which the decision is based are noted in Section IV. CONDITIONS OF APPROVAL PRIOR TO OCCUPANCY THE FOLLOWING CONDITIONS SHALL BE SATISFIED: 1. Obtain all necessary permits from the City of Tigard for signage associated with the seasonal market. 2. No advertising or display of products shall be permitted to be located in, or project into, the right- of-way or the clear vision area of each access (a clear vision area shall be a triangle whose base extends 30 feet along the street right-of-way line in both directions from the centerline of the accessway and 30 feet back from the property line). TUP2016-00013 TIGARD BULL MOUNTAIN FARMERS MARKET PAGE 1 OF 5 THIS APPROVAL SHALL BE VALID MAY 1,2016 THROUGH OCTOBER 31,2016. SECTION III. BACKGROUND INFORMATION Site and Vicinity Information: The site consists of a single property approximately 6.63 acres in size. Commonly known as Canterbury Square Shopping Center, the property was developed in its current form in the early 1970s and presently contains a variety of land uses including retail, restaurants, and personal services. Access to the site is gained from Pacific Highway Frontage Road, which curves to intersect with Pacific Highway in the approximate center of the site's 700 feet of frontage within the Pacific Highway right-of-way. The site is zoned C-G (General Commercial), as are properties to the northeast and east that contain a variety of commercial land uses. Adjacent properties to the north, south, and west are zoned R-12 (Medium-Density Residential),and are developed with multi-family housing. Proposal Description: The Tigard Bull Mountain Farmers Market proposes a seasonal, outdoor market to operate on Saturdays and Sundays between the hours of 9 a.m. and 2 p.m. from May 1, 2016 through October 31, 2016. SECTION IV. APPLICABLE REVIEW CRITERIA AND FINDINGS TEMPORARY USES 18.785.020 Types of Temporary Uses Seasonal or special event. This type of temporary use is a use which by its nature will last less than one year. Examples of this type of use are those associated with the sale of goods for a specific holiday, activity or celebration, uses associated with construction, or seasonal use. This type of use does not apply to businesses seeking a temporary or interim location. This type of temporary use includes use associated with the sale of fresh fruits, produce, and flowers, including seasonal markets by a chartered public service/non-profit organization which may offer additional products and services as provided in the organization's "market rules and policies" such as landscaping plants, prepared food, animal products, and art/handcrafts assembled by the vendor. FINDING: The proposed use is a seasonal market to operate on Saturdays and Sundays, from May 1, 2016 through October 31, 2016. The Tigard Bull Mountain Farmers Market is a non- profit organization focused on creating a welcoming environment for affordable and regionally-grown produce,arts, crafts, and local products. The market supports farmers, artisans, family-owned businesses, and entrepreneurs; encourages relationships between vendors and the business community; and educates consumers on farm practices, sustainability, and local food systems. The applicant submitted a site plan that illustrates the locations of 36 vendor booths, restrooms, outdoor seating, and a stage area. Vendors will be required to adhere to the 2016 Vendor Handbook, which includes market policies and procedures, criteria for vendor selection, and product guidelines. The proposed market is consistent with the type of temporary use permitted as a seasonal or special event.This criterion is met. 18.785.030 Approval Process Approval of various temporary uses shall be processed as follows: Seasonal or special event: by means of a Type I procedure, as governed by Section 18.390.040, using approval criteria in Section 18.785.040A. An approval for a temporary use by the Director shall be valid for a period of one year unless TUP2016-0(X)13 TIGARD BULL MOUNTAIN FARMERS MARKET PAGE 2 OF 5 otherwise stipulated by the approval. An approval for the temporary use by the Director shall lapse if: 1. Substantial construction of the approved plan or onset of the approved activity has not begun within the approval period; and 2. Construction or activity on the site is a departure from the approved plan. A temporary use approval may be renewed once by the Director for a period not to exceed one year. Approval for a seasonal or special event use may be renewed on an annual basis in the same manner as if it were an original application. Notice of the decision shall be provided to the applicant. FINDING: The proposed use is a seasonal market to operate on Saturdays and Sundays from May 1, 2016 through October 31, 2016. A seasonal use is reviewed through a Type I procedure as governed by TDC Section 18.390.040, using approval criteria in TDC Section 18.785.040.A, below. The applicant's permit will remain valid if the activity on the site is consistent with the approved plan. This criterion is met. 18.785.040 Approval Criteria A. Seasonal and special events. Using a Type I procedure, as governed by Section 18.390.030, the Director shall approve, approve with conditions or deny based on findings that all of the following criteria are satisfied: 1. The use occurs only once in a calendar year and for no longer a period than 30 consecutive days, except as provided in paragraph 6. The proposed seasonal market would operate on Saturdays and Sundays from May 1, 2016 through October 31, 2016, consistent with the allowed April to October operating period for seasonal markets identified in paragraph 6,below.This criterion is met. 2. The use is permitted in the underlying zoning district. The subject site is located in the C-G (General Commercial) zone, consistent with the zones provided for this use as identified in paragraph 6.This criterion is met. 3. The applicant has proof of the property-owner's permission to place the use on his/her property; This Temporary Use Permit application was accompanied by the owner's written authorization. This criterion is met. 4. There will be no parking utilized by the customers and employees of the temporary use which is needed by the property owner to meet his/her minimum parking requirement, as governed by Chapter 18.765, Parking and Loading. The applicant submitted a site plan that shows 272 parking spaces for the entire property. The 6.63-acre shopping center is a mixed-use, multi-tenant site, and is therefore subject to the required minimum vehicle parking formula outlined in TDC 18.765.030.D. The table below calculates the minimum off- street vehicle requirements based on this formula: Square Parking Spaces Percentage Total Parking Use Category Footage* Required Required Spaces Required Sales-Oriented Retail 32,350 97 100% 97 Personal Services 7,500 19 85% 16 Eating& Drinking Establishments 6,500 59 70% 41 TUP2016-00013 TIGARD BULL MOUNTAIN FARMERS MARKET PAGE 3 OF 5 Fast Food Eating& Drinking Establishments 750 5 60% 3 TOTAL 157 * Square footage of uses in operation during market hours. Uses not open during market hours are not included in parking calculations. Staff finds that 157 parking spaces are required for the businesses that will be open during market hours. In addition, the applicant proposes to temporarily occupy 20 parking spaces with vendor booths, outdoor seating, and a stage during market hours. This would reduce the total available parking to 252 spaces,or 95 spaces in excess of the minimum requirement. This criterion is met. 5. The use will provide adequate vision clearance, as governed by Chapter 18.795, and shall not obstruct pedestrian access on public rights-of-way. The applicant's site plan demonstrates that vision clearance would not be altered by the location of the booths, which will not be located within any public right-of-way. Accordingly, this temporary use will not obstruct pedestrian access. In order to ensure that directional signs or other objects associated with the market do no violate vision clearance standards, Condition 2 in Section II above requires the applicant to maintain clear vision areas.As conditioned, this criterion will be met. 6. Seasonal markets are permitted in the C-G and MU-CBD zones and may operate from April through October. The applicant shall provide "market rules and policies" for city approval, which are consistent with the seasonal market use description in 18.785.020.A.2 and will be observed for the duration of the permit. Market rules and policies shall include hours of operation, location, product guidelines, vendor obligations, vehicle loading/unloading, and any other applicable policies guiding the operation of the market. The applicant submitted a copy of the Tigard Bull Mountain Farmers Market 2016 Vendor Handbook as part of this application. The rules and policies in the handbook are consistent with the seasonal market use description in TDC 18.785.020.A.2, including the sale of fresh fruits, produce, art/handcrafts assembled by the vendor, and vendor services related to cooking, food farming, gardening, produce, landscaping, health and wellness, and sustainability. The document outlines the hours of operation,location,product guidelines,vendor obligations,vehicle loading/unloading,and any other applicable policies guiding the operation of the market.This criterion is met. The city may also consider the following criteria: Provide documentation demonstrating adequate and safe ingress and egress exist when combined with the other uses of the property, consistent with applicable standards of Chapter 18.705,Access, Egress and Circulation; Based on the site plan provided by the applicant, existing streets and access points to the Pacific Highway Frontage Road and neighboring businesses will be used. The market layout submitted with the application identifies a combination of physical barriers, cones, a gate, and setbacks intended to ensure safe and adequate ingress/egress and site circulation. Event staff will monitor pedestrians and vehicles around the market area,and will be available for assistance at all times during the event. This criterion is met. Provide documentation demonstrating the use will not create a traffic hazard, including coordination with ODOT if applicable; The project site is primarily accessed from the Pacific Highway Frontage Road, and does not directly access onto SW Pacific Highway itself. The site plan submitted with the application demonstrates the market will be located within the interior of the site,away from the primary ingress/egress point for the property, and is not expected to affect off-site circulation. The site plan shows that clear separation from internal drive aisles will occur through a combination of physical barriers, cones, a gate, and setbacks. This criterion is met. TUP2016-00013 TIGARD BULL MOUNTAIN FARMERS MARKET PAGE 4 OF 5 Provide documentation that the use will not create adverse off-site impacts related to noise, odors, vibrations, glare or lights that would be greater than otherwise allowed by uses permitted outright in the zone; and The applicant's 2016 Vendor Handbook states the hours of operation open to the public are from 9 a.m. to 2 p.m., with vendor arrival time between 6:30 a.m. and 7:30 a.m. Musical guests are allowed to play between 10 a.m. and 1 p.m. No additional outdoor lighting is proposed or required. Booth sales of listed products would not expect to generate adverse off-site impacts related to noise,vibrations, glare, or lights. Food odors may be expected with food vendors, but would not be considered objectionable given the scale of the activities. This criterion is met. Signs are allowed as permitted in Chapter 18.780, however, the permitted period for temporary signs may be approved to correspond to the duration of the permitted seasonal market use. The applicant has not applied for a sign related to the Tigard Bull Mountain Farmers Market temporary use. In addition, application materials submitted do not contain any information regarding signage associated with the proposed use. In order to ensure that the requirements of the city sign code are followed, Condition 1 in Section II above requires the applicant to apply for all necessary sign permits from the city. As conditioned,this criterion is met. FINDING: According to the analysis above, the proposed seasonal market use meets the applicable approval criteria or can be expected to meet them through conditions of approval. To ensure consistency with these standards and the practices of the city, conditions of approval will be imposed with respect to signs and vision clearance.The conditions are included in Section II of this decision. SECTION VII. PROCEDURE AND APPEAL INFORMATION Notice: Notice was mailed to the applicant and property owner. Final Decision: The decision of the Director on Type I Procedure is final on the date it is mailed or otherwise provided to the applicant, whichever occurs first. The Director's decision may not be appealed locally and is the final decision of the City. THE DECISION IS FINAL ON APRIL 27, 2016 AND BECOMES EFFECTIVE ON APRIL 28, 2016 Questions: If you have any questions, please contact Lina Smith, Assistant Planner at (503) 718-2438 or LinaCS@tigard-or.gov.You may also mail inquiries to City of Tigard Planning Division, 13125 SW Hall Boulevard,Tigard,OR 97223. April 27,2016 PREPARED BY: Lina Smith Assistant Planner TUP2016-00013 TIGARD BULL MOUNTAIN FARMERS MARKET PAGE 5 OF 5 APPLICANT MATERIALS RECEIVED APR 2 0 2016 CITY OF TIGARD PLANNING/ENGINEERING 11111 City of Tigard COMMUNITY DEVELOPMENT DEPARTMI Temporary Use Type I Application r TIGARD PROPOSAL SUMMARY (Brief description) REQUIRED ST 13MI Temporary use approval to allow: ELEMENTS A farmers market at Canterbury Square from May-Oct "'"I‘: See Attaned , Property address/location(s): 14389 SW Pacific HWY wry en :ilimonimv)r, Two Lolae• of lilt' Tigard, Oregon plan indicatai lax and tax lot 2S110AB00200 1. i ocation ot the i•„•mr,",tay..map 2. I AA size 3. Square f,tortge existuv innichoys Site size: 4. (.urren u othee: Start date: 05 / 01 2016 Fad date: 10 31 /2016 5. Number of existing partug plc-, 6. Square footac ot any space. io Please check one: used as Ado kn.1 p.IY 1112 CA Season/special event DrIVO.Va: lcu,C ()1 s Unforeseen/emergency situation V1ire plot plan:reduf.eti ' Applicant's stattliwel .I'emporary sales office/model homes ts.:ssi.03(J(! 0 Temporary use in commercial and industrial zone Pip(trig Ice ukssev-nipt APPLICANT* poR SIM+ t.'SE: . • . . Business name: Tigard Bull Mountain Farmers Market oasc \ddress: 771P-20/(e 605/3 11575 SW Pacific HWY #109 Tigard, Oregon 97223 Ratted (:itv/statc: knqhc.-mon Fee: //51 A.) - Contact name: Sean Mathews ws 1 Application accepted:5038047642 sean@tbmfm.org By: Doe: Application determined compleR: PROPERTY OWNER/DEED HOLDER(S)* that one.: By: Z—S Dote: ,. Name: Gerald C. Kolve ddress: 14389 SW Pacific HWY City/state: Tigard, Oregon 97224 Contact name: Ph# 503-620-8087 • When the owner and the applicant are different people,the applicant must be the purchaser of rceord or a lr .Ie with written authorization from the owner or an agent of the owner.The owner(s)must sign this application in the space provided on the back of this form or submit a written authorization with this applicanon. APPLICANTS 'lb consider an application complete,you will need to submit ALL of the REQUIRED SI.BMI �11- :,ELEMENTS • as described on the front of this application.in the"Required ubiiuitat !dements"box. (Detailed Submittal Requitement Information streets can be obtained.upon:truest,for all types of Lind Uae Appltstai:nn .; 7 THE APPLICANT(S) SHALL CERTIFY THAT: • Il _sbewe request does not violate any deed restrictions that may be attach.en to or imposed upon the tt tl:4e..ci .IIT ile f • If the application is granted, the applicant will e_Yercise the rights granted in accordance;yid) the terms and subject to all til conditions and limitations of the approval. • ..\n Of the above statements and the statements in the.plot plan,attachments,and exhibits tratxi.itt:ed herewith,a.t• !rue: and the applicants so acknowledge that any permit issued, based on this application,may be revoked if it is found that any tt;:h statements arc false. • The applicant has read the entire.contents of the application,including the policies and criteria,and understantb rite: requirements for approving or denying the application.. SIGNATURES of each owner of the subject property required. Sean Mathews 04/19/2016 .:1pp.licant.'s signature Print name D;ite Y" (_)\�'t]f:t5 signature Print name t.}5it:t:: Owner's signature Print name Dare See attached approval letter Owner's s sifnature Print name. Date • ,•. . ...._. . ._.,... .,. �. :. E. • 4/18/2016 CANTERBURY SQUARE SHOPPING CENTER BULL KAOUNlAIN \NVESTk8ENTS, LLC l43Q9SVVPACIFIC HVVY • TIGARD,OR 97224 BULL MOUNTAIN FARMER'S MARKET,TBMFM.ORG Re: Permission I,Gerald C. Kolve, owner of the Canterbury Square Shopping Center, hereby give Sean Matthews, who representstheTigardBu|} K4ountainFanner'sKHarket, permission to have the Market at Canterbury Square Shopping Center of Saturday and Sunday,from 9:00a.m to 2:00p.m, from May 8'h 2016 through October 3l`/. 2Dl6. Sincere y, __ Gerald C. Kolve Canterbury Square Shopping Center 503-62048887 CIN OF TIGARD Approved by la Hing D ate' '//C0 Personal Services LS TBMFM.ORG FARMERS MARKET PLAN 1,000 sgft Laundromat See attached"Surrounding Area highlights"ancj�rpjecr ttcription Narrative" SATURDAY/SUNDAY 9AM-2PM 6,500 sgft Recycling Center 11``��Gdi��JJ 7,500 sgft total 2.5/1000=19 1.Existing businesses currently share customers. 2.New market will share customers with existing businesses and reduce trips. OOpen Sales Oriented 3.Proximity to residential housing encourages foot and bicycle traffic over vehicular traffic. '� 30,000 sgft HarborFreight+Eagle+Les Jaras 4.Mass transit stop at the market for seniors from King City. 0 Empty 850 sgft Bowsers Bath 5.Mass transit stop within 100 ft of location stop ID 4273,4274#94 • 1,500 sgft Game On 6.Existing businesses all signed document confirming parking is never full / ©Closed + and endorsed market location. 1 32,350 sqft total 0 3.0/1000=97 !� See attached"existing business endorsement statement". 1„.•":. ♦ C DAY GRE Eating&Drinking Establishments 7.Existing usage below requrement on sundays. �- a 9 11 6,500 Lucky Bistro Chineese Resteraunt See attached"sunday parking photos" i' 8.Vendors and existing business employees will use 4 5 6500 sgft total @ 9/1000=58.5 un assigned parking in the rear. :3 0'' 7 ' Fast Food Eating Establishments 9.Vendors loading and unloading procedure in Vendor 3 4 5 2 750 Foxies Handbook section 12 1 2 1 x 750 sgft total @ 7/1000=5.25 I -- –– _ Total parking needed I II 3141 5 °l I I 2 I 3 I 4 I 5 141 A 3• for existing use 180 the market :\ \ will use 30 spaces of 272 total leaving 60 6 1 x 3 4 s i a I 411111111 O 1 2 3 4 5 4,'+ 8 3 O 4 P.RKIr4G w4 I 3 4 O O \\\\ To 1 TALL- -7 Recycle © Eagle Bargain Outlet C C 11 a Center Nobe Fl•pM L."'" i« D 10 30.000 N © �ao. I* 24 n \\\\\\ ance «� C8 O asses 24 I 7 10 ���/ //// 2 22 , I 2 3 4 s o im— 2 3 4 9 N L 11=1 D 6 2 IDaic•Studio 22 23 6 O cs ' O O ' I ` ''\',"*"; 'V- 16 2 S 3 3 3 .% 2 I 5 RESTERAUNT 2 2 2 j 2 > 4 1U 3 9 4� 4 * 9 3 2 S -.„.4', (O B 3 6500 S G 5 6 a ' 4 4 4 S 3 4 ...",-.8.7'. 7 i 14 Ii' rt ct 4 4 \ 850 IIOgIIIIpy i 4 i V LI 5 6 U g 5 V G 5 4 5 B . 7 I'I ilt"" 'I 7 8 • 6 Hy, 6 G i 6 6 \ L) 6 • 9 9 9 111 II�IIIIII1 12 7 T ' i 7 uwrn+3 e3 e 6 1a moo 8 — i M I. 1. w © 9 7 . ' ".." 8 9 6 D.ntist 7 77 I t 77 I I p ,le ......,;>. 9 e 1300 f H. '' 2 a 24 -'24 1_t'xt ` ,♦I. 21 �' �.. Os n 750 11 23 , L ,..e.---Lir\ 6 �33J1 I2I1 I4IS I`I7 ' \ 6 C – Total 272 w N o Q TER c< ra .----- 5'/----------„} 9N \ 1 2 3 4 6 fn, 9 9,e. i2,3 w 14 Parking Usage Plan SW PALIPI[ Nf6HWAv yF h S e 1"=30' Er•eT,..,G R"c> CANTER BU.PY -5'0[Mgt- Surrounding Area Highlights 2016 ■ - r. t • SW McDonald St. Pacific Hwy /SW Gaarde St. . IOW Market location . A Canterbury Shopping Center 14389 SW Pacific Hwy Tigard Vendor parking ---` ;'Tigard Recycling Center ® Transit stop BUS 93&94 ' • Senior bus stop M t or Walking distance for local i: citizens in the surrounding area SW Bull Mountain Rd • CITY OF TIGARD Approved by Planning Date: A?3//‘7 Initials: / S ur Send Correspondence to: Attn farmers market 11575 SW Pacific HWY BOX #109 Tigard OR 97223 .,,..-- email: info(a)tbmfm.org, ....,....,-, imeor 100' Project Description Narrative The Bull Mountain Farmers Market is focused on creating a positive environment that connects its citizens to available local markets, community organizations and cultures that Tigard has to offer. . The new market will provide another source of fresh local-grown and produced foods, crafts, with educational and information services that inform everyone on how to prepare and preserve foods for us as well as the greater Tigard Community. It will dedicate itself to providing social activities that are fun family experiences that all kids young and old can learn from the past that are increasingly being lost. The surrounding streets from 112th to 115th and across highway 99 on Canterbury Lane all have a high density of houses and apartments that are all within walking and biking distance to our market place. We expect to create an increase in foot traffic in the area while at the same time reduce vehicular traffic. One of our goals is to maximize bus traffic by encouraging senior bus transit that is available from the local area's senior housing population as well as the two Trimet bus stops on Pacific Highway. • (See attached, ID 4273, 4274#94). Current Canterbury Lane businesses are excited and supportive of our efforts. Several of the plaza's businesses are actively involved in the planning and intend to become a vendor during the markets hours. It is and will continue to be the market management policy to actively work with all local businesses to help create a cooperative working environment and work place. Of our greatest concern is working together with the current business traffic patterns and being complementary where trips are reduced when multiple activities are combined into a single trip. The market will enhance and improve the synergistic activities in the area. The current parking needs are substantially lower than required during the hours the market would be on the location including the hours before and after closing so we anticipate and will encourage a surplus of parking in the area by promoting mass transit walking bicycling and other means to reduce vehicular use. Thank You for your further consideration of our temporary permit application. If there is any further help we can give please feel free to ask. Sincerely ...------ firziewe---- ---,,-- — ---- - date Sean Mathews • Director/Founder The Bull Mountain Farmer Market 2016 Vendor Handbook Sat-Sun 9AM - 2PM I May - October 14389 SW Pacific Hwy j ®UflflZtiaitiRWs, O MART. Fit* 001/4 �� = * yr � ._ wej, *Utt) Canterbury Square Parking Lot in Tigard TBMFM . ORG 1 Version 1.3 2016 2 Version 1.3 2016 TABLE OF CONTENTS 1.MARKET LAYOUT 4 2.ABOUT TIGARD BULL MOUNTAIN FARMERS MARKET 5 3.DATES TO REMEMBER 6 4.BECOMING A VENDOR 6 5.COMMUNICATING WITH TBMFM 7 6.REQUIRED DOCUMENTS, LICENSES, PERMITS 7 7.FARM VALIDATION INSPECTION AND REPORT 9 8.CRITERIA FOR VENDOR SELECTION 11 9.FEES 12 10. ADDING OR CANCELING DATES 13 11. SNAP AND DEBIT SERVICES TOKEN PROGRAM 13 12. SAT. & SUN. TIGARD BULL MOUNTAIN FARMERS' MARKET AT CANTERBURY SQUARE15 13. RULES FOR ALL MARKET LOCATIONS 16 14. MARKET POLICIES 20 15. ENFORCEMENT AND DISPUTES 20 16. GRIEVANCES 21 17. MARKET TIPS FOR FIRST TIME VENDORS 23 18. WHAT TO BRING 23 19. MERCHANDISING 101: SELL SMART AND INCREASE PROFITS 24 3 Version 1.3 2016 1. Market layout —a.--1— / /47/ GATE /,.../ti 7 / 7 — • • —• PHYSICAL BARRIER Info/tokens 41111111 • • • • CONES ENTRENCE First aid kit r r 'j.- ,, l s ' ''N's .:," !Mi iiii NN.'... ruk. i .7 0 N'N,,..,,,,,....„ 0 I" 1 s . .. .%..., 0 II ,- ' c.` 1 i _ i. al _ mss � ii lOri 000 ] 116,. seating _' . STAGE .-1 E �., • N 4 Version 1.3 2016 2. About TIGARD BULL MOUNTAIN FARMERS MARKET . Mission TIGARD BULL MOUNTAIN Farmers Market (TBMFM) enriches and unifies our community by creating a welcoming environment to access affordable regionally grown produce, arts, crafts, and local products. We support farmers, artisans and other family-owned business entrepreneurs, encourage partnerships among vendors and the educational and business communities, and educate consumers on farm practices, sustainability, and the nutritional and economic value of buying locally. . Values "Healthy Food: All people deserve access to fresh, affordable, nutritious food •Education: Our markets educate people about food, community, and the value of buying locally 'Teamwork: Staff, Board, Volunteers, and community partners work hand in hand •Professionalism: High standards for excellence and ethics guide our work 'Relationships: Vendors and community see TBMFM as a dependable and caring partner •Fun: The markets and our work are a source of joy, excitement and entertainment for all involved . 2016 Board and Staff Roster The TIGARD BULL MOUNTAIN FARMERS MARKET Board of Directors is a diverse group of farmers and vendors brought together by their desire to have a Farmers Market Run by farmers and vendors to bring nourishment fresh food. . Board of Directors Sean, Dale, Bonnie, Debbie, Erin, Jim S., Bonnie S. . Management Sean Mathews Market Director (503) 804-7642 Email: mathewss@tbmfm.org Pam Benson Market Manager (503) 660-8206 Email: market.manager@tbmfm.org . Seasonal Volunteers • Tony Hendersen • Dan Cooke • Info Booth Assistants: • Chef demonstrations: 5 Version 1.3 2016 3. Dates to Remember Application Process Opens February 1, 2016 Opening Day May 8, 2016 Last Market Day October 30, 2016 4. Becoming a Vendor 4.1 Application Process Call Pam Benson or email market.manager@tbmfm.org for an application 4.1.2 Fill out the "common vendor application" • Be very specific and include every product you are applying to bring to the markets. • During the season if you add product you must get approval from the Market Director for all new products prior to bringing them to the market to sell • Vendors interested in selling processed products may, at the Market Director's or designee's discretion, be required to submit products for evaluation to Market management as part of the application process • Actual items will be requested as needed by the Market Director and/or designee. 4.1.5 Mail the first week's stall fee for each market $30.00 Pam Benson Tigard Bull Mountain Farmers Market 13500 S Pacific Hwy #499 Tigard, Or. 97223 We will call you when we receive the application and get back to you with in 1 week for approval 4.1.6 SUBMIT Documentation Needed After Approval Ensure all documentation that you need for your type of business has been submitted to the address above or send it to market.manager@tbmfm.org Or mail to the above address. 6 Version 1.3 2016 4.2 Exclusivity TBMFM does not offer exclusive rights to any one vendor to sell any one product. Market customers generally benefit from having a choice. However, if TBMFM believes the number of vendors offering the same or similar products is excessive, duplicate products may be denied entry. 5. Communicating with TBMFM TBMFM communicates market information and updates to vendors exclusively through email. Email topics include important schedule changes, market move information, reminders, market news, and upcoming opportunities. 6. Required Documents, Licenses, Permits 6.1 Hot Foods (Prepared Foods): • Certificate and Policy- General liability insurance with TBMFM as Co-Insured • Mobile Restaurant License; or Temporary Restaurant License • Food Handler Card for all on site Staff • SNAP & Debit Services Vendor Agreement Prepared food vendors using a commissary shall *1: 1) Provide TBMFM with copies of all DEH inspection reports; 2) Ensure that the commissary maintains a passing score from the Department of Environmental Health during all months the market is open; 3) Not participate in the market upon receipt of a failing score; and 4) Upon receiving a passing score subsequent to a failing score, apply for re-admission to the market, which admission shall be at the sole discretion of the Market Director. 6.2 Processed Foods: • Domestic Kitchen Bakery License; or Domestic Kitchen Food Processor License • Certificate and Policy- General liability insurance with TBMFM as Co-Insured • SNAP & Debit Services Vendor Agreement 6.3 Artisans and Crafters: • SNAP & Debit Services Vendor Agreement 6.4 Farmer - Flower: • Farm Validation Report or Organic Certification • SNAP & Debit Services Vendor Agreement 6.5 Farmer - Nursery: • Nursery Growers License 1 Asterisk (*) indicates TBMFM Board Policy 7 Version 1.3 2016 • Farm Validation Report or Organic Certification • Christmas Tree Grower License (if selling Christmas Trees) • SNAP & Debit Services Vendor Agreement 6.6 Farmer - Produce: • Certificate and Policy- General liability insurance with TBMFM as Co-Insured • Scale Certification (if selling anything by weight) • Farm Validation Report or Organic Certification • SNAP & Debit Services Vendor Agreement 6.7 Farmer - Fruits: • Certificate and Policy- General liability insurance with TBMFM as Co-Insured • Scale Certification (if selling anything by weight) • Farm Validation Report or Organic Certification • SNAP & Debit Services Vendor Agreement 6.8 Farmer — Meat and/or Dairy: • Certificate and Policy- General liability insurance with TBMFM as Co-Insured • Meat Seller's License • Oregon Department of Agriculture (ODA) Dairy Processing License • Egg Handlers License • Food Handler Card for all onsite Staff • SNAP & Debit Services Vendor Agreement • Farm Validation Report or Organic Certification 6.9 Seafood: • Certificate and Policy- General liability insurance with TBMFM as Co-Insured • Commercial Fisherman's License • Shellfish Commercial Harvester License • Food Handler Card for all onsite Staff • SNAP& Debit Services Vendor Agreement 6.10 Organic: Vendors may only advertise using the term "organic" if they possess an ODA organic certification (TBMFM does not allow "exempt" organic vendors). The certification must be posted in the vendor's stall if the vendor claims a product is organically grown. See rules about "no spray" signage and statements in 13.23. 6.11 Vendors Qualifying for Multiple Categories Vendors whose products place them in more than one category are subject to requirements of all categories. 6.12 Resources for Licenses and Permits Oregon Dept. Of Food Safety Division 503-986-4720 Agriculture 8 Version 1.3 2016 Plant Division 503-986-4644 Food, Pools, Lodging (for hot 971-673-1222 food vendors) health.webmaster@state.or.us Weighing & Measuring Devices 503-986-4670 Organic Certification Program 503-986-4620 cid-organic@oda.state.or.us Farm Direct Nutrition Program 503-872-6600 7. Farm Validation Inspection and Report TBMFM requires all farmer vendors to submit a Farm Validation Inspection and Report. See Sample Validation Report attached below. This report aids TBMFM in ensuring that all crops sold at TBMFM markets are 100% vendor grown and produced. The report is due prior to the first day of the season. Returning vendors who have not changed property or crops are not required to submit a new farm validation report. TBMFM will accept "Organic" certification in lieu of a Farm Validation Report. Farm Validation Reports must be completed by approved TBMFM inspectors. Approved 2013 inspectors include; Phil Dudonis, Extension Agents, and another Oregon market manager. Some inspectors do require payment, which is the responsibility of the vendor. TBMFM staff does not conduct farm inspections. The term "Farm Validation Report" is separate and distinct from a "Farm Check."A"Farm Check" occurs as part of the product challenge process. On occasion, market staff may conduct a "Farm Visit." A Farm Visit is an opportunity for staff to see a vendor's farm and operation, take pictures, and understand the vendor's "story" for marketing and publication purposes. A Farm Visit does not qualify as a vendor's "Farm Validation Report." 9 Version 1.3 2016 Farm Validation Report Form FARM NAME: FARM OWNER: DATE: REVIEWER: REVIEWER BUSINESS NAME/QUALIFICATION: (2012 Reviewers: OSU Extension Agent, Phil Dudonis, other Market Director in Oregon) To be filled in by reviewer: Total acres owned Total acres leased/rented Check all that apply: o Farmer — Fruit o Farmer — Vegetable o Farmer — Flower o Farmer — Nursery o Farmer — Meat o Farmer— Dairy o Farmer— Other. Please explain: 1. Does the farm appear to produce all products listed on the application? YES NO If "NO", please explain: 2. Does the farm appear to produce the volume necessary to support a booth at the market and/or all markets the vendor attends? YES NO If "NO", please explain: REVIEWER SIGNATURE FARM REPRESENTATIVE SIGNATURE 10 Version 1.3 2016 8. Criteria for Vendor Selection TBMFM is committed to creating a marketplace with the highest quality, locally produced products available. TBMFM is not bound to apply a particular set of selection criteria, and reserves unconditional discretion to accept or refuse anyone as a TBMFM vendor. 8.1 Product Quality and Presentation • Consistently high product quality • Clean and attractive displays • Courteous, strong customer service, and knowledgeable staff • Foster a connection between the vendor and the consumer 8.2 Conduct and Compliance • History of compliance with Market rules and federal, state, and local regulations • Positive vendor conduct toward customers, fellow vendors, market staff, and volunteers • Multiple and consecutive week commitments to the markets • Timely submission of application, licenses, and other Market correspondence • Billing and payment history 8.3 Product Balancing • Products that are unique or unusual • Products not already represented in the market • Duplicate products may be denied entry 8.4 Seniority • Number of years vendor has sold at TBMFM 8.5 Space Availability • Admission to TBMFM is subject to space availability 8.6 Agriculture • Farmers and growers have priority over all other vendors • Preference will be given to the most local producer when a space becomes available at the market, without compromising quality • All first time farmers must submit a farm validation report 8.7 Wild Mushroom Vendors • List each type of mushroom by common and scientific name on the application • List training and experience in mushroom collection • Provide copies of the public lands collection permits or private approval • Applicants may be required to pass an interview with a mycology expert or take a test to establish that s/he can identify species reliably, can collect responsibly from the resource, has the appropriate permits and will bring quality product to market that they themselves are collecting (not buying and reselling) 11 Version 1.3 2016 • Signage at market must accurately identify all mushrooms and that the product is wild- crafted or cultivated • Prominently display mushroom safety information 8.8 Artisan and Craft Vendor Restrictions The following products are specifically prohibited in TBMFM markets: • Any product the vendor buys from another country or state for resale. All resold products must have reasonable value added by the vendor and manufactured locally. • Exception — market staff may, in their sole discretion, allow a vendor to carry products and crafts at TBMFM markets if a vendor sold that product at an TBMFM market in the immediately preceding year 8.9 Service Vendor Restrictions The following service vendors are specifically prohibited in TBMFM markets: • Service providers not related to cooking, food, farming, gardening, produce, landscaping or lawns, health and wellnes, sustainability • Exception: Market staff may, in their sole discretion, allow a service vendor at TBMFM markets if a vendor participated at an TBMFM market in the immediately preceding year. This policy does not apply to service providers participating as sponsors. 9. Fees 9.1 Application 9.2 Submit the application fee as follows: $30 One Space (used for first weeks stall fee) 9.3 Stall Size and Fee 10x10: $30 9.4 Mail payments to: Pam Benson The Bull Mountain Farmers Market 13500 SW Pacific Hwy #499 Tigard, Or 97223 9.5 Electricity All vendors must have non-electricity options for their operations. Electricity access is extremely limited at the markets, and requests for electricity are granted based on vendor seniority and availability. 9.6 Returned Check Fee All returned checks will be assessed a $25 returned check fee. This fee must be paid prior to attending the next scheduled market. 12 Version 1.3 2016 9.8 Approval of Selling Privileges The Bull Mountain Farmers Market approval of selling privileges for a vendor is always for a specified period and never exceeds one market season. 9.9 Payment Ratings Vendors may pay weekly or for a 10% discount pay a year in advance 10. Adding or Canceling Dates 10.1 Requesting Dates at Time of Application When a vendor registers for an TBMFM, they must enter the dates they are requesting approval to attend 10.2 Adding/Canceling Dates During Season. Notifying onsite staff that you will be gone for any specific date is fine but we would like an email as early as possible to market.manager@tbmfm.org 10.3 Penalties for Late Cancellations and Unexcused Absences • Vendors who cancel their spaces without appropriate notice or by not showing up at the market will not receive a refund if they have prepaid their space. • Please call or text the manager at (503) 660-8206 for any emergency absence. • Three excused cancellations per season are granted to a vendor. More than three cancellations may result in the loss of assigned space. • Weather • Personal Schedule Changes 11. SNAP and Debit Services Token Program 11.1 Vendor Guide to the Token Program and Other Market Currency TBMFM uses the Oregon Trail and Debit/Credit (wooden market money in $1 and $5 denominations) currency programs to create greater access to the market and increased sales for market vendors. 11.2 The Token Program TBMFM continues its highly successfully debit and Oregon Trail Electronic Benefits Transfer (EBT) market money options for our customers. Shoppers can use their debit or Oregon Trail card at the TBMFM information booth in exchange for market money (wooden tokens) at the TBMFM information booth. The tokens have two denominations: $1 and $5. They each serve different purposes. 11.2.1 $5 Red Tokens — Debit • Customers can purchase $5 tokens with debit cards. There are no restrictions on what can be bought with the $5 tokens • They should be treated just like a $5 bill — give cash change 13 Version 1.3 2016 • Due to the cost the market incurs to operate this program, there is a $2 service fee per transaction charged to customers using debit cards • Customers appreciate knowing the fee goes to support the program, not a bank or big institution! 11.2.2 $1 Green Tokens — Oregon Trail (Supplemental Nutrition Assistance Program) • SNAP recipients receive their benefits electronically. They have a card called the Oregon Trail card, which acts like a debit card • GOOD FOR: most food items, including breads, cereals, popcorn, fruits, vegetables, meat, fish, poultry, dairy products, seeds, baked goods to be taken home, and plants intended for growing food • NOT GOOD FOR: Beer, wine, liquor, nonfood items (e.g., merchandise, pet foods, soaps, paper products, household supplies), vitamins and medicines, ready-to-eat foods, hot foods, and flowers • NO CHANGE can be given back. The customer can add product to bring the purchase up to the dollar amount 11.2.3 $1 Black Tokens — Matching Grant Tokens for Oregon Trail Card users (SNAP) • Five $1 BLACK matching grant tokens will be given for every debit to the Oregon Trail card of $5 or more until the grant funds are depleted • GOOD FOR: most food items, including breads, cereals, popcorn, fruits, vegetables, meat, fish, poultry, dairy products, seeds, baked goods to be taken home, and plants intended for growing food • NOT GOOD FOR: Beer, wine, liquor, nonfood items (e.g., merchandise, pet foods, soaps, paper products, household supplies), vitamins and medicines, ready-to-eat foods, hot foods, and flowers • NO CHANGE can be given back. The customer can add product to bring the purchase up to the dollar amount • Any misuse of the $1 tokens compromises TBMFM's eligibility to accept the Oregon Trail card • TBMFM greatly values the opportunity to offer the Oregon Trail card service to our customers, and has been through a rigorous application process to get the permit • Please help us maintain our eligibility by following these guidelines. Thank you! 11.3 Important Facts about the EBT Program: •$1 tokens cannot be given as change to a customer for any reason •Our vendors, by law, may not give cash change for purchases with $1 EBT tokens *Vendors may not use $1 tokens received from customers for purchases at the market (e.g., lunch) •Customers can bring any unused $1 tokens back to the information booth to be refunded back to their EBT accounts 14 Version 1.3 2016 •When possible, vendors are encouraged to modify purchases so that they total a whole dollar value •Should a whole dollar value not be reached, a receipt from the vendor displaying the purchase price can be brought back to the information booth for a refund into the customers EBT account 11.4 SNAP and Debit Service Program Reimbursements • Vendors turn in tokens to the manager and will receive a check at the same time/TBMFM information booth at any market, or by coming to the office during business hours 12. Sat. & Sun. Tigard Bull Mountain Farmers' Market at Canterbury Square 12.1 Dates: May 8, 2016 to October 30`h 25 weeks 12.2 Location: 14389 SW Pacific Hwy Tigard Or 97223 12.3 Vendor Arrival/Departure Procedures • Arrival Time: 6:30am-7:30am • No Vehicle Entry Allowed after 8:30am • Entrances/Exits: See map above • Departure Time: When staff moves barricades 12.4 Customer Hours: 9:00am to 2:00pm 12.5 Vendor Parking: Behind the Shopping Center Vendors Must Wait Until 2:15pm before they are allowed to bring in a vehicle To the market (This is for safety of customers and vendors) and should be done by 3:00pm. 12.6 Music TBMFM hosts musical guests every Saturday and Sunday from 10-1. Check the TBMFM website for line-up details. 12.7 Special Events and Programs TBMF encourages non profit, and government organizations to attend. 12.8 Market Chef TBMFM Chefs shop the market and then whip up delicious samples for customers to savor every Saturday and Sunday mid-June —August. Vendors that donate produce, fruit, and food products to the Chef will be featured in the Chef's display, recipes, and in TBMFM customer 15 Version 1.3 2016 communications. Please contact TBMFM early in the season if you would like to donate to allow time to include you in our customer emails and media releases. 13. Rules for ALL Market Locations 13.1 Unloading and Loading • Unloading and booth set-up is not permitted before the Arrival Time • Vendors must unload their products and supplies at their stalls, park their vehicles, and then return to set up • Vendor vehicles must be removed from the market by the late arrival time. Vendor vehicles cannot enter the market until the Departure Time • Vendors are not allowed to sell products before the opening bell • Vendors must park in areas designated on the Vendor Parking Map for each market • Before vendors drive up their vehicles to load out, booth must be broken down and ready to load out • Vendors that "sell out" must remain at the market, with tables, chairs, displays, and canopy until the market closes 13.2 Weights • Every market day, no matter the weather, all canopies are required to have weights on all legs sufficient to keep the covering in place during windy conditions. 25 lbs per canopy leg is recommended. Weights can be made with PVC pipe and sand, and secured with bungy cords. 13.3 Booth Set Up and Display • No boxes or produce displays may extend into the common customer traffic areas • All vendors must have a sign with the business name and location • Prices. All items for sale must be clearly marked with their retail price. Prices may be posted on the product with an individual sign or pasted as a list of prices on a large sign or board. Bargaining with customers is permitted • Certifications (e.g., organic) must be posted • No sandwich boards are allowed. All boards must be within the corners of the booth space • Fresh fruits and vegetables must be stored off the ground, by using impervious plastic tubs or setting empty crates or boxes under those holding the produce. Pumpkins and large squash are the only exceptions to this rule. Any questions regarding safe food handling should be directed to ODA food safety specialists 13.4 Vendor Identification • Each booth space must prominently display a sign clearly identifying the farm or business by name and the location of the farm or business • Signs must be a minimum of 11" x 17" with lettering at least 3" high 16 Version 1.3 2016 • Signs must be in place by the opening bell of the market day • All descriptions of products must be accurate and truthful 13.5 Canopies Required • Vendors with on-premise prepared foods and baked goods are required to have a full canopy covering their booth 13.6 Garbage • All Vendors must sweep their spaces at the end of the day and must ensure, before leaving the market, that all litter, toothpicks, and product debris are removed • Vendors whose products generate waste (e.g., on-premise prepared food vendors and vendors providing samples) must provide a trash receptacle at their booths for customers to use • All vendors must haul out their trash at the end of the day for disposal at their own business locations. Market trash bins are for customer use only 13.7 Sampling • Vendors who sample must use a hand washing station and comply with all ODA food safety guidelines • All sampling must be contained within the vendor's stall 13.8 No Smoking • Vendors are not allowed to smoke within 50' of the market area at any time 13.9 No Vendor Pets • Vendor pets are not allowed at the market in vendor booth space 13.10 Radios • Vendors are not permitted to play radios or use other sound-generating electronics during market hours 13.11 Barricades/Roadblocks • It is strictly prohibited for a vendor to move or go around a barricade or road block 13.12 Waste Water 17 Version 1.3 2016 • Waste water must be disposed of in an approved manner, which includes approved plumbing • Vendors are prohibited from dumping waste water in storm water drains • Vendors caught dumping waste water in storm drains may be fined up to $500 per occurrence 13.13 Insurance Required • TBMFM is not responsible for any losses or damages incurred by vendors • Liability insurance, naming TBMFM as an additional insured, is required of all vendors who sell produce, fruit, processed foods and hot foods, and any other form of food 13.14 Transfer of Space • Vendors may not sublet stall space to others • Prepaid fees are non-transferable to other vendors • If a vendor sells their business, they may not transfer their market spaces to the new owner • Reservation of spaces establishes neither right to nor guarantee of space rental in subsequent years • Change in space assignment for vendors with space reserved may occur at the Market Director's discretion. Examples of reasons are: seasonal overlap of products 13.15 Vendor Employees and On-site Personnel • Family members or verifiable employees paid hourly, on commission, or by salary may sell vendor's products at the market • If employees are used, the Market may request proof of employment • Vendors are responsible for making sure that all persons working at their booths are familiar with and adhere to all Market rules, regulations, and guidelines • On-site sales personnel do not set the price, nor retain ownership of the product 13.16 No Offensive Marketing Techniques • Vendors are not permitted to use the following techniques while at the market: hawking, calling attention to products in a loud, repetitive public manner, and selling products in an aggressive way • When aisles are particularly crowded, standing in the aisles while providing samples to customers is not permitted 13.17 Conduct and Courtesy 18 Version 1.3 2016 • While at the market, vendors are expected to behave courteously to customers, other vendors, market staff, and volunteers, and to conduct themselves professionally at all times • Vendors may not publicly disparage other vendors, products, or markets 13.18 Space Assignments • Returning vendors receive priority in space assignments as follows: 1. Receive same space as previous years 2. Offered newly available spaces in order of years at the market 13.19 Management Discretion • Market management reserves the right to deny a vendor's application, to prohibit anyone from selling at the market, or to prohibit any product from being sold at the market • Market management reserves the right to deny a vendor's application, to prohibit anyone from selling at the market, or to prohibit any product from being sold at the market 13.20 Producers • Provide clear, written information about production methods, which can be available to any customer who requests it • Customer queries regarding farming practices should be answered factually and knowledgeably • Vendors are not allowed to give produce or other items away for free or at below-cost pricing, thus undercutting potential sales of other vendors. This does not include sampling 13.21 Compliance with Health, Safety, and Related Laws • Vendors and their employees are responsible for informing themselves about and complying with federal, state, and local health regulations and licensing requirements governing the production, display, distribution, sampling, and sale of their products • Vendors providing samples of their products must comply with the rules governing market sanitation and health issues. See ODA Food Safety Guidelines 13.22 Americans with Disabilities Act (ADA) • ADA regulations require customer service counters to be a maximum of 36" high from the ground, a minimum of 27" clear underneath, and a minimum of 36" long. Food and beverage service counters must be a maximum of 34" high from the ground. In addition, vendors should offer assistance in their booths to disabled customers whenever needed 13.23 Uncertified Claims • Written and verbal declarations regarding pesticide or chemical use which cannot be certified such as unsprayed, no spray, and pesticide-free may not be used 19 Version 1.3 2016 • Vendors are required to produce the written statement about production methods for any consumer who requests it and should have copies of the statement available in his/her stall 14. Market Policies This section highlights TBMFM market policies. It is not intended to be an exhaustive list but does provide a good list of the policies most relevant to the vendor and on-site issues. 14.1 Customer Mailing List TBMFM collects market mailing information and email addresses from market customers for the purpose of Market communication. They are solely for TBMFM's use. Customers voluntarily sign up to be on the list at the TBMFM information booth. The customer mailing is not shared with or sold to any other organization or individual. 14.2 Dog and Pet Manners In the interests of health and safety, a farmers market is not the best place to bring a pet. If customers do choose to bring a pet, we ask them to abide by these six rules to make a pet's visit to the market a good experience for everyone: • Dogs must be kept on a short leash; • Dogs must be under control and by the owner's side at all times; • Keep dogs away from produce, plants, and other food products; • Dogs must be friendly with other dogs and children to earn the right to be at the market; • Be considerate— not everyone loves dogs and some customers are allergic to animals; and • Don't forget to clean up after your dog! 14.3 Reusable Shopping Bags * In support of the TBMFM's continued efforts to encourage sustainable practices, vendors may sell reusable bags. The bags are allowed as a courtesy to customers; it cannot be the vendors' main product. 15. Enforcement and Disputes 15.1 On-site Compliance Vendors are responsible for ensuring that their employees and designees know TBMFM rules, procedures, and policies. 15.2 Rules Enforcement 20 Version 1.3 2016 All rules of the market are enforced by the Market Director or the designee, who has ultimate on-site authority and is accountable to the Tigard Bull Mountain Farmers Markets Board of Directors. 15.3 Reservation of Authority TBMFM, its' Board of Directors, Market Director, staff, agents, and designees reserve the right to revise, remove, and make exceptions to TBMFM rules, enforcement procedures, and policies in their sole discretion without notice 15.4 Discipline Procedure Vendors, their employees, agents, and designees, who fail to comply with market rules will be disciplined as follows: • Market staff will issue the vendor a written notice upon the first rule infraction; • Market staff will issue the vendor a written notice and a fine equal to double the vendors' daily booth fee, upon the second rule infraction. The vendor must pay the fine on the day issued or vendor account will be charged; and • Market staff may expel a vendor for a third rule infraction. TBMFM staff may depart from the rules enforcement procedure and take any action deemed appropriate, including barring the vendor from the market that day, and any future market days, at any time, without notice. 15.5 Customer Complaints Customer complaints will be forwarded to vendors and kept on file. Complaints may result in disciplinary action including removal from the market. 16. Grievances 16.1 General Vendors who have concerns regarding violations of these rules, market staff, safety, or policies should complete a concern form and provide it to the Market Director in a timely manner that is not disruptive to the market. Forms will be available at the TBMFM Information Booth. The Market Director reviews each concern form and the concerned vendor will receive a specific written response within two weeks. 16.2 Product Challenge 16.2.1 Purpose Product challenges are appropriate when a vendor has reason to believe that another vendor is misrepresenting his/her product. 16.2.2 Procedure 21 Version 1.3 2016 A product challenge must be signed by the person bringing the challenge and preferably be supported by physical and verbal evidence of the offense. The product challenge must be made on the day of, or within the week, the violation was observed. Challenges alleging wrongdoings on past occasions will not be accepted. There is a $50 filing fee, which can be shared by a group of vendors. This fee is returned to the challenger if the claim is verified. The vendor receiving the product challenge must respond to the challenge in writing. Failure to admit or deny a challenge may result in a determination that the challenge is valid. An inspector will conduct a "Farm Check" to make a determination on the product challenge. Product challenge forms are available at the TBMFM information booth, as well as on the TBMFM website, www.tbmfm.org. Because of their sensitive nature, they must be returned directly to the onsite market coordinator or Market Director. If the vendor is found in violation, vendor may be fined, suspended, or removed from the market at the discretion of the Market Director. 16.2.3 Appeals A vendor may appeal any decision of the Market Director concerning violation of these rules within 30 days of the alleged concerning event. An appeal must be presented in writing to the Board Chair, who will present the matter to the Board. The Board's decision shall constitute a final decision of any appeal. 22 Version 1.3 2016 17. MARKET TIPS FOR FIRST TIME VENDORS • Grow your market by cultivating a loyal clientele. Provide business cards • If possible, do not sit down • Wear a name tag • Get top prices when you have top quality product • Achieve success by delivering excellent customer service • If you are not a "people person", send another family member or hire a well-trained employee • To develop appreciative customers, remember that customers shop at farmers' markets because they want to meet the people who grow their food, and they want fresh, high-quality products • Invest your time wisely: • By preparing and leaving enough time for travel • Be ready to sell at opening bell. The majority of your sales tend to occur within the first hour • Bring everything you need • Market stalls are a 10'x 10' bare piece of asphalt. See the sample checklist below 18. WHAT TO BRING Careful planning for market is essential to your success. Be on time and ready to sell by the opening bell. The majority of your market day sales tend to occur within the first hour of the market. Make a checklist! Examples of items to include: ❑ Canopy (white is best) and weights for each leg of the canopy ❑ Bungee Cords LI Stall structure: tables, table covering, racks, shelves (try to have your products displayed high for the customers' convenience) LI First Aid Kit LI Display containers for your product LI Plastic and paper bags ❑ Cash box and bank (be ready to make change for $20 bills!) ❑ Licensed scale ❑ Miscellaneous display items: sign making materials including chalk, paper, cardboard, markers, scissors, tape, pens, bags, price tags, pocket knife, duct tape ❑ Check out items: pencils, pens, calculator, sales record/receipt book, notepad, bags, boxes, flats LI Trash can, broom ❑ Signs: the more personal, the better. Consider using pictures! ❑ Large sign or banner hung at eye level or above with your farm's name and location ❑ Individual product names and prices alongside of the items—how the item is sold (by weight, piece, quantity)—highlight different varieties, heirlooms, product qualities (sweet, spicy, bitter), storage tips, etc. ❑ Signage extras: recipes, how-to's, seasonality information, new item, product information LI Information about your farm, CSA or other on-farm activities, promotional materials, business cards—you never know when you will meet a chef! LI Personal comfort items: weather gear, gloves, hats, rainwear, and drinking water LI Your customer service personality—a big smile is your best asset LI Hand washing station 23 Version 1.3 2016 19. MERCHANDISING 101: SELL SMART AND INCREASE PROFITS 1. Create an attractive display • Items at eye level attract customers • Use empty produce cartons, tables, boxes to elevate items to customer level • Create vertical levels with your display by setting items on different box heights • Angle boxes of items up so customers can see into them easily • Use Table coverings • Use racks (racks on wheels load easily into trucks) • Use shelves (try to have your products displayed high for the customers' convenience) 2. Build loyalty • Create an identity for yourself • Make your business name and location clear to customers • Provide a description of your business (for farms including location, acres, history, crops, and growing methods) • Display this information on a poster • Include pictures • Include educational information about the product • Create promotional materials (flyers, business cards —you never know when someone will need a big order!) 3. Train employees! • Make sure they are knowledgeable about your business • Continuity of salespeople builds relationships with repeat customers 4. Provide samples • Let your customers taste the difference! Sampling can increase sales up to 30% • Ask customers: "Have you ever tried this variety?" • Make sure you follow the minimum guidelines for ODA food safety • Provide a trash can for sampling garbage • Keep a separate box with your sampling tools, e.g., toothpicks, serving platter, napkins 5. Give out recipes and information • Find recipes that are simple and contain a few ingredients that can be found at your stand or other parts of the farmers market 6. Communicate • Start a mail list, e-mail list, facebook, twitter, blog, and website • Inform your customers about special opportunities, other markets, and locations they can find you or your product 7. Use your personality and expertise as a merchandising tool to build and strengthen your customer base 24 Version 1.3 2016