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TUP2019-00008 TUP2O19 - 00008 TIGARD BULL MOUNTAIN FARMERS MARKET NOTICE OF TYPE I DECISION TEMPORARY USE PERMIT TUP2019-00008 114 151 TIGARD BULL MOUNTAIN FARMERS MARKET TIGARD SECTION I. APPLICATION SUMMARY FILE NAME: TIGARD BULL MOUNTAIN FARMERS MARKET CASE NO.: Temporary Use Permit(TUP) TUP2019-00008 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 1St,2019 to October 31",2019. APPLICANT: Tigard Bull Mountain Farmers Market Attn: Sean Mathews 11575 SW Pacific Highway,#109 Tigard,OR 97223 OWNER: Bull Mountain Investments,LLC Attn:Jerry Kolve 14389 SW Pacific Highway Tigard,OR 97224 ZONING: C-G: General Commercial zone.The C-G zone is designed to accommodate a full range of retail, office, and civic uses with a citywide and even regional trade area. Except where nonconforming,residential uses are limited to mixed- use developments. 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 allowed conditionally. LOCATION: 14389 SW Pacific Highway;WCTM 2S110AB,Tax Lot 200 APPLICABLE REVIEW CRITERIA: Community Development Code Chapter 18.110 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. The findings and conclusions on which the decision is based are noted in Section IV. THIS APPROVAL IS VALID FROM MAY 1',2019 TO OCTOBER 315r,2019 TUP2019-00008 Tigard Bull Mountain Farmers Market PAGE 1 OF 5 SECTION III. BACKGROUND INFORMATION Site Information: The project is located in the Canterbury Square Shopping Center at 14389 SW Pacific Highway (WCTM 2S110AB,Tax Lot 200);northeast of SW Pacific Highway (Highway 99W), north of SW Bull Mountain Road,and south of SW Gaarde Street. The 6.63-acre development site is made up of one (1) tax lot and contains multiple commercial buildings,landscaping,and associated parking. The site is accessed via SW Pacific Highway Frontage Road, and does not have direct frontage on Highway 99W. The northeast portion of Tax Lot 200 is zoned Medium-Density Residential (R-12) and is located within a Planned Development; the remainder of Tax Lot 200 is zoned General Commercial (C-G). The proposed temporary use will take place within the portion of Tax Lot 200 that is zoned C-G. A Minor Modification from 2015 (MMD2015-00024) shows that there are 320 approved parking spaces for this site. The applicant has two site plans, one for days when only 20 parking spaces will be occupied for the temporary use,and a site plan for when 23 parking spaces will be occupied for the temporary use. Staff will review the site plan proposal for when 23 parking stalls will be occupied since this is the largest footprint for the seasonal festival. The 23 parking stall layout will only happen occasionally throughout the duration of this permit. SECTION IV. APPLICABLE REVIEW CRITERIA AND FINDINGS 18.440 Temporary Uses: 18.440.030 Types of Temporary Uses A. Seasonal or special event. This type of temporary use is a use that 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.These types of temporary uses include: 2. Use associated with the sale of fresh fruits,produce,and flowers,including seasonal markets by a chartered public service or non-profit organization that 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 or handcrafts assembled by the vendor; The Tigard Bull Mountain Farmers Market (TBMFM) proposes a seasonal, outdoor market to operate on Saturdays and Sundays from May rt,2019 to October 31",2019.TBMFM is a non-profit organization, and will offer the sale of fresh fruits, produce, flowers, and additional products and services at this seasonal market. The applicant submitted a copy of the organization's 2019 Vendor Handbook, which outlines market rules and policies,criteria for vendor selection,and product guidelines.Accordingly,staff finds this proposal meets the description of a seasonal or special event. This Temporary Use Permit is being processed through a Type I procedure. 18.440.050 Approval Criteria A. Seasonal and special events. The approval authority will approve or approve with conditions seasonal and special events when all of the following are met: 1. The use occurs only once in a calendar year and for no longer a period than 30 consecutive TUP2019-00008 Tigard Bull Mountain Farmers Market PAGE 2 OF 5 days, except as provided in Paragraph 18.440.050.A.6; The proposed seasonal market will take place only once this calendar year,from May 1",2019 to October 31", 2019. This is consistent with the allowed April to October operating period for seasonal markets outlined in Paragraph 18.440.050.A.6,below. This criterion is met. 2. The use is allowed in the applicable base zone; A seasonal market is considered a sales-oriented retail use,which is permitted by right in the C-G zone. This criterion is met. 3. The applicant has proof of the property owner's permission to place the use on the property; This application included the property owner's written authorization to place the proposed temporary use on the subject property.This criterion is met. 4. There will be no parking utilized by the customers and employees of the temporary use that is required to meet the minimum parking requirements for the other uses on the property,as required by Chapter 18.410, Off-Street Parking and Loading. A Minor Modification from 2015 (MMD2015-00024) shows that there are 320 approved parking spaces for this site. The 6.63-acre development is a mixed-use, multi-tenant site, and is therefore subject to the required minimum vehicle parking formula outlined in CDC 18.410.030.D. The table below calculates the minimum off-street vehicle requirements from the site's most recent Minor Modification (MMD2016-00023) based on this formula: Square Parking Percentage Total Parking Use Category Footage Required Required Required Sales-Oriented Retail 24,450 74 100% 74 Eating&Drinking Establishments 12,800 116 85% 99 Bulk Sales 12,400 13 70% 9 Personal Services 10,940 28 60% 17 Indoor Entertainment 6,100 27 60%0 16 Day Care 6,000 8 60% 5 Office 1,200 4 60% 2 Repair-Oriented Retail 1,200 4 60% 2 Fast Food Eating&Drinking Establishments 1,000 35 60% 21 Medical/Dental Office 900 4 60% 2 TOTAL 248 TUP2019-00008 Tigard Bull Mountain Farmers Market PAGE 3 OF 5 Staff finds that 248 parking spaces are required for the entire shopping center and that 320 parking spaces are provided on site. In addition,the applicant proposes to temporarily occupy a maximum of 23 parking spaces with vendor booths, outdoor seating, and a stage during market hours. This will reduce the total available parking to 297 spaces,or 49 spaces in excess of the minimum requirement.This criterion is met. 5. The use will provide adequate vision clearance, as required by Chapter 18.930, Vision Clearance Areas, and shall not obstruct pedestrian access on public rights-of-way; and The proposed temporary use will take place within the existing on-site parking lot. The applicant will temporarily occupy 23 parking spaces at maximum with vendor booths, outdoor seating, and a stage during market hours. Staff reviewed the applicant's submitted site plan to confirm that this temporary use will not be located in any public right-of-way, and will not impact vision clearance or pedestrian access. This criterion is 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 18.440.030.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 or unloading, and any other applicable policies guiding the operation of the market. 'IBMFM proposes a seasonal, outdoor market that will be located in the C-G zone, and will operate on Saturdays and Sundays from May 1S`,2019 to October 31S`,2019.This is consistent with the allowed April to October operating period for seasonal markets, outlined above. The applicant submitted a copy of TBMFM's 2019 Vendor Handbook, which outlines market rules and policies, and includes 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: a. Provide documentation demonstrating adequate and safe ingress and egress exist when combined with the other uses of the property,in compliance with Chapter 18.920,Access, Egress and Circulation; Based on the site plan provided by the applicant,existing streets and access points to SW 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. b. Provide documentation demonstrating the use will not create a traffic hazard, including coordination with ODOT if applicable; The project site is primarily accessed from SW Pacific Highway Frontage Road, and does not directly access onto Highway 99W 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. TUP2019-00008 Tigard Bull Mountain Farmers Market PAGE 4 OF 5 c. 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 base zone; and TBMFM's Vendor Handbook states the hours of operation open to the public are between 9 a.m. and 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. d. Signs are allowed as provided in Chapter 18.435, Signs; however, temporary signs may be approved for a period of time to correspond with the duration of the seasonal market use. The applicant is not proposing any signs with this Temporary Use Permit application.Any sign associated with this temporary use is subject to the standard outlined above, and the standards in CDC Chapter 18.435 Signs.This criterion is met. SECTION V. PROCEDURE AND APPEAL INFORMATION Final Decision: A Temporary Use Permit is a Type I procedure. As such,the Director's decision 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. THIS DECISION IS FINAL ON APRIL 23RE', 2019 AND BECOMES EFFECTIVE ON APRIL 24TH, 2019 Questions: If you have any questions, please contact Samuel Copelan at (503) 718-2450 or SamuelC@tigard-or.gov. LA411 colobirL. April 23`d.2019 APPROVED BY: Samuel Copelan Assistant Planner TUP2019-00008 Tigard Bull Mountain Farmers Market PAGE 5 OF 5 rnv,,, NIDLOIc.-0002-L\ — _ RECEIVED 'zi..o cteeftytk eark,j sl-.14 04 2015 .1 441 • , CIOF OF TIGARD r.F.,- PLANNING NGINEERING . ,• \ - 'V . N . 440":\ • . . -‘, ....................„c .„, - .. • • • • • . 6. . •`... . - C.NC•e\r-* • • .. • ' • ',. . . , ... P "....'\ • • 1-4•Litstil,Swr...."--4.' ... ...i.k. - *-. 1 . . 1 : imall • 4 anik . - •••• ;•--••--1P,,_.,..f.s.*./•••+.....--4.4.111013'4401111r: .- . ;,,, \N,\A N N \"' - _.-r.'' .- ' .1',: o'f-t-`"-t-•- . . - '--..': • .-- '''.--j.- " / / Al' . _,. - I. \ 7'-= •-...::: -,.,..-•v*-- ,, Nur--.* Ull 4111.' t - • , - ' • -1‘imil . ;- .. .:11h. - ..el ,..,- 4..'4.1... . • •iri,.4" ,..t. pill 6 ,,,,or .r" '1/41 . i • 'Po ' 54,, '' 0j" •I" s'-'arl I : pf .),,, "--, ,t ...i . ,,,,,,,,,,i, ..._, . ..„ ....... 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I Emergency `Evacuation path Emergency vehicle parking. "` -':/' CITY OF TIGARD Approved by Planning Date: '(-L3--1 g Initials: S(- 5 Version 1.5 2019 Do fe,-(4-(\Ai sills 1. Market layout A / / _ ,,,,,,,,,,,,,,,,,,,,,, GATE -- .. i/ f / • --••-• PHYSICAL BARRIER , 1 Info/tokens • • • • CONES ENTRENCE First aid kit , • -4.,....., ; ;‘,„...„....„ „, 1 ,.. .... o" ` ,„ ...,,, .„,--- ._., ii-,, ,,, --,,,,,,.....,: i s 0 I 1, --,,, .,,.. : 7,.., _ fi .,?....„---,. ,,4 8 ---,, ' ''-I ----, 1 --,, , .k, ---, i -- ." - _ I1 restrooms ,. r, . -- I .wer II 1 ill ii 1,,,,,,, ..... ... l�� Obi i ti E NCE r STAGE —*"':— CI '`••--, fir'" - �_:,,,�c�„yam '��, � '"L. .�. CITY OF TIGARD Approved by Planning Date: t4-Z3--I i 1 n itials: 4C(-- 4 (-4 Version 1.5 2019 APPLICANT MATERIALS RECEIVED City of f Tigard APR 1 7 2019 4, COMMUNITY DEVELOPMENT DEPIIIIARTMENT CITY OF TIGARD •can PLANNING/ENGINEERING Temporary UseType �I A pli PROPOSAL SUMMARY (Brief description) Temporary use approval to allow: REQUIRED SUBMITTAL ELEMENTS A farmers market at Canterbury Square from May-Oct JOwner's signature/ Property address/location(s): written authorization 14389 SW Pacific HWY Tigard, Oregon wo(2)copies of the site/plot plan indicating. Tax map and tax lot #(s): 1. Location of the Temporary Use 2S110AB00200 2. Lot size 3. Square footage and location of Site size: existing buildings 4. Current uses of existing buildings Start date: 05 / 01 / 2019 End date: 10 / 31 /2019 5. Number of existing parking spaces Please check one: 6. Square footage of any space to be used as additional parking 53 Season/special event 7. Driveway locations I EJ Unforeseen/emergency situation Site/plot plan(reduced to 8.5"x11'iz") ❑ Temporary sales office/model homes XApplicant's statement address criteria: 1 .440.050(2 copies) ❑ Temporary use in commercial and.industrial zone Filing fee(unless exempt) 1 i APPLICANT* FOR STAFF USE ONLY Business name: Tigard Bull Mountain Farmers Market Address: Case No.: P 20«-�Q(�g 11575 SW Pacific HWY#109 City/state: Related Case No.(s): Tigard, Oregon zip: 97223 Contact name: Sean Mathews Application Fee: N ik 5038047642 sean@tbmfrn.org Application accepted Ph#: Email: � By: Date: LI 11-11 I 9 Application determined complete: PROPERTY OWNER/DEED HOLDER(S)*(Attach list if more than one) By: -SC Date: 9-Z-3-I q Name: Gerald C. Kolve I.\Cnmmunity Deveiopment\Land Use Applications\02 forms anis Address: 14389 SW Pacific HWY Teraplates\Eand Use Applications Rev.12/14/2017 City/state: Tigard, Oregon Zip: 97224 Contact name: Ph# 503-620-8087 * When the owner and the applicant are different people,the applicant must be the purchaser of record or a lessee in possession 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 application. City of Tigard • 13125 SW Hall Blvd. • Tigard,Oregon 97223 • wwwtigard-or.gov • 503-718-2421 • Page 1 of 2 APPLICANTS To consider an application complete,you will need to submit ALL of the REQUIRED SUBMITTAL ELEMENTS as described on the front of this application in the"Required Submittal Elements"box. (Detailed Submittal Requirement Information sheets can be obtained,upon request,for all types of Land Use Applications.) THE APPLICANT(S) SHALL CERTIFY THAT: • The above request does not violate any deed restrictions that may be attached to or imposed upon the subject property • If the application is granted,the applicant will exercise the rights granted in accordance with the terms and subject to all the conditions and limitations of the approval. • All of the above statements and the statements in the plot plan,attachments,and exhibits transmitted herewith,are true;and the applicants so acknowledge that any permit issued,based on this application,may be revoked if it is found that any such statements are false. • The applicant has read the entire contents of the application,including the policies and criteria,and understands the requirements for approving or denying the application. SIGNATURES of each owner of the subject property required. Sean Mathews 4/17/2019 Applicant's signature Print name Date Owner's signature Print name Date Owner's signature Print name Date Owner's signature Print name Date TEMPORARY USE—TYPE I APPLICATION(TUP) City of Tigard • 13125 SW Hall Blvd. • Tigard,Oregon 97223 • www.tigard-or.gov • 503-718-2421 • Page 2 of 2 RECEIVED APR 232019 4/23/2019 CITY OF TIGARD PLANNING/ENGINEERING To: Bull Mountain Farmers Market TBMFM.org From:Jerry Kolve Re: Farmers Market Location at Canterbury Square Shopping Center To Whom It May Concern, I give Sean Matthews approval to have the Bull Mountain Farmers Market at Canterbury Square Shopping Center on Saturdays and Sundays from 9 A.M.to 2 P.M. May 1St,2019 through October 31, 2019. Sincerely, Jerry Kolve Property Owner at Canterbury Square 14389 SW Pacific Highway, Tigard,OR 97224 503-620-8087 Send Correspondence to: Attn farmers market 11575 SW Pacific HWY BOX#109 and Ti �.. g OR 97223 email: info aOtbmfm.org 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 /feeit- /14/43 --- date i/'ilff Sean Mathews Director/Founder The Bull Mountain Farmer Market RECEIVED ALR:,,,,,,,,,3 3 2019 pJ ��CITY r�F T1'GARD Personal Services TemFM.OR6 R4RUH 1�� pI'� 1,000 sqft Laundromat See attached"Surrounding Area highlights"and"Project Description Narrative" '�Ul�r JEERING 6,500 sqft Recycling Center SATURDAY/SUNDAY 9AM 2�M 7,500 sqft 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 sqft HarborFreight+Eagle+Las Jaras 4.Mass transit stop at the market for seniors from King City. O Em ply 850 sqft Bowsers Bath 5.Mass transit stop within 100 ft of location stop ID 4273,4274#94 1,500 sqft Game On 3,000 sqR Ham Radio Outlet 6.Existing businesses all signed document confirming parking is never full , \ \ E Closed + and endorsed market location, 35,350 sqft total 0 3.0/1000=106 See attached"existing business endorsement statement". ,. "'• \ © nun CARE 7.Existing usage below requrement on Sundays. 9 • N Eating&Drinking Establishments See attached"Sunday parking photos" �,4�.e 6,500 Lucky Bistro Chineese Resteraunt5 8.Vendors and existing business employeewill use �.a. • 6500 sgft total 0 9/1000=58.5 un assigned ; ge5 f .,' 42 s �y : a 750 Foxies 750 sqft total®7/1000=5.25 1- ` - -- Total parking needed 11 a1 3 141 s1 of111 , I 3 1 4 T c I o T _ .. : for existing use 188 the market I I I 1 3 4 516 will use max 23 spaces of 320 total leaving 109 G _ 8 •See MMD2015-00024 for parking details I / 1 2 g 4 5 Z.7 B 3 O O 4 O //�� 4 'l v �` Pok Ki r+6 Me I 3 4 Tt�I-EY 6 Recycle 11 7 y O C Eagle Bargain Outlet um Rae © r© © a i Center ❑,un 1 Nerterr,�13M 1 10 9 30.000 oe..rt.aoe mmo" 8 lel H•'" •n Outlet i ,� Dance 24 1 p: ::_,\�'1�� 3000 Classes tI24 1 1 \12 .,;2 9 4 s v 7 e 9 t- i MIMI C z 22 I ,� I t 7 4 5 6• '- 4/5,/5 3 3 T 4 2 Dona Studio 22 23 O t V\� 3O 6 i O z z 2 2 -\ .•-fir _tli 2 I I I T y� 1 1 , 3 10 RESTERAUNT 16 2 I 3 3 ; 2 2 \ 2 2 S 13 M"' ; 6500 4 ." 4 3 \ 2 >• Q. O ` I I R s 5..,n s s n r1 a o 4 7 nurses e. v ; Z` C. v Q 5 Q 5 s/ V \ Q 4 6 0 5 5 0 9 o eso - a w� ` c s e s; ©-? 7 9 tit 11111111M e 0 \ \ e B B �� ' 1000 6 _ © 9 ' ~ \ e s Damn 7 it 11 11 ,I 5 1 m.� ,e ,e b 9 8 12 ' ti 1300 24 ,_ 2z �� j 7 I 730 11 ----- - 27 , ---- 4 4 Ll�, I \I tZ,6 IIIIIIIIiIIII9 ,\ \ 2 3 t ill>lal la i7 7 Total 272 w 4 U N ,.w7e,e1g4 ��� , ,—�,. ��,, I I-I I �I I I e1,1,� i ��_-- y'�—`,�L, 2 x 4 5 8 9 t i ,3 W I4 Parking Usage Plan SW PACIFIC HISHWRv F '� 5 s 1"-30 \ -----____ e 7.,; p-oo c CAyjE2.6 ,e S Ake Surrounding Area Highlights 2018 r \zea o \‘,.•,,,4,.,,` "- 4 , ,y,,, se-4 \�c � q�Vii,\`\� ' t7 SW McDonald St. Pacific Hwy ' Q \ k...,..'..,.: .,,,k;,,,,r! r C i a / SW Gaarde St. Market location z; ��` Canterbury Shopping Center - :�; I 14389 SW Pacific Hw 'v �� , - Tigard .� ,� * �: t ii�� m_ k3� \. y � ' I t" ,�, fi -,„ ,.as'x \'5 \ nom '' w, M vir V 1 r Q S W Bull Mountain Rd G a' 4 zyo t. ;S to `c°+'?t a �''b r ?. '�M -- RECEIVED APR 2 3 2019 CITY OF TIGARD PLANNING/ENGINEERING 2019 Vendor Handbook Sat-Sun 9AM - 2PM I May - October 14389 SW Pacific Hwy 11 Wrc)-Nutaih�� iER ARM � a � _ ��t o 4 Fk4t -- — . - -'' " • OW t, - k, . 'A- 4/-'tc" - \s' • +11#7 -49 ----..›.--- sfr--- #ett-N Canterbury Square Parking Lot in Tigard TBMFM . ORG 1 Version 1.5 2019 2 Version 1.5 2019 TABLE OF CONTENTS 1.MARKET LAYOUT 4-5 2.ABOUT TIGARD BULL MOUNTAIN FARMERS MARKET 6 3.DATES TO REMEMBER 7 4.BECOMING A VENDOR 7 5.COMMUNICATING WITH TBMFM 8 6.REQUIRED DOCUMENTS, LICENSES, PERMITS 8 7.FARM VALIDATION INSPECTION AND REPORT 10 8.CRITERIA FOR VENDOR SELECTION 12 9.FEES 13 10. ADDING OR CANCELING DATES 14 11. SNAP AND DEBIT SERVICES TOKEN PROGRAM 14 12. SAT. & SUN. TIGARD BULL MOUNTAIN FARMERS' MARKET AT CANTERBURY SQUARE..16 13. RULES FOR ALL MARKET LOCATIONS 17 14. MARKET POLICIES 21 15. ENFORCEMENT AND DISPUTES 21 16. GRIEVANCES 22 17. MARKET TIPS FOR FIRST TIME VENDORS 24 18. WHAT TO BRING 24 19. MERCHANDISING 101: SELL SMART AND INCREASE PROFITS 25 3 Version 1.5 2019 1. Market layout A 7 fr / Y / / 04 / . ....j,, ---\ V.----- 1111111111111111111111 GATE /4c„ / . ' ..•—. PHYSICAL BARRIER i.,,,,,...... ; Info/tokens • • • • CONES ENTRENCE . F. aid kit T',%%,„ r 7i"7-r-'1 ‘.; , --......„.., ,.......,__ -s......„..,:, , ,-- ., ..... 1 N...........„, , ,-- • , estrooms i •-••••••,,..,..,,,, L.,,.....„ .,' . r: ....- :001:041- .." •, '. i! -- ' 0 0 0 • wer ''.."--....,....„.. 's.,..,.... %"..............4,i, :,.......:-... ,,P 0 Q 0 ,,,,,,, j. „,.,...--- sedting I. 1 r `••,,.. ErviericArA LISTAGE .. % i -----s-"--................ • . • • • '''''''........"-',......." .. N 4 Version 1.5 2019 1. Market layout B JUUV GATE PHYSICAL BARRIER • - — • CONES 4\ c`3\7\2\-9\114;\. v rI I 2 3 4 5 G 1 Emergency NC.•........- Evacuation path Emergency veil'w - parking Infotokens First aid kit 1 I ■ • _ • . s . . _ • • _ . • 2 "Or I 1 Fr711117 Na 3 3 - restr � '2 2 'Z/ � tiot, • 3 , 3 iiN n ft G T4s 5 45 : 5 "\ /'7 • a 14% Co}c' .).././ \ ■ \, 9 9 11 • 10 Io ( • 9 11 11 • Z 12 12. • 11 ■ it ... 2.4 24 Al& 22_ 0111.11K- Evacuation ash r" parking 5 Version 1.5 2019 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 . 2019 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, Jim, Debbie, Erin, Dan . 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: 6 Version 1.5 2019 3. Dates to Remember Application Process Opens February 1, 2019 Opening Day May 12, 2019 Last Market Day October 27, 2019 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. 7 Version 1.5 2019 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 8 Version 1.5 2019 • 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_ 9 Version 1.5 2019 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." 10 Version 1.5 2019 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 11 Version 1.5 2019 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) 12 Version 1.5 2019 • 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. 13 Version 1.5 2019 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 14 Version 1.5 2019 • 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 15 Version 1.5 2019 •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 1st, 2019 to October 31st 2019 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 16 Version 1.5 2019 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 17 Version 1.5 2019 • 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 18 Version 1.5 2019 • 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 19 Version 1.5 2019 • 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. SeeODA 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 20 Version 1.5 2019 • 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 21 Version 1.5 2019 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 22 Version 1.5 2019 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. 23 Version 1.5 2019 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 ❑ Stall structure: tables, table covering, racks, shelves (try to have your products displayed high for the customers' convenience) ❑ First Aid Kit ❑ Display containers for your product ❑ 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 ❑ 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 LI 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! ❑ Personal comfort items: weather gear, gloves, hats, rainwear, and drinking water LI Your customer service personality—a big smile is your best asset ❑ Hand washing station 24 Version 1.5 2019 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 25 Version 1.5 2019 ADDITIONAL DOCUMENTS RECEIVED Samuel Copelan APR 2 3 2019 CITY OF TIGARD From: Sean Mathews <sean@tbmfm.org> PLANNING/ENGINEERING Sent: Tuesday, April 23, 2019 3:12 PM To: Samuel Copelan Subject: Re: FW: Temporary Use Permit for TBMFM Attachments: 2019-canterbury-square.pdf Ok I have updated the legend on the left corner to indicate the max usage of 23 and the total available of 320 and included a note for MMD2015-00024. Best Sean M On Tue, Apr 23, 2019 at 2:20 PM Samuel Copelan <samuelc@tigard-or.gov>wrote: Hi Sean, If at some point during the year there will be 30 spaces occupied, then you will need to show a site plan showing the largest footprint of the festival, which will be 30 spaces. I will use a site plan from 2015 (MMD2015-00024) which shows that there are 320 approved parking spaces onsite. Please update the site plan and send and send me a response as soon as you can. Thanks, Sam Copelan Assistant Planner City of Tigard; Community Development 13125 SW Hall Boulevard Phone: (503)-718-2450 1 Email: Samuelc@tigard-or.gov From: Sean Mathews<sean@tbmfm.org> Sent:Tuesday, April 23, 2019 1:22 PM To: Samuel Copelan <samuelc@tigard-or.gov> Subject: Re: FW: Temporary Use Permit for TBMFM Yikes. I missed that one too :(That was stuck in 2016... Ok page 6 and 15 are fixed. I removed weeks. We have 2 places we can have the market setup depending on outside factors such as when HF has an event that they need more room yet I see I have not included this drawing in my handbook so I am working on incorporating it now. Should be ready soon.. We are mostly using our layout "B"that uses 23 spots for the past several years. I believe I chose 30 to leave some room for when we have the blood drive or need more space for parking a trailer for special events but that is only a few times a year not regularly.Also it accounts for vendor truck parking. I will add this document moving forward and when I finish it I will send a final attached copy with updated handbook etc to reflect this. Is it best to update the 30 down to 23 or make note on the drawings that it will be from 20-30? Best Sean M 2 Market I.ayout B Safety Plan And Key Points Of Interest Parking Usage 23 spaces -- - - - GATE IjUUU PHYSICAL BARRIER I I • .. CONES 4\ 1\.,.\-7\\;5\\ \\14:\ p r 40 -- -_ 111k2 i 5 a \ t+er 14-"\....'1'P �2 Z I 1 1 I ' q wr . 2 2 a ay3 J - . C.:- 4:. 0 fit #;1;'''' 1'' 0 :: 5 0 ' 9 ce!�, 9 `°;. 1111i 12 ../ 9 9 ILII ~. , � • 6 it 11 la 9 I 9 12 12 11 ' 11 { � !4 24 . �► 22 I ___41,� ' a,. 1t11►Yip On Tue,Apr 23, 2019 at 12:45 PM Samuel Copelan <samuelc@tigard-or.gov>wrote: Hi Sean, 3 Thanks for the expedient response! Is there any way that you can change the "dates to remember" on page 6 and on page 15 of the Vendor's Handbook to reflect May 1st, 2019-October 31st, 2019? Also,will the temporary use occupy 20 parking spaces or 30?The site plan in the handbook only mentions 20, however the site plan that we received says 30(see attached). If 30,then I will need a new siteplan showing where the additional 10 parking spaces will be utilized. Sincerely, Sam Copelan Assistant Planner City of Tigard; Community Development 13125 SW Hall Boulevard Phone: (503)-718-2450 Email: Samuelc@tigard-or.gov From: Sean Mathews<sean@tbmfm.orrg> Sent:Tuesday,April 23, 2019 12:07 PM To: Samuel Copelan <samuelc@tigard-or.gov> Subject: Re: FW: Temporary Use Permit for TBMFM 4 Thanks for the update. The official dates is May 1st, 2019-October 31st, 2019 Attached is an update HandBook 2018 fixed to 2019 (thanks! I missed that) Attached is an updated approval letter from Jerry with the correct dates. If I missed anything let me know and thanks again for your help. Best Sean Mathews Director/Co-Founder TBMFM.ORG On Tue, Apr 23, 2019 at 11:38 AM Samuel Copelan<samuelc@tigard-or.gov>wrote: Hi Sean, In addition to my previous email,your site plan states that 30 parking spaces will be occupied by the event, whereas the siteplan only shows that 20 parking spaces will be occupied (see attached). Please let me know if 20 parking spaces will be utilized or if 30 will be utilized. If 30,then I will need a new siteplan showing where the additional 10 parking spaces will be utilized. Thanks, Sam Copelan Assistant Planner City of Tigard; Community Development 13125 SW Hall Boulevard Phone: (503)-718-2450 Email: Samuelc@igard-or.gov 5 From: Samuel Copelan Sent:Tuesday,April 23, 2019 11:14 AM To: sean@tbmfm.org Subject:Temporary Use Permit for TBMFM Importance: High Good morning Sean, I am reviewing your application for a temporary use permit and I wanted to address some date discrepancies. May 1St,2019-October 31st, 2019 • Start and end date listed in the application May 10th, 2019-October 31st, 2019 • Dates of operation listed by the property owner May 5th, 2018-October 28th, 2018 • Dates listed in the 2019 Vendor handbook. • Page 15 mentions that the dates ae May 8th, 2016-October 30th I will need to know the exact dates for the Temporary Use Permit. Please respond as soon as you can with the dates for the TBMFM markets. If the opening day will be prior to May 10th, then you will need to get an updated statement from Jerry Kolve saying that he is okay with the use starting prior to May 10th(with the exact date). Thank you, please respond to this email or give me a call if you have any questions. Sincerely, 6 Sam Copelan Assistant Planner City of Tigard; Community Development 13125 SW Hall Boulevard Phone: (503)-718-2450 Email: Samuelc@tigard-or.gov DISCLAIMER: E-mails sent or received by City of Tigard employees are subject to public record laws. If requested, e- mail may be disclosed to another party unless exempt from disclosure under Oregon Public Records Law. E-mails are retained by the City of Tigard in compliance with the Oregon Administrative Rules "City General Records Retention Schedule." 7 4/08/2019 To: Bull Mountain Farmers Market TBMFM.org From:Jerry Kolve Re: Farmers Market Location at Canterbury Square Shopping Center To Whom It May Concern, I give Sean Matthews approval to have the Bull Mountain Farmers Market at Canterbury Square Shopping Center on Saturdays and Sundays from 9 A.M.to 2 P.M. May 10th,2019 through October 31, 2019. Sincerely, Jerry Ko Property Owner at Canterbury Square 14389 SW Pacific Highway, Tigard,OR 97224 503-620-8087 Personal Services TBMFM.ORG FARMERS MARKET PLAN 1,000 sqft Laundromat See attached"Surrounding Area highlights"and"Project Description Narrative" 6,500 sqft Recycling Center SATURDAY/SUNDAY SAM 2PM 7,500 sqft total 2.5/1000=19 1.Existing businesses currently share customers. 2.New market will share customers with existing businesses and reduce trips. ,Opeil Sales Oriented 3.Proximity to residential housing encourages foot and bicycle traffic over vehicular traffic. r. 30,000 sqft HarborFreight+Eagle+Las Jaras 4.Mass transit stop at the market for seniors from King City. 0 Empty c"." 850 sqft Bowlers Bath , �� 5.Mass transit stop within 100 ft of location stop ID 4273,4274#94 1,500 sqft Game On 6.Existingbusinesses all signed document confirmingparking 3,000 sqft Ham Radio Outlet 4 is never full ✓ ©Closed + and endorsed market location. 35,350 sqft total 0 3.0/1000=106 See attached"existing business endorsement statement". ,e s;;1 • ♦ © DAY CARE 7.Existing usage below requrement on Sundays. e'\ \ Eating&Drinking Establishments See attached"Sunda parkingphotos" c•\ s�. �` /''� 6,500 Lucky Bistro Chineese Resteraunt y 8.Vendors and existing business employees will use 4\ 6500 sqft total 0 9/1000=58.5 un assigned parking In the rear. , 2\ ` o 1 \::::' 9.Vendors loading and unloading procedure in Vendor \ 4 �' Fast Food Eating Establishments \ 3 '' ti ,,,7 750 Foxles Handbook section 12 1 2\ 750 sqft total®7/1000=5.25 r -- -- Total parking needed i 1 al 3141sT°1 I I 2 1 a I 4 F 5 1 4 + G� `� for existing use 188 the market {{! J -' - 4 will use 30 spaces of 272 total leaving 54 G r. 1 1 a 13 C 4 s 4 a i _.... O I1N3I4 1+1,Ia O ....4... O f. �_.__. PARK!NG tac•' -.-\ , 1 2 3 4 ,.„,... -1-"Li..-E-.--r 11 _i Recycle Q 8st i Eagle Bargain Outlet ,,,, 10 .9. Center ©sun Harbor Freight 1❑ [ti 8 30.006 X.r,M1ti a Reitn'wrl t IP Ham Radio Outlet 1 i.a Dance Ha'f 3000 1 I Classes .r._......,.,24 --••\ tI \\\\\1 24 _- 12 _ _..i_._... r... le 11 22 ` /.;13/y273-74/e4 22 . 2 Dance Studio CI _- 2.3 O ` �` -gyp .._..... 16 '� \ I t t .. • 10 RESTERAUN7 3' �t\3 • /3 3 NG 5 C,a,,., /.- 2 2 2 2- \ 2 \\:`\ 2 2 2 }'<>. :............. q 4 i j 6560 y ' 4 a 3 8 3 ; .2 3 3 3 0 O ... ...g..... 3 "n .<::".‘ 5� 5 6 4 4 4 \ 3 3 4 n a '► 4 bc.susern `� I� f 1 '`4 j? 7 U 4. 6 Q 5 \ 4 V 5 +� O eso ` © 8 ii_.2 4 to1000 w 7a te. I 6 \ R 7 F "fr8 B106Oentbt •-" 1 ` �1 11 C ,0 10 1, 9 9 I. isoo ;:l 8 12 tom` S2 11 tt� I IG to t, O 2 8 'L4 �,24 I- V �u 6 , I I Total 272 w —-------_--_----.---.7).___° __ o - •• ( ' 1 2:a al .Id 3 970 X1 1 �a�p �.i P/--(: ):: . arking Usage Plan 1 SW PACIFIC HiGHWAv--� \�~F \ �.. -1- I �_-- Personal Services 1,000 sqft Laundromat See attached"Surrounding Area highlights"and"Project Description Narrative" TBMFM.ORG FARMERS MARKET PLAN 6,500 sqlt Recycling Center SATURDAY/SUNDAY 9AM-2PM 7,500 sqft 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 sqft HarborFreight+Eagle+Las iaras 4.Mass transit stop at the market for seniors from King City. OE Empty 850 sqft Bowsers Bath stop 5.Mass transit within 100 ft of location stop ID 4273,4274#94 `'' '. 1,500 sqft Game On 3,000 sqft Ham Radio Outlet 6.Existing businesses all signed document confirming parking is never full ,," ©Closed + and endorsed market location. ❑ 35,350 sqft total @ 3.0/1000=106 See attached"existing business endorsement statement". 9 Y1e :,''✓t C 7.Existing usage below requrement on sunda s ` DAY CARE Eating Drinking Establishments 6,500 Lucky Bistro Chineese Resteraunt See attached"sunday perking photos" �'\ \ a _a. \ ,' 6 B.Vendors and existing business employees will use 4\ 6500 sqft total 9/1000=58.5 un assigned parking In the rear. z 3 4' 1 , '' / 9.Vendors loading and unloading procedure in Vendor \\ a 4 6 2. r'� Fast Food Eating Establishments Handbook section 12 750 Foxles 1 z 2 /� 1 C� -._.._. ....__ 750 sqft total 711000=5.25 -- __ _ II t` — ., Total parking needed Il al a 141 sl aJ 1 1 a f 3 I 4 1 s 1 al I I for existing use 188 the market _41 —"""" will use 30 spaces of 272 total leaving 54 G l'I'131415 a b — 7.....2 <> �� O 1 2 3 4 e v i y h , ..s. 0 r�Ar<KI1VG I 2 3 4 11 ----7- Recycle 0 sp1 I- Eagle Bargain Outlet '� 1q --•6. Center v©sun - Huber'mght I ••,.. 10 a I 8 , to ; I 30.000 Dr:enx o,oaain wn 1 ,, Him Radio Outlet ( s:. Dance ' 24 ----,,,,, 11 \\\\\\ 3000 ^�........._._._ I Classes 24 12 ` v l I 7 '3. .,2 3 4 6 4 7 13 b n ..........._._.............................................__..... _ _....._ rte.._.. 1. 22 _ `I \4\,\4\s\°\7, -. / 2 a w 1 22 6 2' oma studio 23 O I ` I p 16 \, 1 F , , -. I 0. �� rr' RESTER10AUNT %� �� 2 4 £ we .,` ! ✓ ilk-Js,l;., -- 3 6500 Asa ``�5�• (�' S 5 ;1 3 (� D 3 (� 3 2 3 3 3 ,:s5 OQ _�..... I 14 *! \ /G 4700q, 6 U 5 6 V \ 4 4 4 5 8 uo.P50arn 1 6 a 12 /�/ 3 ... 4 9 .� e 0 li it: I,1i ....,,:r 7 \ 7 6 / 7 7 b .•000 O O 6 __.. sr I>� 1,. to ; 9 ti b '7 D .8 B 10 100o 6 .f't rrgel L.,..,..,„...,........ _• , „ ,l .1, ,I © 9 \ y B 9 • _Y ,0 1. t, 9 , 2 .6:1141i 6 13 ,4. ,..i.›.[4 tZ 71 II., b to , .' 1500 `� v S �-•- — -- 464 24 i Lloh, v. 1'I t 11 1}� ill 2z � � �.:,r. ; 1� 4 All 1 6 , Z34I51G77 ....... `�. Total ...... OW 40 Parking Usage Plan �wti 1� a 9lto,I I, ,aj ,. 5 1'=30' SW PACIFIC 1-116-14' -,� R �.. ...._-______.-- E _____%-• .- _. ' _. f_r,�-7,..,G (ioAG _ _ /VTE2QUieY -s 4 4JA,&-- .4 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 r Directors. 15.3 Reservation of Authority 1. Market layout 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 GATE r , s --'c•-•# Vendors,their employees,agents,and designees,who fail to comply with market rules will be ----• PHYSICAL BARRIER . disciplined as follows: • • • • CONES ENTP.ENCE • Market staff will issue the vendor a written notice upon the first rule infraction; v 1 ,y - • Market staff will issue the vendor a written notice and a fine equal to double the vendors' `" � am`' ; r daily booth fee,upon the second rule infraction.The vendor must pay the fine on the day '.--,-..,,4 i � 1 - ' issued or vendor account will be charged;and ., £:£ Market staff may expel a vendor for a third rule infraction. ` T ., `,,, TBMFM staff may depart from the rules enforcement procedure and take any action deemed ---. k,� --�-- ,..j 1,"" ''',.''''''4appropriate,including barring the vendor from the market that day,and any future market days, € s , .• 1 - at any time,without notice. moi. 15.5 Customer Complaints $ r Customer complaints will be forwarded to vendors and kept on file.Complaints may result in ` MN I '�-.. �."/ • /, 'c disciplinary action including removal from the market. i ``-.. �` 7 " 0 0 0 I • 16.Grievances l £ ;, = 16.1 General i. 4"/ '` STAGE _ Vendors who have concerns regarding violations of these rules,market staff,safety,or E ....NCE ''.. __ a I 9 9 " __ ,,� s I I 1 policies should complete a concern form and provide it to the Market Director in a ., • • k I1 timely manner that is not disruptive to the market.Forms will be available at the s `e .... ' •-1 q TBMFM Information Booth.The Market Director reviews each concern form and the `^�.-... • • concerned vendor will receive a specific written response within two weeks. _ �.�MmM-_..._.... _.._ I I 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 4 21 Version 1.4 2019 Version 1.4 2019 A product challenge must be signed by the person bringing the challenge and TABLE OF CONTENTS 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 1.MARKET LAYOUT 4 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. 2.ABOUT TIGARD BULL MOUNTAIN FARMERS MARKET 5 This fee is returned to the challenger if the claim is verified. 3.DATES TO REMEMBER 6 The vendor receiving the product challenge must respond to the challenge in writing. 4.BECOMING A VENDOR 6 Failure to admit or deny a challenge may result in a determination that the challenge is valid. 5.COMMUNICATING WITH TBMFM 7 An inspector will conduct a"Farm Check"to make a determination on the product 6.REQUIRED DOCUMENTS,LICENSES,PERMITS 7 challenge. 7.FARM VALIDATION INSPECTION AND REPORT 9 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 8.CRITERIA FOR VENDOR SELECTION 11 be returned directly to the onsite market coordinator or Market Director. 9.FEES 12 If the vendor is found in violation,vendor may be fined,suspended,or removed from the market at the discretion of the Market Director. 10.ADDING OR CANCELING DATES 13 11.SNAP AND DEBIT SERVICES TOKEN PROGRAM 13 16.2.3 Appeals 12.SAT.&SUN.TIGARD BULL MOUNTAIN FARMERS'MARKET AT CANTERBURY SQUARE15 A vendor may appeal any decision of the Market Director concerning violation of these 13.RULES FOR ALL MARKET LOCATIONS 16 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 14.MARKET POLICIES 20 decision shall constitute a final decision of any appeal. 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 22 3 Version 1.4 2019 Version 1.4 2019 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 2019 Vendor Handbook • 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 �A • Create an identity for yourself Sat-Sun 9'AM - 2PM i May - October ctober • Make your business name and location clear to customers 14389 SW Pacific Hwy • Provide a description of your business(for farms including location,acres,history,crops,and growing methods) - • Display this information on a poster % ; � ► • Include pictures © :10:1444::64., Ft:��""� • Include educational information about the product s, • Create promotional materials(flyers,business cards—you never know when someone willrt need a big order!) /���' ', • • 3. Train employees! , 1, /� h; yi/i y j/ %/i • Make sure they are knowledgeable about your busines4s • Continuity of salespeople builds relationships with repeat customers pr, 4. Provide samples v7 'i► ' �> / • Let your customers taste the difference!Sampling can increase sales up to 30% r ,;;y � irW • 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 Canterbury Square Parking Lot in Tigard • Keep a separate box with your sampling tools,e.g.,toothpicks,serving platter,napkins /� 5. Give out recipes and information T B M F M.O RG • 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 1 Version 1.4 2019 Version 1.4 2019 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 ❑ Stall structure:tables,table covering,racks,shelves(try to have your products displayed high for the customers'convenience) ❑ First Aid Kit ❑ Display containers for your product ❑ 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 ❑ 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 ❑ Information about your farm,CSA or other on-farm activities,promotional materials,business cards—you never know when you will meet a chef! ❑ Personal comfort items:weather gear,gloves,hats,rainwear,and drinking water ❑ Your customer service personality—a big smile is your best asset ❑ Hand washing station 2 23 Version 1.4 2019 Version 1.4 2019 • Vendors are required to produce the written statement about production methods for any 2. About TIGARD BULL MOUNTAIN FARMERS MARKET consumer who requests it and should have copies of the statement available in his/her stall . 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 14.Market Policies entrepreneurs,encourage partnerships among vendors and the educational and business communities,and educate consumers on farm practices,sustainability,and the nutritional This section highlights TBMFM market policies. It is not intended to be an exhaustive list but and economic value of buying locally. does provide a good list of the policies most relevant to the vendor and on-site issues. . Values 14.1 Customer Mailing List 'Healthy Food: All people deserve access to fresh,affordable,nutritious food TBMFM collects market mailing information and email addresses from market customers for 'Education: Our markets educate people about food,community,and the value of buying the purpose of Market communication.They are solely for TBMFM's use.Customers locally voluntarily sign up to be on the list at the TBMFM information booth.The customer mailing •Teamwork: Staff,Board,Volunteers,and community partners work hand in hand is not shared with or sold to any other organization or individual. 'Professionalism: High standards for excellence and ethics guide our work 'Relationships: Vendors and community see TBMFM as a dependable and caring 14.2 Dog and Pet Manners partner In the interests of health and safety,a farmers market is not the best place to bring a pet. If •Fun: The markets and our work are a source of joy,excitement and entertainment for all customers do choose to bring a pet,we ask them to abide by these six rules to make a involved pet's visit to the market a good experience for everyone: . 2016 Board and Staff Roster • Dogs must be kept on a short leash; • Dogs must be under control and by the owner's side at all times; The TIGARD BULL MOUNTAIN FARMERS MARKET Board of Directors is a diverse group • Keep dogs away from produce,plants,and other food products; of farmers and vendors brought together by their desire to have a Farmers Market Run by farmers and vendors to bring nourishment fresh food. • 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 . Board of Directors • Don't forget to clean up after your dog! Sean,Dale,Bonnie,Debbie,Erin,Jim S.,Bonnie S. 14.3 Reusable Shopping Bags* . Management Sean Mathews Market Director In support of the TBMFM's continued efforts to encourage sustainable practices,vendors may (503)804-7642 sell reusable bags. The bags are allowed as a courtesy to customers;it cannot be the vendors' Email: mathewss@tbmfm.org main product. Pam Benson Market Manager 15.Enforcement and Disputes (503)660-8206 Email: market.manager@tbmfm.org 15.1 On-site Compliance . Seasonal Volunteers Vendors are responsible for ensuring that their employees and designees know TBMFM rules, • Tony Hendersen procedures,and policies. • Dan Cooke • Info Booth Assistants: 15.2 Rules Enforcement • Chef demonstrations: 20 5 Version 1.4 2019 Version 1.4 2019 • 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 3. Dates to Remember 13.18 Space Assignments Application Process Opens February 1,2018 • Returning vendors receive priority in space assignments as follows: May 5, 1.Receive same space as previous years Opening Day Last Market Day MayOct5,201828 2018 2.Offered newly available spaces in order of years at the market 4. Becoming a Vendor 13.19 Management Discretion 4.1 Application Process • 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 Call Pam Benson or email market.manager@tbmfm.org for an application • 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 4.1.2 Fill out the"common vendor application" 13.20 Producers • Be very specific and include every product you are applying to bring to the • Provide clear,written information about production methods,which can be available markets. to any customer who requests it • During the season if you add product you must get approval from the Market • Customer queries regarding farming practices should be answered factually and Director for all new products prior to bringing them to the market to sell knowledgeably • Vendors are not allowed to give produce or other items away for free or at below-cost • Vendors interested in selling processed products may,at the Market Director's or pricing,thus undercutting potential sales of other vendors.This does not include sampling designee's discretion,be required to submit products for evaluation to Market management as part of the application process 13.21 Compliance with Health,Safety,and Related Laws • Actual items will be requested as needed by the Market Director and/or designee. • Vendors and their employees are responsible for informing themselves about and 4.1.5 Mail the first week's stall fee for each market$30.00 complying with federal,state,and local health regulations and licensing requirements governing the production,display,distribution,sampling,and sale of their products Pam Benson • Vendors providing samples of their products must comply with the rules governing Tigard Bull Mountain Farmers Market market sanitation and health issues.SeeODA Food Safety Guidelines 13500 S Pacific Hwy#499 Tigard,Or. 97223 13.22 Americans with Disabilities Act(ADA) We will call you when we receive the application and get back to you with in 1 week • ADA regulations require customer service counters to be a maximum of 36"high from for approval 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, 4.1.6 SUBMIT Documentation Needed After Approval vendors should offer assistance in their booths to disabled customers whenever needed 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 13.23 Uncertified Claims Or mail to the above address. • 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 6 19 Version 1.4 2019 Version 1.4 2019 • Waste water must be disposed of in an approved manner,which includes approved plumbing 4.2 Exclusivity • 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 TBMFM does not offer exclusive rights to any one vendor to sell any one product.Market occurrence 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 13.13 Insurance Required TBMFM communicates market information and updates to vendors exclusively through email. • TBMFM is not responsible for any losses or damages incurred by vendors Email topics include important schedule changes,market move information,reminders,market • Liability insurance,naming TBMFM as an additional insured,is required of all vendors who news,and upcoming opportunities. sell produce,fruit,processed foods and hot foods,and any other form of food 6. Required Documents,Licenses,Permits 13.14 Transfer of Space 6.1 Hot Foods(Prepared Foods): • Vendors may not sublet stall space to others • Certificate and Policy-General liability insurance with TBMFM as Co-Insured • Prepaid fees are non-transferable to other vendors • Mobile Restaurant License;or Temporary Restaurant License • If a vendor sells their business,they may not transfer their market spaces to the new • Food Handler Card for all on site Staff owner • SNAP&Debit Services Vendor Agreement • Reservation of spaces establishes neither right to nor guarantee of space rental in subsequent years Prepared food vendors using a commissary shall 4: • 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 1) Provide TBMFM with copies of all DEH inspection reports; 2) Ensure that the commissary maintains a passing score from the Department of 13.15 Vendor Employees and On-site Personnel Environmental Health during all months the market is open; 3) Not participate in the market upon receipt of a failing score;and • Family members or verifiable employees paid hourly,on commission,or by salary may 4) Upon receiving a passing score subsequent to a failing score,apply for re-admission to sell vendor's products at the market the market,which admission shall be at the sole discretion of the Market Director. • 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 6.2 Processed Foods: familiar with and adhere to all Market rules,regulations,and guidelines • Domestic Kitchen Bakery License;or Domestic Kitchen Food Processor License • On-site sales personnel do not set the price,nor retain ownership of the product • Certificate and Policy-General liability insurance with TBMFM as Co-Insured • SNAP&Debit Services Vendor Agreement 13.16 No Offensive Marketing Techniques • Vendors are not permitted to use the following techniques while at the market: 6.3 Artisans and Crafters: hawking,calling attention to products in a loud,repetitive public manner,and selling • SNAP&Debit Services Vendor Agreement products in an aggressive way • When aisles are particularly crowded,standing in the aisles while providing samples to 6.4 Farmer-Flower: customers is not permitted • Farm Validation Report or Organic Certification • SNAP&Debit Services Vendor Agreement 13.17 Conduct and Courtesy 6.5 Farmer-Nursery: • Nursery Growers License 1 Asterisk(*)indicates TBMFM Board Policy 18 7 Version 1.4 2019 Version 1.4 2019 • Farm Validation Report or Organic Certification • Signs must be in place by the opening bell of the market day • Christmas Tree Grower License(if selling Christmas Trees) • All descriptions of products must be accurate and truthful • 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) 13.5 Canopies Required • Farm Validation Report or Organic Certification • Vendors with on-premise prepared foods and baked goods are required to have a full • SNAP&Debit Services Vendor Agreement canopy covering their booth 6.7 Farmer-Fruits: 13.6 Garbage • Certificate and Policy-General liability insurance with TBMFM as Co-Insured • Scale Certification(if selling anything by weight) • All Vendors must sweep their spaces at the end of the day and must ensure,before • Farm Validation Report or Organic Certification leaving the market,that all litter,toothpicks,and product debris are removed • SNAP&Debit Services Vendor Agreement • 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 6.8 Farmer—Meat and/or Dairy: customers to use • Certificate and Policy-General liability insurance with TBMFM as Co-Insured • All vendors must haul out their trash at the end of the day for disposal at their own • Meat Seller's License business locations. Market trash bins are for customer use only • Oregon Department of Agriculture(ODA)Dairy Processing License • Egg Handlers License 13.7 Sampling • Food Handler Card for all onsite Staff • SNAP&Debit Services Vendor Agreement • Vendors who sample must use a hand washing station and comply with all ODA food • Farm Validation Report or Organic Certification safety guidelines • All sampling must be contained within the vendor's stall 6.9 Seafood: 13.8 No Smoking • Certificate and Policy-General liability insurance with TBMFM as Co-Insured • Commercial Fisherman's License • Vendors are not allowed to smoke within 50'of the market area at any time • Shellfish Commercial Harvester License • Food Handler Card for all onsite Staff 13.9 No Vendor Pets • SNAP&Debit Services Vendor Agreement • Vendor pets are not allowed at the market in vendor booth space 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" 13.10 Radios signage and statements in 13.23. • Vendors are not permitted to play radios or use other sound-generating electronics 6.11 Vendors Qualifying for Multiple Categories during market hours Vendors whose products place them in more than one category are subject to requirements of all categories. 13.11 Barricades/Roadblocks 6.12 Resources for Licenses and Permits • It is strictly prohibited for a vendor to move or go around a barricade or road block Oregon Dept.Of Food Safety Division 503-986-4720 13.12 Waste Water Agriculture 8 17 Version 1.4 2019 Version 1.4 2019 communications. Please contact TBMFM early in the season if you would like to donate to Plant Division 503-986-4644 allow time to include you in our customer emails and media releases. Food,Pools,Lodging(for hot 971-673-1222 food vendors) health.webmaster@state.or.us Weighing&Measuring Devices 503-986-4670 13.Rules for ALL Market Locations Organic Certification Program 503-986-4620 cid-organic@oda.state.or.us 13.1 Unloading and Loading Farm Direct Nutrition Program 503-872-6600 • 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 7. Farm Validation Inspection and Report then return to set up • Vendor vehicles must be removed from the market by the late arrival time. Vendor TBMFM requires all farmer vendors to submit a Farm Validation Inspection and Report.See vehicles cannot enter the market until the Departure Time Sample Validation Report attached below. This report aids TBMFM in ensuring that all • Vendors are not allowed to sell products before the opening bell crops sold at TBMFM markets are 100%vendor grown and produced. The report is due • Vendors must park in areas designated on the Vendor Parking Map for each market prior to the first day of the season. Returning vendors who have not changed property or • Before vendors drive up their vehicles to load out,booth must be broken down and crops are not required to submit a new farm validation report. TBMFM will accept ready to load out "Organic"certification in lieu of a Farm Validation Report. • Vendors that"sell out"must remain at the market,with tables,chairs,displays,and canopy until the market closes Farm Validation Reports must be completed by approved TBMFM inspectors. Approved 2013 inspectors include;Phil Dudonis,Extension Agents,and another Oregon market manager. 13.2 Weights Some inspectors do require payment,which is the responsibility of the vendor.TBMFM staff does not conduct farm inspections. • 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 The term"Farm Validation Report"is separate and distinct from a"Farm Check."A"Farm is recommended.Weights can be made with PVC pipe and sand,and secured with bungy Check"occurs as part of the product challenge process.On occasion,market staff may cords. 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 13.3 Booth Set Up and Display purposes. A Farm Visit does not qualify as a vendor's"Farm Validation Report." • 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 9 Version 1.4 2019 Version 1.4 2019 Farm Validation Report Form •When possible,vendors are encouraged to modify purchases so that they total a whole dollar value FARM NAME: •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 FARM OWNER: customers EBT account DATE: 11.4 SNAP and Debit Service Program Reimbursements REVIEWER: • Vendors turn in tokens to the manager and will receive a check at the same REVIEWER BUSINESS NAME/QUALIFICATION: time/TBMFM information booth at any market,or by coming to the office during business hours (2012 Reviewers: OSU Extension Agent,Phil Dudonis,other Market Director in Oregon) To be filled in by reviewer: 12.Sat.&Sun.Tigard Bull Mountain Farmers'Market at Canterbury Square Total acres owned 12.1 Dates: May 8,2016 to October 30th 25 weeks Total acres leased/rented 12.2 Location: 14389 SW Pacific Hwy Tigard Or 97223 12.3 Vendor Arrival/Departure Procedures Check all that apply: • Arrival Time:6:30am-7:30am o Farmer—Fruit • No Vehicle Entry Allowed after 8:30am o Farmer—Vegetable o Farmer—Flower • Entrances/Exits:See map above o Farmer—Nursery o Farmer—Meat • Departure Time:When staff moves barricades o Farmer—Dairy o Farmer—Other. Please explain: 12.4 Customer Hours: 9:00am to 2:00pm 12.5 Vendor Parking: Behind the Shopping Center 1. Does the farm appear to produce all products listed on the application? 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. YES NO If"NO",please explain: 12.6 Music 2. Does the farm appear to produce the volume necessary to support a booth at the market TBMFM hosts musical guests every Saturday and Sunday from 10-1.Check the TBMFM and/or all markets the vendor attends? website for line-up details. YES NO If"NO",please explain: 12.7 Special Events and Programs TBMF encourages non profit,and government organizations to attend. REVIEWER SIGNATURE FARM REPRESENTATIVE SIGNATURE 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 10 15 Version 1.4 2019 Version 1.4 2019 • Due to the cost the market incurs to operate this program,there is a$2 service 8. Criteria for Vendor Selection fee per transaction charged to customers using debit cards • Customers appreciate knowing the fee goes to support the program,not a bank 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 or big institution! reserves unconditional discretion to accept or refuse anyone as a TBMFM vendor. 11.2.2$1 Green Tokens—Oregon Trail(Supplemental Nutrition Assistance Program) 8.1 Product Quality and Presentation • SNAP recipients receive their benefits electronically. They have a card called the • Consistently high product quality Oregon Trail card,which acts like a debit card • Clean and attractive displays • GOOD FOR: most food items,including breads,cereals,popcorn,fruits, • Courteous,strong customer service,and knowledgeable staff vegetables,meat,fish, poultry,dairy products,seeds,baked goods to be taken • Foster a connection between the vendor and the consumer home,and plants intended for growing food • NOT GOOD FOR: Beer,wine,liquor,nonfood items(e.g.,merchandise,pet 8.2 Conduct and Compliance • History of compliance with Market rules and federal,state,and local regulations foods,soaps,paper products,household supplies),vitamins and medicines, • Positive vendor conduct toward customers,fellow vendors,market staff,and ready-to-eat foods,hot foods,and flowers volunteers • NO CHANGE can be given back. The customer can add product to bring the • Multiple and consecutive week commitments to the markets purchase up to the dollar amount • Timely submission of application,licenses,and other Market correspondence 11.2.3$1 Black Tokens—Matching Grant Tokens for Oregon Trail Card users(SNAP) • Billing and payment history • Five$1 BLACK matching grant tokens will be given for every debit to the 8.3 Product Balancing Oregon Trail card of$5 or more until the grant funds are depleted • Products that are unique or unusual • GOOD FOR: most food items,including breads,cereals,popcorn,fruits, • Products not already represented in the market vegetables, meat,fish,poultry,dairy products,seeds,baked goods to be • Duplicate products may be denied entry taken home,and plants intended for growing food • NOT GOOD FOR; Beer,wine,liquor,nonfood items(e.g.,merchandise,pet 8.4 Seniority foods,soaps,paper products, household supplies),vitamins and medicines, • Number of years vendor has sold at TBMFM ready-to-eat foods,hot foods,and flowers • NO CHANGE can be given back. The customer can add product to bring the 8.5 Space Availability purchase up to the dollar amount • Admission to TBMFM is subject to space availability • Any misuse of the$1 tokens compromises TBMFM's eligibility to accept the Oregon Trail card 8.6 Agriculture • TBMFM greatly values the opportunity to offer the Oregon Trail card service • Farmers and growers have priority over all other vendors to our customers,and has been through a rigorous application process to get • Preference will be given to the most local producer when a space becomes the permit available at the market,without compromising quality • Please help us maintain our eligibility by following these guidelines. Thank • All first time farmers must submit a farm validation report you! 8.7 Wild Mushroom Vendors 11.3 Important Facts about the EBT Program: • List each type of mushroom by common and scientific name on the application 4i$1 tokens cannot be given as change to a customer for any reason • List training and experience in mushroom collection •Our vendors,by law,may not give cash change for purchases with$1 EBT tokens • Provide copies of the public lands collection permits or private approval *Vendors may not use$1 tokens received from customers for purchases at the • Applicants may be required to pass an interview with a mycology expert or take a test to market(e.g.,lunch) establish that s/he can identify species reliably,can collect responsibly from the resource, *Customers can bring any unused$1 tokens back to the information booth to be has the appropriate permits and will bring quality product to market that they refunded back to their EBT accounts themselves are collecting(not buying and reselling) 14 11 Version 1.4 2019 Version 1.4 2019 • Signage at market must accurately identify all mushrooms and that the product is wild- crafted or cultivated 9.8 Approval of Selling Privileges • Prominently display mushroom safety information The Bull Mountain Farmers Market approval of selling privileges for a vendor is always for a specified period and never exceeds one market season. 8.8 Artisan and Craft Vendor Restrictions The following products are specifically prohibited in TBMFM markets: 9.9 Payment Ratings • Any product the vendor buys from another country or state for resale.All resold Vendors may pay weekly or for a 10%discount pay a year in advance products must have reasonable value added by the vendor and manufactured 10.Adding or Canceling Dates 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 10.1 Requesting Dates at Time of Application market in the immediately preceding year When a vendor registers for an TBMFM,they must enter the dates they are requesting approval to attend 8.9 Service Vendor Restrictions The following service vendors are specifically prohibited in TBMFM markets: 10.2 Adding/Canceling Dates During Season. • Service providers not related to cooking,food,farming,gardening,produce, Notifying onsite staff that you will be gone for any specific date is fine but we would like landscaping or lawns,health and wellnes,sustainability an email as early as possible to • Exception: Market staff may,in their sole discretion,allow a service vendor at market.manager@tbmfm.org TBMFM markets if a vendor participated at an TBMFM market in the immediately 10.3 Penalties for Late Cancellations and Unexcused Absences year. This policy does not applto service providers participating as • Vendors who cancel their spaces without appropriate notice or by not showing up at sponsors. 9. Fees 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. 9.1 Application • Three excused cancellations per season are granted to a vendor.More than three cancellations may result in the loss of assigned space. 9.2 Submit the application fee as follows: • Weather • Personal Schedule Changes $30 One Space(used for first weeks stall fee) 9.3 Stall Size and Fee 11.SNAP and Debit Services Token Program 10x10:$30 11.1 Vendor Guide to the Token Program and Other Market Currency 9.4 Mail payments to: 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 Pam Benson for market vendors. The Bull Mountain Farmers Market 13500 SW Pacific Hwy#499 11.2 The Token Program Tigard,Or 97223 TBMFM continues its highly successfully debit and Oregon Trail Electronic Benefits Transfer 9.5 Electricity (EBT)market money options for our customers.Shoppers can use their debit or Oregon Trail All vendors must have non-electricity options for their operations. Electricity access is card at the TBMFM information booth in exchange for market money(wooden tokens)at the extremely limited at the markets,and requests for electricity are granted based on vendor TBMFM information booth.The tokens have two denominations:$1 and$5.They each serve seniority and availability. different purposes. 9.6 Returned Check Fee 11.2.1$5 Red Tokens—Debit All returned checks will be assessed a$25 returned check fee. This fee must be paid prior to • Customers can purchase$5 tokens with debit cards. There are no restrictions attending the next scheduled market. on what can be bought with the$5 tokens • They should be treated just like a$5 bill—give cash change 12 13 Version 1.4 2019 Version 1.4 2019