TO: HONORABLE MAYOR FROM: Nanci Klein
AND CITY COUNCIL
SUBJECT: BERRYESSA FLEA MARKET DATE: March 6, 2023
ADVISORY GROUP STATUS REPORT
Approved Date
3/16/23
COUNCIL DISTRICT: 4
RECOMMENDATION
Accept the status report on the creation of the Flea Market Advisory Group.
SUMMARY AND OUTCOME
Accepting the status report acknowledges staff’s fulfillment of City Council’s direction to work with stakeholders to draft and approve a charter for a new Flea Market Advisory Group (Advisory Group), as included in the Berryessa Flea Market Southside Rezoning project. The charter establishes the composition of the Advisory Group, the process for selecting members, and other key provisions. The City Manager will appoint the 11 voting members, and the Advisory Group will advise the City Administration as the site transitions. The next step will be for staff to finish the member selection process and to begin Advisory Group meetings.
BACKGROUND
In June 2021, upon approval of the Berryessa Flea Market Southside Rezoning project, City Council directed staff to set up a new Flea Market Advisory Group. The intent of the group is to give the vendors a meaningful voice in decisions moving forward. Specifically, the intended purpose of the Advisory Group is to advise on the following four topics:
• The uses of the Vendor Transition Fund, including funding from the property owner and the City;
• The design, operation, and parking for a new urban market to be located on approximately five acres of the site;
• The process for allocating vendor space in the new urban market to existing Berryessa Flea Market vendors; and
• Communications and engagement with the broader vendor community on the site transitions and Advisory Group recommendations.
COUNCIL AGENDA: 3/28/23
FILE: 23-437
ITEM: 8.1
HONORABLE MAYOR AND CITY COUNCIL
March 6, 2023
Subject: Berryessa Flea Market Advisory Group Charter
City Council directed staff to convene stakeholders to draft and approve a charter and to use a portion of the first payment from the property owner ($500,000) to establish the Advisory Group.
At a minimum, the charter shall establish the details of the group, including its purpose, the number of voting members, and the composition (seat types).
City Council had already provided parameters for many of the details to be included in the charter. In addition to defining the group’s intended purpose (listed above), City Council’s direction stated that the group should consist of representatives of the property owner/developer, the City, and a supermajority of Flea Market vendors, including members from any vendors’ association, and that City Council shall determine the composition of the Advisory Group.
Since project approval, staff fulfilled the intent of involving stakeholders to establish the Advisory Group. Staff is now requesting for City Council to accept this status report to acknowledge the milestone and the composition of the Advisory Group. The following section summarizes the process of developing the charter, the key provisions of the charter, the current application process, and the next steps.
The final charter is included in Attachment A of the staff memorandum, and a summary of the stakeholder engagement process and associated materials is included in Attachment B.
ANALYSIS
Process
Immediately following approval of the rezoning project in June 2021, staff began meeting with vendor representatives on a regular basis and conducting outreach and engagement with the broader vendor community. The focus of the first year was on building trust with the Office of Economic Development and Cultural Affairs staff and preparing a work plan using the first $500,000 payment from the property owners.
In the summer of 2022, staff hired the consultants Collaborative Community Planning (Baird & Driskell) to engage stakeholders in drafting the charter for the Advisory Group. The consultants collaborated with staff to conduct interviews, talk to vendors at the Flea Market, host focus groups, and hold two meetings for the vendor community from September to December 2022.
Based on the feedback gathered from these events and on City Council’s direction, the team created a draft charter for public review from January 25, 2023, through February 12, 2023. Staff gathered feedback through an online feedback form, outreach at the Flea Market, and a virtual meeting on February 9, 2023. Staff also offered to take comments by phone or email.
Feedback on the draft charter received during this public review period was generally positive.
Staff mainly received clarifying questions, such as:
• Why is the Advisory Group focused only on five acres, and not a larger site?
HONORABLE MAYOR AND CITY COUNCIL
March 6, 2023
Subject: Berryessa Flea Market Advisory Group Charter
• Why doesn’t the group have a leader (e.g., president, secretary, and treasurer)? • How are ties handled in the Advisory Group, and who will have the final vote? • How are members who are not doing a good job or who are disruptive dealt with in the Advisory Group?
• Can you clarify the Advisory Group term lengths?
There was support for the idea of requiring vendors interested in serving on the Advisory Group to show that other vendors support their application. However, there were several concerns about how vendors would be able to gather signatures at the market. There were several comments about the number of vendor representatives that would be nominated by the Berryessa Flea Market Vendor Association, while others confirmed they liked the proposed split. A few people expressed interest in hybrid or online access to the Advisory Group meetings.
Staff and the consultant team considered the feedback received, made minor revisions to the charter, and posted a final draft on the project website (see Attachment A). Staff then hosted a trilingual community meeting on February 22, 2023, to present the final charter and kick off the member selection process. Approximately 50 people attended the meeting. Following the presentation, four people expressed concerns about the process, such as the split of vendors represented to be nominated by the Berryessa Flea Market Vendor Association, the City’s methods for informing vendors, transparency about how the funds are being spent, and the perception that the decision had already been made to distribute the funds equally among vendors. Staff addressed these questions and confirmed that, based on the majority of feedback received, the charter is considered finalized. Staff explained the application process for the four general vendor seats and offered paper applications to interested people.
Throughout this process, the team promoted the opportunities to get involved through posting information to the project website, email posts, physical and electronic flyers, and text messages sent by the City, Berryessa Flea Market Vendor Association, and Flea Market operators. Staff and its consultants have conducted regular outreach efforts at the Flea Market throughout 2022 and the beginning of 2023. Staff also provided updates to the property owners and met with them several times to get their feedback.
Refer to Attachment B for a complete summary of the stakeholder engagement process, including activities completed, feedback received, and copies of the materials used for outreach, events, and feedback gathering (i.e., flyers, presentations, surveys, etc.).
Charter Provisions
The charter outlines the key functions and expectations for the Advisory Group and its members.
First, the stated purpose of the Advisory Group is to:
1. Ensure that Flea Market vendors have a meaningful voice in the Flea Market transition process (as the site redevelops) by advising the City Administration on the following topics:
HONORABLE MAYOR AND CITY COUNCIL
March 6, 2023
Subject: Berryessa Flea Market Advisory Group Charter
a. The allocation of the Vendor Transition Fund in support of vendor relocation leading up to and following the closure of the existing Flea Market, and b. The design, operation, and parking for a new urban market to be located on approximately five acres of the San Jose Flea Market Southside Rezoning Project site, and the process for allocating vendor space in the new urban market to existing Berryessa Flea Market vendors.
2. Assist the City Administration with outreach to and engagement with the broader vendor community on these topics and the site transition in general.
3. Ensure coordination with the property owner of the San Jose Flea Market Southside Rezoning Project site and its development partners on planning for the new urban market on the San Jose Flea Market Southside Rezoning Project site.
Staff is establishing the Advisory Group to advise the City Administration by providing feedback during public meetings and occasionally making official recommendations as a group. The Advisory Group will not provide recommendations directly to the City Council. For these reasons, the group will not be subject to the Brown Act or Form 700 filing requirements.
However, the intention is for the Advisory Group meetings to be open to the public, and for staff to provide meeting agendas at least one week in advance on the City Calendar and project website (www.sjeconomy.com/FleaMarketVendors). Staff will continue to use the project website to share information and offer other opportunities for the broader vendor community to be involved beyond Advisory Group meetings. This structure gives staff the flexibility to design meetings in ways that are accessible to the vendor representatives and that will generate meaningful feedback for the process.
In addition to the purpose statement, the charter includes the following key provisions:
• Composition and Quorum: 11 voting members (10 vendor representatives and one property owner representative) and one alternate for the property owner; a majority of members must be present to hold a meeting; official recommendations will be based on a majority vote among members present at the meeting.
• Member Selection Process: City Manager to appoint the six members to be nominated by the Berryessa Flea Market Vendor Association, an application and evaluation process for the other four vendor representations, and nominations by the property owner for the property owner representative and the alternate.
• Membership Criteria: Eligibility requirements (described below), diversity objectives, and expected responsibilities for both vendor and property owner representatives. • Terms: Standard term of two years with the option for reappointment; half of the initial members are to serve a three-year term for staggered appointments.
The baseline eligibility for the vendor representatives is any individual affiliated with a business that was selling at the Flea Market on or after June 21, 2021. No more than two individuals from a single business may serve on the Advisory Group at the same time. Members of the Advisory Group should be committed leaders who value the needs of the broader vendor community and
HONORABLE MAYOR AND CITY COUNCIL
March 6, 2023
Subject: Berryessa Flea Market Advisory Group Charter
are able to work within the group to problem-solve and compromise on solutions. The vendor representatives on the Advisory Group should together reflect the diversity of the vendors at the market, including (but not limited to) diversity of language spoken, tenure at the market, types of products sold, and business plans and goals for the future following the closure of the market.
The charter clarifies that the City Manager may remove members that have excessive absences, rule violations, or behavior issues that disrupt the group’s functioning. If there is an off-cycle vacancy, due to removal or resignation, the City Manager will appoint new members in the manner that Advisory Group members were originally appointed (application or nomination).
Staff may utilize applications on file from the previous application process for the four general vendor seats.
The Advisory Group does not include a voting representative from the City. Staff will be involved through the management of the Advisory Group. Staff will be responsible for running the meetings in a structured way that enables the Advisory Group to receive information, discuss, and make recommendations to the City. Specifically, it will be staff’s responsibility to:
• Develop the agenda and content for each meeting
• Facilitate the meetings
• Be in attendance to provide information, answer questions, and take notes • Post meeting agendas and notes on the website
• Provide language access services (i.e., translation and interpretation in Spanish, Vietnamese, and other languages upon request)
• Provide a point of contact for the Advisory Group members between meetings • Provide support to the Advisory Group members
Staff will also be responsible for taking action on the feedback and recommendations made by the Advisory Group (such as coordinating with other City departments, conveying recommendations to the City Manager, and taking items to City Council for approval, as needed). Staff may utilize a consultant to assist with the administration and facilitation of the Advisory Group.
The structure of the Advisory Group as established through the charter is intended to facilitate an inclusive and accessible process for the vendor representatives. This was an important goal reflected in the feedback received on the charter development. For example, staff will work with Advisory Group members to identify the best times, locations, and formats for the meetings, with special attention paid to tri-lingual facilitation. Staff may use breakout discussions in various languages and other methods to ensure members can participate fully. Staff will also provide support to the Advisory Group to help them come prepared and feel comfortable sharing their ideas and concerns.
Staff also heard concerns about the time commitment. Meetings are expected to occur every one to three months but may be held more or less often as needed. The meetings will be held on a
HONORABLE MAYOR AND CITY COUNCIL
March 6, 2023
Subject: Berryessa Flea Market Advisory Group Charter
weekday evening in person (City Hall or other public facilities) and/or online. The typical duration of each meeting is expected to be 90 minutes, with a maximum of two (2) hours.
Meeting frequency, timing, and duration will be determined with the vendor representatives’ constraints in mind. In addition, the charter gives flexibility to change the standard term length of Advisory Group members from two to one year, if the time commitment becomes an issue.
The Advisory Group charter is grounded in the City Council’s direction, as reflected in the rezoning ordinance. Staff refined this direction and added details based on extensive input and feedback from the vendor community and other stakeholders. The result is a charter that will provide an effective framework that meets the overall intent to give the vendors a meaningful voice in decisions as the site transitions.
Next Steps
Since the community meeting on February 22, 2023, staff has begun to implement the member selection process. An application process for the four general vendor seats has been initiated.
Interested vendors must submit an application to the City by the deadline of March 27. The applications can be completed online or on paper in English, Spanish, or Vietnamese. The applications require contact information for five references, including at least three vendors.
Following the deadline, a panel of City staff will review the applications for eligibility and evaluate them against the membership criteria to recommend the four representatives. Staff will also be taking nominations from the BFVA for six of the vendor seats and from the property owner for their seat and the alternate. City staff will consider the nominations when recommending the four general representatives to help meet the diversity objectives of the Advisory Group.
Then, the City Manager will appoint the members to the Advisory Group through an Information Memorandum that will be posted to the website and emailed to the interest list.
The next step will be to onboard the members and schedule the first meeting. Staff is targeting May to begin Advisory Group meetings. Staff and its consultants will engage Advisory Group members on items such as the economic analysis of the existing Flea Market, the review of potential relocation options, and the development of objectives and goals for a future five-acre urban market on the Berryessa site.
EVALUATION AND FOLLOW-UP
Staff will provide their next update on the Flea Market project to the Community Economic Development Council Committee on May 22, 2023. This update will include the selected Advisory Group members and provide information on the initial Advisory Group meetings.
HONORABLE MAYOR AND CITY COUNCIL
March 6, 2023
Subject: Berryessa Flea Market Advisory Group Charter
Additionally, staff will continue to utilize the project website (www.sjeconomy.com/fleamarketvendors) and email distribution list to keep the public updated and involved. This website includes the quarterly reports that the property owner is required to submit to the City.
COORDINATION
This memorandum has been coordinated with the City Attorney's Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the March 28, 2023 City Council meeting.
Outreach was undertaken for this item in addition to the agenda posting described above. These outreach efforts are described below.
Staff gathered feedback on the Advisory Group Charter through a combination of in-person vendor community meetings (on November 30, 2022, and February 22, 2023), virtual meetings (on December 7, 2022, and February 9, 2023, with the latter focusing specifically on gathering feedback on the charter and selection process), and tabling at the flea market on rent weekends to answer any questions about the project and advisory group. To further gather input, an electronic survey was also promoted, email blasts, physical flyers, and electronic flyers were distributed to promote vendor meetings and provide updates on the Flea Market project.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
HONORABLE MAYOR AND CITY COUNCIL
March 6, 2023
Subject: Berryessa Flea Market Advisory Group Charter
/s/
NANCI KLEIN
Director of Economic Development and
Cultural Affairs
For questions, please contact Adolfo Ruelas, Business Development Officer, at [email protected]
or (669) 259-5585.
ATTACHMENTS
A. Final Charter for the Flea Market Advisory Group
B. Summary of the Stakeholder Engagement Process and Associated Materials
Attachment A
Final Charter for the
Flea Market Advisory Group
The San Jose City Council directed staff to establish a Flea Market Advisory Group in Ordinance No. 30646 (San Jose Flea Market Southside Rezoning). This charter fulfills that requirement and is consistent with the intent of City Council’s direction related to the Advisory Group.
1. Purpose of the Advisory Group
The limited purpose of the Advisory Group is to:
1) Ensure that Flea Market vendors have a meaningful voice in the Flea Market transition process (as the site redevelops) by advising the City Administration on the following topics:
The allocation of the Vendor Transition Fund in support of vendor relocation leading up to and following closure of the existing Flea Market, The design, operation, and parking for a new urban market to be located on approximately five (5) acres of the San Jose Flea Market Southside Rezoning Project site (Assessor’s Parcel Numbers: 254-17-095, 254-17- 095, 254-17-034), and
The process for allocating vendor space in the new urban market to existing Berryessa Flea Market vendors; and
2) Assist the City Administration with outreach to and engagement with the broader vendor community on these topics and on the site transition in general; and 3) Ensure coordination with the property owner(s) of the San Jose Flea Market Southside Rezoning Project site and its development partners on planning for the new urban market on the San Jose Flea Market Southside Rezoning Project site.
The Advisory Group is an advisor to the City Administration. It does not make decisions directly, nor make recommendations directly to the City Council.
Termination: The Advisory Group will remain active until the later of the following dates:
• When there are no funds remaining in the Vendor Transition Fund, or • The Advisory Group has completed its purpose as stated above.
2. Composition and Quorum
Voting members: The Advisory Group will have 11 voting members total, including:
• 10 vendor representatives
• 1 property owner representative
Alternate:
• An alternate for the property owner representative can serve and vote in place of the primary member.
City Role:
• The City will not have a voting seat. Rather, City representation will be through administration of the Advisory Group.
2 • Staff will be responsible for preparing meeting agendas and minutes, facilitating the discussions, and acting on the feedback and recommendations made by the Advisory Group.
Quorum:
• A majority of Advisory Group members must be present to hold a meeting (6 of the 11 voting members).
• When the City Administration seeks an official recommendation from the Advisory Group as a whole, the recommendation will be based on a majority vote of the members present at the meeting so long as there is a quorum.
3. Member Selection Process
Appointments: The City Manager will appoint members to the Advisory Group based upon the following and the “Membership Criteria” specified below:
• Nominations by the Berryessa Flea Market Vendor Association for 6 of the 10 vendor seats;
• An application and evaluation process for the remaining 4 vendor seats (Berryessa Flea Market Vendor Association members are eligible); and
• Nominations by the owner(s) of the portion of the Berryessa Market Southside Rezoning Project site designated for the urban market for the primary and alternate property owner seats
The City Manager may modify the selection process to adjust to changing conditions or make it easier to implement.
Removal: The City Manager may remove members that have excessive absences, violation of any of the rules and regulations that apply to the Commission, disrespectful or disruptive behavior, and any activity that is contrary to or frustrates the accomplishment of the Purpose of the Committee as stated above.
Vacancies: If there is an off-cycle vacancy, due to removal or resignation, the City Manager will appoint new members as needed, based on the selection process outlined in this section. The City Manager may utilize applications on file from the previous application process.
4. Membership Criteria
• The baseline membership eligibility for the vendor representatives is any individual affiliated with a business that was selling at the Flea Market on or after June 21, 2021 (including business owners, employees and family members). No more than two (2) individuals from a single business may serve on the Advisory Group at the same time.
• The vendor representatives on the Advisory Group should together reflect the diversity of the vendors at the market, including (but not limited to) diversity of:
o Language spoken
o Tenure at the market
o Types of products sold
o Business plans and goals for the future following closure of the market 3 • The vendor representatives should be committed leaders who value the needs of the broader vendor community over their individual interests. They should be able and willing to:
o Read materials sent to the Advisory Group in advance of the meetings and be prepared to discuss the materials, provide feedback, and make recommendations o Reach out and listen to other vendors outside of and during Advisory Group meetings
o Listen to and learn from the property owner representatives to understand and consider their needs and interests
o Work within the Advisory Group to problem-solve and compromise on solutions o Speak up and be a voice for vendors
o Serve in a leadership role through the transition
o Participate consistently in the Advisory Group for the length of their term
• The property owner representative and the alternate should be able and willing to:
o Read materials sent to the Advisory Group in advance of the meetings and be prepared to discuss the materials, provide feedback, and make recommendations o Represent the perspectives, interests, and ideas of the property owner and its development partners
o Listen to and learn from the broader vendor community to understand and consider their needs and interests
o Work in a group to problem-solve and compromise on solutions o Participate consistently in the Advisory Group for the length of their term
5. Terms
• Each Advisory Group member will serve for 2 years, with the option for reappointment for additional terms.
• Exception: half of the initial Advisory Group members will serve a 3-year term to achieve staggered appointments to the Advisory Group.
• If desired by members in the future to support consistent attendance and participation, the City Manager may switch the standard term length from two years to one year.
6. Meeting Logistics and Public Involvement
• Staff will determine the regular day and time of the meetings with input from the Advisory Group.
• Meetings will be open to the public and include the opportunity for members of the public to speak to the Advisory Group.
• Staff intends to post meeting agendas on the Vendor Info website at least one week in advance.
• Staff will also post presentations and reports provided to the Advisory Group on the website (typically within 48 hours).
Berryessa Flea Market
Vendor Advisory Group Charter
Engagement Summary Report
Table of Contents
1. Overview 2
2. Project Kick-Off (October 2022) 3
3. Charter Design (October - December 2022) 8
4. Charter Feedback (January - February 2023) 12
5. Charter Finalization (February 2023) 16
6. Appendix: Outreach & Engagement Artifacts 18
Attachment B
1. Overview
Background
The San José City Council approved the Berryessa Flea Market Southside Rezoning project in June 2021. As part of the project, City Council adopted a variety of measures with the intention of supporting vendors as the site transitions from the Berryessa Flea Market to a transit-oriented development.
One of the directives was to form an Advisory Group to ensure vendors have a voice as the Flea Market closes and the site transitions to a transit-oriented development, including how to utilize the $7.5 million Vendor Transition Fund intended to help vendors cover relocation costs. The Advisory Group will also provide guidance and feedback on the design and operations of a new 5-acre urban market on the project site, and how existing Flea Market vendors could be allocated space in the market. Advisory Group members are also expected to assist the City with involving the broader vendor community in the process.
To establish the Advisory Group, City Council directed staff to first engage stakeholders in drafting a charter. The charter would outline the number of voting members in the group, how the members would get selected, and other key provisions. City Council directed staff to use part of the first payment of $500,000 from the property owner to set up the group.
The City of San José ran a competitive procurement process and awarded Community Planning Collaborative (previously known as Baird + Driskell Community Planning) a contract to assist staff with engaging the Berryessa Flea Market vendors and other stakeholders in the design of the Advisory Group charter. While outreach and engagement for the overall Berryessa Flea Market project and other various work streams has been ongoing, the development of the Advisory Group charter with stakeholders began in October 2022 and ran through March 2023.
Outreach
The City of San José and its consultant team used the following modes of communication and outreach to disseminate information about the charter process to vendors:
●
Rent Weekend:
Every third weekend of the month, rent
is due for monthly vendors.
The City set up a pop-up table by the rent booth window to engage vendors, grow the City’s vendor contact list, and share project updates. 1 ●
City Website:
Regular project updates were provided on the City’s website (
www.sjeconomy.com/FleaMarketVendors
), which was used as the principal
information hub. Translations were provided via a Google translate widget, available at the top of all City webpages.●
City Newsletter:
Vendors on the City’s contact list
were sent regular project
updates via a trilingual email newsletter in English, Spanish, and Vietnamese. Staff added to the contact list through sign-up sheets at each of the engagement events described in the following section, as well as through a contact form on the website.● City Text Message:
In November, the City set up a
SMS platform. Vendors on the
City’s contact list were sent frequent project updates and reminder text messages.
Depending on the vendor’s preference, text messages were sent in English, Spanish, or Vietnamese.●
BFVA:
The City partnered with the Berryessa Flea Vendor
Association (BFVA) to
disseminate information to their constituents via their vendor meetings and text message group.●
Property Owner:
The City coordinated with the Berryessa
Flea Market owners to
disseminate information to vendors via their text message listserv.
Engagement
The City structured its engagement process into multiple phases, each of which marked a project milestone and achieved specific objectives, listed as follows:
1. Project Kick-Off:
October 2022
2. Charter Design:
October - December 2023
3. Charter Feedback:
January - February 2023
4. Charter Finalization:
February 2023
The City and its consultant team used a variety of methods to engage vendors both in-person and online, including one-on-one conversations at rent weekend, focus groups, surveys, and community meetings. The City also set up an email and voicemail inbox for vendors to share their questions and comments at any time. Nearly all engagement activities were offered in English, Spanish, and Vietnamese. The response from Vietnamese-speaking vendors was often much more minimal or non-existent. To make up for this, a Vietnamese staff member would sometimes directly text with or call Vietnamese-speaking vendors via phone to directly engage them or encourage their participation at upcoming engagement events. This report details what the City of San José and its consultant team did to engage vendors and what we heard. 2 2. Project Kick-Off (October 2022)
The purpose of this phase of engagement was to:
●
Gather insights to design an effective Advisory Group process, by hearing from
vendors
:○
With respect to the Advisory Group process, what is important to you?○ How can we ensure that the Advisory Group is fair, democratic, and responsive to vendor needs?○
How can we reach all the vendors at the market?○
Who wants to be involved in drafting the charter?●
Build trust among vendors, City, and consultants○
Convey the message to vendors that “We’re here to work with you and support you”○
Provide meet-and-greet opportunities with the City staff and consultant team to make sure vendors understand the project, who we are, and what we are doing○
Better understand the vendors: What are their connections to the Flea Market? What are their business goals? What are their current needs and concerns? What are their hopes for the Advisory Group and the Flea Market planning process?○
Clarify misconceptions and questions about the Flea Market planning process and the City’s role in supporting vendors through the transition● Update vendors about efforts the City is working on to support vendors○ Clarify the Council requirements and potential timeline for the market closure and transition to mixed-use development○
Provide an overview of the Advisory Group design process○ Emphasize how vendors will and can be involved○
Share reminders about what resources are available to small businesses now● Collect emails and phone numbers to grow the City’s vendor outreach and contact list
3 What We Did
Stakeholder Interviews
Consultants conducted stakeholder interviews with the following people early in the project to understand the history and context of the Flea Market project, identify opportunities and shared goals between stakeholders, and learn how to best reach and communicate with the broader vendor community.
Berryessa Flea Vendor Association
●
Roberto Gonzales●
Mariana Meija●
Kaled Escobedo Vega
Vendor Community Coalition
●
Huascar Castro●
Jesus Flores●
Kelly Snider●
Alex Shoor
Flea Market Owner & Operators
●
Brian Bumb●
Thomas Bumb●
Rich Alvari●
Erik Schoennauer
City Staff
●
Rosalynn Hughey●
Charla Gomez●
Laura Meiners
Small Business Service Providers
●
Mini Hernandez●
Dennis King
October 2022 Rent Weekend Pop-up Outreach
On Saturday, October 15 and Sunday, October 16, 2022, a team of City staff and consultants with bilingual
capabilities in Spanish and Vietnamese set up a table by the rent booth window to engage vendors. The team
handed out flyers about the upcoming vendor meeting,
collected contact information to grow the City’s listserv, shared project updates and answered vendors’ questions, and held one-on-one conversations with vendors who
stopped by. Staff and consultants reached a minimum of 98 vendors and collected their contact information: at least 60 were Spanish-speaking vendors, 21 were English-speaking vendors, and 17 were Vietnamese-speaking vendors.
October 19, 2022 Vendor Meeting
The City hosted an in-person vendor meeting on
Wednesday, October 19, 2022 between 7:00 pm and
8:30 pm at the Berryessa Library. Over 80 vendors
attended the meeting, in which a large majority were
Spanish-speakers, plus a few Vietnamese speakers.
During this meeting, the City introduced the
consultant team, presented an update on the Flea
4 Market project and future plans, and clarified key facts about the process. Simultaneous interpretation of the presentation was provided in Spanish and Vietnamese. The full group broke out into five (5) smaller in-language discussion groups after the presentation. There were three (3) conducted in Spanish, one (1) in English, and one (1) in Vietnamese. These discussion groups were an opportunity for the City to hear directly from the vendors about their questions, concerns, and vision for the Advisory Group and future of the Flea Market.
Supplemental Engagement, Outreach, and Communications Efforts The following table is a list of supplemental engagement, outreach, and communications efforts conducted during this phase of engagement. In addition, the City continued to monitor and accept public comments via email and voicemail.
Date
What
Notes
10/11/2022
City Website Update:
Oct 19 Meeting Details
and project update
10/11/2022
Email:
Oct 19 Vendor
Meeting Notice
Sent in English, Spanish, and Vietnamese. See
appendix.
Key Takeaways
The input gathered during this phase of engagement helped inform the planning of future vendor engagement and the initial direction of the Advisory Group charter. ●
Many vendors expressed confusion and frustration about the lack of new or definitive information about the future of the Flea Market and support for the vendors.
They want to know what is happening with
the potential plans for another
Flea Market, when the Flea Market will close, and what their other options are so that they can properly plan.○
Lack of exact closure date:
Many vendors are frustrated
by the lack of an
exact date for the closure of the Flea Market. The potential closure of the Flea Market has been a rumor they have heard for many years, so many are somewhat in disbelief and plan to continue to operate until an exact closure date is given. Many are not planning ahead for a transition until the closure is evident.○
Skeptical about the creation of a new market and transition:
Many
vendors are skeptical about the creation of the 5-acre new market. They 5 questioned when it would happen, whether the timeline for the creation of the new market would even allow for a smooth transition, and whether or not they would even be possible for them to sell at the new market (e.g. will it be affordable). Vendors are worried, and they continued to circle back on this frustration during conversations.○
What to do with inventory:
Balancing their inventory
is a concern of many
vendors. They are worried about investing in more merchandise to sell without knowing when the market will close. However, if they stop investing in more merchandise then they will not have enough to sell to pay rent while the market is open. Some vendors were seeking advice on inventory management.○
Moving businesses:
Some vendors feel like they are
currently in a bind and
cannot move to another location because they would have to pay double rent (at the Flea Market and in the new location) if they were to move now.
This is especially difficult since they have customers currently at the market.○ Who gets support:
Some vendors asked who would qualify
for support from
the City and what that means for those who’ve stopped selling at the Flea Market. We heard that some vendors continue to sell at the Flea Market only because they are worried about missing out on support from the City.● There are some misunderstandings, misinformation, and rumors that need to be clarified.
For example, some vendors think that
the City of San José owns or
controls the Flea Market property, so they think the City is in control of building another market. Other vendors believe the idea that the decision has already been made that there will be a direct payout to all vendors, regardless of their individual plans after the market closes.●
Many vendors do not have trust in the City.
Vendors
expressed concerns about
the City’s outreach to vendors to date. They question the City’s motivations and values. They want to be more involved in decision-making and to see progress in figuring out solutions. They want more consistent project updates and communication from the City. Concerns about the City’s intentions and capabilities were strongest at the beginning of the process. However, as the engagement progressed, we heard some vendors expressed that they are starting to see that the City wants to help. They see staff directly working on ground to help them with the transition and want to continue building trust with the City.● Many vendors do not have trust in the property owners.
Some vendors
expressed concerns about retaliation and harassment from the Flea Market operators for organizing and for participating in the planning process. They talked 6 about increases in parking rates, monthly rents, and deposits. Some believe that the property owners are trying to slowly push out the vendors to make it easier to sell the land to a developer.●
Vendors shared concerns about the decreasing business activity at the Flea Market.
Some vendors believe that the increased cost
of parking, lack of
advertising, and rumors that the Flea Market has already closed are driving away customers.●
The Flea Market is an important economic and cultural resource for vendors.
It
is an affordable place for vendors to set up their business. It has provided them with economic opportunity (especially for older folks and recent immigrants), the chance to be their own boss and own a business, and the ability to create employment opportunities and provide income for their family, friends, and employees. It is also a space where many vendors have built community, set cultural roots, and established multi-generational businesses.●
Hopes for a future market:
Many vendors want to see
the same level of diversity
and community at a future market. It is important that it remains affordable for vendors. A few expressed a desire for secure storage (so they don’t have to set up and break down their stalls everyday). Some wish that a future market would remain outdoors and located in San José.●
Vendors shared some input for the Advisory Group:
They want to see a
transparent member selection process and the composition be made up by a majority of vendors that includes a mix of tenures and ethnic backgrounds that reflects the diversity of the Flea Market. Important qualities for vendor representatives to have include: good public speaking skills and possess many contacts/networks at the Flea Market. Some asked if vendors who live outside San José would be able to participate in the Advisory Group.● Vendors hold a variety of ideas for how the Vendor Transition Fund should be spent:
Some vendors want to see the funds be used
to directly support vendors
with relocation and transition to the new market or a different location. Other vendors want to see the funds used to help create a new market. Others want to see a direct payout distributed to vendors for whatever purpose the vendors want (no conditions).
7 3. Charter Design (October - December 2022)
The purpose of this phase of engagement was to understand from vendors:
●
How vendors should be represented on the Advisory Group and how to structure the membership composition of the group.●
What are the barriers to participation so that the Advisory Group can be structured in a way that enables and builds the vendors’ capacity to meaningfully participate.● What is their level of interest in participating in an Advisory Group and what considerations can be taken to encourage or maximize interest in participating in an Advisory Group.
The City and consultant team considered the input received during this phase when developing the draft charter for the Advisory Group. The City also made an ongoing effort during this period to update vendors about the progress and direction of the Advisory Group and charter.
What We Did
November 2022 Focus Groups
The City hosted three (3) focus groups in early November 2022, which included one (1) in-person English language focus group, one (1) in-person Spanish language focus group, and one (1) online Spanish language focus group. The City also planned to host an in-person Vietnamese language focus group, but it was canceled due to lack of sign-ups.
The objective was to have in-depth discussions about the direction of the Advisory Group with a sample of vendors. Between 8-15 vendors participated in each focus group. 8 December 7, 2022 Vendor Meeting
The City hosted a virtual meeting on
Wednesday, December 7 at 7:00PM
via Zoom to provide an update on
efforts underway to support and
engage vendors. This meeting was
held in Spanish, English, and
Vietnamese in separate breakout
rooms. In total, approximately 45
vendors attended the meeting.
Approximately 10 participants
partook in the English group. Over 30 participants attended the Spanish group. The majority of these participants attended via two watch parties hosted by the Berryessa Flea Vendors Association and Latino Business Foundation. Four (4) participated in the Vietnamese group.
Supplemental Engagement, Outreach, and Communications E ff
orts
The following table is a list of supplemental engagement, outreach, and communications efforts conducted during this phase of engagement. The City continued to monitor and accept public comments via email and voicemail.
Date What Notes
11/09/2022 City Website Update:
Focus Group Details
11/09/2022 Email: Focus Group
Invitations #1
Sent in English, Spanish, and Vietnamese. See
appendix.
11/09/2022 Text Message: Focus
Group Invitations
Text message: “The City of San José wants to hear
from vendors about how to set up the Flea Market
Advisory Group. Small group discussions will be
hosted in English, Spanish, and Vietnamese on
November 15 and 16, 2022. Participants will
receive a $25 gift card. Sign up with this online
form: https://forms.gle/VsERd5xMCGDrBU2Q7”
Sent in English, Spanish, and Vietnamese.
11/14/2022 Email: Focus Group
Invitations #2
Sent in English, Spanish, and Vietnamese. See
appendix.
9 11/18/2022
City Website Update:
Dec 7 Meeting Details
11/18/2022
Email:
Nov 30 & Dec 7
Meeting
Announcement
Sent in English, Spanish, and Vietnamese. See
appendix.
11/20/2022
Rent Booth Weekend:
Pop-up outreach
A team of three City staff with bilingual Spanish
and Vietnamese capabilities set up a table by the
rent booth to flyer and promote the Dec 7 Meeting
11/28/2022
Email:
Nov 30 Vendor
Meeting Cancelation
Notice and Dec 7
Vendor Meeting
Reminder
Sent in English, Spanish, and Vietnamese. See
appendix.
12/01/2022
-
12/07/2022
Phone calls:
Notify
Vietnamese vendors of
Meeting
Vietnamese-speaking City staff directly called and
text messaged Vietnamese-speaking vendors.
12/06/2022
Email:
Dec 7 Vendor
Meeting Reminder #1
Sent in English, Spanish, and Vietnamese. See
appendix.
12/07/2022
Email:
Dec 7 Vendor
Meeting Reminder #2
Sent in English, Spanish, and Vietnamese. See
appendix.
12/07/2022
Text Message:
Dec 7
Meeting Reminder
Text message: “The City of San José’s Vendor
Outreach Meeting is happening tonight at 7:00 PM
on Zoom
(https://us06web.zoom.us/j/88633697037). Hear
about efforts underway to support and engage
vendors!”
Sent in English, Spanish, and Vietnamese.
01/05/2023
Email:
Dec 7 Vendor
Meeting Summary
Sent in English, Spanish, and Vietnamese. See
appendix.
10 Key Takeaways
●
Many of the vendors who participated in the focus groups expressed interest in being a vendor representative in the Advisory Group.
For those who were not
interested, they expressed concern about the time commitment, having enough knowledge and capability to participate, whether or not they can really speak on behalf of other vendors, and whether the Advisory Group will have a meaningful effect on decisions.●
Membership Criteria○
There was little consensus about the minimum length of time a vendor
would have needed to sell at the Flea Market to participate in the Advisory Group. Some believed there should be a minimum length of time while others believe newer vendors have an important perspective to share.○ Many vendors believed only monthly vendors should qualify to
participate in the Advisory Group.
However, the needs
of daily vendors
should still be taken into consideration.○
Many stressed the importance of allowing employees and family members of the vendor (or business license owner) to participate in the
Advisory Group. Many vendors rely on their family members, friends, and employees to attend meetings on their behalf, especially if they don’t have time to participate because they are busy running their business or they worry they don’t have the capabilities (e.g. knowledge or language skills) to participate.○
Many vendors believe that representatives should have a commitment to the continuity of the Flea Market (or new future market).
However,
some were open to hearing from others who seek a different outcome.○ Vendors want to see members of the Advisory Group
possess the following
qualities:■
Commitment
(in terms of time as well as to the future
and continuity
of the Flea Market)■
Honesty■
Experience■
Reflective■
Respectful■
Open to compromise
/ productive and collaborative
problem-solvers■
Interest in serving the full and diverse vendor community 11 ○
Most vendors believe that there should be representation of different language speakers in the Advisory Group,
especially
to represent and be
able to reach the diversity of vendors at the Flea Market.● Most vendors were okay with a City-led application process or a voting process for the selection of the Advisory Group members.
The
main takeaway was that
the selection of the Advisory Group members should be deliberate or vetted to ensure a diversity of representation and that members are committed. Vendors should also have some sort of vote of approval in the process. Most vendors were against a lottery process.
4. Charter Feedback (January - February 2023)
The purpose of this phase of engagement was to present the published draft charter for the Advisory Group to vendors and seek feedback. The City took the public comments received during this period into consideration when revising and finalizing the Advisory Group charter. The public comment period started on January 25, 2023 and closed on February 12, 2023.
What We Did
On-Demand Video Presentation
On January 25, 2023, the City published on the project webpage the draft charter and a video presentation to provide an overview of the key charter provisions and additional information. The presentation was provided in
English
,
Spanish
, and
Vietnamese
. Vendors
could view these presentations on-demand whenever they desired. The Spanish video received 112 total views. The English video received 83 total views. The Vietnamese video received 55 total views.
Booth at the Flea Market
On Saturday, January 27, 2023 between 10:00am and 1:00pm, the City reserved a stall at the Flea Market and set up a booth for answering questions about the draft charter and collecting feedback. A team of three City staff members and consultants with bilingual Spanish and Vietnamese capacities staffed the booth. Three (3) vendors stopped by the booth.
12 February 9, 2023 Q&A Meeting
On Thursday, February 9, 2023, the City hosted an online “Q&A” meeting via Zoom to answer questions about the charter and provide an opportunity for live public comment.
The meeting was conducted in three separate breakout sessions, one in each language:
English, Spanish, and Vietnamese. Over 20 vendors attended. Over 14 vendors participated in the Spanish group, which included an additional unspecified count of vendors who attended via a BFVA-hosted in-person watched party. Six (6) vendors participated in the English group.
Online Feedback Form
An online feedback form was live through February 12, 2023. There were versions in English, Spanish, and Vietnamese. The City received 16 submissions in total. 11 filled out the Spanish version. Four (4) filled out the English version. One (1) filled out the Vietnamese version.
See appendix for screenshots of survey
.
Supplemental Engagement, Outreach, and Communications Efforts The following table is a list of supplemental engagement, outreach, and communications efforts conducted during this phase of engagement. The City continued to monitor and accept public comments via email and voicemail.
Date
What
Notes
01/25/2023
City Website:
Post draft
charter, video
presentation, and list
engagement
opportunities
01/26/2023
Email:
Notice about
Published Draft Charter
Sent in English, Spanish, and Vietnamese. See
appendix.
01/27/2023
Text Message:
Notice
about Published Draft
Charter
Text message: “The City of San José invites you to share your feedback on the draft charter for the Flea Market
Advisory Group. Watch a short presentation and learn
more at:
www.sjeconomy.com/FleaMarketVendors
”
Sent in English, Spanish, and Vietnamese
02/03/2023
Text Message:
Reminder
about online feedback
survey
Text message: “The City of San José invites you to
review highlights of the draft Advisory Group charter
and complete this survey to share your feedback. The
deadline is February 12:
13 https://forms.gle/E62vdWWmjjNkEPng7
”
Sent in English, Spanish, and Vietnamese
02/06/2023
Text Message:
Reminder
about February 9, 2023
Q&A Meeting
Text message: “The City of San José is hosting a virtual Q&A meeting on Zoom this Thursday, February 9,
7:00pm-8:00pm to listen to your feedback on the draft
Advisory Group Charter. Visit our website get details
for how to join:
www.sanJoséca.gov/fleamarketvendors
Please view our presentation on Youtube ahead of the
meeting:
https://youtu.be/Rdk5IRp9d8s
”
Sent in English, Spanish, and Vietnamese
02/10/2023
Email & Text Message:
Reminder about
feedback deadline
Text message: “Complete this survey to share your
feedback on the draft Advisory Group charter before
the February 12 deadline:
https://forms.gle/E62vdWWmjjNkEPng7
Also save the date! The City of San José is hosting an
in-person vendor meeting at the Berryessa Community
Center (3050 Berryessa Rd) on Wednesday, February
22, 7:00pm-8:30pm to share the final draft of the
Advisory Group Charter, based on your feedback.
More details: www.sanJoséca.gov/fleamarketvendors”
Sent in English, Spanish, and Vietnamese
14 Key Takeaways
Overall, the City of San José did not receive much feedback on the draft Advisory Group Charter.
We saw participation from over 40 vendors
across all the engagement
opportunities listed below. Of the vendors who participated, a majority expressed satisfaction with the direction of the charter. However, a small number of vendors shared the following questions and feedback in regards to the following topics:
●
Property owner’s seat on the Advisory Group○
Why would the property owner have a seat on the Advisory Group?● Quorum○
Why wouldn’t the group have a leader (e.g. president, secretary and treasurer)?○
How will ties be handled?○
How will members who are not doing a good job or are disruptive be dealt with?●
Length of Term.○
Please clarify the length of time that members will serve on the group.● Composition○
One vendor felt the size of the group was too small to represent the full diversity of the market vendors.○
Two vendors asked why the BFVA received 6 nominations.● Gathering Signatures as part of the Application process for the 4 general seats○ A few vendors asked about how they can get to know the vendors seeking to apply for a seat on the Advisory Group so they can show their support.○ Some were concerned about the applicants’ ability to openly collect signatures at the Flea Market without repercussions.●
Other Advisory Group Details○
Why is the Advisory Group focused only on five acres, and not a larger site?○ Some vendors asked if meetings can be hybrid and if meetings can be videotaped and posted online?
Most of the questions and comments were addressed during the February 9th Q&A Meeting. Some clarifications and changes were made to the charter in response to the feedback in that phase.
15 5. Charter Finalization (February 2023)
The purpose of this phase of engagement was to present the final draft charter for vendor approval and launch the member selection process, which culminated in the February 22, 2023 Vendor Meeting that marked this milestone. This two-week outreach phase began February 10, 2023.
What We Did
February 22, 2023 Vendor Meeting
The City hosted an in-person vendor
meeting on Wednesday, February 22,
2022 between 7:00 pm and 8:30 pm at
the Berryessa Community Center. Over
30 vendors signed the sign-in sheet, and
approximately 50 people were in
attendance. The meeting was conducted
in Spanish and English by bilingual City
staff. A bilingual Vietnamese City staff
member was present in case any
vendors needed Vietnamese
interpretation. The meeting began with
a presentation of the final draft Advisory Group charter, followed by an opportunity for public comment and Q&A. The second presentation launched the member application process, which was followed by public comment and Q&A. All presentation slides were offered in English, Spanish, and Vietnamese, and were posted on the project website.
Supplemental Engagement, Outreach, and Communications Efforts The following table is a list of supplemental engagement, outreach, and communications efforts conducted during this phase of engagement. The City continued to monitor and accept public comments via email and voicemail.
Date
What
Notes
02/10/2023
Email & Text
Message:
February
22 Vendor Meeting
Notice
Text message: “Complete this survey to share your
feedback on the draft Advisory Group charter before the February 12 deadline:
https://forms.gle/E62vdWWmjjNkEPng7
16 Also save the date! The City of San José is hosting an in-person vendor meeting at the Berryessa Community
Center (3050 Berryessa Rd) on Wednesday, February 22,
7:00pm-8:30pm to share the final draft of the Advisory
Group Charter, based on your feedback. More details:
www.sanJoséca.gov/fleamarketvendors”
Sent in English, Spanish, and Vietnamese
See appendix for email.
02/17/2023
Email & Text
Message:
February
22 Vendor Meeting
Reminder
Text message: “The City of San José is hosting a vendor meeting on Wednesday, 2/22 at 7:00 - 8:30 pm at the
Berryessa Community Center (3050 Berryessa Rd). Come
celebrate the finalized Advisory Group charter and kick-off of the member selection process. For more details, please visit:
www.sjeconomy.com/FleaMarketVendors
We’ll be at the Berryessa Flea Market this Saturday, 2/18 by the rent payment window booth if you have any questions.” Sent in English, Spanish, and Vietnamese
See appendix for email.
02/18/2023
Rent Booth
Weekend:
Pop-up
outreach
A team of two City staff with bilingual Spanish capabilities set up a table by the rent booth to flyer and promote the Feb 22 Meeting.
02/22/2023
Text Message:
Reminder about Feb
22 Meeting
Text message: “Reminder! The City of San José is hosting a vendor meeting tonight at 7:00-8:30 pm at the Berryessa Community Center. Come view the final Advisory Group
charter and learn how to apply for a vendor representative seat! For more details, visit:
www.sjeconomy.com/FleaMarketVendors
Note: this meeting is at the **Berryessa Community Center (3050 Berryessa Rd)**, and NOT the Berryessa Library.”
Sent in English, Spanish, and Vietnamese
Key Takeaways
Overall, a majority of vendors were supportive of the Advisory Group charter.
Four
vendors expressed some disagreement with the composition of the Advisory Group and 17 distrust in the process. They suggested that there be more general vendor seats, questioned the City’s methods for informing vendors, and asked about how the funds are being spent. One conveyed the perception that the decision had already been made to distribute the funds equally among vendors. Staff addressed these questions and confirmed that, based on the majority of feedback received, the charter is considered finalized.
It was also apparent that some vendors have not been consistently or successfully reached and engaged throughout this entire process, given some still had basic questions about the project or their questions were based on inaccurate information.
6. Appendix: Outreach & Engagement Artifacts
●
Flyers●
Emails●
Summary & Notes●
Meeting Agendas●
Other
18 Flyers
October 19, 2022 In-Person Vendor Flyer
19 20
21 December 9, 2022 Online Vendor Meeting Flyer
22 23
24 Seeking Draft Charter Feedback Flyer
25 26
27 February 22, 2023 In-Person Vendor Meeting Flyer
28 29
30 Emails
Oct 19 Vendor Meeting Notice
(Sent October 11, 2022)
31 32
Focus Group Invitations #1
(Sent November 9, 2022)
33 34
Focus Group Invitations #2
(Sent November 14, 2022)’
35 36
Nov 30 (Canceled) &
Dec 7 Meeting Announcement
(Sent
November 18, 2022)
37 38
39 Nov 30 Cancellation Notice &
Dec 7 Meeting Reminder
(Sent November 28, 2022)
40 41
Dec 7 Vendor Meeting Reminder #1
(Sent December 6,
2022)
42 43
Dec 7 Vendor Meeting Reminder #2
(Sent December 7,
2022)
44 45
Dec 7 Vendor Meeting Summary
(Sent January 5, 2023)
46 47
Notice about Published Draft Charter
(Sent January
26, 2023)
48 49
Reminder about Draft Charter Feedback Deadline / February 22 Vendor Meeting Notice
(Sent February 10, 2023)
50 51
February 22 Vendor Meeting Reminder
(Sent February
17, 2023)
52 53
Summary & Notes
October 19, 2022 In-Person Vendor Flyer
54 55
56 57
58 59
60 61
62 63
December 7, 2022 Vendor Meeting Summary
64 65
Meeting Agendas
October 19, 2022 In-Person Vendor Meeting Agenda
Timing
Item
Additional Details
7:00pm
Pre-Meeting Activities
(in 3 languages)●
Sign-in Table: Ask attendees to sign-in. Provide
handouts. Explain room layout. Provide headsets
and direct attendees to interpreters.
Bilingual staff will be
stationed at welcome table
1 Spanish and 1 Vietnamese
Interpreter on standby (until
FAQ)
7:10pm
(5 min)
Pre-Presentation Welcome/Logistics●
Point out interpreters / translation headsets●
Point out food / welcome table●
Point out bathroom●
Point out daycare (in lobby)
1 Spanish and 1 Vietnamese
interpreter will be
interpreting
7:15 pm
(20 min)
Presentation
- large group format●
Welcome●
Background context○
Schedule / Milestones○
Project objectives / principles and approach●
Introduce Advisory Group consultant●
Advisory group - 7-10 minutes - aim for shorter○
B+D scope: facilitate creation of advisory
group charter and member selection
process■
What is the role of the advisory
group? What is a charter?○
Objectives: Listen, learn, include all voices○
Process: What we’ll be doing and how■
Stakeholder interviews■
Hold meetings in Nov/Dec (open to
the public) to discuss what might go
in the charter, member selection■
Outreach to vendors, with a focus
on hearing from hard-to-reach○
Milestones (layer on top of City timeline
slide): start AG meetings in the spring 2023●
Introduce Studies consultant●
Economic and Site Studies- 7-10 minutes - aim for
shorter○
Learning goals and purpose of studies
1 Spanish and 1 Vietnamese
interpreter will be
interpreting
Each attendee will have a
handout of the slides.
English slides will be
projected (for Presenters).
Spanish slides may be
projected if possible.
66 ○
Process■
Outreach and data collection■
Economic and Cultural Impact Study■
Market models■
Site Assessment○
Milestones (layer on top of City timeline)●
Communication channels / Contact info
7:35pm
(10 min)
Questions & Answers
(large group format)
Breakout Group Introductions●
Ground Rules to be discussed in small groups●
Point to the different breakout group corners●
Bring your chairs
Facilitate, B+D and Estolano
help field questions
7:45pm
(30 min)
Breakout groups
See below for format &
setup below.
See below for mini
facilitation guide
8:15
(10 min)
Share back & Discussion/feedback
(large group format,
just swivel chairs around where you are) - 10 minutes (if time/interest)
Facilitators share one highlight or theme from the
conversation
Facilitate
8:25
(5 min)
Thank you and closing
(large group format)
November Focus Group Agenda
Timing
(suggested)
Item
Details / Actions
7:05pm
(10 minutes)
Introductions & Background Refresher
-
PRESENT:
Staff introductions
(keep it brief - our
names, we
have been hired by the city)
-
PRESENT:
Agenda of focus group
-
PRESENT:
Ground Rules
-
PROMPT:
Participant introductions
- Please share your
name
and what you sell. [BRIEF]
67 -
PRESENT:
Why we invited you here…
-
To Prepare for Possible Closure in 2024
→
Thus
setting up an Advisory Group:
To prepare for the
possible Flea Market closure as early as July 2024, the City of San José is setting up a new Advisory Group that will meet regularly.
Note: this group today is NOT
that
advisory group.
-
Emphasize the significance of Advisory Group:
This
would give vendors an official voice in the planning
process.
-
Explain what the Advisory Group will do:
-
Vendors like you who serve on the Advisory
Group will get to
guide decisions that affect
your future
, including:
-
how to support vendors with available
transition funds
.
-
make recommendations on the
design
of new market
concepts
.
-
Vendor representatives on the Advisory Group
would also play an important role in r
eaching
out to and speaking for the wants and
needs of the wider vendor community
.
-
Current project status – drafting Advisory Group
Charter proposal:
Currently we are drafting a proposal
for the Advisory Group, which covers:
-
Who will be represented on the Advisory Group
-
How members are selected
-
How the group will operate
-
Explain objectives and goals of this focus group -
input on Advisory Group proposal
→
fair & inclusive
process:
This is why you are here today. We are
seeking your input on the proposal so that we can set
up an Advisory Group that is fair and inclusive of all
vendors.
-
PROMPT:
Before we continue, do you have any questions
about the purpose of the Advisory Group?
68 7:15pm
(10 minutes)
Topic 1:
What is the vendors’ level of interest in
the Advisory
Group?
-
PROMPT:
Based on what you heard described, would you
be
interested in being part of an Advisory Group? Hold up your card:
-
Green Card: Yes
-
Yellow Card: Maybe
-
Red Card: No
Topic 2:
What are the barriers/concerns and needs/incentives
for
participation?
-
PROMPT:
For those of you who held up a yellow or red
card,
what is discouraging you (or other vendors you know) from participating?
IF NEEDED, provide some examples of what we have heard:
-
Not enough time?
-
Not enough knowledge?
-
Language barrier?
-
Ability to commute / travel?
-
Tech skills?
-
Childcare?
-
Retaliation from Flea Market management / owners?
Notetaker:
Keep count of
cards
7:25pm
(10 minutes)
Topic 3:
What should be the criteria for the vendor
representatives?-
PRESENT:
In order to be on the Advisory Group, we
are
considering the following criteria…
-
Must sell for a year
-
Must have sell at Flea Market at least once a week
-
Employee, family member, or past/retired vendor are
allowed to be on the Advisory Group (but need to be
sponsored by a current vendor)
-
PROMPT:
How long should a vendor have sold at the
Flea
Market? Or should there not be a time minimum?
-
PROMPT:
Should daily vendors also be eligible to serve?
Should there be a seat specifically for daily vendors?
69 -
PROMPT:
Should employees and family members of
vendors be able to serve on the Advisory Group?
-
PROMPT:
Should past vendors be able to serve on the
Advisory Group?
-
PROMPT:
Is it important to include members with different
plans for the future?
[examples: retiring, want to
continue
business at a different market, want to be be at the 5-acre market, interested in brick and mortar, interested in online business, etc. WANT TO HEAR WHAT THEY BRING UP]
-
PROMPT:
What qualities would you like to see in Advisory
Group members? What kinds of people will be able to
contribute to the group?
[examples: soft skills, someone
who
listens well, communicates, leads, etc.]
-
PROMPT:
Should there be seats reserved for languages
major spoken at the Flea Market (e.g. Spanish, Vietnamese, etc.)?
7:35pm
(10 minutes)
Topic 4:
How should representatives be selected for
the vendor
seats on the Advisory Group? What do you think about these choices?
-
PRESENT:
-
Step 1: Finding candidates for vendor seats
-
Application by interested vendors
-
Nominations: vendor groups choose their
representative(s)
-
Step 2: Choosing candidates for vendor seats
-
Evaluation by review panel based on
pre-established criteria
-
Lottery (random draw from interested vendors)
-
Voting: vendors vote among a list of
self-nominated candidates for the vendor seats
-
It could be a combination. Some seats could be set
aside.
-
PROMPT:
Mainly focusing on “Step 2: Choosing a candidate”
— Which approach appeals to you most? Which seems most
fair?
70 -
Evaluation by review panel
-
Lottery
-
Voting
-
Other approaches?
7:45pm
(10 minutes)
Topic 5:
Who should be on the Advisory Group?
-
PRESENT:
Basic membership composition
-
Proposed Total Seats: 9-11
-
Composition:
-
Supermajority of vendors: at least 6-7 seats
-
At least 1 seat for City
-
At least 1 seat for property-owner
-
1-2 seats available for other stakeholders or
more vendors
-
-
PROMPT:
Of the 1-2 available seats: What other
stakeholders should be considered to have one or more
seats? Some ideas to consider:
-
Vendor supporters (not vendors themselves)
-
Philanthropic organizations
-
Small business assistance organizations
-
Community-based organizations
-
Owners of property that might have space for a future
market (VTA, County, etc.)
-
Save for more vendors
7:55pm
(5 minutes)
Wrap up and recap focus group conversations:
See facilitator’s
guide
8:00pm
Thank you
December 9, 2022 Online Vendor Meeting Agenda
Timing
Item
7:00pm
(10 minutes)
Welcome & Begin Presentation
(See Specific Agenda
below - English / Spanish / Vietnamese)●
ACTION:
Screen share presentation●
Give presentation (through slide 5)○
PRESENT:
Welcome slide■
TRANSLATE○
PRESENT:
Interpretation controls
(for Vietnamese)■
TRANSLATE
71 ■
ACTION:
Play video on slide (DO NOT TOUCH ANYTHING
WHILE
VIDEO IS PLAYING)■
ACTION:
Share in the chat links to the translated
Slide
“English Presentation:
https://www.sjeconomy.com/home/showpublisheddocum
ent/92900
Presentación en Español:
https://www.sjeconomy.com/home/showpublisheddocum
ent/92896
Trình bày tiếng Việt:
https://www.sjeconomy.com/home/showpublisheddocum
ent/92898○
PRESENT:
Meeting purpose■
TRANSLATE○
PRESENT:
Introductions■
TRANSLATE●
Gives presentation (slides 6-14)○
PRESENT:
Agenda■
TRANSLATE○
PRESENT:
Meeting recording■
TRANSLATE○
PRESENT:
Zoom controls■
Pause on Vietnamese slide for interpreters to walk through■ TRANSLATE○
PRESENT:
Breakout group instructions■
TRANSLATE
Breakout Groups Setup●
ACTION:
Create two breakout groups “Grupo 1: Español”
and “Group 2: English”
and check settings to allow attendees to choose their own groups. Open!○ English and Spanish staff will move to their breakout groups○ Vietnamese group staff will stay in the Main room
7:10pm
(20 minutes)
Presentation #1: Background context & Update on the Advisory Group charter process ●
ACTION:
Screenshare English presentation●
ACTION:
Share
English presentation (public PDF version)
in the chat: English
Presentation:
https://www.sjeconomy.com/home/showpublisheddocument/92900 ●
PRESENT:
Background
72 ●
PRESENT:
City Council Direction - June 2021 ●
PRESENT:
Vendor Outreach, Engagement, and Support ●
PRESENT:
Purpose of the Vendor Transition Fund ●
PRESENT:
Vendor Transition Fund ($7.5 million) ●
PRESENT:
Purpose of the Flea Market Advisory Group ●
PRESENT:
Charter Elements ●
PRESENT:
Vendor Engagement on Advisory Group Process ●
PRESENT:
What We've Heard from Vendors So Far ●
PRESENT:
Next Steps ●
PRESENT:
How to learn more and reach us
Q&A ●
PRESENT:
Zoom control & ground rules reminder.
Ask
participants to raise their
hand and he’ll call on them to speak or type their questions or comments in the chat. Ask that participants be respectful of time and others..● ACTION:
Facilitate and field questions.
Answer questions
or redirect them to
appropriate City staff or consultants to answer●
ACTION:
Stop screen share
to see people’s faces during
Q&A
7:30pm
(40 minutes)
Presentation #2: Proposed Business Transition Program ● ACTION:
Screenshare English presentation●
PRESENT
presentation
Q&A ●
PRESENT:
Zoom control & ground rules reminder.
Ask
participants to raise their
hand and he’ll call on them to speak or type their questions or comments in the chat. Ask that participants be respectful of time and others..● ACTION:
Facilitate and field questions. Answer questions
or redirect them to
appropriate City staff or consultants to answer●
ACTION:
Stop screen share
to see people’s faces during
Q&A
8:10pm
(20 minutes)
Presentation #3: Update on the economic studies + vendor survey● ACTION:
Screenshare English presentation●
Gives presentation
Q&A ●
PRESENT:
Zoom control & ground rules reminder.
Ask
participants to raise their
hand and he’ll call on them to speak or type their questions or comments in the chat. Ask that participants be respectful of time and others..● screenshare of the survey in-language.○
English Survey linked here●
ACTION:
Facilitate and field questions. Answer questions
or redirect them to
appropriate City staff or consultants to answer
73 ●
ACTION:
Stop screen share
to see people’s faces during
Q&A
8:30pm
(2 minutes)
Wrap up●
ACTION:
Screenshare English presentation●
PRESENT:
Thank you! Next Steps ●
ACTION:
Share in the chat:
We will continue to reach out to you:
- Estolano Advisors' outreach team will be at the market in December to conduct surveys
- Survey will run through January 2023
You can reach out to us:
- Sign up for emails / texts:
www.tinyurl.com/SJFleaM
- Website:
www.sanJoséca.gov/fleamarketvendors
- Email us at fleamarketsj@sanJoséca.gov
- Call us at: 408-535-8181 (you may leave a message for a call back in Spanish or Vietnamese)
February 9, 2023 Online Q&A Meeting
Timing
Item
6:55pm
Admit participants from the waiting room
7:00pm
(5-10 min)
Welcome & Present Instructions●
PRESENT:
Give introduction●
PRESENT:
Zoom & Breakout Room Instructions
Move participants to breakout groups●
ACTION:
help move people into their appropriate breakout
groups, if they’re having
trouble moving themselves●
As participants enter the room…○
ACTION:
Confirm participants in the room have reviewed
the charter or
watched the presentation. Move folks who want to watch the presentation first to the other breakout room.○
PROMPT:
Share your comments and feedback on the charter
in the chat as
we wait to begin. (Get a pulse of the overall sentiment, which topics and themes to focus on.)
7:10pm
(60 min)
Vendor Feedback
74 Group 2: Spanish Group - Q&A●
ACTION:
moderate public comments and questions, respond
when appropriate
Group 3: Spanish Group - Presentation + Q&A●
ACTION:
play presentation video
Scenario A: Don’t merge and do separate Feedback/Q&A●
ACTION:
moderate public comments and questions, respond
when appropriate
Scenario B: Merge with other Q&A group●
ACTION:
move all participants manually to the other
Q&A group, then move over
after.
Group 4: English Group - Q&A●
ACTION:
moderate public comments and questions, respond
when appropriate
Group 5: English Group - Presentation + Q&A●
ACTION:
play presentation video
Scenario A: Don’t merge and do separate Feedback/Q&A●
ACTION:
moderate public comments and questions, respond
when appropriate
Scenario B: Merge with other Q&A group●
ACTION:
to move all participants manually to the other
Q&A group, then move over
after.
Group 1: Vietnamese Group●
PROMPT:
to ask participants if they want to view the
video presentation or not
→
If
yes, play the video.●
ACTION:
moderate public comments and questions, respond
when appropriate
8:10pm
(5 min)
Wrap Up
Group 2: Spanish Q&A Group●
ACTION:
share slide of Next Steps●
ACTION:
share important links in the chat…
Group 3: Spanish Presentation & Q&A Group (if it hasn’t merged with Group 2 above)● ACTION:
share slide of Next Steps●
ACTION:
share important links in the chat…
Group 4: English Q&A Group●
ACTION:
share slide of Next Steps
75 ●
ACTION:
share important links in the chat…
Group 5: English Presentation & Q&A Group (if it hasn’t merged with Group 4 above)● ACTION:
share slide of Next Steps●
ACTION:
share important links in the chat…
Group 1: Vietnamese Group●
ACTION:
share slide of Next Steps●
ACTION:
share important links in the chat…
February 22, 2023 In-Person Vendor Meeting Agenda
Timing
Item
Additional Details
6:45pm
Doors Officially Open
Pre-Meeting Activities
(in 3 languages)●
Sign-in Table: Ask attendees to sign-in. Provide
handouts. Explain room layout.
Bilingual Vietnamese and
Spanish staff stationed at
welcome table
7:05pm
(5 min)
Pre-Presentation Welcome
Logistics
(
Kristy / Adolfo / Huong
)●
Point out food / welcome table●
Point out bathroom●
Point out daycare (in lobby)●
Point out comment cards
English Presenter
→
Spanish Presenter
→
Vietnamese Presenter
to
kick off
English Presenter
→
Spanish Presenter
→
Vietnamese Presenter
to
kick off to present logistics
English Presenter
→
Spanish Presenter
→
Vietnamese Presenter
to
present slides
Other staff
provides
floating support around the
room
7:10 pm
(20 min)
Presentation #1: Advisory Group - Final Charter●
Overview of the Advisory Group Charter●
Feedback received●
Any recommended changes
7:30pm
(20 min)
Reactions: Do you have any major concerns remaining?
→
Prompt:
Write down on the comment card / raise hand
to
speak (Nanci to pass around mic). Note: We may not be able to get to all comments/questions tonight, but we’ll make Bilingual Spanish staff
emcees and facilitates Q&A
76 sure to collect and review the comment cards after this meeting.
→
Statement about moving forward with the charter
7:50pm
(15 min)
Presentation #2: Application process for at-large
(general) vendor seats
English Presenter
→
Spanish Presenter
→
Vietnamese Presenter
to
present slides
8:05pm
(20 min)
Q&A: Do you have any questions about how to apply?
→
Prompt:
Write down on the comment card / raise hand
to
speak (Nanci to pass around mic). Note: We may not be able to get to all comments/questions tonight, but we’ll make sure to collect and review the comment cards after this meeting.
Bilingual Spanish staff
emcees and facilitates Q&A
8:25pm
(5 min)
Thank you and closing
-
Timeline
-
Next Steps
-
Contact & Additional Questions
English Presenter
→
Spanish Presenter
→
Vietnamese Presenter
to
present slides
8:30pm
(20 min)
Applications support / Event break-down and clean-up
Staff
to stick around to
support folks interested in
applying
77 Other
January - February 2023 Draft Charter Feedback Survey
78 79
80 81
82 83
84