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HomeMy Public PortalAbout100_020_MSMOU_CCAR1-9-14 MAYOR CITY MANAGER Jason Buelterman "�Y , Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Rob Callahan I CITY ATTORNEY Bill Garbett Edward M.Hughes Monty Parks ,q►Y,, U�- Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: 1/9/14 Item: 2014 Georgia Main Street Program: Memorandum of Understanding Explanation: The 2014 MOU is attached for the Mayor to sign. Two copies with required signatures from the Community must to be submitted to DCA prior to January 31, 2014. Budget Line Item Number(if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to ,jlevinerftcityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, Main Street Coordinator Phone/Email: 912/472-5071 /cmortoncityoftybee.org Comments: Date given to Clerk of Council 1/2/14 * * P.O.Box 2749-403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573-FAX(866) 786-5737 k City of Ethics www.cityoftybee.org ��1�� z���-�" Acv �� GEORGIA CLASSIC MAIN STREET PROGRAM iEo �ti� MEMORANDUM OF UNDERSTANDING /POGRi 2014 Program Year This agreement is entered into and executed by the Georgia Department of Community Affairs' Office of Downtown Development (hereinafter referred to as"DCA"), the City/Town of TYBEE ISLAND ,Georgia(hereinafter referred to as"Community"), the Local Main Street Program Board of Directors, and the Downtown Manager for the Community. DCA will enter into this agreement with the above parties to provide services in return for active and meaningful participation in the Georgia Main Street Program by the Community as specified below. This agreement outlines the necessary requirements set forth by DCA for the Community's participation in the Georgia Classic Main Street Program for 2014. DCA is the sponsoring state agency for the Georgia Classic Main Street program and is licensed by the National Main Street Center(hereinafter referred to as"National Program")to designate, assess,and recommend for accreditation Main Street programs within the State of Georgia. In recognition of the agreement by DCA,the Community,the Board of Directors, and the Downtown Manager to maintain an active Local Main Street Program, the parties have agreed to the following: ARTICLE 1: THE COMMUNITY AGREES TO— 1. Appoint or contract with an entity to serve as the Board of Directors for the local Main Street Program. The city council may not serve as the Main Street Board. 2. Set and review boundaries for the target area of the local Main Street Program. A. A copy of these boundaries should be on file with DCA at all times. B. The Community should work with the Board of Directors to review boundaries at least once every three years. 3. Employ a paid professional downtown manager responsible for the daily administration of the local Main Street Program. A. The downtown manager must have a job description that provides for at least half of their duties(if a full time employee)or all of their duties(if a part-time employee)that are directly related to Main Street activities. A copy of the job description should be on file with DCA at all times. B. The downtown manager should be paid a rate that is on par with other city staff or downtown managers in the surrounding area. C. The Community must notify DCA within one week of any downtown manager vacancy and the Community must appoint an interim downtown manager until the position is filled. DCA must have accurate contact information for the downtown manager at all times. D. Provide an annual evaluation of the downtown manager. If the manager is paid for by an entity other than the local government, require that entity to provide an annual evaluation and performance review. 4. Provide for local Main Street Program solvency through a variety of direct and in-kind financial support. A. If the downtown manager is an employee of the local Main Street Program and not the Community,the Community assures that the program has the financial means to pay for said manager for the period of this agreement. B. The local Main Street program must have a physical office presence. DCA encourages this space to be in the local Main Street program area. C. The local Main Street program must have funding sufficient to provide for travel and training for the downtown manager and the Board of Directors. 5. Assist the downtown manager in compiling data required as part of the monthly reporting process. A. Provide for a positive relationship between the downtown manager and key city staff to access the following information in a timely manner: Business license data ii. Building permit data iii. Property tax data B. Review reported data submitted by the downtown manager to assure accuracy. 6. Use the "Main Street" name in accordance with the National Main Street Policy on the Use of the Name Main Street (attached as Exhibit A). ARTICLE 2: THE BOARD OF DIRECTORS AGREES TO— 1. Assist the downtown manager in creating an annual work plan that incorporates incremental and meaningful goals related to the Main Street 4 Point Approach1M to downtown revitalization: organization, design, promotion and economic restructuring. A. The work plan should include specific tasks, committee assignments or a point of contact for the task, related budget needs, and a timeline. B. The work plan should be created on a Calendar Year format in concurrence with this Agreement(2014). C. A copy of the work plan should be on file and updated with DCA monthly as part of the monthly reporting process. 2. Provide opportunities for regular public engagement and support of the Local Main Street Program. A. DCA recommends a public downtown visioning event/town hall meeting at least once every three years. B. The Board should identify opportunities for volunteer support and assistance in executing the work plan. C. The Board should actively engage the community for financial and in-kind support of the local program. 3. Conduct at least one board training,orientation or planning retreat per year for the local program. 4. Attend training when possible to become better informed about the Main Street approach,trends for downtown revitalization and to support the downtown manager. 5. Assure the financial solvency and effectiveness of the Local Main Street Program. A. Adopt an annual budget that is adequate to support the annual work plan, maintain an office, support staff, provide for training and travel. B. The local Main Street Program must have a current membership to the National Main Street Center to be eligible for accreditation. C. Provide for policies to expend funds,enter into debt, and provide programming support for the local Main Street Program. ARTICLE 3: THE DOWNTOWN MANANGER AGREES TO- 1. Complete all reporting required by DCA to maintain National Accreditation of the local Main Street Program. A. Complete monthly economic and programming activity reports, including portions of said reports that are required as part of the local program assessment process by DCA. These reports must be completed by the 15th of the following month. (Example: January report due by February 15th) Failure to complete monthly reports in a timely manner may result in program probation, the loss of accreditation or removal of program designation. B. Participate in occasional surveys by DCA related to Main Street Programming. C. Provide documentation of all meetings,work plans, budgets,job descriptions, mission and vision statements for the organization. D. Provide documentation to support the work of the organization as it relates to the Main Street 4 Point ApproachTM, including information related to historic preservation as required by the National Main Street Center. E. Provide,from time to time, documentation related to local ordinances, plans, codes, and policies that are specific to the Community's downtown area. 2. Participate in training to broaden the impact of the local Main Street Program. A. DCA requires the manager to attend at least 3 Regional Managers meetings per year. B. DCA requires the manager to attend at least 2 DCA sponsored trainings per year, C. A current list of training opportunities through DCA can be obtained at any time from the agency. D. The downtown manager and/or board members should attend at least one preservation-related training annually. E. DCA expects managers to attend at least 30 hours of training annually(including webinars, regional managers meetings, annual trainings,workshops,etc.) 3. Respond to requests by DCA in a timely manner. 4. Take advantage of the Georgia Classic Main Street network of professional downtown managers, 5. All newly hired managers must complete Main Street 101 training with DCA within the first 12 months of employment in the local community. 6. Provide regular updates between the local Main Street Program and the Community. A. Managers are encouraged to provide at least quarterly reports to the local government. B. Managers are encouraged to provide copies of all minutes, budgets, and work plans to the local government in a timely manner. 7. DCA recommends that downtown managers become a member of the Georgia Downtown Association, a professional organization of downtown development practitioners. ARTICLE 4: DCA AGREES TO- 1. Supervise all communications to the Community, state government agencies and the National Main Street Center as it relates to the local Main Street Program. 2. Conduct a curriculum of training on an annual basis to assist the downtown manager,the Main Street Board, and the Community with the local downtown revitalization program. A. DCA offers a monthly webinar series on a diverse set of downtown related topics in a live format and recordings of such training online. B. DCA offers an annual spring training event with curriculum set to beginner, intermediate and advanced levels. DCA encourages all downtown managers, Board members and the Community to attend the training covered under this agreement February 24-28,2014 in Douglasville, Georgia. C. DCA partners with the Georgia Downtown Association to co-host the annual Georgia Downtown Conference and encourages all downtown managers, Board members and the Community to attend the event covered under this agreement August 20-22 in Decatur, Georgia. D. DCA offers monthly Regional Managers Meetings statewide. There are 15 said meetings scheduled for 2014. E. DCA offers a New Managers Retreat for all managers with less than 3 years of experience for a date to be determined in 2014. F. DCA offers a Seasoned Managers Retreat for all managers with at least 3 years of experience for a date to be determined in 2014. G. DCA offers technical assistance training throughout the year related to the Main Street 4 Point ApproachTM, either directly instructed by DCA staff or through a partner agency. 3. Assist local Main Street Programs through organizational issues that may prevent the successful progress of the Community's downtown revitalization strategy. A. As needed, DCA may provide for local organization strategy sessions,trainings, retreats, and community visioning sessions. B. DCA may assist communities in selecting candidates for the position of downtown manager as requested. C. DCA may require a local Main Street Program to host an on-site assessment visit if the program has had a major leadership or organization change, is currently in a probationary status, or is in jeopardy of losing accreditation or designation status. 4. Provide timely assistance and guidance to the Community as a result of requests for service, monthly reports,or the annual assessment process. A. DCA may contact a community based on monthly reporting abnormalities, missing data or missing reports. B. DCA may assist in training local staff or volunteers in the reporting process. C. DCA provides unlimited telephone consultations with local programs. D. DCA will attempt to provide on-site assistance as feasible. 5. Provide ongoing press coverage of the Georgia Classic Main Street Program, including social media outreach and to recognize and publicize the work of local programs. 6. Provide access to resource materials, sample codes and ordinances, organizational documents, and templates for local programs. 7. Conduct an annual program assessment for the Community highlighting success and opportunities for improvement. 8. Provide design services to the local program at a discounted rate. Services may include phone consultations, site visits, design training,services for local property owners and merchants,conceptual drawings, property plans and layouts, corridor plans and strategies, historic preservation plans,and historic research, among other services as requested. 9. Provide economic development assistance to encourage small business development, real estate development and property rehabilitation within the downtown area. ARTICLE 5: ALL PARTIES AGREE THAT- 1. This agreement shall be valid through December 31, 2014. 2. This agreement may be terminated by DCA or the Community by notice of 60 days. Termination of this agreement by the Community will result in the loss of local Main Street Designation. 3. If the Community, Board of Directors and/or Downtown Manager fail to fulfill their obligations set forth in this agreement, DCA reserves the right to determine a course of action for the local Main Street Program as it deems appropriate. Such course may include probation, loss of accreditation or termination of designation. 4. Any change in the terms of this agreement must be made in writing and approved by both parties. GEORGIA CLASSIC MAIN STREET PROGRAM MEMORANDUM OF UNDERSTANDING: 2014 Program Year THIS AGREEMENT IS HEREBY EXECUTED BY AND BETWEEN THE PARTIES BELOW: LOCAL GOVERNMENT(COMMUNITY): CITY OF TYBEE ISLAND Mayor/Chief Elected Official's Signature Date Jason Buelterman Printed Name Date Term Expires MAIN STREET BOARD OF DIRECTORS TYBEE ISLAND MAIN STREET Organizational Name ai '(' f2) /i7 PresidentlBoard Ch irpercon's Vice Chair Signature* Date Ted Lynch 2015 Printed Name Date Term Expires *Vice Chair signature provided per approval from DCA, due to Board Chair beginning City Council term on January 2, 2014. DOWNTOWN MANAGER ign-- _ /2 - 3/- i3_ Manager's ignature Date Chantel Morton 2008 Printed Name Date Hired Cl Please check here if this position is vacant. GEORGIA DEPARTMENT OF COMMUNITY AFFAIRS OFFICE OF DOWNTOWN DEVELOPMENT GEORGIA CLASSIC MAIN STREET PROGRAM Director's Signature Date Billy Peppers, Director,Office of Downtown Development Phone 404-679-3101 Georgia Department of Community Affairs Email: billy.peppers @dca.ga.gov 60 Executive Park South,NE Atlanta,Georgia 30329