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HomeMy Public PortalAbout110_010_2015MSMOU_CCAR MAYOR fih �sr CITY MANAGER Jason Buelterman Diane Schleicher 1n CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tem IV. Janet LeViner Barry Brown > 't Rob Callahan CITY ATTORNEY Bill Garbett ft,, Edward M.Hughes Monty Parks r' , Paul Wolff o oCna�0�s ff 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: 2/12/15 Item: 2015 Georgia Classic Main Streets Memorandum of Understanding Explanation: The 2015 MOU is attached for the Mayor to sign. Two copies with required signatures from the Community must to be submitted to DCA prior to February 16, 2015. Budget Line Item Number (if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner(a.citvoftvbee.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—Executive Director, Development Authority/Main Street Phone/Email: 912/472-5071/cmortonna cityoftybee.org Comments: Date given to Clerk of Council 1/28/15 * * * P.O. Box 2749—403 Butler Avenue, Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX (866) 786-5737 t City of Ethics www.cityoftybee.org GEORGIA DEPARTMENT OF COMMUNITY AFFAIRS 2015 Georgia Classic Main Streets Memorandum Of Understanding MOU 1/1/2015 This document should be signed by all local parties (Mayor, Board Chair, Main Street Program Manager) and returned including original signatures to the Georgia Department of Community Affairs, c/o Billy Peppers, 60 Executive Park South, NE, Atlanta, Georgia 30329 by FEBRUARY 16, 2015. G E 0 R G l A Cente National r Main Street � �� 4 MAIN STREET 1 National Trustfbr Historic Pr eservation GEORGIA CLASSIC MAIN STREETS PROGRAM MEMORANDUM OF UNDERSTANDING 2015 Program Year This agreement is entered into and executed by the Georaia 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 Classic Main Streets 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 Streets Program for 2015. 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 identifies 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 salary consistent with those of other community and economic development professionals within the region. The program manager's salary should be paid in excess of minimum wage. 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 employed 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 maintain an identifiable and publicly accessible office space. 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 iv. Geographic Information Systems data(mapping support when available) 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). 7. Notify DCA in writing prior to any wholesale changes in the local program, including staff changes, major funding changes,change in organizational placement of the program or major turnover in the board of directors. Such notice should be within one business week of said changes when possible. 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 ApproachTA4 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(2015). 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. Meet a minimum of 6 times per year and minutes of each meeting are maintained and distributed. Such meetings should be open to the public and public notice should be given related to meeting times and agendas. 5. Attend training when possible to become better informed about the Main Street approach and trends for downtown revitalization and to support the downtown manager. 6. 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 and support staff, and provide for training and travel. B. Maintain current membership of the Local Main Street Program to the National Main Street Center and the Georgia Downtown Association 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 30th of the following month. (Example: March report due by April 30th). 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. Attend at least 1 Regional Managers meeting and 1 Statewide Managers meeting in 2015. B. At least one representative from the local program community must attend the 2015 National Main Streets Conference in Atlanta(March 30-April 1, 2015). C. Provide a minimum of 8 hours of volunteer services towards the 2015 National Main Streets Conference in Atlanta. These hours should be split as 4 hours of pre-conference support on a committee or conference assignment and 4 hours of support during the execution of the conference March 28-April 2, 2015. D. The downtown manager and/or board members are expected to attend at least one preservation-related training annually. E. DCA requires managers to attend at least 30 hours of training annually(including webinars,regional managers meetings, annual trainings,workshops,etc.) *A current list of training opportunities through DCA can be obtained at any time from the agency. 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. Maintain and preserve project files. Document downtown projects and other major local program information in a thorough and systematic fashion. Include relevant photos,art work,and press clippings when possible. Ensure a seamless transfer of project files to city representatives or successor manager in the event of personnel changes. ARTICLE 4: DCA AGREES TO- 1. Supervise all communications between 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 will offer a series of webinars (live and pre-recorded)on a diverse set of downtown related topics and will upload a copy of recorded webinars to the Georgia Main Street YouTube Channel. B. DCA will partner with the National Main Streets Center to coordinate and execute the 2015 National Main Streets Conference in Atlanta March 28-April 2, 2015. C. DCA will offer Regional Managers Meetings statewide. DCA will execute one meeting during the year in each of the 12 service delivery regions of the state as well as 3 statewide meetings in 2015. D. DCA will offer 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 with organizational issues that may prevent the successful progress of the Community's downtown revitalization strategy. A. DCA may provide assistance,directly or through partnerships, to assist in the execution of 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 upon observation of monthly reporting abnormalities, missing data or missing reports. If a community becomes delinquent in multiple reports, DCA may contact the local board chair or city administrator about the delinquency. B. DCA may assist in training local staff or volunteers in the reporting process. C. DCA will provide 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 Streets Program, including social media outreach, 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 31,2015. 2. This agreement may be terminated by DCA or the Community by written notice of 60 days. Termination of this agreement by the Community will result in the loss of local Main Street Designation. Communities that choose to terminate their Georgia Classic Main Streets Program affiliation will be required to formally apply for and participate in the Start-Up Program process if they desire to regain their National Accreditation in the future. 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. If at any point during the 2015 calendar year there is a change in the local program manager,the local program is required to submit a new MOU including the new manager's signature certifying that person's understanding of the requirements of this relationship. 5. 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: 2015 Program Year THIS AGREEMENT IS HEREBY EXECUTED BY AND BETWEEN THE PARTIES BELOW: LOCAL GOVERNMENT(COMMUNITY): City of Tybee Island February 12, 2015 Mayor/Chief Elected Official's Signature Date Jason Buelterman Printed Name Date Term Expires MAIN STREET BOARD OF DIRECTORS February 13, 2015 President/Board Chairperson's Signature Date Ted Lynch 2020 Printed Name Date Term Expires DOWNTOWN MANAGER February 13, 2015 Manager's Signature Date Chantel Morton July 2008 Printed Name Date Hired ❑ 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