2021 Mid-year Annual Assessment check-up (webinar)

Are you prepared for the upcoming Annual Assessment process? Are you sure of what will be expected of your community and how you can put your best foot forward? From Type-A planners to big-time procrastinators, and everyone in between, this webinar is for you.

In this presentation we will cover:

  • Communities that will present in 2022
  • What to expect if you aren’t presenting
  • How you can get prepared now to avoid extra work during the holiday season
  • How to set up your Dropbox account
  • Where you should currently be in the 2022 Annual Assessment process
  • What triggers a probationary status
  • Next steps you can take prepare yourself and your board for the assessment

 

 


The following regions and communities have been selected to give a Community Assessment Presentation in 2022:

Region 3: Avondale Estates, Canton, College Park, Douglasville, Fayetteville, Hampton, Hapeville, Holly Springs, Jonesboro Lawrenceville, Locust Grove, McDonough, Stockbridge, Stone Mountain, Suwanee,

Region 4: Villa Rica, Carrollton, Bowdon, Griffin, LaGrange,

(GEMS communities will be contacted directly regarding the 2022 accreditation process)

*If your community is not included in this list above this means you will not meet face to face with ODD staff for a presentation. For those communities that will not be presenting you will complete the 2022 Annual Assessment Check List and Affidavit with Requirements.


Meeting Locations: (address and dates are forthcoming)
Canton
Carrollton
Jonesboro

To reserve your space at the location and date of your choice, please visit us
online at: This form will be available October 1st. 


Each community will have two hours to meet with the Office of Downtown Development staff. During this time the local program manager will provide ODD staff with an overview of their local program, using the provided PowerPoint presentation template.  The information provided should be on events and programmatic accomplishments that occurred in 2017 – 20120. Presentations should last no longer than one hour. After the presentation, ODD staff will walk through the elements of each community’s annual assessment document with the community representatives present, in order to gain a better understanding of their current Main Street program’s standing. Communities will leave knowing their designation status for 2021 as well as any recommendations for the program moving forward.

Example Presentations from previous years are available for you below. You will notice that they are full of pictures illustrating both projects and the points they are trying to make. You can choose to use pictures over text to illustrate your point and to cover the topics outlined in the Presentation Template, but make sure you don’t miss any of the items we ask you to cover.


Acworth:  (Click on images below to view examples of past presentations)                                                                             

 

 

 

 

 

 

 

 

Dublin:

Communities are required to have at least 2 representatives from their program present, with one person being the Main Street Manager and the second being a board member, supervisor or elected officials. Programs that wish to bring additional participants are welcome to do so, but are asked to keep the maximum number of participants to 3 people total, due to Covid-19.


The 2022 annual assessment will be based on projects and accomplishments made throughout the 2021 calendar year. Communities that are designated as Affiliate or Classic Main Street cities and not in Region’s 3 or 4, will be required to submit the Annual Assessment Check List and Affidavit.

These documents include:

  • A signed copy of the Annual Assessment Checklist and Affidavit (Annual Assessment folder)
  • Map of Main Street program’s district boundaries (Annual Assessment folder)
  • Main Street program’s organizational chart (Annual Assessment Folder)
  • Mission and vision statement (Standard #2 folder)
  • Annual work plan (using DCA template, Standard #3 folder)
  • All board meeting agenda and minutes (Standard #5 folder)
  • Copy of the 2020/2021 MOU (Standard #5 folder)
  • Board roster (using DCA template, Standard #5 folder)
  • Main Street program bylaws (Standard #5 folder)
  • Annual budget, showing program revenue/expenses and monthly financial statements (Standard #6 folder)
  • Main Street Manager job description (Standard #7 folder)
  • Main Street Support Staff job descriptions (Standard #7 folder)
  • Training log and completion certificates for manager, staff and board members (Standard #8 folder)
  • All completed and submitted monthly Community Activity Reports (it is optional to place copies in Standard #9 folder)
  • A copy of the Main Street program’s membership with the National Main Street Center. (Standard #10 folder)

All the documents outlined above should be uploaded directly to your program’s 2021 (shared) Dropbox folder and filed under the specific folders as identified above. If you do not currently have access to your program’s shared Dropbox folder please reach out to Elizabeth Elliott at elizabeth.elliott@dca.ga.gov and we will work to get you connected.


Work Plans

It is important for managers to keep in mind that all designated Georgia Main Street Programs are required to have a work plan on file with the Office of Downtown Development. Work plans serve as an important tool to help guide the projects and scope of work for the Main Street program. A well developed work plan should help you focus on what’s important, measure your impact, and create accountability. So much of what happens to revitalize a downtown district originates from this planning process. Having a well developed, shared work plan with public buy-in, can help to grow city support and solidify the role the Main Street Program plays in downtown development. Below is an example of how a completed Main Street program work plan should look.

Download a Word document copy of the work plan here: Work Plan Template For Print


All Classic and GEMS designated Main Street programs are required to keep and maintain a Dropbox folder with all their program’s historical information. This Dropbox folder is set up by DCA and access is shared with the local Main Street manager, board members and key city staff as needed. Due to the volume of information maintained in these folder the Office of Downtown Development does require each program to adhere to a certain organizational structure within Dropbox for all files and supporting documentation. Attached you will find a link that will illustrate for you visually how your program’s Dropbox folder should appear along with a list of each item that should be visible within the individual sub-folders.

To request access to your program’s Dropbox folder please contact the Georgia Main Street team at mainstreet@dca.ga.gov

 


This is a simply formatted excel document that allows for Main Street Managers to track the training events and hours participated in by both the board and the manager, throughout year. Please also make sure to upload a copy of any supporting documentation such as certificates or awards to the “Standard 8” folder of the current year you are in.


The Board Roster template is an editable pdf that serves as a record of who in your Main Street community is currently serving as a member on your Main Street Board. This document is required to be updated annually and a copy of it should be uploaded to Dropbox under “Standard 5” of the current year. It is important to make sure that this document is filled out in it’s entirety to insure complete accuracy.

You can also access a copy of this document in excel Board Roster