EID Service Provider Application
Content
STATEMENT OF QUALIFICATIONS AND EXPERIENCE
The Salem Downtown Partnership (SDP) is a 501(c)(6) non-profit corporation recognized by the Internal Revenue Service. Our Articles of Incorporation (Attachment A) and Bylaws (Attachment B) are attached. The Salem Downtown Partnership Board of Directors is comprised of over 50% downtown property owners who pay the Economic Improvement District assessment, as required by our bylaws. We have fifteen board members, all whom own property and/or businesses in the district. Eight board members own property in the district. Thirteen board members have a business in the district. Members of our Board of Directors have extensive experience participating on boards serving our community, region and state. (See Attachment C) All the Board positions of the Partnership are newly elected in 2011. Each property owner in the EID, and each business owner in the Parking District were contacted by mail, and invited to run for the Board. In the same manner, all property and business owners were given the opportunity to vote for each candidate by mail. No person representing the major retailers downtown applied for a position on the new board. In order to ensure the board composition will represent the diversity and perspectives of all downtown stakeholders, the board will recruit a major retailer representative as a consultant to the board until a board position opens up. The majority of the property owners on the Board remonstrated during the 2008 EID election. This shows the Partnership has reached out to be inclusive of the remonstrative faction, to gain their support for the renewal of the EID. Their testimonies of support for the EID, if administered by the Salem Downtown Partnership, will positively influence other property owners leaning toward remonstrance. Thus, we are best positioned to successfully campaign for EID renewal. Demonstrated Financial Experience: Diane Gainsforth has been elected as secretary/treasurer of the Salem Downtown Partnership. Ms. Gainsforth has been a licensed Certified Public Accountant since 1990, as well as a licensed real estate broker and licensed tax consultant. She has been a member of the American Institute of Certified Public Accountants and the Oregon Society of Certified Public Accountants. Ms. Gainsforth acted as finance director of C.L. Newman Company of Salem and Bend for 17 years. Ms Gainsforth currently owns and manages several residential and commercial properties, including two properties in downtown Salem. Each member of the Board has experience managing business budgets. Board members have managed annual business budgets ranging from $100,000 to $3,000,000.
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STATEMENT OF PROPOSED SERVICES
The Salem Downtown Economic Improvement District is authorized by SRC 44.005 (a) in accordance with ORS 223.112 to provide the following services and activities. The actual services and activities budgeted for and to be provided by SDP were determined by matching the wishes of the constituents to their priority (as determined by a survey conducted May-June, 2011 (Attachment D)), and then constraining the organization to a $300,000 annual budget (Attachment E). Through sponsorships, grants, and memberships, we can raise additional revenue to support these services.
A. Planning or management of development or improvement activities.
SRC 44.005 (a) (1) How the services were selected: Board Priority and Survey Priority When the services will be completed: Ongoing, with annual review, unless specified. Demonstrable benefits: Partnerships to enhance planning, promote redevelopment, and attract business and investment downtown.
The Salem Downtown Partnership will work with the City through DAB, Urban Renewal Staff and the Downtown Revitalization Team to help promote programs and services available to downtown businesses and property owners through Urban Renewal programs. The Partnership office can serve as a clearing house for pamphlets and information from the Downtown Revitalization Team, and for referrals to the Downtown Revitalization Team. The Partnership staff will accompany Revitalization Teams to welcome new businesses to the downtown. The Partnership board can work with the Cityʼs Downtown Revitalization Team to identify problem properties and communicate in a supportive and positive way with building owners who need to make improvements to their property. DOWNTOWN “HEALTH CHECK-UP”: (Board Priority) The Partnership will share its annual Downtown “Health Check-up” findings with the Downtown Revitalization team and DAB so they may also use this information to evaluate, and better manage, their Urban Renewal projects. The Partnership will contract with a professional appraiser annually to gather detailed data on downtown property values, vacancy rates, rents, housing trends, and general economic health. Data will be collected March-May, and the report will be issued in June. Results from the annual “Health Check-up” will be used to track and evaluate how EID and Parking Fund investments have benefitted the downtown property, rents, vacancies and general financial health and vitality of the downtown EID. ENTERTAINMENT (HOSPITALITY) ZONE CONSULTANT: (Board Priority) The Salem Downtown Partnership is interested in studying the possibility of creating an Entertainment Zone in Downtown Salem. Consultant Jim Peters, of the Responsible Hospitality Institute, is an expert in creating successful entertainment zones nationwide. The Partnership is interested in hearing how a successful hospitality zone could increase property values, enhance the nightlife in the district, and decrease vacancies in the EID. The Partnership will develop support for this 2
plan in fall-winter 2011-12, then will secure matching funds and schedule the consultant for spring 2012. CITIZEN PARKING SUBCOMMITTEE: (Survey Priority #9) If approved by the City Council and DAB, the Partnership would create, staff and provide support for a Citizen Subcommittee to DAB on Downtown Parking District issues. This subcommittee would meet monthly, or as needed, to review issues, provide requested information and forward recommendations to DAB. This subcommittee would act as the mediator for any complaints within the Parking District, with an appeal process to DAB. This committee shall be advisory to DAB.
B. The conduct of activities in support of downtown retail and commercial business recruitment and development.
SRC 44.005 (a) (2) How the services were selected: Survey Priority & Board request When the services will be completed: Ongoing with annual review Demonstrable benefits: Decrease vacancy, increased participation, increased revenue to businesses.
THE “HOT SHEET” PROGRAM: (Survey Priority #14) The Partnership will build relationships with commercial realtors and other interested parties to provide them information on leasable space, or buildings for sale, within the downtown EID. The Partnership will create an “Available Downtown Property Hot Sheet” email blast, available by free subscription, similar to the State of Oregonʼs “Hot Sheet” program. The “hot sheet” will go out to subscribers and realtors immediately when a property becomes available for lease or sale, followed with a monthly update on all available property within the EID. WEBPAGE LISTINGS: (Survey Priority # 14) Available lease space, and buildings listed for sale, have been added as a webpage on our website. This list will be updated as buildings become available, are leased, removed from the market, or sold. Subject to quarterly review. BUSINESS RECRUITMENT AND RETENTION: (Survey Priority #14) For use as a recruitment tool, the Partnership will create a business recruitment “fact sheet”, including information on local demographics, retail and office businesses downtown, services available locally (such as office supplies and dining), and other important amenities (such as parking, access to government offices, hospital, Willamette University, parks, etc.) Completion date: Spring, 2012. The Partnership will continue to encourage existing businesses to remain in downtown by emphasizing to them their importance in our community. PROVIDE A VOICE ON PARKING: (Survey Priority #9) A successful parking management program is essential to successful business retention and new recruitment. The Partnership board will work to understand and represent the voice of the downtown community on issues related to parking, both on-street and off-street. WORKSHOPS: (Board Priority) The Partnership plans to hold informational meetings with expert speakers. The topics will include subjects such as “Writing a Commercial Lease”, 3
“Toolbox Opportunities for Building Owners”, and “Historic Landmarks, They are Your Friend”, etc.
C. The marketing and promotion of business, public events, and other activities occurring in the Salem Downtown Economic Improvement District
SRC 44.005 (a) (3) How the services were selected: Survey Priority & Board Priority When the services will be completed: Ongoing, unless specified Demonstrable benefits: Increased business revenue, Decreased Property Vacancy, Attract investment downtown, Improve appearance of property, Transparency, Empowering , increased Partnership with the Conference Center & State Capitol
Through print and electronic media, the Salem Downtown Partnership will provide an array of services to promote businesses and the downtown. Additionally, we will produce and promote events and create internet promotions which are designed to increase customer traffic and establish the downtown as the place for the community and visitors to meet, shop, dine and enjoy our historic assets. MAPS: (Survey Priority #3) The Partnership will continue to semi-annually update and publish our shopping & dining map for downtown visitors. The map will be available at the Conference Center, State Capitol, Travel Salem, Grand Hotel, Marion County jury room, Chamber of Commerce, Willamette University, downtown businesses, and other interested partners. GOOD IDEA FUND: (Survey Priority #4 & # 10) This concept was created in response to seeing downtown business owners creating solutions and designing events, only to be frustrated by lack of funds and support. The Partnership is committed to empowering the downtown community by offering financial support for events and activities which benefit an area of downtown (but not an individual business or property). The Partnership has elected to commit a large percentage of their budget to empowering creative “Good Ideas” as a way to encourage more businesses to participate in this fun new program. It is predicted the “Good Idea Fund” will leverage support for additional downtown events as well as “neighborhood” projects and promotions. EMPOWERING COMMITTEES: (Board Priority) The Partnership will adopt the National Mainstreet committee structure. The Main Street Program is a comprehensive approach to downtown revitalization. The Main Street Approach looks at downtown revitalization through the eyes of four standing committees: Organization, Design, Economic Restructuring, and Promotion. Committee membership will be composed of downtown constituents and interested parties from throughout the community. The Partnership Board will honor and respect the opinion and recommendations from the committees, and will work hand in hand with the downtown community to implement their recommendations, thus serving to encourage others to join committees and empowering them to improve the downtown experience for everyone. 4
EVENTS: (Survey Priority #5 & #6) Our survey showed strong support for continuing a strong First Wednesday program. First Wednesdays will be designed and scheduled by the Mainstreet Promotions Committee. The board and staff will support the recommendations of the Promotions Committee to ensure that ongoing responsibility for events such as First Wednesdays remains with the committee members. Staffʼs role is to provide support for the committee members to successfully implement the services the downtown community requests. EVENT PARTNERSHIPS: (Board Priority) The Partnership will work with new and existing downtown events, such as the Wednesday Farmerʼs Market and Riverfront events. It is highly cost effective to partner and help publicize/promote events which already bring people downtown. We can explore ways to move their customers around downtown and discover new shopping and dining opportunities. Partnering with events, such as the Farmers Market and Riverfront Park events, allows downtown an opportunity to promote a fun activity for our visitors and residents, and increase the success of businesses in the EID. NEW CHRISTMAS DECORATIONS: (Survey Priority #6) One item with high scores on our Downtown Services Survey was new Christmas decorations. The Partnership will form an ad hoc committee to engage the Salem community in selecting our new Christmas decoration scheme. New decorations will be installed for Christmas 2012. WEEKLY “SALEM PICKS”: (Survey Priority #8) The Partnership will contract with the company that writes and maintains the popular email marketing program, Portland Picks (www.portlandpicks.com). This company will build and maintain a similar weekly promotion program for downtown Salem. The “Salem Picks” email promotion will be sent to downtown businesses - who may forward it to their email customer lists. This will help build a broad subscribed base of downtown customers to the “Salem Picks” service. This is a cost effective, and fun, way to remind and encourage people to come downtown weekly to dine, shop and attend events. DOWNTOWN CONCIERGE: (Survey Priority #11) The Partnership will provide a staffed “concierge” table at the Conference Center during large conferences with out-of-town visitors. The Partnership will staff a similar concierge table in the lobby of the Capitol Building for the first few days during the opening of a legislative session. Maps will be available whenever the concierge table is not available. Concierge staff will be trained volunteer “Downtown Ambassadors”. WEBSITE: (Board Priority) The job description for the office support staff (.5 FTE) will require internet skills to update the organizationʼs website and provide weekly email communications to business and property owners. To keep businesses informed and to provide opportunities for their participation, the website also provides important information regarding ongoing programs and services.
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D. The provision of decorations, flowers, trash cans, planters, benches, banners, signage or other assets that generally benefit the Salem Downtown Economic Improvement District.
SRC 44.005 (a) (4) How the services were selected: Survey Priorities & Board request When the services will be completed: Ongoing, unless specified Demonstrable benefits: Increased participation, attract investment downtown, improving appearance of downtown, attract customers and increase business revenue and decrease vacancy.
HANGING BASKETS: (Survey Priority #1) The Partnership plans to follow the successful Hanging Basket program designed for McMinnvilleʼs downtown. Under the McMinnville program, businesses are offered large hanging baskets for free if they install a permanent automatic drip system to water the basket. If they do not install a drip system, they can buy the hanging basket at cost, but they must hand water the basket. Over a period of years, McMinnville has eliminated the annual cost of watering hanging baskets. WATER SPIGOTS: (Survey Priority #1 ) In the past, $8,000 has been budgeted annually to water and maintain hanging baskets. To encourage business owners to install permanent drip systems, the Partnership will offer small grants to building owners to install water spigots on their exterior walls adjacent to hanging baskets. Exterior spigots will also provide easy watering for sidewalk planters. Having water spigots will also remove the obstacle preventing most business owners from washing their sidewalks. Toolbox grants might be used as an additional incentive to install water spigots. STREETSCAPE IMPROVEMENTS: (Survey Priority #1) Streetscape improvements ranked as a very high priority item with citizens involved with Vision 2020 and in the recent Strategic Action Plan. The Partnership will solicit input from the downtown community and act as their advocate to promote Urban Renewal streetscape improvement opportunities. SIDEWALK PLANTERS: (Survey Priority #1) It has been the policy of the City of Salem to limit sidewalk planters to businesses who pledge to water and maintain the planter. Many businesses, who originally pledged to maintain a planter, have since moved or vacated downtown. The Partnership will contact businesses adjacent to existing planters to reaffirm their commitment to maintaining the planter. If they do not want the planter, the Partnership will offer to relocate the planter to a business who will pledge to maintain it annually. If businesses request more planters than are available, the Partnership will make a request to the Urban Renewal DAB to provide funds for additional sidewalk planters. The Partnership will form an ad hoc committee to investigate the feasibility of forming partnerships with community groups in order to provide quality, cost effective and beautiful planting and maintenance of our downtown planters.
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E. Cleaning and maintaining the off-street public spaces within the Salem EID.
SRC 44.005 (a) (5) How the service was selected: Survey Priority and Board Priority When the service will be completed: Ongoing in FY 2011-2012 Demonstrable benefits: Improve appearance of downtown, Increased customer attraction, increased Partnership with homeless community and the Union Gospel Mission
Any off-street public spaces, such as the plaza adjacent to Penneys, could be added to the sidewalk and alley power washing schedule. The Partnership does not intend to provide cleaning and maintenance of the City owned parking garages, or other private property. If the stakeholders identify additional cleaning needed, the board will review their request. POWER WASHING: (Survey Priority #2) Even though some businesses sweep daily, and hose their sidewalks every few months, it is still necessary to power wash the sidewalks regularly to remove gum, built up dirt, weeds and stains. The Partnership plans to partner with the Union Gospel Mission to provide labor for an ongoing sidewalk and alley power washing program. The Partnership will purchase power washers, including a steam power washer, for the Union Gospel Mission workers to use. Each morning, from 6 AM to 8:30 AM, Union Gospel Mission trained workers will power wash designated sidewalks and alleys in the downtown EID. This will be done beginning in spring and continue through the summer months. Fall and winter cleaning will be as needed in select areas. During all power washing, there will be a sandwich board sign on-site stating: “This cleaning project is being paid for by the downtown business and property owners with support from the City of Salem - we want to provide a clean downtown for your shopping and dining experience!” (final wording has yet to be determined). The Partnership will track missing sidewalk tiles and other deficiencies downtown and report them to the City of Salem. The Partnership will work in cooperation with the City to remedy these deficiencies. This project will be reviewed and adjusted quarterly.
F. Provision of safety and security in the public spaces within the Salem EID.
SRC 44.005 (a) (6) How the services were selected: Board Priority When the services will be completed: Ongoing in FY 2011-2012 Demonstrable benefits: Increased partnership with City
NON-DUPLICATION OF EXISTING SERVICES: (Board Priority) A portion of the Parking Tax paid by all businesses in the downtown Parking District has been historically dedicated to provide security services in the parking garages. City of Salem police officers have been assigned to patrol downtown sidewalks and the transit mall. Additionally, the City of Salem 7
provides friendly, uniformed Parking Officers throughout downtown. These Parking Officers provide a sense of security for customers, and they have been very helpful giving visitors directions and information. Additionally, they help with removal of illegally hung posters. The Partnership does not plan to duplicate these important services. SAFETY AND SECURITY TRAINING: (Board Priority) Annually, the Partnership will invite the Salem Police to provide downtown business and property owners training on fraud, avoiding bad checks, shoplifting, and customer safety. The police can also provide advice on how to deal with an angry or disruptive person on the sidewalk without putting our customers or employees in danger. SOCIAL NETWORKING WITH DOWNTOWN OFFICERS: (Board Priority) The Partnership will also invite the downtown police officers to participate in our social and networking opportunities to increase a sense of community and security within the downtown. As downtown workers become more familiar with the downtown officers, they will be more likely to call the officers when unsafe situations occur.
G. Any other economic improvement activity that specially benefits the Salem Downtown EID.
SRC 44.005 (a) (7) How the services were selected: Survey Priorities & Board request When the services will be completed: Ongoing Demonstrable benefits: Decrease problem vacancy, increase employment. Increased participation, empowerment, transparency, trust and communication.
INCLUSIVENESS, TRANSPARENCY AND ACCOUNTABILITY: (Survey Priority #7, #9, #12) (Board Priority) The Partnership is committed to promote Inclusiveness, Transparency, and Accountability in all relationships and in the delivery of services to the downtown community. The Partnership believes in offering opportunities to everyone, not just members of the organization. The Partnership believes relationships are strengthened by openness, transparency and accountability at every level, and in every deed. The Partnership pledges to communicate with business and property owners weekly and to invite business and property owners to monthly networking meetings via email and Facebook. We will solicit their views regularly through personal contact and surveys. These values are reflected in the Partnershipʼs newly amended and restated Bylaws and Articles of Incorporation. INCREASE INCLUSIVENESS: One of the major goals of the Salem Downtown Partnership is to provide opportunities for downtown business and property owners to be involved in committees and surveys which will help structure services the Partnership provides and recommend future projects for the board to discuss and approve. By their nature, business owners survive because they are highly skilled at problem solving and implementing a successful vision. The Partnership board will seek to use those skills to glean their good ideas and implement their vision to the benefit of downtown and the City of Salem.
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To ensure input comes from the full downtown community, the Salem Downtown Partnership will obtain input from the department stores, residents, retailers, offices, property owners, city staff, and customers, and will use that input in every discussion and decision the board makes. INCREASE TRANSPARENCY: A major goal for the Salem Downtown Partnership is to be fully transparent in their actions and deed. A full list of all current board members will be prominently displayed on the website at all times. Committee chairs and members will also be displayed on the website. Meeting times, agendas, and all approved minutes for board meetings will be posted on the “Meetings & Minutes” webpage. Also posted on the same webpage will be Downtown Advisory Board, City Council, Urban Renewal Agency, and CANDO meeting times and location.
PROPOSED BUDGET (Attachment E)
The attached budget reflects the priorities set in the May-June, 2011, Business and Property Owner survey to determine and prioritize desired downtown services (Attachment D). The budget is a twelve (12) month budget indicating how the EID and Parking Fund funds will be allocated in undertaking the projects and services described above, including administrative expenses and overhead. Please see Attachment E for budget information. The Salem Downtown Partnership acknowledges that a $300,000 budget is a minimal budget. Through sponsorships, grants, and memberships, we can raise additional revenue to enhance services.
PROPOSED PERFORMANCE MEASURES
COMPLAINT TRACKING & RESOLUTION: The Partnership will maintain a page on their website titled “Kudos and Complaints” for anyone to register a written complaint, or congratulate us for something good. The Partnership staff, volunteer or board member will acknowledge the complaint within 36 hours. The board will seek to resolve the complaint within one week. A follow up communication with the person who registered the complaint will be made to ensure the resolution is satisfactory. A phone number will also be available, but the preferred method is to receive the complaint in writing. EVALUATION METHOD: All complaints will be tallied, and resolution recorded annually as a measure of success. Customer Satisfaction Survey. ANNUAL DOWNTOWN CUSTOMER SATISFACTION SURVEY: During the last three months of the calendar year, the Partnership will conduct an annual Downtown “Customer Satisfaction Survey” to document the downtown communityʼs satisfaction with the Partnership organization and the services it provides, and identify any deficiencies needing to be addressed or additional services to be provided prior to the next yearʼs planning. Toward the end of the fiscal year, survey results will be submitted in an Annual Report to City Council. EVALUATION METHOD: Survey of constituents. THE ANNUAL “HEALTH CHECK-UP”: The Partnership will contract with a professional appraiser annually to gather detailed data on downtown property value, vacancy rates, rents, 9
employment trends, and general economic health. This report will be called the Annual “Health Check-up”. Data from the Annual “Health Check-up” will be used to track and evaluate how EID and Parking Fund investments have benefitted the downtown property and businesses, and the effect on the general financial health and vitality of the downtown EID. EVALUATION METHOD: Creation of baseline, then tracking trends in vacancy, rents and property values; trends in retail, office and housing development; employment trends. BUDGET TRANSPARENCY: The Partnership maintains a webpage titled “Budget” on their website and updates it quarterly so anyone can track where funds are being spent. The Partnership will provide quarterly updates on expenditures, and provide explanation of any expenditure or reallocation of a budget item that is over 15% higher than budget estimates. EVALUATION METHOD: Customer Satisfaction Survey. QUARTERLY UPDATES: The Partnership will provide quarterly written progress reports, which will be made available to the City, property owners, and businesses within the EID. Updates will include a summary of benefits received by the public, property owners and businesses based on the activities, services, and programs completed that quarter. The report shall include a breakout of the activities and related costs for those activities performed that quarter. This information will also be available on the “Budget” webpage. EVALUATION METHOD: Customer Satisfaction Survey.
EVIDENCE OF SUPPORT FOR THE PROPOSER
Recently, the Partnership completed several surveys with business and property owners. Two “Confidence Surveys” were conducted October through December, 2010. One survey was conducted with property owners (Attachment F), and the other was sent to business owners (Attachment G). An invitation was send via US Mail to all office and retail businesses and property owners on the Cityʼs EID and Parking Tax lists as well as residents on the Partnership email database. The purpose of the survey was to gauge the customer satisfaction with the services provided by Go Downtown Salem. A total of 68 people completed this online survey. The survey provided evidence of support for a different approach to downtown management. The “Survey of Services” (Attachment D), conducted May through June, 2011, was designed to prioritize what services the property and business owners value most. The list of possible services was compiled by research into what services other Downtown Associations offered in the Willamette Valley, services provided by Go Downtown over the past three years, and insight and creativity for new services from current business leaders. The invitation to take the “Survey of Services” was extended to business owners on the Cityʼs parking tax roles, and to property owners listed on the Cityʼs EID tax roles, via US Mail on May 9, 2011. The survey was posted on the Partnership main website page for 40 days. 74 people completed the survey on-line.
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In August, the Partnership mailed an outreach packet to all property and business owners in the EID (Attachment H). This outreach material included a statement of proposed services, the budget, a statement of qualifications/experience, and the proposed performance measures. Also included in the mailer was a self addressed, stamped post card which allowed recipients to register their support for the proposed budget and services. Recipients were also invited to a public meeting on August 24, 2011 to discuss the proposed budget and services. Approximately 30 downtown business and property owners attended the public meeting and voiced their support for the Partnershipʼs proposed budget. Additionally, 107 postcards were returned indicating support for the budget and services proposed. Additional outreach material that was mailed to downtown constituents is included in Attachment I.
ATTACHMENTS:
Attachment A
Attachment B
Attachment C
Attachment D
Attachment E
Attachment F
Attachment G
Attachment H
Attachment I
Articles of Incorporation Corporate Bylaws Board of Directors Survey of Services and survey results Proposed Budget Property Owners Confidence Survey Business Owners Confidence Survey, and combined results for both Business Owners and Property Owners Confidence Surveys Outreach to determine support for proposed budget Supplemental Outreach samples: March 3, 2011 - Letter sent to all property owners with information about the Salem Downtown Partnership and inviting board nominations. April 8, 2011 - Letter to all property owners containing mail-in ballot for the candidates to represent the property owners on the board. April 25, 2011 - Letter to all downtown businesses to invite nominations of business owners for the board election.
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May 5, 2011- Letter sent to all property owners asking them to become members. May 9, 2011 - Postcard sent to all business and property owners inviting them to the May 18th meeting at the Grand Ballroom. May 18, 2011 - The Partnership hosted a meeting on for the downtown community to learn more about the Partnership. June 1, 2011 - Letter to all downtown business owners containing mail-in ballot for the candidates of business owners board.
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The Salem Downtown Partnership (SDP) is a 501(c)(6) non-profit corporation recognized by the Internal Revenue Service. Our Articles of Incorporation (Attachment A) and Bylaws (Attachment B) are attached. The Salem Downtown Partnership Board of Directors is comprised of over 50% downtown property owners who pay the Economic Improvement District assessment, as required by our bylaws. We have fifteen board members, all whom own property and/or businesses in the district. Eight board members own property in the district. Thirteen board members have a business in the district. Members of our Board of Directors have extensive experience participating on boards serving our community, region and state. (See Attachment C) All the Board positions of the Partnership are newly elected in 2011. Each property owner in the EID, and each business owner in the Parking District were contacted by mail, and invited to run for the Board. In the same manner, all property and business owners were given the opportunity to vote for each candidate by mail. No person representing the major retailers downtown applied for a position on the new board. In order to ensure the board composition will represent the diversity and perspectives of all downtown stakeholders, the board will recruit a major retailer representative as a consultant to the board until a board position opens up. The majority of the property owners on the Board remonstrated during the 2008 EID election. This shows the Partnership has reached out to be inclusive of the remonstrative faction, to gain their support for the renewal of the EID. Their testimonies of support for the EID, if administered by the Salem Downtown Partnership, will positively influence other property owners leaning toward remonstrance. Thus, we are best positioned to successfully campaign for EID renewal. Demonstrated Financial Experience: Diane Gainsforth has been elected as secretary/treasurer of the Salem Downtown Partnership. Ms. Gainsforth has been a licensed Certified Public Accountant since 1990, as well as a licensed real estate broker and licensed tax consultant. She has been a member of the American Institute of Certified Public Accountants and the Oregon Society of Certified Public Accountants. Ms. Gainsforth acted as finance director of C.L. Newman Company of Salem and Bend for 17 years. Ms Gainsforth currently owns and manages several residential and commercial properties, including two properties in downtown Salem. Each member of the Board has experience managing business budgets. Board members have managed annual business budgets ranging from $100,000 to $3,000,000.
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STATEMENT OF PROPOSED SERVICES
The Salem Downtown Economic Improvement District is authorized by SRC 44.005 (a) in accordance with ORS 223.112 to provide the following services and activities. The actual services and activities budgeted for and to be provided by SDP were determined by matching the wishes of the constituents to their priority (as determined by a survey conducted May-June, 2011 (Attachment D)), and then constraining the organization to a $300,000 annual budget (Attachment E). Through sponsorships, grants, and memberships, we can raise additional revenue to support these services.
A. Planning or management of development or improvement activities.
SRC 44.005 (a) (1) How the services were selected: Board Priority and Survey Priority When the services will be completed: Ongoing, with annual review, unless specified. Demonstrable benefits: Partnerships to enhance planning, promote redevelopment, and attract business and investment downtown.
The Salem Downtown Partnership will work with the City through DAB, Urban Renewal Staff and the Downtown Revitalization Team to help promote programs and services available to downtown businesses and property owners through Urban Renewal programs. The Partnership office can serve as a clearing house for pamphlets and information from the Downtown Revitalization Team, and for referrals to the Downtown Revitalization Team. The Partnership staff will accompany Revitalization Teams to welcome new businesses to the downtown. The Partnership board can work with the Cityʼs Downtown Revitalization Team to identify problem properties and communicate in a supportive and positive way with building owners who need to make improvements to their property. DOWNTOWN “HEALTH CHECK-UP”: (Board Priority) The Partnership will share its annual Downtown “Health Check-up” findings with the Downtown Revitalization team and DAB so they may also use this information to evaluate, and better manage, their Urban Renewal projects. The Partnership will contract with a professional appraiser annually to gather detailed data on downtown property values, vacancy rates, rents, housing trends, and general economic health. Data will be collected March-May, and the report will be issued in June. Results from the annual “Health Check-up” will be used to track and evaluate how EID and Parking Fund investments have benefitted the downtown property, rents, vacancies and general financial health and vitality of the downtown EID. ENTERTAINMENT (HOSPITALITY) ZONE CONSULTANT: (Board Priority) The Salem Downtown Partnership is interested in studying the possibility of creating an Entertainment Zone in Downtown Salem. Consultant Jim Peters, of the Responsible Hospitality Institute, is an expert in creating successful entertainment zones nationwide. The Partnership is interested in hearing how a successful hospitality zone could increase property values, enhance the nightlife in the district, and decrease vacancies in the EID. The Partnership will develop support for this 2
plan in fall-winter 2011-12, then will secure matching funds and schedule the consultant for spring 2012. CITIZEN PARKING SUBCOMMITTEE: (Survey Priority #9) If approved by the City Council and DAB, the Partnership would create, staff and provide support for a Citizen Subcommittee to DAB on Downtown Parking District issues. This subcommittee would meet monthly, or as needed, to review issues, provide requested information and forward recommendations to DAB. This subcommittee would act as the mediator for any complaints within the Parking District, with an appeal process to DAB. This committee shall be advisory to DAB.
B. The conduct of activities in support of downtown retail and commercial business recruitment and development.
SRC 44.005 (a) (2) How the services were selected: Survey Priority & Board request When the services will be completed: Ongoing with annual review Demonstrable benefits: Decrease vacancy, increased participation, increased revenue to businesses.
THE “HOT SHEET” PROGRAM: (Survey Priority #14) The Partnership will build relationships with commercial realtors and other interested parties to provide them information on leasable space, or buildings for sale, within the downtown EID. The Partnership will create an “Available Downtown Property Hot Sheet” email blast, available by free subscription, similar to the State of Oregonʼs “Hot Sheet” program. The “hot sheet” will go out to subscribers and realtors immediately when a property becomes available for lease or sale, followed with a monthly update on all available property within the EID. WEBPAGE LISTINGS: (Survey Priority # 14) Available lease space, and buildings listed for sale, have been added as a webpage on our website. This list will be updated as buildings become available, are leased, removed from the market, or sold. Subject to quarterly review. BUSINESS RECRUITMENT AND RETENTION: (Survey Priority #14) For use as a recruitment tool, the Partnership will create a business recruitment “fact sheet”, including information on local demographics, retail and office businesses downtown, services available locally (such as office supplies and dining), and other important amenities (such as parking, access to government offices, hospital, Willamette University, parks, etc.) Completion date: Spring, 2012. The Partnership will continue to encourage existing businesses to remain in downtown by emphasizing to them their importance in our community. PROVIDE A VOICE ON PARKING: (Survey Priority #9) A successful parking management program is essential to successful business retention and new recruitment. The Partnership board will work to understand and represent the voice of the downtown community on issues related to parking, both on-street and off-street. WORKSHOPS: (Board Priority) The Partnership plans to hold informational meetings with expert speakers. The topics will include subjects such as “Writing a Commercial Lease”, 3
“Toolbox Opportunities for Building Owners”, and “Historic Landmarks, They are Your Friend”, etc.
C. The marketing and promotion of business, public events, and other activities occurring in the Salem Downtown Economic Improvement District
SRC 44.005 (a) (3) How the services were selected: Survey Priority & Board Priority When the services will be completed: Ongoing, unless specified Demonstrable benefits: Increased business revenue, Decreased Property Vacancy, Attract investment downtown, Improve appearance of property, Transparency, Empowering , increased Partnership with the Conference Center & State Capitol
Through print and electronic media, the Salem Downtown Partnership will provide an array of services to promote businesses and the downtown. Additionally, we will produce and promote events and create internet promotions which are designed to increase customer traffic and establish the downtown as the place for the community and visitors to meet, shop, dine and enjoy our historic assets. MAPS: (Survey Priority #3) The Partnership will continue to semi-annually update and publish our shopping & dining map for downtown visitors. The map will be available at the Conference Center, State Capitol, Travel Salem, Grand Hotel, Marion County jury room, Chamber of Commerce, Willamette University, downtown businesses, and other interested partners. GOOD IDEA FUND: (Survey Priority #4 & # 10) This concept was created in response to seeing downtown business owners creating solutions and designing events, only to be frustrated by lack of funds and support. The Partnership is committed to empowering the downtown community by offering financial support for events and activities which benefit an area of downtown (but not an individual business or property). The Partnership has elected to commit a large percentage of their budget to empowering creative “Good Ideas” as a way to encourage more businesses to participate in this fun new program. It is predicted the “Good Idea Fund” will leverage support for additional downtown events as well as “neighborhood” projects and promotions. EMPOWERING COMMITTEES: (Board Priority) The Partnership will adopt the National Mainstreet committee structure. The Main Street Program is a comprehensive approach to downtown revitalization. The Main Street Approach looks at downtown revitalization through the eyes of four standing committees: Organization, Design, Economic Restructuring, and Promotion. Committee membership will be composed of downtown constituents and interested parties from throughout the community. The Partnership Board will honor and respect the opinion and recommendations from the committees, and will work hand in hand with the downtown community to implement their recommendations, thus serving to encourage others to join committees and empowering them to improve the downtown experience for everyone. 4
EVENTS: (Survey Priority #5 & #6) Our survey showed strong support for continuing a strong First Wednesday program. First Wednesdays will be designed and scheduled by the Mainstreet Promotions Committee. The board and staff will support the recommendations of the Promotions Committee to ensure that ongoing responsibility for events such as First Wednesdays remains with the committee members. Staffʼs role is to provide support for the committee members to successfully implement the services the downtown community requests. EVENT PARTNERSHIPS: (Board Priority) The Partnership will work with new and existing downtown events, such as the Wednesday Farmerʼs Market and Riverfront events. It is highly cost effective to partner and help publicize/promote events which already bring people downtown. We can explore ways to move their customers around downtown and discover new shopping and dining opportunities. Partnering with events, such as the Farmers Market and Riverfront Park events, allows downtown an opportunity to promote a fun activity for our visitors and residents, and increase the success of businesses in the EID. NEW CHRISTMAS DECORATIONS: (Survey Priority #6) One item with high scores on our Downtown Services Survey was new Christmas decorations. The Partnership will form an ad hoc committee to engage the Salem community in selecting our new Christmas decoration scheme. New decorations will be installed for Christmas 2012. WEEKLY “SALEM PICKS”: (Survey Priority #8) The Partnership will contract with the company that writes and maintains the popular email marketing program, Portland Picks (www.portlandpicks.com). This company will build and maintain a similar weekly promotion program for downtown Salem. The “Salem Picks” email promotion will be sent to downtown businesses - who may forward it to their email customer lists. This will help build a broad subscribed base of downtown customers to the “Salem Picks” service. This is a cost effective, and fun, way to remind and encourage people to come downtown weekly to dine, shop and attend events. DOWNTOWN CONCIERGE: (Survey Priority #11) The Partnership will provide a staffed “concierge” table at the Conference Center during large conferences with out-of-town visitors. The Partnership will staff a similar concierge table in the lobby of the Capitol Building for the first few days during the opening of a legislative session. Maps will be available whenever the concierge table is not available. Concierge staff will be trained volunteer “Downtown Ambassadors”. WEBSITE: (Board Priority) The job description for the office support staff (.5 FTE) will require internet skills to update the organizationʼs website and provide weekly email communications to business and property owners. To keep businesses informed and to provide opportunities for their participation, the website also provides important information regarding ongoing programs and services.
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D. The provision of decorations, flowers, trash cans, planters, benches, banners, signage or other assets that generally benefit the Salem Downtown Economic Improvement District.
SRC 44.005 (a) (4) How the services were selected: Survey Priorities & Board request When the services will be completed: Ongoing, unless specified Demonstrable benefits: Increased participation, attract investment downtown, improving appearance of downtown, attract customers and increase business revenue and decrease vacancy.
HANGING BASKETS: (Survey Priority #1) The Partnership plans to follow the successful Hanging Basket program designed for McMinnvilleʼs downtown. Under the McMinnville program, businesses are offered large hanging baskets for free if they install a permanent automatic drip system to water the basket. If they do not install a drip system, they can buy the hanging basket at cost, but they must hand water the basket. Over a period of years, McMinnville has eliminated the annual cost of watering hanging baskets. WATER SPIGOTS: (Survey Priority #1 ) In the past, $8,000 has been budgeted annually to water and maintain hanging baskets. To encourage business owners to install permanent drip systems, the Partnership will offer small grants to building owners to install water spigots on their exterior walls adjacent to hanging baskets. Exterior spigots will also provide easy watering for sidewalk planters. Having water spigots will also remove the obstacle preventing most business owners from washing their sidewalks. Toolbox grants might be used as an additional incentive to install water spigots. STREETSCAPE IMPROVEMENTS: (Survey Priority #1) Streetscape improvements ranked as a very high priority item with citizens involved with Vision 2020 and in the recent Strategic Action Plan. The Partnership will solicit input from the downtown community and act as their advocate to promote Urban Renewal streetscape improvement opportunities. SIDEWALK PLANTERS: (Survey Priority #1) It has been the policy of the City of Salem to limit sidewalk planters to businesses who pledge to water and maintain the planter. Many businesses, who originally pledged to maintain a planter, have since moved or vacated downtown. The Partnership will contact businesses adjacent to existing planters to reaffirm their commitment to maintaining the planter. If they do not want the planter, the Partnership will offer to relocate the planter to a business who will pledge to maintain it annually. If businesses request more planters than are available, the Partnership will make a request to the Urban Renewal DAB to provide funds for additional sidewalk planters. The Partnership will form an ad hoc committee to investigate the feasibility of forming partnerships with community groups in order to provide quality, cost effective and beautiful planting and maintenance of our downtown planters.
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E. Cleaning and maintaining the off-street public spaces within the Salem EID.
SRC 44.005 (a) (5) How the service was selected: Survey Priority and Board Priority When the service will be completed: Ongoing in FY 2011-2012 Demonstrable benefits: Improve appearance of downtown, Increased customer attraction, increased Partnership with homeless community and the Union Gospel Mission
Any off-street public spaces, such as the plaza adjacent to Penneys, could be added to the sidewalk and alley power washing schedule. The Partnership does not intend to provide cleaning and maintenance of the City owned parking garages, or other private property. If the stakeholders identify additional cleaning needed, the board will review their request. POWER WASHING: (Survey Priority #2) Even though some businesses sweep daily, and hose their sidewalks every few months, it is still necessary to power wash the sidewalks regularly to remove gum, built up dirt, weeds and stains. The Partnership plans to partner with the Union Gospel Mission to provide labor for an ongoing sidewalk and alley power washing program. The Partnership will purchase power washers, including a steam power washer, for the Union Gospel Mission workers to use. Each morning, from 6 AM to 8:30 AM, Union Gospel Mission trained workers will power wash designated sidewalks and alleys in the downtown EID. This will be done beginning in spring and continue through the summer months. Fall and winter cleaning will be as needed in select areas. During all power washing, there will be a sandwich board sign on-site stating: “This cleaning project is being paid for by the downtown business and property owners with support from the City of Salem - we want to provide a clean downtown for your shopping and dining experience!” (final wording has yet to be determined). The Partnership will track missing sidewalk tiles and other deficiencies downtown and report them to the City of Salem. The Partnership will work in cooperation with the City to remedy these deficiencies. This project will be reviewed and adjusted quarterly.
F. Provision of safety and security in the public spaces within the Salem EID.
SRC 44.005 (a) (6) How the services were selected: Board Priority When the services will be completed: Ongoing in FY 2011-2012 Demonstrable benefits: Increased partnership with City
NON-DUPLICATION OF EXISTING SERVICES: (Board Priority) A portion of the Parking Tax paid by all businesses in the downtown Parking District has been historically dedicated to provide security services in the parking garages. City of Salem police officers have been assigned to patrol downtown sidewalks and the transit mall. Additionally, the City of Salem 7
provides friendly, uniformed Parking Officers throughout downtown. These Parking Officers provide a sense of security for customers, and they have been very helpful giving visitors directions and information. Additionally, they help with removal of illegally hung posters. The Partnership does not plan to duplicate these important services. SAFETY AND SECURITY TRAINING: (Board Priority) Annually, the Partnership will invite the Salem Police to provide downtown business and property owners training on fraud, avoiding bad checks, shoplifting, and customer safety. The police can also provide advice on how to deal with an angry or disruptive person on the sidewalk without putting our customers or employees in danger. SOCIAL NETWORKING WITH DOWNTOWN OFFICERS: (Board Priority) The Partnership will also invite the downtown police officers to participate in our social and networking opportunities to increase a sense of community and security within the downtown. As downtown workers become more familiar with the downtown officers, they will be more likely to call the officers when unsafe situations occur.
G. Any other economic improvement activity that specially benefits the Salem Downtown EID.
SRC 44.005 (a) (7) How the services were selected: Survey Priorities & Board request When the services will be completed: Ongoing Demonstrable benefits: Decrease problem vacancy, increase employment. Increased participation, empowerment, transparency, trust and communication.
INCLUSIVENESS, TRANSPARENCY AND ACCOUNTABILITY: (Survey Priority #7, #9, #12) (Board Priority) The Partnership is committed to promote Inclusiveness, Transparency, and Accountability in all relationships and in the delivery of services to the downtown community. The Partnership believes in offering opportunities to everyone, not just members of the organization. The Partnership believes relationships are strengthened by openness, transparency and accountability at every level, and in every deed. The Partnership pledges to communicate with business and property owners weekly and to invite business and property owners to monthly networking meetings via email and Facebook. We will solicit their views regularly through personal contact and surveys. These values are reflected in the Partnershipʼs newly amended and restated Bylaws and Articles of Incorporation. INCREASE INCLUSIVENESS: One of the major goals of the Salem Downtown Partnership is to provide opportunities for downtown business and property owners to be involved in committees and surveys which will help structure services the Partnership provides and recommend future projects for the board to discuss and approve. By their nature, business owners survive because they are highly skilled at problem solving and implementing a successful vision. The Partnership board will seek to use those skills to glean their good ideas and implement their vision to the benefit of downtown and the City of Salem.
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To ensure input comes from the full downtown community, the Salem Downtown Partnership will obtain input from the department stores, residents, retailers, offices, property owners, city staff, and customers, and will use that input in every discussion and decision the board makes. INCREASE TRANSPARENCY: A major goal for the Salem Downtown Partnership is to be fully transparent in their actions and deed. A full list of all current board members will be prominently displayed on the website at all times. Committee chairs and members will also be displayed on the website. Meeting times, agendas, and all approved minutes for board meetings will be posted on the “Meetings & Minutes” webpage. Also posted on the same webpage will be Downtown Advisory Board, City Council, Urban Renewal Agency, and CANDO meeting times and location.
PROPOSED BUDGET (Attachment E)
The attached budget reflects the priorities set in the May-June, 2011, Business and Property Owner survey to determine and prioritize desired downtown services (Attachment D). The budget is a twelve (12) month budget indicating how the EID and Parking Fund funds will be allocated in undertaking the projects and services described above, including administrative expenses and overhead. Please see Attachment E for budget information. The Salem Downtown Partnership acknowledges that a $300,000 budget is a minimal budget. Through sponsorships, grants, and memberships, we can raise additional revenue to enhance services.
PROPOSED PERFORMANCE MEASURES
COMPLAINT TRACKING & RESOLUTION: The Partnership will maintain a page on their website titled “Kudos and Complaints” for anyone to register a written complaint, or congratulate us for something good. The Partnership staff, volunteer or board member will acknowledge the complaint within 36 hours. The board will seek to resolve the complaint within one week. A follow up communication with the person who registered the complaint will be made to ensure the resolution is satisfactory. A phone number will also be available, but the preferred method is to receive the complaint in writing. EVALUATION METHOD: All complaints will be tallied, and resolution recorded annually as a measure of success. Customer Satisfaction Survey. ANNUAL DOWNTOWN CUSTOMER SATISFACTION SURVEY: During the last three months of the calendar year, the Partnership will conduct an annual Downtown “Customer Satisfaction Survey” to document the downtown communityʼs satisfaction with the Partnership organization and the services it provides, and identify any deficiencies needing to be addressed or additional services to be provided prior to the next yearʼs planning. Toward the end of the fiscal year, survey results will be submitted in an Annual Report to City Council. EVALUATION METHOD: Survey of constituents. THE ANNUAL “HEALTH CHECK-UP”: The Partnership will contract with a professional appraiser annually to gather detailed data on downtown property value, vacancy rates, rents, 9
employment trends, and general economic health. This report will be called the Annual “Health Check-up”. Data from the Annual “Health Check-up” will be used to track and evaluate how EID and Parking Fund investments have benefitted the downtown property and businesses, and the effect on the general financial health and vitality of the downtown EID. EVALUATION METHOD: Creation of baseline, then tracking trends in vacancy, rents and property values; trends in retail, office and housing development; employment trends. BUDGET TRANSPARENCY: The Partnership maintains a webpage titled “Budget” on their website and updates it quarterly so anyone can track where funds are being spent. The Partnership will provide quarterly updates on expenditures, and provide explanation of any expenditure or reallocation of a budget item that is over 15% higher than budget estimates. EVALUATION METHOD: Customer Satisfaction Survey. QUARTERLY UPDATES: The Partnership will provide quarterly written progress reports, which will be made available to the City, property owners, and businesses within the EID. Updates will include a summary of benefits received by the public, property owners and businesses based on the activities, services, and programs completed that quarter. The report shall include a breakout of the activities and related costs for those activities performed that quarter. This information will also be available on the “Budget” webpage. EVALUATION METHOD: Customer Satisfaction Survey.
EVIDENCE OF SUPPORT FOR THE PROPOSER
Recently, the Partnership completed several surveys with business and property owners. Two “Confidence Surveys” were conducted October through December, 2010. One survey was conducted with property owners (Attachment F), and the other was sent to business owners (Attachment G). An invitation was send via US Mail to all office and retail businesses and property owners on the Cityʼs EID and Parking Tax lists as well as residents on the Partnership email database. The purpose of the survey was to gauge the customer satisfaction with the services provided by Go Downtown Salem. A total of 68 people completed this online survey. The survey provided evidence of support for a different approach to downtown management. The “Survey of Services” (Attachment D), conducted May through June, 2011, was designed to prioritize what services the property and business owners value most. The list of possible services was compiled by research into what services other Downtown Associations offered in the Willamette Valley, services provided by Go Downtown over the past three years, and insight and creativity for new services from current business leaders. The invitation to take the “Survey of Services” was extended to business owners on the Cityʼs parking tax roles, and to property owners listed on the Cityʼs EID tax roles, via US Mail on May 9, 2011. The survey was posted on the Partnership main website page for 40 days. 74 people completed the survey on-line.
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In August, the Partnership mailed an outreach packet to all property and business owners in the EID (Attachment H). This outreach material included a statement of proposed services, the budget, a statement of qualifications/experience, and the proposed performance measures. Also included in the mailer was a self addressed, stamped post card which allowed recipients to register their support for the proposed budget and services. Recipients were also invited to a public meeting on August 24, 2011 to discuss the proposed budget and services. Approximately 30 downtown business and property owners attended the public meeting and voiced their support for the Partnershipʼs proposed budget. Additionally, 107 postcards were returned indicating support for the budget and services proposed. Additional outreach material that was mailed to downtown constituents is included in Attachment I.
ATTACHMENTS:
Attachment A
Attachment B
Attachment C
Attachment D
Attachment E
Attachment F
Attachment G
Attachment H
Attachment I
Articles of Incorporation Corporate Bylaws Board of Directors Survey of Services and survey results Proposed Budget Property Owners Confidence Survey Business Owners Confidence Survey, and combined results for both Business Owners and Property Owners Confidence Surveys Outreach to determine support for proposed budget Supplemental Outreach samples: March 3, 2011 - Letter sent to all property owners with information about the Salem Downtown Partnership and inviting board nominations. April 8, 2011 - Letter to all property owners containing mail-in ballot for the candidates to represent the property owners on the board. April 25, 2011 - Letter to all downtown businesses to invite nominations of business owners for the board election.
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May 5, 2011- Letter sent to all property owners asking them to become members. May 9, 2011 - Postcard sent to all business and property owners inviting them to the May 18th meeting at the Grand Ballroom. May 18, 2011 - The Partnership hosted a meeting on for the downtown community to learn more about the Partnership. June 1, 2011 - Letter to all downtown business owners containing mail-in ballot for the candidates of business owners board.
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