Quarterly reports collect information that demonstrate the value of Main Street at the local, state and national level. In addition to sharing with Colorado Main Street, the data should be reported to the your Main Street board each quarter, and can be used in annual reports to local governments, funders, and volunteers, as well as in newsletters and letters to elected officials.
Reports are due to Colorado Main Street each quarter (on April 15, July 15, October 15, and January 15).
Best Practices
Collect information throughout the quarter rather than waiting until the report is due, using the tracking worksheet to record businesses opened and closed, employees gained and lost, properties sold, etc. as you learn about them. Educated guesses are fine.
Ask board members or other volunteers to assist in the collection of data – make it fun for them!
Relationship building is key! Meet personally with those who provide the information needed. Define exactly what you are requesting, why you are requesting it, and when you need the information. Be prepared to send them a reminder one to two weeks in advance of your report being due.
- County Assessor (buildings sold and valuations)
- Building Department (new building construction and values)
- Issued local businesses licenses (new business openings)
- Planning Department (new buildings, housing units, commercial units, zoning)
- Public Works (public works projects and infrastructure investment)
- Parks & Recreation (public parks investment)
- Economic Development Organization (DDA, BID, etc.) (public improvements)
- Chamber of Commerce (businesses opening/closing, number of employees, volunteer hours for events)
Use meeting minutes to help track volunteer hours for the statistics; minutes also help with the narrative.
Frequently Asked Questions
How much time will the statistics survey take to complete?
If you have been diligent about keeping track throughout the quarter, completing the survey should only take less than 30 minutes. If you have not stayed current, it may take you up to a week.
How much time will the narrative report take to complete?
Plan to spend two to four hours on the narrative. Keeping notes throughout the quarter helps.
The narrative gives Colorado Main Street a comprehensive idea of how your program is progressing so staff can help you address any concerns and provide technical support when needed.
What if there are no new statistics to report from one quarter to the next?
It is still important to completely fill out each category in the report. If you are unable to get an actual number, make an educated guess.
Completing the Narrative Report
The narrative report, updated quarterly, is cumulative for the calendar year, providing an annual picture of the revitalization efforts, successes, and challenges in your district.
Only a brief overview of big milestones/accomplishments and challenges is needed; a play-by-play is not necessary.
It can help both your local organization and Colorado Main Street celebrate successes and identify areas that might use some more attention.
Some of the questions may only need to be answered for Q1.
For Q2, Q3, and Q4 reports, be sure to save the form with a name designating the quarter.
Do not leave any sections blank (use n/a if there is nothing to report).
Include:
- A current board roster with names, business names, types of business, phone numbers, email addresses, and mailing addresses.
- Monthly manager reports to your board or local government (if available) and Main Street board meetings, or a summary of these.
- Any relevant materials (flyers, photos, project final reports, etc.); these can be valuable example for other program. (If only available in hard copy, list and note “available on request.”)
- Calendar of events with dates, times, locations, and brief descriptions. (An annual calendar is encouraged but quarterly calendars are fine.)
- Include photos of projects or events so the Colorado Main Street program can share statewide (staff loves photos).
Completing the Statistics
The statistics indicate your Main Street’s economic vitality, and interest in your downtown.
Business Openings and Closings
(Report on: Names and types of businesses, types of businesses, number of full-time employees, number of part-time employees)
Keep a business inventory in spreadsheet form to help identify new and lost businesses.
This also helps to identify your mix of businesses, the vitality of those businesses, and what types of businesses are coming and going can be valuable information for any new investors wishing to move into the district.
Note: Seasonal businesses should only be counted when they open for the first time and if they close permanently, just like any other business. Mobile businesses and food trucks should be counted if they spend the majority (more than 50 percent) of their business hours in the downtown district.
The best source for the information on businesses are municipal business licenses if required by your city or town. (Be sure to ask if the licenses are for all businesses or just those that collect sales tax.)
If there are not local business licenses for your community, keep an eye on empty spaces; if there is activity, stop by to introduce yourself and to learn about the business, including and how many full- and part-time employees are anticipated.
Commercial realtors and developers may also know what businesses are coming to the district.
Building rehabilitations and façade renovations
(Report the name of business or address of building, amount of private and investment, if the building is historically designated, if the building is more than 50 years old)
Improvements may be on the inside or the outside, whether it is a complete interior remodel or simply painting the outside of the building.
If the remodel or rehab is significant, check for building permits with the municipal building department.
If the information is not available from the local building department, consider asking the owner for a ballpark figure for the renovation. Solid working relationships and trust make it easier for the building owner to share information.
If the owner is reluctant to share the costs, estimates are fine.
Count these projects when they are completed.
New Construction
(Report name of business or address of building, amount of private and public investment)
New construction requires building permits, which should include a cost of construction estimate. Check with the local building department.
Also note the use of any public money in the construction.
Count the new building when it is complete and ready for occupancy.
Buildings Sold
(Report number of occupied and number of vacant properties sold.)
The county assessor keeps an inventory of all taxable properties within the county. Local realtors also may be able to get you this information.
For the quarterly report, only the current sale price is required.
The assessor also can provide the names of the seller and buyer, as well as the square footage of the property and the building, along with the previous sales price. This can be helpful in tracking the history of investment in the downtown.
Keeping a building inventory can help identify spaces for new businesses.
Public and Private Improvements and Infrastructure Projects
(Report total public and private investment on completed projects.)
Any investment your local government makes in downtown improvements is to be recorded, whether it is building a new bridge, adding trash cans, upgrading curbs and gutters, replacing the sewer line, or installing flower baskets.
Downtown improvements are generally through the Public Works Department; however, some may be through Parks & Recreation; check with the municipal contract officer or Finance Department for costs.
Do not include a public project until it has been completed.
Any private money spent on improving downtown public spaces should also be recorded, whether sponsoring a flower pot, installing a bike rack, or sidewalk replacements.
Use your best judgment if including as accurate information my not be obtainable, although good relationships can help with getting the information.
Housing Units
(Report number of housing units added.)
Count any new housing units made available in your Main Street boundary.
This is easier with an inventory of existing living units; a spreadsheet can be helpful for tracking.
Board and Volunteer Hours
(Report board and volunteer hours separately.)
Count both the number of board members and the number of hours served. This includes time spent in meetings. Minutes of meetings should list attendees.
Count both the number of other (non-board) volunteers and their hours spent in
Main Street meetings. Projects and events should also be counted as volunteer hours.
Consider circulating a sheet at your board meeting for members to record their time spent on Main Street projects and events.
Volunteers for any specific project should keep track of their volunteer hours and report them to the program manager. (This may be in a written summary of any project.)
Online tools are available for tracking volunteers, such as Volunteerspot, Volunteerhub, Volgistics, Samaritan Technologies, HandsOn Connect, and SignUpGenius.
Events
(Report name and date of events put on by Main Street, and the number attending.)
Events for quarterly reporting are those activities that require planning and promotion and are on a specified date for a specified amount of time (such as sidewalk sales, tree lighting ceremonies, farmers markets, or monthly art walks).
Each instance of a regularly scheduled series of events counts as an individual event, whether a weekly farmers market, monthly art walk, or concert series. However, a multi-day event (such as a three-day sidewalk sale or month-long shop local campaign) should only be counted once.
Count only those events that Main Street hosted or was involved in the planning: If an event was completely planned and executed by Main Street, that is a Main Street event; if Main Street collaborated with another organization and helped plan an event, that also counts as a Main Street event.
Note: If another organization puts on an event in the downtown district, but Main Street does not help in the planning, that is not to be counted as a Main Street event. However, if the Main Street program helps at this type of event (such as with clean up), that may be counted under volunteer hours.