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FrvrBVFFlFiiEFFiI THE HERrtacE caNADa FouhroaTroN I
FIRST RESOURCE TEAt"l REPORT
TERMS OF REFERENCE
FOR MORE INFORMATION:
Glen LooAssistant Di rector :
Cornmercial and Economic DevelopmentI,{ain Street Canada Progranune
The Heritaqe Canada Foundation306 Me tca l f e S t ree t
Ot tawa, Ontar ioCanada KIP 5R4
Te lephone : (613 ) 237 -1066
January, 1986
P:PROPOSAL
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First Resource Team Report
Terms of Reference
CONTENTS
I. The Terms of Reference
I I . Background
III. The Scope of the Resource Tearn Report
A. The Object ives of theResource Team
B. Team Members
IV. Responsib i l i t ies/Methodology
A. General ResponsiJr i l i t iesB. Speci f ic Responsib i l i t ies
V. T imetab]e
VI. Sources of Information
VI I . Deta i ls of the Proposal
VI I I .Method of Payment
Appendix A - The Publ-ic l4eeting
Appendix B - Outl-ine of First ResourceTeam Report
Appendix C - Schedule of Events
Appendix D - Contracts Available
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J t { u r I J i J . J g J rI THf HERNAGE CANADA FOT'NDATION I
First Resource Team Report
Terms of Reference
I. THE TERMS OF REFERENCE
Main Street Canada helps communities across Canada to revitafize thebusiness and architectural environments of their downtowns. Resource Teamsare dispatched to the towns to rnake an assessment of the community's goalsand pr ior i t ies at the beginning of the pro ject . The Terms of Referenceprovide guidelines for proposals for consultants wishing to participate asResource Team members.
II. BACKGROUND
At the opening of a Main Street Project, it is important to create anorder of object ives, pr ior i t ies, and act ions for the changes we hope to setin motion. To accomplish this, a team of experts -' a Resource Team -- wiIIvisit the project to augment the data obtained in the Preliminary DataCol lect ion phase of the Project Moni tor ing and Evaluat ion System (PMES).
These Teams wil l be composed of four to eight professionals who areexperts in different facets of downtown revitalization and the l"lain StreetCanada approach. As a member of the Resource Team, you wil l be helping tomake the assessment of the current business and/or design s i tuat ion.Through interv j -ews, meet ings, and observat ions, the Resource Team wi l lassemble a bodv of knor,rledqe which can then be disti l led into a pubficrepor t .
III. THE SCOPE OF THE RESOURqE TEAM REPORT
The Object ives of the Resource Team
The Resource Team Report has three goals:
1. Objectives of the Cornmunity
The Resource Team will make an enumeration of the goals of thetown and the rnerchants. This enumeration wil l become the long-term guide for the progranme and wil l be used, to measure itsef fects on the town. I
2 . P r i o r i t i es
For the short and medium term, the Resource Tean wil l create al is t o f pr ior i t ies for the Main Street Progrannne. This wi l lg ive the Main Street Of f ice a d i rect ion for i ts energies.
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3 . Base l i ne Da ta
The v is i t wi l l synthesize the data col lected dur ing thePrel iminary Data Col lect ion phase wi th on- the-spot observat ionsin order to create a basel ine for fu ture assessments.
B. Team Members
The Resource Tean wil l be made up of a combination of townspeople andouts iders. The townspeople can provide the ins ights and the exper iences ofthe community which no outsider can learn in a short visit. The outsiderscan provide the objectivity and expertise which the town may not have.
The members of
Team }4ember
the Team wi l l inc lude some or a l l o f the fo l lowinq:
Project Co-ord inatorRegional Co-ordi-natorHead Office RepresentativeTown Government RepresentativeBusiness Associat ion Representat iveConsultantConsultantConsultantConsultant
Respons ib i f i t i es
Team captain and administratorResource personResource personResource personResource personorganization and ManagernentDesignMarketingCommercial and Economic
Development
The Resource Tearn wil l be captained by the Project Co-ordinator whobridges the gap betveen the town and the outsiders. The writer of thereport wil l be the Consultant-Commercial and Economic Development. Thenumber of consultants wil l vary depending on the needs of the town but wil la lways have at least two consul tants ' - the f i rs t responsib le for design andthe second responsib le for business refated issues.
IV. RESPONSIBILITlES/I€THODOLOGY
A. General Responsib i l i t ies
The Resource Team's general responsib i l i ty is to synthesize:
I. t lae data provided through the PMES;2. the v iews expressed dur ing the publ- ic meet ingi*3. the observations they make through the site visit; and4. their personal interviews with the cit izens of the town
to meet the object ives set out in th is paper.
See Appendix A for deta i ls concerning the publ ic meet ing.
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The members of the Resource Team have specific responsibil i t ies asresource peopler ds adminis t rators, or as consul tants. Fur thermore, theconsultants are divided into writ ing and non-writ ing consultants. The non-writ ing consultants are responsible for making observations in theirass igned areas and thereaf ter producing a set of notes. These notes wi l l beused by the Consul tant - wr i ter to produce a f ina l repor t . **
Resource people wi l l be cal led upon by the consul tants ' to prov idespeci f ic in format ion and to act as a condui t for the v iews of thei rconst i tuencies. Adminis t rators are responsib le for the operat ion andlogist ica l support of the v is i t .
Speci f ic Responsib i l i t ie s
Consultant - Report Writer
1. Ident i fy the most important issuesTeam.
to be addressed bv the Resource
2 . l ' lake observations in your reporting area ( s ) as outl ined inAppendix B - Outline of First Resource Team Report.
3. Make general observations of the current situation in otherreport ing area(s) as out l - ined in Appendix B - Out l ine of F i rs tResource Team Report.
4. Per form other act iv i t ies out l ined in Appendix C - Schedule ofEvents.
5. Synthesize your own observations, the notes and observations madeby the Consultant - Non-Writers, and the data collected during thePreliminary Data Collection Phase of the PI{ES to produce a reportbased on Appendix B - Outline of First Resource Team Report.
Consultant - Non-I\ 'r iter
Identify the most important issues to be addressed by the Resource'lra a m
2. I lake obsenrat ions in your repor t ing area(s) as out l ined inAppendix B - Orttine of First Resource Team Report.
** See Appendix B for the outl ine of the First Resource Team Report.
l .
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3. l, lake general observations of the current situation in otherreport ing area(s) as out f ined in Appendix B - out l ine of F i rs tResource Team Report.
Per form other act iv i t ies out l ined in Appendix C - Schedule of
Events.
Provide notes and observations to Consultant - Report writerconcerning your reporting area (s) outl ined in Appendix BOut l i .ne of F i rs t Resource Team Report .
TTMETABLEv .
Eighteen Resource Teams wi l l be staf fed f rom Iu larch to July 1986.
Each Team will spend tiree days at a location.
A draft of the report wil l be subrnitted by the Consultant - ReportWriter to the Heritaqe Canada Foundation for review bv the end of thesecond week af ter the s i te v is i t .
4. A final report wil l be submitted by the Consultant - Report writer tothe Heritage Canada Foundation by the end of the fourth week after theend of the s i te v is i t .
VI. SOURCES OF INFORMATTON
Team members are provided with the data collected from the PreliminaryData CoLlection phase of t}e PMES. Members wilJ receive some or all of thefo l l ow ing :
1. Econornic Development Survey2. Commercia l Act iv i t ies Survey3 . Con tac t L i s t4. Needs Assessrnent5. l lain Street Town - Consumer Analysis Survey6. l ' lonthly Reports since September, 19857. Annual Report
In add,it ion, each tearn member wil l receive a copy of the First ResourceTeam - Report Guidelines containing a detailed set of notes explaining theirresponsibil i t ies and a schedule of events with tirnes and locations
MAIN STR.EET CANADA Page 6
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THE HERTTAGE cANAoA FouNoAToN I
VII. DETAILS OF THE PROPOSAL
l . Submit proposals in t r ip l icate to:
Glen LooAssistant Di rector :
Commercial and Economic Developrnentl4ain Street Canada PrograrnmeThe Her i tage Canada Foundat ion306 }4etcaI fe StreetOt tawa, Ontar ioCanada KIP 5R4Te lephone : (613 ) 237 -1066
2. The f ina l repor t wi l l be publ ished under Her i tage Canada Foundat ion orl4ain Street Canada cover.
3. Proposals may be for ind iv idual or mul t ip le Resource Tean contracts.See Appendix D for contracts available.
4. Proposals shal l inc lude:
A. A tentative schedule for completing the study excluding theactual s tar t date. Star t inq dates of par t icu lar ResourceTeams have not been set .
B. A curriculum vitae for professional personnel and their rateof remuneration. Approval must be obtained from HeritageCanada Foundation before personnel mav be substituted.
C. See Appendix o for available positions. Suppliers may submitproposals for ind.ividuaf positions on:
a. Teams with three or four consultants
i. Consultant - Organization and },tanagement (non-
wr i ter)i i . Consul tant - Design (non-wr i ter)
i i i . Consul tant - Market ing (non-wr i ter)
iv. Consul-tant - Cormnercial and Economic Develop-ment (report writer)
or b. Teams with two consultants I
i . Consul tant - Design (non-wr i ter)
i . Consul tant - Business ( repor t wr i ter)
D. A total maxirmrm price including all fees and expenses.costs should be i temized in deta i l .
The
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THF HERnacE CANApa FOTJhIOAT|oN I
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E- corporate in format ion should be provided, inc luding adescr ipt ion of s imi lar s tudies wi th which the f i rm has d i rectexpe r i ence .
5- No portion of the work may be subcontracted without the writtenapproval of the Heritage Canada Foundation. The primary contractorshal l be responsib le for the gual i ty of work per formed, costs involved,t iming, and per formance of subcontractors.
VIII.I"IETHOD OF PAYI'IENT
1. PaYment wi l l be on a t ime basis for s taf f , which inc ludes overhead andmanagement.
Travel expenses shal l be b i f led separatery, but are to be incruded inthe statement of costs.
Travel t ime shal l not be b i l led.
Tota l b i l l ing shal l not exceed the consul tantrs proposed est imatewithout prior written approvar from the Heritage canada Foundation.
consul tant - wr i ter : Aggregate payment sharr not exceed 75t of theapproved total cost of the estimate unti l the final report has beenapproved and delivered.
6- Consultant - Non-wri ter: Aggregate payment shal l - not exceed 75* of theffi the estimate until notes have been approved bythe Heri tage Canada Foundat ion.
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Purpose
The publ ic meet ing istown who wil l be affected bythe meet ing, the Resourceconcerning the pr ior i t ies ofactors wi th an af fect onknown.
APPENDIX A
THE PUBLIC }4EETING
a forum to obtain the views of parties in thethe I ' , la in Street rev i ta l izat ion process. Dur ing
Tearn wiLl attempt to solicit various viewsthe programrne. In th is fashion, the d i f ferentthe process wi l l be able to make thei r v iews
The goals of the publ ic meet ing are threefofd:
I. To introduce the l4ain Street Programme i-n more detail to thosetownspeople who are not fanil iar with the processi
2. To allow parties other than the business association and the towngovernment to make their views known; and
3. To aLlow members of the town government and the businessassociation other than the Resource Team representatives to airthei r v iews-
Format of Public Meeting
The public meeting j.s meant to be an informal exchange of informationabout Main Street and the l ife of the community. As a resuft, the meetingwill be made up of three parts: an introd,uction to the l4ain StreetPrograrnme; the l4ain Street movie; and d. iscussions, /presentat ions.
The Resource Team is particularly interested in learning from thecommunity rnore information in three areas:
1. The long term role for the town in the market place. Whatfunction can the town plav?
2. Goals for the chanqe process and thei r pr ior i tv .
3. The tasks which tJ:e programme must carry out to meet the goals andthei r pr ior i ty .
Groups are encouraged to make verbal presentations and/or writtensubmissions to the Resource Team. Verbal presentations should take nolonger than 10 minutes and should address the above issues.
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Who Will Attend
- l'lembers of the board of- The Resource Team- Representatives of other- Representatives from the- Other in terested Part ies
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the business associat ion
community associationstown government
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In t roduct ionMain Street movieDis cus s ion/Presentat ions
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- 1 9 1 5- 1 9 4 5- 2 0 0 0
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APPENDIX B
OUTLINE OF FIRST RESOURCE TEA},I REPORT
The Resource Team Report wil l undertake to make observations andrecommend,ations in five basic areas: Organization and l"lanagementi Marketing;Desigm; Commercial and Economic Development; and Growth Scenarios. Theoutline of the completed report is as foll-ows. '
Each sect ion is marked to show the responsib i l i t ies of the consuf tants.
Legend: 2Cons = lVo consul tant Resource Team3Cons = Three consuftant Resource Team4Cons = Four consultant Resource TeamC - Consul-tant - Conunercial and Economic DevelopmentO = Consultant - Organization and ManagementD = C o n s u l t a n t - D e s i g n
1 4 = C o n s u l t a n t - l , l a r k e t i n q
OUTLINE OT FIRST RESOURCE TEAI\4 REPORT
Responsib i l i tv of2Cons 3Cons 4Cons
ABSTRACT
EXECUTIVE SU}'IMARY
coNcLUsroNs
RECOM},ENDATIONS
INTRODUCTlON
1. Background
2. Four-Point Main Street Canada Approach
3. Reason for Report
4. Members of the Resource Team
5. Report l"lethodology
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THE MAIN STREET PROJECT
1. Br ief History of Town
2. Goals of the Main Street Programmein Project Town
3. Goals of the Community
ORGANIZATION AND I'IANAGEI'IENT
1. Int roduct ion
2 . Ma in S t ree t O f f i ce
a . S t a f fb . Budge t
Planning/Strategy
Actors in the Change Process
Attj-tude to Changea. Community/Townb. I"lerchantsc. l4ed. iad. Municipal Governmente. Provincial Governmentf. Chanber of Commerceg. Other Development Organizations
Responsib i l i tv of2Cons 3Cons 4Cons
C o r O
6. Concl -us ions
a. Current Strengthsb. Current l feaknesses
7. Recommendat ion of Pr ior i t ies, Act ions,and lmplementation Sched.ul-e
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D . MAR}GTING
In t roduct ion
Target Market Demographics
Competit ion
a. Surround. ing Centresb. Shopping l4a11sc. Other Connnercial Areas in Town
Responsib i t i ty of2Cons 3Cons 4Cons
C o f M
A Image
a . Packag ingb . Packag ingc . Se l f - Imaged. Image Helde . P re fe r red
Promotion
of Downtownof the Town
by OutsidersImage
a .
i
Y .
PlanningM o A i =
Co-operat ive Advert is ingInter ior Merchandis inqWindow DisplaysSpecia l EventsPromotions Outside the Main
Street Pro ject Area
6 . Conc lus ion
a. Current Strengthsb. Current Weaknesses
7. Recommendat ion of Pr ior i t ies, Act ions,and Implementation Schedule
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E. DESIGN
1. Int roduct ion
2 . The S t ree t
a. Street Beaut i f icat ionb . T ra f f i c F lowc . Pa rk ingd . I n f i l le . Publ ic Spacesf . Pedestr ian Traf f ic
3. The Bui ld ings
a. Bui ld ing Changesb. Facade Changesc . S i g n s
4. l, laintenance
5. Potent ia l Sources of Funding
6. Potent ia l Human Resources
7 . Conc lus ions
a. Current Strengthsb. Current Weaknesses
8' Recomm'*:ff:"::.::i";:lllii.o"'ions'
F. COM}ERCIAL AND ECONOMIC DEVELOPMENT
1. Int roduct ion
2. Economic Ind. icators
a. Population Growthb. Employment -
c . Incomed . Bus iness C losu res
Responsib i l i tv of
2Cons 3Cons 4Cons
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Principal Industrj-es
r D r i m a n r
b. Secondaryc. Industr ia l Parksd. Government
Tertiary
a. Reta i l Mixb . Re ta iL Sa fesc. Recruitmentd. Tour ism
Real Estate
a. Vacancy Ratesb. Adapt ive Re-Usec. Developmentsd. Bui ld ing Permi tse. Tax Assessments
6. Conclus ions
a. Current Strengthsb. Current Weaknesses
7. Reconunendat ion of Pr ior i t ies, Act ions,and lmplementation Schedule
SCENARIOS
IntroductionInfringement on Trading Area
by CornpetitorsDevelopments Which Will Have an
Effect on the L i fe, Vi ta l i ty ,and Growth of the Town
4. What Needs Should,/Can Downtown Fulfi115. What Should Downtown Become6. Recrui tment Possib i l i t ies7. opportunities/Q>tions/Scenarios for Growth
RECOMIENDATIONS
I. Overal l Pr ior i t ies and Act ions
2. Implementation Schedule
Responsib i l i tv of2Cons 3Cons 4Cons
cGROWTH
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APPENDIX C
SCHEDULE OF EVE}CIS
DAY ONE
Time 1 2 0 0 -1400
1400-1600
1600-1800
1800- 1900-1900 2100
Head Off ice Representat iveRegional Co-ord,inatorProject Co-ord inatorConsul tant , Organj-zat ion
and l'lanagementConsul tant , DesignConsul tant , Market ingConsul tant , Commercia l
and Economic DevelopmentTown Goverrunent Rep.Business Associat ion Rep.
x
X
XxX
Xx
x
XxX
I
I
I
XXX
IX
III
Y
i1'
x
xxY
TII\,18
1 2 : 0 0 - 1 4 : 0 0
1 4 : 0 0 - 1 6 : 0 0
1 6 : 0 0 - 1 8 : 0 0
ACTIVITY
Resource Team meet ing, in t ro-duct ions, and or ientat ion
Interview with !4avor
- In terv iew wi th head of busi -ness assoc ia t i on
loca1 P ro jec tconcerning thethe town
OBJECTIVE
- Orientation andbui ld ing
tean
Learn pol i t ica l objec-t ives
Learn business associa-t i on rs ob jec t i ves
G : i n i n e i r r h f s , O f t h e
towns people involvedin the change process
p rn i ec t C r r - n r r l i na to r t S
views of h is responsi -b i l i t i es
I
(Al ternat ive ly)
14 :00 - 19 :00 - I n te rv iew o the rs
1 9 : 0 0 - 2 1 : 0 0 - R r i o f i n a h r r
Co-ordinatorpr ior i t res of
= l"leeting or= Uncommitted
interviewinterview
to be attendedtime
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Day Tv/o
Time 8 0 0 -o ? n
9 3 0 -1 2 0 0 I900
1900- 2100-2100 2200
Regional Co-ordinatorProject Co-ord inatorConsul tant , Organizat ion
and ManagementConsul tant , DesignConsul tant , t larket ingConsul tant , Conunerc ia l
and Economic DevelopmentTown Government Rep.Business Associat ion Rep.
xX
x xx
X
X
XXX
xXX
Xx
xXx
XA
x
xx
III
TII"IE
8 : 0 0 - 9 : 3 0
9 : 3 0 - 1 2 : 0 0
1 2 : 0 0 - 1 9 : 0 0
1 9 : 0 0 - 2 I : 0 0
2 1 : 0 0 - 2 2 z O Q
ACTIVlTY
- Breakfast br ie f ing concerningchanges to logis t ics andinterviews
Tour of cornmunity includingMa in S t ree t p ro jec t a rea ,and other areas with animpact on the pro ject area
Lnterview time
Public meeting of board ofbus iness assoc ia t i on , t heResource Team and other in-terested par t ies
Day l\ lvo debriefing
OBJECTIVE
Team building andadjustments resul t ingfrom previous days 'meetj-ngs
Examination of the en-vironment of the chanqe
Gain ins ights of thetownspeople involvedin the change process
Receive submiss ions ofpar t ies af fected bythe progranune
- To share observations
= l, leeting or interview to be attended= Uncommitted interview time
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Day Three
I
t
I
I
I
I
I
I
t
I
I
I
I
I
Time 8 0 0 -Y J U
93 0-1800
l-800-2 0 0 0
2000-T
I
I
t
I
I
I
I
I
I
I
I
I
I
I
I
Regional Co-ordinarorProject Co-ord inatorConsul- tant , Organizat ion
and lrlanagementConsul tant , DesigrnConsultant, I '{arketingConsul tant , Commercia l
and Economic DevelopmentTown Government Rep.Business Associat ion Rep.
XY
Y
x
Y
V
XX
r 0t \
r&NI&N
I
XxX
Xx
TIME
8 : 0 0 - 9 : 3 0
9 : 3 0 - 1 8 : 0 0
1 8 : 0 0 - 2 0 : 0 0
2 0 : 0 0 o n w a r d s
A T'TT\/T TFV
Breakfast br ie f ing wi th Re-gional Co-ord inator to d is-cuss priorit ies of the town
Interview time and prepara-tion of notes by Consultant -Non-Wri ters
Dinner
Fina1 debr ief ing to shareobservations and to createp r i o r i t i es l i s t .
OBJECTIVE
Pr ior i t ies as seen bythe Regional Co-ord,in-ator
Gain ins ights of thetownspeople involvedin the change process
Thank you dinner forthe co-operat ion ofnon-paid resourcepeople
To share observat ionsand to synthesize andpr ior i t ize the var iousl i s t s
Presentat ion of notesby Consultant - Non-Writers to Consultant- Report Writer
No te :X = Meetj-ng or inte:rziew to be attendedI = Uncommitted interview timeN = Preparat ion of notes
MAIN STREET CANADAPage 18
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I rHE HERIAGE CANApA FOUNOATTON
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Resource Team Report
Ladysmith, BCWhitehorse, YTGrande Prairie. AT,Peace River , ALFort Mac1eod, AL*Dauphin, MNBrandon, MNPrescot t , ONSarnia, ONOwen Sound, ONSte . -Mar ie de Beauce , Que .S t . - Jean -su r -R i che l i eu , Que .Yarmouth, NSBr idgetown, NS*Windsor, NS*Shediac, NBCarbonear, NFS t . J o h n ' s , N F
APPENDIX D
CONTRACTS AVAILABLE
TeamS i z e
22222)a
)22222)
23
Contraets Avai lableBusines s
Y e sYesYesNoNoYesY e SYesYesYesY e sYesY e SYes
YeSYeS* *
Des ign
YesY e SYesNoY e sYesYesYesYes
YesYeSY e sYeS
YesYesY e s
* Specia l requi rements. See Glen Ioo for fur ther deta i ls .** Two business consultants required: Consul-tant - Iularketing (non-writer)
and Consul-tant - Commercial and Economic Development and Organizationand l4anagement (Report writer) .
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