Business Improvement Area Handbook 2010 Cover: St. Catharines BIA Table of Contents Important Note to User ...................................................................................................................................................IV FOREWORD: THE 2010 BIA HANDBOOK ..................................................................................................V INTRODUCTION TO BUSINESS IMPROVEMENT AREAS ...........................................................................2 Historical Context – the Bloor West Village BIA ..............................................................................................2 What is a BIA? ........................................................................................................................................................2 BIA Membership and Funding ..............................................................................................................................2 Functions of a BIA ...................................................................................................................................................3 Examples of BIA Activities ....................................................................................................................................3 Who May Benefit from a BIA?..............................................................................................................................4 ROLE OF THE PROVINCE .........................................................................................................................8 CHANGES TO THE LEGISLATION .............................................................................................................9 Change Highlights ..................................................................................................................................................9 Flexibility ...............................................................................................................................................................10 The City of Toronto Act, 2006 and Chapter 19 of the Toronto Municipal Code ....................................11 UNDERSTANDING THE RESPONSIBILITIES OF LOCAL BOARDS ............................................................14 Accountability Offices, Rules and Policies .......................................................................................................14 Meetings and Procedures ..................................................................................................................................16 ROLE OF THE MUNICIPALITY ................................................................................................................20 General Support .................................................................................................................................................20 Initiation and Participation .................................................................................................................................20 Establishing the Board of Management ..........................................................................................................21 Specific Roles of Municipal Council ..................................................................................................................22 Registering Objections ........................................................................................................................................22 Financial Monitoring ............................................................................................................................................23 Altering Boundaries .............................................................................................................................................23 I KEY STEPS IN ESTABLISHING A TRADITIONAL BUSINESS IMPROVEMENT AREA ................................26 1: Establish the Need – Business Case ..............................................................................................................26 2: Communicate with all Interested Parties ....................................................................................................28 3: Establish a Steering Committee ...................................................................................................................28 4: Establish Goals and Objectives ...................................................................................................................29 5: Prepare Preliminary Budget Proposals ......................................................................................................29 6: Establish Proposed Boundaries ....................................................................................................................30 7: Formalize a Request to the Municipality ....................................................................................................30 8: Notification of a Proposed BIA Designation .............................................................................................30 9: Pass a Municipal Bylaw ..............................................................................................................................31 MANAGING AND OPERATING A BIA ................................................................................................34 BIA Membership ..................................................................................................................................................34 Board of Management - Overview ................................................................................................................34 Typical Roles of the BIA Board of Management ..........................................................................................35 Budgets, Funding and Financial and Annual Reports ......................................................................................35 Selecting an Executive .......................................................................................................................................36 Establishing and Reviewing Committees .........................................................................................................36 Hiring Staff ..........................................................................................................................................................37 Establishing BIA Policies, Bylaws and Constitutions .....................................................................................38 Committees and Sub-committees ....................................................................................................................39 General Meetings ...............................................................................................................................................39 Board of Management and Committee/Subcommittee Meetings ..........................................................39 Rules of Order ....................................................................................................................................................40 Customary Order of Business at Meetings (Summary) ..............................................................................40 Quorum ..................................................................................................................................................................40 Reviewing and Assessing BIA Programs and Projects ................................................................................41 Annual Budget .....................................................................................................................................................42 General Expenditures ........................................................................................................................................42 Contracts ..............................................................................................................................................................42 Voting and Proxy Voting ...................................................................................................................................42 Elections ................................................................................................................................................................43 Consistency with Legislation ..............................................................................................................................43 Special Events ......................................................................................................................................................44 Seeking Volunteers .............................................................................................................................................44 Informal Partnerships .........................................................................................................................................44 FINANCIAL MANAGEMENT ...............................................................................................................45 Financial Planning .............................................................................................................................................45 Assessing Needs ..................................................................................................................................................46