This year's annual general meeting of the Fergus BIA will include a discussion of the 2010 budget, and BIA voting members should be receiving a detailed information package for the meeting this week.
Centre Wellington township clerk Marion Morris outlined some new procedures leading up to the March 29 AGM at last week's BIA symposium followup meeting.
There's been an understanding that because people run businesses in the downtown Business Improvement Area, they're voting members of the BIA, Morris said. But that isn't actually true under the legislation, she pointed out.
Assessed building owners are automatically voting members of the BIA. But those who own businesses, who may be tenants in buildings, for example, have to register with the township.
It's ownership or registration "that gives you the right to vote at the AGM," Morris said.
She discovered many business owners in the Fergus BIA weren't registered, and for the past few weeks BIA executive director Julia Tyndale-Biscoe, council-BIA liaison Walt Visser, and Morris have been pushing to get businesses registered.
It's important because "it's the general membership that gives approval to members of the board of directors," Morris said. And it's the general membership that approves the budget.
"You the general membership gives direction on the board and the budget," she said.
The BIA was set up by a Fergus bylaw that's a public document - everyone has the right to see it, she said.
Further, this year, voting members of the BIA - building owners and registered business owners - will get a detailed information package before the annual general meeting at the end of March that will include budget information.
Members will get budget figures and 2009 actual revenue and expenses, she said. "Our council expects nothing less that that … How can you make a decision unless you have all the information?"
The budget will drive the BIA's activities for the coming year, she said,
Packages were sent out last week, but Morris said people who run businesses can still register, and they'll be able to vote at the AGM as long as they agree to waive notice rights.
She explained that like many municipal functions, the BIA annual meeting has to be announced in advance - notice has to go out 21 days in advance.
People who register now - she'll register people right up to the date of the meeting - won't get that much notice, and have to agree to not receiving the official notice.
Morris said the BIA will have another AGM later this year, likely in the fall.
That meeting will lead directly to a presentation to the new council, who take office at the beginning of December after the Oct. 25 municipal election.
Registration at the March 29 Fergus BIA annual general meeting begins at 6:30 p.m. The meeting is expected to start at 7 p.m., but Tyndale-Biscoe says it's important for members to arrive early to register and get a voting card for the meeting.
It's being held at the Community Living Centre at the corner of Tower and St. Patrick Streets.
An email sent to BIA businesses last week states information packages for the AGM have been mailed out. If people have questions about AGM information, they should contact one of the directors or Tyndale-Biscoe at 519-787-1384 or by email at fergusbia@wightman.ca. Directors are listed on the website at www.fergusbia.ca.