An Annual General Meeting of a BIA is a meeting of its members which takes place once a year to address the legal and procedural requirements of the Corporation and addresses the budget for the following calendar year.
In addition to following the proper procedures of running a meeting, there are other specific requirements necessary for the AGM. They include the following:
Regardless of the number of general members in attendance, quorum of the Board is the minimum requirement to call the Annual General Meeting to order.
There must be reports from the directors on the proposed program of activities and budget for the coming year.
There must be a report from the auditor including financial statements.
Nomination of Board members is required every four years in conjunction with municipal elections.
A BIA's annual budget, as approved by its general membership, must be submitted to the City's BIA Office before final Council approval. The BIA Board of Management must consider Council and the Economic Development Committee meeting schedules when scheduling its AGM. Council meeting dates are set annually. The City BIA Office will provide each BIA with the annual schedule including critical dates to assist you with your AGM planning. For further information contact the City's BIA Office at 416-392-1291 or at biaoffice@toronto.ca.
This is the number of members that must be present for business to be conducted legally. The actual number is usually stated in bylaws. Organizations using parliamentary procedure usually follow a fixed Order of Business. Example:
Call to Order
The chair says, "The meeting will please come to order."
Roll Call
Members say "present" as their names are called.
Minutes
Secretary reads a record of the last minutes.
Officers' Reports.
Often limited to a report from the treasurer, but others may report at this time.
Committee Reports
First come reports from "standing" or permanent committees; then from "ad hoc" or special committees.
Special Orders
Important business previously designated for consideration at this meeting.
Unfinished Business
Business left over from previous meetings.
New Business
Introduction of new topics.
Announcements
Inform the assembly of other subjects and events.
Adjournment
Meeting ends by a vote, or by general consent (or by chair's decision if time of adjournment was pre-arranged by vote).
A question (motion) is pending when it has been stated by the chair but not voted on. The last motion stated by the chair is the first pending. The main motion is always the last voted on.
A motion to table (lay on the table)
This motion is often used in an attempt to "kill" a motion.
There is always the option to "take from the table" any motion for reconsideration by the assembly.
A motion to postpone indefinitely
This is parliamentary strategy - allows members to dispose of a motion without making a decision for or against.
It is useful in case of badly chosen main motion for which either "yes" or "no" vote would have undesirable consequences.
So What?
Parliamentary procedure is the BEST WAY to get things done at meetings. But it only works if you use it right!
Make motions that are in order.
Obtain the floor properly.
Speak clearly and concisely.
Obey the rules of debate.
Be courteous.
Minute Taking Guidelines
Minutes are defined as the record of the meeting. According to Robert's Rules, "Minutes are an impartial account of the business accomplished at the specific meeting. They summarize what happened at the meeting in a straightforward narrative style." It is not necessary to record each word, just the main issues, decisions and actions with deadlines where appropriate. Once approved at the next meeting, the minutes should be signed by the Board and sent to the City BIA Office.
