Business Association Guide

Business Association Guide

Table of Contents 1.0 Getting Started 1.1 What is a Business Association? 1.2 Why Start a Business Association? 1.3 Getting Started 1.4 First Meeting 1.5 Meeting Tips 2.0 Things to Do 2.1 Events 2.2 Marketing & Communications 2.3 Decorations & Maintenance 2.4 Raising Funds 3.0 Organization 3.1 Boards & Committees 3.2 Bylaws & Constitution 3.3 Goals, Objectives & Plans 3.4 Mission 3.5 Incorporation 2 Photo by Amy Muschik, Hyde Park

1.0 Getting Started Photo by Cate Abbott, Old East Village 3

1.0 Getting Started 1.1 What is a Business Association? A business association is a group of businesses who voluntarily work together to: Collectively market as a district Coordinate seasonal decorations Advocate for the interests of all businesses in the district Organize events Coordinate other business activities (sidewalk sales, giveaways, etc.) And more A Business Association is different than a Business Improvement Area (BIA). A BIA is established through the Municipal Act by the City. Once established, a levy is paid with the property taxes. For more information go to: www.obiaa.com Local examples of Business Associations include: Old South Business Association www.oldsouthba.ca Hamilton Road Business Association www.hamroad.com Local examples of Business Improvement Areas (BIAs) include: Argyle Business Improvement Area www.argylebia.com Old East Village BIA www.oldeastvillage.com Note: this guide is not intended for BIAs. If you have any questions about BIAs, please contact Jim Yanchula, 519-661-4980 x7544, jyanchul@london.ca 4 Photo by Cate Abbott, SOHO

1.2 Why Start a Business Association? cost effective marketing and promotion of district and share advertising costs sharing business expertise, networking and mentoring collective voice on key issues to improve conditions that support business success connect with other businesses owners in the district easier communication among business members 1.3 Getting Started Establish a core group Getting started can be the most intimidating part but it doesn t have to be! Don t over think it, ask some business owners in the area if they are interested in forming a business association. Keep doing this until you have 3 to 5 business owners who are willing to commit to the group. Hold The First Meeting With the help of your core group, invite the other area business owners to a meeting. Pop in or phone your fellow business owners, distribute flyers (in print or online). 1.4 First Meeting Where & When? The first meeting can be hosted by one of the local businesses that has meeting space like a restaurant/bar or office space. If one is not available, you could try a local library or community centre. One of the biggest challenges is coordinating a time that is convenient for all to attend. Often this involves early morning meetings (where people can get coffee/breakfast/snacks) or evenings after most shops are closed. What to Cover? Introductions Who is there and why? Contacts Be sure to collect names, emails, phone numbers and addresses by passing around a sign-in sheet. Assets What makes your business district great? Issues What issues are impacting the business community? Boundaries Where is your business district? Quick Wins What could the group focus on in the short term? Examples include: Sidewalk sale, seasonal decoration, or event. Next Meeting When and where will you meet next? 5

1.5 Meeting Tips Create an agenda (click here for a Sample Agenda) Pass around a sign-in sheet and ask for contact info Use name tags Include introductions and ice breakers (click here for examples) Assign a meeting facilitator to keep the discussion productive, focused, and moving forward. Assign a note taker and send out meeting notes to everyone after the meeting Establish a decision making process (click here to see group decision options) Create a meeting schedule that works for you, this may be monthly, quarterly, or when the need arises Have fun! Jaydancin & Zoe s Market Place, Lambeth 6

2.0 Things to Do Downtown London 7

2.0 Things to Do Before you get started with activities, it is a good idea to conduct a survey of your area businesses, members or not, to determine what the top issues and opportunities are. 2.1 Events Events are a great way to promote your business district and attract more people and excitement. They can be very simple, like a sidewalk sale or more elaborate, like a street festival. The below list is just a starting point, use your creativity! Sidewalk Sale Street Festival Canada Day Celebration Halloween Party Cruise Night Pub Crawl Fashion Show Taste of [District/street name] Clean up events (London Clean and Green 20 Minute Makeover) 2.2 Marketing & Communications Marketing a business individually can be expensive. Pooling money together and promoting your business district is a great way to stretch your dollars and gain broader attention. Some common marketing tools for business districts include: Business Directory (online or print) Website Social Media Email Newsletter Advertising (Print, online, billboards) Signage Banners on lamp posts 8

2.3 Decorations & Maintenance A little goes a long way with decorations and maintenance. Check out this list of potential projects: Seasonal decorations on the street, sidewalk, parking lot Coordinated window decorations Planting flowers in the spring/summer Public Art Wayfinding Signage Infrastructure benches, bike parking, trees. Paid maintenance work regular cleaning 2.4 Raising Funds Money helps your business district make a bigger impact and allows for long-term planning. A few common ways to raise funds include: Membership Fundraising events Grant writing grant writing tips here Photo by Cate Abbott, Downtown London 9

3.0 Organization 10 Downtown London

3.0 Organization 3.1 Boards & Committees A business association may be big or small, formal or informal. Regardless, it is important to have some structure to your association to help share the work load and ensure that every voice is heard. Board of Directors / Executive The board positions are usually elected by the membership at the Annual General Meeting and should be rotated every 2 to 3 years to avoid dependence and ensure inclusivity. Positions include: Chair: Prepares meeting agendas and facilitates the meetings Vice Chair: Fills in for the Chair when he/she is not available and assists Chair with duties Treasurer: Responsible for the association s finances Secretary: Keeps people informed through taking and distributing meeting minutes and informing members of upcoming meetings Committees Sub-committees are used to further delegate the workload and are typically led by a facilitator who reports to the Board. Typical sub-committees include: Communications: Newsletter, website social media and emails Fundraising: Coordinates fundraising events and activities Special Events: Specific to the event Membership: Manages the membership process 3.2 Bylaws & Constitution Bylaws govern the way an association functions and defines the roles and responsibilities of members. Business Association Bylaws should include the following parts: Name of Association Boundary Mission and objectives Definition of Membership Board Governance Executive 11

Members at large Number of meetings per year Quorum Committee structure Term for executive members Process for filling vacancies Annual General Meetings Decision making process Fees Record keeping How the association may dissolve itself and what happens with assets prior to dissolution Click here for a sample of Bylaws for a business association. Wortley Village, Old South 3.3 Goals, Objectives & Plans Establish Priorities/Goals An association s goals should relate to its vision and mission (see section 3.4). They are broad and general outcomes that require long-term action. Examples include: Build a Brand: To establish a brand for our business district and build awareness across the city Clean and Tidy: To keep our public spaces clean and free of litter Set Objectives for Each Goal Objectives are tied to priorities/goals and may be short-term or long-term. They are the steps, actions, or projects your group will take to move toward achieving its goals. Objectives will often relate to more than one goal. Examples include: 12

Goal: Build a brand for our district Objectives: Create a name and logo for our district Develop a marketing campaign to spread the word Organize an event to promote the new brand Put banners along the street with the brand Create a Work or Action Plan Every objective or project needs a plan of action to ensure success and effective delegation. Taken together, those plans produce your organization s Strategic Plan and will help provide overall guidance and direction to your association over the course of a year. A good plan should include the following considerations: Roles and Responsibilities who is doing what? Timeline and Milestones what are the key steps and when will they happen? Resources what equipment, space, budget, volunteer/staff or partnerships are needed to achieve the objective? Success Measurements how will you know you have succeeded? Scope what is in and what is out of the scope of this work? Review and Report was the project successful? Did the work align with the plan? Why or why not? Click here for a Work Plan template. 3.4 Mission Although defining your mission can be time consuming and difficult, if successful, the process can help to bring the group together while providing meaning and direction to your activities. A mission is an organization s reason for being and describes the work it does. The mission can be used as a public description and should be simple enough to be recalled by all members of the board. Your mission can be determined by answering the following three questions: 13

1. What key benefit or outcome do we deliver? 2. For whom do we do it? 3. How will we do it? Example: Create a business-friendly environment by cultivating a strong community of businesses, promoting the district and advocating for common interests. 3.5 Incorporation Incorporation is not necessary for business associations but does have benefits. Why Incorporate? Provides legal protection for members Allow the association to apply for some grants independently An incorporated association can also take legal action against a third party if necessary Why Not Incorporate? The cost can run anywhere from $500 to $1,000 Maintaining the incorporation takes time and energy How To Incorporate? Can be done federally or provincially You must have a unique, non-generic name Requires a clear mandate or corporate objects Requires the use of a solicitor or lawyer Online help at www.charityvillage.com 14

Check out our website for helpful links to templates and examples at: www.neighbourgoodlondon.ca Downtown London 15

For more information about this www.neighbourgoodlondon.ca guide and other NeighbourGood neighbourgood@london.ca London programs: 519-661-5336