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HomeMy WebLinkAbout04-08-2015 Item B4 G:\Community Promotions\TBID Board\Bylaws\TBID Bylaws _MC.DRAFT.doc Updated: 5/2013 1 BYLAWS TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD CITY OF SAN LUIS OBISPO Amended by Resolution No.XXX (2015 Series) ARTICLE 1 PURPOSE The Tourism Business Improvement District Board (TBID Board) advises the Council in the administration and use of the TBID assessment funds. The Board recommends projects to promote tourism to the City of San Luis Obispo to directly benefit the City’s lodging industry. ARTICLE 2 MEMBERSHIP TERMS OF OFFICE The TBID Board shall consist of seven (7) members from the San Luis Obispo City lodging industry as appointed by the Council. Because of the diversity among assessment district members represented by the Board, including local, regional and national lodging industry interests, it is neither practical nor advisable to limit Board membership to City residents. Accordingly, membership on the TBID Board shall be exempt from residency requirements otherwise applicable to City Advisory bodies. Board members shall be appointed for a term of four (4) years, commencing on April 1st or any other date as directed by the Council. No Board member shall serve more than two (2) consecutive terms (eight years) on the TBID Board. Any Board member who has been appointed to fill a vacant seat in mid-term shall not be precluded from thereafter serving two (2) four-year terms (eight years), so long as the initial, partial term is less than one (1) year. One member of the TBID Board shall be appointed by the Board to the Promotional Coordinating Committee for a term concurrent with his/her TBID Board term. ARTICLE 3 OFFICERS The officers shall be a Chairperson and a Vice Chairperson, each of whom shall be elected for a one-year term at the March meeting of the TBID Board for a term starting in April. No Board member shall serve more than two (2) consecutive one-year terms as G:\Community Promotions\TBID Board\Bylaws\TBID Bylaws _MC.DRAFT.doc Updated: 5/2013 2 Chairperson or Vice Chairperson. Any Board member who has been appointed to fill a vacant seat as Chairperson or Vice Chairperson in mid-term shall not be precluded from thereafter serving as Chairperson or Vice Chairperson for two (2) consecutive one-year terms, so long as the initial, partial term is less than six (6) months. The Chairperson shall preside over all meetings of the TBID Board, prepare all meeting agendas with staff, and otherwise perform such duties as directed by the TBID Board or Council. The immediate Past Chairperson shall automatically serve as the Vice Chairperson in order to give support to the incoming Chairperson and guarantee continuity and stability for the board proceedings during the absence of the Chairperson. The Vice Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 4 MEETINGS A. The TBID Board shall hold a regular meeting each month and no less than ten (10) times per year. B. The meetings are to be held at City Hall, the second Wednesday of each month, unless another location and/or time has been announced as required by California law. C. The meetings shall be open to the public. D. A quorum shall consist of a majority of the commissioners currently serving on the TBID Board. E. All actions of the TBID Board shall be by a majority vote or consensus and shall be directed through the Chairperson. F. Minutes of each meeting shall be taken, shall be available as a public record and forwarded to the Council if requested. G. A special meeting may be called at any time by the Chairperson or by a majority of the Board members currently serving on the TBID Board, provided each member is given written notice of the special meeting at least 24 hours prior to the meeting, and the time and place of the special meeting is announced as required by California Law. H. All meetings shall be conducted in general accordance with Robert’s Rule of Order, newly revised edition, subject to minor variation by the Chair as appropriate to the needs of the advisory body. I. All Board members present at a meeting shall vote on any motion or resolution brought before the TBID Board, except when abstaining due to a conflict of interest. G:\Community Promotions\TBID Board\Bylaws\TBID Bylaws _MC.DRAFT.doc Updated: 5/2013 3 J. Any Board member with a conflict of interest shall not vote on or participate in any discussion of an item or in any way attempt to influence the decision on such item. K. Any failure to attend three (3) consecutive meetings or a total of six (6) regular meetings within any twelve-month period, that member shall automatically be considered for replacement. ARTICLE 5 FUNCTIONS AND DUTIES The functions and duties of the TBID Board shall include, but not be limited to, the following: A. Planning a comprehensive program to promote tourism to the City of San Luis Obispo and prepare an annual marketing program consistent with industry goals and objectives. B. Develop advertising and promotional programs and projects to benefit the lodging industry in San Luis Obispo. C. Present an annual assessment report to the City Council regarding the implemented promotional programs and projects. D. Perform any other lawful tasks as directed by the Council. ARTICLE 6 AMENDMENTS These bylaws may be amended by the Council, upon the recommendations of two-thirds of the members currently serving on the TBID Board, provided that the text of any such proposed amendment shall have first been provided in writing to each Board member. ARTICLE 7 FUND RESERVE POLICY The purpose of the Fund Reserve policy for the TBID is to ensure stability of the program under economic uncertainties. For the TBID Fund the level of the reserve has been established at $100,000. Under this policy, it is allowable for total expenditures to exceed revenues in a given year; however, the fund reserve can only be used to fund “one-time,” non-recurring expenditures upon TBID Board approval. In the instance funds are used, the reserve fund would be replenished to the established level in the next fiscal year.