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SR-106-011-02 (6) C{C, JUN J 8 2005 June 28,2005 Santa Monica, CA To: Mayor and City Council From: City Staff Subject: Ratification of Current Bylaws of the Santa Monica Convention and Visitors Bureau and Discussion of Change to the Bylaws as They Pertain to Appointment of the Board of Directors Introduction This report responds to Council's direction to agendize discussion of changing the Bylaws of the Santa Monica Convention and Visitors Bureau (Bureau) as they pertain to appointment of the Board of Directors. It also requests ratification of the most recent changes to the Bureau's Bylaws. Background At the April 12, 2005 City Council meeting reference was made to the decision of the Santa Monica Chamber of Commerce (Chamber) to engage in electoral politics. Staff was asked to agendize a discussion of whether it remained appropriate for appointments to the Board of Directors of the Bureau to be a shared responsibility of the City Council and the Chamber and how that arrangement might be changed. An Information Item issued on May 17, 2005 (http://santa- monica.orq/cityclerklcou ncil/information items/2005/CVB Board. pdf) provided information on the history of the Bureau, its Bylaws and the contract between the City and the Bureau. ~c 1 JUN J 8 2005 Briefly, the Bylaws provide for an eleven member Board of Directors, five appointed by the City Council and five by the Chamber, with the City Manager seated as the eleventh member. A quorum of the Board does not exist unless at least two of each organization's appointees are present. A two-thirds vote of the Board is required to change the Bylaws. The City's contract with the Bureau requires City Council approval of any change to the Bylaws. The Bylaws were changed in 1985 and again in 2000, both times to make changes requested by the City Council. The City does not have a fully executed copy of the 1985 Bylaws on file. The most recent change conformed the terms of office of Board Members to those customary for most City Board and Commission Members. That 2000 Bylaws change was not presented to the City Council for approval after the fact. Discussion The Bureau operates as an independent 501@ (4) organization, and is not an arm of the City or of the Chamber. Over the years, the Board and staff of the Bureau have focused on accomplishing its work and have avoided taking political positions. That work has provided considerable value to the City and the local business community. If Council determines that the current method of Board appointment is inappropriate a request could be conveyed to the Board to change the Bylaws. If two-thirds approval for the requested change were not achieved, among the Council's options for recourse would be to: 1. Request the resignation of its appointees to the Board or terminate their appointments and appoint no replacements, rendering the Board incapable of achieving a quorum and hence unable to act; and/or 2 2. Provide notice of termination of the Bureau's contract with the City (requires 6 months from notice of default if terminated for cause and 12 months notice if terminated without cause), withdrawing the Bureau's operating funds. These options would significantly disrupt the Bureau's work and would likely lead to demise of the current operation. While the Board has not been active politically to date, an alternative course would be to amend the contract with the Bureau (which terminates in 2009) to more specifically address and/or restrict political activity. BudQetlFinanciallmpact Upon termination of the Bureau's contract the Council could de-obligate then remaining funds from the $2,087,900 allocated to the Bureau for 2005/06. Elimination of the Bureau or disruption of its work for any extended period would not likely affect City revenue in the short term as there is some lag between marketing efforts and resulting visits. Longer term affects cannot be estimated. Recommendation Staff recommends that the City Council ratify for the record the 2000 Bylaws change and discuss whether a further change regarding the method of appointment of the Board of the Bureau should be requested. Staff does not recommend a course of action that would disrupt the work of the Bureau. Prepared by: Susan E. McCarthy, City Manager Attachment: 2000 Bylaws 3 . . . . . BYLAWS OF I': > SANTA MONICA CONVENTION AND VISITORS BUREAU. INC. A California Nonprofit Public Benefit Corporation ARTICLE I OFFICES Section 1. Principal Office. The corporation's principal office is fixed and located at 520 Broadway. Suite 250, Santa Monica. California 90401. ARTICLE \I MEMBERSHIP Section 1. Members. The corporation shall have no members. Any action which would otherwise require approval by a majority of all members or approval by the members shan require only approval of the Board. All rights which would otherwise vest in the members shall vest in the directors. Section 2. Associates. Nothing in this Article " shall be construed as limiting the right of the corporation to refer to persons associated with it as "members" even though such persons are not members, and no such reference shall constitute anyone a member within the meaning 1 . . 'I,,: of S13dion 5056 of the California Nonprofrt Corporation ,Law, The corporation may confer by amendment of its Articles or of these Bylaws some or all of the rights of a,: . t member, as set forth in the California Nonprofrt Corporation Law, upon any person or persons who do not have the right to vote for the election of directors or on a disposition of substantially all of the assets of the corporation or on a merger, on a dissolution or Qn ARTICLE III DIRECTORS Section 1. Powers. i' Subject to limitations of the Articles and these Bylaws, the activities and affairs of the corporation shall be conducted and all corporate powers shall be exercised by or 4 under the direction of the Board. The Board may delegate the management of the activities of the corporation to any person or persons, a management company, or committees however composed, provided that the activities and affairs of the corporation shall be managed and all corporate powers shall be exercised under the ultimate direction of the Board. Without prejudice to such general powers, but subject to the same limitations, it is hereby expressly declared that the Board shall have the fOllowing powers in addition to the other powers enumerated in these Bylaws: (a) To select and remove all the other officers, agents, and employees of the corporation, prescribe powers and duties for them as may not be inconsistent with law, 4 2 . . . . . . I " ~ the Articles. or these Bylaws, fix their compensation, and require from them security for faithful service. (b) To conduct, manage, and control the affairs and activities of the corporation and to make such rules and regulations therefor not inconsistent with law, the Articles, or these Bylaws, as they may deem best. , (c) To adopt, make, and use a corporate seal and to alter the form of such 'seal from time to time as they may deem best. (d) To borrow money and incur indebtedness for the purposes of the corporation, and to cause to be executed and delivered therefor, in the corporate name, promissory notes, bonds, debentures, deeds of trust, mortgages, pledges, hypothecations, or other evidences of debt and securities therefor. (e ) To carry on a business at a profit and apply any profit that results from the business activity to any activity in which it may lawfully engage. Section 2. Number of Directors. The authorized number of directors shall be eleven (11). The number of directors may be increased or decreased from time to time by amendment to these Bylaws or to the Articles. Section 3. Selection and Term of Office. Directors shall be selected for four (4) year terms beginning July 1 of each year. One-third of the members of the board shall be appointed each year, and a director may serve no more than two full consecutive terms. The Santa Monica City Council shall select five (5) directors, the Board of Directors of the Santa Monica Area Chamber of Commerce shall select five (5) 3 . . directors, and the City Manager of the City of Santa Monica or his designee shall serve as a director. Any director who has three (3) consecutive absences, or more than five (5) absences within one year, will be asked to resign from the Board. Section 4. Vacancies. Subject to the provisions of Section 5226 of the .California Nonprofit Public Benefit Corporation Law, any director may resign effective upon giving written notice to the Chairman of the 'Board, the President, the Secretary, or the Board, unless the notice specifies a later time for the effectiveness of such resignation. If the resignation is effective at a future time, a successor may be selected before such time to take office when the resignation becomes effective. Vacancies in the Board shall be filled in the same manner as the director(s) whose office is vacant was selected. Each director so selected shall hold office until the expiration of the term of the replaced director and until a successor has been selected and qualified. A vacancy or vacancies in the board shall be deemed to exist in case of the death, resignation, or removal of any director, or if the authorized number of directors is increased. The Board may declare vacant the office of a director who has been declared of unsound mind by a final order of court, or convicted of a felony, or found by a final order of judgment of any court to have breached any duty arising under Article 3 of the California Nonprofit Public Benefit Corporation Law. 4 . 41 t . . . . . I", No reduction of the authorized number of di~ectors shall have the effect of removing any director prior to the expiration of the director's term of office. . Section 5. Place 6fMeeting. Meetings of the Board shall be held at any place within or without the State of California which has been designated from time to tim~ by the Board. In the absence of such designation, regular meetings shall be held at the principal office of the . corporation. Section 6. Annual Meetings. The Board shall hold an annual meeting for the purpose of organization. selection of officers, and the transaction of other business. The annual meetings shall be held as soon as is practicable after July 1 st each year. Section 7. Regular Meetings. . Regular meetings of the Board shall be held without call or notice on such dates and at such times as may be fixed by the Board. Section 8. Special Meetings. Special meetings of the Board for any purpose or purposes may be called at any time by the Chairman of the Board, the President, any Vice President, the Secretary, or any four directors. Special meetings of the Board shall be held upon ten (10) days' notice by first- class mail or 48 hours' notice given personally or by telephone, telegraph, telex, or other similar means of communication. Any such notice shall be addressed or delivered to each director at such director's address as it is shown upon the records of the corporation or as may have been given to the corporation by the director for purposes of 5 . . notic~ or, if such address is not shown on such records or is not readily ascertainable" at the place in which the meetings of the directors are regularly held. Notice by mai\,'.~hall be deemed to have been given at the time a written notice is deposited in the United States mails, postage prepaid. Any other written notice shall be deemed to have been given at the time it is personally delivered to the recipient or is' delivered to a common carrier for transmission, or actually transmitted by the person giving the notice by e~ectronic means, to the recipient. Oral notice shall be deemed to have been given at the time it is communicated, in person or by telephone or wireless. to the recipient or to a person at the office of the recipient who the person giving the notice has reason to believe will promptly communicate it to the receiver. Section 9. Quorum. A majority of the authorized number of directors constitutes a quorum of the Board for the transaction of business, except to adjourn as provided in Section 12 of this Article III. Every act or decision done or made by a majority of the directors present at a meeting duly held at which ,a quorum is present shall be regarded as the act of the Board, unless a greater number is required by law or by the Articles, except as provided in the next sentence. A meeting at which a quorum is initially present may continue to transact business notwithstanding the withdrawal of directors, if any action taken is approved by at least a majority of the required quorum for such meeting. Notwithstanding the foregoing. a quorum shall not exist unless at least two directors appointed by the Board of Directors of the Santa Monica Area Chamber of Commerce are present and unless at least two directors appointed by either the Santa Monica City Council or the City Manager of the City of Santa Monica are present. 6 . t t . . . . . Section 10. Waiver of Notice. Notice of a meeting need not be given to any director who signs a waiver of notice or a written consent to holding the meeting or an approval of the minutes thereof. " , whether before or after the meeting, or who attends the meeting without protesting, prior thereto or at its commencement, the lack of notice to such director. All such waivers, consents. and approvals shall be filed with the corporate records or made a part of the minutes of the ,me,etings. Section 11. Adjournment. A majority of the directors present, whether or not a quorum is present, may adjourn any directors' meeting to another time and place. Notice of the time and place of holding an adjoumed meeting need not be given to absent directors if the time and place is fixed at the meeting adjoumed, except as provided in the next sentence. If the meeting is adjourned for more than 48 hours. notice of any adjournment to another time or place shall be given prior to the time of the adjourned meeting to the directors who were not present at the time of the adjournment. Section 12. Rights of the Inspection. Every director shall have the absolute right at any reasonable time to inspect and copy all books, records. and documents of every kind and to inspect the physical properties of the corporation of which such person is a director. Section 13. Committees. The Board may appoint one or more committees, each consisting of two or more directors, and delegate to such committees any of the authority of the Board except with respect to: 7 . . ,(a) The approval of any action for which the California Nonprofit Public Benefit Corporation Law also requires approval of a majority of the Board; , (b) The filling of vacancies on the Board or any committee; (c) The fixing of compensation of the directors for serving on the Board or on any committee; (d) The amendment or repeal of bylaws or the adoption of the new bylaws; (e) The amendment or repeal of any resolution of the Board which by its, express terms is not so amendable'or repealable; , (f) The appointment of other committees of the Board or the members thereof; (g) The expenditure of corporate funds to support a nominee for director after there are more people nominated for director than can be elected; or ' (h) The approval of any self-dealing transaction, as such transactions are defined in Section 5233(a) of the California Nonprofit Public Benefit Corporation Law. Any such committee must be created, and the members thereof appointed, by resolution adopted by a majority of the authorized number of directors then in office, provided a quorum is present, and any such committee may be designated an Executive Committee or by such other name as the Board shall specify. The Board may appoint, in the same manner, altemate members of any committee who may replace any absent member at any meeting of the committee. The Board shall have the power to prescribe the manner in which the proceedings of any such committee shall be conducted. In the absence of any such prescription, such committee shall have the . t t 8 . . . . power to prescribe the manner in which its proceedings shall be conducted. Unless the Board or such committee shall otherwise provide, the regular and special meetings and other actions of any such committee shan be governed by the provisions of this Artide III applicable to meetings and actions of the Board. Minutes shan be kept of each meeting of each committee. ~ection 14. Fees and Compensation. Directors and members of committees shall receive no compensation for their services. Directors and members of committees may, however, be reimbursed fOf expenses in the discretion of the Board. ARTICLE IV OFFICERS Section 1. Officers. The officers of the corporation shall be a President, a Secretary, and a Treasufer (Chief Financial Officer). The corporation may also have, at the discretion of the Board, a Chairman of the Board, one or more Vice Presidents, one or more Assistant Secretaries, one or more Assistant Treasurers, and such other officers as may be elected or appointed in accordance with the provisions of Section 3 of this Article IV. Any number of offices may be held by the same person except as provided in the Articles and except that neither the Secretary nOf the Treasurer may serve concurrently as the President or Chairman of the Board. . 9 . . . Section 2. Election. , , The officers of the corporation, except such officers as may be elected or . appointed in accordance with the provisions of Section 3 or Section 5 of this Article IV, shall be chosen annually by, and shall serve at the pleasure of, the Board, and shall hold their respective offices until their resignation, rem~val, or other disqualification from service, or until their respective successors shall be elected. Section 3. Subordinate Officers. The Board may elect, and may empower the President to appoint, such other officers as the business of the corporation may require, each of whom shall hold office for such period, have such authority, and perform such duties as are provided in these Bylaws or as the Board may from time to time determine. Section 4. Removal and Resignation. Any officer may be removed, either with or without cause, by the Board at any 41 time or, except in the case of an officer chosen by the Board, by any officer upon whom such power of removal may be conferred by the Board. Any such removal shall be without prejudice to the rights, if any, of the officer under any contract of employment of the officer. Any officer may resign at any time by giving written notice to the corporation, but without prejudice to the rights, if any, of the corporation under any contract to which the officer is a party. Any such resignation shall take effect at the date of the receipt of such notice or at any later time specified therein and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. 41 10 . . . . . Section 5. Vacancies. A vacancy in any office because of death, resignation, removal, disqualification, " . or any other cause shall be filled in the manner prescribed in these Bylaws for regular election or appointment to such office, provided that such vacancies shall be filled as they occur and not on an annual basis. Section 6. Chairman of the Board. The Chairman of the Board, if there is such an officer, shall, if present, preside at all meetings of the Board and exercise and perform such other powers and duties as may be from time to time assigned by the Board. . Section 7. President. Subject to such powers, if any, as may be given by the Board to the Chairman of the Board, if th~re is such an officer, the President is the general manager and chief executive officer of the corporation and has, subject to the control of the Board, general supervision, direction, and control of the business and officers of the corporation. In the absence of the Chairman of the Board, or if there is none, the President shall preside at all meetings of the Board. The President has the general powers and duties of management usually vested in the office of president and general manager of a corporation and such powers and duties as may be prescribed by the Board. Section 8. Vice President. In the absence or disability of the President, the Vice Presidents, if any are appointed, in order of their rank as fixed by the Board or, if not ranked, the Vice President designated by the Board, shall perform all the duties of the President and, when so acting, shall have all the powers of, and be subject to all the restrictions upon, 11 . . I 1 _~ the President. The Vice Presidents shall. have such other pqwers and perform such other duties as from time to time may be prescribed for them respectively by the Bo~rd. . " Section 9. Secretary. , The Secretary shall keep or cause to be kept, at the principal office or such other place as the Board may order, a book of minutes of all meetings of the Board and its committees, with the time and place of holding, whether.regular or special, and if special, how authqrized, the notice thereof given, the names of those present at Board and committee meetings, and the proceedings thereof. The Secretary shall keep, or cause to be kept, at the principal office in the State of California the original or a copy of the corporations's Articles and Bylaws, as amended to date. The Secretary shall give, or cause to be given, notice of all meetings of the Board and any committees thereof required by these Bylaws or by law to be given, shall keep t the seal of the corporation in safe custody, and shall have such other powers and perform such other duties as may be prescribed by the Board. Section 10. Treasurer (Chief Financial Office~). The Treasurer is the chief financial officer of the corporation and shall keep and maintain, or cause to be kept and maintained, adequate and correct accounts of the properties and business transactions of the corporation. The books of account shall at all times be open to inspection by any director. The Treasurer shall deposit all moneys and other valuables In the name and to the credit of the corporation with such depositories as may be designated by the Board. The Treasurer shall disburse the funds of the corporation as may be ordered by the Board, shall render to the President and the directors, whenever they request it, an t 12 . . . . . 1.,.< account of all transactions as Treasurer and of the financial Condition of the corporation, and shall have such other powers and perform such other duties as may be prescribed by the Board. ARTICLE V DISSOLUTION The properties and assets of this nonprofit corporation are irrevocably dedicated to public benefit purposes. No part of the net earnings, properties, or assets of this corporation, on dissolution or otherwise, shall inure to the benefit of any private person or individual, or any member or director of this corporation. On liquidation or dissolution. all properties and assets and obligations shall be distributed and paid over " to an ,organization or organizations dedicated to public benefit purposes as delineated in Article II of the Articles of Incorporation, provided that the organization or organizations continue to be dedicated to the exempt purposes as specified in Internal'Revenue Code, Section 501 (c}(4). ARTICLE VI MISCELLANEOUS Section 1. Endorsement of Documents: Contracts. Subject to the provision of applicable law, any note, mortgage, evidence of indebtedness, contract, conveyance, or other instrument in writing and any assignment or endorsement thereof executed or entered into between the corporation and any other person, when signed by the Chairman of the Board, the President, or any Vice 13 . . . PresjdEmt and the Secretary, any Assistant Secretary, the Treasurer, or any Assistant. Treasurer of the corporation shall be valid and binding on the corporation in the absence of actual knowledge on the part of the other person that the signing officers had no authority to execute the same. Any such instruments may be signed by any other person or persons and in such manner as from time to time shall be determined by the Board, and, unless so authorized by the Board, no officer, agent, or employee shall have any power or authority to bind the corporation by any contract or engagement or to pledge its credit or to render it liable for any purpose or amount. Section 2. . Representation of Shares of Other Corporations. The President or any other officer or officers authorized by the Board or the President are each authorized to vote, represent, and exercise on behalf of the corporation all rights incident to any and all shares of any other corporation or corporations standing in the name of the corporation: The authority herein granted may be exercised either by any such officer in person or by any other person authorized so to do by proxy or power of attorney duly executed by said officer. Section 3. Construction and Definitions. Unless the context otherwise requires, the general provisions, rules of construction, and definitions contained in the General Provisions of the California Nonprofit Corporation Law and in the California Nonprofit Public Benefit Corporation Law shall govem the construction of these Bylaws. Section 4. Amendments. These Bylaws may be amended or repealed by a two-thirds approval of the Board. 14 . . 41 . . . . . ;.,., ARTICLE VII INDEMINIFICATION Section 1. Definitions. FOf the purposes of this Article VII, "agent" means any person who is Of was a director. officer, employee, Of other agent of the corporation, Of is or was serving at the request of the corporation as a director, officer, employee, or agent of a~other foreign or domestic corporation, partnership, joint venture, trust, or other enterprise, or was a director, officer, employee, or agent of a foreign or domestic corporation which was a predecessor corporation of the cqrporation or of another enterprise at the request of such predecessor corporation; "proceeding" means any threatened, pending, or completed action or proceeding, whether civil, criminal, administrative, Of investigative; and "expenses" includes without limitation attorneys' fees and any expenses of establishing a right to indemnification under Section 40r 5 (b) of this Article VII. Section 2. Indemnification in Actions by Third Parties. The corporation shall have powef to indemnify any person who was or is a party or is threatened to be made a party to any proceeding (othef than an action by or in the right of the corporation to procure a judgment in its favor, an action brought under Section 5233 of the California Nonprofit Public Benefit Corporation Law, or an action brought by the Attorney General or a person granted relator status by the Attorney General for any breach of duty relating to assets held in charitable trust), by reason of the fact that such person is or was an agent of the corporation, against expenses, judgments, fines, settlements. and other amounts actually and reasonably incurred in 15 . . connection with such proceeding if such person acted in good faith and in a manner such person reasonably believed to be in the best interests of the corporation and, in the case of a criminal'proceeding, had no reasonable cause to believe the conduct of such person was unlawful. The termination of any proceeding by judgment, order, settlement, conviction, or upon a plea of nolo contendere or its equivalent shall not, of itself, create a presumption that the person did not act in good faith and in a manner which the person reasonably believed to be in the best interests of the corporation or that the person' had reasonable cause to believe that the person's conduct was unlawful. Section 3. Indemnification in Actions by or in the Right of the Corporation. The corporation shall have the power to indemnify any person who was or is a party or is threatened to be made a party to any threatened, pending, or completed action by or in the right of the corporation, or brought under Section 5233 of the California Nonprofit Public Benefit Corporation Law, or brought by the Attorney General or a person granted relator status by the Attorney General for breach of duty relating to assets held in charitable trust, to procure a judgment in its favor by reason of the fact that such person is or was an agent of the corporation, against expenses actually and reasonably incurred by such person in connection with the defense or settlement of such action if such person acted in good faith, in a manner such person believed to be in the best interests of the corporation, and with such care, including reasonable inquiry, as an ordinarily prudent person in a like position would use under similar circumstances. No indemnification shall be made under this Section 3: 16 . t 4 . . . . . (a) In respect of any claim, issue, or matter as to which such person shall have been adjudged to be liable to the corporation in the performance of such person's " duty to the corporation, unless and only to the extent that the court in which such proceeding is or was pending shall determine upon application that, in view of all the circumstances of the case, such person is fairly and reasonably entitled to Indemnity for the expenses which such court shall determine; (b) Of a~ounts paid in settling or otherwise disposing of a threatened or pending action, with or without court approval; or ,. (c) Of expenses incurred in defending a threatened or pending action which is settled or otherwise disposed of without court approval, unless it is settled with the approval of the Attorney General. Section 4. Indemnification Against Expenses. To the extent that an agent of the corporation has been successful on the merits in defense of any proceeding referred to in Section 2 or 3 of this Article VII or in defense of any claim, issue, or matter therein, the agent shall be indemnified against expenses actually and reasonably incurred by the agent in connection therewith. Section 5. Required Determinations. Except as provided in Section 4 of this Article VII any indemnification under this Article VII shall be made by the corporation only if authorized in the specific case, upon a determination that indemnification of the agent is proper in the circumstances because the agent has met the applicable standard of conduct set forth in Section 2 or 3 of this Article VII, by: 17 . . , " 1.'0' 1",(a) A majority vote of a quorum consisting of directors who are not parties to such proceeding; or . (b) The court in which such proceeding is or was pending upon application made by the corporation or the agent or the attorney or other person rendering services in connection with the defense, whether or not such application by the agent, attorney, or other person is opposed by the corporation. Section 6. Advance of Expenses. Expenses incurred in defending any proceeding may be advanced by the corporation prior to the final disposition of such proceeding upon receipt of an undertaking by or on behalf of the agent to repay such amount unless it shall be determined ultimately that the agent is entitled to be indemnified as authorized in this Article VII. Section 7. Other Indemnifications. . No provision made by the corporation to indemnify its or its subsidiary's directors or officers for the defense of any proceeding, whether contained in the Articles. Bylaws, a resolution of members or directors, an agreement. or otherwise, shall be valid unless consistent with this Article VII. Nothing contained in this Article VII shall affect any right to indemnification to which persons other than such directors and officers may be entitled by contract or otherwise. Section 8. Forms of Indemnification Not Permitted. No indemnification or advance shall be made under this Article VII, except as provided in Section 4 or 5(b), in any circumstances where it appears: . 18 . . ,~ ,I . . . 19 . . I hereby certify that I am the duly elected and acting Secretary of SANTA . MONICA CONVENTION AND VISITORS BUREAUs INC., a California nonprofit public benefit corporation, ~hd that the foregoing Bylaws, comprising of 26 pages, constitute the Bylaws of said corporation as duly adopted at a meeting of the Board of Directors thereof held on . I CJ .;JfJ. L'1 1.. f) 00 IN WITNESS WHEREOF, I have hereunto subscribed my name and affixed seal of said corporation on- 2;) Ill? , 2..OdO. 16411Docs1ByLaws . . 20