The URL can be used to link to this page

Home My WebLink AboutBylaws of the Bozeman Tourism Busines Improvement District CommissionMemorandum REPORTTO: HonorableMayorandCityCommission FROM: AimeeKissel,DeputyCityClerk StacyUlmen,CityClerk ChrisA.Kukulski,City Manager SUBJECT: Bozeman TourismBusinessImprovementDistrictBylaws MEETINGDATE: November23,2009 MEETINGTYPE: Consent RECOMMENDATION: ApprovethebylawsoftheBozeman TourismBusiness ImprovementDistrictBoardof Trustees(BTBID). BACKGROUND: OnAugust10,2009,theCityCommissionfinallyadopted OrdinanceNo.1765,creatingatourismbusinessimprovementdistrict.ThisOrdinancecreateda Boardof Trusteestoadministertheaffairsofthedistrict. Section2.90.020,SectionA.ofOrdinanceNo.1765 says, “A.Creation–PowersandDuties. TheBozemanCityCommissioncreatestheBozemanTourismBusinessImprovementDistrict (BTIBD)BoardofTrusteesandauthorizestheBTIBDBoardofTrusteestoexerciseanyofthe followingbusinessimprovementdistrictpowers,inconjunctionwithadministrationofthe BTBIDcreatedpursuanttoChpt.3.22ofthiscode:” Section9says, “9.Adoptbylaws,subjecttotheapprovaloftheBozemanCityCommission, forthe operationoftheboardanddevelopproceduresforthecollectionandmaintenanceofBTBID recordsandtheprotectionofdistrictmembers’tradesecretstotheextentallowablebyMontana law;and” AnoriginalsetofbylawswascreatedbytheboardandadoptedbytheBTBIDBoardof TrusteesonOctober7,2009.CityAttorney,GregSullivanthenreviewedandrevisedthe bylaws. ThenewdraftofthebylawswasadoptedbytheboardonNovember18,2009. ALTERNATIVES: AssuggestedbytheCityCommission. Attachment:BTBIDBylaws Bozeman TourismBusiness ImprovementDistrict BYLAWS Adoptedbythe BoardofTrustees November18,2009 Adoptedbythe BozemanCityCommission November23,2009 19 Pageof BOZEMAN TOURISMBUSINESS IMPROVEMENTDISTRICT BYLAWS ArticleI Organization Section1.1Name.ThenameoftheorganizationshallbetheBozemanTourism BusinessImprovementDistrict,hereafterreferredtoasthe“BTBID.” Section1.2Mission.ThemissionoftheBTBIDistopromotetourismthatgenerates roomnightsforlodgingfacilitiesinthecityofBozeman,Montanaby effectivelymarketingourregionasapreferredtraveldestination. Section1.3Powers.TheBTBIDmayengageinanyactivityconsistentwiththe BozemanCityCharter,Montanalaw,theseBylaws,andanyCityof BozemanordinanceadoptedforpurposesoftheBTBID,providedthatthe BoardofTrusteesdeterminestheactivityisinfurtheranceofthepurposes forwhichtheBTBIDwasformed. Section1.4Definitions.Thefollowingtermsusedhereinshallhavethefollowing definitions: (a)“Act”meanstheMontanaBusinessImprovementDistrictAct. (b)“Board”meanstheboardoftrusteesoftheBTBID. (c)“GoverningBody”meanstheCityCommissionofCityofBozeman, Montana. Article II BoardofTrustees Section2.1BoardofTrustees.Allcorporatepowersshallbeexercisedbyorunder authorityof,andthebusinessaffairsoftheBTBIDshallbemanaged underthedirectionof,theBoardofTrusteesoftheBTBIDexceptasmay beotherwiseprovidedintheseBylawsorbylaw. Section2.2Number.AsestablishedbyCityofBozemanordinance,theBoardof Trusteesshallconsistofnotlessthanfiveormorethansevenownersof propertywithintheBTBIDortheirdesignees.Thenumberoftrusteesof 29 Pageof theboard,onceestablished,maybechangedwithintheselimitsfromtime totimebytheGoverningBody. Section2.3QualificationsofTrustees.Candidatesfortrusteeshouldmeetthe followinggeneralcriteria:(1)ownersofrealpropertysubjecttothe jurisdictionoftheBTBIDoraformallyappointedrepresentativeofareal propertyowner,(2)committedtothewell-beingoftheBTBID,(3) respectedcitizenorleader,(4)abletoworkeffectivelyaspartofagroup, (5)competentinsomeareaofvalueinachievingobjectivesoftheBTBID, (6)abletomaintainacommitmentforthetermofappointment,and(7) balancesboardintermsofrepresentationoflarge,mediumand smallhotel properties. Section2.4Nominations.Anominatingcommittee,asdesignatedbytheBoard,shall submitthenameornamesofnomineesforBoardmembershiptothe GoverningBodyatanytimeasdeterminedbytheBoard.TheGoverning Bodymayacceptapplicationsforconsiderationofappointmentfrom individualsnotnominatedbytheBoard. Section2.5Appointment.SeveninitialtrusteeshavebeenappointedbytheGoverning BodyinCityofBozemanOrdinance1765,andfuturetrusteesshallbe appointedbytheGoverningBody. Section2.6Term.Threeofthetrusteeswhoarefirstappointedmustbedesignatedto servefortermsof1,2,and3years,respectively,fromthedateoftheir appointments,andtwomustbedesignatedtoservefortermsof4years fromthedateoftheirappointments.Foraseven-memberboard,there mustbetwoadditionalappointmentsfortermsof2yearsand3years respectively.Afterinitialappointment,trusteesmustbeappointedfora termofofficeof4years,exceptthatavacancyoccurringduringaterm mustbefilledfortheunexpiredterm.Atrusteeshallholdofficeuntilthe trustee’ssuccessorhasbeenappointedandqualified. Section2.7Absences.If,withinaperiodoftwelve(12)consecutivemonths,any trusteeisabsentfromfour(4)ormoreregularBoardmeetings,noticeof whichhasbeengiventothetrusteeatthetrustee’susualplaceofworkor residence,orbyannouncementatameetingattendedbythetrustee,the ChairmanmaycallsuchabsencestotheattentionoftheBoardwhichmay thenrecommendtotheGoverningBodythatsuchtrusteeberemovedand thatanotherpersonbeappointedtoservefortheunexpiredterm. Section2.8Resignation,RemovalandVacancies.Atrusteemayresignatanytimeby deliveringwrittennoticetotheBoard.Atrustee’sresignationiseffective upondeliveryofthenoticeofresignationunlesstheBoardauthorizes otherwise.AmemberoftheBoardmayberemovedbytheGoverning Body.AvacancyontheBoardshallbefilledbytheGoverningBody. 39 Pageof Section2.9PowersandDuties.TheBoardshallhavethosepowerssetforthinany CityofBozemanordinanceadoptedforpurposesoftheBTBID.The Board’sresponsibilitiesshallinclude,withoutlimitation:(1) administrationoftheBTBID,includingoversightofexpenditureofits funds;(2)theestablishmentofgoalsandpoliciesfromtheBTBID;(3) providingannualbudgetsandworkplanstotheGoverningBodyfor approvaleachfiscalyear;(4)nominationoftrusteesfortheBTBIDtothe GoverningBody;(5)recommendingtotheGoverningBodyforapproval eachfiscalyearamethodoflevyinganassessmentonthepropertywithin theBTBIDthatwillbestensurethattheassessmentoneachlotorparcelis equitableinproportiontothebenefitstobereceived;(6)appointmentofa directoroftheBTBID;(7)approvalandimplementationofprojectsand programstobeundertakenoradministeredinfurtheranceoftheobjectives oftheBTBIDandthepurposesofanyCityofBozemanordinanceadopted forpurposesoftheBTBID;(8)compliancewiththerequirementsofany CityofBozemanordinanceadoptedforpurposesoftheBTBID;and(9) longrangeandstrategicplanning. Section2.10NoCompensation.MembersoftheBoardmayreceivenocompensation forservice.Boardmembersshallbeentitledtopreviouslyauthorized expenses,includingtravellingexpenses,incurredinthedischargeoftheir officialduties. Article III MeetingsoftheBoard Section3.1RegularBoardMeetings.TheregularmeetingsoftheBoardshallbeheld atatimeandlocationdeterminedbytheBoard.Noticeofsuchmeetings shallbeprovidedbytelephone,telefax,U.S.mail,e-mailorother communication,atleastseventy-twohoursbeforetheregularmeetingisto occur.AnagendamustbeprovidedtotheCityClerkseventy-twohours priortothemeetingforposting.Inaddition,publicnoticeofregularBoard meetingsshallbeprovidedvianewsrelease,website,newspaper advertisementorothermethoddeterminedbytheBoard.Allmeetingsof theBoardshallbeopentothepublicexceptasprovidedinSect.2-3-203, MCA. Section3.2SpecialBoardMeetings.PursuanttoSect.2-3-112,MCA,onlyincasesof emergencysituations,adecisionoftheBoardthatmustbemadeto maintainorprotecttheinterestsoftheTBID,oradecisioninvolvingno morethanaministerialact,maytheChairoranyofficerandtwomembers oftheBoardmaycallaspecialmeetingoftheBoarduponatleasttwenty- fourhoursnotice,inthemannerprovidedinSection3.1,toeachmember 49 Pageof oftheBoardandtheCityClerk.Suchnoticeshallstatethepurposefor whichsuchspecialmeetingiscalled. Section3.3Quorum.AquorumoftheBoardconsistsofamajorityofthenumberof trusteesinofficeimmediatelybeforethemeetingbegins.Trusteesmaybe inattendanceatanymeetinginpersonorbytelephoneconnection,butany suchconnection shallpermitanytrusteenotattendinginpersontohearall discussionconcerninganyitemuponwhichactionistobetaken,and shall permitallpersonsinattendancetohearthetrusteeattendingbytelephone. Section3.4BoardAction.IfaquorumispresentatameetingoftheBoard,thenthe affirmativemajorityvoteofthetrusteespresentatthemeetingshall constitutetheactoftheBoard.TheBoardmaynottakeanyactionunless aquorumoftheBoardispresent,exceptamajorityoflessthanaquorum mayadjournthemeetingfromtimetotimewithoutfurthernotice.Each trusteeshallhaveone(1)vote. Section3.5ProxyProhibition.Noproxyvoting shallbepermitted. Section3.6Committees.TheBoardmaydesignateandestablishsuchcommitteesand taskforcesasitconsidersappropriatetocarryintoeffecttheobjectives andpurposesoftheBTBID.Committeesmustcomplywiththenoticing andopenmeetingrequirementsofSect.3.1and3.2.Committeechairswill beappointedbytheChairoftheBoard.Committeemeetingsortaskforce meetingsmaybecalledatanytimebythechairpersonofthecommitteeor taskforceorbytheChairoftheBoard.Atanydulycalledmeetingofa committeeortaskforce,thosepresentshallconstituteaquorum.Each committeeandtaskforceshallstudy,investigateandmake recommendationstotheBoardonsubjectwithinthegeneralscopeof activityassigneditbytheChairoftheBoardorwhichsubsequentlymay bereferredtoitbytheChairoftheBoardofbytheBoard.Minutesshall betakenofallcommitteemeetings. ArticleIV Officers Section4.1Officers.ThereshallbeaChair,aViceChair,aSecretary/Treasurerand BTBIDExecutiveDirectoroftheBoardwhoshallbetheofficersof BTBID.IntheabsenceoftheChairtheViceChairshallactaschairman. The ExecutiveDirectorisanon-votingmemberoftheBoard. Section4.2ElectionofOfficers.OfficersshallbeelectedannuallybytheBoardatthe lastregularmeetingofthefiscalyear.Anyofficermaysignallofficial 59 Pageof documentsonbehalfoftheorganizationuponapprovalbytheBoard,and shallhavesuchotherdutiesastheBoardmaydirect. Section4.3Chair.TheChairshallpresideatallmeetingsoftheBoardandatany othermeetingsoftheBTBID.TheChairshallappointmemberstosuch committeesandtaskforcesasarecreatedbytheBoardofDirectors.The initialchairshallbeappointedbytheGoverningBodypursuantto§7-12- 1122,MCA.ThetermofofficeoftheChairshallbeforoneyearoruntil his/hersuccessoriselected. Section4.4ViceChair.TheViceChairshallperformthedutiesandexercisethe powersoftheChairintheabsencesordisabilityoftheChairandshall performanyotherdutiesasprescribedbytheBoardofDirectors. Section4.5Secretary/Treasurer.Thesecretaryand/ortreasurershallkeeparecordof allproceedings,minutesofmeetings,certificates,contractsandcorporate actsoftheBoardandshallberesponsibleforoversightofthefinancial recordsoftheorganization.TheBoardmayappointanassistant secretary/treasurerwhoneednotbeamemberoftheBoard. Section4.6ExecutiveDirector.AnExecutiveDirectoroftheBTBIDshallbe appointedbytheBoard.TheExecutiveDirectormustbetheexecutive directorofanonprofitconventionandvisitorsbureau,asdefinedinSect. 15-65-101,MCA,ifanonprofitconventionandvisitorsbureauis operatingwithintheGoverningBody’sjurisdiction.TheExecutive Directorshallbechargedwiththegeneralsupervisionandmanagementof thebusinessaffairsoftheBTBID.TheExecutiveDirectorshallbethe chiefexecutiveofficerandshallbechargedwithinitiatingand implementingthemarketingplan,budgetandrelatedprojects,thegeneral supervisionoveremployees,includingtheirdutiesandcompensationin conformitywiththepoliciesapprovedbytheBoard.TheExecutive DirectorshallkeeptheminutesoftheBoardmeetings,keepotherrecords astheBoardmaydirect,andperformsuchotherdutiesasmaybe prescribedbytheBoards,theseBylaws,orbylaw. The ExecutiveDirector shallsomanagetheaffairsoftheBTBIDastopromotetheobjectivesfor whichtheBTBIDisorganized. Section4.7OtherOfficerDuties.TheBoardmayprovidesuchadditionaldutiesfor anyofficer,asitdeemsnecessary. Section4.8OfficerVacancy.Avacancyinanyoffice shallbefilledbytheBoardatits nextregularmeetingfortheremainderoftheunexpiredterm. Section4.9AdvisoryBoard. TheAdvisoryBoardshallbemadeupofatleastthree(3) butnotmorethanfive(5)representativesfromorganizations,clubs, groups,districts,orassociationsthathaveadirectcorrelationtothe 69 Pageof primarymissionoftheBTBID.TheAdvisoryBoardwillfunctioninan advisorycapacitytotheBTBIDonlyandwillnothavevotingorproxy rightsonissuestakeupbytheboard.MeetingsoftheAdvisoryBoard shallcomplywithSect.3.1and3.2. ArticleV ConflictofInterest/Ethics Section5.1CityofBozemanCodeofEthics.AllBTBIDtrusteesshallcomplywith Chpt.2.01oftheBozemanMunicipalCode(Codeof Ethics). ArticleVI AdministrativeandFinancial Provisions Section6.1FiscalYear. ThefiscalyearofBTBID shallbeJuly1throughJune30. Section6.2CheckWritingAuthority.TheBoardshallestablishlimitsonthecheck writingauthorityoftrustees,officers,employees,andagentsofBTBID. Section6.3BudgetandMarketingPlan.Expenditureofallincomeshallbeallocated tomeettheoperatingneedsoftheBTBIDunderabudgetandmarketing planpreparedbytheExecutiveDirectorandadoptedbytheBoardand GoverningBody.TheExecutiveDirectorshallmakeacumulativereport eachmonthtotheBoardonincomeandexpenditures.Theapproved budgetandmarketingplanshallbereviewedasrequestedbytheBoardto assurethatfundsarebeingexpendedasallocatedandtodetermineifany reallocationofresourcesisneeded.Ifamendmentstothebudgetare necessarytheBoardshallpresentthoseamendmentstotheGoverning Body. Section6.4Disbursements.UponapprovaloftheFiscalYearBudgetbytheBoard andtheGoverningBody,theExecutiveDirectorisauthorizedtomake suchdisbursementsasnecessaryonaccountsandexpensesprovidedforin thatbudget,withoutadditionalapprovalfromtheBoard.Such disbursementsmaybemadebycheckandrequireanytwo(2)ofthe followingsignatures:ExecutiveDirector;Chair;oranydesignated trustee(s).Checksshallbesupportedbyproperrequisitions,vouchers, statements,orotherevidenceshowingtheexpendituretobeappropriate andauthorizedunderthebudget. 79 Pageof Section6.5PublicRecords.AllfinancialrecordsoftheBTBIDrelatedtoassessments arepublicdocumentsandshallbemadeavailabletoanymemberofthe publicwhowishestoseethem,providedarrangementsaremadein advancetoreviewsaidrecordsintheofficeoftheBTBIDduringregular officehours.TheBTBIDshallcomplywiththemostcurrentversionof theCityofBozemanrecordsretentionscheduleandTitle7,Chpt.6, MCA. Section6.6Audit.TheBoardshallengageanindependentcertifiedpublicaccounting firmtoaudit,annually,allgeneralandspecialaccountsoftheBTBID. The firmmaybeinstructedtoperformunannouncedauditsatanygivenperiod oftheyearforverificationofaccounts,inadditiontotheannualaudit. TheBoardmayfromtimetotimeaudithotelreportsofoccupancyto assurepropercollectionsofassessments.Allauditresultsshouldbe distributedinwritingonatimelybasistotheBoard. Section6.7UseofAssessments.AssessmentscollectedbytheBTBIDshallbeused forthefollowingpurposes: (a)Thefundingofallusesandprojectsfortourismpromotionwithin BozemanasspecifiedintheBozemanBTBIDbudgetandanyCityof BozemanordinanceadoptedforpurposesoftheBTBID; (b)Themarketingofconventionandtradeshowsthatbenefitlocal tourismandlodgingbusinessesinBozeman; (c)ThemarketingofBozemantothetravelindustryinordertobenefit localtourismandthelodgingbusinesseslocatedwithintheBozeman BTBID;and (d)ThemarketingofBozemantorecruitmajorsportingeventsinorderto promotelocaltourismandtobenefitthelodgingbusinesseswithinthe BozemanBTBID. Section6.8Spokesperson.OnlytheChairoftheBoard,theExecutiveDirector,or theirdesigneeshallhaveauthoritytospeakonbehalfof,ortoissuepress releasesfor,theBoardortheBTBID. ArticleVII Amendments Section7.1TheseBylawsmaybeamendedorrepealedandnewBylawsadoptedby theBoardatanyregularorspecialmeetingoftheBoardbytheaffirmative voteofatleasttwo-thirds(2/3)ofthetrustees.Anychangestotheseby- lawsmustbeapprovedbytheGoverningBody. 89 Pageof CERTIFICATEOFADOPTIONOFBYLAWS BozemanTourism TheundersignedherebycertifiesthattheaboveBylawsofthe BusinessImprovementDistrict weredulyadoptedbymajorityvoteoftheBoardof DirectorsatadulyheldmeetingonNovember18,2009,anduponapprovalbythe GoverningBodyshallconstitutetheBylawsoftheBozemanTourismBusiness ImprovementDistrict. DATED:___________,2009 ____________________________ ___________________,Director,BTBID APPROVED bytheCityCommissionoftheCityofBozemanthis____dayof __________________,2009. _____________________________ KAARENJACOBSON Mayor ATTEST: ____________________________________ STACYULMEN,CMC CityClerk APPROVEDAS TOFORM: ______________________________ GREGSULLIVAN BozemanCityAttorney 99 Pageof