EXPLORE LAWRENCE GOVERNING BOARD
BYLAWS
ARTICLE I. Purpose and Organization
Section 1. The eXplore Lawrence Governing Board, hereinafter referred to as the “Board”, was created by authority of the City Commission of Lawrence, Kansas by Resolution No. 7142 on September 15, 2015.
Section 2. The purpose of the Board is to promote, support, foster and develop programs which endeavor to increase general tourism and visitations to
Lawrence.
ARTICLE II. Powers and duties of the Board
Section 1. The Board, after qualifying as provided by law, shall be vested with the following powers and authority:
a. To provide operational, personnel and financial oversight of the operations of the convention and visitors bureau for the City of Lawrence.
b. To advertise and promote the City of Lawrence as a tourist destination.
c. To encourage special events such as conventions and sports tournaments as well as festivals and community events that result in additional business for the hospitality industry and the city at large.
d. To appoint such project subcommittees as best fulfill the obligations of the Board.
e. To raise and receive monies and administer the same, subject to the approval and satisfaction of the Board of City Commissioners.
Section 2. In all formal matters, the Board shall act by motion and all notices required by law to be given by publication shall be published in an official manner.
ARTICLE III. Membership.
Section 1. The eXplore Lawrence Governing Board shall have seven (7) voting members, comprising the following positions: A representative employed by a full-service hotel within the city limits of Lawrence; a representative employed by a limited-service hotel within the city limits of Lawrence; a member of the elected body of the Lawrence City Commission; a representative from the cultural industry in Lawrence; a representative of a local university or educational institution; a representative of the sports and/or recreational industry in Lawrence; and a representative from the service/event management industry in Lawrence.
Section 2. In addition, the eXplore Lawrence shall have three (3) ex-officio members: the City Manager or designee from the City Manager’s Office; the Director of Downtown Lawrence, Inc. or staff designee; the Lawrence Chamber of Commerce CEO or staff designee.
Section 3. Any vacancies in the membership of the Board shall be filled by the appointment of a member for the unexpired term of a member, whose office is vacant, by the City Commission.
Section 4. All members of the Board shall serve without compensation.
Section 5. If any member of the Board shall commit any act prejudicial to the conduct of the affairs of the Board or the purposes for which it is formed, or shall have changed his or her status so as to be ineligible for membership, such person shall be notified in writing to appear personally before the Board at a designated time not less than thirty (30) days after such notification and at such time, be given a hearing. By a two-thirds vote of all the Board members present at the meeting, the membership of such person on the Board may be terminated or suspended. Suspension is not appropriate where the person has ceased to be a person in the category of persons eligible for membership. If either suspension or termination is decided upon, the terms and conditions of same shall be specified in writing and delivered to the suspended or terminated member.
Written notices hereunder shall be delivered by registered mail to the member’s last known address.
ARTICLE IV. Officers and Their Duties
Section 1. The officers of the Board shall consist of the Chair, Vice-Chair, Secretary and Treasurer.
Section 2. The Chair shall appoint a nominating committee to present candidates for office at the monthly meeting in November. Officers shall be elected by ballot, except if there is but one nominee for any office. If there is but one nominee for any office, the election may be by voice vote.
Section 3. The term of office shall be one year and will coincide with the calendar year. Should a vacancy in any office occur, then the Nominating Committee shall present candidates for such vacant office, and such officer shall be elected as set forth in this Article.
Section 4. The duties of the officers are as follows:
a. Chair. The Chair shall preside at all meetings of the Board; appoint the chairperson of standing and special committees and shall perform such other duties as may be prescribed in these bylaws or as assigned by the Board.
b. Vice-Chair. The Vice-Chair shall act as an aide to the Chair; perform the duties of the Chair in the absence of that officer. The Vice-Chair shall normally succeed the chair on the completion of the Chair’s term.
c. The Director of eXplore Lawrence will serve as the Board Secretary and will coordinate the actions of the board and provide communication to the eXplore Lawrence staff as directed.
d. The eXplore Lawrence Governing Board shall select a Treasurer annually to work in conjunction with the eXplore Lawrence Executive Director to prepare monthly financial statements and ensure the annual audit for the organization is completed in a timely fashion.
ARTICLE V. Meetings
Section 1. Regular meetings of the Board shall be held monthly, or as the Board deems necessary. Adequate notice shall be given of the date for meetings as required by law.
Section 2. The regular meeting held in November shall be the annual meeting.
Section 3. Special meetings may be called by the Chair or by any three members of the Board by giving notice at least three days in advance of said special meeting to all members of the Board.
Section 4. A quorum shall consist of a majority of the members of the Board appointed and qualified at any given time. The members present at a duly called or held meeting at which a quorum is present may continue to do business until adjournment, notwithstanding the withdrawal of enough members to leave less than a quorum.
Section 5. The meetings of the eXplore Lawrence Governing Board shall be governed by the Kansas Open Meetings Act. The Board shall meet as needed, but not less than on a monthly basis.
ARTICLE VI. Standing and Special Committees
Special committees as are considered necessary shall be appointed by the Chair and ratified by the Board.
The eXplore Lawrence Governing Board shall make annual reports not later than February 1 of each year covering the preceding calendar year to the Lawrence City Commission.
ARTICLE VIII. Amendments
These bylaws may be amended by a majority vote at any meeting, provided that the amendment has been submitted in writing at the previous regular meeting. Each member shall be sent a copy of the proposed amendment in the notice of the meeting.
Such bylaws shall not become effective until approved by the Board of City Commissioners.
Approved and adopted
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Mayor Mike Amyx Date