This article and the companion article on board advisors both address a corporate governance arrangement under which the skill set of the formal board of directors is supplemented by individuals who are appointed to serve in an observational or advisory capacity. These individuals do not have the fiduciary duties of elected board members. Board observers are typically a phenomenon of venture capital backed companies and represent the interests of such investors. In contrast, the use of board advisors is increasingly becoming a feature of board of directors meetings across the spectrum, including closely-held family-controlled businesses, venture capital or private equity-backed companies, and public companies.
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Although board observer arrangements are not uncommon, there is little case law squarely addressing the rights, duties, and potential liabilities of board observers. Reference to basic principles of corporate law, however, should provide corporations and investors sufficient guidance in structuring board observer arrangements. These arrangements may offer several advantages over a traditional designated board seat. From the investor’s standpoint, the arrangement may provide insight into a corporation that operates in a business line in which the investor is currently active or in which it is seeking to expand. At the same time, the arrangement helps to avoid subjecting the investor’s designee to traditional fiduciary duties. From the corporation’s standpoint, the arrangement may give the corporation access to an investor designee who has knowledge of the corporation’s business, and it may serve to promote a relationship with a potential strategic partner. The arrangement might also represent a compromise by which the corporation grants greater access and information to the investor in exchange for assurances that the investor will not be able to exert undue influence over corporate decisions or, in the event of intra-corporate disputes, gain access to privileged information. To function as all parties intend, a board observer arrangement should be carefully documented. This article sets forth some of the key issues that parties documenting board observer arrangements should consider.
General – Fiduciary Duties
A board observer should not be considered a fiduciary of the corporation whose board he or she observes solely by virtue of his or her role as observer. The imposition of fiduciary duties on board observers would be largely inconsistent with the corporate law underpinnings of fiduciary duties. Corporate law fiduciary duties arise from trust law concepts – a party who manages an asset for the benefit of another party is held to standards of care and loyalty in managing the asset for the beneficiary. In the corporate law setting, the business and affairs of the corporation are managed by or under the direction of the board of directors, and the directors, in discharging their duties, owe fiduciary duties to the stockholders, as the residual beneficiaries of the corporation. Board observer arrangements generally do not confer upon the observer managerial discretion or control over the corporation’s assets, nor do they give rise to such discretion or control. Since board observers, as such, have no control over the corporation’s assets and business, they should not be bound by traditional fiduciary duties.
The board observer agreement should nevertheless specify the limitations on the observer’s role and functions. Such limitations will help to constrain the observer, and thereby protect against claims that the observer is serving in a fiduciary capacity. Specifically, the board observer agreement should expressly provide that the observer has no right to vote on matters brought before the board (or any committee), and that the observer’s presence will not be necessary to establish a quorum at any meeting. In addition, the board observer agreement should not grant the observer any veto rights over corporate matters, including with respect to the establishment of budgets, financing arrangements, investment decisions, or any other matter brought before the board. Any such rights, if granted, should be given to the investor in the form of charter-based protective provisions or negative covenants in a separate agreement between the corporation and the investor. Even if the board observer agreement precludes the observer from voting on corporate matters, the observer may offer his or her views for consideration by the board of directors. In fact, the directors may from time to time seek the observer’s input. The observer should not, however, participate in any formal vote of the board or in any “straw poll” on a matter brought before the board.
Board Observer Agreements
The corporation and the investor are the principal parties to the board observer agreement. Since the agreement will impose obligations upon the observer, however, the observer should be named as a party. The agreement should also provide that if the investor removes any board observer, no person may be designated as a replacement observer unless and until he or she shall have executed a counterpart to the agreement.
Information and Participation Rights
Unlike directors, board observers have no statutory or common law right to receive notice of meetings of the board, to receive any materials or other information provided to directors, or to inspect the corporation’s books and records. Any rights extended to the observer, therefore, must be provided contractually. The board observer agreement should specify, among other things, the meetings the observer will be entitled to attend and of which he or she will be given notice. For example, the agreement may provide that the board observer will be given notice of and may attend all meetings of the board, whether regular or special, or only a subset of such meetings (e.g., the regularly scheduled quarterly meetings of the board).
The agreement may also specify the observer’s rights with respect to meetings of committees of the board of directors. If the investor wants to secure rights for the observer to receive notice of and to attend committee meetings, it should ensure those rights are expressly granted in the agreement; in the absence of such rights, the corporation may be entitled to exclude the observer from committee meetings. The corporation, however, may resist any such request, or it may seek to limit the observer’s rights to specified committees. In all cases, the corporation should ensure that it retains the power to exclude the observer from meetings of committees established for the purpose of negotiating with the investor or negotiating transactions that could implicate or affect the investor’s rights.
The agreement should also provide that the observer is entitled to receive copies of all notices, minutes, reports, and other materials that the corporation provides to members of the board (or committee) when such documents and materials are provided to members or the board or committee. The investor should include within the list of materials the observer is entitled to receive every form of action by unanimous consent in lieu of a meeting of the board and of each committee that the observer is entitled to observe, together with the exhibits and annexes to any such consent.
The agreement should specify the manner and form in which notice of meetings will be provided to the observer. In many cases, the agreement will provide that the observer will be entitled to the same notice as is provided for regular or special meetings of the board or committee, as applicable, under the corporation’s bylaws.