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Home My WebLink About01-22-25 Study Commission Agenda and Packet MaterialsA. Call to Order with Pledge of Allegiance and Moment of Silence - 4 p.m., City Commission Room, City Hall, 121 N. Rouse Avenue B. Changes to the Agenda C. Public Comment on Anything within the Jurisdiction of the Study Commission THE STUDY COMMISSION OF BOZEMAN, MONTANA SC AGENDA Wednesday, January 22, 2025 How to Participate: If you are interested in commenting in writing on items on the agenda please send an email to govreview@bozeman.net prior to 12:00 p.m. on the day of the meeting. At the direction of the Study Commission, anonymous public comments are not distributed to the Study Commission. Public comments will also be accepted in-person and through video conference during the appropriate agenda items but you may only comment once per item. As always, the meeting will be recorded and streamed through the Meeting Videos and available in the City on cable channel 190. For more information please contact Ex Officio, Mike Maas, 406.582.2321. This meeting will be held both in-person and also using an online video conferencing system. You can join this meeting: Via Video Conference: Click the Register link, enter the required information, and click submit. Click Join Now to enter the meeting. Via Phone: This is for listening only if you cannot watch the stream, channel 190, or attend in- person United States Toll +1 669 900 9128 Access code: 933 7244 1920 This is the time to comment on any matter falling within the scope of the Bozeman Study Commission. There will also be time in conjunction with each agenda item for public comment relating to that item but you may only speak once per topic. Please note, the Study Commission cannot take action on any item which does not appear on the agenda. All persons addressing the Study Commission shall speak in a civil and courteous manner and members of the audience shall be respectful of others. Please state your name, and state whether you are a resident of the city or a property owner within the city in an audible tone of voice for the record and limit your 1 D. Consent Agenda D.1 Approval of Study Commission Minutes(Maas) E. Correspondence or Study Commission Update F. Unfinished Business G. New Business G.1 Budget Development(Maas) H. Future Agenda Items H.1 Potential Meeting topics: Timetable Meeting Agreements Study Commission Purview and Charge Timeline Current Charter Contents Charter Crises and City Attorney notes of issues in current Charter Staff identified "pinch points" Community Issues(Maas) I. Public Comment on Anything within the Jurisdiction of the Study Commission J. Announcements K. Adjournment comments to three minutes. Written comments can be located in the Public Comment Repository. Consider the Motion: I move to approve the Study Commission meeting minutes from December 9, 2024, and January 8, 2025. Consider the Motion: I move to place the budget for the Local Government Study Commission on the ___________, 2025 agenda for approval. Reference Materials Study Commission Bylaws Red Light, Green Light Understanding what the Voter Review is and is not Brief History of Bozeman's Form of Government Local Government Center Charters Past Study Commission Reports and Materials Open Meeting and Citizen Participation Resource Document Bozeman Local Government Study Commission page National Civic League Model City Charter 9th Edition Additional Background Information for Study Commissioners (Maas) Study Commission meetings are open to all members of the public. If you have a disability that requires assistance, please contact our ADA Coordinator, David Arnado, at 406.582.3232. Study Commission meetings are televised live on cable channel 190 and streamed live on our 2 Meeting Videos Page. 3 Memorandum REPORT TO:Study Commission FROM:Mike Maas, Ex Officio SUBJECT:Approval of Study Commission Minutes MEETING DATE:January 22, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the Study Commission meeting minutes from December 9, 2024, and January 8, 2025. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:Attached are the written minute summaries from the two previous meetings. Future meeting minutes ought to be approved at the next schedule Study Commission meeting. All past meeting recordings are available for review on the City's Meeting Videos page. UNRESOLVED ISSUES:None identified ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:None Attachments: 12-09-24 Study Commission Draft Minutes.docx 01-08-25 Study Commission Draft Minutes.docx Report compiled on: January 16, 2025 4 Bozeman Study Commission Meeting Minutes, December 9, 2024 Page 1 of 2 THE STUDY COMMMISSION MEETING OF BOZEMAN, MONTANA MINUTES December 9, 2024 B)00:07:16 Call to Order -4:00 PM -Commission Room, City Hall, 121 North Rouse Present:Carson Taylor, Becky Franks, Barb Cestero, Deanna Campbell, Jan Strout, Mike Maas Absent:None Excused:None C)00:07:45 Oaths of Office C.1 Swearing in of Individual Study Commissioners D)Self-introductions D.1 00:09:11 Staff Introductions Followed by Study Commissioner Introductions E)00:18:46 City Clerk Presentations E.1 00:18:54 Brief History of Bozeman's form of government A)00:24:37 Welcome from Mayor Cunningham 00:29:09 City of Bozeman Staff Introduction Interim City Manager, Chuck Winn, introduced himself to the Study Commission. City Attorney, Greg Sullivan, introduced himself to the Study Commission. E.2 00:31:50 Overview of the Study Commission Process E.3 00:51:49 Overview of the Local Government Center's trainings F)00:55:17 Selection of Officers F.1 00:56:56 Selection of Presiding Officer 01:01:50 The body selected Carson Taylor as Presiding Officer and Becky Franks Vice. 5 Bozeman Study Commission Meeting Minutes, December 9, 2024 Page 2 of 2 F.2 01:02:08 Selection of Recording Secretary 01:04:44 The Study Commission delayed the decision on the Recording Secretary and Ex Officio Maas will continue to operate those functions in the interim. G)01:04:59 Scheduling The group scheduled their next meeting for January 8, 2025 from 4-6 pm. H)01:18:20 Public Comment 01:18:26 Nicole Olmstead commented on the budget appropriation, the topics of future meetings, bylaws, and drafting of recommendations. 01:22:56 Angie Kociolek commented on the Presiding Officer selection. I)01:26:20 Adjournment 6 Bozeman Study Commission Meeting Minutes, January 8, 2025 Page 1 of 6 THE STUDY COMMMISSION MEETING OF BOZEMAN, MONTANA MINUTES January 8, 2025 A)Important Information for the Public: A.1 Important information for the Public. Red Light, Green Light.pdf Understanding what the Voter Review is and is not.pdf B)00:16:19 Call to Order -4:00 PM -Commission Room, City Hall, 121 North Rouse Present:Carson Taylor, Becky Franks, Barb Cestero, Deanna Campbell, Jan Strout, Mike Maas Absent:None Excused:None 00:16:36 Pledge of Allegiance 00:17:25 Carson Taylor requested a vote to authorize Jan Strout to appear by zoom 00:17:55 Motion to approve Jan Strout's attendance via Zoom. Barb Cestero: Motion Becky Franks: 2nd 00:18:21 Vote on the Motion to approve Jan Strout's attendance via Zoom.The Motion carried 4 -0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Disapprove: None C)00:18:59 FYI/Study Commissioner Updates 7 Bozeman Study Commission Meeting Minutes, January 8, 2025 Page 2 of 6 Carson Taylor noted the Study Commission training and decision to set up training with the MSU Local Government Center. The Study Commission held a discussion related to trainings and informational materials. Deanna Campbell will provide additional information from alternative sources. D)00:29:10 Changes to the Agenda E)00:29:16 Public Comment 00:34:00 Jena Reno commented on the Charter and its scrutiny. 00:36:23 Anna Shchemelinin commented on the Red Light, Green Light information sheet and other issues in the City. 00:40:10 Roger Blank commented on transparency and public involvement, form of government, and method of election 00:42:33 Alison Sweeney commented on Article IV of the Charter and local control; Neighborhood Associations and the Interneighborhood Council, and Boards and Commissions. F)00:46:16 New Business F.1 00:46:19 Bylaws Discussion and Adoption Bylaws City of Bozeman Study Commission 2024-2026.docx 00:55:08 Questions and Discussions 01:28:14 Motion to amend Part 1 of the Bylaws as discussed. Deanna Campbell: Motion Barb Cestero: 2nd 01:28:22 Vote on the Motion to amend Part 1 of the Bylaws as discussed.The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 01:28:53 Discussion on Part 2 01:29:56 Motion to acceptPart 2 of the bylaws as written. Barb Cestero: Motion 8 Bozeman Study Commission Meeting Minutes, January 8, 2025 Page 3 of 6 Deanna Campbell: 2nd 01:30:04 Vote on the Motion to accept Part 2 of the bylaws as written.The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 01:30:23 Discussion on Part 3 01:53:07 Motion to acceptPart 3 of the Bylaws with the amendments just discussed. Barb Cestero: Motion Deanna Campbell: 2nd 01:53:16 Vote on the Motion to accept Part 3 of the Bylaws with the amendments just discussed.The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 01:53:47 Discussion on Part 4 01:54:53 Motion to acceptPart 4 as written with the addition of "simplified." Deanna Campbell: Motion Barb Cestero: 2nd 01:55:04 Vote on the Motion to accept Part 4 as written with the addition of "simplified."The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero 9 Bozeman Study Commission Meeting Minutes, January 8, 2025 Page 4 of 6 Deanna Campbell Jan Strout Disapprove: None 01:55:14 Discussion on Part 5 02:00:19 Motion to adopt Part 5 of the Bylaws with the amendments just discussed. Barb Cestero: Motion Deanna Campbell: 2nd 02:00:33 Vote on the Motion to adopt Part 5 of the Bylaws with the amendments just discussed.The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 02:00:41 Discussion on Part 6 02:10:21 Motion to adopt Part 6 the Bylaws with changes as discussed. Jan Strout: Motion Barb Cestero: 2nd 02:10:34 Vote on the Motion to adopt Part 6 the Bylaws with changes as discussed.The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 02:10:41 Discussion 7 10 Bozeman Study Commission Meeting Minutes, January 8, 2025 Page 5 of 6 02:12:38 Motion to acceptPart 7 of the Bylaws as written. Deanna Campbell: Motion Barb Cestero: 2nd 02:12:41 Vote on the Motion to accept Part 7 of the Bylaws as written.The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 02:12:50 Discussion on Part 8 02:15:39 Motion to acceptPart 8 as written. Deanna Campbell: Motion Jan Strout: 2nd 02:15:58 Vote on the Motion to accept Part 8 as written.The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 02:16:08 Motion to acceptthe Bylaws as previously amended and discussed. Becky Franks: Motion Deanna Campbell: 2 nd 02:16:21 Vote on the Motion to accept the Bylaws as previously amended and discussed.The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks 11 Bozeman Study Commission Meeting Minutes, January 8, 2025 Page 6 of 6 Barb Cestero Deanna Campbell Jan Strout Disapprove: None F.2 02:16:30 Budget Development Budget Bozeman City Study Commission.xlsx RE_ Study Commission Mill.pdf 02:17:10 Recording Secretary discussion G)02:24:39 Future Agenda Items G.1 02:24:44 Scheduling Discussion The next meeting was scheduled for January 22, 2025, from 4-6 pm. G.2 Potential Meeting topics: Study Commission Purview and Charge Timeline Current Charter Contents Charter Crises and City Attorney notes of issues in current Charter Staff identified "pinch points" Community Issues H)02:39:22 Adjournment 12 Memorandum REPORT TO:Study Commission FROM:Mike Maas, City Clerk, Ex Officio SUBJECT:Budget Development MEETING DATE:January 22, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to place the budget for the Local Government Study Commission on the ___________, 2025 agenda for approval. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:7-3-184, MCA outlines the financial administration for a study commission. Each fiscal year, the study commission must create and submit a budget to the City Commission for approval. As approved by the voters, the City Commission levied 1 mill, valued at $245,207.74, for the entirety of the study commission’s work. At the end of the study commission, any unexpended funds revert to the general fund. The City Commission and City Manager are providing the City Commission room and associated technology for the operations of the study commission. The City Manager has authorized the City Attorney to assist the study commission without charge. Clerical assistance and other in-kind services may be allocated to the study commission's approved budget appropriation. 7-3-183, MCA, authorizes the study commission to employ staff with consent of the employing agency; may contract for services; may retain consultants; and, "any other act consistent with and reasonably required to perform its function." The budget should include costs associated with any election for a potential question of the voters. The previous study commission had three categories in the City's accounts payable system: Supplies and Materials, Contracted Services, and Travel/Training. The more granular the adopted budget, the more restrictive it becomes if the needs or desires of the Study Commission change within the fiscal year. The budget template from the Local Government Center has 12 categories. Keeping categories broad but specific enough to identify the intended uses will be the necessary approach. As these expenditures are utilizing public funds, they are subject to the procurement and purchasing requirements of the State of Montana. The Study Commission should consult and comply with the City of Bozeman’s purchasing policy (see Administrative Order 2023-03). UNRESOLVED ISSUES:The Recording Secretary function is currently being filled by the Ex Officio. 13 The City staff qualified to assist in these duties would deplete the City in core critical functions. This position could filled by outside contracting. City Human Resources has provided the option of a Short-term Worker that will require a list of duties the individual will conduct for the Study Commission. Public Relations/Engagement functions and what uses will be desired will define the costs associated with this item. Determination of the desired approaches, at least initially, will be necessary for the funding discussion. By way of reference, the Public Relations/Education contract the City used for last November's ballot questions appropriated around $55,000. Election costs will be one of the larger items to be budgeted. For reference, the City's last two election invoices have been included. The June primary was just under $15,000 and the November general election cost was just over $31,000. For public hearings, the majority of costs associated will be in publication of notices. Typical noticing costs are $100-200 per advertisement, varying by scale and length of the notice. For the other category, considerations of facility rental costs for any off-site meetings/events, outreach, or engagement planning will be the largest expense. This category could also include any operational or administrative purchase (equipment, materials, etc.) ALTERNATIVES:As per the Study Commission. FISCAL EFFECTS:TBD Attachments: RE_ Study Commission Mill.pdf Budget_Bozeman_City_Study_Commission.xlsx LocalGovCenter_VoterReview_InPersonTrainings Invoice 2534.pdf Bozeman Invoice.pdf City of Bozeman 2024 General Election Invoice.pdf Report compiled on: December 20, 2024 14 From:Melissa Hodnett To:Mike Maas Subject:RE: Study Commission Mill Date:Monday, December 16, 2024 1:51:36 PM The value of one mill is $ 245,207.740. Melissa Hodnett, MBA, CPFO | Finance Director City of Bozeman, MT | P.O. Box 1230 | Bozeman, MT 59771 p: (406) 582-2318 |c: (406) 595-5366 | www.bozeman.net From: Mike Maas <MMaas@BOZEMAN.NET> Sent: Friday, December 13, 2024 3:48 PM To: Melissa Hodnett <mhodnett@BOZEMAN.NET> Subject: Study Commission Mill Hi Melissa, Can you please confirm the exact amount allocated to the Study Commission with our 1 mill levy? Thank you, Mike Maas, MPA City of Bozeman | 121 N. Rouse Ave. | Bozeman, MT 59715 406.582.2321 Pronouns: he/him/his Have Questions? Ask BZN 15 Total Funds Levied or Appropriated Election Request sent to Election Administrator 12/30/24 Travel/Training Contracted Services Public Hearings Other: Total Expenses 0 Claims to be approved on Consent Approved by Study Commission on: Study Commission Chair (Print & Sign) Study Commission Clerk/Secretary (Print & Sign) Submitted Bozeman City Commission DRAFT Bozeman Study Commission Budget 2024-2026 16 $245,208 Request sent to Election Administrator 12/30/24 Bozeman Study Commission Budget 2024-2026 17 Invoice Date: 12/26/2024 To: Mike Maas Email: mmaas@bozeman.net Organization: Bozeman Invoice: 2534 Number of Study Commissioners Description Unit Price Line Total 7 In-Person voter review event with the Following Study Commissioners in attendance: Barb Cestero Becky Franks Carson Taylor Deanna Campbell Greg Sullivan Jan Strout Mike Maas $275 $1925 TOTAL $1925 Please include Index #036488 and Account #53631 on payment. Checks can be made payable to: MSU Extension Local Government Center PO Box 170535, Culbertson 235 ▪ Bozeman, MT 59717 ▪ 406-994-4186 Contact Schuyler Germann with any questions. Schuyler.germann@montana.edu 18 Item Description Amount Ballots Advertising Postage Mailing Materials Personnel TOTAL DUE: Please remit to: Gallatin County Clerk & Recorder/Elections 311 West Main, Room 210 Bozeman MT 59715 505.69$ City of Bozeman Study Commission Question Invoice Federal Primary Election, June 4th 2024 Election Expenses 8,293.65$ 1,393.49$ 502.08$ 350.93$ 3,163.60$ 14,209.44$ Payment Due by September 23, 2024 19 Item Description Amount Professional Services Printing and Duplicating Legal ads Programming Personnel Postage TOTAL DUE: Please remit to: Gallatin County Clerk & Recorder/Elections 311 West Main, Room 210 Bozeman MT 59715 3,247.11$ City of Bozeman Election Invoice Federal General Election November, 5th 2024 Election Expenses 5,722.22$ 4,434.14$ 940.69$ 13,817.34$ 3,046.79$ 31,208.28$ Payment Due by January 20th. 2025 20 Memorandum REPORT TO:Study Commission FROM:Mike Maas, Ex Officio SUBJECT:Potential Meeting topics: Timetable Meeting Agreements Study Commission Purview and Charge Timeline Current Charter Contents Charter Crises and City Attorney notes of issues in current Charter Staff identified "pinch points" Community Issues MEETING DATE:January 22, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Schedule on Future Agendas for Action STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:This item is a living list of potential future meeting topics. UNRESOLVED ISSUES:None identified. ALTERNATIVES:As per the Study Commission. FISCAL EFFECTS:TBD Attachments: Timetable Bozeman City Study Commission.pdf Report compiled on: January 16, 2025 21 Study Commission of City of Bozeman Timetable For Study Commission Deliberations and Actions This timetable for the deliberations and actions of the Bozeman Study Commission is established as required by 7- 3-186, MCA for the purpose of assuring full public information concerning the Local Government Review process in City of Bozeman and enabling informed citizen participation. All meetings of the Study Commission are open to the public. Date Action December 9, 2024 First Study Commission organizational meeting December 12, 2024 Montana State University Local Government Center regional Study Commission Trainings January 8, 2025 Bylaws established and approved by Study Commission. January 8, 2025 Establish dates and cadence for regular Study Commission meeting, Bozeman City Hall. January 22, 2025 Budget established and approved by the Study Commission. January 22, 2025 Determine and schedule education and other needs for the Study Commission to set us up for success in developing the proposed recommendations. March 10, 2025 Timetable established and published within 90 days of organizational meeting March 2025 First Public Hearing—to gather citizen input on the form, functions, powers, and problems of city government and the adequacy of city services Consider scheduling all public hearings and community engagement workshops on Tuesday or Thursday evenings. Middle of the week times tend to be easier for folks to attend than beginning or end of the week times. April 2025 Adopt a Tentative Report from First Public Hearing April 2025 Develop and adopt a public outreach plan with calendar dates and locations April 2025 Develop and adopt discovery plan for best practices to be learned from other communities. Following deliberation and public input, decide the Power structure desired for the City of Bozeman Following deliberation and public input, decide the Form of government for the City of Bozeman Following deliberation and public input, decide the Plan sub-options that will be under consideration Second Public Hearing—to gather citizen response to Tentative Report Adopt the Final Report from Second Public Hearing June 2026 Provide the County Clerk and Recorder a ballot certificate if a proposal is to be placed on the November 3, 2026, ballot July 2026 If the final report proposes an alteration of local government, prepare public education materials to help citizens understand the proposal and compare the proposal with existing governmental form, structures, and powers August 2026 Approve public education materials and conduct public forums. 22 Election on proposed alternative or amendment in conjunction with regularly scheduled election. If the voters approve a proposed alteration of the government, the study commission term is extended for 90 days after the vote date. The Study Commission prepares for a transition plan. Study Commission term of office ends. Deposit all minutes and other Study Commission documents with the county clerk and recorder Submit a copy of the final report to the MSU Local Government Center Finalize the end budget and financial plan 23 Memorandum REPORT TO:Study Commission FROM:Mike Maas, Ex Officio SUBJECT:Additional Background Information for Study Commissioners MEETING DATE:January 22, 2025 AGENDA ITEM TYPE:Administration RECOMMENDATION:Review information for inclusion in each Study Commissioner's Resource Binder STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:City of Bozeman Strategic Plan City Commission Priorities for 2024-25 Bozeman Community Plan 2020 City of Bozeman Budgets and Financial Reports Equity and Inclusion including: Belonging in Bozeman Plan (BIB) Equity and Inclusion Hub Resolution 5384 Bozeman City of CEDAW Resolution 5169 Gender Pay Equity Resolution 4601 Equal Pay for Equal Work Resolution 4243 Non Discrimination GARE - Racial Equity in City Government Our Impact MT League of Women Voters State and Local Chapters resources: Local Government Review Backgrounder from the Brennan Center for Justice: Political Intimidation Threatens Diversity in State and Local Office Ms. Magazine: Political Abuse Stifles Diversity, Report Shows - Ms. Magazine UNRESOLVED ISSUES:None ALTERNATIVES:None FISCAL EFFECTS:None Report compiled on: January 13, 2025 24 25