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HomeMy WebLinkAbout01-08-25 Study Commission Agenda and Packet MaterialsA. Important Information for the Public: A.1 Important information for the Public.(Newby) B. Call to Order - 4:00 PM - Commission Room, City Hall, 121 North Rouse C. FYI/Study Commissioner Updates D. Changes to the Agenda E. Public Comment F. New Business F.1 Bylaws Discussion and Adoption(Maas) THE STUDY COMMISSION OF BOZEMAN, MONTANA SC AGENDA Wednesday, January 8, 2025 How to Participate: If you are interested in commenting in writing on items on the agenda please send an email to comments@bozeman.net or visit the Public Comment Page prior to 12:00 p.m. on the day prior to the meeting. Public comments will also be accepted in-person and through video conference. As always, the meeting will be recorded and streamed through the Meetings video page and available in the City on cable channel 190. For more information please contact the City Clerks' Office at 406.582.2320. 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: 951 6442 0347 The Bozeman Local Government Study Commission was approved by Bozeman voters at the November 5, 2024 election. The Study Commission's purpose and scope of work is controlled by Montana Law. Please consult this Red Light Green Light document and Misconceptions document for further information on the scope of the Study Commission's authority. 1 F.2 Budget Development(Maas) G. Future Agenda Items G.1 Scheduling Discussion 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. Adjournment Consider the Motion: I move to adopt the Bylaws of the Governing Voter Review Study Commission. Consider the Motion: I move to place the budget for the Local Government Study Commission on the ___________, 2025 agenda for approval. Resources Local Government Center Open Meeting and Citizen Participation Resource Document Bozeman Local Government Study Commission page Charters Past Study Commission Reports and Materials National Civic League Model City Charter 9th Edition 2 Memorandum REPORT TO:Study Commission FROM:Greg Sullivan, City Attorney Mike Maas, City Clerk Alex Newby, Deputy City Clerk SUBJECT:Important information for the Public. MEETING DATE:January 8, 2025 AGENDA ITEM TYPE:Administration RECOMMENDATION:Read provided documents. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:The Bozeman Local Government Study Commission was approved by Bozeman voters at the November 5, 2024 election. The Study Commission's purpose and scope of work is controlled by Montana Law. Please consult this Red Light Green Light document and Misconceptions document for further information on the scope of the Study Commission's authority. UNRESOLVED ISSUES:None ALTERNATIVES:None FISCAL EFFECTS:None Attachments: Red Light, Green Light.pdf Understanding what the Voter Review is and is not.pdf Report compiled on: January 2, 2025 3 The Montana State University Extension Service is an ADA/EO/AA/Veteran’s Preference Employer and Provider of Educational Outreach. RED LIGHT, GREEN LIGHT: ARE THESE ISSUES WITHIN THE SCOPE OF THE VOTER REVIEW? 1 The following list contains some of the most common issues communities have sought to address through the Local Government Review process that may be influencing community participation in this cycle. Several of the issues are within the legitimate scope of the Review process, the majority are not. This list addresses each issue, explaining why it is or is not within the scope of the Review.       ISSUE STOP OR GO EXPLANATION Changing the number of commissioners or council members GREEN LIGHT: GO This issue CAN be addressed through the Voter Review. Considering if a local government adequately represents the diversity of its constituency is part of the process of evaluating the form and plan of government the study commission is tasked with. Modifying the plan of government to change the number of commissioners or council members is an issue that can be addressed through the Voter Review process (7-3-223, MCA). Recalling or replacing elected officials RED LIGHT: STOP This issue CANNOT be addressed through the Voter Review. None of the changes that can be made to the form and plan of government through the review involve creating or implementing a mechanism for disciplinary action or the removal of elected officials. The legal options for recall or replacement are through the ballot or through a recall vote, the process for which is determined in Title 13, Chapter 1, Part 1 of the Montana Code Annotated. Changing or reducing taxes RED LIGHT: STOP This issue CANNOT be addressed through the Voter Review. Local governments’ tax revenue authority and restrictions are established independent of the Voter Review process. Local governments are already restricted in growth to one half the rate of inflation over the last three years by 15-10-420 MCA and they can cap their own taxes via policy. Title 15, Ch 10 Part 4 & Title 7, Ch 6, Part 40 address taxation at the local government level. Making changes to the areas commissioners or council members represent, for example electing council members at- large vs. by ward or district GREEN LIGHT: GO This issue CAN be addressed through the Voter Review. The Voter Review involves evaluating the form and plan of government and recommending specific changes if considered necessary. Choosing whether commission or council members are elected at large vs. by districts or wards is one option that can be altered in the plan of government and so can legally be addressed through the process. 4 2 Adding, changing, or removing services. For example, can a city add recycling services? RED LIGHT: STOP This issue CANNOT be addressed through the Voter Review. During the review, the study commission can consider if a change to the current form or plan of government would facilitate the responsiveness or efficiency of the unit of local government and thus allow it to implement certain services or enhance its service delivery. For example, adopting the Commission-Manager form can enhance efficiency and so could make improvements in service delivery. But the review itself cannot be used to implement, change, or remove any policies or services. Annexation, growth plans, and zoning policies RED LIGHT: STOP This issue CANNOT be addressed through the Voter Review. Annexation, growth plans, and zoning are policy decisions made by the legislative body. A commission or council can make annexation policy decisions by ordinance. The only aspect that could be addressed through the review would be voting to implement or change a charter to assign annexation responsibilities to the executive rather than the legislative branch. In addition, as mentioned above, the review itself cannot be used to implement, change, or remove any policies or services. Transitioning from a mayor to a professional manager or vice versa GREEN LIGHT: GO This issue CAN be addressed through the Voter Review. The decision whether to adopt an alternative form of government is one of the main decisions the review process helps facilitate. The transition from a mayor to a professional manager or vice versa could be accomplished if the study commission finds enough information to support recommending a change from the Commission-Executive form to the Commission-Manager form or the reverse. County or county-municipality consolidation or mergers GREEN LIGHT: GO This issue CAN be addressed through the Voter Review. Consolidation or merger is one of the main recommendations available to the study commission to make if they think such a recommendation would be beneficial to the community based on the information and research they gather during the review. Local option tax--sales or resort tax RED LIGHT: STOP This issue CANNOT be addressed through the Voter Review. Sales and resort taxes are both governed by different parts of the Montana Code Annotated. For example, resort tax law is contained in Title 7, Chapter 6, Part 15. Resort taxes are only available to communities that meet specific criteria. To be designated a “resort community,” that community must be incorporated, have a population of less than 5,500, and derive more than 50% of its economic well-being from business catering to the recreational needs of people traveling to or through the municipality. 5 3 Elections RED LIGHT: STOP This issue CANNOT be addressed through the Voter Review. Election law is governed by a different part of the Montana Code Annotated. While the review can be used to change things like whether elections are partisan or non-partisan or at large vs by ward or district, for example, election law is governed by Title 13 of the MCA and cannot be influenced or changed in the Voter Review process. 6 The Montana State University Extension Service is an ADA/EO/AA/Veteran’s Preference Employer and Provider of Educational Outreach. MISCONCEPTIONS ABOUT THE VOTER REVIEW WHAT THE VOTER REVIEW IS & IS NOT.... 1 The Local Government Review process is complicated; its scope and intent are easily misunderstood. But it’s important to know that the review is not a platform for airing discontent or mobilizing change in the ways that citizens sometimes think it is or want it to be.    Many of the misconceptions about what the process is and what it can do stem from a desire to use the process to address complaints with politics, policy, or personality that are outside the legally defined scope of the process. Here’s an analogy that might help clarify the limits of the Voter Review. The process is governed by, and limited to, the statutes laid out in Title 7 Chapter 3 of the Montana Code Annotated (7-3-101 through 7-3- 193, MCA). Imagine this section of the Code is a sandbox. Everything legally allowed by and relevant to the process—evaluating and potentially recommending changes to the power, form, and plan of government—is the sand in this sandbox. You can dig into this sand, redistribute piles of it from one corner to another, or even knock the existing sandcastle down and build a new one. But many of the concerns citizens hope to address through the review, election law, taxes, or zoning issues, for example, are contained in different sandboxes—different sections of the Code dictating the legal methods for addressing those issues. You can’t go to a neighboring sandbox, like the Title 13 sandbox, which governs election law, and take pails of that sand back to the Title 7 sandbox. So, what can it do? The Voter Review process examines and allows for change in two big categories: • A choice of one of the six designated alternative forms of government • The ability to choose between self-governing powers and the default general-governing powers Most of the forms offer some choice between the statutorily designated form of government and various suboptions that can be selected to tailor the plan of government to best meet the needs of the community. But these suboptions are limited and have clearly defined statutory parameters permitting limited and highly prescribed changes in the following three areas: • The relationship between the legislative (law-making) and executive (law-enacting) branches of local governments. Will this relationship be a Council-Mayor form, a Commission-Manager form, etc.? Each form and its various sub-options determine what this relationship looks like and how it functions. • The roles and responsibilities of the executive (mayor or manager) and the commission or council in a handful of specifically defined capacities: o Whether they appoint direct reports like administrative assistants o If they have supervision over boards, departments, or department heads o If that supervision is exclusive or if their supervisory role is limited o Whether the role includes veto power 7 2 • Aspects of the elections process. This is a big point of confusion because the review involves decisions pertaining to election criteria for local government officials, but none of these decisions have anything to do with changing or modifying election law. (Think of those sandboxes.) The review involves six decisions pertaining to election criteria: o Whether certain officials are elected or appointed o Whether council members, the mayor, or the commission are elected at large, by districts or wards, or by a combination o Whether they serve concurrent or overlapping terms of office o The length of office they serve o How many members are elected or appointed to the council or commission o Whether elections are partisan or non-partisan The review’s promise and potential have to do with building a local government’s capacity for flexibility and responsiveness to change, ensuring thriving grassroots governance, and positioning local governments to adapt and respond to community needs over time. It’s an opportunity to enhance your local government’s ability to provide services in response to changing community needs and demographics, but its scope is limited. Be wary of thinking about the review as a reactionary solution to problems in local government that have more to do with personality clashes, a lack of knowledge or clarity about roles and responsibilities, perceived mismanagement, poor decision making on the part of the few, or a plain old lack of civility. One bad egg doesn’t mean the whole system is rotten. It is NOT a forum for attempting to remove or discipline elected officials, local government staff, or board members. It is NOT an opportunity to address discontent with or attempt to change the elections process. It is NOT a platform for adding, changing, or removing services or challenging local policies, ordinances, taxes, fees, or zoning issues, among other frequent sources of frustration. In short, it is NOT a means of addressing problems you may have with personality, politics, or policy in your local government. The review can be used to examine how efficiently and effectively a local government makes and implements policy; it cannot be used to implement, change, or dispense with any policies or services.  These frustrations may be valid, but they are not within the scope of the Local Government Review and must be taken up elsewhere through the relevant legal and political channels. 8 Memorandum REPORT TO:Study Commission FROM:Mike Maas, Ex Officio SUBJECT:Bylaws Discussion and Adoption MEETING DATE:January 8, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to adopt the Bylaws of the Governing Voter Review Study Commission. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:The Bozeman Study Commission has statutory authority to establish its own rules (7-3-181, MCA). The Study Commission drafted the attached bylaws. Once adopted, the bylaws will control topics including but not limited to participation by electronic means, presiding officer, public participation, noticing meetings, preparation of agendas, order of business for Study Commission meetings, conducting public hearings, etc. UNRESOLVED ISSUES:Logistical Considerations: Identifying public comment options on the agenda and creation of an introductory script How to accept written public comments and handling of anonymous comments Office of Record and records retention Use of City email, website, and engagement resources Recording Secretary Duties ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:TBD Attachments: Bylaws City of Bozeman Study Commission 2024-2026.docx 9 Report compiled on: January 2, 2025 10 Bylaws of Governing Voter Review Study Commission PART I. General Provisions Section 1.01 Purpose.The purpose of this document is to establish the rules of procedure for the conduct of meetings and the transaction of business by the 2024-2026 Study Commission of the City of Bozeman. These rules of procedure are intended to ensure that the Study Commission can accomplish its work efficiently, in full view of the public,and with reasonable opportunity for the public to participate in the deliberations and decisions of its county government. Section 1.02 Authority.These rules of procedure are promulgated pursuant to and supplement Title 2, Chapter 3 and Title 7, Chapter 3, Part 1 of the Montana Code Annotated. Section 1.03 Fiscal Term. The fiscal term of the City of Bozeman Study Commission shall begin November 2024 and end at the completion of the designated work and no later than November 2026. Any unspent budgetary funds at the time of completion shall be added to the general fund of the City of Bozeman. Section 1.04 Membership. Membership is designated by residents voting in the general election in November 2024 and service continues through the completion of the work. The Study Commission is made up of five Members (each a “Member”) who receive the most votes.Members shall serve on the Study Commission without compensation for their services.Norms for Study Commission Members will follow the Rules of Procedure as stated in Chapter 2, Article 2, Section 2.02.200, 120, 140, and Division 4: Code of Ethics BMC. Participation by Electronic Means.Study Commission Members are expected to contribute the time necessary to fulfill their obligations to the outcomes of the Study Commission,make every effort to attend all scheduled meetings and make every effort to do so in person. All Members are required to contact the Chair and Recording Secretary prior to the meeting if they are to be absent from a meeting. Any one or more Members may participate in, and shall be deemed present at, any meeting conducted by video conference by which all persons participating in the meeting can hear each other at the same time.A minimum of two people must be present in the room for a meeting to occur. Officers of the Commission.The officers are the Presiding Officer and Presiding Vice-Officer (here forward “Chair and Vice Chair”)and shall be elected by the Members. The Chair shall preside over all meetings of the Commission and set the final draft of the agenda after receiving input from the full Study Commission during the prior meeting. The Vice Chair shall preside over the meetings in the absence of the Chair or if the Chair is participating via electronic means.A Recording Secretary will be selected by the Study Commission and be responsible for preparing meeting documents, posting the meeting as 11 2 required, recording the meeting minutes and following all requirements that ensure public participation outlined by law. Compliance with the City Code of Ethics. All Members are required to follow State ethics laws regarding appointed officials and the City of Bozeman Code of Ethics.Members are also required to attend City sponsored Ethics Training on an annual basis. Inability to complete term. If a Member is not able to complete the term, the vacancy will be filled by appointment by the Bozeman City Commissioners within 30 days of the vacancy date. MCA 7-4-4111 and 7-4-4112. PART II. Public Participation Section 2.01 Policy.It is the policy of Bozeman City Commission that the public shall be afforded reasonable opportunity to participate in the operations of the Study Commission prior to the final decision of the Study Commission concerning any matter of significant interest to the public. A matter of significant interest to the public includes but is not limited to any matter: 1. Requiring two public hearings. 2. Hearing, discussion, or deciding on a proposal to alter the current form of government for the City of Bozeman. 3. Relating to the budgetary and financial affairs of the Study Commission. Section 2.02 Open Meetings.A meeting of the Bozeman Study Commission is convened whenever a quorum of Study Commission Members hear, discuss, or act upon any matter over which they have jurisdiction, whether corporal or by means of electronic equipment. All meetings of the Bozeman Study Commission shall be open to the public, unless otherwise provided by law after consultation with qualified legal counsel. Section 2.03 Notice. The Bozeman Study Commission will meet as scheduled as decided by the Members and shall give timely notice of any public hearing or any meeting to discuss or act upon any matter of significant interest to the public, as prescribed by law. Additionally, the agenda of all scheduled meetings of the Bozeman Study Commission shall be posted on the designated public posting location(s) at best seven calendar days but not later than 48 hours prior to the meeting. Special Meetings. If a meeting is needed in addition to the regularly scheduled monthly meeting, the Chair or two or more Members can call a special meeting. The only difference between a regular meeting and a special meeting is that a special meeting can only address the topic for which it was called. Otherwise, it must follow all procedural and noticing requirements. Section 2.03 Public Posting.The Bozeman Study Commission will post official notices in compliance with 2-3-103, MCA and utilizing the City of Bozeman’s designated official posting procedures. 12 3 PART II. Procedures. Section 3.01 Quorum.A quorum of the Bozeman Study Commission shall consist of three Study Commission Members. No meeting of the Study Commissionshall be convened without a quorum.Action of the Study Commission shall be based on the affirmative vote of a majority of those Members who are present at the meeting at which a quorum exists. Voting by proxy will not be permitted. Vote on Formal Recommendations. Any final recommendations or adoption of the final report made by the Study Commission does not have legal effect unless adopted by a majority of the whole number of members of the study commission.MCA 7-3-181 Section 3.02 Agenda Preparation.Proposed agenda matters requiring consideration, discussion, or decision by the Study Commission shall be discussed and organized during the prior meeting. The following meeting agendas will be set on each meeting agenda that includes discussion by the Members followed by public comment. A formal vote on the upcoming agenda will be taken. Additional agenda items may be added or amended by the Chair if deemed necessary and appropriate. The agenda will then be submitted in writing to the Chair of the Study Commission or to the designated point of contact of the Study Commission by 12:00 noon nine calendar days preceding the next regularly scheduled meeting of the Board. The Chair or the designated representative shall arrange the matters requiring discussion or action into an agenda according to the order of business specified herein. Electronic or printed copies of the agenda shall be provided to each Member of the Study Commission and made available to the public at best seven calendar days but not later than 48 hours prior to the scheduled meeting. Section 3.03 Order of Business.The presiding officer shall present the agenda in substantially the following form which may be altered by consent of the Study Commission. The order of public comment may be adjusted to enhance the value of public participation in the discussion. 1. Call the meeting to order 2. Changes to the agenda 3. Public Comment over anything on the agenda 4. Approval of consent agenda which includes the Minutes of the Previous Meeting 5. Correspondence or Study Commission Update 6. Unfinished Business a. Matters that have previously been heard or considered but no final action has been taken. 7. New Business a. Public Hearing (required by law for specific actions of study commission) 8. Future Agenda Items 9. Public Comment on anything not on the agenda but within the jurisdiction of the study Commission a. An item that is not scheduled on the agenda for the current meeting may be commented on by the public and may be briefly discussed by the study commission at the body’s discretion. However, the purpose of such discussion shall be to decide whether or not to schedule the item for discussion and/or vote on a subsequent agenda. As a general rule no matter of significant interest to the public should be decided upon without prior notice to the public as a scheduled Study Commission agenda item. 13 4 10. Announcements (such as schedule time, date, and location of next meeting) 11. Adjournment PART IV. Rules of Study Commission Participation. Section 4.01 Policy.To provide for the effective participation by all Members of the Bozeman Study Commission and to protect the right of participation by members of the public appearing before the Study Commission, all meetings of the Study Commission shall be conducted in general conformance with the provisions of the current edition of Robert's Rules of Order, except when inconsistent with the law or this policy. Section 4.02 Rules.Study Commission debate shall proceed in accordance with the following rules: 1. A Study Commission Member desiring to speak shall address the presiding officer, and upon recognition, shall confine him or herself to the question under debate, avoiding abusive and indecorous language. 2. A Study Commission Member once recognized, shall not be interrupted when speaking unless it is to call him or her to order, or as herein otherwise provided. If a Study Commission Member while speaking is called to order, the person shall cease speaking until the question of order is determined, and, if in order, the person shall be permitted to proceed. 3. Order of rotation in matters of debate or discussion shall be at the discretion of the presiding officer. 4. A motion may be made by any member of the Study Commission but must be seconded prior to discussion and vote. If the motion is not seconded it shall be declared failed for lack of a second by the presiding officer. 5. A motion to reconsider any action taken by the Study Commission may be made only on the day such action was taken. It may be made either immediately during the same session, or at a recessed and reconvened session thereof. Such a motion may only be made by a Study Commission Member of the prevailing side but may be seconded by any Study Commission Member and it shall be debatable. 6. Nothing herein shall be construed to prevent any Member of the Study Commission from making or remaking the same or any other proper motion at a subsequent meeting of the Study Commission, but the matter must be a scheduled agenda item. Section 4.03 Suspension of the Rules of Debate.The rules of debate may be suspended temporarily by the unanimous vote of the entire Study Commission. Section 4.04 Duty to Vote.It shall be the duty of each Study Commission Member to vote in the affirmative or negative on each motion duly placed before the Study Commission by the presiding officer. A Study Commission Member may make a brief explanation of the reason why they voted in a particular way. 14 5 Section 4.05 Conflict of Interest.Any Member of the Study Commission who has a private interest, as defined by law or as so advised by the City Attorney, in any matter pending before the Bozeman Study Commission shall not participate in the debate nor vote in that matter nor seek to influence the vote of Members of the Study Commission, except as otherwise provided by 2-2-201, MCA. The Member with a conflict of interest may stay present at the table but may not participate in the discussion or the vote. If the presiding officer has a private interest in a matter pending before the Study Commission, they shall yield the chair to the Vice Chair during the course of debate and decision concerning the matter in which they have a private interest. PART V. Presentation to the Study Commission. Section 5.01 Procedures.The general procedure by which items are handled by the Study Commission Members at other than public hearings shall be as follows: 1. The presiding officer or staff member presents the item to the Study Commission along with a brief summary of the matter for discussion, with or without the presiding officer's recommendation. 2. For the purpose of clarification and after recognition by the presiding officer, Study Commission Members may direct questions about the item to the presiding officer or staff member. 3. The presiding officer will then invite members of the audience to present or submit testimony beginning with those in favor of the proposal, followed by those who oppose the proposal, and concluding with those who neither favor nor oppose the proposal. 4. All testimony shall be directed to the presiding officer. 5. The Study Commission may, upon a proper motion and second, vote on the matter or table the matter until a date certain. PART VI. Public Hearings Section 6.01 Procedures.The Study Commission shall conduct public hearings as required by law. Public testimony will be presented to the Study Commission in the same format as described in PART V above, except that witnesses may be required to testify under oath as provided by law in which case the Study Commission shall not be bound by the strict rules of evidence, but may exclude irrelevant, immaterial, incompetent, or unduly repetitious testimony or evidence. The presiding officer shall, with advice from the City Attorney/legal counsel, rule on all questions relating to the admissibility of testimony or evidence. The ruling of the presiding officer may be overruled by a majority vote of the Study Commission. Additionally, the following rules of procedure shall apply: 1. The proponents or opponents, their agent or attorney, may submit petitions and letters prior to the closing of the hearing and the same shall be entered by reference into the minutes and considered as other testimony received at the hearing. 15 6 2. Following the presentation of any testimony and evidence, the Members may ask questions of any person presenting to the Commission. 3. Following the presentation of all testimony and evidence, the Study Commission may: (1) Continue the hearing to a date certain to allow additional information to be submitted to the Study Commission; (2) Close the public hearing and proceed to Study Commission meeting debate of the matter; (3) Continue the Study Commission debate and vote to a date certain. 4. A public hearing which has been formally closed may not be reopened. If additional information is required before a decision can be made, the Study Commission, upon motion duly made, seconded and passed, may call for an additional public hearing which hearing shall be duly noticed as required by law. PART VII. Guide for Public Participation Section 7.01 Guidelines for Public Participation.The following guidelines shall serve to assure reasonable and fair public participation in the decisions of the Bozeman Study Commission. 1. The public shall be invited to speak on any item under consideration by the Study Commission after and only after recognition by the presiding officer. 2. The speaker should step to the front of the room, and for the record, give their name and state whether they are residents of the city or property owners within the city for the record and, if applicable, the person, or organization they represent. 3. Prepared statements are welcomed and should be given to the presiding officer and noted in the minutes of the meeting. Prepared statements that are also read, however, shall be deemed unduly repetitious. All prepared statements shall become a part of the permanent record. 4. While the Study Commission is in session, members of the public must preserve order and decorum. No person shall delay or interrupt the proceedings or the peace of the Study Commission nor disturb any member of the public or of the Study Commission while speaking or refuse to obey the orders of the presiding officer of the Study Commission, and adopts Bozeman Municipal Code Ordinance 2157. Threats of violence will not be tolerated. 5. As the public has an opportunity to provide written comment on agenda items prior to a city commission meeting, and to ensure an orderly and efficient meeting, the presiding officer may establish time limits for speakers providing oral comment at city commission meetings. Absent the presiding officer establishing an alternative time limit for public comment, the time limit for oral comment is three minutes per person on each agenda item. 16 7 PART VII. Resolutions Section 8.01 Resolutions.Except as provided by law, proposed resolutions may be introduced at any time by a member of the Study Commission and if adopted shall be effective on the date specified therein. PASSED, ADOPTED, AND APPROVED by the Bozeman Study Commission of Bozeman, Montana, at a regular session thereof held on the 8th of January 2025. _____________________________________ Carson Taylor Chair ATTEST: _____________________________________ Mike Maas City Clerk 17 Memorandum REPORT TO:Study Commission FROM:Mike Maas, City Clerk, Ex Officio SUBJECT:Budget Development MEETING DATE:January 8, 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. 18 The City staff qualified to assist in these duties would deplete the City in core critical functions. This position filled by outside contracting would be best. ALTERNATIVES:As per the study commission. FISCAL EFFECTS:TBD Attachments: Budget Bozeman City Study Commission.xlsx RE_ Study Commission Mill.pdf Report compiled on: December 20, 2024 19 Total Funds Levied or Appropriated Election Request sent to Election Administrator 12/30/24 Travel/Training Contracted Services Public Hearings Other: Total Expenses 0 The Purchasing Process includes .. 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 20 $245,208 Request sent to Election Administrator 12/30/24 Bozeman Study Commission Budget 2024-2026 21 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 22 Memorandum REPORT TO:Study Commission SUBJECT:Scheduling Discussion MEETING DATE:January 8, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Identify the time and place of the next meeting(s) 23 Memorandum REPORT TO:Study Commission SUBJECT: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 MEETING DATE:January 8, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Schedule on Future Agendas 24