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HomeMy WebLinkAbout05-21-25 Study Commission Agenda and Packet MaterialsA. Call to Order with Pledge of Allegiance and Moment of Silence - 4:00 PM, Commission Room, City Hall, 121 North Rouse 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, May 21, 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: 951 6442 0347 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(Heinen) E. Correspondence or Study Commission Update F. Unfinished Business F.1 Approval of Study Commission Website Design (Heinen) F.2 Approval of Communications and Engagement Plan (Heinen) G. New Business G.1 Discussion and Potential Adoption of Study Plan (Heinen) H. Future Agenda Items H.1 Potential Meeting topics(Heinen) 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 March 19, 2025, and April 3, 2025. Consider the Motion: I move to approve the website design as presented. Consider the Motion: I move to approve the Communications and Engagement Plan Consider the Motion: I move to approve the Study Plan as presented. This item is a living list of potential future meeting topics. Reference Materials Study Commission Bylaws Study Commission Repository Study Commission meetings are open to all members of the public. If you have a disability that requires assistance, please contact the City of Bozeman's ADA Coordinator, David Arnado, at 406.582.3232. Study Commission meetings are televised live on cable channel 190 and streamed live on our Meeting Videos Page. 2 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Approval of Study Commission Minutes MEETING DATE:May 21, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the Study Commission meeting minutes from March 19, 2025, and April 3, 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 previous meeting. 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: 05-01-25 Study Commission Meeting Minutes.docx Report compiled on: May 12, 2025 3 Bozeman Study Commission Meeting Minutes, May 1, 2025 Page 1 of 4 THE STUDY COMMMISSION MEETING OF BOZEMAN, MONTANA MINUTES MAY 1, 2025 A)00:42:52 Call to Order with Pledge of Allegiance and Moment of Silence -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 Present at the Dais:Recording Secretary Caeleb Heinen B)00:43:47 Changes to the Agenda C)00:44:09 Public Comment on Anything within the Jurisdiction of the Study Commission D)00:45:12 Consent Agenda D.1 Approval of Study Commission Minutes 03-19-25 Study Commission Meeting Minutes.docx 04-03-25 Study Commission Public Hearing Minutes.docx D.2 Study Commission Claims Review and Approval CityofBoze-27-615418-1.pdf CityofBoze-65-619158-1.pdf cdwg_2546327_20250403_30593635_14179575957.pdf 20250424101623541.pdf Budget_Bozeman_City_Study_Commission.xlsx 4 Bozeman Study Commission Meeting Minutes, May 1, 2025 Page 2 of 4 00:45:48 Motion to approve D) Consent Agenda Barb Cestero: Motion Jan Strout: 2nd 00:45:56 Vote on the Motion to approve D) Consent Agenda The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None E)00:59:52 Correspondence or Study Commission Update E.1 01:00:27 Statutory Requirements for the Use of Public Money 01:00:31 City Attorney Greg Sullivan presented Montana Legal Requirements for the Use of Public Funds (and ballot measures) General Principles Use of Public Funds Ethics/Ballot Measure Ballot Measure Suggestions 01:11:55 Questions 01:22:51 No public comment F)00:46:26 Unfinished Business F.1 00:46:29 Study Commission Website Update 00:50:53 Questions 5 Bozeman Study Commission Meeting Minutes, May 1, 2025 Page 3 of 4 G)01:23:23 New Business G.1 01:23:28 Summaries of the April 3 Public Hearing 01:25:20 Summary from Carson Taylor 01:36:21 Summary from Barb Cestero 01:45:02 Summary from Deanna Campbell 01:52:06 Summary from Becky Franks 02:00:30 Summary from Jan Strout 02:12:52 Summary from Ex Officio Mike Maas 02:20:12 Conclusion of summaries 02:30:22 Meeting went into Recess 02:38:12 Meeting reconvened G.2 02:38:17 Engagement and Outreach Education 02:38:26 Interim City Manager Chuck Winn presented Communications and Engagement Division An Engaged Community Defining the level of engagement City Communication Tools for Community Engagement and Techniques 02:45:33 Questions 02:53:00 Engage Bozeman platform overview G.3 02:58:34 Begin Discussion on the Communication and Engagement Plans 03:00:44 Summary of Communications plan by Barb Cestero 6 Bozeman Study Commission Meeting Minutes, May 1, 2025 Page 4 of 4 03:10:04 Discussion 03:16:41 Summary of Engagement plan by Becky Franks 03:19:32 More discussion H)03:27:30 Future Agenda Items May 2 - Mike will send link for website and email for Caeleb May 8 - Summary of Public Hearing to Caeleb, Comments on website to Mike May 12 - Drafts for Communication and Engagement plans May 14 - Publish Summary of Public Hearing H.1 03:39:27 Potential Meeting topics Finalize Website Finalize Communications and Engagement plan Review Study Plan I)Public Comment on Anything within the Jurisdiction of the Study Commission J)Announcements K)03:40:44 Adjournment 7 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Approval of Study Commission Website Design MEETING DATE:May 21, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the website design as presented. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:The City IT Department has assisted in the design of the Study Commission website (https://www.bozeman.net/services/local-government-study) and purchased the domain bozemanstudy.com. This item is to review the design and finalize the structure of the page. UNRESOLVED ISSUES:Additional consideration, discussion, and discussion by the group is necessary related to the section of "Blogs." As part of the feedback, there were requests to remove this section; as it was requested in the initial design discussions and without direction from the body to modify the design it has been retained. Whether this section of the website exists or how it will be used should be discussed in open session and a decision made on the record. ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:No further costs beyond the purchase of the domain are anticipated at this time. Report compiled on: May 15, 2025 8 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Approval of Communications and Engagement Plan MEETING DATE:May 21, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the Communications and Engagement Plan STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:As per the May 1st meeting, this item is to consider and approve the Communications and Engagement Plans drafted by Study Commissioners. UNRESOLVED ISSUES:Should this be two separate plans or one combined plan? ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:TBD Attachments: Draft Communication Plan Study Commission.pdf Draft public engagement study commission.pdf Report compiled on: May 15, 2025 9 City of Bozeman Study Commission Communication Plan This plan focuses on the flrst three goals of the City of Bozeman Local Gov’t Study commission: • Educate ourselves and the community to develop a comprehensive understanding of the City of Bozeman’s current structure, Charter form, and the processes of local government. • Conduct a transparent and inclusive study process that engages the community in evaluating our current structures and identifying any necessary changes. • Engage the community in the local government study process using a variety of methods to gather information regarding what’s working, what’s not working, and ideas to explore to improve the City’s governance. This communication plan is a strategic document that outlines how, when and what information is delivered to the public as well as how input is gathered from the public. It is supported by the Engagement Plan that describes how the public will be engaged to support the work of the Study Commission. 1. Communication Goals • Inform the Public: Ensure the public is aware of the Study Commission's goals, progress, and key milestones. In addition to the Engagement plan, multi media will be used to reach ordinary people in our community who may not naturally have their eye on our work. • Engage the Public: Actively solicit and collect feedback and suggestions from the public on relevant issues. • Build Trust: Foster transparency, credibility, and two-way communication with the community. • Promote Participation: Encourage a broad range of citizens to participate in the process. 2. Focus Audiences • Primary Audience: Residents of the city, including homeowners, renters, and business owners. (What about people who work, but not live in the City?) • Secondary Audience: Local community organizations, City Commissioners and Advisory Council members (past and current), City employees (past and current), human service groups, school district, and other stakeholders. 10 • Tertiary Audience: Media outlets, bloggers, and infiuencers who can help disseminate information. 3. Key Messages • The purpose of the Study Commission and the projects it's focused on. • Updates on progress and upcoming initiatives. • How and when residents can participate and provide feedback. • Key dates for public meetings, surveys, and other engagement opportunities. • How and when community input will be used to inform decisions. 4. Communication Channels To ensure broad outreach, multiple communication channels should be used. Informing the Public • Study Commission Website: A dedicated website for the Study Commission that includes meeting agendas, meeting minutes and recordings, updates, documents, and FAQs. This will allow for easy access to these items. • Social Media: Use City of Bozeman platforms like Facebook, Instagram, and LinkedIn to post regular updates, share meeting announcements, and engage with residents. This needs to occur in a very managed and organized manner. • Press Releases: Issue press releases for major announcements or milestones and send them to local media outlets. • External Communication Platforms: External groups of nonproflts and businesses that can include Study Commission activity communication. • Public Posters/Flyers: Place posters in city hall, libraries, community centers, and other high-traffic locations to raise awareness of the group’s activities. • Local Radio and TV: Brief announcements and PSAs on local stations or community TV programs to reach residents who may not be online. 11 Gathering Input from the Public • Online Surveys: Use tools like Google Forms, SurveyMonkey, or the city’s official platform to gather public input on speciflc topics. This link can be posted on the city’s social media platform. Include a question about resident location to ensure we gather information only from residents and employees of the City of Bozeman. • Public Meetings: Host in-person or virtual public meetings, or town halls with opportunities for Q&A, feedback, and open discussion. These can be streamed online to increase accessibility. • Community Listening Sessions: Organize informal listening sessions or community workshops in neighborhoods to meet residents where they are and hear concerns in an open, conversational format. • Focus Groups: Set up smaller, targeted focus groups for in-depth feedback on speciflc issues. This can also be a self-administered focus group based on the Engage Bozeman toolkit. • Open comment email access: This can act as an ongoing suggestion box to allow residents to submit feedback at any time. 5. Timeline Phase 1 - Consult: Awareness and Information Sharing (December 2024-May 2025) • Announce the formation of the Study Commission through all channels. • Launch a webpage with details about the workgroup, goals, timeline, and how residents can get involved. • Issue the flrst social media notice. • Send out a press release to local media outlets. • Start promoting the flrst public meeting and listening session. Phase 2 - Consult: Initial Engagement and Feedback Gathering (April 2025-September 2025) • Host the flrst public meeting and encourage attendance. (April 3, 2025) • Launch the flrst survey or poll to gather public opinions on early-stage work. • Continue regular social media updates and share any key milestones or changes. 12 • Encourage feedback via emails, online surveys, and community outreach. Phase 3 – Involve: Gather public concerns, aspirations and to ensure public is understood (May – December 2025) • Hold focus groups via invites to Study Commission meetings for more speciflc issues or topics requiring deeper input. • Follow the Study Commission Engagement Plan to identify ways to reach out to the public sector feels understood. Phase 4 – Collaborate: Partner with public to identify ideas for preferred solutions (July – December 2025) • Follow the Study Commission Engagement Plan to identify ways to gather ideas, innovation, advice and recommendations from the public, best practice examples and other Montana cities. Phase 5 - Empower: Reporting Back and Finalizing (January - July 2026) • Share a progress report with the public, including feedback received and actions taken. • Host a flnal public meeting (in-person or virtual) to present the workgroup’s recommendations or decisions. • Send out a survey for flnal feedback on the process. • Issue a press release summarizing the Study Commission’s achievements and next steps. Phase 4 - Empower: Get Out the Vote (August 2026-October 2026) • Develop educational materials in a variety of formats regarding the key suggestions that are made by the Study Commission that the public will be asked to vote on. • Host educational Ballot Measure forums for public to gather information and ask questions regarding the recommendations. • Publish articles and ads to help the public learn about key recommendations. 6. Public Input Collection Methods To ensure inclusivity, it’s important to use a variety of methods to gather input from different demographics: • Accessibility: Provide language support, closed captions for videos, and ensure materials are accessible for people with disabilities. 13 • Digital: Use online platforms for surveys, forums, and virtual meetings. • In-Person: Host meetings in accessible locations (e.g., libraries, community centers) with online interface that is clear and accessible. • Outreach: Send personalized invitations to speciflc community groups (e.g., senior citizens, community organizations, City of Bozeman staff, business owners) to participate. 7. Roles and Responsibilities (much of this will be provided by City of Bozeman staff) • Communications Lead: Manages the overall communication strategy and ensures consistent messaging across all channels. • Public Engagement Coordinator: Organizes public meetings, listening sessions, and focus groups. • Social Media Manager: Oversees social media content, posts, and responses. This is done in partnership with the City of Bozeman social media lead. • Survey Administrator: Develops and manages online surveys and feedback forms. • Media Relations: Works with local press and media outlets to disseminate information and updates. 8. Evaluation and Metrics Regularly measure the effectiveness of communication efforts to adjust and improve strategies. • Survey Response Rates: Track participation in surveys and focus groups to gauge public interest and engagement. Use this information to determine gaps in input necessary to complete the required work. • Public Feedback Quality: Assess the quality of feedback collected through surveys and other channels. 9. Contingency Plans Prepare for unexpected circumstances by developing contingency plans: • Low Engagement: If engagement levels are low, consider increasing advertising (e.g., targeted ads, more fiyers in community spaces) or simplifying participation methods. 14 • Negative Feedback: Be prepared to address criticism by reinforcing the transparent, open process and demonstrating how feedback is being used. 10. Conclusion An effective communication plan ensures that residents are not only informed but also have a meaningful opportunity to shape decisions that affect them. Regular communication, multiple feedback channels, and a transparent approach will foster trust and active participation in the Study Commission’s efforts. 15 Draft: Public Engagement and Outreach Plan, City of Bozeman Local Gov’t Study The Engagement and Outreach plan is a strategic document that describes how the public will be involved in the work of the Study Commission. The plan includes a variety of activities designed to reach a broad spectrum of residents in the City of Bozeman. Modes of communication for this work can be found in the supportive Communication Plan. This plan focuses on the first three goals of the City of Bozeman Local Gov’t Study commission: ● Educate ourselves and the community to develop a comprehensive understanding of the City of Bozeman’s current structure, Charter form, and the processes of local government. ● Conduct a transparent and inclusive study process that engages the community in evaluating our current structures and identifying any necessary changes. ● Engage the community in the local government study process using a variety of methods to gather information regarding what’s working, what’s not working, and ideas to explore to improve the City’s governance. Purpose of engagement and outreach: ● Inform the Public: Ensure the public is aware of the Study Commission's goals, progress, and key milestones. ● Engage the Public: Actively solicit and collect feedback and suggestions from the public on relevant issues. ● Build Trust: Foster transparency, credibility, and two-way communication with the community. ● Promote Participation: Encourage a broad range of citizens to participate in the process. Spring - Fall, 2025: Shared learning and information gathering (CONSULT & INVOLVE) ● April 3rd public hearing - verbal and written comments ● Community survey: ○ Seek help from Local Government Center to design survey ○ Promote via social media and Engage Bzn etc. ○ Review survey used by 2004-2006 study commission ○ Launch by summer 2025 ● Survey of city staff: ○ Seek help from Local Government Center to design ○ Email directly to staff ● Stakeholder conversations: ○ Conversation with existing City Commission to gather their answers to our Q’s and feedback on existing charger ■ Schedule as part of regular Study Commission meeting ○ Conversation with current City Manager & department heads to gather their answers to our Q’s and feedback on existing charter 16 ■ Schedule as part of regular Study Commission meeting ○ Conversation with Gallatin County Study Commission to gather answers to our Q’s and seek feedback on existing form, structure & powers of City commission ■ Attend Gallatin County Study Commission meeting (every Friday morning) ○ Gallatin County Commissioners and county administrator??? ● Outreach to community groups (going to people, where they already are). Ideally, these outreach meetings will be conducted by two study commissioners. They will use the presentation we gave at the April 3rd public hearing to frame the conversation, and gather group members answers to our three guiding questions. Summaries of the themes heard during these meetings will be shared in writing with the rest of the Study Commission. We will prioritize outreach to the following community groups:: ○ Inter-Neighborhood Council (regular mtg = 2nd Thursday of the month) ○ 13 Neighborhood associations ■ Bogert Park Neighborhood Association (web, email) ■ Bozeman Creek Neighborhood Association (email) ■ Bridger Creeklands Association of Neighbors (email) ■ Cooper Park Neighborhood Association (email) ■ Figgins Addition Neighbood Association ■ Jandt Neighborhood Association (email) ■ Kirk Park Neighborhood Association ■ Marwyn-Lindley Neighborhood Association (email) ■ Midtown Neighborhood Association ■ New Hyalite View Neighborhood Association ■ Northeast Neighborhood Association (web, email) ■ University Neighborhood Association (email) ■ Valley Unit Neighborhood Association (email) ○ City Advisory boards ■ Community Development Board ■ Economic Vitality Board ■ Sustainability Board ■ Transportation Board ■ Urban Parks & Forestry Board ■ Board of Ethics ■ Downtown Business Improvement District Board ■ Bozeman Historic Preservation Advisory Board ■ Library Board of Trustees ○ Other Organizations/ Community Groups ■ Montana State University (who?) and ASMSU ■ Bozeman School District (School Board and/or Superintendent?) ■ Downtown Bozeman Association ■ HRDC ■ Haven 17 ■ Gallatin Valley Republicans ■ Gallatin Valley Democrats ■ Gallatin Valley Sentinel ○ Consider tabling style outreach at community events, like Farmers Market???? ● Town hall style/open house style meetings: Suggest 2 or 3 of these meetings - need to decide what we have the capacity for. Hold in different parts of town - at least one on the west side - at the new High School. ○ Purpose: deeper education on existing charter form/structure of city gov’t and facilitate dialogue/feedback. In 1 or 2 alternative locations if possible. ○ Can be done at our regular meeting times, with promotion like for April 3rd hearing. ● Focus groups?? (3? 5?): facilitated conversations with small groups (8-10) of residents to gather feedback. How to identify who to invite?? Fall 2025 - Winter 2026: Deliberation and evaluation (INVOLVE & COLLABORATE) ● Continue with some of the activities listed above ● Facilitate community workshops for education/evaluation of potential options for changes in form/structure (again 2-3?); maybe one online? ○ Key Topics for these workshops: ■ Commission elected via wards/districts or at large; Size of Commission? ■ Executive mayor or City manager structure ○ Purpose: deeper education on the various options for changes, discussion of pro’s and con’s of each, sharing lessons learned from other communities, gathering feedback from the public on these options. ○ Workshops should be held in different parts of the city. Could be conducted during our regular meeting times, with promotion to drive turn out and less formal structure. ○ Potentially need to contract with facilitator. Spring 2026: Tentative report and second public hearing (CONSULT & INVOLVE) ● Develop presentation and summary fact sheet of recommendations in tentative report ● Host 1-2 open house style meetings to facilitate dialogue on tentative report; ● Conduct second required public hearing to gather feedback on tentative report Summer 2026: Adopt final report and voter education, if needed (EMPOWER) 18 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Discussion and Potential Adoption of Study Plan MEETING DATE:May 21, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the Study Plan as presented. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:There are several topics that fall within categories that may be within the purview of the Study Commission, though this avenue may not be the best to affect the change they wish to see. To rectify any misunderstandings about processes and to clarify the interplay of statutory requirements, shared powers, current operations, and how the Study Commission can address these topics that may not require any recommended changes to the form, powers, and structure of municipal government, the study plan proposes a Phase 1 to: hear from staff experts on potential operational changes within the current form and structure that may address some of the topics already; hear from the City Attorney about which topics are outside the purview of the Study Commission or are already prescribed in state law; pose the questions of the public, on how they would like to participate, and; identify outside entities and other communities that may provide insights on alternative approaches or best practices. The purpose of Phase 1 is to identify the limitations of the City and potentially identify necessary recommendations to present to voters in addressing those limitations. Phase 2 of the study plan proposes to investigate the potential changes that can only be accomplished by voter approved recommendations. These include but may not be limited to the bulleted items of “Commission,” “Legislative/Executive/Staff Balance,” and “Election” in the attached draft of 19 study items list. These investigations can be targeted at individual sub-points or take a more wholistic view of the larger category. The study plan should also provide calendar dates, at a minimum, and locations when possible. Once locations, even broadly (e.g. West Side, MSU, etc.), the combined adopted plans of communications, outreach, and calendar/locations would complete the next phase of the Study Commission Timetable. The final portion of Phase 1, in conjunction with this timetable item, would constitute the “discovery plan” as identified in the Timetable. A tentative schedule could be as follows: June 5 - City Manager operations and Citizen Boards June 25 – Budget process overview July 10 – Interneighborhood Council July 23* - Recall and Ballot Measures August 7 – Land Use and Housing Policy August 20 – Ethics September 4 – Mayor/Deputy Mayor Dynamic and Commission/Staff Communication September 17 – MSU institutional input and student views October 2 October 15 November 6 Each topic explored should have a summary document completed at the conclusion of each item of what was learned but, without recommendation(s). At the time to draft a tentative report, these summaries can be presented for decision of recommendations forming the “chapters” or “sections” of the tentative report, building the report in an iterative process. Additionally, the Study Plan should consider inclusion of a public survey to gather additional data UNRESOLVED ISSUES:Some of the concerns regard what are identified below: Trust/Transparency Mutual Respect Lobbying “Culture” Accountability and Ethics Executive Invested in Community Staff/Public Divide Social Policies (housing/policing/environment) Taxes + Fees MCA Nonprofits Growth vs. Quality of Life These may not have direct actions that are able to address them. Some of 20 them may be vague and difficult to pin down an approach or may be an end result that will need an upstream solution to help address. ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:TBD Attachments: Timeline of Bozeman Study Commission.pdf List_of_Study_Items_Draft.docx Report compiled on: May 15, 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 and public comment is encouraged. MCA 7-3-172. Purpose of study commission. The purpose of a study commission is to study the existing form and powers of a local government and procedures for delivery of local government services and compare them with other forms available under the laws of the state. Goals: (with guidance from MCA 7-3-141 ) • Educate ourselves and the community to develop a comprehensive understanding of the City of Bozeman’s current structure, Charter form, and the processes of local government. • Conduct a transparent and inclusive study process that engages the community in evaluating our current structures and identifying any necessary changes. • Engage the community in the local government study process using a variety of methods to gather information regarding what’s working, what’s not working, and ideas to explore to improve the City’s governance. • Distill identified issues and provide information to the community in an accessible and approachable manner, including a draft and final report. • Identify ways to educate all City voters on the Study Commission’s Final Report to encourage their participation in the November 2026 General Election. 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 22, 2025 Establish dates and cadence for regular Study Commission meeting, Bozeman City Hall. Budget established and approved by the Study Commission. February 19, 2025 Determine and schedule education and other needs for the Study Commission to set us up for success in developing the proposed recommendations. March 6, 2025 Timetable established and published within 90 days of organizational meeting April 3, 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. 22 Develop a summary of issues from First Public Hearing Develop and adopt a communications and public outreach plan with calendar dates and locations Develop and adopt a 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 Following deliberation and public input, decide the Recommendations that will be under consideration Draft a Tentative Report and submit for legal review 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. November 2026 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 List of Study Items Currently Within Power and Form o City Commission Procedures/Opera?ons Work Sessions Formality Round Tables Town Halls Mee?ng Time and Length Itera?ve Review of Government Developments Using Public Resources o Comments/Feeling Heard/Par?cipa?on Commenter Time Public/Commission Communica?on Reports on comments Communica?on with Developers Engagement MSU voices Galla?n County Study Commission Dialog Provide Informa?on Early enough involvement o Boards Term Limits Boards Not Equal Power of CDB Working Groups/Ad Hoc Formality o Recall o Ballot for “Issues” Neighborhoods o Mandatory Associa?on Membership o HoAs o Strengthen current neighborhoods o Neighborhoods Staffing o Elected Ci?zen Council Commission o Pay – PT/FT 24 o Number o Term Limits o “Understudy” Appointment Designee o Emeritus o Powers o Execu?ve Mayor Deputy Mayor status (replacement and removing the role) o Training requirements Legisla?ve/Execu?ve/Staff Balance o Powers o Restric?ons/Limita?ons/Oversight o Role and Qualifica?ons o Communica?on/Access Elec?ons o Wards/District/At-large Concerns of both compe??veness and representa?on o Mayor as individual office/leading vote ge?er Deputy Mayor o Growth Policy City limits and ci?zens outside of city limits o Recall o Controversial issues on ballots o Elected Ci?zen Council (as in Helena/Great Falls) 25 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Potential Meeting topics MEETING DATE:May 21, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:This item is a living list of potential future meeting topics. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:Joint Meeting with Gallatin County Study Commission Study Commission Purview and Charge Charter Crises and City Attorney notes of issues in current Charter Staff identified "pinch points" Develop and adopt a 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 Following deliberation and public input, decide the Recommendations that will be under consideration Draft a Tentative Report and submit for legal review Second Public Hearing—to gather citizen response to Tentative Report Adopt the Final Report from Second Public Hearing UNRESOLVED ISSUES:None identified. ALTERNATIVES:As per the Study Commission. FISCAL EFFECTS:TBD Report compiled on: May 12, 2025 26