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Home My WebLink About07-02-25 Joint Study Commission and INC 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 AND INTERNEIGHBORHOOD COUNCIL OF BOZEMAN, MONTANA JOINT SC AND INC AGENDA Thursday, July 10, 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 Study Commission Claims Review and Approval(Heinen) D.2 Approval of Study Commission Minutes(Heinen) E. Correspondence or Study Commission Update E.1 Outreach Reports F. Unfinished Business F.1 Approval of Study Plan(Heinen) G. New Business G.1 Joint Meeting with the Interneighborhood Council(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 payment of claims as presented. Consider the Motion: I move to approve the Study Commission meeting minutes from June 25, 2025. Consider the Motion: I move to approve the Study Plan This item is a living list of potential future meeting topics. Reference Materials Study Commission Bylaws Study Commission Resources 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:Study Commission Claims Review and Approval MEETING DATE:July 10, 2025 AGENDA ITEM TYPE:Finance RECOMMENDATION:Consider the Motion: I move to approve payment of claims as presented. STRATEGIC PLAN:7.5. Funding and Delivery of City Services: Use equitable and sustainable sources of funding for appropriate City services, and deliver them in a lean and efficient manner. BACKGROUND:Study Commission claims for approval prior to payment by Ex Officio from the approved Study Commission Budget. UNRESOLVED ISSUES:None ALTERNATIVES:The Study Commission could decide not to approve these claims or a portion of the claims presented. This alternative is not recommended as it may result in unbudgeted late fees assessed. In order to facilitate simplicity in updating claims, instead of attaching a spreadsheet, it is now included via link: Study Commission Budget Claims. FISCAL EFFECTS:$80.00 Attachments: CityofBoze-55-644255-1.pdf Report compiled on: June 20, 2025 3 AD# 644255 Discount: $0.00 Surcharge: $0.00 Credits: $0.00 We Appreciate Your Business! Gross:$80.00 Paid Amount:$0.00 Amount Due:$80.00 Payments: Date Method Card Type Last 4 Digits Check Amount PO Box 11902820 W College, 59718, Bozeman,MT 59771Ph. Fax: (907) 452-5054 ADVERTISING PROOF City of Bozeman_Mike Maas PO BOX 1230 BOZEMAN, MT 59771-1230 BILLING DATE: ACCOUNT NO: 06/09/25 27944 AD #DESCRIPTION START STOP TIMES AMOUNT 06/10/25 06/21/25 4 $80.00Request for Proposal644255 Request for Proposals (RFP)Communications Strategist for Study CommissionJune 2025 INSTRUCTIONSNOTICE IS HEREBY giv-en that the City of Bozeman (City) is seeking proposals from firms to provide commu-nications strategy support for the Study Commission. Copies of the Request for Proposals are available on the City’s website. All proposals must be provid-ed as a single, searchable PDF document file and be submitted digitally as an email attachment to the City email address below. All propos-als must comply with level A and AA Success Criteria and Conformance Requirements as defined by current Web Content Accessibility Guide-lines (WCAG). Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes great-er than 25MB in size may be uploaded to the City Clerks’ Office upon special arrange-ment with the City Clerk. It is the Respondent’s sole re-sponsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline. Deliver RFPs via email to the City Clerk by June 30, 2025, at 5:00pm MST. It is the sole responsibility of the Respon-dent to ensure that proposals are received prior to the clos-ing time as late submittals will not be considered. The email address for sub-mission is: procurement@bozeman.net Any administrative questions regarding proposal proce-dures should be directed to: Mike Maas, Ex Officio, 406.582.2321, procurement@bozeman.net. Questions relating to the RFP should be directed to: Dean-na Campbell campbell4city-study@gmail.com and Becky Franks bfranks@bozeman.net, Study Commissioners. Respondents will be required to agree to the City’s non-dis-crimination and equal pay af-firmation, attached as Appen-dix A. DATED at Bozeman, Montana, this June 6, 2025. Mike MaasEx OfficioBozeman Study CommissionPub June 10, 21, 2025644255 MNAXLP 4 AD# 644255 Request for Proposals (RFP)Communications Strategist for Study CommissionJune 2025INSTRUCTIONSNOTICE IS HEREBY giv-en that the City of Bozeman (City) is seeking proposals from firms to provide commu-nications strategy support for the Study Commission.Copies of the Request for Proposals are available on the City’s website.All proposals must be provid-ed as a single, searchable PDF document file and be submitted digitally as an email attachment to the City email address below. All propos-als must comply with level A and AA Success Criteria and Conformance Requirements as defined by current Web Content Accessibility Guide-lines (WCAG). Respondents are advised that City’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFP title, company name and due date/time. File sizes great-er than 25MB in size may be uploaded to the City Clerks’ Office upon special arrange-ment with the City Clerk. It is the Respondent’s sole re-sponsibility to ensure the file upload is completed, and that the City is separately notified via email of same, prior to the given deadline.Deliver RFPs via email to the City Clerk by June 30, 2025, at 5:00pm MST. It is the sole responsibility of the Respon-dent to ensure that proposals are received prior to the clos-ing time as late submittals will not be considered.The email address for sub-mission is: procurement@bozeman.netAny administrative questions regarding proposal proce-dures should be directed to: Mike Maas, Ex Officio, 406.582.2321, procurement@bozeman.net.Questions relating to the RFP should be directed to: Dean-na Campbell campbell4city-study@gmail.com and Becky Franks bfranks@bozeman.net, Study Commissioners. Respondents will be required to agree to the City’s non-dis-crimination and equal pay af-firmation, attached as Appen-dix A. DATED at Bozeman, Montana, this June 6, 2025. Mike MaasEx OfficioBozeman Study CommissionPub June 10, 21, 2025644255 MNAXLP 5 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Approval of Study Commission Minutes MEETING DATE:July 10, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the Study Commission meeting minutes from June 25, 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: 06-25-25 Study Commission Meeting Minutes.docx Report compiled on: July 3, 2025 6 Bozeman Study Commission Meeting Minutes, June 25, 2025 Page 1 of 3 THE STUDY COMMMISSION MEETING OF BOZEMAN, MONTANA MINUTES June 25, 2025 A) 00:00:04 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, Jan Strout, Mike Maas Absent: None Excused: Deanna Campbell B) 00:01:20 Changes to the Agenda C) 00:01:50 Public Comment on Anything within the Jurisdiction of the Study Commission D) 00:02:12 Consent Agenda D.1 Excuse the absence of Deanna Campbell D.2 Study Commission Claims Review and Approval Budget_Bozeman_City_Study_Commission.xlsx D.3 Approval of Study Commission Minutes 06-05-25 Study Commission Meeting Minutes.docx 00:02:31 Carson Taylor pulled D.3 for discussion 00:02:38 No public comment 00:04:53 Motion to approve I move that we approve the Consent Agenda Barb Cestero: Motion Jan Strout: 2nd 7 Bozeman Study Commission Meeting Minutes, June 25, 2025 Page 2 of 3 00:05:01 Vote on the Motion to approve I move that we approve the Consent Agenda The Motion carried 4 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Jan Strout Disapprove: None E) 00:05:05 Correspondence or Study Commission Update F) 00:07:48 New Business F.1 00:11:19 City of Bozeman Budget Process Overview Melissa Hodnett presented: City of Bozeman Finance Introduction Governments Financial Responsibility Financial Management Why are we here? Charter - Budget Requirements Charter - Budget Amendments Charter - Other Financial Items Finance Department Organizational Chart Treasury Division Accounting Division Budget Division Finance Director Annual Financial Cycle Biennial Budget Budget Categories FY26 Adopted Expenditure Appropriations Fund Accounting What is a Fund? Departmental Organization Financial Organization (Funds) Enterprise Funds Special Revenue Funds Internal Service Funds General Fund 8 Bozeman Study Commission Meeting Minutes, June 25, 2025 Page 3 of 3 FY26 Budget - Revenue Estimates General Fund Restricted Revenue Billings to Departments General Fund Restricted Revenue General Fund Discretionary Revenue Bozeman Property Tax Distribution General Fund Budget Appropriations General Fund Use of Discretionary Revenue Central Services Use of Discretionary Revenue What's Next? Charter Challenges - Capital Program Key Takeaways & Questions 00:43:39 Questions on City of Bozeman Budget Process Overview presentation 01:05:23 No public comment Deadline for Questions by Commissioners to Mike Maas for Melissa Hodnett by July 11 G) 01:05:50 Unfinished Business G.1 01:05:54 Approval of Study Plan Study Plan Draft 6-25.pdf 01:05:59 Summary of Study Plan by Becky Franks 01:14:59 Discussion on Study Plan 01:51:10 Bozeman Mayor Terry Cunningham commented Carson Taylor and Jan Strout make edits to Study Plan Part 4 by July 1 Becky Franks and Barb Cestero complete edits to the entirety of the Study Plan by July 3 H) Future Agenda Items H.1 Potential Meeting topics I) 01:57:32 Public Comment on Anything within the Jurisdiction of the Study Commission J) 01:57:38 Announcements K) 01:59:16 Adjournment 9 Memorandum REPORT TO:Study Commission SUBJECT:Outreach Reports MEETING DATE:July 10, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:This is the time for Study Commissioners to report personal outreach since the last meeting. 10 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Approval of Study Plan MEETING DATE:July 10, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the Study 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 June 25th meeting, this item is to consider and approve the updated Study Plan drafted by Becky Franks and Jan Strout. UNRESOLVED ISSUES:None identified ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:TBD Attachments: Study Plan Study Commission Draft 7-10.pdf Report compiled on: July 2, 2025 11 1 City of Bozeman Study Commission Study Plan The Study Plan is one part of the planning process that also includes the Timeline, Communication Plan and the Engagement Plan which are posted on the website Plans & Reports | City Of Bozeman. This plan focuses on two of the five goals of the City of Bozeman Local Gov’t Study commission, and complements the last two goals that are addressed in the Communication Plan and Engagement Plan: • 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. • Distill identified issues and provide information to the community in an accessible and approachable manner, including a draft and final report. • 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. Throughout this process, there are several topics that need to be well understood by the Study Commissioners as well as the public. The City of Bozeman Charter is a complex document, and it is essential that we have a solid understanding of how the City of Bozeman operates currently, where there are areas for improvement, how to address solutions in the Charter and the legal parameters of the Charter. The Study Plan will increase our understanding of what is possible and not possible within the City Charter in each area of study. Each Study Commissioner comes with a varied understanding and background, and there are questions that need to be addressed. In addition, the public has presented Public Comments of topics of interest during the Public Hearing held on April 5, 2025 – both those who came in person as well as emails that have been sent and read by the Study Commissioners. Public Hearing Summaries of learning and inquiry were developed by each Study Commissioner, and can be found on the website Plans & Reports | City Of Bozeman 12 2 1. Phase 1 – learn how the City of Bozeman currently operates, what’s working and what could be changed • Hear from current and prior City staff, current and prior Commissioners, City Commission appointed Citizen Advisory Boards, Task Forces and Committee members • Learn about potential operational changes within the current City form and structure that may address some of the concerns • Ask the City Attorney and City Manager to walk us through the current Charter in detail, share what parts he finds to be a concern or hindrance, ideas for improvement and which arising topics are outside the purview of the Study Commission or are already prescribed in state law • Learn how the City of Bozeman currently engages the public, and ways to address the public comments that the public voices are not being included or addressed. How can the City’s Communication and Engagement systems between Staff, Citizen Advisory Boards, Commissioners and the Public be more effective to advance trust of Elected/appointed Officials and key decisions? Which of these can be addressed in the Charter? • Topics of interest include: (attached to each item is the reference to where this topic is listed in the current City Charter) o Budget Process and Financial Decisions (Article V) – How are financial decisions made? What role does the current Charter play in the decision-making process? What would be the best guidelines to put in the Charter in terms of financial decisions? If the Mayor and Commissioners were paid a full-time wage, how might that impact the budget? o Current Charter - strengths, limitations, and how this leads to oversight, empowered decision-making and identifies what might be missing from the current Charter and why. o Governance and Leadership Structure (Article II) – Balance of power between the executive and legislative branches within City government. Roles, responsibilities and duties of Mayor, City Manager (Article III), Commissioners and Departments (Section 4.01). How does our City’s Infrastructure (ie, Budget, programs, services, implementation of City and State human rights, etc.) impact the effectiveness of Governing and other Structures as a City? o Volunteer Advisory and Citizen Board Utilization and Management (Section 4.07) – How do we engage the Citizen Volunteer Leadership? What are impactful City-level 13 3 Advisory Structures to benefit City Strategic Goals? What is working and needs to change for these to be more effective? o Neighborhood Association Engagement (Section 4.06) - How do the current Neighborhood Associations operate? Do they represent all neighborhoods? How does the Inter-Neighborhood Council operate and function? How are the Chair and association members chosen? What power do they have and what decisions do they make? Does a City Commissioner sit on each one? o City Values and Quality of Life – How are these decisions made and under what strategy? How are the values of the City of Bozeman integrated into plan development? Walk us through the strategic planning process. o Land Use, Development and Environmental Planning (Section 4.04) - How does the current Charter affect the process of making decisions regarding growth and building? How are decisions made given the current Charter and Advisory Board structure? What could be added or change in the Charter to improve these decision- making processes? o One Bozeman - How do City Government decision-making elected members and City Staff interact with other stakeholders: what are the roles and relationships with Bozeman School Board, MSU-Bozeman, Gallatin Co. Commission and City-County programs/services? 2. Phase 2: Phase 2 of the study plan is to review and evaluate the impact of the current Charter, explore potential changes and understand the implications of any potential changes to the City government structure. The Study Commission is outlined in the Montana Code Annotated (MCA) and delegates the possible governing structures for City governments: Power, Form of Government and Plan Sub-options. For each of these items, there is information that needs to be understood in order to make recommendations for the City government. Phase 2 will include identification of outside entities and other communities that may provide insights into alternative approaches, and well as research on best practices. This is a brief description of each step, and they need to be completed in this order: • Power: This choice determines how the City of Bozeman can exercise power and authority offered by the Montana legislature. Options are: General vs Self-governance. The City of Bozeman currently has Self-government powers. This means that the City of Bozeman may exercise any power not explicitly denied by the state legislature. 14 4 • Form of Government: There are a number of forms of government that can be adopted by the City of Bozeman that are outlined in the MCA, Title 7, Chapter 3. This determines the relationship between the legislative and executive branches of the City of Bozeman regarding decision-making, veto power. The City of Bozeman currently has a Charter form that establishes a Commission-Manager form. These are listed clearly in the MCA. • Points of study involved in this level of decision-making include the following: o City Manager (Article III) – powers and duties delegated to the City Manager o The role of mayor and balance of responsibilities/decision making between the Mayor, Deputy Mayor, Commissioners and city manager/staff o Filling vacancies on the City Commission (Section 2.06) – what are state law requirements? What options exist to improve this process locally? • Plan with Sub-options: There are several areas of consideration that can be customized to meet the local needs of a community. The plan allows choice of sub-options depending on the form of government. Some topics have already been identified and need to be understood: o Representation of Commissioners ▪ Overlapping or concurrent terms ▪ Number of Commissioners to serve, part-time or full-time members, pay structure for Commissioners and Mayor ▪ By Wards and/or at At Large ▪ Power structure of the Executive/Mayor – veto power o Representation of Mayor ▪ Election of Mayor directly, and length of term ▪ Role and length of time as Deputy Mayor o Ways the Charter controls and directs the inclusion of the Public in decision-making o Staff positions that are currently hired or elected o Employee supervision, levels of oversight by the Commission and/or Mayor, ability of Commissioners to engage with leadership staff outside of the City Manager 15 5 3. Study Plan Sources As the Study Commission works through this plan, we will invite presentations, either written or in person. Sources of information include the following: • Current people engaged in each category of study – including hired, volunteer and elected people • Examples from other cities, including information about how these examples are working or not working in the selected cities • Best Practice options from governance professionals and Commissioners • Professionals who have special training in each topic of understanding 4. Study Schedule – this may be adapted depending on emerging needs and schedules ** Ethics Training & Safety of Elected Officials – This will be scheduled as a separate meeting. 2025 Study Commission Meetings • June 25—City of Bozeman Budget Process Overview and draft Study Plan of Action discussion • July 10--- Approval of Outline of Study Plan; Inter-Neighborhood Council Engagement joint meeting • July 23---One Bozeman – set up who included, how to meet, what outcomes desired • August 7---Communication Strategist Report and Implementation of Study Plan • August 20---Current Strengths and Weaknesses of Charter • September 4---Governance and Leadership Structure • September 17---Advisory and Citizen Board Utilization and Management • October 2---Engagement or Outreach Event • October 15--- Growth, Sustainability, Land Use, Zoning and Housing • November 6 --- City Values, Human rights and Quality of Life • November 18 -- Engagement or Outreach Event • December 4--- Learnings/recommendations on Strengths and Weaknesses of Charter Begin preparation for Phase 3 5. Conclusion 16 6 According to the Montana Code Annotated, the purpose of the Study Commission is to study the existing form and powers of local government and procedures for delivery of local government services and compare them with other forms available under the laws of the state. This study, combined with the Engagement Plan and Communication Plan will allow the Study Commission to operate in a comprehensive manner. 17 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Joint Meeting with the Interneighborhood Council MEETING DATE:July 10, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Convene a Joint Meeting with the Interneighborhood Council to Study: What has been working for the INC? What are obstacles the INC has identified? What recommendations does the INC have for the Study Commission? STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:Carson Taylor will give a brief presentation on what the Study Commission is and what they are tasked with doing. The Study Commissioners and Interneighborhood Council Commissioners then plan to discuss the current Charter, including but not limited to its benefits and limitations. UNRESOLVED ISSUES:None identified ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:TBD Report compiled on: July 3, 2025 18 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Potential Meeting topics MEETING DATE:July 10, 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: June 20, 2025 19