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HomeMy WebLinkAbout12-01-25 Study Commission Amended 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 AMENDED SC AGENDA Thursday, December 18, 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, or visit bozemanstudy.com. 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) D.2 Study Commission Claims Review and Approval(Heinen) D.3 Authorize the Absence of Becky Franks(Heinen) D.4 Working Ventures 2026 Workplan (Odenthal/Lopez Shalla) E. Correspondence or Study Commission Update F. Unfinished Business F.1 Employee Survey Final Draft input (Odenthal/Lopez Shalla) F.2 Identification of Bozeman City Study Commission's Legal Advisor (Taylor/Campbell) F.3 Finalize 2026 Study Plan (Cestero/Franks) G. New Business H. Future Agenda Items I. Public Comment on Anything within the Jurisdiction of the Study Commission J. Announcements K. Adjournment comments to three minutes. Written comments can be located in the Public Comment Repository. Consider the Motion: I move to approve the Study Commission meeting minutes from December 4th 2025. Consider the Motion: I move to approve payment of claims as presented. Consider the motion: I move to authorize Working Ventures to administer the City of Bozeman All Employee survey. Consider the Motion: I move to appoint Greg Sullivan as the Bozeman City Study Commission's Legal Advisor. Consider the Motion: I move to approve the 2026 study plan for implementation. 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 3 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Approval of Study Commission Minutes MEETING DATE:December 18, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the Study Commission meeting minutes from December 4th 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 two meetings. Future meeting minutes ought to be approved at the next schedule Study Commission meeting. All past meeting recordings are available for review on the City's Meeting Videos page. UNRESOLVED ISSUES:None identified ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:None Attachments: 12-04-25 Study Commission Meeting Minutes.pdf Report compiled on: December 10, 2025 4 Bozeman City Commission Meeting Minutes, December 4, 2025 Page 1 of 7 THE CITY COMMMISSION MEETING OF BOZEMAN, MONTANA MINUTES December 4, 2025 A) 00:02:12 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 B) 00:03:42 Changes to the Agenda 00:03:45 Chairman Carson Taylor removed item G.2 C) 00:04:17 Public Comment on Anything within the Jurisdiction of the Study Commission 00:05:30 Steve White gave public comment D) 00:07:13 Consent Agenda D.1 00:07:19 Approval of Study Commission Minutes 11-06-25 Study Commission Meeting Minutes.pdf 11-19-25 Study Commission Meeting Minutes.pdf 00:07:27 Motion to approve I so move that the adoption of the Consent Agenda Jan Strout: Motion Deanna Campbell: 2nd 00:07:38 Vote on the Motion to approve I so move that the adoption of the Consent Agenda The Motion carried 5 - 0. Approve: Carson Taylor 5 Bozeman City Commission Meeting Minutes, December 4, 2025 Page 2 of 7 Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None E) 00:07:45 Correspondence or Study Commission Update E.1 00:07:51 Outreach Reports 00:07:56 Commissioner Carson Taylor discussed his attendance at the County Study Commission Meeting at the Bozeman Public Library 00:10:14 Commissioner Jan Strout discussed the previously adopted Meeting Agreements, her attendance and presentation at Kirk Park Neighborhood Association and outreach to Pecha Kucha Bozeman Study Commission Meeting Agreements F) Unfinished Business G) 00:13:57 New Business G.1 00:14:05 Report from Working Ventures WV - December Agenda Items.pdf 00:14:33 Commissioner Becky Franks introduced the Working Ventures report 00:17:02 Working Ventures presented: Lifting All Voices For Local Government Agenda Process Overview Community Survey Data Review Current State Perceptions Leadership Priorities Mayor & City Manager Feedback Elect Additional Officials City Commission Feedback Advisory Boards & Neighborhood Councils Feedback Other Feedback on Representation Demographic Profile (1 of 2) Demographic Profile (2 of 2) Executive Summary 00:37:59 Questions from Commissioners on Survey Data 01:00:43 Working Ventures resumed presenting: 6 Bozeman City Commission Meeting Minutes, December 4, 2025 Page 3 of 7 Bozeman City Study Commission Overview Next Steps in Process 2006 Study Commission Report Key Provisions Key Provisions of the 2006 Proposal City Staff Survey City Staff Survey Goals City Staff Survey Sample Questions Employee Survey: Next Steps 01:10:15 Recommendations on sample questions from Commissioners 01:14:52 Discussion on demographic breakdown and anonymity of survey 01:23:23 Working Ventures to provide survey draft for approval at December 17 Study Commission meeting with a proposal for the City Boards, City Commission and Associated Groups survey 01:23:50 Discussion on creating timeline for future surveys and approving survey questions January 15th for City Employee Survey January 30th for Board, Commission, and Neighborhood Association Survey G.2 Identification of Bozeman City Study Commission's Legal Advisor G.3 01:36:35 Transition from Study Plan of Action into in depth research areas Unit 6 ? Crossing the Finish Line.pdf Bozeman City Charter 01:36:38 Commissioner Carson Taylor provided a timeline and overview of agenda item 01:38:54 Commissioner Becky Franks provided data to contextualize bucket points 01:43:41 Commissioner Carson Taylor's overview on topics of interest 01:50:49 Ex Officio Mike Maas' overview on topics of interest 01:56:24 Commissioner Deanna Campbell's overview on topics of interest 02:00:51 Commissioner Jan Strout's overview on topics of interest 02:06:40 Commissioner Barb Cestero's overview on topics of interest 02:13:52 Summary of potential buckets by Commissioner Becky Franks: City Commission and Mayor/Manager, Citizen Input and Representation, Charter Language and Preamble, and Absence of Policy in Charter. Identified subcategories: judicial courts, electing different city officials, recommendations. 02:20:27 Meeting went into Recess 02:20:37 Meeting reconvened 7 Bozeman City Commission Meeting Minutes, December 4, 2025 Page 4 of 7 02:21:12 Responses to summary bucket items from Commissioners and Ex Officio 02:24:42 Commissioner Barb Cestero reviewed the proposed Charter amendments from previous Study Commissions 02:26:06 Discussion on what appears on the ballot when the Study Commission makes a recommendation 02:39:44 Further responses to summary bucket items from Commissioners and Ex Officio 02:42:22 Discussion on education and citizen turnout 02:46:07 Discussion on flow of bucket items and timeline for future meetings 02:50:51 No public comment 02:51:13 Further discussion on flow of bucket items and timeline for future meetings 02:59:18 Motion to approve I move that we all agree that we move forward with the understanding that the present form of government that we're using will be the framework within which we're operating and considering the Charter. Carson Taylor: Motion Becky Franks: 2nd 02:59:49 Vote on the Motion to approve I move that we all agree that we move forward with the understanding that the present form of government that we're using will be the framework within which we're operating and considering the Charter. The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 03:00:28 Motion to approve Becky moves that we continue with Self-Governing Powers. Becky Franks: Motion Barb Cestero: 2nd 8 Bozeman City Commission Meeting Minutes, December 4, 2025 Page 5 of 7 03:00:39 Vote on the Motion to approve Becky moves that we continue with Self-Governing Powers. The Motion carried 5 - 0. Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 03:00:50 Motion to approve We adopt Barb's plan for January through May with the edit of moving the administrative organization to the second to be held in February/March and the community representation to be held in April/May Becky Franks: Motion Jan Strout: 2nd Draft 2026 Study Plan authored by Barb Cestero 03:01:12 Discussion on motion 03:02:27 Commissioner Barb Cestero described more in depth how her provided chart could be applied to the conversation around the topics 03:07:06 Further discussion on how Commissioner Barb Cestero's chart could be applied to deeper learning and education 03:10:59 Motion to amend I would like to adopt the framework of this plan and ask Barb and Becky to take all of the topics that we've heard and figure out how we're going to fit them into these buckets to your point, maybe we move some things to January so there's time in May, and that we get the dates set for January through June and then Barb and I come back with dates and topics all lined up. Becky Franks: Motion Jan Strout: 2nd 03:11:44 Discussion on new motion 03:15:41 Vote on the Motion to amend I would like to adopt the framework of this plan and ask Barb and Becky to take all of the topics that we've heard and figure out how we're going to fit them into these buckets to your point, maybe we move some things to January so there's time in May, and that we get the dates set for January through June and then Barb and I come back with dates and topics all lined up. The Motion carried 5 - 0. 9 Bozeman City Commission Meeting Minutes, December 4, 2025 Page 6 of 7 Approve: Carson Taylor Becky Franks Barb Cestero Deanna Campbell Jan Strout Disapprove: None 03:15:55 Commissioner Carson Taylor added potential research points of interest on how Study Commissions are structuring their study and recommendations Ex Officio Mike Maas to send Charter Word Doc to Commissioners National Civic League Model Charter G.4 03:21:36 Request the Montana State University Local Government Center complete research for Bozeman City Study Commission 03:21:47 Commissioner Becky Franks discussed her correspondence with Commissioner Deanna Campbell with MSU Local Government Center on a potential research request Montana State University Engagement Proposal 03:25:20 Discussion on potential research request and specifics of funding 03:39:21 Motion to approve I would like to make a motion that we hire the Local Government Center, the MSU extension Local Government Center, at a rate of $2,000 per session up to $14,000, so that we don't have to come back and vote every time, and given that Jan and Carson, you guys have kind of been in charge of the study plan, that you guys work with them to be able to make sure our thoughts get to them about what we want to learn about this and what we want to learn about that. Becky Franks: Motion Barb Cestero: 2nd 03:40:03 Discussion on motion 03:43:43 No public comment 03:43:58 Brief glance at the Study Commission's budget Bozeman City Study Commission Budget 03:45:53 Vote on the Motion to approve I would like to make a motion that we hire the Local Government Center, the MSU extension Local Government Center, at a rate of $2,000 per session up to $14,000, so that we don't have to come back and vote every time, and given that Jan and Carson, you guys have kind of been in charge of the study plan, that you guys work with them to be able to make 10 Bozeman City Commission Meeting Minutes, December 4, 2025 Page 7 of 7 sure our thoughts get to them about what we want to learn about this and what we want to learn about that. The Motion carried 4 - 1. Approve: Carson Taylor Becky Franks Barb Cestero Jan Strout Disapprove: Deanna Campbell H) 03:46:10 Future Agenda Items H.1 Potential Meeting topics 03:46:19 Discussion on upcoming meeting dates for the Bozeman Study Commission Study Commission Meetings: December 18, 2025 January 15, 2026 January 28, 2026 February 5, 2026 February 18, 2026 March 5, 2026 March 25, 2026 April 2, 2026 April 15, 2026 April 30, 2026 May 7, 2026 May 20, 2026 03:58:10 Ex Officio Mike Maas recapped sending out meeting invites for Commissioners 03:58:50 Discussion on adding in charter sections to correspond with meeting topics 03:59:45 Commissioners Carson Taylor and Deanna Campbell to work with MSU Research Center on the presentations the center will give I) Public Comment on Anything within the Jurisdiction of the Study Commission J) Announcements K) 04:02:37 Adjournment 11 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Study Commission Claims Review and Approval MEETING DATE:December 18, 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. Budget Tracking 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. FISCAL EFFECTS:$3900 Attachments: BCSC Invoice 3 (November 2025) - Invoice.pdf Report compiled on: December 12, 2025 12 Working Ventures 2215 S 86th Street Omaha, NE, 68124 EIN: 99-1074520 Invoice Submitted on 12.12.25 Invoice for Payable to Invoice # Bozeman City Study Commission Working Ventures LLC 25-2003 Project Due date Communications Strategist 1/2/2026 Description Qty Unit price Total price Study Commission Communications Strategist - November 2025 1 $3,900.00 $3,900.00 Amount previously invoiced $11,700 $0.00 Amount previously received $7,800 $0.00 Amount yet to be invoiced $31,200 $0.00 Notes: Invoice 1 of 1 Subtotal $3,900.00 Services include: contractual related work for November 2025 Comm Strategist Adjustments $0.00 Note Previous invoice was submitted for Aug-Oct 2025 $3,900.00 Invoices will be submitted monthly in the amount of $3,900 per month or 1/12 the cost of the overall project ($46,800) 13 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Authorize the Absence of Becky Franks MEETING DATE:December 18, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to authorize the absence of Becky Franks. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:Becky Franks noticed the City Study Commission that she will not be able to attend the meeting. UNRESOLVED ISSUES:None ALTERNATIVES:As per the City Study Commission FISCAL EFFECTS:None Report compiled on: December 11, 2025 14 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio Working Ventures, Communication Strategists SUBJECT:Working Ventures 2026 Workplan MEETING DATE:December 18, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve Working Ventures' 2026 Workplan. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:This item is conditioned upon and in accordance with the 2026 Study Plan to be approved later in the agenda. UNRESOLVED ISSUES:None identified ALTERNATIVES:As per the City Study Commission FISCAL EFFECTS:None Attachments: 2025.12.12 - BCSC Work Plan Overview (UPDATED).pdf Report compiled on: December 12, 2025 15 LIFTING ALL VOICES FOR LOCAL GOVERNMENT 2026 Work Plan Overview (UPDATED) December 2025 Prepared for City of Bozeman Working Ventures, LLC www.working-ventures.com Technical & Contractual Point of Contact: Stan Odenthal (435) 720-2782 stan@working-ventures.com 16 To: Bozeman City Study Commission From: Working Ventures Date: December 12, 2025 Subject: Updated Work Plan – Bozeman City Study Commission Marketing, Communications & Education Campaign I. Purpose of this Memo: This memo outlines an updated work plan for Working Ventures’ support to the Bozeman City Study Commission. It replaces the previously agreed-upon engagement tactics while maintaining and attending to the same objectives for this engagement. This update does not change the approved project budget; Working Ventures’ cost remains $46,800. This pivot was developed collaboratively with the Study Commission to ensure we are fully responsive to the goals of this engagement: 1.The public is aware of the Bozeman City Study Commission’s process and schedule. 2.The public understand the topics under consideration for potential update within the city’s charter. 3.Residents understand how to engage and provide input. Again, the objectives of the project have not changed. What changes here is the mix of tactics, with a stronger emphasis on digital marketing and communications. II. Rationale and Updated Approach: During the fall, in-person public engagement sessions experienced low attendance. In response, we are pivoting to a digital-first marketing and education campaign that prioritizes engaging, plain-language, easy-to-access content and meets residents where they are (online, on social media, and through recorded content). This represents a shift in tactics, not in objectives. In the original scope of work, Working Ventures placed greater emphasis on multiple large in-person events (e.g., town halls, workshops, open houses) across the project arc. In practice, turnout and capacity constraints suggest these tactics alone are not the most efficient way to reach residents. Under the updated plan, we will de-emphasize large, stand-alone in-person events as the primary tool for education and input, while maintaining the option to support in-person facilitation and hearings at the Study Commission’s direction, integrated within a broader digital strategy. At the same time, Working Venture’s original objectives for this engagement remain unchanged: Educate residents on the Study Commission’s role, process, and legal context. Engage a broad and diverse cross-section of the Bozeman community. Ensure legal compliance with Montana’s laws prohibiting ballot advocacy using public funds. Facilitate transparency and inclusion throughout all phases of public communication. III. Updated Focus & Work Plan: Spring 2026 Multi-Channel Communications Campaign Working Ventures will lead a multi-channel public education and communications campaign in 2026 focused on helping Bozeman residents understand the priority areas* of potential amendments to the City Charter (*topics to be selected and defined by the Study Commission). Each month, the campaign will spotlight topic area(s), translating research and materials from the MSU Local Government Center into clear, accessible educational content. Our goal is to ensure residents understand what the topics are, why they matter, and how and when they can participate in the Study Commission process. Key Components of the Campaign 1. Topic Education (January–May 2026) Collaborate with the Local Government Center to translate technical research and analysis into plain-language explanations that the community can easily understand and digest. MEMORANDUM WORKING VENTURES 17 (cont.) Develop a regular suite of educational materials for each topic, including background, options under consideration, implications, tradeoffs, and FAQs. Align all materials with Study Commission language to ensure accuracy, neutrality, and legal compliance. 2. Multi-Channel Distribution Strategy: Working Ventures will coordinate a unified outreach effort using the channels most accessible to Bozeman residents: Website (Primary Hub): Prepare and deliver topic explainers, schedules, recordings, FAQs, and engagement instructions. Monitor the information on the Study Commission website and keep the City of Bozeman web designer abreast of changes that need to be done. Ensure materials are easy to find and understand. Timeline for Deliverables: Monthly; updates to be delivered a week prior to Study Commission meetings. Social Media (Including Paid Marketing): Launch a social media campaign to introduce each topic, highlight key considerations, and promote ways to engage (including linking to Study Commission meetings). Use targeted paid promotion to expand reach and ensure diverse audience exposure. Timeline for Deliverables: Monthly; will provide city social media team with a suite of content/content calendar at the start of each month. Bozeman Chronicle (Print & Online): Coordinate stories, notices, and educational explainers aligned with each priority topic. Ensure consistent framing across Chronicle and Study Commission channels. Timeline for Deliverables: Monthly; will coordinate publication of information about the two Study Commission meetings that will occur that month and the priority topics that will be discussed. Posters & Flyers (Distributed Across the Community): Create physical outreach materials and work with Study Commissioners to place them in high-traffic community locations. Include QR codes linking to full resources and schedules. Timeline for Deliverables: As needed; will send to city staff to be printed. E-Newsletter Content (Distributed by Study Commission): Design and distribute a monthly wrap-up email summarizing key activities and highlighting upcoming events and engagement opportunities. Timeline for Deliverables: Monthly; information to be finalized and distributed following the final Study Commission meeting of each month. 3. Pathways for Public Input & Understanding Provide clear instructions for how residents can participate in the process—public comment windows, hearings, opportunities for submitting written input, and how input is used. Reinforce these pathways across all channels (web, social, Chronicle, posters). Ensure materials are accessible, inclusive, and written in plain language, meeting residents where they are. 4. Measurement & Continuous Improvement Track performance across channels (website visits, social engagement, video views, reach of paid ads). Adjust message formats and timing month-by-month based on what is most effective. Provide brief updates to the Study Commission summarizing reach, engagement, questions raised by residents, and recommended refinements. Final Report Drafting Support: At the Study Commission’s discretion, Working Ventures can also support drafting the final report—including both the majority and any minority report(s)—by translating Study Commissioners’ perspectives, rationale, and recommendations into clear, accessible written materials that accurately reflect the Study Commission’s deliberations. WORKING VENTURES MEMORANDUM (CONT.) 18 FOR REFERENCE: Original Work Plan 19 Project Title: Bozeman City Study Commission Communications and Engagement Support Contractor: Working Ventures, LLC Client: City of Bozeman, Montana Anticipated Contract Term: August 2025 – July 2026 Project Overview Working Ventures will serve as the Communications Strategist to the Bozeman City Study Commission, responsible for the development and implementation of a comprehensive, legally compliant public engagement and communication strategy. This work supports the Study Commission’s mission to educate and involve the Bozeman community in reviewing and potentially recommending changes to the City’s local government structure. Objectives 1.Educate residents on the Study Commission’s role, process, and legal context. 2.Engage a broad and diverse cross-section of the Bozeman community. 3.Ensure Legal Compliance with Montana’s laws prohibiting ballot advocacy using public funds. 4.Facilitate Transparency and Inclusion throughout all phases of public communication. Services to be Provided 1. Communications Planning & Management Develop a neutral, WCAG 2.1-compliant communications framework. Draft key messaging, FAQs, and talking points for public distribution. Coordinate use of Engage BZN and other city-approved platforms. Maintain a communications archive for handoff at project close. 2. Survey Design and Deployment Design and implement two surveys (community-wide and city staff). Collaborate with the Local Government Center to ensure methodological rigor. Analyze and report survey findings to inform Commission decision-making. 3. Public Education Materials Create visually engaging and accessible fact sheets, explainer slides, and social media content. Support development of educational content for the Commission’s tentative and final reports. 4. Event Planning and Facilitation Support facilitation of 2–3 community town halls and 2–3 public workshops. Assist with planning and materials for 3 public open houses. Provide summaries and synthesized reports after each major engagement event. SCOPE OF SERVICES DON’T JUST PLAN. PUT A SHARED VISION IN MOTION. Working Ventures will lead a transparent, inclusive, and legally compliant communications strategy that educates Bozeman residents about the Study Commission’s work and actively engages them through accessible, multi- channel outreach. Our approach emphasizes collaboration, clear messaging, and community-centered engagement to ensure broad public understanding and meaningful participation throughout the process. WORKING VENTURES 20 5. Stakeholder Engagement Coordinate targeted outreach to Montana State University students, renters, civic organizations, and other key audiences. Conduct listening sessions and informal outreach to historically underrepresented groups. 6. Training and Capacity Building Facilitate onboarding training for the Study Commission on engagement tools, accessibility, and legal messaging boundaries. Offer “just-in-time” training sessions ahead of each major event or milestone. 7. Project Management & Coordination Bi-weekly virtual check-ins with Study Commission liaisons. Attend monthly Study Commission meetings (virtual and in-person). Provide regular updates and documentation of progress. Utilize Monday.com or similar tool for collaborative tracking. Deliverables Project Kickoff Agenda and Communication Protocols Community and Staff Survey Instruments and Reports Educational Materials: fact sheets, explainer slides, presentation templates Workshop and Open House Materials & Summary Reports Stakeholder Engagement Tracker Hosting and Coordinating Stakeholder Listening Sessions, Open Houses, and other Events Attending Study Commission Meetings and Providing Report Outs Final Public Education Materials for Tentative and Final Reports Communications Archive (digital handoff at project close) Timeline August–September 2025 Project kickoff; finalize communication protocols; draft messaging and education content; launch surveys. October–December 2025 Promote and analyze community and staff surveys; support stakeholder meetings with city officials and community groups. Assist in convening and facilitating three public open houses across the city; summarize key input and themes. January–March 2026 Plan and support 2–3 community workshops to explore options for government structure reform; produce workshop materials and summaries. March–April 2026 Assist with communications for tentative report rollout; design summary fact sheet and facilitate 1–2 open houses; manage feedback loop. May–July 2026 Support Study Commission in final public hearing, develop voter education tools (as allowed by law), and transition communications archive. Accessibility & Legal Compliance All materials will be WCAG 2.1 A & AA compliant. Key Personnel Stan Odenthal – Project Lead Ana Lopez Shalla – Project Co-Lead Taylor Gehringer, Ph.D. – Data & Evaluation Lead WORKING VENTURES H 21 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Employee Survey Final Draft input MEETING DATE:December 18, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the motion: I move to authorize Working Ventures to administer the City of Bozeman All Employee survey. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:In tandem with Working Ventures, Study Commissioners will discuss the upcoming survey to all City employees. Working Ventures will present what they currently have on this survey and its structure. Study Commissioners will then discuss and approve the Survey, with or without edits. UNRESOLVED ISSUES:None identified ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:TBD Attachments: Employee Survey.pdf Report compiled on: December 10, 2025 22 LOCAL GOVERNMENT EMPLOYEE SURVEY WELCOME NOTE The purpose of this survey is to gather feedback from the City of Bozeman employees on the processes and structure of our local government. This survey has 21 questions and should take approximately 5-10 minutes to complete. Your feedback will be used to understand current resident experiences and what changes might be helpful in the future. This Bozeman City Study Commission Employee Survey is part of a two-year study to learn what’s working, what’s not working, and what ideas could improve the city’s governance. Your feedback will be kept confidential and reported in aggregate to the Study Commission. If you have any questions about the survey, please email govreview@bozeman.net. We appreciate your time and feedback! SURVEY QUESTIONS Welcome to the Bozeman City Study Commission Local Government Employee Survey! Current State - Next, we are interested in your current thoughts about Bozeman city government. 1. What are the top 2 words you would use to describe the current structure of the City of Bozeman’s local government? ________________________ ________________________ 2. I feel that Bozeman’s current government structure supports efficient delivery of services in my department. (select one) ______Strongly Disagree ______Disagree ______Neutral ______Agree ______Strongly Agree 3. I understand who leads and makes decisions for our city. (select one) ______Strongly Disagree ______Disagree ______Neutral ______Agree ______Strongly Agree 4. I believe the current government structure enables clear roles, responsibilities, and reporting lines for city employees. (select one) ______Strongly Disagree ______Disagree ______Neutral ______Agree ______Strongly Agree 5. I am confident in the current structure of city government in Bozeman. (select one) ______Strongly Disagree ______Disagree ______Neutral ______Agree ______Strongly Agree | 23 | Future Leadership Goals - There are several ways that cities in Montana structure their local government. One of the main differences is how leadership operates. There are benefits and limitations to each model. We would like to know what you see as leadership priorities going into the future to help tailor Bozeman local government to our needs. 6. When you think about how you want the City of Bozeman to function going forward, please rank your your top 3 priorities. (select up to 3) _______Transparent leadership _______Accountable leadership _______Democratic representation _______Fiscally-responsible model of government _______Efficient administration _______Responsive administration _______Stable administration _______Visible leaders _______Term-limited leaders _______Other (Write-In) ____________ Mayor & City Manager - We would like to know your opinions on a few different city leadership models. The City of Bozeman’s 2025 Biennium budget appropriates $485.1 million over budget period and supports 557.7 full- time equivalent employees. Cities can be run in different ways. Two of the most common leadership models are: Commission–Manager Model (what Bozeman uses now): Voters elect a City Commission. The Commission chooses a City Manager, who is a trained professional. The City Manager runs the daily operations of the city, such as carrying out the budget, hiring department heads, and managing city staff. The Mayor is a member of the City Commission and serves a 4-year term, with the first 2 years as Deputy Mayor prior to serving 2 years as Mayor. The Mayor has a limited administrative role, leading meetings and representing the city at events, but does not directly run city departments. Mayor–Executive Model: The Mayor is directly in charge of city operations. In this model, the Mayor oversees staff, manages the budget, and directs daily work of the city government. There may or may not be a City Manager in this model. If there is no City Manager, the Mayor is the chief executive in charge of city operations. The Mayor is typically elected for a 2-year or 4-year term by the residents of the community. 24 7. In your opinion, how involved should the Mayor be in daily city operations (such as managing staff, overseeing the budget, and directing departments)? (select one) ______Executive Leader role Mayor is elected separately, and directly manages city operations ______Legislative Leader role Mayor leads commission meetings and represents the city, but does not run departments ______Hybrid Executive role Mayor handles some executive tasks, but a City Manager still manages most daily operations ______Hybrid Legislative role Mayor votes to break any ties in commission meetings, but does not manage day-to-day government operations) ______No preference 8. Should the city retain a professional City Manager to run daily operations? (select one) ______Yes, with full executive authority City Manager runs all operations; Mayor is mostly legislatively focused ______Yes, but with reduced powers City Manager handles some operations, while the Mayor takes on more authority ______No, the structure should allow the Mayor to hold all the executive authority ______Unsure 9. Please share any other feedback you may have about the roles of the Mayor and/or City Manager leading the operations of city government and appointing department leaders. 10. Would you support the idea of having additional city officials elected by voters (instead of appointed)? For example, in some cities positions such as City Clerk, City Treasurer, or City Attorney are elected. (select one) ______Yes, I would support electing more city officials ______No, I would prefer these positions remain appointed ______Not sure / Need more information . | OPTIONAL MODEL: Mayor-Executive City Commission Voters Mayor Administrative Departments CURRENT MODEL: Commission-Manager Administrative Departments City Commission Voters Mayor City Manager 25 We would like to know your opinions on potential changes to the Commission structure based on Bozeman’s rapid growth. 11. I believe Bozeman should prioritize geographic district-based representation rather than total city-wide votes for commissioners. (select one) ______ Strongly Disagree ______ Disagree ______ Neutral ______ Agree ______Strongly Agree 12. If the city has district-based commissioners, which rule should apply? (select one) ______Commissioners must live in the district they represent, and only people in that district vote for them ______Commissioners do not need to live in the district, but are elected by voters in that district ______Commissioners must live in the district they represent, but are elected at-large. ______No preference 13. Do you think Bozeman should expand its City Commission beyond 5 members? (select one) ______Yes ______No ______Unsure 14. I believe the City Commission understands the day-to-day work of city employees. (select one) ______Strongly Disagree ______Disagree ______Neutral ______Agree ______Strongly Agree | CURRENT MODEL: City-Wide Election POTENTIAL MODEL: Election by Geographic District City Commission - Next, we are interested in your opinions regarding the City Commission structure. Bozeman’s City Commission is elected based on who receives the most total votes through city-wide elections. The Commissioners serve 4 years terms, with staggered elections. Alternatively, some cities elect commissioners using districts or wards to ensure geographic representation from across the city. Dividing lines for demonstration purposes only. Actual boundaries will vary. 26 Advisory Boards and Neighborhood Councils - Many cities use groups like City Boards and Neighborhood Councils to give residents a stronger voice in local government. These groups can provide advice to the City Commission, represent neighborhood concerns, or have formal powers in decision-making. The following questions ask about what role you think these boards should play in Bozeman. 15. What should be the main role of City Boards and Neighborhood Councils in Bozeman? (select one) ______Provide advice and recommendations to the City Commission, but not make final decisions ______Share community input and help shape policies, with limited decision-making power ______Have formal decision-making power, including the ability to approve or block certain actions ______Unsure 16. How much influence should City Boards and Neighborhood Councils have on city decisions? (select one) ______Advisory only (Commission may consider their input but makes all final decisions) ______Shared influence (Boards help set priorities and may have authority in certain areas) ______Strong influence (Boards can veto or block decisions made by the Commission) ______Unsure 17. I believe the City Boards and Neighborhood Councils understand the day-to-day work of city employees. (select one) ______Strongly Disagree ______Disagree ______Neutral ______Agree ______Strongly Agree 18.What changes in organizational or government structure would you recommend to improve City operations? 19. How long have you been employed by the City of Bozeman? (select one) ______less than 1 year ______more than 1 year ______more than 5 years ______more than 10 years 20. Broadly which of the following categories does your work fall within? (select one) ______Public Safety (police, fire, EMS, etc.) ______Infrastructure and Utilities (public works, streets, water/wastewater, etc.) ______Community and Resident Services (parks, libraries, housing, human services, etc.) ______Planning and Development (planning/zoning, inspections, code enforcement, etc.) ______Internal Administration (HR, finance, IT, legal, etc.) ______Other 21. Are you currently in a supervisory or management role? ______Yes ______No | 27 Thank you for your participation in the Bozeman City Study Commission Employee Survey. Your feedback will be used to understand current resident needs and to propose future changes to continue to serve the people of Bozeman. We appreciate your time and engagement. For additional information on this survey, future opportunities to participate, and other resources from the Bozeman City Study Commission, please visit https://www.bozemanstudy.com. | 28 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Identification of Bozeman City Study Commission's Legal Advisor MEETING DATE:December 18, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to appoint Greg Sullivan as the Bozeman City Study Commission's Legal Advisor. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:The Study Commissioners will have this time to decide on a Legal Advisor. This role will advise on legal matters pertaining to the Bozeman Study Commission and drafting language for ballot initiatives. UNRESOLVED ISSUES:None identified ALTERNATIVES:As per the Commission FISCAL EFFECTS:TBD Report compiled on: November 24, 2025 29 Memorandum REPORT TO:Study Commission FROM:Caeleb Heinen, Recording Secretary Mike Maas, Ex Officio SUBJECT:Finalize 2026 Study Plan MEETING DATE:December 18, 2025 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Consider the Motion: I move to approve the 2026 study plan for implementation. STRATEGIC PLAN:1.1 Outreach: Continue to strengthen and innovate in how we deliver information to the community and our partners. BACKGROUND:The 2026 Study Plan was first drafted and discussed at the December 4th Bozeman City Study Commission meeting. It has since been adapted and reviewed by Study Commissioners Becky Franks and Barb Cestero. This discussion will revolve around the timeline presented, its items and implementation. UNRESOLVED ISSUES:None identified ALTERNATIVES:As per the Study Commission FISCAL EFFECTS:TBD Attachments: 2026 study plan.docx Report compiled on: December 10, 2025 30 DRAFT Study Plan 2026 Timeline: ● May 15th submit complete tentative report for legal review ● May 28th public hearing on tentative report ● June 15 public comment closes on tentative report ● July 8 adopt the final report ● August 22nd provide County Clerk & Recorder a ballot certificate Key Tasks to assign in early January: Who is going to develop the draft report? The priority issues to focus on: Legislative/Governance Administration/Organization Community Representation Charter tweaks & other report components Commission (Article II) Topics: ● How big? Do we add commissioners? ● Full or part time? ● duties/ expectations - what’s in the charter, what’s happening in practice ● Filling vacancies Executive leader of the City ● City manager structure (Article III) ● Executive mayor ● Hybrid Election of Commissioners: (Article VI) Topics ● By wards? By districts like the County? Do they have to be residents of the district/ward?How we draw and change boundaries? ● Hybrid? ● Continued at large? May 7: work session to ensure draft report and charter make all the tweaks Charter tweaks: ● Municipal court (4.05) ● Financial management dates (Article V) ● No policy included ● Other tweaks identified? Mayor: (Section 2.03) Topics: ● role/duties ● 4 year term? ● What to do with current Topics ● Benefits & challenges of each form ● What do other MT cities do? What’s Neighborhood program (Section 4.06) Topics ● How do we get more neighborhoods 31 deputy mayor system ● Full time or part time working? What’s not working? ● What are cities outside of MT doing? ● What are best practices included? 28% ● What is their role and what is the relationship with the commission? ● Should there be full time staff person? Other elected offices? (Article IV) Advisory Boards (Section 4.07) ● What is their role and what is the relationship with the commission? ● How do they add a city- wide view to public input that’s different from Neighborhoods? January focus: Jan 15th: learning session on the governing body: size, terms, duties/roles/function; mayor system. Other elected offices? January 28: make decisions about potential changes to governing body. Use chart that we’ll have to develop for tentative report to discuss existing characteristics and proposed changes Feb-March focus: Feb 5: Learning session on benefits & challenges; what other MT cities are doing. Feb 18: Learning session best practices from other cities and beginning of discussion. March 5: make decisions about potential changes to executive leadership of the city Use chart that we’ll have to develop for tentative report to discuss existing characteristics and proposed changes March - May focus March 25: Learning session about options regarding elections by wards & districts. April 2: Learning session on Neighborhood councils. Invite Inc to join. April 15: Continued learning, questions and discussion/decision?? ADD APRIL 23rd MTG? Day not available - different day? April 30: make decisions about potential changes to how we elect commissioners and/or neighborhood program May - July focus May 7: Review of draft tentative report and submit for legal review May 13 Final approval of draft and release for public comment May 20: maybe we don’t meet? Or yes? May 28 public hearing on tentative report June 4: could do public hearing here (Barb gone) June 17: review public comment, make final edits July 2: adopt final report July 8: file final report 32 Speakers: MSU Local Gov’t Center - benefits and challenges to various issues identified above (size, terms, mayor/deputy mayor) Required materials for reading: Commissioner survey results Montana Charters reviewed by study commission Charter commentary in previous study commission report Speakers: MSU Local Gov’t Center Required materials for reading: Montana Charters reviewed by study commission Model charter from National Civic league Charter commentary in previous study commission report Speakers: MSU Local Gov’ center Great Falls Neighborhood program staff Required materials for reading Survey results Montana Charters reviewed by study commission Gallatin County Commission districts Inc. suggestions Decisions to be made: ● Charter modifications ● Suboption changes: binary choices to be voted on ● Recommendations Decisions to be made: ● Recommendations ● Charter modifications ● Suboption changes: binary choices to be voted on Decisions to be made: ● Recommendations ● Charter modifications ● Suboption changes: binary choices to be voted on 33