HomeMy WebLinkAboutApprove Amendments to the Bozeman Beautification Advisory BoardP
• Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Allyson Bristor, Associate Planner
Tim McHarg, Planning Director
SUBJECT: Amendments to the Bozeman Beautification Advisory Board Bylaws
MEETING DATE: October 3, 2011
AGENDA ITEM TYPE: Consent Item
RECOMMENDATION: That the City Commission approves the amendments to the Bozeman
Beautification Advisory Board Bylaws as proposed.
BACKGROUND: The Bozeman Beautification Advisory Board, hereinafter referred to the as
the Board, was created January 25 1993 by City of Bozeman Ordinance No. 1360, whose
authority is provided for in Chapter 2, Article 5, Division 8 of the Bozeman Municipal Code.
The pro p h osed bylaw amendments were introduced in writing at the Board's regular meeting on
June 16 2010. Approval by a majority of the Board on the amendments were taken on second
reading at the Board's regular meeting on August 17 2011 and forwarded to the City
Commission for final approval. This consent item reflects the requirement of Commission final
approval.
UNRESOLVED ISSUES: None at this time.
ALTERNATIVES:
1) Denial of the amendments.
2) Additional amendments as determined by the Commission.
FISCAL EFFECTS: The Staff Liaison for the Board prepared the amendment document.
Attachments: Proposed Amendments to the Beautification Advisory Board Bylaws (dated
September 2011)
Report compiled on: September 22, 2011
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Bylaws of the Bozeman Beautification Advisory Board
The Bozeman Beautification Advisory Board, hereinafter referred to the as the Board, was created
;,1111 ,Iry 25'' 1993 by City of Bozeman Ordinance No, 1360, whose Ulthori icy i ° is IlDurvoOded for i °in Chapter 2,
rfiia:lle y, DMni °ion S of the Bozern aiw aiiwi °ia:i °ilXlll Code,
The Board shall act in an advisory capacity to the City Manager and City Commission in matters relating
to beautification projects and programs, and funding sources for such activities.
The Board shall have the following powers and duties:
A. To identify, investigate and recommend community beautification projects and programs to the
City Commission, and to assist in their implementation once approved;
B. In coordination with the appropriate city staff persons, to investigate and pursue grants and
other possible funding sources for beautification projects and forward recommendations to city
staff and the City Commission; and
C. To advise the City Commission concerning actions related to the beautification of city —owned
properties and facilities; and
D. The Board may have such other duties and responsibilities as the City Commission, from time to
time, may direct.
A. Appointment —Terms
The Board shall consist of up to nine .(..5.) members to be appointed by the City Commission.
Members of this Board shall serve three (...). year staggered terms. Ilwai °ii43: 1414y I)Fe (3) i ci beirvs
sllgaallll be aapnpn9 wi ed fe o Re (1) Ye a F t eie;nn, thFe (y)...ineinbein a allnlpna f 9F th .Fe (y).... yea i teFinin.
p :JP 0 A e)(pn.fii oIn,... f t IIq e te w wnn.. of off C fe iry tII7, e fwFst a p p 9 iqteesn aand fFesi tIgaat t si e hei ee aallll
..wrv.wwnn shad c iqsi °ist ef t.dhiw ee. (3) y aaFs Each member may be reappointed without any limitation
on the number of reappointments. Vacancies shall be filled in the same manner as original
appointments for the balance of the term remaining. In addition to the appointed membership,
the f4y of geiaei -naawn y..wry neix vaa•4F&q l ffwna ii: wa staff iwneirnlbeiry of the Gty Dep arti ent of
N ainini °ling & Cornrnaiiwi °icy Daxvcllopirnent shall serve as an ex- officio, non - voting member.
B. Qualifications
Persons of legal age may be appointed to the Board. A majority of the Board shall be residents
of the Gty of Bone wnwain. Nonresident members of the Board shall have some interest in the Gty
of Bozeirnwain by virtue of working in the city, owning property in the city, or entering the city
frequently for any lawful purpose.
l:°i , oposecl i llalaaw to byloa All ... )eplen,?bei- y0.l.l
Date of Beautification Board's Second Reading of Revised Bylaws:
Date of Commission Adoption of Revised Bylaws:
15
C. Compensation — Expenses
The City shall pay only the expenses of the Board which have been authorized by vote of the City
Commission prior to said expense being incurred. Members shall serve without compensation
for their time and services.
D. Resignations
Resignations from the Board shall be submitted in writing to the C.p4F Gty Clerk's Office wh .
.fll tllamwn iismt4y the Cilty Goss sni °isswmns. � he Gty Cornrni °issi °loin slh allll Hlll vacancies mssaiirvirviliay mia the
Board sail ll4n swxty CC days Isy a vote siaiitlg a ssllacsiailled IlsaiUkc ranee iia . � he Gty Clerk's Office
a,milllll ssllacsiaills the allsll 61ntments to the Board on the Gty Cornrni °issi °loin agenda as soon as Ilsmssi °ilUe
fmllllmamiliay a iresi n afiion. Such appointments shall be for the unexpired portion of the term.
E. Removal from 0 rse Board
1. Any appointeed ineirnlbeiry may be removed from effirse the Board by a majority vote of
the City Commission.
2. Three (3) unauthorized consecutive absences from regularly scheduled Board meetings
shall be grounds for removal as na isncisnbei ~.. f the ge ai 4 ,Suslh w cinovap imiay be by nactweR
o f the Csaiaw d Absences shall be authorized by the Clh ailirv, ssu= tt ce Clh ai °ir, miry the
desdignated Departiment of IN aiana ng staff i nmianlbeiry seirvhng as the Board's ex of iicfo
The Board shall maintain its offices in the
III Ily. Gty Departiment of Nanni °ing & Cornrnnwiiai °ity Dcvcllopianent, The II 1111111PO A stuff i ncianlbeiry of the
Departiment of N ainini °ling & CornrnLiiai °ity Dmvcllolpr neat, in addition to serving as an ex- officio, non - voting
member of the board will be responsible to assist the Board in the scheduling of meetings, distribution
of agendas and meeting minutes, and providing notification of Board activities to interested parties. The
I 1111111 PO shall also serve as the stall liaison between the Board, the City Manager, and the City Commission.
A. The Board shall elect from its voting members a Chair, and tti° °ice Clh aiir ry ° ry ry
at its first regular meeting of each calendar year.
B. The Chair shall preside at all meetings of the Board and shall exercise the duties normally
conferred by parliamentary procedure on such officers. The chair may call special meetings, and
generally perform other duties as may be prescribed by the Board or City Commission. The
Chair shall initiate items for discussion and recognize all matters brought up for discussion
before the Board.
C. The Clh ai °ir and Vice -Chair shall vote as as members of the Board.
.ga � C��miaww....s��mia�ll xcstm caws.p.y tcs'Cwrv.cnalla na t.w.m xcstc..
Date of Beautification Board's Second Reading of Revised Bylaws:
Date of Commission Adoption of Revised Bylaws:
16
D, The Vice -Chair shall have the authority to act as Chair in the absence or disability of the
Chair.
F the event of the absence of the Chair and Vice - Chair, the members of the Board shall select
an acting Chair.
TIhe 5ers9Fd iiq g Se a:u taaFy sIIgaaIIl.. b e a sp9Rsa lyll e fe iiry taa.kfRg Il9 ii: e pauawwRgE uaR w!AFry lbuutwRg t he a'n wRutes
ol...ua4 i nee4ny ....11u paa ualaaaanacaa III ..11aaa a urvapfinay aaa urvaa aurvy III as III afiury III IIp Il 11 a fina a nnnaannnlyaa.n:
piireseint to art was the Gallpar_ky of lyaxGannrv4ny See etary F. WILItes shallll Ike urecoirded at evei "y
Board uaneefiiinp . Chahr, oir when absent the face Chafiir oir the sac iung Chahr, shallll allalla6int a
urecoirdhig secretary at tIhe Ibegx ininfiunp of each uaneefiiing, p the IlDers nin urecourvaviliva u'mlivaawu es u'nLISt
apcllfiveir the urecoirded mliulaltes to the staff Ikafison wWh n seven days of the Board u'nee iva .
ii -fide I L Meetfinigs
A. Schedule of Meetings
The Board shall hold regularly scheduled meetings as frequently as necessary to fulfill its
function and not less often than quarterly. A regular meeting place for the Board shall be
established. Any aa:llacaviawulled Board 'neefing fivane and Ilcaa: %on mauat Ibe apaxllliva red to the Gty
Ilcu k's Office and ua diced accoirdhig to State of Montana open urneefiin Ilaws,
B. Special Meetings
The Chair of the geaaw d, the II II.. he staff Ih ai °ison, or any two (2) members of the Board may call
special meetings of the Board as needed.
C. Quorum
A majority of appointed vothng members (50% or greater) shall constitute a Board quorum.
D. Open Meetings and Documents
All meetings, committee meetings, and documents of the Board shall be open to the public
according to the State of Montana open meetings laws. Reaasei7aa-lyl4 urns °ivai °iumawuum of yS Ila0L11ry
public notice shall be given prior to the ana:CUiri - ence of meetings, i °i111dlawuaving alpeca °mall unee iu gs,
E. Rules of Order
Meetings of the Board shall be conducted according to all applicable rules and regulations of the
City of Bozeman and according to Robert's Rules of Order, unless otherwise specified in these
Bylaws. A voting member of the Board may be designated by the Beaawrvd Chair to serve as
parliamentarian °if av eeir nee necessary, No action of the Board is official, however, unless
authorized by a majority of Board members present at a properly called and a ofiiced meeting for
which a quorum is present.
l:°i , opa sect i llalaairvaa to byloa All ... )eplen ei- y011
3
Date of Beautification Board's Second Reading of Revised Bylaws:
Date of Commission Adoption of Revised Bylaws:
17
Conflict of Interest
mei - nbeiry of the Board nalhe II as ua fi r;ar;r- ap l ° IRterest wia an..4em under GG1RGNGeratl ° len b the Beaird
sIla!@PP deoaai n as eeFF et of iRte est aand Glla!@PP wand P aF 4rG pate pn! the ...&rsusswgR and veto. uakeR 9FF
the 4em Board members shall be bound by all applicable provisions of the Code of Ethics
adopted by the City of Bozeman.
In the event a II'neirnlbeir I °is avillsqU allllfied fIl orn Darfic°ipafing Illla an agenda I °iteirn av Ue to of
GpiGGpaivallw wGaa wnia! di i -n...a conflict of interest, such fact and IIGaGI °IG foiry the con!fIHct shall be entered
into the minutes of the Board meeting. After stafiiln!g the IIGaGI °IG of the con!fIHct, the Ilneir nllneir Glh alHH
i - eCUe tl eirnna ves, stepGfhng away firollan the GpSCLIGGflnn dale and not IGaitcfpafinp .
ul- fi l e VIII ii Policy
A. Discrimination Prohibited
n..IGG^II GT1liq GI1! DI I•aWII "I ° IIIYII ° III1!rratI ° IV1In on the basis of a @ee" CII ee67 seD(", p efe eiigeea aWG;1k)iI 7 uage7
Iq@ 9°F" gI II1!, Iln It@u: statndG...4 II 4k&II1!7 FllesYibG^Iit.sh" pG nII a ny gtheII"
irveGanpawn eN d Ilrvw lla!t...nlla!@PP be nxGIInaded di e °Ii n siesiIbeFs a pG nw IlGaairv�wGwllGaa�wnia! Ilwa�..O be deFFFed ... he
beFF is as , eiry be s ulln d t ...nifinc4inu Raal f eR awuu deF aaRy Ilnirvegi aau - n.. F aaa: tkil ty aaeted awulpoin by t.Ilne
Board 9111 G II II d ...eiiq 9F C(3RGpueted �R .the T1i"iei T'n SeRn 1II" °k�G^Iigs ceiqteic C ity of 99N e °li"n ewin .d
yaillpd Rgs 911ry aip qR 1 °its Ewrvqa Rds race, color, religion, creed, sex, age, marital status, national origin,
or actual or perceived sexual orientation, gender identity or disability is prohibited.
Special committees may be appointed by the Chair for purposes and terms which the Board approves
Ir i cl e rn e IIII IIinn e IIII-
Bylaw amendments may be introduced in writing by any member of the Board at a regular meeting.
Action by a majority of the Board on the amendments may be taken on second reading at any future
regular meeting to lyc forwarded to the Gty Coirnirnllsslon foiry finall aIIGIIGirovalL Bylaws shall not be
amended in conflict with City of Bozeman policies or ordinances. J i
nirvovWed ..na.fith I °iRfo naafi oRaap Gopninn of Board Ibypaaw a n•ininia!dsieRts p he Ibylaw aiancindianents MI II not
become effecfiive auia!tIH aIIGIIGiroved IGy the Gty Cornnnl °issIon!,
4
Date of Beautification Board's Second Reading of Revised Bylaws:
Date of Commission Adoption of Revised Bylaws:
im