HomeMy WebLinkAboutApproval of Inter-Neighborhood revised Bylaws, optimized
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Allyson Brekke, Neighborhood Planner
Wendy Thomas, Director of Community Development
SUBJECT: Commission Ratification of Revised Bylaws for Inter-Neighborhood Council
MEETING DATE: August 12, 2013
AGENDA ITEM TYPE: Consent
RECOMMENDATION: That the City Commission formally ratify the revised bylaws for the
Inter-Neighborhood Council.
BACKGROUND: The Inter-Neighborhood Council was presented revisions to their bylaws on April 25, 2013 and approved them with changes at their May 9, 2013 meeting. As stated in the
bylaws, any revisions must be submitted to the City Commission for final approval.
UNRESOLVED ISSUES: None at this time. FISCAL EFFECTS: None identified.
Attachments: Revised INC Bylaws, Minutes from INC May 9, 2013 meeting
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INC Bylaws - Revised July 31, 2013 1
City of Bozeman
Inter-Neighborhood Council Bylaws
Approved by INC at May 9, 2013 Meeting
I. Mission
A. Recognizing the value of citizen involvement and the importance of neighborhood relations through effective and timely communication, the Inter-Neighborhood Council (INC) is committed to ensuring safety, knowledge and guidance to
Bozeman’s neighborhoods. The INC fosters a sense of cooperation and
understanding between neighborhoods to increase the overall health of the
community. The INC provides information to the recognized neighborhood associations and may make recommendations to the City Commission and City staff on city-wide issues as requested and /or deemed necessary by the INC.
II. Vision
A. Our pride in where we live rests, in part, on the relationships we share with others in our community. We envision the City of Bozeman as one in which every
citizen feels informed about changes in their neighborhood and community and
thus are enabled to share their concerns and ideas with fellow citizens and elected
officials and in which governmental agencies at all levels set the example of good stewardship and support for their citizens’ efforts.
III. Definitions
A. The following words, terms and phrases, when used in this division, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning:
1. "City agency" means and includes all departments, bureaus, offices, boards,
councils, liaisons, task forces and commissions of the City of Bozeman. 2. "City liaison" means the designee of the City Manager responsible for
administration and enforcement of the responsibilities of the City of
Bozeman as defined by the City’s Neighborhood Recognition Ordinance.
3. "Inter-Neighborhood Council (INC)" means the council composed of delegates selected by each recognized neighborhood association.
4. "Recognized neighborhood association" means an organization formed by
residents for the purpose of maintaining and/or improving the livability and quality of their neighborhood, formally recognized by the INC, and therefore the City of Bozeman, and subject to the provisions of the City’s Neighborhood
Recognition Ordinance.
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INC Bylaws - Revised July 31, 2013 2
5. "Non-recognized neighborhood association" means an organization formed by
residents for the purpose of maintaining and/or improving the livability and
quality of their neighborhood. A non-recognized neighborhood association is one which has not met the minimum standards for recognition as set forth in the City’s
Neighborhood Recognition Ordinance or has lost its recognized status for failing
to comply with the minimum standards as set forth in the City’s Neighborhood
Recognition Ordinance. A non-recognized neighborhood association has no
representation on the INC.
6. "Neighborhood group" means a loosely organized, non-recognized group of
residents formed for the purpose of maintaining and/or improving the livability
and quality of their neighborhood and that demonstrates an interest in forming a
recognized neighborhood association. A neighborhood group has no representation on the INC.
IV. Authorization and Organization
A. The INC is established by the Bozeman City Charter, adopted by the Citizens of Bozeman on December 7, 2006 and effective January 1, 2008.
B. The INC fiscal year begins 1 July of each year and ends 30 June of the next year.
C. The INC is an advisory board to the City Commission. The INC shall be composed of one delegate selected by each recognized neighborhood association and
shall provide a forum for recognized neighborhood associations to come together, share
information and make recommendations to the city. The INC shall also provide a forum
for non-recognized neighborhood associations, neighborhood groups and city agencies to
communicate with recognized and non-recognized neighborhood organizations and groups.
V. Officers and Duties
A. The INC shall maintain the offices of Chair, Vice-Chair, and Secretary-Treasurer.
The officers must be appointed delegates.
1. The Chair shall be responsible for the operation of the INC and its officers
pursuant to these Bylaws. This shall include setting meeting agendas,
conducting meetings, representing the INC at official functions, appointing
sub-committees, and generally overseeing the business of the INC. The Chair shall have the primary responsibility for leading the long-term and short-term
planning efforts of the INC and shall also have specific duties as spelled out
elsewhere in these Bylaws and assigned by the delegates.
2. The Vice-Chair shall, in the event of the absence or inability of the Chairman to exercise the office, become acting Chairman of the INC.
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INC Bylaws - Revised July 31, 2013 3
3. The Secretary-Treasurer, in partnership with the City Liaison, shall be the
official custodian of the records as required by the Bylaws of the INC. The
Secretary-Treasurer shall produce all written communications as requested by
the Chair or delegates. The Secretary-Treasurer shall record and maintain the minutes of all INC meetings.
4. The Secretary-Treasurer shall have custody of all monies belonging to the
INC and maintain an accurate accounting of all receipts and expenditures that
have been generated through the INC. The Secretary-Treasurer shall provide a financial report to delegates at meetings as deemed necessary by the Chair
and affix to the meeting minutes. The Secretary-Treasurer must be one of the
officers who shall sign checks or drafts of the INC, if utilized. There shall be
three (3) authorized signatures on the bankcard, if any, and two (2) authorized
signatures on each check, if any. VI. City Liaison Duties
A. The City Liaison is responsible for providing counsel and support services to the
INC. Such services may include assistance with agenda creation and distribution, general communications, newsletters, grant writing, activity planning, leadership
training, public relations, outreach efforts, general information and referral, and
other technical assistance as requested. The City Liaison shall work with the
Secretary-Treasurer to ensure accurate records of the INC are maintained.
VII. Executive Committee
A. The Executive Committee shall be composed of all INC officers, the Chair of any
standing committee(s) of the INC, and the City Liaison.
B. The Executive Committee, as a collective body, may act on behalf of the INC
between regular meetings on any matter determined urgent. Any such action shall
be reported at the next regular meeting of the INC and none of its actions shall
conflict with actions taken or policies formulated by the INC.
VIII. Committees
A. The Chair, with a successful vote, may appoint standing committees to help
conduct the business of the INC. Each appointed standing committee shall
choose a committee Chair, who shall serve as a member of the Executive Committee.
B. The Committee Chair(s) shall report to the INC. These reports shall be entered
into the minutes.
C. The Committee Chair(s) shall prepare a schedule/agenda for each standing
committee meeting in consultation with the Chair and Vice-Chair and other
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INC Bylaws - Revised July 31, 2013 4
neighborhood delegates as needed. Said agenda shall be made available to the
entire INC and the City Clerk’s office at least three days prior to each monthly
meeting and shall include the date, time and location of the meeting as well as
discussion topics. Agenda shall be hand delivered to a standing committee appointed member’s usual place of residence, delivered electronically via email or
via fax.
IX. Elections and Officer Terms
A. Elections of INC officers shall occur in the final meeting of the fiscal year held in
the month of June, with the exception to the 2013 year.
B. A nominating committee may be appointed by the Chair to propose, for the final
meeting of the fiscal year, one or more eligible candidates from the INC for each office for the coming year. Nominations shall also be accepted from the floor.
All candidates must have accepted the nomination and be a qualified delegate of
the INC.
C. The INC shall elect officers by a successful vote.
D. Voting shall be by secret ballot if there is more than one (1) candidate for office.
E. The ballots shall be maintained by the Secretary-Treasurer for sixty (60) days and
shall then be destroyed.
F. The Secretary-Treasurer, in partnership with the City Liaison, will obtain the
names, mailing addresses, telephone numbers, e-mail addresses and terms of
office of newly elected INC officers.
G. Newly elected officers shall be installed in the first meeting of the fiscal year of
the month of July.
H. Terms of office for INC officers shall be a recommended (but not mandated)
maximum of two years.
I. The Secretary-Treasurer, in partnership with the City Liaison, shall maintain a list
of recognized neighborhood association members interested in serving as a
delegate to, or officer in, the INC. This list shall be consulted when a delegate, or
delegates, is needed to fill a vacancy and/or when officers are nominated. X. Removal and Vacancies of Delegates and Officers
A. Any elected officer may be removed from office for good cause. Removal shall
be debated by the INC and shall require a two-thirds (2/3) vote of the delegates of the INC. Notice of a vote for removal of an elected officer shall be included in
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INC Bylaws - Revised July 31, 2013 5
the call to meeting and listed on the meeting agenda along with the location, date
and time of the meeting.
1. If a vacancy occurs outside the normal election process, candidates for the unfilled term shall be nominated from the floor and elected at the next scheduled
meeting following the vacancy. Anyone elected to the vacated office shall serve
for the remainder of the original term.
B. Any INC delegate may be removed from the INC for good cause. Removal shall be debated by the INC and shall require a majority vote of the delegates.
XI. Procedures
A. Unless otherwise determined by a successful vote of the INC, the body shall conduct a minimum of one regularly scheduled meeting each month. All
meetings are open to the public and subject to the State of Montana’s open
meeting laws. Cancellation or rescheduling of any meeting, or scheduling of any
special meetings, may occur at the discretion of INC. Regularly scheduled
meetings shall be held at such a place, date and hour as may from time to time be fixed by consensus. Notification of all meetings to all delegates may be given in
person, via e-mail, via fax, over the telephone, or hand delivered to a delegate’s
usual place of residence at least three days before the time set for the meeting.
Notification shall also be given to the City Clerk’s office.
B. The City Liaison shall prepare a schedule/agenda for each meeting in consultation
with the Chair and Vice-Chair and other neighborhood delegates as needed. Said
agenda shall be made available to the entire INC and the City Clerk’s office at
least three days prior to each monthly meeting and shall include the date, time and
location of the meeting as well as discussion topics. Agenda shall be hand delivered to a delegate’s usual place of residence, delivered electronically via
email or via fax.
C. The Chair shall preside at all meetings; the Vice-Chair shall preside at meetings
upon request of the Chair. The Secretary-Treasurer shall prepare the minutes of the monthly or special meetings. The minutes shall include a list of attendance,
including neighborhood delegates, guests, and members of the public, and a
summary of all business, discussions and actions taken.
D. Amendments and changes to the Bylaws may be adopted during any regular meeting following a two-thirds (2/3) vote of delegates and provided that the
revisions are submitted to the INC along with the agenda in advance of the
meeting. Amendments shall be ratified by the City Commission. Date of
amendment approval by the INC and City Commission shall be recorded under
the section “XVIII. Effective Date” of these bylaws.
XII. Representation and Voting
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INC Bylaws - Revised July 31, 2013 6
A. A quorum, which is required for the conduct of any INC meeting, consists of 1/3
of delegates, with a minimum of three delegates.
B. Unless otherwise specified in these bylaws, an INC vote passes by a majority of
attending delegates at any INC meeting.
C. Each recognized neighborhood association shall appoint one delegate and one
alternate delegate to the INC and communicate the names, addresses, phone numbers and e-mail addresses of the delegate and the alternate, in writing, to the
INC Secretary-Treasurer and the City Liaison.
D. Each appointed delegate has one vote on the INC. In the absence of the appointed
delegate the alternate delegate to the INC may exercise the same rights and privileges afforded the appointed delegate until the absent delegate returns or a
new delegate is appointed by a recognized neighborhood association. Only one
vote from each recognized neighborhood association may be cast. Delegate, or
alternate delegate, vacancies to the INC shall be filled within sixty (60) days of
the vacancy.
E. A delegate to the INC unable to attend an INC meeting may provide written
authorization to the INC Secretary-Treasurer for an alternate delegate or other
INC delegate to vote on any matter that may come before the INC at that
meeting. The written proxy authorization shall state the name of the authorized delegate and be signed and dated by the absent delegate. A proxy vote shall be
fully documented in the minutes of the meeting.
F. The INC shall establish and follow a clear method for reporting to the City actions
which accurately reflect neighborhood positions. When the INC presents an official position on an issue to the City, the INC shall identify how a decision on
the position was reached:
1. by majority vote of the delegates;
2. by majority vote of the attending delegates; 3. by a 2/3 vote of the delegates;
4. by consensus of the attending delegates;
5. by a poll of the general membership of each recognized neighborhood
association with documentation of vote results; or
6. by vote of recognized neighborhood association membership at a general or special membership meeting with documentation of vote results.
XIII. Attendance
A. Regular attendance of all meetings is considered crucial for neighborhood contribution to the INC, and is a requirement for membership. No more than
three absences within a one-year period may occur, without authorization from a
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INC Bylaws - Revised July 31, 2013 7
INC officer or City Liaison (understanding emergencies arise). Attendance shall
be recorded by the Secretary-Treasurer at each meeting and included in the
minutes.
XIV. Conflict of Interest A. Any delegate or alternate delegate, who has, may have or expects to have, a
pecuniary or personal interest in a nomination, proposal, recommendation or
undertaking related to the INC’s general role and responsibility as stated in the Mission, shall publicly declare a potential conflict of interest and attempt
resolution through discussion among delegates. If the conflict cannot be resolved,
the delegate or alternate delegate, shall recuse themselves from debate and abstain
from a vote or votes on that issue. Pecuniary interest shall be defined as the flow
of resources, loss of resources, or savings of resources which may result from the action of a delegate. Personal interest shall be defined as any interest in the
matter which would affect the action of the delegate other than a financial interest,
and other than an interest because of membership in, or affiliation with, but not
employment by a social, fraternal, charitable, service, educational, religious,
governmental, health service, philanthropic, cultural, or similar nonprofit institution or organization.
XV. General
A. The rules in the current edition of Robert's Rules of Order shall govern the INC, and all committees and subcommittees in all cases to which they apply and do not
conflict with the specific provisions of these Bylaws or any special rules that the
INC may adopt.
B. If any part of the Bylaws or the application thereof is hereafter held invalid or unenforceable, the remainder shall not be affected thereby, and only the affected
portions are declared eliminated.
C. No INC delegate or alternate, officer, representative or spokesperson shall assume
any financial liability of the INC.
D. Officers of, and delegates to, the INC shall not represent the INC on any issue
unless authorized to do so at a regular meeting of the INC by a majority of
the delegates.
XVI. Non-discrimination Clause
A. The INC shall not discriminate on the basis of race, color, national origin, gender,
sexual orientation, marital status, age, religion, creed, political belief, mental or
physical ability, or veteran status in admission, access to, or conduct of its meetings.
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INC Bylaws - Revised July 31, 2013 8
XVII. Amendments
A. These Bylaws may be amended by a two-thirds (2/3) vote of the delegates, at any
regular INC meeting, provided authorization to amend the bylaws has been directed by the delegates at a preceding meeting. Notice of a vote to amend the
Bylaws shall be included in the call to meeting and listed on the meeting agenda.
B. Bylaw amendments approved by the INC shall be forwarded to the City Liaison
within ten (10) calendar days of approval for submission to the City Commission for ratification.
XVIII. Effective Date
A. These Bylaws were formally approved by the INC delegates at a meeting held on the 11th day of December 2007, at 7:00 P.M., at the Beall Park Recreation Center,
in the City of Bozeman, County of Gallatin, State of Montana and signed by all
the attending delegates of the INC, representing a majority of neighborhood
associations.
B. These bylaws of the INC as officially and formally adopted on the 11th day of
December, 2007, shall be effective January 1, 2008, upon final acceptance by
majority of the City Commission as presented for ratification by the City
Commission on December 17, 2007 and approved by a vote of 5-0.
C. Amendments to these bylaws occurred by a 2/3 vote of the INC on the 9th day of
May and presented for ratification by the City Commission on ____________ and
approved by a vote of ______.
Documentation of INC Approval:
_________________________________________________
INC Chair
Attested to by:
__________________________________________________
INC City Liaison
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THE INTER-NEIGHBORHOOD COUNCIL (INC) MEETING OF BOZEMAN, MONTANA
MEETING MINUTES
Thursday, May 9, 2013 Attending: Jennifer Rockne (SCAN) moderator, Charlotte Kress (NHVN), Chris Nixon
(NENA), Jill Schaunaman (MarLin), Gary Gullickson (BPNA), Bob Wall (SENA),
Elizabeth Healy (UNA), Allyson Brekke (Neighborhood Coordinator), Capt. Mark
Johnson (BPD), Sgt. Andy Knight (BPD), Kathy Powell, Natalie Meyer (Sustaina-bility Coordinator)
4:33 Jennifer convened the meeting
Review of Mar., Apr. minutes. Decided to defer approval to next meeting, to allow for
further review.
Public Comment. Natalie Meyer described new sustainability resources available at bo-
zeman.net, under Administration / Sustainability. A compost bin sale is scheduled for Saturday, May 11. A sample is available at City Hall.
Energy Smackdown – residential energy conservation competition.
• Sign up online
• Compare utility usage year-to-year
• www.BozemanEnergySmackdown.net
Vehicle idling – idle-free Bozeman handout
4:50 Police Report – Sgt. Andy Knight
Summer increase in vehicle break-ins – typically unlocked cars. More breaking windows in cars lately.
Magazine salespeople – typically do have business licenses. Don’t let them into your
home, though. Travelers – roofing and paving scam. Typically just a local cellphone on business card.
Usually no business license.
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Question about more crime with warming shelter open during winter. The police have not
really noticed any significant increase.
Craigslist scams recently – rental scams, grandparents scam (request to wire bail)
New code compliance officer starts July 1. Paula Frojae from the building department.
The radar trailer request form will be available on the web site soon.
5:10 Bylaw Review
Didn’t add language about “active” neighborhoods for quorum.
Make sure neighborhood association bylaws address the requirements in the Neighbor-
hood Recognition Ordinance.
Discussed voting requirements. Simple majority of attending delegates for votes unless
otherwise specified. Without this change, even though we changed the quorum require-ments (to 1/3 of members, but at least three), we still wouldn’t be able to vote on items at
a lot of meetings.
Discussion about conflict of interest.
Gary motioned to accept bylaws with changes discussed during this meeting. Chris se-
conded. Five voted in favor, Charlotte abstained. Said she came to the meeting planning
to either abstain or vote no. It was explained that we needed 6 votes in order to pass the
changes to the bylaws. She said she didn’t have enough time to explain the reason for her
vote, and she left.
Bob moved to change the order of the agenda to vote on bylaws after the next agenda
item. Jill seconded. Motion passed unanimously.
7:15 Recognition of UNA University Neighborhood Association (UNA) – borders S. side of Cleveland to N. side of
Kagy. Scan just voted to adjust their boundaries to avoid overlap with this area.
UNA has draft bylaws, has met minimum requirements of the Neighborhood Recognition
Ordinance, except that they will vote to approve bylaws and elect officers at their next full meeting. Discussed whether this was sufficient to include a representative from UNA
on the INC. We decided that it was. Elizabeth Healy was identified as the acting INC rep-
resentative from UNA.
Jill moved to accept UNA as the newest recognized neighborhood association. Chris se-conded. Motion passed unanimously.
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8:05 Continue of Bylaw Review Gary moved to adopt bylaws, welcoming UNA as the newest voting member. Jill se-
conded. Motion passed unanimously.
We agreed to forward discussion items to next meeting. This meeting will be Thursday,
June 13, at 4:30 at the police station on Rouse.
Gary recognized the Bozeman Police Department and Officer Charley Gappmeyer for
helping to assist with living situation in BPNA. He also commended the BPD for making data available from the radar trailer. He asked for the Department to review the request
for additional 15 MPH speed limit signs on Church St. He also made a request for a bike
or motorcycle officer on Tuesday nights in June on Church for the first four Farmers’
Markets, to help with traffic.
Gary also mentioned that he wants to bring a letter to the next meeting to acknowledge
Summit (the company that operates the helicopter flights to and from the hospital) for re-
routing their flights.
8:41 Bob moved to adjourn. Jill seconded. Motion passed unanimously.
Minutes recorded by Bob Wall.
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