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HomeMy WebLinkAbout08-06-13 South Bozeman Technology District Board Minutes SOUTH BOZEMAN TECHNOLOGY DISTRICT BOARD MEETING MINUTES TUESDAY, AUGUST 6, 2013 3:00 PM (910 TECHNOLOGY BLVD., SUITE A, NOPPER CONFERENCE ROOM) A. CALL THE MEETING TO ORDER. CITY OF BOZEMAN STAFF MEMBER AND CITY CLERK, AIMEE BRUNCKHORST, CALLED THE MEETING TO ORDER AT 3:05 P.M. B. CHANGES TO THE AGENDA. THERE WERE NO CHANGES TO AGENDA AIMEE BRUNCKHORST DID NOTE THE BOARD SHOULD COVER THE FOLLOWING ITEMS FOR THE NEXT MEETING, TO BE SCHEDULED IN SEPTEMBER: 1. TERMS FOR BOARD MEMBERS 2. CHAIRS & VICE CHAIR ELECTIONS 3. APPROVAL OF THE RULES AND BYLAWS AFTER THE ABOVE ITEMS ARE TAKEN CARE OF, THE INFORMATION WILL BE PRESENTED TO THE CITY COMMISSION WHERE THE COMMISSION WILL TAKE ACTION IN ADDITION, IT WAS NOTED THE CITY COMMISSION WILL BE OUR LIASON AND WILL PROVIDE A WORK PLAN ON WHAT IS THE BOARDS CHARGE. IT WAS ALSO NOTED BY AIMEE THAT TERESA MCKNIGHT MAY HELP THE BOARD PUT THE MEETING AGENDA TOGETHER FOR EACH MEETING OR THE BOARD CAN ELECT A SECRETARY TO PUT TOGETHER THE AGENDA. AIMEE DISCUSSED THE FOLLOWING PROCEDURES WITH THE BOARD: 1.EVERY MEETING AGENDA NEEDS TO CLEARLY STATE THE DATE, TIME AND LOCATION OF THE MEETING. THE LOCATION MEETING MUST BE SUITABLE FOR PUBLIC ACCES. IF THE BOARD DECIDES TO HAVE A DINNER PARTY FOR MEMBERS, THIS IS NOT SUITABLE AND/OR COMFORTABLE FOR THE PUBLIC TO ATTEND; THEREFORE DINNER MEETINGS ARE DISCOURAGED. 2.AGENDAS ARE POSTED 72-HOURS - WORKING DAYS - PRIOR TO THE ACTUAL DATE OF THE MEETING, OR SOONER, SO PEOPLE MAY HAVE A CHANCE TO REVIEW. THE AGENDA MUST BE POSTED ON THE OFFICIAL CITY HALL POSTING/BULLETIN BOARD. AIMEE WILL ALSO POST THE 1 AGENDA ON LINE IN ADDITION TO POSTING THE MINUTES ON THIS SITE. C. PUBLIC COMMENT. AIMEE OPENED UP FOR PUBLIC COMMENT AND ASKED IF THERE WAS ANY PUBLIC COMMENT. SEEING NONE AIMEE CLOSED THE PUBLIC COMMENT. IN ADDITION, AIMEE NOTED IF THE BOARD HAS AN INVITED GUEST, THE GUEST WILL BE ABLE TO PROVIDE COMMENTS DURING THE PUBLIC COMMENT AGENDA TIME AND WILL ALSO BE LIMITED TO 3 MINUTES. D. APPROVAL OF MINUTES. THIS IS THE FIRST MEETING FOR THE SOUTH BOZEMAN TECHNOLOGY DISTRICT BOARD; THEREFORE, THERE ARE NO MINUTES TO APPROVE. AIMEE NOTED, AGAIN, THE BOARD CAN ELECT A SECRETARY OR HAVE TERESA, IF SHE IS WILLING, TAKE BOARD MEETING NOTES. AIMEE WENT ON TO SAY THERE ARE TWO WAYS YOU CAN DO THE MINUTES; 1) WORD-FOR-WORD WHERE YOU GET ALOT OF THE DISCUSSION DOWN IN WRITING, OR 2) YOU CAN RECORD THE MEETINGS WITH AUDIO. STICK TO ACTIONS - PUT THE MAIN TITLES, MOTIONS MADE, AND BRIEF BULLET POINTS. YOU CAN REFER PEOPLE TO THE AUDIO. AIMEE NOTED SOME BOARDS LIKE HAVING THE TEXT OUTLINE STATING IT IS EASY TO GO BACK AND REMEMBER WHAT WAS TALKED ABOUT. THE PROBLEM WITH TAKING NOTES WORD-FOR-WORD IS THE NOTE TAKER INTERPRETING WHAT SHOULD BE JOTTED DOWN AND WHAT OTHERS ARE SAYING. IF THE MEETING IS AUDIO, THE NOTES WILL BE SIMPLE TEXT WITH THE AUDIO PUT ON-LINE. IN ADDITION, AIMEE NOTED MINUTES DO NEED TO BE APPROVED AND THE SECRETARY WILL NEED TO SEND OUT TO BOARD MEMBERS FOR REVIEW IN DRAFT FORMAT. E-MAIL CHANGES BY BOARD MEMBERS SHOULD BE BROUGHT TO THE MEETING THEN MOTION TO APPROVE WITH CORRECTIONS NOTED OR APPROVAL GIVEN BASED ON MINUTES PRESENTED AS IS. MINUTES SHOULD BE SENT OUT AS SOON AS POSSIBLE AND BACK IN A MONTH, OR SOONER, SO THEY STAY RELEVANT TO THE PUBLIC AND TO KEEP THE PUBLIC POSTED ON WHAT THIS BOARD IS UP TOO. 2 E. SPECIAL PRESENTATION - MSU INNOVATION CAMPUS. TERESA MCKNIGHT PROVIDED AN OVERVIEW OF THE ROLL OF UNIVERSITY-RELATED RESEARCH PARKS, HOW MANY ARE LOCATED AROUND THE U.S., NUMBER EMPLOYED AT THESE PARKS, AND THE PLANS FOR THE 42-ACRE EXPANSION OF THE MSU INNOVATION CAMPUS. G. ACTION ITEMS. THERE WERE NO ACTION ITEMS AT THIS TIME. AIMEE DESCRIBED ACTION ITEMS AS ITEMS THE BOARD IS TAKING ACTION ON. THESE ITEMS SHOULD BE LISTED AS ACTION ITEMS TO CLUE IN THE PUBIC ON WHAT THE BOARD IS MAKING A DECISION ON AND/OR DISCUSSING. THINGS YOU CAN ADD TO THE AGENDA AT LAST MINUTE ARE GENERAL ITEMS. THINGS YOU NEED TO GET STARTED ON BUT YOU ARE NOT ACTUALLY MAKING A DECISION ON THAT DAY THAT WOULD BE OF GENERAL PUBLIC INTEREST. AIMEE ASKED THE BOARD TO MAKE SURE THE PUBLIC FEELS THE BOARD IS NOT GOING BEHIND THE PUBLIC'S BACK. ALL MEETINGS ARE OPEN TO THE PUBLIC. IT IS IMPORTANT TO APPEAR ABOVE BOARD BECAUSE TIF BOARDS DEAL WITH PUBLIC MONEY, SO IT IS IMPORTANT EVERYTHING THE BOARD DOES IS TRANSPARENT TO THE PUBLIC. AIMEE REVIEWED THE FINANCIAL APPLICATION. AGAIN, THE BOARD MUST BE TRANSPARENT, AVOID CONFLICT OF INTERESTS IN BOARD DECISIONS, AND BOARD MEMBERS HAVE TO FILL OUT A DISCLOSURE APPLICATION, WHICH AIMEE KEEPS ON FILE. THE APPLICATIONS ARE PUBLIC RECORD SO SOMEONE FROM THE PUBLIC COULD REQUEST TO SEE THE APPLICATION. AS A BOARD MEMBER, IF THERE ARE ITEMS YOU FEEL YOU MAY HAVE A CONFLICT YOU NEED TO EXCUSE YOURSELF AND STEP OUT OF THE ROOM. IF ANY BOARD MEMBERS HAVE QUESTIONS REGARDING CONFLICTS THEY MAY CONTACT GREG SULLIVAN, CITY ATTORNEY, AND HE CAN HELP BOARD MEMBERS MAKE DECISIONS FOR DISCLOSURES OR TO STEP DOWN. AIMEE REVIEWED THE CITY ETHICS HANDBOOK AND STATED IT WAS A GOOD RESOURCE FOR BOARD MEMBERS. A COPY WAS SENT TO THE BOARD PRIOR TO TODAYS MEETING FOR THE BOARD TO REVIEW AND TO ASK QUESTIONS, IF ANY. 3 AIMEE STATED THE ETHICS RULES ARE ON-LINE AND SHE PULLED THE CITY WEBSITE UP TO SHOW THE BOARD WHERE THE INFORMATION CAN BE FOUND. AIMEE HANDED OUT THE ETHICS CODE - SAME RULES APPLY TO SOUTH BOZEMAN TECHNOLOGY DISTRICT BOARD AS IT DOES FOR MEMBERS OF THE CITY COMMISSION AND CITY EMPLOYEES. AIMEE NOTED THE IMPORTANT PART - TO KEEP IN MIND – IS THE SOUTH BOZEMAN TECHNOLOGY DISTRICT BOARD IS GOING TO MAKE IMPORTANT DECISIONS ABOUT PUBLIC MONEY. BRIT FONTENOT HAD A POINT OF CLARIFICATION FOR THE BOARD. BRIT, AIMEE, AND TERESA ARE STAFF MEMBERS TO SUPPORT THE SOUTH BOZEMAN TECHNOLOGY DISTRICT BOARD. ALL THREE ARE NON-VOTING AND DO NOT SERVE ON THE BOARD AS BOARD MEMBERS. AIMEE NOTED SHE WILL NOT BE ATTENDING ANOTHER MEETING UNLSS THE BOARD REQUESTS HER TOO. BRIT WILL BE THE POINT OF CONTACT FOR THE CITY. AIMEE ASKED THE BOARD TO THINK OF BRIT FONTENOT, GREG SULLIVAN, AND HER AS RESOURSES. IF BOARD MEMBERS HAVE LEGAL AND/OR ETHIC QUESTIONS, GREG SULLIVAN CAN ANSWER THESE. FOR ADMINISTRATION AND/OR ETHIC QUESTIONS, BOARD MEMBERS CAN ASK AIMEE, AND IF BOARD MEMBERS HAVE PROCESS QUESTIONS, THEY CAN ASK BRIT FONTENOT. STEVE JOHNSON ASKED IF THE CITY COMMISSION STILL DESIGNATES A MEMBER OF THE COMMISSION TO SERVE ON EACH BOARD. BRIT FONTENOT STATED THE SHORT ANSWER WAS - YES. A MEMBER OF THE CITY COMMISSION HAS NOT BEEN ESTABLISHED. WHEN THE CITY COMMISSION COMPLETES THEIR ROUND ROBIN, THE COMMISSION WILL PICK WHICH BOARD THEY WANT TO SERVE ON. THE COMMISSION WILL GO THROUGH THAT EXERCISE IN JANUARY 2014. AIMEE TOLD THE BOARD THEY CAN REACH COMMISSIONERS BY E-MAIL OR TELEPHONE IF BOARD MEMBERS NEED TO TALK TO THEM, OR IF THEY NEED THEIR HELP ON AN ISSUE. AIMEE STATED THE MORE YOU ESTABLISH A RELATIONSHIP WITH THE COMMISSION - THE MORE THEY WILL RESPOND AND SHE ENCOURAGED THE BOARD NOT TO BE AFRAID TO E-MAIL COMMISSIONERS WITH QUESTIONS. AIMEE WENT TO SAY THERE ARE PLENTY OF RESOURCES THE CITY STAFF AND COMMISSIONERS CAN PROVIDE. AIMEE ALSO REVIEWED ROBERTS RULES, RESPECT FOR THE PUBLIC, MAKE MOTIONS WHEN IT’S A FORMAL DECISION AND KEEP GOOD RECORDS OF DECISIONS THE BOARD MAKES. 4 IF THE BOARD MAKES RECOMMENDATIONS TO THE CITY, THROUGH AIMEE'S EXPERIENCE, FOLLOW-UP WITH REASONS ON RECOMMENDATIONS. THIS CAN BE DONE AS BULLET POINTS AND MAKES A BIG IMPACT ON THE COMMISSIONERS. THEY NEED THE BACKUP. AIMEE HANDED OUT A PAPER/EXAMPLE ON MAKING A MOTION. AIMEE STATED BECAUSE THIS IS A GOVERNMENT BOARD, AND THE BOARD IS ALSO BOUND BY THE STATE CODE OF ETHICS, TO KEEP THAT IN MIND AS THE BOARD GOES ABOUT ITS BUSINESS. AIMEE ALSO HANDED OUT: 1.STATE STATUES ON PUBLIC PARTICIPATION. SUNSHINE LAWS ARE 2.PRETTY BROAD HERE. A FEW LITTLE RULES WE ALL HAVE TO FOLLOW; a.POSTING AGENDA b.POSTING MINUTES c.AVAILABLE TO THEPUBLIC GARY BLOOMER ASKED FOR CLARIFICATION OF THE MEANING OF PUBLIC. AIMEE STATED IT IS ANYONE - COUNTY, CITY OR ANYONE COMING INTO THE CITY. THE BOARD SHOULD VALUE EVERYONES OPINION. WHEN SOMEONE GIVES A PUBLIC COMMENT, THE BOARD SHOULD ASK FOR THEIR NAME AND ADDRESS, WHICH HELPS DETERMINE IF THEY ARE A RESIDENT, AND TO LIMIT THEIR COMMENTS TO 3 MINUTES. AIMEE STATED THE CITY COMMISSION DOES NOT ACCEPT ANONYMOUS PUBLIC COMMENTS, IF RECEIVED BY E-MAIL. THERE ARE 5 TIF DISTRICTS IN THE CITY. AIMEE ASKED IF THE BOARD HAD ANY QUESTIONS REGARDING THE ETHICS HANDBOOK OR ANY OTHER INFORMATION REVIEWED. THE BOARD DID NOT HAVE ANY FURTHER QUESTIONS. AIMEE ASKED THE BOARD TO COMPLETE THE ONLINE ETHICS TRAINING. ALSO, THE BOARD MUST ATTEND AN ANNUAL ETHICS TRAINING PUT ON BY THE CITY, WHICH IS FOR ALL BOARD MEMBERS. AIMEE ALSO STATED BOARD MEMBERS MAY HAVE TO DO AN OFFICIAL ETHICS TRAINING WITH NEXT YEAR AND EVERY YEAR THEREAFTER. EVERY BOARD, ELECTED, AND APPOINTED OFFICIAL, AS WELL AS CITY EMPLOYEES, MUST DO ETHICS TRAINING YEARLY. THIS WAS VOTED BY THE PUBLIC AND CANNOT BE CHANGED. IT IS COMING UP ON 10-YEARS SO IT MAY BE SOMETHING THE CITY AND PUBLIC MAY CHANGE IN THE 5 CITY CHARTER. THERE ARE SPECIFIC RULES THE CITY AND STATE HANDLE ON CONFLICTS OR A GIFT. DISCLOSURE OF INFORMATION OR CONTACTS THAT THEY HAVE HAD CAN BE PUT ON THE AGENDA AND ADDRESSED UP FRONT BY THE BOARD. IF A BOARD MEMBER IS INVITED TO LUNCH OR DINNER TO DISCUSS AN ISSUE ABOUT TOPICS FOR THIS BOARD, THE BOARD MEMBER MUST MAKE IT CLEAR THEY ARE NOT AT LIBERTY TO HAVE AN OFF-LINE DISCUSSION REGARDING THE SOUTH BOZEMAN TECHNOLOGY DISTRICT AND THE BOARD MEMBER MUST DISCLOSE THIS TO THE REST OF THE BOARD IN A BOARD MEETING. AIMEE TOLD THE BOARD SHE OR GREG SULLIVAN CAN ASSIST IF THE BOARD HAS ETHICS QUESTIONS. GREG IS A GREAT RESOURCE AND IS QUICK TO RESPOND. E-MAIL SEEMS TO WORK BEST WHEN CONTACTING GREG. AIMEE TOLD THE BOARD TO KEEP IN MIND ALL DOCUMENTS THAT GO THROUGH THE CITY, UNLESS THEY ARE CONFIDENTIAL, WHICH MANY ARE NOT, ARE AVAILABLE TO THE PUBLIC. THE CITY HAS AN ETHICS BOARD AND THAT BOARD HAS VERY LITTLE JURISDICTIONAL POWER. ITS PRETTY MUCH LEFT UP TO GREG SULLIVAN. THE ETHICS BOARD CAN SEE WHERE ETHICS CHARTER IS WORKING AND NOT WORKING AND MAKE RECOMMENDATIONS OR CLEAR UP ANY CONFUSIONS, ETC. AIMEE TOLD THE BOARD THEY CAN SCAN AND E-MAIL FINANCIAL DISCLOSURE FORMS TO HER OR THE BOARD CAN MAIL THEM TO HER. THE BOARD MAY ALSO FILL THE FORM OUT ON-LINE, BUT WOULD HAVE TO PRINT AND SIGN THE FORMS AFTER FILLING OUT ON-LINE. THE FORMS CAN ALSO BE DROPPED OFF TO TERESA AND TERESA CAN DELIVER OR SEND TO AIMEE. BOARD MEMBERS WERE PROVIDED BINDERS WITH THE LEGAL TIF BOUNDARY LINES, A COPY OF THE SOUTH BOZEMAN TECHNOLOGY DISTRICT COMPREHENSIVE DEVELOPMENT PLAN AND A LIST OF BOARD MEMBERS WITH THEIR CONTACT INFORMATION, AS WELL AS INFORMATION REGARDING MONTANA TIF DISTRICTS. THE MEETING ADJOURNED AT 4:45 P.M. 6