Memorandum
REPORT TO:
City Commission
FROM:
Cola Rowley Assistant City Manager
Chuck Winn City Manager
SUBJECT:
Adopting a Resolution Establishing the Standards for the Recruitment and Selection of Board Members, Standards for Communication and Expectations, Duties, and Norms of Behavior for all Appointed City Boards, Commissions, Agencies, and Committees
MEETING DATE:
October 20, 2026
AGENDA ITEM TYPE:
Resolution
RECOMMENDATION:
Consider the Motion: Adopting a Resolution establishing the standards for the recruitment and selection of board members, standards for communication and expectations, duties, and norms of behavior for all appointed City boards, commissions, agencies, and committees
STRATEGIC PLAN:
BACKGROUND:
On March 3, 2026, the Commission passed its priorities, which included "strengthen advisory board efficacy to ensure alignment with community goals". On July 16, 2026, under direction from the City Commission, City staff produced a report, based on a review of the boards that it conducted in spring 2026, that detailed recommendations to improve advisory board efficacy. On July 21, 2026, the City Commission held a work session during which it considered City staff’s recommendations as well as public comment on the City Citizen Advisory Board and gave direction to revise the High-Performing Boards Resolution, Resolution 5323. This Resolution establishes the changes the Commission desired.
Certain board processes and procedures have also been updated, including work plans and appointment and onboarding; these procedures are attached. Consent item G.6 on today's agenda (Authorize the City Manager to Sign a Professional Services Agreement with the Montana State University Extension Local Government Center (LGC) for a Governance Annual Support Package) updates and will enhance board training.
Goals: Autonomy, Meaningful Participation, and Clearer Communications
Edits:
- Section 1.4 and Appendix Section 2: Each board now elects their own chair and vice-chair rather than these being Commission appointments.
- Section 3.3 "Norms of Behavior" has been edited to remove and/or rewrite sections that were identified as problematic by interviewees in the review. The process for expressing a view separately from the board to the Commission in lieu of One Body, One Voice is outlined.
- Section 2 "Communications" has several edits to clarify what boards are to work on and the communication channels with the City Commission. Importantly, the "One Body, One Voice" principle is removed.
- Section 3.2 "Duties" have been expounded upon and clarified as to the role of each member of a board; staff are clarified as more supportive in nature. Commission Liaisons are outlined as the primary contact with and communication liaison for the boards with the Commission. Appendix Section 4 clarifies the agenda-setting process and places the onus on the board vs staff. The Commission Liaison duties and authority (Appendix Section 4B allows them to remove items from the agenda that do not align with work plans etc. and Appendix Section 5D requires their approval for any Special Meeting) are clarified to support their leadership role. Appendix Section 5D also removes staff's ability to unilaterally call a special meeting.
- Appendix Section 4B specifically adds the ability for boards to have work sessions.
- Appendix Section 11 specifies that "The Clerk's Office will provide access to approved minutes on a Commission agenda for informational and transparency purposes only."
Goal: Less formality and Improved Communications
Edits:
- Section 3 "Expectations, Duties, and Norms of Behavior" was amended to be less stringent.
- Appendix Section 4 specifically adds the ability for boards to have work sessions; rules of procedure may be suspended during work sessions and a much less formal conversation can occur.
- Appendix Section 5F allows and clarifies the formation of ad hoc committees.
- Appendix Section 7F was amended to be more flexible and align with the Remote Participation Policy.
Goal: Procedural or Technical changes
Edits:
- Belonging in Bozeman language was added in Sections 1, 2, and 3.
- Section 1.3 Review of Applicants was edited to remove screening for "the concept of acting as a body with one voice", to emphasize attendance, and to clarify cases where the Chair or Vice Chair are applicants.
- Appendix Section 4B places Public Comment on non-agenda items at the end of the agenda. The order may be adjusted by the Presiding Officer.
- Appendix Section 5A gives more flexibility as to how frequently board meetings should occur.
- Appendix Section 5C requires consultation with the City Attorney prior to holding an Executive Session.
- Appendix Section 7 amends the definition of quorum to be a majority of appointed members as opposed to a majority of all/authorized members.
- Appendix Section 8E clarifies that any board member or liaison may seek the advice of the City Attorney or request an ethics opinion regarding a conflict of interest.
- Appendix Section 9 clarifies that all board communications may be public records subject to public records requests.
- Appendix Section 12A regarding absences was amended to be more specific regarding how excessive absence is defined for board member removal.
- Appendix Section 12B allows terms to be extended until a replacement has been appointed, which aligns with current practice. Previously this was only technically allowed for members who had reapplied but not yet completed the appointment process.
- Appendix Section 15C clarifies that Board members do not have authority to represent or speak on behalf of the City in social media or other public forums.
UNRESOLVED ISSUES:
To be identified by Commission
ALTERNATIVES:
As identified by Commission
FISCAL EFFECTS:
None