Commission reviews updated boards and commissions handbook, asks staff to refine conflict‑of‑interest and grievance language

The Livingston City Commission reviewed a revised board and commission handbook Tuesday and asked staff to refine provisions relating to conflict‑of‑interest disclosures, grievance/enforcement language, subcommittees and the relationship between volunteer boards and city staff.

Why it matters: The draft handbook brings appointed boards and commissions into alignment with a recently adopted conflict‑of‑interest policy the commission applied to advisory bodies. Commissioners said clarity on onboarding, annual disclosure updates and limits on board authority will reduce future confusion and potential liability.

City Manager Gager presented the draft and said it includes a disclosure form similar to the commission's and incorporates the new conflict‑of‑interest policy. Several commissioners recommended specific edits: one asked that gendered phrasing be removed from a procedural paragraph; another suggested the handbook require a completed disclosure form as part of onboarding for new appointees and an annual reminder to update disclosure information should circumstances change.

Commissioners also directed staff to strengthen language that boards and commissions do not have authority to direct the work of assigned city staff and to highlight that subcommittees and ad‑hoc groups are subject to Montana open‑meeting laws. "Boards and commissions do not have authority to direct the work of assigned staff members," a line in the draft handbook states; commissioners asked that language be made clear and prominent. Several commissioners said they expect staff to return with draft bylaws for the three largest boards to address subcommittees, public‑records obligations and operating procedures.

On enforcement, commissioners asked staff to bring back a clearly defined grievance and disciplinary process for appointed boards; staff noted the city already has a code‑of‑conduct and enforcement framework for elected commissioners and said they would adapt and present a suitable version for appointed bodies.

What happens next: Staff will revise the handbook text to address requested edits (onboarding disclosure requirements, annual update reminders, clearer limits on board authority over staff, subcommittee rules and grievance/discipline language) and will return the revised handbook and recommended bylaws for the affected boards at a future meeting.

Community context: Commissioners emphasized that the handbook should make it easy for volunteers to serve while protecting the city from procedural errors that can lead to legal or operational problems.