House Transportation committee adopts proxy-vote rules, assigns vice chairs to hold proxies and sets $40 snack fund

The House Transportation Committee voted to accept proxy votes during the 69th Montana Legislature, agreed that vice chairs will hold proxy forms for their caucuses and set a $40-per-member snack fund, Chair Neil Durham said Friday during the committee’s organizational meeting.

The proxy policy matters because the committee said proxies will allow members to register votes on executive action when they cannot be physically present, provided they designate their intent ahead of time. Vice Chair Zach Wirth moved the initial proxy-acceptance motion and members approved it by roll call with no nay votes.

Committee chair Neil Durham opened the organizational meeting and stressed procedural items, including quorum requirements and the committee’s approach to proxies. “I make a motion that during the 69th legislative session, the transportation committee can accept proxies during, for committee absences and committee votes,” Vice Chair Zach Wirth said when offering the motion. Clerk Emma Bauer then conducted a roll-call vote that recorded 12 ayes and no nays; Representatives Cafaro (excused) and Sullivan (excused) were absent for the roll call. The committee recorded the motion as approved.

Vice Chair Denise Baum later moved that the committee’s vice chairs hold proxy forms for their individual caucuses; the committee approved that motion by voice vote. Members discussed how to complete forms and whether to pre-fill designations. Durham emphasized that “it's your vote” and urged members to either designate how their proxy should be cast or explicitly trust a named colleague to vote on their behalf.

Committee members and staff clarified practical rules and “clarifying details” for proxies: do not write a meeting date on the proxy form (the chair said the meeting date becomes the date of any executive action), a proxy must be accompanied by communication designating how the absent member wants the vote cast, and an absent member may leave the proxy partially blank and finalize its instructions on the day of executive action. Vice Chair Wirth gave his preferred contact method for last-minute proxy arrangements: a text to his cell at 406-750-5852.

The meeting also settled several housekeeping items tied to committee operations. Chair Durham moved that the snack fund be $40 per member instead of $30; the motion passed without objection. The chair said leftover snack funds could be left for staff use later in the year.

Members and staff also reviewed rules that affect bill drafting and amendments. Casey Pallister, legislative research analyst with the Legislative Services Division, told the committee that staff will not draft amendments without a legislator’s signature and asked members to allow staff 24 hours to draft amendments so staff can check statutory references and cross-references. “We do ask as staff that you give us 24 hours to create the amendment,” Pallister said, adding that conceptual amendments created and approved during the same meeting can have unforeseen repercussions.

Committee scheduling was discussed: the chair said the committee will hold a single bill hearing this Friday for Senate Bill 59 — a memorial bill to name a bridge — and will take executive action after the hearing. He also said Monday’s calendar included four bills and that fiscal notes and the Legislative Services Division may present additional detail when a bill with a fiscal note is first considered.

The committee also reviewed recording and microphone procedures — Durham reminded members that the official record depends on the committee microphones and that remarks in the room do not transmit or record unless the microphone is on. The committee adjourned briefly to conduct an emergency-exit drill led by Sergeant Greg Tickner.

Votes at a glance

- Motion to accept proxies during the 69th Legislature (mover: Vice Chair Zach Wirth): approved by roll-call vote — yes: Neil Durham, Denise Baum, Representative Finkel, Ed Byrne, Julie Darling, Courtney Springer, Representative Smith, Sydney Fitzpatrick, Shane Clacken, Curtis Cochran, Ahmed Staffman, Zach Wirth; excused: Representative Cafaro, Representative Sullivan; outcome: approved.

- Motion that vice chairs hold proxy votes for their caucuses (mover: Vice Chair Denise Baum): approved by voice vote; outcome: approved.

- Motion to set snack fund at $40 per member (mover: Chair Neil Durham): approved without objection; outcome: approved.

Context and next steps

Committee staff will provide proxy forms and binders for members to store bills and materials. Members were asked to coordinate with vice chairs if they expect to miss meetings and to communicate any proxy instructions in advance or via text on the day of executive action. The committee scheduled a hearing on Senate Bill 59 for Friday and said it will take executive action following that hearing.