The Montana Senate State Administration and Veterans Affairs Committee on Jan. 6, 2025 approved rules of procedure that designate party vice chairs as custodians of absentee proxies and that require informational witnesses to introduce themselves after proponents and opponents and state which issues they can answer.

The change was approved after an amendment to staff-drafted rules and passed on a roll-call vote. Senator Janet Ellis moved the motion; the motion passed 8-1. The committee recorded eight votes in favor (Phelan, Tzczak, Vance, Morgeau, Ellis, Hayman, McCamey, Phelan) and one opposed (Chair Therese Manzella voted no). The adopted rules also repeat standard committee practices on public hearings, amendment procedure and notice requirements.

Committee staff attorney Andrea Harden told members the rules are largely boilerplate but highlighted three decision points requiring committee action: how to handle informational witnesses, who will hold proxies, and how proxies are to be managed. Harden said staff will draft proposed amendments upon a legislator's request and asked members to provide at least 24 hours' notice for amendment drafting because "we request at least 24 hours" for legal review and processing.

Members debated how to use informational witnesses. Vice Chair Wendy McCamey said, "I think that is probably adequate," supporting the amendment that informational witnesses should introduce themselves and be available for questions rather than provide extended testimony up front. Senator Shelly Vance and others said the change would help keep hearings efficient while preserving access to subject-matter experts for committee questions.

Under the adopted language, absentee voting by committee members is permitted through a standard proxy form. Vice Chair Wendy McCamey will hold proxies for Republican members and Vice Chair Denise Hayman will hold proxies for Democratic members; each vice chair may notify staff by email if they designate another committee member to hold proxies in their absence. The committee clerk clarified that signed proxy forms should be left blank-dated and turned in to the appropriate vice chair for storage until needed.

The motion to adopt the rules as amended was moved by Senator Janet Ellis. The committee recorded the following roll-call votes on the motion: Senator Al Phelan — yes; Senator Tony Tzczak — yes; Senator Shelly Vance — yes; Senator Jacinda Morgeau — yes; Senator Janet Ellis — yes; Vice Chair Denise Hayman — yes; Vice Chair Wendy McCamey — yes; Chair Therese Manzella — no. Senator Keith Regier was excused and did not vote.

With rules adopted, the committee staff and chairs said they will proceed with scheduling hearings under the new procedures. Committee staff emphasized that executive action requires a quorum and that committee amendments remain constrained by constitutional and statutory drafting limits.

The committee adjourned with the rules in place and a schedule of hearings to follow.