At an Oct. 21, 2013, work session on special events in City rights-of-way (ROWs), the City Council by consensus directed staff to create an ad hoc Council committee to make recommendations on a policy that would balance events in the ROW with the needs of businesses, residents and the public.

BMCC Sec. 2-224 Ad hoc council advisory committees authorizes the Mayor and Council to create ad hoc Council advisory committees by resolution as needed.  The resolution must contain, at a minimum, the committee's purpose or charge; the scope of its responsibilities; its composition; and its duration.  A draft resolution is attached.

The City Administrator met with Lisa Harmon of the Downtown Billings Alliance and City Engineer Debi Meling of the City Public Works Department, which had asked for Council guidance on a ROW policy.  The group recommends a 10-person committee with the following members:

• A City Council member to chair the committee;
• A Chamber of Commerce/Convention & Visitors Bureau representative;
• An events coordinator;
• A veteran Downtown retail business owner;
• A newer Downtown retail business owner;
• A Cultural Partners representative;
• A Downtown Billings Alliance representative;
• A hospital representative;
• A Downtown residential owner; and
• A Downtown non-retail owner.

The City Administrator will staff the committee and bring City departments to the meetings for discussion as needed.

The Council may:

• Approve the resolution establishing the Ad Hoc Council Advisory Committee on Right-of-Way Special Events;
• Amend the resolution to change the purpose, scope of responsibilities, membership or duration of the committee; or
• Take no action, leaving staff to make decisions without a Council policy.

The only anticipated cost of the ad hoc committee would be the staff time involved in its operations.

Staff recommends approval of the resolution creating the ad hoc committee.