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of parliamentary procedure However, it is meant for a body involving large <br />numbers of members, is not easy to follow, and can be cumbersome and <br />inefficient for smaller bodies of the number usually involved in zoning matters. <br />Therefore it is not recommended that Roberts Rules or other similar rules be <br />fully adopted. It could be better stated that "the procedure followed will be <br />based on but not bound by the principles set forth in Roberts Rules of Order, as <br />modified by the ordinary practice of the Planning Commission," or a similar type <br />statement. <br />d An order of business typically follows the layout of the agenda. An example of a <br />fairly typical order of business is as follows: Call to Order, Roll Call, Approval <br />of Minutes of the previous Meeting, Old business, New business, Adjournment <br />e. At the hearing allow an applicant to inspect documents, present evidence, and <br />fully present the case. Make all pertinent documents part of record of the <br />proceedings. Keep in mind that when people present documents or photographs <br />that they should be made a part of the record. Make it a practice to require those <br />speaking to identify themselves. <br />f. Procedurally, hearings often start with the staff presentation 'l'hen, the applicant <br />presents his or her case This is most often followed by statements from <br />members of the public During each stage the board or commission can and <br />should ask questions. Often the applicant is given an opportunity to respond to <br />public comments. Then, the hearing is closed and the body should then discuss <br />the proposal. This may include asking the applicant or staff follow-up questions. <br />V. THE RECORD <br />A. What is the Record? <br />1. The record consists of that evidence considered by the municipality when making <br />the permit decision Swanson v. City of Bloomington, 421 N.W.2d 307 (Minn. <br />1988). <br />2. The record includes all documents that come before the Board or Commission as a <br />part of "the file", including reports, letters, applications, other submittals and <br />findings. See Kotton v Brown County, 2011 WL 382811 (Minn App. 2011). It <br />also includes those documents showing the action taken on the application, meaning <br />meeting agendas, minutes, and tapes of the hearing. <br />3. The record may also include documents that were not physically submitted at the <br />hearing on an application if the documents were referred to or testified to at the <br />26 <br />