PL PACKET 01172023 - Laserfiche WebLink

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4 Mee ting Conduct and “Robert ’s Rules of O rder ” Public meetings are conducted generally under “Robert’s Rules of Order”, usually modified somewhat for convenience to allow a less formal meeting environment. The purpose of these rules are to create an orderly process for information gathering, public participation, and ultimately, decision-making. In most communities, the chair assumes a significant amount of latitude in modifying the strict rules, but should be ready to submit to a more formal process when preferred by the group, or at any time when better information will possibly result. A simple rule of thumb is to err on the side of better information, or more information, in determining the amount of formal process to apply to a given situation. A typical meeting agenda will consist of some or all of the following elements: A.Chair’s announcement that the meeting is open – a “Call to Order” B.Approval of Minutes of previous meeting(s) C.Announcements, if any D.Adoption of the Agenda (members have the opportunity to recommend the addition of items to the published agenda) E.Consideration of Agenda Items a.Chair announces the agenda item b.Chair asks for a presentation of the Staff Report c.Chair asks for a presentation from the Applicant d.Chair opens the public hearing (this may be done on the initiative of the Chair (some jurisdictions hold a formal vote to open the hearing, but this is not required) e.Chair announces the format for public comment, including the following: i.Public comments must germane to the issue. ii.Speakers must address their comments and questions to the Chair and Commission, not to the applicant or other individuals at the meeting. iii.Speakers are directed to focus on new information relevant to the issue and avoid repetitive comments. iv.Audience must not interrupt the speaker with comments, applause, or other disruptions. v.Speakers must identify themselves by name and address, including representation of any interested party. vi.Speakers must speak from the microphone/podium to ensure that they are heard by Commission members, recording equipment, and those observing the meeting electronically. vii.Planning Commission members may ask questions of speakers while they are at the podium. viii.Answers to speakers’ questions are typically held until all speakers have been heard. This rule is often modified to avoid many speakers asking identical questions. f.Speaker testimony is taken as called on by the Chair – the City may require speakers to have signed in to speak, although this is often waived in smaller hearings. g.Chair closes the public hearing at the end of public testimony (see item d. above). In the alternative, the Chair may ask for a motion to continue the