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<br />e <br /> <br />It <br /> <br />CHAPTER IV <br /> <br />MEETINGS <br /> <br />Section 1 Role of the Chairman. The function of the chairman is to provide leadership <br />to the group. He/She has certain duties and responsibilities that must be performed. <br /> <br />1.1 Insure that the meeting is conducted in accordance with established rules. <br /> <br />1.2 Maintain order and bring the group to a conclusion on the matters before it. <br /> <br />Section 2 The Agenda. The agenda should always be prepared ahead of time and copies <br />given to all Board or Commission members ahead of time if possible. If non-members attend <br />the meeting, they should also be provided with an agenda. <br /> <br />The agenda should be prepared by the department director or staff person assigned to the <br />Board or Commission. All Boards and Commissions are subject to the Open Meetings Act <br />and their agenda must be properly posted in a public place, at least 72 hours prior to the <br />meeting. <br /> <br />Generally, the first order of business on the agenda is the reading, correcting and passing of <br />the minutes from the last meeting. Next are matters properly listed on the agenda, followed <br />by reports from staff or committees. <br /> <br />Section 3 Robert's Rules of Order. Meetings of Boards and Commissions are generally <br />conducted under standard parliamentary rules as outlined in Robert's Rules of Order. <br />APPENDIX C contains a quick reference chart for frequently used Robert's Rules of Order. <br /> <br />Section 4 Public Hearings are open forums that allow the public an opportunity to <br />express their opinion on a specific issue related to the City of La Porte. Public Hearings are <br />generally conducted in the following manner; <br /> <br />4.1 The Chairman of the Board or Commission formally opens the Public Hearing. <br /> <br />4.2 Proponents (those in fav?r) of measure speak first. <br /> <br />4.3 Opponents (those against) speak second. <br /> <br />4.4 After hearing all who wish to comment on the issue, the proponents are allowed <br />to give a rebuttal and summarize their position, and then the Chairman formally closes the <br />Public Hearing. <br /> <br />4.5 Members of the Board or Commission may ask questions at anytime, of any <br />witness. Board or Commission members are encouraged to ask questions even after the <br /> <br />9 <br />