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<br />MEETINGS <br /> <br />Role of the Chairman. The function of the chairman is to provide leadership to the group. <br />He/She has certain duties and responsibilities that must be performed. <br /> <br />a. Insure that the meeting is conducted in accordance with established rules. <br /> <br />b. Maintain order and bring the group to a conclusion on the matters before it. <br /> <br />The Agenda. The agenda should always be prepared ahead of time and copies given to all <br />Board, Commission or Committee members ahead of time if possible. If non-members <br />attend 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, Commission or Committee. All Boards, Commissions and Committees are subject <br />to the Open Meetings Act and their agenda must be properly posted in a public place, at <br />least 72 hours prior to the 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 />Robert's Rules of Order. Meetings of Boards, Commissions and Committees are <br />generally conducted under standard parliamentary rules as outlined in Robert's Rules of <br />Order. This handbook contains a quick reference chart for frequently used Robert's Rules <br />of Order. <br /> <br />Public Hearings Public Hearings are open forums that allow the public an opportunity <br />to express their opinion on a specific issue related to the City of La Porte. Public Hearings <br />are generally conducted in the following manner; <br /> <br />a. The Chairman of the Board or Commission formally opens the Public <br />Hearing. <br /> <br />b. Proponents (those in favor) of measure speak first. <br /> <br />c. Opponents (those against) speak second. <br /> <br />d. After hearing all who wish to comment on the issue, the proponents are <br />allowed to give rebuttal and summarize their position, and then the Chairman <br />formally closes the Public Hearing. <br /> <br />16 <br />