Chapter Three – Meeting Protocol (Cont.)
3.4 Decorum in Meetings
Arrive promptly to ensure the meeting is called to order on time.
Be fair, impartial, and respectful of the public, staff, and each other. Give your full attention when others speak. Conclude public testimony before commission or committee members begin serious deliberation on an issue. Balance multiple views, neither favoring nor ignoring one individual or group over another. Your obligation is to represent a broad-based view of the community’s long-range interests. Remember that your commission or committee exists to take actions and/or develop recommendations to the City Council in the interest of advancing City Council policies and addressing community issues. It is not simply a discussion group. 3.5 Role of Chairperson The Chairperson shall preserve order and decorum at all meetings of the commission/committee, announce the decisions taken, and decide questions of order. The Chairperson is responsible for ensuring the effectiveness of the group process. A good Chairperson balances moving the discussion forward with involving all commission/committee members and allowing for adequate public participation. The Chairperson will also endeavor to end meetings at a reasonable hour. In the absence of the Chairperson, the Vice Chairperson shall act as presiding officer. The Chairperson will: Start meetings on time and keep the agenda in mind in order to give each item sufficient time for consideration. Announce at the start of a meeting if the order of agenda items is to be rearranged for convenience, for response to those attending only for certain items, or for better pacing of the agenda. Ensure that the public understands the nature of the issue being discussed (for example, reason for discussion, process to be followed, opportunities for public input, timeline for decision). Keep discussion focused on the issue at hand. Solicit opinions from commission/committee members and encourage evaluation of new, tentative, or incomplete ideas. If the body’s bylaws or policies impose time limits upon board members or the public, the rule may be enforced at the discretion of the Chairperson.
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