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Practical Advise for Conducting Public Hearings Page 2 <br /> by the decision. They must also include an opportunity for the general public and <br /> interested parties to hear and see all of this information and to raise questions, provide <br /> additional information, express support or opposition, or suggest modifications to the <br /> proposal. Simply stated, public hearings must provide for the effective participation of the <br /> public. <br /> Many of you are, perhaps not by nature, formal people. Because of the size of your <br /> community, the relative intensity of your meetings, or even the prevailing lack of interest <br /> in your proceedings, you may feel that a very formal meeting procedure is inappropriate. <br /> While it is true that every community is unique in that you must continue to work to find <br /> the best procedures for conducting your business, you should not forget that you are <br /> involved in serious matters. If an agenda item warrants a public hearing, you can bet <br /> that it raises the types of issues discussed above. Issues that are focused on both the <br /> means and the ends that are related to the proposal. <br /> r <br /> The following procedure and comments are particularly beneficial in the event of public <br /> hearings that are known to be controversial. Some communities have procedures such as <br /> these which they use just when they know when an item is really controversial. Otherwise <br /> they may rely on an abridged format. I urge caution in this area since I have <br /> experienced many meetings that were proceeding in a smooth and orderly fashion, only to <br /> have them turn into a shouting matches. <br /> Role of the Chair Person <br /> Before discussing the hearing procedure, a few words about the role and importance of the <br /> Chair. Simply stated, no role is more important than the Chair. <br /> The Chair has the responsibility of conducting the meeting. This is not a staff function <br /> and situations in which the staffs play major roles in conducting the hearing can run into <br /> some real problems (in my opinion). <br /> The Chair should begin by explaining who the Board or Commission is and what role or <br /> authority they have in these proceedings. It is very important, for instance, for Planning <br /> Commissions to explain that they are an advisory body that passes on a recommendation to <br /> the City Council, Town Board, or County Board for their decision. If the hearing is being <br /> held before the City Council, the Chairman should explain that the Planning Commission <br /> has reviewed it, what its role and responsibilities are and what recommendation the <br /> Planning Commission made. <br /> The Chair should then provide a complete description of the proposal under consideration. <br /> The alternative actions available and the limits to the body's authority to regulate such <br /> matters. <br /> One of the Chair's most important functions is to explain, right at the beginning, the <br /> procedure to be followed in the hearing or meeting. People should know when they will <br /> be allowed to participate and the rules of conduct that they will be held to. In my <br /> experience, order must be established at the beginning if there is to be hope in <br /> maintaining order throughout the meeting. The Chair should establish that it is a formal <br /> proceeding and that everyone will be given the opportunity to participate, that their <br /> comments should be concise and to the point, and that people should be as factual as <br />