Public Meetings
The distinction between a public meeting of a governmental body and a public hearing before it is a matter of purpose. A meeting is for the purpose of conducting the business of the body and may or may not involve opportunities for public involvement. A hearing is held for the express purpose of gathering information from the public regarding a pending application, petition or policy proposal. The plan commission may be required to hold a public hearing when developing recommendations on the adoption or amendment of a comprehensive plan or ordinance or when considering an application for a development permit.
Encouraging public participation in community meetings is an important commission function. Citizens are more likely to attend meetings that are productive and accomplish objectives stated in the agenda. How a commission prepares before, during and after the meeting determines levels of public participation and confidence in commission decisions.
Meeting Preparation
Before the Meeting
- Choose a time, date, and place convenient to the majority of interested participants. Avoid conflicts with other scheduled meetings.
- Choose a location with adequate space, parking, heating, cooling, lighting and audio systems.
- Arrange for meeting refreshments, nametags, informational handouts and audio-visual equipment.
- Arrange for presenters and trained facilitators as needed.
- Clearly state the purpose of the meeting and tasks to be accomplished on the agenda.
- Consider starting the meeting with routine or non-controversial items to build momentum for decision-making.
- Provide public notice as needed to satisfy legal requirements.
- Consider additional outreach to assure those likely to be interested or affected are aware of the meeting.
During the Meeting
- Arrive early to make sure that the meeting location is open and arranged to meet your objectives (i.e. presentation, face-to-face discussion, etc.).
- Welcome participants by providing nametags, introductions, and handouts.
- Call the meeting to order on time.
- Announce the purpose of the meeting and what is on the agenda.
- Describe ground rules for participation.
- If the meeting gets off track, remind participants of the ground rules.
- Ask questions to stimulate discussion and obtain necessary information.
- Summarize discussions, findings and decisions to make sure all are on the same page.
- Set the time, date, location and agenda for the next meeting.
After the Meeting
- Prepare meeting minutes to inform those who were unable to attend.
- Include the rationale for decisions. This is helpful in case of later legal review or policy interpretation.
- Assign tasks for members of the plan commission or staff to complete before the next meeting.
