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f) To aid in the creation of accurate meeting minutes all speakers should identify <br />themselves each time they address the Commission. <br />g) Planning Commission meetings will generally begin at 6:30 PM or as indicated on the <br />public notice. They will continue until the agenda items have been completed or until <br />9:30 PM whichever comes first. Continuation of a meeting past 9:30 PM requires <br />approval of a motion to extend by a majority vote. If no motion is approved the Chair <br />will continue the meeting to a date certain. <br />E. Conflict of Interest and Appearance of Fairness for Quasi -Judicial Actions <br />The appearance of fairness doctrine is a rule of law that requires government decision -makers to <br />conduct quasi-judicial hearings and make quasi-judicial decisions in a way that is both fair in <br />appearance and in fact. Any member of the Commission who in his or her opinion has an <br />interest in any matter before the Commission that would prejudice his or her actions shall so <br />publicly indicate and shall step down, leave the hearing room and refrain from voting and any <br />manner of participation with respect to the matter in question so as to avoid any possible conflict <br />of interest or violation of the appearance of fairness. <br />If a member of the Commission or his/her immediate family has a tangential interest in the <br />matter at hand but does not think that this would prejudice his/her opinion the member should <br />publicly disclose this interest on the record prior to the start of the hearing and allow persons to <br />challenge his/her participation in the hearing. If so challenged the member shall step down, <br />leave the hearing room and refrain from voting and any manner of participation with respect to <br />the matter in question. If not challenged the member may participate. <br />If a member of the Commission has had ex-parte communication with either proponents or <br />opponents of the project the member shall place the substance of the written or oral <br />communication on the record, make a public announcement of the content of the communication, <br />and allow persons to challenge his or her participation in the hearing. If so challenged the <br />member shall step down, leave the hearing room and refrain from voting and any manner of <br />participation with respect to the matter in question. <br />F. Quasi -Judicial Hearing Procedures <br />All quasi-judicial hearings held by the Commission shall be recorded and use the following <br />procedures: <br />Chair - call the meeting to order <br />Secretary - take attendance <br />Commission - review, amend and adopt the minutes of previous meetings <br />Chair - swear in all those who wish to offer testimony at the hearing including staff <br />members <br />Chair - open the public hearing, state the purpose of the hearing and the action the <br />Commission may take <br />Staff - ask each of the Planning Commission/BAR Members the following questions <br />regarding any appearance of fairness issues: <br />• Do you or your family have any interest in the subject property? <br />Page 8 of 12 <br />