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23 <br /> <br />Boards, Commissions, and Committees Handbook| SeptemberMay 2024 2021 <br />• If a member receives correspondence from the public addressed to the appointed body, <br />including email, the correspondence should be forwarded to the Staff Liaison so copies <br />can be distributed to all members and the correspondence can become an official City <br />record. <br /> <br />ROLES AND RESPONSIBILITIES OF THE CHAIR <br /> <br />The Chair is selected by the BCC in January. The Chair is the presiding officer responsible for tasked <br />with ensuring exists to run smooth facilitatfng efficient meetfngs, and encourage enabling the <br />input of ideas, promotfng inclusiveness and facilitatfng the overall decision-making process. The <br />following is a list of dutfes and responsibilitfes of the Chair: <br /> <br />• The ChairActs ais the spokesperson for the <br />Commissions and responds on behalf of the Board, <br />Commission or Committee. <br />• EThe Chair ensures that the BCC completes the <br />annual work plan and reports the results annually <br />to the City Council. The work plan shall include <br />metrics of community involvement and <br />partfcipatfon in meetfngs and actfvitfes. <br />• SThe Chair sets a positfve tone and manages public <br />input to ensure civility and decorum. <br />• Presides over meetfngs. <br />• Calls and cancels meetfngs as needed. <br />• Coordinates the setting of the agenda with the Staff Liaison. <br />• Ensures the tfmely start and end of meetfngs. <br />• Ensures that consideratfon of items on the agenda proceed without delay. <br />• Ensures public testfmony is received, but not allowed to disrupt the meetfng. This includes <br />setting an acceptable tfme limit; if necessary. <br />• Clarifies all ideas as they are discussed, and repeats motfons made in a manner I which all <br />members understand the motfon they will be asked to vote on. <br />• Ensures that actfons are properly moved, seconded, and voted upon. <br />• Always states that exact wording of the motfon when dealing with a motfon or <br />amendment. A motfon should be made in a clear, concise sentence. This will facilitate <br />discussion of the motfon and make votfng easier. <br />• Always indicates clearly how the vote is taken. For example, call for the negatfve vote, <br />saying “Those opposed, say No.” <br />9.B. - Page 31 of 53 <br />187