Meeting Protocol and Format

Presenter Information

  • REPRESENTATIVE REGISTRATION FORM
    All presenters must complete and sign a “Representative Registration Form” and give it to the Sign-In Coordinator prior to speaking. This form is available on a table near the entrance to the meeting room.
  • APPLICANT PRESENTATION OF KEY POINTS
    The applicant’s presentation should be a “summary of key points” based on the written application and should not exceed 10 minutes inclusive of all presenters.
  • NO NEW MATERIAL
    Applicants are reminded that no new material is to be introduced, and no materials are to be distributed at the meeting.
  • PRESENTATIONS OF AFFECTED PARTIES (Not previous business items.)
    Each presentation of an “affected party” is limited to 3 minutes per person, up to a maximum of 90 minutes per project collectively for supporting, 20 minutes forneutral, and 90 minutes for opposing presentations. (One spokesperson per group is preferred.)
  • APPLICANT SUMMATION
    The summation is intended to recap the key points made by the applicant. Rebuttals of “affected party” presentations by applicants are generally discouraged and will not normally be entertained from the floor.

General Information

  • PRESENTATION AREA
    Individuals waiting to present shall remain clear of the presentation area until specifically called by name or upon “open call” by the chairman.
  • TIME MONITOR
    Prescribed time limits will be monitored by the Time Keeper. Presenters shall observe the Time Keeper’s indications of lapsed time to ensure each presenter has an opportunity to present within the allotted time.

Meeting Format

Time Function Activities and Condition
As needed Staff introduction of project Overview of application and staff analysis.
As needed Committee Questions Staff responds to Committee questions.
10 minutes Applicant Presentation Presentation of application concentrating on need, financial feasibility, special needs, and cost effectiveness. No introduction of new material and no distribution of additional papers.
As needed Committee Questions Applicant responds to Committee questions.
3 minutes per person max 90 min Presentations by affected parties supporting the project. (Not previous business items.) Individual presenters provide supportive information relevant to need, special needs, financial feasibility, cost effectiveness and how the proposal affects presenter. (One spokesman per group preferred.)
As needed Committee Questions Affected parties respond to Committee questions.
3 minutes per person max 20 min Presentations by affected parties neutral to the project. (Not previous business
items.) 		Individual presenters provide information relevant to need, special needs, and cost effectiveness.
As needed Committee Questions Affected parties respond to Committee questions.
3 minutes per person max 90 min Presentations by affected parties opposing the project. (Not previous business items.) Individual presenters provide alternative 3 minutes information relevant to need, special needs, financial feasibility, cost effectiveness and how the proposal affects presenter. (One spokesman per group preferred.)
As needed Committee Questions Affected parties respond to Committee questions.
5 minutes Applicant Summation Clarification of issues and key points.
As needed Committee Discuss and decide to:
  • Approve based on information in application;
  • Approve modified application;
  • Deny based on finding of no need; or
  • Defer to the next meeting.