Many citizen committees meet monthly, but specific projects or responsibilities may dictate different schedules. Board members should play a major role in determining meeting frequency. Communication is maintained between meetings. Minutes of each meeting are kept for the record and distributed to remind participants of past events and decisions. Issue papers are distributed prior to meetings to help people prepare and to aid discussions.
Many agencies keep local representatives informed with periodic status reports.
Decision-making bodies need time to adjust to the dynamics of public involvement. In some cases, important informal communication occurs during breaks or outside formal meeting hours. For effective communication among policy board members, the sponsoring agency may take time to foster a positive atmosphere or use familiar procedures. For guidance, many MPOs, such as those in Portland, San Diego, and Phoenix, employ the commonly-understood meeting procedures outlined in Robert 's Rules of Order. Ethical issues must be considered.