The board shall adopt rules in accordance with the provisions of this chapter. Meetings of the board shall be held at the call of the chair and at such other times as the board may determine. The chair, or in case of absence the acting chair, may administer oaths and require the attendance of witnesses by subpoena. The board shall keep the minutes of its proceedings, showing the vote of each member upon each question, or if absent or failing to vote, indicating such fact, and shall keep records of its examinations and other official actions, all of which shall be immediately filed in the office of the city clerk and shall be a public record. The concurring vote of three (3) members of the board shall be necessary to reverse any order, requirement, decision or determination of any such administrative official, or to decide in favor of the applicant or any matter upon which it is required to pass under any such ordinance or code, or to effect any variation in such ordinance or code. The board of adjustment shall have access to all pertinent staff to provide services, reports and documentation at least ten (10) days prior to each meeting and at such other times as may be necessary to fulfill their obligations. (1986 Code)