The Village Planning Commission shall adopt rules as are appropriate and necessary to permit them to conduct their affairs and which are in compliance with the provisions of this Zoning Ordinance. Their meetings shall be held at the call of the Chairperson and at such other times as the Village Planning Commission may determine. All meetings shall be open to the public. The Village Planning Commission shall keep a record of the minutes of its proceedings and shall show the vote of each member of the Village Planning Commission as to each question or, if absent or if abstaining from voting, indicating said fact and, further, shall keep records of its examinations and all other official actions. All said records shall be considered as public records and shall remain on file in the office of the Village Planning Commission.