Annually, no later than the second Monday of the first month of the calendar year, the Board of Zoning Appeals (BZA) shall elect, at a minimum, a Chairperson and Secretary. The BZA shall adopt rules which are appropriate and necessary to conduct its affairs in keeping with the provisions of this zoning ordinance. All meetings shall be held at the call of the Chairperson and at such other times as the BZA may determine. The Chairperson, or in his/her absence the acting Chairperson, may administer oaths and compel the attendance of witnesses. All meeting shall be open to the public. The BZA shall keep a record of all minutes of its proceedings, showing the vote of each member upon each question presented or, if absent or failing to vote, indicate such fact, and shall keep all such records of its examinations and other official actions. All such records shall be public records and shall be immediately filed with the applicable permit and/or application contained in the BZA files.