The Chair of the Hearing Committee to which a reinstatement case is assigned, or the other attorney member, if designated by the Chair, shall conduct a prehearing conference with Bar Counsel and petitioner, in order to clarify the issues, encourage stipulations, and dispense with formal proof of facts not in dispute. The Chair, or the Chair’s designee, shall memorialize all actions taken as a result of a prehearing conference, and copies shall be served on the parties.