20-1530 Procedures for Public Meeting Using Communications Media TechnologyRESOLUTION NO. 20-1530
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LONGWOOD,
FLORIDA, ADOPTING PROCEDURES AND REQUIREMENTS FOR PUBLIC MEETINGS
USING COMMUNICATIONS MEDIA TECHNOLOGY (CMT); PROVIDING FOR
CONFLICTS, SEVERABILITY AND AN EFFECTIVE DATE/DURATION.
WHEREAS, on March 1, 2020, Governor Ron DeSantis, issued Executive Order 20-51
directing the Florida Department of Health to issue a Public Health Emergency as a result of
COVID-19; and
WHEREAS, on March 9, 2020, Governor Ron DeSantis, issued Executive Order 20-52
declaring a state of emergency for the State of Florida as a result of COVID-19; and
WHEREAS, on March 16, 2020, the City Commission of Longwood adopted Emergency
Ordinance No. 20-2177 that declared a Local State of Emergency due to COVID-19 which
constitutes a potential life threatening situation for the citizens and visitors to the City for an
undefined period of time; and
WHEREAS, on March 16, 2020, President Donald J. Trump and the Centers for Disease
Control and Prevention ("CDC') issued the "15 Days to Slow the Spread" guidance advising
individuals to adopt far-reaching social distancing measures, such as avoiding gatherings of more
than 10 people; and
WHEREAS, on March 20, 2020, Governor Ron DeSantis issued Executive Order 20-69,
which suspended any Florida Statute that requires a quorum to be present in person or requires
a local government body to meet at a specific public place and authorized local government
bodies to utilize communications, media and technology, such as telephonic and video
conferencing; and
WHEREAS, Section 252.38, Florida Statutes, authorizes the City of Longwood to take
whatever prudent action is necessary to ensure the health, safety and welfare of the community
during a declared emergency; and
WHEREAS, City Charter, Sec. 3.09 states that the City Commission shall meet regularly at
least once in every month at such times and places as the City Commission shall prescribe by
ordinance. The Commission shall determine its own rules and order of business and shall provide
for keeping of minutes and audio recordings of its proceedings; and
WHEREAS, the City of Longwood wishes to apply Communications, Media and Technology
("CMT") meeting procedures, while applying Florida Statutes, Section 120.54(5)(b)(2), and taking
into consideration the limited guidance of Rule 28-109, F.A.C.; and
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WHEREAS, in light of the imminent threat posed by COVID-19 due to close social
interaction, the City must temporarily revise its public notice and public meeting procedures for
the City Commission and all City Advisory Boards and Committees to enable City business to
effectively continue; and
WHEREAS, the entry of this Resolution, together with Executive Order 20-69, will allow
local government bodies to continue to function and hold public meetings while adhering to the
recommended social distancing measures through the use of communications, media and
technology, ("CMT"), while suspending any law, ordinance, rule, charter provision, or other
regulation that requires a quorum to be present in person or requires a local government body
to meet at a specific public place; and
WHEREAS this Resolution is authorized by Executive Orders Nos. 20-52 and 20-69; §
252.38, Florida Statutes; and any other applicable provisions of law; and
WHEREAS the City finds that this Resolution is in the best interests of the public health,
safety, and welfare.
NOW THEREFORE, BE IT RESOLVED by the City Commission of the City of Longwood,
hereby order the following:
Section 1. Recitals. The above recitals constitute findings of the City Commission and are
hereby incorporated herein.
Section 2. Waiver of Procedures and Formalities.
A. Executive Order 20-69 is hereby adopted by reference.
B. Any law, ordinance, rule, charter provision, or other regulation that requires a
quorum to be present in person at a meeting is suspended.
C. Any law, ordinance, rule, charter provision, or other regulation that requires a
local government body to meet at a specific public place is suspended.
D. Any law, ordinance, rule, charter provision, or other regulation relating to the City
of Longwood that otherwise would impede the use of communications, media and
technology for meetings of local government bodies during this time of
emergency are suspended.
E. During the Governor's Declared State of Emergency, as may be extended, the City
of Longwood, its City Commission and its various boards and committees may
utilize communications, media and technology (CMT) , such as telephonic and
video conferencing, as provided in Section 120.54(5)(b)(2), Florida Statutes, to
conduct public meetings. Except for the Commission meetings, the determination
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of whether City boards and committees should meet during the declared
emergency will be within the City Manager's discretion unless otherwise directed
by the City Commission.
F. This Resolution does not waive any other requirement under the Florida
Constitution and "Florida's Government in the Sunshine Laws," including Chapter
286, Florida Statutes.
G. City Charter, Sec. 3.09 requiring no less than one city commission meeting per
month is suspended during this State of Emergency, and meetings will not be held
unless deemed necessary by the City Manager.
Section 3. CMT Rules & Procedures. Due to the Covid-19 Emergency the following uniform
rules of procedures shall be adopted:
A. Meetings shall be held using CMT as determined appropriate by the City Manager. A
quorum for any such meeting(s) can be established whether the Commissioners,
board members or committee members are physically or virtually present by the use
of CMT means.
B. The following shall be posted on all City meeting notices:
Due to the Novel Coronavirus Disease 2019 (COVID-19) and Federal, State, County,
and the City's Declaration of State of Emergency, the City of Longwood will be
conducting public meetings only when necessary, and using communications, media
and technology until the Governor's declared state of emergency concerning COVID-
19 is lifted. Those wishing to attend meetings are encouraged to view and participate
in the meeting through electronic means.
The [Date of Meeting] Regular City Commission Meeting will be conducted in a
modified manner.
1. The Meeting will be held at Longwood City Commission Chambers, 175 West
Warren Avenue, Longwood, Florida. Physical access will be the Commission
Chambers, which is normally open to the public. In keeping with the social
distancing, the meeting attendance will be limited to no more than 10 persons.
Once the Commission Chambers reaches capacity the City has provided access via
audio broadcasting outside the building at the north-west side entry area of the
Commission Chambers.
2. The Meeting will continue to be streamed Live on the City of Longwood Facebook
page and can be viewed online at: www.facebook.com/CityofLongwoodFL. The
City's livestream and archived livestreams of City Commission meetings are
intended for convenience and ease of access for persons who may be unable to
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attend such meetings in person. The City does not intend to nor shall the
livestream platform be interpreted in any way to create a public forum of any kind.
The City will not respond to posts, comments, requests, or questions that are
submitted on or through the Facebook livestream platform.
3. You may watch the meeting online by joining a Webex Meeting. You will have the
option to participate in different ways, from your computer, mobile device, or
phone. The City will post the invitation to the Webex meeting on the website and
Facebook page the day of the meeting. The invitation will include the options
available to you for the meeting.
4. In order to address the concerns with the COVID-19, for this Meeting, public
comment will be handled as follows: If an interested person desires to provide
public comment, all comments must be provided to the City Clerk, Michelle Longo
no later than 3:00 p.m. on the day of the meeting at mlongo@longwoodfl.org, or
placed in the Drop Box outside of the Utility Billing office at 155 West Warren
Avenue, FL 32750. Provide your full name, address, telephone number, along
with the subject manner and comments. If timely received, the Mayor or City
Staff will read into the record at the appropriate time.
5. To request to speak during the virtual meeting, you will need to join the meeting
via Webex (can be downloaded at www.webex.com/downloads.html/). At the
time of the meeting enter meeting number [provided when meeting created] to
be connected to the meeting. Once connected to the Webex meeting, you must
enter your name, address, and telephone number along with the subject manner
to be discussed into a chat window and you will be called on at the appropriate
time and heard during the meeting by telephone.
6. Notice: All persons are advised that if they decide to appeal any decision made
at these meetings/hearings, they will need a record of the proceedings and for
such purpose, they may need to ensure that a verbatim record of the proceedings
is made, which record to include the testimony and evidence upon which the
appeal is to be based (per Sec. 286.0105, Florida Statutes). Persons with
disabilities needing assistance to participate in any of these meetings should
contact the A.D.A. Coordinator at 407-260-3466 at least 48 hours in advance of
the meeting.
C. The rules established herein are intended to provide a general framework for the
conduct of public CMT meetings as authorized pursuant to the Governor's Executive
Orders Nos. 20-52 and 20-69. References to City Commission in the above rules and
procedures may be substituted out for the names of other boards or committees to
the extent needed to apply to procedures pertaining to other City boards and
committees that may conduct meetings through CMT. Notwithstanding references
above to specific CMT to be used to conduct public meetings, CMT and procedures
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may be adjusted from time to time as technical or practical issues or problems are
encountered, and with revisions to public notices to the extent practicable and as
needed to notify the public of the access points for the public meeting(s), so long as
such changes comport with Executive Order No. 20-69 and § 120.54(5)(b)2., Florida
Statutes.
Section 4. Conflicts. To the extent this Resolution conflicts with any other resolution, rules
or procedures, this Resolution shall control to the extent of the conflict while this Resolution is
effective.
Section 5. Severability. If any portion of this resolution is finally determined by a court of
competent jurisdiction to be invalid, unconstitutional, unenforceable or void, the balance of the
resolution will continue in full force and effect.
Section 6. Effective Date/Duration. This Resolution shall become effective immediately
upon its passage and adoption. This resolution will no longer be in effect after the conclusion of
the Governor's declared statewide emergency and the expiration of Executive Orders Nos. 20-52
and 20-69, subject to any extensions or early terminations thereof as may be ordered by the
Governor of the State of Florida.
PASSED AND ADOPTED this 6th day of April A.D., 2020.
l
Matt Morgan
MAYOR OF LONGWOOD, FLORIDA
ATTEST:
Michell on o, C R M
CITY CLERK
rm and legality for the use and reliance of the City of Longwood, Florida, only.
v
Da Langl , City for e
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