Res No 041-20-15481Resolution No. 0 41- 2 0 -15 4 81
A Resolution of the City Commission of the City of South Miami, Florida, in
accordance with Governor DeSantis' Executive Order 20-69, adopting rules of
procedure for virtual meetings that take place during the pendency of the state of
emergency declared in the Governor's Executive Order 20-52
WHEREAS, the Office of the Florida Attorney General has consistently held that Florida
Statute, Section 166.041 requires the requisite number of members to form a quorum be physically
present in the same room and, that if a quorum is physically present, the participation of an absent
member may be by video conferencing; and
WIIE LEAS, the Center for Disease Control and Prevention has advised that in order to
slow the spread of the Coronavirus/COVID-19, individuals should adopt far-reaching social
distancing measures; and
WHEREAS, finding it necessary and appropriate to take action to ensure that
Coronavirus/COVID-19 remains controlled and that residents and visitors in Florida remain safe
and secure, on March 20, 2020, the Governor of the State of Florida issued Executive Order No.
20-69 ("Order") suspending 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
WHEREAS, the Order also expressly permits local government bodies to utilize
communications media technology, such as telephonic and video conferencing, as provided in
section 120.54(5)(bX2). F.S.; and
W�IEREAS, the Order does not waive any other requirement under the Florida
Constitution or "Florida's Government in the Sunshine Law," including Chapter 286, F.S.; and
WHEREAS, the Order implies that local government bodies are required to adopt rules of
procedure for virtual meetings, in accordance with section 120.54(5)(b)(2), F.S.
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSIONERS OF THE CITY OF SOUTH MIAMI, FLORIDA:
Section 1. The foregoing recitals are hereby ratified and confirmed as being true and they
are incorporated into this resolution by reference as if set forth in full herein.
Section 2. That in accordance with the Executive Order 20-69, Chapter 252, F.S., and
Section 120.54, F.S., the City Commission hereby adopts the Rules of Procedure that are attached
hereto as Exhibit A for virtual meetings of the City Commission and all of the City's Boards that
take place during the pendency of the state of emergency declared in the Governor's Executive
Order 20-52. The rules and procedure may be amended by the City Attorney provided the
Page 1 of 2
Res. No. 041-20-15481
proposed amended rule is delivered to the City Clerk, City Manager and members of the City
Commission 24 hours before becoming effective.
Section 3. Corrections. Conforming language or technical scrivener -type corrections
may be made by the City Attorney for any conforming amendments to be incorporated into the
final resolution for signature.
Section 4. Severability. If any section clause, sentence, or phrase of this resolution is for
any reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall
not affect the validity of the remaining portions of this resolution.
Section 5. Effective Date. This resolution shall become effective immediately upon
adoption.
PASSED AND ADOPTED this 5'h day of Mav, 2020.
ATTEST: APPROVED:
0 CL .e QL
CITY` LERK MAYO
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND EXECUTION
EXECUTION THEREOF
CITY ATTORNEY
Page 2 of 2
COMMISSION VOTE:
5-0
Mayor Philips:
Yea
Vice Mayor Welsh:
Yea
Commissioner Gil:
Yea
Commissioner Harris:
Commissioner Liebman:
Yea
Yea
Agenda Rem No:3.
City Commission Agenda Item Report
Meeting Date: May 5, 2020
Submitted by: Thomas Pepe
Submitting Department: City Attorney
Rem Type: Resolution
Agenda Section:
Subject:
A Resolution of the City Commission of the City of South Miami, Florida, in accordance with Governor DeSantis'
Executive Order 20-69, adopting rules of procedure for virtual meetings that take place during the pendency of
the state of emergency declared in the Governor's Executive Order 20-52. 3/5 (City Attorney)
Suggested Action:
Attachments:
Reso re CMT Rules&Proc(2).docx
CMT Mtg Newsp.Noticedocx - MWL4-27-20CArev.docx
CMT PB Mtg Posted Notice and Zoom(4).docx
CSM CMT Bd & Staff Zoom Instructions DetailCArev(4).docx
CITY OF SOUTH MIAMI, FLORIDA
NOTICE TO THE PUBLIC OF THE VIRTUAL MEETING OF THE
PLANNING BOARD
In accordance with City of South Miami Code, Chapter 286.011, Fla. Stat, and the Governor's
Executive Order Number 20-69, and Miami -Dade County Mayor's Executive Orders, the City
will be holding its Planning Board Meeting VIRTUALLY. The meeting is scheduled to begin on
Tuesday, May 12, 2020 at 7:00 p.m. to consider the following public hearing items:
1. PB-20-007
Applicant: 5850 SW 73 Street, LLC
An Ordinance providing for a Small -Scale Map Amendment amending the City of South
Miami Comprehensive Plan Future Land Use Map from Mixed -Use Commercial/Residential
to Transit -Oriented Development District (TODD) on a 1.9-acre property known as the Winn -
Dixie site located at 5850 SW 73rd Street and 7331 SW 59th Avenue and as legally described
herein.
2. PB-20-008
Applicant: 5850 SW 73 Street, LLC
An Ordinance pursuant to Section 20-5.7 and other applicable provisions of the City of South
Miami Land Development Code modifying Article II, Sections 20-3.1(A) and (B) and 20-3.3(D),
Article VII, Section 20-7.2, and Article Vill, Sections 20-8.1 through 20-8.17 in order to create
a new zoning subcategory, Transit -Oriented Development District Mixed -Use Market (TODD
M U-M ).
3. PB-20-009
Applicant: 5850 SW 73 Street, LLC
An Ordinance pursuant to Section 20-5.7 of the Land Development Code providing for a Map
Amendment to the City of South Miami Official Zoning Map from Neighborhood Retail (NR)
to Transit -Oriented Development District Mixed -Use Market (TODD-MU-M) on a 1.9-acre
property known as the Winn -Dixie site located at 5850 SW 73rd Street and 7331 SW 59th
Avenue and as legally described herein.
4. PB-20-010
Applicant: 5850 SW 73 Street, LLC
A Resolution pursuant to Section 20-8.9 and other provisions of the City of South Miami Land
Development Code approving a large-scale development on a 1.9-acre property known as
the Winn -Dixie site located at 5850 SW 73rd Street and 7331 SW 59th Avenue and as legally
described herein.
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Board members, if the Governor's Executive Order (EO) 20-69 is extended, the applicant, the
applicant's attorney and witnesses and City staff will participate by video conferencing through
the Zoom platform and members of the public may join the meeting via Zoom at
(https://zoom.us/*/3056636338) and participate. If EO 20-69 is not extended, a quorum of the
members will be physically present. If you desire to present evidence or you are unable to use
Zoom, there are procedures to follow and other options available including a dedicated phone
line to listen and participate in the meeting and limited public attendance, all of which is set forth
in the meeting notice posted at City Hall and at http://www.southmiamifl.gov/580/Public-Meetings-
Notices. Anyone who wishes to review the pending application and supporting documentation in
person must make an appointment by calling 305-663-6327 or 305-663-6331.
Please note that Governor DeSantis' Executive Order Number 20-69 suspended the requirements of Section 166.045, Fla. Stat.,
that a quorum to be present In person, and that a local government body meet at a specific public place. The Executive Order
also allows local government bodies to utilize communications media technology, such as telephonic and video conferencing such
as Zoom for meetings of local government bodies. Note that pursuant to Florida Statutes 286.0105, a person who decides to
appeal any decision made by a Board, Agency or Commission with respect to any matter considered at its meeting or hearing, a
record of the proceedings will be required for said appeal and such person will be required to have a verbatim transcript of the
proceedings including the testimony and evidence upon which the appeal is to be based ADA: To request a modification to a
policy, practice or procedure or to request an auxiliary aide or service in order to participate in a City program, activity or event,
you must on or before 4:00 p.m. on May 9 2020 deliver your request to the City Clerk by telephone: 305-722-8686 (voice) or
305-442-1600 (TTY/TDD) or by mail at 6130 Sunset Drive, South Miami, Florida or email at npayne@southmiamifl.gov.
.7
CITY OF SOUTH MIAMI, FLORIDA
NOTICE TO THE PUBLIC OF THE VIRTUAL MEETING OF THE
CITY PLANNING BOARD
In order to balance the need for the City of South Miami to function and conduct vital business
during the COVID 19 pandemic and, at the same time, protect the health, safety, and welfare of
our citizens and our staff, the City shall conduct its upcoming meetings, including the Planning
Board and City Commission meetings during the months of May, 2020, virtually through
communications media technology (CMT) as explained more particularly below.
In accordance with City of South Miami Code, Chapter 286.011, Fla. Stat, and Executive Order
Number 20-69, the City will be holding its Planning Board Meeting VIRTUALLY. The meeting is
scheduled to begin on Tuesday, May 12, 2020 at 7:00 p.m. to consider the following public
hearing items:
An Ordinance providing for a Small -Scale Map Amendment amending the City of South Miami
Comprehensive Plan Future Land Use Map from Mixed -Use Commercial/Residential to
Transit -Oriented Development District (TODD) on a 1.9-acre property known as the Winn -
Dixie site located at 5850 SW 73rd Street and 7331 SW 59th Avenue and as legally described
herein.
An Ordinance pursuant to Section 20-5.7 and other applicable provisions of the City of South
Miami Land Development Code modifying Article II, Sections 20-3.1(A) and (B) and 20-3.3(D),
Article VII, Section 20-7.2, and Article VIII, Sections 20-8.1 through 20-8.17 in order to create a
new zoning subcategory, Transit -Oriented Development District Mixed -Use Market (TODD
MU-M).
An Ordinance pursuant to Section 20-5.7 of the Land Development Code providing for a Map
Amendment to the City of South Miami Official Zoning Map from Neighborhood Retail (NR)
to Transit -Oriented Development District Mixed -Use Market (TODD-MU-M) on a 1.9-acre
property known as the Winn -Dixie site located at 5850 SW 73rd Street and 7331 SW 59th
Avenue and as legally described herein.
A Resolution pursuant to Section 20-8.9 and other provisions of the City of South Miami Land
Development Code approving a large-scale development on a 1.9-acre property known as the
Winn -Dixie site located at 5850 SW 73rd Street and 7331 SW 59th Avenue and as legally
described herein.
The meeting will be held as a VIRTUAL MEETING through communication media technology with
board members and City staff, any applicant making a presentation, adjustment or determination
of an issue, request or controversy within the jurisdiction of the City Commission, as well as the
applicant's attorney and witnesses participating through video conferencing. However, if
Executive Order 20-69 expires, then at lease the number of members needed for a quorum will
be physically present. This virtual meeting will be held on the Zoom platform used by the City
Clerk for live remote participation. Members of the public may join the meeting via Zoom at
(https://zoom.us/s/3056636338) and participate. In addition, a dedicated phone fine will be
available so that any individual who does not wish (or is unable) to use Zoom, may listen to and 6
participate in the meeting by dialing+1-786-635-1003 Meeting ID:3056636338. The public may
merely view the meeting live on the City's website:
(https://www.southmiamifl.gov/102/Agendas-Minutes) ("Granicus") as well as Channel 667 on
Atlantic Broadband or by AT&T U-Verse.
If you intend to present a document to be live streamed at the time of the meeting, you must
scan or photograph the document and send it as an attachment in an email, or by having it
uploaded to a flash drive and delivered, along with your name, address, phone number, if
facsimile number, if any, and email address, if any, to the Planning and Zoning Department
(Department) at mlightfoot@southmiamifl.gov or mailing the flash drive to the Department at
6130 Sunset Drive, South Miami, FI 33143. It must be delivered on or before 3:00 p.m. on May
101, 2020 so that the Department/Clerk can upload the information.
If you plan on participating in the meeting, either in person if allowed, or through the Zoom
platform or by teleconferencing, you should, on or before 4:00 p.m. one business day before
the meeting, sign up for the meeting by delivering to the above addresses, or by calling the City
Clerk at 305-663-6340, your Sign-up Information which is your name, physical address, phone
number, facsimile number, if any, email address, if any and a description of the item on the
agenda upon which you intend to present your verbal comments/evidence (Topic) and provide
your Zoom screen name, which must be your real name, if using Zoom, and the phone number
of the phone you will be using if you will be calling to speak on an item over a phone line. If the
item to which you want to speak is quasi-judicial and your face will not be appearing on the
Zoom screen when you are called upon to be sworn in, or if you will be speaking using a
telephone, you must, in addition to the other sign up information, deliver a copy of your
Florida identification card or driver license or the page of a valid passport that has your
photograph on it or other identifying documents as described in s 117.05(5)(b)2, Fla. Stat. to the
Clerk. Without this information, you will not be sworn in and will not be allowed to testify at
the quasi-judicial hearing.
At the appropriate time all participants who want to speak will be asked to raise their hand. If
the Mayor/Chairperson requests that all or some speakers take their hands down and if a
participant fails to do, or otherwise disrupts the meeting, the Mayor/Chair may permanently
mute that persons mic and video image for that meeting and said person will not be allowed to
participant in that meeting. See the specific instructions below for raising your hand using
Zoom. If you have signed up in advance of the meeting you may be given priority ahead of
others who did not sign up. You will be called upon and you may speak on the Topic and
present your evidence (physical (see special requirements for physical evidence) and
testimonial) or comments through your choice of communication, either Zoom,
teleconferencing or, if allowed, in person.
In addition to the foregoing, the City Commission Chambers at City Hall located at 6130 Sunset
Dr. will be open commencing at 6:30 pm on the day of the meeting in order to live stream public
comment by those lacking an ability to participate and be heard through their own
communication media technology. ONLY 9 PEOPLE ARE ALLOWED IN CHAMBERS SINCE MAYOR
GIMENEZ'S EXECUTIVE ORDER 10-20 RESTRICTS GATHERINGS OF 30 PEOPLE AND MORE IN
12 business days before the meeting, not counting the day of the meeting but counting the day the item is 7
delivered
PUBLIC FACILITIES AND ONE PERSON NEEDS TO BE A MEMBER OF CITY STAFF. However, if
Executive Order 20-69 expires, then this number will be reduced to 5 since a quorum of the
members of the board will need to attend physically. A person will be present to receive into the
record materials presented by those attendees; however, if you failed to deliver your documents
in advance of the meeting, as required above, your documents will be made part of the public
record but will not be presented to the other participants or be made part of a quasi-judicial
record. The City will strictly enforce the operative provisions of all controlling Executive Orders
relating to social distancing. No electronic devise that emits any sound will be allowed to be used
in Chambers. No one with a cough, who has a fever or who is not properly wearing an appropriate
facial covering over both the mouth and nose will be admitted. All facial coverings must always
remain properly in place while in the building. Violators of any of the rules will be removed from
the building for the remainder of the meeting. Uniform Police Officers shall be present to ensure
enforcement. Persons shall be required to sit at least six (6) feet from one another and maintain
six (6) feet of distance when standing in line to enter or exist the building, the restrooms and the
Commission Chambers and when standing to speak at the podium. The public shall exit City Hall
as soon as possible after the meeting ends. These rules may be amended by the City Manager
and he may add additional rules. Anyone who wishes to review a pending Planning and Zoning
application and supporting documentation in person must make an appointment by calling 305-
663-6327 or 305-663-6331.
Please note that Governor DeSantis' Executive Order Number 20-69 suspended the requirements of Section 166.045, Fla. Stat.,
that a quorum to be present in person, and that a local government body meet at a specific public place. The Executive Order
also allows local government bodies to utilize communications media technology, such as telephonic and video conferencing such
as Zoom for meetings of local government bodies. Note that pursuant to Florida Statutes 286.0105, a person who decides to
appeal any decision made by a Board, Agency or Commission with respect to any matter considered at its meeting or hearing, a
record of the proceedings will be required for said appeal and such person will be required to have a verbatim transcript of the
proceedings including the testimony and evidence upon which the appeal is to be based ADA: To request a modification to a
policy, practice or procedure or to request an auxiliary aide or service in order to participate in a City program, activity or event,
you must on or before 4:00 p.m./a.m. on May 9,2 2020 deliver your request to the City Clerk by telephone: 305-722-8686 (voice)
or 305-442-1600 (TTY/TDD) or by mail at 6130 Sunset Drive, South Miami, Florida or email at npayne@southmiamifl.gov.
2 3 days business days before the meeting not counting the day of the meeting but counting the day the item is 8
delivered
ZOOM WEB -BASED VIRTUAL CITY MEETING PROCEEDURE
Live Remote Public Comment Process
The City of South Miami is providing the ability to submit Live Remote Public Comments to its virtual
Meetings.
The person wishing to submit a live remote public comment through the Zoom process, will appear live
on the TV screens in Commission Chambers as well on the computer screen of the other participants,
including members of the applicable board, committee or commission during the meeting and will be
afforded three (3) minutes to speak.
You can test your connection to Zoom by clicking on the following link: http://zoom.us/test
Please make sure that your computer has a working speaker, microphone and, preferably, a working
webcam so that you can hear and be heard and see and be seen on the City Hall monitors and by the
other Zoom participants in the live streaming of the meeting. Some computers and/orsmartphones have
both features. Should it be impossible or undesirable for you to attend virtually by computer or
smartphone, you may participate in the meeting by telephone by dialing: +1-786-635-1003 and entering
Meeting ID: 3056636338 or join the meeting using the system setup at City Hall and as explained in the
notice of the meeting that is posted at City Hall and also at http://www.southmiamifl.gov/580/Public-
Meetings-Notices.
Each virtual participant in the Zoom virtual meeting will be automatically muted upon joining the meeting
and only the Chair may unmute a participant. Members of the public who wish to speak will be allowed
to do so at the appropriate time. When on the Zoom platform, if you wish to speak to an item that is a
public hearing item, you must raise your virtual hand, BUT ONLY WHEN CALLED UPON TO RAISE YOUR
HAND.
If you intend to participate by speaking at public remarks or at a public hearing through Zoom,
you must activate the "Participants" by waving your mouse at the bottom of the screen to
reveal the controls and clicking the icon that is labeled "Participants".
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This will open a column, normally in the far right of the screen, where you will see the names of
all the participants.
AFTER YOU ACTIVATE "PARTICIPANTS" AND ONLY WHEN CALLED UPON BY THE MAYOR OR CHAIR FOR
A SHOW OF HANDS OF ALLTHOSE WHO WISH TO SPEAK, CLICK ON THE HAND ICON IN THE LOWER RIGHT
HAND CORNER OF THE "PARTICIPANTS" COLUMN TO "RAISE YOUR HAND" AND TO INDICATE YOUR
71
0
If you are participating via telephone, please dial *9 to "raise your hand" to indicate your interest in
speaking.
When you raise your virtual hand, the meeting host will be aware of this and at the appropriate time
indicate your interest in speaking to the Mayor, or Chair. The Mayor, or Chair, will call on you at the
appropriate time and the meeting host will unmute your microphone and you will be allotted your time
to make your remarks public. When the Mayor/Chair requests that you put your hand down, you must
do so, otherwise the Mayor/Chair may mute your mic for the remainder of the meeting and if you
continue to disrupt the meeting you may be permanently removed from this meeting.
If you wish to participate in a meeting using Zoom, you will need to download the Zoom program by going
to Zoom.us and in the top banner you will need to click on the box that states: SIGN UP, IT'S FREE. When
signing up you need to add your real name. The opening signup page has a column in the far left titled
"PERSONAL" and below, the first work is "Profile". Tick the word "Profile" and to the right is a place to
add your real name. If you did not provide your real name in the user profile when you originally signed
up, you will need to sign -in and go to the menu on the left side and tick the word "Profile" and to the right
is a place to add or edit your real name.
We thank you for participating in this service and askyou to please wait patiently for your turn to speak
If you wish to be part of the scheduled Zoom meeting, please join the meeting
by clicking on the following URL link: https://zoom.us/i/3056636338 or dialing:
+1-786-635-1003 and entering Meeting ID: 3056636338.
10
City of South Miami Virtual Board Meetings
Instructions for Board Members and Staff
04/24/2020
1 1. Identify multiple connection methods/devices
2 ■ It is a good idea to have multiple connection methods/devices available in case of issues
3 with your primary method/device. For example, you could be ready to connect via
4 laptop or tablet with Wi-Fi, smartphone via cellular, and a traditional phone line.
5 • Laptops and tablets generally provide better results due to larger screen sizes but
6 usually rely on Wi-Fi/wired internet connectivity which can also rely on power to the
7 building. A smartphone or cellular tablet is a good backup method that doesn't rely on
8 the building's power or internet access during the meeting, just be sure to fully charge
9 the device before the meeting.
10 ■ Each device you plan to use should have a camera and a microphone; however, you can
11 also use a traditional telephone for audio in conjunction with another device for video,
12 or by itself for audio -only access.
13 • Be sure to fully set up and test each method/device as described in the steps below.
14 2. Download and install the Zoom client on your devices
15 ■ Zoom is compatible with multiple device types, including Windows, Mac, iPhone, iPad,
16 Android, etc.
17 • The Zoom client can be downloaded here: https://zoom.us/support/download
18 ■ Visit the Zoom Help Center > Getting Started for more info:
19 https:Hsupport.zoom.us/hc/en-us/categories/200101697-Getting-Started
20 3. Test each of your connection methods/devices and your environment
21 ■ Each connection method/device should be thoroughly tested before the meeting.
22 ■ You can perform a quick self -test here: https://zoom.us/test
23 ■ Also, be sure to test with another person, or ideally a group of people, and be sure you
24 and the other parties can hear and see each other clearly.
25 ■ Pay attention to the lighting in your environment. Try to test at the same time of day
26 that the meeting will occur to get a better idea of your lighting situation and adjust
27 lights/windows as needed.
28 • Be aware of your background. Backgrounds should reflect a level of professionalism.
29 Review areas slightly out of view as well to account for any camera movements you
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City of South Miami Virtual Board Meetings
Instructions for Board Members and Staff
04/24/2020
make during the meeting and because the cropping of the image for differing screen or
window sizes may cause other parties to see a slightly wider angle than what you see on
your screen.
■ Consider background noise as well. Try to avoid any location that may have distracting
background noise during the meeting.
• If planning to use a cellular connection as a backup, be sure to disable Wi-Fi on the
device to properly test with cellular only.
4. Before the meeting
• Look for your meeting invite from "Zoom <no-reply@zoom.us>". Do not share your
invite or its contents with others; it is unique to you. Your invite will look like this:
City of South Miami is inviting you to a scheduled Zoom meeting.
Topic: Regular City Commission Meeting
Time: May 5, 2020 07:00 PM Eastern Time (US and Canada)
Join Zoom Meeting
https://zoom.us/i/3056636338
Meeting ID: 305 663 6338
One tap mobile
+12532158782„3056636338# US
+13017158592„3056636338# US
Dial by your location
+1 253 215 8782 US
+1301715 8592 US
+1312 626 6799 US (Chicago)
+1346 248 7799 US (Houston)
+1408 638 0968 US (San Jose)
+1646 876 9923 US (New York)
+1 669 900 6833 US (San Jose)
Meeting ID: 305 663 6338
Find your local number: https://zoom.us/u/aloEMEsh2
■ Be sure to look for the current meeting invite, and not a previous or test meeting.
■ If you have not received an invite or cannot find your invite, please notify the meeting
host.
Page 2 of 7
12
City of South Miami Virtual Board Meetings
Instructions for Board Members and Staff
04/24/2020
1 You can click the link that says, "Click Hereto Join" and should be prompted to launch
2 the Zoom app to join the meeting as a panelist. This link works on PC, Mac, Wad, Whore,
3 and Android devices. It is a good idea to be sure you have the link available on your
4 primary and backup devices before the meeting.
5 If you run into issues and have no internet access, you can also join via traditional phone
6 call with the numbers listed at the bottom of your invite but be sure to also enter your
7 participant ID from your invite to join as a panelist. It is a good idea to print or write
8 these numbers down for quick reference if you have issues with your other devices.
9 Have all your devices ready and charged before the meeting. Make sure none of your
10 devices will attempt to restart or install updates during the meeting.
11 To prevent interruptions or distracting background noise, inform others in the area that
12 you will be in a meeting.
13 Silence any phones, alarms, or other devices you don't wish to go off during the
14 meeting.
15 ■ The meeting will generally open to board members and staff 20 minutes prior to the
16 meeting time. A participant ID or link from a participant invite is required to join the
17 meeting early. Plan to join at least 15 minutes early to make sure you have no
18 connectivity issues. No city/meeting business should be discussed until the meeting is
19 called to order.
20 Know the location of your microphone and camera controls. Their location will differ
21 depending on your device type. For example, bottom left on PC, top right on Wad. You
22 may need to move your mouse or tap the screen for the icons to appear. These icons
23 look like this:
invite Mme All Unm Nl
26 ■ Learn more about in -meeting controls here:
27 https://support.zoom.us/hc/en-us/articles/200941109-Attendee-controls-in-a-meeting
28 ■ Adjust your video layout to your preference, for example, "Speaker" or "Gallery" view.
29 Learn more about video layouts here:
30 https://support.zoom.us/hc/en-us/articles/201362323-How-Do-I-Change-The-Video-
31 Lavout-
Page 3 of 7
City of South Miami Virtual Board Meetings
Instructions for Board Members and Staff
04/24/2020
1 Approximately 5 minutes before the call -to -order, the meeting will begin broadcasting
2 to the public. This gives the public a moment to connect to the meeting and for
3 alternate streams such as cable TV and Granicus to begin broadcasting before the
4 meeting is called to order. Please mute your microphone during this time.
5 5. During the meeting
6 ■ Each participant's image will appear smaller when there are many participants, and
7 some devices only show a limited number of participants at one time.
8 ■ Any participant not actively speaking should keep their microphone muted to avoid
9 unnecessary background noise but be sure to unmute before you begin speaking again.
10 ■ Be sure to keep your device still and avoid any unnecessary camera movements that
11 could cause a distraction.
12 • Be mindful that there can be a slight delay. Pause before/after speaking as necessary.
13 During board comments or voting, the meeting chair may choose to use a roll -call
14 method.
15 ■ Public Comment Section of Meeting
16 During the public comments section of the meeting, the meeting chair will ask the City
17 Clerk or Meeting Liaison if there are any email or mail comments to be read into the
18 record. Immediately thereafter, the Chair will ask any members of the public wishing to
19 speak to virtually "raise their hand" I' at this time. The chair will then unmute each
20 participant one at a time, to allow participants to speak. After the speaker has finished,
21 they will be muted again. If the speaker's time has run out, the chair or liaison may
22 indicate this to the speaker. If the speaker continues after their time has run out, the
23 chair may mute the speaker. When there are no remaining speakers on an item, the
24 chair will close the public remarks and proceed to the next topic of the agenda.
25 ■ Item sponsored by City Elected or appointed officer
26 When there is a resolutions or ordinance sponsored by a City elected or appointed
27 official that requires a public hearing other than a quasi-judicial hearing, the Chair will
28 ask any members of the public wishing to speak to virtually "raise their hand" i4" at this
29 time. The Chair will then unmute each participant one at a time, request the speakers,
30 name and address, and ask whether the speaker has a business in South Miami, after
31 the speaker gives an appropriate response, the speaker will be to allow to speak. After
32 the speaker has finished, the speaker will be muted again. If the speaker's time has run
33 out, the Chair or liaison may indicate this to the speaker. If the speaker continues after
iCl
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City of South Miami Virtual Board Meetings
Instructions for Board Members and Staff
04/24/2020
their time has run out, the chair may mute the speaker. When there are no remaining
speakers on an item, the Chair will close the public remarks and proceed to move to the
debate and vote on the item.
■ When there is a quasi-judicial item on the agenda
• The Clerk will read the item
• Chair: Will call the item and ask for staff report.
• The Staff member making the report will be sworn.
Staff: Present report.
Applicant: Present project.
The Chair will ask the applicant's Presenter to raise a hand. The Chair will unmute the
Presenter and If the presenter is anyone other than the applicant's attorney, the
Presenter will be sworn. The Chair will ask for the names of any co Presenters and
witnesses for the Applicant. Once the Presenter is done, Chair will mute all mics
The Chair will ask for the Presenter, any co -presenter, and Presenter's witnesses to raise
their hands. The Chair will individually unmute each of their mics and swear in each one
individually, if not already sworn.
The Applicant or applicant's attorney may call upon any of them to present testimony
and documents, but before they first testify they shall state their name and address.
They will then be allowed to speak.
-Chair: Call for public comment as follows:
Chair will advise all speakers that they will be subject to cross-examination by the
applicant or applicant's attorney if they speak.
Chair: Call for those who approve of the item
The Chair will ask all those who came to voice their approval of the application to raise
their hands. The Chair, or the Chair's designee shall take note of their names and no
one may speak twice.
The Chair will unmute the mic individually for each of these people, asked for their
name and address and individually swear them in. [See the Public Notice posted on the
Clerk's website and on the Clerk's outside bulletin board for remote swearing of
witnesses and the requirements and documentation required to be delivered by certain
witnesses to the Clerk.] They will then be allowed to speak for 3 minutes each, unless
the Board, on motion duly second and approved by a supermajority vote, reduces or
enlarges the time allowed for all speakers for and against the item. When each speaker
is done, the Chair will unmute the mic of the applicant and applicant's attorney and ask
if they want to cross-examine the witness. If so, they shall be allowed to cross-examine
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City of South Miami Virtual Board Meetings
Instructions for Board Members and Staff
04/24/2020
1 the speaker. At the end of the cross -examination the Chair will mute all the mics, put
2 the last speaker's hand down and call the next person and following the same
3 procedure until all the speakers have been heard.
4
5 Chair: Call upon those in opposition:
6 Chair will ask all those who came to voice their opposition to the application to raise
7 their hands. The Chair, or the Chair's designee shall take note of their names and no
8 one may speak twice.
9
10 The Chair will, one at a time, unmute the mic for each of these people, asked for their
11 name and address and individually swear them in. They will then be allowed to speak
12 for 3 minutes each, or the amount of time that the Board has previously approved for
13 the speakers in favor of the item. When each speaker is done, the Chair will unmute the
14 mic of the applicant and applicant's attorney and ask if they want to cross-examine the
15 speaker. If so, they shall be allowed to cross-examine the speaker. At the end of the
16 cross -examination the Chair will mute all the mics, put the last speaker's hand down
17 and call the next person and following the same procedure until all the speakers have
18 been heard.
19 Chair: Close to public testimony. Once all the speakers have been heard, the Chair will
20 close pubic testimony and mute all mics.
21
22 Chair: Call for applicant's rebuttal
23 If the applicant calls a rebuttal witness who has not previous spoken, the witness will be
24 asked to state the witnesses name and address and will be sworn in before being
25 allowed to speak. The applicant shall name all those who will speak in rebuttal and ask
26 them to raise their hands. The Chair shall unmute the mic of those who have been
27 named. The applicant may proceed to present the applicant's rebuttal, if any, and
28 closing statement.
29 Board questions to applicant.
30 Chair will ask the members if they have any questions and if so to raise their hand.
31 Nothing prevents a member from raising a hand after the questioning has begun. The
32 Chair will take note of the name of each member who has raised a hand and will
33 unmute their mics individually and then call upon them, in the order that their hands
34 were raised. The board member may then ask questions of the applicant, the
35 applicant's attorney, the applicant's witnessed or a member of the public who has been
36 sworn. The member will ask individually for each person with whom the member
37 wishes to speak, to raise their hand. The Chair will unmute that person's mic and the
38 member will be allowed to engage in a dialogue with that person. When the member is
39 done with a witness, the member will advise the Chair and the Chair will mute that 16
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City of South Miami Virtual Board Meetings
Instructions for Board Members and Staff
04/24/2020
1 speaker's mic. The Member will continue with the members questioning of additional
2 speakers until the member is done. The member will then so advise the Chair who will
3 mute all mics, then unmute the mic of the next member who desires to question the
4 speakers and call upon that member to state the names of the speakers with whom the
5 member desires to question. Those individuals shall raise their hands. This process will
6 be followed until all members have had an opportunity to question the speakers.
7 Chair: Bring back to Board for discussion. Chair will provide each board member their
8 opportunity to speak after all members have had an opportunity to questions speakers.
9 Chair: Close board discussion and call for a motion. Motion -maker and second will
10 indicate so by name, to be repeated by the Chair and then the Chair will call each
11 member for his or her vote.
12 Once the meeting has adjourned, the host will end the virtual meeting; however, back-
13 to -back meetings may adjourn and be called to order within the same virtual meeting.
14 6. For more information on using Zoom, visit the Zoom help center: https://support.zoom.us
17
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