EXECUTIVE ORDER NO. 9
AN EXECUTIVE ORDER OF THE NIMS INCIDENT
COMMANDER AND EMERGENCY MANAGEMENT
DIRECTOR OF THE CITY OF PORT ORANGE, VOLUSIA
COUNTY, FLORIDA, AUTHORIZING VIRTUAL MEETINGS
AND ESTABLISHING PROCEDURES; AND PROVIDING AN
WHEREAS, the City Council of the City of Port Orange has declared a Local State of Emergency
beginning March 16, 2020 at 7:00 p.m. pursuant to Resolution 20-12; and
WHEREAS, the Coronavirus (COVID-19) epidemic may cause life threatening conditions for the
residents of the City of Port Orange; and
WHEREAS, its in the best interests of the public health and safety for residents to avoid large
gatherings of people; and
WHEREAS, the Governor Ron Desantis issued Executive Order Number 20-69 suspending all Florida
Statutes requiring a quorum to be present in-person or requiring a local government meet at a
specified public place; and
WHEREAS, Executive Order 20-69 expressly authorizes local government bodies to conduct meetings via
communications media technology, such as telephonic and video conferencing tools; and
WHEREAS, the City of Port Orange desires to establish meeting procedures to be utilized to conduct
virtual meetings and provide virtual public participation options.
NOW THEREFORE, be it ordered by the NIMS Incident Commander and Emergency Management
Director of the City of Port Orange, Volusia County, Florida, as follows:
SECTION 1. The Governor’s Order 20-69 is hereby adopted by reference.
SECTION 2. This Order shall apply to meetings of City Council and its advisory boards and
commissions held during this State of Local Emergency.
SECTION 3. Any law, rule, ordinance, charter provision or other regulation in any way impeding the
City’s ability to conduct virtual meetings using communications media technology for meetings of
City Council or its advisory boards and commissions is hereby
suspended for the duration of this Local State of Emergency.
SECTION 4. This Order does not waive any other requirement under the Florida Constitution and
"Florida’s Government in the Sunshine Laws," including Chapter 286, Florida Statutes.
SECTION 5. The following virtual meeting procedures shall apply to meetings of City Council and
its advisory boards and commissions held during this Local State of Emergency:
A. Meetings shall be held using communications media technology ("CMT") as determined
appropriate by the City Manager. Physical presence of the City Councilmembers is not required.
Councilmembers may attend the meeting virtually using CMT.
B. The following shall be posted on all meeting notices:
"Due to the Novel Coronavirus Disease 2019 (COVID-19) and Federal, State, County, and the City’s
Declarations of State of Emergency, and City of Port Orange Executive Order 9, the City of Port
Orange will be calling meetings only when necessary, and conducting public meetings using
communications media technology until the Local State of Emergency has concluded. Those wishing to
attend meetings are encouraged to join the meeting through electronic means."
"This meeting will be conducted physically at [place of meeting] with an opportunity to participate
virtually. Access at [place of meeting] will be limited in order to comply with the safety
instructions relating to COVID-19."
"To view and/or participate in the meeting on [date of meeting], which begins at [time of meeting],
you have the following additional options:"
"1. Watch the meeting online, but not participate:
You may watch the meeting via Spectrum Channel 498 or through the City’s YouTube Channel: [insert
link to channel]"
"2. Watch the meeting online and provide public comment prior to the meeting:
You may watch the meeting as listed above, and also provide written comments by emailing City
Clerk, Robin Fenwick at least three (3) hours prior to the meeting at [email protected],
regular mail at 1000 City Center Circle, Port Orange, FL 32129, or place it in the Drop Box at the
front door of City Hall.
Please include your full name, city of residence, and comments by the deadline and your comments
will be read into the record. There is also a form located on the City’s website at [insert link to
form] which can be submitted electronically. Time limits will be enforced so written comments must
be limited to no more than 3 minutes."
"3. Watch the meeting online and provide public comment during the meeting: Request to Speak
To request to speak virtually during the meeting, you must complete the Request to Speak form to be
placed on a list. You may access the form by visiting [insert link to request form]. You must
fill out all required information for the form to be submitted. Forms are due to the City Clerk no
later than twenty-four (24) hours before the meeting. Once the form is received, the meeting
instructions will be provided to you via email."
"For additional information or for special assistance prior to the meeting, please contact Robin
Fenwick, City Clerk, [email protected] or (386) 506-5563."
SECTION 3. This Executive Order shall become effective immediately.
Done and ordered at L-’l :"\ - this tt-£:) day of April, 2020.
M. H. Jo ans n