Executive Order 9 - Virtual Meetings


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

EFFECTIVE DATE.


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 cityclerk@port-orange.org, 

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 

instructions:

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, cityclerk@port-orange.org 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.

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M. H. Jo  ans    n

Emergen         n

agement Director


Show All Answers

1. Executive Order 1 - Utility Shut-offs
2. Executive Order 2 - Revoking Event Permits
3. Executive Order 3 - Suspending Meetings
4. Executive Order 4 - Closure of City Buildings
5. Executive Order 5 - Recreation Programs
6. Executive Order 6 - Extending Local Emergency
7. Executive Order 7 - Extending Local Emergency
8. Executive Order 8 - Temporary Signage
9. Executive Order 9 - Virtual Meetings
10. Executive Order 10 - Utility Shut-offs
11. Executive Order 11 - Extending Local Emergency
12. Executive Order 12 - Temporary Signage
13. Executive Order 13 - Extending Local Emergency
14. Executive Order 14 - Extending Due Dates
15. Executive Order 15 - Extending Local Emergency
16. Executive Order 16 - Labor Negotiation Meetings
17. Executive Order 17 - RV Usage
18. Executive Order 18 - Extending Local Emergency
19. Executive Order 19 - Temporary Shut Offs
20. Executive Order 20 - Suspension of Special Event Permits
21. Executive Order 21 - Outdoor Dining Areas
22. Executive Order 22 - Reopening of Skate Park
23. Executive Order 23 - Extending Local Emergency
24. Executive Order 24 - Utility Shut-offs
25. Executive Order 25 - Virtual Purchasing Meetings
26. Executive Order 26 - Extending Local Emergency