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09/03/2020 - Special Meeting COMMUNITY DEVELOPMENT SPECIAL BOARD MEETING MINUTES CITY OF CLEARWATER September 3, 2020 Pursuant to Executive Order No. 20-69, issued by the Office of Governor Ron DeSantis on March 20, 2020, municipalities may conduct meetings of their governing boards without having a quorum of its members present physically or at any specific location, and utilizing communications media technology such as telephonic or video conferencing, as provided by Section 120.54(5)(b)2, Florida Statutes. Present: Chair Michael Boutzoukas, Vice Chair Christopher J. Anuszkiewicz, Board Member Mary A. Lau, Board Member Mike Flanery, Board Member John Quattrocki, Board Member Brian Barker, Board Member Jordan Behar Absent: Alternate Board Member Elizabeth Van Scoyoc Also Present - Jay Daigneault—Attorney for the Board, Michael Fuino —Assistant City Attorney, Gina Clayton — Planning & Development Director, Patricia O. Sullivan — Board Reporter The meeting was called to order at 1:30 p.m. followed by the Pledge of Allegiance. Chair Michael Boutzoukas, Vice Chair Christopher Anuszkiewicz and Members Mary Lau, Mike Flanery, John Quattrocki, Brian Barker, and Jordan Behar attended the meeting using communications media technology. Also participating in the meeting were Attorney for the Board Jay Daigneault, Assistant City Attorney Michael Fuino, Planning & Development Director Gina Clayton, and Board Reporter Patricia Sullivan. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. A. ROLL CALL: B. CITIZENS TO BE HEARD RE ITEMS NOT ON THE AGENDA: None. C. DIRECTOR'S ITEMS 1. Discuss procedures for meetings using communications media technology (e.g., ZOOM platform) Planning & Development Director Gina Clayton reviewed the new Section 6 "Procedures for Meetings Using Communications Media Technology" under ARTICLE IV. CONDUCT OF MEETINGS in the Community Development Board's Rules of Procedure. Community Development Special 2020-09-03 1 Highlights: 1) Party Status requests and documents from the public must be submitted by 5:00 p.m. on the Thursday prior to meetings or the public waives their right to claim Party Status or submit documents; 2) Cross examination times limited to 5 minutes for Planning Staff, the Applicant, and each person granted Party Status; 3) Consent Agenda suspended; and 4) Participation: a) Applicants and Party Status holders via ZOOM or in person in Council Chambers; b) Staff via ZOOM from the Municipal Services Building; and c) Public comment via call-in to a published number, in writing, or in person in Council Chambers. Ms. Clayton said staff will provide members a spreadsheet with a notation for each Case regarding submitted evidence, Party Status requests, and written comments received by 5:00 p.m. on the day before the meeting. Board Members and staff participated in a mock Level II hearing. It was commented that Board Members will have time to review Case materials prior to meetings. In response to questions, staff said the administrator could not grant individual control of a portion of the screen, electronic and hard copies may be organized differently, a pause between Cases may be necessary while participants move in and out of Chambers, and staff will present abbreviated Staff Reports for Cases without objections. Consensus- 1) onsensus:1) Board members and staff will have a City of Clearwater ZOOM background; 2) At the beginning of each Case, the applicants, staff, those requesting Party Status, and those wishing to provide comment for that Case who are visible on ZOOM or are in Chambers will be sworn in at the same time; 3) Call-in participants will be sworn in individually; 4) Staff will keep track of sworn in individuals; 5) Following each section of a Case, the Chair will ask the Board if they have questions or comments; 6) Board members with questions re a staff PowerPoint presentation slide or drawing in the application will describe the slide or plan page and staff will redisplay it and answer the query; 7) Board members will turn off their camera and mute their sound when they step away from a meeting; 8) During long meetings, staff will communicate with the Chair who will announce an approximate time for an upcoming 10 minute recess at approximately the 2- hour mark; and 9) Board members will vote via Roll Call stating Aye/Nay or Yes/No when recognized. 2. Amend Community Development Board Rules of Procedure regarding meetings using communications media technology Community Development Special 2020-09-03 2 Member Anuszkiewicz moved to approve amendments to the Community Development Board Rules of Procedure regarding meetings using communications media technology. The motion was duly seconded and carried unanimously. DIRECTOR'S REPORT Ms. Clayton said staff was working with Public Communications on the Clearwater Citizens Guide to Community Development Board Hearings. The goal was to present the document to the Board in October. Ms. Clayton reported Imagine Clearwater construction at the Main Library begins in October. Once in person meetings resume, Community Development Board meetings will be rescheduled through next fall to coincide with City Council meeting weeks when Chambers will be open. D. ADJOURN The meeting adjourned at 2:25 p.m. Attest: Chair — Commu y Development Board Board Repo Community Development Special 2020-09-03 3