CITY OF CHARLOTTESVILLE, VIRGINIA
                 CITY COUNCIL AGENDA



  Agenda Date:         June 6, 2022

  Action Required:     Motion to Authorize Hybrid Meetings of PC and BAR

  Presenter:           Michael Rogers, Interim City Manager

  Staff Contact:       Sam Sanders, Deputy City Manager
                       James Freas, Director of NDS

  Title:               Authorization for Regular Meetings of PC and BAR to be held in
                       hybrid format

Background
On March 12, 2020 the Charlottesville City Council authorized the City Manager, as its Director
of Emergency Management, to declare a local state of emergency due to COVID. This locally-
declared state of emergency commenced on March 12, 2020, and continues in effect. (Although
the City Manager declares the state of emergency with Council’s authorization, only City
Council can end the local declaration. (According to Va. Code §44-146.21(A): “The governing
body, when in its judgment all emergency actions have been taken, shall take appropriate action
to end the declared emergency.”)

Because the locally-declared state of emergency remains in effect: on March 7, 2022 City
Council unanimously approved Ordinance #O-22-029, to amend and re-enact the City’s
Continuity of Government (COG) Ordinance, for a six month period beginning March 8, 2022
(“Revised COG Ordinance”).

The Revised COG Ordinance, within ¶2 directs that all meetings of the City Council, and all of
the City’s boards and commissions will continue to be held only by electronic means. The
Revised COG Ordinance provides only two exceptions to the electronic meetings requirement
(see ¶3):

   •   City Council itself may physically assemble for a meeting, or a hybrid electronic/ in-
       person meeting, subject to a safety plan approved in advance of the meeting by the Mayor
       and City Manager, or

   •   By motion City Council may authorize another public body (a board or commission) to
       physically assemble for a meeting in a specific location, or a hybrid electronic/ in-person
       meeting, subject to a safety plan approved by the Mayor and City Manager in advance of
       the approved meeting.

Discussion
The board of architectural review (BAR) and the City Planning Commission (“Commission”)
desire to have hybrid electronic/ in-person meetings for the duration of the locally-declared state
of emergency. The hybrid meetings will take place in City Space and by electronic meeting
(Zoom), with members of the BAR and Commission, and necessary staff, physically assembled in
City Space, with a limited number of members of the public attending in person and the
opportunity for others to participate electronically by registering in advance.

The City Manager and the Mayor have already approved Safety Plans for these meetings.

Budgetary Impact
None

Alignment with Council Vision Areas and Strategic Plan
Yes

City Manager Recommendation
The City Manager recommends approval.

       Suggested Motion: “I move to approve meetings of the City’s BAR and Planning
       Commission taking place during the six-month period beginning March 8, 2022, in a
       format that combines in-person attendance and electronic means, in accordance with
       Paragraph 3 of City Council Ordinance Number O-22-029.”

Community Engagement
N/A

Attachments
None