Virtual Hearing Instructions - Non-Commission Public Hearings and Board Meetings

Guide to Public Participation in Virtual Hearings

Thank you for your interest in participating in a virtual public hearing during the current COVID-19 emergency.

In conformity with the Governor’s Executive Order N-29-20 (March 17, 2020) and due to concerns over COVID-19, public hearings and design review board meetings will be conducted in a virtual format. All decision-makers, board members, and hearing officers will be participating from separate locations using remote meeting technology while safer-at-home orders are in place. Members of the public will be able to listen to, view, or participate in the meeting via their phone or other electronic device.

Planning staff will ask presenters to clearly describe which slide they are presenting, in order to assist those participating via audio to follow along with the presentation on their own computer or mobile device. Those presentation slides will also be available on the live video.

Meeting Agenda and Hearing Notices

The meeting agendas for all virtual public hearings and meetings are made available no later than 72 hours before the meeting. Click here to access all Zoning Administrator, Deputy Advisory Agency, and Hearing Officer agendas. Click here to access all Historic Preservation Overlay Zone hearings and Design Review meetings.

The Meeting Agenda and Hearing Notice will include relevant links, phone numbers, Meeting IDs, and Passcodes to join by either Zoom Webinar or Phone.

If applicable, meeting presentations and other relevant documents will be made available on Google Drive via a link on the agenda at least 72 hours before the hearing.

Participating in a Virtual Hearing or Meeting

Members of the public will be able to listen to, view, or participate in the meeting via their phone, computer, or other electronic device.

To join by Webinar, you may connect via computer or mobile app. This allows participants to view live presentations and video streaming, if available. Use the link located on the Agenda or under “Place” on the Hearing Notice to join the hearing or meeting. When prompted, enter the Meeting ID and Passcode. Participants will be automatically muted and video cameras will be disabled when entering the meeting.

To join by Phone, dial the phone number listed on the Agenda or under “Place” on the Hearing Notice. When prompted, enter the Meeting ID. Callers will be automatically muted when entering the meeting. Participants who join by phone will have access to presentations via a link provided on the meeting agenda.

Please note that meetings may run longer than expected. Periodically throughout the hearing, staff will announce which agenda item is currently being heard.

Instructions for Public Comments

“Raise Hand” (Zoom Webinar) or Press *9 to Comment

To comment on an agenda item, click the raise hand icon (Zoom Webinar) or press *9 (Phone) to “raise your hand” virtually following the item being called. This will place you in the queue for public comment.

After any related presentations, staff will ask members of the public to indicate if they want to speak on the item. When calling on speakers, staff will identify them by name or the last four digits of their phone number, if available. Each speaker will be asked to unmute by either clicking “unmute” (Zoom Webinar) or dialing *6 (Phone). To ensure that hearings run as smoothly as possible, we request that you unmute only when called upon by Planning staff.

Speakers typically have one or two minutes to speak. The sound of a buzzer or a verbal indication will mark the end of the specified time limit, after which Planning staff will ask the speaker to conclude their remarks. When that speaker concludes, they will be muted again, and Planning staff will move on to the next speaker.

Requirement for the Submission of Materials

Written materials may be submitted to the staff contact identified on the Hearing Notice before or during the meeting, by email or U.S. mail. The case number must appear on all communications, plans, and exhibits.

Interested Parties

To be placed on the Interested Parties list and receive future notifications related to a project, including when a decision is issued on the matter, please click here to fill out an Interested Parties form or you may access it through a link on the hearing agenda.