Louisville Metro
Standard Operating Procedure for Video Conference for Planning Commission and BOZA Meetings
1. The meeting shall be conducted under the recently approved regulations regarding public hearings via
video conferencing approved by SB 150 and under the requirements of KRS 61.826.
2. Planning & Design staff shall work with the Chair to determine the date and time of the first meeting, as
well as the items for the agenda. All members shall be notified of the date, time, and Webex meeting
information. This information will also be sent to public media outlets and to all Govdelivery recipients.
3. Planning & Design staff shall organize the Webex meeting and test members’ ability to utilize the
program. All members must have video capability in order to participate in any votes.
4. Once the Webex meeting begins, Planning & Design staff will conduct a roll call to determine whether a
quorum is achieved. Once a quorum is established, the Chair shall open the meeting with a special
opening statement to outline the reason for the meeting (governor’s emergency order, attorney general
findings, and recent changes in SB 150) and meeting procedures.
5. For the initial meeting, the Commission/Board will approve minutes and act on consent/business session
items only. The Commission/Board may also continue any items from previously cancelled meetings to
another meeting or to a date uncertain.
6. If a Commission or Board member experiences technical difficulties, the meeting will continue as long as
there is a quorum. An interruption in the video or audio broadcast shall result in the suspension of the
video teleconference until the broadcast is restored. If technical issues cannot be resolved after 20
minutes, the meeting will be adjourned, and any agenda items not voted on will be continue to the next
meeting.
7. In addition to the live video and audio via WebEx, a recording of the meeting will be uploaded to
Granicus and made available to the public for review.
Planning Commission/BOZA Procedures for Video Conference Meetings
1. Only cases that are simple and non-controversial will be heard (e.g. minor setback variances).
2. Each item/case on an agenda will be given an individual WebEx meeting number to help minimize the
number participants on each meeting. The WebEx information will be provided on all notices, the
agenda, and the PDS website (https://louisvilleky.gov/government/planning-design) in order to help
applicants and concerned citizens connect to their meeting properly.
3. Case materials including staff report and applicant’s presentation/materials will be posted online seven
(7) days before the scheduled video conference meetings for the public to review. Anyone wishing to
submit materials (PowerPoint presentations, photographs, etc.) to be included as part of the public
record and available for presentation during the meeting must submit the items to the case manager no fewer than seven (7) days in advance of the hearing.
4. Planning & Design staff shall organize the WebEx meeting and test members’ ability to utilize the
program. All members must have video capability in order to participate in any votes.
5. Anyone with questions about software requirements or meeting procedures for the video
referenced staff members fewer than seven (7) days in advance of the hearing.
6. Anyone wishing to speak in support, opposition, or as other for any case are encouraged to pre-register
with the case manager (contact information listed on notices). Pre-registered speakers will be allowed
to speak prior to any unregistered speakers during the hearing.
7. A physical location will be provided to accommodate citizens who do not have access to internet or
phones and wish to participate in these public meetings. Social distancing must be observed at this
physical location. Conference Room 101 of the Metro Development Center (444 S. 5th Street) will be
reserved as the physical location for these meetings during the COVID 19 state of emergency time frame
announced by Mayor Fischer.
8. The meeting shall be conducted under the recently approved regulations regarding public hearings via
video conferencing approved by SB 150 and under the requirements of KRS 61.826.
9. Once the WebEx meeting begins, Planning & Design staff will conduct a roll call to determine whether a
quorum is achieved. Once a quorum is established, the Chair shall open the meeting with a special
opening statement to outline the reason for the meeting (governor’s emergency order, attorney general
findings, and recent changes in SB 150) and meeting procedures. The meeting will then proceed as
normal based on the policies and procedures for said meeting and as outlined during the Chair’s opening
statement.
10. Anyone who wishes to speak on a particular matter will be required to be sworn in by the Chair prior to
speaking.
11. The meeting chair will call pre-registered speakers in the order they are received. Once all preregistered speakers have had an opportunity to speak, the chair will ask if there is anyone else who
wishes to speak on the matter.
12. All speakers must stay on the audio/video teleconference for the duration of the hearing in case there
are any questions regarding their testimony.
13. If a Commission or Board member experiences technical difficulties, the meeting will continue as long as
there is a quorum. An interruption in the video or audio broadcast shall result in the suspension of the
video teleconference until the broadcast is restored. If technical issues cannot be resolved after 20
minutes, the meeting will be adjourned, and any agenda items not voted on will be continue to the next
meeting.
14. In addition to the live video and audio via WebEx, a recording of the meeting will be uploaded to
Granicus and made available to the public for review.
