Local State of Emergency - Modified Public Meeting Process

On March 17, 2020, the Board of Supervisors declared a local state of emergency as the result of the Governor’s Declaration of State of Emergency on March 12, 2020, and the President’s Declaration of National Emergency on March 13, 2020, in relation to the COVID-19 pandemic. As such, the Code of Virginia requires and allows governing bodies of localities and other public entities to conduct their meetings in manners which are consistent with providing continuity of government and in a safe and healthy manner, and for the public safety, health and welfare for the governing body and all attendees/interested parties consistent with open government.

In an effort to ensure the transparent continuity of government and citizen involvement during this uncertain time, a modified public meeting process has been implemented. The modifications are designed to encourage our citizens to participate in local government while practicing the safety guidelines of social distancing and self-quarantining, as well as the Governor’s order to limit gatherings to fewer than ten people. The process is outlined below.

(This process is subject to change as further guidance is received or as the situation progresses.)

  • Matters on the agenda will only be those important or essential to continuing the work of the government.
  • A quorum of the board or commission and essential staff will assemble in the meeting space in a manner consistent with safe social distancing guidelines set forth by public health officials.  If an emergency meeting is called to discuss items relative to COVID-19, all parties may participate electronically. Va. Code § 2.2-3708.2(A)(3)
  • Public access to the meeting room will be limited to allow a maximum of ten people at a time.  This count does not include board or commission members and staff as outlined in Executive Order 53.  The mic and lectern will be sanitized after each speaker, and speakers are encouraged to not touch the mic or lectern at any time.
  • Citizens who wish to attend the meeting in person will be seated on a first come first serve basis.  Overflow spaces will be used if available.
  • The Dinwiddie County Sheriff’s Office will maintain a presence at public meetings and will enforce the guidelines set forth by the Governor in Executive Order 53. Va. Code § 15.2-1200
  • Once a quorum has been met, board or commission members and staff not in attendance will have the opportunity to participate in the meeting via electronic means.
  • Citizens will have an opportunity to hear, and in some cases view the meeting via electronic means.  Instructions will be provided prior to the meeting through typical public notice means, and participation instructions are shown below.
  • Speakers and presenters will present information in a manner that would be sufficient for participants who will be attending or participating by telephone only.
  1. Citizen Participation Instructions
  2. Meeting Links
  3. Public Meeting Calendar

Citizen Participation Instructions:

  • Citizen comments or public hearing comments will be accepted in writing or via telephone up until close of business one (1) day prior to the scheduled meeting.   Comments submitted will be read during the meeting and will be part of the public record.  (Workshop meetings do not allow for citizen comment periods.)
  • Citizens are highly encouraged to use an online form to submit their comments, instead of coming to speak in person.  Online forms can under the meeting links tab of this page. Comments can also be submitted to Stephanie Wray, PO Drawer 70, Dinwiddie, Virginia 23841, swray@dinwiddieva.us, or 804-469-4500, option 1, extension 2103.
  • Webex will be the platform used for participants to access the meeting remotely.  In order to accommodate everyone, participants will be able to attend via telephone or computer.  Instructions will be listed for each meeting on the meeting links tab above as well as on the agenda.