Community Meetings Process

1. The Property Details Viewer was created to assist applicants in filling out the Online Community Meeting Request Form. Instructions for how to use the online tool are listed in the About page of the Property Details Viewer.

1. For in-person meetings, the physical meeting location and address must be provided.

   NOTE: In-person meetings must be held at an ADA accessible facility located within five miles of the development site. If the driving distance for the in-person meeting site is outside of five miles from the development site, meeting site approval from the Planning and Zoning Officer is required. Please send a request to hold the meeting outside of five miles of the development sit to: opz_fivemiles@aacounty.org. Please include the address of the site and the driving distance from the proposed development site.  

2. For hybrid meetings, the following must be provided: the physical meeting location and address, a link and phone numbers for joining the virtual component of the meeting, joining instructions, and a public link that requires no passwords or software installation.
3. For virtual-only meetings, a link and phone numbers for joining the virtual meeting, joining instructions, and a public link that requires no passwords or software installation.

1. A vicinity map with the site and major roads clearly shown;
2. A site plan that includes existing features, proposed development, and stormwater design;
3. Requested modifications, if any;
4. A list of names and addresses for all first-class mailed notices that will be mailed to meet the requirement outlined in §17-2-107(d) of the County Code; and,
5. A copy of the draft mailed notice.

1. Online Mailed Notice Evidence Form;
2. Online Meeting Recording Form (Only Links Accepted); and
3. Online Post-Meeting Document Form.

1. The type of meeting (in-person, hybrid, virtual);
2. Physical location and address for an in-person or hybrid meeting;
3. A link to the meeting and other joining information if the meeting is hybrid or virtual;
4. A link to supporting documentation; and
5. Contact information for the applicant or applicant’s agent.

1. The date and time of the community meeting;
2. The location and address for an in-person or hybrid meeting;,
3. For virtual-only meetings, a statement specifying that any objections to the virtual meeting format must be given in writing one business day prior to the meeting date by emailing OPZCommunityMeetings@aacounty.org and that County Holidays and weekend days are excluded from business days.
4. A link to the Anne Arundel County’s Community Meeting Calendar webpage where meeting information will be displayed; and

5. The applicant/applicant’s agent contact information (for questions and hard copy requests).

    

1. All lot owners within 300 feet of the property to be subdivided or developed.
2. The President of any community or homeowners' association of any community that is within 300 feet of the property to be subdivided or developed (Community Associations in AACO).
3. The Office of Planning and Zoning, Research & GIS Section, 2664 Riva Road, 4th Floor/MS 6401, Annapolis, MD 21401.
4. The Office of Planning and Zoning, Development Division, 2664 Riva Road, 3rd Floor/MS 6305, Annapolis, MD 21401.
5. The County Councilmember of the Councilmanic District in which the subdivision or development is located.
6. If the property abuts other Councilmanic districts, to those County Councilmembers.
7. The County Executive, Office of the County Executive, 44 Calvert Street, Annapolis, MD 21401.

1. Satisfactory evidence that first-class mailed notices outlined in §17-2-107 were mailed not less than 21 days prior to the community meeting. Satisfactory evidence will include a certificate of mailing (PS Form 3817) for each piece of first-class mail or a signed affidavit including copies of the mailing label file. In the State of Maryland an affidavit does not need to be notarized, but it needs to be signed based upon personal knowledge and under the penalty of perjury. Acceptable language that must be included within any affidavit is, "I DO SOLEMNLY AFFIRM under the penalties of perjury that the facts and matters contained within this Affidavit are true and correct based upon my personal knowledge."
2. A copy of the final notice document.

1. If the notices do not comply with the requirements outlined in §17-2-107 of the County Code, OPZ will notify the applicant that the community meeting will need to be rescheduled.
2. If the notices do comply with the requirements outlined in §17-2-107 of the County Code, then OPZ staff will post the project on the Community Meeting Calendar including:
   1. The date and time of the community meeting;
   2. The location and address for the in-person or hybrid meeting;
   3. For virtual-only meetings, a statement specifying that any objections to the virtual meeting format must be given in writing at least one business day prior to the meeting date by emailing OPZCommunityMeetings@aacounty.org and that County Holidays and weekend days are excluded from business days.
   4. Whether or not there is a virtual component and joining information for the virtual component;
   5. A link to supporting documentation; and
   6. Contact information for the applicant or applicant’s agent.

Minimum requirements for recording the meeting include the following:

1. The County will only accept a single audio or audio-visual URL link that contains the meeting recording. Applicants cannot submit a file or multiple files to meet this requirement, as the community meeting will be voided and the meeting will be required to be rescheduled.
2. If the in-person community meeting is a hybrid meeting:
   1. The meeting location must have a strong enough internet connection to run the virtual component; and
   2. The applicant must use a virtual meeting platform that allows recording.
3. There must be adequate hardware to record the meeting, including a microphone (wired or wireless). An inadequate audio or audio-visual recording will not be accepted - the community meeting will be voided and the meeting will be required to be rescheduled.

1. Assign and use a meeting facilitator who is not making the presentation.
2. Consider using two meeting hosts in case one has internet or connectivity trouble, the other host can continue to host the meeting.
3. For participants who do not have their profile name set or join by phone only, have the meeting facilitator ask for names as people join the meeting and change the profile name for the meeting.
4. Consider allowing participants to ‘chat’ only with the meeting facilitator to work out technical issues while the presentation is happening and ask participants to use the ‘raise hand’ function when they want to ask a question. Alternatively, allow participants to use the chat or question/answer function to ask questions during the presentation.
5. Keep everyone muted except the presenter or person asking a question to cut down on background noise.
6. When the screen is initially shared, ask participants if they can see what is being projected, and if they cannot, make necessary adjustments.

1. List of meeting participants and post meeting commenters including name, affiliation (if any), mailing address, and email address;
2. Completed Community Meeting Checklist Form;
3. Written meeting minutes;
4. Written summary of comments received during and after the community meeting, as well as responses; and
5. Evidence that a copy of the written summary of comments and responses was sent to each participant at the virtual community meeting, people who commented after the meeting, and to all property owners within 300 feet of the property to be developed.