Magistrate and staff discuss shifting telephonic hearings to video and clarify sworn-statement practice

Flagler Beach Special Magistrate and staff discussed adopting visual (Zoom-style) appearances for code enforcement hearings and clarified the city’s current practice of using sworn statements for telephonic appearances.

During the meeting the magistrate said video would add value by allowing staff to see respondents and suggested the city explore setting up a room and procedure for remote visual hearings. Staff noted the city used Zoom during COVID and that a new IT coordinator, Daniel, had recently joined the team and could evaluate feasibility.

Why it matters: Moving from telephone-only hearings to video could increase transparency and improve the quality of evidence and participant interaction; staff said they will evaluate options but made no firm commitment to a timeline.

Existing safeguards and practice: The city uses a sworn statement for telephonic appearances so magistrates avoid making ex parte rulings. The magistrate reiterated that sworn statements documenting reasons for remote appearance should continue to be used, and that staff can forward requests to the magistrate for review if there is any doubt about “good cause.”

Next steps: Staff will discuss technology options with the new IT coordinator and keep the current telephonic procedures in place until a solution is implemented; magistrate review remains available for contested good-cause requests.

Administrative detail: Staff also noted a recent switch to new agenda-management software that may change how staff reports appear; staff asked colleagues to be patient while the transition is completed.