The Charlottesville City Council convened a special meeting, moved into a closed session under the Virginia Freedom of Information Act to consider prospective Planning Commission nominees, certified the closed session and voted to appoint two individuals to the Planning Commission before adjourning.

The presiding official opened the meeting, saying, "I called the Charlottesville, city council special meeting to order," and asked the clerk to call the roll. Madam Clerk called the names of Councilor Fletcher, Vice Mayor Ochsner, Councilor Payne, Councilor Snook and Mayor Wade; members answered affirmatively, establishing a full council presence.

Shortly after the roll call, the presiding official asked for a motion to convene a closed session. Madam Clerk read the legal basis aloud: "Pursuant to section 2.2 dash 3 7 1 2 of the Virginia code" and later, "Pursuant to Virginia code section 2.2 dash 3 7 1 1 a 1 for discussion and consideration of prospective candidates to be appointed to the Planning Commission." The council voted to enter closed session; the meeting record shows verbal assent and the presiding official announced that "City council is now in closed session."

After the closed session, the council returned to open session and Madam Clerk moved that the council certify by recorded vote that, to the best of each council member's knowledge, only matters lawfully exempted from the open meeting requirements were heard, discussed or considered in closed session. The presiding official recorded that "The motion passes 5 to 0."

The council then addressed whether to announce the individuals considered in closed session. Madam Clerk moved "that we appoint, Josh Karp and Ross Hartis to the Planning Commission." The motion was seconded and members voted verbally in favor. The council did not record individual roll-call votes in the transcript; the proceedings indicate a unanimous voice vote to approve the two appointments.

The presiding official thanked applicants and colleagues, singling out Phil de Deranzio "for his commitment and service to the Planning Commission and to the housing committee" and noting his long service to the community. With no other business, the presiding official moved to adjourn; the motion was seconded and members voted in favor.

The council’s actions complete the appointment process for the two nominees announced at this special meeting. The record supplied in the meeting transcript does not include written motions besides the spoken motions, a roll-call vote by name for the appointments, or further details about the appointees’ qualifications or terms.