Zoning Hearing Board minutes template
Zoning hearings usually have a separate verbatim or stenographic record of testimony; in Pennsylvania the Municipalities Planning Code calls for a stenographic record of the hearing proceedings. The minutes are the concise record of the meeting: the application, who appeared, exhibits, and the board’s decision and vote. Confirm local practice with your board’s solicitor.
The template
[MUNICIPALITY] ZONING HEARING BOARD
MINUTES OF HEARING
[Weekday, Month Day, Year]
CALL TO ORDER
Chair [Name] called the hearing to order at [time] p.m. at [location].
ATTENDANCE
Board members present: [Name], Chair; [Name]; [Name]
Alternate: [Name, if seated]
Also present: [Name], Board Solicitor; [Name], Zoning Officer; [Name], Court Reporter
APPLICATION
Appeal No. [number] – [Applicant name], [property address, tax parcel], [zoning district].
Relief requested: [variance from Section ___ / special exception under Section ___ / appeal of the Zoning Officer's determination].
Notice: The Solicitor confirmed that the hearing was advertised on [dates], the property was posted on [date] and adjoining owners were notified.
APPEARANCES
For the applicant: [Name], [attorney/engineer/witness].
Parties granted standing: [Names and addresses].
Others commenting: [Names and addresses].
EXHIBITS
A-1 [description]; A-2 [description]; B-1 [Board exhibit: proof of publication].
DELIBERATION AND DECISION
[Name] moved, seconded by [Name], to [grant/deny/grant with conditions] the requested [relief], [conditions].
Vote: [Name] – Yes; [Name] – Yes; [Name] – No. Motion carried 2-1.
A written decision with findings of fact and conclusions of law will be issued within the time required by law.
ADJOURNMENT
The hearing adjourned at [time] p.m.
Respectfully submitted,
______________________________
[Name], Secretary
How to use it
- Record what was decided, not everything that was said. Keep discussion summaries to a sentence or two.
- For every motion, record the mover, the seconder and each member’s vote. Write the tally (for example, 3-0 or 2-1).
- Write money amounts, parcel numbers and resolution or ordinance numbers exactly.
- For an executive session, record the times and the stated reason, and confirm that any action was taken in public.
- Mark the draft “DRAFT” until the board approves it, then record the approval date.
Requirements vary by state. See the state minutes law guides.
Other templates
Let the recording fill in the template.
Upload your meeting recording and QuorumBook drafts these minutes for you, with every motion and vote. Your first two meetings are free.