ZONING BOARD WORKSHOPS Center for Land Use Education Lynn Markham and Becky Roberts Cooperative Extension and the College of Natural Resources University of Wisconsin - Stevens Point Workshop Outline Part I • Zoning board basics • Organization and approach to keep your BOA out of trouble Part II - Variances • 3-step test including new case law • You be the judge Workshop Outline Part III: • • • Conditional uses including 2005 case law Administrative appeals including 2005 case law Open discussion Why do communities have zoning? • It is one tool to achieve community goals such as: – Public health & safety – Natural resource protection – Protection of investments • Landscape scale: Group/separate land uses on the landscape to minimize conflicts and encourage cooperation • Parcel scale: Specify the size & location of buildings on each parcel Terminology State statutes define: – Counties have boards of adjustment s. 59.694, stats. for counties, s. 60.65 for towns – Cities & villages have boards of appeal s. 62.23(7)(e), stats. for cities, 61.35 for villages & 60.62 for towns with village powers Both are commonly referred to as: – Zoning Board – BOA – Different from the ‘zoning committee’ The zoning board acts like a court… 1) It applies law to particular fact situations (quasi-judicial decisions). 2) Policy development & adoption are legislative functions reserved for the planning commission & governing body. The zoning board acts like a court… • • • Like a court, zoning board decisions can be appealed to higher courts. If state statutes and case law are followed, decisions will generally be upheld. A solid legal record minimizes legal costs and zoning board reconsideration. Discretion… Discretion Flexibility in decision-making Legislative policies ordinances Quasi-judicial variances conditional uses adm. appeals Administrative permits Keeping your zoning board out of trouble… Organization Ethics for decision-makers Open meetings law On-site inspections Standards on appeal Organization of the board… County: 3-5 members appointed by county board chair or elected executive. Municipal: 5 members appointed by the mayor, village president or town chair. Appointments are subject to approval by the governing body. Alternates and Quorums 2005 legislation New legislation Appointing Alternates • Counties, cities, villages and towns with village powers shall appoint 2 alternate members to the BOA – 1st alternate shall act with full power when a member cannot vote due to conflict of interest or absence – 2nd alternate only acts when 1st alternate or multiple BOA members cannot vote – 2005 Wisconsin Act 34 New legislation Quorum Requirements • If a quorum is present, the BOA may take action by majority vote of the members present. – 2005 Wisconsin Act 34 Organization of the board… • Members serve staggered 3-year terms. • Vacancies are filled for the remainder of a term. • County members must reside in unincorporated areas & no more than one from each town may serve. • Removal from the board is only for cause after written charges & an opportunity for a hearing. • Members of the governing body should not serve. Selection of officers… County: The zoning board chooses its own chair. Municipal: The mayor, village president or town chair designates the chair of the zoning board subject to approval of the governing body. Operating rules… County: County board must adopt rules for operation of the BOA. BOA may adopt additional rules to implement county board policies. Municipal: BOA must adopt rules consistent with any ordinance requirements. Robert's Rules of Order may be adopted to apply in absence of specific ordinances, rules or statutory requirements. Conflicts of Interest • An official is prohibited from taking advantage of public office for private gain & from failing to perform duties of the office. • If an official or their family or associates have a private financial interest in a public contract, statutes limit involvement in the contract. Conflicts of interest… • Factors likely to cause a member to prejudge or unfairly judge a matter are reasons for recusal. • A board member's opinions about issues do not necessarily disqualify the member. • Consider any appearance of conflict of interests in deciding whether to recuse. New case law Zoning board bias • Payne & Dolan applied for a conditional use permit for a gravel pit • Local officials deciding on CUPs and zoning board decisions must not harbor bias, or an impermissibly high risk of bias, or prejudge the application Keen v. Dane County, 2004 WI App 26 New case law Biased? • Decision maker #1 In a letter submitted as part of the CUP application: “Payne and Dolan has always stood out above the rest in their efforts and success in being a good corporate citizen and caretaker of the land.” • Decision maker #2 Leased his land to Payne and Dolan for the operation of a gravel pit. Keen v. Dane County, 2004 WI App 26 Ex parte communication… • "Ex parte" communication = discussion regarding a pending matter not included in the public record. • Board members should… – avoid it, – disclose it & – encourage citizens to make important information part of the record. Abstention vs. Recusal Abstain = to refrain from voting Recuse = to refrain from voting and all official participation in matter Open Meetings Law Wisconsin’s Open Meetings Law requires: – meetings are open & accessible to the public, including the disabled. – the public is provided with advanced notice of meetings. – closed sessions are limited to specified circumstances & procedures. Hearing notice… County Class 2 notice required Pop. of 250,000 or more Posting recommended County Pop. less than 250,000 Posting required (2 weeks prior) Class 2 notice recommended City Class 1 notice required Posting recommended Posting one week prior required Village or town • • • Class 1 notice – 1 newspaper publication at least one week prior Class 2 notice – 1 newspaper publication per week for at least two weeks prior Posting – Public notice posted in 3 public places Content of notice… Content of notice: • meeting time, date, place & subject matter, • may provide for a period of public comment, • generally, only noticed agenda items may be decided & • notice of any planned closed sessions if the meeting will be reopened within 12 hours. Notice to other parties… To media requesting it. To the government’s official newspaper To DNR 10-days prior to hearings for shoreland, shoreland-wetland & floodplain zoning. Mailed notice to parties in interest: – the applicant/appellant/petitioner, – adjacent property owners & – town clerks Open meetings… 1) Purpose test = discussion, information gathering or decision-making on a matter within the jurisdiction of the body. 2) Numbers test = enough members of a body are present to determine the outcome of an action. 9 By statute, if one-half of the members of a body 9 are present, there is a meeting unless the purpose test is not met. A lesser number of members may meet the numbers test if they can block a decision. Open meetings… • Phone conferences, letters, e-mails or faxes between board members may constitute a meeting if the numbers & purpose tests are met. Open meetings… • A series of phone calls or conversations to “line up votes” or conduct other business, known as a running quorum, violates the law. • Discussion of meeting scheduling & logistics is OK. Closed sessions Closed sessions are limited to those authorized by statute. – Consideration of a case (case = controversy between parties, not decision about granting a permit). – Conferring with legal counsel about current or likely litigation. Conduct of closed sessions… • Record individual votes to convene in closed session. Those who vote against may participate without liability. • Attendance limited to Zoning Board members. • Consider only matters for which the session was closed. • Motions & decisions must be recorded. Conduct of closed sessions… • A closed session may not be reopened within 12 hours unless there was public notice of reopening. • Other options include: – amending the agenda to place closed sessions last or – amending the meeting notice to include reopening. Open meeting violations… • Members who vote against an improper closed session can participate without liability. • Members can be sued individually or as a group. • Forfeitures for violation ($25-$300) are not reimbursable. A court may void a decision made at an illegal meeting if the public interest in enforcement of the Open Meetings Law outweighs public interests in sustaining the decision. The zoning board climbs in the county van & spends 4 hours driving all over the county conducting on-site inspections for upcoming hearings. Not a word is spoken by anyone during the 4 hours. Must they comply with Open Meetings Law requirements… ? • Yes. Open meetings… • Both the numbers and purpose test (info gathering) have been met. • They must comply with the notice and public accessibility requirements of the open meetings law. Site inspections… What are your options?? Site inspections… • Do BOA members view the site as individuals? As a group? Either. Must have inspection authorization, which may be included on application. Group visits must be noticed as an open meeting. • Can the public go on-site? If the board goes on-site as a group, the inspection is an open meeting and must include the public. Otherwise members of the public must obtain owner’s permission. Site inspections… • Can the members question the property owner on-site? How about the zoning staff? You can ask technical questions or clarifications. All other questioning and discussion should be saved for the hearing. • Who can members talk with during the ride from the site to the meeting? They can talk to anyone, just not about zoning board issues. Site inspections… 1) Comply with notice & public accessibility requirements of open meeting law. 2) Information gathered during a site inspection must be included in the hearing record to be considered. 3) Consider limitations on public discussion (observation only). Making BOA decisions (we’ll talk about this in a few minutes) Recording decisions 2005 case law New case law Recording Decisions • Payne & Dolan applied for a conditional use permit for a gravel pit • Local ordinance listed 10 factors to consider when deciding a CUP Keen v. Dane County, 2004 WI App 26 New case law Recording Decisions • Zoning committee granted the CUP, including 61 conditions, but did not refer to the 10 factors • A record without any reference to the factors is not sufficient Keen v. Dane County, 2004 WI App 26 New case law Recording Decisions • Lamar applied for a variance to raise a billboard above the City’s max sign height • BOA denied variance • Supreme Court found BOA record inadequate because it did not explain reasons for denying variance Lamar Central Outdoor v. Board of Zoning Appeals of the City of Milwaukee, 2005 WI Supreme Ct. New case law Recording Decisions • BOA must express, on the record: – the statutory criteria under which the application is rejected and – the reasons the criteria are not satisfied • Not necessary to include in written decision • Courts will review the record on appeal Lamar Central Outdoor v. Board of Zoning Appeals of the City of Milwaukee, 2005 WI Supreme Ct. Recording Decisions • Tips: – BOA has to decide on each statutory and ordinance standard – BOA members wishing to deny permit should articulate their rationale to other members – Distribute and fill out decision forms before voting – Consider requiring applicants to submit proposed decisions or findings of fact as part of application process or presentation Recording decisions Fact situation. The fact situation is described based on the record (proposal, site conditions, project impacts, language appealed, etc.). Standards & rationale. Ordinance or legal standards are applied to the fact situation (e.g., conditional use standards or 3-step test for variances). Decision & associated conditions. A decision is rendered & any conditions on approval or administrative action to be taken are described (e.g., issuance of a permit). Appeals of zoning decisions Planning & zoning committee Governing body Board of adjustment/appeals Circuit court Court of appeals Wisconsin supreme court Standards on judicial review… Courts defer to local decision makers when these tests are met: 1) Subject matter jurisdiction Did the body decide a matter that it is empowered by statute or ordinance to act on? 2) Proper procedures Did the body follow proper procedures (open meeting law, public notice, hearing, record of decision, etc.)? 3) Proper standards Did the body apply proper standards in making the decision (e.g. 3-step test for a variance)? 4) Rational basis for the decision Could a reasonable person have reached this conclusion? 5) Evidence in the record Do facts in the record of the proceedings support the decision? Take a break! BOA Decisions Who does zoning? Elected Appointed County Board Elect County Board Chair Policy Recommendations Planning & Zoning Committee Supervise Zoning Administrator Appoint Appoint Other Committees Zoning Board of Adjustment Appeal Remand Circuit Court Who does zoning? Veto* County Executive (optional) County Board County Administrator Elect (optional) County Board Chair Policy Recommendations Planning & Zoning Committee OR Appoint Appoint Appoint Appoint Other committees Supervise Zoning Administrator** ** Appointed by county exec or administrator with confirmation from board, or by county board Zoning Board of Adjustment Appeal Remand Circuit Court * If the exec vetoes a resolution or ordinance, the board can override the veto by a 2/3 vote Who does zoning? Conditional use permit County Board Elected New ordinances & amendments with rec’s from P&Z Appointed Elect County Board Chair Policy Conditional Appoint Recommendations use permit Planning & Zoning Committee Supervise Zoning Administrator Other Committees Regular permits (permitted uses) Conditional Appoint use permit Variances & adm appeals Zoning Board of Adjustment Appeal Remand Circuit Court Zoning Board Decisions 1. Administrative appeals – contested decisions & interpretations of administrative officials. 2. Special exceptions/conditional uses – uses which must be tailored to a site. 3. Variances – relaxations of ordinance standards. Variances Variances… Purpose: to preserve local regulatory standards, prevent regulatory takings and avoid unnecessary burdens on property owners. Variances are not meant to provide general flexibility in ordinances. Ordinances should provide a level of flexibility that preserves regulatory objectives and maintains community support. Variances… Use variances “permit a landowner to put property to an otherwise prohibited use.” Area variances “provide an increment of relief (normally small) from a physical dimensional restriction such as a building height, setback, and so forth.” Ziervogel v. Washington County Board of Adjustment, 2004 WI Supreme Ct. Use variances Use variances are not specifically prohibited by statutes but this approach presents problems: – Requests seldom qualify under the unnecessary hardship test. – Many are actually administrative appeals seeking to clarify what uses are permitted in a district. Variances… • Multiple or extreme area variances may produce the same effect as a use variance • Example: significantly reducing setbacks or lot sizes in a low density residential zoning district has the same effect as granting a use variance to convert a property from lowdensity to high-density residential. Variances… An applicant has burden of proof to show that all three statutory tests are met: 1. unnecessary hardship* 2. due to unique property limitations & 3. no harm to public interests Variances… Unique property limitations test Unique physical limitations of the property, such as steep slopes or wetlands must prevent compliance with the ordinance. Variances… Unique property limitations test • Circumstances of an applicant such as a growing family or need for a larger garage, are not a factor in deciding variances. • Limitations that prevent ordinance compliance & are common to a number of properties should be addressed by ordinance amendment. Variances… Public interest test • A variance granted may not harm public interests but is not required to advance them. • Look to the purpose statement for guidance regarding public interests. • The effect of a variance on community interests must be considered, not public patrons or clientele. • Short-term, long-term and cumulative impacts of variance requests must be considered. Zoning staff should provide an impact analysis. Variances… Unnecessary hardship for use variances • Unnecessary hardship = no reasonable use of property without a variance. • If a parcel as a whole provides some reasonable use, then the test is not met. Redefining unnecessary hardship for area variances 2004 case law New case law Ziervogel & area variances… • House located 26 feet from the OHWM of Big Cedar Lake in Washington County • Owners wanted a 10-foot vertical expansion of their house to add two bedrooms, two bathrooms, and an office to the house • Washington County's Ordinance prohibited expanding any structure within 50 feet of the OHWM of a lake • Washington County BOA denied variance request • Circuit Court & Court of Appeals affirmed • Supreme Court changed standard New case law Use variance Area variance Consider project design & other alternatives Determine that all 3 statutory variance criteria are met: 1) Unnecessary hardship 1) Unnecessary hardship = no reasonable alternative use = unnecessarily burdensome in view of ordinance purpose 2) Unique physical property limitations 3) No harm to public interests New case law Unnecessary hardship for area variances… • Unnecessary hardship = when compliance with the ordinance would: – unreasonably prevent the owner from using the property for a permitted purpose, or – be unnecessarily burdensome in view of ordinance purposes Ziervogel v. Washington County Board of Adjustment, 2004 WI Supreme Ct. New case law Unnecessary hardship for area variances… Is the regulation unnecessarily burdensome considering: 1. the purposes of the regulation 2. the fact situation (project design, location, etc.) 3. the impact of the requested variance on ordinance objectives/purposes 4. whether impacts can be adequately mitigated by conditions on the variance, and 5. the extent of the burden on the property owner Is the burden on the property owner of living without the variance necessary in order to achieve the purpose of the ordinance? What does “unnecessarily burdensome” mean?? Old case law • Should an after-the-fact variance be granted for the red porch because its removal would be “unnecessarily burdensome”? 13 ft. • The BOA denied the variance and the WI Supreme Court affirmed stating the hardship was self-created and the porch no more than a personal convenience”. Snyder v. Waukesha County Zoning Board, 1976 Unnecessary hardship… For all variances • Determined on a case-by-case basis • Consider the sum of related facts • Hardship cannot be self-imposed or created by a prior owner • Loss of profit or financial difficulty do not constitute hardship Variances… • A variance runs with the property. • A variance does not create a nonconforming structure. • Lack of objections from neighbors does not justify a variance. • Nor do nearby ordinance violations. Would you grant the variance?? Pie r 35’ House 1000 sq. ft. Proposed addition 15’x30’ Septic Field W Lake Emily N Considerations for variance applications on shoreland properties Purposes of shoreland zoning include… • Prevent and control water pollution • Protect spawning grounds, fish and aquatic life • Reserve shore cover and natural beauty Runoff Volume Phosphorus Inputs Sediment Inputs 4x Adapted From: Wisconsin DNR 5x 6x 18x • • • • Effects of Increased Impervious Surfaces More runoff carrying more sediment and nutrients into the lake or stream Erosion Increased algae growth Fewer fish & insect species 8-12% Greater than 12% Less than 8% Increasing impervious surface in the watershed Decreasing number of fish & fish species Fish found in streams when impervious surface in the watershed was: Less than 8% 8 - 12% Greater than 12% Iowa darter Black crappie Channel catfish Yellow perch Rock bass Hornyhead chub Sand shiner Southern redbelly dace Golden shiner Northern pike Largemouth bass Bluntnose minnow Johnny darter Common shiner Golden shiner Northern pike Largemouth bass Bluntnose minnow Johnny darter Common shiner Creek chub Fathead minnow Green sunfish White sucker Brook stickleback Creek chub Fathead minnow Green sunfish White sucker Brook stickleback Creek chub Fathead minnow Green sunfish White sucker Brook stickleback Wang et al. 2000 The Buffer Zone How do buffers work? Deep-rooted native shoreline & upland plants are more effective than lawn grasses at stabilizing shorelines & halting erosion. Buffer zone functions: Reduce runoff, erosion & sedimentation to preserve water quality/clarity Take up nutrients that feed algae Wildlife food, shelter and critical habitat Combat invasive species Preserve natural beauty Pie r 35’ House 1000 sq. ft. 150 feet Proposed addition 15’x30’ Septic Field 50 feet W Lake Emily N Variance proposal – Property owner proposes to build a 15’x30’ addition to be used for a family room which he says is necessary for year-round living upon his retirement. – Existing house was built in 1936 and the center of the building is located 35 feet from the ordinary high water mark . – Lot is 50 feet wide and 150 feet deep. – Lot is flat (<3% slope) with loamy soil. – 13 of the 62 lots around Lake Emily are smaller than the lot in question. – Currently the lot is 21% impervious. With the addition, it would be 27% impervious. – Approx. 15 feet of shoreline has been lost due to erosion in the last 20 years . Part II by Dean Richards Attorney with Weiss Berzowski Brady LLP Delafield, Wisconsin • Conditional uses including 2005 case law • Administrative appeals including 2005 case law • Open discussion Conditional Uses Conditional uses… Permitted uses Where allowed Who decides Discretion Added conditions Appeal Everywhere in district Administrator Must be granted if standards are met None permitted BOA Conditional uses (special exceptions) Tailored to site & neighboring uses Commission/committee, BOA, governing body May be granted or denied Added conditions OK (design & performance) Court - BOA if decided by P&Z committee Who decides conditional use permits and appeals of these decisions? CUP decision Planning & Zoning Committee CUP decision Appeal Appeal BOA Remand Circuit Court Appeal CUP decision County Board Remand Conditional uses… 1) Must be listed for the zoning district 2) OK to require compliance reporting by owner 3) Later modification of conditions is limited Conditional uses… Development restrictions such as permit conditions & exactions must meet 2 tests: 1) address expected harmful project impacts (essential nexus) 2) be proportional to the extent of those impacts (rough proportionality). New case law Can a town board of adjustment issue a conditional use permit? – If a town (or county) board provides in its zoning ordinance that its BOA may grant CUPs, then – and not otherwise – does the BOA have the power to do so. – This avoids arbitrary or politically driven assignment of CUPs to different decision-making bodies. Magnolia Township and Western Rock County Citizens Against Factory Farming v. Town of Magnolia. 2005 Ct. App. New case law – A CUP was granted for a resort in 1981 – A fire destroyed a substantial portion of the hotel in 2002 – Owners failed to comply with raze or repair orders – Both town and county pursued termination of CUP following public hearings Rainbow Springs Golf Company, Inc. v. Town of Mukwonago. 2005 Ct. App. New case law Can revoking a CUP be considered an unconstitutional taking without just compensation? – Rainbow Springs argued a CUP is a property right so revoking a CUP is a taking – Holding: • A conditional use permit (CUP) is a type of zoning designation • Zoning does not provide property rights • So revoking a CUP is not a taking of property rights Rainbow Springs Golf Company, Inc. v. Town of Mukwonago. 2005 Ct. App. Administrative appeals Administrative Appeals • Legal process to resolve disputes regarding: – Ordinance interpretation (text, maps, jurisdiction, measurements, etc.) – Reasonableness of zoning decision (zoning permit, CUP) Administrative Appeals Who can file an appeal? • Any aggrieved person: – appellant/applicant given unfavorable decision – Neighbors/property owners affected by decision – state program oversight agencies (DNR, DATCP) • Any officer, department, board or bureau of the municipality affected by a decision of an administrative officer Administrative Appeals When can an appeal be filed? • Whenever there is an alleged error (procedural, substantive or equitable) Administrative Appeals Time limits on appeal: • State statutes do not specify time limit • Limits can be set by local ordinance or rule (e.g., within 30 days of notice of administrative decision) • If there is no time limit, clock begins ticking when aggrieved parties find out about decision In some cases courts have decided that an appeal period began when construction commenced Administrative Appeals Procedure for appeal: • Notice of appeal filed with administrative officer and BOA • Action stayed • BOA provided with record of decision • Public notice Administrative Appeals • Role of BOA: – The board functions like a court – Its job is to apply the zoning ordinance and appropriate legal standards to the facts of each case – The board does not have authority to amend or repeal any provision of the zoning ordinance New case law – Washburn County applied for a CUP to operate a gravel pit – County zoning committee granted the permit over the opposition of neighbors – Osterhues appealed to BOA Osterhues v. Board of Adjustment for Washburn County, 2005 WI Supreme Ct. New case law How should the BOA proceed? Fact finding hearing? (de novo) Error finding hearing? Osterhues v. Board of Adjustment for Washburn County, 2005 WI Supreme Ct. New case law When BOAs hear appeals, they have the authority to: – Conduct a de novo hearing, – Take new evidence, and – Substitute their judgment for the zoning committee or zoning administrator’s judgment Osterhues v. Board of Adjustment for Washburn County, 2005 WI Supreme Ct. From WI Statutes… Section 59.694(8) ORDER ON APPEAL. In exercising the powers under this section, the board of adjustment may, in conformity with the provisions of this section, reverse or affirm, wholly or partly, or may modify the order, requirement, decision or determination appealed from, and may make the order, requirement, decision or determination as ought to be made, and to that end shall have all the powers of the officer from whom the appeal is taken. • • The BOA has all the powers of the zoning administrator and zoning committee & may reverse, affirm or modify decision. The BOA does not have authority to remand a decision to the zoning committee. Decision standards when BOAs hear appeals 1. Was the decision made by the correct person/body according to the zoning ordinance? Does the ordinance allow for the decision made? 2. Were proper procedures followed? 3. Were the proper standards from the ordinance used? 4. Is there evidence in the record supporting the decision the zoning committee reached? The BOA may take additional evidence. Is there evidence that is new and relevant to ordinance standards? Decision standards when BOAs hear appeals It is up to the BOA to decide whether it will: • review the decision based on the record at hand OR • hold a de novo hearing WARNING BOA may have to defend its action on an incomplete record if challenged Questions or comments?? 715-346-3783 http://www.uwsp.edu/cnr/landcenter/ Center for Land Use Education Lynn Markham and Becky Roberts Cooperative Extension and the College of Natural Resources University of Wisconsin - Stevens Point