At the June 18 meeting, a staff member presented training titled “Making sound decisions,” reviewing legal standards and best practices the City of Coldwater Zoning Board of Appeals should apply when considering variance requests.

The staff member said the board should base decisions on four core elements: the zoning ordinance, the full record of facts, site-specific land conditions, and the validity of claimed hardship. The presentation referenced the Michigan Zoning Enabling Act and materials from the Michigan Municipal League and the Michigan chapter of the American Planning Association as background resources cited by staff.

Staff summarized five findings the applicant must typically demonstrate for a dimensional variance: unique conditions of the lot, continued reasonable use of the property, no adverse impact to neighboring properties or the public, the condition was not self-created, and the variance requested is the minimum necessary. Staff emphasized that “variances run with the land, not the owner,” and that the board’s written findings of fact are important in the event of later litigation.

Staff also reviewed model motions and examples, including a sample front-yard setback reduction from 25 feet to 15 feet to allow a covered porch, and explained that all five statutory conditions generally must be met to approve a variance. Staff advised including clear, reasonable conditions in approvals — for example, “as shown on the site plan” — so future construction matches the approved design.

The presentation covered administrative practice items: recorded memoranda of variance are filed with the register of deeds, title reports and seller disclosures typically reference recorded variances, and applicants or purchasers can ask staff or the planning office for variance records.

The session was presented as required training; no formal decision or policy change was made during the meeting.