(A) Rules of procedure. The Zoning Board of Appeals shall adopt rules and/or procedures for the conduct of its meetings and the performance of its powers and duties. The procedures shall be in accord with the provisions of this chapter and applicable state law. The Board shall annually elect a chairperson, a vice chairperson, and a secretary.
(B) Meeting times. Meetings of the Zoning Board of Appeals shall be held at the call of the Chairperson and at such other times as the Board may specify in its rules of procedure. The applicable provisions of Public Act 267 of 1976, as amended, M.C.L.A. 15.261 et seq. (Open Meetings Act) shall apply.
(C) Quorum. A majority of the total membership of the Board shall comprise a quorum.
(D) Minutes. Minutes shall be kept of each meeting and the Zoning Board of Appeals shall record into the minutes all findings, conditions, facts, and other relevant factors, including the vote of each member upon each appeal case. All meetings and records shall be open to the public. All minutes shall be filed in the office of the Village Clerk. The Village Clerk, or the Clerk's agent, shall act as recording secretary to the Zoning Board of Appeals, including recording the minutes, publishing legal notices, and providing notices to property owners and others required by law.
(E) Application to Zoning Board of Appeals. Applications shall not be accepted unless all of the following information is submitted:
(1) A completed application form (provided by the village);
(2) An accurate, scaled site plan (if appropriate) with enough information to clearly indicate the nature of the issue being considered. The Zoning Administrator shall determine the completeness of such plans.
(3) An application fee as may be determined by the Village Council from time-to-time.
(4) A written explanation from the applicant indicating why the application meets the applicable review standards of this chapter.
(F) Public hearing. Upon receipt of an application as required by this subchapter, the Zoning Board of Appeals shall fix a reasonable date, time, and place for a hearing and shall publish a notice of hearing in a newspaper of general circulation within the village, and shall send such notice to the applicant not less than 15 days before the hearing date. Notice shall also be sent to all persons to whom real property is assessed within 300 feet of the property involved in the appeal and to the occupants of all structures located within 300 feet of the property, including properties and occupants located outside of the village. The Board may adjourn any meeting held in order to allow the obtaining of additional information, or to provide further notice as it deems necessary. If the name of an occupant is not known, the term "occupant" may be used in making notification. [Amended 3-10-2008]