Planning Commission minutes template
Planning commission minutes center on plans under review. This template records each plan’s name, applicant, location, the issues discussed and the recommendation forwarded to the governing body, with each member’s vote.
The template
[MUNICIPALITY] PLANNING COMMISSION
MINUTES OF THE REGULAR MEETING
[Weekday, Month Day, Year]
CALL TO ORDER
Chair [Name] called the meeting to order at [time] p.m. at [location].
ATTENDANCE
Members present: [Name], Chair; [Name], Vice Chair; [Name]; [Name]
Members absent: [Name or "None"]
Also present: [Name], Municipal Engineer; [Name], Zoning Officer; [Name], Recording Secretary; applicants and residents as noted
APPROVAL OF MINUTES
On motion of [Name], seconded by [Name], the minutes of [date] were approved [tally].
PUBLIC COMMENT ON NON-AGENDA ITEMS
[Full name], [address] – [Subject]. [Summary.]
PLANS UNDER REVIEW
1. [Plan name], [preliminary/final] [subdivision/land development] plan
Applicant: [Name/firm]. Location: [address, tax parcel]. Zoning district: [district].
Review deadline: [date].
[Applicant's engineer] presented the plan. The Commission discussed [issues, e.g. stormwater, access, waivers requested].
[Name] moved, seconded by [Name], to recommend [approval/denial/conditional approval] to the [governing body], subject to [conditions or engineer's review letter dated ___].
Vote: [Name] – Yes; [Name] – Yes; [Name] – Yes; [Name] – Abstain. Motion carried 3-0-1.
OTHER BUSINESS
[Comprehensive plan, ordinance amendments referred for review, etc.]
ADJOURNMENT
The meeting adjourned at [time] p.m.
Respectfully submitted,
______________________________
[Name], Recording 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.