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Record of Proceedings

Board of Zoning Appeals Meeting - January 13, 2026: Election of Officers, Strategic Plan Adoption, and Annual Training

Board of Mayor and Aldermen & City Boards — Tuesday, January 13, 2026
BodyGermantown, Tennessee
SessionBoard of Mayor and Aldermen & City Boards
DateTuesday, January 13, 2026
StatusFILED
Video Record
0:00 / 59:50

Original source
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0:03

Good evening, everyone.

0:05

I would like to call the Board of Zoning Appeals meeting for Tuesday, January 13th, 2026 to order.

0:13

I've got two announcements that need to be made.

0:16

First, the Board of Zoning Appeals is a quasi-judicial body, and as such, the latitude for acting on applications is somewhat limited by state statute and city ordinance.

0:28

This meeting is being recorded.

0:30

Therefore, anyone who speaks before the body tonight, including staff, will need to be sworn in.

0:36

At this time, I will swear in the staff.

0:39

Staff, please raise your right hand.

0:42

Do you swear to tell the truth?

0:44

And nothing but the truth, so help you guys.

0:48

The second announcement is all of our motions are made in the affirmative.

0:52

As a result of that, it does not necessarily mean that the person making the motion or seconding the motion will actually vote for the motion when the roll is called.

1:01

Anyone wishing to speak to us tonight when you come to the podium?

1:05

You will need to be sworn in.

1:07

We ask that you please state your name and address loudly so it can be entered into the record.

1:13

Ms.

1:14

Haddock, will you please call the roll to establish a quorum?

1:17

Mr.

1:17

McDermott.

1:19

Present.

1:20

Mr.

1:20

Jacobs?

1:21

Here.

1:22

Mr.

1:23

Town.

1:24

Present.

1:25

Mr.

1:25

Bland.

1:26

Here.

1:27

Ms.

1:27

Meanwell.

1:28

I'm just here.

1:30

Vice Mayor Gibson.

1:32

Here.

1:32

Chairman Yulhorn.

1:34

Here.

1:35

Thank you so much.

1:37

First of all, uh I know that we we had our uh opening of the the meeting, but welcome.

1:42

Welcome.

1:42

It is January 2026.

1:44

That seems hard to believe.

1:46

Um we uh during this meeting we will uh um have nominations for uh chair and vice chair and I'll declare the floor open for the nomination of a chairman I'd like to Mr.

1:58

Town?

1:59

I'd like to nominate Frank Yulhorn again.

2:02

He's done such a fine job and keeps us uh on task and organized thank you for that motion.

2:09

Do we have a second by Mr.

2:11

Jacobs?

2:16

Any discussion?

2:18

Did you say set for vice chairman?

2:20

Not yet.

2:21

Not yet.

2:21

Uh please call the roll.

2:24

Mr.

2:25

McDermott?

2:26

Yes, Mr.

2:28

Jacobs?

2:28

Yes, Mr.

2:30

Town.

2:31

Yes, Mr.

2:32

Bland.

Discussion Breakdown — Share of Meeting
Zoning█████████████████████████████████████████████50%
Ethics███████████████████████████30%
Procedural██████████████16%
Economic Development████4%
Summary of Proceedings

Board of Zoning Appeals Meeting - January 13, 2026

The Board of Zoning Appeals (BZA) held its first meeting of 2026 on January 13, 2026, at 5:30 p.m. in City Hall Council Chambers. The meeting focused on reorganization, including election of officers, approval of previous minutes, adoption of the Germantown Forward 2035 Strategic Plan, and annual training on ethics, variance standards, and new procedures. No public hearings on specific applications were held.

Consent Calendar

  • Approval of Minutes from December 9, 2025: The board unanimously approved the minutes from the December 9, 2025 meeting. The motion was made by Mr. Town, seconded by Mr. Jacobs, and passed with all members voting yes.

Election of Officers

  • Chairman: Mr. Town nominated Frank Yulhorn for another term as Chairman. The nomination was seconded by Mr. Jacobs and unanimously approved by roll call vote (7 yes).
  • Vice Chairman: Mr. Town nominated Ms. Meanwell for Vice Chairman, noting her excellent performance. The nomination was seconded and unanimously approved by roll call vote (7 yes).

Discussion Items

Annual Adoption of Germantown Forward 2035 Strategic Plan

  • Cameron (staff) presented the strategic plan, explaining its role as a guide for the city's work and how the BZA directly contributes to key performance indicators such as property values, cost of living, and development practices. The plan includes strategic objectives like completing a comprehensive plan, encouraging investment in commercial areas, and promoting alternative housing models. The board discussed the importance of the plan's vision statement, particularly the phrase "responsibly shape Germantown's future." A motion to adopt the plan was made by Mr. Town, seconded, and unanimously approved. Several members expressed support for the plan's alignment with the board's work.

Annual Training

  • City Attorney Joshua White provided training focused on ethics, the quasi-judicial role of the BZA, and updates to the zoning ordinance. Key topics included:
    • Open Meetings Law: Reminder that any discussion of cases between two or more members must be publicly noticed.
    • Ex Parte Communication: Not prohibited by law, but board members should avoid it to maintain impartiality; if it occurs, they should be open to hearing from the other side.
    • Variances: The board's primary function (95% of caseload). The standard for variances requires showing an extraordinary condition (e.g., exceptional narrowness, shape, topography) and that strict application would cause practical difficulty or undue hardship. Financial disadvantage alone is insufficient.
    • Special Exceptions (New Process): A new lower-bar process for accessory structure size requests, replacing the old "use on appeal" category. The threshold is that the request will not have substantial adverse effect on neighbors, will be compatible, and will be served by public facilities. This is a pilot program.
    • Ethics and Recusal: Board members should recuse themselves if they have a direct financial interest. For lesser conflicts, they may disclose and still vote if impartial. If recusal would break a quorum, they may abstain from voting but remain on the dais.
    • Conditions of Approval: Must be roughly proportional to the request.
    • Board members asked clarifying questions about the new special exception standard and accessory structure regulations.

Administrative Items

  • Staff reminded members to submit signed ethics forms and noted that the training counted as one of four required continuing education hours. The 2026 meeting calendar was provided, and meetings may be canceled if no applications are pending. Staff introduced Ms. Tillman as a new point of contact for administrative support.

Key Outcomes

  • Election of Officers: Frank Yulhorn elected Chairman, Ms. Meanwell elected Vice Chairman (both unanimous).
  • Adoption of Strategic Plan: Unanimous approval of Germantown Forward 2035 as the board's guiding work plan.
  • Annual Training: Completed; counts as one hour of the required four hours of continuing education for board members.
  • No further business: The meeting adjourned after administrative updates.

Meeting Transcript

Good evening, everyone. I would like to call the Board of Zoning Appeals meeting for Tuesday, January 13th, 2026 to order. I've got two announcements that need to be made. First, the Board of Zoning Appeals is a quasi-judicial body, and as such, the latitude for acting on applications is somewhat limited by state statute and city ordinance. This meeting is being recorded. Therefore, anyone who speaks before the body tonight, including staff, will need to be sworn in. At this time, I will swear in the staff. Staff, please raise your right hand. Do you swear to tell the truth? And nothing but the truth, so help you guys. The second announcement is all of our motions are made in the affirmative. As a result of that, it does not necessarily mean that the person making the motion or seconding the motion will actually vote for the motion when the roll is called. Anyone wishing to speak to us tonight when you come to the podium? You will need to be sworn in. We ask that you please state your name and address loudly so it can be entered into the record. Ms. Haddock, will you please call the roll to establish a quorum? Mr. McDermott. Present. Mr. Jacobs? Here. Mr. Town. Present. Mr. Bland. Here. Ms. Meanwell. I'm just here. Vice Mayor Gibson. Here. Chairman Yulhorn. Here. Thank you so much. First of all, uh I know that we we had our uh opening of the the meeting, but welcome. Welcome. It is January 2026. That seems hard to believe. Um we uh during this meeting we will uh um have nominations for uh chair and vice chair and I'll declare the floor open for the nomination of a chairman I'd like to Mr. Town? I'd like to nominate Frank Yulhorn again. He's done such a fine job and keeps us uh on task and organized thank you for that motion. Do we have a second by Mr. Jacobs? Any discussion? Did you say set for vice chairman? Not yet.

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