Barton Hills Village, Michigan

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March 21, 2005

MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE

                                              
March 21, 2005


The regular meeting of the Board of Trustees was called to order by President Wilkes at 5:45 PM at the Village Hall.

ROLL CALL     Present:  Trustees Al-Awar, Butterwick, Hensinger, Laporte, MacKrell and Wilkes;  Atty. Reading, Asst. Treas. Redies and Supt. Esch;  BHMC President Bultman and residents Donna Kelly, Wayne Lindstrom, Maria Paluszny and Peter Scott.  Absent:  Trustees Boddie and Pickl.


PUBLIC BUDGET HEARING

President Wilkes convened the Public Budget Hearing at 5:46 PM.  Mrs. Redies noted that the amount on Page Two under Proposed Budget/Election Dept. should be $500 as originally printed.  
Public comment:
--Is the $50,000 listed on Page Three for road paving enough?  Mr. Al-Awar replied that less paving than usual has been done in the past two years and that the amount should be increased.  He expected that paving materials would be more expensive this year due to rising oil prices, adding that the budgeted amount also needs to cover shoulder gravel, salt, striping/painting and personnel expenses.
--Is there enough money budgeted for environmental issues to support the recommendations of the forestry study?  Mrs. Laporte responded that she was unable to provide a documented proposal due to the need to study the overall view, including public/private lands, allocation of staff time/hired out time and various environmental needs (garlic mustard, ash borer, etc.).  Support was voiced for annual funding dedicated to environmental projects;  it was noted that $5000 is currently budgeted for the Environmental Impact Committee.
--Is $1500 for fire hoses a necessary expense?  Mr. Esch replied that the hoses are checked every spring, and some may need to be replaced.  The insurance rating is based on fire protection provided by Ann Arbor Township, but the BHV truck can be on the scene first to begin response until the Township arrives.
--Resident Donna Kelly read a prepared statement requesting funding for temporary record storage.

There being no further comment, the public hearing was closed at 6:08 PM.  President Wilkes convened the meeting of the Board of Trustees.

FINANCE     Mrs. Redies explained that the budget as presented is balanced, and that the Board is required to have a balanced budget in place before the end of the fiscal year on 3/31/05.  An amended budget is approved at the Annual Meeting in May, so changes can be made at that time.  Discussion focused on support for additional funding for the Roads and Environmental Impact Committees, and investigation of Mrs. Kelly's suggestion.
Atty. Reading and Mrs. Esch were asked to research legal statutes regarding record storage, and cost of off-site storage options.

Mrs. Redies was asked to include additional funds for roads, environmental issues and records storage in the amended budget to be considered in May 2005.

MOTION     Mr. Al-Awar moved that the Proposed 2004-2005 Budget be approved as printed (see Aux. Book IV D).  Mrs. MacKrell seconded;  the motion carried by unanimous show-of-hands vote.

(Clerk's note:  The Cash Balances dated March 21, 2005 were not read aloud, but are attached for the record.)

The Trustees took a ten-minute walking tour of the maintenance buildings.

MOTION     Mrs. Hensinger moved that the minutes of the January 17, 2005 Trustee meeting be approved as printed.  Mrs. MacKrell seconded;  the motion carried.

President Wilkes read an email from resident Jack van der Velde commending the Board on the effective deer management program.

TRUSTEE VACANCY     A letter of resignation has been received from Trustee William Davis.  The BHV Charter requires vacancies to be filled by election of the Board within thirty days.  

MOTION      Mrs. MacKrell moved that the letter of resignation from Trustee Davis be regretfully accepted.  Mr. Butterwick seconded;  the motion carried.

A letter inviting applications for the vacancy was sent to all residents.  Written responses were received from Wayne Lindstrom, Randolph Perry and Peter Scott.  Copies of the responses were distributed to the Board with the agenda, and to the public in attendance.  Mr. Lindstrom and Mr. Scott were present, and were offered an opportunity to address the Board.  Mr. Scott stated that he loved living in BHV and wanted to have a hand in making sure it remained a great place to live.  Mr. Lindstrom observed that applications had been submitted by three good candidates, which was a credit to the residents and the village.  Board comments included Mrs. Hensinger's relating of support from Mrs. Hermine Klingler for Peter Scott, and Mrs. MacKrell's statement of support for Mr. Lindstrom.

Discussion of the procedure resulted in agreement that a majority vote would settle the question.  If the vote were 2-2-2, a second vote would be taken with first and second choices indicated;  if the vote were 3-2-1, the 3 votes would be sufficient to declare a winner.  Voting was done by secret ballot, with Mrs. Esch and Atty. Reading verifying the results.  Mr. Lindstrom was declared the winner with a majority of the votes.  Appreciation was expressed to all the candidates, especially in light of the difficult issues before the Board.  Mr. Lindstrom took the oath of office and was seated as a Trustee.  

ELECTION/ANNUAL MEETING     Since the Election Consolidation legislation moved the annual BHV election to September, and the BHV charter states that the Board of Trustees Annual Organization Meeting shall be held the Monday following the election, it was agreed that the current Board officers should remain in office until September.  The Board also agreed that the public Annual Meeting should still be held in May to accommodate final approval of the budget.  Mrs. Esch has checked with Barton Hills Country Club where meeting space is available on Tuesday, May 17, 2005, so the Annual Meeting was set for that date.  President Wilkes offered to step down from his position to allow for "fresh leadership" for the Board, and particularly for the Village Hall project.  However, it was noted that except for Mr. Lindstrom, the Trustees have all been involved with the Village Hall project and could provide no better leadership than Mr. Wilkes has given and for which he was commended.   

MOTION      Mr. Lindstrom moved that the current Board officers continue their terms until after the September 2005 BHV election unless otherwise directed by the State of Michigan.  Mrs. Hensinger seconded;  the motion carried.

LONG RANGE PLANNING     Mrs. MacKrell gave an update on the Continuity of Government and M-14/Barton Drive issues.

VILLAGE BUILDINGS     Mr. Wilkes began the discussion of how to proceed with the Village Hall issue by relating his conversation with Mr. Boddie (who was unable to attend).  Mr. Boddie suggested formation of a broader committee from outside the Board membership that would study the issue and report to the Trustees.  Concern was then expressed for not duplicating work that has already been done and paid for, and for not abdicating Trustees' responsibility to fulfill their duties as elected officials.  It was agreed that information needs to be redistributed to the Board so everyone is familiar with the project's history.  It was also generally agreed that more communication with residents is necessary, with appropriate opportunities for community input on the project.  Possible restructuring of the Village Buildings Committee led to other questions about committees.  Mr. Wilkes will contact each of the Trustees to ascertain their thoughts about the structure of the Village Buildings Committee.  Mr. Bultman asked if there was a particular timetable relating to the Village Hall Project;  Mr. Wilkes agreed that a timeframe should be established soon.

BHMC PARCEL D REQUEST     The BHMC Board of Directors has requested that the BHV Trustees consider transferring Parcel D (field near the Lower Gate) in order to reduce vulnerability to outside taking.  After discussion it was agreed that while the Board was aware of the concern, no action would be taken at this time.                                                                                                     Mr. Lindstrom left

ZONING     Mr. Al-Awar responded to the letter from Mr. Bultman/BHMC regarding the zoning decision on the Moore residence at 260 Barton Shore Dr.  Mr. Al-Awar stated there was no violation of the Zoning Ordinance that would be cause to reject the submitted plan, and that a detailed site plan was not required by the ordinance unless there were special conditions involved.  He and Mr. Butterwick visited the site in question independently and both concluded that the porch replacement being proposed
was well within the required setback and that the expense of a formal site plan was not necessary.  Mr. Al-Awar further stated that the role of the Board and the Zoning Administrator was to serve the public and not make the process more difficult, and that he felt Mr. Bultman's description of the situation as a "deficiency" was untrue.  Mr. Al-Awar stated he would stand behind this decision as Zoning Administrator, and that the appeal process was always available if there was an objection.  Mr. Bultman defended his position that a more detailed site plan is necessary in order to assure that everything is in order, such as accurate representation of lot lines and project details which could not be determined from the sketch provided.  It was suggested that the Zoning Ordinance may need to be amended if more information is desired for residential construction projects.

Discussion turned to the BHMC memo of April 15, 2004 regarding the review procedure.  Mr. Al-Awar offered the following suggestions:
     Item 1-- has been accomplished (new stamp is now in use).   
     Item 2 --no longer necessary since the new stamp clearly indicates the need for two
                 signatures (BHV and BHMC) for permit approval.  
     Item 3a--require three sets of plans for smaller projects with the option of asking for
                  more sets for major projects
               --do not specify a site plan requirement for zoning approval since the
                  Zoning Ordinance does not state that requirement.  
     Item 3b--better to have a letter from the owner describing the project rather than an
                  application form that would not be adequate to cover all the details.
     Item 3e--not necessary since the building permit covers this issue.
Mrs. Esch was asked to draft a response to BHMC incorporating the comments made.


There being no further pressing business, the remaining agenda items were set aside and the meeting adjourned at 8:02 PM.

Respectfully submitted,
Janice K. Esch
Assistant Clerk     Approved 4/18/05                                   


BARTON HILLS VILLAGE
CASH BALANCES
3/21/2005


General Fund
        Checking Account              $    5,979
        Savings                              739,839
Total General Fund                      $745,818

Public Improvement Reserve Fund
        Savings                             $  86,340

Motor Vehicle Highway Fund
        Savings                             $  87,908

Savings
        Bank One Govt. Trust Account  $   590,578
        Bank of Ann Arbor                        117,926
        Ann Arbor Commerce Bank CD        106,537
        United Bank & Trust Washtenaw      99,046
Total Savings                                 $   914,087

























  

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