Barton Hills Village, Michigan

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May 17, 2005

MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
                                              
May 17, 2005



The regular meeting of the Board of Trustees was called to order by President Wilkes at 7:15 PM at Barton Hills Country Club.

ROLL CALL     Present:  Trustees Al-Awar, Butterwick, Hensinger, Laporte, Lindstrom, MacKrell and Wilkes;  Atty. Reading, Asst. Treas. Redies and Supt. Esch;  thirteen residents.  Absent:  Trustee Boddie.

TRUSTEE VACANCY     Mr. Wilkes presented the names of the four residents applying to fill the vacancy caused by the recent death of Trustee Joseph Pickl:  
            Randolph Perry        Peter Scott
            Darryl Snabes        Caroline Tustian
Those present (Mr. Snabes and Mrs. Tustian) were invited to comment briefly.  Mr. Wilkes set forth the procedure for voting, with Atty. Reading's approval:  current Trustees will vote for one person, with five votes necessary to elect.  Mrs. Esch and Mr. Reading recorded the votes.
    
First vote:  Randolph Perry-3, Peter Scott-0, Darryl Snabes-3, Caroline Tustian-1
Second vote:  Randolph Perry-6, Peter Scott-0, Darryl Snabes-1, Caroline Tustian-0
Mr. Perry was declared elected to complete the term of Mr. Pickl.

RESOLUTION     The following resolution was read by Mr. Al-Awar:
    
    BE IT RESOLVED that since JOSEPH PICKL JR. served as Village Trustee for six years
    until the sad occasion of his recent passing;  and, whereas he faithfully offered service
    and carried out the assignments of this volunteer position for the good of Barton Hills
    Village during those years;  therefore the members of the Board of Trustees wish to
    honor the memory of Mr. Pickl for this dedication and loyalty to the Village Trustees
    and the residents of Barton Hills and express appreciation and sympathy to his
    surviving family.

    BE IT FURTHER RESOLVED that this resolution be recorded in the minutes of the
    Barton Hills Village Board of Trustees.

Motion     Mr. Al-Awar moved that the resolution honoring Mr. Pickl be adopted as presented.  Mrs. MacKrell seconded;  the motion carried.

The Trustees and audience observed a moment of silence in memory of Mr. Pickl.

Motion     Mr. Al-Awar moved that the minutes of the April 18, 2005 Trustee meeting be approved as printed.  Mrs. MacKrell seconded;  the motion carried.

FINANCE     Mrs. Redies read the cash balances as of May 17, 2005:

Cash Balances

    General Fund
        Checking Account              $  13,622
        Savings                              623,941
Total General Fund                     $ 637,563

    Public Improvement Reserve Fund
        Savings                            $111,762

    Motor Vehicle Highway Fund
        Savings                            $  93,001

    Savings
        Bank One Govt. Trust Account   $ 504,675
        Bank of Ann Arbor                       118,284
        Ann Arbor Commerce Bank CD        106,537
        United Bank & Trust Washtenaw      99,208
Total Savings                                   $ 828,704


Mrs. Redies presented a resolution to exempt temporary employees (an employee working less than six months in a twelve month period) from the retirement system.

Motion     Mrs. MacKrell moved that the resolution to exempt temporary employees from the retirement system be approved as presented.  Mr. Al-Awar seconded;  the motion carried.

UPCOMING MEETINGS     Mr. Wilkes announced the following:
--Local Government Planning Workshop--May 31, 2005.  Mrs. MacKrell will follow up.
--Townhall Meeting with Senator Brater--Mr. Wilkes will attend.
--Ann Arbor Township land development plan update.  Mr. Wilkes received an 86-page email concerning this and will look into it.    

WASHTENAW WIRELESS     Mr. Wilkes referred to the distributed email from James McFarlane of the Washtenaw County Information Technology Department concerning the initiative to provide countywide wireless capability.  While the Trustees were supportive of the project, it was felt that the suggested resolution did not appropriately reflect the position of the Board.   

Motion     Mr. Al-Awar moved that President Wilkes be authorized to send a letter to James McFarlane at Washtenaw County expressing strong support for further investigation and implementation of the Washtenaw Wireless project if financially feasible.  Mrs. Laporte seconded;  the motion carried with Mr. Wilkes abstaining.

WHITMORE LAKE LLC     Mr. Wilkes was contacted by Mr. Gary Jonna representing Whitmore Lake LLC, a developer who has applied for rezoning of a parcel along Whitmore Lake Road north of Barton Hills Village for the purpose of constructing about 300 homes on half-acre lots.  Mr. Jonna offered to give a presentation on the project for BHV residents.  Trustees expressed concerns about the water supply and proposed wastewater treatment plant.  It was agreed that a presentation would provide a valuable opportunity to ask questions.  Mr. Wilkes will arrange for the presentation of no more than half an hour at the June 20, 2005 Trustee meeting.

BHV/BHMC LEASE      Mr. Lindstrom explained the details of the proposed lease agreement which is based on a four-year average of BHMC expenses and has been discussed with the BHMC Board of Directors at their May 11, 2005 meeting.  Most aspects of the current lease would continue, with the following changes:
--increase the amount for expenses from $4,000 to $7,500
--length of lease is one year instead of five
--option to bill BHV for an additional amount up to $3,500 for newly incurred legal
      expenses related to the Village Administrative Center.    
The proposal presents a balanced budget with flexibility to deal with situations that may arise in the future.  Atty. Reading was asked if a municipality may pay fees for a private corporation;  he replied that as long as the fees were for an expense related to the scope of municipal authority, it would be no different than purchasing a service from any other vendor.  The proposed lease does not include a larger sum for possible legal expenses that might not occur, which would create a budget surplus that could be spent on anything.  Mr. Bultman commented that previous legal expenses related to the land transfer vote were related to BHV issues but could not have been accomplished by the BHV legal counsel.  BHMC is supportive of the proposal as a compromise that allows for reevaluation in a year and addresses the budget needs of the corporation.  Mr. Lindstrom added that Treasurer Will Boddie had reviewed and approved of the proposal.

Motion    Mr. Lindstrom moved that the lease agreement between Barton Hills Village and Barton Hills Maintenance Corporation be approved as presented.  Mr. Al-Awar seconded.  Mr. Al-Awar proposed an amendment to increase the term of the lease to five years, which died for lack of a second.  The motion carried in a show of hands vote with Trustees Al-Awar, Hensinger, Lindstrom and Wilkes voting yes;  Trustees Butterwick, MacKrell and Laporte voting no.

The time being 8:00 PM, the Board of Trustees meeting was recessed to allow the Public Hearing to be convened.


MINUTES OF PUBLIC BUDGET HEARING
BARTON HILLS VILLAGE
May 17, 2005


The Public Budget Hearing was called to order by President Wilkes at 8:00 PM at Barton Hills Country Club.

Present:  Trustees Al-Awar, Butterwick, Hensinger, Laporte, Lindstrom, MacKrell and Wilkes;  Atty. Reading, Asst. Treas. Redies, Supt. Esch and twenty residents.  Trustees and appointees were introduced to the audience.

Mr. Wilkes stated that a synopsis of the Barton Hills Village and Barton Hills Maintenance Corporation 2005-2006 Proposed Budget was distributed to all residents (see Barton Bulletin, Vol. LI, No. 2), and invited comments from the public.

PUBLIC COMMENTS

There being no questions or comments, President Wilkes declared the Public Budget Hearing closed at 8:01 PM.

Respectfully submitted,

Janice K. Esch, Assistant Clerk


MINUTES OF PUBLIC HEARING
BARTON HILLS VILLAGE
May 17, 2005


The Public Hearing concerning the Proposed Amendment to the Barton Hills Village Zoning Ordinance was called to order by President Wilkes at 8:02 PM at Barton Hills Country Club.  

Present:  Trustees Al-Awar, Butterwick, Hensinger, Laporte, Lindstrom, MacKrell and Wilkes;  Atty. Reading, Asst. Treas. Redies, Supt. Esch and twenty residents.

Mr. Al-Awar explained that the BHV Zoning Ordinance sets forth requirements that must be met for construction projects in the village, and recent experiences have pointed to a need for further information in order to adequately review applications for zoning compliance.  The proposed amendment would provide procedures whereby appropriate information could be obtained for all projects being reviewed.

PUBLIC COMMENTS     (Q=Question from audience; A=response from Board)

Q.  Is the provision in the proposed amendment allowing a site plan to be a sketch prepared by an owner or agent rather than a professional architect adequate to meet the needs of the review?  It appears that such a sketch would not provide enough trustworthy information.  A.  The sketch is meant for small, simple projects where requiring a professional drawing would place an undue financial burden on the owner.  For projects of any size or scope, professional drawings are necessary for architectural review and building permits, and will be done anyway.  The purpose of the proposed amendment is to provide more flexibility to meet the needs of a wide variety of possible applications for zoning compliance.  

There being no further questions or comments, Mr. Wilkes stated that required notification of the public hearing to utility providers had not been completed.

Motion     Mrs. Hensinger moved that the Public Hearing regarding the Proposed Amendment to the BHV Zoning Ordinance be tabled until June 20, 2005 at 5:45 PM.  Mrs. MacKrell seconded;  the motion carried.  

Respectfully submitted,

Janice K. Esch, Assistant Clerk


MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE                                             
May 17, 2005


The regular meeting of the Board of Trustees was reconvened by President Wilkes at 8:13 PM at Barton Hills Country Club.

Present:  Trustees Al-Awar, Butterwick, Hensinger, Laporte, Lindstrom, MacKrell and Wilkes;  Atty. Reading, Asst. Treas. Redies and Supt. Esch;  twenty-six residents.  Absent:  Trustee Boddie.

Motion     Mr. Lindstrom moved that a millage rate of 10.000 mills be levied to generate $502,472.73 in village taxes for operating expenses and that the amended 2004-2005 budget and the proposed 2005-2006 budget be approved.  Mrs. Hensinger seconded;  the motion carried unanimously in a show of hands vote.

Mr. Wilkes noted that the BHV millage rate has not changed in several years.  No action was taken on the proposed amendment to the BHV Zoning Ordinance due to tabling of the public hearing.  Annual reports from standing committees were presented.  

BUILDINGS     Mr. Al-Awar stated that the committee has been very busy with the Village Hall project.  A plan was proposed by the Board of Trustees, but was defeated by the BHMC shareholders in their denial of a request to transfer land for the project.  The committee has been reorganized and is now chaired by Trustee Lindstrom.  Mr. Lindstrom stated the objective of the group as developing a cost effective plan to provide adequate working space for the administrative staff of the Village of Barton Hills and to provide adequate storage to satisfy the state and federal legal requirements for record storage.  The committee has met twice, so does not have a lot to share yet, but intends to keep the Board and community informed of progress.   

ENVIRONMENTAL IMPACT     Mrs. Laporte reported the following activities;
--attendance at meetings with Ann Arbor City and other interested representatives concerning the condition of Barton Pond.  It was generally agreed that a water draw-down as has been done in past years would be helpful for weed control, but a complex regulatory process must be followed to accomplish this.  BHV was asked to contribute towards the estimated $17,000 Ann Arbor City would lose in power generation revenues while the water was lowered, but it was felt that would be inappropriate.  No further progress has been made on the issue.
--implementation of the Clark Forestry report.  Attempts to garner community support for garlic mustard control were not overly successful.  Funds were used to have the weeds pulled on municipal parklands, but control is difficult without corresponding private actions.  Information on garlic mustard was distributed in the community.  Mrs. Hensinger added that committee funds were also spent on removal of dead ash trees.  A proposed plan of action for the coming year based on the Forestry Study has been compiled and was made available to the audience.  Residents were urged to continue efforts to control garlic mustard, with several reporting progress after three years of attention.  It was suggested that information and resources be shared among neighbors, as BHV cannot recommend specific service vendors.  

FINANCE     Mr. Wilkes read Mr. Boddie's report in his absence, stating that BHV continues to be conservative in its financial affairs.  The fund balance has increased about $100,000 in the past fiscal year and the village has adequate reserves to meet its projected obligations.

LONG RANGE PLANNING      Mrs. MacKrell summarized her report:
--BHV received an award from the State Historical Preservation Department for its part in the successful restoration of Foster Bridge.
--Work continues in supporting the need for keeping the Barton Drive/M-14 interchange open.  Residents were thanked for their participation in the Northeast Area Transportation Plan meetings and urged to continue their involvement in these important issues.
--Input was given to two Washtenaw County initiatives:  Long Range Plan/Hazard Mitigation Plan and Continuity of Government Contingency Plan.

ORDINANCE REVIEW      Mrs. Laporte stated that no new ordinances were proposed or adopted during the year.

PERSONNEL     Mr. Al-Awar noted that the committee has no chair at the moment, but that things are going smoothly in this area.

RECREATION     Mrs. Hensinger reported attendance of 30 at the June picnic, 64 at the October dinner and 35 on the Halloween Hayride.  She thanked the staff for their help with these events, and announced that the picnic will be held this year on June 26, with the dinner scheduled for October 19.

ROADS     Mr. Al-Awar commended the maintenance staff for their work in keeping the roads in good shape.  Bids are being requested for paving portions of Barton North Drive.

SECURITY     Mr. Butterwick noted that 53 false alarms were reported, a number lower than last year but still more than desirable.  Several dead trees have been removed to minimize potential danger.  Notification of the deer harvest program was sent to residents and will be done annually.  Residents were urged to use extreme caution with fireworks and continue to be vigilant about security issues.

VEHICLES/EQUIPMENT    Mr. Wilkes thanked Mr. Esch for his success in obtaining a new truck for snowplowing at a very attractive price, and for his continued care for the needs of the village.

WATER     Mr. Wilkes highlighted several portions of his report:
--Work continues to meet the increasing demands of government regulation concerning the Phase II Stormwater legislation.
--Opposition was expressed to the Pall/Gelman 1-4 Dioxane containment plan as being insufficient to protect existing aquifers.
--Water mains are in good condition, with a replacement pump purchased this year.
--Participation continues in several water-related community groups.
--Residents were urged to continue efforts to maintain water treatment units and septic systems.
--A proposed development along Whitmore Lake Road could have significant impact on BHV water resources.  Support for Ann Arbor Township as they deal with this issue was encouraged.
 
ZONING     Mr. Al-Awar stated there have been several projects reviewed for zoning compliance, and efforts have been made to improve the process by designing an application form with instructions.

Motion     Mrs. MacKrell moved that the annual committee reports be accepted as presented.  Mr. Al-Awar seconded;  the motion carried.

Mr. Wilkes thanked the Trustees for their dedicated work during the year.  New residents Greg Curtner and Sonnet Meek were introduced (soon to be living at 931 Oakdale Road).  Residents were invited to offer their comments to the Board.

PUBLIC COMMENT     

--Concerning the fence along Barton Shore Drive (that has been damaged). Thoughts should be expressed to the Trustees, who will make a decision at their next meeting in June
    the deer will more easily run into the road if the fence is not there
    the fence causes the deer to jump and land on top of cars--it should be removed
    people walk through the hole in the fence onto the fields and along the lane
    there is more activity by the brush pile with homeless people and wanderers
        when the fence is not there
    tires have been dumped in the field along Whitmore Lake Road where there is
        no fence, only a gate
    the fence keeps cars out of the field--there are good reasons to have it
    the fence is unattractive
    the fence is appropriate for the rural character of the area
--Concerning election consolidation
    Mrs. Esch explained the state legislation that moved the BHV election from May
        to September, urging residents to watch for more information and
        participate in the fall election
--Concerning trash collection schedule
    current policy is pick up on first, third and fifth Mondays of the month
    that is too often--people get confused when the fifth Monday comes
    if more pick up is needed, residents can call for special stops
    every other Monday would be better, especially for families with
        children/diapers who are embarrassed to call for more pick ups
--Concerning other issues
    remember to adhere to the septic pumping ordinance--it is really important to
        keep the systems working properly
   
BHMC     BHMC President Charles Bultman commented that there was no need for BHMC to have a separate Annual Meeting, so this gathering would serve that purpose.  Several smaller construction projects were reviewed/approved this year and the Board welcomes the efforts being made to improve the zoning approval process.  BHMC is also supportive of the Village Administrative Center issue and hopes that the experiences of the past years do not hamper future efforts to realize the important goals of the project.  The Board values the concept of public buildings on public land, and looks forward to continued cooperation with BHV on this issue.  BHMC will also be moving its election of Directors to September to coincide with the BHV election of Trustees.  Residents were encouraged to contact any of the BHMC Board of Directors with concerns and comments.  
    
There being no further pressing business, the meeting adjourned at 9:27 PM.

Respectfully submitted

Janice K. Esch, Assistant Clerk     Approved 6/20/05                                     
















  

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