Barton Hills Village, Michigan

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July 18, 2005

TRUSTEES OF BARTON HILLS VILLAGE                                             
July 18, 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, Boddie, Butterwick, Laporte, Lindstrom,  MacKrell, Perry and Wilkes;  Atty. Reading, Clerk Foss, Asst. Treas. Redies and Supt. Esch;  BHMC President Bultman.  Absent:  Trustee Hensinger.    

Motion    Mrs. MacKrell moved that the minutes of the June 20, 2005 Trustee meeting be approved with the following corrections:
--page 2, line 7.  Strike the words the developer and/or
--page 2, line 17.  Change base to revenue
--page 2, line 19.  Change $1,150,000 to $500,000
--page 4, 3rd Motion.  Names of those voting added per Atty. Reading  
Mr. Butterwick seconded;  the motion carried.

FINANCE     Mrs. Redies read the cash balances as of July 18, 2005:

Cash Balances
    General Fund
        Checking Account              $    9,426
        Savings                              647,798
Total General Fund                     $ 657,224
    Public Improvement Reserve Fund
        Savings                            $112,260
    Motor Vehicle Highway Fund
        Savings                            $  95,465
        Bank One Govt. Trust Account     $530,910
        Bank of Ann Arbor                       118,700
        Ann Arbor Commerce Bank CD        106,537
        United Bank & Trust Washtenaw      99,376
Total Savings                                    $855,523

Mrs. Redies referred to the Financial Statement dated June 30, 2005, clarifying the entry for tax table update service (payroll taxes).

Motion     Mr. Boddie moved that the 1st Quarter disbursements be approved as printed (see Aux. Book IV D).  Mrs. MacKrell seconded;  the motion carried.

ENVIRONMENTAL IMPACT     Mrs. Hensinger was absent.  Mr. Wilkes showed a photo of a large tree in Ann Arbor recently struck by lightning, commenting that the landmark oak trees in BHV should be protected by grounding rods and offering to explore options for that service.  Mrs. Laporte added that the landmark trees should also be pruned and given appropriate care.  Mr. Bultman urged the planting of young trees in areas where older trees are nearing the end of their lifespan.  

FINANCE     Mr. Boddie had no report.

LONG RANGE PLANNING       Mrs. MacKrell stated that the Ann Arbor City Planning Commission is ready to release their draft report on the M-14/Barton Drive interchange to involved parties for comment.  She is making contacts to urge support for keeping the interchange open.

Regarding the Whitmore Lake Road rezoning petition, Mr. Wilkes referred to a four-page document circulated to the Trustees, asking if the Board wished to formulate an official statement.  Discussion included the following:
--the land owner should be treated fairly in his desire to use his land
--purchase of development rights is an option for the owner
--all land has some restrictions placed on it  
--this request for rezoning goes against the township master plan
--if agriculture is not a viable option, the owner should be able to develop the land
--the financial issue is a big part of the discussion--more money can be made through development;  how much financial profit can be fairly expected is debatable
--water and sewage treatment are huge concerns;  the land is directly above the BHV wellhead area
--the track record of these kinds of sewage treatment plants is very poor;  they work fine when properly managed, but are often not, resulting in serious pollution and failure
--development in general is probably expected for this parcel, but the density and type is not in keeping with surrounding neighborhoods and will strain the infrastructure
--the responsibility of the Trustees is to look after the best interests of BHV--if this request would have a negative impact on the community the Board has an obligation to voice its protest
--the more specific the statement, the better.  Ann Arbor Township is accepting written comments until noon on the day of the public hearing.

Motion     Mrs. Laporte moved that the Board of Trustees formulate a document opposing the Whitmore Lake LLC rezoning petition for the reason that it will have a negative impact on the BHV community.  Further, the Board has listened to the presentation given by the petitioner and given consideration to the information pertaining to the petition, and lists the following reasons for their position:
--the petition does not support the Ann Arbor Township Master Plan, which was recently reviewed and found favorable;  further which has been an active document and has continued to reflect the wishes of many township residents
--the petition seriously jeopardizes the water resources serving BHV;  the land corresponds directly with the delineated wellhead area for the village
--the proposed development would put a great strain on roads, causing further traffic difficulties and congestion
--the density and style of the proposed development is not philosophically consistent with the surrounding neighborhoods                             
--the possibility of poor management and subsequent failure of the on-site sewage treatment plant is great, with no provision in the case of such failure and resulting pollution
--air quality at the site is effected by the proximity of the expressway, causing it to be unsuitable for a residential community
--rezoning of this parcel would not be in the best interests of the community.
Mrs. MacKrell seconded;  the motion carried by a show of hands vote with Trustees Boddie, Butterwick, Laporte, Lindstrom, MacKrell and Wilkes voting yes, Trustees Al-Awar and Perry abstaining.

Mr. Wilkes will draft the document and circulate it to the Trustees for comment before presenting it to Ann Arbor Township.  Those present were urged to participate in the Public Hearing on August 1, 2005.

Work continues on the Continuity of Government project.  Mr. Perry agreed to explore the Wireless Washtenaw issue further.  It was agreed that Mr. Al-Awar should continue to refuse solicitations regarding rent guarantees/insurance for the water tower antennas and may do so without specific Board discussion.

ORDINANCE REVIEW     Mrs. Laporte had no report.

PERSONNEL     The committee had no report.

RECREATION     Mr. Wilkes reported for Mrs. Hensinger, stating that about 25 residents attended the picnic.  Everyone enjoyed the event and appreciation was expressed to the Eschs for their help with preparations.

ROADS     Mr. Al-Awar reported that there still is only one reply for paving of Barton North Drive.  Three companies were contacted, with a bid submitted by K & B for about $49,000.  BHV policy requires competitive bidding for projects over $20,000.  Atty. Etter Reading (8/15/05) advised that it was acceptable to go ahead with the one bid if there were no other responses.  Mr. Esch will ask the company if they will provide driveway paving for those who wish to purchase residential service.   

Motion     Mr. Boddie moved to close the bids on road paving and accept the bid received from K & B.   Mrs. MacKrell seconded;  the motion carried.
SECURITY     Mr. Butterwick deferred to Mr. Esch who reported five false alarms during the past month.  Discussion followed on the Washtenaw County Sheriff's patrol.  Since the defeat of the jail millage, Washtenaw County proposes to divert funds from the road patrols to that project.  The position of the County Commissioners is that the county is not required to provide road patrols, although they have done so in the past, but only required to respond to specific calls.  Further service is available to jurisdictions for an additional cost.  It was noted that BHV purchased such service for a couple of years, but found the cost of around $30,000 for half-time patrol to be too expensive.

Concern was expressed for children riding bicycles on the roads and the speed of traffic.  Mr. Esch was asked to continue vigilant patrol and use of the radar gun.  A letter will also be sent to Barton Hills Country Club requesting that they remind their members and employees about the speed limit and safety on the roads.  The Security Committee was asked to follow up on these issues.

Motion     Mr. Lindstrom moved that a letter be sent from BHV to the Washtenaw County Commissioners stating that it is in the best interest of Barton Hills Village and Washtenaw County for the Sheriff's Department to maintain road patrols.  Mrs. MacKrell seconded;  the motion carried.

VEHICLES/EQUIPMENT     No report.  (No committee at present)

WATER     Mr. Wilkes presented a written report on the cleaning of Well #1, saying that acidization was being attempted after scrubbing and debris removal had failed to stimulate water production. (8/15/05)

ZONING    Mr. Al-Awar received one request that was returned to the resident for more information.  A letter from the Barton Hills Maintenance Corporation Board of Directors was distributed.  BHMC President Bultman commented that the BHMC Board is requesting reconsideration of language in recently adopted Ordinance 23.  It was asked if there were new points of discussion in the letter other than those made during previous discussions;  Mr. Bultman replied no, although the reasons may be more clearly stated in the letter.  The committee responded that they felt adequate time had been given to this issue during the two public hearings and subsequent Board discussion.  Mrs. Laporte voiced support for the letter;  no further action was taken.  

BUILDINGS     Mr. Lindstrom stated that Mrs. Esch and Mrs. Redies will begin this week to conduct an initial evaluation of records stored in the furnace room to help determine future storage needs.  The committee is also investigating off-site storage for some records.  Mr. Lindstrom requested Board comments on 1) committee process and 2) possibility of some expense (i.e. temporary storage or extra employee hours).  Electronic storage has been considered, but is not an acceptable substitute for paper records, can be problematic with changing technology and is expensive.  Mr. Lindstrom added that while the record sorting is in progress, the committee is also pursing other aspects of the project and will keep the Board informed.

OLD BUSINESS     Mrs. Esch distributed a chart reflecting the motion passed at the June 20, 2005 Trustee meeting regarding the BHV Election and the transition plan for staggering terms.  The Trustees present acknowledged that the chart did accurately represent the adopted plan, and further agreed that the drawing of lots to determine the short term in 2007 would be conducted in July 2007.  Mrs. Esch noted that the terms of Trustees Hensinger, Laporte and MacKrell are expiring and that nominating petitions are available, with a return date on or before August 11, 2005.


There being no further pressing business, the meeting was adjourned at 7:13 PM.
Respectfully submitted,

Janice K. Esch, Assistant Clerk