Barton Hills Village, Michigan

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August 15, 2005

TRUSTEES OF BARTON HILLS VILLAGE                                              
August 15, 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, Hensinger, Lindstrom,  MacKrell, Perry and Wilkes;  Atty. Reading, Clerk Foss, Asst. Treas. Redies and Supt. Esch;  BHMC President Bultman.  Absent:  Trustee Laporte.    

Motion    Mr. Lindstrom moved that the minutes of the July 18, 2005 Trustee meeting be approved with the following corrections:
--page 3, Roads, line 3:  Atty. Reading rather than Etter
--page 4, Water.  Add:  "…Well #1, saying that acidization was being attempted after scrubbing and debris removal had failed to stimulate water production."
Mr. Boddie seconded;  the motion carried.

ELECTION INSPECTORS     Mr. Wilkes read the list of Election Inspectors put forth for the September election.  Mrs. Esch referred to the note distributed with the minutes indicating that state law requires compensation of Election Inspectors of at least minimum hourly wage.  The inspectors work seven-hour shifts that include one meal provided by BHV.  Pay rates in other area jurisdictions range from $7-10/hour.  Mrs. Esch will check to see if taxes need to be withheld.

Motion     Mr. Lindstrom moved that the following residents be appointed as Election Inspectors for the BHV General Election to be held on September 13, 2005:
    Helen Becher            Isabel Boehnke        Doris Foss
    Susan Johe              Lois Kane                Elizabeth Teeter
further;  that the inspectors be compensated at an hourly rate of $8.50 plus a meal.
Mrs. MacKrell seconded;  the motion carried.                      Mr. Al-Awar arrived

FINANCE     Mrs. Redies read the cash balances as of August 15, 2005:

Cash Balances
    General Fund
        Checking Account              $  19,824
        Savings                              578,060
Total General Fund                     $ 597,884
    Public Improvement Reserve Fund
        Savings                            $112,260
    Motor Vehicle Highway Fund
        Savings                            $  96,612

        Bank One Govt. Trust Account    $462,028
        Bank of Ann Arbor                       118,913
        Ann Arbor Commerce Bank CD        106,537
        United Bank & Trust Washtenaw      99,454
Total Savings                                    $786,932

FINANCE     Mr. Boddie had no report.

LONG RANGE PLANNING      Mrs. MacKrell displayed a brochure outlining the various topics of the Northeast Area Transportation Plan, noting that closure of the M-14/Barton Drive interchange figured prominently with very few supporting reasons listed.  The committee will continue to pursue further interchange improvements from the Michigan Department of Transportation as well as gathering support from other jurisdictions and groups.  It was estimated that the Ann Arbor City Planning Commission would receive the report sometime in December following a 60-day public comment period and another 30 days for Washtenaw County to tally the comments.  The Trustees agreed that further action should be taken regarding this situation.

Motion     Mrs. MacKrell moved that she be authorized to explore the possibility of using money from the BHV Motor Vehicle Highway Fund to contribute towards the following improvements at the M-14/Barton Drive interchange:
--recessed pavement markings in super-reflective yellow
--double flashing yellow lights
--hooded street lamp at the curve
This authorization would include contacting the State of Michigan for permission to use the funds for this purpose, but would not include actually offering the funds to the Michigan Department of Transportation without further approval from the BHV Board of Trustees.  Mr. Lindstrom seconded;  the motion carried.

Motion     Mr. Al-Awar moved that Mr. Wilkes be authorized to represent Barton Hills Village by writing a letter expressing opposition to the closing of the M-14/Barton Drive interchange, with copies sent to state elected officials, Ann Arbor City Planning Commission and City Council members, Michigan Department of Transportation officials and any other persons deemed appropriate.  Mr. Lindstrom seconded;  the motion carried.

Mr. Wilkes  and Mr. Al-Awar have received proposals from various companies offering to purchase the telecommunications leases held by BHV.  The proposals offer immediate cash but do not provide as much funding as would be received through collection of the leases according to the existing timetable.

Motion     Mr. Al-Awar moved that any offers regarding the telecommunications leases held by BHV may be rejected by the Trustees who receive them without informing the Board, unless the offer would actually provide a financial benefit greater than the current lease agreements, in which case the offer would be brought to the Board for consideration.  Mrs. MacKrell seconded;  the motion carried.                

Mr. Perry attended a meeting regarding the Wireless Washtenaw project, which is a consortium of area representatives proposing to provide free countywide wireless services.  The basic plan would be to offer private providers space on municipal structures in exchange for some free services;  the providers would gain by charging for additional services.  The project is still in the development stage.

ORDINANCE REVIEW     Mrs. Laporte was absent.

PERSONNEL     Mr. Al-Awar reported that information received from the Michigan Municipal League concerning employee policies was far beyond what was needed.  It was suggested that individual contracts would be better than one all-encompassing document.  Atty. Reading recommended a policy handbook if all employees were treated the same, but if there were variations in some areas of the employer/employee relationship then contracts would be more appropriate.  It was agreed that the project would be the first assignment for the committee following next month's General Election and subsequent restructuring of committees.

RECREATION     Mrs. Hensinger stated that the date for the Fall Dinner had been set but specific plans for the event would be the responsibility of the new committee following the election.

ROADS     Mr. Al-Awar was able to get a slightly lower price from K & B Asphalt whose bid for road paving was approved at the July 2005 Trustee meeting.  Driveway paving may be an option for residents;  Mrs. Esch will put contact information in the next Barton Bulletin so residents can make arrangements directly with K & B Asphalt.  Mr. Esch recommended paving of the access road between the Boddie and Dwiggins homes on Underdown Road, as it leads to the Mabie home and the Mabies plan to have their portion of the driveway paved.  It was agreed that this portion was in poor condition and Mr. Al-Awar will make arrangements with K & B Asphalt to add this to the paving project.
SECURITY     Mr. Butterwick deferred to Mr. Esch who reported four false alarms during the past month.  Mr. Butterwick attended a meeting on the Sheriff's patrol situation and reported that Washtenaw County will not provide road patrols after 2008.  Details are not set, as the jurisdictions affected by this change requested more time to make alternate plans.  Mr. Butterwick discussed this issue with Ann Arbor Township Supervisor Michael Moran, who stated that BHV would be covered under arrangements made by the township.  Atty. Reading advised that close watch be kept on the specific agreements to make sure BHV is included and details are clearly communicated.
VEHICLES/EQUIPMENT     No report.  (No committee at present)

WATER      Mr. Wilkes presented a written report detailing several recommendations from the Water Committee:
--Scrubbing/acidization of Well #1 failed to sufficiently unclog the well, making it necessary to abandon it.  The cost for cleaning, including about $13,000 for pump repair, totaled about $30,000.  The cost for abandoning the well according to MDEQ standards is about $6,000.

It is vital that the well be replaced.  The committee recommended approval of the proposal from Brown Drilling to drill test wells to help determine the best place to drill the new 12-inch replacement well.  With testing/sampling the total cost of the project is estimated at $43,000.  There may be further expense if a new pump house is also needed.

Motion     Mr. Boddie moved that expenditures as detailed in the Water Committee report totaling about $79,000 be approved for servicing Well #1 and drilling of a new well;  further that the amount may be greater if a new pump house is also needed.  Mr. Al-Awar seconded;  the motion carried.

Mr. Wilkes requested notification in the Barton Bulletin regarding water system flushing, as he has received calls from residents asking about this.  Mr. Esch added that some hydrants are flushed the first of each month for water samples.  A separate notice will be distributed when the entire system is flushed later this fall.

ZONING     Mr. Al-Awar has received preliminary drawings for the Probst/Klein home at 280 Barton North Drive.  He is working with the architect to obtain the information necessary for zoning review.

A request was submitted by Mr. Youssef at 440 Barton Shore Drive to install a small fence to protect his grandchildren from the steep incline between his house and the road.  The fence would need to be placed along the lot line.  It was agreed that this is a valid request;  however it was unclear what the appropriate process would be to comply with the Zoning Ordinance.  Following discussion on the issue of fences and the Zoning Ordinance, it was agreed that Mr. Al-Awar would consult with Atty. Reading and report at the next meeting.

Motion     Mr. Lindstrom moved that the request from Mr. Zakhour Youssef regarding a fence on his property at 440 Barton Shore Drive be tabled until the next meeting when more input can be received concerning the requirements of the BHV Zoning Ordinance.  This motion rescinded an earlier motion that supported the concept of the proposed fence for safety reasons, even though the location of the fence on the property line would not be in compliance with the BHV Zoning Ordinance.  (9/19/05)
Mr. Boddie seconded;  the motion carried.

BUILDINGS     Mr. Lindstrom reported that Mrs. Esch and Mrs. Redies hope to be finished with the record sorting by the end of August.  Mrs. Esch added that a shredder has been purchased for documents needing to be destroyed.  The committee will use the estimates from the sorting project to help determine storage needs in relation to the Village Administrative Center.  Mr. Wilkes noted that committee member Sam Clark has resigned;  Maria Paluszny has been asked to fill the vacancy, but her reply has not been received yet.

Mr. Wilkes has received a report from the Insurance Services Office, rating BHV
building code effectiveness at 4 on a scale of 1-10 with 1 being the highest score.  The analysis of building codes and efforts to properly enforce the codes was conducted in cooperation with Ann Arbor Township Building Inspector Gary Dresselhouse and is used for advisory insurance underwriting.

ENVIRONMENTAL IMPACT     Mrs. Hensinger and Mr. Esch have mapped out which trees on BHV property are dead/dying and in need of removal.  Work will continue in having the trees cut either by the BHV staff or private contractor.  Mr. Esch added that some of the stumps were left tall so people could see what was being cut;  the Board advised that the trees could be cut at ground level now that the work is underway.  Trimming of invasive brush and tree planting are planned for the fall.  Mrs. Hensinger was thanked for her excellent work during her term of office.   

Mr. Wilkes will meet with a provider this week to discuss lightning protection for the landmark trees.  This is a highly specialized service, with only 4 approved providers in the state of Michigan.  Mr. Wilkes estimated a cost of $500/tree for equipment plus installation.  Mr. Esch will pursue necessary equipment needed to test the emergency sirens.  He has been unable to arrange any tree trimming by DTE Energy as the company seems unwilling to deal with anything other than necessary repairs.



Mr. Wilkes observed the final meeting of his presidency by expressing appreciation to the Trustees, Clerk Foss, Atty. Reading, Asst. Treasurer Redies, Asst. Clerk Esch, Supt. Esch and the staff for their excellent work. There being no further pressing business, the meeting was adjourned at 7:20 PM. A group photo was taken and refreshments provided by Mr. Wilkes were enjoyed by all following the meeting.

Respectfully submitted,

Janice K. Esch
Assistant Clerk