Barton Hills Village, Michigan

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March 19, 2007

MINUTES OF BOARD MEETING

TRUSTEES OF BARTON HILLS VILLAGE

March 19, 2007

The regular meeting of the Board of Trustees was called to order by President Laporte at 6:01 PM at the Village Hall.

ROLL CALL Present: Trustees Al-Awar, Boddie, Bogat, Butterwick, Laporte MacKrell and Wilkes. Absent: Trustee Lindstrom.

Others attending: Atty. Reading, Asst. Treasurer Redies, Supt. Esch, BHMC President Bultman, residents John Boyle, Ed Surovell and Peter Scott, and contractor Joe O’Neal.

PUBLIC BUDGET HEARING President Laporte called the Public Budget Hearing to order at 6:02 PM. There being no comments from the public, the hearing was closed at 6:04 PM.

PUBLIC COMMENT None.

FINANCE Mr. Boddie presented the proposed 2007-2008 Budget, noting that an operating surplus of about $800,000 (accumulated over many years) was present in 2006-2007 fiscal year and would probably be about the same in 2007-2008. An amount for the purchase of a police car is included in the budget (footnote M). Footnote I on page 3 should be $23,000 rather than $26,000 (correctly stated on page 2); the lease amount has been lowered to maintain about the same amount of surplus in the BHMC funds rather than increasing the surplus. Mr. Boddie added that the budget can be amended as specific proposals are approved by the Board. Items suggested were the slab for the recycle bins, more funds for invasive species control, a fenced-in community dog run, upkeep on existing maintenance buildings and more landscaping for the Ward home.

Motion Mr. Boddie moved that the proposed 2007-2008 Budget be approved as printed (see Aux. Book XV D). Mr. Al-Awar seconded; the motion carried.

BUILDING COSTS PRESENTATION Contractor Joe O’Neal was asked to comment on the VAC project from his perspective and experience as a local building contractor. Mr. O’Neal’s comments included:

--Given the very preliminary drawing, his staff estimator could only give very preliminary estimates of cost.

--Based on the size and simple design, the building could probably be built for $125-$150/square foot (sf), with another $15-$40/sf for site work, utilities and landscaping. A basement might add $20-$30/sf—the estimator assumed there would not be a basement.

--The building is simple to construct and could be viewed more as a residential than a commercial structure.

--There isn’t much price difference between a full basement and a crawl space. A crawl space (4’ basement) can be built but is not cost effective and shouldn’t be considered. Slab on grade is fine as long as the wood is above level to prevent termite infestation. Utilities wouldn’t take up a lot of space on the main floor.

--Changes in the exterior, such as wood siding, would change the cost estimate. It’s really difficult to give hard numbers unless the design is as you want it. The roof is not a standard rectangle, so that could change. A solid estimate can’t be done without more details.

--The $125-$150/sf estimate is based on brick exterior, asphalt shingle roof, drywall interior, carpeted floors, good windows and doors—standard construction materials of reasonable quality, but not extraordinary.

--“Green” (environmentally friendly) features are more expensive, depending on what you’re considering.

--Open interior design (i.e. exposed ductwork, beams, etc) is less expensive. Architectural features all add up in cost. It depends on what you want.

Mr. O’Neal was thanked for his comments.

TRUSTEE VACANCY Applications for the open seat created by Mr. Perry’s resignation were submitted by residents John Boyle and Marta Dapena-Baron. Ms. Dapena-Baron phoned a few minutes before the meeting to say she had read Mr. Boyle’s application, thought he was a well-qualified choice, and that she had decided to withdraw her application.

Motion Mrs. MacKrell moved that John Boyle be appointed to fulfill the term of Randolph Perry (to September 2007). Mr. Boddie seconded; the motion carried.

Clerk Butterwick administered the oath of office and Mr. Boyle was seated as Trustee.

MINUTES Motion Mrs. MacKrell moved that the minutes of the February 19, 2007 regular Trustees meeting be approved as printed. Mr. Wilkes seconded; the motion carried. Motion Mr. Boddie moved that the minutes of the February 22, 2007 Special Trustees meeting be approved as printed. Mrs. MacKrell seonded; the motion carried.

Motion Mr. Boddie moved that the minutes of the March 12, 2007 Special Trustees meeting be approved as printed. Mr. Wilkes seconded; the motion carried.

FINANCE Mrs. Redies distributed the cash balances and comparison report. She was asked to see if any more of the savings could be put into insured accounts.

ZONING AND PLANNING ADMINISTRATOR No report.

COMMITTEE REPORTS

Buildings Ms. Laporte reported in Mr. Lindstrom’s absence that the VAC Committee hoped the Trustees could move ahead with some aspects of the project. Two proposed sales agreements were discussed with the intent to make an offer that could be considered by the BHMC at their March 29, 2007 meeting. The appended map indicated the parcel BHV wishes to purchase from BHMC; it was amended to include the areas around the employee home already owned by BHV. Discussion focused on the question of outright sale or trade of land and included concern for protection of land from outside taking and tax implications. It was suggested that there were two parcels of land (the VAC parcel and the Rood property) in question, and that the two should be addressed separately rather than in one transaction.

Motion Mr. Boddie moved that the map as amended to indicate the property under consideration (including the property around the employee home), titled “Exhibit A (as amended)” be approved. Mr. Wilkes seconded; the motion carried.

Motion Mr. Boddie moved to approve the sales agreement offering to purchase the parcel of land indicated on the map titled “Exhibit A (as amended)” from the Barton Hills Maintenance Corporation for the purpose of having all Barton Hills Village municipal buildings on village-owned land. Mr. Al-Awar seconded. Ms. Laporte proposed an amendment to the motion stating that Attorney Reading as agent of Barton Hills Village be authorized to attend to the details of the sales agreement essentially as presented in the agreement currently before the Trustees. Mr. Wilkes seconded; the amendment carried. The motion as amended also carried with Mr. Butterwick voting no.

Discussion then focused on two issues relating to the VAC project—design and cost. Comments included:

--Do we need to amend or remove the cap [of $380,000] on the project?

--The cap needs to stay. We should decide on the design, put it out for bids, then discuss the cost when actual figures can be considered.

--We must be careful not to promise a $380,000 project, then end up approving more money. The residents will feel they have been misled.

--Can we describe the project in terms of tax impact—how much will each $100,000 of expense cost taxpayers?

--We know that a 1 mil increase in taxes will raise about $50,000. If we want to use $600,000 of our surplus fund and pay it back over 10 years, it will take about 2 mils, or about $600/year for the average house.

--There have been some circulations of design suggestions among the Trustees. We should continue to do this. Two books are available for everyone to look at.

--It’s unclear what the Board intended Mr. Wier’s part to be in the design process. The motion from the March 12, 2007 Special Trustee meeting stated that Mr. Wier should be asked to provide input on styles. [The motion was read aloud.] We have received further information about his experience [distributed at the meeting]. Should we go ahead with Mr. Wier?

--The VAC Committee should determine how Mr. Wier will be involved.

--It’s important to decide on the style quickly so the process can move ahead and the project begun in the coming building season.

--The VAC Committee is frustrated and would appreciate stronger support from the Board. We should try to bury our differences about details and think in terms of what will be acceptable to the wider community.

--It there is not support for a larger budget, it is fruitless to spend much time debating styles that can’t be built for the stated amount.

The discussion was momentarily set aside.

CLERK RESOLUTION Ms. Laporte read a resolution that would change Mrs. Esch’s title from Assistant Clerk to Deputy Clerk, explaining that the action is acceptable under the BHV Charter and more accurately reflects the duties and responsibilities of Mrs. Esch’s position.

Motion Mrs. MacKrell moved that the resolution to change the title from Assistant Clerk to Deputy Clerk be approved as presented. Mr. Boddie seconded; the motion carried. Mrs. MacKrell left

COMMITTEE REPORTS

Buildings (continued) Mr. Bultman asked that a representative of the BHV Trustees attend the BHMC Board of Directors meeting on March 29, 2007 to explain the sales agreement offer. Concern was voiced for the possibility that the Ward house, if sold for private use in the future, would not be accessible on private roads if the property sale is accomplished as proposed. It was stated that an easement could be granted if that situation ever arose. Mr. Boddie left

Discussion returned to the question of how Mr. Wier should be involved, based on the motion of the March 12, 2007meeting. It was suggested that the intent of the motion was to proceed on the question of design choices moreso than determining Mr. Wier’s participation.

Motion Ms. Bogat moved that the Village Administration Center Committee be authorized to use the $1,000 approved at the March 12, 2007 Special Trustees meeting to engage professional help of their choosing to aid in determination of style for the VAC project. Mr. Butterwick seconded; the motion carried.

BHCC Liaison No report.

Environmental Impact No report

Finance No report.

Long RangePlanning No report.

Personnel No report

Recreation No report.

Roads No report.

Security No report.

Vehicles/Equipment No report.

Water No report.

Zoning No report.

UNFINISHED BUSINESS Mr. Al-Awar and Mr. Esch stated earlier in the meeting that they were waiting for one additional bid for the pool demolition.

The meeting was adjourned at 8:22 PM.

Jan Esch, Deputy Clerk


  

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