MINUTES OF SPECIAL BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
May 21, 2007
A special meeting of the Trustees was called by President Laporte for the purpose of hearing the report and recommendations of the Village Administration Center Committee and discussing matters pertaining to the Barton Hills Maintenance Corporation Special Shareholders Meeting (May 22, 2007), including how to vote the BHV Share. The meeting was called to order by Ms. Laporte at 6:02 PM at the Village Hall.
ROLL CALL Present: Trustees Al-Awar, Boddie, Boyle, Butterwick, Laporte, Lindstrom and Wilkes. Absent: Trustees Bogat and MacKrell.
Others attending: Atty. Reading, Asst. Treas. Redies, Supt. Esch, ZPA Perry, BHMC Vice President Kelly, BHMC Directors Hescheles and Stubbs, VAC Committee member Betsy Teeter, resident Vik Kheterpal and architect Ed Wier.
Mr. Lindstrom distributed a written report from architect Ed Wier who was asked to develop a short list of design alternatives for Board consideration, noting that themes were being presented rather than formal designs. He called attention to the photographs on page 2 of the report showing the view of the Garden site from Barton Shore Drive (commenting that architectural details on the building wonít be very visible from the road) and the view of the maintenance area from the site (which is not a particularly scenic view).
Mr. Wier led the group through the report which describes design options for the 2,000 square foot (sf) building that he believes are cost effective in balancing function with style and appropriate to the site. Characteristics of each style and considerations in terms of initial cost and long term maintenance were discussed. The options were Victorian Train Station, Prairie, Craftsman and Hip Roof/Cupola. Tudor, Saltbox and Log Cabin styles were also suggested; Mr. Wier explained why he felt those choices were not appropriate for the project. It was generally agreed that a lower pitch rather than higher pitch roof was desirable, and that the additional construction/maintenance costs associated with the detailing of the Victorian and Craftsman styles made them less desirable. In rough comparison of costs, Mr. Wier stated that if the original design proposed (February 2007) cost $150/sf, or $300,000 (for 2,000 sf), the Prairie and Cupola styles would cost about $375,000 and the Victorian and Craftsman styles would cost about $450,000 to build. It was suggested that interior design could be modified to decrease costs, which Mr. Wier acknowledged but added that there is an initial cost just to build and savings are minor because basic elements are still required regardless of size; further that some costs could actually increase as size decreases.
The Trustees were asked to complete a worksheet ranking each style in categories relating to fit and cost effectiveness. The Trustees asked that the original style also be included in the worksheet. Results were read aloud and discussed, with the following general conclusions:
--The Victorian, Craftsman and Cupola styles were not favored because of the extra expense to build and maintain exterior detailing, especially since these details would not be visually striking at any distance from the building.
--If the cost difference were small (i.e. $5,000) the group might support more details, but the larger expense was not warranted.
--The Prairie style was the highest ranking among the new choices, but not ranked higher than the original style.
Those in attendance other than Trustees were asked for comments; there was general support for the conclusions of the Board. The timetable proposed by the VAC Committee was discussed, with emphasis on the presentation of the recommended design to the residents in late July. The building itself is not the focus of the BHMC Shareholder vote but residents will be assured at the meeting (on May 22, 2007) that there will be a public forum to discuss the proposal and receive input from the residents before the final decisions are made. The next step would be to have Mr. Wier continue development of the design, with landscape architect Shannan Gibb-Randall also being consulted. It was felt that her original proposal of $1,600 for a color rendering was too expensive; the committee will talk with her again because having a visual representation is important to the project.
Motion Mr. Wilkes moved that architect Ed Wier be instructed to develop the original design of the Village Administration Centerwith such elements of the Prairie style that can be added without excessive cost. Mr. Al-Awar seconded. Mr. Lindstrom proposed to amend the motion to include that the cost of Mr. Wierís services for this task be no more than $3,500. Mr. Al-Awar seconded the amendment. Discussion on the amendment included the fact that Ms. Gibb-Randallís services are not included in this expenditure. The question was called (Boddie/Lindstrom/P) on the amendment, which carried. The question was called (Lindstrom/Boddie/P) on the motion, which carried as amended.
Mr. Lindstrom referred to the report on the estimated cost of a basement, provided by Jeff Perkins of Perkins Construction. For the estimated cost in the range of $25,000, the full basement would be suitable for miscellaneous storage but would not be finished or used for workspace or records storage. The VAC Committee recommended a full basement rather than slab based on the flexibility to modify the building for future needs, although only within the budget constraints of the project. It was felt that the basement was inexpensive space that would provide insulation to help with heating costs. Soil borings indicate water table levels are not a problem at the site. Ms. Laporte noted that absent Trustee MacKrell was extremely opposed to a full basement.
Motion Mr. Boddie moved that a full basement be part of the plan for the Village Administration Center. Mr. Al-Awar seconded; the motion carried.
Discussion then focused on the timetable proposed by the VAC Committee, which Mr. Lindstrom supported as realistic. It was suggested that joint meetings with BHMC would be helpful in moving the process along. Mr. Kheterpal asked about the budget for the project; Ms. Laporte responded that a cap of $375,000 was set by the Board but the final budget wonít be established until more is known about the actual costs. Mr. Boddie added that whatever combination of existing funds and borrowed funds is chosen, the cost of the building will have to be repaid, either to the lender or to the village accounts. There may not be a specific tax assessment above normal tax rates, but tax dollars will be put back into reserve funds instead of spent on other things. It was noted that the BHMC Shareholder vote will help to determine the location of the building but is not about the building itself. Ms. Laporte added that the Board is committed to meeting the needs established for appropriate office space, meeting space and records storage. It was also noted that budget estimates per household (per $100,000 assessed value) along with other information about the project have been printed in the Barton Bulletin. Mr. Boddie estimated that to finance a $500,000 project would cost around $119-127 per $100,000 of assessed valuation if the money were repaid over a ten year period. The cost would be less if the time were longer, but then the village would be that much longer with a lower reserve fund available.
Motion Mr. Al-Awar moved that President Laporte be authorized to vote the Barton Hills Villageshare (as a shareholder in Barton Hills Maintenance Corporation) in favor of the resolution to subdivide/transfer land at the BHMC Special Shareholders meeting on May 22, 2007. Mr. Wilkes seconded; the motion carried.
Mr. Wilkes moved to adjourn the meeting at 8:27 PM. Mr. Al-Awar seconded; the motion carried.
Jan Esch, Deputy Clerk