Barton Hills Village, Michigan

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August 20, 2007




August 20, 2007

The Barton Hills Village Board of Trustees hosted a Public Forum on August 20, 2007beginning at 6:00 PMat the Village Hall for presentation of the proposed Village Administration Centerproject.

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

Others attending: Asst. Treasurer Redies, Supt. Esch, BHMC President Bultman, VAC Committee members Hescheles and Teeter, architect Ed Wier and nine residents.

VAC Committee Chair Wayne Lindstrom gave a brief overview of the project and displayed the site plan indicating where the proposed building would be located. He introduced architect Ed Wier, who gave a slide presentation of the floor plan and exterior elevations of the proposed building. Discussion among those present included:

(Q=question, A=response)

Q. Please explain the proposed use of the storage areas indicated on the floor plan.

A. The two storage areas near the offices are intended for long-term records storage. There are items we are required to keep, such as the bill of sale of each vehicle, but that are not accessed very often. These records would be kept in boxes on wire shelves. We also have a safe where permanent minutes and archival materials are stored and a map storage cabinet for large, flat maps and blueprints. Active records that are used often will be kept in file cabinets in the three offices.

Q. Will there be humidity control such as air conditioning in the basement? A. Yes. Although the basement will house only the mechanical utilities and miscellaneous items, such as the voting booths, picnic supplies and water meters, it will be climate controlled.

Q. Will the basement windows have window wells? A. Probably. The depth of the wells will not be known until the final grading plan is determined. The front entrance will be at grade level, but the sides/rear of the building may slope a bit which will dictate the depth of the window wells.

Q. Wouldn’t an outside entrance to the basement be better suited for carrying in heavy, possibly dirty items rather than coming through the lobby? A. An outside entrance was considered by the committee. However, it was determined that the storage use of the basement will be minimal and was overshadowed by the greater concern for security. An outside entrance, especially on the back side of the building where it is not easily seen, is vulnerable to undue interest by intruders from the bordering Ann Arbor city park and railroad properties.

Q. Can’t paper records be kept in digital form? A. The State of Michigandoes not allow permanent public records to be retained solely in digital form. Paper copies must still be kept due to the fear that technology will become obsolete and digital records might be inaccessible in the future.

Q. Will the exterior be brick? (A: Yes). Good, that will be low maintenance.

A. The roof is shown as metal because it gives a clearer picture on these particular graphics. In actuality, a metal roof is four to five times more expensive, so the roofing material will be asphalt shingles of some type. Specific exterior materials are yet to be determined.

Q. What is the budget target? A. The Board set a target of $380,000 for the cost of the entire project. It is likely the cost will be more into the $400,000 range, but the committee is committed to keeping the project cost-effective. Compromises have been made to stay within the budget while not sacrificing quality. The parking area has increased from seven to twelve spaces, but maybe the landscaping will be more simple with additional plantings added in future years. The exact costs won’t be known until the bids are received.

Q. Will there be a drive-up entrance to the building? A. No. The walkway from the parking area will be the only access so the landmark oak tree can be protected.

Q. Has the fire chief approved of the plans? A. Yes, he has walked the site and has given advice about the placement of hydrants and the width of the access drive to allow adequate space for the fire trucks/extensions.

Q. Can the windows be opened? A. Yes, these are casement windows that hinge on the sides, with a fixed transom above. The bathroom windows hinge at the top. In the meeting rooms the side windows open with the center window fixed.

Q. How accurate is the landscaping plan? A. The plantings shown in these drawings are only suggestive of what might be done, to give a better feeling for what the project will look like. Do you (audience/Trustees) think it is enough, or should we aim for more or less? (Trustee response was generally favorable. Comments included not so much needed in the back where no one can see, the building should settle into the sight so plantings should help it do so, and not a lot of plantings are needed.)

Q. The Prairie Style is low to the ground, emphasizing horizontal lines. Would the committee consider lowering the ceiling heights from 9’/13’ to 8’/12’, which may save a bit in construction costs while still providing an attractive building? A. Lowering the ceiling height inside could be done with a drop ceiling, and perhaps a soffit in the meeting room. If the exterior height is lowered it will interfere with the transoms above the windows. The windows could be lowered as well, but it would mean lowering the horizontal banding which may put the windows at an awkward, eye-level height that would not be aesthetically pleasing. Care also has to be taken not to let the oversize roof line get too close to the ground and become overwhelming.

Q. Will a fire sprinkler system be installed? A. Yes, in the office section.

Other public comment:

--The building committee and architect have done a good job.

--I like the transom look. I wouldn’t lower the height. I live in a Prairie Style house and sometimes I wish the height were a bit taller.

Appreciation was expressed to Mr. Wier and the VAC Committee for their hard work on this project. The Public Forum was closed at 6:40 PM.



August 20, 2007

The regular meeting of the Board of Trustees was called to order by President Laporte at 6:50 PMat the Village Hall.

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

Others attending: Atty. Reading, Asst. Treasurer Redies, Supt. Esch, BHMC President Bultman, VAC Committee member Hescheles, architect Ed Wier and resident Elizabeth Ong.

ZONING AND PLANNING ADMINISTRATOR Ms. Laporte reported in Mr. Perry’s absence that she and Mr. Perry had visited the Bonner site at 457 Barton North Drive to review the proposed landscaping plan with regard to the wall section of the BHV Zoning Ordinance. They determined that the proposed walls did not require a permit. Ms. Laporte added that it is difficult to locate the exact property lines with regard to the road edge, but in this case the Bonner’s mortgage survey was deemed to be sufficient.

VAC COMMITTEE REPORT Mr. Lindstrom noted that 19 people attended the Public Forum earlier in the evening. He asked for comment from the Trustees concerning the landscaping plan, and if there were further questions for Mr. Wier. Regarding the landscaping, discussion included the following: Mr. Boddie and Mr. Reading arrived

--Mr. Wier has provided enough of an idea for landscaping to supplement the initial guidelines provided by Shannan Gibb-Randall of InSite Design. No further professional services are needed.

--Professional advice is needed for other areas of site development such as the driveway design and retention pond.

--Ms. Gibb-Randall is already familiar with the project and was helpful in previous discussions about the site and overall objectives of the project.

--Ms. Gibb-Randall would not be asked to duplicate information already provided by Mr. Wier, but to add to and develop the site plan as needed.

--The Trustees should emphasize their concern about budget constraints and that they’re looking for a minimalist plan for the landscaping.

--Mr. Wier noted that if site development were part of his responsibilities, he would subcontract the work to another professional with expertise in those areas.

Mr. Al-Awar moved that no further services from Shannan Gibb-Randall were needed since Mr. Wier had provided enough information in his work. The motion died for lack of a second.

Regarding the design provided by Mr. Wier, after review of the matters mentioned at the Public Forum it was the sense of the board that no changes were needed and the project should move ahead. Mr. Wier was thanked for his work and left the meeting.

Extended discussion focused on the proposed motions from the VAC Committee.

Motion Mr. Lindstrom moved that Ed Wier be retained as the architect for the Village Administration Centerproject. Mr. Boddie seconded; the motion carried.
Mrs. MacKrell and Mr. Esch left

Motion Mr. Lindstrom moved that Ed Wier be authorized, at a cost of no more than $12,000, to prepare and deliver construction level drawings and material specifications suitable for bidding and construction; further that President Laporte be authorized to negotiate the contract between Barton Hills Village and Mr. Wier. Mr. Boddie seconded; the motion carried.

Motion Mr. Lindstrom moved that Ed Wier be asked to develop a schedule of estimated architect’s fees for all the remaining phases of the Village Administration Center project for presentation at the September 17, 2007 Barton Hills Village Board of Trustees meeting. Mr. Boddie seconded; the motion carried.

Motion Mr. Lindstrom moved that Shannan Gibb Randall of InSite Design Studio be asked to, in coordination with architect Ed Wier, develop a schedule of estimated site planning costs for the Village Administration Center project for review at the September 17, 2007 Barton Hills Village Board of Trustees meeting. Mr. Wilkes seconded; the motion carried with Mr. Al-Awar opposed.

PUBLIC COMMENT Resident Charles Bultman asked if there would be opportunity for public participation in the discussion on the Soil Erosion Ordinance later in the meeting. Mr. Lindstrom proposed that public comment be accepted at that time.

MINUTES  Motion Mr. Lindstrom moved that the minutes of the July 16, 2007Trustees meeting be approved. Mr. Wilkes seconded; the motion carried.

FINANCE Mrs. Redies distributed the cash balances and comparison report. It was noted that the request to table approval of the cash disbursements in no way reflected on Mrs. Redies’ work but provided the Trustees with adequate time to understand the report. One correction was made in the disbursements: page 2 amount of $3,400.00 should read “legal” rather than “legal notice.” Motion Mr. Lindstrom moved that the First Quarter Cash Disbursements be approved (see Aux. Book XVII D). Mr. Al-Awar seconded; the motion carried.

ELECTION COMMISSION Motion Mr. Lindstrom moved that the Barton Hills Village Board of Trustees, serving as the Election Commission per Section 4.8 of the Barton Hills Village Charter, approve the following:

1) Appointment of Helen Becher, Isabel Boehnke, Susan Johe, Elizabeth Ong, Jean Perry and Elizabeth Teeter as Election Inspectors and authorized assistants of the Election Commission for the September 11, 2007 Barton Hills Village General Election.

2) Establishment of wages for Election Inspectors for the September 11, 2007 Barton Hills Village General Election at $8.50 per hour.

3) Authorization of Janice Esch, Barton Hills Village Deputy Clerk, to perform testing of election equipment and to sign on behalf of the Election Commission as may be required by Michigan Election Law.

Mr. Al-Awar seconded; the motion carried.


Recreation Ms. Laporte reported in Ms. Bogat’s absence that Atty. Reading has been working on an agreement for the Michigan Cycling Club race next spring. He has discovered that the club is an affiliate of the Cycling Association of USA, a Coloradocorporation, and that the insurance will be issued through that organization with both BHV and BHMC listed as additional insured parties. An email request has been sent to the University of Michiganasking for verification that the Michigan Cycling Club is an approved organization in good standing. Other details of the race, such as parking and clean up arrangements, have been assured by Nick Boswell, President of the Michigan Cycling Club, but no formal agreement can be entered into since the club is not a legal entity by itself. Mr. Reading will continue to investigate the matter.

Water Mr. Wilkes referred to his written report, noting that the request from Ann Arbor Townshipto verify fire hydrant flow readings (Item 4) is not a trivial undertaking. Mr. Esch will work with Fire Chief Ericson to accomplish this task.

Roads Mr. Al-Awar stated that he and Mr. Esch are having a hard time obtaining more than one quotation for the paving of the maintenance area. The project involves concrete for the recycling pad, underground drainage piping and asphalt for the roadway, excluding the road out to Barton Shore Drive. Most companies who do all these things are large and don’t bid on projects as small as this one. Splitting the tasks between more than one contractor would be more expensive. The bid received is for around $50,000, which Mr. Al-Awar thought was reasonable for the work needed. Ms. Laporte suggested waiting until the VAC project was finished and paving the entire area at once. Mr. Boddie noted that the cost is very likely to rise due to the rising cost of materials and felt it was a good bid. Motion Mr. Boddie moved that the bid for paving the maintenance area as presented be accepted. Mr. Wilkes seconded; the motion carried with Ms. Laporte opposed.

Mr. Al-Awar has obtained two bids for repair of the tennis courts. One bid for approximately $24,000 details the steps to be taken to rebuilt/resurface the courts; the other bid for approximately $21,500 does not specify the work. It was suggested that the Board wait to see what the costs will be for the VAC project before committing funds to another project. It was also suggested that BHV has an obligation to maintain the infrastructure and if there are to be tennis courts, they should be in good condition. It has been a number of years since the courts have been rebuilt, with only resurfacing being done. Mr. Al-Awar doubted that any company would actually guarantee their work beyond one year, but that it could be reasonably expected to last at least ten years. Mr. Boddie added that while the project is not in the budget, such maintenance is one of the purposes of keeping a reserve fund and the village could afford to make this type of expenditure. Motion Mr. Boddie moved that Mr. Al-Awar be authorized to accept which ever bid he deemed to be the best choice for rebuilding of the tennis courts. Mr. Lindstrom seconded; the motion carried.

Mr. Al-Awar was contacted by another company offering to purchase BHV’s telecommunications leases; he informed them that the village was not interested.

Environmental Impact No report.

Finance No report.

Long RangePlanning No report.

Personnel No report.

Security No report.

Vehicles/Equipment No report.

Zoning No report.

UNFINISHED BUSINESS Ms. Laporte reported that attorney Tom Meagher has completed the work relating to MDEQ and Rule 98 (Colt Farms/York Township cases). The ruling in the case requires MDEQ consideration of both positive and negative impact of projects applying for permits and attention given to zoning issues in such projects. This is a very positive outcome from BHV’s perspective. It was agreed that since Atty. Meagher represented both municipalities, the Township would pay two-thirds and BHV would pay one-third of the cost for his services.

Ms. Laporte and Mr. Al-Awar displayed revised survey drawings for the BHV/BHMC land transfer that show more dimensions and highlighted details. BHMC Atty. Lloyd and Director Langford will meet with the Ann Arbor Townshipassessor this week to discuss the proposed swap of property. If there are no adverse tax consequences work will proceed on the formal agreement.

NEW BUSINESS Ms. Laporte and Mr. Reading explained that initial advice given by MDEQ requiring BHV to adopt its own soil erosion ordinance was in error. MDEQ has verified that the state statute enforced by the county is in effect in BHV unless an ordinance is adopted at the township level. The township ordinance enforced by the township then becomes the ordinance in effect in BHV, unless BHV adopts and enforces its own ordinance. Since Ann Arbor Townshiphas adopted Soil Erosion and Sedimentation Control Ordinance NO. 7-2007, that is the enforcement document for BHV. Mr. Bultman noted that there are some mathematical errors in the ordinance and several areas where the requirements of the ordinance may be inappropriate for situations in BHV. Ms. Laporte suggested that errors should be brought to the attention of Ann Arbor Townshipso they can be amended. If the Township ordinance proves to be unsuitable for BHV work can begin on a Village ordinance that would be more specific. Mr. Reading recommended a resolution requested by Ann Arbor Township Supervisor Moran that would recognize the relationship between the Village and the Township on this matter. Motion Mr. Lindstrom moved that the Resolution to Acknowledge the Enforceability of the Ann Arbor Charter Township Soil Erosion and Sedimentation Ordinance in Barton Hills be adopted as presented. Mr. Boddie seconded; the motion carried.

Mr. Boddie moved that the meeting be adjourned at 9:01 PM. Mr. Butterwick seconded; the motion carried.

Jan Esch, Deputy Clerk