MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
October 15, 2007
The regular meeting of the Board of Trustees was called to order by President Laporte at 6:03 PM at the Village Hall.
ROLL CALL Present: Trustees Al-Awar, Boddie, Bogat, Butterwick, Langford, Laporte, Lindstrom, MacKrell and Wilkes. Absent: None.
Others attending: Atty. Reading, Asst. Treasurer Redies, Supt. Esch, BHMC President Bultman and resident Sharbyn Pleban.
ORGANIZATION BUSINESS Trustee Wayne Lindstrom took the oath of office. Committee assignments were discussed. It was noted that Chuck Hescheles continues to serve on the VAC committee as a resident, and that Chuck Bultman will serve as BHMC representative for the time being. Trustees Boddie and Lindstrom and resident Chuck Bultman were appointed to the Ordinance Revision Committee. The Environmental Impact Committee name was shortened to Environmental Committee and the various topics that would fall to that committee were discussed.
ZONING AND PLANNING ADMINISTRATOR Ms. Laporte presented Mr. Perry’s report in his absence, noting that zoning compliance approval had been give for a porch enclosure at 304 Juniper Lane (Edwards) and a playhouse at 691 Spring Valley Road (Becher). The report also referred to the Michigan Zoning Enabling Act and establishment of a zoning or planning commission. Atty. Reading explained that a commission is required in order to amend zoning ordinances, recommending the appointment of a planning commission. The Ordinance Review Committee will pursue this matter.
PUBLIC COMMENT Resident Charles Bultman asked for information regarding the Michigan Zoning Enabling Act/planning commissions; Mr. Reading will email the material to him.
MINUTESMotion Mr. Boddie moved that the minutes of the September 17, 2007 Trustees meeting be approved with the following correction: page 2, last line “…Ann Arbor Townshipis planning to request has been granted the same exemption”. Mr. Wilkes seconded; the motion carried.
FINANCE Mrs. Redies distributed the cash balances comparison report and the September 30, 2007 Financial Report. Several clarification questions were answered regarding the cash disbursements. Motion Mrs. MacKrell moved that the 2nd Quarter Cash Disbursements be approved (see Aux. XVIII D). Mr. Butterwick seconded; the motion carried.
BHMC Liaison Ms. Laporte characterized the BHMC meeting as mostly organizational, with nothing specific to report. Mr. Bultman added that Mrs. Esch is working on a description of the project review process, and that a question was raised regarding the possibility of a resident requesting zoning approval but not wanting to notify BHMC. Ms. Laporte agreed that this was an important discussion and that the matter will be added to the agenda for the November 12, 2007Trustee meeting.
Long RangePlanning Mrs. MacKrell deferred to Mrs. Esch who apologized for not announcing the public comment for the Hazard Mitigation Review in time. The review will take place at the November 12, 2007 Trustee meeting.
Water Mr. Wilkes reported that the entire water system is being flushed this week, and that Ann Arbor Townshipwill be conducting flow testing of the hydrants at the same time. He also reported on his efforts to have BHV exempted from the Phase II Stormwater requirements, stating that he has been directed to several different people in Lansing and Jackson, and will continue to pursue this matter.
Buildings Mr. Lindstrom stated that the VAC Committee will meet Wednesday, October 17, 2007 with architect Ed Wier, and anticipates that plans will be ready for Trustee consideration in November. There was no progress to report on the investigation of landscape costs. Motion Mr. Boddie moved that the discussion of the InSite proposal, listed later on the agenda, be tabled to the November 12, 2007Trustee meeting. Mr. Lindstrom seconded; the motion carried.
Roads It was noted that the Trustees have received positive comments about the paving of the maintenance area.
Environmental Impact No report.
Finance No report.
Personnel No report.
Recreation No report.
Security No report.
Vehicles/Equipment No report.
Zoning No report.
UNFINISHED BUSINESS Land Transfer Ms. Laporte reported that progress is being made regarding the BHV/BHMC land transfer. Concern was expressed for the future of the parcel near the lower gate; the question of attaching restrictions to the land as part of the transfer was discussed. Mr. Bultman noted that the BHMC By-Laws require land held or sold by the corporation to have Deed Restrictions attached. He further noted that these sections of the By-Laws (Art. VI, Annex to Art. VI, Sec. 1) cannot be modified except by a two-thirds vote of the shareholders. It was suggested that the parcel might qualify as wetland or nature preserve.
NEW BUSINESS Uniform Traffic Code Mr. Reading explained that the Uniform Traffic Code (UTC) originally adopted under BHV Ordinance No. 1 (referenced No. 11 & 12) was replaced in 2002 so new statutes need to be adopted. BHV cannot draft its own traffic ordinance and cannot enforce the codes without adoption. Mr. Reading and Mr. Esch have both researched the question of speed tables and find nothing that requires removal of the tables under the UTC. The statute requires appointment of a Traffic Engineer (Chief of Police by default). Motion Mrs. MacKrell moved that the resolution to adopt Ordinance 24 (Barton Hills Village Traffic Code) be approved. Mr. Boddie seconded; the motion carried. Mr. Reading further explained that Ordinance No. 1 contained additional provisions for private roads that are not in the UTC. Adoption of proposed Ordinance 25 would continue those provisions. Motion Mr. Boddie moved that the resolution to adopt Ordinance 25 (Barton Hills Village Private Road Trespass Ordinance) be approved. Mrs. MacKrell seconded; the motion carried. It was suggested that the gravel shoulder space near the Lower Gate encourages non-residents to park there and is unsightly. Mr. Esch commented that people use the space to turn around, or to wait for other cars to travel together. Mr. Al-Awar suggested that the area be graveled to standard shoulder width only with the rest seeded.
Charter Amendment Mrs. Esch’s list of suggested charter amendments was discussed. It was agreed that the charter should be flexible and not too specific (i.e. times, dates); also that as many changes as are needed should be made now, since there is a two-year period before another amendment can be made. A target date of January 1, 2008was suggested and Trustees were urged to send any other amendment suggestions to the committee. Motion Mr. Boddie moved that the task of reviewing amendments to the BHV Charter be assigned to the Ordinance Revision Committee. Mrs. Langford seconded; the motion carried.
Mrs. Esch reminded the Trustees that committee meetings are governed by the Open Meetings Act. Meeting date/time must be posted on the Bulletin Board, and the meeting must be held in a public place. Mr. Reading will check the Act and advise on the proper application of the requirements. Ms. Laporte encouraged the committees to be proactive and meet soon.
Mr. Boddie moved that the meeting be adjourned at 7:22 PM. Mr. Al-Awar seconded; the motion carried.
Janice K. Esch, Deputy Clerk