MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
September 8, 2008
The regular/organization meeting of the Board of Trustees was called to order by President Laporte at 7:36 PM at the Village Hall.
ROLL CALL Present: Trustees Bogat, Butterwick, Langford, Laporte, Lindstrom, MacKrell and Wilkes. Absent: Trustees Al-Awar and Boddie.
Others attending: ZPA Perry, Asst. Treasurer Redies, Supt. Esch, Planning Commission Chair Laura Weingartner, consultant/resident Nat Surovell and resident Marta Dapena-Baron.
ORGANIZATION BUSINESS Motion Mrs. Langford moved that the present slate of officers be reelected for the coming year: President—Adele Laporte, Vice President—Will Boddie, Clerk—Forrest Butterwick. Mrs. MacKrell seconded; the motion carried and Mr. Butterwick was sworn in as clerk. Motion Mrs. MacKrell moved that the appointment of Will Boddie as Treasurer be approved. Mr. Butterwick seconded; the motion carried. Motion Mrs. MacKrell moved that the following appointments be approved: Adele Laporte—Assessor, Carolyn Redies—Assistant Treasurer, Jan Esch—Deputy Clerk. Mr. Wilkes seconded; the motion carried. Committee assignments will be discussed at the next meeting.
PUBLIC COMMENT Marta Dapena-Baron displayed photos showing erosion on her property at 180 Underdown Road, stating that this erosion has become a problem since the repaving of Underdown Road. She had planned for the water to be diverted into a dry creek bed, but that is not happening. The Trustees acknowledged that there is a problem to be fixed; Mr. Esch will consult with Mr. Al-Awar about the best solution. Ms. Laporte will follow up with Ms. Dapena-Baron.
MINUTES Motion Mrs. MacKrell moved that the minutes of the August 11, 2008 Trustees meeting be approved as printed. Mr. Lindstrom seconded; the motion carried.
PLANNING COMMISSION Ms. Weingartner, Chair of the Planning Commission, and the Trustees were introduced. Ms. Weingartner reported that a subcommittee of the Planning Commission is drafting the Master Plan, which will then be submitted to the full Commission for review/revision. The Plan will also be reviewed by the planning consultant, hopefully in October 2008, before being presented to the Trustees.
ENVIRONMENTAL COMMITTEE Due to time constraints the Environmental Committee report was received out of agenda order. Mrs. MacKrell related that she and Mr. Butterwick had gathered input from other BHV residents, including concerns expressed by the BHMC Board of Directors, about the Deer Management Program. The committee proposes the following recommendations:
1) A meeting of the professional hunters, Mr. Esch, the Environmental Committee and representatives of concerned residents should be held to discuss the way the program is carried out and the problems that have developed in recent years.
2) A clear option to be exempted from the program should be offered to the residents. Properties that are exempted need to be clearly marked for the hunters.
3) The duration of the program may need to be shortened from its current length of November-March.
4) The Michigan Department of Natural Resources should be asked to conduct a census of the current deer population in BHV.
5) A plan should be developed based on residents’ preference for notification of when the hunters are in the village. This could include phone calls or emails to those requesting notification, a hot-line number that would indicate the presence of the hunters, posting to the website and/or posting of signs in the area when the hunters are there.
The purpose of the Deer Management program is to maintain a healthy population of deer while ensuring the safety of the residents and balancing the wishes of those who support and those who oppose the program.
ZONING AND PLANNING ADMINISTRATOR Mr. Perry reported one project in process—an addition to the rear of the home at 242 Barton North Drive.
FINANCE The Cash Balances report was distributed. The Disbursements List was distributed via email prior to the meeting, as will be done monthly in the future. Mrs. Redies noted that the entry for First American Title Insurance Company was a refund due because a tax bill was paid that erroneously included Ann Arbor Townshiptaxes as well as Barton Hills Villagetaxes. The Trustees expressed appreciation for the new, more easily understood format. Motion Mr. Wilkes moved that the Cash Disbursements for August 2008 be approved as printed (see Aux. Book XXI D(1)). Mrs. MacKrell seconded; the motion carried. Mr. Butterwick left
Village Administration Center Mr. Lindstrom commented on his written report, stating that the project is on schedule. About $2,000 of the $45,000 set aside for overruns has been used, which was deemed very good for this point (three months into construction). A misunderstanding concerning the Ken West plans may result in savings later.
Furniture Resident and commercial interior designer Nat Surovell has been working with Ms. Laporte and Mrs. MacKrell on furnishings for the VAC. She distributed a floor plan and listing for the project, which was discussed by the Trustees at length. Mrs. Surovell described the various items, with Trustees providing input on preferences and possibilities for exclusion or deferral. Some furniture is available from the Surovell family at lower cost due to the recent reorganization of their business offices. Comments included:
--Conference room: Not as many tables as shown will be needed; the chairs proposed are wonderful; the visual board is a good idea; the credenza could be eliminated; the furniture needs to be flexible for various uses of the room; at least some tables should fold up for storage when not in use; present tables/chairs can be used as needed for larger groups and stored in the closet.
--Offices: Tables provide ample workspace; keyboard drawers and other storage units could be added since there are no drawers; lateral files provide more storage than vertical; all the offices will be similar though not matching; the employees using the spaces will be consulted on their wishes.
--Storage rooms: Wire racks/boxes will be used; the budgeted amount is an allowance and the items will probably not be that costly.
--Lobby: The display space can be used for historical or other items of interest in addition to the outside display space where public notices will be posted; perhaps it could be custom made at a lower cost; the bench is a good idea though also at a lower cost.
The total cost of the proposal was $33,549.00; VAC budget for furnishings is $25,000. It was thought that the proposal could be downsized to be workable, with some things being done now and others added in the future. Appreciation was expressed to Mrs. Surovell for her fine work. The question was called (Lindstrom/Wilkes/P). Motion Ms. Bogat moved that the committee (Ms. Laporte, Mrs. MacKrell, Mrs. Surovell) be asked to revise the furniture proposal to meet the budget limit of $25,000. Mr. Wilkes seconded; the motion carried.
Tile Samples of porcelain and slate flooring to be used in the lobby/hallway/bathrooms were displayed. Trustee preferences were expressed concerning durability, upkeep and appearance, with the final choice left to the committee.
Landscaping/Lighting Ms. Laporte referred to the memos regarding the recent meeting with the BHMC Directors, expressing confidence that the requirements will be satisfied within a reasonable budget. BHMC approved the BHV choice of sidewalk lighting fixtures.
Fencing The proposed fencing plan was also approved by BHMC. Mr. Lindstrom will investigate with Mr. Esch as to who will provide the guard rail for the pumps.
Screening The Ward family will be consulted about plantings to screen their home from the maintenance area and the new VAC parking lot. Mrs. MacKrell left
Water Due to the time, discussion of the Phase II Stormwater Permit was postponed to the next meeting.
Recreation Ms. Bogat reported on the number of responses received and the need to have the picnic closer to the tennis courts due to the water main installation. Chris and Stacie Ward offered to help with set up in the absence of the Eschs; others are also welcome to come a bit early to assist with preparations.
Roads/Vehicles Mr. Esch has ordered the new police car from Ford Motor Company at a cost of about $22,000 as recommended by the Roads/Vehicles Committee, the price being the lower of the two quotations received. The old car will be sold.
BHMC Liaison No report.
Finance No report.
Long RangePlanning No report.
Maintenance Area/Buildings No report.
Ordinance Revision No report.
Personnel No report.
Security No report.
Zoning/ZO Revision No report.
Emergency Sirens Mr. Esch has contacted a supplier, who is obtaining quotations for new sirens since the old ones can no longer be repaired. Response is expected soon.
NEW BUSINESS None
Mr. Lindstrom moved the meeting be adjourned at 9:47 PM. Mr. Wilkes seconded; the motion carried.
Janice K. Esch, Deputy Clerk