MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
January 12, 2009
The regular meeting of the Board of Trustees was called to order by President Laporte at 6:08 PM at the Village Hall. The meeting was then set aside for the dedication of the new Village Hall.
DEDICATION Attending the dedication were Barton Hills Village Trustees Riad Al-Awar, Will Boddie, Libby Langford, Adele Laporte, Wayne Lindstrom, Cheryl MacKrell and Jim Wilkes; Barton Hills Maintenance Corporation Directors John Boyle, Chuck Bultman, Donna Kelly, Ann Leidy and Maria Paluszny; Superintendent Walter Esch, Assistant Treasurer Carolyn Redies, Architect Ed Wier, Contractor Jim Kugler (Construction Solutions), Village Administration Center Committee member Betsy Teeter and residents Bobby Boyle, Jim Craven, Georgia Lindstrom and Frances Quarton. Ms. Laporte welcomed everyone and expressed deep appreciation for the efforts that have resulted in the completion of the beautiful new building. Mr. Lindstrom (VAC Committee Chair) also expressed appreciation to Mr. Wier, Mr. Kugler, the committee and the Trustees for their cooperative spirit and determination to see the project through to completion. He read the Objective Statement one last time (“To develop a cost effective plan to: (1) provide adequate accessible working space for the administration of the Village of Barton Hills and (2) provide adequate storage to satisfy the state and federal legal requirements for record storage.”) and declared that the objectives have been accomplished. Appreciation was expressed to Mr. Lindstrom for his leadership. The dedication was commemorated by a plaque in the lobby and celebrated with refreshments and congratulations.
The Board of Trustees meeting was reconvened at 6:34 PM.
ROLL CALL Present: Trustees Al-Awar, Boddie, Langford, Laporte, Lindstrom, MacKrell and Wilkes. Absent: Trustees Bogat and Butterwick.
Others attending: Asst. Treasurer Redies, Supt. Esch, BHMC President Bultman, BHMC Director Donna Kelly.
PUBLIC COMMENT One resident voiced appreciation for the completion of the Village Hall, describing the building as a lovely center for residents and staff to use and enjoy.
MINUTES Motion Mr. Lindstrom moved that the minutes of the December 8, 2008 Trustees meeting be approved as printed. Mr. Wilkes seconded; the motion carried.
FINANCE/FINANCE COMMITTEE The Cash Balances report was distributed. Motion Mr. Lindstrom moved that the Cash Disbursements for December 2008 be approved as printed (see Aux. Book XXI D(5)). Mr. Al-Awar seconded; the motion carried. Mrs. Redies requested approval of a change in carriers for BHV liability and property insurance from the current group through the Michigan Township Participating Plan to the Michigan Municipal League (MML). BHV is a member of MML and uses their services for Workmen’s Compensation coverage. The change is expected to result in a savings of about $15,000/year but will not be made until August 2009 because the current payment cannot be refunded if the policy is cancelled. Motion Mrs. MacKrell moved that the liability and property insurance carrier for Barton Hills Village be changed from the Michigan Township Participating Plan (MCM Group) to the Michigan Municipal League (Meadowbrook), subject to confirmation by Treasurer Boddie that the company ratings are satisfactory. Mr. Boddie seconded; the motion carried.
MEETING SCHEDULE The Trustees confirmed that the printed schedule of Board of Trustee meeting dates for 2009 accurately reflects the intent agreed upon at the December 8, 2008 Trustees meeting.
ZONING AND PLANNING ADMINISTRATOR Mr. Perry sent word that he would be absent and had nothing to report.
PLANNING COMMISSION Mr. Boddie stated that the Planning Commission did not have an official meeting on January 8, 2009 due to lack of quorum, but did have a productive working session by those in attendance. The Commission expects to be ready to approve a preliminary Master Plan at its February 2009 meeting that will then be submitted to the Trustees for review. Ms. Laporte proposed expanding the membership of the Planning Commission from five to seven in an effort to address the quorum difficulties. Motion Mrs. MacKrell moved that Ordinance No. 26, Section 4(a) be amended to read as follows: “The Planning Commission shall consist of five seven members...” Mr. Wilkes seconded; the motion carried. Ms. Laporte then presented two appointments for membership on the Planning Commission:
--Mike Richards, 655 Spring Valley Road. Mr. Richards is a dentist by profession who has lived in Barton Hills Village for over 30 years, and has previously served as a BHV Trustee for 15 years. He has also been a fundraiser for Dennison University and the Prostate Cancer Association, and is a past president of the condominium association for his home in Florida.
--Bruce Wallace, 435 Hillspur Road. Mr. Wallace’s resumé listed a number of aspects of his career as an attorney, including his focus on environmental law and his service on several community boards. He has lived in Barton Hills almost two years.
Ms. Laporte added that these two nominees represent a balance in BHV residency, diversity in profession, history of community service and commitment to availability, and that she highly recommended both candidates. Motion Mr. Lindstrom moved that the appointment of Mike Richards and Bruce Wallace to the Planning Commission be approved. Mr. Boddie seconded; the motion carried.
Recreation Mrs. Esch reported in Ms. Bogat’s absence that the Michigan Cycling Club bicycle race has been confirmed for Sunday afternoon, March 29, 2009. Ms. Laporte will oversee the necessary paperwork, with Mrs. Esch and Supt. Esch handling race day arrangements. Residents and Barton Hills Country Club will be informed of the event.
Village Administration Center Mr. Lindstrom reported that the new Village Hall is 99.99% completed, with just a few details left to tend to. Some bills are not in yet, but the project will certainly be under budget as only a portion of the 10% overrun included in the figures has been used. Mr. Lindstrom displayed a plaque received from Construction Solutions and again expressed appreciation for the excellent teamwork between architect Ed Wier, contractor Jim Kugler/Construction Solutions, the VAC Committee and the Trustees. He noted particularly that Mr. Wier stood out at the first meeting of potential architects because he really listened to the committee’s goals and concerns. Construction Solutions has provided excellent work that has resulted in positive recommendation of the company to other potential clients. Mr. Lindstrom further expressed appreciation to the BHMC Board of Directors and their willingness to let the project move ahead without the customary details of exterior materials and landscaping ready for approval. This flexibility contributed significantly to the success of the project. Ms. Laporte added that she expects to have a landscape plan ready for BHV review and BHMC approval in early spring, and had conveyed this to BHMC at their January 7, 2009 meeting. Ms. Laporte displayed a fragile blueprint donated by a resident that shows the connection of Barton Shore Drive and California Avenue prior to the development of Juniper Lane. It is hoped that items like this that are aesthetically pleasing and historically interesting can be framed and displayed at the Village Hall.
Water Mr. Wilkes referred to his written report concerning a proposal from the owners of 790 Barton Shore Drive to install an open-loop geothermal heat-pump system. The system was approved by Washtenaw County Environmental Services as posing no health problems, but is of concern to BHV due to the potential volume of municipal water that would be required for operation. Mr. Wilkes estimated that the proposed well flow rate of 15-20 gallons per minute would amount to daily consumption of 25,200 gallons, a very significant fraction of the average daily consumption of roughly 50,000 gallons for the entire village. Such water usage could have a serious impact on the BHV water supply, which holds top priority as evidenced by the community’s position regarding other proposed developments that would draw heavily on the aquifer. Of further concern is the discharge of spent water into an adjacent ditch leading into the Huron River, an enormous deviation from current BHV practice where most precipitation is absorbed by the ground and trees. A letter expressing these concerns was sent by Mr. Wilkes/Ms. Laporte, and a reply just received indicates the owners of 790 Barton Shore Drive are reluctantly willing to change their proposal to a closed-loop system. Mr. Wilkes recommended development of an ordinance that would prohibit individual wells and/or open-loop geothermal systems. Discussion focused on whether a permit process would be a better option than outright ban, and concern about the environmental impact of the closed-loop system. Mr. Wilkes will contact MDEQ for more information. Mr. Bultman also offered to ask his wife (Adrienne Nemura), who deals in these areas professionally, for her comment. Mr. Lindstrom left
Ordinance Revision Ms. Laporte stated that the Charter amendment project is more complicated than she expected, requiring in-depth study of the legal issues involved. She was not able to distribute the proposed amendments prior to the meeting, but will continue to work with Mrs. Esch to complete the draft as soon as possible. Approval by the voters at the September 2009 election is the goal, which carries a limited timetable. Legal review is also needed, as was done with the construction contracts for the Village Hall. The proposed amendments will be circulated to the Trustees in the near future.
Environmental Deer program to be discussed later.
BHMC Liaison No report.
Long RangePlanning No report.
Maintenance Area/Buildings No report.
Personnel No report.
Roads/Vehicles No report.
Security No report.
Zoning/ZO Revision No report.
UNFINISHED BUSINESS None.
NEW BUSINESS None.
Mrs. MacKrell moved the meeting be adjourned to closed session for discussion of environmental and personnel issues at 7:43 PM. Mr. Al-Awar seconded; the motion carried.
Janice K. Esch, Deputy Clerk