MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
March 9, 2009
The regular meeting of the Board of Trustees was called to order by President Laporte at 6:00 PM at the Village Hall.
ROLL CALL Present: Trustees Al-Awar, Boddie, Butterwick, Langford, Laporte, Lindstrom, MacKrell and Wilkes. Absent: Trustee Bogat.
Others attending: ZPA Perry, Asst. Treasurer Redies, Supt. Esch, BHMC President Bultman and resident Maria Paluszny.
PUBLIC BUDGET HEARING The Public Budget Hearing was convened at 6:01 PM.
Question: What is the amount listed in the proposed budget under estimated revenues labeled as “Key Bank Loan” ($340,000)? Response: That is the loan for the Village Hall. We received that amount of money this year, and have started to pay it back, so the amount owed is about $10,000 less.
Comment: I have an idea about how to raise more money. Response: We are not in trouble, but we can always use more funds. Comment: Is there a way to allow people to voluntarily contribute to the village so that the amount would be tax-deductible? Response: We can investigate and see what options might be available.
Question: On page 3 of the budget under “Parks”, what is covered by the $31,791 that was/will be spent on parks this year? Response: The amounts are not tracked by specific expenditures, but by a percentage of the total cost. In this case, an allocation of 3% of the total maintenance cost was attributed to park maintenance. It is an estimated amount rather than a listing of actual expenses.
There being no further public comment or questions, the public budget hearing was closed at 6:13 PM.
PUBLIC COMMENT BHMC President Bultman noted three places in the minutes of the March 3, 2009 Special Trustees Meeting where there may be inaccuracies:
--Page 3, Speaker 12, lines 15 & 16. The second sentence doesn’t make sense—it should be that there are very few parcels without multiple safety zones.
--Page 4, Speaker 14, line 2. Again, this doesn’t make sense. The speaker surely meant that there are very few safe areas in BHV—there are many safety zones.
--Page 6, paragraph 5, last sentence. The statement that both BHV and BHMC are covered by a $3 million insurance policy has been called into question by the BHMC attorney.
MINUTES Motion Mr. Wilkes moved that the minutes of the February 9, 2009 Trustees meeting be approved as printed. Mr. Boddie seconded; the motion carried.
Motion Mrs. Langford moved that the minutes of the March 3, 2009 Special Trustees meeting be approved with the following corrections:
--Page 3, paragraph 5, line15: “There are very few [parcels] areas without [a] multiple
safety [zone] zones.”
--Page 4, paragraph 2, line 2: “...very few [safety zones] safe areas in BHV.”
Mr. Lindstrom seconded; the motion carried.
FINANCE/FINANCE COMMITTEE The Cash Balances report was distributed. Mrs. Redies will investigate fuel oil (3 employee homes) and natural gas (4th employee home, garage, Village Hall) expenses. Motion Mr. Boddie moved that the Cash Disbursements for February 2009 be approved as printed (see Aux. Book XXI D(7)). Mr. Lindstrom seconded; the motion carried. Mr. Boddie described the 2009-2010 proposed budget as a necessary interim document, suggesting that Trustees study this first draft and submit written comments to him. There will be further discussion of the budget at the April 13, 2009 Trustees meeting, with final approval at the Annual Meeting on May 11, 2009. Motion Mrs. MacKrell moved that the proposed budget for 2009-2010 be approved as printed (see Aux. Book XXII D). Mrs. Langford seconded; the motion carried.
CHARTER AMENDMENT Ms. Laporte stated that Attorney Laidlaw had reviewed the amendments to the BHV Charter that were discussed by the Trustees at the February 9, 2009 meeting. He also updated penalties, created gender neutral language and made other changes needed to bring the charter into compliance with current law. These proposed amendments are contained in the document circulated to the Trustees prior to this meeting. Two further amendments were recommended by the Trustees:
--Section 3.5, line 5: correction stated as “the President’s” changed to “each Trustee’s”.
--Section 7.2, line 3: “Such budget shall be submitted to the Village Board of Trustees at its first regular meeting in [April] March of each year.”
The following resolution was moved by Trustee MacKrell, seconded by Trustee Lindstrom:
WHEREAS, The Village Attorney has prepared and presented proposed amendments to the Village Charter; and
WHEREAS, State law requires that village charter amendments be published and lay on the table for 30 days before being submitted to the voters;
THEREFORE IT IS RESOLVED by the Barton Hills Village Board of Trustees that the Clerk shall publish the proposed charter amendments in the manner required by law.
IT IS FURTHER RESOLVED that the matter of submitting the amendments to the voters shall lay on the table for 30 days before action may be taken to submit the amendments for a public vote.
Ayes: Trustees Al-Awar, Boddie, Butterwick, Langford, Laporte, Lindstrom, MacKrell and Wilkes. Nays: None. Absent: Trustee Bogat. Resolution approved.
ORDINANCE AMENDMENT Since there is no pressing need to address the discharge of firearms in BHV relative to the Deer Culling Program, it was agreed to give more time and thought to amendment of Ordinance No. 2 (Public Conduct). Ms. Laporte will also ask Atty. Laidlaw to propose a sign ordinance for consideration. Motion Mr. Al-Awar moved that amendment of Ordinance No. 2 be tabled to the April 13, 2009 Board of Trustees meeting. Mrs. Langford seconded; the motion carried.
Mr. Perry explained the proposed amendments to Ordinance No. 26 (Planning Commission) which are necessary to bring the ordinance into compliance with the Michigan Planning Enabling Act, Public Act 33 of 2008. Changes include:
--Instead of monthly meetings, the Planning Commission will meet at least 4 times/year.
--Qualifications for membership are slightly different.
--Up to one third of the members (2 of 7) can be ex-officio—the Village President, any of the Trustees, or a Chief Administrative Officer.
Motion Mrs. MacKrell moved that Ordinance No. 27 be approved as printed. Mr. Boddie seconded; the motion carried.
ZONING AND PLANNING ADMINISTRATOR Mr. Perry responded to a question concerning lack of set backs in the R-C zoning district by saying that amendments to the Zoning Ordinance have to wait until the Master Plan is completed.
PLANNING COMMISSION Mr. Boddie stated that the Planning Commission will meet on March 19, 2009 at which time the Commissioners hope to receive final comments from the planning consultant and approve a Master Plan that will be submitted to the Trustees for review at their April 13, 2009 meeting.
Village Administration Center Ms. Laporte was commended for the detailed, easy to understand report regarding the landscape plan for the Village Hall. She talked with Chris Ward about screening between his home and the maintenance area; he prefers to have an unobstructed view. Since screening was suggested prior to the VAC project, it is a separate issue on which there was varied opinion by the Trustees, and will not be a part of the Village Hall landscape plan submitted to BHMC. Other Trustee comments included:
--Perhaps low shrubbery could be planted around the recycling area.
--When considering boxwood plants, look into locally-developed Inglis boxwood.
--In determining spending priorities, start near the building and work out, except for the plantings along the rear of the tin shed.
--Be sure to include plastic to keep the weeds from growing up between the stone along the edge of the building.
Ms. Laporte noted that BHV employees will be doing the installation, except for the fencing around the gas pumps which will be done by the manufacturer as part of the $2,000 cost of the fence. Some Trustees felt that amount was high, and requested that the $2,000 not be committed until after Trustee Al-Awar has an opportunity to review less expensive alternatives. Ms. Laporte was given verbal approval to submit the landscape plan to BHMC.
BHMC Liaison Regarding the Deer Culling Program, Ms. Laporte summarized the discussions of the past week and current status of the project. Trustee opinion varied on how to proceed; it was agreed to wait until the next meeting to continue discussion. Regarding the letter from BHMC concerning trees at Barton Boat Club, it was reconfirmed that BHV has no jurisdiction in this matter between two private property owners. Private opinions should be expressed to BHMC directly. Regarding the letter from BHMC Atty. Lloyd forwarded by Atty. Laidlaw, concern was expressed for attorneys discussing issues without board involvement. There was varied opinion with respect to insurance coverage mentioned in the letter. Given that the BHV/BHMC lease renewal is not complete, the deer program is not active, and insurance coverage will likely be changing later in the year, no action was taken on the matter. Mr. Lindstrom left
Roads/Vehicles Mr. Al-Awar stated that the estimate for replacing the 2000 plow truck was received: $19,752 for the 1-ton truck and $16,999 for the equipment package (snowplow, custom dumpbox, hoist, etc.). Concern was expressed about the cost. Mr. Boddie will research the matter and include it in the budget discussion at the April 13, 2009 meeting.
Environmental No report.
Long RangePlanning No report.
Maintenance Area/Buildings No report.
Ordinance Revision No report.
Personnel No report.
Recreation No report.
Security No report.
Water No report.
Zoning/ZO Revision No report.
UNFINISHED BUSINESS None.
NEW BUSINESS None.
Mr. Wilkes moved the meeting be adjourned to Closed Session (Personnel) at 7:45 PM. Mr. Boddie seconded; the motion carried.
Janice K. Esch, Deputy Clerk