MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
August 10, 2009
The regular meeting of the Board of Trustees was called to order by President Laporte at 6:13 PM at the Village Hall.
ROLL CALL Present: Trustees Boddie, Bogat, Butterwick, Langford, Laporte, Lindstrom, MacKrell and Wilkes. Absent: Trustee Al-Awar.
Others attending: Atty. Laidlaw, ZPA Perry, Asst. Treasurer King, Mrs. Redies, Supt. Esch and BHMC President Bultman.
PUBLIC COMMENT None.
MINUTES Motion Mr. Boddie moved that since the exact conversation during the Roads Committee report at the June 8, 2009 Trustees meeting cannot be heard (change in tapes), the minutes of that meeting be approved as printed. Mr. Butterwick seconded; the motion carried. Motion Mr. Lindstrom moved that the minutes of the July 13, 2009 Trustees meeting be approved as printed. Mrs. Langford seconded; the motion carried.
FINANCE/FINANCE COMMITTEE Mr. Boddie noted on the Cash Balances report that revenues are rising due to tax payments being received. Regarding the Cash Disbursements, a question was raised about an $800 agency fee paid to the State of Michigan. Mrs. King will contact the Trustees via email with more detail concerning that payment. Motion Mr. Lindstrom moved that the Cash Disbursements for July 2009 be approved as printed (see Aux. Book XXVI D (3)). Mr. Boddie seconded; the motion carried. In response to the question raised at the July 13, 2009meeting Mr. Boddie reported that $11,000 was budgeted for legal expenses and that $10,912.56 has been spent to date. Mr. Boddie and Mrs. King will present a report at the next meeting detailing the status of this and all budget accounts, with recommendations based on their findings.
Zoning and Planning Administrator Mr. Perry noted inquiries from residents concerning generator installation, especially following the most recent power outage. Generators require zoning review/approval, which is completed by Mr. Perry unless there is an unusual circumstance that would warrant review by the Trustees. Mr. Perry left
Planning Commission Mr. Boddie had no report (no meeting).
Coalition for Action on Remediation of Dioxane Ms. Laporte stated that the matter is scheduled for court hearing next week.
ELECTIONS 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, Doris Foss, Susan Johe, Donna Kelly, Ann Leidy and Jean Perry as Election Inspectors and authorized assistants of the Election Commission for the September 15, 2009 Barton Hills Village General Election.
2) Establishment of wages for Election Inspectors for the September 15, 2009 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. Boddie seconded; the motion carried. Mrs. Esch was commended for her excellent administration of elections. Great appreciation for their service to the community was also expressed to Trustees Bogat and Laporte who are not running for reelection when their terms expire in September 2009.
Personnel Mrs. Langford referred to the proposed employment agreement between BHV and Walter and Mary Esch. Trustees Boddie, Langford and Laporte met with the Eschs to carefully discuss the agreement. Following a time of consideration the Eschs have agreed to sign the document. Motion Mrs. MacKrell moved that the employment agreement with Walter and Mary Esch be approved for signature with deep appreciation for their many years of service and hopes for many years yet to come. Mr. Boddie seconded; the motion carried.
Water Mr. Wilkes presented Water Committee written report No. 150, noting that there will be a celebration of this milestone following the close of the meeting. He called attention to the section regarding replacement of aging water lines and the need to plan for the future. If the estimated cost of replacing the entire system is $1.5 million, it would require setting aside $30,000/year for 50 years or $50,000/year for 30 years. Mr. Boddie commented that $25,000 has been added to the Public Improvement Fund each year for several years for this purpose, but that Mr. Wilkes’ figures reinforces the need to make wise spending choices so the needed funds can accumulate for the future. Mr. Wilkes also noted several water-related organization meetings and his inability to attend. Mrs. Esch and Mrs. MacKrell were willing to be possible alternates; Mr. Esch suggested that David Esch and Bill Hewett, who actually work with the water system, might also benefit from attending. Mr. Wilkes was asked to use his judgment in arranging who might attend which meetings.
BHMC Liaison No report.
Environmental No report.
Long Range Planning No report.
Maintenance Area/Buildings No report.
Personnel No report.
Recreation No report.
Roads No report.
Security No report.
Village Administration Center No report.
Zoning/ZO Revision No report.
Huron RiverWatershed Council Letter A draft letter proposed by Mr. Lindstrom and Mrs. MacKrell was discussed. While there was considerable concern about the HRWC published position, it was also felt that good relations with the organization should be maintained. Motion Mr. Boddie moved that Mr. Lindstrom modify the letter to the Huron River Watershed Council (re: Argo Dam) as discussed, and that Ms. Laporte be authorized to sign the letter on behalf of the Board of Trustees. Mrs. MacKrell seconded; the motion carried with Mr. Wilkes voting no.
Fire Truck The possibility of selling the fire truck was discussed. The proposed resolution suggests that it be listed on Ebay with a minimum reserve (unknown to bidders) and see what level of financial worth it may have. Ebay would charge 2% in commission. Motion Mrs. MacKrell moved that the resolution authorizing sale of the fire truck through Ebay be adopted. Mr. Lindstrom seconded; the motion carried.
DTE Letter A draft letter to Detroit Edison Company distributed by Mr. Lindstrom was discussed. It was noted that not all the incidents listed in the 2009 outage log involved the power being off and that it is very difficult to predict what trees might come down causing damage to the wires. The goal of the letter is to communicate the Board’s position that while action has been taken by DTE, there is still dissatisfaction with the level of reliable service provided by the company. Motion Mr. Boddie moved that Mr. Lindstrom modify the proposed letter to the Detroit Edison Company as discussed and that it be signed and sent. Mrs. MacKrell seconded; the motion carried.
Barton Shore DriveTrees Discussion of the Washtenaw County/MSU Extension report and other information focused on the advantages/disadvantages of trying a systemic product to control the infestation on the hackberry trees. Concern was expressed for introducing a chemical that would end up in the groundwater, especially if long term application was necessary, and the effectiveness of such treatment was questioned. Concern was also expressed for maintaining the health of the trees that are a significant asset to the entryway of the village, suggesting that possible treatment should be tried. (Question called MacKrell/Wilkes/P with Butterwick voting no.) Motion Mr. Wilkes moved that no treatment be given to the hackberry trees along Barton Shore Drive near the Lower Gate, and that the trees be replaced as needed with a more suitable species. Ms. Bogat seconded. The motion carried with Trustees Bogat, Butterwick, Langford, Laporte and Wilkes voting yes; Trustees Boddie, Lindstrom and MacKrell voting no.
NEW BUSINESS None
Mrs. Langford presented to Mrs. Redies a personal gift from the individual Trustees and many good wishes on her retirement. Refreshments were enjoyed following the close of the meeting.
Mrs. MacKrell moved the meeting be adjourned to closed session to review a confidential memo from the village attorney (BHV/BHMC lease) at 7:23 PM. Mrs. Langford seconded. Roll call vote: Al-Awar—absent, Boddie—yes, Bogat—yes, Butterwick—yes, Langford—yes, Laporte—yes, Lindstrom—yes, MacKrell—yes, Wilkes—yes. The motion carried.
Janice K. Esch, Deputy Clerk