MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
December 14, 2009
The regular meeting of the Board of Trustees was called to order by President Boddie at 6:02 PM at the Village Hall.
ROLL CALL Present: Trustees Al-Awar, Benson, Boddie, Borel, Butterwick, Langford, Lindstrom and Wilkes. Absent: Trustee MacKrell. Others attending: Asst. Treasurer King, Supt. Esch, BHMC Directors Adele Laporte and Jody Scott.
LAPORTE LETTER Discussion focused on the letter received from Adele Laporte, requesting waiver of privilege regarding issues of confidentiality. Ms. Laporte is a current Director of the Barton Hills Maintenance Corporation who during her former terms as Trustee of Barton Hills Village was party to closed sessions of the Trustees involving legal counsel and negotiations with BHMC. Ms. Laporte stated in her letter and reiterated in person that she feels there is no conflict of interest since all confidential matters of which she had knowledge while a BHV Trustee have been disclosed in the course of ongoing negotiations between BHV and BHMC. Ms. Scott added that BHMC legal counsel advised the BHMC Directors that Ms. Laporte should not participate in matters where these issues of confidentiality were concerned. The BHV Trustees agreed that legal opinions have been shared between the two groups and that Ms. Laporte does not have knowledge pertaining to BHV/BHMC issues that has not already been disclosed during negotiations. Motion Mr. Butterwick moved that the Barton Hills Village Board of Trustees grant to Adele P. Laporte a release of privilege with respect to matters concerning Barton Hills Maintenance Corporation obtained while she was a member of the Barton Hills Village Board of Trustees. Mr. Wilkes seconded; the motion carried.
PUBLIC COMMENT None. Representatives of the Huron River Watershed Council (HRWC) were not in attendance to make a presentation concerning a Barton Pond Swim. Ms. Laporte noted that a HRWC presentation was made to the BHMC Board of Directors who approved the proposed activity at their December 2, 2009 meeting.
GEOTHERMAL PERMIT APPLICATIONS The first two permit applications submitted under BHV Ordinance 29 were discussed. It was noted that this is a new permit process that is being clarified as it is applied. Also, Washtenaw County does not require a specific geothermal permit (such systems are included in the mechanical permit) unless vertical drillings are used which require a well permit.
Barton Hills Country Club Questions were raised concerning two matters:
1) The application states that all piping is tested at 25 psi and maintained at 25-50 psi. BHV Ordinance 29 requires testing at one and one half times the maximum design pressure, which would be 75 psi in this case.
2) Testing should be done by a certified testing company.
A letter will be written to Barton Hills Country Club requesting amendment of their application on these two matters.
VanSweringen/Muraszko Concerns regarding this application were:
1) Testing is stated as being at 100 psi but the operating pressure is not stated.
2) No indication is given of the type of substance in the piping.
A letter will be written to the applicants requesting this additional information.
MINUTES Motion Mr. Lindstrom moved that the minutes of the November 9, 2009 Trustees meeting be approved as printed. Mr. Al-Awar seconded; the motion carried.
FINANCE/FINANCE COMMITTEE The Cash Balances report was distributed. The Finance Committee will assess the current investments list and make a report of recommendations at the next meeting. Motion Mr. Al-Awar moved that the Cash Disbursements for November 2009 be approved as printed (see Aux. Book XXVI D (7)). Mr. Wilkes seconded; the motion carried.
Planning Commission At their November 19, 2009 meeting the Planning Commission voted to submit the Master Plan to the Trustees for formal approval. Discussion resulted in the following comments to the Planning Commission:
1) An abstract or some other summary is desired at the beginning of the document to more clearly state what the Master Plan is and what actions are required.
2) The maps need to be updated to be accurate. Expense to create a new map will be supported by the Board of Trustees.
3) The Trustees acknowledge and commend the Planning Commission for the significant amount of time and effort invested in the project to date.
Recreation Mrs. Benson has made an initial contact with Barton Hills Country Club concerning a social event around the time of the Annual Meeting in May 2010. She also discussed the issue of home collection of recyclables with Supt. Esch. Mr. Esch reported that he had talked with a private hauler who would pick up materials curbside for about $20/home/month. This material would be hauled to a sorting facility in large trucks. Residents would have to bring their items to the road, as the trucks could not fit down many of the driveways. Concern was expressed for the aesthetics of containers on the roads where animals and weather could be a problem. It is presumed that additional recycling would reduce the amount of trash hauled by the BHV staff. It would require some investment by the users (purchase of a particular container, putting the container along the road on the appointed day). The Trustees suggested that Mrs. Benson contact two or three providers to gather information on their services, then devise a questionnaire for the residents to assess interest in a curbside service.
Water Mr. Wilkes noted two items he will be researching with intent to report at the January 2010 Trustees meeting:
1) BHV progress on hydrant maintenance based on the Ann Arbor Township evaluation (testing of all BHV hydrants) and recommendations compiled two years ago.
2) 2008 report of the Insurance Services Office (IS0) regarding evaluation of fire protection services covering BHV.
Mr. Wilkes also commented on an occurrence of very rusty water in the Colliston/ Oakdale/Spring Valley area (and perhaps other areas of BHV) last Thursday (December 10, 2009). He speculated that a large deposit of sludge was dislodged somewhere in the system which affected the water for several hours, then cleared up. No particular factors could be identified that might cause this, and it is not known where the material came from, as pipes are consistently very clean when opened for repair. It is known that sludge accumulates in the bottom of the water tower, which is flushed every year, but there is no indication of anything unusual that would allow that material to enter the pipes. The Water Committee will continue to watch for anything that would shed light on this situation, which happens randomly every now and then.
Long Range Planning The BHV Hazard Mitigation Plan Five Year Review was discussed. It was noted that several things were addressed when the plan was initiated five years ago, and that some activities continue to be done every year while other items are still being considered. Motion Mr. Lindstrom move that the proposed resolution regarding the Barton Hills Village Hazard Mitigation Plan be adopted. Mr. Wilkes seconded; the motion carried.
Environmental (Butterwick) no report.
Maintenance Area/Buildings (Lindstrom) no report.
Personnel (Langford) no report.
Roads (Al-Awar) no report.
Security (Butterwick) no report.
Zoning/ZO Revision (Perry) no report.
Contractor Recommendation The letter drafted by Mr. Lindstrom was deemed factual and well done. Motion Mr. Borel moved that the letter of recommendation for the work provided to Barton Hills Village by Construction Solutions, Inc. be approved. Mr. Al-Awar seconded; the motion carried.
2010 Meeting Dates The following dates for regular meetings of the Barton Hills Village Board of Trustees in 2010 were approved: January 11, February 8, March 8, April 12, May 10, June 14, July 12, August 9, September 13, October 11, November 8, December 13. All meetings begin at 6:00 PM at the Village Hall.
Mr. Borel moved the meeting be adjourned to closed session to review a confidential memo from the village attorney (BHV/BHMC lease) at 7:19 PM. Mr. Wilkes seconded. Roll call vote: Al-Awar—yes, Benson—yes, Boddie—yes, Borel—yes, Butterwick—yes, Langford—yes, Lindstrom—yes, Wilkes—yes. The motion carried.
Janice K. Esch, Deputy Clerk