MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
February 8, 2010
The regular meeting of the Board of Trustees was called to order by President Boddie at 6:03 PM at the Village Hall.
ROLL CALL Present: Trustees Al-Awar, Benson, Boddie, Borel, Butterwick, Langford, Lindstrom, MacKrell and Wilkes. Absent: None.
Others attending: Atty. Laidlaw, ZPA Perry, Asst. Treasurer King, Supt. Esch, BHMC President Bultman, BHMC Board of Directors (Boyle, Chadwick, Laporte, Mabie, Schwartz, Scott, Wallace), BHMC Atty. Lloyd, BHMC Treasurer Redies and two residents.
JOINT MEETING OF BHV AND BHMC BOARDS A handout prepared by the members of the Joint Negotiating Committee (BHV-Boddie, Lindstrom; BHMC-Bultman, Scott) was distributed. The Committee suggests a two part plan.
Part 1. Proposal for BHV purchase of the roads and parks from BHMC, based on the following principles: 1) be consistent with Michigan law, 2) minimize the after-tax cost to village residents, 3) retain use of the roads and parks exclusively for village residents and their guests. The proposal is to purchase all BHMC land except three large parcels. All property purchased would be covered by a right of reverter conditional on the use of the property only by BHV residents and their guests. The price would be determined according to the principles listed above, resulting in sufficient funds for BHMC operations. The proposal is being made due to the BHV Board of Trustees determination that the current lease arrangement is no longer in the best interest of the Village. Transfer of ownership of existing roads does not require an upgrade to higher construction standards.
Part 2. Proposal to seek funding sources for BHV purchase of conservation easements (development rights) to maintain the three large properties in agricultural use in perpetuity. Both Boards expressed support for moving ahead on these proposals. The joint session ended at 7:02 PM.
PUBLIC COMMENT One member of the public questioned the veracity of a statement in the January 11, 2010 Trustee meeting minutes (“limit the extent to which outside guests to a community are allowed to use private roads”) on the basis that the residents of BHV have the right to invite any number of guests who may use the roads to reach their destination. Correction of the statement was acknowledged.
MINUTES Motion The minutes of the January 11, 2010 Trustees meeting were approved as printed. (Wilkes/Lindstrom/P)
FINANCE/FINANCE COMMITTEE The Cash Balances report was distributed by email on 2/9/10. Motion The Cash Disbursements for January 2010 were approved as printed (see Aux. Book XXVI D (9)). (Lindstrom/Wilkes/P)
Mr. Boddie talked to several banks about refinancing the Village Hall loan. Motion President Boddie was authorized to carry out refinancing of the loan (Village Hall project) currently held by Key Bank from 7.5% to 5.3% with an initial cost of $500 plus a prepayment penalty of 5% the first year, 4% the second year, 3% the third year, 2% the fourth year and 1% the fifth year. (Borel/Al-Awar/P)
Appraisal of the three properties for funding applications (conservation easement purchase) would cost $2,500 each for completion of the required 180 page appraisal. This price was thought to be reasonable. Motion President Boddie was authorized to arrange for appraisal of three properties in Barton Hills Village at a total cost of $7,500. (Wilkes/Lindstrom/P)
NEW ORDINANCE A draft ordinance authorizing the purchase of conservation easements (development rights) was distributed to the Trustees via email prior to the meeting. Motion Ordinance 31 authorizing the acquisition of voluntarily offered property development rights in farmland and open space land in Barton Hills Village and establishing the procedure for acquiring and financing the acquisition of development rights was approved. (MacKrell/Wilkes/P)
LEASE TERMINATION A resolution terminating the BHV/BHMC lease was distributed with the agenda. Motion The Resolution Terminating the Lease Agreement between Barton Hills Village and Barton Hills Maintenance Corporation was adopted as written. (Wilkes/MacKrell/P)
(Standing and Committee Reports set aside)
Barton Swim No action was taken on the motion tabled from the January 11, 2010 Trustees meeting: (Motion The Barton Hills Village Board of Trustees supports the proposed swim to be held on June 20, 2010as presented by the Huron River Watershed Council. (Lindstrom/Wilkes)) Mr. Laidlaw stated that the BHV Board of Trustees has no authority regarding such activities. HRWC has been asked to name BHV in the insurance covering the swim.
Recycling A quotation from Hornbeck Recycling and Disposal, Inc. regarding curbside collection of recycling materials was discussed. Weekly (Monday) collection with six holidays excepted would cost $9/month/home plus a one-time fee of $10 for the collection bin. Bins would need to be placed on the roadside for collection; concern was expressed for the difficulties/aesthetics/safety issues of that requirement. Questions to be asked of the provider include:
--Is the quotation based on participation by all or most of the 140 homes in BHV? Would the service be available for only 25 or 50 homes?
--Could the bins be placed at the ends of driveways off the roadway, or must they be uniformly along the edge of the road on the same side?
--Would the provider consider collection only on the weeks when BHV trash collection is done (first, third and fifth Mondays)?
Trustee Vacancy The agenda was interrupted to express appreciation and bid farewell to Trustee Wayne Lindstrom who submitted his resignation from the Board effective February 9, 2010. The Trustees gave a standing ovation to Mr. Lindstrom, who is moving from the village, for his excellent service during his terms as Trustee.
Mr. Lindstrom left
Social Event Possible dates for a community social event to be held at Barton Hills Country Club this spring were discussed (the May 10, 2010Annual Meeting date is not available). Support was expressed for an informal social time rather than a seated dinner, with good quality at a reasonable price. Mrs. Benson will follow up on the suggested dates of Thursday April 29 or Thursday May 6, for a gathering with a cocktail/hors d’oeuvres and/or dessert format.
Fire Truck Appraisal Neither of the two people interested in purchasing the fire truck was willing to consider purchase at the appraisal amount.
NEW BUSINESS None.
The meeting was adjourned at 7:40 PM.(Wilkes/MacKrell/P)
Janice K. Esch, Deputy Clerk