MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
October 11, 2021
The regular meeting of the Board of Trustees was called to order by President Smith at 6:01 PM via online video/phone conference due to the COVID-19 pandemic.
ROLL CALL Present: Trustees Al-Awar (Barton Hills Village, Washtenaw County, MI), Benson (Barton Hills Village, Washtenaw County, MI), Conlin (Barton Hills Village, Washtenaw County, MI), Darden (Ann Arbor, Washtenaw County, MI), Hensinger (Barton Hills Village, Washtenaw County, MI), Holmes (Barton Hills Village, Washtenaw County, MI), Popp (Barton Hills Village, Washtenaw County, MI), and Smith (Barton Hills Village, Washtenaw County, MI).
Absent: Trustee Haitam.
Others attending: ZA Perry, Supt. Hnatow, BHMC President David, and three residents. Three items were added to the agenda, and new BHMC President Jeff David was welcomed.
PUBLIC COMMENT BHMC President David named the other BHMC officers beginning new terms, and expressed the corporation board’s desire to continue a fruitful relationship between BHV and BHMC.
MINUTES Minutes of the September 13, 2021 Trustees meeting were approved as printed. (Conlin/Darden/P) Hensinger joined
FINANCE/FINANCE COMMITTEE (Benson/Carey) The September 2021 Budget to Actual and September 2021 Cash Balances reports were acknowledged. Property tax payments have been received for all but seven properties; past due notices with penalty/interest were sent. The Cash Disbursements for September 2021 were approved as printed (Aux. Book XIX F(8)). (Al-Awar/Popp/P)
STANDING REPORTS
Zoning Administrator (Perry) A question was raised concerning a performance bond requirement for road damage occurring during construction projects. The BHV Zoning Ordinance only addresses a project completion bond. Mr. David noted that BHMC has updated their Architectural Guidelines to include provision for a performance bond and intends to consider the option during their review process.
Planning Commission (Hensinger) The open seat on the Commission was noted in the Barton Bulletin. Walter Caldwell, 765 Country Club Rd., expressed interest, was interviewed, and was then appointed to the position by President Smith. The Board had no objections and affirmed the appointment.
COMMITTEE REPORTS
Security (Holmes) Mr. Holmes’ written report regarding operational protocol for security cameras was discussed. The primary role of the cameras is to be a visual deterrent to criminal activity and provide information to the Washtenaw County Sheriff’s Department if requested. The Sheriff’s Department will be consulted regarding placement of the cameras, signage and any other requirements. Legal counsel may be sought if necessary. The committee will provide a follow-up report at the next meeting.
Community Activities (Benson) Plans are well underway for the Halloween pizza party/trolley trick or treat ride on Saturday October 30, 2021. Sign-up instructions were detailed in the Barton Bulletin, including the option to participate in the Halloween house and yard decoration event.
Environmental (Hensinger)
–The Deer Management Plan application is still being reviewed by EGLE.
–More information has been reviewed regarding oak wilt. The best time to watch for signs is in the spring.
–Trustee Popp and the nine members of the Climate Resilience subcommittee held their first meeting, and are studying an online resource toolkit.climate.org suggested by Mr. Perry.
–Newly announced plans for the Border to Border Trail are being reviewed, especially given the close proximity of the trail to BHMC property near the Lower Gate.
Water (Popp)
–The committee continues to monitor the progress of the proposed housing developments on Whitmore Lake Road.
–A water leak on Underdown Road was repaired, and another spot on Spring Valley is being watched/may need repair in the future.
Roads (Al-Awar) Speed table painting is completed and pothole patching has been/will continue to be done as weather permits.
Long Range Planning (Haitam) No report.
Zoning/Planning (Hensinger) No report.
Human Resources (open)
UNFINISHED BUSINESS
–24 residents requested new mailboxes. 16 have been installed; the other 8 will be done as time and boxes are available. The Barton Bulletin notice inviting residents to replace rusty mailboxes will be repeated.
–President Smith will share information on the MDOT M-14/Barton Drive Road Safety Audit when it becomes available.
NEW BUSINESS
— The Michigan Municipal League ballot for Liability & Property Pool Board of Trustees members was approved as presented. (Benson/Popp/P)
–Trustee Darden will work with Mrs. Esch to identify existing policies/procedures of the Board in order to provide more clarity and understanding for the Board and residents.
–The following request to the Planning Commission was approved. (Popp/Holmes/P)
- The BHV Trustees request the Planning Commission explore the potential of enabling homeowners to create ADUs whereby:
- The Village remains a predominantly low-density, single-family detached neighborhood environment; and,
- A homeowner could build an ADU, either in the home (ex: building an addition) or in a separate building (ex: atop a detached garage), with the understanding that the ADU would be a separate living space having a separate entrance, laundry, bathroom, and/or kitchen.
- In its exploration, the Trustees request that the Planning Commission:
- Consider and articulate the potential benefits and downsides of permitting ADUs to homeowners, neighbors, and the Village, as well as ways (if any) to minimize or abate the potential downsides.
- Describe the financial impact (if any) on the Village and taxpayers were the Trustees to amend the zoning ordinance to permit ADUs.
- List any known existing ADU within the Village that was grandfathered when the Village first adopted a zoning ordinance in the 1970s. Describe known impact (if any) of said grandfathered units to neighbors and the Village.
- Finally, the Trustees request that the Planning Commission report back to the Trustees within eight months with a recommendation to either maintain or amend the zoning ordinance.
- Such recommendation is to include reasons for the recommendation, as well as implications of the recommendation, such that the Trustees can make an informed decision
–President’s Report.
Per the BHV Charter, officers of the Board will be elected, and appointed positions filled, at the November 8, 2021 (Annual Organization) meeting. Committee chairs can be appointed/confirmed by the President at the November or December 2021 board meetings. Regarding election procedure, Trustees may self-nominate or nominate another Trustee. There is no Charter provision for a nominating committee, and secret ballot voting is not allowed under the Open Meetings Act.
President Smith will not be seeking a second term as President. She would prefer to be considered for Chair of the Human Resources Committee, which has been languishing and has several issues waiting to be addressed. The two open positions in the maintenance department have finally been filled, and personnel policies need to be reviewed. Succession planning for both Dave and Jan Esch also needs to be developed, as they consider retirement in the next one-two years, as well as plans for future human resource needs.
There being no further business or objections, the meeting was adjourned at 7:40 PM.
Janice K. Esch, Deputy Clerk Approved 11.8.21