MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
November 13, 2023
The regular meeting of the Board of Trustees was called to order by President Holmes at 6:00 PM at Walter Esch Hall.
ROLL CALL Present: Trustees Haitam, Hensinger, Holmes, Perry, Popp, and Smith. Absent: Trustees Al-Awar, Conlin, and Darden.
Others attending: BHMC President David, Supt. Hnatow, ZA Capozza, and Village Auditor Rana Emmons.
FY2022-23 AUDIT The Trustees accept the FY2022-23 Village Financial Audit Report as presented this evening by Village Auditor Rana Emmons. (Holmes/Smith/P)
MINUTES Minutes of the October 9, 2023 Trustees meeting were approved as printed. (Holmes/Smith/P with Haitam abstain)
ORGANIZATION Howard Holmes was nominated for the office of President. There being no additional nominations, Mr. Holmes was elected. (Perry/Popp/P) Mr. Holmes assumed chair of the meeting.
Chris Conlin was nominated for the office of President Pro Tem. There being no further nominations, Mr. Conlin was elected. (Smith/Haitam/P)
Robert Hensinger was nominated for the office of Clerk. There being no further nominations, Mr. Hensinger was elected and took the oath of office. (Holmes/Popp/P)
The following appointments were made by the President: Treasurer Carla Smith, Assistant Treasurer Lauren Reeves, and Deputy Clerk Lacey Krecko. Attorney Scott Munzel will continue to be consulted on an as-needed basis. The presidential appointments were ratified by the Trustees. (Perry/Hensinger/P)
Committee chairs were assigned:
Community Activities — Smith
Environment — Hensinger
Climate Resilience subcommittee — Popp
Finance — Smith
Human Resources – President Holmes will follow up with Trustee Conlin.
Long Range Planning — President Holmes will follow up with Trustee Darden.
Roads & Vehicles — President Holmes will follow up with Trustee Al-Awar.
Security — Holmes
Water – Perry
The Committee chairs appointments were ratified by the Trustees. (Perry/Holmes/P)
PUBLIC COMMENT BHMC President David provided comment from the BHMC Board of Directors on several topics.
–The tennis courts are to be demolished imminently.
STANDING REPORTS
Zoning Administrator (Capozza) Following discussion of the 341 Corrie Road issue, the Trustees agree the BHV President has the authority to engage with the Village Attorney, and others, to develop a procedurally appropriate plan to enforce civil infractions under the Village Code. (Smith/Perry/P)
–Mr. Capozza gave a brief update on current projects.
Planning Commission (Hensinger) The Commission will meet on November 14 to discuss steep slopes and to review the proposed landscape/retaining walls at 525 Hillspur Road.
Superintendent (Hnatow) Report topics included road work and water repairs.
FINANCE (Smith) After discussion of the recent unbudgeted, critical water tower repair:
Proposed to adopt a Resolution to transfer $79,000 (6% over the quote from L.C. Painting for the water fill line replacement) from the Public Improvement Fund into a water system account in the General Fund, specifically and only for this emergency repair. Recommend that, after payment of L.C. Painting’s invoice, the Board transfer any amount remaining from the $79,000 back into the Public Improvement Fund. Finally, recommend that, if at the end of the fiscal year the Village has excess funds available, the Board replenish the Public Improvement Fund up to a maximum of the $79,000 amount originally transferred. The proposed Resolution to appropriate funds from the Public Improvement Funds and amend the Village Budget was approved. (Aux. Book V G) (Smith/Hensinger/P)
Motion: Trustees authorize the Water Committee, Village Superintendent, and Village Treasurer to explore a possible State-based loan proposal to upgrade the Village water infrastructure with the understanding that no loan proposal will be submitted to the State without the Trustees’ explicit approval. (Smith/Popp/P)
The Cash Disbursements for October 2023 were approved as printed (Aux. Book VI G). (Holmes/Popp/P)
–The Finance Committee created a spreadsheet that details Village water system financials on an annualized basis. Will provide additional updates to the Trustees at the next meeting.
–Water bills are being mailed to residents this week.
COMMITTEE REPORTS
Roads/Vehicles (Popp for Al-Awar) Complimented the Superintendent on the new road signs.
Security (Holmes) No official information was communicated from the Washtenaw County Sheriff’s department about the reported burglary on Barton North Drive that occurred last month.
Water (Perry) Submitted a report of water governance principles. Committee’s goal is to respond quicker and do more planning so that the Village is confronted with fewer emergency repairs and to conduct more maintenance/unscheduled repairs.
–Presented a comprehensive engineering proposal letter agreement from Wade Trim Associates, Inc for three proposed Village water system reconstruction projects on Colliston, Corrie, and Hillspur.
Motion: Trustees approve the Wade Trim Associates, Inc engineering letter agreement contingent upon Village Attorney review of the terms and conditions of the contract. (Perry/Holmes/P)
–A notice was placed in the recent Barton Bulletin about the proposed water rate increase. The increase would be for next year’s water billing (November 2023 – November 2024).
Motion: Trustees approve increasing the water rate from $5.99 to $7.99 per CCF effective November 1, 2023. (Perry/Holmes/P)
Community Activities (Smith) No report.
Environment (Hensinger) The at-home recycle program has been successful with 71 out of 131 households currently participating. The goal is to have 100 houses with recycle containers by Spring 2024 to hopefully reach the Michigan State recycle goals (Village is at 35% and the State goal is 45%). A statement will be placed in the next Barton Bulletin to encourage residents to sign up.
–Still waiting for permission from EGLE for upcoming deer cull. A response should be expected this month.
Climate Resilience (Popp) No report.
Human Resources (Conlin) No report.
Long Range Planning (Darden) No report.
UNFINISHED BUSINESS MDOT M-14 (Smith) State Rep. Jennifer Conlin applauds the Village residents for their activism. MDOT is not planning on closing the Barton Drive ramps unless (and until) they have funding for a long-term solution. As documented in Mr. Sweeney’s letter, MDOT has/is planning to execute on several recommendations found in MDOT’s 2021 Road Safety Audit. Recommend the Trustees write a letter to MDOT to express appreciation for implementing the short-term recommendations that they have done so far and thank them for listening to the community. Any further updates will be provided to the Trustees.
MDOT Fence (Popp) Discussed MDOT’s plan to install two eight feet tall steel fences along both sides of the railroad tracks along Huron River Drive in preparation for a high speed rail train between Detroit/Pontiac and Chicago. To express opposition to MDOT, Trustee Popp will formalize a resolution and present to the Trustees at the next meeting.
NEW BUSINESS Trustee Perry shared that the proposed 57 luxury home neighborhood across from the Jan and Dave Esch Nature Preserve and Warren Road now has all approvals it needs to proceed with development. Although the developers will need to have final approval from the Township, we can expect something to be built.
There being no further business or objections, the meeting was adjourned at 7:28 PM.
Lacey R. Krecko, Deputy Clerk
Approved 12.11.2023