MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
November 18, 2024 DRAFT
The regular meeting of the Board of Trustees was called to order by Trustee Hensinger. New Trustees Dennis Capozza, Richard Prager and Alicia Torres, took the oath of office and were seated on the Board.
ROLL CALL Present: Trustees Capozza, Darden, Haitam, Hensinger, Perry, Prager, Smith and Torres. Absent: Calabrese.
Others attending: Asst. Treasurer Reeves, Supt. Reeves, Deputy Clerk McDevitt, BHMC President David, and one guest.
ORGANIZATION Alicia Torres was nominated for the office of President. Trustee Hensinger was also nominated for President by Trustee Haitam and Trustee Hensinger declined. Ms. Torres was elected. (Smith/Darden/P) Ms. Torres assumed chair of the meeting.
Marcus Darden was nominated for the office of President Pro Tem. There being no further nominations, Mr. Darden was elected. (Perry/Hensinger/P)
Robert Hensinger was nominated for the office of Clerk. There being no further nominations, Mr. Hensinger was elected. (Torres/Perry/P)
The following appointments were made by the President: Treasurer Carla Smith, Assistant Treasurer Lauren Reeves and Deputy Clerk Theresa McDevitt. Attorney Scott Munzel will continue to be consulted on an as-needed basis. Trustee Perry moved to ratify the presidential appointments. (Perry/SmithP)
Committee chairs will be assigned at a later date:
Community Activities – (TBD)
Environment – (TBD)
Climate Resilience subcommittee – (TBD)
Finance – (TBD)
Human Resources – (TBD)
Long Range Planning – (TBD)
Roads & Vehicles – (TBD)
Security – (TBD)
Water – (TBD)
TRUSTEE RESOLUTION The following resolutions were adopted. (Perry/Smith/P)
BE IT RESOLVED that since Riad Al-Awar has served as a Barton Hills Village
Trustee since 1994, and whereas he has brought enthusiasm, skill and wisdom to
this volunteer position, serving as a committee chair along with other duties,
the members of the Board of Trustees wish to thank Mr. Al-Awar wholeheartedly for his contributions to the Board and his loyalty and dedication to the Barton Hills community,
and extend their best wishes to him.
BE IT FURTHER RESOLVED that this resolution be recorded in the minutes of the
Barton Hills Village Board of Trustees.
BE IT RESOLVED that since Christopher Conlin has served as a Barton Hills Village
Trustee since 2020, and whereas he has brought enthusiasm, skill and wisdom to
this volunteer position, serving as a committee chair along with other duties,
the members of the Board of Trustees wish to thank Mr. Conlin wholeheartedly for his contributions to the Board and his loyalty and dedication to the Barton Hills community,
and extend their best wishes to him.
BE IT FURTHER RESOLVED that this resolution be recorded in the minutes of the
Barton Hills Village Board of Trustees.
BE IT RESOLVED that since Howard S. Holmes II has served as a Barton Hills Village
Trustee since 2020, and whereas he has brought enthusiasm, skill and wisdom to
this volunteer position, serving as President and as a committee chair along with other duties,
the members of the Board of Trustees wish to thank Mr. Holmes wholeheartedly for his contributions to the Board and his loyalty and dedication to the Barton Hills community,
and extend their best wishes to him.
BE IT FURTHER RESOLVED that this resolution be recorded in the minutes of the
Barton Hills Village Board of Trustees.
BE IT RESOLVED that since Sharon Popp has served as a Barton Hills Village
Trustee since 2016, and whereas she has brought enthusiasm, skill and wisdom to
this volunteer position, serving as a committee chair along with other duties,
the members of the Board of Trustees wish to thank Ms. Popp wholeheartedly for her contributions to the Board and her loyalty and dedication to the Barton Hills community,
and extend their best wishes to her.
BE IT FURTHER RESOLVED that this resolution be recorded in the minutes of the
Barton Hills Village Board of Trustees.
PRESENTATION OF THE FY2023-24 AUDIT – (Rana Emmons)
–We received the highest-level audit opinion possible/clean audit opinion
–The assets of Barton Hills Village exceeded its liabilities at the close of the most recent fiscal year by $2,913,462 (Net Position)
–As of the close of the current fiscal year, Barton Hills Village’s governmental funds reported a combined ending fund balances of $1,311,630, an increase of $37,681.
–At the end of the current fiscal year, unassigned fund balance for the general fund was $737,058, or 56 percent of total general fund expenditures.
Motion Approval of Audit FY2023-24 (Perry/Smith/P with Haitam abstain)
Motion To retain current Village Auditor PSLZ PLLC (Perry/Darden/P)
WALL PERMIT Application for construction of retaining walls at 815 Oakdale Road was not discussed by the Trustees as Trustee Smith noted that the homeowners had not submitted required documentation. President Torres directed staff to follow up with the homeowners.
MINUTES Minutes of the October 14, 2024 Trustees meeting were approved as amended. (The September 2024 Budget to Actual and Cash Balances reports were noted). (Perry/Hensinger/P)
Minutes of the November 1, 2024 Trustees Special meeting was approved with the following correction: Trustee Smith did not, abstain: she voted no. (Perry/Hensinger/P)
PUBLIC COMMENT
–BHMC President David provided comment welcoming new Trustees.
FINANCE/FINANCE COMMITTEE (Smith) The October 2024 Budget to Actual and Cash Balances reports were noted. The Cash Disbursements for October 2024 were approved as printed (Aux. Book XI G). (Perry/Darden/P)
—The finance committee was satisfied by the contents of the audit and have no items for the Trustees to consider.
–Property Tax Revenue- only one property owner has yet to pay their taxes.
—Water Usage Invoices are being created and will be in the mail this week.
–Effective early 2025, homeowners and others billed by the Village will be able to choose to pay their invoices via check or credit card. Any fee charged by the credit card processing company will be paid by the payee.
–Uniform Chart of Accounts is underway; we are very close to compliance.
–T Mobile Lease Agreement is in renewal negotiations, will be reviewed by the Village Legal Counsel.
Motion To approve Internal Control Procedures (Perry/Darden/P)
STANDING REPORTS
Zoning Administrator No report.
Planning Commission (Hensinger) No report.
Superintendent (Reeves) Welcomes new Trustees. 84 water meters installed so far. Ordered the rest of the meters, the plumber will start installing with the residents.
COMMITTEE REPORTS
Roads/Vehicles (TBD) No report.
Security (TBD) No report.
Water (TBD) No report.
Community Activities (TBD) No report.
Environment (TBD) No report.
Climate Resilience (TBD) No report.
Human Resources (TBD)
For now, will be handled by President Torres.
Long Range Planning (TBD) No report.
UNFINISHED BUSINESS None.
NEW BUSINESS Water Rate & Billing Frequency Resolution
— Effective November 1, 2024, the rate for water usage in Barton Hills Village will change from $7.99/CCF to $8.90/CCF.
–Effective April 1, 2025, water usage invoices will be generated quarterly on a calendar year basis (that is, for the periods ending March 31, June 30, September 30, and December 31), and the annual minimum usage fee of $120 will be amended to a quarterly minimum usage fee of $30.
Motion To pass Water Rate & Billing Frequency Resolution (Torres/Prager/P with Capozza, Darden, Hensinger, Perry and Smith voting yes: Haitam voting no)
Proposed Resolution to Reserve a Water Allocation from Ann Arbor Township
–By this resolution, the Village formally requests that the renewed or extended City-Township water contract include a reservation of water supply (both in service area and capacity) sufficient to serve the Village if the Village’s current well water supply is compromised in the future, either in capacity or quality.
–The Village authorizes the Village Treasurer and Superintendent to develop, and transmit to the Township, numbers for a requested Village water supply capacity as soon as reasonably practicable and to discuss those numbers with the relevant Township authorities.
Motion To pass Proposed Resolution to Reserve a Water Allocation from Ann Arbor Township (Perry/Smith/P with Capozza, Darden, Haitam, Hensinger, Prager and Torres voting yes)
Proposed New Zoning Administrator
— The Board of Trustees supports the President in appointing Lauren
Reeves as Zoning Administrator; approves the utilization of Carlisle Wortman’s professional consultive services to support Mrs. Reeves in her new duties; approves Mrs. Reeves completing Michigan State University’s ZA certificate program; and directs the Deputy Clerk to publicize this development – including charging property owners the zoning-related fees incurred by the Village as a result of their applications and/or appeals – in an upcoming Barton Bulletin.
Motion To approve Lauren Reeves as the New Zoning Administrator, approval subject to Village Legal Counsel to review Carlisle Wortman’s master agreement and Lauren Reeves to complete MSU Zoning Administrator Program (Darden/Prager/P with Capozza, Haitam, Hensinger, Perry, Smith and Torres voting yes)
There being no further business or objections, the meeting was adjourned at 7:36 PM.
Theresa McDevitt, Deputy Clerk