MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
April 14, 2025
The regular meeting of the Board of Trustees was called to order by President Torres at 6:01 PM at Village Hall.
ROLL CALL Present: Trustees Calabrese, Capozza, Darden, Haitam, Hensinger, Prager, Smith and Torres. Absent: Trustee Perry
Others attending: BHMC Pres. Jeff David, Supt. Reeves, Asst. Treasurer/ZA L. Reeves, Deputy Clerk McDevitt, and two residents.
MINUTES Minutes of the March 10, 2025 Trustees meeting were approved as printed. (Smith/Hensinger/P)
PUBLIC COMMENT None.
FINANCE (Smith) A written Treasurer’s report was provided to the Trustees.
–As requested by the Trustees, the Finance Committee examined whether or not to recommend requiring three competitive bids for all expenditures exceeding $20k. While the Committee does see the value in securing three bids when reasonable and practical, it does not recommend creating a requirement to secure three.
-The monthly Budget to Actual report was acknowledged.
–The March 2025 checks for were approved as printed (Aux. Book XI G). (Smith/Hensinger/P)
–The March 2025 credit card transactions were approved as printed (Aux. Book XI G). (Smith/Hensinger/P)
–The Cash Balances were acknowledged.
–An updated FY2023-24 Year End Forecast was presented to the Trustees – Revenue $1,546,491.63, Expense $1,464,467.07, Transfer to PIF $82,024.56, The remaining $63,136.25 will be added to the FY2025-26 budget as “An Appropriation from Fund Balance” to cover the remaining work to be completed in the Wade Trim contract.
–Water bills for the period November 1 2024 – March 31, 2025 will be mailed to residents this week.
– As-per BHV Ordinance Chapter 9 Village Water System section 1:96 Collections sub-bullet 4, the $9,216.75 in outstanding water usage fees from 11/1/23-10/31/24 has been certified as a lien and is being added to the appropriate homeowners’ next property tax bills.
–Update on the IRS Inquiry – Treasurer Smith reported that the IRS has suggested the Village may owe as much as $30k for the failure to file the employees’ 2020 W2s. We are expecting an IRS response within the next few weeks with an updated amount due and will continue to keep the Trustees informed.
MOTION To approve FY2024-25 Budget Amendment Resolution (Smith/Hensinger/P)
MOTION To approve Cash Disbursements for March 2025 as presented: and approve recording the $3,790 drain tile repair as a Village expense under Department 536 Water System. (Smith/Hensinger/P)
STANDING REPORTS
Zoning Administrator (L. Reeves) An update on current projects was provided.
Planning Commission (Capozza) Had a meeting on March 6, 2025. A Zoning amendment was drafted regarding extensions.
Superintendent (D.Reeves) Premier Hydro Excavators are working on curb stops for our CDSMI program. We are halfway done with our gate valve turning for the year. Brush hog work was completed on some of our water easements. Will be completed soon.
COMMITTEE REPORTS
Roads/Vehicles (Prager) The Joint Roads Committee has been exploring many options and developing a plan on how to improve the safety of the community’s roads. Among many of these items is exploring the BHMC’s use of virtual gates.
Security (Darden) Will work with the Joint Roads Committee in the future on security/road safety. President Torres noted that the Washtenaw Sherriff’s Department and the AATWP Fire Department are responsible for public safety within the Village limits, and that the BHMC is responsible for use of the HOA’s private roads. Superintendent Reeves urged residents to call 911 in case of emergencies.
Water (Perry) No report absent.
Community Activities (Calabrese) The End of school year Ice Cream Social is June 8th. The Village picnic is September 14th. The Halloween Trick or Treat Trolley is October 30th.
Environment (Hensinger) No report.
Human Resources (Smith) No report.
Long Range Planning (Torres) No report.
UNFINISHED BUSINESS BHV Potential Capital Improvement Project Update
–A placeholder figure of $2.8 million for the capital improvement project was shared, emphasizing the figure was guaranteed to change. The Project focuses on improvements to Village water infrastructure and public works.
–If approved by the Trustees, the Project could have a tentative timeline of starting in Spring 2026 and completing by Year-End 2026.
–Letters of Engagement: As-per the Trustee motion passed in January, upon completion of BHV legal counsel review President Torres signed said letters with Miller Canfield (legal counsel) and PFM (financial advisors).
–Materials options for the water main replacement are being carefully reviewed. We will return to the Trustees in the future with an update.
–A review of the 2015 and 2021 Hennessey Water Reliability studies conducted for the Village include a recommendation to create a 10-20 plan to replace BHV’s remaining 4” water lines. These lines are beyond those being considered for replacement in the 2026 Capital Improvement Project.
MOTION To secure easements necessary to achieve a loop system for the Village’s water infrastructure, the Trustees authorize Village representative(s) offer to pay for any legal fees incurred by the homeowner(s) at 660 Barton Shore and 350 Corrie Rd. (Smith/Darden/P with Haitam voting no)
NEW BUSINESS None.
There being no further business or objections, the meeting adjourned at 7:57 PM.
Theresa McDevitt, Deputy Clerk