MINUTES OF BOARD MEETING DRAFT
TRUSTEES OF BARTON HILLS VILLAGE
April 8, 2024
The regular meeting of the Board of Trustees was called to order by President Holmes at 6:01 PM at Walter Esch Hall.
ROLL CALL Present: Trustees Conlin, Darden, Haitam, Hensinger, Holmes, Popp, and Perry. Absent: Trustees Al-Awar and Smith.
Others attending: Supt. Reeves, Staff Joe Hnatow, and Asst. Treasurer Reeves.
MINUTES Minutes of the March 11, 2024 Trustees meeting were approved with the following addition: FINANCE (Smith) Trustee Haitam raised concerns about the health of Flagstar Bank and suggested to the Village Board of Trustees to investigate all risks to the Village having this bank account. (Holmes/Hensinger/P)
SUPERINTENDENT POSITION President Holmes announced that Joe Hnatow has stepped down from the Superintendent position and returned to his original position on the maintenance staff. The Trustees supported the President’s decision to promote Derek Reeves to the Superintendent position, effective April 1, 2024.
Derek Reeves was present and was congratulated/welcomed as the next Superintendent.
PUBLIC COMMENT Staff Joe Hnatow thanked the Trustees for the Superintendent opportunity.
FINANCE (Reeves for Smith) A written Treasurer’s report was provided to the Trustees. –The Credit and Budget to Actual reports were acknowledged. Asst. Treasurer Reeves stated the March 2024 cash balances report is incomplete due to not receiving the monthly sweep account statement, which is delivered by mail. The Cash Disbursements for March 2024 were approved as printed (Aux. Book IX G(2)). (Holmes/Popp/P)
–Corrections to the FY2023-24 Year End Forecast and FY2024-25 Appropriation from Fund Balance were noted.
–The FY2023-24 Budget Revision was presented. It required no additional funding and modest adjustments were needed to remain in compliance with statue. The FY2023-24 Budget Revision Resolution was approved. (Aux. Book X G). (Holmes/Conlin/P)
–Will be activating a module in the Village payroll system to administer staff overtime, and paid time off. This activation replaces the Superintendent’s hand-written process and will enable the Village to ensure compliance with federal and state labor laws, Generally Accepted Accounting Principles, as well as the Village’s existing policies.
–To ensure compliance with state regulations regarding a Uniform Chart of Accounts, the Assistant Treasurer will work with the Village Accounting System vendor – BS&A – to update the Village’s chart of accounts, which is expected to take four months. Trustee Smith will keep the Trustees updated through the process.
STANDING REPORTS
Zoning Administrator (Capozza) No report.
Planning Commission (Hensinger) No report.
Superintendent (Reeves) Discussed the new survey equipment for the Village water system. The staff will be mapping the entire Village water system via GPS. This data point entry will allow electronic logging for maintenance on the water valves/equipment and will allow to budget better for the Village water system.
–New maintenance employee, Tanner, started on April 1, 2024.
COMMITTEE REPORTS
Roads/Vehicles (Al-Awar) No report.
Security (Holmes) No report.
Water (Perry) All delinquent water accounts were resolved satisfactorily by agreement with the homeowners. Only two delinquent water accounts remain, in which the Village will follow the Village Code’s collection process.
Community Activities (Smith) No report.
Environment (Hensinger) No report.
Climate Resilience (Popp) No report.
Human Resources (Conlin) Motion: Approve changes to the Employee Manual (Conlin/Haitam/P)
Long Range Planning (Darden) No report.
UNFINISHED BUSINESS None.
NEW BUSINESS A subcommittee consisting of Trustees Haitam, Holmes, and Darden, and Supt. Reeves was created to discuss additional ways to communicate Village provided services to residents.
There being no further business or objections, the meeting was adjourned at 7:11 PM.
Lacey R. Krecko, Deputy Clerk