MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
February 14, 2022
The regular meeting of the Board of Trustees was called to order by President Benson at 6:03 PM at Walter Esch Hall plus online video/phone conference.
ROLL CALL Present: Trustees Benson, Conlin, Darden, Haitam, Hensinger, Holmes and Smith; Popp online (Barton Hills Village, Washtenaw County, MI/ADA accommodation).
Absent: Trustee Al-Awar.
Others attending: ZA Perry, Asst. Treasurer Carey, Supt. Hnatow, ZH MDarden, BHMC President David, three project representatives and eight residents.
MINUTES Minutes of the December 13, 2021 Trustees meeting were approved as printed. (Conlin/Hensinger/P)
PUBLIC COMMENT
–two speakers commented on the proposed budget footnote re: SAD
–one speaker commented on BHMC assessments/road maintenance fees
–two speakers commented in favor of the proposed animal ordinance
SOLAR/WALL PERMITS Application for installation of rooftop solar panels and construction of retaining walls at 465 Hillspur Road (Sebastien and Kelli Katch, represented by architects Sarah Rowse and Kirk Schumacher, and builder Derek Niethammer).
Solar The project proposes three rows of solar panels on the southern-facing roof, at the same angle as the roof. Panels are coated to minimize light/reflection and were estimated to protrude 4-6” above the roof surface.
The Public Hearing was convened at 6:16 PM. Written comment: Potential glare would only impact one neighbor to the south (310 Corrie Rd). That neighbor has been contacted; written response indicates support. Neighbor to the north (375 Barton North) also emailed in support. There being no further comment, the public hearing was closed at 6:20 PM.
Motion The application to install solar panels at 465 Hillspur Road was approved. (Popp/Holmes/P)
Retaining Walls The project proposes: 1) two walls of poured concrete/brick cladding (north side planter box and east side patio/stairway; coded red on plans); 2) two walls of stone gravity (west side and driveway; coded blue on plans); and 3) one wall (two sections) of natural boulder (southwest side near septic field; coded yellow on plans).
The Public Hearing was convened at 6:24 PM. There being no comment, the public hearing was closed at 6:25 PM.
Based on review of similarly constructed retaining walls on another project, professional engineering plans for the blue-coded walls were requested.
Motion The application to construct retaining walls at 465 Hillspur Road was approved contingent on receipt of stamped/signed professional engineering drawings for the two walls indicated in blue on the application. (Darden/Holmes/P)
PROPOSED ORDINANCE Proposed Ordinance 59 would amend BHV Code Chapter 22 (Dogs) to include regulation of chickens/ducks and bees. The proposed changes were published in the Barton Bulletin Vol. LXVII No. 18, and written public comment received was distributed to the Trustees. Following discussion, the Trustees declined to pursue specific regulation via the proposed ordinance and instead called for a meeting of the Zoning Board of Appeals. At the ZBA meeting, the Trustees will provide specific guidance to the Zoning Administrator regarding the interpretation of agricultural activities in Zoning District R-1 and consideration of chickens/ducks and bees as more closely related to family pets than farm animals. It was noted that structures housing animals are subject to BHV zoning and BHMC architectural review.
FINANCE/FINANCE COMMITTEE (Haitam/Carey) The January 2022 Budget to Actual and January 2022 Cash Balances reports were acknowledged. The Cash Disbursements for December 2021 and January 2022 were approved as printed (Aux. Book XIX F(11)). (Holmes/Hensinger/P)
Regarding the proposed budget, Trustee comments included:
–Road expenses are based on the recommendations of the Joint Roads Committee per the Road Maintenance Agreement (Al-Awar email 1.18.22).
–Clarification is needed so the revenue and expense numbers for the Road Maintenance match.
–The footnote regarding Special Assessment Districts is irrelevant/confusing and should be removed.
–The Water Committee submitted a 5-Year Capital Improvement Plan regarding water line replacements that need to be done. That information is not reflected in the draft budget.
–Since the water improvements are necessary and are larger than usual expenses, the Trustees need to see the numbers proposed by the Water Committee. Revenue sources to cover these expenses need to be considered, and the residents need to know these expenses are coming.
The Finance Committee will consider the Trustee comments as they continue to adjust the draft budget in preparation for the Annual Meeting.
STANDING REPORTS
Zoning Administrator (Perry) In his final report, Mr. Perry thanked the Board/staff for their support during his 16 years in the position. The Trustees expressed their appreciation in return for Mr. Perry’s outstanding work.
Planning Commission (Hensinger) No report.
COMMITTEE REPORTS
Water (Popp/Perry) The Water Committee will work with the Roads Committee and the Long Range Planning Committee concerning the proposed 5-Year Capital Improvement Plan to provide for the significant water infrastructure needs mentioned during the budget discussion. Clearer guidance was requested by the Assistant Treasurer regarding non-payment of overdue water bills.
Environment (Hensinger) The deer harvest was completed successfully. Information gathered this year will be used in planning for next year.
Human Resources (Smith) The Committee is working on updating current policies, along with research/development of necessary new policies.
Community Activities (Benson) Family-oriented activities are being planned that will not require extra BHV funding.
Security (Holmes) Work continues on the installation of security cameras at the BHV entrances. Security patrols by BHV staff and Washtenaw County Sheriff’s Department deputies are also continuing, with no incidents reported. Mr. Holmes left.
Long Range Planning (Darden) No report.
Roads (Al-Awar) No report.
UNFINISHED BUSINESS
–Dennis Capozza was appointed Zoning Administrator; all Trustees supported.
–Scott E. Munzel was appointed legal counsel on a per case basis at $250/hour. Concern was expressed that this appointment was a last-minute addition to the agenda and was not provided to the residents before the meeting. The appointment was approved by the Trustees. (Conlin/Haitam/P with Smith voting no, Popp abstain/didn’t receive information in time)
–Appointments to the Planning Commission were approved: (Smith/Conlin/P) Robert Hensinger 1 year term; John MacKrell 3 year term; Walter Caldwell 3 year term
–As explained in Ms. Smith’s report, the position of assessor is obsolete due to changes in state law.
NEW BUSINESS Along with the change in the assessor position, there are several dates/details relating to elections that are incorrect in the BHV Charter due to changes in state law. Mr. Conlin was named Chair of a short term committee to research these and any other necessary amendments to update inaccurate Charter language. Mr. Hensinger volunteered for the committee; one other person will be added.
There being no further business or objections, the meeting was adjourned at 9:05 PM.
Janice K. Esch, Deputy Clerk Approved 3-14-22