MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
January 9, 2023
The regular meeting of the Board of Trustees was called to order by President Holmes at 6:03 PM at Walter Esch Hall plus online video/phone conference.
ROLL CALL Present: Trustees Al-Awar, Darden, Hensinger, Holmes, Perry, and Smith. Absent: Trustees Conlin, Haitam and Popp.
Others attending: ZA Capozza, Asst. Treasurer Carey, Supt. Hnatow, BHMC President David, six residents and five guests.
MINUTES Minutes of the December 12, 2022 Trustees meeting were approved as printed. (Perry/Smith/P)
FENCE PERMIT Application for construction of a fence gate at 375 Barton North Dr (Prager). The owner was present and explained the request for a gate to keep vehicles from driving over the new septic system. The gate design will coordinate with the neighbor’s existing fence.
The public hearing was convened at 6:08 PM. There being no public comment, the hearing was closed at 6:09 PM.
The application did not include the location of the property line to verify if the proposed gate would encroach in the side setback or not.
Motion The permit to construct a fence gate at 375 Barton North Drive was approved contingent on either 1) providing documentation to the Zoning Administrator that the gate will not encroach in the side setback, or 2) obtaining a variance if the gate will encroach in the side setback. (Al-Awar/Smith/P)
PUBLIC COMMENT BHMC President David noted recent BHMC activities.
FINANCE (Smith/Carey) Treasurer’s written report items:
1, 3, 5, 6, 9 and 11 presented as printed.
- Auditor Rana Emmons summarized the BHV March 31, 2022 audit as clean with no significant deficiencies or material weaknesses. She highlighted the general fund budget to actual (page 31) and the defined benefit pension schedule (page 32) as important indicators of financial stability, and recommended consideration of 3rd party payroll outsourcing. Asst. Treasurer Carey was commended for her excellent work.
4. A subcommittee of Trustees Al-Awar, Hensinger, Holmes and Smith (Chair) was appointed to address issues of equipment damage/employee challenges due to resident situations related to trash collection and other village-provided services. - The proposed budget resolution to reallocate funds from Dept. 101 line 671 General Revenue/Miscellaneous (sale of fire truck) to Dept. 751 line 930 Parks/Park Maintenance to cover the increase in the Deer Management Program was adopted. (Perry/Darden/P) A proposed motion to reallocate the remaining revenue from the sale of the fire truck lacked a second.
- 8. The Cash Disbursements for December 2022 were approved as printed (Aux. Book I G(10)). (Al-Awar/Hensinger/P)
STANDING REPORTS
Zoning Administrator (Capozza) An update on current projects was provided.
Planning Commission (Hensinger) Commissioners reappointed: (Smith/Hensinger/P)
Brian Hanley (3 year term expiring in 2026)
Laura Weingartner (3 year term expiring in 2026)
Robert Hensinger (Trustee, 1 year term expiring in 2024)
Superintendent (Hnatow) Recycling changes will begin as of February 1, 2023, with resident notification in two Barton Bulletins before that date.
COMMITTEE REPORTS
Environment (Hensinger) The Deer Management Program is well underway, with the first deposit paid and the harvest expected in mid-January.
Climate Resilience Subcommittee (Popp) No report.
Finance (Smith) The Finance Committee met on January 6, 2023 during which the Committee reviewed FY2023-24 budgeting themes and had a thorough discussion of the FY2020-21 audit with Rana Emmons, Village auditor.
Human Resources (Conlin) No report
Long Range Planning (Darden) The Committee will begin management of Employee Housing improvements/maintenance (moved from Human Resources Committee).
Roads (Al-Awar) A guard rail damaged by a car accident was repaired in a timely manner. A police report was filed and the driver will be contacted about cost reimbursement.
Security (Holmes) No report.
Water (Perry) Anticipated water main replacements will be included in the Finance Committee budget discussions, as well as other maintenance items that have been deferred in recent years and are now becoming more expensive. Engineering plans and supplies are being researched in preparation for the projects
Community Activities (Smith) No report.
UNFINISHED BUSINESS
Code Review Subcommittee (Perry for Conlin) A draft of proposed changes to the Code will be presented at the February 13, 2023 Trustees meeting.
NEW BUSINESS
–BHV will continue to watch the Ann Arbor Township/proposed development lawsuit, which could have serious impact on BHV drinking water resources.
–The Olmsted speaker proposal from BHMC was acknowledged; no action taken.
There being no further business or objections, the meeting was adjourned at 7:26 PM.
Janice K. Esch, Deputy Clerk Approved 2.13.23