MINUTES OF BOARD MEETING
TRUSTEES OF BARTON HILLS VILLAGE
November 8, 2021
The regular meeting of the Board of Trustees was called to order by President Smith at 6:00 PM via online video/phone conference due to the COVID-19 pandemic.
ROLL CALL Present: Trustees Al-Awar (Barton Hills Village, Washtenaw County, MI), Benson (Barton Hills Village, Washtenaw County, MI), Conlin (Barton Hills Village, Washtenaw County, MI), Darden (Ann Arbor, Washtenaw County, MI), Haitam (Barton Hills Village, Washtenaw County, MI), Hensinger (Barton Hills Village, Washtenaw County, MI), Holmes (Barton Hills Village, Washtenaw County, MI), Popp (Barton Hills Village, Washtenaw County, MI), and Smith (Barton Hills Village, Washtenaw County, MI).
Absent: None.
Others attending: ZA Perry, Asst. Treasurer Carey, Supt. Hnatow, ZH Malan, BHMC President David, three project representatives and nine residents.
STANDING REPORTS
Zoning Administrator (Perry) Mr. Perry referred to his written report. An engineering firm will be engaged to be available to the Zoning Administrator for project review on a case by case basis, at no cost to Barton Hills Village. (Al-Awar/Benson/P) Costs incurred by an engineering review will be paid by the applicant, per BHV Zoning Ordinance Section 3.05.
Planning Commission (Hensinger) The Commission is working on the Master Plan update, including new language offered by the Climate Resilience Committee. It is hoped that the Master Plan will be ready for Board review in January 2022.
The open seat on the Commission created by Greg Curtner’s resignation was noted in the Barton Bulletin; three residents expressed interest. Since the Planning Commission by state statue should be representative of important segments of the community, President Smith chose to appoint Brian Hanley to the Commission. Mr. Hanley, like Mr. Curtner, is a BHMC Director and thus represents the community’s largest private land owner. The Trustees affirmed the appointment. (Popp/Hensinger/P)
WALL PERMIT Application for construction of retaining walls at 859 Oakdale Road (859 Oakdale Road Property Trust/represented by architects Damian Farrell, Tresna Taylor and Christopher Graham).
The project proposes retaining walls relative to septic field requirements and driveway improvement as part of additions/renovation to the home. Concerns about the steep slopes, stormwater runoff, impact on Barton Pond, and overall stability were discussed.
The Public Hearing was convened at 6:48 PM. Two speakers commented on the review process which includes BHMC approval, and engineering review if the BHV Trustees choose to request a review. The public hearing was closed at 6:50 PM.
Motion The permit to construct retaining walls at 859 Oakdale Road was approved, contingent on the outcome of the engineering review as requested by the Zoning Administrator. (Al-Awar/Hensinger/P)
ORGANIZATION
Carla Smith (Al-Awar/Popp) and Linda Benson (Darden/Haitam) were nominated for the office of President. Mrs. Benson was elected by a vote of 5 (Benson, Conlin, Darden, Haitam, Holmes) to 4 (Al-Awar, Hensinger, Popp, Smith). Mrs. Benson assumed chair of the meeting.
Robert Hensinger (Popp/Smith) and Chris Conlin (Benson/Haitam) were nominated for the office of President Pro Tem. Mr. Conlin was elected by a vote of 5 (Benson, Conlin, Darden, Haitam, Holmes) to 4 (Al-Awar, Hensinger, Popp, Smith).
Andrea Darden (Conlin/Haitam) was nominated to the office of Clerk. There being no further nominations, Mrs. Darden was elected by unanimous vote and took the oath of office.
Great appreciation was expressed to Ms. Smith for her tireless energy and thoughtful, professional service to the Board, both as President and President Pro Tem.
The following appointments were made by President Benson: Treasurer Mostafa Haitam, Assistant Treasurer Laurie Carey, and Deputy Clerk Jan Esch. The appointment of an assessor, and committee assignments, will be made at the December 13, 2021 Board meeting. Trustees were asked to contact the President regarding their committee preferences.
PUBLIC COMMENT BHMC President David noted position changes on the Board, road maintenance agreement transaction preparations, and progress on grant applications, as well as continued support for a fruitful relationship between BHV and BHMC.
MINUTES Minutes of the October 11, 2021 Trustees meeting were approved as printed. (Hensinger/Holmes/P) Minutes of the October 27, 2021 Special Trustees meeting were approved as printed. (Hensinger/Holmes/P with Darden and Haitam abstaining)
FINANCE/FINANCE COMMITTEE (Carey) The October 2021 Budget to Actual and October 2021 Cash Balances reports were acknowledged. The Cash Disbursements for October 2021 were approved as printed (Aux. Book XIX F(9)). (Darden/Holmes/P)
COMMITTEE REPORTS
Environment (Hensinger)
–The Deer Management Plan application is in process with the Department of Natural Resources.
–Information is being gathered regarding improvements to the BHV recycling program.
–The following resolution was adopted as proposed by the Climate Resilience Subcommittee. (Popp/Hensinger/P)
WHEREAS, the Board of Trustees of the Barton Hills Village (the Village) believes that
direct observations made on and above Earth’s surface show the planet’s climate is significantly changing, and human activities are a primary driver of those changes; and
WHEREAS, the effects of these changes to the climate are happening now and may worsen in the decades to come; and
WHEREAS, it is in the Village’s interest to adopt a methodical approach to determine which climate related hazards could harm the community, including its natural resources, facilities, housing, and residents, and identify and take effective actions to reduce their risk,
NOW THEREFORE BE IT RESOLVED that the Village’s Climate Resilience Subcommittee (CRS-a subcommittee of the Environment Committee) shall take the lead role in developing a Climate Resilience Plan for the Village.
In developing the Plan, the CRS shall:
- explore current and potential hazards to the Village and its residents from climate change,
- assess the Village’s vulnerability and risk from those hazards,
- investigate options to mitigate, adapt to, or otherwise address those hazards, and
- prioritize and plan for those options and suggest actions that the Village and its residents can take to address climate change.
The Board anticipates that actions to be suggested by the CRS could include, among other things, changes to Village facilities and equipment, changes to Village policies and ordinances, and efforts to educate and engage Village residents. Thus, the Board expects that the CRS will work cooperatively with Village staff, other Village committees, the Village Planning Commission, and the Board in developing the Climate Resilience Plan.
–Language suggested by the Climate Resilience Subcommittee will be considered by the Planning Commission in its review of the Master Plan.
–Several other ideas are being considered by the Environment Committee to improve the use and enjoyment of Village natural resources.
–A second watershed grant is being studied for Barton Pond improvement. The following motion was approved. (Conlin/Al-Awar/P)
The Barton Hills Village Board of Trustees approves submission of an application
for a State of Michigan grant (Local Government and Watershed Council Support
Program/2022 Nonpoint Source Program). The application is due December 1,
2021, for a grant of up to $40,000 over 1 year. The Village is the qualified
fiduciary on the proposal, with the Barton Hills Maintenance Corporation as
collaborator/leading execution. Local matching funds are not required. If a grant
is approved, the Trustees approve utilizing funds from the Public Improvement
Fund to pay expenses, which will then be reimbursed by the State via the grant
within 45 days of submission.
–Public comment period is now open, as announced by EGLE, regarding the invasive species mitigation grant BHV already applied for. Information will be sent via the Barton Bulletin to encourage residents to submit public comment before the November 19, 2021 deadline.
Water (Popp/Hnatow) The pump/motor/other parts as needed are being replaced on Well #3. This well was cleaned recently, and the upgrade will keep it in good condition for the future.
Roads (Al-Awar) No report.
Long Range Planning (Haitam) The committee is exploring ideas, such as burying the power lines, and possible grant/federal infrastructure funding sources.
Zoning/Planning (Hensinger) No report.
Human Resources (open/Smith tentative)
Security (Holmes) Supt. Hnatow met with Washtenaw County Sheriff’s Department Lt. Robinson regarding camera placement locations at the entrances. Lt. Robinson was very supportive, saying the cameras would be helpful in maintaining the peace and security of BHV. The written report regarding operational protocol for the security cameras was amended in three places, based on Lt. Robinson’s comments and other legal review. The operational protocol statement was approved, and the cameras will be installed. (Holmes/Al-Awar/P)
Community Activities (Benson) The Halloween pizza party/trolley trick or treat ride was well attended and successful, despite the time overrun which pushed the cost up a bit. A full report will be included in the Barton Bulletin soon.
UNFINISHED BUSINESS The Board Policies Update confirmed practices that have been followed per the Charter and historical practice since 1973. The Committee Procedures (page 4) have not been as clearly stated in the past as the other sections, so were approved as part of the overall policies. (Darden/Conlin/P with Al-Awar and Popp voting no)
NEW BUSINESS
–Proposed Ordinance Amendment. The proposal to address chickens and honeybee hives by amending Village Code Chapter 22 was discussed, including allowed public comment from a resident in attendance who would like to have chickens/bees as an educational/enjoyable experience for her children. The proposed amendment was approved for printing in the Barton Bulletin to invite village-wide public comment.(Holmes/Smith/P)
–The Governor’s Executive Order allowing virtual meetings under the Open Meetings Act due to the COVID-19 pandemic expires on December 31, 2021. Given that Washtenaw County is under a local state of emergency, the Trustees agreed to meet virtually for the December 13, 2021 meeting, and see what the options are for future meetings at that time.
There being no further business or objections, the meeting was adjourned at 8:36 PM.
Janice K. Esch, Deputy Clerk Approved 12.8.21