Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, January 4, 2021 Village Council Room (Virtual) Page CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL I. APPROVAL OF THE AGENDA a. II. CONSENT AGENDA All items listed with an asterisk (*) are considered to be routine by the Village Council and shall be enacted by one motion. There will be no separate discussion of these items unless a trustee or citizen requests to do so, in which event the item shall be removed from the General Order of Business and considered in its normal sequence on the agenda. a. III. ADOPTION OF MINUTES 4-7 a. 12.22.2020 Regular Council Meeting Minutes UA IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR DECEMBER IN THE AMOUNT OF $93,734.06 Page 1 of 17 8-9 a. AP.PAYROLL DECEMBER 2020 V. PUBLIC COMMENT VI. UNFINISHED BUSINESS 10 a. Cell phones Verizon Information 11 b. Spending Policy/Limits Spending Policy 12 - 15 c. Key Policy Key Policy VII. NEW BUSINESS 16 a. Offer on properties/Listing Extension 417 E. Main-162 N. Webber b. Meeting Schedules/Revisions c. President Pro-Tempore Appointment 17 d. Committee Appointments Village of Farwell Council e. Urban Task Force Appointment f. Commercial Property Sidewalk Clearing VIII. ADMINISTRATIVE REPORT IX. COMMITTEE REPORT a. PARKS AND REC b. ZONING c. DPW Page 2 of 17  c.1. Kubota and Salt Truck Discussion d. PERSONNEL d.1. Evaluation Discussion/Recommendations X. EXTENDED PUBLIC COMMENT XI. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON MONDAY, JANUARY 18, 2021 Page 3 of 17  MINUTES Regular Council Meeting 6:00 PM - Tuesday, December 22, 2020 Village Council Room (Virtual) The Regular Council of the Village of Farwell was called to order on Tuesday, December 22, 2020, at 6:00 PM in the Village Council Room (Virtual), with the following members present: PRESENT: President Tracey Jackson, Trustee Allen Brewer, Trustee Linda Williams, Trustee Amanda Pfruender, Trustee Gina Hamilton, and Trustee Jeff Linton EXCUSED: Trustee Shawn Burger I. APPROVAL OF THE AGENDA a. Trustee Gina Hamilton made a motion to approve the agenda with the following amendments/additions; item m under New Business "Green Dump Truck Repair", a.1. under Committee Report/Parks and Rec, "Approval to pay retainage for the Park Improvement Project" Trustee Linda Williams seconded the motion. Motion Carried II. CONSENT AGENDA All items listed with an asterisk (*) are considered to be routine by the Village Council and shall be enacted by one motion. There will be no separate discussion of these items unless a trustee or citizen requests to do so, in which event the item shall be removed from the General Order of Business and considered in its normal sequence on the agenda. a. Trustee Allen Brewer made a motion to approve the consent agenda Trustee Gina Hamilton seconded the motion. Motion Carried III. *ADOPTION OF MINUTES a. *Regular Council Meeting Minutes 12/7/2020. IV. PUBLIC COMMENT V. UNFINISHED BUSINESS a. The Spending Policy that was put in place earlier this year due to Covid will continue to be followed. The DPW Supervisor and Clerk/Treasurer are allowed to make purchases up to $200.00. b. Updated Covid policies, orders, etc. were discussed. Currently all in person meetings have been paused through January 15, 2021 per the MDHHS. Page Page41ofof17 4  Therefore, all meetings will take place via Zoom through this date, or until new MDHHS guidelines are issued. The State did amend their bill that will allow all municipalities to hold all meetings virtually, for any reason, through March 2021. VI. NEW BUSINESS a. Trustee Allen Brewer made a motion to appoint Adrian Krawczynski as the Entity Administrator for the System for Awards Management Trustee Jeff Linton seconded the motion. Motion Carried b. A. Krawczynski brought an inquiry about compensation time being used by Village employees compared to overtime. This discussion will further take place in March 2021 awaiting some responses from the auditors. c. Trustee Amanda Pfruender made a motion to remove Gina Hamilton from the CD's at Isabella Bank. Trustee Linda Williams seconded the motion. Roll Call; Motion Carried d. Trustee Amanda Pfruender made a motion to remove Gina Hamilton from the CD's at MFCU. Trustee Allen Brewer seconded the motion. Roll call; Motion Carried e. Trustee Allen Brewer made a motion to remove Gina Hamilton from the CD's at TCF. Trustee Amanda Pfruender seconded the motion. Roll Call; Motion Carried f. Trustee Allen Brewer made a motion to add Tracey Jackson to all checking accounts and CD's at Isabella Bank. Trustee Linda Williams seconded the motion. Roll call; Motion Carried g. Trustee Allen Brewer made a motion to add Tracey Jackson to the CD's at MFCU. Trustee Linda Williams seconded the motion. Roll call; Motion Carried h. Trustee Allen Brewer made a motion to add Tracey Jackson to the CD's at TCF. Trustee Gina Hamilton seconded the motion. Roll call; Motion Carried i. Trustee Amanda Pfruender made a motion to send A.Krawczynski to the MAMA Institute, March 14th-19th 2021, for clerk training Trustee Allen Brewer seconded the motion. Motion Carried j. Trustee Gina Hamilton made a motion to allow E. Teall to sign up for and attend two training courses for zoning and enforcement, offered through the MSU Extension. Trustee Jeff Linton seconded the motion. Motion Carried k. Trustee Gina Hamilton made a motion to allow B. Robinson to sign up for and attend a training course for the Farmer's Market, offered through The Michigan Farmer's Market Association. Trustee Linda Williams seconded the motion. Motion Carried l. Discussion about cell phones being used and utilized more by the DPW Supervisor, Village President, and the Village Clerk/Treasurer. There was a unanimous agreement that it would be in the best interest of the Village to have a designated phone for each of the positions discussed. A. Krawczynski is looking into how much it would cost to purchase the needed phones and lines through Verizon and will bring this to the Council for approval. m. Trustee Amanda Pfruender made a motion to approve repairs to the Green Page Page52ofof17 4  Dump Truck, in the amount of $2,061.27, per the quote from Quality Truck and Tire. Trustee Jeff Linton seconded the motion. Roll Call; Motion Carried VII. ADMINISTRATIVE REPORT a. A. Krawczynski gave an update on the new credit card processing company, Certified Payments. Everything is set up and running, and so far it has been working well. b. A. Krawczynski had some questions about the initial setup of the meeting publishing through iCompass. c. A. Krawczynski gave an update on some issues that have been happening with the mail. Some residents have not received their bills on time and some bills have not been received yet by the Village or vendors. VIII. TREASURER REPORT a. The monthly Bank and Fund Report was presented to Council. b. The monthly Treasurer's Report was presented to Council. IX. COMMITTEE REPORT a. PARKS AND REC a. Trustee Gina Hamilton made a motion to approve the payment of the final retainage to Robbin Harsh Excavating, for the Park Improvement Project, in the amount of $16,622.75 Trustee Linda Williams seconded the motion. Roll Call; Motion Carried b. ZONING a. The Complaint List was presented to Council. c. DPW a. DPW Committee member J. Linton gave an update on the last DPW Meeting. b. DPW Supervisor J. Walters gave some updates on the DPW as well. An employee is scheduled to take their CDL test January 6, 2021 and RS Technical has been contacted to come out and calibrate the flow meters, but a specific time and date has not been set. c. DPW Committee Chair A. Brewer expressed interest in moving the dates of the 2021 DPW meetings to better coordinate with the Council meetings as well as the possibility of meeting twice per month instead of once to better meet the DPW needs. A. Krawczynski is going to look into dates and circle back with the DPW Committee and Council. d. PERSONNEL a. The Personnel Committee is virtually meeting with three employees for Page Page63ofof17 4  evaluations/reviews on Monday, December 28, 2020. X. EXTENDED PUBLIC COMMENT XI. ADJOURNMENT a. Trustee Allen Brewer made a motion to adjourn the meeting at 7:02 p.m. Trustee Linda Williams seconded the motion. Motion Carried NEXT REGULAR COUNCIL MEETING ON JANUARY 4, 2021 - 6PM Clerk/Treasurer President Page Page74ofof17 4 12/30/2020 CHECK REGISTER FOR VILLAGE OF FARWELL CHECK DATE FROM 12/01/2020 - 12/30/2020 Check Date Check Vendor Name Amount 12/04/2020 102617 ACE HARDWARE $ 16.83 12/04/2020 102618 AT&T MOBILITY $ 63.50 12/04/2020 102619 BLUTECH DATA LLC $ 250.00 12/04/2020 102620 BOB'S TIRE STORE $ 38.00 12/04/2020 102621 BRADYS BUSINESS SYSTEMS $ 464.40 12/04/2020 102622 CITY OF CLARE $ 200.00 12/04/2020 102623 COMPASS MINERALS $ 3,741.38 12/04/2020 102624 CONSUMERS ENERGY $ 2,723.74 12/04/2020 102625 DIGITAL IMAGE $ 100.00 12/04/2020 102626 DTE ENERGY $ 396.52 12/04/2020 102627 FAMILY FARM AND HOME $ 139.96 12/04/2020 102628 FARWELL TRADING POST $ 142.82 12/04/2020 102629 HOMETOWN DECORATION AND DISPLAY LLC $ 1,647.00 12/04/2020 102630 JAYNIE SMITH HOERAUF, P.C. $ 227.25 12/04/2020 102631 NAPA AUTO PARTS $ 31.78 12/04/2020 102632 OWENS $ 50.50 12/04/2020 102633 PALMER'S HARDWARE $ 25.59 12/04/2020 102634 QUALITY TRUCK AND TIRE $ 393.32 12/04/2020 102635 QUILL CORPORATION $ 425.40 12/04/2020 102636 REHMANN TECHNOLOGY SOLUTIONS $ 796.00 12/04/2020 102637 RTI LABORATORIES, INC. $ 320.40 12/04/2020 102638 STANDARD INSURANCE COMPANY $ 168.81 12/04/2020 102639 TRI LAKES PETROLEUM LLC $ 589.09 12/04/2020 102640 USA BLUE BOOK $ 223.07 12/04/2020 102641 VERIZON WIRELESS $ 100.93 12/04/2020 102642 WASTE MANAGEMENT $ 456.75 12/10/2020 102644 ACE HARDWARE $ 11.84 12/10/2020 102645 AT&T $ 56.60 12/10/2020 102646 BADER & SONS CO. $ 14.36 12/10/2020 102647 BOB'S TIRE STORE $ 24.00 12/10/2020 102648 DTE ENERGY $ 301.43 12/10/2020 102649 ERNIE TEAL $ 33.93 12/10/2020 102650 ETNA SUPPLY COMPANY $ 405.00 12/10/2020 102651 H & S COMPANIES $ 12,000.00 12/10/2020 102652 ISABELLA BANK $ 682.87 12/10/2020 102653 MICHIGAN MUNICIPAL TREASURERS ASSOC $ 75.00 12/10/2020 102654 NAPA AUTO PARTS $ 12.48 12/10/2020 102655 PITNEY BOWES GLOBAL FINANCIAL SERV $ 180.81 12/10/2020 102656 PRINTING SYSTEMS, INC. $ 337.49 12/10/2020 102657 QUALITY TRUCK AND TIRE $ 4,345.73 12/10/2020 102658 ROBINSON ELECTRICAL & MECHANICAL $ 2,500.00 12/10/2020 102659 RTI LABORATORIES, INC. $ 2,519.00 Page 8 of 17 12/10/2020 102660 SEITER ELECTRIC, INC. $ 386.04 12/10/2020 102661 SURREY TOWNSHIP TREASURER $ 140.40 12/10/2020 102662 USA BLUE BOOK $ 1,048.22 12/10/2020 102663 USA TRAILER SALES $ 2,299.00 12/10/2020 102664 WASTE MANAGEMENT $ 717.43 12/10/2020 102665 MID MICHIGAN COMMUNITY ACTION $ 173.79 12/10/2020 102666 GINA HAMILTON $ 105.00 12/18/2020 102667 ACE HARDWARE $ 23.21 12/18/2020 102668 AIRGAS USA, LLC $ 37.22 12/18/2020 102669 AT&T $ 554.89 12/18/2020 102670 CONSUMERS ENERGY $ 3,455.78 12/18/2020 102671 FAMILY FARM AND HOME $ 25.96 12/18/2020 102672 MAMC $ 66.00 12/18/2020 102673 MICHIGAN DEPT OF ENVIRONMENTAL QUAL $ 18.00 12/18/2020 102674 MICHIGAN DEPT OF TECHNOLOGY $ 180.00 12/18/2020 102675 NAPA AUTO PARTS $ 285.00 12/18/2020 102676 RTI LABORATORIES, INC. $ 320.40 12/18/2020 102677 USA BLUE BOOK $ 483.24 12/18/2020 102678 WEX BANK $ 292.13 12/23/2020 102679 BLUTECH DATA LLC $ 250.00 12/23/2020 102680 BOB'S TIRE STORE $ 55.00 12/23/2020 102681 DRUG SCREENS PLUS $ 159.00 12/23/2020 102682 ISABELLA BANK $ 302.27 12/23/2020 102683 JONES AND HENRY ENGINEERS LTD $ 5,623.00 12/23/2020 102684 MICHIGAN PIPE & VALVE $ 111.00 12/23/2020 102685 NAPA AUTO PARTS $ 27.13 12/23/2020 102686 QUILL CORPORATION $ 112.83 12/23/2020 102687 TRI LAKES PETROLEUM LLC $ 1,259.96 12/29/2020 102688 AT&T MOBILITY $ 63.50 12/29/2020 102689 CONSUMERS ENERGY $ 3,456.30 12/29/2020 102690 ELHORN ENGINEERING COMPANY $ 395.00 12/29/2020 102691 MICHIGAN MUNICIPAL RISK MANAGEMENT $ 4,391.50 12/29/2020 102692 ROBBIN HARSH EXCAVATING, INC $ 16,622.75 12/29/2020 102693 STANDARD INSURANCE COMPANY $ 168.81 12/29/2020 102694 WASTE MANAGEMENT $ 443.78 Total of 77 Checks: $ 81,287.12 Payroll 12/10/2020 EMPLOYEE PAYROLL W/OPT OUT $ 6,034.83 12/23/2020 EMPLOYEE PAYROLL $ 6,412.11 TOTAL OF 2 PAYROLLS $ 12,446.94 TOTAL AP & PAYROLL- DECEMBER 2020 $ 93,734.06 Page 9 of 17  DPW Supervisor Emergency On Call Village Clerk Village President Monthly Plan $ 56.24 Monthly Plan $ 30.76 Monthly Plan $ 56.24 Monthly Plan $ 56.24 Taxes, etc. $ 2.00 Taxes, etc. $ 4.00 Taxes, etc. $ 2.00 Taxes, etc. $ 2.00 Asurion $ 8.00 Asurion $ - Asurion $ 8.00 Asurion $ 8.00 $ 66.24 $ 34.76 $ 66.24 $ 66.24 Prev. Total $101.00 New Total $233.48 Page 10 of 17 Page 11 of 17  Village of Farwell Key Policy The Village Clerk/Treasurer will maintain key distribution sheets. Keys will be issued to Village officials and Village employees based upon need of access, which will be determined by majority vote of the Village Council. A written request for a key can be made to the Village Council for approval or denial. All elected and appointed officials who are eligible to receive keys will sign for a key and agree to the provisions of this policy. If a Village official resigns, is not re-elected, etc., the key(s) must be returned to the Village Clerk/Treasurer on the effective date of the above action. All Village employees who are eligible to receive keys will sign for a key and agree to the provisions of this policy. If the Village employee resigns, retires, is terminated, etc., the key myst be returned to the Village Clerk/Treasurer upon the effective date of the above action. Any official or employee who has been distributed keys on a permanent or temporary basis, are responisble for safekeeping of their keys. Persons in violation of this policy may be assessed damages and/or replacement costs to re-key any buildings that they had access to. This policy also pertains to all building codes that allow access such as the Farmer’s Market Buillidng. The following actions are in violation of this policy: a. Loaning keys to any individual without consent of The Village Council. b. Duplication of keys without the authorization of the Village Council. c. Altering of keys, locks, or mechanisms without the consent of the Village Council. d. Abusing access of buildings to view confidential materials. e. Admitting unauthorized persons into the building. f. Failure to return a key when requested. Adopted by Council: Monday, January 4, 2021 _____________________________________ Clerk/Treasurer Page 12 of 17  Key Sign Out Sheet __________________________________________________________________________________________ Key Holder Name Title Department Key/Code Issued Date Issued Received by Issued by Date Returned Received by 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. I have read and agree to the Village of Farwell Key Policy. __________________________________________________________________________________________ Holder Signature Date Page 13 of 17  Key Inventory Key/Code Amount Amount Issued 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. I have read and agree to the Village of Farwell Key Policy. __________________________________________________________________________________________ Holder Signature Date Page 14 of 17  Village of Farwell Key Request __________________________________________________________________________________________ Name Title Department List all keys requested: __________________________________________________________________________________________ __________________________________________________________________________________________ Date(s) requested: __________________________________________________________________________________________ __________________________________________________________________________________________ Reason for request: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ Approved by the Village Council on: ________________________________________________ Page 15 of 17 Page 16 of 17  Village of Farwell Council Information President: Tracey Jackson President Pro-Tempore: Finance Committee 1. (Chair) 2. 3. DPW Committee 1. (Chair) 2. 3. Parks & Rec Committee 1. (Chair) 2. 3. Personnel Committee 1. (Chair) 2. 3. Page 17 of 17