Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, July 3, 2023 Village Council Room 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 4-8 a. Monday, June 19, 2023 Regular Council Meeting Minutes 06.19.2023 Regular Council Meeting Minutes - UA Page 1 of 60  IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR JUNE 2023 IN THE AMOUNT OF $72,405.88 9 - 10 a. 06.2023 AP&Payroll V. PUBLIC COMMENT VI. UNFINISHED BUSINESS 11 a. Alley Paving Alley Paving Quote 06.29.2023 12 - 33 b. DTE Tree Grant DTE Tree Grant Packet 34 c. Resolution 2023-13 "A Waste Collection Resolution to Approve a Contract with GLF and Approve Rates for Services" Resolution 2023-13 Contract and Rates - Waste Collection 35 - 37 d. Draft Ordinance No. 2023-03 - "Hazardous Material Spill Cost Recovery" 2023-03 Hazardous Material Spill Cost Recovery VII. NEW BUSINESS 38 - 47 a. MEDC Redevelopment Ready Certification Public Participation Plan 48 b. Resolution 2023-14 "A Resolution to Set Rates for Sign Permits Within the Village of Farwell" Resolution 2023-14 Sign Fee Resolution c. Seasonal DPW Position Review d. Credit Card Rewards e. Inspections (Surrey Twp.) f. Park Pavilion Post Replacement VIII. ADMINISTRATIVE REPORT IX. ZONING REPORT Page 2 of 60  X. COMMITTEE REPORT a. Finance b. Parks & Rec c. DPW d. Personnel XI. PRESIDENT DISCUSSION XII. ADDITIONAL REMARKS XIII. EXTENDED PUBLIC COMMENT XIV. MICHIGAN WORKS YOUNG PROFESSIONAL WORK EXPERIENCE PROGRAM Interview with Marissa Lockwood 49 - 60 a. Work Experience Supervisor Handbook XV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON MONDAY, JULY 17, 2023 AT 6:00PM. Page 3 of 60  MINUTES Regular Council Meeting 6:00 PM - Monday, June 19, 2023 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, June 19, 2023, at 6:00 PM in the Village Council Room, with the following members present: PRESENT: President Tracey Jackson, Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Jeff Linton, Trustee Shawn Burger, Tonya Roe, and Trustee Victoria Williams EXCUSED: I. APPROVAL OF THE AGENDA a. Trustee Amanda Pfruender made a motion to approve the agenda with the following addition: Under New Business item g. "Support Letter for Surrey Township Fire Department - Michigan Fire Equipment Grant Program" Trustee Gina Hamilton seconded the motion. Motion Carried II. PUBLIC HEARING - MARIJUANA a. The public hearing was called open at 6:01pm. b. Public comment was received. c. Trustee Amanda Pfruender made a motion to close the public hearing and open the regular meeting at 6:16pm Trustee Victoria Williams seconded the motion. Motion Carried III. 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 Victoria Williams made a motion to approve the consent agenda Trustee Gina Hamilton seconded the motion. Motion Carried IV. *ADOPTION OF MINUTES Page Page41ofof60 5  a. *Monday, June 5, 2023 Regular Council Meeting Minutes V. PUBLIC COMMENT a. No public comment was received at this time. VI. UNFINISHED BUSINESS a. Trash Services were discussed by Council and whether to continue having the DPW perform waste collection services or to have GFL perform these operations. Rick Fancon from GFL was present to answer any questions and discuss any concerns. A Resolution will be drafted for the next Council Meeting on Monday, July 3rd. Trustee Victoria Williams made a motion to agree to the terms provided by American Waste/GFL, to take effect August 1, 2023 Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Victoria Williams, Trustee Amanda Pfruender, Trustee Shawn Burger, Trustee Tonya Roe, and President Tracey Jackson. Nays: Trustee Gina Hamilton and Trustee Jeff Linton. Motion Carried. 5-2 (opposed: Trustee Gina Hamilton and Trustee Jeff Linton). b. A contract between the Clare County Road Commission and the Village of Farwell for the chip seal, AMZ, crack seal, and asphalting of Maple Grove Road, was reviewed and discussed. The total estimated cost is $50,00 with the CCRC paying 50%, the Village of Farwell paying 25%, and Surrey Township paying the remaining 25%. The not to exceed cost for the Village will be $13,750.00. Trustee Amanda Pfruender made a motion to approve the contract between the Clare County Road Commission and the Village of Farwell for the chip seal, AMZ, crack seal, and asphalting of Maple Grove Road Trustee Shawn Burger seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Tonya Roe, Trustee Victoria Williams, Trustee Gina Hamilton, and President Tracey Jackson. Nays: None. Motion Carried c. Road shoulder repair was discussed for Hall Street and Illinois Street. Two quotes to gravel the shoulders were received, but the DPW will gravel the shoulders where needed and place black dirt where needed for a fraction of the cost.. d. Alleyway paving was discussed. Jason is still waiting on some quotes. e. The sidewalk project around Michigan Street was discussed including surveying, design, and stump grinding. Trustee Gina Hamilton made a motion to approve tree stump grinding up to $1,000.00 Trustee Victoria Williams seconded the motion. Motion Carried. Trustee Victoria Williams made a motion to approve the quote from Intelligent Design LLC for architectural design services, in the amount of $4,200.00 Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Victoria Page Page52ofof60 5  Williams, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Tonya Roe, Trustee Amanda Pfruender, Trustee Gina Hamilton, and President Tracey Jackson. Nays: None. Motion Carried Trustee Amanda Pfruender made a motion to approve the quote from Lapham Associates for surveying services, in the amount of $5,000.00 Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Tonya Roe, Trustee Victoria Williams, Trustee Gina Hamilton, and President Tracey Jackson. Nays: None. Motion Carried f. Three quotes for a UTV for the Village were reviewed. Trustee Shawn Burger made a motion to approve Quote No. 28716753 from Deere & Company/Hutson Inc., for the purchase of a 2023 John Deere Gator XUV590E, in the amount of $14,234.67 Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Shawn Burger, Trustee Amanda Pfruender, Trustee Jeff Linton, Trustee Tonya Roe, Trustee Victoria Williams, and President Tracey Jackson. Nays: Trustee Gina Hamilton. Motion Carried 6-1 (opposed: Trustee Gina Hamilton). g. Road striping was discussed. Trustee Gina Hamilton made a motion to approve road striping within the Village, up to an amount of $3,265.00 from PK Contracting, with the requirement that Hall Street is to be striped Tonya Roe seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Tonya Roe, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Amanda Pfruender, and President Tracey Jackson. Nays: None. Motion Carried VII. NEW BUSINESS a. The Michigan Works Young Professional Program was discussed by Council. July 3rd, the Council will discuss this mentorship program in more detail and interview a candidate. b. Resolution 2023-11 "Hazard Mitigation Plan Adoption Resolution" Trustee Gina Hamilton made a motion to adopt Resolution 2023-11, "Hazard Mitigation Plan Adoption Resolution" Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Tonya Roe, Trustee Amanda Pfruender, and President Tracey Jackson. Nays: None. Motion Carried c. Resolution 2023-12 - Adult Use Retailer Trustee Victoria Williams made a motion to adopt Resolution 2023-12 "A Resolution Approving a Special Land Use - Hydrobudz - For State Licensed Adult Use Marihuana Retail Dispensary" Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Victoria Williams, Trustee Amanda Pfruender, Trustee Shawn Burger, Trustee Tonya Roe, Trustee Gina Hamilton, and President Tracey Jackson. Nays: Trustee Jeff Linton. Motion Carried Page Page63ofof60 5  d. An ordinance recommendation outlining how to provide for hazardous material spill cost recovery was reviewed. A draft ordinance will be presented to Council at the July 3rd meeting. e. Landscaping for the Village Park was discussed. This was not placed in the budget for the current fiscal year. The Council would like to discuss this more for the next budget year. f. The addition of a volleyball court was discussed. The horseshoe pits would be removed and this is where the sand court would be placed. Consumer's Energy donated the poles. The DPW would complete the required excavating and the Village would purchase the sand and net. Trustee Shawn Burger made a motion to approve the removal of the horseshoe pits and to create a sand volleyball court in place, and to purchase sand and supplies, not to exceed a total cost of $1,100.00 Trustee Gina Hamilton seconded the motion. Motion Carried. g. Support Letter - Surrey Township Fire Department Trustee Gina Hamilton made a motion to support the grant request for new turnout gear for the Surrey Township Fire Department was approved Trustee Jeff Linton seconded the motion. Motion Carried. VIII. ADMINISTRATIVE REPORT a. Adrian provided some updates to Council. IX. TREASURER REPORT a. The May 2023 Bank and Fund Report was presented to Council. X. ZONING REPORT a. Zoning Administrator Julie Albright provided some zoning and ordinance updates to Council. XI. COMMITTEE REPORT a. Finance b. Parks & Rec c. DPW d. Personnel XII. PRESIDENT DISCUSSION a. Page Page74ofof60 5  President Tracey Jackson discussed looking into pricing for an additional recycling bin down at the DPW and options for planting some new trees within the Village. XIII. ADDITIONAL REMARKS XIV. EXTENDED PUBLIC COMMENT a. Public comment was received. XV. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 7:25pm Trustee Victoria Williams seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY, JULY 3, 2023 Clerk/Treasurer President Page Page85ofof60 5  VILLAGE OF FARWELL CHECK REGISTER & PAYROLL 06/01/2023 - 06/30/2023 Check Date Check Vendor Name Amount 06/02/2023 104390 CITY OF CLARE $ 175.00 06/02/2023 104391 DTE ENERGY $ 576.19 06/02/2023 104392 ELM CREEK, LTD. $ 97.97 06/02/2023 104393 GILBERT SALES & SERVICE, INC. $ 239.25 06/02/2023 104394 JULIE ALBRIGHT $ 20.31 06/02/2023 104395 MOORE AUTOMOTIVE $ 776.89 06/02/2023 104396 REHMANN TECHNOLOGY SOLUTIONS $ 348.75 06/02/2023 104397 SCIENTIFIC BRAKE $ 89.26 06/02/2023 104398 TRACEY JACKSON $ 105.00 06/02/2023 104399 VERIZON WIRELESS $ 238.39 06/02/2023 104400 VICKI HAMILTON $ 370.50 06/02/2023 104401 VISUAL EDGE IT $ 200.00 06/02/2023 53(E) PITNEY BOWES $ 187.95 06/08/2023 104403 AIRGAS USA, LLC $ 215.68 06/08/2023 104404 CONSUMERS ENERGY $ 1,685.45 06/08/2023 104405 GFL ENVIRONMENTAL $ 1,600.00 06/08/2023 104406 HOERAUF AND NEVILL, P.C. $ 138.75 06/08/2023 104407 MICHIGAN MUNICIPAL LEAGUE $ 955.00 06/08/2023 104409 SHARPCO WELDING & FABRICATION LLC $ 278.08 06/08/2023 104410 TRACE ANALYTICAL LABORATORIES, INC. $ 1,250.00 06/08/2023 54(E) DEERE CREDIT, INC $ 421.96 06/08/2023 55(E) WEX BANK $ 1,502.12 06/16/2023 104411 ADRIAN KRAWCZYNSKI $ 235.79 06/16/2023 104412 DRUG SCREENS PLUS $ 47.00 06/16/2023 104413 ELHORN ENGINEERING COMPANY $ 335.00 06/16/2023 104414 ELM CREEK, LTD. $ 9.45 06/16/2023 104415 LISA GRAHAM $ 246.73 06/16/2023 104416 MICHIGAN PIPE & VALVE $ 250.20 06/16/2023 104417 PURE PLUMBING LLC $ 189.00 06/16/2023 104418 REHMANN TECHNOLOGY SOLUTIONS $ 365.00 06/16/2023 104419 STAPLES $ 87.81 06/21/2023 104422 AIRGAS USA, LLC $ 120.61 06/21/2023 104423 AT&T $ 971.60 06/21/2023 104424 BRADYS BUSINESS SYSTEMS $ 3,946.00 06/21/2023 104425 CONSUMERS ENERGY $ 2,113.64 06/21/2023 104426 HUTSON INC. $ 14,234.67 06/21/2023 104427 INTELLIGENT DESIGN L.L.C. $ 1,000.00 06/21/2023 104428 LAPHAM ASSOCIATES $ 1,250.00 06/21/2023 104429 MICHAEL HENRY TREE SERVICES LLC $ 4,200.00 06/21/2023 104430 STANDARD INSURANCE COMPANY $ 181.23 06/29/2023 104432 AT&T MOBILITY $ 87.50 06/29/2023 104433 BISHOP $ 26.35 06/29/2023 104434 BLUTECH DATA LLC $ 250.00 06/29/2023 104435 BOUCHEY & SONS $ 574.20 06/29/2023 104436 CLARE COUNTY REVIEW $ 102.00 Page 9 of 60 06/29/2023 104437 CONSUMERS ENERGY $ 3,147.35 06/29/2023 104438 ETNA SUPPLY COMPANY $ 489.00 06/29/2023 104439 FAMILY FARM AND HOME $ 123.97 06/29/2023 104440 ISABELLA BANK $ 2,687.46 06/29/2023 104441 MICHIGAN PIPE & VALVE $ 1,330.00 06/29/2023 104442 MICHIGAN RURAL WATER ASSOCIATION $ 535.00 06/29/2023 104443 PALMER'S HARDWARE $ 195.10 06/29/2023 104444 PURE PLUMBING LLC $ 283.00 06/29/2023 104445 REHMANN TECHNOLOGY SOLUTIONS $ 150.00 06/29/2023 104446 RS TECHNICAL SERVICES, INC $ 616.00 06/29/2023 104447 STAPLES $ 555.53 06/29/2023 104448 TRACE ANALYTICAL LABORATORIES, INC. $ 208.80 06/29/2023 104449 VICKI HAMILTON $ 351.00 06/29/2023 104450 VISUAL EDGE IT $ 38.70 Total of 59 Checks $ 53,007.19 Payroll 6/8/2023 Regular Payroll w/Opt-Out $ 10,074.63 6/22/2023 Regular Payroll $ 9,324.06 Total of Payroll $ 19,398.69 Total of AP & Payroll - June 2023 $ 72,405.88 Page 10 of 60  ASPHALT, INC. 900 s. BRADLEY- BOX 339 - MT. PLEASANT. Ml 43353 @ » PHONE (939) 772-0720 - FAX (989)773-7640 “ANEQUAL OPPORTUNITY EMPLOYER" Village Of Fan/vell Contact: Jason Walters 109 S. Hall St. Phone: (989) 588-9926 FanNell,MI 48622 Fax: Project Name: Alley Paving, Village Of Fanivell Bid Number: Project Location: Between N. Corning St. & H. Hall St. Bid Date: ' ' Item Descri Estimated , Total Price HMA,13A 245.00 TON $108.74 $26,641.30 HMA,13A Wedging 94.00 TON $117.27 $11,023.38 Total Bid Price: $37,664.68 Notes: Price quoted is for HMApaving only. No removal, cutting, grading, or other incidental work is included,unless stated above. Village of Farwell to handle traf?c control. Quantitiesare an estimated amount based on current ?eld measurements. The village will be invoicedfor actual tons placed. We do not guarantee drainage on less than 1% slope grade. This Proposal may be withdrawn by us if not accepted within: 30 Days 2 Week notice required for all scheduling. Price does not include any bonds. Disclaimer of Union Benefit Plan Contribution Liability Not withstanding any term or provision in this quote or the bid package to the contrary, Central Asphalt Incorporate SHALLNOT, under any circumstances, agree to make any contributions to any of the operating engineers‘ fringe bene?t plans, including without limitation,the operating engineers‘ local 324 pension plan ("plan"). If awarded this work, a subcontract/purchase order shall not require Central Asphalt to make any contribulions to any of the operating engineers‘ fringe bene?t plans including without limitation,to the plan. Payment Terms: 100% upon completion, due 20 days from invoice date, a carrying charge of 1.5% (18% Annually) shall accrue on all past due accounls. If paying by credit card there willbe a 4% additional processing fee. Page 11 of 60 Page 12 of 60 Page 13 of 60 Page 14 of 60 Page 15 of 60 Page 16 of 60 Page 17 of 60 Page 18 of 60 Page 19 of 60 Page 20 of 60 Page 21 of 60 Page 22 of 60 Page 23 of 60 Page 24 of 60 Page 25 of 60 Page 26 of 60 Page 27 of 60 Page 28 of 60 Page 29 of 60 Page 30 of 60 Page 31 of 60 Page 32 of 60 Page 33 of 60  VILLAGE OF FARWELL RESOLUTION 2023-13 RESOLUTION OF THE FARWELL VILLAGE COUNCIL WASTE COLLETION RESOLUTION TO APPROVE A CONTRACT WITH GFL AND APPROVE RATES FOR SERVICES WHEREAS, The Village of Farwell, Clare County, Michigan agreed to terms provided to Council on Monday, June 19, 2023, with American Waste/GFL Inc. a Michigan Corporation located at 4102 Industrial Parkway, Harrison, Michigan to collect and dispose of solid waste for all paying Village residents who have opted in to receive these services; and WHEREAS, Ordinance 2012-1 provides in Section 2(b) that the Village Council may set the rates and charges for garbage services and rate collection by Resolution; and WHEREAS, The Village Council has studied the matter of apportioning the costs of waste collection, and found that in the best interest of the persons residing in the Village, providing for garbage services from all residential properties located in the Village, the sum necessary to sufficiently pay for the costs of providing that service must be charged and; WHEREAS, The monthly rates for each service are established as follows: 2023 - $13.15 per unit 2024 - $13.54 per unit 2025 - $13.95 per unit 2026 – $14.37 per unit 2027 – $14.80 per unit WHEREAS, The monthly service costs are set for a twelve (12) month period starting on January 1 of each calendar year and commencing on December 31 of each calendar year; and FURTHER, The Council understands that the initial increase for the year 2023 may be detrimental to users of residential waste and will therefore issue a subsidy of $1.00 per service per month, for the remainder of the calendar year 2023 which will then decrease the cost for monthly service for 2023 to be reduced to $12.15 per unit and; THEREFORE, BE IT RESOLVED THAT: Pursuant to the authority set forth in Ordinance 2012-1, Section 2, the Village of Farwell authorizes the agreement between the Village of Farwell and American Waste/GFL Inc. and to establish new rates for service: THEREFORE, BE IT ALSO RESOLVED THAT: The changes pursuant to this resolution will be made effective on August 1, 2023. MOVED BY: AYES: NAYES: None. Resolution declared adopted by the Farwell Village Council at a regular council meeting on Monday, July 3, 2023. I hereby certify that the foregoing is a true and complete copy of a resolution adopted by the Village Council of the Village of Farwell, Township of Surrey, County of Clare, State of Michigan, at a regular meeting held on Monday, July 3, 2023 and that said meeting was conducted and public notice of said meeting was given pursuant to and in compliance with the Open Meetings Act, being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were recorded and will be or have been made available as required by said Act. _____________________________________________________________________________________ Adrian Krawczynski, Village Clerk/Treasurer Date Page 34 of 60  VILLAGE OF FARWELL AN ORDINANCE TO PROVIDE FOR HAZARDOUR MATERIAL SPILL COST RECOVERY ORDINANCE NO. 2023-03 An Ordinance to establish charges for Village emergency service responding to an incident involving hazardous materials under Public Act 102 of 1990 (MCLA 41.806a) and to provide for methods for the collection of such charges. THE VILLAGE OF FARWELL ORDAINS: SECTION 1. PURPOSE. In order to protect the Village from incurring extraordinary expenses resulting from the utilization of Village resources to respond to an incident involving the spill, release or discharge of hazardous materials, or the improper handling or storage of hazardous materials, the Village Council shall recover from the responsible parties the reasonable and actual cost incurred by the Village in responding to calls for assistance in connection with hazardous release. SECTION 2. DEFINITIONS A. “Cost” and “Village Costs” mean any and all expenses incurred by the Fire, Police and Public Works Department and/ or any other department hired by the Village to supply services to the Village, whether direct or indirect, and shall include, but not be limited to, expense attributable to the responses, control or abatement of any hazardous materials release, including cost of equipment, operations and personnel, costs of materials utilized, fringe benefit costs, overhead cost, costs of meals for all personnel, costs involved in the incident, costs of specialist, medical expenses for exposures, injuries or illnesses resulting from the incident, costs of experts or other contract labor services not in full-time employment of the Village, costs incurred by fire departments requested to assist and all other costs incurred by the Village as result of said incident. B. “Facility” means any area, place or property where a hazardous material has been released, deposited, stored or disposed of or otherwise comes to be located. C. “Fire Department” means any fire department rendering service to Farwell Village. D. “Hazardous Materials” means any of the following: 1. Substances or materials in quantity or form which, in the determination of Fire Chief of the fire department responding to the release of hazardous materials or his or her authorized representative, pose an unacceptable risk or danger to the public health, safety, or welfare, the environment, or property, and shall include, but not limited to, such substances as chemicals, explosives, radioactive materials, petroleum or petroleum products, gases, poisons etiologic (biologic) agents, flammables and corrosives. 2. Hazardous substances as defined in the Comprehensive Environmental Response, Compensation, and Liability Act of 1980, Public Law 96-510, 94 State, 2767, as amended. 3. Hazardous substances as defined in Part 201 of Act No. 451 of the Public Act of 1994 of the State of Michigan, as amended. 4. Hazardous waste as defined in Part 111 of Act No. 451 of the Public Acts of 1994 of the State of Michigan, as amended. 5. Petroleum as described in Part 213 of Act No. 451 of the Public Acts of 1994 of the State of Michigan, as amended. E. “Person” means an individual, sole proprietorship, partnership, joint venture, trust, firm joint stock company, corporation, limited liability company or any other legal entity. Page 35 of 60  F. “Release” means any spilling, leaking, pumping, pouring, emitting, emptying, discharging, injecting, escaping, leaching, dumping, or disposing of a hazardous substance into the environment, or the improper handling or storage thereof, of the abandonment or discharging of barrels, containers, or other receptacles containing a hazardous substance. G. “Threatened Release” means any circumstances that may reasonably be anticipated to cause a release. SECTION 3. RESPONSIBILTY FOR ABATEMENT, CONTROL AND COSTS: USE OF OUTSIDE CONTRACTORS OR MUNICPAL FORCES. Any person who accidentally, negligently, or intentionally causes or is responsible for any release, spill, or improper handling or storage of any hazardous material in the Village shall be responsible and liable for the abatement, control, capture, removal and proper storage or disposal of such hazardous materials and for all costs associated therewith. It shall be the duty of any responsible party to remove immediately hazardous material released and undertake and complete a total cleanup of the area of the release in such a manner as to ensure that the hazardous material are fully removed and the area is fully restored to its condition prior to the release of such hazardous material, or to conditions or standards established by Michigan Department of Natural Resources pursuant to Act 307 of the Michigan Public Act of 1982, as amended or other applicable law or environmental law regulations. Any responsible party who fails to comply completely with the provisions of this ordinance shall be liable to the Village, its agents, contractors and employees for any costs incurred in the removal and cleanup of any and all hazardous materials and the restoration of the affected property. In the event that any responsible party fails to remove immediately such hazardous material, the Village shall have the right to enter on the property involved with the release and remove and conduct a cleanup of all hazardous materials either by Village employees or by contractors and gents of the Village. Where the HazMat Unit is used for any aspect of the removal, cleanup, control or monitoring of any release or other incident involving hazardous materials, the responsible party shall be liable to the Village for cost incurred in using the HazMat Unit. SECTION 4. RECOVERY COSTS A. The Village shall be entitled to recover all assessable costs in connection with a public safety or fire emergency incident from any responsible parties jointly or severally. B. The Village President or his or her designee shall determine the total assessable costs and shall in consultation with other Village personnel involved in responding to a public safety or fire emergency incident determine whether to assess any, all or part of such costs against any of the responsible parties. In making such determination, the following shall be considered: 1. The total assessable costs; 2. The risk and public safety or fire emergency incident imposed on the Village, its residents and their property; 3. Whether there was any injury or damage to persons or property; 4. Whether the public safety or fire emergency incident required evacuation; 5. The extent the public safety or fire emergency incident required an unusual or extraordinary use of Village personnel and equipment, and 6. Whether there was any damage to the environment. C. After determining to assess assessable costs against a responsible party, the Village Clerk shall mail an itemized invoice to the responsible party at its last known address. Such invoice shall be due and payable within thirty (30) days of the date of mailing and any amounts unpaid after such date shall bear a late payment fee equal to one percent (1%) per month or fraction thereof that the amount due and any previously imposed late payment fee remains unpaid. Page 36 of 60  D. In the event that said costs are not paid, the Village make take whatever collections steps may be deemed appropriate, including the placement of all such charges on the tax roll for said property and to levy and collect such costs in the same manner as provided for the levy and collection of real property taxes against the such property. E. If the responsible party fails to pay the Village for costs incurred within the thirty days of the date of the invoice sent by the Village to the responsible party, the Village may institute legal action to collect the costs due, including expenses, costs and reasonable attorney fees incurred to collect those costs. SECTION 5. OTHER REMEDIES. The Village shall be entitled to pursue any other remedy or may institute any appropriate action or proceeding in the court of competent jurisdiction as permitted by law to collect assessable costs from a responsible party. SECTION 6. SEVERABILITY Should any provision or part of the within ordinance be declared by any court of competent jurisdiction to be invalid or enforceable, the same shall not affect the validity or enforceability of the remainder of this ordinance. SECTION 7. EFFECTIVE DATE. This Ordinance shall take effect thirty (30) days following date of publication as required by law. All Ordinances or part Ordinances in conflict with any of the provisions of this Ordinance are hereby repealed. Passed by the Village Council of the Village of Farwell on Monday, (DATE), 2023, at its regular meeting with (#) Council members in attendance, (#) voting aye, (#) nay. Adopted by the Village Council of the Village of Farwell this (DATE) day of (MONTH), 2023. Signed: _____________________________________________ Tracey Jackson, Village President I hereby certify that the foregoing was duly adopted by the Village of Farwell, Michigan, at its regular meeting on the (DATE) day of (MONTH), 2023, that of (#) members of the Village Council, (#) were in attendance and (#) voted for the adoption of the Ordinance. I further certify that the above and foregoing ordinance is recorded in Ordinances for the Village of Farwell. _______________________________________________ Adrian Krawczynski, Village Clerk Page 37 of 60  A PLAN FOR PUBLIC PARTICIPATION IN THE VILLAGE OF FARWELL Established July 3, 2023 Page 38 of 60 Overview & Purpose Engaging citizens throughout the planning and decision-making processes is important for many different reasons. Soliciting public input will lead to a greater public understanding of the various complexities involved in community projects. It also leads to greater transparency between Village officials and the residents of the Village. Additionally, soliciting input and engaging with citizens will allow for Village officials to obtain differing opinions and viewpoints and to look for creative solutions to problems. As key facilitators in the Village’s decision-making process, the public officials and administrators of the Village of Farwell understand the significance and importance of public participation. To help the Village of Farwell effectively engage the public, this plan has been established to assist Village officials in engaging with the public and soliciting their input. Creating a public participation plan will allows the Village to thoughtfully engage the public during major planning, zoning, and development projects. The Village of Farwell has developed this document to help guide decisions for creating public information gather processes during planning and development projects and the application of best-case practices. This document contains multiple policies and procedures for public involvement and outreach for tasks such as master plan updates, zoning ordinance changes, capital improvement plans, and major development projects. It should be noted that public engagement is not a one size fits all exercise, and certain strategies are more of an appropriate fit in some circumstances compared to others. To this point, this guide and document is intended to serve as an internal resource for ideas on how to best engage the public to create productive collaboration with all other stakeholders. The Village also recognizes the ever-changing needs of public engagement such as impacts from technology changes. The Village, to this extent, will make all efforts to update this plan accordingly. Goals 1. Solicit proactive and inclusive public participation techniques during key phases of planning processes, including but not limited to master planning and zoning planning. 2. Use multiple avenues to seek public participation and engagement through equitable methods and approaches. 3. Conduct all aspects of public participation with honesty, integrity, and respect. 4. Create a cycle of seeking public participation. 5. Provide educational materials that will help participation initiatives that will support the ability for the public to participate. 6. Support and encourage continuous improvement in the methods used to assist and foster public participation and engagement. Page 39 of 60 Public Participation Basic Requirements There are certain public participation requirements that are set by state and/or federal laws. These include but are not limited to: ✓ The General Law Village Act (PA 3 of 1895) ✓ The Michigan Open Meetings Act (PA 267 of 1976) ✓ The Michigan Zoning Enabling Act (PA 110 of 2006) ✓ The Michigan Planning Enabling Act (PA 33 of 2008) ✓ The Downtown Development Authority Act (PA 57 of 2018) ✓ The Local Development Finance Authority Act (PA 57 of 2018) When there are specific requirements for meeting public participation such as required public hearings, these requirements, at a minimum, will be met as required by law. STAKEHOLDERS Stakeholders can be representative of a small group of individuals or a large group of diverse individuals, groups, organizations, etc. that have an interest or are impacted directly by the planning and land use development processes. Different groups of stakeholders may be engaged throughout different stages of the planning and development processes, as dictated by the specific plan and/or potential impact of the project. Some examples of stakeholders that will more than likely be part of the development and planning processes for the Village of Farwell for future planning and development include: ✓ Village Residents ✓ Village of Farwell Council ✓ Village of Farwell Downtown Development Authority ✓ Village of Farwell Local Development Finance Authority ✓ Village of Farwell Planning Commission ✓ Surrey Township ✓ Clare County ✓ Farwell Area Community Schools ✓ Village of Farwell Labor Day Committee ✓ Farwell Area Chamber of Commerce ✓ Clare Area Chamber of Commerce ✓ Clare County Road Commissions ✓ Taxing jurisdictions ✓ Michigan Department of Transportation ✓ Michigan Department of Natural Resources ✓ Michigan Department of Environment, Great Lakes, and Energy ✓ United States Department of Agriculture ✓ Major local employers Page 40 of 60 OPPORTUNITIES FOR PUBLIC PARTICIPATION The Village of Farwell is dedicated to ensuring that all interested stakeholders have the notification and ability to engage in the developing and planning processes within the Village. The Village understands that multiple different methods and means are required in today’s day and age to achieve the highest amount of participation as possible. These methods and opportunities include: Development Review Bodies a. Village of Farwell Council The Farwell Village Council is comprised of seven elected officials. There are six Trustees and one President. The President is elected by the residents of the Village of Farwell for a two-year term, and all Trustees are elected by the residents for a four-year term. In certain situations, Trustees may be appointed to fill Council vacancies by the recommendation of the Council President and majority vote of the Village Trustees. There are also situations where Trustees will be elected into office by Village residents for partial terms, for example in a situation where a Trustee was appointed to fill a vacancy. The Farwell Village Council meets the fist and third Monday of every month, unless specifically stipulated at the Meeting schedule which is annually adopted. There are numerous Committees of the Village Council which are Finance Committee, Department of Public Works Committee, Parks & Recreation Committee, and Personnel Committee. The President appoints Village Trustees to these various committees. All meetings of the Village Council and Committees are open to the public, unless they are closed for specific reasons outlined in the Michigan Open Meetings Act. b. Village of Farwell Planning Commission The Village of Farwell Planning Commission is comprised of five appointed members. These appointments are filled by recommendation of the Council President and majority vote of the Village Trustees. The Village President is required to appoint one Village Trustee to serve on the Planning Commission, whose term follows that of the Village President. All other terms are set so that seats will be available each given year, therefore some members are first appointed to one, two, or three-year terms. The Planning Commission meets on a quarterly basis, but will meet more frequently if planning and development needs require it. All meetings of the Village of Farwell Planning Commission are open to the public. Page 41 of 60  c. Village of Farwell Local Development Finance Authority The Village of Farwell LDFA is comprised of five members. Four appointments are filled by recommendation of the Council President and majority vote of the Village Trustees. The Village President automatically sits on this authority once they are sworn into office and makes up the fifth member. Members have no terms other than that of the Village President. The LDFA meets on a quarterly basis, but will meet more frequently if planning and development needs require it. All meetings of the Village LDFA are open to the public. d. Village of Farwell Downtown Development Authority The Village of Farwell DDA is comprised of nine members. Eight appointments are filled by recommendation of the Council President and majority vote of the Village Trustees. The Village President automatically sits on this authority once they are sworn into office and makes up the ninth member. Members have no terms other than that of the Village President. The DDA meets on a quarterly basis, but will meet more frequently if planning and development needs require it. All meetings of the Village DDA are open to the public. Information about the various boards are published online at www.villageoffarwellmi.gov. Additionally, any interested parties may contact any Village official staff who will direct them to the correct personnel to obtain said information. Methods for Encouraging Public Participation a. Meetings are held in the public. All meetings will be held in the public and have portions of their agendas that call for public participation in the form of public comment at least once during the duration of the open meeting. The agendas for meetings are made available to the public in advance of each meeting. The meeting agenda and packets are sent using a variety of methods such as mail, e-mail, or online at www.villageoffarwellmi.gov. At any time, any member of the public may request an agenda and packet for any available meeting, within the reasonable timeframe. b. Public Hearings. Public hearings are encouraged by the Village of Farwell for more than what is legally required under state and federal legislation. c. Annual Event that brings together the Planning Commission, DDA, LDFA, and Council. Page 42 of 60 PLANNING AND DEVELOPMENT REVIEW PROCESS The Village of Farwell’s goal is to follow a systematic plan for public engagement during the planning and development review processes. This will encourage the public to be more involved in the creation process and to gather reactions and input during the process, instead of at the end of the processes. This section will outline how the community will be engaged. a. Master Plan The Master Plan of the Village of Farwell is an important document and process that is the visionary tool of future development and growth within the Village. The Village must use a wide range of tools and methods to gather public input for the Master Plan. The Village of Farwell, at a minimum, will follow the provisions set within The Michigan Planning Enabling Act (PA 33 of 2008), for the adoption and updates to the Village of Farwell’s Master Plan. The Planning Commission will send a notice to all stakeholders as listed in the State Enabling Legislation, and the notice will explain that the Planning Commission intends to prepare a plan and request cooperation and comment on the plan now and when the plan is drafted. The Planning Commission and Village will then begin working on a draft plan and/or on updates to the current Master Plan. The Planning Commission will ensure that multiple public outreach strategies are utilized throughout the process such as surveys, open-houses, community meetings/public hearings, and website and/or social media outreach strategies. Stakeholder involvement is encouraged from the beginning and the results of such public participation and input are incorporated as much as possible into the drafted, amended, and final Master Plan. All public participation will be tracked thoroughly throughout the process using multiple means, including minutes, public recording of meetings, comment sheets, written correspondence, and other means as appropriate. The Planning Commission will act to submit the proposed plan to the Village Council for review and comment. The process of adopting the Master Plan shall not proceed further unless the Village Council approves the distribution of the proposed plan. The Village Council shall act on the proposed plan during a public meeting held in accordance with the Open Meetings Act. The Village Council shall decide on the approval of the distribution of the proposed plan to local governments and agencies for review and comments. If the Village Council approves the distribution of the proposed plan, it shall notify the Planning Commission, and the Planning Commission shall submit, in the Page 43 of 60  manner provided in the State Enabling Law a copy of the proposed plan, for review and comment, to all of the unites listed in the law. These entities may submit comments on the proposed plan to the Planning Commission within 63 days after the proposed plan was submitted to that entity (or 42 days in the case of a Master Plan update). Before approving the proposed master plan, the Planning Commission shall hold not less than one (1) public hearing on the proposed plan. The hearing shall be held after the expiration of the deadline for comment. The Planning Commission shall give notice of the time and place of the public hearing not less than 15 days before the hearing by publication in a newspaper of general circulation within Farwell. The proposed plan shall be approved by resolution of the Planning Commission carried by the affirmative votes of not less than 2/3 of the members. A statement recording the Planning Commission’s approval of the plan, signed by the chairperson of the Planning Commission, shall be included on the inside of the front or back cover of the master plan document. Following approval of the proposed master plan, the secretary of the Planning Commission shall submit a copy of the plan to the Village Council. Approval of the proposed plan by the Planning Commission is the next to final step for adoption of the plan. The final step for adoption is adoption of the plan, by resolution, by the Village Council. A statement recording the Village Council’s approval of the master plan, signed by the Village Clerk, shall be included on the inside of the front or back cover of the master plan if the Village acts on the plan. b. Zoning Ordinance Update The Zoning Ordinance is a document that reflects the vision of the community by regulating the character and type of development. To this end, it is important the public be involved in the adoption of amendments to the zoning map or to specific regulations contained in the text of the zoning ordinance. As each amendment process is unique and not necessarily related to the entire document, the stakeholders may vary to some extent. However, a general process of public outreach will contain early and frequent public input and a continuous facilitation of involvement from the public throughout the entire decision-making process. The Village Council may of its own motion, or by a petition signed by the owners of a majority of the property proposed for rezoning, prepare an ordinance amending or changing the district boundaries or district regulations. The ordinance shall be introduced by the Village Council and then referred to the Page 44 of 60  Planning Commission for review and recommendation. It may be necessary for the Planning Commission and/or the Village Council to defer action to one or more subsequent meetings to gather further information or to accommodate additional review and debate. Prior to submitting its recommendation to the Village Council, the Planning Commission will hold a public hearing, when required. The Village Council, upon receipt of the report of the Planning Commission, will set a date for a second public hearing, when required, for consideration of the proposed amendment. After the public hearing, the Village Council may choose to approve, deny, or table the proposed amendment. There are special circumstances, however, such as a written protest against a zoning amendment by property owners. Whenever a written protest against such proposed amendment, signed by the owners of twenty percent or more of the area of land proposed to be altered or by the owners of twenty percent of the area of land within one hundred feet of any part of the boundary of the land proposed to be altered, excluding any publicly-owned land from either calculation, shall be filed with the Village Council, the rezoning ordinance shall not be passed except by at least a two-thirds vote of all members of the Village Council. The public hearing notice will be published in a newspaper of general distribution in the Village at least 15 days prior to the hearing. The notification will also be sent by mail to those required by law. Following the adoption of the ordinance, a notice of adoption will be published in a newspaper of general circulation in Farwell within 15 days after the adoption. The ordinance will take effect upon the seven days after its publication, unless a later effective date is specified by the Village Council, or a notice of intent to file a petition seeking to submit the ordinance to the electors of the Village for action is filed with the Village Clerk within seven days after the publication of the ordinance amendment. Particular attention shall be paid to public outreach and communication when dealing with controversial zoning amendments or controversial development proposals. The website shall be updated regularly on decision-making processes and projects. c. Development of Publicly-Owned Properties On several occasions, there may be a need or opportunity to redevelop properties that are owned by the Village of Farwell, the DDA, or the LDFA. The Village may find it beneficial to seek development partners in order to pursue redevelopment these properties. The development review process may vary based upon the scale and scope of the intended project, the significance of the property, and the current stage of development in which the property is in. Page 45 of 60  Before a development partner is chosen certain steps will be taken. These steps include gathering input from the public and community in regard to the vision of the project and property, seeking quotes and/or proposals from possible development partners, and reviewing all received quotes and/or proposals. Pursuant to the selection of a development partner, the appropriate board will review the agreements during a public meeting. If a project is deemed feasible, a full development agreement would be negotiated. The development agreement would be approved during the authority’s meeting and if necessary, during a Village Council meeting. COMMUNITY ENGAGEMENT AND OUTREACH STRATEGIES The following methods may be used to gather the community’s input on specific development proposals or the community vision for the Master Plan and other planning and zoning documents. The Village may use these various activities to provide additional opportunities for citizens, public interest groups, or other stakeholders to directly participate in the development review process or the creation/amendment of plans and strategies. The Village shall communicate the results of the public participation methods in a consistent and transparent manner through the appropriate avenues of communication listed previously. More than one method of communication may be used in order to reach a broader audience and the impacted persons. Those responsible for organizing the specific community engagement activity may also coordinate the communication of public participation outcomes. The results of any of the methods of engagement and outreach will be included in the report or plan generated based on the information collected during these meetings, and support the development review process. The following methods are used, as much as possible, to advertise public meetings of the Village Council, Planning Commission, Committees, and TIFA’s: ✓ Local newspaper ✓ Website posting (www.villageoffarwellmi.gov) ✓ Social Media Posting ✓ Paper notices on Village owned properties (i.e. doors and bulletin boards) ✓ Announcements in mailed newsletters ✓ Text/Call Notifications It is the goal of the Village to utilize more than one method for notification and communication method will be used depending on the specific project and stakeholders. The Village will also take steps to ensure that other proactive public participation methods are used such as pre-application coordination meetings, public interest surveys, open house meetings, community workshops, possible project tours, and focus groups. Page 46 of 60 MONITORING OUTREACH EFFORTS The purpose of this section is to ensure that the Village is maintaining a proper presence with the community in gathering public input and actively seeking public participation, as well ensuring that the public outreach methods are relevant. The Village will take steps to track and record all participation of the public. In regard to open meetings, the participation of interested parties and the public will be recorded in the minutes according the OMA. Draft and approved meeting minutes are available to the public through various methods such as requesting paper copies in the office or they may be obtained online. The success of public participation initiatives may be tracked through these meeting minutes. TRANSPARENCY The Village strives to be transparent with information. The Village maintains a website where important information such as meeting schedules, meeting agendas, meeting minutes, fee schedules, etc. are updated on a regular basis. EVALUATION The Village Council will review this public participation guideline periodically in order to ensure that public participation is being properly sought after, utilized, and recorded. All public participation efforts will be recorded by the various Village departments and reviewed on a routine basis. Following evaluation, the Village may decide to revise any of the above information to become more aligned with public engagement. Adopted by Council on Monday, July 3, 2023 during a regularly scheduled Council Meeting by the following roll call vote: AYES: NAYS: ABSENT: __________________________________________________________ Tracey Jackson, Village President Date Page 47 of 60  VILLAGE OF FARWELL RESOLUTION 2023-14 RESOLUTION OF THE FARWELL VILLAGE COUNCIL TO SET RATES FOR SIGN PERMITS WITHIN THE VILLAGE OF FARWELL WHEREAS, The Village of Farwell, Clare County, Michigan has adopted Ordinance number 2022-02, to regulate signs within the Village of Farwell; and WHEREAS, Ordinance 2022-02 provides in Section 11 that permit fees for signs shall be established by the Village Council by resolution from time to time; and WHEREAS, The Village Council has studied the matter, and found that in the best interest of the persons residing in the Village, aligning the sign permit fee with the current zoning permit fees set by the Village Council is the best manner of setting rates for sign permits; and WHEREAS, The current rates for zoning permit fees, at the time of this resolution are as follows: $35.00 for Residential Zoning Permits and $45.00 for Commercial Zoning Permits. THEREFORE, BE IT RESOLVED THAT: Pursuant to the authority set forth in Ordinance 2022-02, Section 11, the Village of Farwell authorizes the sign permit fees to be $35.00 for Residential Sign Permits and $45.00 for Commercial Sign Permits. THEREFORE, BE IT ALSO RESOLVED THAT: The changes pursuant to this resolution will be made effective up on the passing of this resolution. THEREFORE, BE IT ALSO RESOLVED THAT: The rate for sign permit fees will be reviewed annually before that start each fiscal year (March 1st). MOVED BY: SUPPORTED BY: AYES: . NAYES: Resolution declared adopted by the Farwell Village Council at a regular council meeting on Monday, July 3, 2023. I hereby certify that the foregoing is a true and complete copy of a resolution adopted by the Village Council of the Village of Farwell, Township of Surrey, County of Clare, State of Michigan, at a regular meeting held on Monday, July 3, 2023 and that said meeting was conducted and public notice of said meeting was given pursuant to and in compliance with the Open Meetings Act, being Act 267, Public Acts of Michigan, 1976, and that the minutes of said meeting were recorded and will be or have been made available as required by said Act. _____________________________________________________________________________________________ Adrian Krawczynski, Village Clerk/Treasurer Date Page 48 of 60  Supervisor Handbook Receipt 05/31/23 Date: __________________ Participant Name(s): ___________________________________________ Worksite Supervisor Name: ____________________________________________________ I have received a handbook for worksite supervisors for the Workforce Innovation and Opportunity Act Program. Michigan Works!Region 7B staff has reviewed the handbook with me, including: • Worksite Agreement • Statement of Organized Labor • Work Permit Requirements • Work Site Monitoring Visits • Discipline & Dismissal Procedure • Grievance Procedure • Worksite Safety Training & Emergency Information • Worksite Injury Procedure • Time Sheet Instructions • Worksite Supervisor Responsibilities • Work Maturity Progress Report _________________________________________________ ____________________ Worksite Supervisor Signature Date _________________________________________________________ ________________________ Michigan Works Representative Signature Date MW Staff: Copy for File Page 49 of 60 Workforce Innovation and Opportunity Act Young Professional Work Experience Program Revised: 05/31/2023 Michigan Works! Region 7B Young Professional Work Experience Program Page 50 of 60  Table of Contents Subject Page Number Introduction 4 Hiring the Participant 5 Work Site Monitoring Visits 6 Discipline & Dismissal Procedure 6 Grievance Procedure Worksite Safety Training & Emergency Information 7 Worksite Injury Procedure Time Sheet Instructions/ State and Federal Law for Minors 8 Sample Time Sheet 9 Payroll Schedule for 2023 10 Worksite Supervisor Responsibilities Tips for Supervising Participants 11-12 Page 51 of 60  Introduction We are pleased to introduce to the Summer Young ProfessionalWork Experience program. This program is designed to assist young adults in setting and obtaining life goals, such as self sufficiency through employment, obtaining a high school diploma or GED, and choosing a career path. We appreciate you for allowing the opportunity to make a difference in the life of a young person. Before they are placed at a worksite, participants must complete a series of workshops designed to meet program and participant needs. They include: Preparing a resume Writing a cover letter Filling out applications Interviewing Punctuality, attendance, interpersonal relations, attitude, appearance Safety on the job Drug & alcohol awareness Basic skills assessment/improvement Sexual harassment education Essential employability skills Safety education, including Blood Borne Pathogens The work experience portion of the program is intended to provide participants with a meaningful, realistic and safe experience in the world of work. For many, this will be their first “real” job and should offer them the opportunity to develop good work habits, learn to accept responsibility and recognize the value of cooperative effort in achieving common goals. One of the most important factors in the success work experience program is the work site supervisor’s relationship to the participant. Your supervisory role is crucial in assuring a positive experience for the participant. The information in this handbook is designed to assist you in fulfilling this role. In addition, Michigan Works! Region 7B is prepared to respond to any program or participant-related questions, problems or concerns you may have. We at Michigan Works! Region 7B look forward to a work experience that will benefit your work site and provide a valuable learning experience to the young adults of our community. Page 52 of 60 Hiring the Participant Step 1: Interview the participant: This is a good opportunity for you to meet the participant, as well as provide them the experience of meeting with a professional employer. Step 2: Complete the required forms: Michigan Works! Region 7B staff will bring you the necessary forms to start a participant working at your worksite. Forms must be completed before the first day of the work experience. The following is a list of the forms, and a description of each: Worksite Agreement- Lists basic responsibilities of the worksite and supervisor. It specifies the job title (i.e. maintenance, clerical, etc.), the number of participants who will be performing the duties of each job title, and the beginning and end dates of the program. In addition, the work site supervisor must sign and date the form, provide the work phone number and specify the name(s) of the supervisor in his/her absence. Work Permit- Required to be completed for each Work Experience participant age 17 and younger by the participant, employer and school. The Work Permit must be completed prior to the start of the Work Experience. Work Description & Job Specific Skills List- Specifies in detail the tasks/duties of the job the participant will be performing during the work experience. This form needs to be signed by you and the participant, and you both will receive a copy. When the participant has successfully completed each task, please date and initial in the space provided. At the end of the program, please return the work description to the Michigan Works! Region 7B office as verification of the participant’s ability to complete the tasks/duties. Union Concurrence- If your agency does not have a bargaining agreement; simply mark no on the form and sign. If a union exists, the form will need to be forwarded to your local representative for concurrence. Work Maturity Progress Report (Page 9)- Each pay period, please take the time to evaluate the participant using this form. Please review and discuss the report with the participant and sign it to indicate that the evaluation has taken place. If the participant is evaluated at a level below average in any performance area, attempts should be made by the participant to improve that area of performance. Subsequent progress reports should note whether improvements have been made. Please remember, the evaluation should not be the first time the participant becomes aware he or she is performing below standards. Problem areas should be discussed at the time they occur and specific steps toward improvement should be suggested to the participant. Page 53 of 60 Worksite Monitoring Visit Michigan Works! Region 7B will conduct an on-site visit to the worksites midway through the work experience for the purpose of reviewing (1) the attendance and payroll record procedures of the worksite; (2) the adequacy of supervision to assure participants are not left unattended and/or unoccupied; (3) the qualitative value of the training experience; and (4) compliance with the terms of the Worksite Agreement and Work Description. You will be interviewed by Michigan Works! Region 7B staff and asked to answer a series of questions about the work experience. You will also be given the opportunity during this interview to give comments on the program and offer any suggestions on how the program could improve in the future. Discipline and Dismissal Procedure Should discipline be needed due to a violation of participant responsibilities, worksite rules, or policies, the supervisor, with the advice of the Michigan Works! Region 7B staff, should determine the appropriate measure to be taken. Each case should be handled on an individual basis and discipline should be administered for the good of the participant. Every effort will be made to resolve the problem prior to using suspension or termination. Suggested Disciplinary Measures: Verbal Reprimand: The worksite supervisor should contact and involve the Michigan Works! Region 7B office as soon as the problem arises. The supervisor and/or Michigan Works! Region 7B staff will meet with the participant to discuss the specific behavior or performance which is unacceptable. The reason for the meeting and why the behavior or performance is a problem will be explained. Attempts will be made to reach a mutual agreement on a solution to the problem. Written Reprimand: If the behavior persists after a verbal reprimand, a written reprimand will be given to the participant. Michigan Works! Region 7B and the worksite will receive a copy. Michigan Works! Region 7B will work with the work site supervisor and the participant to help resolve the problem. Suspension/Termination: If required by the situation, suspension or termination of the participant may be necessary. Depending on the situation, a verbal and written reprimand may be bypassed, resulting in immediate termination. If possible, the supervisor should call Michigan Works! Region 7B prior to taking these actions. Grievance Procedure Any participant has a right to file a grievance if they feel they have been treated unfairly or discriminated against by the work site, or Michigan Works! Region 7B personnel or policies. Participants are given a copy of the Michigan Works! Region 7B EEO & grievance procedure upon enrollment programs at Michigan Works!; additional copies may be requested if needed. Page 54 of 60 Worksite Safety Training and Emergency Information Supervisors are expected to provide job/worksite specific safety training on the first day of the work experience (in addition to the safety training Michigan Works! Region 7B provides.) Since each worksite will have its own unique working conditions, we consider you the experts in providing the participant with the appropriate safety training and information needed for their specific job at the beginning of the work experience or when required during the work experience. You will receive an emergency medical information sheet for the participant that names the person and phone number to contact in case of an emergency or illness and a listing of any medications being taken, allergies, or other information. Safety Guidelines 1. Protective equipment can be provided either by Michigan Works! Region 7B or the worksites. Please make sure the participants use it! We know it may be inconvenient or less than comfortable at times, but it is effective. 2. As supervisors, you have years of experience in using job safety procedures. Have the participants learn from your knowledge. 3. Make sure the participants understand their work assignments. Make them comfortable if they need to ask questions. Encourage questions. 4. Encourage the participants to report all unsafe working conditions to you. These could be anything from poison ivy in the weeds they are trimming, to a frayed power cord on the computer they are using. Worksite Injury Procedure Any work-related injury or illness, no matter how minor it may appear, should be reported to the worksite supervisor immediately. All participants placed on worksites are covered by Workers’ Compensation Insurance which covers any medical cost resulting from a work-related injury or illness. The following procedures will be used if medical treatment is required: 1. Take the injured or ill participant to a hospital or physician’s office immediately. A) Write down the name and address of the hospital or physician. Include the name of the attending physician if treatment is at the hospital. B) Instruct the hospital or physician to send all bills directly to: Michigan Works! Region 7B, 402 North First Street, Harrison, MI 48625 2. Telephone your Michigan Works! Region 7B office immediately to report the injury or illness. 3. Michigan Works! Region 7B staff will bring an injury report form to the work site to be completed. 4. If the participant will be off work for longer than one week, Michigan Works! Region 7B Consortium staff will bring a Workers’ Compensation form to the work site to be completed. Please Note: Medical bills will not be paid unless the injury or illness is reported and documented properly. Page 55 of 60 Time Sheet Instructions Although Michigan Works! Region 7B is responsible for the payment of wages, the worksite supervisor is responsible for keeping accurate time and attendance records. Prior to the start of the work experience, Michigan Works! Region 7B staff will review the time sheet procedures with you. Some key points to remember: 1. Participants must report to their supervisor when arriving at work or leaving the worksite. 2. Have the participant record the number of hours worked daily on their timesheet. Please check for accuracy and initial if correct. 3. If the participant is absent, write “A” in the hour’s column that day. Place an “X” in any blank column when work is not scheduled. 4. Total the hours at the end of the two-week pay period. The time sheets must be completed and signed in blue or black ink by the participant and the supervisor. 5. Michigan Works! Region 7B will instruct you and the participant on turning in the time sheets at the end of the pay period. 6. Time sheets that arrive late or are incomplete (without signature) at the Michigan Works! Region 7B office will not be paid by the next pay period. 7. Pay checks may be picked up, delivered to the worksite or mailed to the participant. Paychecks cannot be picked up early! 8. Any changes in the time sheets must be initialed by the supervisor. 9. Participants are paid only for hours worked. They are not paid for breaks or lunches. There is no overtime or holiday pay. 10. Participants must log in and out for lunch on the time sheets. 11. If a participant has more than three absences or tardies in a pay period, please contact Michigan Works! Region 7B directly to discuss. Federal and State Law for Minors: Please refer to the MI State Work Permit for more information Under 16 years old 18 years of age and older Hours per day No more than 10 hours in one day. No restrictions Hours per week No more than 24 work hours in one week when school is in session. No more than 48 hours in one week when school is not in regular session. Scheduled Hours Not before 6am and no later than 10:30pm, Sunday-Thursday. Not before 6am and no later than 11:30pm, Friday-Saturday, or when school is not in regular session. No more than 6 days in one week No more than a weekly average of 8 hours per day. Breaks Must have at least (1) ½ hour break per 5 continuous hours worked. YPP Work Experience Participant Bi-Weekly Time Report & Evaluation 05/04/2021 Page 56 of 60  Participant: __________________________________ County: _______________________________ Program: SYPP-WIOA Pay Period: _____________to _______________ Worksite: __________________________________________ Date Time In Time Out Time In Time Out Total Hours Lunch Lunch ***Please note*** 1st Week Please fill out Time Sheet Neatly Participants must be supervised by the worksite. NOT PAID FOR LUNCH Work week starts on Saturday and ends on 2nd Week Friday Unsigned time sheets will be returned for signature & the check will be held at the Michigan Works! office until completed time sheet is received. MUST BE COMPLETED IN Total Hours INK! Participant Signature:_______________________________________ Date:_______________________ Area of Evaluation Performance Measure Low High Note: The following attributes should be rated for performance during this pay period only. Circle One Attendance Can be counted on to be present for work as scheduled. 1 2 3 4 5 Punctuality Reports for work on time (in morning, after breaks, after lunch). 1 2 3 4 5 Positive Attitudes & Shows confidence and uses initiative in learning new things on the job 1 2 3 4 5 Behavior Tool Use/Equipment The safe and careful use, treatment and maintenance of tools, equipment and 1 2 3 4 5 Operation materials/supplies. Appearance Presents cleanliness and appropriateness of dress for the job. 1 2 3 4 5 Interpersonal The polite, respectful and considerate attention one gives to co-workers on the job. 1 2 3 4 5 Relationships Willingness to learn from one’s supervisor and respect chain of command. Completes Tasks The ability and willingness to complete a project with close attention to details and 1 2 3 4 5 Effectively directions. Supervisor Comments: Overall Evaluation 1 2 3 4 5 IS THIS THE FINAL TIME SHEET? Yes No If YES, rate the entire work experience performance: 1 2 3 4 5 Supervisor Signature:_______________________________________ Date:_________________________ Career Advisor Signature:_____________________________________________________ Page 57 of 60  MICHIGAN WORKS! REGION 7B 2023 PAYROLL SCHEDULE Payroll Period Timesheets Due (12:00 p.m.) Check Date 12/24 - 1/06/23 1/6/2023 1/13/2023 1/7/23 - 1/20/23 1/20/2023 1/27/2023 1/21 - 2/3/23 2/3/2023 2/10/2023 2/4 - 2/17/23 2/17/2023 2/24/2023 2/18 - 3/3/23 3/3/2023 3/10/2023 3/4 - 3/17/23 3/17/2023 3/24/2023 3/18 - 3/31/23 3/31/2023 4/7/2023 4/1 - 4/14/23 4/14/2023 4/21/2023 4/15 - 4/28/23 4/28/2023 5/5/2023 4/29 - 5/12/23 5/12/2023 5/19/2023 5/13 - 5/26/23 5/26/2023 6/2/2023 5/27 - 6/9/23 6/9/2023 6/16/2023 6/10 - 6/23/23 6/23/2023 6/30/2023 6/24 - 7/7/23 7/7/2023 7/14/2023 7/8 - 7/21/23 7/21/2023 7/28/2023 7/22 - 8/4/23 8/4/2023 8/11/2023 8/5 - 8/18/23 8/18/2023 8/25/2023 8/19 - 9/1/23 9/1/2023 9/8/2023 9/2 - 9/15/23 9/15/2023 9/22/2023 9/16 - 9/29/23 9/29/2023 10/6/2023 9/30 - 10/13/23 10/13/2023 10/20/2023 10/14 - 10/27/23 10/27/2023 11/3/2023 10/28 - 11/10/23 11/10/2023 11/17/2023 11/11 - 11/24/23 11/24/2023 12/1/2023 11/25 - 12/8/23 12/8/2023 12/15/2023 12/9 - 12/22/23 12/22/2023 12/29/2023 Page 58 of 60 Worksite Supervisor responsibilities 1. Provide quality supervision for the participant. 2. Ensure work site compliance with OSHA safety standards and report all participant work-related injuries and illnesses in a timely manner. 3. Adhere to the rules and regulations governing the work experience. 4. Complete written evaluation of participants’ performance each pay period at bottom of time sheet. 5. Permit Michigan Works! Region 7B staff reasonable access to participant when conducting official business. 6. Ensure that the resolution of discipline problems be a coordinated effort between the supervisor and Michigan Works! Region 7B Agency staff. 7. Contact Michigan Works! Region 7B when the participant has excessive tardiness or absence. 8. Provide enough work to keep the participant busy during their scheduled hours. 9. Pay any unauthorized hours of work with work site funds. 10. Adhere to the established accident/injury reporting procedures. 11. Make certain the participant logs out and in on time sheets daily and for lunches. 12. Participants must work on the work site listed on the Worksite Agreement. Tips for Supervising Participants Orient workers by putting them at ease. Help them learn what they need to know and give them a sense of belonging. They will not know much about your organization or the job, so be prepared to answer many questions and explain tasks and methods in detail. Try to implement a teamwork approach for goal achievement. Plan and schedule work so that you will know what can be accomplished and when. Establish achievable goals and be sure the workers are aware of and understand your expectations of them. Assign jobs that, to whatever extent possible, will challenge and interest them and can be successfully completed. Provide as much task variety as possible by rotating duties among the workers. Train participants to gain competence, confidence, skills and appropriate work habits. This should be a primary goal for supervisors. Training includes coaching, demonstrating, instructing, reviewing results and providing feedback. Organize and coordinate the tasks, work flow and the particpant’s time in order to maintain a smooth and efficient operation. Page 59 of 60 Motivation calls for more than encouraging them to do the job well. Equally important is developing their willingness to accept challenge, become more competent and confident, cooperate with others and strive to attain their goals. Evaluate work performance and provide them with criticism tempered with patience, understanding and constructive suggestions to help develop and reinforce good behavior and performance. Communicate by giving them needed information on time and in an understandable form which can be acted on successfully. Efficient communication is a two-way process requiring skills in listening and getting others to listen to you in order to facilitate understanding. Thank you again for working with Michigan Works! Region 7B in supplying a worksite and supervision to a participant in need! We hope you will find this to be a rewarding experience as you take a most important role of being a mentor. Page 60 of 60