Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, October 2, 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 4-7 a. Monday, September 18, 2023 Regular Council Meeting Minutes 09.18.2023 Regular Council Meeting Minutes - UA Page 1 of 12  IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR SEPTEMBER 2023 IN THE AMOUNT OF $73,138.56 8 a. 09.2023 AP&Payroll V. PUBLIC COMMENT VI. UNFINISHED BUSINESS 9 a. Truck and Trailer Specialties Quote DQO004388 Truck & Trailer Quote Specialties DQO004388 b. Sidewalk Project c. Garbage Truck d. Water Tower Repairs 10 - 12 e. Lagoon Culvert 2023 Village of Farwell Contract for White Sand Creek White Sand Creek Estimate f. MDOT Traffic Study g. Park Electrical h. Grant Updates *Sewer/USDA Grant *Mill Pond/MEDC Grant i. Tree Planting VII. NEW BUSINESS a. DDA Appointments *John Gross *Alan Reiss b. Handrail for Mill Pond Dam c. Emerging Leader Awards - 40 under 40 VIII. ADMINISTRATIVE REPORT IX. COMMITTEE REPORT Page 2 of 12 a. Finance b. Parks & Rec (Upcoming Meeting on Thursday, October 5th) c. DPW (Upcoming Meeting on Wednesday, October 11th) d. Personnel X. PRESIDENT DISCUSSION XI. ADDITIONAL REMARKS XII. EXTENDED PUBLIC COMMENT XIII. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON MONDAY, OCTOBER 16, 2023 AT 6:00PM Page 3 of 12  MINUTES Regular Council Meeting 6:00 PM - Monday, September 18, 2023 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, September 18, 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 Victoria Williams, Trustee Shawn Burger, and Tonya Roe 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 e. "Farmer's Market Sound Panels" Trustee Victoria 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 Gina Hamilton made a motion to approve the consent agenda Trustee Jeff Linton seconded the motion. Motion Carried III. *ADOPTION OF MINUTES a. *Tuesday, September 5th, 2023 Regular Council Meeting Minutes IV. MMDC UPDATE The MMDC Update will take place at an upcoming meeting. V. PUBLIC COMMENT a. No public comment at this time. VI. UNFINISHED BUSINESS Page Page41ofof12 4  a. The Sidewalk Project by the school was reviewed. The design stage is still in process. This will be placed on the next agenda for further discussion and/or updates. b. There was discussion about the garbage truck. The DPW Committee would like to see it placed our for auction. Jason is obtaining and appraisal and will send this over to Tracey for review. Once Tracey reviews the appraisal, it may be listed. c. Repairs to the water tower from Dixon Engineering were reviewed. Jason is going to get some clarification on how the separation of items may impact the overall costs. This will be placed on the next agenda for further discussion. d. There was discussion about the culvert and driveway at the Lagoon. The Clare County Road Commission had talked with Jason about possibly replacing the culvert this year. Jason will talk further with them and this will be placed on the next agenda for further discussion. e. Allowing the DPW to operate the UTV on the Trunkline was discussed. Conversation took place with the County Weighmasters and it was stated that to have to the UTV on the trunkline to complete municipal tasks, such as watering flowers, would be okay as long as the vehicle is clearly marked, lighted, and identifiable. f. The speed limits on Main Street were discussed. Adrian will be meeting with MDOT this Wednesday to go over the options. This will be placed on the next agenda for further discussion. g. Updates were given in regard to the Sewer/USDA Grant and the Mill Pond/MEDC Grant. For the USDA Grant, the one permit is still waiting at the State level. For the MEDC Grant, dredging is going well and it is expected to be completed by October 4th. Ben Kladder from Fleis & Vandenbrink was present to answer any questions and concerns. h. Electrical in the Village Park was discussed. More quotes need to be obtained. This will be placed on the next agenda for further discussion. VII. NEW BUSINESS a. The following community members were appointed by President Tracey Jackson to the Downtown Development Authority Board: Tim Wilson from Isabella Bank and Bradley Coon from the Trading Post of Farwell. Trustee Amanda Pfruender made a motion to appoint Tim Wilson and Bradley Coon to the position of Board Member to the Village of Farwell Downtown Development Authority Board, both to serve for a term of four years Trustee Gina Hamilton seconded the motion. Motion Carried b. Adrian provided some updates to the Council in regard to updating the Master Plan. Three quotes have been obtained and will be presented to the Planning Commission for review, which will then be brought to Council for approval. Adrian informed the Council that she applied for funding from the MEDC to help with the costs of updating the Master Plan. The MEDC will cover 75% of the cost. Page Page52ofof12 4  c. The AT&T Metro Act Right of Way Permit Extension was reviewed by Council. Trustee Amanda Pfruender made a motion to approve the extension of the existing METRO Act Permit, which is set to expire February 28, 2024, issued by the Village of Farwell to Michigan Bell Telephone Company, doing business as AT&T Michigan, to an extension date of February 28, 2029 Trustee Gina Hamilton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Tonya Roe, Trustee Victoria Williams, Trustee Jeff Linton, Trustee Shawn Burger, and President Tracey Jackson. Nays: None. Motion Carried. d. Work documentation and GIS Services were discussed. The DPW will start to use the work documentation form presented to Council. Trustee Gina Hamilton made a motion to approve a three year contract for GIS Services for the Sewer and Water Systems, with the Great Lakes Community Action Partnership, at a cost of $402.17 quarterly Trustee Victoria Williams seconded the motion. Motion Carried. e. Soundproofing wall panels for the Farmer's Market were discussed. Trustee Jeff Linton made a motion to approve the purchase of soundproofing wall panels, not to exceed a total amount of $300.00 Trustee Victoria Williams seconded the motion. Motion Carried VIII. ADMINISTRATIVE REPORT a. Adrian provided some updates to Council. IX. TREASURER REPORT a. The August 2023 Bank & Fund Report was presented to Council. b. The Tax Report as of September 15th, 2023 was presented to Council. X. ZONING REPORT a. Zoning Administrator, Julie Albright, provided an updated Zoning list to Council. XI. COMMITTEE REPORT a. Finance: The Committee had a question in regard to a replacement door at one of the Lagoon buildings. b. Parks & Rec: Trustee Gina Hamilton and Trustee Victoria Williams provided updates to the Council. c. DPW: Trustee Jeff Linton provided updates to the Council. d. Personnel XII. PRESIDENT DISCUSSION Page Page63ofof12 4 XIII. ADDITIONAL REMARKS a. There was a question raised about side road closures for parades. XIV. EXTENDED PUBLIC COMMENT a. No public comment at this time. XV. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 7:06pm Trustee Gina Hamilton seconded the motion. Motion Carried NEXT REGULAR COUNCIL MEETING ON MONDAY, OCTOBER 2ND, 2023 AT 6:00PM Clerk/Treasurer President Page Page74ofof12 4  VILLAGE OF FARWELL CHECK REGISTER & PAYROLL 09/01/2023 - 09/30/2023 Check Date Check Vendor Name Amount 09/07/2023 104602 CLARE COUNTY REVIEW $ 80.00 09/07/2023 104603 CONSUMERS ENERGY $ 1,694.02 09/07/2023 104604 CORE LOGIC INC. $ 1,188.70 09/07/2023 104605 DTE ENERGY $ 390.48 09/07/2023 104606 REHMANN TECHNOLOGY SOLUTIONS $ 335.00 09/07/2023 104607 STAPLES $ 62.51 09/07/2023 104608 TRACE ANALYTICAL LABORATORIES, INC. $ 208.80 09/07/2023 104609 VERIZON WIRELESS $ 238.93 09/14/2023 104610 CENTRAL ASPHALT, INC. $ 411.00 09/14/2023 104611 ETNA SUPPLY COMPANY $ 780.00 09/14/2023 104612 H & S COMPANIES $ 15,000.00 09/14/2023 104613 HERSHBERGERS HARDWARE $ 935.00 09/14/2023 104614 JULIE ALBRIGHT $ 81.22 09/14/2023 104615 MIDMICHIGAN HEALTH $ 25.00 09/14/2023 104616 NORTHERN PUMP AND WELL $ 750.00 09/14/2023 104617 PREMIER AERIAL & FLEET INSPECTIONS $ 622.92 09/14/2023 104618 RACHAEL HUMPHREY $ 37.56 09/14/2023 104619 SEITER BROTHERS LUMBER & $ 75.30 09/14/2023 104620 SEITER ELECTRIC, INC. $ 7.50 09/25/2023 104623 ACE HARDWARE $ 26.00 09/25/2023 104624 ADRIAN KRAWCZYNSKI $ 28.82 09/25/2023 104625 AT&T $ 1,113.07 09/25/2023 104626 AT&T MOBILITY $ 92.50 09/25/2023 104627 BLUTECH DATA LLC $ 250.00 09/25/2023 104628 CAPITAL EQUIPMENT $ 142.54 09/25/2023 104629 CONSUMERS ENERGY $ 4,764.76 09/25/2023 104630 ELHORN ENGINEERING COMPANY $ 445.00 09/25/2023 104631 FAMILY FARM AND HOME $ 124.98 09/25/2023 104632 FLEIS & VANDENBRINK $ 18,698.33 09/25/2023 104633 ISABELLA BANK $ 1,479.46 09/25/2023 104634 MICHIGAN PIPE & VALVE $ 634.00 09/25/2023 104635 MOORE AUTOMOTIVE $ 10.42 09/25/2023 104636 REHMANN TECHNOLOGY SOLUTIONS $ 75.00 09/25/2023 104637 RITE-WAY ASPHALT PAVING, INC. $ 800.00 09/25/2023 104638 STANDARD INSURANCE COMPANY $ 181.23 09/25/2023 104639 THIELEN TURF IRRIGATION, INC $ 100.00 09/25/2023 104640 VISUAL EDGE IT $ 81.82 09/25/2023 104641 WALLACE REPAIR $ 877.52 09/29/2023 104642 GRAFX CENTRAL $ 104.61 09/29/2023 104643 MICHIGAN PIPE & VALVE $ 133.00 09/29/2023 104644 MOORE AUTOMOTIVE $ 93.28 09/29/2023 104645 PALMER'S HARDWARE $ 631.61 09/29/2023 104646 TRACE ANALYTICAL LABORATORIES, INC. $ 454.30 Total of 43 Checks $ 54,266.19 Payroll 9/14/2023 Regular Payroll w/Opt-Out $ 10,303.95 9/28/2023 Regular Payroll $ 8,568.42 Total of 2 Payrolls $ 18,872.37 TOTAL AP & PAYROLL - SEPTEMBER 2023 $ 73,138.56 Page 8 of 12  Truck & Trailer Dutton QUQTE TRU/C,K &TRAILER 3286 Hanna Lake Ind Park Dr Dutton Ml 49316 Quote ID: DQOO04388 c/pet/a/z‘1.’e5; 7175: (616) 698-8215 Quote Date: 9/27/2023 www.ttspec.com Quote Valid Until: 10/27/2023 Page 1 of 1 Customer: Fan»/ellWlage Po Box 374 °°"t“°t : Jason W Farvvell Ml 48622 Phone : (989) 588-9926 Email: Salesperson : Mike Bouwman Order Description New Replace Worn Out Circle VVllZl‘I Part Number Quantity Description Unit Price Title 1 $0.00 $0.00 LABORJOB 2 HRS Job Labor Bids- $100.00 $200.00 44ClRCLE 1 EA 44/2000 Circle-No Notches $933.30 $933.30 Dual Cylinder 1HRSHEET 136 IN 1" HR Mild Sheet $0.42 $57.12 500-14140 4 EA 1-8 X 4 Hexcap Gr8 Zinc $4.40 $17.60 Yellow Zinc 500-10768 4 EA 1-8 Stover Locknut Gr C Znc 1 $0.87 $3.48 10/Box Sub Total: Discount: — Sales Tax: Grand Total: Notes: Truck & Trailer to complete the following: Remove worn scraper circle and replace with new Monroe Circle Remove worn 1" bolt on hold down bracketry, current set up does not have poly slides Install new 1" bolt on style brackets, mount 1/4" taller so poly shims can mount underneath block Add new poly slides Page 9 of 12 Customer must ?ll out the information below before the order can be processed... Accepted by:  CLARE COUNTY ROAD COMMISSION 2023 LOCAL ROAD ESTIMATE AGREEMENT NUMBER: 1 DATE DRAFTED: September 27, 2023 VILLAGE: Farwell DATE ACCEPTED: ROAD NAME AND LOCATION: Access drive over White Sand Creek TYPE OF CONSTRUCTION: Culvert Replacement IN CONSIDERATION of the promises and obligations contained in this Agreement, the Village indicated above and the Board of County Road Commissioners of Clare County, Michigan, agree as follows: 1. Scope of Work. The Road Commission will provide engineering, permitting, erosion control, removal of existing culverts, installation of new structure, backfill, road repair, and slope restoration. Location Item Estimated Cost Estimated Twp. Share White Sand Creek Culvert $100,000 $100,000 2. Costs. The Village agrees to pay for the actual costs of the project and to be billed by Clare County Road Commission (copies of original invoices from supplier will be available for review). Quantities are estimated. Actual quantities could increase/decrease depending on the work completed. A. Changes in Cost. Changes in cost due to changes in the scope of work, unforeseen conditions, or other causes that may increase the cost of this project may be added up to 10% of the estimated cost. Page 10 of 12  CLARE COUNTY ROAD COMMISSION 2023 LOCAL ROAD ESTIMATE B. Payment of Village’s Share. The Road Commission will bill the Village upon completion of the work or at regular intervals during work in progress for larger projects as determined by the Road Commission. The Road Commission will provide copies of third-party invoices and other work records upon request. The Village agrees to pay the amount due within 60 days. Past due accounts will be assessed a finance charge of 1 ½ % per month. 3. Time of Performance. Construction will be done at the discretion of the Road Commission and according to the Contractor/Material Supplier’s schedule, and shall be completed by December 31, 2023. 4. Termination of Agreement. This agreement will extend until completion of the work and payment therefor unless otherwise approved by both parties. 5. Acceptance. By signature below, both parties accept the terms of this agreement. Representing the Village _________________________________________ Supervisor Date _________________________________________ Board Member Date __________________________________________ Board Member Date Representing Clare County Road Commission of Clare County, Michigan __________________________________________ Manager Date __________________________________________ Engineer Tech Date Page 11 of 12  Village of Farwell; White Sand Creek Item Cost Hours Each Total Cost Culvert 39750 1 1 $ 39,750.00 Truck 117.37 80 2 $ 18,779.20 Excavator 111.94 80 1 $ 8,955.20 Aggregate 25 1 200 $ 5,000.00 Sand 5 1 80 $ 400.00 Rip Rap 50 1 200 $ 10,000.00 Laborer 52.45 80 4 $ 16,784.00 Total Estimate $ 99,668.40 Page 12 of 12