Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, October 16, 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, October 2, 2023 Regular Council Minutes 10.02.2023 Regular Council Meeting Minutes - UA Page 1 of 16  IV. PUBLIC COMMENT V. UNFINISHED BUSINESS a. DTE Energy Foundation Tree Planting Grant Award ($1,470.00) b. Discussion & Review (Mill Pond Grant / Sewer Grant) c. Garbage Truck Listing on MiBid d. Sidewalk Project e. Trunkline Repairs/Trees VI. NEW BUSINESS 8 - 12 a. Updated Village Master Plan Wade Trim Master Plan Quote 13 b. Camera Quote - Blutech BluTech Data Quote 1221 VII. ADMINISTRATIVE REPORT VIII. TREASURER REPORT 14 a. Bank and Fund Report as of 09/30/2023 2023-2024 Bank and Fund Report 15 b. Taxes Received as of 10/12/2023 10.2023 Treasurer's Report (10.12.2023) IX. ZONING REPORT X. COMMITTEE REPORT a. Finance b. Parks & Rec 16 c. DPW Page 2 of 16  10.11.2023 Minutes d. Personnel XI. PRESIDENT DISCUSSION XII. EMPLOYEE DISCUSSION/REVIEW XIII. ADDITIONAL REMARKS XIV. EXTENDED PUBLIC COMMENT XV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON MONDAY, NOVEMBER 6, 2023 AT 6:00PM Page 3 of 16  MINUTES Regular Council Meeting 6:00 PM - Monday, October 2, 2023 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, October 2, 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 Gina Hamilton made a motion to approve the agenda Trustee Jeff Linton 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 Amanda Pfruender seconded the motion. Motion Carried III. *ADOPTION OF MINUTES a. *Monday, September 18, 2023 Regular Council Meeting Minutes IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR SEPTEMBER 2023 IN THE AMOUNT OF $73,138.56 a. Trustee Gina Hamilton made a motion to approve the payment of bills and payroll for September 2023 in the amount of $73,138.56 Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Tonya Roe, Trustee Victoria Williams, Trustee Jeff Linton, Trustee Shawn Burger, and President Tracey Jackson. Nays: None. Motion Carried. Page Page41ofof16 4 V. PUBLIC COMMENT a. No public comment was received. VI. UNFINISHED BUSINESS a. Truck and Trailer Specialties Quote DQO004388 was reviewed by Council. Trustee Jeff Linton made a motion to approve Quote DQO004388 from Truck and Trailer Specialties Inc., in the amount of $1,211.50 Trustee Shawn Burger seconded the motion. Motion Carried. b. The sidewalk project along Michigan St. was discussed. Design is still in process. c. The garbage truck was discussed. Jason is still waiting on one value estimate before listing it. d. Water tower repairs were discussed. Jason updated the Council on his conversations with Dixon Engineering in regard to the possible timeline of the repairs. It was the consensus of the Council to get on the schedule with Dixon for next spring and to obtain an updated price quote in January to incorporate these expenses into the upcoming fiscal year budget. e. The repair/replacement of the driveway and culvert over White Sand Creek, which leads into the Lagoon property were discussed. Trustee Amanda Pfruender made a motion to approve the agreement between the Village of Farwell and the Clare County Road Commission to have the Clare County Road Commission replace the culvert and repair the access drive over White Sand Creek, in an amount of $100,000.00, the funds to be used will be from the Drain Fund Tonya Roe seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Tonya Roe, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Jeff Linton, Trustee Shawn Burger, and President Tracey Jackson. Nays: None. Motion Carried. f. The MDOT traffic study was discussed. Towards the end of October, MDOT will conduct a speed/traffic count within the Village. g. Park Electrical was discussed. This will be placed on the Parks & Recreation Agenda on 10.05.2023 for further discussion and clarification. h. Grant updates were discussed on the following: *Sewer/USDA Grant *Mill Pond/MEDC Grant Trustee Gina Hamilton made a motion to approve the reimbursement to the Clare County Road Commission, in an amount of $294,877.01, and the reimbursement to the Village of Farwell, in an amount of $294,877.00, for costs paid for the Mill Pond Spillway Replacement and the Mill Pond Bridge/Road Replacement, per the Michigan Infrastructure Grant approved agreement Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Tonya Roe, Trustee Victoria Page Page52ofof16 4  Williams, Trustee Jeff Linton, Trustee Shawn Burger, and President Tracey Jackson. Nays: None. Motion Carried. i. Tree Planting was discussed, and that the DTE Tree Grant has not announced the grantees yet. VII. NEW BUSINESS a. DDA Appointments Trustee Gina Hamilton made a motion President Tracey Jackson appointed John Gross and Alan Reiss to the Village of Farwell Downtown Development Authority Board, both for a term of three years Tonya Roe seconded the motion. Motion Carried b. Jason provided some updates on installing a handrail for the spillway. Someone from Bill's Custom Fabrication will be meeting with Jason to go over the requirements, which will allow Jason to create a better request for quotes. c. President Tracey Jackson informed Council that Rachael was awarded an Emerging Leader Award - 40 under 40. Adrian informed the Council that she will be presented with the award at a ceremony on October 13th in Mt. Pleasant. VIII. ADMINISTRATIVE REPORT a. Adrian provided some updates to Council including a zoning update from Julie. A sign reveal will take place on Saturday, October 7th at 10am. IX. COMMITTEE REPORT a. Finance Committee discussed some items with Council. 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 a. Trustee Victoria Williams was happy to inform Council that the Surrey Twp. Fire Department was awarded their grant for turnout gear that the Village supported. Trustee Tonya Roe raised some concerns about trash along the Rail Trail. Adrian will reach out to the DNR to inform them. XII. EXTENDED PUBLIC COMMENT a. No public comment was received. Page Page63ofof16 4 XIII. ADJOURNMENT a. Trustee Shawn Burger made a motion to adjourn the meeting at 7:20pm Trustee Victoria Williams seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY, OCTOBER 16, 2023 AT 6:00PM Clerk/Treasurer President Page Page74ofof16 4  Wade Trim Associates, Inc. 500 Griswold Street, Suite 2500 o Detroit, MI48226 313.961.3650 - www.wadetrim.com July 7, 2023 it i9 ,COO Village of Farwell ; D 109 S. Hall Street Rm {I/DC/, $1 "“) D P.O.Box374 Farwell, Ml 48622 .\/D‘: 1 Lj?cu“/\.O Attention: Adrian Krawczynski Village Clerk/Treasurer Re: Proposal to Assist the Village in Updating its 2017 Master Plan to Meet Redevelopment Ready Community Requirements Dear Adrian: Thank you for reaching out to Wade Trim to assist the Village of Farwell in updating your Master Plan and confirming that it is compliant with the Michigan Economic Development Corporation (MEDC) Redevelopment Ready Communities (RRC) best practices. As requested, below is our Scope of Work and Cost Estimate for the Master Plan update. nnPr'Arh Wade Trim, a fully licensed Michigan corporation, is a full-service consulting firm sewing local and regional governments and private sector clients. Established in 1926, we have grown to over 600 professionals and support staff with 21 offices in nine states. Our local Michigan offices include Bay City, Gaylord, Grand Rapids, and Traverse City with Detroit serving as our corporate headquarters. Wade Trim has provided community planning, landscape architecture, urban design, and recreation design/planning services since 1972. We help local municipalities create livable, sustainable communities through innovative and proactive planning. We understand that the Village desires to update its current Master Plan, which was adopted in 2017. Our goal for the Master Plan update is to partner with the Village to create an implementable vision that willassist in the transformation of the Village over the next 20 years. We have found that many Michigan communities, especially small towns, and rural townships with limited financial and staffing resources, are challenged to achieve progress toward Master Plan implementation. To help communities overcome this challenge, our approach is to outline realistic and achievable implementation steps, along with recommendations tailored to be immediately followed-up through amendments to the Zoning Ordinance. Page 8 of 16 This implementation-based approach focuses the long-range future planning goals into simple-to—use regulations found within the Zoning Ordinance that are designed to: protect  Village of Farwell July 7, 2023 Page 2 assisting Lincoln Township and the City of Harrison with their Master Plan updates and Winterfield Township with a Zoning Ordinance update. We have past experience working with the Village of Farwell including a prior Master Plan as well as a parks and recreation plan. Our planning team has extensive experience working with communities proceeding through the Michigan Economic Development's Redevelopment Ready Communities (RRC) program. Recent examples include the cities of Durand, Linden, and Montrose, where we assisted or are assisting in Master Plan updates to incorporate RRC best practices. To comply with the RRC best practices for Master Plans, we propose to significantly revise the existing Goals and Objectives and Planning & Urban Design sections of the Village's current Master Plan. Our new targeted Goals and Actions section willfocus on land use issues within the Village, which reflects the current desires, needs, and capabilities of the Village. In line with RRC program goals, we also propose to develop a new economic development section which identifies redevelopment ready sites within the Village. Scog of Work Wade Trim proposes to provide the following Scope of Work for the Village of Farwell Master Plan 2024, which would be fully compliant with the minimum informational requirements for Master Plans as dictated by the Michigan Planning Enabling Act (PA 33 of 2008). Task 1: PlanningEnabIing Act Compliance Wade Trim will assist Village officials in complying with the statutory requirements for creating a Master Plan as set forth in the Michigan Planning Enabling Act. Such assistance will include developing and sending “notice of intent to plan" letters to adjacent communities and public utilities of record, sending the draft Master Plan out for review as specified in the notice of intent, crafting public hearing notices, and assistance during the adoption process. Task 2: Community Profile Wade Trim will revise the existing narratives, charts, tables, and maps to describe the Village's existing characteristics and to draw some general conclusions about the community and its evolution. This baseline analysis willcover: 0 Socio—economic profile with data from the 2020 Census and other Census Bureau products (2021 American Community Survey) as well as Esri demographic data - Natural features 0 Existing land use 0 Community facilities - Transportation analysis This information is key to understanding the community as it is today, its strengths, its constraints, and Page 9 of 16 what is projected to occur in the near future regarding population and their specific needs.  Village of Farwell July 7, 2023 Page 3 individuals who are not Village voting residents but have significant interests in the future of Farwell. In addition to municipal representatives, the committee may include property owners, members of the school district, business owners, seasonal residents, government agency representatives, and others that have a vested interested in the Village's future development but are precluded from a formal Planning Commission role. This advisory body assists Wade Trim in preparing for public engagement efforts and preparing the draft Master Plan before its submission to the Planning Commission for its the formal adoption. — 2. Online Citizen Opinion Survey Wade Trim willprepare and facilitate an online citizen opinion survey. Draft survey questions will be targeted on identifying resident concerns regarding housing choice, community character, business development, and quality of life concerns. A draft will be shared with the Steering Committee for review and confirmation. Wade Trim willthen assist the Village in advertising the availability of the survey. Once complete, Wade Trim will prepare a summary of the survey results, which will be included in the Master Plan. — 3. Implementation Workshop Wade Trim will prepare and facilitate a public workshop focusing on exploring potential solutions relative to expanding housing choice, evaluating the downtown district and permitted uses, allowing changes that would allow more commercial and industrial development to be allowed as—a—right, identification of redevelopment ready sites, and steps to improve the Village's quality of life. During this workshop, participants will be asked to respond to development concepts, to map out issues and concerns, and to record their future desire for the Village of Farwell. Wade Trim will assist the Village in advertising the availability of the workshop, including the preparation of workshop flyers and social media posts. There are many additional options for engaging the public in the planning process. We can add more/differentapproaches ifthe Village so desires. Task 4: Goals and Actions, Future Land Use, and Implementation Based on the findings of the community profile, and the results of the public engagement activities, Wade Trim will prepare a new Goals and Actions section, Future Land Use, and new implementation chapters of the Master Plan. These chapters willoutline the Village's strategy for land use and development over the next 20 years. The Goals and Actions will outline Farwell's vision in narrative form, and all action items will be targeted to land use issues that fall within the control of the Village staff, boards and commissions, and volunteers. To ensure implementation, Wade Trim carefully crafts action items that fall within the community's direct control, accounting for the local staffing, financing, and volunteer abilities/capabilities/constraints. The Future Land Use Plan will identify the desired future land use pattern of the Village, in terms of land use categories, densities, types of uses, and other characteristics. Wade Trim will assist with the development of Zoning Plan and the Implementation chapter, also focusing these sections on what is reasonably accomplishable. Items outside of the Village immediate control or beyond the scope of land Page 10 of 16 use will not be included. We have found that the inclusion of grandiose unimplementable concepts falling fall outside of the control of the local community leads to Master Plans which do not guide future  Village of Farwell July 7, 2023 Page 4 number of hard copies of the final report, if requested by the Village. However, our Cost Estimate does not include the cost for printing hard copies of the adopted report. Cost Estimate Wade Trim proposes to complete the above—described Scope of Work for the Master Plan update for a Lump Sum Fee of $19,600. We will invoice monthly based on work completed that month. Our fees are broken down by task, below, and are inclusive of all project related expenses, including project management, travel expenses, shipping, etc. E E Task 1: Planning Enabling Act Compliance $ 1,000 Task 2: Existing Conditions $ 5,900 Task 3: Public Engagement $ 5,700 Task 4: Goals and Actions, Future Land Use, and Implementation $ 2,900 Task 5: Final Master Plan Update Report and Adoption Process $ 4,100 Total Lump Sum Fee of $19,600 Included in the above Master Plan update tasks is Wade Trim's attendance at the public workshop, public hearing, three steering committee meetings, and one additional Planning Commission meeting. Additional meetings requested by the Village would be billed at a flat rate of $450 per meeting. ProiectSchedule We can begin work upon receiving notice to proceed from the Village. We propose the following tentative schedule, which would be completed in approximately twelve months. Planning Enabling Act Compliance Throughout project Existing Conditions Analysis Months 1-2 meeting with Steering Committee Month 2 Public Engagement — Community-wide Survey Month 3-4 Months 3-6 — Implementation Workshop Month 6 _l Meeting with Steering Committee Month 5 Goals and Recommendations, Future Land Use, and Zoning Months 6_7 Plan Page 11 of 16 Full Draft Master Plan Prepared Month 8  Village of Farwell July 7, 2023 Page 5 of the review, communities are encouraged to proceed with the development of Zoning Ordinance amendments to correct those issues identified. Arthur Mullen will be assigned as the Project Manager for the Village's Master Plan update. He has been honing Wade Trim’s small town and rural township planning efforts over the last number of years. Arthur is the Project Manager for the City of Harrison's ongoing Master Plan update effort and has previously worked with the Village of Farwell. We are excited to discuss our unique approach with the Village whenever the time would be appropriate. If you have any questions, please do not hesitate to Contact Arthur at 800.931.9135 or by e-mail at amullen@wadetrim.com. Very truly yours, Associates,Inc. Wade Trijn [I /1;?/RV/{/V ”' A ‘Fir Mullen, AlC Rebecca Smith, PE, PPM Project Manager Senior Vice President AM:RS:lkf AAA8140-23 20230707_Krawczynski-Master Plan Proposal-Ltr.docx Page 12 of 16  ESTIMATE BLUTECH DATA sa|es@b|utechdata.com 1839 Marathon Dr. 231-558-9009 Cadillac, MI 49601 www.blutechdata.com B LUTEC 311950 H DATA V€Z:‘t<3>3 i*~se:<:a.;m‘*rv I were E Village Of Farwell Bill to Ship to Village Of Parwell Village Of Farwell 109 South Hall Street. Farwell, Michigan. 48622 Village Of Farwell US Kayla Randle Estimate details Estimate no.: 1221 Estimate date: 10/09/2023 Expiration date: 11/30/2023 i3?'i‘;<1'iLlC€ or eerviit 0 A?i?uiif HD IP camera fixed lens 4 units >< $175.00 $700.00 HD IP camera fixed lens misc materials $500.00 Misc materials - - wire management wire connectors ect. Tier 1 General labor - 2 men 6 hrs x $125.00 $750.00 - General labor 2 men - Labor tier 2 Configuration / Programming 2 hrs x $105.00 $210.00 - Labor tier 2 Configuration / Programming (per man hour) Subtotal $2,160.00 Page 13 of 16 Ways to pay Sales tax $30.00  Village of Farwell Bank and Fund Report Endmgos/30/2023 101 202 203 m 250 551 550 551 503 mu Genera! Mamr um Don mm W Sewer Wamr Dram max om mam mmmnmm s 1114,7344: Gzn mm cn ms nnmnmsnm s 1ss,4mns Gzn mm cn ms 1mnmm3nn1 s 1ss,4mn3 Hunzm?hm mas 1mmm3m7 s mxsm Hunzmzhmnew 1mmnm3nn3 5 zsmm wcu m mmnnsnm 5 mam cm mam mnmmmm s mum am mam msmnnmm s 14,2457: am mam mmwmnm 5 9,3177: am mam mmnnmnm 5 9653797 rm Banknm 551mm3m1 s 535543 om mam Smmmlm S [3Z,M737) am m aamenm smmnmms 5 96m nmmm km any-4: smmmsm 5 1455mm nmmm sum any-4: ssumnn?n s Mmm Seluzr mm cn wcu smmmsms s 1s4,n1x1x om mam Smmmlm S (34,7:a93) nmmm km any-4: smmnnsm s 196,433m nmmm sum any-4: smmnn?m 5 94,5mm Wamr mm cn wcu smmmsnn 5 mm; om mam msmnnmnm 5215,5499.» ram om msame s 1,41x,4754s smnm 51414573 5 9,3177: 5 9653797 5 535543 5 17136531 5 31716591 5215,5499.» s 3,493,9L=.n1 aammmm Baharm 5 77541391 $114,9557n 51736565 5 , $57n,1ssa9 $ss,137n4 5151537333 $1,4o6,s3534 5215,3494: s 4,s9s,s9135 nmmm/anemmm s 76,1559: 5 25,3555: 5 655594 5 9,3177: 5 317311 5 Lamas s 577746 s 454715 5 mass 5 13695571 zmwemmBaharm 5 35157384 515135117 $14,32n7n 5 9,3177: $573,M61n $7n,ss71n $1,57.5,755s4 $1,411,1314s $11x,1s3m s 4,336,sa3n7 uanmm s 1,91s,3eas1 5 11151341 5 mum 5 5 5 5 65151191 $1,743,1313n s nan 5 5,333,317: Page 14 of 16 — — — ram uanmmuum Bahanm 5 1,777,9u745 516137453 $7_s,s1n9u 5 9,3177: $573,M61n $7n,ss71n $1,177,41775 $4,1_95,3637s snmsaa 5 1n,174,933sn Village of Farwell Treasurer’s Report as of 10/12/2023 ▪ Update on taxes collected as of October 12, 2023 ▪ Original Tax Roll: $286,749.77 ▪ Adjustments JBOR: ($1,618.88) ▪ Adjusted Original: $286,374.52 ▪ Interest added: $ 1,243.63 ▪ Total w/all adj.: $286,374.52 ▪ Collected to date: $224,891.12 ▪ Left to collect: $61,483.40 ▪ Percentage collected to Date: 78.5% Village Tax Roll 350,000.00 300,000.00 250,000.00 200,000.00 150,000.00 100,000.00 50,000.00 0.00 Adjusted Tax Roll Collected to Date Left to Collect Page 15 of 16  DPW Committee Meeting Minutes October 11, 2023 5:30pm – Village Hall Council Meeting Room Call meeting to Order: The meeting was called to order at 5:30pm. Pledge of Allegiance. A roll call was conducted. The following were present: Trustee Jeff Linton, Trustee Amanda Pfruender, and Trustee Shawn Burger. Also present: Clerk/Treasurer Adrian Krawczynski and DPW Supervisor Jason Walters. I. Old Business a. Sidewalks were discussed within the Village. Jason presented the committee with a binder that has all of the sidewalks within the Village. For the sidewalk project on Michigan St., the design is in process. b. The committee discussed the garbage truck. Jason received two quotes that varied greatly in pricing. The committee is recommending that the truck be listed on MiBid with a reserve of $30,000.00 or $25,000.00. This will be brought to Council. c. The culvert at the Lagoon was briefly discussed. Right now, everyone is waiting on the culvert to be received. II. New Business a. Upcoming projects were discussed. MDOT came to the Village today to look at some trees and branches that are within the right of way on the trunkline. MDOT let the Village know that we can remove the dead tree on Main Street and trim any required branches and to bill the hours and equipment to the regular MDOT billing. MDOT also looked at a storm drain that was failing on the trunkline. MDOT will be out this month to camera and assess the damage and then repair it. III. DPW Updates: a. Jason asked the committee for some specifications for the handrail at the Mill Pond so that he can correctly bid it out, such as whether to request galvanized metal or powder coated. Jason informed the committee that dredging will be completed this week. There was also discussion about the sidewalk that was damaged, and if it should be replaced now or in the Spring. This will be brought to Council. IV. Complaints: V. Adjournment: 5:48pm. VI. Next Meeting: Thursday, November 16, 2023 at 5:30pm. Page 16 of 16