Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, December 4, 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, November 20, 2023 Regular Council Meeting Minutes 11.20.2023 Regular Council Meeting Minutes - UA b. Monday, November 10, 2023 Closed Session Council Meeting Minutes Page 1 of 13  IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR NOVEMBER IN THE AMOUNT OF $776,887.25 8-9 a. 11.2023 AP&Payroll V. PUBLIC COMMENT VI. UNFINISHED BUSINESS a. Clare Co. Habitat for Humanity Property/House b. Overtime Discussion c. Service Agreement Discussion 10 - 11 d. Longevity Policy & Holiday Pay Longevity Policy 2023 Handbook Holiday Pay Section VII. NEW BUSINESS a. Wellhead Protection Team 12 - 13 b. MMTA Winter Workshop Training MMTA Winter Workshop VIII. ADMINISTRATIVE REPORT IX. COMMITTEE REPORT a. Finance b. Parks & Rec c. DPW d. Personnel X. PRESIDENT DISCUSSION Page 2 of 13 XI. EMPLOYEE DISCUSSION XII. ADDITIONAL REMARKS XIII. EXTENDED PUBLIC COMMENT XIV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON MONDAY, DECEMBER 18, 2023 AT 6:00PM Page 3 of 13  MINUTES Regular Council Meeting 6:00 PM - Monday, November 20, 2023 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, November 20, 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 Trustee Tonya Roe EXCUSED: I. APPROVAL OF THE AGENDA a. Trustee Victoria Williams 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 Amanda Pfruender made a motion to approve the consent agenda Trustee Gina Hamilton seconded the motion. Motion Carried III. *ADOPTION OF MINUTES a. *Monday, November 6th, 2023 Regular Council Meeting Minutes IV. PUBLIC COMMENT a. Public comment was received in regard to ADA updates to the office building. V. UNFINISHED BUSINESS a. Questions in regard to the draft land improvements over at the Mill Pond were discussed. The Village can remove the bike repair station from the itemized list if they wish. The pavilions are also 24x24 to fit 4, 8 foot ADA compliant picnic tables. Page Page41ofof13 4  b. Two quotes for placing handrailing along side the Mill Pond spillway were reviewed. Trustee Amanda Pfruender made a motion to approve Proposal #23-241 Rev 1 from Bill's Custom Fab Inc., in the amount of $19,712.00, to fabricate and install five guard rail sections along the spillway 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. The sidewalk project land survey was discussed. Jason is waiting on quotes. d. A draft request for proposals for building improvements was reviewed. Adrian is going to create a list of possible improvements to be more ADA compliant and present it to Council at an upcoming meeting. e. A Wellhead Protection Plan and DWSRF Project Plan were discussed. Trustee Amanda Pfruender made a motion to approve the proposal from Fleis & Vandenbrink, in an amount of $12,000.00, to complete a project plan for a Drinking Water State Revolving Fund application for Fiscal Year 2025 funding for water system improvements Trustee Shawn Burger seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Tonya Roe, Trustee Gina Hamilton, and President Tracey Jackson. Nays: Trustee Victoria Williams. Motion Carried. 6-1 (opposed: Trustee Victoria Williams). Trustee Amanda Pfruender made a motion to approve the proposal from Fleis & Vandenbrink, in an amount of $10,000.00, to develop a Village of Farwell Wellhead Protection Program Plan Trustee Shawn Burger seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Tonya Roe, Trustee Gina Hamilton, and President Tracey Jackson. Nays: Trustee Victoria Williams. Motion Carried. 6-1 (opposed: Trustee Victoria Williams). f. The Professional Services Agreement for the Master Plan from Wade Trim was presented to Council. Trustee Amanda Pfruender made a motion to sign the Professional Services Agreement for the Master Plan from Wade Trim President Tracey Jackson seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Tonya Roe, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Gina Hamilton, and President Tracey Jackson. Nays: None. Motion Carried. g. Updates for the Sewer Project were discussed. The permit from EGLE was approved, and an authorization to bid should be sent out by the USDA within a few days. VI. NEW BUSINESS a. A request by the Clare County Habitat for Humanity was discussed. The Village is willing to look into the process of donating or selling a parcel that is Page Page52ofof13 4  owned by the Village so that a house may be built by the Clare County Habitat for Humanity. Adrian will reach out to the Village lawyer's to see what the process for this may be. b. DPW Service Agreements were discussed. This will be placed on the next agenda for further discussion. VII. ADMINISTRATIVE REPORT a. Adrian provided the following updates to Council: *There is a Clare County Lank Bank Meeting that she will attend tomorrow. *Adrian will be in training next Tuesday, Wednesday, and Thursday. *We have been getting a lot of compliments about the decorations. Seiters came out to make some repairs to certain light poles/electrical so that the decorations would light up correctly. *The Village was not awarded the Category B Grant from MDOT to repair Siegle St. and Berta Dr. This will be revisited during the budget meetings. *New cameras should be installed the first week of December. VIII. TREASURER REPORT a. The Treasurer's Report dated 11/16/2023 was presented to Council. b. The Bank and Fund Report dated 10/31/2023 was presented to Council. IX. ZONING REPORT a. Julie Albright presented Council with an updated Zoning Report. X. COMMITTEE REPORT a. Finance b. Parks & Rec c. DPW Committee Chair Jeff Linton reviewed the DPW Minutes from their November 16th meeting. d. Personnel XI. PRESIDENT DISCUSSION a. President Tracey Jackson informed the Council of some repairs needed to the office internet. XII. EMPLOYEE DISCUSSION a. Trustee Amanda Pfruender made a motion to close the open session of the Page Page63ofof13 4  meeting and enter into closed session at 7:17pm, to discuss material exempt from discussion or disclosure by state or federal statute, per the request of Jason Walters Trustee Shawn Burger seconded the motion. Motion Carried. b. The meeting was called back into open session at 7:26pm. Council would like to revisit the employee discussion on December 4th after clarification on some terms from Meadowbrook are received. XIII. ADDITIONAL REMARKS a. Trustee Tonya Roe informed everyone that the American Legion will be hosting a free Thanksgiving dinner on Thursday from 12pm - 4pm for anyone who is interested. XIV. EXTENDED PUBLIC COMMENT a. No public comment was received at this time. XV. ADJOURNMENT a. Trustee Victoria Williams made a motion to adjourn the meeting at 7:29pm Trustee Shawn Burger seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY, DECEMBER 4, 2023 AT 6:00PM Clerk/Treasurer President Page Page74ofof13 4  VILLAGE OF FARWELL CHECK REGISTER & PAYROLL 11/01/2023 - 11/30/2023 Check Date Check Vendor Name Amount 11/02/2023 105349 CITY OF CLARE $ 150.00 11/02/2023 105350 DTE ENERGY $ 458.59 11/02/2023 105351 FLEIS & VANDENBRINK $ 46,959.37 11/02/2023 105352 MAMC $ 856.00 11/02/2023 105353 MICHIGAN DEPT. OF NATURAL RESOURCES $ 250.00 11/02/2023 105354 MOORE AUTOMOTIVE $ 42.83 11/02/2023 105355 STAPLES $ 175.97 11/02/2023 105356 VERIZON WIRELESS $ 238.66 11/02/2023 77(E) GFL ENVIRONMENTAL $ 3,511.05 11/09/2023 105358 ADRIAN KRAWCZYNSKI $ 52.40 11/09/2023 105359 AT&T $ 85.64 11/09/2023 105360 BOUCHEY & SONS $ 306.80 11/09/2023 105361 CLARE AREA CHAMBER OF COMMERCE $ 250.00 11/09/2023 105362 CONSUMERS ENERGY $ 1,679.42 11/09/2023 105363 DTE ENERGY $ 87.74 11/09/2023 105364 FARWELL FARMER'S MARKET $ 70.00 11/09/2023 105365 JULIE ALBRIGHT $ 13.10 11/09/2023 105366 MICHAEL HENRY TREE SERVICES LLC $ 50.00 11/09/2023 105367 MOORE AUTOMOTIVE $ 28.14 11/09/2023 105368 REHMANN TECHNOLOGY SOLUTIONS $ 260.00 11/09/2023 105369 STAPLES $ 57.53 11/09/2023 105370 TRACE ANALYTICAL LABORATORIES, INC. $ 208.80 11/09/2023 105371 WEX BANK $ 1,218.92 11/17/2023 105372 ACE HARDWARE $ 68.31 11/17/2023 105373 CONSUMERS ENERGY $ 2,133.00 11/17/2023 105374 ELHORN ENGINEERING COMPANY $ 445.00 11/17/2023 105375 ELLENS EQUIPMENT $ 649.00 11/17/2023 105376 HOMETOWN DECORATION AND DISPLAY LLC $ 1,701.00 11/17/2023 105377 MICHELS CONSTRUCTION INC. $ 680,000.00 11/17/2023 105378 MOORE AUTOMOTIVE $ 140.13 11/17/2023 105379 REHMANN TECHNOLOGY SOLUTIONS $ 258.27 11/17/2023 105380 SHARPCO WELDING & FABRICATION LLC $ 31.78 11/17/2023 105381 STAPLES $ 92.12 11/17/2023 105382 TRACE ANALYTICAL LABORATORIES, INC. $ 1,062.50 11/17/2023 105383 VISUAL EDGE IT $ 38.70 11/22/2023 105391 ACE HARDWARE $ 29.99 11/22/2023 105392 AT&T $ 1,121.75 11/22/2023 105393 CLARE AUTOMOTIVE, INC. $ 65.98 11/22/2023 105394 INDUSTRIAL CRYOGENIC ENGINEERING $ 98.94 11/22/2023 105395 MICHIGAN PIPE & VALVE $ 280.00 11/22/2023 105396 MOORE AUTOMOTIVE $ 411.44 11/22/2023 105397 PALMER'S HARDWARE $ 606.88 11/22/2023 105398 REHMANN TECHNOLOGY SOLUTIONS $ 437.50 11/22/2023 105399 STANDARD INSURANCE COMPANY $ 181.23 11/22/2023 78(E) ISABELLA BANK $ 2,446.04 Page 8 of 13 11/27/2023 105400 AT&T MOBILITY $ 87.50 11/27/2023 105401 BLUTECH DATA LLC $ 250.00 11/27/2023 105402 CONSUMERS ENERGY $ 2,371.38 11/27/2023 105403 REHMANN TECHNOLOGY SOLUTIONS $ 330.00 11/27/2023 105404 SEITER ELECTRIC, INC. $ 406.71 11/27/2023 105405 TRACEY JACKSON $ 210.00 GEN TOTALS: $ 752,966.11 NOVEMBER 2023 PAYROLL 11/9/2023 Regular Payroll w/opt-out & longevity $ 12,079.07 11/22/2023 Regular Payroll $ 8,391.03 11/22/2023 Quarterly Council Pay $ 3,451.04 Total of 3 Payrolls: $ 23,921.14 TOTAL AP & PAYROLL - NOVEMBER 2023 $ 776,887.25 Page 9 of 13  109 S. Hall St * P.O. Box 374 * Farwell, MI * 48622 * Phone: (989) 588-9926 * Fax: (989) 588-4352 Village of Farwell Longevity Policy 1. Purpose. To authorize the Village Clerk to disburse the longevity pay to all active full time and part time employees according to the rate table on an annual basis. 2. Information. All active full time employees and part time employees will receive the longevity pay yearly on the first payroll in November. Employees that are within their 90 day review are not eligible for the longevity pay. The following rate table will indicate how much active full time employees will receive based on their longevity for the fiscal year. Fiscal years are from March 1st to February 28th annually. ▪ Full time Employees o 12 months worked = $500.00 o 9 months worked = $375.00 o 6 months worked = $250.00 o 3 months worked = $125.00 o Less than 3 months any employee whether part time or full time, the employee is not eligible ▪ Part time Employees who work a minimum of 8 hours per week o 12 months worked = $250.00 o 9 months worked = $187.50 o 6 months worked = $125.00 o 3 months worked = $62.50 o Less than 3 months any employee whether part time or full time, the employee is not eligible 3. Scope. To ensure that the Village has a policy in place for longevity pay outs, and that will help with budget preparations. Page 10 of 13 VI. EMPLOYEE BENEFITS Section 1. Who Qualifies for Benefits Employee benefits and eligibility therefore are established by, and in the discretion of, the Village Council. Full-time employees will receive the following benefits following their 90-day evaluation period. In regards to some benefits such as health, dental, and vision, the terms and conditions of those benefits will be set forth in any particular benefit plan document. Permanent part-time employees who are regularly schedule to work at least twenty-four (24) hours per week employees will receive certain benefits that differ from full-time employees following their 90-day evaluation. These benefits will be noted in the following provisions. Section 2. Holiday Pay Full-time employees will be given paid time off on the following holidays: New Year’s Eve Labor Day New Year’s Day Thanksgiving Day Good Friday Day after Thanksgiving Day Memorial Day Christmas Eve Independence Day Christmas Day If a holiday falls on a Saturday, the time off with pay will be the preceding Friday. If a holiday falls on a Sunday, the time off with pay will be the following Monday. If one of these ten (10) holidays falls during a period when you are on an approved vacation or sick leave, the legal holiday will be treated as such and will not be deducted from your PTO. If you are required to work on an observed holiday, you will receive double-time compensation. Over-time or other premium rates shall not be pyramided or compounded or paid twice for the same hours worked. Part-time employees are not eligible for Holiday Pay. Page 11 of 13 Page 12 of 13 Page 13 of 13