Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, December 18, 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, December 4th, 2023 Regular Council Meeting Minutes 12.04.2023 Regular Council Meeting Minutes - UA Page 1 of 13  IV. PUBLIC COMMENT V. UNFINISHED BUSINESS a. Update on residential water account. 8 b. Sidewalk Project Staking Quote _Farwell Sidewalk Topo c. General Service Agreements VI. NEW BUSINESS 9 - 10 a. Village Parcel Discussion Resolution 2023-17 Providing for Development of Housing for Persons of Limited Means b. USDA Sewer Grant & DWSRF Updates c. Meeting Schedules *Special Meeting (Tuesday, January 23rd) *Regular Meeting (Monday, February 19th) VII. ADMINISTRATIVE REPORT VIII. TREASURER REPORT 11 a. 12.2023 Treasurer's Report (12.14.2023) 12 b. 11.30.2023 Bank & Fund Report IX. ZONING REPORT X. COMMITTEE REPORT a. Finance b. Parks & Rec 13 c. DPW 12.14.2023 Minutes Page 2 of 13 d. Personnel XI. EMPLOYEE DISCUSSION XII. PRESIDENT DISCUSSION XIII. ADDITIONAL REMARKS XIV. EXTENDED PUBLIC COMMENT XV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON TUESDAY, JANUARY 2, 2024 AT 6:00PM Page 3 of 13  MINUTES Regular Council Meeting 6:00 PM - Monday, December 4, 2023 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, December 4, 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, and Trustee Tonya Roe EXCUSED: Trustee Shawn Burger I. APPROVAL OF THE AGENDA a. Trustee Victoria Williams made a motion to approve the agenda with the following addition: Under New Business, item c. "Water leak review" Trustee Gina Hamilton 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 - Monday, November 20, 2023 Regular Council Meeting Minutes Trustee Jeff Linton seconded the motion. Motion Carried. Trustee Gina Hamilton made a motion to approve the consent agenda - Monday, November 20, 2023 Closed Session Meeting Minutes Trustee Victoria Williams seconded the motion. Motion Carried. III. *ADOPTION OF MINUTES a. *Monday, November 20, 2023 Regular Council Meeting Minutes b. *Monday, November 20, 2023 Closed Session Council Meeting Minutes IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR NOVEMBER IN THE AMOUNT OF $776,887.25 a. Trustee Gina Hamilton made a motion to approve the payment of bills and Page Page41ofof13 4  payroll for November 2023 in the amount of $776,887.25 Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Jeff Linton, Trustee Tonya Roe, Trustee Amanda Pfruender, and President Tracey Jackson. Nays: None. Absent: Trustee Shawn Burger. Motion Carried V. PUBLIC COMMENT a. No public comment received at this time. VI. UNFINISHED BUSINESS a. A Village owned residential parcel was discussed as well as the process of having Clare County Habitat for Humanity build a housing unit on it were discussed. Adrian is working with the Village attorneys to present a resolution at the next meeting for Council to review. b. There was discussion on overtime hours. It was the Consensus of the Council that overtime hours for situations like emergencies, snow removal, road closures, etc. are acceptable. However, Council expects all employees to be responsible with overtime and flex their hours as much as possible c. There was discussion on existing service agreements. This will be tabled until the December 18th Council Meeting. d. Longevity Policy & Holiday Pay were discussed. Holiday pay for employees will be discussed during the normal budget process/meetings. Trustee Amanda Pfruender made a motion to amend the Village of Farwell Longevity Policy as presented to include part-time employees, with a retroactive effective date for November 6th, 2023 Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Victoria Williams, Trustee Gina Hamilton, Trustee Tonya Roe, Trustee Jeff Linton, and President Tracey Jackson. Nays: None. Absent: Trustee Shawn Burger. Motion Carried VII. NEW BUSINESS a. Council chose the following to be on the Wellhead Protection Team at this time: President Tracey Jackson, Trustee Victoria Williams, DPW Supervisor Jason Walters, and Clerk/Treasurer Adrian Krawczynski. b. MMTA Winter Workshop Training was reviewed. Trustee Gina Hamilton made a motion to send Clerk/Treasurer Adrian Krawczynski to the MMTA Winter Workshop Training on January 18th and 19th, and to stay overnight for one night, for a total cost not to exceed $369.44 Trustee Amanda Pfruender seconded the motion. Motion Carried. c. Water usage at a residence was reviewed. Jason is going to go back out and read the meter on December 13th or 14th to recheck the reading and/or usage. This will be tabled until future meetings when an adjustment may be acted upon by Council. Page Page52ofof13 4 VIII. ADMINISTRATIVE REPORT a. Adrian provided the following to Council: *Repairs at Lift Station No. 4 *Sidewalk project updates *MDOT Meeting in Harrison on December 14th *Dumptruck updates. *Updated Zoning Report from Julie. IX. COMMITTEE REPORT a. Finance - Trustee Gina Hamilton and Trustee Victoria Williams provided some updates. b. Parks & Rec - The meeting for this Thursday will be cancelled due to a lack of agenda items. c. DPW - Upcoming meeting on Thursday, December 14th. Adrian will relist the Garbage Truck for $20,000 on a different bidding website. The DPW will pull the truck back into storage for the Winter. d. Personnel X. PRESIDENT DISCUSSION a. President Tracey Jackson provided some updates to Council including a Memo from Fleis & Vandenbrink and a reminder that all media going out needs to be double checked. XI. EMPLOYEE DISCUSSION a. Tabled until December 18th, 2023. XII. ADDITIONAL REMARKS a. A reminder of the upcoming holiday events this weekend was provided. XIII. EXTENDED PUBLIC COMMENT a. No public comment received at this time. XIV. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 7:06pm Trustee Victoria Williams seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY, DECEMBER 18, 2023 AT 6:00PM Page Page63ofof13 4 Clerk/Treasurer President Page Page74ofof13 4  SURVEYING ● ENGINEERING ● CONSTRUCTION SERVICES residential ● commercial ● design ● construction ● GPS TM December 1, 2023 RE: Existing Topography for Sidewalk Design – Farwell, MI Estimator: We are quoting the layout for the above referenced project. Our quote includes the following items: • Verify and or Set Project Control • Topo Existing Ground for Sidewalk Design (by others) • Produce Deliverables for Designer Our quote for this project is a lump sum amount of $2,000.00. This quote is valid for 30 days and based upon the assumption we will receive a digital file, model, control, and proposed grades for the project. We will invoice on a monthly basis based upon our project completion. If you have any questions, comments, or concerns with any of this quotation please do not hesitate to call me on my mobile (989) 205-2536. Sincerely, SURVEYING SOLUTIONS, INC. Ryan Blanchard Ryan Blanchard Project Manager surveying FOR TODAY… solutions FOR THE FUTURE… TM 4471 M-61, Standish, Michigan 48658 ● tel 989-846-6601 ● fax 989-846-6607 ● www.ssi-mi.com Page 8 of 13  RESOLUTION 2023-17 PROVIDING FOR DEVELOPMENT OF HOUSING FOR PERSONS OF LIMITED MEANS A resolution of the Village of Farwell Council: WHEREAS the Village of Farwell Council finds that the Village has a dearth of good quality housing available for persons with limited income, and; WHEREAS, the Village of Farwell has available land that can be dedicated to the purpose of developing additional housing; and WHEREAS, current housing available within the Village of Farwell is frequently in need of repair, or in substandard condition, and; WHEREAS, under the General Law Villages Act, Article VII the Council of the Village of Farwell has the power and authority to take actions to benefit residents of the Village of Farwell. NOW THEREFORE BE IT RESOLVED THAT the Village of Farwell will cooperate with Habitat for Humanity, a non-profit organization that builds and sells good housing for those of limited means, as follows: The Village will convey T17N R5W SEC 25 . W 1/2 OF LOT 3 BLK V LITTLEFIELDS ADD TO THE VILLAGE OF FARWELL, also known as Parcel 041-643-003-50 to Habitat for Humanity. The Village President is authorized to sign a valid quit claim deed to the property. Habitat for Humanity will use the property conveyed to construct housing as set forth above, within a reasonable time. Residents of the Village of Farwell will benefit from this housing, and the housing will add to the tax base of the Village of Farwell. Habitat for Humanity will observe all building codes. In the event that Habitat for Humanity fails to build housing upon the parcel, it will reconvey the property back to the Village of Farwell. ALL RESOLUTIONS AND PARTS OF RESOLUTIONS INSOFAR AS THEY CONFLICT WITH THE PROVISIONS OF THIS RESOLUTION BE AND THE SAME ARE HEREBY RESCINDED. Page 9 of 13 The Resolution was introduced by Trustee ( ) and supported by Trustee ( ). The Resolution declared adopted by the following roll call vote: Ayes: Nays: Absent: Resolution approved for adoption on this 18th day of December, 2023. ______________________________________ Adrian Krawczynski Village Clerk Page 10 of 13 Village of Farwell Treasurer’s Report as of 12/14/2023 ▪ Update on taxes collected as of December 14, 2023 ▪ Original Tax Roll: $286,749.77 ▪ Adjustments JBOR: ($1,618.88) ▪ Adjusted Original: $285,130.89 ▪ Interest added: $ 2,384.39 ▪ Total w/all adj.: $287,515.28 ▪ Collected to date: $230,182.61 ▪ Left to collect: $ 57,332.67 ▪ Percentage collected to Date: 80.1% 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 11 of 13  Village of Farwell Bank and Fund Report Endmg 33/30/2023 393 292 293 29.3 259 553 599 593 993 9559 557.533 Major 9.533 999 9959 w Sewer Wamr 9539. 9.3533 c359m9.399 393999993m 5 3,939,97959 Gzn mm cn 9979 3939mm3m 5 35999993 Gzn mm cn 9979 393999993m3 5 35999993 wmemn 935955 3939m993997 5 29,2335m Hurmr?hm new 3939m993993 5 23,579m wcu m 3939m993m9 5 59am c359 m9.399 292999m3999 5 33599325 c359 m 9.399 293999993m9 5 32,3m33 c359 m 9.399 299999993993 5 939339 c359 m 9.399 259m9993993 5 9537953 m 9.3mm 553mm3993 5 539939 c359 m 9.399 Smmmlm 5 (6151540) c359 m 9.3nx—er.m 599999993995 5 39599 nmmm km any-,5 599999939599 5 3959mm nmmm 997.3 mm: 599m99.n599 5 99mm Seluzr mm c9 wcu 599999993995 5 35993935 c359 m 9.399 Smmmlm S (4,78n37) nmmm km any-,5 5939m9.n5m 5 136,433m nmmm 997.3 mm: 5939m9.n599 5 9959999 Wamr mm c9 wcu 5939m9939m 5 5395555 c359 m 9.399 993m9993m 522339933 9.3533c359 m 9.3m 5 3,929,53955 533599325 532,3m33 5 939339 5 9537953 5 539939 5 29279379 5 39725999 522339933 5 255233957 aammrum 9.3937925 5 77593392 532999579 53795555 5 5 557935535955933799 53,539,97939 53,995,55539 523539992 5 959959235 9295799:/539979335335 5 99293999 5 3322793 5 929959 5 939339 5 395375 5 299992 5 9595359 5 5572933 5 753377 5 55255779 zmwerum9.3937925 5 337799993 535522353 52237529 5 939339 557322335957359395 53,555,95992 53,953,99995 522295339 5 525239933 uanmm 5 59399993 5 3952393 5 359929 5 — 5 — 5 — 5 55357393 52,799,33339 5 939 5 993595333 Page 12 of 13 9.3533 u.39mmu9m 9.39.3792 5 3,793,29s52 535579799 52375599 5 939339 557322335957359395 52,237,53393 59,233,79975 522295399 5 9,279,32325 ’$2n1,74838meeneraHum 35959353553 eranzmms  DPW Committee Meeting Minutes December 14, 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 and Trustee Shawn Burger. Absent: Trustee Amanda Pfruender. Also present: Clerk/Treasurer Adrian Krawczynski and DPW Supervisor Jason Walters. I. Old Business a. The sidewalk project was discussed. Jason is still waiting on quotes for the land survey. We have received one back so far. The Committee would like it placed on the upcoming agenda. b. General service agreements were discussed. It was the recommendation of the committee to cancel the agreements. This will be placed on the upcoming agenda. II. New Business a. Some updates on the DWSRF were discussed. b. Some updates on the Sewer/USDA project were discussed. III. Complaints: IV. Adjournment: 5:41 pm. V. Next Meeting: Wednesday, January 10, 2024 at 5:30pm. Page 13 of 13