Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, August 5, 2024 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, July 22, 2024 Regular Council Meeting Minutes 07.15.2024 Regular Council Meeting Minutes - UA Page 1 of 23  IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR JULY IN THE AMOUNT OF $187,057.72 8-9 a. 07.2024 AP&Payroll V. PUBLIC COMMENT VI. UNFINISHED BUSINESS a. Vehicle Quotes 10 - 11 b. Handbook Revision Handbook Revision 08.2024 c. Lift Stations VII. NEW BUSINESS 12 a. Resolution 2024-13 Resolution 2024-13 Council Pay Resolution 13 b. MAMC Member Education Day MAMC Member Education Day 2024 14 c. John Deere Door Kit Hutson No. 2594902 15 d. Well 4 Maintenance Northern Pump & Well Proposal 24-Q3134B e. MDOT *Contract Renewal *Speed Study 16 - 22 f. MSHDA MI Neighborhood Grant Requirements MSHDA Fair Housing Policy & Statement MSHDA Conflict of Interest Policy MSHDA Fraud Prevention Plan Village of Farwell Complaint Resolution Process & Procedures for MSHDA MI Neighborhood Grant VIII. ADMINISTRATIVE REPORT Page 2 of 23  IX. ZONING REPORT X. COMMITTEE REPORT a. Finance b. Parks & Rec c. DPW 23 d. Personnel 07.22.2024 Minutes XI. PRESIDENT DISCUSSION XII. ADDITIONAL REMARKS XIII. EXTENDED PUBLIC COMMENT XIV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON MONDAY, AUGUST 19TH AT 6:00PM Page 3 of 23  MINUTES Regular Council Meeting 6:00 PM - Monday, July 15, 2024 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, July 15, 2024, 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 Amanda Pfruender made a motion to approve the agenda with the following change and addition: Under New Business, move all items down and add "Lumberjack Festival" as item a. 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 Victoria Williams made a motion to approve the consent agenda Trustee Tonya Roe seconded the motion. Motion Carried. III. *ADOPTION OF MINUTES a. *Monday, July 1, 2024 Regular Council Meeting Minutes IV. PUBLIC COMMENT a. A resident was present to discuss the possibility of installing an irrigation meter. This will be placed on the next DPW agenda for further discussion. V. UNFINISHED BUSINESS a. A sewer barge was reviewed which was discussed at the most recent DPW meeting. The barge can be purchased without the trailer and trailer Page Page41ofof23 4  accessories. This would reduce the cost by $3,647.00. Trustee Shawn Burger made a motion to approve the purchase of a sewer barge from American Pleasure Products as outlined in Quote No. 1411, less the trailer and trailer accessories, in the amount of $17,657.00 Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Shawn Burger, Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Tonya Roe, Trustee Victoria Williams, Trustee Jeff Linton, and President Tracey Jackson. Nays: None. Motion Carried. VI. NEW BUSINESS a. The upcoming Lumberjack Festival was discussed. The road closure and insurance were discussed. b. Adrian informed the Council that there are two Planning Commission vacancies. c. The purchase of a Village vehicle was discussed. The Council would like to see some options in the $10,000.00 range. d. The Mobile Food Vending Draft Ordinance was reviewed. Recommendations were received from Council and the draft will be brought back to the Planning Commission. e. The Village Council reviewed the following: Change Order No. 03 - Contract 2 Trustee Amanda Pfruender made a motion to approve Change Order No. 03 for Contract 2, Project No. 846542, in the amount of $11,150.00 Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Victoria Williams, Trustee Gina Hamilton, Trustee Tonya Roe, Trustee Shawn Burger, Trustee Jeff Linton, and President Tracey Jackson. Nays: None. Motion Carried. f. The Village Council reviewed the following: Application for Payment from Michels Construction Inc. Trustee Gina Hamilton made a motion to approve Payment Application No.02 for Michels Construction Inc., for the Mill Pond dredging project, in the amount of $120,000.00 Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Victoria Williams, Trustee Tonya Roe, Trustee Shawn Burger, Trustee Jeff Linton, and President Tracey Jackson. Nays: None. Motion Carried. g. The Village Council reviewed the following for the USDA Sewer Project: Application for payment from RCL Construction Co. Inc., Application for payment from Rohde Bros. Excavating, and Invoice No. 70172 from Fleis & Vandenbrink. Trustee Gina Hamilton made a motion to approve the application for payment from RCL Construction Inc., in the amount of $30,765.68, for work completed through June for the USDA Sewer Project Trustee Tonya Roe seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Tonya Roe, Trustee Amanda Pfruender, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Page Page52ofof23 4  Jeff Linton, and President Tracey Jackson. Nays: None. Motion Carried. Trustee Amanda Pfruender made a motion to approve the application for payment from Rohde Bros. Excavating Inc., in the amount of $381,447.80, for work completed through June for the USDA Sewer Project Trustee Tonya Roe seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Tonya Roe, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, and President Tracey Jackson. Nays: None. Motion Carried. Trustee Gina Hamilton made a motion to approve the application for payment from Fleis & Vandenbrink, in the amount of $35,015.18, for work completed through June for the USDA Sewer Project Trustee Tonya Roe seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Tonya Roe, Trustee Amanda Pfruender, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, and President Tracey Jackson. Nays: None. Motion Carried. VII. ADMINISTRATIVE REPORT a. *Lumberjack Festival closing on Friday and OT - Council said the office could close on Friday so that all staff can help. *Land Bank Update - Adrian provided some updates on the Clare Co. Land Bank Authority. *Audit Update - Adrian provided some updates on the annual audit. *LDFA and DDA - Adrian reviewed the recent meetings with Council. *MSHDA Grant - Adrian provided some updates on the grant application. * The sidewalk retainer refund was received. *Adrian informed the Council that Fleis & Vandenbrink donated the entire cost of survey and easement work for the Habitat parcel. VIII. TREASURER REPORT a. The Bank and Fund Report was presented to Council and reviewed. b. The Treasurer's Report was presented to Council and reviewed. IX. ZONING REPORT a. A Zoning Report was presented to Council and reviewed. X. COMMITTEE REPORT a. Finance b. Parks & Rec - Trustee Victoria Williams provided Council with a review of the recent Parks & Recreation Meeting. c. DPW - Committee Chair Jeff Linton provided Council with a review of the recent DPW Meeting. d. Personnel - Meets 07/22/24. XI. PRESIDENT DISCUSSION Page Page63ofof23 4  a. President Tracey Jackson provided Council with some updates. XII. ADDITIONAL REMARKS a. None. XIII. EXTENDED PUBLIC COMMENT a. Chief Assistant Prosecutor Evans introduced himself to the public and Council and informed that he is seeking election for the Clare County Prosecuting Attorney in the upcoming election. XIV. EMPLOYEE DISCUSSION a. Adrian presented documentation. XV. ADJOURNMENT a. Trustee Victoria Williams made a motion to adjourn the meeting at 7:12pm Trustee Amanda Pfruender seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY, AUGUST 5TH AT 6:00PM Clerk/Treasurer President Page Page74ofof23 4  VILLAGE OF FARWELL CHECK REGISTER & PAYROLL 07/01/2024 - 07/31/2024 Check Date Check Vendor Name Amount 07/03/2024 105799 BOB'S TIRE STORE $ 15.00 07/03/2024 105800 BOUCHEY & SONS $ 190.80 07/03/2024 105801 CITY OF CLARE $ 150.00 07/03/2024 105802 CONLAYS POWER WASHING $ 225.00 07/03/2024 105803 DRUG SCREENS PLUS $ 64.00 07/03/2024 105804 DTE ENERGY $ 413.97 07/03/2024 105805 MOORE AUTOMOTIVE $ 17.98 07/03/2024 105806 REHMANN TECHNOLOGY SOLUTIONS $ 75.00 07/03/2024 105807 STAPLES $ 106.57 07/03/2024 105808 SURREY TOWNSHIP TREASURER $ 51.94 07/03/2024 105809 TRACE ANALYTICAL LABORATORIES, INC. $ 222.50 07/03/2024 105810 VERIZON WIRELESS $ 238.12 07/03/2024 105811 VICKI HAMILTON $ 455.00 07/03/2024 105812 VILLAGE OF FARWELL $ 65.68 07/12/2024 105813 BLUTECH DATA LLC $ 250.00 07/12/2024 105814 BOB'S TIRE STORE $ 33.00 07/12/2024 105815 CONSUMERS ENERGY $ 2,343.48 07/12/2024 105816 DTE ENERGY $ 57.05 07/12/2024 105817 HOERAUF AND NEVILL, P.C. $ 1,185.00 07/12/2024 105818 MICHIGAN PIPE & VALVE $ 420.00 07/12/2024 105819 MOORE AUTOMOTIVE $ 29.98 07/12/2024 105820 REHMANN TECHNOLOGY SOLUTIONS $ 165.00 07/12/2024 105821 SEITER ELECTRIC, INC. $ 145.59 07/12/2024 105822 TRACE ANALYTICAL LABORATORIES, INC. $ 222.50 07/17/2024 106(E) GFL ENVIRONMENTAL $ 3,511.05 07/17/2024 107(E) PITNEY BOWES, INC. $ 502.25 07/17/2024 108(E) WEX BANK $ 1,272.47 07/17/2024 105824 AMERICAN PLEASURE PRODUCTS $ 4,414.25 07/17/2024 105825 AT&T $ 1,324.54 07/17/2024 105826 CONSUMERS ENERGY $ 2,557.09 07/17/2024 105827 ELM CREEK, LTD. $ 1,000.00 07/17/2024 105828 KELVIN DETWEILER $ 155.00 07/17/2024 105829 LISA GRAHAM $ 25.46 07/17/2024 105830 MICHELS CONSTRUCTION INC. $ 120,000.00 07/17/2024 105831 MICHIGAN MUNICIPAL RISK MANAGEMENT $ 9,301.50 07/17/2024 105832 RACHAEL HUMPHREY $ 51.59 07/17/2024 105833 VISUAL EDGE IT $ 44.50 07/19/2024 105834 VILLAGE OF FARWELL DDA $ 303.01 07/19/2024 105835 VILLAGE OF FARWELL LDFA $ 3,909.07 07/22/2024 109(E) ISABELLA BANK $ 3,776.90 07/25/2024 105836 ALMA BOLT COMPANY $ 49.38 07/25/2024 105837 AT&T MOBILITY $ 68.50 07/25/2024 105838 BLUTECH DATA LLC $ 250.00 07/25/2024 105839 BS & A SOFTWARE $ 441.00 07/25/2024 105840 CLARE COUNTY REVIEW $ 320.00 Page 8 of 23 07/25/2024 105841 CONSUMERS ENERGY $ 92.52 07/25/2024 105842 ELHORN ENGINEERING COMPANY $ 329.00 07/25/2024 105843 FAMILY FARM AND HOME $ 54.90 07/25/2024 105844 MOORE AUTOMOTIVE $ 120.19 07/25/2024 105845 REHMANN TECHNOLOGY SOLUTIONS $ 75.00 07/25/2024 105846 SEITER ELECTRIC, INC. $ 959.70 07/25/2024 105847 STANDARD INSURANCE COMPANY $ 181.23 07/25/2024 105848 WALLACE REPAIR $ 913.59 07/30/2024 105849 VILLAGE OF FARWELL DDA $ 730.92 Total of 54 Checks : $ 163,877.77 JULY 2024 PAYROLL 7/2/2024 Special Pay (PTO) $ 1,939.76 7/3/2024 Regular Pay w/opt-out $ 10,769.06 7/18/2024 Regular Pay $ 9,687.20 7/26/2024 Regular Pay $ 783.93 Total Payroll $ 23,179.95 TOTAL AP & PAYROLL - JULY 2024 $ 187,057.72 Page 9 of 23 Section 8. On-Call and Call-in Time Some Village positions may, from time to time, be subject to on-call. Adjustments to this on call procedure and compensation may be made by the Village Council in its sole discretion. a. Weekly On-Call. All qualified DPW employees are required to be on-call periodically. The DPW supervisor is responsible for developing and managing any requests for or proposed changes to the schedule. Weekly on- call duty begins on Friday at 3:30 pm and ends on the following Friday at 2:29 pm. On-call personnel must remain available and fit for duty throughout the weekend. On-call personnel must respond to and evaluate all emergency situations that are within the employee's capabilities; additional DPW employees may be called out as needed. On-call personnel receive $80.00 per week b. Call-In Pay. If called into work during times outside normal work schedule, then employees will receive time- and-a-half (1 ½) for the hours called-in. If called into work during a recognized holiday, then employees will receive double-time for any time called-in. Section 8. On-Call, Call-in Time and Travel Time Some Village positions may, from time to time, be subject to on-call and travel requirements. Adjustments to these procedures and compensation may be made by the Village Council in its sole discretion. a. Weekly On-Call. All qualified DPW employees are required to be on-call periodically. The DPW supervisor is responsible for developing and managing any requests for or proposed changes to the schedule. Weekly on- call duty begins on Friday at 3:30 pm and ends on the following Friday at 2:29 pm. On-call personnel must remain available and fit for duty throughout the weekend. On-call personnel must respond to and evaluate all emergency situations that are within the employee's capabilities; additional DPW employees may be called out as needed. On-call personnel receive $80.00 per week b. Call-In Pay. If called into work during times outside normal work schedule, then employees will receive time- and-a-half (1 ½) for the hours called-in. If called into work during a recognized holiday, then employees will receive double-time for any time called-in. c. Travel Time. The Village may require employees to travel during their employment, examples include traveling outside of normal working hours to training or picking up equipment from an out of town location. The Village will follow all FLSA rules in regard to travel time. In addition, for travel that requires an overnight stay, hours traveled outside of the employee’s regular working hours will count towards hours worked and will be included in the calculation of compensatory time and overtime. Employees are expected to use a Village registered vehicle for travel time, unless one is not readily available, in which mileage will be paid out according to policy set in Chapter VII Section 2 of this handbook. Page 10 of 23  FLSA Requirements Type of Travel Compensable Non-Compensable Home-to-work commute X Travel to different worksites during the workday X Travel to a different city, returning the same day X Travel that requires an overnight stay During regular work hours X Outside of regular work hours X Driving that is required by the employer X Village of Farwell’s Policy Type of Travel Compensable Non-Compensable Home-to-work commute X Travel to different worksites during the workday X Travel to a different city, returning the same day X Travel that requires an overnight stay During regular work hours X Outside of regular work hours X Driving that is required by the employer X Page 11 of 23  VILLAGE OF FARWELL RESOLUTION 2024-13 COMPENSATION OF VILLAGE COUNCIL WHEREAS, the Village of Farwell, Clare County, Michigan has adopted Ordinance No. 2024- 01, which establishes the rules for the compensation of the Village President and Village Trustees; and WHEREAS, the Ordinance provides that the rates for compensation shall be passed by a Resolution of the Village of Farwell; and WHEREAS, the Village Council intends to revise rates for compensation through Resolution; and WHEREAS, the Village Council will review the rates on an annual basis each March of each calendar year; and NOW, THEREFORE, BE IT RESOLVED that the Village of Farwell authorizes the following compensation for the position of Village President and Village Trustee, which will take effect from the date of this Resolution. The rates are as follows: The President of the Village Council shall receive as compensation of his/her office, the sum of $160.00 for each regular meeting and special meeting of the Village Council attended by him/her during his term of office. The President shall receive $22.00 for each finance, DPW, parks and recreation, personnel or other committee meeting. The Trustees of the Village Council shall receive as compensation for their office, the sum of $80.00 for each regular meeting and special meeting of the Village Council attended by them during their term of office. Trustees shall receive $22.00 for each finance, DPW, parks and recreation, personnel or other committee meeting. Ayes: Nays: Absent: Resolution declared adopted by the Farwell Village Council at a regular council meeting on Monday, August 5, 2024. 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 August 5, 2024, 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 12 of 23 Join us at soaring Eagle in Mt Pleasant.Ml lnrour Member Edumtron Day! Dat ednesday, August 23, 1014 ?me: am am. 74:30 pm. nre event in. include a table mp exercise on prereiedinn day and election day and postelecrinn day scenarios, including Al challenges. rnerewill also be a clerk to clerk and nureauni Electrons mundtable discussrnn. An agenda will be published soon. Lodging Rooms at Soaring Eaglewill lill up quickly! Rooms are discounted at a gmllp rate. To make a reservation, in saaring Eagle casino and Resnrt. Go to nesnrr. Bonk Now and change Pmmo Code in Group Code and enter "Mm Manama-s bobbin them mpdce. mullsruse thematic. You may also call (517) 2324532, option in for reservations, and reier m Mic igall Associallnll of Municipal Clerks for arrival on August 21, 1014. Venue soaring EagleCasino and Resort saaa E Address 6300 Snanllg Eagle 3M1 suuo5mm We gm, M. Pleasan Ml mas Mount Pleasant Ml «use, us Wew iaignrmau Starts Wed Aug 23 2a24. 07:30am EDT Ends Wed Aug 23 2a24. 04:30pm Em Member Educatlon Day $50 1 v Total 550 Page 13 of 23  Hutson, Inc. 4240 E Rosebush Rd Rosebush, Ml 48878 “/1 Phone: (989) 779-1707 rosebush@hutsoninc.com JOHN DEERE www.hutsoninc.com Lt:'ZAPBQESLRMMEV9'9?gm 1? Sales Order for Future Processing Invoice To Account No: 194427 2 Deliver To: VILLAGE OF FARWELL VILLAGE OF FARWELL Order No. 2594902 225 s HALL ST 225 s HALLST Date: 7,23,2024 FARW ELL MI 48622 FARW ELLMI 48622 Page: 1 of 1 US Home Ph:(989)588—9530 Mob Ph: Work Ph: (989)429-4347 Supplied Back Order Part Part Bin List Net Extended Quantity Quantity Number Description Loc Price Price Price 1.00 O BUC10716 Door Kit 1,197.33 1.197.33 $1,197.33 Page 14 of 23  6837 W. Grand River Ave. Lansing, MI 48906 Proposal Village of Farwell Attn: Jason Walters Date _LProposal # ’ P. O. Box 374 Fanrvell, MI 48622-0374 7/23/2024 24—Q3134B Description Total ‘ Thank you for the opportunity to present you with this proposal for well 4. The following quote is in addition to quote 24-Q3134 for $5305.00. Labor, Mobilization, Demobilization, Set Pump, Chlorinate Pump, Run post 230.00 4,600.00 efficiency test, Pull one bacti sample. * Estimated hours, actual hours charged. * Per Diem: 2 man crew per day 250.00 500.00 Well Cleaning: Airliftloose materials from well 3,850.00 3,850.00 -Cleaning labor (1 day) -Airliftpipe, air compressor, etc. NOTE: Should conditions change and/or any additional work be required, beyond the original scope of this project, our standard hourly rates willapply. Northern Pump & Well willconsult with you prior to the additional work being performed. Signature: Date: * Purchase Order No. (if required): If this proposal meets your approval, please sign /date and return to fax number:..1-517-322—0135 Page 15 of 23  MSHDA’s FAIR HOUSING POLICY STATEMENT Equal housing opportunity for all persons, regardless of race, color, national origin, religion, age, sex, familial status, marital status, or disability, is a fundamental policy of the Michigan State Housing Development Authority. MSHDA is committed to diligence in assuring equal housing opportunity and non- discrimination to all aspects of its housing financing activities. As a state created housing financing agency, MSHDA has an ethical as well as legal imperative to work aggressively to ensure that MSHDA financed housing programs comply fully with all state, and federal fair housing laws. If you believe you are the victim of housing discrimination you can contact the Michigan Department of Civil Rights at http://www.michigan.gov/mdcr/1,1607,7-138-4953- 6202--,00.html or call their Fair Housing hotline number at 1-800-482-3604. You may also contact the U.S. Department of Housing and Urban Development at http://www.usdoj.gov/crt/housing/file.htm or call their Housing Discrimination hotline number at 1-800-669-9777. If you live in a MSHDA financed development or are applying to live in a MSHDA financed development, and you believe you are the victim of housing discrimination, you can contact Kara Hart-Negrich at hartnegrichk@michigan.gov or call her at (517) 335-2273. Michigan Fair Housing agencies: Fair Housing Center of Metropolitan Detroit 220 Bagley Suite 1020 Detroit, MI 48226 (313) 963-1274 (313) 963-4817 fax www.Fhcmetrodetroit.org Page 16 of 23 Fair Housing Center of Western Michigan 20 Hall Street, SE Grand Rapids, MI 49507 (616) 451-2980 (616) 451-2657 fax www.Fhcwm.org Fair Housing Center of Southeastern Michigan P.O. Box 7825 Ann Arbor, MI 48107 (724) 994-3426 or 1-877-979-FAIR (734) 665-2974 fax www.Fhcmichigan.org Fair Housing Alliance of Mid-Michigan 209 East Washington, Suite 234 Jackson, MI 48903 Phone Number Not Available (517) 780-4774 www.Fhcmichigan.org Fair Housing Center of Southwest Michigan 410 E. Michigan Ave Kalamazoo, MI 49007 (269) 276-9100 (269) 276-9101 www.fhcswm.org RESOURCES: Fair Housing Act as Amended (Title VIII) http://www.usdoj.gov/crt/housing/title8.htm Frequently asked questions about the Fair Housing Act http://www.usdoj.gov/crt/housing/faq.htm HUD’s Office of Fair Housing and Equal Opportunity http://www.hud.gov/offices/fheo/aboutfheo/aboutfheo.cfm National Fair Housing Advocate www.fairhousing.com People with Disabilities http://www.hud.gov/offices/fheo/disabilities/sect504.cfm Page 17 of 23 http://www.hud.gov/offices/fheo/disabilities/index.cfm http://www.usdoj.gov/crt/ada/adahom1.htm Accessibility Requirements for Buildings http://www.hud.gov/offices/fheo/disabilities/accessibilityR.cfm MSHDA’s Affirmative Fair Housing Marketing plan form, for MSHDA financed developments. http://www.michigan.gov/documents/mshda_affirmative_fair_housing_plan_form_1 31501_7.DOC Page 18 of 23  MICHIGAN STATE HOUSING DEVELOPMENT AUTHORITY CONFLICT OF INTEREST POLICY The iolloyyrngmn?ict oi inieresi siandards apply ro all reeipienis ofand parlierpanis in any program adminisiered by Ihc Mrelngan Slam l—lonsing Developmeni Aniboriiy (rbe “Authority/W nsrng Ml Neighborhood (th “le Program). rnelnding, hul noi lrmrred ro. omeers and employees onbe Anrlrorrry and any vendors. agenis, eoniraeiors. and snbeonrraeiors working wirb rbe Anilrorrly rn eonneeiion with meMIN Program Conflict of Interest A can?ict oiinieresi oeenrs when an employee ibai eirber works on meMIN Program (r e parnerpaies m the seleenon, awald‘or adminrsiranon) or is reeeiyrng an award from the MIN Program (this rnelndes boib permaneni or llmlled lerm and lelmcl employees; Collccllvcl)"“Employcc”) or an lmmcdiam family member ofll-le Employee has a drreei. aernal ?nancial or ownerslrip rnreresi in a developmeni, program or maner pending before the Alllhnrlly ln sneb a ease, meEmployee or immcdlalc iamily member mnsrenber wiilrdraw from the inreresr llral ereares llre eonillel or remoye lhc maner from llre Autholily'< eonslderalion Connlel oi‘ lnreresls WIIIbe snbjeer lo Ihc Allthnrlly'<Code of Erbres and may be reviewed by Ihc Authorily'< Erbies Commmee A eonrlier oi inieresi may also oeenr ii friends, family members‘or business assoeiares oi an Employee apply {or and receive program benerns Tn avord snelr a eonllier, Ihc Employee musl diselose any family, mend or husmcss assoeiaie relaironsnipwirb a program applreani Io rbe Aulhorlly‘s Direeior onlre MIN Program and/or ()perarrons Manager and musl nor panieipare in rbe proeessrng. approval. nnderwriirng,or admmrsrranon nfsuch or any ornerelaied dccisicn-making applieaiion for assrsranee, A eonrlier oi inieresi may also oeenr ii an Employee or an Employee’s immediaie family member receives a gm, gramlly‘ fawn loan of money, or orber rbrng of valne {mm a person or organizaironapplying lo a MlN Program or omerwise doing bnsiness wiib rbe Anilrorrry An Employee or an Employee’s immediaie family member may nnl solrerr or aeeeprany money, gill, loan‘ serviees, goods, or orber ilring oivalne from a person or organrzarion applying io, or doing business wim, rbe Aniboriry exeepr nnder Ihc {allowing errenmsianees- a A de mmmlx gmof 521:or less in valne b Meals or beverages pad for by a person or organizaliondorng bnsrness WIII1II10Anrboriry if meidenral In a bnsiness meenng, seminar. rrainrng sessionor oilrer organized funcliml marhas a pnrpose beyond Ihc plmidmg onbe meal or beverage A eonllrei or rnreresi may also oeenr based on Ihc appearanee afa con?lcl. yvbeilrer or nor an aemal eoniliei exlsls An Employee musl meal any apparent eonlliel in the same manner as an acm?l eonillel lfyoll believe a eonilier or poieniral eoniliei or Ihc appearanee oi a con?lcl cxlsls‘ please reporl in wming ro lhc Aulhorily'< Direeior nflhc MIN Program and/or <>peranonsManager, the Alllhorlly'< Direeror orLegal Af‘falrs‘ and meUmlcd Slams Dcpanmcnl onlre Treasury Page 19 of 23 Employee oml lmmedinle anlly Member Parlrelporlon in MIN ngr-ms An Employee oflllc Authorin or TheMlN Program and/or lhal Employee’s immedlale family member may apply for as<i<mnccrhrongh a MIN Program To avnld any aenral or pcrcclvod {avorlusm or con?icl of inlerosl, llre Employee and the Aulhnlily mnsl ohserve rhe followlng prmoiples and gmelolines a. The Employee and/orlhc Employee’s lmmodialc lamrly memher musl meol all elrgibilrlyoriloria reqnireel of program parlieipanls o. The Employee oannol supervise or parnerpale in Ihc pmccsslng ollherr appliealron c. The Emplnycc'< aireel snhorrlrnares eannol parlieipare in lhe applmal olrhe Employee's applrearion or m any dcclslml or rcmmmcndallon regarding lhe Employee's parlrorpanon d. The Alllhorily's Drreeroronhe MlN Program and/or ()pcralions Manager, llre Authorlly'< Direelorol Legal Allarrs. and rhe llnired Slales Depanmem onhe Treasury may reqmre addilional doenmenlanon e. The Alllhorily's Drreeroronhe MlN Program and/or ()pcralions Manager musr approye lhe Emplnycc'< parlieiparron in wrning Before an Employee and/or llre Employee’s rmmearalo lamrly memher applies for any MIN Program, llre Employee musl follow Ihc lollowing proeerlures l The Employee mllsl notify lhe Aulhorily's Drreeroronho MIN Program and/or Operalions Manager and rhe Alllhorily's Direeror of Legal Allairs nflhcir rnremro apply for assrslanoe prror In suhmimng an appliealron 2 The Employee mllsl follow all program applioalionprocedures The Aurhorily's MIN Program slalf will revrew and process rhe Employee's apphoarion, wllll a reeommemlarron ro lhe Alllhorily‘s Direelor onlre MlN Program and/or ()pcrallons Manager and lhe Authority's Drreolor or Legal A?airs regarding approval Derm ns ln interpmungmefomgningpmusloni Ihc followrngdc?niliom opply o "immcdmlc family member" means an Employee’sgmndpamnl.grandchild, parcnl‘ porenl. in-lfm:<repporenr,<ihling,spouse, child. or slcpchild' h "famlly mcmhcl" means an Employee’s relolive by hlood‘mamagc‘ panncrshlp or adopllon. includmg an Employee's spomc. panncr‘ parenr, srhlrng,glandpamnl. child. gronoehrlo,sum or unclc‘or comm, and slep, half—or m-law rclallons ofrlne some Iypcs of family members e "frlcnd" means on mdlvldual nol relarod by blood, manage or pormerslnipwill-lwhom an Employee enjoys a close poisons] relolionslnp o ~bnsrne<s a<socialc" means a person asmcialcd wlth an Employee lo adult»: 3 common ?nancml obyeenve 'Thc Almmnly nelmowlerlgmllml meMlcmgan (, vll rvxcl: ,ommmrom Rulr 2.3 «on nol melnoe gmduuld m m «e l ofmmrerlr re Famllymmunhcnmdthe llnneo. me, Dcpnmnenromeomry doe, nol l dragnndpamm m m oe?moon, uhmnn. lac Emu!) mumbu for l2 crnzo 2 and l2 cm lol 25 no of... abundmc ofeonnon. meAulhunly re mmmdu 'lndmg bum gundchlld and gxmdpmm m m: dc?nmun n?mmcdlah: lormlymmbcr Page 20 of 23 MSHDA’s Fraud Prevention Guidelines & Plan Page 21 of 23  Village of Farwell Complaint Resolution Process & Procedures for MSHDA MI Neighborhood Grant In coordination with the Michigan State Housing Development Authority (MSHDA), the Village of Farwell hereby established the following complaint resolution and process. This policy covers the subrecipient’s client complaint procedure, referrals to dispute resolution services, MSHDA review of complaint, and resolution determined by MSHDA. 1. Notification of Process. The Village of Farwell will inform all clients, contractors, volunteers, etc. of the complaint procedure when they are selected to participate in the program or upon receipt of a written complaint. 2. Timely Response. All complaints will be responded to by the program administrator (Village of Farwell Clerk) within fifteen (15) working days from the date that the complaint was received. 3. Notification to Chief Executive Officer or Executive Director. In the event that a complaint is received, the CEO or the Executive Director of the subrecipient (Village President) will be informed of any complaint that the program administrator fails to resolve. The Village of Farwell may ask the Village President to review the case a recommend a solution. 4. Establishment of Review Committee. The Village of Farwell will create a committee of at least three individuals who will hear and review all cases where the program administrator fails to resolve a complaint. The Review Committee will consist of the following: ▪ President Pro Tempore of the Village of Farwell. ▪ Zoning Administrator of the Village of Farwell. ▪ Member of the Village of Farwell Planning Commission that has building and/or construction knowledge. The claimant may choose to make a presentation or submit a written description (including documentation) to the committee for review. 5. Notification of Review Committee’s Decision. The Village of Farwell will inform the claimant within fifteen (15) working days from the date of the hearing. Page 22 of 23  Personnel Committee Minutes Monday, July 22, 2024 5:30 PM Village Hall Council Meeting Room Call meeting to order: 5:30pm Roll Call: Chair Amanda Pfruender, Trustee Shawn Burger, and Trustee Tonya Roe. I. Employee Travel Time Discussion a. The Committee reviewed the options of compensating for travel time. The Committee recommends that employees are paid for travel time based upon the distance/time traveled from the home office location to the non-home site, and to use these hours as regular hours worked. This would include the hours in overtime and comp time calculations. The Committee recommended that travel time use the time from GPS, Google Maps, etc. II. Alternative hour work week. a. The Committee reviewed the possibility of utilizing an alternative schedule work week, for example four ten-hour days, four nine-hour days and one four-hour day, etc. At this time the Committee did not see a need for the change. III. Adjournment: 5:45pm IV. Next Meeting: TBD Page 23 of 23