Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, October 7, 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 4-6 a. Regular Council Minutes 09.16.2024 Regular Council Meeting Minutes 7-9 b. Special Council Minutes Page 1 of 16  09.25.2024 Special Council Meeting Minutes IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR SEPTEMBER IN THE AMOUNT OF $137,937.33 10 - 11 a. AP & Payroll for September 9.30.24 AP & PAYROLL V. PUBLIC COMMENT VI. UNFINISHED BUSINESS a. Food Truck Ordinance VII. NEW BUSINESS 12 a. Resolution 2024-15, " Approving a Special Land Use for AMEDMA for Sate Licensed Adult Use Marijuana Facilities." Resolution 2024-15 Annual Adult Use Renewal -AMEDMA 13 b. Vonda Kushmaul-Military Banners military banner c. Krystal Haring d. Tonya Roe 14 - 15 e. DWSFR Farwell Village - Water Project Memo 2024.10.03 f. MDOT - PK Line Painting g. Habitat for Humanity Water/Sewer Service Line VIII. ADMINISTRATIVE REPORT IX. TREASURER REPORT 16 a. 10.03.2024 Treasurer's Report X. ZONING REPORT Page 2 of 16 XI. COMMITTEE REPORT a. Finance b. Parks & Rec c. DPW d. Personnel XII. PRESIDENT DISCUSSION XIII. ADDITIONAL REMARKS XIV. EXTENDED PUBLIC COMMENT XV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON OCTOBER 21ST, 2024 Page 3 of 16  MINUTES Regular Council Meeting 6:00 PM - Monday, September 16, 2024 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, September 16, 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 additional new bussiness items e. Approval of sidewalk quote and f. Approval of roof quote. 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 Victoria Williams seconded the motion. Motion Carried III. ADOPTION OF MINUTES a. Make amendments to item F New Business to include raise amount and effective date of raise to be September 3rd, 2024. For September 3rd, 2024 Regular Council Meeting Minutes. b. Monday, September 3rd, 2024 Regular Council Meeting Minutes IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR AUGUST IN THE AMOUNT OF $80,521.69 a. Trustee Jeff Linton made a motion to approve the payment of bills and payroll for August 2024 in the amount of $80,521.69 Trustee Gina Hamilton seconded the motion. Roll call. Yeas: Trustee Jeff Linton, Trustee Gina Hamilton, Trustee Page Page41ofof16 3  Victoria Williams, Trustee Amanda Pfruender, Trustee Tonya Roe, Trustee Shawn Burger and President Tracey Jackson. Nays: None. Motion Carried. V. UNFINISHED BUSINESS a. Jason said he spoke with Mr. Wyman about his usage, he has no concerns. The Village will put together some quotes for Mr. Wyman. VI. NEW BUSINESS a. Trustee Gina Hamilton made a motion to approve the Fleis & Vandenbrink's awards for the Millpond bid to Isabella Corporation in the amount of $1,098,092.50 Trustee Jeff Linton seconded the motion. Roll call. Yeas: Trustee Gina Hamilton, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Amanda Pfruender, Trustee Tonya Roe and President Tracey Jackson. Nays: None. Motion Carried. b. The Drinking Water State Revolving Fund was discussed with Brian from Fleis & Vandenbrink. The Village was awarded a 60/40 grant, we can get up to $2,332,000.00. c. Council reviewed an emailed from AT&T on replacing the current towers. Council gave permission to replace for AT&T to use their own engineers. d. Lisa was given permission by the Council to fill the empty seat on the Land Bank. The next meeting for the Land Bank is October 24th, 2024 at 1:00pm in Harrison, MI. e. Trustee Amanda Pfruender made a motion to award the sidewalk bid to Wilcox Contracting in the amount of $47,250.00 Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Tonya Roe, Trustee Victoria Williams, Trustee Gina Hamilton and President Tracey Jackson. Nayes: None. Motion Carried. f. Trustee Jeff Linton made a motion to approve the frost brown steel panel roof quote from Dale Brubacker in the amount of $11,200.00 Trustee Shawn Burger seconded the motion. Roll Call. Yeas: Trustee Jeff Linton, Trustee Shawn Burger, Trustee, Trustee Victoria Williams, Trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Tonya Roe and President Tracey Jackson. Nayes: None. Motion Carried. Jason said the work will be done beginning of November if not sooner, quote includes all permits needed. VII. ADMINISTRATIVE REPORT a. Lisa provided an administrative update to Council. VIII. TREASURER REPORT a. The Treasurer's Report as of September 13, was presented to Council. IX. ZONING REPORT a. An updated Zoning Report was presented to Council. Page Page52ofof16 3 X. COMMITTEE REPORT a. Finance - b. Parks & Rec c. DPW -Lear is looking at cameras for us as to who hit the hydrant out there. 103 E Ohio complaint- DPW will be putting in a crock drain in the sidewalk to help eliminate the water problem. d. Personnel-next meeting is September 20th, 2024 at 5:30pm. XI. PRESIDENT DISCUSSION a. President Tracey Jackson informed the Council of a possible issue regarding Lumberjack items not being at the office. XII. ADDITIONAL REMARKS XIII. EXTENDED PUBLIC COMMENT a. Dave WIlliams spoke. b. Brian Rowley informed the Council that the Application Payments from last month didn't get submitted back for payments correctly, it has since been taken care of. He has more payments, a Change Order and Contract One Substantial Completion ready for Councils approval. XIV. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 7:16pm Trustee Tonya Roe seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON OCTOBER 7TH, 2024. a. Special Council Meeting on September 25th, 2024 at 6pm. Clerk/Treasurer President Page Page63ofof16 3  MINUTES Special Meeting 6:00 PM - Wednesday, September 25, 2024 Village Council Room The Special of the Village of Farwell was called to order on Wednesday, September 25, 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 Gina Hamilton made a motion to approve the agenda with the following addition: under New Business, item h. "Fleis & Vandenbrink invoice #70975" to be discussed before interviews start Trustee Victoria Williams seconded the motion. Motion Carried. to approve the agenda II. NEW BUSINESS a. Certificate for Substantial Completion. Trustee Jeff Linton made a motion to approve Certificate of Substantial Completion from Rohde Brothers Excavating, Project No. 846541, in the amount of $61,085.00 Trustee Gina Hamilton seconded the motion. Roll Call. Yeas: Trustee Jeff Linton, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Tonya Roe, Trustee Amanda Pfruender and President Tracey Jackson. Nays: None. Motion Carried. b. Change Order No. 3 Trustee Jeff Linton made a motion to approve Change Order No. 03 from Rohde Brothers Excavating, Project No. 846541, decrease amount of $19,961.50 Trustee Gina Hamilton seconded the motion. Roll Call. Yeas: Trustee Jeff Linton, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Tonya Roe, Trustee Amanda Pfruender and President Tracey Jackson. Nays: None. Motion Carried. c. Rhode Brothers Pay Application Page Page71ofof16 3  Trustee Amanda Pfruender made a motion to approve Rohde Brothers Excavating, Project No. 846541, in the amount of $72,913.45 Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Jeff Linton, Trustee Tonya Roe, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Gina Hamilton and President Tracey Jackson. Nays: None. Motion Carried. d. RCL Construction Pay Application Trustee Amanda Pfruender made a motion to approve RCL Construction, Project No. 846542, in the amount of $54,904.81 Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Victoria Williams, Trustee Gina Hamilton, Trustee Tonya Roe, Trustee Jeff Linton, Trustee Shawn Burger and President Tracey Jackson. Nays: None. Motion Carried. e. Rehmann Monitored IT Program Trustee Gina Hamilton made a motion to approve Rehmann Monitored IT Program, in the amount of $328.25 monthly Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Amanda Pfruender, Trustee Tonya Roe and President Tracey Jackson. Nays: None. Motion Carried. Trustee Tonya Roe excused herself at 6:12pm before interviews started. f. The Council conducted the following three interviews for the Clerk/Treasurer position 6:15pm: Krystal Haring 6:30pm: Kristy Jones 6:45pm: Sara Arts The Council discussed the three applicants. Trustee Amanda Pfruender made a to hire Krystal Haring as the Clerk/Treasurer at a rate of $19.00 per hour, with a possible wage increase after a ninety-day review, for forty hours per week and start date of September 30th, 2024, Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Gina Hamilton and President Tracey Jackson. Nays: None. Absent: Trustee Tonya Roe. Motion Carried. g. The Council conducted the following four interviews for the Park & Recreation Coordinator/Administrative Assistant Position 7:00pm: Tonya Roe 7:15pm: Rebekah Miller 7:30pm: Euri Garcia 7:45pm: Carissa Brettingham Page Page82ofof16 3  The Council discussed the four applicants. Trustee Victoria Williams made a to hire Tonya Roe as the Park & Recreation Coordinator/Administrative Assistant at a rate of $17.00 per hour, with a possible wage increase after a ninety-day review, for part-time hours 25-32 per week and start date of October 8th, 2024, pending an accepted resignation from Council as a Trustee at the October 7th, 2024, Regular Council Meeting, Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Victoria Williams, Trustee Jeff Linton, Trustee Amanda Pfruender, Trustee Shawn Burger, Trustee Gina Hamilton and President Tracey Jackson. Nays: None. Absent: Trustee Tonya Roe. Motion Carried. h. Fleis & Vandenbrink Invoice # 70975 Trustee Gina Hamilton made a motion to approve the Fleis & Vandenbrink Invoice #70975, in the amount of $31,038.04 Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Tonya Roe, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams and President Tracey Jackson. Nays: None. Motion Carried. III. EXTENDED PUBLIC COMMENT NOTICE POSTED ON MONDAY, SEPTEMBER 23, 2024 AT 9:00AM IV. ADJOURNMENT Clerk/Treasurer President Page Page93ofof16 3  VILLAGE OF FARWELL CHECK REGISTER & PAYROLL 09/01/2024 - 09/30/2024 Check Date Check Vendor Name Amount 9/3/2024 105902 MADELYN LABEAU AND GARY VANBLARCOM $ 175.30 9/4/2024 105903 AT&T MOBILITY $ 68.50 9/4/2024 105904 BLUTECH DATA LLC $ 125.00 9/4/2024 105905 BOUCHEY & SONS $ 732.15 9/4/2024 105906 DTE ENERGY $ 445.74 9/4/2024 105907 ELHORN ENGINEERING COMPANY $ 299.00 9/4/2024 105908 FAMILY FARM AND HOME $ 54.97 9/4/2024 105909 H & S COMPANIES $ 17,500.00 9/4/2024 105910 INDUSTRIAL CRYOGENIC ENGINEERING $ 228.96 9/4/2024 105911 JULIE ALBRIGHT $ 38.19 9/4/2024 105912 MICHAEL HENRY TREE SERVICES LLC $ 500.00 9/4/2024 105913 REHMANN TECHNOLOGY SOLUTIONS $ 150.75 9/4/2024 105914 RIETH-RILEY CONSTRUCTION $ 46,470.00 9/4/2024 105915 SEITER ELECTRIC, INC. $ 110.00 9/4/2024 105916 SHARPCO WELDING & FABRICATION LLC $ 45.36 9/4/2024 105917 STAPLES $ 233.43 9/4/2024 105918 TRACEY JACKSON $ 105.00 9/4/2024 105919 TRI LAKES PETROLEUM LLC $ 995.92 9/4/2024 105920 VERIZON WIRELESS $ 355.51 9/4/2024 105921 VICKI HAMILTON $ 474.50 9/4/2024 105922 VISUAL EDGE IT $ 30.00 9/5/2024 113(E) ISABELLA BANK $ 4,179.98 9/11/2024 105925 BLUTECH DATA LLC $ 250.00 9/11/2024 105926 BOB'S TIRE STORE $ 15.00 9/11/2024 105927 CITY OF CLARE $ 125.00 9/11/2024 105928 CLARE COUNTY REVIEW $ 160.00 9/11/2024 105929 CONSUMERS ENERGY $ 2,108.93 9/11/2024 105930 FAMILY FARM AND HOME $ 49.99 9/11/2024 105931 GFL ENVIRONMENTAL $ 3,511.05 9/11/2024 105932 MOORE AUTOMOTIVE $ 16.98 9/11/2024 105933 PALMER'S HARDWARE $ 684.39 9/11/2024 105934 REHMANN TECHNOLOGY SOLUTIONS $ 110.00 9/11/2024 105935 TRACE ANALYTICAL LABORATORIES, INC. $ 222.50 9/18/2024 105936 AT&T $ 378.40 9/18/2024 105937 BOB'S TIRE STORE $ 1,870.00 9/18/2024 105938 CONSUMERS ENERGY $ 1,987.80 9/18/2024 105939 GATEWAY MFG. $ 1,045.00 9/18/2024 105940 MICHIGAN PIPE & VALVE $ 262.00 9/18/2024 105941 MOORE AUTOMOTIVE $ 26.94 9/18/2024 105942 MYMICHIGAN HEALTH $ 90.00 9/18/2024 105943 PITNEY BOWES, INC. $ 603.75 9/18/2024 105944 SMITH TRUCK BODY LLC $ 68.48 Page 10 of 16  9/18/2024 105945 STAPLES $ 111.30 9/18/2024 105946 TRACE ANALYTICAL LABORATORIES, INC. $ 692.00 9/18/2024 105947 VISUAL EDGE IT $ 44.50 9/18/2024 105948 WEX BANK $ 936.05 9/24/2024 114(E) ISABELLA BANK $ 818.92 9/24/2024 105951 CONSUMERS ENERGY $ 2,742.90 9/24/2024 105952 ELHORN ENGINEERING COMPANY $ 511.00 9/24/2024 105953 FLEIS & VANDENBRINK $ 12,000.00 9/24/2024 105954 JOHNSTON ELEVATOR $ 302.85 9/24/2024 105955 STANDARD INSURANCE COMPANY $ 181.23 9/24/2024 105956 STAPLES $ 149.77 9/24/2024 105957 TRACE ANALYTICAL LABORATORIES, INC. $ 269.25 9/26/2024 105958 DALE BRUBACKER $ 11,200.00 Total of 55 Checks: $ 116,864.24 Less 1 Void Checks: $ 175.30 Total of 54 Disbursements: $ 116,688.94 September Payroll 9.9.24 Regular PayW/opt out $ 11,845.66 9.26.24 Regular Pay $ 9,402.73 Total Payroll $ 21,248.39 Total Ap & Payroll-September 2024 $ 137,937.33 Page 11 of 16  RESOLUTION 2024-15 APPROVING A SPECIAL LAND USE FOR AMEDMA FOR STATE LICENSED ADULT USE MARIJUANA FACILITIES A resolution of the Village of Farwell Council: WHEREAS a Special Land Use for land located at 1250 Commerce Drive, Farwell, Michigan has been established within which American Medical Marijuana Company, LLC, doing business as Amedma, conducts activities licensed under the Michigan Regulation and Taxation of Marihuana Act; and WHEREAS, the Adult Use Class C Marihuana Grower Permit expires upon September 01, 2024. WHEREAS, an annual renewal for each Special Land Use is required before the expiration. WHEREAS, the Village of Farwell has received an application from Amedma, to renew the permit issued by the Village of Farwell, to allow continuance of the licensed activities. WHEREAS, the activities conducted under the Michigan Regulation and Taxation of Marihuana Act are a “Class C” Growers license; WHEREAS, the Planning Commission has reviewed the Special Use and Medical Marijuana Permit applications, and held a public hearing on September 27, 2024 as required by Zoning Ordinance Section 15.04, after proper notice; WHEREAS, the Village Council finds that the application meets the requirements of the Zoning Ordinance and local regulation of medical marijuana growers; NOW THEREFORE BE IT RESOLVED THAT the Village of Farwell hereby approves the continuance of the Special Land Use, and the renewal of the Adult Use Marihuana Growers Permit, as set forth in the application submitted by Amedma. BE IT FURTHER RESOLVED that no additional conditions are imposed upon the Special Use. ALL RESOLUTIONS AND PARTS OF RESOLUTIONS INSOFAR AS THEY CONFLICT WITH THE PROVISIONS OF THIS RESOLUTION BE AND THE SAME ARE HEREBY RESCINDED. 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 7th day of October, 2024. _________________________________________________ Krystal Haring, Village Clerk Page 12 of 16 Page 13 of 16 To: Village of Farwell Council From: Andy Campbell, CPA Date: October 3, 2024 RE: Potential Water Project Dear Village of Farwell Council, This memo is being written to give the council a brief overview of the important financial details related to the potential water project. I met with Lisa and Krystal yesterday to discuss the potential water project and how we could help the council with potential water user rate impacts and other financial information about the project. Below are some details about the potential project: Estimated Total Project Cost - $5,830,000 Project Scope – Lead service line replacements, watermain replacements, meter replacements, water tower improvements Current EGLE Grant Offer - $2,332,000 (40% of total project costs) EGLE has notified the village that they would like a final decision on whether to accept the grant by the end of October. This has put the village in a tough spot, because I’m not sure if the above offer is final. The SRF program has pots of money for various project types and community types. Although the village has been offered a partial grant, the village did not receive loan funding money in the draft list. This means that if the current offer stands, the village would have to seek out another funding source to “fill the gap” in funding. The big question that remains is if the SRF program will offer loan funds to “fill the gap” or not. Although the village didn’t receive loan funds in the draft list, EGLE is currently working with the other communities that did to see if they will be accepting the funds or not. If some communities do not accept their loan, the funds will be distributed to other communities further down the funding list. The village is currently second in line for those funds, if there are any. Our first recommendation is the ask EGLE about the potential availability of loan funds to “fill the gap”. If loan funds are offered by EGLE, the loan repayment (on the current project estimate) would be for $3,498,000. This would result in a $107,000 yearly loan repayment over 40 years at the 1.00% interest rate. In very preliminary user rate estimates, a 40% water user rate increase would be required. The typical homeowner’s bill would go from approximately $45/month to $64/month. If EGLE does not give the village loan funds, USDA Rural Development is the next option. This is the same funding source the village recently used for the sewer project. The interest rate on the USDA project would be either 2.375% or 3.125% (this quarter’s rates). There is a potential for further grant funds from USDA, but that shouldn’t be counted on since there is currently a grant from SRF offered. The estimated debt payments for USDA would be $160,000/year (includes required covenants) for 40 years. In very preliminary user rate estimates, a 60% water user rate increase would be required if 2390 Woodlake Drive • Suite 300 • Okemos, Michigan 48864 (517) 580-0277 E-mail • acampbell@bendzinski.com Page 14 of 16 the full scope of the project is pursued. The typical homeowner’s bill would go from approximately $45/month to $72/month. If the village does not want to pursue the full scope of the project, it could be possible to scale back the scope and do a smaller project. It is important to note that the SRF grant is 40% of the full scope, or 40% of a lesser scope and the village will still have to find another funding source to “fill the gap”. Unfortunately, the village cannot just accept the grant funds only. If the village chooses to potentially reduce the scope, you will want to have that discussion with Brian Rowley soon. He will need to work with EGLE on the potential scope reduction and what is possible to reduce, while still being eligible for the grant. The most important decision to make right now is if the council may want to pursue the full project/reduced scope project, or decline the project and grant entirely. If the council does not want to do a project at all, you can inform EGLE of that decision. If the council would consider a project of some size, depending on the terms, it will be important to notify EGLE of that decision, and to wait until more information is known about whether a loan from them is being offered. If you have any questions or require additional information, please do not hesitate to contact me. Sincerely, Andy Campbell, CPA Registered Municipal Advisor Bendzinski & Co. 517-580-0277 acampbell@bendzinski.com 2390 Woodlake Drive • Suite 300 • Okemos, Michigan 48864 (517) 580-0277 E-mail • acampbell@bendzinski.com Page 15 of 16  Village of Farwell Treasurer’s Report as of 10/03/2024 Update on taxes collected as of October 3rd, 2024 ▪ Original Tax Roll: $ 290,346.43 ▪ Adjustments BOR: $ 0.00 ▪ Adjusted Original: $ 290,346.43 ▪ Interest added: $ 0.00 ▪ Total w/all adj.: $ 290,346.43 ▪ Collected to Date: $ 242,464.98 ▪ Left to Collect: $ 47,881.45 ▪ Percentage collected to Date: 83.5% Village Tax Roll $350,000.00 $300,000.00 $290,346.43 $250,000.00 $242,464.98 $200,000.00 $150,000.00 $100,000.00 $50,000.00 $47,881.45 $0.00 Adjusted Tax Roll Collected to Date Left to Collect Redistribution of Taxes from Village Operating Revenue ▪ Downtown Development Authority = $1,097.13 ▪ Local Development Finance Authority = $3,909.07 Page 16 of 16