Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, October 21, 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 4-8 a. Regular Council Minutes 10.07.24 Regular Council Meeting Minutes Page 1 of 13  IV. PUBLIC COMMENT V. UNFINISHED BUSINESS VI. NEW BUSINESS a. MMDC Meetings 9 - 11 b. Site Plan Approval for E. Main site plan application 10.10.24 c. Free Library 12 d. DWSRF Farwell Village - Project Scenarios 2024.10.16 e. Hunting at Mill Pond f. Bank Signatures g. GFL Dumpster VII. ADMINISTRATIVE REPORT VIII. TREASURER REPORT IX. ZONING REPORT X. COMMITTEE REPORT a. Finance b. Parks & Rec 13 c. DPW 10.17.2024 DPW Minutes d. Personnel XI. PRESIDENT DISCUSSION Page 2 of 13 XII. ADDITIONAL REMARKS XIII. EXTENDED PUBLIC COMMENT XIV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON NOVEMBER 4TH, 2024. Page 3 of 13  MINUTES Regular Council Meeting 6:00 PM - Monday, October 7, 2024 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, October 7, 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. RESINATION a. Trustee Amanda Pfruender made a motion to accept the resignation of Trustee Tonya Roe as of October 7th, 2024, Trustee Gina Hamilton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton and President Tracey Jackson. Nays: None. Vacant: One Motion Carried. New Roll Call was taken: Trustee Amanda Pfruender, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Gina Hamilton and President Tracey Jackson. Vacant: One II. APPROVAL OF THE AGENDA a. Trustee Victoria Williams made a motion to approve the agenda with addition: under New Business, item g., "Habitat for Humanity Water/Sewer Service Line" Trustee Gina Hamilton. Motion Carried. III. 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 Gina Hamilton seconded the motion. Carried Page Page41ofof13 5 IV. ADOPTION OF MINUTES a. *Monday, September 16, 2024, Regular Council Meeting Minutes b. *Wednesday, September 25, 2024, Special Council Meeting Minutes V. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR SEPTEMBER IN THE AMOUNT OF $137,937.33 a. Trustee Gina Hamilton made a motion to approve the payment of bills and payroll for September 2024 in the amount of $137,937.33 Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, and President Tracey Jackson. Nays: None. Vacant: One. Motion Carried. VI. UNFINISHED BUSINESS a. The Council discussed the Food Truck Ordinance and the recommendations from the Planning Commission concerning the need for it right now. After talking the Council is going to table the ordinance until a time it is needed. VII. NEW BUSINESS a. Resolution 2024-15, "Approving a Special Land Use for AMEDMA for Sate Licensed Adult Use Marijuana Facilities." Trustee Gina Hamilton made a motion to adopt Resolution 2024-15, "Approving a Special Land Use for AMEDMA for State Licensed Adult Use Marijuana Facilities" Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Amanda Pfruender, and President Tracey Jackson. Nays: None. Vacant: One. Motion Carried. b. Vonda Kushmaul-Military Banners The Council was presented with an opportunity to show support for some of our hometown heroes, with double sided vinyl banners that would hang on the back side of the poles on Main Street. Currently, the Village has 26 poles which would allow for 52 Veterans to be displayed. The Council unanimously approved of this project. The flags would be displayed from May through November. c. Krystal Haring Trustee Amanda Pfruender made a motion to add Krystal Haring to all Isabella Bank accounts, give her online access, add her on as a signer, along with issuing her a credit card, limit not to exceed $2500.00, Trustee Gina Hamilton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton and President Tracey Jackson. Nays: None. Vacant: One. Motion Carried. Page Page52ofof13 5  Trustee Gina Hamilton made a motion to add Krystal Haring to all Members First Accounts, Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Amanda Pfruender and President Tracey Jackson. Nays: None. Vacant: One. Motion Carried. Trustee Amanda Pfruender made a motion to add Krystal Haring to all Huntington Bank Accounts, Trustee Gina Hamilton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton and President Tracey Jackson. Nays: None. Vacant: One. Motion Carried. d. Tonya Roe Trustee Gina Hamilton made a motion to add Tonya Roe as a signer to Isabella Bank, issue her a credit card for the Farmer's Market Account with a limit not to exceed $500.00, and issue her a general credit card with a limit not to exceed $1,000.00, Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Amanda Pfruender and President Tracey Jackson. Nays: None. Vacant: One. Motion Carried. e. DWSRF Brian Rowley from Fleis & Vandenbrink spoke on the Village's options for the DWSRF grant and highlighted portions of Andy Campbell's Memo. Lisa then read an email that she received from a concerned citizen over the rising cost of the water bills, if the Village was to proceed with the grant at full capacity. f. MDOT - PK Line Painting PK will be here painting lines on Main Street starting early am on October 10th, 2024. The DPW will start blocking of the side off Main Street on Wednesday, October 9th, 2024, in preparation. Village residents have been notified by our all-call system and by Facebook. g. Habitat for Humanity Water/Sewer Service Line Trustee Amanda Pfruender made a motion to award Harsh Excavating with the Habitat for Humanity Water/Sewer Service Line Project in the amount of $10,300.00, Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Gina Hamilton and President Tracey Jackson. Nays: None. Vacant: One. Motion Carried. VIII. ADMINISTRATIVE REPORT a. Lisa and Krystal provided the Council with a Bank & Fund Report. IX. TREASURER REPORT a. Lisa provided the Council with an update of how taxes are going, as of right Page Page63ofof13 5  now the Village has collected 83.5% of taxes due. Krystal gave the Council an update of how her first week went. X. ZONING REPORT a. The Council was provided with a report from the Zoning Officer. XI. COMMITTEE REPORT a. Finance - Nothing to report at this time. b. Parks & Rec- Trustee Gina Hamilton said they are having a meeting with the new Parks and Rec Coordinator on October 9th, 2024, at 6pm. c. DPW-Trustee Jeff Linton said the guys hit the fence at the school with the skidsteer, and wanted to know if there was a report made for it. The next meeting is scheduled for October 16th at 5:30pm, the Committe would like to move it to October 17th at 5:30pm. d. Personnel- next meeting will be scheduled after the November Election takes place and new Trustee's are appointed. XII. PRESIDENT DISCUSSION a. President Tracey Jackson spoke about the MSHDA grant and the progress that has been made with it. XIII. ADDITIONAL REMARKS a. Lisa informed the Council that Harsh Excavating wanted a letter to let them know why they were not awarded the Sidewalk Project. President Tracey Jackson was going to send them one. Trustee Jeff Linton asked what time our noise ordinance is, he said GFL may be coming too early and violating our noise ordinance. XIV. EXTENDED PUBLIC COMMENT a. No additional comments received. XV. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 7:29pm Trustee Victoria Williams seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON OCTOBER 21ST, 2024 Clerk/Treasurer Page Page74ofof13 5 President Page Page85ofof13 5 Page 9 of 13 PROPOSED SITE PLAN E. [MAIN ST., FAR WELL, MICHIGA N MINIMUMFRUIT YARD SETBACK MINIMUMSDE YARD ETBACK MINIMUM REAR YARD ETEACK MAXIMUM BUILDINGHEIGIT MINIMUMLOT AREA MINIMUMLOT WIDTH MINIMUMLOT COVERAIE MS “0: FM PROTECTIM N UNDERGROUND UTILITIESJHE OWTRACTUI SIALL CALL 'MISS DIG' 1—600—482-7171 A MINIMUM3 3 ”KING DAYS PRIOR TO ANY EXCAVATION. ALL 'MISS DIG" PARTICIPATINGMEMBERSVALL8E APPRCPRIATELY NOTIFIED. THIS DES NOT RELIEVETHE CMT'RACTm OF THE RE?’ONSBIUT'Y 0F NOTIFYING UTILITYOWNERS mo MAY NOT EIE A PART OF THE 'MISS DIG' ALERTSYSTEM. SO7'-05'—24'W12.22 "mm- NBZ'-19'-48'W 32.01' THE UTILITYLOCAI'IMS AS HEREONSHOVMARE BASED (N FIELDOBSRVATIDNS AND A CAREFULREVIEW (3 MUNIGPALAND UTIUTY COMPANYRECGIDS. HOVEVER. IT IS NOT POSSIBLE TO DETERMINE THE PRECISE LOCATIM ANDDEPTH G UNDERMWND UTILITIESMTHWT EXCAVATIM. THEREFORE. WE CANNOTGUARANTEETHE ACCURACY 06'-56'—Io'w 11.74' OR COAPLETENESSCF THE BURIEDUTILITYINFMMATIGI HEREIN 540“. THE CMTRACTUR STALL CALL 'MISSOIG' (I—BOO—ZDZ—7I7I PRIOR TO ANY EXCAVATION. THE CONTRACTORIS RES’ONSBLE FOR VERIFYINOTHE UTIUTYLOCATICNSP?lm TO OWSTRUCTION AND SIALL MAKEEVERYEFFQIT TO PROTECT AND a? RELOCAIE THEM AS REWIREO. THE CUITRACT'M SHALL NOTIFY THE ENOINER/SJRVEYOR AS SOON AS POSSIBLE IN THE EVENT A DISCREPANCYIS FNND. UNDERGROUND SRVICE LEADS Fm GAS. ELECTRIC. TEEPHWE Am CABLE MAY BE AMOSS PRII'ERTY, NO INFORMATION AVAILABLEPEASE CALL MISS DIG. LEGEND swam: BOILARD GAS RIiR SOIL BORING CATCH BASIN (CURB INLET) GUY ANCHOR STORM SEWER MANHOIE — CATCH BASIN (ROUND) HYDRANT EXISTING TELEPHONE RISR — — CATCH BASIN (SQUARE) HYDRANT PROPOSED TREE CONIF'EROUS — CIEAN OUT POE TREE DECIDUOUS LUGHT DRAINAGEFLOW MAILBOX UTILITYPOLE ELECTRICALBOX MONITORING WELL WATERMAIN VALVE FOUND CDNC. MONUMENT SANITARY SEWER MANHOLE WATER SHUT—OFF FOUND IRON SET IRON FLOODLIGHT GAS MAIN VALVE SICN GAS METER LLNEIIEES BURIED ELECTRICALCABIE ASPHALT - EXISTING BURIED TELEPHONECABLE — CENTERUNEDF DITCH ASPHALT PROPOED FORCE MAIN GAS MAIN CONCRETE ROAD CENTERLINE LEGALDESCRIPTIONSPROVIDED:(WARRANTY DEED) SANITARY SEWER GRAVEL STORM SEWER DESGIIOED AS ECLLOWS: STUATED IN THE VILLAGEOF FARVELL(1ARE CWNTY.MICHIGAN. TOE OF SLOPE LANDSCAPING LOT 1. BLOCK32 AND THE WEST 8 FEETN THE VACATH) PART OF MERRILLSTREET DIRECTLYBETWEBILOT 5 BLOW 31 & LOT 1 (f 32 (F THE VILLAGE(f FARM TOP OF BANK REOmDED IN UBER l OF FLATS.PM: 3. GARE CNNTY RECORDS -ILL. — UTILITIES OVERHEAD RIP—RAP — UTILITIES UNDERGROUND EXISTINGBUILDING WATER MAIN Page 10 of 13 EX—SANMH'4 '9 RIM- 924.09 EX—SAN um RIM- 923.47 Page 11 of 13 ll_sa (“~40 I’-1 l/E'R 4' 2-9’ (l2'-6') ' (INTER PAN WITHMAY E REDUCED WHENAPPROVED BY THE ENGINEER. M00 Z 8—2 CURB NOT 7?] SCALE CONC REE 6' WWII? 5MB (4.000 Mi) POURED CONCRE TE AIR—ENTRAINED N MORE THAN 51 O _ . BE A MINIMUMOFT - - . COMPRESSIVEST >_ -6"x 5' $429me my ACCEPTABE. RE — NG SHEET 42 LES/ma 52:. n: or? [DUAL TH [2' (Al/N.) M007" TYPE // MAM/MR AM 727 BE CWPAL‘IED 7Z795X WMAX. OBI/57W AS OFTEN/NED BY 77-]! Aim/NED PROC‘TORMETHOD. /- APPROIED NAWRAL GRADE. ENGINEER 727 M7NE$$ PRW—ROLL QONQREZEPAQ CROSS—SECWON NOT m 5134M M/CH/G‘AN UN/HED KEY/N6 $Y57FM E SOIL EROS/0N at SED/MENfA770/VCWWOL MEASURES P = PERMANENT 7 = EMPORARY DETAIL O‘IARACTERISTICS un?t-5.1..." EX—SAN mm q’?‘ RIM- 923.47 *9  DRAFT 10/16/2024 Village of Farwell Estimated Water Project Scenarios Assumptions for 2023/24 FYE: Typical Homeowner's Monthly Bill $ 45.00 (assumed 4,500 gallons/month) Rate Revenues $ 270,795 Other Revenues 20,171 Estimated Operations & Maintenance Expenditures (177,718) Estimated Current Debt Service Payments (116,532) Net Operating Revenue $ (3,284) DRAFT DWSRF Project Details (significantly overburdened): Total Project Costs/Bond Amount $ 2,450,000 Less: State LSLR + WM Grant (40% of total) (980,000) Total Gap Funding Project Need $ 1,470,000 Open Market Bonding USDA Rural Development State Revolving Fund State Revolving Fund 30-year term [1] 40-year term [2] 30-year term 40-year term Interest Rate [3] 5.500% 2.375% 1.000% 1.000% Gap Funding Project Need $ 1,470,000 $ 1,470,000 $ 1,470,000 $ 1,470,000 Up-Front Funded Debt Service Reserve (DSR) 110,000 - - - Total Gap Funding Project Bond Issue Amount $ 1,580,000 $ 1,470,000 $ 1,470,000 $ 1,470,000 Annual Debt Service Payments $ 110,000 $ 57,750 $ 57,000 $ 45,000 Yearly DSR Funding - 5,775 - - Total Cash Flow Needed for Debt Service and DSR Funding $ 110,000 $ 63,525 $ 57,000 $ 45,000 Estimated Required Rate Increase [4] 41% 23% 21% 17% Estimated New Typical Homeowner's Monthly Bill $ 63.28 $ 55.56 $ 54.47 $ 52.48 (assumed 4,500 gallons/month) [1] Maximum term allowable in open market. Page 12 of 13 [2] USDA requires 40-year term for project funding. Prepayable at anytime. [3] Open market and USDA interest rates are estimates at this time. State Revolving Fund interest rate is locked in if funding is offered by the program. [4] Not holistic and not a recommendation. Only assumes debt service payments plus needed additional revenues to have positive cash flow required divided by current rate revenues. Full analysis needed in order to get to recommended increase. Increases for USDA and SRF can be layered in over a couple fiscal years, if desired.  DPW Committee Meeting Minutes October 17, 2024 5:30pm – Village Hall Council Meeting Room Call meeting to Order: The meeting was called to order at 5:30 pm. Pledge of Allegiance. A roll call was conducted. Present: Trustee Amanda Pfruender, Trustee Shawn Burger and Trustee Jeff Linton. Absent: none Also present: DPW Supervisor Jason Walters and Deputy Clerk/Treasurer Lisa Graham I. Old Business a. Jason gave an update on how the Sidewalk Project went. Said Wilcox Contracting did a good job and Wilcox did a few other little patch jobs, while they were here. II. New Business a. The complaint that the DPW had hit the fence by the school with the skid steer was discussed. Jason stated he nor his guys hit the fence. Jason then reached out to the head maintenance guy at the school, who also stated that the school does not have any new damage to the fence at Ohio and Michigan. b. Jason let the Committee know that he got the dump truck back from Truck & Trailer, the painter forgot to put hardener in the first time. That is why the paint bubbled up. Jason said stated how apologetic they were and that they did everything they could to make it right. c. Jason stated the red truck was picked up when the dump truck got dropped off. Truck & Trailer will have it for 2 weeks to place the utility box on. The Clare County Road Commission was kind enough to let us borrow a truck during this time so we are not down to one. III. Additional Remarks: Jason gave a Mill Pond and Sewer progress Report update to the Committee. The Committee and Jason started discussing budget items for the 2024/2025 year and what they would like to see. Trustee Shawn Burger mentioned the sidewalk on Wright that just ends, possibly being a project, Trustee Jeff Linton mentioned paving the alley behind Buccilli’s Pizza. Jason was going to reach out to MDOT for an update on the traffic study. Trustee Amanda Pfruender asked Jason about the scale down of the DWSRF. IV. Complaints: No complaints received. V. Adjournment: 5:54 pm. VI. Next Meeting: Thursday, November 14th, 2024 at 5:30 pm. Page 13 of 13