Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, December 16, 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 12.02.2024 Regular Council Minutes 9 - 10 b. Special Meeting Minutes Page 1 of 13  12.09.2024 Regular Council Minutes IV. PUBLIC COMMENT V. UNFINISHED BUSINESS VI. NEW BUSINESS a. Jeff Linton 11 b. Farmer's Market Deficit deficit letter c. Ross Wilson d. 199 W. Main St. e. Verizon f. Steering Committee Appointment g. Change Order No. 1 h. The Isabella Corporation Application for Payments No. 2 VII. ADMINISTRATIVE REPORT VIII. TREASURER REPORT IX. ZONING REPORT X. COMMITTEE REPORT a. Finance 12 b. Parks & Rec 12.05.2024 P&R Minutes 13 c. DPW 12.4.2024 DPW Minutes Page 2 of 13 d. Personnel XI. PRESIDENT DISCUSSION XII. ADDITIONAL REMARKS XIII. EXTENDED PUBLIC COMMENT XIV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON JANUARY 6TH, 2024, AT 6PM. Page 3 of 13  MINUTES Regular Council Meeting 6:00 PM - Monday, December 2, 2024 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, December 2, 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. RESIGNATION OF TONYA ROE a. Motion was made by Trustee Amanda Pfruender and seconded by Trustee Victoria Williams to accept the resignation of Trustee Tonya Roe from Village Council. Roll Call Present: Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Amanda Pfruender, and President Tracey Jackson II. OATHS OF OFFICE a. The oath of office was administered by Trustee Gina Hamilton and recited by Tracey Jackson as she was sworn in for a two-year term as president. The oath of office was also administered by Trustee Gina Hamilton and recited by both Victoria Williams and Marvin Frayer as they were sworn in as Trustees for a four-year term. Amanda Pfruender was excused from council. Roll Call Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Marvin Frayer, and President Tracey Jackson. One Vacant. III. APPROVAL OF THE AGENDA a. Trustee Victoria Williams made a motion to approve the agenda Trustee Jeff Linton seconded the motion. Carried Page Page41ofof13 5 IV. 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 Jeff Linton made a motion to approve the consent agenda Trustee Victoria Williams seconded the motion. Carried V. ADOPTION OF MINUTES a. *Monday, November 18, 2024, regular Council Meeting Minutes. VI. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR NOVEMBER 2024 IN THE AMOUNT OF $132,709.34 a. Trustee Gina Hamilton made a motion to approve the bills for November 2024 in the amount of $132,709.34 Trustee Victoria Williams seconded the motion. Roll Call. Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Marvin Frayer, Trustee Amanda Pfruender and President Tracey Jackson. VII. PUBLIC COMMENT No public comments were received at this time. VIII. UNFINISHED BUSINESS None IX. NEW BUSINESS a. Appointment of Vacant spot of Council President Tracey Jackson appointed Amanda Pfruender to the vacant council position for a two-year term. Trustee Gina Hamilton administered the oath of office, which was recited by Amanda Pfruender. A new roll call was given which included Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Marvin Frayer, Trustee Amanda Pfruender, and President Tracey Jackson. b. DWSRF President Tracey Jackson provided the council with an update on the DWSRF status for the Village of Farwell. Brian Rowley from Fleis and Vandenbrink joined the meeting via Microsoft Teams to explain the terms of the funding and the milestone schedule, should the council decide to move forward. The Village is set to receive $980,000 in grant funds from the Michigan Department of Environment, Great Lakes, and Energy, which represents 40% of the total estimated project cost. The remaining $1,470,000 of the final project cost will be covered by a low-interest DWSRF loan at a 1% interest rate for 40 years. Page Page52ofof13 5  This is the best-case funding scenario for the Village. The first step in the milestone schedule will be preliminary engineering by Fleis and Vandenbrink for reviews and permitting. Drinking water improvement construction is anticipated to begin in the spring of 2026. Trustee Victoria Williams gave the motion to approve the preliminary engineering by Fleis and Vandenbrink, and Trustee Gina Hamilton seconded the motion. While on the call, Brian Rowley provided a brief update to the council on the Mill Pond Park project. The project management team discovered a conflict between a cleanout and a force main near the parking lot of the park. This issue arose due to the timing of the survey for the sewer improvement project and the preliminary surveying for the Mill Pond Park. Fleis and Vandenbrink is working with Isabella Corp to resolve the issue. More updates on the Mill Pond Park project will be given at the next regular council meeting. c. Council Rules of Procedure Council members were given the Council Rules of Procedure to review. d. Elected Officials Training Council members were presented with information for the 2025 Virtual Newly Elected Officials Training by Michigan Municipal League in February. The council agreed to registering for the virtual session which will cost $95 per person. e. President Pro Tempore Appointment President Tracey Jackson appointed Trustee Amanda Pfruender as president pro tempore. f. Committee Selection President Tracey Jackson appointed new committee selections and a council member to planning commission. Finance: Chair Gina Hamilton Victoria Williams Jeff Linton DPW: Chair Amanda Pfruender Victoria Williams Marvin Frayer Personnel: Chair Amanda Pfruender Page Page63ofof13 5  Shawn Burger Marvin Frayer Parks and Recreation: Chair Gina Hamilton Jeff Linton Shawn Burger Planning Commission: Amanda Pfruender g. Calendar Year Meeting Schedule Trustee Gina Hamilton made a motion to approve the 2025 Calendar Year Meeting(s) Schedule Trustee Amanda Pfruender seconded the motion. h. Closed Holidays Office closure dates for the 2025 calendar year were reviewed and modified. Instead of being closed on Christmas Eve and New Year's Eve, the office will remain open on those days and will be closed on the day after Christmas and the day after New Year's Eve. This was approved by general consensus of the Council. i. Resolution 2024-16 Trustee Amanda Pfruender made a motion to approve "Resolution 2024-16 Village of Farwell Deficit Elimination" Trustee Gina Hamilton seconded the motion. Roll Call. Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Marvin Frayer and President Tracey Jackson. Motion Carried. j. RCL Pay Application 5 Trustee Gina Hamilton made a motion to approve RCL Pay Application 5 in the amount of $271,825.96, Trustee Amanda Pfruender seconded the motion. Roll Call. Trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Marvin Frayer, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams and President Tracey Jackson. Motion Carried. k. Change Order 4 Trustee Amanda Pfruender made a motion to approve "Change Order 4" in the amount of $54,950.00 Trustee Gina Hamilton seconded the motion. Roll Call. Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Marvin Frayer and President Tracey Jackson. Motion Carried. X. ADMINISTRATIVE REPORT Applicants for the Clerk position were reviewed by council. XI. TREASURER REPORT Page Page74ofof13 5  a. The treasurer's report was reviewed by council and no questions were asked. XII. ZONING REPORT No zoning report at this time. XIII. COMMITTEE REPORT a. Finance No additional remarks at this time. b. Parks & Rec Tonya updated the council on the Holiday Lights Festival and decorating in the park. c. DPW Meeting scheduled for later this week. d. Personnel Council was reminded of interviews for the Clerk position which will take place on Monday, December 9. XIV. PRESIDENT DISCUSSION a. President Tracey Jackson presented the council with a complaint form she received from a resident. XV. ADDITIONAL REMARKS XVI. EXTENDED PUBLIC COMMENT a. Comments were received from Mrs. Moore. XVII. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 7:25pm Trustee Victoria Williams seconded the motion. NEXT REGULAR COUNCIL MEETING ON DECEMBER 16TH, 2024. Clerk/Treasurer President Page Page85ofof13 5  MINUTES Special Meeting 6:00 PM - Monday, December 9, 2024 Village Council Room The Special of the Village of Farwell was called to order on Monday, December 9, 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 Marvin Frayer EXCUSED: I. APPROVAL OF THE AGENDA a. Trustee Amanda Pfruender made a motion to approve the agenda Trustee Victoria Williams seconded the motion. Carried II. PUBLIC COMMENT a. No public comments received at this time. III. NEW BUSINESS a. The Council conducted the following two interviews for the Clerk/Treasurer position 6:00pm: Bobbi Mozek 6:20pm: Ross Wilson Two no-shows Jessica DeVerney Jodi Glen The Council discussed the two applicants. Trustee Gina Hamilton made a motion to hire Ross Wilson as the Clerk/Treasurer at a rate of $27.00 per hour, with reviews at 30 and 90 days. With a $1.00 per hour raise at the 90-day review pending performance. Tentative start date will be December 23, 2024, Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Marvin Frayer, Trustee Jeff Linton, Trustee Shawn Burger, Page Page91ofof13 2  Trustee Victoria Williams and President Tracey Jackson. Nays: None. Motion Carried. b. Budget Discussion The Council discussed having Jason come to the budget meeting and possibly having them in February if needed. IV. EXTENDED PUBLIC COMMENT a. No public comments received at this time. V. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 7:13pm Trustee Marvin Frayer seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON DECEMBER 16TH, 2024. Clerk/Treasurer President Page Page 102ofof13 2  109 S. Hall St. P.O. Box 374 Farwell, MI 48622 Phone: 989.588.9926 Fax: 989.588.4352 Michigan Department of Treasury Municipal Finance Section Attn: Jeffrey Schwartz, I hope this letter finds you well. I am writing to address the projected revenues for the Village in the upcoming 2025 fiscal year. As per our records, the plan indicates revenues of $15,400, marking a substantial 90% increase from the previous year’s total of $8,094. According to the Numbered Letter 2016-1, any revenue increases or expenditure decreases exceeding 5% require an explanation. Given that our revenue projection significantly surpasses this threshold, we would like to assure you that we understand the importance of providing a detailed rationale behind such an increase. The anticipated growth in our revenues can be attributed to a couple key factors; • New Initiatives and Programs: The Village has introduced a range of new initiatives aimed at attracting tourism and increasing community participation. These efforts are expected to drive both direct revenue streams and ancillary economic growth. Including but not limited to The Lumberjack Festival which brought in $10,465.00 in donation in 2023. • Enhanced Local Business Compliance: Improved outreach and support for local businesses have resulted in higher support. A focus on collaboration with entrepreneurs has not only fostered growth in existing enterprises but also facilitated the emergence of new businesses within the Village. • Community Engagement: Lastly, our active engagement with the community has crafted an environment focused on improvement and development. Various workshops and public forums have encouraged the ideation of new revenue-generating programs. Including but not limited to the addition of our Winter Markets, which brings in vendor revenue. We appreciate the oversight provided by your office, and we are committed to maintaining transparency regarding our financial planning. Should you require further details or supporting documentation for our projections, please do not hesitate to contact me. Thank you for your attention to this matter, and we look forward to your continued support as we embark on this promising fiscal year. Warm regards, Lisa Graham Deputy Clerk Page 11 of 13  Parks & Recreation Meeting Minutes Thursday, November 7, 2024 5:30 PM Village Hall Council Meeting Room Call meeting to order: 5:00pm Pledge of Allegiance Roll Call: Trustee Gina Hamilton, Trustee Jeff Linton, Trustee Shawn Burger, Vicki Hamilton, Tonya Roe I. Events a. Holiday Lights Festival i. Tonya gave an update on the Holiday Lights Festival. Everything is coming together well. Gina mentioned that she may be able to set up a make-and-take craft table. b. Winter Market i. An update was given on the Winter Market. All is coming together well for that. Vicki and Tonya will review the vendor layout before the event takes place. c. Lumberjack Festival i. Tonya mentioned that with the festival and markets finishing up, she will begin to focus on next year's events and preplan for the major ones, like the Lumberjack Festival. The committee discussed working on the budget and donation details for events at January's meeting. II. Old Business III. New Business IV. Adjournment – 5:30pm V. Next Meeting – Thursday, January 2, 2025 at 5:30pm Page 12 of 13  DPW Committee Meeting Minutes December 4, 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 Victoria Williams, Trustee Marvin Frayer and Trustee Amanda Pfruender. Absent: none Also present: DPW Supervisor Jason Walters I. Old Business a. No old business II. New Business a. The Committee exchanged phone numbers to set up group text for DPW communication. b. Jason provided the Committee with an update on Contract 2. Slabs poured, starting to get heat, working on driveway and roof is on. c. Jason discussed the upcoming “25” budget and the DPW’s needs. Jason is having to do more work without a clerk and he wanted to express his feelings of concerns over needing one. He also asked if we could get pricing on for help on the budget? III. Additional Remarks: Jason showed the Committee the location signs, after discussion they would like to know if this is something that LDFA/DDA are doing. Jason gave an update on Stevenson Wyman Funeral Home wanting a sprinkler system water meter installed, they are going to wait till spring. He said that Nottingham Apartments may decide to get one as well. Jason will be gone the whole week of December 9th-13, 2024. IV. Complaints: No complaints received. V. Adjournment: 7:02 pm. VI. Next Meeting: Thursday, January 16th, 2024 at 5:30 pm. Page 13 of 13