Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, January 6, 2025 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. Regular Council Minutes 12.16.2024 Regular Council Minutes Page 1 of 29  IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR DECEMBER 2024 IN THE AMOUNT OF $ $244,162.12. 8-9 a. 12.31.24 AP&Payroll V. PUBLIC COMMENT VI. UNFINISHED BUSINESS a. Salt Truck VII. NEW BUSINESS 10 - 22 a. RCL Pay Application No. 6 846542 PayRec6 23 b. Harsh Excavating Watermain Break Repairs Harsh Watermain Break 24 - 25 c. Mill Pond Change Order No. 2 CO 2 Mill Pond d. Tonya Roe 90 Day Review e. Water and Sewer Rates f. Budget g. Huntington h. MFCU 26 i. Earned Sick Time Act Earned Sick Time Act Poster VIII. ADMINISTRATIVE REPORT 27 a. 12.2024 Bank and Fund Report IX. TREASURER REPORT 28 a. 1.3.25 Treasurers Report Page 2 of 29  X. ZONING REPORT XI. COMMITTEE REPORT a. Finance 29 b. Parks & Rec 01.02.2025 P&R Minutes c. DPW - Next Meeting is January 16, 2025 at 5:30 pm. d. Personnel - First Monthly Meeting is January 21, 2025 at 5:30 pm. XII. PRESIDENT DISCUSSION XIII. ADDITIONAL REMARKS XIV. EXTENDED PUBLIC COMMENT XV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON JANUARY 20, 2025. Page 3 of 29  MINUTES Regular Council Meeting 6:00 PM - Monday, December 16, 2024 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, December 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 Marvin Frayer EXCUSED: I. APPROVAL OF THE AGENDA a. Trustee Victoria Williams made a motion to approve the agenda with the following additions: under New Business, item g. " Change Order No. 1" and under New Business, item h. " The Isabella Corporation Application for Payments No. 2" Trustee Amanda Pfruender seconded the 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 with modifications to the Regular Council Meeting Minutes 12.02.2024 under New Business item h. "Closed Holidays" to add the dates of the closures. Trustee Amanda Pfruender seconded the motion. Carried III. ADOPTION OF MINUTES a. *Monday, December 2, 2024 Regular Council Meeting Minutes b. *Monday, December 9, 2024 Special Meeting Minutes Trustee Victoria Williams made a motion to approve the special meeting minutes Trustee Marvin Frayer seconded the motion. Carried IV. PUBLIC COMMENT Page Page41ofof29 4  No public comments received at this time. V. UNFINISHED BUSINESS No Unfinished business at this time. VI. NEW BUSINESS a. Jeff Linton Jeff Linton would like to purchase the two lots next to the gas station, that the Village of Farwell owns for a $1.00 a lot. With the intension to build a business on in the next couple of years. Trustee Gina Hamilton made a motion to approve The Village of Farwell selling Jeff Linton the two vacant lots next to the gas station on Main St. for $1.00 a lot Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Amanda Pfruender, Trustee Marvin Frayer, Trustee Shawn Burger, Trustee Victoria Williams and President Tracey Jackson. Nays: None. Abstained: Trustee Jeff Linton. Motion Carried. b. Farmer's Market Deficit The letter for the Deficit Elimination Plan was presented to Council. c. Ross Wilson Trustee Amanda Pfruender made a motion to add Ross Wilson to all Isabella Bank accounts, give him online access and add him as a signer Trustee Jeff Linton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Jeff Linton, Trustee Marvin Frayer, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Gina Hamilton and President Tracey Jackson. Nays: None. Motion Carried. Ross will start on December 26, 2024. d. 199 W. Main St. The Council reviewed the documents and spoke with Mr. Jacob Gross about the compliance of 199. W. Main St. They have agreed to hold off on the ticket until the end of January 2025 pending the rental of the building. e. Verizon Lisa gave the Council an update on the cell phone bill and the issues they are having with getting the charges back down. f. Steering Committee Appointment President Tracey Jackson appointed Amanda Pfruender and Trustee Victoria Williams to the Steering Committee. The next meeting will be in January 2025 tentatively. VII. ADMINISTRATIVE REPORT a. Lisa spoke about going to the upcoming Chamber Event pertaining to the Earned Sick Time Act. Council discussion was had about Jason's accident with Page Page52ofof29 4  the salt truck. Lisa was able to get the No Fault Certifications for all the vehicles to the guys. The claim has been submitted for the salt truck and the Clare County Road Commision said we can borrow the truck as long as we need it. VIII. ZONING REPORT Julie's Report was handed out and reviewed by the Council. Trustee Victoria Williams said she couldn't find the complaint form online, Lisa said she would look for. If it is not there, she will add it to the website. IX. COMMITTEE REPORT a. Finance Trustee Gina Hamilton had a couple of questions, one was about the amount of money they spend every year to fix the electrical on main street. The Village just spent another $938.27 for electrical repairs, she wanted to know if they should revisit doing an overhaul on the electrical system and would the DDA be interested in helping. The next was why are we having so many calls to lift station one for high water alerts and the INA Store Credit. Lisa said Jason is looking into the INA Store credit and the high-water calls should be fixed with the new air pump. b. Parks & Rec The Committee stated that the Christmas Party went well and the Parade was a success. Trustee Jeff Linton stated that Tonya had talked to him about changing the Cry Baby Burger Challenge up for next year. c. DPW Trustee Amanda Pfruender said the meeting went really well; was probably the longest meeting they have ever had. The Committee feels that Jason should be more involved with the Budget process, so he can be aware of what he has to spend. d. Personnel The Committee has not had a recent meeting. X. PRESIDENT DISCUSSION President Tracey Jackson showed the Council pictures of the salt truck. XI. ADDITIONAL REMARKS No additional remarks received at this time. XII. EXTENDED PUBLIC COMMENT Trustee Victoria Williams asked President Tracey Jackson if she had spoken with Erika Prueter, Lisa had said she also had an email for President Tracey Jackson on this matter. President Tracey Jackson said she had responded to her but was having some phone issues, so maybe it didn't go through, she would reach out again. Page Page63ofof29 4 XIII. ADJOURNMENT Trustee Amanda Pfruender made a motion to adjourn the meeting at 6:52pm Trustee Marvin Frayer seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON JANUARY 6TH, 2024, AT 6PM. Clerk/Treasurer President Page Page74ofof29 4  VILLAGE OF FARWELL CHECK REGISTER & PAYROLL 12/01/2024-12/31/2024 Check Date Vendor Name Amount 12/5/2024 106064 CITY OF CLARE $ 150.00 12/5/2024 106065 DTE ENERGY $ 765.43 12/5/2024 106066 H & S COMPANIES $ 2,000.00 12/5/2024 106067 HUTSON INC. $ 21.93 12/5/2024 106068 LISA GRAHAM $ 68.34 12/5/2024 106069 MOORE AUTOMOTIVE $ 92.30 12/5/2024 106070 TONYA ROE $ 29.48 12/5/2024 106071 TRACE ANALYTICAL LABORATORIES, INC. $ 1,319.50 12/13/2024 119(E) VERIZON WIRELESS $ 681.01 12/13/2024 106072 CONSUMERS ENERGY $ 2,073.27 12/13/2024 106073 DON OSBORN $ 100.00 12/13/2024 106074 DRUG SCREENS PLUS $ 159.00 12/13/2024 106075 DUBOIS-COOPER ASSOCIATES $ 715.00 12/13/2024 106076 ETNA SUPPLY COMPANY $ 420.00 12/13/2024 106077 GFL ENVIRONMENTAL $ 3,511.05 12/13/2024 106078 HUTSON INC. $ 295.58 12/13/2024 106079 PRINTING SYSTEMS, INC. $ 225.11 12/13/2024 106080 REHMANN TECHNOLOGY SOLUTIONS $ 328.25 12/13/2024 106081 SEITER ELECTRIC, INC. $ 938.27 12/13/2024 106082 TRACEY JACKSON $ 89.00 12/19/2024 120(E) ISABELLA BANK $ 1,980.83 12/19/2024 121(E) STATE OF MICHIGAN $ 180.00 12/19/2024 122(E) WEX BANK $ 1,116.39 12/19/2024 106083 ACE HARDWARE $ 19.90 12/19/2024 106084 CLARE AUTOMOTIVE, INC. $ 156.95 12/19/2024 106085 CONSUMERS ENERGY $ 2,659.84 12/19/2024 106086 ISABELLA CORPORATION $ 170,725.12 12/19/2024 106087 JASON WALTERS $ 20.94 12/19/2024 106088 MAMC $ 700.00 12/19/2024 106089 PALMER'S HARDWARE $ 308.03 12/19/2024 106090 ROBBIN HARSH EXCAVATING, INC $ 10,300.00 12/19/2024 106091 TRACE ANALYTICAL LABORATORIES, INC. $ 266.00 12/19/2024 106092 VICKI HAMILTON $ 247.00 12/19/2024 106093 VISUAL EDGE IT $ 44.50 12/19/2024 106094 WALLACE REPAIR $ 306.65 12/26/2024 123(E) MICHIGAN RURAL WATER ASSOCIATION $ 415.00 12/30/2024 106095 AT&T $ 378.58 12/30/2024 106096 AT&T MOBILITY $ 68.50 12/30/2024 106097 BLUTECH DATA LLC $ 250.00 12/30/2024 106098 BOUCHEY & SONS $ 103.50 12/30/2024 106099 CITY OF CLARE $ 150.00 12/30/2024 106100 CLARE AUTOMOTIVE, INC. $ 801.94 12/30/2024 106101 CONSUMERS ENERGY $ 3,288.17 Page 8 of 29 12/30/2024 106102 GALGOCI OIL CO. $ 650.50 12/30/2024 106103 INDUSTRIAL CRYOGENIC ENGINEERING $ 56.88 12/30/2024 106104 MAMC $ 800.00 12/30/2024 106105 MICHIGAN MUNICIPAL RISK MANAGEMENT $ 4,650.75 12/30/2024 106106 MIDDLE MICHIGAN DEVELOPMENT CORP. $ 5,000.00 12/30/2024 106107 MISS DIG SYSTEM, INC $ 1,094.63 12/30/2024 106108 REHMANN TECHNOLOGY SOLUTIONS $ 136.50 12/30/2024 106109 SHULTS EQUIPMENT, LLC $ 586.03 12/30/2024 106110 SMITH TRUCK BODY LLC $ 96.52 12/30/2024 106111 STANDARD INSURANCE COMPANY $ 144.75 12/30/2024 106112 TONYA ROE $ 87.41 12/30/2024 106113 WADE TRIM $ 235.20 Total of 55 Checks: $ 222,009.53 DECEMBER 2024 PAYROLL 12/5/2024 Regular pay w/ opt out $ 10,831.46 12/19/2024 Regular pay $ 11,321.13 $ 22,152.59 TOTAL AP & PAYROLL - DECEMBER 2024 $ 244,162.12 Page 9 of 29 December 19, 2024 Ms. Tracey Jackson, Village President 109 S. Hall Street Farwell, MI 48622 RE: Village of Farwell USDA Wastewater System Improvements Project, Contract 2 – WWTP and LS Improvements Contractor Partial Pay Application Dear Tracey: Enclosed, please find the Application for Payment for the referenced project from RCL Construction Co., Inc. in the amount of $203,113.86 for work completed through November. We have reviewed the Application for Payment and recommend the Village approve payment to the contractor in the amount specified above. If you have any questions regarding the Application for Payment, please contact us. Sincerely, FLEIS & VANDENBRINK ENGINEERING, INC. Lauren Wittmann, PE Project Engineer Enclosure Cc: Lisa Graham, Deputy Clerk/Treasurer Jason Walters, DPW Supervisor 2960 Lucerne Drive SE Grand Rapids, MI 49546 P: 616.977.1000 F: 616.977.1005 Page 10 of 29  203,113.86 12/19/2024 Page 11 of 29 Page 12 of 29 Page 13 of 29 Page 14 of 29 Page 15 of 29 Page 16 of 29 Page 17 of 29 Page 18 of 29 Page 19 of 29 Page 20 of 29 Page 21 of 29 Page 22 of 29  ROBBIN HARSH EXCAVATING INC anOice 9395 S CLARE AVE W .m CLARE, MI 48617 Datg‘w Inv0|ce #___ 12/11/2024 112024 Phone # (989) 386-2752 BillTo Village of Fan/veil 109 S Hall Farwell, Ml 48622 ‘ P.O. Nuntber [W Description _ ‘ Quantity w Rate .- - Watermain Break Floyd St, 11.20.24 6,695.68 6,695.68 Discount 1 -3,347.84 —3,347.84 l ‘ l Page 23 of 29 l  CHANGE ORDER NO. 02 Owner: Village of Farwell Contractor: The Isabella Corporation Project: Mill Pond Park Improvements Engineer: Fleis & VandenBrink Engineering, Inc. Engineer’s Project #: 854410 Date Issued: January 2, 2025 The Contract is modified as follows upon execution of this Change Order: 1. Undercutting for piers. ADD $995.00 Contractor found buried building footings when auguring piers for south pavilion. In order to proceed with the pavilion piers, contractor removed 25’ of buried footing, backfilled and compacted undercut area with Class II Sand and hauled the concrete off site. The following “ADD’s” are in addition to the given Utility Service Allowance of $5,000 ($2,500 was used for each site). Consumers Energy along with the contractor, have quoted the necessary utility work and prep work. 2. Consumers Energy costs outside of Allowance ADD $1,020.00 230 S Corning St Location for North Lot: Open trench service wire from the utility pole to H-Frame meter socket location. ($3,520.00) Additional items to be completed by contractor per Consumers: o Contractor will need to remove and replace 20LF of concrete sidewalk to allow Consumers equipment to excavate the trench path. ƒ Sidewalk Prep and Grading (7 CY) ADD $767.97 ƒ Concrete Sidewalk, 4-inch (105.46 SFt) ADD $685.49 ƒ Restoration (75 SY) ADD $600.00 o Electrical contractor will need to place the meter socket on an H-Frame rack to support the meter socket and then feed from the H-Frame to the Hoffman box/enclosure per Consumers Energy standards. ƒ Included in base bid. ADD $0.00 3. Consumers Energy costs outside of Allowance ADD $602.25 332 Mill St. Location for South Lot: Customer installed conduit for service wire from newly placed utility pole to H-Frame meter socket location. ($3,102.25) Additional items to be completed by contractor per Consumers: o Electrical contractor will need to place the meter socket on an H-Frame rack to support the meter socket and then feed from the H-Frame to the Hoffman box/enclosure per Consumers Energy standards. ƒ Included in base bid. ADD $0.00 o Electrical contractor will need to place 3” conduit from utility pole location to the H-Frame location per the Customer Installed Conduit specification sheet. ƒ Trench and place conduit (60 LF) ADD $1,124.40 TOTAL $5,795.11 854410 Page - 1 Change Order No. 2 Page 24 of 29  CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Contract Price Original Contract Times: Substantial Completion: May 23, 2025 Ready for final payment: June 6, 2025 $ 1,098,092.50 Increase (Decrease) from previously approved Net Change from previously approved Change Change Orders No. 1 to 1 : Orders No. 1 to 1 : Substantial Completion: N/C $ 2,702.55 Ready for final payment: N/C Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: May 23, 2025 $ 1,100,795.05 Ready for final payment: June 6, 2025 Increase of this Change Order: Net Change of this Change Order: Substantial Completion: N/C $ 5,795.11 Ready for final payment: N/C Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: May 23, 2025 $ 1,106,590.16 Ready for final payment: June 6, 2025 RECOMMENDED: APPROVED: ACCEPTED: FLEIS & VANDENBRINK Digitally signed by Brian VILLAGE OF FARWELL THE ISABELLA CORPORATION Rowley DN: E=browley@fveng.com, CN=Brian Rowley, Brian Rowley OU=Traverse City, OU=FV-UserComputers, DC=fveng, DC=com Date: 2025.01.02 By: By: By: 14:41:26-05'00' Brian Rowley Title: Project Manager Title: Title: Date: January 2, 2025 Date: Date: 854410 Page - 2 Change Order No. 2 Page 25 of 29  MICHIGAN DEPARTMENT OF LABOR 8: ECONOMIC OPPORTUNITY /\ Page 26 of 29  Village of Farwell Bank and Fund Report Ending 12.31.2024 101 202 203 248 250 551 590 591 803 Acct # General Major Local DDA LDFA FM Sewer Water Drain Total Cash In Bank 101.000.001.000 $1,784,090.43 Gen. Fund CD #978 101.000.003.000 $169,460.03 Gen. Fund CD #979 101.000.003.001 $169,460.03 Huntington #5465 101.000.003.007 $24,285.00 Huntington #6821 101.000.003.008 $23,674.00 MFCU 00 101.000.003.009 $6,862.00 Cash In Bank 202.000.001.000 $548,580.48 Cash In Bank 203.000.001.000 $2,741.87 Cash In Bank 248-000-001.001 $20,846.23 Cash In Bank 250.000.001.001 $43,585.77 FM Bank Acct 551.000.003.001 $12,639.48 Cash In Bank 590.000.001.000 $121,342.35 Cash in Bank - Grant 590.000.001.005 ($271,738.38) Restricted RRI Reserve 590.000.002.500 $1,564,450.00 Restricted Bond Reserve 590.000.002.600 $44,000.00 Sewer Fund CD MFCU 590.000.003.006 $36,489.90 Cash In Bank 591.000.001.000 $23,162.44 Restricted RRI Reserve 591.000.002.500 $212,436.00 Restricted Bond Reserve 591.000.002.600 $101,400.00 Water Fund CD MFCU 591.000.003.002 ($44,167.00) Cash In Bank 803.000.001.000 $182,047.54 Total Cash In Bank* $2,177,831.49 $548,580.48 $2,741.87 $20,846.23 $43,585.77 $12,639.48 $1,494,543.87 $292,831.44 $182,047.54 $4,775,648.17 Beginning Fund Balance $803,707.26 $451,631.06 $11,106.43 $9,631.93 $572,516.30 $72,617.10 $1,535,386.29 $1,505,476.50 $155,912.34 $5,117,985.21 Revenues/Expenditures ($408,524.42) $106,919.80 ($5,899.65) $11,214.30 ($87,960.12) $5,381.46 ($52,826.76) $52,768.28 $27,570.26 ($351,356.85) Ending Fund Balance $395,182.84 $558,550.86 $5,206.78 $20,846.23 $484,556.18 $77,988.56 $1,482,559.53 $1,558,244.78 $183,482.60 $4,766,618.36 Liabilities $2,533,770.01 $19,124.41 $1,590.20 $- $ - $- $646,898.91 $2,681,818.30 $0.30 $5,883,202.13 Total Liabilities & Fund Balance $2,928,952.85 $577,675.27 $6,796.98 $20,846.23 $484,556.16 $77,988.56 $2,129,458.44 $4,240,063.08 $183,482.90 $10,649,820.47 101 General Cash In Bank $1,784,090.43 Gen. Fund CD #978 $169,460.03 Gen. Fund CD #979 $169,460.03 Huntington #5465 $24,285.00 Huntington #6821 $23,674.00 Page 27 of 29 MFCU 00 $6,862.00 Total General CIB $ 2,177,831.49  Village of Farwell Treasurer’s Report as of 1/03/2024 Update on taxes collected as of January 3rd, 2025 ▪ 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: $ 251,021.61 ▪ Left to Collect: $ 39,324.82 ▪ Percentage collected to Date: 86.45% Village Tax Roll $350,000.00 $300,000.00 $290,346.43 $250,000.00 $251,021.61 $200,000.00 $150,000.00 $100,000.00 $50,000.00 $39,324.82 $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 28 of 29  Parks & Recreation Meeting Minutes Thursday, January 2, 2025 5:30 PM Village Hall Council Meeting Room Call meeting to order: 5:30pm Pledge of Allegiance Roll Call: Trustee Gina Hamilton, Trustee Shawn Burger, Vicki Hamilton, and Tonya Roe I. Budget discussion a. The committee reviewed the expenses and revenue for Parks and Recreation and the Farmers Market from the current budget and made suggestions for improving funding allocations in the next budget cycle. The importance of keeping the two accounts separate was emphasized. The MSHDA Community Improvement Grant was discussed and added to the budget, with funds already allocated to specific projects as outlined in the plan. The creation of a line item specifically for donations was also discussed and will be reviewed with Ross during the budget meetings in February. II. Events a. December had two very successful events, the Holiday Lights Festival and the Winter Market. b. A tentative schedule of events was reviewed and adjusted. The final schedule, which will also include community events, will be added to the Village website. The times for the Back to School Carnival and Halloween in Farwell were shortened. Some events, such as Movie in the Park and the Lumberjack Festival, are dependent on the availability of hosts and vendors. The grand opening for Mill Pond Park will be scheduled upon completion of construction. The committee discussed potential ideas for the event, as well as suggestions to present to the Department of Natural Resources to ensure the pond remains healthy and sustainable for the community. The final walkthrough of the park is scheduled for Friday, June 6, by Fleis and Vandenbrink. III. Park a. Christmas lights will be removed, weather permitting. IV. Farmers Market a. Fees for seasonal vendors at the Farmers Market will increase from $135 to $185 in 2025. This change, which has not occurred in several years, will raise the fee per market from $5.87 to $8.04. V. Old Business VI. New Business a. The Michigan Farmers Markets Conference and the mParks Conference and Trade Show are scheduled for the same time in March. The committee agreed that the mParks Conference and Trade Show would be more beneficial for Tonya to attend. It will take place from March 3–6, 2025, at the Grand Traverse Resort. VII. Adjournment – 6:45pm VIII. Next Meeting – Thursday, February 6 @ 5:30pm Page 29 of 29