Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, February 17, 2025 Village Council Room Page CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL I. APPROVAL OF THE AGENDA 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 Meeting Minutes 02.03.2025 Regular Council Meeting Minutes 8-9 b. *Special Council Meeting Minutes 02.10.2025 Special Council Meeting Minutes Page 1 of 56  IV. PUBLIC COMMENT V. UNFINISHED BUSINESS 10 a. Watermain Break Watermain Break Invoice 11 b. Office Schedule Proposed Office Schedule 12 - 23 c. Handbook revisions Proposed Handbook Changes VI. NEW BUSINESS 24 - 28 a. Bendzinski & Co. - Updated Engagement Letter Engagement Letter 29 - 36 b. RCL Payment Application No. 8 RCL No. 8 37 - 39 c. Change Order No. 5 Change Order No. 5 40 - 42 d. USDA 440-11 USDA 440-11 43 - 47 e. MERS HCSP Addendum MERS Addendum VII. ADMINISTRATIVE REPORT VIII. TREASURER REPORT IX. ZONING REPORT 48 a. Complaint Complaint - Julie X. COMMITTEE REPORT Page 2 of 56  a. Finance 49 b. Parks & Rec 02.05.2025 P&R Minutes 50 - 55 c. DPW 02.13.2025 DPW Minutes 56 d. Personnel 2.11.2025 Minutes XI. PRESIDENT DISCUSSION XII. ADDITIONAL REMARKS XIII. EXTENDED PUBLIC COMMENT XIV. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON MARCH 3, 2025 AT 6:00PM; FINAL BUDGET MEETING ON FEBRUARY 24, 2025 AT 6:00PM Page 3 of 56  MINUTES Regular Council Meeting 6:00 PM - Monday, February 3, 2025 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, February 3, 2025, 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 with the following additions: add "Pay App No. 3" as item f. and "Watermain Break" as item g. under New Business. Trustee Gina Hamilton 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. III. ADOPTION OF MINUTES a. Regular Council Minutes Trustee Gina Hamilton made a motion to approve the January 20, 2025 meeting minutes with the following change under Committee Report item b. Parks & Rec: to change the date from February 18th to February 8th. Trustee Jeff Linton seconded the motion. Motion Carried. b. Special Meeting Minutes Trustee Victoria Williams made a motion to approve the consent agenda Trustee Gina Hamilton seconded the motion. Motion Carried. IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR JANUARY Page Page41ofof56 4  IN THE AMOUNT OF $91,576.95 a. Trustee Gina Hamilton made a motion to approve the payment of bills and payroll for January 2025 in the amount of $91,576.95 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 Marvin Frayer, President Tracey Jackson. Nays: None. Motion Carried. V. PUBLIC COMMENT a. No Comment VI. UNFINISHED BUSINESS a. Shut Off Notices Trustee Gina Hamilton made a motion to set final date for the usage of door knockers to deliver shut off notices for the month of April 2025, subsequently door knockers will no longer be used by the village. Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Marvin Frayer, Trustee Amanda Pfruender, and President Tracey Jackson. Nays: None. Motion Carried. VII. NEW BUSINESS a. John Gross Mr. Gross presented information about the development of a new business in the Village. b. Jett Bill Trustee Gina Hamilton made a motion to approve invoice no. 25453 from Jett Pump & Valve in the amount of $74,712.12. Trustee Victoria Williams seconded the motion. Roll Call. Yeas: Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Marvin Frayer, Trustee Amanda Pfruender, and President Tracey Jackson. Nays: None. Motion Carried. c. Office Schedule Discussed the office schedule and hours. Will table for the next meeting. d. PA152 Discussed the PA152 resolution, will table for the first March Meeting. e. AT&T Notice Discussed the AT&T notice on discontinuing service in the area. f. Pay App No. 3 Page Page52ofof56 4  Trustee Amanda Pfruender made a motion to approve the payment of invoice no. 3 from The Isabella Corporation in the amount of $94,232.90 for Mill Pond Improvements. Trustee Gina Hamilton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Marvin Frayer, Trustee Jeff Linton, Trustee Shawn Burger, Trustee Victoria Williams, and President Tracey Jackson. Nays: None. Motion Carried. g. Watermain Break Council discussed changing fees for watermain breaks during let run. Will table until the next meeting. VIII. ADMINISTRATIVE REPORT a. Bank and Fund Balance Report for January 2025 was presented to Council and reviewed. b. The Clerk presented the board with the Cole Inc. for building renovations. Council will discuss further at the next budget meeting. IX. TREASURER REPORT a. The January 2025 Treasurer's Report was presented to Council and reviewed. X. ZONING REPORT a. Complaint The Deputy Clerk presented the board with a complaint from a resident. Council will inquire further with Zoning Officer Julie Albright about the situation at the next meeting. XI. COMMITTEE REPORT a. Finance b. Parks & Rec Trustee Gina Hamilton brought to attention that the next winter market is February 8th. Trustee Victoria Williams discussed keeping EBT payments for the Farmers Market which the committee will look further into. The next meeting is 2/6/25. c. DPW The next DPW committee meeting is 2/13/25. d. Personnel The next Personnel committee meeting is 2/11/25. XII. PRESIDENT DISCUSSION a. No items at this time. Page Page63ofof56 4 XIII. ADDITIONAL REMARKS a. The Clerk presented the questionnaire from EGLE for the DWSRF project for board members to review. XIV. EXTENDED PUBLIC COMMENT a. No comments at this time. XV. ADJOURNMENT a. Trustee Victoria Williams made a motion to adjourn the meeting at 7:05pm, Trustee Amanda Pfruender seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY FEBRUARY 17TH AT 6:00PM AND BUDGET MEETING ON MONDAY FEBRUARY 10TH AT 6:00PM Clerk/Treasurer President Page Page74ofof56 4  MINUTES Special - Budget Workshop Meeting 6:00 PM - Monday, February 10, 2025 Village Council Room The Special - Budget Workshop of the Village of Farwell was called to order on Monday, February 10, 2025, 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 with the following addition: under New Business, item b. "Lumberjack Festival" Trustee Victoria Williams seconded the motion. Carried. II. PUBLIC COMMENT a. No public comments received at this time. III. UNFINISHED BUSINESS a. Salt Truck Trustee Jeff Linton made a motion to approve the purchase of the Freightliner 108SD Plus in the amount of $191,137 with financing for seven years at 6.31%. Trustee Marvin Frayer seconded the motion. Roll Call. Yeas: Trustee Jeff Linton, Trustee Marvin Frayer, Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger and President Tracey Jackson. Nays: None. Motion Carried. b. 2025-2026 Budget The Council conducted a draft budget review. The Clerk Ross Wilson, made note of changes recommended by council prior to the Final Budget meeting on February 24th. Trustee Amanda Pfruender made a motion to make the Park's and Recreation/Administrative Assistant position full time effective March 1st, 2025, Page Page81ofof56 2  Trustee Gina Hamilton seconded the motion. Roll Call. Yeas: Trustee Amanda Pfruender, Trustee Gina Hamilton, Trustee Victoria Williams, Trustee Shawn Burger, Trustee Jeff Linton, Trustee Marvin Frayer and President Tracey Jackson. Nays: None. Motion Carried. IV. NEW BUSINESS a. 2024-2025 Budget Amendments The Council conducted a review of budget amendments. The Clerk Ross Wilson, made note of changes recommended by council prior to the Final Budget meeting on February 24th. b. Lumberjack Festival Trustee Jeff Linton made a motion to hire the Great Lakes Timber Show in the amount of $3,500.00 to perform during the Lumberjack Festival. Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Jeff Linton, Trustee Amanda Pfruender, Trustee Marvin Frayer, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Gina Hamilton and President Tracey Jackson. Nays: None. Motion Carried. Trustee Jeff Linton made a motion to approve to approve the Village hosting the Lumberjack Festival on Friday, July 18th through Saturday July 19th, 2025. Trustee Amanda Pfruender seconded the motion. Roll Call. Yeas: Trustee Jeff Linton, Trustee Amanda Pfruender, Trustee Marvin Frayer, Trustee Shawn Burger, Trustee Victoria Williams, Trustee Gina Hamilton and President Tracey Jackson. Nays: None. Motion Carried. V. EXTENDED PUBLIC COMMENT a. No additional public comments received at this time. VI. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 8:13pm, Trustee Victoria Williams seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY, FEBRUARY 17, 2025 AT 6:00PM, FINAL BUDGET MEETING ON FEBRUARY 24 AT 6:00PM Clerk/Treasurer President Page Page92ofof56 2 Page 10 of 56 Page 11 of 56 Page 12 of 56 Page 13 of 56 Page 14 of 56 Page 15 of 56 Page 16 of 56 Page 17 of 56 Page 18 of 56 Page 19 of 56 Page 20 of 56 Page 21 of 56 Page 22 of 56 Page 23 of 56 Page 24 of 56 Page 25 of 56 Page 26 of 56 Page 27 of 56 Page 28 of 56 Page 29 of 56 Page 30 of 56 Page 31 of 56 Page 32 of 56 Page 33 of 56 Page 34 of 56 Page 35 of 56 Page 36 of 56 Page 37 of 56 Page 38 of 56 Page 39 of 56  USDA-RD ESTIMATE OF FUNDS NEEDED FORM APPROVED Form RD 440-11 FOR OMB NO. 0575-0015 (Rev. 10-00) 30-Day Period Commencing 01-2025 Name of Borrower Village of Farwell Items Amount of Funds $ Development Contract or Job No. Contract or Job No. Contract or Job No. Land and Rights-of-Way Legal Services 34,381.10 Engineering Fees Interest Equipment Contingencies Refinancing Initial O&M Other $ 34,381.10 TOTAL Prepared by Village of Farwell Name of Borrower By Date 2025/02/17 Approved by Date According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0575-0015. The time required to complete this information collection is estimated to average 1 hour per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. RD 440-11 (Rev. 10-00) Position 2 Page 40 of 56 Village of Farwell 109 South Hall Street April 19, 2024 PO Box 374 Project No: 846541 Farwell, MI 48622 Invoice No: 69339 Project 846541 Farwell - Sewer Improvements - Civil adrian@villageoffarwell.org For professional services rendered for the period February 25, 2024 to March 30, 2024 Amount Previous Current Billing Phase Fee Billing Billing Billing Basic Services 274,000.00 230,000.00 202,095.57 27,904.43 Construction RPR 87,000.00 0.00 0.00 0.00 Additional Services 55,000.00 25,034.55 25,034.55 0.00 Total Fee 416,000.00 255,034.55 227,130.12 27,904.43 Total Fee 27,904.43 Total this Invoice $27,904.43 Thank you for your business, it is sincerely appreciated. If there are any questions regarding this invoice or the services provided, please contact us at AR@fveng.com. Terms: Net 15 days Page 41 of 56 Village of Farwell 109 South Hall Street June 25, 2024 PO Box 374 Project No: 846541 Farwell, MI 48622 Invoice No: 70007 Project 846541 Farwell - Sewer Improvements - USDA adrian@villageoffarwell.org For professional services rendered for the period April 28, 2024 to May 25, 2024 Amount Previous Current Billing Phase Fee Billing Billing Billing Basic Services 274,000.00 242,300.00 236,500.00 5,800.00 Construction RPR 87,000.00 0.00 0.00 0.00 Additional Services 55,000.00 25,877.87 25,201.20 676.67 Total Fee 416,000.00 268,177.87 261,701.20 6,476.67 Total Fee 6,476.67 Total this Invoice $6,476.67 Thank you for your business, it is sincerely appreciated. If there are any questions regarding this invoice or the services provided, please contact us at AR@fveng.com. Terms: Net 15 days Page 42 of 56 Page 43 of 56 Page 44 of 56 Page 45 of 56 Page 46 of 56 Page 47 of 56 Page 48 of 56  Parks & Recreation Meeting Minutes Wednesday, February 5, 2025 5:30 PM Village Hall Council Meeting Room Call meeting to order: 5:30pm Pledge of Allegiance Roll Call: Gina Hamilton, Shawn Burger, Jeff Linton, Vicki Hamilton, and Tonya Roe I. Upcoming Events a. Winter Market on Saturday, February 8 9:00am-2:00pm i. Tonya reminded the committee about the upcoming Winter Market and informed them about the Cabin Fever Variety Show, offering additional activities in Farwell on Saturday. II. Park a. Tonya attended a Friends of Clare County Parks and Recreation board meeting and will continue to attend future meetings, representing the Village of Farwell. b. Arthur Mullins sent a rough draft of the Parks and Recreation section of the Village’s Master Plan, and Tonya provided edits along with additional information for Mill Pond Park III. Old Business a. Lumberjack Festival Tonya shared a message from Bruce at the Great Lakes Timber Show, which included a description of the lumber show and its logistical requirements. This topic will be discussed at the next special council meeting before moving forward. IV. New Business a. Tonya’s position i. The committee discussed the possibility of the Parks and Recreation Coordinator role becoming full- time with benefits, depending on the completion of the 2025-2026 budget. Tonya expressed her agreement with the potential for a full-time position. b. Special Event Summary from Joy Simmer i. Tonya had lunch with Joy Simmer, the Parks and Recreation Director for the City of Clare, to gain insight on events, budgeting, etc. Joy shared a special events document for record-keeping. c. Food Assistance Programs at the Farmers Market i. An update was provided regarding food assistance programs, following new federal guidelines for SNAP/EBT. Going forward, only qualified vendors will be able to accept SNAP/EBT cards, a change from the previous system where markets accepted SNAP/EBT payments and reimbursed vendors. ii. Tonya will explore options for credit card machines at the Farmers Market and compare their processing fees. d. Vendor applications and informational meeting i. Vendor applications will be updated to reflect the new federal guidelines and the increased seasonal market vendor fees. A call for applications will be sent out afterward. e. mParks Conference – Monday, March 3 – Thursday, March 6 in Traverse City i. Tonya reminded the committee that she will be away at a Parks and Recreation conference during the first week of March. V. Adjournment – 6:30pm VI. Next Meeting – Thursday, March 6 @ 5:30pm Page 49 of 56  DPW Committee Meeting Minutes February 13, 2025 5:30pm —Vi||age HallCouncil 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 Marvin Frayer and Trustee Victoria Williams. Absent: none Also present: DPW Supervisor Jason Walters and Deputy Clerk/Treasurer Lisa Graham Old Business 3. Jason brought a quote from Rhodes to buy the Sterling, which was $4,500.00. Jason said he has taken about $13,000.00 of equipment and electronics of the truck, to use on the next one. The Committee wanted this to be taken to the Council to review the offer. New Business a. The Committee discussed Water and Wastewater Training for Lisa and Tonya. Jason said they both help him with paperwork and he feels this would be a good training to go to and it is local. The training he recommended is on April 2, 2025, atJay’s Sporting Goods in Clare, Ml. b. The Committee discussed having a policy for frozen water meters. Jason said that meters are now $190 each and the Village pays for that. Most municipalities have some type of policy for the residents to cover this cost. Lisa was going to look at other municipalities to see what they charge and their policies. c. Jason gave talked to the Committee about the return of last years summer help, Wyatt would like to come back again this year and would be available as soon as May 9th,2025. Additional Remarks: Jason informed the Committee that on February 25th,2025, he and Lisa will be going to Truck and Trailer for a prebuild meeting on the new truck. They will also be taking the blade down at that time. The 2 small pavilions are going up now at the Millpond and the larger one will be later. Jason also informed them that fresh water will be started on Monday February 17, 2025, at the new Headworks building. He said things are really coming along nicely out there. IV. Complaints: No complaints received. Adjournment: 5:54 pm. Vl. Next Meeting: Thursday, March 13‘“,2025 at 5:30 pm. Page 50 of 56 Page 51 of 56  Clerk * From: DPW Fanzvell Sent: Monday, February 17, 2025 7:53 AM To: Clerk Subject: dump truck offer From: Jessica Woolever <jessica@rohdebrothers.com> Sent: Wednesday, February 5, 2025 1:27 PM To: DPW Farwell <farwelldpw@villageoffarwel|.org> Cc: Brian Rohde <brian@rohdebrothers.com> Subject: Single Axle Dump Truck Jason. We would be interested in buying the single—axle dump truck you have, as is, for $4500.00. Could you provide me with the VIN number and the year? Thankyou, Jessica Woolever Rohde Bros. Excavating, Inc. 1240 N Outer Drive - Saginaw, Mi 48601 O: 989.753.0294 C: 989.992.9525 F: 989.753.2028 “An Equal Opportunity Employer” Page 52 of 56 Page 53 of 56 7' Page 54 of 56  I916‘L1981’ IN QHV'D SLSI CIVOHQXV'I NOSNEIELS JSV3 W21 SBELTVM NOSVl' 08? 30W 80:! “Van:*xxxan******x=************x* peoa Bugueer VZL SWMEI BUIUIBJJ. Page 55 of 56  Personnel Committee Minutes Tuesday, February 11, 2025 5:30 PM Village Hall Council Meeting Room Call meeting to order: 4:30pm Roll Call: Trustee Marvin Frayer, Trustee Shawn Burger and Chair Amanda Pfruender Also Present: Lisa Graham Absent: None I. Employee Review: a) Jeff Meylan-present b) Noah Silvestro-present c) Jason Walters-present d) Tonya Roe-present e) Jane Mathews-approved to be absent f) Julie Albright-approved to be absent g) Lisa Graham-present II. Employee handbook/Earned Sick Time Act The Committee discussed possible changes to the handbook to allow for the Earned Sick Time Act allocation. III. Additional Comments: Amanda wanted to make sure that Julie had enough time to do her job with the 15 hours a week she was granted. IV. Adjournment: 5:21pm V. Next Meeting: March 18, 2025 at 5:30pm Page 56 of 56