Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, April 21, 2025 Village Council Room Page CALL TO ORDER a. PLEDGE OF ALLEGIANCE b. ROLL CALL I. PUBLIC COMMENT 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. 4-8 a. Monday, April 7, 2025 Regular Council Meeting Minutes 04.07.2025 Regular Council Meeting Minutes III. APPROVAL OF THE AGENDA IV. COMMITTEE REPORT a. Finance b. Parks & Rec 9 c. DPW Page 1 of 45  04.17.2025 DPW Minutes 10 d. Personnel Personnel Committee Minutes V. STAFF REPORTS a. Clerk/Treasurer 11 b. Zoning Zoning Report as of 4-17-25 VI. UNFINISHED BUSINESS 12 - 14 a. Draft Code of Civility Policy Code of Civility Draft 15 - 17 b. Draft OMA Policy Open Meetings Act Policy Draft 18 c. Tree Removal on the corner of S. Hall and Illinois St. in road right of way. S Hall Tree Quotes d. N Hall St Drain VII. NEW BUSINESS 19 - 25 a. Zoning Administrator/Ordinance Compliance Officer Job Description Amendments Zoning Admin Job Description b. Resignation of Zoning Officer 26 c. Change Order No 6 Sewer Project CO 06 RCL - Farwell WWTP-LS - signed 27 - 34 d. Pay App No 10 RCL 846542 PayRec10 35 - 37 e. Isabella Corp Pay application no. 5 854410 Farwell Pay Application No. 5 38 - 40 f. JC Design JC Design Invoice & Quote 41 - 42 g. WRI grant Page 2 of 45  Farwell MEDC Proposal 43 - 45 h. LDFA Bylaws changes LDFA Bylaws 4-9-25 Changes VIII. PRESIDENT AND COUNCIL DISCUSSION IX. EXTENDED PUBLIC COMMENT X. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON MAY 5, 2025 AT 6:00PM Page 3 of 45  MINUTES Regular Council Meeting 6:00 PM - Monday, April 7, 2025 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, April 7, 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, and Trustee Marvin Frayer EXCUSED: Trustee Shawn Burger I. APPROVAL OF THE AGENDA a. Trustee Amanda Pfruender made a motion to approve the agenda as presented. Trustee Victoria Williams 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. Monday, March 17, 2025 Regular Council Meeting Minutes Trustee Amanda Pfruender made a motion to approve the March 17, 2025 meeting minutes. Trustee Marvin Frayer seconded the motion. Motion Carried. IV. APPROVAL OF PAYMENT OF BILLS AND PAYROLL FOR MARCH IN THE AMOUNT OF $213,614.20 a. Trustee Gina Hamilton made a motion to approve the payment of bills and payroll for March 2025 in the amount of $213,614.20. Trustee Victoria Williams seconded the motion. A Roll Call vote was taken. All yeas being heard. Motion Carried. V. PUBLIC COMMENT Page Page41ofof45  a. No public comment received. VI. UNFINISHED BUSINESS VII. NEW BUSINESS a. ACT 51 Corrective Resolution Trustee Gina Hamilton made a motion to approve Resolution 2025-05 Act 51 Section 10k, Trustee Amanda Pfruender seconded the motion. A Roll Call vote was taken. All yeas being heard. Motion Carried. b. ARPA Reallocation Trustee Victoria Williams made a motion to reallocate ARPA funds for 2024 as follows: Alleyway $21,250, John Deere $14,536.26, Truck Box $5,791.81. Trustee Gina Hamilton seconded the motion. A Roll Call vote was taken. All yeas being heard. Motion Carried. c. Draft Code of Civility Policy Trustee Amanda Pfruender made a motion to table to the next meeting to give time for the board to review, Trustee Gina Hamilton seconded the motion. Motion Carried. d. Draft OMA Policy Trustee Amanda Pfruender made a motion to table to the next meeting to give time for the board to review, Trustee Victoria Williams seconded the motion. Motion Carried. e. Firework's Resolution for July 5th, 2025 Trustee Victoria Williams made a motion to approve Resolution 2025-06 July 5th Fireworks, Trustee Marvin Frayer seconded the motion. A Roll Call vote was taken. All yeas being heard. Motion Carried. f. Notice of Intent Resolution Trustee Amanda Pfruender made a motion to approve Resolution 2025-07 Notice of Intent. Trustee Jeff Linton seconded the motion. A Roll Call vote was taken. All yeas being heard. Motion Carried. g. DWSRF Invoice No. 72975 Trustee Jeff Linton made a motion to pay DWSRF Invoice No. 72975 in the amount of $35,749.64. Trustee Amanda Pfruender seconded the motion. A Roll Call vote was taken. All yeas being heard. Motion Carried. h. Tree Trimming Quotes Trustee Amanda Pfruender made a motion to approve Surrey Tree service's quote in the amount of $3,050 for park tree removal/trimming. Trustee Jeff Linton seconded the motion. A Roll Call vote was taken. All yeas being heard. Page Page52ofof45  Motion Carried. i. Tree Removal on the corner of S. Hall and Illinois St. in road right of way. Trustee Amanda Pfruender made a motion to table until the next board meeting to get more quotes. Trustee Marvin Frayer seconded the motion. Motion Carried. j. N Hall St Drain Trustee Amanda Pfruender made a motion to table until the next meeting to allow time for the DPW committee to discuss. Trustee Victoria Williams seconded the motion. Motion Carried. k. Lisa Clerk Certification Trustee Victoria Williams made a motion to approve a $1.00 raise for Deputy Clerk Lisa Graham for her certification from MAMC. Trustee Amanda Pfruender seconded the motion. A Roll Call vote was taken. All yeas being heard. Motion Carried. l. Ross 90-Day Review Trustee Marvin Frayer made a motion to approve a $1.00 raise for the Clerk/Treasurer for completion of his 90-day probationary. Trustee Amanda Pfruender seconded the motion. A Roll Call vote was taken. All yeas being heard. Motion Carried. m. Corning Apartments The board discussed the Corning Apartments. n. Draft New Agenda Layout Trustee Gina Hamilton made a motion to approve the new agenda layout, Trustee Jeff Linton seconded the motion. Motion Carried. VIII. ADMINISTRATIVE REPORT a. Council reviewed the 03.31.2025 Bank and Fund Report. IX. ZONING REPORT a. Zoning Report The board reviewing the zoning report. Discussed concerns with the Zoning Office staff. Would like for Zoning to follow up with the camper issues. X. COMMITTEE REPORT a. Finance Trustee Gina Hamilton presented the Finance Committee report. Discussed that Verizon had credited the Village back approximately $1,500; Verizon Page Page63ofof45  double billed for the month of March and the Verizon representative looking into correcting; noted issues with the lighting on main street and having to pay out regularly to electricians to fix street lights, council would like to look into getting new street lights and see if DDA could contribute to the purchase. b. Parks & Rec Trustee Gina Hamilton presented the Parks & Recreation committee report. Discussed the upcoming Easter egg eggstravaganza on April 12th at 11:00- 1:00, will have approximately 10,000 eggs for attendees, goodies/candy to win, games are planned, DJ is coming; Farmer's market will be opening the first Saturday in May; park bathrooms will be opening soon; will be having an event for the Banner program for veterans on May 13th, volunteers welcome; Earth day event on the 22nd of April. c. DPW Trustee Amanda Pfruender informed the board that DPW committee meets on Thursday April 17th at 5:30PM. d. Personnel Trustee Amanda Pfruender presented the Personnel Committee report. Discussed getting staff to do more trainings such as OSHA, working on sidewalks for DPW, general safety trainings, CPR, 811, etc; looking into changing DPW timesheets to be more granular and potentially implementing BS&A timesheets or a digital timesheet system. XI. PRESIDENT DISCUSSION a. President Tracey Jackson gave her report to the board. Discussed having Jeremy Carrier from JC Design doing a basic render of the Village's Office on April 3rd at $0.75 a square foot; Mill pond project was looking good and moving along. Further discussed concerns with the Zoning Office and how to resolve issues such as having staff punch in on the timeclock to track work, contacting staff to touch base and see if there's anything the Village could do to make accommodations when needed, personnel will discuss further. XII. ADDITIONAL REMARKS a. Deputy Clerk Lisa Graham discussed with the board that the planning commission was cancelled as the committee is waiting for more information from the dispensary. Clerk/Treasurer Ross Wilson notified the board that the Village's openhouse was on the 22nd of April from 5:00-7:00PM; presented the board with the press release for the openhouse and corrections that had to be made to it. XIII. EXTENDED PUBLIC COMMENT a. Received public comment about the County Board of Commissioners and concerns about turtle crossings at the Mill Pond. XIV. ADJOURNMENT Page Page74ofof45 a. Trustee Victoria Williams made a motion to adjourn the meeting at 7:07PM, Trustee Jeff Linton seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY, APRIL 21, 2025 AT 6:00PM Clerk/Treasurer President Page Page85ofof45  DPW Committee Meeting Minutes April 17, 2025 5:30 pm – 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: Chair Amanda Pfruender, Trustee Marvin Frayer, and Trustee Victoria Williams. Absent: none Also present: DPW Supervisor Jason Walters and Deputy Clerk Lisa Graham I. Old Business a. No old business. II. New Business a. The Committee reviewed 3 different salt barn quotes and would like to recommend the Greystone Quote of $44,245 to Council for approval. Jason said they should approve the budgeted amount of $51,000 to allow for trucking and the purchasing of blocks. b. The Committee reviewed several let‐run policies from other communities and a policy that Jason and Lisa put together. They would like the new policy taken to the Council for review. c. The Committee discussed a 4‐10 policy for the DPW workers. This would not include Jason, he would stay on 5‐8. This policy would be May through August and has to be signed annually. After some additions, they would like this taken to the Council. d. The Committee discussed the drain situation on N. Hall Street. Jason will shoot the elevations to see if they can put in a storm drain there. e. Jason provided the Committee with a quote to fix a check valve at Lift Station #1, for $2,007.00. Trustee Frayer had just seen it that day and said how bad it was and agreed it needed to be fixed. No other quotes can be gotten do to it being a brand. f. The Committee discussed the issues at Lift Station #1. Jason said he needs Jett Pump to come out and give him a quote to repair it. Jason said the bearings are gone. Trustee Williams asked, “What does it cost to have them come out to give a quote?” Jason didn’t know but was going to check, said they are the only ones that work on the pump since the other place went out of business. g. The Committee reviewed a quote to repair the boiler at the office. Jason dais it has to be inspected every 3 years, and this is what they found. The company said it needs about $1,453 worth of work. III. Additional Remarks: Jason informed the Committee that the screen will start up on April 22, 2025, at the Headworks building. The Mill Pond is looking good, and we discussed dog waste stations and more trash cans. IV. Complaints: No complaints received. V. Adjournment: 6:09 pm. VI. Next Meeting: Thursday, May 15th, 2025 at 5:30 pm. Page 9 of 45 Page 10 of 45  informed them on 2025-07 413 coker dr shed on property? 2/19/2025 investigate/sent letter 2/26/2025 3/12/2025, work to move recreational vehicle stored in front call/text 558 N Superior St 2/27/2025 removed yard JANUARY 2025 - DECEMBER 2025 ZONING/ORDINANCE LIST ID NUMBER Name Address DESCRIPTION DATE SENT DATE TO BE COMPLETED STATUS 2025-08 244 N Wright St trailer stored in front yard 2/27/2025 removed looking at property on South side as 2025-09 146 Corning ST new signage dimensions 2/27/2025 complete well as the old Rite Aid building Garbage scattered behind and next to Spoke with manager will clear debri by call in complaint 774 E Main St 3/13/2025 neighboring building weekend recreational vehicle stored in front 2025-10 379 S Hall St 3/13/2025 sent letter removed yard abandon car on lot/water in parking 4/3/2025- no response to letters, attempting to In litigation more 2025-11 230 n corning area come spring, fallen fencing, 4/10/2025 contact for 3rd time info after court date garbage to be removed by end of april. Temporary 2025-07 413 coker dr shed on property? 3/28/2025 investigate/sent letter 2/26/2025 storage/requested extension till may 15th 2025 request to have camper to prep for phone call 198 s wright 4/2/2025 allowed trip discussed that the village is not targeting 12/4/2024- call 155 W Ludington Dr Trailer removed just asking to comply 01/20/2025 4/7/2025- referred to health and building call 179 E Main St looking for information for shop 4/16/2025 inspector phone/office 263 Wright St fence 4/10/2025 approved Page 11 of 45  VILLAGE OF FARWELL RESOLUTION NO. _______ RESOLUTION OF THE FARWELL VILLAGE COUNCIL CODE OF CIVILITY FOR the purpose of establishing a Code of Civility setting forth the manner in which members of the Council of the Village of Farwell should treat one another, staff, and members of the public, and establishing regulations for those attending public meetings in order to maintain proper order and decorum. WHEREAS, civility is synonymous with courtesy, politeness, graciousness, tolerance, consideration, and respect; and WHEREAS, civility requires that all members comport themselves in a manner that T permits honest efforts at understanding the views and reasoning of others; and WHEREAS, civility promotes a process that is fair and effective in both appearance and fact; and AF WHEREAS, civility is attained through polite action and expression and it promotes a positive collegial atmosphere wherein the Council may operate effectively for the benefits of the citizens of the Village of Farwell; and WHEREAS, civility leads to effective communication and allows the finding of common ground; and WHEREAS, the presence of the public at all open meetings of the Council of the Village D of Farwell is an integral part of a transparent government; and R WHEREAS, public presence and participation must be adequately accommodated; and WHEREAS, order and decorum must be maintained so that all members of the public may attend and observe the meeting without interference; and WHEREAS, Section 3(1) of the Michigan Open Meetings Act, being MCL 15.263(1), provides that the right of a person to attend a meeting of a public body includes the right to tape- record, to videotape, to broadcast live on radio, and to telecast live on television the proceedings of a public body at a public meeting; and WHEREAS, that section goes on to provide that the exercise of this right does not depend on the prior approval of the public body; however, a public body may establish reasonable rules and regulations in order to minimize the possibility of disrupting the meeting; and WHEREAS, Section 3(6) of the Michigan Open Meetings Act, being MCL 15.263(6), provides that a person must not be excluded from a meeting otherwise open to the public except for a breach of the peace actually committed at the meeting. Page 12 of 45  Now therefore, pursuant to the above provisions, it is hereby: RESOLVED, that the members of the Council of the Village of Farwell shall in all their proceedings adhere to the “Code of Civility”, a copy of which is attached hereto and made a part hereof. BE IT FURTHER RESOLVED that a copy of this “Code of Civility” shall be posted at the entrance to all meeting rooms and on the Village of Farwell’s website and the presiding officer may read aloud all or any part of these regulations prior to the beginning of any meeting. BE IT FURTHER RESOLVED that each member of the Council of the Village of Farwell shall sign a copy of this “Code of Civility” indicating their willingness and commitment to always act accordingly. BE IT FURTHER RESOLVED that this Resolution shall take effect immediately. ADOPTED this ____day of ________________, 202__, by the Council of the Village of Farwell. T AF COUNCIL OF THE VILLAGE OF FARWELL ___________________________________ Tracey Jackson, President ___________________________________ DR Amanda Pfruender, President Pro Tem. ___________________________________ Marvin Frayer, Trustee ___________________________________ Jeff Linton, Trustee ___________________________________ Shawn Burger, Trustee ATTEST: ___________________________________ Victoria Williams, Trustee ___________________________________ Ross Wilson, Clerk/Treasurer Gina Hamilton, Trustee Page 13 of 45  CODE OF CIVILITY A. Conduct of Public Body Members  Members shall act politely, calmly, and reasonably during all discussion and debate.  There shall be no personal attacks, name calling or harassment of other members or members of the public.  Members of the Council shall not engage in debate with speakers or members of the audience.  While working toward the will of the majority, members shall respect the rights of the minority, and recognize the importance of achieving consensus.  All staff shall be treated in a professional, courteous and dignified manner at all times by Council members and the public.  If disagreement or differences of opinion arise, all members shall demonstrate esteem and deference to colleagues.  Under no circumstance shall members engage in or threaten to engage in any physical attack on   T any other individual or make public accusations of impropriety. Members of the Council and the public shall not use abusive, obscene, or slanderous language, including the use of profanity, insults or other disparaging and inappropriate remarks or gestures. Members shall not exhibit conduct that disturbs the order of the public meeting or presents the  AF Village of Farwell in an unfavorable light. It is the President’s responsibility to maintain order. Members of the Council and the public should honor the President’s role. Objections about the agenda or the President’s actions should be voiced politely and with reason, following the Council’s rules of procedure. B. Conduct of General Public Attending Open Meetings   The general public may attend any open session of the Council of the Village of Farwell. Members of the public attending an open session may participate in the session only when the D     R public body has invited public testimony, questions, comments, or other forms of public participation. An opportunity to address the public body will be provided at each public meeting. All remarks of audience members shall be respectful and courteous, free of name-calling and personal attacks. Profanity, combative and other inappropriate language will not be tolerated. All statements in public meetings should relate to the business of the Village of Farwell, and the speaker shall wait until called upon to speak. Appropriate time limits may be established for speakers and enforced by the presiding officer of the public body in a respectful and judicious manner.  Impeding of members of the public while entering, attending, or leaving an open session is not permitted.  The presiding officer of the public body may order any person who commits an actual breach of the peace to be removed from the session and may request police assistance to remove the person and restore order. A breach of the peace constitutes seriously disruptive conduct involving abusive, disorderly, dangerous, aggressive, or provocative speech and behaviors tending to threaten or incite violence.  The presiding officer may recess the session while order is being restored. Adopted by Resolution No. ________ Page 14 of 45  Village of Farwell Open Meetings Act Policy This policy sets forth the procedures for the Village of Farwell (the “Village”) to comply with the Open Meetings Act, MCL 15.261, et. seq, as the same may be amended from time to time. 1. Open Meeting Requirement. The business of the Council of the Village shall be conducted at public meetings held in compliance with the Open Meetings Act. (a) All meetings shall be open to the public and shall be held in a place available to the general public. (b) All decisions of the Council shall be made at a meeting open to the public. (c) All deliberations of the Council constituting a quorum of its members shall take place at a meeting open to the public, except as provided in paragraph 6 of this policy. (d) All persons shall be permitted to attend any meeting of the Council. The right of a person to attend a meeting of the Council includes the right to tape-record, to videotape, T to broadcast live on radio, and telecast live on television the proceedings of the Council. If an individual is broadcasting and/or telecasting the meeting in a way that allows two- way communication with individuals who are not physically present at the meeting, all AF participants on that two-way communication must remain muted throughout the public meeting to avoid disruption of the meeting. (e) All persons attending Village meetings will be expected to comply with the Code of Civility adopted by the Council. (f) No person shall be excluded from a meeting otherwise open to the public except for a breach of the peace actually committed at the meeting. A breach of the peace constitutes seriously disruptive conduct involving abusive, disorderly, dangerous, aggressive, or DR provocative behaviors tending to threaten or incite violence. 2. Adoption of Parliamentary Rules. Robert’s Rules of Order Newly Revised 12th Ed. (or the current edition) are adopted as the parliamentary rules of procedure for all Village meetings to the extent not inconsistent with the Open Meetings Act. 3. Public Comments. Village policy regarding public comments is as follows: (a) Comments shall be limited to the “public comment” portion of the agenda at any Village meeting. (b) A person who is physically present at a meeting of the Council, or who is present through a remote link to the meeting made available by the Village, shall be permitted to address the meeting so long as he or she identifies himself or herself by name for purposes of including it in the minutes of the meeting. (c) Any person wishing to address the meeting pursuant to these requirements shall wait until he or she is recognized by the President of the Council and limit his or her comments to the time determined by the President of the Council prior to the “public comment” portion of the meeting, but in any event no more than three (3) minutes at any meeting. Page 15 of 45  (d) In the interest of time, and to permit the expression of the broadest range of viewpoints, the President of the Council may ask if one speaker may be designated to speak for any group that is present. If one speaker is designated to speak for a group, the President of the Council may allow for extensions of the time limit determined pursuant to subsection (c) above. (e) Public comments involving abusive, disorderly, dangerous, aggressive, or provocative speech and behaviors tending to threaten or incite violence will not be tolerated. (f) Written remarks may be submitted to the President of the Council at any time and will be received in the record of the meeting as if read. 4. Notice of Meetings. Public notice of the date, time and place of each regular meeting of the Village shall be posted at the Village’s principal office and other locations considered appropriate for the Village throughout the area of the Village. (a) Public notices of the Village shall include the name of the Village, a contact person and telephone number for the Village, and the address of the Village. (b) Within ten (10) days of the first meeting of the Village in each fiscal year, a public notice stating the dates, times, and places of the Village’s regular meetings shall be T posted at the Village’s principal office and other locations considered appropriate for the Village throughout the area of the Village. (c) If there is a change in the schedule of regular meetings of the Village, a public notice AF stating the new dates, times, and places shall be posted within three (3) days after the meeting at which the change is made as provided in (b) of this Section 3. (d) For a special or rescheduled regular meeting, a public notice stating the date, time, [purpose] and place of the meeting shall be posted at least eighteen (18) hours before the meeting in a prominent and conspicuous place at both the Village’s principal office and on a portion of the Village’s website that is fully accessible to the public. To meet the 18-hour posting requirement, the notice must be accessible to the public for the DR entire 18 hours. [No official action shall be transacted at any special meeting of the council unless the item has been stated in the notice of such meeting.] (e) In addition, the Village’s Council Clerk, or his or her designee, shall give or cause to be given notice either personally, by first class mail, facsimile communication or electronic communication to each member of the Council, not later than the time the public notice is given, but the failure to do so shall not invalidate any proceedings of the Village. (f) All public notices of the Village shall include the following statement, with an accessible contact person for each meeting, who shall be Council Clerk or the Council Clerk’s designee: “If you require accommodation due to a disability, please contact _______________ at (___) ____-_______ not less that 48 hours prior to the date of the meeting.” 5. Emergency Meetings. In accordance with the Open Meetings Act, emergency meetings of the Council may be held in the event of a severe and imminent threat to the health, safety, or welfare of the public when a majority of the members of the Council decides that delay would be detrimental to efforts to lessen or respond to the threat. If the Village holds an emergency meeting that does not comply with the 18-hour posted notice requirement, the Village shall make paper copies of the notice available to the public at that meeting. The Page 16 of 45  notice shall include an explanation of the reasons that the Village cannot comply with the 18-hour posted notice requirement. 6. Meeting Minutes. The Council shall keep written or printed minutes of each meeting, which shall be made available to the public. (a) The minutes shall include the date, time, place, members present, members absent, any decisions made at the meeting, all roll call votes taken at the meeting, and the purpose or purposes for which any closed session is held. (b) The Village shall make any corrections to the minutes at the next meeting after correction, and the corrected minutes shall show both the original entry and the correction. (c) The Village shall make proposed minutes available for public inspection within eight (8) business days after the meeting to which the minutes refer, and shall make approved minutes available for public inspection within five (5) business days after the meeting at which the minutes are approved by the Council. (d) The Village shall not include in or with its minutes any personally identifiable information. T 7. Closed Sessions. The Council may meet in closed session only for the following purposes, AF as provided in the Open Meetings Act: (a) To consider the dismissal, suspension, or disciplining of, or to hear complaints or charges brought against, or to consider a periodic personnel evaluation of, an officer, employee, staff member, or individual agent of the Village, if the named person requests a closed hearing. (b) If applicable, for strategy and negotiation sessions connected with the negotiation of a D collective bargaining agreement if either negotiating party requests a closed hearing. (c) To consider the purchase or lease of real property up to the time an option to purchase R or lease that real property is obtained. (d) To consult with legal counsel to the Village regarding trial or settlement strategy in connection with specific pending litigation, but only if an open meeting would have a detrimental financial effect on the litigating or settlement position of the Village. (e) To review and consider the contents of an application for employment or appointment if the candidate requests that the application remain confidential. However, all interviews by the Village for employment or appointment to office shall be held in an open meeting. (f) To consider material exempt from discussion or disclosure by state or federal statute. (g) Any other exemptions that may be provided by the Open Meetings Act. Page 17 of 45 Henry Tree Service Quote: $1,600 Warner Tree Service Quote: $1,800 Page 18 of 45 Page 19 of 45 Page 20 of 45 Page 21 of 45 Page 22 of 45 Page 23 of 45 Page 24 of 45 Page 25 of 45  CHANGE ORDER NO.: 06 Owner: Village of Farwell Owner’s Project No.: 846542 Engineer: Fleis & VandenBrink Engineer’s Project No.: 846542 Contractor: RCL Construction Contractor’s Project No.: Project: USDA Wastewater System Improvements Project Contract Name: Contract 2 – WWTP and LS Date Issued: 04/14/2025 Effective Date of Change Order: 04/14/2025 The Contract is modified as follows upon execution of this Change Order: Description: Extend the contract times after the switch in Owners Systems Integrators and to incorporate the additional SCADA work included in CO 05. Attachments: None Change in Contract Price Change in Contract Times Original Contract Price: Original Contract Times: Substantial Completion: 365 days (4/17/25) $ 4,254,300.00 Ready for final payment: 395 days (5/17/25) Change from previously approved Change Change from previously approved Change Orders Orders Substantial Completion: N/A $ (2,432,215.00) Ready for final payment: N/A Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: 365 days (4/17/25) $ 1,822,055.00 Ready for final payment: 395 days (5/17/25) Increase this Change Order: Change this Change Order: Substantial Completion: 43 days $ 0 Ready for final payment: 43 days Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: 408 days (5/30/25) $ 1,822,055.00 Ready for final payment: 438 days (6/30/25) Recommended by Engineer (if required) Authorized by Contractor By: Title: Project Manager Project Manager Date: April 14, 2025 April 14, 2025 Approved by Funding Agency (if Authorized by Owner applicable) By: Title: Date: 846542 01 26 00 - 1 CONTRACT MODIFICATION PROCEDURES Page 26 of 45 April 14, 2025 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 $54,612.92 for work completed through March. 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 27 of 45  54,612.92 04/14/2025 Page 28 of 45 Page 29 of 45 Page 30 of 45 Page 31 of 45 Page 32 of 45 Page 33 of 45 Page 34 of 45  APPLICATION FOR PAYMENT NO. 5 To: Village of Farwell (OWNER) From: The Isabella Corporation (CONTRACTOR) Project: Mill Pond Park Improvements Engineer's Project No.: 854410 For Work accomplished through the date of: March 31, 2025 1. Original Contract Price: $ 1,098,092.50 2. Net Change by Change Orders and Written Amendments (+ or -): $ 8,497.66 3. Current contract Price (1 + 2): $ 1,106,590.16 4. Totals: a. Total work completed: $ 719,420.87 b. Total stored materials: $ 0.01 c. Total work completed and stored materials (4a + 4b) $ 719,420.88 5. Retainage (per Agreement): 5% of completed Work: $ 35,971.04 6. Total completed less retainage (4c - 5): $ 683,449.84 7. Less previous Applications for Payment: $ 429,031.75 8. AMOUNT DUE THIS APPLICATION (6 - 7): $ 254,418.09 Accompanying Documentation: Spreadsheet of work items and quantities. CONTRACTOR’S Certification: The undersigned CONTRACTOR certifies that (1) all previous progress payments received from OWNER on account of Work done under the Contract referred to above have been applied on account to discharge CONTRACTOR’s legitimate obligations incurred in connection with Work covered by prior Applications for Payments; (2) title of all Work, materials and equipment incorporated in said Work or otherwise listed in or covered by this Application for Payment will pass to OWNER at time of payment free and clear of all Liens, security interests and encumbrances (except such as are covered by a Bond acceptable to OWNER indemnifying OWNER against any such Lien, security interest or encumbrance); and (3) all Work covered by this Application for Payment is in accordance with the Contract Documents and not defective. The Isabella Corporation CONTRACTOR 2025.04.21 Dated: 04/21/25 By: 07:48:28-04'00' Authorized Signature Allison Finnerty Printed or Typed Name ENGINEER'S Recommendation: Payment of the above AMOUNT DUE THIS APPLICATION is recommended. Dated: Fleis & VandenBrink Brian Engineering, Rowley Inc. ENGINEER E=browley@fveng.com, CN=Brian Rowley, OU=Traverse City, By: OU=FV-UserComputers, DC=fveng, DC=com Authorized Signature 2025.04.21 09:06:56-04'00' Brian Rowley, PE Printed or Typed Name Page 35 of 45  Village of Farwell Mill Pond Park Improvements 854410 Pay Application No. 5 thru 3.31.25 Item Est. Bid Quantity this Amount Quantity Paid to No. Item Description Unit Quantity Bid Unit Price Amount Application Requested Date Amount Paid to Date 1 General Conditions, Bonds and Insurances (5% max) LSum 1 $50,000.00 $ 50,000.00 0.25 $ 12,500.00 0.75 $ 37,500.00 2 Traffic Control LSum 1 $2,500.00 $ 2,500.00 $ - $ - 3 Soil Erosion Control LSum 1 $9,000.00 $ 9,000.00 0.20 $ 1,800.00 0.80 $ 7,200.00 4 Site Preparation & Grading LSum 1 $45,000.00 $ 45,000.00 $ - 0.90 $ 40,500.00 5 Tree Removal LSum 1 $22,000.00 $ 22,000.00 $ - 1.00 $ 22,000.00 6 Miscellaneous Removals LSum 1 $10,000.00 $ 10,000.00 $ - 1.00 $ 10,000.00 7 Perforated Underdrain, 6 Inch Dia. Ft 85 $45.00 $ 3,825.00 $ - 85.00 $ 3,825.00 8 Culvert, 12 Inch Dia. Ft 125 $35.00 $ 4,375.00 $ - 125.00 $ 4,375.00 9 Culvert, 18 Inch Dia. Ft 90 $45.00 $ 4,050.00 $ - 90.00 $ 4,050.00 10 Yard Drain, 24 Inch Dia. Ea 1 $2,350.00 $ 2,350.00 0.50 $ 1,175.00 1.00 $ 2,350.00 11 Plain Riprap Syd 25 $100.00 $ 2,500.00 12.50 $ 1,250.00 12.50 $ 1,250.00 12 Aggregate Base, 8 Inch Syd 1,400 $10.00 $ 14,000.00 $ - 825.00 $ 8,250.00 13 Concrete Gutter & Spillway Ft 150 $42.00 $ 6,300.00 $ - $ - 14 HMA, 4EL Ton 250 $149.35 $ 37,337.50 $ - $ - 15 Concrete Paving, 6 Inch Sft 990 $8.50 $ 8,415.00 $ - $ - 16 21AA Aggregate Parking, 6 Inch Syd 2,680 $12.50 $ 33,500.00 $ - 2,412.00 $ 30,150.00 17 Concrete Sidewalk, 4 Inch Sft 7,500 $6.50 $ 48,750.00 $ - $ - 18 Concrete Sidewalk, 8 Inch Sft 60 $10.50 $ 630.00 $ - $ - 19 Concrete Sidewalk, Turned Down Edge Ft 130 $20.00 $ 2,600.00 $ - $ - 20 Aggregate Pathway, 6 Inch Syd 490 $23.00 $ 11,270.00 490.00 $ 11,270.00 490.00 $ 11,270.00 21 Aggregate Pathway, 6 Inch - Top of Berm Syd 190 $23.00 $ 4,370.00 190.00 $ 4,370.00 190.00 $ 4,370.00 22 Detectable Warning Surface Ft 20 $80.00 $ 1,600.00 $ - $ - 23 Barrier Free Parking Sign Ea 5 $425.00 $ 2,125.00 $ - $ - 24 Parking Area Marking & Striping LSum 1 $850.00 $ 850.00 $ - $ - 25 Concrete Wheel Stop Ea 29 $150.00 $ 4,350.00 $ - $ - 26 Utility Service Allowance LSum 1 $5,000.00 $ 5,000.00 $ - 1.00 $ 5,000.00 27 Site Electrical Distribution LSum 1 $58,000.00 $ 58,000.00 1.00 $ 58,000.00 1.00 $ 58,000.00 28 Security Camera Conduit LSum 1 $20,000.00 $ 20,000.00 0.25 $ 5,000.00 0.50 $ 10,000.00 29 Site Light - Single Fixture Ea 11 $9,000.00 $ 99,000.00 8.00 $ 72,000.00 11.00 $ 99,000.00 30 Site Light - Double Fixture Ea 3 $10,750.00 $ 32,250.00 2.00 $ 21,500.00 3.00 $ 32,250.00 Page 36 of 45 31 Kayak Launch LSum 1 $75,000.00 $ 75,000.00 $ - $ - 32 ADA Fishing Pier LSum 1 $85,000.00 $ 85,000.00 $ - $ -  Item Est. Bid Quantity this Amount Quantity Paid to No. Item Description Unit Quantity Bid Unit Price Amount Application Requested Date Amount Paid to Date 33 Turbidity Curtain LSum 1 $3,000.00 $ 3,000.00 $ - $ - 34 Large Pavilion Ea 1 $130,000.00 $ 130,000.00 0.85 $ 110,500.00 1.00 $ 130,000.00 35 Small Pavilion Ea 2 $85,000.00 $ 170,000.00 0.24 $ 20,400.00 2.00 $ 170,000.00 36 Bike Loop Ea 3 $300.00 $ 900.00 $ - $ - 37 Bike Repair Station Ea 1 $2,450.00 $ 2,450.00 $ - $ - 38 Trailhead Sign Ea 1 $22,750.00 $ 22,750.00 1.00 $ 22,750.00 1.00 $ 22,750.00 39 Surface Mounted Table Ea 12 $1,950.00 $ 23,400.00 $ - $ - 40 Surface Mounted Bench Ea 1 $1,350.00 $ 1,350.00 $ - $ - 41 Trash & Recycling Receptacle Ea 2 $2,500.00 $ 5,000.00 $ - $ - 42 Rain Garden Seed Mix Sft 3,380 $2.75 $ 9,295.00 $ - $ - Acer freemanii 'Autumn Blaze' Freeman Maple, 2 1/2 43 Ea 6 $ 4,800.00 $ - $ - Inch Cal. $800.00 44 Pinus Strobus, 8-Foot Ht. Ea 4 $800.00 $ 3,200.00 $ - $ - 45 Slope Restoration Syd 2,000 $8.00 $ 16,000.00 $ - $ - Change Order No. 1 46 Structure Adjustments LSum $ 1,200.00 0.56 $ 672.00 47 Design Change to pavilion piers LSum $ 1,502.55 1.00 $ 1,502.54 Change Order No. 2 1 Undercutting Gas Piers LSum $ 995.00 0.01 $ 9.84 1.00 $ 995.00 2 230 S. Corning St. Location for North Lot LSum $ 1,020.00 0.01 $ 10.20 Remove & Replace Concrete Sidewalk LSum $ 2,053.46 0.50 $ 1,026.73 0.50 $ 1,026.73 3 332 Mill St. Location for South Lot LSum $ 602.25 $ - 3" conduit from Utility Pole to H-Frame Location LSum $ 1,124.40 1.00 $ 1,124.40 1.00 $ 1,124.40 Total This Total Work to $ 344,675.97 $ 719,420.87 Application: Date: 5% Retainage: $ 17,233.79 5% Retainage: $ 35,971.04 $ 327,442.18 $ 683,449.83 Stored Materials Invoice #22915 CycleSafe $ 1,861.20 -70% $ (1,302.84) $ - Invoice #4574-Dep American Athletix $ 87,772.50 -70% $ (61,440.75) $ - Invoice # 24-1045-3 Penchura $ 14,686.42 -70% $ (10,280.49) $ 0.01 $ (73,024.08) $ 0.01 Total Due this Pay $ 254,418.10 Total Paid: $ 683,449.84 Application: Page 37 of 45 Page 38 of 45  Outlook Fw: Village of Farwell - Existing Floor Plan & Renovation (Design Services) From Clerk <clerk@villageoffarwell.org> Date Thu 4/17/2025 11:56 AM To Clerk <clerk@villageoffarwell.org> 2 attachments (738 KB) Village of Farwell, Base Floor Plan.dwg; Village of Farwell, Base Floor Plan.pdf; From: Jeremy Carrier <jcarrier@jcdesignandconsulting.com> Sent: Wednesday, April 16, 2025 1:01 PM To: Lisa Graham <lisa@villageoffarwell.org> Subject: Village of Farwell - Existing Floor Plan & Renovation (Design Services) Good afternoon, Lisa. I promised to have the floor plan to you on Monday afternoon but am a little behind. Sorry to delay! Here is the base floor plan for you guys in both PDF and DWG formats for future use with A/E (Architect/Engineer) and others who will need to utilize this in the future. Am just putting together the invoice for this drawing and will send over shortly. If you need a few 24x36" copy of this plan, please let me know and I will have them printed at my printshop and delivered (no additional cost) ASAP. In my findings, I am able to do the design for your jurisdiction as long as the SF (square footage) is at or under 200SF or not any higher than $15,000 in scope. This will come at an additional service fee and can turn over this in the next 1-2 weeks if you want me to move forward with it based on the punch list. It would be around 4-6 hours of time BTW design and supporting you in finding a contractor for this. This comes with a $150 hourly rate. So, you're looking at an additional $600-900 for my services. Take care, Jeremy Jeremy Carrier Home Design | Facilities Management Mobile: 989-418-0882 Email: jcarrier@jcdesignandconsulting.com jcdesignandconsulting.com Page 39 of 45 Page 40 of 45 April 18, 2025 Via Email: tracey@villageoffarwell.org Ms. Tracey L. Jackson, President Village of Farwell 109 South Hall Street Farwell, MI 48622 RE: Proposal to Assist with a Funding Application to the Michigan Economic Development Corporation - Water Related Infrastructure Program Dear Tracey, We would like to inform you that the Michigan Economic Development Corporation (MEDC) has released a Water Related Infrastructure (WRI) Program that offers funding for projects that include replacement and/or improvements to: • Water lines and related facilities. • Sanitary and storm sewer lines and related facilities. • Wastewater treatment plants and related activities. This would be a great program to target for the Village’s ongoing infrastructure improvement projects. The program does not require a cash match, however, we recommend at least 11% cash match to maintain a competitive score. Based on the published program requirements, it is our understanding that existing loan dollars from EGLE DWSRF Project No. 7873-01 may be utilized as the cash match for the MEDC WRI grant. Based on our recent conversation with Village staff, we understand that the priority for this funding opportunity is to pursue repairs to the sanitary sewer system that were not able to be completed under a previous CWSRF project. We propose the following Scope of work and lump sum fee to assist with the MEDC WRI funding application: Scope of Work • Completion of the MEDC WRI funding application. • Budget development and cost estimate for the proposed project. • Development of the Maintenance Plan that is required as part of the application. • Preliminary plans and specifications to include with the application, based on existing documents from the previous CWSRF project. • Development of application narratives including project description and need. • Preparation of draft Authorizing Resolution. • Development of the required “Community Development Narrative”. • Preparation of Public Hearing Notice. 603 Bay Street, First Floor Traverse City, MI 49684 P: 231.932.8600 F: 231.932.8700 www.fveng.com Page 41 of 45  Tracey Jackson | Village of Farwell │April 18, 2025 Page 2 of 2 • Development of the required “Anti-Displacement and Relocation Assistance Plan” Proposed Fee For the above scope of work, we proposed the following lump sum fee: Task Description Fee 1 MEDC WRI Funding Application Assistance $2,500 The deadline for the MEDC WRI application is May 30, 2025. This application involves a significant amount of work, and this deadline will come very quickly. If the Village intends to proceed with this application, please provide authorization to proceed soon so we can get to work. We are eager to assist the Village with this exciting opportunity. If you have any questions, please call. Sincerely, Stephen Rushfeldt, P.E. Brian D. Rowley, P.E. Project Manager Manager, Traverse City AUTHORIZATION-TO-PROCEED: Fleis & VandenBrink Engineering, Inc. is hereby authorized to perform grant application preparation services for the Village of Farwell as detailed in this letter dated April 18, 2025 and authorized under the existing agreement with F&V to provide Professional Engineering services to the Village dated October 21, 2020. ____________________________________ _____________________ By Date Page 42 of 45  I. Lease a building or property or part of a building or property under the Board's control. J. Accept grants and donations of property, labor, or other things of value from a public or private source. K. Acquire and construct public facilities. L. Incur costs in connection with the performance of the Board's authorized functions including, but not limited to, administrative costs, and architects, engineers, legal, and accounting fees. M. Plan, propose, and implement an improvement to a public facility on eligible property to comply with the barrier free design requirements of the State Construction Code promulgated under the State Construction Code Act of 1972, Act No. 230 of Public Acts of 1972, being Sections 125.1501 to 125.1531 of the Michigan Compiled Laws. ARTICLE III. OFFICES SECTION 1. REGISTERED OFFICE. The registered office of the Authority shall be at 109 South Hall Street, Farwell, Michigan 48622. SECTION 2. PRINCIPAL OFFICE. The Authority shall have its principal office at the location of the registered office, and it may also maintain offices at such other place or places as the Board may from time‐to‐time designate. ARTICLE IV. BOARD MEMBERSHIP SECTION 1. NUMBER, QUALIFICATIONS, AND SELECTION. The Board of the Authority shall consist of five (5) members. The Board shall include one (1) member appointed by the Clare County Board of Commissioners. Village of Farwell members shall be recommended by the Village President and approved by the Village Council, all in accordance with the Act. SECTION 2. COMPENSATION. Board members shall serve without salary, but shall be reimbursed for actual expenses incurred in the performance of their official duties. ARTICLE V. OFFICERS SECTION 1. Officers. The Officers of the Authority shall be a Chairperson, Vice Chairperson, Secretary, and Treasurer. SECTION 2. ELECTION of Officers. The current Village President shall serve as the Chairperson of the Board, and the current Clerk/Treasurer of the Village shall service as the Secretary and Treasurer of the Board. At [the] first regularly scheduled meeting of the fiscal year, a [Vice] Chairperson shall be nominated by the Village President and confirmed by a majority vote of the Board. SECTION 3. TERM of Officers. The Officers of the Authority shall serve for a term of two years commencing the at the first regularly scheduled meeting of the new fiscal year. Page 43 of 45 SECTION 4. VACANCIES. A vacancy in office because of death, resignation, removal or otherwise may be filled at any meeting of the Board, by simple majority vote of membership, for the unexpired portion of the term of such office. SECTION 5. CHAIRPERSON. The Chairperson shall preside at meetings, appoint members to all Committees, and perform other duties as directed by the Board. SECTION 6. VICE CHAIRPERSON. In the absence of the Chairperson, or a vacancy in the position, the Vice Chairperson shall perform the duties of the Chairperson and, when so acting, shall have all the powers and be subject to all restrictions of the Chairperson. The Vice Chairperson shall also perform duties as assigned by the Board. SECTION 7. SECRETARY. The Secretary shall maintain accurate records of the proceedings of the Authority, sign documents and correspondence as authorized by the Board, and perform other duties as assigned by the Board. SECTION 8. TREASURER. When determined necessary by the Board, a Treasurer shall be elected. If required, the Treasurer shall give a bond for the faithful discharge of duties in such sum and with such surety or sureties as the Board shall determine. The Treasurer shall perform all the duties incident to the Office of Treasurer and such other duties as shall be assigned by the Board. The Village Treasurer may serve in this capacity with approval of the Board. SECTION 9. DELEGATION OF DUTIES. In the absence of any officer of the Authority, or for any other reason that the Board may deem sufficient, the Board may delegate, from time‐to‐time and for such time as it may deem appropriate, the powers or duties of such officer to any other officer, or to any Board member, provided a majority of the Board then in office concurs therein. ARTICLE VI. MEETINGS SECTION 1. REGULAR MEETINGS. Regular meetings of the Board shall be held on the second Tuesday [Wednesday] of the month, four times a year, quarterly. Meetings will be held at the Village Hall or another public place. If a meeting date falls on a holiday, the meeting will be held as closely as to the regularly scheduled date. At each regular meeting, all expense items of the Authority shall be publicized. The financial records shall always be open to the public. Any regularly scheduled meeting may be canceled for lack of quorum. SECTION 2. SPECIAL MEETINGS. Special meetings may be called by the Chairperson or by two Board members by providing twenty‐four (24) hours’ notice of the date, time and place of said meeting. A special meeting also may be requested by the Village Council. SECTION 3. NOTICE OF MEETING. All meetings shall be preceded by public notice posted eighteen (18) hours prior to the meeting in accordance with Act 267 of the Public Acts of 1976, as amended. Page 44 of 45 SECTION 4. AGENDA. The Chairperson [or Secretary] may prepare the agendas for all meetings and send them to the Authority members at least twenty‐four (24) hours prior to the meeting. Any members of the Authority may request any item to be placed upon the agenda. SECTION 5. QUORUM AND VOTING. A majority of the voting members of the Board in office shall constitute a quorum for the transaction of business. An affirmative vote of four (4) members shall constitute the action of the Board unless the vote of a larger number is required by stature or elsewhere in these bylaws. In the event that effective membership is reduced because of disclosure of interests, a majority of the remaining members eligible to vote shall constitute the action of the Board. SECTION 6. RULES OF ORDER. Roberts Rules of Order will govern the conduct of all meetings. ARTICLE VII. COMMITTEES SECTION 1. The Board may, by resolution, designate one or more Committees to advise the Board. Committee members shall be members of the Authority. The Chairperson of the Authority shall appoint the members. Committees may be terminated by a vote of the Authority. A majority of the Committee will constitute a quorum. ARTICLE VIII. BUDGET SECTION 1. On or before March 1st, of each year, the Authority shall prepare a budget and submit it to the Village Clerk for transmittal to the Village Council. ARTICLE IX. CONTRACTS AND FUNDS SECTION 1. CONTRACTS. The Board may authorize a proper person or an agent or agents of the Authority to enter into any contract or execute and deliver any instrument on behalf of the Authority within the limits authorized by Public Act 281. SECTION 2. FUNDS. All checks, drafts, or orders for the payment of money, notes, or other evidence of indebtedness issued in the name of the Authority shall be signed by the Treasurer and countersigned by the Chairman of the Authority. One other member of the Board may be authorized to execute documents in the absence of the Treasurer or Chairman. Monies received by the Authority shall immediately be deposited to the credit of the Authority, subject to disbursement pursuant to Act 281. No funds of the Authority shall be disbursed except as provided for in the budget of the Authority. SECTION 3. CONTRIBUTIONS AND GIFTS. The Board may accept on behalf of the Authority any contribution, gift, bequest, or device for the general purpose or for any special purpose of the Authority. Page 45 of 45