Regular Council

AGENDA Regular Council Meeting 6:00 PM - Monday, July 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. 3-6 a. *Monday, July 7, 2025 Regular Council Meeting Minutes 07.07.2025 Regular Council Meeting Minutes III. APPROVAL OF THE AGENDA IV. COMMITTEE REPORT a. Finance 7 b. Parks & Rec 07.03.2025 P&R Minutes Page 1 of 19  c. DPW d. Personnel V. STAFF REPORTS a. Clerk/Treasurer b. Zoning Officer VI. UNFINISHED BUSINESS VII. NEW BUSINESS 8 a. Electronic Bank Statements and Positive Pay April Statement 9 - 13 b. Huntington CDs Huntington CDs 14 - 17 c. Mill Pond Change Order No. 4 854410 Change Order #4_rev Grant Expense Breakout 18 - 19 d. Mill Pond Amendment No. 1 854410 PSA Amendment 01 e. Sewer Grant Pay Applications VIII. PRESIDENT AND COUNCIL DISCUSSION IX. EXTENDED PUBLIC COMMENT X. ADJOURNMENT NEXT REGULAR COUNCIL MEETING ON AUGUST 4, 2025 AT 6:00PM Page 2 of 19  MINUTES Regular Council Meeting 6:00 PM - Monday, July 7, 2025 Village Council Room The Regular Council of the Village of Farwell was called to order on Monday, July 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, Trustee Shawn Burger, and Trustee Marvin Frayer EXCUSED: I. PUBLIC HEARING - RATE ADJUSTMENTS a. President Tracey Jackson opened the Public Hearing at 6:01PM. No public comment received. Trustee Victoria Williams made a motion to close the Public Hearing at 6:02PM. Trustee Gina Hamilton seconded the motion. Motion carried. II. PUBLIC COMMENT a. No public comment received. III. CONSENT AGENDA All items listed with an asterisk (*) are considered to be routine by the Village Council and shall be enacted by one motion. There will be no separate discussion of these items unless a trustee or citizen requests to do so, in which event the item shall be removed from the General Order of Business and considered in its normal sequence on the agenda. a. *Monday, June 16, 2025 Regular Council Meeting Minutes Trustee Gina Hamilton made a motion to approve the Monday, June 16, 2025 Regular Council Meeting Minutes. Trustee Amanda Pfruender seconded the motion. Motion carried. b. *Monday, June 30, 2025 Special Council Meeting Minutes Trustee Amanda Pfruender made a motion to approve the Monday, June 30, 2025 Special Council Meeting Minutes. Trustee Marvin Frayer seconded the Page Page31ofof19 4  motion. Motion Carried. c. *Approval of Payment of Bills and Payroll for June in the Amount of $77,827.71 Trustee Victoria Williams made a motion to approve the payment of bills and payroll for the month of June in the amount of $77,827.71. Trustee Gina Hamilton seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. IV. APPROVAL OF THE AGENDA a. Trustee Gina Hamilton made a motion to approve the agenda with the addition of item, "i. Change Order No. 4" under new business. Trustee Amanda Pfruender seconded the motion. Motion Carried. V. COMMITTEE REPORT a. Finance Trustee Gina Hamilton Presented the Finance Committee report. b. Parks & Rec Trustee Gina Hamilton presented the Parks & Rec Committee report. The next meeting to be held Wednesday, July 16, at 5:30PM. c. DPW Next meeting on Thursday, July 17th, at 5:30PM. d. Personnel Next meeting on Wednesday, July 15th, at 5:30PM. VI. STAFF REPORTS a. Clerk/Treasurer Clerk/Treasurer Ross Wilson presented the June 30, 2025 Bank and Fund Report and the July 7, 2025 Treasurer report. Noted that the State Archives may be available in August for a free consultation on the older items in possession by the Village and that he will reach out to the auditor to schedule the audit fieldwork. b. Zoning Officer Zoning Officer Timothy Feig presented the Zoning report. VII. UNFINISHED BUSINESS a. No unfinished business at this time. Page Page42ofof19 4 VIII. NEW BUSINESS a. Ordinance 2025-1 Trustee Gina Hamilton made a motion to approve Ordinance 2025-1, An ordinance to provide for the acquisition, construction, installation, furnishing and equipping of additions and improvements to the water supply system of the village; to provide for the issuance and sale of junior lien revenue bonds to pay the cost thereof; to prescribe the form of the bonds; to provide for the collection of revenues from the system sufficient for the purpose of paying the costs of operation and maintenance of the system and to pay the principal of and interest on the bonds and certain outstanding bonds; to provide for the segregation and distribution of system revenues; to provide for the rights of the holders of the bonds in enforcement thereof; and to provide for other matters relating to the bonds and the system. Trustee Marvin Frayer seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. b. Resolution 2025-11 Trustee Victoria Williams made a motion to approve Resolution 2025-11, A resolution to tentatively award a construction contract for water system improvements. Trustee Gina Hamilton seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. c. Resolution 2025-12 Trustee Amanda Pfruender made a motion to approve Resolution 2025-12, Resolution for future water rate modifications. Trustee Jeff Linton seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. d. Resolution 2025-13 Trustee Amanda Pfruender made a motion to approve Resolution 2025-13, Resolution to modify water rates. Trustee Gina Hamilton seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. e. Mill Pond Pay Application No. 7 Trustee Amanda Pfruender made a motion to approve payment for Application for Payment No. 7 to The Isabella Corporation in the amount of $147,081.12. Trustee Victoria Williams seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. f. Fleis & Vandenbrink Invoice 73905 Trustee Amanda Pfruender made a motion to approve payment for Invoice no. 73905 to Fleis & Vandenbrink in the amount of $25,737.34. Trustee Jeff Linton seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. g. Fleis & Vandenbrink Invoice 73906 Trustee Amanda Pfruender made a motion to approve payment for Invoice no. 73906 to Fleis & Vandenbrink in the amount of $4,500.00. Trustee Jeff Linton Page Page53ofof19 4  seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. h. Fleis & Vandenbrink Invoice 73907 Trustee Amanda Pfruender made a motion to approve payment for Invoice no. 73907 to Fleis & Vandenbrink in the amount of $20,800.00. Trustee Marvin Frayer seconded the motion. A roll call vote was taken. All yeas being heard. Motion Carried. i. Change Order No. 4 Trustee Gina Hamilton made a motion to table the item until further details are available. Trustee Victoria Williams seconded the motion. Motion Carried. IX. PRESIDENT AND COUNCIL DISCUSSION a. President Tracey Jackson discussed the progress of the Mill Pond, noting that the Village is still pending approval from the DNR to begin the process of running electricity to the park. X. EXTENDED PUBLIC COMMENT a. Commissioner Gross discussed ongoing items at the county. XI. ADJOURNMENT a. Trustee Amanda Pfruender made a motion to adjourn the meeting at 6:54PM. Trustee Victoria Williams seconded the motion. Motion Carried. NEXT REGULAR COUNCIL MEETING ON MONDAY, JULY 21ST AT 6PM Clerk/Treasurer President Page Page64ofof19 4  Parks & Recreation Meeting Minutes Thursday, July 3, 2025 5:30 PM Village Hall Council Meeting Room Call meeting to order: 5:30pm Pledge of Allegiance Roll Call: Gina Hamilton, Shawn Burger, and Vicki Hamilton I. Farmers Market a. June sales reports have been submitted, and the market is currently averaging 21 vendors and 246 customers per week. b. There will be a Food Preservation Event on Saturday, July 26 at 10:00am, lasting about an hour. Kara Lynch from MSU Extension will lead the workshop. Attendees will receive starter kits and cookbooks to take home. This event is fully funded by a grant awarded to the Village by the Michigan Farmers Market Association. II. Events a. Lumberjack i. The committee discussed the upcoming Lumberjack Festival events. One final meeting will be held to go over any last-minute details before the event. b. Back to School i. The Back to School Event will take place on Saturday, August 9, from 10:00am-1:00pm. Tonya will take inventory of the supplies we currently have and what is still needed. There will be three organizations participating in the event to provide activities for attendees: MSU Extension, Clare- Gladwin RESD, and Mid Michigan Community Action Agency. c. Bubble Dance Party i. Surrey Township Public Library is hosting a Bubble Dance Party in the park on Wednesday, August 6 at 1:00pm. This family-friendly event is free and open to all ages. III. Old Business IV. New Business V. Adjournment – VI. Next Meeting – Wednesday, July 16 @ 5:30pm Page 7 of 19 Page 8 of 19 Page 9 of 19 Page 10 of 19 Page 11 of 19 Page 12 of 19 Page 13 of 19  CHANGE ORDER NO. 04 Owner: Village of Farwell Contractor: The Isabella Corporation Project: Mill Pond Park Improvements Engineer: Fleis & VandenBrink Engineering, Inc. Engineer’s Project #: 854410 Date Issued: July 16, 2025 The Contract is modified as follows upon execution of this Change Order: Description: PARK QUANTITY INCREASES 1. Pay Item No. 1: General Conditions, Bonds and Insurances (5% Max) ADD $21,500.00 2. Pay Item No. 4: Site Preparation & Grading ADD $20,000.00 3. Pay Item No. 6: Miscellaneous Removals ADD $2,000.00 4. Pay Item No. 11: Plain Riprap (increase of 87 syd) ADD $8,700.00 5. Pay Item No. 12: Aggregate Base, 8 Inch* (increase of 2,950 syd) ADD $29,500.00 *Note: salvage 2,680 syd 21AA Aggregate Lot, 6 Inch 6. Pay Item No. 14: HMA, 4EL* (increase 650 tons) ADD $97,077.50 *Note: Northern parking lot to receive 4” of HMA (2” surface, 2” leveling) 7. Pay Item No. 17: Concrete Sidewalk, 4 Inch* (increase 400 sft) ADD $2,600.00 *Note: Sidewalk for restroom and utility closet access 8. Pay Item No. 22: Detectable Warning Surface (increase of 10 ft) ADD $800.00 9. Pay Item No. 24: Parking Area Marking & Striping* ADD $1,700.00 *Note: Increase for the northern Parking lot pavement markings 10. Pay Item No. 25: Concrete Wheel Stop* (increase of 13 ea) ADD $1,950.00 *Note: Increase for the northern parking lot concrete sidewalk flush edge 11. Pay Item No. 26: Utility Service Allowance* ADD $3,000.00 *Note: Restroom to connect to existing park service 12. Pay Item No. 27: Site Electrical Distribution* ADD $10,000.00 *Note: Outlined in measurement and payment to include work required for restroom electrical connection. Prefabricated restroom to be connection ready. To include service from main service to restroom and final connections to restroom building. 13. Pay Item No. 45: Slope Restoration (increase of 320 syd) ADD $2,560.00 PARK NEW PAY ITEMS 1. Sanitary Lateral, 6 Inch* - Qty 180 ft @ $132.00/ft ADD $23,760.00 *Note: Measured and paid by the unit length for the size identified and measured on the ground surface along the pipe centerline from wyes and connection points, including excavation, backfill, main line risers, fittings, trap, cleanout, and contractor supplied witness measurements. No payment will be made for non-witnessed or improperly witnessed installations. 2. Water Service, 1 ½ Inch* - Qty 155 ft @ $63.00/ft ADD $9,765.00 *Note: Measured and paid by the unit length and measured on the ground surface along the pipe centerline including excavation, backfill, and fittings. Items include water service, corporation stop, curb stop, connections, fittings, reducers, elbows, and any related materials for complete installation. 3. Prefabricated Restroom* ADD $146,059.00 *Note: Huffcutt Badger model with revised door plan. Restroom to be delivered utility hookup ready. 854410 Change Order No. 4 Page 14 of 19 4. Landscape Planting* - Qty 1,860 sft @ $2.80/sft ADD $5,208.00 *Note: Planting list, landscaping areas, and detail to be provided. 5. Trash Receptacles – Qty 3 @ $2,949.00/ea ADD $8,847.00 6. 4 Foot Dia. Catch Basin* – Qty 1 ADD $8,600.00 *Note: Includes cost of decreasing rain garden slope. 7. Concrete Curb and Gutter – Qty 140 ft @ $42.00/ft ADD $5,880.00 TOTAL PROJECT INCREASE: $409,506.50 SPECIFICATION CHANGES 1. Section 03 15 13 – WATER STOPS New specification outlining requirements for water stop. 2. Section 32 91 00 – LANDSCAPE PLANTING New specification outlining requirements for landscape planting. 3. Section 33 11 00 – WATERMAINS New specification outlining requirements for water service. 4. Section 33 31 00 – SANITARY SEWERS New specification outlining requirements for sanitary. DRAWING CHANGES 1. Sheet C-103 – Site Plan – North Section To include prefabricated restroom, sidewalk, and landscaping. Will be provided. 2. Sheet C-105 – Grading, Utilities, & SESC – North Section To include sanitary and water service for prefabricated restroom, and grading for paved parking, sidewalk, and prefabricated restroom. Will be provided. 3. Sheet(s) C-503 – Details To include water service, learning display, and landscape planting details. Will be provided. Attachments:  Trash receptacle quote and shop drawing 854410 Change Order No. 4 Page 15 of 19  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 Increase (Decrease) from previously approved Change Orders No. 1 to 3 : Change Orders No. 1 to 3 : Substantial Completion: N/C $ 36,193.66 Ready for final payment: N/C Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: N/A $ 1,134,286.16 Ready for final payment: N/A Increase of this Change Order: Net Change of this Change Order: Substantial Completion: 403 days $ 409,506.50 Ready for final payment: 419 days Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: May 30, 2026 $ 1,543,792.66 Ready for final payment: June 30, 2026 RECOMMENDED: APPROVED: ACCEPTED: By: By: By: ENGINEER (Authorized Signature) OWNER (Authorized Signature) CONTRACTOR (Authorized Signature) Title: Title: Title: Date: Date: Date: 854410 Change Order No. 4 Page 16 of 19  Mill Pond Grant Expense Breakout F&V Amendment No. 1 $ 39,625.00 Isabella Corp. Change Order No. 04 409,506.50 Isabella Corp. (Remainder 2022 contract) 160,424.23 Total 609,555.73 Total Remaining Grant Funds 612,594.87 Net Remaining 3,039.14 Bluetech Data (Remainder for cameras) 15,690.00 Total cost from Village $ (12,650.86) Remove: Trash Receptacles 8,600.00 Total cost from Village $ (4,050.86) Page 17 of 19  AMENDMENT NO. 01 TO THE PROFESSIONAL SERVICES AGREEMENT FLEIS & VANDENBRINK ENGINEERING, INC. 2960 Lucerne Drive SE, Grand Rapids, MI 49546 (616) 977-1000 fax (616) 977-1005 The Professional Services Agreement (“PSA”) entered into between Fleis & VandenBrink Engineering, Inc. (“Engineer”) and Village of Farwell, whose address is 109 S. Hall Street, Farwell, MI 48622, (“Owner”) dated 10/21/2020, including previous amendments, if applicable, is hereby amended for the project known as: Mill Pond Park Improvements (F&V project # 854410) DESCRIPTION OF PROJECT AND SCOPE OF SERVICES: The description of the Project (“Project”) and the scope of services (“Services”) provided under the PSA are amended as follows: • Design and permitting for owner-directed scope additions (restroom, utility connections, north parking lot paving, landscaping, Clare County right-of-way permitting). • Construction observation, testing, and administration. AGREEMENT DOCUMENTS: The following additional obligations are hereby included in the Agreement Documents, and are incorporated herein by reference; Engineer’s proposal / letter dated 01/21/2022 COMPENSATION OF ENGINEER: The services to be provided under this Amendment shall be a Total Lump Sum Fee contract in the amount of $39,625.00, billed monthly based on the percentage of Work completed. LUMP SUM PROJECT COSTS: SCOPE DESCRIPTION LUMP SUM FEE OWNER APPROVED Dredging and Park design, permitting, bidding, & Original Contract construction $ 469,000.00 01/22/2022 Work scope additions design, permitting, & Proposed Amendment #1 construction $ 39,625.00 Pending New Contract Value $508,625.00 Pending TERMS AND CONDITIONS: The Terms and Conditions of the PSA and amendments to date shall apply to all work performed by Engineer. ELECTRONIC/FACSIMILE SIGNATURES. The signatures on this PSA shall be deemed to be original signatures when transmitted electronically or by facsimile machine or by any other medium. No party shall be required to produce a PSA with an original signature in order to enforce any provision of this PSA. IN WITNESS WHEREOF, the parties hereto have made and entered into this Amendment to the PSA. To be valid, this Amendment must be signed by an authorized representative of Fleis & VandenBrink Engineering, Inc. OWNER ENGINEER VILLAGE OF FARWELL FLEIS & VANDENBRINK ENGINEERING, INC. By: By: Brian D. Rowley, P.E. Title: Title: Regional Manager By: By: Kayla Palmer Title: Title: Project Manager Date: Date: 7/10/2025 854410 PSA Amendment 01 Page 1 of 2 Page 18 of 19 ADDITIONAL PROVISIONS - CONSTRUCTION OBSERVATION 1. DEFINITIONS. 1.1. Contract Documents shall mean construction agreement(s) between Owner and Contractor(s), including plans, specifications, addenda and change orders. 1.2. Contractor shall mean the person or entity providing construction services to Owner, as defined in the Contract Documents. 2. SITE OBSERVATION. 2.1. The Engineer shall visit the site as defined in the Scope of Services to become generally familiar with the progress and quality of the portion of the Work completed, and to determine, in general, if the Work observed is being performed in a manner indicating that the Work, when fully completed, will be in accordance with the Contract Documents. However, the Engineer shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the Work. On the basis of the site visits, the Engineer shall keep the Owner reasonably informed about the progress and quality of the portion of the Work completed. Engineer will not be responsible for the means, methods, techniques, and procedures of construction observed during such visits. Engineer will not be responsible for the Contractor's failure to perform the work in accordance with the Contract Documents. 2.2. Based solely on Engineer’s on-site observations and Engineer’s review of the Contractor's applications for payment, Engineer will recommend in writing to Owner payment to the Contractor. Such recommendations of payment to constitute a representation to Owner, based solely on such observation, review and the data comprising such applications, that to the Engineer’s knowledge, information and belief, the work has progressed to the point indicated and that to the Engineer’s knowledge, information and belief the quality of the work is generally in accordance with the Contract Documents. 2.3. Engineer will conduct, in company with Owner, a final review of the Project for conformance with the design concept of the Project, and compliance with the information given by the Contract Documents, and recommend, in writing, payment to the Contractor, on the same basis as set forth above. 3. OWNER RESPONSIBILITIES. Owner will: 3.1. Provide full information as to his requirements for the Project. Assist Engineer by placing at Engineer’s disposal all available information pertinent to the Project, including previous site reports and any other data relative to the design or construction of the Project. 4. SITE SAFETY PROGRAMS AND PRECAUTIONS. 4.1. Owner acknowledges that the Contractor, not Engineer, is responsible for initiating, maintaining and supervising all safety programs and all safety precautions in connection with the work. 4.2. Engineer shall neither have control over, nor be responsible for, safety programs and precautions in connection with the work, since these are solely the responsibility of the Contractor. 4.3. Neither the professional activities of the Engineer, nor the presence of the Engineer or its employees at the site, shall impose any duty on the Engineer, nor relieve the Contractor of its responsibility for jobsite safety. 854410 PSA Amendment 01 Page 2 of 2 Page 19 of 19