Village Council Draft September Minutes

The following Treasurers spreadsheets were presented;

j127082016
j124092016_8 j124092016_7 j124092016_6 j124092016_5 j124092016_4 j124092016_3 j124092016_2And the following Agenda:

j124092016_1Notably absent is this:

0816

0816b

The State of Michigan Department of Treasury web site records this response:

https://treas-secure.state.mi.us/LAFDocSearch/tl41R01.aspx?&lu_id=3215&doc_yr=2016&doc_code=APRCAPUPLD

Corrective Action Plan

Village of Bear Lake MI

For the year ending February 29, 2016 the Village overspent income in the following areas:

a) General Fund spent $2,366 over income

b) Major Street fund over spent by $10,694

c) Park Fund over spent by $7,665

d) Water Fund over spent by $40,513

While we overspent we always kept a surplus balance in each account. One of the greatest areas of concern is that for the year ending Feb. 29, 2016 an unbalanced budget was approved. This has been addressed by approving an accurate and balanced budget for the current year.

During the past year the Treasurer and Clerk both tendered their resignations and had to be replaced by new appointees. This led to a period where they were trying to learn “on the fly” and we struggled with the accounting procedures needed to keep an accurate record of income and expenses. Also the previous clerk failed to set an Audit for year ending Feb 28, 2015 and by the time we figured it out and were able to schedule one some of our State money was withheld.

Here are the steps we have taken to ensure this will not happen in the future. 1) Passed a budget for the current year that is balanced and accurate. 2) Adjust the budget as needed to make sure expenditures do not exceed the income. 3) Keep a running balance sheet that is updated as bills are paid and income comes in to have an accurate real time view of where the Village stands financially. 4) We renewed our agreement with our current auditing firm for 3 years. This will allow our clerk and treasurer access to their knowledge and get help whenever a question arises. 5) Both the clerk and treasures are taking classes to increase their understanding of our accounting system.

From our audit these deficiencies were found and have been corrected by following the plan the auditor recommended. a) Audit adjustment and the Financial Statements. Because of the transition of both offices and the learning curve, the attention to the details of adjusting the budget were missed. This again has been addressed and we currently review our financials on a weekly basis. b) Reconciliations. We have tightened our controls on this. We reconcile our bank statements immediately after they come in and this reduces the chances of issues arising. c) Segregation of Duties.

The auditor recommended the following and we are complying….The clerk and Treasurer need to better define their responsibilities. With small governments, such as the village, this is difficult due to the number of staff. But right now, the clerk needs to take a bigger role to separate some of the duties between the two positions. We understand the deficiencies we have, the problems continuing to do so will produce and what we need to do to fix the problems. Plans are in place, being followed and we are committed to keeping an updated and balanced budget.

Jeff Bair President Village of Bear Lake

[It should also be noted that a FOIA request was submitted for the audio tapes of this meeting.] 

Village of Bear Lake Council

REGULAR MEETING

September 21, 2016

Bear Lake Village Hall

Uapproved Minutes

The Regular Meeting of the Bear Lake Village Council was called to order by President Jeff Bair at 7:01 p.m. at the Bear Lake Village Hall.

Pledge of Allegiance – said by all.

Present: President: Jeff Bair Council: Peggy Bass, Ron Ronning, Jackie Johnson, Treasurer: Sally King, Clerk: Cindi McPherson Staff: Jared Bair.

Absent: Don Hyrns, Carver Edwards, Janene Gee, Larry Gibson

Guests: Don & Liz Raiff, Greg McPherson, Barb Farfsing, Janette May, Chuck Eminker.

Motion to adopt the amended agenda with additions: Ronning moved and Johnson seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

Addition; Correspondence – an additional email from Christie Johnson.  Letter from  Janene Gee.  Letter from Don Hyrns.  Bills to be paid; two additional invoices.

Public Comment: None

Correspondence:

  • Email from Christie Johnson thanking the village for the fencing along the water tower road.  An additional email from Johnson concerning a sign for the gate going to the compost pile with the hour’s gate is open.  Hours 8a-7p
  • Letter from Don Hyrns of his resignation from the Bear Lake Village Council.  
  • Letter from Janene Gee regarding the recent petition.
  • All letters are placed on file in 2016 Minutes binder.

Motion to accept the August 17, 2016 Regular Monthly Meeting Minutes with correction. Ronning moved, Bass seconded. Motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Gee and Edwards

Correction: page 2, Committee Reports, Park: ($34.5) should read ($34,500.00)

Motion to accept the September 1, 2016 Special Meeting Minutes as written. Johnson moved, Ronning seconded. Motion carried.

[note that a correction was made to the Draft Minutes without being noted: Bear Lake News]

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Gee and Edwards

Maintenance Supervisor Report: Jared Bair

  • Park Report, Water Report, General Report and Equipment Report
  • Report on file in the 2016 Minutes binder

Treasurer’s Report: 

  •           Treasurer’s report read by King and placed on file in the 2016 Minutes binder.

FUND NAME GRAND TOTAL

           Equipment Fund        3,274.98

Savings – Honor Bank- Equip        25,988.82

           Minor Street Fund                   22,335.55

           Major Street Fund                         40,425.90

           Park Fund      28,223.04

CD – Honor Bank – Park    32,770.06          

           Water Fund                                 15,340.37

MMA – water                     10,034.30 (Formerly Huntington Account)

           General Fund                    23,660.01

  • Motion to accept the Treasurer’s Report, moved by Bass, Ronning seconded Motion carried. 

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

  • Motion to accept the Budget Amendments as explained; bringing income accounts into line with received/collected amounts thusfar and moving some fund amounts to balance decending balances, moved by Bass, Johnson seconded. Motion carried. 

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

Report on file in 2016 Binder.

  • Motion, Bills to be paid as presentedBass moved, Johnson seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

  • List of “Bills to be Paid” is found at the end of this report.

Reimbursement to the General Fund:

Major Street 8/01/2016-8/31/2016   $00.00

Minor Street 8/01/2016-8/31/2016 $00.00

Park Fund 8/01/2016-8/31/2016 $2,229.50

Water Fund _ 8/01/2016-8/31/2016 $220.00

Total to transfer to General Fund=$2,449.50

COMMITTEE REPORTS:

Park:

  • Jeff Bair reported that sales (approx. $36.500.00) for campground for the year.  We will have 1 additional camper staying through October.
  • DEQ required two new hoses for drinking water and non-drinking water at dump site.  DEQ is requesting we post a NO LIFE GUARD ON-DUTY sign and have a Life Saving Ring at the beach area.

Trees:

  • No report

Streets:

  • Motion to accept Ron Brown’s bid to level Cody Street and use cut outs to fix water issue at northeast corner of Cody & Maple Streets; Ronning moved, Bass seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

Water:

  • Motion to renew Mead & Hunt 1 year contract through August 17, 2017; Ronning moved, Johnson seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

Equipment:

  • Motion to move forward with applying for grants on new maintenance building; Bass moved, Johnson seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

Discussion: Spicer Group estimated project to be $300K.  Building will have 4 shop bays, 2 regular garage doors and 2 taller ones.  An air compressor only “frill” added.

Sidewalks: No report

Museum:  

  • Motion to disband the Council’s museum committee; Bass moved, Johnson seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

Discussion:  Museum is trying to get a 501c3 status.  

Blight/CABA:

  • No Report

CABA – no report.

Planning Commission:

  • Barb Farfsing reported the commission has discussed Short and Long Term Goals

    • Short Term – Flower Gardens – Triginta Group will take this on as a project

Ad Hoc Committee:  McPherson reported, binder is made for Policies, Resolutions and Ordinances.  Policies and Resolutions binders are almost complete.  Binders will be given to each committee Ad Hoc Committee member.

OLD BUSINESS:

  • Signage for Village Hall – Gee: No report
  • Speed bumps – Gee:No report
  • Water Rate increase:

    • Motion a $15 per 1/4 increase to village residents water rate, per REU; Ronning moved, Johnson seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

Note: Per DEQ- village needs to make a rate that can repay loans.

Discussion: Johnson asked if the council could have a meeting for the public (village residents) with the DEQ, Fleis & VanderBrink, Michigan Rural Water and anyone else needed.  Jeff Bair stated he is working on a meeting for mid-October at Bear Lake High School.

NEW BUSINESS:

  • Motion for no more audio recordings by the clerk of Bear Lake Village Council meetings; Johnson moved, Bass seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

  • Motion to accept the new check acceptance policy; Bass moved, Johnson seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

  • Motion to employ Gabridge Co, for the next 3 years as our auditing company; Johnson moved, Ronning seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

  • Motion to appoint Clerk, Cindi McPherson as the Title VI coordinator; Bass moved, Ronning seconded, motion carried.

Aye: Johnson, Ronning, Bass, Bair

Nay: None

Absent: Hyrns, Edwards, Gee

PUBLIC COMMENT:

Greg McPherson asked if there could be later hours for compost area for fall leave drop off.  People do work later and need time to get leaves to area.  It was decided to contact Maintenance Supervisor when later times are needed.

Don Raiff would like to see more information on Water Project and any large village project on the villages website.  Example:  DEQ and SAW Grants.  This would be helpful to the public.  Jeff Bair agreed.

Chuck Eminker asked for an update on Variety Store.  Jeff Bair reported, Village Blight lawyer is reviewing court paperwork.  Bair also reported, our current county treasurer is interested in pursuing a Land Bank by February 2017.

Barb Farfsing asked if our volunteer, Dendra Best had reported on the Manistee Trail Meeting?  No report from Best.  Clerk will check with her.

Farfsing also asked if Autumn Glory Days could use Hopkins Park for some of their activities.  Yes, lot 6 is available.  Autumn Glory dates are October 1, 2016  11a – 4p

COUNCIL MEMBERS:  Johnson mentioned the council may need extra meetings as we progress with the water project petition.  McPherson expressed concern with possible loss of business, Jeff Bair mentioned shut down of school if one of the wells go down.

Upcoming Events and Announcements:

Meeting adjourned at 8:17pm

Respectfully Submitted, 

Cindi McPherson, Village Clerk

Bills to be paid – September 1, 2016

Reimbursement to Jeff Bair $31.80 General Fund

  • Cell phone for Blight Enforcement Officer

Reimbursement to Cindi McPherson $99.00 General Fund

  • On-line class for Quick Books

Staples – office supplies $196.57 General Fund

Spicers Group -Storage Building $3,242.08 General Fund

Jackpine – Website $145.00 General Fund

Northstar Automotive $240.88 Park Fund

Saddle Up Grocery – straw – July & August $137.58 Park Fund

Arcadia Sharp-All – mower blades $49.50 Park Fund

Ginop Sales Inc. $159.00 Park Fund

Lark Lawn & Garden $150.00 Park Fund

Ron Brown & Sons – hot mix asphalt $117.15 Minor Fund

Auto-Wares – Auto Value $8.68 Minor Fund

Mead & Hunt $753.74 Water Fund

Additional bills to be paid:

Bear Lake Ace Hardware $186.92 Park Fund

West Coast Farm Services $753.50 Minor Fund

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