Village of Bear Lake: DRAFT March Regular Minutes and Approved Special Minutes

The Village no longer records meetings. As a service for those unable to attend, volunteers supply recordings as permitted under the Open Meetings Act.  As no volunteer was available in March, Bear Lake News requested the Village provide the same telephone number for a public access conference bridge to listen to this meeting as was done in February.

No response was received for any of the meetings listed here.

Village of Bear Lake Council REGULAR MEETING

March 15, 2017 Bear Lake Village Hall

Unapproved Minutes

The regular meeting of the Bear Lake Village Council was called to order by President Jeff Bair at 7:00 p.m. at the Village Hall. Pledge of Allegiance was said.

Present: President: Jeff Bair Council: Peggy Bass, Jackie Johnson, and Greg McPherson

Treasurer: Sally King, Clerk: Cindi McPherson Staff: Larry Gibson and Jared Bair

Absent: Carver Edwards and Ron Ronning

Guests: Eleven (11) guests signed in

Motion to Adopt the Agenda as presented and with additions by McPherson and seconded by Bass,motion carried.

Aye: Bass, Johnson, G. McPherson, Bair

Nay: none

Additions:

• After Correspondence, Nominations

• New Business:

o Grant Agreement

o Self Evaluation

o Payment Authorization Policy

Public Comment: None

Correspondence: Read by clerk:

• Email from Jason Wilder Evans – no discussion

• Resignation letter from council member Carver Edwards.

Motion was made to accepted Carver Edwards & Janene Gee’s resignation by Johnson, seconded by McPherson. Motion carried

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

Note: Gee’s resignation was read at February 15, 2017 meeting but a motion was not made to accept it.

• Email from Kris Buckner, Bear Lake Days Committee, requesting closer up streets needed for Bear Lake Days events. US-31 & Potter Rd, to Wise Street up Main to Virginia Street and down to US 31 to Russell Street. Additionally, Main Street at US 31 to Virginia Street for the Arts & Crafts Fair.

Nominations of Council Members – Jeff Bair

• Joanne Schroeder to replace Janene Gee

• Marla Evans to replace Carver Edwards

Motion to appoint Joanne Schroeder to the Village Council as Trustee was made by Bass, seconded by Johnson. Motion carried

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

Oath of Office was given to Joanne Schroeder by Clerk McPherson.

Motion to appoint Marla Evans to the Village Council as Trustee was made by McPherson, seconded by Johnson. Motion carried

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

Oath of Office will be given to Evans at a later date.

REPORTS:

Approval of the following meeting minutes:

• Motion to approve minutes from Special Meeting, 2017-2018 Proposed Budget, February 15, 2017 as written by Bass, seconded by McPherson. Motion carried.

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

• Motion to approve minutes from February 15, 2017 Regular Meeting with addition by Bass, seconded by McPherson. Motion Carried.

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

• Motion to approve minutes from February 22, 2017 Special Meeting, Budget Amendments to FY 2016-17 with correction by G. McPherson, seconded by Bass. Motion carried.

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

• Motion to approve minutes from March 1, 2017 Special Meeting, Approval of Grant Applications by Bass, seconded by Johnson. Motion carried.

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

THE VILLAGE OF BEAR LAKE COUNCIL

SPECIAL MEETING Bear Lake Village Hall 12376 Virginia Street

Tuesday March 1, 2017 at 4pm

Approved Minutes

Called to Order at 4pm by President Bair

Pledge of Allegiance was said

Roll call: President Bair, Treasurer King, Clerk McPherson Staff; Jared Bair

Council: Bass, Edwards, Johnson, Ronning Absent: McPherson and Gibson

Guests: 2

Public Comment: None

Approval of Grant Applications:

▪ Motion was made by Bass to submit grant for a plow truck in the amount of $39,500.00 with the Little River Band of Ottawa Indians (LRBOI), seconded by Johnson, motion carried.

Aye: Bass, Edwards, Johnson, Ronning, Bair

Nay: None

Absent: McPherson

▪ Motion was made by Ronning to submit a grant for a plow truck in the amount of $39,500.00 with the USDA, seconded by Bass, motion carried.

Aye: Bass, Edwards, Johnson, Ronning, Bair

Nay: None

Absent: McPherson

▪ Motion was made by Johnson to approve submitting grant paper work to the LRBOI for $1,100 to cover the cost of Swim Safety Equipment at Hopkins Park, total cost is $1,500.00. Village will cover $400.00 if grant is approved. Seconded by Ronning, motion carried.

Aye: Bass, Edwards, Johnson, Ronning, Bair

Nay: None

Absent: McPherson

▪ Motion was made by Bass to approve submitting grant paper work for a new maintenance building with the USDA, amount of $300,000.00, seconded by Ronning, motion carried.

Aye: Bass, Edwards, Johnson, Ronning, Bair

Nay: None

Absent: McPherson

Public Comment: None

Adjournment at 4:12pm

Respectfully submitted by Clerk McPherson

[ The following two documents were obtained via FOIA: send a comment if you need an Accessibility enabled version please]
BEAR LAKE PEC Estimate of costs

Preliminary_Progress_6-22-16 Schematics and Plans

• Motion to approve minutes from March 7, 2017 Joint Meeting including Village of Bear Lake, Pleasanton and Bear Lake Townships with Bear Lake Improvement by G. McPherson, seconded by Bair. Motion carried.

Aye: McPherson, Bair

Nay: None

Absent: Ronning

NOTE: Greg McPherson & Jeff Bair were they only council members present at this meeting.

PUBLIC HEARING

Joint Meeting including Pleasanton Township, Bear Lake Village and Township with Bear Lake Improvement Board

March 7, 2017 at 7pm Bear Lake Township Hall

Approved Minutes

Called to order at 7pm

Pledge of Allegiance was said

Attendees: 15 attendees from the 4 organizations were in attendance.

NOTES:

Motion was made by Julie Griffis that Jeff Harthun to run the meeting. Seconded by Greg McPherson.

Mike Soloman from RLS (RLS over sees the treatment of Bear Lake) gave a 4 year over view of what the Bear Lake Improvement Board has done and results. Milfoil treatment report, treatment was extremely successful. Treatment of invasive spices in Lake only, limited. They minimize the use of chemicals in Bear Lake.

Don Brisbin gave a report on the bottom of Bear Lake. The next 5 years, continue to keep Milfoil out and a few other plant/flowers. There are 23 native plants in & around Bear Lake; this is good.

Over $27K was brought in through Special Assessment, BLIB balance is $125K. Expenses this past year, $19,700. Manistee County Treasurer handles all monies for the Improvement Board.

Treating one acre of the lake is $500. Treatment of some invasive species in Bear Lake could result in thousands of dollars.

Approved Budget for BLIB was reviewed.

Discussion and knowledgeable information was given on treatment of Bear Lake.

Meeting was adjourned at 8:07pm.

Respectfully submitted by;

Cindi McPherson

Bear Lake Village Clerk

• Motion to approve minutes from March 13, 2017 Joint Public Meeting of the Village of Bear Lake & Bear Lake Township, Natural Resources Trust Fund Application for Proposed Kayak/Canoe Launch and Fishing Pier site, by G. McPherson, seconded by Bass. Motion carried.

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

JOINT PUBLIC MEETING

Village of Bear Lake & Bear Lake Township Joint Meeting Natural Resources Trust Fund Application for Proposed Kayak/Canoe Launch and Fishing Pier site

March 13, 2017 7:00 p.m. – Bear Lake Village Hall

Approved Minutes

Called to order by Bear Lake Village President, Jeff Bair

Pledge of allegiance was said

Introductions of project steering committee members and Pat Bentley from Spicer Group.

PRESENTER: Pat Bentley, from Spicer Group explained the joint project and grant application information. This project is part of “Explore the Shores” and follows along with the “Master Plan” of the Village of Bear Lake and Bear Lake Township.

Kayak Launch Conceptual drawing

This project also a lines with The Manistee’s Recreation Plan.

The grant will cover 75% of the project and 25% will come from other donations.

The project will be 100% covered with minimal cost to village & township.

Joint project will include; kayak/canoe launch, restrooms (designed to have

additional facilities added at a later date), septic hooked up to current system, a lighted fishing pier with benches, and 2 paved handicap parking spaces.

Deadline for application is April 1, 2017. If grant is awarded construction will begin in April 2018.

PUBLIC COMMENT: Public comments were positive toward this joint project and new ideas were taken from suggestions. Comments regarding village & township working together were positive.

Concerns if “other” donations could not be covered, both village & township said plans would be scaled back to a lines with the grant.

Adjournment at 7:32pm

[Note: no accommodation was made for those requesting assistance to attend via phone due to disability, work or distance issues ]

• Maintenance Report: Read by Jared Bair. Report on file with March 2017 minutes

March 2017 Village Council meeting Maintenance report

Park

  • Plowed snow when needed
  • Removed all the old paint on the floors in the park bathrooms and repainted floors
  • Put a fresh coat of paint on the walls
  • Got bathrooms cleaned up and ready for opening

Equipment

  • Dump truck had to go in and get and air brake line repaired

Water

  • Daily well checks done
  • Monthly water paperwork and testing done
  • Weekly well checks with Mean and Hunt
  • Plowed at the well houses when needed
  • Finished going around to houses with Ken from Flies and Vandenbrink to see where to install water meters

General

  • Kept up with snow plowing and sanding the streets when needed
  • Cleaned out shop
  • Kept up with snow plowing at the offices, sand building, and other places around town
  • Started removing old boards off the picnic tables that needed to be replaced
  • Rotated compost pile around

• Treasurer’s Report: read by King. Report on file in the 2017 Minutes binder.

Equipment Fund checking/savings total 3,275.47

Honor Bank CD 26,004.30

Minor Street checking/savings total 15,972.01

Major Street checking/savings total 29,790.93

Park checking/savings total 25,562.34

Park CD#2 32,918.90

Water checking only 16,632.92**

Money Market Account 10,051.70

General checking/savings total 61,930.26

** Bond payment was deducted from checking 3.3.17 $10,000 + $830 interest

Treasurer’s Authorized Disbursements March 1-14, 2017 on file in March file.

Motion to accept Treasurer’s Report with corrections by McPherson seconded by Johnson, motion carried.

Aye: Bass, Johnson, McPherson, Bair

Nay: none

Absent: Ronning

• Motion to accept amendments to 2017-2018 Approved Budget by G. McPherson, seconded

by Bass. Motion carried.

Aye: Bass, McPherson, Johnson, Bair

Nay: None

Absent: Ronning

2017-18 Budget Worksheets -[ the approved FY2017-18 has not been provided]

• Bills to be paid were read by Clerk. Motion to pay the bills with exceptions and addition by Bass, seconded by McPherson. Motion carried. Exceptions: Northern Fire Safety $227.50,Young, Graham & Wendling pay only $200, Gibson will check on $108.50. Addition: Sally King reimbursement check $58.92

Aye: Bass, Johnson, McPherson, Bair

Nay: none

Absent: Ronning

• Reimbursements to the General Fund were read by President Bair. Total to General Fund:

$1,655.50

• Committee Chair Reports:

Park: President Bair reported $26K in campsite rentals. Discussion on adding an additional daily fee for Park Improvement for summer 2017. Discussion was tabled

Trees: No report

Streets: No report

Water: Ken Mlcek from Fleis & Vanderbrink – Design on Contract 1 & 2, get approved internally & then to USDA. USDA will submit to their main office. Bids will start soon.

Equipment: G. McPherson reported grants for plow truck were submitted on time.

Sidewalk: No report

Blight/CABA: Gibson gave a verbal report on Lynn Street residential house, Owner said daughter will be moving in in June. Gibson talked with him on moving older trucks from property.

Planning Commission: No report

Manistee County Trail Committee Report: Clerk McPherson reported there was no report from village rep Dendra Best by 3pm today. Julie Griffis, rep from Bear Lake Township gave a quick overview.[No report was provided as the Trails Committee did not meet in March as noted in the February Report]

Ad Hoc – Policy, Resolution & Ordinance Committee – No report

OLD BUSINESS

• None

NEW BUSINESS

• Motion to adopt the Articles of Incorporation, Three Lake Collaborative Authority by G.McPherson, seconded by Schroeder. Motion carried.

Aye: Bass, McPherson, Johnson, Schroeder, Bair

Nay: None

Absent: Ronning

[see the full Articles here]

• Motion to adopt Resolution 2017-3, Support of The Village of Bear Lake submission of application to the Michigan Natural Resource Trust Fund for Development of a universally accessible canoe/kayak floating dock, and fishing pier & other amenities at Hopkins Park by Bass, seconded by McPherson. Motion carried.

Aye: Bass, McPherson, Johnson, Schroeder, Bair

Nay: None

Absent: Ronning

[read the full documents here]

• Motion to accept Payment Authorization Policy with addition by Bass, seconded by

McPherson. Motion carried. Addition: Charter Spectrum – Park

Aye: Bass, McPherson, Johnson, Schroeder, Bair

Nay: None

Absent: Ronning

PAYMENT AUTHORIZATION POLICY

March 15, 2017

At the March 15, 2017 regular meeting of the Village of Bear Lake Council, it was agreed to re-authorize the Village Treasurer to make disbursement without prior Council authorization for the re-occurring goods/services listed below. Providers may change but will continue to be authorized for payment without approval of another policy.

BP fuel charges at Blarney Castle
Century Link phone service at well houses
Charter WiFi and telephone at offices
Consumer CellularPark and Blight Enforcement Officer phone service
Consumers all electric services throughout the Village including streetlights
Education registration fees for classes, conferences, etc.
Employee Payroll Hourly employees
Memberships annual membership statements
Salaries President, Clerk, Treasurer, Council, Planning Commission,
Zoning Board
Superior Energy natural gas to Municipal Building, Office/Historical Society,
Wellhouses
US & MI Taxes employee and employer taxes as provided by Clerk

Approved this ____________ day of March, 2017

By _____________________________________

Jeff Bair, current Village President

• Motion to accept Grant Agreement concerning the Michigan Natural Resource Trust Fund entitled “Hopkins Park Development” by Johnson, seconded by McPherson. Motion carried.

Aye: Bass, McPherson, Johnson, Schroeder, Bair

Nay: None

Absent: Ronning

[read the full documents here]

• President Bair reviewed the Non-Architectural “Self Evaluation Guide” required by USDA.

Note: This checklist is not represented to be comprehensive, but maybe used as a guide in conducting a Section 504 Self Evaluation for Accessibility. Issues have been addressed and will be worked on as time & budget allows. No time limited required.

[NOTE: Self Evaluations and Transition Plans

On June 11, 1982, USDA issued 7 CFR 15b, which required all borrowers to conduct self- evaluations within 1 year of the USDA regulation. In the event that structural changes were necessary, recipients were required to develop transition plans that set forth the steps necessary to complete such changes.

Who must conduct self-evaluations and develop transition plans?

>>• Borrowers who have had complaints filed against them, and the Agency determines it is necessary.

• All state and local government borrower entities. (DOJ issued a regulation on July 26, 1991, which requires all State and local governments to conduct self-evaluations, unless they had already done so to meet the requirements of section 504.)<<]

COUNCIL COMMENT:

• None

PUBLIC COMMENT:

• David Reed, wanted to know where the village is on signage for Village Hall. President Bair reported, he had a conversation with Lisa Kennedy re: having a high school student work on signs for the hall.

COMING EVENTS:

• No Community Dinner

• Downtown banner information sheets are in the mail! We are hoping for a great response on them, C. McPherson reported.

• Bear Lake Promoters After Hour Event will take place on May 18, 2017 at 5-7pm at Bear Lake Hardware Design Center. Speakers will be landscape architects from Beckett & Raeder discussing the US 31 Corridor Plan.

Meeting adjourned at 8:28p.m.

Respectfully Submitted,

Cindi McPherson, Clerk

a. REIMBURSEMENTS to the GENERAL FUND:

FUND NAME DATES AMOUNT

Major Street 1/01/2017-1/31/2017 $654.50

Minor Street 1/01/2017-1/31/2017 $00.00

Park Fund 1/01/2017-1/31/2017 $00.00

Water Fund 1/01/2017-1/31/2017 $1,001.00

Equipment Rental $

Total to transfer to General Fund = $1,655.50

Bills To Be Paid

Date: March 15, 2017

Name Amount Fund Account Notes_____________

West Coast Farm Services ($443.35) $221.67 Major 202-265-775 Service call on tractor

$221.67 Minor 203-265-775 Service call on tractor

Mead & Hunt $1,375.25 Water Water testing/sampling

Sally King, Reimbursement ($197.14) $115.01 General101-215-727 Checks ordered

$82.13 Major 202-482-727 Checks ordered

Auto Wares/Auto Value $137.37

Jus-Green $350.00 General Insect control village office

Bear Lake Ace Hardware $19.96 bucket, brush, roller

Northern Fire Safety $227.50 Inspect of fire extinguish

The Pioneer Group ($100.38) $56.25 General Budget Hearing

$44.13 Park 531-000-900 Bill split with BL Township

Manistee County Road Comm. ($266.07) $133.03 Major Sand & salt

$133.04 Minor Sand & salt

Jackpine Business Center ($84.45) $14.84 General Brush pickup cards $52.11 Water Tinted window envelope

$17.50 Park Numbering park receipts

Young, Graham & Wendling $200.0

0 General Phone retainer

$108.50 General Blight forms

  • samples

IRS $186.59 General Tax period March 31, 2013

Jeff Bair, Reimbursement $146.00 Park Paint supplies

Michigan Municipal League ($5,571)

$1,798.80 General Pool Renewal Premium $936.30 Major

$936.30 Minor

$1,157.80 Water

$741.80 Park

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