Village of Bear Lake: April 2018 Finance reports

april1818VBL_finance21042018

To date: we have not received any response concerning non compliance with a standing FOIA request to receive the full meeting documents in advance of all meetings, plus copies of all published Notices of Intent.

We note that the information provided here is courtesy of local volunteers – and that on multiple occasions we have asked the Village of Bear Lake to provide this information on their own web site.

As a footnote – the Village Attorney represents the Village Council not Village residents.

FS OMA Posting Requirements

current_foia_detailed_cost_form_1-24-17

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Village of Bear Lake: Financial Position

Bear Lake News was requested to submit a 6 month FOIA Subscription to receive Regular and Special Meeting notices and all documentation provided to any Council member or public attending in person. This was approved in November, 2017:

Under MI Freedom of Information Act (Public Act No. 442 of 1976 as amended)

We hereby submit this 6 month subscription request for the following documents. 
  • To be received via electronic mail. 
  • In advance of all Village Council, Planning, Two Lakes Sewer Authority meetings.
  • a) Agendas
  • b) Draft Minutes within 8 business days ( as per OMA)
  • c) Approved Minutes within 5 business days of approval (as per OMA)
  • d) All finance documents referenced in those Minutes
  • e) All spreadsheets referenced in the Minutes when the FY Operating Budget has been amended
  • f) All Special or Public Meeting Notices in no less than the notice required by law.
Said documents are required to be produced for all Village Meetings and therefore do not meet the additional labor charge time period.
To attach said documents to an email has been timed at 90 seconds.
We look forward to the Village’s compliance with their stated intent of open and transparent government. Perhaps a simpler solution would be a link to where a full meeting packet may be located on the Village web site?
Bear Lake News Media Service.

On Tue, Nov 14, 2017 at 1:47 PM, Bryan E. Graham
wrote:

Dear Cindi:

I have reviewed the FOIA from the Bear Lake News.  With the exception noted below, all of the requested public records must be provided in
electronic format and in advance of all Village Council and village planning commission meetings.

On January 8, 2018 we amended our request:

Any document presented for review or discussion at any Village Council Regular, Special or Planning Commission meeting.
As previously noted – such documents have already been created for the Council and meeting attendees to view – we are requesting these be made available as either .doc, .xls or PDF format and supplied via email or GoogleDrive in advance of said meetings to allow residents time to review and comment please?

Again, as we have done on many prior occasions, we would highly recommend the Village post all Meeting packets to it’s own web site to avoid
duplication of such FOIA requests.
Bear Lake News.

Items not received:

  • FY 2017-18 Year End final itemized spreadsheet for Profit and Loss by fund and line item.
  • March 28, 2018 Council meeting itemized spreadsheet for Profit and Loss by fund and line item. [our volunteer resident was unable to attend to pick up a copy in person. If any Village resident would agree to attend one meeting a year please contact us by replying to this post?]
  • A $50 fee was requested of a resident asking to receive copies of the 2017 W3, W2s and 1099 Misc – approximately 22-26 single sheets. A request to receive a redacted pdf copy as these were prepared by a contracted CPA ($400) for submission to federal and state tax entities was refused as taking 10 days to comply. In using the Village’s own lengthy FOIA fee schedule – a fee of $2.50 plus postage was offered and declined by the Village. current_foia_detailed_cost_form_1-24-17[pdf]
  • A request to see the actual application and cost sheets for the proposed Hopkins Park kayak launch/pier project has not received a response. From the corrected Public Hearing announcement and Minutes [ Unapproved Public Hearing Kayak Canoe Lauch March 28 2018 ] it appears this no longer a joint Township/Village Project and states “The grant will cover 74% of the project and 26% will come from other donations. The project will be 100% covered with minimal cost to village.”
  • A February 13, 2018 request to see the final details concerning the now confirmed loan from USDA to construct a new Maintenance Building was not complied with.
  • On April 5 the following was received:
  • The status of a 30 year USDA loan application for construction – I assuming you are referencing the DPW building?  Loan has been approved and bids will begin but there has been nothing set/annouced on the bids.
    2. The status of a USDA partial grant for a vehicle purchase – We received the grant money for it.[NOTE: we have not seen this amount noted in the Minutes or which Fund the grant receipt was placed in]
  • On April 6, 2016 the following was sent:
  • As I was one of the individuals who submitted the FOIA request for information about the USDA Loan for the DPW Building I would like to ask again for a copy of the proposal and the USDA Letter of Commitment spelling out the loan agreement. No information has been provided to the public on the final cost, the interest rate, the repayment terms or the loan term itself. In the unapproved March 218 Minutes :
    Motion to sign the Resolution to Purchase, Acquire and Construct Capital Improvements and to Publish Notice of Intent to Issue Municipal Securities by
    McPherson, seconded by Ronning. Motion Carried.
    Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
    Nay: None
    Absent: None
    Motion to authorize treasurer to open additional dedicated bank accounts for the payment & repayment of funds for construction, DPW building & USDA projects as needed by Evans, seconded by McPherson. Motion Carried.
    Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
    Nay: None
    Absent: None
    I am asking that the financial information related to this loan be included in corrected Minutes for March 2018.
  • On April 11 the following was received:
  • The village was awarded this and was sent a letter of conditions for the DPW building on March 21, 2018 from USDA.  An ad was placed in the News Advocate on April 2, 2018, Notice of intent to issue municipal securities to the electors of the village of Bear Lake.
    There is no final cost as that will be determined when the project is finished.  The loan can not exceed $328,000.00.  The repayment schedule will be established for 30 years from the date of closing at 3 1/2%.
  • To date this information has not been posted at bearlakemichigan.org

Sunshine Week 2018: FOIA Updates

It’s Your Right to Know

March 11-17, 2018

Sunshine Week lasts seven days, but it’s up to all of us to keep the sun shining on government all year. Share your local FOIA stories and other efforts on behalf of open government on Twitter using #SunshineWeek.”

During this week Bear Lake News will report on recent FOIA submissions and the response they received.

A local tax payer submitted a FOIA requesting the 2016 and 2017 W3, W2s and 1099 Misc documents as a record of the % spent on salaries and wages following the State of MI reporting online for 2016

 

  • Village of Bear Lake 2016
  • Census

    Name Value
    Population 282.0
    Square Mileage 0.31
  • Budget

    And in 2018 see Year End figures here.

    The request was submitted February 7, 2018. The response was received on February 13 as follows:

    I am asking for a 10 day extension for your FOIA request on;  any and all of the 2016 and 2017 Federal and State W3, W2 and 1099 Misc forms completed and/or submitted for or on behalf of the Village to be sent to me via email in electronic PDF or Word format.
    There will be a charge of $50, [NB: = 2 hours of labor charged] paid in advance for this request.  FOIA Cost document attached.
    A check can be sent to:
    Bear Lake Village
    Attention: Clerk
    PO Box 175
    Bear Lake, MI  49614

    A subsequent follow up by a different resident asked for only 2017 documents – a total of 21 (with SS# redacted) for which Baird, Cotter and Bishop PC were paid $400 to prepare in January, 2018.

    On Tue, Mar 13, 2018 at 10:47 PM:

    Under MI Freedom of Information Act (Public Act No. 442 of 1976 as amended) I hereby submit the following request:
    In looking at the attached, I see that Baird, Cotter, & Bishop PC were paid $400 in February to prepare 2017 W3, W2s and I assume the 1099 Misc?
    Past Minutes state that Baird, Cotter, & Bishop PC were hired to train the Clerk and Treasurer to properly use the Village accounting software, not perform accounting duties?
    As $400 was paid to them to send in both federal and state 2017 documents, and knowing that both agencies require filing online, Baird, Cotter & Bishop PC would have submitted and supplied a PDF electronic copy to the Village to distribute to employees and contractors.
    By my count this should translate to 9 Council, 3 Employees, 4 Planning Commission, The Blight Enforcement Officer W2s. And 3 1099s: Mead Hunt, Fleis VandenBrink and Baird Cotter themselves. A total of 20 documents requiring the redaction of social security numbers. At 5 seconds per redaction that does not meet the 15 minute threshold for requiring payment.
    As the W3, W2s and 1099 Misc had to be prepared before January 31, 2018 – I am requesting, within 5 days, an electronic copy please.

Response received March 14, 2018:

“Thank you for your FOIA request for the forms, I will need to ask for a 10 day extension on this request as I need to request the electronic forms from the CPA office.

If they have to do the redacting of information there, there could be some cost and we would need to pass along it on to you, paid in advance.
If I use my paper copies and black out all personal information, scan and email them, there would be a be a $50.00 cost paid in advance.
Please advise if you would like me to continue with this request.”

Village of Bear Lake: Minutes and documents February 21, 2018

[The Village does not record it’s meetings and the volunteer who normally provides a public access version was unable to attend. If you are interested in calling in to 1.302.202.1107, Conference code 149002. and recording meetings please contact Bear Lake News]

Accompanying reports will be published next.

Village of Bear Lake Council PUBLIC HEARING MEETING
2018-2019 Budget . February 21, 2018. 7PM
Bear Lake Village Hall Unapproved Minutes Public Hear Budget Feb 21 2018

The Public Hearing Meeting on the 2018-2019 Proposed Budget 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, Marla Evans, Jackie Johnson, Greg McPherson, Ron Ronning & Andrea Ware
Treasurer: Sally King, Clerk: Cindi McPherson, Staff: Jared Bair and Larry Gibson
Absent: None
Guests: Three (3) guests
Public Comment:
• None

Motion to Accept the 2018-2019 Budget with additions by Ronning and seconded by McPherson, motion carried.
Ayes: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nays: none
Absent: None
Addition: Water Fund – Income – Other Income $38,500.00 ($35,000.00 added)
Expense – Water Capital Outlay – $35,100.00 ($35,000.00 added) Motion to levy Millage at 10.3108 Property Tax by Ronning and seconded by Evans, motion carried.
Ayes: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nays: none
Absent: None
Public Comment:
• None
Meeting adjourned at 7:05pm.

Respectfully Submitted,
Cindi McPherson, Clerk

Village of Bear Lake Council REGULAR MEETING
February 21, 2018
Bear Lake Village Hall Unapproved minutes Feb 21 2018 PDF

The regular meeting of the Bear Lake Village Council was called to order by President Jeff Bair at 7:05 p.m. at the Village Hall. Pledge of Allegiance was said.
Present: President: Jeff Bair Council: Peggy Bass, Marla Evans, Jackie Johnson, Greg McPherson, Ron Ronning & Andrea Ware
Treasurer: Sally King, Clerk: Cindi McPherson, Staff: Jared Bair and Larry Gibson
Absent: None
Guests: Three (3) guests
Motion to Adopt the Agenda with additions and correction by Bass and seconded by McPherson, motion carried.
Ayes: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nays: none
Absent: None
Correction: Minutes Approval: Regular Meeting should have been January 17, 2018
Additions:
Old Business – Revenue Share Grant;
New Business: Bank Accounts
Public Comment:
• None
Correspondence: Read by clerk:
• Clerk read email from Kris Buckner/Bear Lake Days Committee regarding Closing of streets for Bear Lake Days.
REPORTS:
Motion to accept the minutes from January 17, 2018 regular monthly meeting with correction by Bass, seconded by McPherson. Motion Carried.
Aye: Bass, Evans, McPherson, Ronning, Ware, Bair
Nay: None
Absent: None
Abstain: Johnson
Correction: Equipment Rental & Wage Transfer date incorrect, should have read December.
Motion to accept the minutes from February 7, 2018 2018-2019 Budget Work Session by Bass, seconded by Evans. Motion Carried.
Aye: Bass, Evans, Johnson, McPherson, Ware, Bair
Nay: None
Absent: None
Abstain: Ronning
• Maintenance Report: Verbal report was given by Jared Bair, Maintenance Manager.

• Treasurer’s Report: Reviewed by King. Written report on file in the January 2018 minutes binder.
General checking/savings total 54,545.03
Water checking only 52,832.70
Money Market Checking 10,079.94
Park checking/savings total 19,671.35
Park CD#2 33,065.98
Major Street checking/savings total 25,748.02
Minor Street checking/savings total 4,975.43
Equipment Fund checking/savings total 3,054.90
Honor Bank CD 1,031.01
Motion to accept the Treasurer’s Report as presented by McPherson seconded by Evans, motion carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nay: none
Absent: None
Amendments to Budget 2017-2018
A motion was made to approve amendments with change as listed below to the 2017-2018 budget by McPherson, seconded by Bass. Motion carried.

Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nays: None
Absent: None

Change: Quick Books training should come out of Water/Contract Services instead of General/Professional Services.
o General Fund-Professional Services-$9205
o Water Fund-Contract Services-$2695
Amendments:
General Increase Sidewalks $60
Increase Village Board & President Wages $368.67
Increase Professional Serv $1,695.00
Increase Employer Tax $2,853.43
Increase Utilities $1,206.01
Increase Rep & Maint $351.57
Increase Payroll Exp $4.20
$6,538.88 from Wages to cover

Water Increase Supplies $1,116.66
Increase Prof Serv $24.96
License & Fees 218.75
Increase Postage $50.00
Increase Print & Publishing $217.50
Increase Utilities $1,729.60
Equip Rental $2,464.14
$5,821.61 from DPW Bldg Repmt

Park Increase Salary & Wages $108.64

Increase Professional Service $120.00
Increase Garbage Collection $109.26
Increase Bank Fees $10.00
$347.90 from DPW Build Repayment ($312.07) and Refunds (35.83)

Major Increase Equip Rental $5,514.93
Increase Repairs & Maint – Winter $27.40
$5,542.33 from DPW Bldg. Repmt ($3,600) & Gas & Oil ($1,942.33)

Minor Increased Miscellabeous $340.00
Increase Gas & Oil $787.57
Increase Repairs & Maint-Winter $83.28
Increase Equipment Rental $3,190.89
$4,401.73 from:
$300.00 from Non-Mortized
$600 from DPW Bldg Repayment
$74.29 from Repair Outsourced
$153.70 Insurance
$468.76 Wages
$1.88 Audit
$2,803.10 Savings

Bills to be paid presented by Treasurer. List on file in February 2018 minutes folder.
Motion to pay the bills with change by Johnson, seconded by Ronning. Motion carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nay: none
Absent: none

Change: $1,695 to Baird, Cotter & Bishop should come out of the Water Fund instead of the General Fund.
Reimbursements to the General Fund were read by President Bair.

o Wages to General Fund: $3,863.29
o Equipment Rental to General Fund: $7603.79

Committee Chair Reports:
Park:
o Park Report by Park Manager
Streets, Trees, Signs, Lights, Sidewalks:
o President Bair stated, Vern Cook requested the village to check all street lights to see what ones are burnt out.. Street Administrator will follow up on this.
Water:
o Ken Mlcek from Fleis & VanderBrink reported that the bids for the Water System Project meet construction budget as planned. He recommends a special meeting before next monthly meeting, to award the contracts. Mlcek did not have numbers to share at this time but will send to the clerk.
o Water Ordinance – No report at this time.

Buildings, Grounds & Equipment:
o No report on DPW Building
Blight/CABA:
CABA: No report.
BLIGHT: Gibson report that the Manistee County Circuit Court has individuals who need community service hours. Village will look at what can be done to use these individuals.
County Commissioner Report: Jaquish reported Manistee County Veterans is housed in the court building in the Planning Department and willing to help veterans in need.

Two renewal mileages will be on the August Primary ballot; for the library and 911. There is a new County Commissioner in office, David Kieft. Sheriff Dept. has applied for a new potable finger printing machine which will be installed in the courthouse. CERT Team in now under Manistee County Emergency Management Team. C.R.A.S.E. programs are being scheduled in Manistee County communities. The Merit oil leak (on 8 Mile, Chief and Poplar Roads, informal hearing on March 1, 2018 t 4:30pm at The Big Bear
Sportsman Club. Green Team Recycling applying for a grant for scrap tires pick-up.
Planning Commission: No report, next meeting April 10, 2018 at 5pm, village office.
Manistee County Trail Committee Report: Verbal report given by McPherson; New roles for Plan Depart & AES, Trail committee role will stay the same. Trail Segment Development Report; Copemish Trail Grant for Phase 1; connection of trails, DNR full support. Match will be needed for grant. M55 Bridge; no replacement of bridge, will incorporate trail section for 2-way traffic. City of Manistee (Zimmerman Trail Extension) Must start process with USFS now, long process. Recreation Authority: Discussion & set
work plan. Fund Development Committee will set a work plan. Marketing & Communication will be working on a logo. RFP Committee has been working with Spicer group on engineering trails. A community forum will be set up in near future. Next
meeting March 12, 2018 at the Big Bear Sportsman Club, 6pm.
Bear Lake Improvement Board: No report/no meeting. Next meeting scheduled in April.
Two Lakes Sewer Collaborative: No meeting/no report. March and Aprils monthly meetings have been cancelled.
Ad Hoc – Policy, Resolution & Ordinance Committee – No report. Still looking for a volunteer student to help out with policy, ordinance & resolution books.
OLD BUSINESS:
• Clerk & Treasurer appointment:
Motion to have the Appointment of Treasurer and Clerk added to August Ballot by Ronning, seconded by Bass. Motion carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nay: none
o Absent: none
• Mass Gathering follow-up: Clerk McPherson stated she had received the Outdoor Mass Gathering Ordinance from Cleon Township. President Bair, Clerk McPherson & Treasurer King will review. Will make previsions to exclude village & school sponsored
events.
• Revenue Sharing Grant:
Motion to submit applications for Swim and Safety Equipment for Hopkins Park and Road Safety Equipment for Plow Truck by Ronning, seconded by Bass. Motion carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nay: none
Absent: none
NEW BUSINESS
• Pat Bently – DPW building, Saw grant and canoe/kayak launch. Did not attend.
Motion to sign Bear Lake Water Trail Resolution with Bear Lake Township, Pleasanton Township by McPherson, seconded by Evans. Motion carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nay: none
Absent: none

• Need to open bank accounts, disbursement for Saw Grant. AES can not manage finance per DEQ.
Motion to open bank accounts for disbursement Saw Grant by Bass, seconded by McPherson. Motion carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nay: none
Absent: none

• (DPW) Maintenance Manager wage increase
o Discussion was held on wage increase for Maint. Mgr.
Motion to increase Maintenance Manager wages for 2018-2019, $.50 per hour by McPherson, seconded by Bass. Motion carried.
Aye: Bass, Evans, Johnson, McPherson, and Ware
Nay: Ronning
Abstain: Bair
Absent: none

o Discussion on adding a holiday premium to hourly wage – tabled until March monthly meeting
• DPW seasonal employee increase & 2018 new minimum wage $9.25 per hour
o Discussion
Motion to increase DPW seasonal employee to $10.00 per hour by Bass, seconded by McPherson. Motion carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Ware, Bair
Nay: none
o Absent: none

Follow up on item(s) from previous monthly meetings: None
COUNCIL COMMENT:
• None
PUBLIC COMMENT: Any village related item, 2-minute maximum. Members of the public will speak ONLY when recognized by the chairperson.

o US-31 in Bear Lake Township along Bear Lake, in front of Health Center will have one lane closed to repair water wash out. Beginning March 19 for approximately 2 months.
COMING EVENTS
• No Community dinner at Bear Lake United Methodist Church this week.
• C.R.A.S.E. Event – March 10th at 11am at Bear Lake High School
Meeting adjourned at 8:30p.m.

Respectfully Submitted,
Cindi McPherson, Clerk

REIMBURSEMENTS TO THE GENERAL FUND AND EQUIPMENT FUND:
WAGES JANUARY AMOUNTS
Water Fund 591-000-702 $1398.00
Water-Treas 591-000-702 $700.00
Taxes 591-000-702 $160.50
Park Fund 531-000-702 $26.00
Taxes 531-000-702 $1.99
Major Fund 202-463-702 $754.00
Street Admin 202-463-702 $0
Taxes 202-463-702 $57.68
Minor Fund 203-463-702 $710.75
Street Admin 203-463-702 $0
Taxes 203-463-702 $54.37
TOTAL $3863.29
EQUIP RENTAL JANUARY AMOUNTS
Water Fund 591-558-943 $1670.40
Major Fund 202-463-943 $3653.40
Minor Fund 203-463-943 $2279.99
TOTAL $7603.79

Village of Bear Lake, Wednesday February 21, 2018 Council Meeting

Conference Call-In to listen to monthly council meetings can be done by calling 1.302.202.1107, Conference code 149002.  Note:  a charge from your phone carrier could apply so we suggest you use either Google or Skype. If you would like to submit Public Comment contact the Village.

Proposed Agenda February 2018

Unapproved Minutes January 17, 2018 (1)

Budget work session Feb 7 2018 unapproved

{Audio recording here}

Proposed 2018-2019 Budget- unapproved

PROPOSED AGENDA

Village of Bear Lake Council Meeting

February 21, 2018

7 p.m. – Village Office

CALL TO ORDER and PLEDGE OF ALLEGIANCE

ROLL CALL ADOPTION of AGENDA

• Additions

PUBLIC COMMENT: Any agenda item ONLY (two (2)-minute maximum) Note: Members of the public will speak only when recognized by the chair person.

CORRESPONDENCE:

Email from Kris Buckner, Bear Lake Promoters regarding Bear Lake Days – road closures

REPORTS/DISCUSSION

MINUTES APPROVAL:

Regular Meeting December 13, 2017

Special Meeting Budget Work Session 2018-2019 February 7, 2018

VILLAGE MAINTENANCE REPORT:

TREASURER’S REPORT:

• Acceptance of Treasurer’s Report

• Amendments:

BILLS to be PAID:

REIMBURSEMENTS to the GENERAL FUND:

COMMITTEE CHAIR REPORTS:

PARK:
Park Manager Report

STREETS, TREES, SIGNS, LIGHTS, SIDEWALKS:

WATER:
Water Well update
Water Ordinance update
Maintenance Building update

BLIGHT/CABA:
CABA
Blight Enforcement Officer report:

COUNTY COMMISSIONER REPORT:

MANISTEE COUNTY TRAIL COMMITTEE REPORT:

BEAR LAKE IMPROVEMENT BOARD REPORT:

TWO LAKES SEWER REPORT:

PLANNING COMMISSION REPORT: No report

AD HOC COMMITTEE: Policy, Resolution & Ordinance Committee – Clerk McPherson – no report

OLD BUSINESS:
Clerk & Treasurer appointment – August
Mass Gathering Ordinance – follow-up

NEW BUSINESS:
Pat Bently – DPW building, Saw grant and canoe/kayak launch

  • (DPW) Maintenance Manager wage increase
  • (DPW employee) Maintenance worker wage increase & minimum wage

Follow up on items from December’s council meeting:

PUBLIC COMMENT: General Time – Any Village-related item (two (2)-minute maximum) Note: Members of the public will speak only when recognized by the chair person.

Items on agenda or not listed

UPCOMING EVENTS and ANNOUCEMENTS:

• Community dinner at Bear Lake United Methodist Church

C.R.A.S.E. – March 10 at 11a at Bear Lake High School.

ADJOURNMENT

REIMBURSEMENTS to the GENERAL FUND:

January 2018

FUND Equipment Rental 1/5/2018 1/12/2018 1/19/2018 1/26/2018

TOTALS

Water 591-558-943 271.44 532.44 219.24 647.28 1670.4
Major 202-463-943 1,309.43 1,122.19 775.62 446.16 3653.4
Minor 203-463-943 180.21 878 775.62 446.16 2279.99
TOTALS 1761.08 2532.63 1770.48 1539.6 7603.79
FUND Wage Transfer
Water 591-000-702 1,398.00
Water-treas 591-000-702 700
Taxes 591-000-702 160.5
Park 531-000-702 26
Taxes 531-000-702 1.99
Major 202-463-702 754
Street Admin 202-463-702 0
Taxes 202-463-702 57.68
Minor 203-463-702 710.75
Street Admin 203-463-702 0
Taxes 203-463-702 54.37
TOTAL 3,863.29

Financial implications of infrastructure projects

A reminder – the function of this news media is to provide information not pass judgement.

No one in this community is opposed to progress but how to pay for, and ensure a fair and equitable financial distribution and timeline requires basic financial information. In order for residents to give proper consideration to their potential financial obligations a full disclosure is preferred.

The graphic above comes from this official web site

https://www.accessmygov.com/MunicipalDashboard/FinancialData?uid=2090

 

The following is a depiction of actual financial data supplied by the Village in it’s accounting spreadsheets.

There are 3 major infrastructure projects being proposed.

The costs are divided by the latest official US Census figures.

Obviously the actual sewer transmission costs will depend on the extent of service connections within the Village and whether transmission is gravity or pumped fed. One item of concern in the preliminary language lists REU’s by Lot, not parcel. The final household obligation will depend on the ratio of loan to grant funding, connection fees and unfunded obligations to remove prior septic systems plus necessary household electrical upgraded.

village financial position

The Village amended it’s budget in June:

  • At the request of the USDA & Rural Development, repayment of loan for construction of new DPW building (approx.. $310k over 30 yrs.) must be amended into the 2017-2018 Village Budget. Loan repayment per month approx.. $1,225-$1500) ▪ Motion to amend the budget for repayment of DPW building in 2017-2018 Budget as follows: General $1,800, Water $7,200, Park $1,800, Major $3,600, Minor $3,600, by Bass, seconded by McPherson. Motion Carried 

A member of the Bear Lake News Board asked for more information concerning this item.

Hi Cindi
The June meeting of the Village Council indicates that a request was made by the USDA and Rural Development that the Village amend the Budget to reflect the monthly loan repayment for the new DPW building. I would like to formally request copies of any and all documents sent to the Village by the USDA and Rural Development regarding this matter.
Thank you

This was the response:

From: “Cindi McPherson, Clerk” <bearlakeclerk@gmail.com>
Date: July 14, 2017 at 2:12:43 PM EDT
Subject: Re: FOIA – USDA AND RURAL DEVELOPMENT LOAN LETTER RE: BUDGET AMENDMENT
I received a call from AES which stated we needed to show repayment of the loan for the DPW building in our budget.  There were no documents involved.
Cindi McPherson, Clerk
Village of Bear Lake
And in response:
Thanks for your prompt response, Cindi. Sounds like will have to FOIA from USDA and Rural Development as I am sure they would have to put a requirement such as this in writing.
I’m surprised that the Village would not want something in writing to back up the request and the need to amend the budget.
Thanks.
**************
July 11:

Good afternoon,

we are concerned about this item in the June Village of Bear Lake Minutes:
  1. “At the request of the USDA & Rural Development, repayment of loan for construction of new DPW building (approx.. $310k over 30 yrs.) must be amended into the 2017- 2018 Village Budget. Loan repayment per month approx.. $1,225-$1500)▪ Motion to amend the budget for repayment of DPW building in 2017-2018 Budget as follows: General $1,800, Water $7,200, Park $1,800, Major $3,600, Minor $3,600, by Bass, seconded by McPherson. Motion Carried

Yays: Bass, Evans, Johnson. McPherson, Ronning, Schroeder, Bair

Nays: None”

Under Michigan Freedom of Information Act Public Act 563 of 2014:

Please tell us, when did discussions commence regarding this loan? When was this discussed at a public meeting? As this intends to place an escrow and commit the General Fund does this require a published Notice of Intent? Does this loan require a renegotiation of the Qualifying Statement to authorize exceeding the Village debt to revenue ratio?

Vern Best

No response was received other than that already posted here REVISED FOIA Request Response Letter (2)

Here are the proposed construction plans:

BEAR LAKE PEC

Preliminary_Progress_6-22-16

February 22 Village of Bear Lake Budget Amendment Meeting

No response was received for the request for accommodation for attendance at either the February 1 or February 22 meeting.

PDF of FY 2016-17 Budget Amendment Sheets as provided

Fiscal Year 2016-17 End Amendments

2017-18 Budget Worksheets

Bear Lake News Subscribers submitted the following questions for review at the February 1, 2017 Budget Meeting. The following was received in reply on February 22:

Listed are the answers to your questions you submitted.
1. If deficits are noted at the close of the current FY in any Fund, and it becomes necessary to use reserve savings to make up the difference – has that been carried over to the FY17-18 spreadsheets
A. No, it is a 2016-2017 transaction.
General Fund:
1. Has the Council discussed the increasing % of Property Tax income that now goes to cover wages and salaries? $56k in income v $76,700 in expenditures. Can you list the current combined payment to the Village President that comes from all sources.
A. Wages & salaries are distributed to all funds where employees worked.
We are unsure of where you got the $76,700 number from, please explain.
[ From previously supplied spreadsheets:
President pay: monthly $250, quarterly $450, Maintenance Supervisor $1,000.
[it is customary for the Park Manager to receive a % of Park rental fees, please clarify?]
2. How many part time employees does the Village currently have, contractual or employee, at what rate of pay and what duties do they perform. Is there now a requirement for 2 individuals to be present when snow plowing Village streets.
A. Part-time employees are Larry Gibson – Blight Officer, Lane Lee & GaryMcBride.  – Maintenance.  One paid person drives the plow truck.
3. A line item of $1000 has been created for ‘Election’ – is the Village anticipating a need to reimburse the Township for election services this year.
A. The amount has always been there to the best of our knowledge.
4. Public Utilities – at $17,000 for which services and locations is this anticipated.
A. All public Utilities and all village owned locations.
[we have asked for a more specific breakdown of services per location]
5. $5800 is budgeted. Actual expenditures on tree damage this current year is over $12,000, with trees also being listed in both Minor and Major Funds. When tree invoices are paid is it noted where the location is to comply with State regulation.
A. $12,000 was from 16/17 budget. yes, location is noted, Major/Minor
Major and Minor Streets
1. With action pending at the State level to eliminate State Income tax does the Village have any reserve funds or plan to express it’s opposition to such action.
A. No
Park
1. if the proposal is to eliminate several prime Park lots – what steps have been considered to explain the increase in rental income (to $38k when actual rent income  is listed at $33,360)
A. There is no proposal.
[we have asked for detailed information on siting of the proposed Kayak launch which is the subject of a Public Hearing March 13 at the Village Hall to consider an application for funding from the Michigan Natural Resources Trust Fund]
2. $10k is listed as Salaries and Wages – can you elaborate please which employees this relates to and where the corresponding Park line item for Withholding appears (actual expenditure is currently $14,565) During summer 2016 the Village employed at least 2 additional part time employees – does this budget anticipate requiring the same number in 2017, at what rate of pay, for how many hours, and are they classed as contractual or an employee.
A. Wages are tranfered to General Fund. At this time we anticipate 1 part-time employee. $9.00 per hour.  Employee
3. Public utilities are listed at $12k – actual expenditures in FY16-17 is overdrawn by $2,810 to $10,360. What steps are being taken to do an energy audit in the Park to bring those costs down.
A. No engergy audit will be done. This depends on what type of camper/trailers are in the park.
Water
1. An increase in water bill revenue is listed at $100k ( $70k in FY16-17). The discussion and approval of an increase in water rates has not taken place yet, what is the anticipated monthly/quarterly increase.
A. We approved this at our February 2017 meeting for rate increase in April & October of 2017.
2. Salaries and Wages have increased from $2,500 to $10,000 – for which employees is this increase necessary
A. Treasurer, President & Maintenance staff spending more time with water system.
3. Sewer Project – $3,500 – at which public meeting was the need to allocate this amount convened and for what purpose
A. Done at February 2017 meeting, to further investigate the cost.
4. Professional Services at $14k – current FY16-17 Budget is for $20k with actual expenditures at $22,806. How is the reduction in expenditures anticipated when the current agreement with Mead Hunt is as follows:

Weekly pricing is on Time and Materials (T&M) basis at $50.00 hour with minimum of 4 hours plus Water Sample Analysis as required by the MDEQ. All water samples analyzed will be at the Villages expense with invoices billed on a T&M basisCall-outs and Extra Time are at $65/hour with authorization only by the designated representative of the Village of Bear Lake.

Weekly site visit, well house/wellhead inspection, chlorine application and distribution system residuals monitoring, hands-on Village employee training and water sample collection and delivery to the labminimum of $200.00 per visit.

Will the Village have a fully certified water system operator on staff this year?

A. We are looking into different possibilities.

5. Bond payment has increased from $10k to $25k – Bond Interest increased from $2,200 to $14k.
Please explain.
A. We may need to make a double bond payment for this year.
Cindi McPherson, Clerk
Village of Bear Lake

 

THE VILLAGE OF BEAR LAKE will be meeting on: Budget Amendments for Fiscal Year 2016-2017

SPECIAL MEETING NOTICE
~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE VILLAGE OF BEAR LAKE will be meeting on: Budget Amendments for Fiscal Year 2016-2017
Meeting date: Wednesday February 22, 2017
Meeting Time: 7pm
Location: Bear Lake Village Hall
12376 Virginia Street
Persons with disabilities needing accommodations for effective participation in the public hearing/public meeting should contact the Bear Lake Village Clerk at 231.970.2066 or at the above address one week in advance to request mobility, visual, hearing, or other assistance.

Cindi McPherson
Village Clerk
February 16, 2017 posted


NOTE: the Village Council no longer records it’s meetings. If you are willing to attend and either audio or video record meetings please respond to this post.

The following Request  is again submitted under Title VI (Referenced in the Village Title VI Non Discrimination Plan with Clerk McPherson as the Village Title VI Coordinator):

The Village of Bear Lake serves all people, including minority populations, low income populations, the elderly, persons with disabilities, and those who traverse the Village.  The Village of Bear Lake, recognizes in responsibility to provide fairness and equity in all of its programs, services, and activities, and that it must abide by and enforce federal and state civil rights legislation. 
The Village of Bear Lake has developed this Title VI Plan to assure that services, programs, and activities of the Village of Bear Lake are offered, conducted, and administered fairly, without regard to race, color, national origin, sex, age, or disability of the participants or beneficiaries of federally funded programs, services, or activities (see Title VI Assurances). 
and Americans With Disabilities Act Title II 

Subpart E—Communications
§ 35.160 General.
§§ 35.153—35.159 [Reserved]

  • (a)
    • (1) A public entity shall take appropriate steps to ensure that communications with applicants, participants, members of the public, and companions with disabilities are as effective as communications with others.”
To prevent discrimination toward registered voters and property owners who are unable to physically attend live on site meetings, we request access to either record or broadcast all public meetings. We have offered to purchase and provide digital recording devices to enable instant archiving and file sharing.
Bear Lake News Editorial Board.

February 15 Village of Bear Lake Meeting. Notes and Audio

On behalf of residents and property owners unable to attend in person Bear Lake News requested access via speakerphone as the Village no longer records its meetings. A call in number was provided at 12.59pm Wednesday February 15, 2017.

The following amalgamation of requested information to be addressed at the Budget Hearing was sent by return email at 1.02pm

Good morning,

Respectfully, here are the combined questions submitted to us which we are asking be addressed at this evening’s FY2017-18 Budget Hearing.
1. If deficits are noted at the close of the current FY in any Fund, and it becomes necessary to use reserve savings to make up the difference – has that been carried over to the FY17-18 spreadsheets
General Fund:
1. Has the Council discussed the increasing % of Property Tax income that now goes to cover wages and salaries? $56k in income v $76,700 in expenditures. Can you list the current combined payment to the Village President that comes from all sources.
2. How many part time employees does the Village currently have, contractual or employee, at what rate of pay and what duties do they perform. Is there now a requirement for 2 individuals to be present when snow plowing Village streets.
3. A line item of $1000 has been created for ‘Election’ – is the Village anticipating a need to reimburse the Township for election services this year.
4. Public Utilities – at $17,000 for which services and locations is this anticipated.
5. $5800 is budgeted. Actual expenditures on tree damage this current year is over $12,000, with trees also being listed in both Minor and Major Funds. When tree invoices are paid is it noted where the location is to comply with State regulation.
Major and Minor Streets
1. With action pending at the State level to eliminate State Income tax does the Village have any reserve funds or plan to express it’s opposition to such action.
Park
1. if the proposal is to eliminate several prime Park lots – what steps have been considered to explain the increase in rental income (to $38k when actual rent income  is listed at $33,360)
2. $10k is listed as Salaries and Wages – can you elaborate please which employees this relates to and where the corresponding Park line item for Withholding appears (actual expenditure is currently $14,565) During summer 2016 the Village employed at least 2 additional part time employees – does this budget anticipate requiring the same number in 2017, at what rate of pay, for how many hours, and are they classed as contractual or an employee.
3. Public utilities are listed at $12k – actual expenditures in FY16-17 is overdrawn by $2,810 to $10,360. What steps are being taken to do an energy audit in the Park to bring those costs down.
Water
1. An increase in water bill revenue is listed at $100k ( $70k in FY16-17). The discussion and approval of an increase in water rates has not taken place yet, what is the anticipated monthly/quarterly increase.
2. Salaries and Wages have increased from $2,500 to $10,000 – for which employees is this increase necessary
3. Sewer Project – $3,500 – at which public meeting was the need to allocate this amount convened and for what purpose
4. Professional Services at $14k – current FY16-17 Budget is for $20k with actual expenditures at $22,806. How is the reduction in expenditures anticipated when the current agreement with Mead Hunt is as follows:

Weekly pricing is on a Time and Materials (T&M) basis at $50.00 hour with a minimum of 4 hours plus Water Sample Analysis as required by the MDEQ. All water samples analyzed will be at the Villages expense with invoices billed on a T&M basis. Call-outs and Extra Time are at $65/hour with authorization only by the designated representative of the Village of Bear Lake.

Weekly site visit, well house/wellhead inspection, chlorine application and distribution system residuals monitoring, hands-on Village employee training and water sample collection and delivery to the lab, minimum of $200.00 per visit.

Will the Village have a fully certified water system operator on staff this year?

5. Bond payment has increased from $10k to $25k – Bond Interest increased from $2,200 to $14k.
Please explain.
On behalf of residents we appreciate the work you do and trust you agree that transparency and fiscal responsibility is essential to establish trust.
Kind regards,
Bear Lake News
2 independent recordings were made for publication.