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May 14, 2018. Village of Bear Lake Special Meeting

There has been no explanation of why a stand alone Motion was required to allow the Village President and Clerk to sign contracts for the water system.

The following is contained in the 2 Resolutions passed in February.

Water Revenue RES Bond Authorizing Resolution feb 27 2018

Loan Resolution Feb 27 2018

“(d) “Authorized Officer,” means the President, the Clerk and the Treasurer of the Village, or any one or more of them acting alone or together.

Section 11. AUTHORIZED OFFICER. The Authorized Officer is hereby designated, for and on behalf of the Village, to do all acts and to take all necessary steps required to effectuate the sale, issuance and delivery of the Series 2018 Bonds”

and “17. To accept a grant in an amount not to exceed $2,547,000 under the terms offered by the Government; that the and of the Association are hereby authorized and empowered to take all action necessary or appropriate in the execution of all written instruments as may be required in regard to or as evidence of such grant; and to operate the facility under the terms offered in said grant agreement(s).

The initial publication of the Bond Resolution in March had information missing. The scheduled signing of the Bond documents took place on May 15 at 9am.

Featured

Village of Bear Lake Special Meeting, Monday May 14 at 5 PM

THE VILLAGE OF BEAR LAKE will be having a Special Meeting for the public on:

New DPW Maintenance Building

Water Well System Project

Meeting date: Monday, May 14, 2018

Meeting Time: 5pm

Location: Bear Lake Village Hall
12376 Virginia Street, Bear Lake, Michigan 49614

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 to request mobility, visual, hearing, or other assistance.

Cindi McPherson Village Clerk May 11, 2018 posted.


No additional information has been supplied- we have requested an Agenda.

Village of Bear Lake Regular Meetings are held on the 3rd Wednesday of the Month (In May this is the 16th), beginning at 7:00pm.

Conference Call-In to listen to council meetings can be done by calling 1.302.202.1107, Conference code 149002.  Note:  a charge from your phone carrier could apply – we suggest using Google or Skype.

It is assumed the first item refers to a Petition for a Referendum Vote, signed by 1/4 of Village voters to decide the proposal to enter into another 30 year debt of $350,000 at the stated rate of 3.5%.

The Council must approve Ballot language by May 15, 2018 in order for this to be on the same August Ballot as the Referendum vote to decided whether to abandon voting for the positions of Village Clerk and Treasurer and allow both to become appointed employees.

At that % interest rate the repayment would be @$1600 a month.

Numerous residents have asked, unsuccessfully for the site plans, the repayment schedule and cost of the overall loan, plus the building plans. At the suggestion of the current Village President, two past Village Presidents have formally requested the Maintenance Building loan application package.

The history of this project can be viewed here:
https://bearlakemichigan49614.com/2018/03/17/sunshine-week-2018-foia-updates-three/

It should be noted there is no information on bearlakemichigan.org

The following was published once in the Manistee News Advocate on April 2. It has not been published by the Village. A local resident placed a print copy at the Bear Lake Post Office.It is assumed the other item on the Agenda is to approve the purchase of Municipal Bonds – $1.46m over 40 years at 1.875% to finance water system improvements. =$53K per year, $12,133 in Repair, Replacement & interest, $5,300K in Bond Reserve.

See https://bearlakemichigan49614.com/2018/03/08/village-of-bear-lake-special-meeting-february-27-2018/

 

Village of Bear Lake: Special Meeting. 7 PM Tuesday February 27, 2018

Proposed Agenda

SPECIAL VILLAGE COUNCIL MEETING
WATER SYSTEM IMPROVEMENT PROJECT

And additional items
February 27, 2018
7pm at the Village Office
12376 Virginia Street
Bear Lake, MI

Call to order and pledge
Roll call
Adoption of agenda
Public comment: (2 minute per person for discussion)
Business:
 Water System Improvement Project
o Award construction contracts
o Execute a Loan Resolution Loan Resolution Feb 27 2018
o Execute a Bond Resolution Water Revenue RES Bond Authorizing Resolution feb 27 2018

C1 As-Read Bid Tab Feb 2018

C2 As-Read Bid Tab Feb 2018


 Resignation letter of Cynthia McPherson as Planning Commission secretary
 Water Ordinance
 Maintenance manager
 FY 2017-2018 Budget Amendment
Public Comment: 2minutes per person for discussion)

Adjournment

Monday, February 19, 2018, 2:00 pm Opening of Village of Bear Lake Sealed Bids

VILLAGE OF BEAR LAKE WATER SYSTEM IMPROVEMENTS PROJECT

Sealed Bids for the construction of the Village of Bear Lake Water System Improvements Project will be received, by the Village of Bear Lake, at the Village Office located at 12376 Virginia Street, Bear Lake, MI 49614 until 2:00 pm local time on Monday, February 19, 2018, at which time the Bids received will be publicly opened and read.

[Reminder: ​Conference Call-In number- 1.302.202.1107, Conference code 149002.  Note:  a charge from your phone carrier could apply.] NOTE: The telephone conference line was not activated.

The Village of Bear Lake Water System Improvement Project consists of replacement of watermain in several areas throughout the Village, fire hydrant replacements, valve replacements, installation of water meter equipment for all Village water customers, Installation of two new wells and a new well house, and abandonment of two existing wells. The project involves two separate contracts as follows:

Contract 1 – Distribution System

Consists of installation of 6,700 lft of 8” watermain, installation of 5,400 lft of 8” watermain installed via directional drill method, installation of hydrants, valve, water services, connections to existing watermains, abandonment of existing watermains, pavement restoration, surface restoration, and all related work. Also included in this contract is the installation of water meters for all Village water customers; provide, install, and initiate operation of remote meter reading system and associated monitoring software/network, and all related work.

Contract 2 – Wells and Well House

Consists of drilling two new Type I wells, constructing a new well house, new chemical feed system, and the abandonment of two existing wells and associated well houses, and all related work.

Village of Bear Lake February 7, 2018 Budget Worksession

Minutes were received [PDF]

Budget work session Feb 7 2018 unapproved

Village of Bear Lake Council SPECIAL MEETING
2018-2019 Budget Work Session
February 7, 2018 Bear Lake Village Hall
Unapproved Minutes

The special meeting of the Bear Lake Village Council was called to order by President Jeff Bair at 7:02 p.m. at the Village Hall.
Pledge of Allegiance was said.
Present: President: Jeff Bair Council: Peggy Bass, Marla Evans, Jackie Johnson, Greg McPherson and Andrea Ware
Treasurer: Sally King, Clerk: Cindi McPherson, Staff: Jared Bair Absent: Larry Gibson and Ron Ronning
Guests: One (1) guests
Motion to Adopt the Agenda by Bass and seconded by Johnson, motion carried. Ayes: Bass, Evans, Johnson, McPherson, Ware and Bair Nays: none
Absent: Ronning
Public Comment: • None Budget
2018-2019: See attached Proposed Budget 2018-2019.
Special notes:
Water Fund:
• Other Income – reimbursement from Water/Well Project
• Water Expense – Include $12K Repair & Maintenance per USDA
• DPW Building – $35,000.00 land purchase from Bear Lake Schools should be done by the end of FY 18/19.
Park Fund:
• President Bair stated, there will only be one PT seasonal employee we will have this fiscal year, 2018/2019.
• Additional picnic tables and fire rings will need to be purchased. Local businesses will be contacted for quotes. Included estimate costs in Park Improvement.
• It was suggested the gravel from Water/Well project will be used for Hopkins Park drive.
Major Fund:
• Non-motorized – sidewalk replacement in front of the previous Odd Fellows building on Lake Street.
General Fund:
• A new phone system will be purchased for the village office.
• $1,450.00 included in Repair & Maintenance to complete 1, 2, 4, 5, 6 & 7 of Accessibility Transition Plan.

Public comment: Steve Hansen commended the village on the minutes and information being posted at the Post Office and on their website. He stated he reads them faithfully and feels the minutes are well done and the information is useful. Meeting adjourned at 8:50p.m. Respectfully Submitted, Cindi McPherson, Clerk

Village of Bear Lake November 15, 2017 Public Hearing Minutes

A Notice for a Public Hearing on November 15, 2017 was published as follows.

https://bearlakemichigan49614.com/2017/11/15/village-of-bear-lake-council-meets-this-evening-11-15-at-7pm-opening-with-a-public-meeting/

PUBLIC MEETING NOTICE  
~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE VILLAGE OF BEAR LAKE
will be having a Public Information Meeting on:
New DPW Maintenance Building
Meeting date: Wednesday, November 15, 2017
Meeting Time: 7pm
Location:
 Bear Lake Village Hall, 12376 Virginia Street, Bear Lake, Michigan 49614
The Meeting Agenda:

AGENDA
Village of Bear Lake
PUBLIC HEARING MEETING
DPW Maintenance Building

November 15, 2017 7pm Village of Bear Lake Hall

 Call to Order
 Pledge of Allegiance
 Roll Call
 Agenda Item
a. DPW Maintenance Building
 Public Comment on agenda item (two-minute maximum)
 Adjournment

The Public was unable to comment via the Conference Line as it was kept on Mute.

Draft Minutes:

THE VILLAGE OF BEAR LAKE COUNCIL

PUBLIC MEETING

Bear Lake Village Hall 12376 Virginia Street

November 15, 2017 at 7:00pm

Unapproved Minutes

  • Called to Order by President Bair at 7pm
  • Pledge of Allegiance was said
  • Roll call: President Bair, Treasurer King, Clerk McPherson Staff; Jared Bair and Gibson
  • Council: Bass, Evans, Johnson, McPherson and Ronning
  • Absent: None
  • Guests: 3
  • Public Comment: None
  • New DPW Maintenance Building:
    o Information was reviewed regarding the new DPW Maintenance Building
    o Bid process will begin shortly
    o Estimated Federal Funding Assistance is $328,135.00
  • Public Comment: None
    Adjournment at 7:04pm
    Respectfully submitted by Clerk McPherson
    **********************

The audio of the November 15 Public Hearing records a packet was presented for the Council to review and related to questions concerning requested amendments to an application. By FOIA the following was received.

DPW (click to view) 

As the public was unable to ask questions, yet to be determined is the interest rate of the loan or the term in years.

Past steps:

THE VILLAGE OF BEAR LAKE COUNCIL

SPECIAL MEETING Bear Lake Village Hall 12376 Virginia Street. Tuesday March 1, 2017 at 4pm

Approved Minutes

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

In June, the FY2017-18 Operating Budget was amended to anticipate a $300k loan with a monthly repayment of $1250-$1500 per month.

Village of Bear Lake Council meets this evening 11/15 at 7pm opening with a Public Meeting

This Public Meeting will take place immediately before the Regular Village Council Meeting.
PUBLIC MEETING NOTICE  
~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE VILLAGE OF BEAR LAKE
will be having a Public Information Meeting on:
New DPW Maintenance Building
Meeting date: Wednesday, November 15, 2017
Meeting Time: 7pm
Location:
 Bear Lake Village Hall, 12376 Virginia Street, Bear Lake, Michigan 49614
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
November 3, 2017 posted
********************************
NOTE: ​Conference Call-In to participate in meetings can be done by calling 1.302.202.1107, Conference code 149002.  Note:  a charge from your phone carrier could apply so if you are able we suggest using Skype or Google
Earlier this year it was noted that the estimated cost of this building, financing being sought via a USDA Loan, was $310,000
June Village of Bear Lake Minutes:

“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”

The Public Meeting should give an indication of the prevailing interest rate which at the time was 4%

A financial advisor has asked if the Village has considered a tax exempt locally funded loan which was how the Township financed our new fire engine. (1.9%)

We have not thus far received an Agenda for tonight’s meeting and will post here when we do.

Public Information Notice for November 15, 2017

This meeting will take place immediately before the Regular Village Council Meeting.
PUBLIC MEETING NOTICE  
~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE VILLAGE OF BEAR LAKE
will be having a Public Information Meeting on:
New DPW Maintenance Building
Meeting date: Wednesday, November 15, 2017
Meeting Time: 7pm
Location:
 Bear Lake Village Hall, 12376 Virginia Street, Bear Lake, Michigan 49614
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
November 3, 2017 posted
********************************
NOTE: ​Conference Call-In to participate in meetings can be done by calling 1.302.202.1107, Conference code 149002.  Note:  a charge from your phone carrier could apply so if you are able we suggest using Skype or Google
Questions were asked about this proposed loan and building in June and August of 2017.

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 property owner 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

Special Village of Bear Lake Council Meeting tonight, 6pm, August 23, 2017

SPECIAL MEETING NOTICE
~~~~~~~~~~~~~~~~~~~~~~~~~~~
THE VILLAGE OF BEAR LAKE
will be having a Special Meeting on:
Banners
Plow Truck Grant
Employee Insurance
Village Office Hours
Meeting date: Wednesday, August 23, 2017
Meeting Time: 6pm
Location: Bear Lake Village Hall
12376 Virginia Street
Bear Lake, Michigan 49614

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 18 hours in advance to request mobility, visual, hearing, or other assistance.

Cindi McPherson
Village Clerk
August 22, 2017 posted

Note: the request for reasonable accommodation via speakerphone service has been confirmed.

Bear Lake Village Council meetings may now be accessed via telephone conference call.

Date:Wednesday, July 19, 2017
Time:7pm
Phone number:1.302.202.1107 (this maybe a long distance call with charges for some – in which case we suggest calling in via Skype or Google VOIP service)
Conference Code: 149002
Please observe the Meeting protocols.