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

Changes to FOIA policy

The reasonable rights of residents to ask and receive information about how their local government expends their taxes would seem to be a given.

In the majority of local governments, open and transparent 2 way communication between the elected and those who elected them is seen as both a public responsibility of service.

At the July meeting the following was enacted:

  • FOIA Detailed Cost Itemization/FOIA Policy & Summary
  •  A motion was made to change the wording from 15 minutes to one (1) minute increments (where it applies) when charging for a FOIA request for Labor Cost, by Bass, seconded by Johnson. Motion carried.

Aye: Bass, Evans, Johnson, McPherson Ronning, Bair

Nay: none

Absent: Schroeder

  • Second motion to FOIA Detailed Cost Itemization/FOIA Policy & Summary o A motion was made to start new price change immediately on FOIA Detailed Cost Itemization by Bass, seconded by Johnson. Motion Carried.

Aye: Bass, Evans, Johnson, McPherson, Ronning, Bair

Nay: none

Absent: Schroeder

Although the audio recording is poor, a proviso was made to have a legal opinion on this matter before instituting.

This cost itemization is now published to the Village web site. http://www.bearlakemichigan.org/foia.html

 

Changing status of an elected to an appointed postion

In the July Minutes the following was discussed:

  • Clerk discussed possibility of changing Clerk & Treasurer’s positions from elected to appointed. Discussion was held clerk will follow up with information to the council.

In response to this issue from July 19 meeting:

Change the position of clerk and/or treasurer from elected to appointed. (MCL 62.1) The proposed ordinance requires adoption by a vote of two-thirds of the council. It cannot take effect for 45 days following adoption, during which time a petition signed by 10 percent of the registered voters can force a referendum on the issue.
Sample ordinances to appoint the clerk and treasurer are available in Appendices 6 and 7 of the Michigan Municipal League GLV Handbook. Page 111
The Village of (Name of Village) ordains:
Section 1. Establishment of office As authorized by section 1(3) chapter II of the General Law Village Act (1895 PA 3, as amended), the village clerk shall be chosen by nomination by the village president and appointment by a majority vote of the village council.
Section 2. Term of office The term of office of the village clerk shall be two years, beginning [date], after the clerk’s appointment.
Section 3. Effective date This ordinance shall take effect 45 days after the date of its adoption, unless a petition signed by not less than ten percent of the registered electors of the village is filed with the acting village clerk or village office within such 45 days. If a petition is filed within such period of time, this ordinance shall then take effect only upon its approval at the next general village or special village election held on the question of whether the ordinance shall be approved. Notice of the delayed effect of this ordinance and the right of petition under this section shall be published separately at the same time and in the same manner as the ordinance or a notice of the ordinance is published in a local newspaper of general circulation.
Section 4. Adoption This ordinance shall be adopted by an affirmative vote of at least two-thirds of the members of the village council.
Section 5. Publication The village clerk shall certify to the adoption of this ordinance and cause the same to be published as required by law.

Requesting information concerning the proposed Water Improvement Project

On Tue, Jul 18, 2017 at 4:24 PM, Trudgeon, Sonya – RD, East Lansing, MI <sonya.trudgeon@mi.usda.gov>wrote:

July 18, 2017

TO:                        Mr. Vern Best

Dear Mr. Best:

This is to update you on the status of your Freedom of Information Act (FOIA) Request that was received in our office on June 22, 2017.  In accordance with Executive Order 12600, Rural Development is required to notify the submitters of commercial and financial information when it receives a FOIA Request for records that have been submitted to the Government.  In this case, the Village of Bear Lake.  The Village of Bear Lake is currently reviewing the information from the USDA Rural Development.

The USDA, Rural Development, considered your request for a fee waiver.  In your email of June 28, 2017, you requested a fee waiver stating that you are a disabled Vietnam veteran living on social security.  The FOIA allows fees to be waived or reduced if disclosure of the information is deemed to be in the public interest because it is likely to contribute significantly to the public understanding of the operations or activities of the Government, and is not primarily in the commercial interest of the requester.  The Government in this context is referring to the Federal Government.  The disclosure of documents you have requested regarding Village of Bear Lake does not contribute significantly to the understanding of the Federal Government.

Please understand a significant amount of search time and the amount of paper records involved in your request.  The USDA, Rural Development, was just the financial institution for the loans/grants, and the number of pages we find responsive to your request are currently at approximately 895 pages.  The fee that can be access to this request, for the records/pages, is at $0.20 per page.  In addition, the Loan Specialists that have done the research to locate the records have spent approximately 2 hours.  The fee that can be accessed to this request, for search time, is the employee wages plus 16% times the number of hours.  Before we are able to process this request any further, please advise if you are willing to pay the amount.  Your payment will be required before the records can be released.

Failure to receive an response regarding the fees within a reasonable timeframe will be construed as a willingness to pay the fees that will be accessed on this FOIA request.  If you have any questions please feel free to contact me only and directly at Sonya.Trudgeon@mi.usda.gov or via telephone at 517-324-5193.

Sonya K. Trudgeon

Management Control Officer | FOIA Coordinator


July 20:

Good morning Ms. Trudgeon,
obviously none of us can afford the proposed FOIA fees.

It is highly unfortunate that so little information on this major expenditure has been shared with Village residents and property owners.
Therefore we amend our FOIA request.
Under Freedom of Information Act (FOIA), Electronic Freedom of Information Act Amendments of 1996 (E-FOIA) and USDA regulations (7 Coded of Federal Regulations, Part 1, Subpart A) 
Request for electronic copies of documents relating to Village of Bear Lake proposed water system improvement project.
1. We are requesting a copy of the official letter guaranteeing a grant/loan has been awarded in FY2017-18
2. We are requesting USDA RD listing of where the Village of Bear Lake Water System upgrade fall in the Preferred Priority List for Michigan.
3. As the Village states that engineering plans have been approved, we request a copy of the official letter stating that.
Sincerely,
Vern Best, Tim Burke, Daniel Heiss, Jeanne Walsh, Alan Swanson, Janene Gee
****

July 26, 2017

TO:                        Mr. Vern Best

Dear Mr. Best:

This is in response to your revised FOIA request that was received by this office on July 20, 2017, in which you revised your request to the following:  Request for electronic copies of documents relating to Village of Bear Lake proposed water system improvement project and the Village of Bear Lake proposed purchase of a snow plow.

  1. Requesting a copy of the official letter guaranteeing a grant/loan has been awarded in FY2017-2018
  2. Requesting USDA RD listing of where the Village of Bear Lake water system upgrade fall in the preferred priority list for Michigan
  3. Request a copy of the official letter stating that the engineering plans have been approved

Please see the attached response letter to this request.  The response letter closes the revised FOIA request 2017-RD-05215-F.

REVISED FOIA Request Response Letter

*******

July 27:

Good morning Ms. Trudgeon,

On behalf of all the Village residents who are requesting this information thank you.
We are also cc’ing Mr. Smith on this reply.
1. Our request to know if funding has been guaranteed in this fiscal year relates not to the snow plow application but to the proposed water project for the Village of Bear Lake as you had previously stated there were almost 900 pages concerning current communication between USDA, Fleis & Vandenbrink and the Village of Bear Lake. Again we would like to express our concern at the lack of substantive information given to Village residents.
2. Does USDA no longer publish a Preferred Project List, showing the points awarded in descending order for water and sewer applications?
3. If there have been changes to the scope and plans for this proposed water system project which will/may affect final costs where can we obtain that information to share with Village residents and property owners? I trust you would agree this is public information?
4. Also we would like to emphasize again that we have received a written confirmation from the Village of Bear Lake Clerk we will receive immediate notification of the publication of the bid package and information of how to access the proposed bid documents to review . Again we trust you will agree this is public information?
5. Funds for the Village of Bear Lake water system project may have been obligated in 2016 but obviously we are now in a different fiscal year and a different political and financial climate. As property owners we are merely trying to get information of the exact cost and what will happen should the bids come back in excess of the actual USDA funds that are available – particularly in the form of grant.
Vern Best
cc: J Walsh, L Vission, T Burke, D Heiss, A Swanson, J Gee, Bear Lake News
************

August 2, 2017

TO:                        Mr. Vern Best

Dear Mr. Best:

Attached is a response letter and any records responsive to your revised FOIA request that is below.  As stated in the attached letter, FOIA Request 2017-RD-05212-F is considered closed.  Any additional FOIA requests received will be considered a new FOIA request, a new time frame will be used, and a new FOIA request number will be assigned.

Sonya K. Trudgeon

REVISED FOIA Request Response Letter (2)

Questions concerning Water Improvement Project

The July Draft Minutes contain the following:

Water: President Bair gave an update on water/well project; everything is in a hold pattern. Waiting on our attorney Hryns to finish some paper work. Project will go out to bid Fall 2017 after this is done.

New verbiage for the Water Ordinance will be tabled again for August meeting while an ordinance is retrieved, per Johnson. Water committee: Johnson, Jared Bair and Gary McBride.

Following the June meeting where questions were asked concerning the validity of water related Village ordinances, the following letter was sent on July 13, 2017:-

Good afternoon Peter,

I received a copy of your letter concerning the inconsistencies and contradictions in the Village Water Ordinance?
As I was Village President and a Trustee involved in most of the issues you discussed I just wanted to be sure you were sent the full version, as well as the add-on Cross Connection and Prohibition of Groundwater Ordinances?
I have long considered they need to bite the bullet and pay for all their ordinances to be codified? For example there are 2 numbered  2012-1. Some were never published at all.
https://bearlakemichigan49614.com/ordinances/ordinance-no-2001-03/ is 2001-01 which for the past 15 years was listed as #3
and
although no one seems to know who actually comprises the ‘bureau’.
Vern Best
Manistee News Advocate have already supplied us with published notices for 2015 and 2016 – It does not appear that 2015-02 was published although it was voted on.
Motion by Hyrns seconded by Bass to approve the Prohibition of use of Groundwater Ordinance. Edwards – yes, Hyrns- yes, Ronning – yes, Gee – No, Bass – yes, Johnson- yes, Bair – Yes. Motion carried.
A copy could not be found in the principle Ordinance File Book.

Status of a new Snow Plow truck

Date: Thu, Jun 22, 2017 at 11:31 AM To:

To: Sonya K. Trudgeon

Management Control Officer | FOIA Coordinator | Civil Rights Liaison
Rural Development
United States Department of Agriculture
3001 Coolidge Road, Suite 200 | East Lansing, MI 48823

Phone: (517) 324-5193 | TDD/TTY: (517) 324-5200 | Fax: (855) 790-7473

www.rd.usda.gov | www.rd.usda.gov/mi | www.rd.usda.gov/in | “Committed to the future of rural communities”

cc: Rural Development • Traverse City Area Office

Blake Smith- Area Specialist – blake.smith@mi.usda.gov
1501 S Cass St, Suite A • Traverse City, MI 49684
cc: U.S. Department of Agriculture  email: program.intake@usda.gov
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410

NOTICE:

Under Freedom of Information Act (FOIA), Electronic Freedom of Information Act Amendments of 1996 (E-FOIA) and USDA regulations (7 Coded of Federal Regulations, Part 1, Subpart A) and Michigan Freedom of Information Act Public Act 563 of 2014:

Request for electronic copies of documents to and from the Village of Bear Lake, its Agents and Representatives relating to:

  1. Proposed application for USDA funding relating to vehicle purchases

On behalf of the citizens, residents and property owners of the Village of Bear Lake, Manistee County, Michigan I am requesting, under Michigan Freedom of Information Act Public Act 563 of 2014, and Freedom of Information Act (FOIA), Electronic Freedom of Information Act Amendments of 1996 (E-FOIA) and USDA regulations (7 Coded of Federal Regulations, Part 1, Subpart A), electronic copies of  documentation from USDA of all communications to, from and on behalf of the Village of Bear Lake: emails, electronic documents and copies of posted mail to share with the citizens and property owners of the Village of Bear Lake, Manistee County, MI.

  1. On May 26, 2017 the Village of Bear Lake held a meeting which has been described as either a Special Meeting, a Special Information meeting, a Public Hearing, a Public Hearing for a Notice of Intent to Apply to USDA, as well as a Public Meeting. I am attaching the Notice as published in the Manistee News Advocate. It was not published on the Village of Bear Lake web site as required under Michigan Law. [[Public Act 528 of 2012, which took immediate effect Dec. 31, 2012, amended the MI Open Meetings Act requirements for special meeting notices.] I am also attaching the Notice as posted at the Bear Lake Post Office which is the only ADA accessible location. It should be noted that barely a tenth of local residents subscribe the Manistee News Advocate and at least a third have route delivery so do not visit the Post Office.

Please note the discrepancy between the time listed on each Notice.

In prior Minutes it was stated a USDA grant of $39,500 had been applied for:

February 2017 – Equipment: G. McPherson reported proposed purchase of used/newer dump truck. Reconditioned truck around $40K. Will keep current truck as a supplement for salting streets. Will be putting in a grant for USDA and Revenue Sharing.

March
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

Passed on May 16, but only received on June 13, the following Resolution states:

RESOLUTION # 2017 – 7  Village of Bear Lake

Acquisition of Blade Truck

Upon motion made by Schroeder, seconded by McPherson , the following resolution was adopted:

“RESOLVED, that the Village of Bear Lake, Michigan, does hereby accept the terms of the Agreement as received from the United States Department of Agriculture-Rural Development, and the that the Village of Bear Lake does hereby specifically agree, but not by way of limitation, as follows:

  1. To provide match funds necessary to complete the acquisition of a Blade Truck for Snow Removal, in the amount of Twenty-four thousand ($24,000) dollars to match the grant authorized by the USDA-Rural Development.
  2. To comply with any and all terms of said Agreement including all terms not specifically set forth in the foregoing portions of this Resolution.”

The following aye votes were recorded: 7

The following nay votes were recorded: 0

STATE OF MICHIGAN

COUNTY OF MANISTEE

,I Cindi McPherson, Clerk of the Village of Bear Lake, Michigan, do hereby certify that the above is a true and correct copy of the Resolution relative to the Application for funding with the Michigan Department of Natural Resources, which Resolution was adopted by the Village Council at a meeting held May 17, 2017.

Please explain – “relative to the Application for funding with the Michigan Department of Natural Resources,” ?

When the Clerk was asked if this was an error the reply was that this language came directly from USDA.

When also asked about any required match the reply was “this is a grant there is no match”. However here are the Minutes of that meeting on May 26, 2017

THE VILLAGE OF BEAR LAKE COUNCIL

SPECIAL MEETING

Bear Lake Village Hall 12376 Virginia Street

Friday May 26, 2017 at 3:30pm

Unapproved Minutes

  • Called to Order by President Bair
  • Pledge of Allegiance was said
  • Roll call: President Bair, Treasurer King, Clerk McPherson Staff; Jared Bair

Council: Bass, Evans, Johnson, and Schroeder

Absent: McPherson, Ronning and Gibson

  • Guests: 0
  • Public Comment: None
  • Plow Truck Grant:
    o Information was reviewed regarding the Plow Truck Grant from the USDA Rural Development
  • o $14,000.00 possible grant from USDA Rural Development
  • Public Comment: None
  • Adjournment at 3:10pm

Respectfully submitted by Clerk McPherson

As we have been unable to ascertain what is being proposed, even though a standing FOIA filed under Michigan Freedom of Information Act Public Act 563 of 2014 and Title VI is on file, we are requesting documentation from USDA of all communications, emails, electronic documents and copies of mail to share with the citizens and property owners of the Village of Bear Lake, Manistee County, MI.

No response was received specific to this section of a broader FOIA request.

The status of a grant/match is unknown at this time.

“This public meeting was required by the Rural Development. The meeting was for individuals who wanted information on the Plow Truck Grant.  No decisions were made no voting was done.”

June 15:

So – please explain the following:

1. Has the Village applied for 1 or 2 USDA grant or grants?

2. If so, when

3. If so under which USDA grant program

4. If so what is the Village’s financial obligation to match any funds received.

5. Which Budget Line Item will that match come from

6. What was the legal nature of the meeting held on May 26 – you have previously stated this was a Public Hearing of a Notice of Intent? If that was the case the notice as published may not be legally formatted.

While our subscribers applaud the efforts of the Village to secure new/ newer equipment we would have liked the opportunity to have more information ahead of that May 26 meeting?  As that was not provided we are asking for that information now.

Response June 29:

1. One (1) grant
2. April 24, 2017
3. Rural Development
4. The village is obligated to find financing for the remaining balance or fund it.
5. We are still waiting to hear back on additional funding
6. Rural development required the Public Meeting.  It was public information meeting on the Snow Plow Truck Grant.  If the public had questions they could attend, no one from the public attended.

Errors and Omissions 2

A past subscriber was a Certified Public accountant who was previously employed by the State of Michigan Department of Treasury.

In prior Audits the Village has been advised in the strongest possible terms to maintain a separation of duties and financial access.
The Clerk keeps the books and accounts. The Treasurer receives, accounts for and disperses approved funds. Each maintains separate spreadsheets which should match independently. See Page 18 of the attached Michigan Municipal League Handbook for Village Officials
Bank Reconciliation
All bank accounts must be reconciled to the local unit accounting records monthly. The Clerk’s records must agree with or reconcile to the Treasurer’s and the bank’s records. A reconciliation sheet should be prepared in duplicate for each month with one copy for the Clerk and one copy for the Treasurer. Canceled checks are to be filed with the bank statement to which they apply.
In addition – we note in the June meeting an authorization for Trustee Schroeder to be a signatory on checks? This is not permitted under both the Uniform Accounting Procedures and the General Law Village Act :
DISBURSEMENTS
● Dual signatures are required for all checking accounts (except the separate tax collection checking account). The dual signatures MUST be the clerk (or deputy clerk) and the treasurer (or deputy treasurer).
Current FY To Date spreadsheets should have been presented for both the Budget meeting and to approve amendments at all Council meetings.
The financial advisor compares the two reports as being the difference in knowing only what is in a current checking account without taking into account a) how long those funds must cover expenses (in a unit of government this is from one tax receipt year to the next) and b) how much is actually ‘unencumbered’ i.e how much has been committed as a future debit.
In response to a request for a current financial report the following was received.

Errors and Omissions 1

In response to comments and questions concerning the recording of local government meetings our advisor published this previous post.

Upon reviewing the July Village Council Draft Minutes – published here – subscribers have noted the following questions when comparing the Draft Minutes to the audio recording.

[It should be noted that the audio quality of the new Village telephone conference line is poor. We have offered to provide a noise cancelling microphone as it appears the conference line is being provided via a wireless device.]

Following the May Council meeting, in time for this matter to be corrected in June, the Clerk was alerted that the Motion to approve the newly revised agreement concerning the MCCF Blight Elimination Fund was not included.

“A Subscriber has noted the DRAFT Minutes do not contain the discussion and Motion (by Johnson. Second by McPherson) to accept the amended CABA Blight Elimination Fund agreement?”

By also approving the June Minutes in July, without correcting that omission, there is no official authorization to sign and enter into an amended agreement to oversee the Blight Elimination, not CABA, Fund with the Manistee County Community Foundation.

See http://www.manisteefoundation.org/component/funds/view/3889

July 19, 2017 Village of Bear Lake Council Draft Minutes

The following were received August 4, 2017.

We refer readers to the audio recording of this meeting previously posted. Comments from attendees will be posted separately.

Village of Bear Lake Council
REGULAR MEETING
July 19, 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 p.m. at the Village Hall. Pledge of Allegiance was said.
Present: President: Jeff Bair Council: Peggy Bass, Jackie Johnson, Marla Evans, Ron Ronning and Greg McPherson
Treasurer: Sally King, Clerk: Cindi McPherson Staff: Jared Bair
Absent: Larry Gibson and Joanne Schroeder
Guests: Fourteen (14) guests signed in

Motion to Adopt the Agenda as presented with addition by Ronning and seconded by Bass, motion carried.
Aye: Bass, Evans, Johnson, G. McPherson, Ronning, Bair
Nay: none
Absent: Schroeder
Addition:
• New Business – Special Meeting in August

Public Comment on:
• Al Buckner read a letter from Karen Buckner regarding the Sewer Project.
• David Miester from Onekama Township asked for the council’s support in signing the sewer resolution.
• Judy Phann from Onekama Township spoke on the sewer project & her belief it is in the best interest of the areas involved.
• Tim Ervin reviewed facts of the cost for a new sewer system and asked for the support of the council.

Correspondence: Read by clerk:
• Email from Sean Adams reported on the exercising of water hydrants in the village.
• Email from Jason Wilder Evans on diversity of gender neutral bathrooms in the village and becoming a Sanctuary Village for the area immigrants who work for the local farmers.

REPORTS:
Approval June 21, 2017 Public Hearing Budget 2017-2018 meeting minutes:
• Motion to approve minutes from June 21, 2017 Public Hearing Budget 2017-2018 Meeting by Ronning, seconded by McPherson. Motion Carried.Aye: Bass, Evans, Johnson, McPherson, Ronning, Bair
Nay: None
Absent: Schroeder
Approval June 21, 2017 Regular Meeting:
• Motion to approve minutes from June 21, 2017 Regular Meeting by Evans, seconded by Ronning. Motion Carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Bair
Nay: None
Absent: Schroeder

  • Water: President Bair gave an update on water/well project; everything is in a hold pattern. Waiting on our attorney Hryns to finish some paper work. Project will go out to bid Fall 2017 after this is done.
  • New verbiage for the Water Ordinance will be tabled again for August meeting while an ordinance is retrieved, per Johnson.
  • Water committee: Johnson, Jared Bair and Gary McBride.
  • Buildings, Grounds & Equipment: ????
    Thompson wanted brush cleaned away from Euclid & Main Street corner. Bair will meet with Thompson to what he needs done..

    Blight/CABA:
    CABA: Farfsing gave a report on Variety Building; asbestos was found in building, makes for more costly removal/take down. Manistee’s County Treasurer is out on medical leave. The building is to go up for Tax Sale Auction on August. Still looking at possible grants to relieve charge backs to village. CABA is still hoping to raise funds to help out.
    Dot Haynes wanted to know if there were 3 bids out. No bids out at this time.

    BLIGHT: Clerk gave report for Gibson. Written report on file in June 2017 minutes folder. Follow up on 6 residents that received blight letters. 3 completed bringing their property to compliance. 3 still working on issues. Prepared FOIA request for clerk. Future plans to follow up property owners that responded to informal blight contact. Begin official process of posting official notices to properties owners who failed to comply. Continue to monitor village for blight issues.

    Planning Commission: Chairperson Barb Farfsing gave a report on Planning Commissions June meeting. Committee continues to meet & review zoning ordinance from East Lake. Report on file in July 2017 minutes folder

    Manistee County Trail Committee Report: McPherson gave a verbal report. They are working on collaboration and reviewed possible grants.

    Bear Lake Improvement Board: McPherson gave a verbal report. No meeting, July 20th is the 5 yr. meeting at the Manistee County Road Commission at 7pm. This is a public meeting.

    Ad Hoc – Policy, Resolution & Ordinance Committee – No report Looking for a volunteer student to help out. Working with Jeff Harthun for a possible student.

    OLD BUSINESS

    NEW BUSINESS
    • Clerk discussed possibility of changing Clerk & Treasurer’s positions from elected to appointed. Discussion was held clerk will follow up with information to the council.
    • Resolution to purchase Odd Fellow’s property.
    o A motion was made to purchase the Odd Fellow’s Property by Ronning, seconded by McPherson. Motion Carried. Aye: Bass, Evans, Johnson, McPherson, Ronning, Bair
    Nay: none
    Absent: Schroeder

Note: Purchase price $3,757.49
Funds will come from Park Funds, June 2017 Regular meeting amended budget for purchase of property.

• • FOIA Detailed Cost Itemization/FOIA Policy & Summary
o A motion was made to change the wording from 15 minutes to one (1) minute increments (where it applies) when charging for a FOIA request for Labor Cost, by Bass, seconded by Johnson. Motion carried.
• Aye: Bass, Evans, Johnson, McPherson Ronning, Bair
• Nay: none
• Absent: Schroeder
• • Second motion to FOIA Detailed Cost Itemization/FOIA Policy & Summary
o A motion was made to start new price change immediately on FOIA Detailed Cost Itemization by Bass, seconded by Johnson. Motion Carried.
• Aye: Bass, Evans, Johnson, McPherson, Ronning, Bair
• Nay: none
• Absent: Schroeder

Sewer Resolution
o A motion was made to accept the resolution adopting the Articles of Incorporation of the Two Lake Collaborative Sewer Authority by McPherson, seconded by Johnson. Motion Carried.
• Aye: Bass, Evans, Johnson, McPherson, Ronning, Bair
• Nay: none
• Absent: Schroeder

Second motion to the Sewer Resolution was made to appoint council member, Greg McPherson as the council representative to serve on the Two Lake Collaborative Sewer Authority board by Evans, seconded by Bass. Motion Carried.
Aye: Bass, Evans, Johnson, McPherson, Ronning, Schroeder, Bair
• Nay: none
• Absent: Johnson

President Bair reported a future meeting in August with Tamara Buswinka from AES to discuss grants for the village street scape. Fund development for the next phase of Hopkins Park.

Follow up on item from June monthly meeting.
• o None

• COUNCIL COMMENT:
Johnson reported she is in need of the No Well Ordinance. Due to the previous clerk’s computer crashing some files were lost. Clerk will check with attorney Hyrns to see if he has a copy.

• PUBLIC COMMENT:
Dot Haynes reported that the Clock Tower does not belong to the village, it belongs to the group of people who purchased it. Village does not pay for maintenance or anything else on the clock. Haynes would also like the downtown streets kept clean all winter.
Rick Farfsing complimented to council for the good work they are doing.

• COMING EVENTS:
Bear Lake Banners will be going up this week.
Boat donation to Bear Lake Food Pantry

• Meeting adjourned at 8:41p.m.
• Respectfully Submitted,
• Cindi McPherson, Clerk
• REIMBURSEMENTS TO THE GENERAL FUND AND EQUIPMENT FUND:
WAGES June 2017 AMOUNT
Major Street $52.00
Minor Street $52.00
Park Fund $2,456.00
Water Fund $364.00
Total transfer to General Fund $2924.00
EQUIPMENT RENTAL June 2017
Major Street $165.32
Minor Street $165.32
Water Fund $256.86
Total transfer to Equipment Fund $587.50

Bills To Be Paid Date: July 19, 2017
Name, Amount, Fund, Account Notes_____________

  • State of Michigan $218.75 Water 591-558-775 License to build Well House
  • Mark Thompson Tree & Stump $640.00 Park $106.25 531-000-775 Brush clean-up & tree removal
    Major St. $300 202-463-782
    General $640 101-000-951
  • USA Blue Book $1,097.11 Water 591-558-801 Parts for hydrants
  • Ron Brown & Sons $108.12 Major $54.06 202-463-775 Asphalt – hot mix
    Minor $54.06 203-463-775
  • Bittner/Jennings Attorney’s $1,392.30 Water 591-558-801 Water Well Project
  • Auto-Wares/ Auto Value $67.79 Major $33.89 202-463-782
    Minor $33.90 203-463-782
  • Forbes Sanitation & Excavation $540.00 Park 531-000-775 Pump dump station
  • Our Field of Dreams $30.00 General 101-000-881 Flowers for council member
  • McBride Septic Systems $405.00 General 101-265-801 MISS DIG
  • The Pioneer Group $48.38 General 101-265-900 Budget Hearing
  • Haviland Products Co. $651.00 Water 591-558-775 Repair & Maintenance
  • Young, Graham & Wendling $992.00 General $360 101-265-801 Professional
    General $272 101-690-940 Blight Hearing Officer
    Water 160.00 591-558-801 Ordinance
  • Staples $163.96 General 101-215-727 Office supplies
  • Republic Services $908.45 Park $208.45 531-000-920 Pick-up service
    General $700 101-000-802 Container “Community Clean up”
  • Reimbursements:
    Jeff Bair $17.85 Park 31-000-775 Park items
    Jeff Bair $49.68 General 101-000-803 Food items for Community Clean-Up