2009 Annual

Clerk’s Report

to the

Village Council

March 1^st, 2008 to February 28^th, 2009

Introduction

Fiscal Year 2008-2009 was an eventful year for the Village of Lake Linden. It was a year when many important issues, some discretionary and some mandatory, came across my desk and most of those required swift and decisive action by the Village Council. Committees became more active than in years past as some issues requiring detailed review and/or planning came up for discussion. This report attempts to outline and summarize these issues, compiling them in a single source for easier review.

Resolutions

• Resolution to apply for grant funds for Village Hall restoration from the Americana Foundation.
• Resolution to adopt the Strategic Plan document for the Village.
• Resolution to amend sanitation ordinance and to eliminate fees from the text of said ordinance.
• Resolution to amend water ordinance and to eliminate fees from the text of said ordinance.
• Resolution to adopt MERS Plan Benefit window, 55/30, for 60 days to allow for retirement of Chris Lajimodiere, and to accommodate Jude Kalcich by offering a similar opportunity upon his retirement.
• Resolution to approve a utility easement from Front Street near 8^th to the shore of Torch Lake, to allow for installation of gas lines for TLASA pump station.
• Resolution to adopt tax rate of 15.6188 mils; General – 10.2622, Streets – 4.1066, Sanitation – 1.25.
• Resolution to approve street dance request for carry-out liquor and street closing.
• Resolution approving a 5% pay raise for the clerk, treasurer and police chief positions.
• Resolution to restrict traffic to one way on the block of 6^th St. between Front St. and Calumet St. from Front St. towards Calumet St.
• Resolution approving the application for grant monies toward the purchase of a new police vehicle.

Finance

• Charter Franchise Fee Change – We went from the flat $1 to a standard 5% and increased revenue by over $17,000.
• Accrued PTO was dramatically decreased through payouts and the retirement of one full-time employee. Almost $15,000 was paid.
• Another payment on the line of credit, taken when our budget troubles first began, was made in the amount of $12,500. Current balance: $12,500.
• In May we switched from long-time supplier of garbage bags Calco Chemical to Resourceful Bag & Tag. This saved us almost 10% on bag costs and over $600 per bag order.
• In June the Council agreed to levy the maximum tax allowable under the Headlee rollback.  Even as the rate went down slightly revenues increased by about $6,000 because of the increase in taxable value in the Village. For the first time ever general fund tax revenue exceeded $100,000. The Village of Lake Linden has never had a millage election.
• Water rates were raised and effective on the January 1^st billing. This added an additional $7,000 in revenue for the year.
• Two parcels of land in the Sibilsky Acres plat were sold to adjoining owners. This sale resulted in about $9,000 in revenue.
• Bolstered by $59,000 in grant revenue from the Americana Foundation, general fund revenue went over $500,000 for the first time ever. Expenses, aided by final numbers from the streetscape project, exceeded $600,000 for the first time ever. That deficit will be adjusted into the debt retirement for the streetscape bond now being paid by the DDA.

Governmental

• Elections held in November resulted in Allan Hoffman and Glenn Schuldt retaining their seats for another four-year term. Jim Aittama ceded his post in favor of a Trustee position. He was President for 8 years, the fourth longest tenure in Village history (Vernon Jolly, 1978-2000; A. F. Heidkamp, 1896-1915; Alex Barbeau, 1925-1934).  He has been on the Village Council for more than 26 years. Ed Fisher, a Trustee since 2000, was elected as the Village’s 29^th President.
• A Community Survey was sent to all local residents and the results were tallied for inclusion in a comprehensive Strategic Plan document. More than half the surveys were returned and gave valuable insight into the community’s thoughts and concerns.
• Beginning in mid-2008, a team of students from IT Oxygen, an enterprise group at Michigan Tech, developed and implemented a new utility billing program for the Village.  Improvements in the system are ongoing and the hope is that more advanced facets of meter-reading and bill-paying can be utilized in the near future.
• Work began in earnest by the Zoning/Ordinance committee to re-codify, streamline and update our ordinance code book. Rates currently directly established by ordinance are being eliminated to create more flexibility and less costly amendment procedures. This will eventually result in a completely electronic version of the code book which will be directly accessible by all on the Village’s website.
• Discussion continued about the possibility of holding an annual meeting at which the Council would decide all rates, offices, committees, fees, etc. Although it was not done in 08-09 it is still a possibility in the near future.
• The Village of Lake Linden dissolved its association with the L.O.S.T. Fire Protection Authority.  It was determined that there was no need to remain since so little of the antiquated system was in the Village. A hydrant replacement plan was implemented to take the place of the ancient yellow hydrants.

Public Safety

• Two part-time police officers were added for the summer of 2008 and were retained throughout the rest of the year. This was also in response to the community survey that placed an emphasis on increased police presence.
• Wives of the Lake Linden Volunteer Firefighters have reestablished the Fire Department’s Auxiliary. They intend to be active in local causes and show their support for the Department in the community.
• The fire department also took the initiative in acquiring a brush truck from the MiDNR surplus equipment program. A new pump and hose apparatus in the box makes this 4x4 an effective addition to the department in fighting brush fires.

Infrastructure

• From May through October of 2008, a massive MDOT repaving project had Calumet Street torn apart from border to border. This project cost the Village nothing and served to compliment the completion of the Streetscape Project by “finishing” the details downtown.
• One of the final portions of the old water system was replaced on the north end of Chagnon Street. While the failure of this old line was an unexpected financial burden on the water fund, it will serve that area well in the future.
• Two streets were repaved in the Village. Adelaide St. between 14^th and Beauchaine and 12^th Street between Corago St. and Garden St. were completed because the proximity of paving crews from Siler Contracting, who were working on other local projects, greatly reduced mobilization costs. The two streets were done for about $19,000.
• Another paving project was completed on 9^th Street as part of a larger Houghton County project. 9^th Street from Calumet St. to Gregory St. got new pavement, curb and drainage structures. The cost for the Village was about $9,000 in engineering fees. The balance of the Village’s portion was funded by a grant from the Jobs Today program through the State ($12,000).
• Work continues on trying to get a communications tower erected in or near the Village to improve our cell phone service.  Some grant possibilities have been investigated but the large telecommunication companies seem uninterested in us because of the small number of potential customers. The community survey placed a high priority on this and it is something we continue to work on.
• Plans continue on adding utilities in the newly approved Sibilsky Acres II plat. So far, costs have been estimated for installing water, sewer, electric and natural gas throughout the plat, but for now the Council must be content with adding these needed improvements on a piecemeal basis.

Public Works

• Chris Lajimodiere, a public works employee for more than 33 years, retired in May. He was well-regarded by everyone he worked with and with the residents of the Village. He often went above and beyond the scope of his “official” duties in lending a hand to those who asked. He now contributes to the local economy by frequenting local restaurants for morning coffee while the other Village employees toil in his absence.

• Updating equipment became a priority this past year as an aging fleet of heavy equipment began to experience maintenance problems. A new sander/spreader was purchased in March for $5,000. This was followed by a compact John Deere tractor ($28,000), whose multiple uses will serve the crew very well. In November, a used utility truck was purchased for $2,500 and will be useful for maintenance operations on the water system.
• The snow thrower required a major overhaul during almost two months last winter. After failing to find a suitable, affordable replacement, $9,000 in repairs was necessary to get it back on the street. The crew did a wonderful job despite not having access to the blower for busy snow months.

Recreation

• Talks began during the year with an enterprise group from Michigan Tech about the possibility of constructing a teen center in or near the Village Park. It would be a multi-use facility designed to house community youth groups and projects for activities such as music, computer use, ice skating, etc. This project is in the conceptual phase and is a direct result of a community youth survey conducted just after the first community survey was completed. It is hoped that once all facets of the project can be determined that funding can be obtained to get this project off the ground.

• New signs were developed for the marina area and installed along the highway and on the site itself.
• The DDA, supported by the Village crew, erected a sign along the ATV/snowmobile trail. The sign advertised Village businesses accessible by travelers and has become an annual DDA priority.

Grants

• Two grants were awarded by the Americana Foundation to the Village, one in 2007 and one in 2008 totaling $59,000 to continue work on the restoration of the exterior of the Village Hall.  In all, the Village has been successful in obtaining over $130,000 over the past four years for this purpose.
• Approval for a $14,000 grant through the Rural Development Community Facilities Program was received in December. This $14,000 will go toward the purchase and outfitting of a new police vehicle.
• A $12,000 grant through the Jobs Today program run by the State of Michigan, paid for the entire Village share of construction costs on the 9^th Street (Bootjack Rd.) repaving project.
• The concluded streetscape project utilized over $300,000 in grant funds from MDOTs T-grant program and the CDBG facilities program.

Community/Business

• Spurred by the development of a thesis by Stephanie Atwood about the historic nature of Lake Linden’s downtown area, the Village Council authorized and submitted a presentation to the State for the creation of a Historic District in Lake Linden (see attached map). After approval by the State, which came at the end of 2008, it moved on to Washington for federal approval, which is still pending. Once approved it will allow businesses and residents within the district to apply for tax credits on improvement projects that qualify under the guidelines without limiting options by restricting improvements that do not qualify. This designation is seen as an important step in maintaining and restoring the historic nature of our Village Downtown District.

• The DDA and the Village Council took an active role in supporting a deal to re-open Lindell’s Chocolate Shoppe. After being closed for more than two years the new owner, Julie David, is ready to re-establish Lindell’s as a vibrant business again. Lindell’s had been an integral part of the downtown area for more than 80 years prior to its closing. We wish nothing but the best for Ms. David.
• Throughout the year, Gas Station Properties, LLC, owners of the Cenex Station site, have sent mixed signals about the construction of a new station/convenience store. The Council hopes that progress will soon quicken and the new business can get up and running as soon as possible.
• In the summer, the Lake Linden-Hubbell School was successful in getting voter approval for the funding of massive improvement/renovation project in the district. As a result, the Village will see a big change in and around the campus beginning in the spring of 2009.
• After a lengthy process of putting off the inevitable, the Christmas light strings over Calumet Street had to be taken down. After being informed by UPPCo that they did not comply with current code regulations we had no other alternative. It is hoped that something can be found in coming years to approach the look of these decorations, which received many positive comments from residents and visitors alike.
• During 2008, Titan Plumbing, Inc. purchased the Raildreams building on 3^rd Street.  We welcome the addition of this business to the Village community.
• The Village Council has also heard of the addition of a new business on 9^th Street in the old Backstreet café building. A new restaurant, La Madelaine, is scheduled to be opening in 2009. Again, we welcome them to our town.

Economic Development

• The Village Council entered into discussions about the possible annexation of the old Calumet & Hecla Power House south of the Village. Louis Meneguzzo, the property owner, approached the Council about this option in late 2008.  President Fisher conducted meetings on the subject with an eye toward getting the property, now in a derelict and environmentally contaminated state, back into clean and viable condition suitable for development. Representatives from Torch Lake Township and Houghton County, once approached on the subject, decided to look into the matter themselves. To date limited progress has been detected on the issue. The Council has agreed to look into options there again to facilitate progress in the near future.

Events

• The FIND IT HERE! Community rummage sale, held in May, was a huge success. 35 residents took advantage of advertising and maps supplied by the Village to hold sales.  By some counts more than 300 vehicles visited each sale during that Saturday.
• The MTU Mini Baja has become a staple event in the Village Park each February. Colleges from around the country now participate in this endurance event and dozens of student-built buggies compete in races and a “big-air” competition. Attendance has risen and interest grows each year.
• The 2^nd annual Renaissance Faire was held in the Village Park in August. Organizers hope to grow the event over the next few years by adding it to the circuit of events of this type throughout the Midwest.
• The Little League District Baseball Tournament was held in Lake Linden for the second consecutive year, marking the first time this has happened. Local organizers have done a great deal of work fixing and grooming the field and have created one of the finest facilities in the area. The Council has been very supportive in aiding improvements at the site.
• The Knights of Columbus Fishing Derby was to be held in the park for the first time in 2009. This central location is perfect for this type of event and promises to draw fisherman in each and every year.

Looking Ahead – Fiscal 2009-2010

2008-2009 was a year for research, review and looking for opportunities. Much was made of the American Recovery & Reinvestment Act of 2009 and municipalities everywhere lined up projects with an eye toward funding them. They could hardly be blamed as the money from the Act was promised and eventually received for some local projects.

 As part of due diligence I waded through the 887 pages of the Act to determine if we were eligible for any other opportunities. In addition to the Rural Development grant for the police vehicle, the COPS Police Retention Program and Infrastructure projects like the Two-township water project in Hubbell and Tamarack and a possible project for installing utilities in Sibilsky Acres II, we are keeping our eye on a Broadband Initiatives program that may allow us to apply for funds to erect a communications tower in or near the Village. Other avenues have not yet panned out, but I am always actively searching for these opportunities.

A significant amount of time was spent working on the new water program as well, which went through growing pains for the better part of 2008. This has been resolved, for the most part, and should be much better for the coming year.

Also during 2008, the Village delved (or at least peered) into several larger ventures that required leg work and research. Though these projects, in large part, did not materialize they were well worth any time and effort spent on them.

In 2009-2010, I will attempt to focus my time and attention on equally vital administrative issues. Jackie Aalto, our auditor for the past two years, has stressed the importance in addressing a list of recommendations intended to protect the Village and its employees/trustees. That list included, but was not limited to, the following items:

· Put all Village policies in written form. “because that’s the way it’s always been done” is inadequate.

· Compile procedure manual to verify that all tasks have sufficient checks and balances for state review.

· Eliminate “due to” and “due from” between funds.

· Adopt, track and record budget amendments made throughout the year. Past procedure of amending annual budget at the end of the fiscal year is unacceptable.

In addition, Par Plan, the company that writes our package insurance policy, has “recommended” in its November review, a variety of safety procedures and policies intended to indemnify the Village.

These items will have priority for me during the upcoming year. My goal is to have as complete a policy and procedure manual as possible, resolutions and budget amendments included, by the end of fiscal 2009-2010. In many cases these procedures will not require re-inventing the wheel, but only documenting how things are currently done. These will serve to protect employees and the Village Council from safety, liability and legal concerns heading into the future.

Conclusion

Putting the details into one report shows that the past year was a very busy one indeed. It also shows that my emphasis was placed on large projects and pursuits sometimes at the expense of procedural and administrative tasks. Although I must be available to the Trustees for information and research as directed, I need to keep a sharper eye on some of the more narrow administrative details that are sometimes easy to overlook.

To her credit, Treasurer Jill DuMonthier took up much of the slack in keeping up with these administrative duties. The development of a concise procedure policy will ensure that these functions remain separated as legally necessary to avoid problems or the appearance of impropriety in the future.

The Village Council can and should keep an eye on the big picture and rely on the clerk to let them know of important details as required. My objective for 2009-2010 will be to focus more on those details.

If you have any questions or comments regarding the material in this report please feel free to contact the Village Clerk’s office at any time. This report is not intended to be a complete recitation of all issues covered by the Village and it’s Council throughout the fiscal year but is merely a summary of those things deemed worth inclusion by the Village Clerk.

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Robert A. Poirier, Village Clerk