SMBA Regular Board Meeting

June 25, 2020 |  8:30 AM |  Via Zoom
Southwest Michigan Building Authority June 25, 2020 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:33 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Carol DeHaan, Cooper Representative Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, SeberTans Representative Ben Walker, Board Secretary Deb Everett, and Administrative Assistant Kyle Gibson acting as recording secretary. Absent: Grant Taylor, Oshtemo Representative SeberTans Financial Audit Presentation SeberTans representative Ben Walker presented the SeberTans audit findings and basic financial documents, providing commentary to the board for the same. There was one item that SeberTans recommended the board consider. Mr. Walker noted that due to the COVID-19 pandemic, the numbers presented to the board may not be accurate for 2020 forecasting purposes. Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda Meeting Minutes – May 28, 2020 Regular Meeting May Receipts & Disbursements Report May Permits/Inspections Report Motion by Jeff Sorensen, second by Larry Stehouwer to approve the consent agenda. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer No: None Abstain: None Absent: Grant Taylor The motion was carried 4-0. Board Discussion of SMBA Vehicle Replacement Building Official Reitenour shared that SMBA’s vehicle is nearing the end of its usefulness and requested the Board’s consideration of purchasing a replacement truck. Jeff Sorensen inquired whether the truck could be purchased through the State’s purchase plan, and Attorney Porter stated he believed that to be possible. Building Official Reitenour was directed to begin looking into the process and provide more information at the next meeting. No board action was taken. Board Discussion of Staffing Needs Building Official Reitenour and Administrative Assistant Gibson requested a temporary adjustment of hours for the administrative assistants to enable them to get caught up on the back log created by the COVID-19 shutdown. Motion by Jeff Sorensen, second by Larry Stehouwer to authorize an increase to 40 hours a week plus no more than 2 hours of overtime for the administrative assistants, to be reevaluated at the July board meeting. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer No: None Abstain: None Absent: Grant Taylor The motion was carried 4-0. Board discussion continued with Chair Farmer raising concerns over the efficacy of the current administrative structure. Consensus was that Office Manager Everett and Administrative Assistant Gibson should work together to present a plan at the next board meeting. No further board action was taken. Board Discussion of Budget Chair Farmer indicated that the budget should be ready for review by the SMBA board by the October 22nd board meeting, to allow for the township boards to review it before their respective board meetings on November 9th and 10th. Staff requested a budget amendment for the purchase of a drop box to be installed in the parking lot. Motion by Dusty Farmer, second by Jeff Sorensen to approve up to a $500 expenditure and authorize any necessary budget adjustments. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer No: None Abstain: None Absent: Grant Taylor The motion was carried 4-0. Staff provided an estimate from Jon Gibson for repair options on a failing computer. Motion by Dusty Farmer, second by Larry Stehouwer to approve a $350 expenditure for the replacement of the computer’s hard drive with an SSD including labor. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer No: None Abstain: None Absent: Grant Taylor The motion was carried 4-0. Advia Credit Union Certificate of Deposit Carol DeHann made a suggestion to the board that Administrative Assistants Kyle Gibson and Elvira Oropeza be added as signers for the CD account at Advia CU in order to allow them to get their own online banking accounts and access to monthly statements. Motion by Dusty Farmer, second by Jeff Sorensen to add the administrative assistants as signers on the account. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer No: None Abstain: None Absent: Grant Taylor The motion was carried 4-0. Chair Report Chair Farmer shared that most of her comments had been addressed earlier in the meeting. No board action was taken. Other Business Chair Farmer presented a citizen complaint against Building Official Reitenour. Mr. Reitenour presented a response to the complaint providing context and defense. Board discussion was held regarding the complaint. Board consensus was that no punitive action against Mr. Reitenour was warranted. A motion was made by Jeff Sorensen, second by Dusty Farmer to present the complainant with a written response on behalf of the board. Chair Farmer indicated that she would work with Attorney Porter to draft the response. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer No: None Abstain: None Absent: Grant Taylor The motion was carried 4-0. Chair Farmer adjourned the meeting at 10:20 a.m. Next Regular Meeting – July 23rd – 8:30 a.m.
Southwest Michigan Building Authority June 25, 2020 8:30 a.m. Zoom Meeting Meeting Link: Click Here Meeting ID: 846 9707 5844 Call-in Number: +1 312 626 6799 US (Chicago) Citizen Comments should be submitted in writing via email to info@swmiba.org by June 24th, and will be read aloud during that portion of the meeting. The public is welcome to join this meeting, but we ask you remain muted except during the public comment session. Agenda (Revised 6/23) 1. Call to Order 2. SeberTans Financial Audit Presentation – Ben Walker 3. Citizen Comments on Non-Agenda Items a. Reading of Public Comments – Kyle Gibson 4. Consent Agenda a. Meeting Minutes – May 28, 2020 Regular Meeting b. May 2020 Receipts & Disbursements Report c. May 2020 Permits / Inspections Report 5. Board Discussion of SMBA Vehicle Replacement 6. Board Discussion of Staffing Needs a. Administrative Assistants b. Office Manager 7. Board Discussion of Budget a. Board Discussion of Capital Expenditures i. Drop Box Installation ii. Computer Repair or Replacement 8. Advia Credit Union Certificate of Deposit – Carol DeHann 9. Chair Report 10. Other Business 11. Adjournment SEBER TANS, PLC CONSULTANTS & CERTIFIED PUBLIC ACCOUNTANTS :&URVVWRZQ3DUNZD\6XLWH .DODPD]RR0LFKLJDQ 3KRQH ZZZVHEHUWDQVFRP )D[ 7RWKH%RDUGRI 6RXWKZHVW0LFKLJDQ%XLOGLQJ$XWKRULW\ 2VKWHPR0LFKLJDQ ,Q SODQQLQJ DQG SHUIRUPLQJ RXU DXGLW RI WKH ILQDQFLDO VWDWHPHQWV 6RXWKZHVW 0LFKLJDQ %XLOGLQJ $XWKRULW\ WKH $XWKRULW\ DV RI DQG IRUWKH \HDU HQGLQJ ‘HFHPEHU LQ DFFRUGDQFH ZLWK DXGLWLQJVWDQGDUGVJHQHUDOO\DFFHSWHGLQWKH8QLWHG6WDWHVRI$PHULFDZHFRQVLGHUHG6RXWKZHVW 0LFKLJDQ%XLOGLQJ$XWKRULW\¶VLQWHUQDOFRQWURORYHUILQDQFLDOUHSRUWLQJLQWHUQDOFRQWURODVDEDVLVIRU GHVLJQLQJ RXU DXGLWLQJ SURFHGXUHVWKDW DUH DSSURSULDWH LQWKH FLUFXPVWDQFHVIRUWKH SXUSRVH RI H[SUHVVLQJRXURSLQLRQRQWKHILQDQFLDOVWDWHPHQWVEXWQRWIRUWKHSXUSRVHRIH[SUHVVLQJDQRSLQLRQ RQWKHHIIHFWLYHQHVVRIWKH$XWKRULW\¶VLQWHUQDOFRQWURO$FFRUGLQJO\ZHGRQRWH[SUHVVDQRSLQLRQRQ WKHHIIHFWLYHQHVVRIWKH$XWKRULW\¶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¶VILQDQFLDOVWDWHPHQWVZLOOQRWEHSUHYHQWHGRUGHWHFWHGDQG FRUUHFWHGRQDWLPHO\EDVLV:HGLGQRWLGHQWLI\DQ\GHILFLHQFLHVLQLQWHUQDOFRQWUROWKDWZHFRQVLGHU WREHPDWHULDOZHDNQHVVHV $VLJQLILFDQWGHILFLHQF\LVDGHILFLHQF\RUDFRPELQDWLRQRIGHILFLHQFLHVLQLQWHUQDOFRQWUROWKDWLVOHVV VHYHUHWKDQDPDWHULDOZHDNQHVV\HWLPSRUWDQWHQRXJKWRPHULWDWWHQWLRQE\WKRVHFKDUJHGZLWK JRYHUQDQFH:HFRQVLGHUWKHIROORZLQJGHILFLHQF\LQLQWHUQDOFRQWUROWREHDVLJQLILFDQWGHILFLHQF\ 6HJUHJDWLRQRI’XWLHV ,QWHUQDOFRQWUROVDUHGHVLJQHGWRVDIHJXDUGDVVHWVDQGKHOSWRSUHYHQWDQGGHWHFWORVVHVIURP HPSOR\HHGLVKRQHVW\RUHUURU$IXQGDPHQWDOFRQFHSWLQDQHIIHFWLYHV\VWHPRILQWHUQDOFRQWUROLV WKHVHJUHJDWLRQRIGXWLHV7RPDLQWDLQSURSHUVHJUHJDWLRQRIGXWLHVQRHPSOR\HHVKRXOGEH UHVSRQVLEOH IRU WZR RU PRUH RI WKH IROORZLQJ IXQFWLRQV IRU D VLQJOH WUDQVDFWLRQ 5HFRUG .HHSLQJ±WKHFUHDWLRQDQGPDLQWHQDQFHRIDFFRXQWLQJUHFRUGV$VVHW&XVWRG\±DFFHVVWR DQGRUFRQWURORISK\VLFDODVVHWV$XWKRUL]DWLRQ±UHYLHZLQJDQGDSSURYLQJWUDQVDFWLRQVDQG 5HFRQFLOLDWLRQ±DVVXUDQFHWKDWWUDQVDFWLRQVDUHSURSHU 7KH$XWKRULW\KDVDOLPLWHGQXPEHURIHPSOR\HHVZKLFKFRQWULEXWHVWRWKHODFNRIVHJUHJDWLRQRI GXWLHV7KH$GPLQLVWUDWLYH$VVLVWDQWVFDQUHFHLYHORJUHFRUGUHFHLSWVDQGUHYHQXHVDQGPDNH EDQNGHSRVLWVDOOEHIRUHWKHRXWVLGHDFFRXQWDQWSHUIRUPVEDQNUHFRQFLOLDWLRQV %HFDXVHRIWKHVHLQFRPSDWLEOHGXWLHVHUURUVRUIUDXGPD\RFFXUDQGQRWEHGHWHFWHGE\LQWHUQDO DFFRXQWLQJFRQWUROV:HUHFRPPHQGWKDWPDQDJHPHQWDQGWKH%RDUGRI’LUHFWRUVFRQWLQXHWR H[SORUHZD\VRIVHJUHJDWLQJGXWLHVRIWKH$GPLQLVWUDWLYH$VVLVWDQWV DRAFTSXUSRV O\ZHGRQR O\ZH LWHG SXUSR LWHG VH GHVFULEHG GHVFU QFLHVLQ QFLHV LQWHUQDOFRQWUROWK QWHUQDOFRQWURO UHPDWHULDOZHDNQHVVHVRU HPDWHULDOZHDNQHVVHVRU LVFXVVHGEHORZ VHGEHORZZHLGHQWL HILFLHQF\ ZKHQWKH GHVLJQ RU RSHUD WKH GHVLJQ RU RSHU UPDOFRXUVHRISHUIRUPLQJ UVHRISHUIRUPLQJ WVRQDWLPHO\EDVLV$P WVRQDWLPHO\EDV QWHUQDO FRQWURO VXFKWKD QWHUQDO FRQWURO VXF HQWLW\¶VILQDQFLDOVWDWHPH LW\¶VILQDQFLDOVWDWHP V:HGLGQRWLGHQWLI\DQ\ :HGLGQRWLGHQWLI\DQ\ HV QF\LVDGHILFLHQF\RUDFR QF\LVDGHILFLHQF\RUD WHULDOZHDNQHVV\HWLP QVLGHUWKHIROORZLQJ