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
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