SMBA Regular Board Meeting

July 23, 2020 |  8:30 AM |  Via Zoom
1 Southwest Michigan Building Authority July 23, 2020 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:32 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Carol DeHaan, Cooper Representative Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Grant Taylor, Oshtemo Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, Board Secretary Deb Everett, Administrative Assistant El Oropeza, Oshtemo Township Planning Director Iris Lubbert, and Administrative Assistant Kyle Gibson acting as recording secretary. Absent: None Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda Meeting Minutes – June 25, 2020 Regular Meeting June Receipts & Disbursements Report June Permits/Inspections Report Motion by Jeff Sorensen, second by Grant Taylor to approve the consent agenda. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer, Grant Taylor No: None Abstain: None Absent: None The motion was carried 5-0. Board Discussion of SMBA Vehicle Replacement The board held discussion regarding the state’s government pricing program. Building Official Reitenour presented a quote from Denooyer Chevrolet for the cost of purchasing the proposed vehicle. The question of whether there would be any legal issues with a member township purchasing the vehicle on SMBA’s behalf and selling it to SMBA. Attorney Porter indicated that there would be no issues with that. Board consensus was to direct Building Official Reitenour to further pursue the purchase of the vehicle and make a final decision / authorize budget amendment at the next regular board meeting. No further board action was taken. 2 Chair Report Chair Farmer recommended that due to the expected increase in foot traffic on August 4th due to the primary election, SMBA staff work from home on that day. No further board action was taken. Other Business Grant Taylor shared concerns regarding the amount of SMBA revenue relative to expenses and cash on hand. Chair Farmer suggested a review of the SMBA fee schedule. Mr. Taylor advised implementing a capital improvement plan to reduce the amount of unrestricted cash on hand. Chair Farmer requested that staff prepare a list of capital expenditures both for immediate purchase and in the future to be presented to the board at the next regular meeting. Chair Farmer also requested that a list of quarterly budget amendments be presented at the next regular meeting. No further board action was taken. Administrative Assistant Kyle Gibson notified the board that an updated contract from Aunalytics (formerly Secant) had been received. He shared that because of their merger, the pricing structure has been modified and as a result there is a net increase in monthly fees. No further board action was taken. Chair Farmer Adjourned the meeting at 9:02 a.m. Next Regular Meeting – August 28th – 8:30 a.m.
Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Regular Board Meeting July 23, 2020 8:30 AM Via Zoom Meeting Link: Click Here Meeting ID: 824 2673 0952 Call-in Number: +1 312 626 6799 US (Chicago) Citizen Comments should be submitted in writing via email to kjgibson@swmiba.org by July 22nd , and will be read aloud during that portion of the meeting. The public is welcome to join, but we ask that you remain muted except during the public comment session. Agenda 1. Call to Order 2. Citizen Comments on Non-Agenda Items a. Reading of Public Comment – Kyle Gibson 3. Consent Agenda a. Meeting Minutes – June 25, 2020 Regular Meeting b. June 2020 Receipts and Disbursements Report c. June 2020 Permits / Inspections Report 4. Board Discussion of SMBA Vehicle Replacement 5. Board Chair’s Report 6. Other Business 7. Adjournment 1 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 2 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. 3 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 REVENUE / INSPECTIONS REPORT Reporting Month: June 2020 Prepared By: Kyle Gibson Building Electrical Mechanical Plumbing Totals Oshtemo 52 49 42 36 179 Revenue $14,575.00 $9,424.00 $5,767.50 $4,606.00 $34,372.50 YTD Oshtemo 182 144 176 167 669 YTD Revenue $66,743.50 $35,076.00 $26,887.60 $20,842.00 $149,549.10 Cooper 21 15 12 5 53 Revenue $4,418.00 $2,605.00 $1,853.00 $702.00 $9,578.00 YTD Cooper 61 52 55 24 192 YTD Revenue $19,887.00 $11,754.00 $8,286.00 $5,694.00 $45,621.00 Total Permits 73 64 54 41 232 Total Revenue $18,993.00 $12,029.00 $7,620.50 $5,308.00 $43,950.50 YTD Total Permits 243 196 231 191 861 YTD Total Revenue $86,630.50 $46,830.00 $35,173.60 $26,536.00 $195,170.10 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 135 68 66 75 344 Cooper Inspections 42 19 20 15 96 YTD Oshtemo Inspections 566 274 242 307 1389 YTD Cooper Inspections 180 100 79 64 423 Total Inspections 177 87 86 90 440 YTD Total Inspections 746 374 321 371 1812 Permit Revenue Inspections 0 200 400 600 800 1000 1200 $0.00 $20,000.00 $40,000.00 $60,000.00 $80,000.00 $100,000.00 2020 Revenue by Month 2019 Revenue by Month 2020 Inspections by Month 2019 Inspections by Month Printed 7/1/2020 at 10:24 AM I:\SMBA Board Packets\Revenue & Inspections Report SOUTHWEST MICHIGAN BUILDING AUTHORITY BANK BALANCE REPORT Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 $355,097.18 $316,827.94 $292,711.45 $312,627.13 $305,033.67 $317,144.90 $313,084.42 $328,952.71 $328,034.45 $339,176.51 $368,209.64 $355,724.53 2019 $309,114.20 $300,098.15 $303,811.00 $246,716.30 $247,770.31 $279,624.65 $315,434.78 $341,724.68 $362,110.12 $442,134.66 $330,290.83 $384,052.26 2020 $363,688.08 $374,395.69 $367,084.01 $364,749.52 $366,304.26 $376,755.31 $0.00 $50,000.00 $100,000.00 $150,000.00 $200,000.00 $250,000.00 $300,000.00 $350,000.00 $400,000.00 $450,000.00 $500,000.00 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Bank Account Balance by Month 2018 2019 2020 Printed 7/1/2020 at 10:24 AM I:\SMBA Board Packets\Revenue & Inspections Report