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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.
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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
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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
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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.
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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