SMBA Regular Board Meeting

December 10, 2020 |  8:30 AM |  Via Zoom
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1 Southwest Michigan Building Authority December 10, 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 Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Carol DeHaan, Cooper Representative Also present were Insurance Representative Geoff Lansky, Building Official Garrett Reitenour, Administrative Assistant El Oropeza, and Board Secretary Kyle Gibson. Absent: Appointee to be determined, Oshtemo Representative Citizen Comments on Non-Agenda Items No public comment was provided. Insurance Renewal Presentation Geoff Lansky gave a renewal presentation of our insurance coverage. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to authorize the Office Manager to sign the insurance renewal as presented with the addition of Adam Dahlgren to the Linebacker form. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Consent Agenda Meeting Minutes – October 22, 2002 Regular Meeting October 2020 Financial Reports November 2020 Financial Reports Budget Amendments and Adjustments Confirmation of 2021 Regular Meeting Dates Memo Regarding Request for Holiday Hours Aunalytics BaaS Proposal A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the consent agenda as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Consideration of Draft Salary Review & Adjustment Policy 2 Office Manager Kyle Gibson presented the draft policy. A motion was made by Jeff Sorensen and supported by Dusty Farmer to adopt the policy as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Consideration of Draft Employee Appraisal Policy & Forms Office Manager Kyle Gibson presented the draft policy and forms. A motion was made by Jeff Sorensen and supported by Carol DeHaan to adopt the policy and forms as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. 2021 Staff Salary Recommendations Office Manager Kyle Gibson presented salary recommendations to the board. Brief discussion was held among the board members. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the salary adjustments as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Board Chair’s Report Chair Dusty Farmer commented on the recent adjustment to and clarification of the Oshtemo Township Return to Work Plan, highlighting a recent policy change regarding the wearing of masks within the office. She shared that two complaints regarding policy compliance had been received. Following discussion, board consensus was that Building Official Garrett Reitenour should speak with the Oshtemo Township Maintenance Director regarding the concerns over the HVAC system. No board action was taken. Other Business (Item 1) Mr. Sorensen shared that Cooper Township had not been receiving the paper originals of permit applications as requested. Mr. Gibson shared that the documents were all available in the Building Department .NET program, and that most of the documents were available to be sent to the Township. There was discussion as to whether Cooper Township needed the originals, and Mr. Sorensen stated that the matter would be revisited at a later meeting. (Item 2) Chair Farmer requested board input and approval for the purchase of $50 gift cards for full time employees in lieu of the traditional holiday potluck typically provided by the township. A motion was made by Dusty Farmer and supported by Jeff Sorensen to approve the purchase of $150 worth of gift cards for full time employees and authorize any necessary budget amendments. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan 3 The motion was carried 4-0, with 1 Absent. (Item 3) Chair Farmer requested board input regarding a proposed amendment to the bylaws to provide for more flexibility in who member jurisdictions could appoint to the SMBA board. Discussion was held, following which a motion was made by Jeff Sorensen and supported by Dusty Farmer to amend the SMBA bylaws to require one full time elected official to be appointed, and allow for a jurisdiction’s second member position to be filled by an elected trustee. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Chair Farmer stated she would work with Office Manager Gibson to prepare the amendment for review by Attorney Jim Porter, to be presented for jurisdiction approval in January of 2021. Chair Farmer Adjourned the meeting at 9:58 a.m. Next Regular Meeting – January 28th – 8:30 a.m.
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