SMBA Regular Board Meeting

August 26, 2021 |  8:30 AM |  Via Zoom
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Minutes of the Regular Board Meeting Southwest Michigan Building Authority (SMBA) Board of Directors August 26, 2021 | 8:30am | Via Zoom Page 1 of 3 Action Items # Item Description: Assigned To: Due By: 1 [Item 5] Investigate use of existing recording equipment. Kyle Gibson 2021-09-23 2 [Item 8] Add a summary of the permit refund policy to the application forms. Kyle Gibson N/a 3 [Item 9] Set up a meeting between GR, KG, SA to discuss permit processing. Kyle Gibson 2021-09-23 Minutes 1. Call to Order: Chair Dusty Farmer called the meeting to order at approximately 8:30am. 2. Roll Call: A roll call was taken to comply with the provisions of MCL 15.263(2)(a)(ii) regarding remote meeting attendance by board members. Present: Name Location Attending From Dusty Farmer, Board Chair (Oshtemo Representative) Oshtemo Township, Kalamazoo County, MI Carol DeHaan, Treasurer (Cooper Representative) Cooper Township, Kalamazoo County, MI Jeff Sorensen (Cooper Representative) Cooper Township, Kalamazoo County, MI Cheri Bell (Oshtemo Representative) Oshtemo Township, Kalamazoo County, MI Also present were: Building Official Garrett Reitenour, Attorney Jim Porter, Administrative Assistant Elvira Oropeza, Cooper Township Employee Starr Adams, and Board Secretary Kyle Gibson. Absent: Larry Stehouwer (Cooper Representative) 3. Public Comments on Non-Agenda Items: There was no public comment. a. Reading of Submitted Public Comments: None were submitted. 4. Consent Agenda a. Meeting Minutes – July 22, 2021 Regular Meeting b. August 2021 Financial Reports c. August 2021 Budget Amendments A motion was made by Jeff Sorensen and supported by Cheri Bell to approve the consent agenda as presented. Opposed: None The Board Chair declared that the motion was carried 4-0, with 1 absent. 5. Memo Re: Recording Equipment Purchase Request (Carryover from Previous Meeting): Office Manager Gibson presented the request to the board. Jeff Sorensen expressed an interest in looking into utilizing the existing equipment owned by Oshtemo Township or potentially entering into a cost-sharing agreement with either township for the use of said equipment. Board consensus was to direct Office Manager Gibson to investigate those options and present at the next meeting. No board action was taken. 6. Attorney Porter – Present opinion on proposed requirement for employees to provide proof of alternate health insurance to be eligible for the medical insurance taxable opt-out payment: Attorney Porter shared the opinion that obtaining proof of alternate health insurance to be eligible for the opt-out payment was not required by law. The board held some discussion, with Cheri Bell expressing a desire to amend Minutes of the Regular Board Meeting Southwest Michigan Building Authority (SMBA) Board of Directors August 26, 2021 | 8:30am | Via Zoom Page 2 of 3 the Policy to require said proof. The board was unable to reach a consensus and expressed a desire to table the discussion until the next meeting when all members were present. No board action was taken. 7. Draft Amended and Restated Interlocal State Construction Code Enforcement and Administration Agreement for board review and submission to township boards: Attorney Porter provided a summary of the document before the board. A motion was made by Jeff Sorensen and supported by Dusty Farmer to approve the draft agreement for submission to the individual township boards. Opposed: None The Board Chair declared that the motion was carried 4-0, with 1 absent. 8. Memo Re: Permit Transfer Policy: Office Manager Gibson presented the policy before the board and answered several questions posed by board members. The board held brief discussion. Board consensus was that a summary of the Permit Refund Policy should be included on the permit application forms. A motion was made by Cheri Bell and supported by Jeff Sorensen to adopt the policy as presented. Opposed: None The Board Chair declared that the motion was carried 4-0, with 1 absent. 9. Memo Re: Telnet Contract Renewal: Office Manager Gibson presented the quote & renewal from Telnet. A motion was made by Jeff Sorensen and supported by Dusty Farmer to approve the quote and authorize the Office Manager to sign the contract pending review and approval from Attorney Porter’s office. Opposed: None The Board Chair declared that the motion was carried 4-0, with 1 absent. 10. Memo Re: Employee Performance Appraisals: The board held discussion before naming Starr Adams (Zoning/Assessing Assistant, Cooper), Jim Wiley (Fire Marshall, Oshtemo), and Colten Hutson (Zoning Administrator, Oshtemo) as the three external stakeholders for employees who report to the board. 11. Board Chair’s Report: Chair Farmer had nothing to report. 12. Other Business: [Item 1] Jeff Sorensen raised an issue regarding communication between SMBA and Cooper staff. Consensus was for Garrett, Kyle, and Starr to set up an internal meeting to discuss the matter further and work towards resolution. There was also a desire to establish a routine, bi-monthly meeting going forward. 13. Adjournment: Seeing and hearing no other business, and having exhausted the agenda, Board Chair Dusty Farmer declared the meeting adjourned at approximately 9:30am. Minutes of the Regular Board Meeting Southwest Michigan Building Authority (SMBA) Board of Directors August 26, 2021 | 8:30am | Via Zoom Page 3 of 3 Next Regular Board Meeting September 23, 2021 | 8:30am | Via Zoom Prepared By: KYLE GIBSON Board Secretary & Office Manager
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