Minutes of the Special Board Meeting
Southwest Michigan Building Authority (SMBA) Board of Directors
June 9, 2022 | 3:00pm | North Conference Room, Oshtemo Township Hall
Page 1 of 1
Minutes
1. Call to Order: Chair Dusty Farmer called the meeting to order at approximately 3:01pm.
Roll Call:
Name Present or Absent
Dusty Farmer, Board Chair (Oshtemo Representative) Present
Jeff Sorensen (Cooper Representative) Present
Carol Dehaan, Treasurer (Cooper Representative) Present
Cheri Bell (Oshtemo Representative) ABSENT
Larry Stehouwer (Cooper Representative) ABSENT
Also present were: Building Official Garrett Reitenour, Attorney Jim Porter, and Board Secretary Kyle Gibson.
2. Board Discussion on Staffing Needs:
Office Manager Gibson presented a request for the creation of a temporary part-time clerical assistant position to
the Board. A motion was made by Jeff Sorensen and supported by Dusty Farmer to approve the temporary
position as presented and re-evaluate the need to extend the duration of the position at the end of the summer.
Board discussion continued.
Upon a voice vote, the motion was approved 3-0 in favor with 2 absent.
3. Public Comment: There was no public comment.
4. Adjournment: Having exhausted the agenda, Board Chair Dusty Farmer declared the meeting adjourned at
approximately 3:13pm.
Next Regular Board Meeting
June 23, 2022 | 8:30am | North Conference Room, Oshtemo Township Hall
Prepared By: KYLE GIBSON
Board Secretary & Office Manager
Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
Special Board Meeting
June 9, 2022
3:00 PM
Oshtemo Township Hall
North Conference Room
7275 W Main St
Kalamazoo, MI 49009
Agenda
1. Call to Order & Roll Call
2. Board Discussion on Staffing Needs
3. Public Comment
4. Adjournment
2022-06-09 Special Meeting SMBA Board Packet | Page 1 of 9
Page 1 of 2
Southwest Michigan Building Authority
Board of Directors
Meeting Agenda Item Request / Cover Sheet
For Meeting Date 6/9/2022
Subject Board Discussion on Staffing Needs
Submitted By Office Manager Kyle Gibson
Assigned Item # 002
Is board action required? ☑ Yes ☐ No
Background Information / Request:
We have a backlog of old permits, plan sets, and other historical documents which need to be digitized and
imported into the Building Department .NET software. To that end, I am requesting the creation of a
temporary part-time clerical assistant position for a period of approximately two months, during which time I
am confident that an employee solely dedicated to the task could complete the backlog.
While any qualified applicant would be duly considered in accordance with SMBA’s hiring policy and
state/federal laws, given the parameters of the proposed position (immediate start, temporary and part-time
nature, not eligible for benefits, average pay), I suspect that a majority of potential candidates will be students
looking for summer work. Therefore, I am asking that the board moves quickly to approve the creation and
posting of the recommended position so as to capture as much of the summer break as possible.
If approved by this board, I recommend that the position be posted for a period of one week on our website,
and 1-2 other hiring platforms to be determined by the office manager.
The draft description for the position lists a salary range (data sourced from O*NET, sponsored by the U.S.
Department of Labor). Within that range, I have selected a rate of $15.00 per hour for forecasting purposes.
This rate reflects market conditions, and could be negotiated within the approved range for the position based
on experience and qualifications.
My hope would be to have a qualified candidate selected for board approval at the regular meeting on June
23rd.
Implications / Financial Impact:
See attached projected cost document.
List / Describe Any Supporting Documents:
02a DRAFT Clerical Assistant Position Description : This document describes the recommended position.
02b Clerical Assistant Salary Range Data : This document shows the national, state, and local wage data for
a similar set of jobs and is sourced from O*NET which uses BLS wage data.
02c Projected Cost Temporary Part-Time Clerical Assistant : This document lists the estimated overall costs
associated with the creation of the position.
2022-06-09 Special Meeting SMBA Board Packet | Page 2 of 9
Page 2 of 2
Suggested Motion:
A motion to approve the creation of a new Clerical Assistant position as described; to authorize the
necessary budget amendment in the amount of $5,814.00; to authorize the office manager to post the job for
a period of one week and present a qualified candidate for board approval at the June 23rd regular board
meeting.
2022-06-09 Special Meeting SMBA Board Packet | Page 3 of 9
Southwest Michigan Building Authority
Position Description
02a DRAFT Clerical Assistant Position Description Page 1 of 2
Job Title: Clerical Assistant
Reports To: Office Manager
Effective Date:
Employee Type: Non-Exempt
Pay Frequency: Bi-Weekly
Pay Type: Hourly
Salary Range: $11.30 to $28.31
Full Time / Part Time: Temporary, Part Time @ 24-30 Hours / Week
Remote Work Ability: None
Best-match O*NET Code 43-9061.00 – Office Clerks, General
Job Summary
Perform general clerical duties as assigned, including but not limited to answering telephones, typing or
word processing, office machine operation, filing, and scanning.
Supervisory Responsibilities
None
Duties / Responsibilities
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail
systems, and personal computers.
• Answer telephones, direct calls, and take messages.
• Communicate with customers, employees, and other individuals to answer questions,
disseminate or explain information, take orders, and address complaints.
• Maintain and update filing, inventory, mailing, and database systems, either manually or using a
computer.
• Compile, copy, sort, and file records of office activities, business transactions, and other
activities.
• Review files, records, and other documents to obtain information to respond to requests.
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
• Count, weigh, measure, or organize materials.
Required Skills / Abilities
• Active Listening — Giving full attention to what other people are saying, taking time to
understand the points being made, asking questions as appropriate, and not interrupting at
inappropriate times.
• Reading Comprehension — Understanding written sentences and paragraphs in work-related
documents.
• Speaking — Talking to others to convey information effectively.
2022-06-09 Special Meeting SMBA Board Packet | Page 4 of 9
Southwest Michigan Building Authority
Position Description
02a DRAFT Clerical Assistant Position Description Page 2 of 2
• Writing — Communicating effectively in writing as appropriate for the needs of the audience.
• Coordination — Adjusting actions in relation to others’ actions.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of
alternative solutions, conclusions, or approaches to problems.
• Service Orientation — Actively looking for ways to help people.
• Social Perceptiveness — Being aware of others’ reactions and understanding why they react as
they do.
• Time Management — Managing one’s own time and the time of others.
Education and Experience
High school diploma or equivalent is required.
Physical Requirements
• Must be able to withstand prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 50 pounds at times.
2022-06-09 Special Meeting SMBA Board Packet | Page 5 of 9
Local Wages
43-9061.00 – Office Clerks, General
Bright Outlook
Annual Wages Hourly Wages
In Kalamazoo-Portage, MI:
Workers on average earn $17.48 per hour.
10% of workers earn $11.60 or less per hour.
10% of workers earn $27.01 or more per hour.
In Michigan:
Workers on average earn $18.00 per hour.
10% of workers earn $11.80 or less per hour.
electrician
Wages for state: Michigan
Wages near ZIP Code: 49009
$17.81
$11.30
$18.00
$11.80
$17.48
$11.60
$10 $15 $20
United States
Michigan
Kalamazoo-Portage
Go
Go
Go
2022-06-09 Special Meeting SMBA Board Packet | Page 6 of 9
10% of workers earn $28.19 or more per hour.
In the United States:
Workers on average earn $17.81 per hour.
10% of workers earn $11.30 or less per hour.
10% of workers earn $28.31 or more per hour.
Source: Bureau of Labor Statistics 2021 wage data
.
Full Details
Save Table: XLSX CSV
United States $11.30 $14.14 $17.81 $22.55 $28.31
Michigan $11.80 $14.34 $18.00 $22.58 $28.19
Kalamazoo-Portage, MI $11.60 $14.09 $17.48 $21.91 $27.01
Ann Arbor, MI $11.27 $13.90 $17.64 $22.60 $28.15
Balance of Lower
Peninsula of Michigan
nonmetropolitan area
$11.23 $13.94 $17.48 $21.77 $23.18
Battle Creek, MI $13.62 $14.36 $18.12 $22.44 $28.14
Bay City, MI $11.60 $14.02 $17.65 $21.63 $23.22
Detroit-Warren-
Dearborn, MI
$13.94 $14.57 $18.29 $22.94 $28.77
Flint, MI $11.40 $14.32 $17.91 $22.45 $23.91
Grand Rapids-Wyoming,
MI
$13.48 $14.32 $17.85 $22.34 $27.76
Jackson, MI $11.60 $14.22 $17.74 $22.23 $27.08
Lansing-East Lansing, MI $14.13 $14.52 $18.13 $22.96 $28.54
Midland, MI $13.63 $14.27 $17.77 $22.62 $28.42
Monroe, MI $11.47 $14.34 $17.91 $22.58 $28.37
Muskegon, MI $11.41 $13.79 $17.35 $21.59 $23.91
Niles-Benton Harbor, MI $11.33 $13.86 $17.43 $21.61 $23.91
Location
Hourly
Low (10%)
Hourly Q
(25%)
L
Hourly
Median
(50%)
Hourly Q
(75%)
U Hourly
High (90%)
2022-06-09 Special Meeting SMBA Board Packet | Page 7 of 9
Northeast Lower
Peninsula of Michigan
nonmetropolitan area
$11.25 $13.88 $17.47 $21.76 $23.03
Northwest Lower
Peninsula of Michigan
nonmetropolitan area
$13.00 $14.02 $17.54 $21.65 $23.18
Saginaw, MI $11.30 $14.02 $17.48 $21.91 $26.54
South Bend-Mishawaka,
IN-MI
$11.27 $14.00 $17.52 $22.04 $27.74
Upper Peninsula of
Michigan
nonmetropolitan area
$11.22 $13.88 $17.27 $21.73 $23.03
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Site updated May 24, 2022
Location
Hourly
Low (10%)
Hourly Q
(25%)
L
Hourly
Median
(50%)
Hourly Q
(75%)
U Hourly
High (90%)
electrician Go
2022-06-09 Special Meeting SMBA Board Packet | Page 8 of 9
Employee Type Non-Exempt
Pay Type Hourly
Pay Frequency Bi-Weekly
Reccomended Pay Rate $15.00
Hours / Pay Period 60
Eligible for Benefits? No
Base Pay / Period $900.00
Employer Social Security Tax (6.2%) $55.80
Employer Medicare Tax (1.45%) $13.05
Total Employer Cost / Period $968.85
Proposed Start Date 6/24/2022
Proposed End Date 8/19/2022
# of Pay Periods in Date Range 6
Total Projected Employer Cost $5,813.10
Projected Cost of Employment
Temporary Part-Time Clerical Assistant
2022-06-09 Special Meeting SMBA Board Packet | Page 9 of 9