BOARD INFORMATION

Board Of Directors

Dusty Farmer, Chair – Oshtemo Township
Carol DeHaan, Treasurer – Cooper Township
Jeff Sorensen – Cooper Township
TBA – Oshtemo Township
Larry Stehouwer – Citizen Member
Kyle Gibson – Board Secretary

Board Of Appeals

The SMBA board of appeals can be called to hear and decide appeals of orders, decisions, or determinations made by the building official relative to the application and interpretation of the governing code. The board of appeals consists of members who are qualified by experience and training to pass on matters pertaining to building construction and are not employees of SMBA.

You can view the application form on the Applications and Forms page.

2021 SMBA MEETING DATES

Due to COVID-19, and in accordance with 2020 PA 228, meetings are being held via Zoom until further notice.
Click here to join a meeting OR use the following information to join:
Meeting ID: 949 6317 6726
Call-in Number: +1 312 626 6799 US (Chicago)

Meetings are held on the 4th Thursday of each month at 8:30am at the Oshtemo Township Hall in the North Conference room (*unless otherwise noted).

7275 West Main Street
Kalamazoo, MI 49009

2021	Jan.	Feb.	Mar.	Apr.	May	Jun.	Jul.	Aug.	Sep.	Oct.	Nov.	Dec.
Regular Meeting Date	28th	25th	25th	22nd	27th	24th	22nd	26th	23rd	28th	*No Meeting	*9th
Special Meeting Date(s)

MEETING AGENDAS & MINUTES

Meeting Date	Meeting Type	Agenda	Board Packet	Minutes	Comments	Minutes Transcript
2021-01-28	Regular				Via Zoom Meeting Link Meeting ID: 949 6317 6726 Call-in Number: +1 312 626 6799 US (Chicago)
2020-12-10	Regular	Agenda	Packet	Proposed Minutes	Via Zoom	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 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. 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. 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.
2020-10-22	Regular	Agenda	Packet	Minutes	Via Zoom	1 Southwest Michigan Building Authority October 22, 2020 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:31 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Grant Taylor, Oshtemo Representative Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Carol DeHaan, Cooper Representative Also present were Building Official Garrett Reitenour, Attorney Jim Porter, Administrative Assistant El Oropeza, and Board Secretary Kyle Gibson. Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda Meeting Minutes – August 27, 2020 Regular Meeting August 2020 Receipts and Disbursements Report August 2020 Permits / Inspections Report 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, Grant Taylor, Carol DeHaan The motion was carried 5-0. Aunalytics 0365 Migration Proposal Office Manager Kyle Gibson presented a proposal to the board from Aunalytics for the migration from hosted exchange for email to the Office 365 platform. A motion was made by Grant Taylor and supported by Jeff Sorensen to approve the proposal as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor, Carol DeHaan The motion was carried 5-0. Q3 2020 Budget Amendments & Adjustments Office Manager Kyle Gibson presented a series of budget amendments and adjustments to account for over budget expenses and expected additional revenue. A motion was made by Jeff Sorensen and supported by Carol DeHaan to approve the request as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor, Carol DeHaan The motion was carried 5-0. 2 Update on Interlocal Amendment re: BS&A Data Ownership Attorney Jim Porter shared a memo which stated that the proposed amendment to the Interlocal Governmental Agreement from last year had been approved by the Cooper Township board, and that the amendment would be presented at the next Oshtemo Township board meeting. No board action was taken. Update on 2021 Budget Approval by Member Jurisdictions Carol DeHaan and Jeff Sorensen shared a Cooper Township board member’s question regarding health care expenses and the SMBA fund balance; the budget was approved by the Cooper Township board as presented. Chair Farmer shared that the Oshtemo Township board had also approved the 2021 budget as presented. No board action was taken. Board Chair’s Report Chair Farmer had nothing to report. No board action was taken. Other Business Jeff Sorensen made a comment regarding the possibility of SMBA taking on code enforcement responsibilities. Board discussion continued with a suggestion of a job-sharing situation between Oshtemo and Cooper rather than adding a SMBA employee for the function. Chair Farmer recommended that the township supervisors meet on the subject. Larry Stehouwer requested an update on the level of work SMBA is experiencing. Garrett Reitenour shared that application volume was slightly down and inspections have remained steady, which is normal for this time of year. No board action was taken. Chair Farmer Adjourned the meeting at 8:52 a.m. Next Regular Meeting – December 10th – 8:30 a.m.
2020-09-28	Special	Agenda	Packet	Minutes	Via Zoom	1 Southwest Michigan Building Authority September 28, 2020 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Grant Taylor, Oshtemo Representative Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Carol DeHaan, Treasurer, Cooper Representative Also present was Office Manager Kyle Gibson. Citizen Comments on Non-Agenda Items No public comment was provided. 2021 Requested Budget A requested budget for the 2021 fiscal year was before the board. A motion was made by Larry Stehouwer and supported by Jeff Sorensen to approve the 2021 requested budget and the 2020 to 2025 capital improvement plan as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor, Carol DeHaan The motion was carried 5-0. 2021 Facility Rent Increase A notice from Oshtemo Township regarding an increase in rent was before the board, along with a note that the township had increased 2020 rent by $1,000. SMBA was only invoiced for the regular amount at the beginning of the year. Board consensus was to only pay $250 of the requested $1,000 for the last quarter of 2020. A motion was made by Larry Stehouwer and supported by Jeff Sorensen to issue a payment for $250 once an invoice is received from the township. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor, Carol DeHaan The motion was carried 5-0. Other Business No other business was presented. Chair Farmer Adjourned the meeting at 8:42 a.m. Next Regular Meeting – October 22nd – 8:30 a.m.
2020-09-24	Regular	Revised Agenda Agenda	Revised Packet Packet	Minutes	Via Zoom	1 Southwest Michigan Building Authority September 24, 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 Grant Taylor, Oshtemo Representative Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, Administrative Assistant El Oropeza, and Office Manager Kyle Gibson. Absent: Carol DeHaan, Cooper Representative Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda Meeting Minutes – August 27, 2020 Regular Meeting August 2020 Receipts and Disbursements Report August 2020 Permits / Inspections Report A motion was made by Jeff Sorensen and supported by Grant Taylor to approve the consent agenda as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor No: None Abstain: None Absent: Carol DeHaan The motion was carried 4-0, with 1 absent. Board Consideration of 2021 Requested Budget A requested budget for the 2021 fiscal year was before the board. Specific attention was drawn to an increase in the Aunalytics contract. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the increase and authorize the office manager to sign the proposal. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor No: None Abstain: None Absent: Carol DeHaan The motion was carried 4-0, with 1 absent. 2 Board discussion continued with consideration of a July 2019 board decision to amend the interlocal government agreement and authorize SMBA to take on the BS&A Building Department .NET support contract from the member jurisdictions. Chair Farmer requested clarification from Attorney Porter as to whether the approved amendment had been made. Chair Farmer requested that a template letter be sent to the township supervisors to in turn be sent to BS&A requesting the change in licensing. Further board discussion continued with consideration of a draft capital improvement plan. No board action was taken. Board Consideration of Salary Recommendations As requested at the August regular meeting, Office manager Gibson presented salary recommendations to the board. Given the desire to align raises with the fiscal year, a small increase was requested effective October 1st, with a larger request expected at the regular December meeting. A motion was made by Jeff Sorensen and supported by Grant Taylor to approve the recommendations as presented, and to approve the back-pay request for the office manager. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor No: None Abstain: None Absent: Carol DeHaan The motion was carried 4-0, with 1 absent. Board Consideration of Office Manager Transition Plan Office manager Gibson presented a memo regarding the transition of the office manager position. Deb Everett expressed via memo her desire to retire from SMBA on Friday, 9/25. No board action was taken. Board Chair’s Report Chair Farmer had nothing to report. No board action was taken. Other Business Office manager Gibson shared that to date, no bids have been received for the Chevy S10 truck. Mr. Gibson shared that the vehicle would no longer start. Board consensus was to wait until the end of the bidding period, at which point authority would be granted to staff regarding adjustments to the terms of sale if required. No board action was taken. Chair Farmer Adjourned the meeting at 9:24 a.m. Next Regular Meeting – October 22nd – 8:30 a.m.
2020-08-27	Regular	Agenda	Packet	Minutes	Via Zoom	1 Southwest Michigan Building Authority August 27, 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 Grant Taylor, Oshtemo Representative Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, Administrative Assistant El Oropeza, and Administrative Assistant Kyle Gibson acting as recording secretary. Absent: Carol DeHaan, Cooper Representative Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda Meeting Minutes – July 23, 2020 Regular Meeting Meeting Minutes – August 7, 2020 Special Meeting July 2020 Receipts and Disbursements Report July 2020 Permits / Inspections Report Q1-2020 & Q2-2020 Budget Amendments 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, Grant Taylor No: None Abstain: None Absent: Carol DeHaan The motion was carried 4-0, with 1 absent. Board Consideration of the City of Galesburg Requesting to Join SMBA Board discussion was held regarding the City of Galesburg expressing interest in Joining SMBA. Mr. Reitenour and Mr. Sorensen shared their concerns about stretching staff too thin and the ability of the Authority to adequately serve their needs without sacrificing the current level of service to the member jurisdictions. Chair Farmer stated that an official proposal would be required before any decisions are made. No board action was taken. 2 Board Consideration of Draft Capital Improvement Plan Administrative Assistant Kyle Gibson presented a draft 5-year capital improvement plan as requested by the board at the July meeting. There was discussion regarding the completeness of the list of items and some suggestions. Chair Farmer requested an updated draft of the capital improvement plan be presented alongside the 2021 budget proposal for the September meeting, at which point a decision regarding the plan’s adoption will be made. No board action was taken. Update on Truck Purchase Building Official Reitenour shared that the new vehicle has been purchased from Oshtemo Township as directed. The board held discussion regarding the sale of the current vehicle. A motion was made by Jeff Sorensen and supported by Dusty Farmer to put the truck up for auction via sealed bids, with a duration of 30 days for the acceptance of bids and a reserve price of $2,000 to be sold as-is with no warranties. Mr. Reitenour shared that the vehicle is currently scheduled for de-lettering, which should be completed by the end of the bidding period. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor No: None Abstain: None Absent: Carol DeHaan The motion was carried 4-0, with 1 absent. Board Discussion of Staffing Proposals Administrative Assistant Kyle Gibson presented a memo and revised job descriptions on behalf of Office Manager Deb Everett, who was unable to attend the meeting. Ms. Everett stated in the memo her intent to step back from her involvement with SMBA by the end of the year. Board discussion was held regarding the need to fulfill the Human Resources function of Ms. Everett’s current position, and Chair Farmer requested a written transition plan to be presented at the next regular meeting. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to accept the proposed change in job descriptions as presented and name Kyle Gibson as the Office Manager. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor No: None Abstain: None Absent: Carol DeHaan The motion was carried 4-0, with 1 absent. Board discussion continued with the consideration of salaries for staff. Chair Farmer requested a list of salary recommendations for all staff with supporting documentation to be considered by the board at the next regular meeting. Considering the change in responsibilities for staff, Mr. Sorensen proposed that once the salaries are decided upon by the board, employees would be back paid to the effective date of the change in duties. No further board action was taken. 3 Board Chair’s Report Chair Farmer had nothing to report. No board action was taken. Other Busines Mr. Sorensen and Building Official Reitenour held brief discussion regarding a commercial project in Cooper Township and the need to for final inspections to include the assessor. Mr. Gibson noted that to carry out the duties of the office manager, he would need to be made a signatory on the Authority’s checking account and be issued a credit card. A motion was made by Grant Taylor and supported by Jeff Sorensen to add Kyle Gibson as a signatory on the account and issue a line of credit at Mercantile Bank. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor No: None Abstain: None Absent: Carol DeHaan The motion was carried 4-0, with 1 absent. No further board action was taken. Chair Farmer Adjourned the meeting at 9:47 a.m. Next Regular Meeting – September 24th – 8:30 a.m.
2020-08-07	Special	Agenda Revised Agenda	None Provided	Minutes	Via Conference Call	1 Southwest Michigan Building Authority August 7, 2020 The SMBA special meeting was held via Conference Call. 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, and Administrative Assistant Kyle Gibson acting as recording secretary. Absent: Grant Taylor, Oshtemo Representative Citizen Comments on Non-Agenda Items No public comment was provided. Board Discussion of SMBA Vehicle Replacement Building Official Reitenour advised the board that the original plan to purchase the new truck using SMBA’s name and Oshtemo Township’s government purchasing code, as SMBA does not have such a code, failed as GM rejected it. Therefore, Building Official Reitenour requested that Oshtemo Township purchase the vehicle on SMBA’s behalf to obtain the discounted pricing, and have Oshtemo Township sell the truck to SMBA. Motion by Jeff Sorensen, second by Larry Stehouwer to allow Oshtemo Township to purchase the vehicle with government pricing and immediately reimburse the Township for the full incurred cost. Also moved to approve and make any necessary budget amendment(s). Board discussion continued with Stehouwer asking about the process for the sale of the current truck and advising he is aware of an interested party. Chair Farmer asked that staff determine the method of sale and advise the board. Building Official Reitenour asked if there was a required method of divesting the asset. Attorney Porter advised that there was not, and that the board had the authority to make such a decision. 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, with 1 Absent. Other Business Jeff Sorensen advised the board that Cooper Township is moving forward with litigation against a township resident that has failed to obtain the proper permits and has illegally transferred 2 property without a certificate of occupancy. Building Official Reitenour and Jeff Sorensen held a brief discussion regarding the property. No board action was taken. Chair Farmer Adjourned the meeting at 8:43 a.m. Next Regular Meeting – August 28th – 8:30 a.m.
2020-07-23	Regular	Agenda	Packet	Minutes	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.
2020-06-25	Regular	Agenda Revised Agenda	Packet Revised Packet	Minutes	Via Zoom	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 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. 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.
2020-05-28	Regular	Agenda	Packet	Minutes	Via Webex	Southwest Michigan Building Authority May 28, 2020 The SMBA regular meeting was held via Webex. Chair Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Carol DeHaan, Cooper Representative Jeff Sorensen, Cooper Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, Cooper Township Assessing Assistant Starr Adams, Cooper Township Assessor Kim Kars-Bos, and Administrative Assistant Kyle Gibson acting as board secretary. Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda Meeting Minutes – April 23, 2020 Regular Meeting April Receipts & Disbursements Report April Permits/Inspections Report Motion by Grant Taylor, second by Larry Stehouwer to approve the consent agenda. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Grant Taylor, Larry Stehouwer No: None Abstain: None The motion was carried 5-0. Board Discussion of Expired Permits Cooper Township representatives questioned how expired permit notices are processed by SMBA. Building Official Reitenour provided clarification on SMBA’s process and noted that the notices were hampered by the COVID-19 shutdown. No board action was taken. Board Discussion of COVID-19 Return to Work Plan Attorney Porter recommended that SMBA be rolled into the Oshtemo Township state-mandated return to work plan (RTWP). Building Official Reitenour shared his concerns over a lack of communication regarding the Oshtemo RTWP. Chair Farmer provided insight and shared some basics of the draft plan. Building Official Reitenour was directed to coordinate directly with Oshtemo Township Staff regarding the development of the plan. A motion was made by Jeff Sorensen and seconded by Grant Taylor to adopt the Oshtemo Township RTWP once it is approved by the Oshtemo Township Board. A roll call vote was taken showing: Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Grant Taylor, Larry Stehouwer No: None Abstain: None The motion was carried 5-0. Chair Report Chair Farmer requested feedback from Building Official Reitenour regarding citizen complaints and working without permits relating to the COVID-19 shutdown. Building Official Reitenour shared that things have started to settle down now that SMBA has re-established a community presence. No board action was taken. Other Business Chair Farmer noted that she received an email from a citizen who had joined the meeting during the meeting. Board consensus was that the question was best suited to a Freedom of Information Act request. No board action was taken. Chair Farmer adjourned the meeting at 9:00 a.m. Next Regular Meeting – June 25th – 8:30 a.m.
2020-04-23	Regular	Agenda	Packet	Minutes	Via conference call.	Southwest Michigan Building Authority April 23, 2020 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Carol DeHaan, Cooper Representative Jeff Sorensen, Cooper Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, Kyle and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – February 27, 2020 Regular Meeting February Receipts & Disbursements Report February Permits/Inspections Report March Receipts & Disbursements Report March Permits/Inspections Report Motion by Sorensen, second by Taylor to approve the consent agenda. Carried 5-0. Staff Reports - Office/Inspection Operations Update Admin Assistant Gibson advised he and Admin Assistant El Oropeza are successfully working remotely handling all office functions. Building Official Reitenour advised inspections are being done for essential projects. Chair Report Chair Farmer advised there have been no complaints regarding the current operation methods. Meeting adjourned at 8:50 a.m. Next Regular Meeting – May 28th – 8:30 a.m.
2020-03-26	Regular	Cancelled	Cancelled	Cancelled	Cancelled on 2020-03-19.
2020-02-27	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority February 27, 2020 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Carol DeHaan, Cooper Representative Jeff Sorensen, Cooper Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – January 23, 2020 Regular Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by Sorensen, second by Taylor to approve the consent agenda. Carried 5-0. Discussion – Plan Review Fees Discussion was held regarding fees for plan reviews; SMBA fee and Code Source fee. Motion by Sorensen, second by Farmer to reimburse difference between SMBA fees and Code Source fees to Cornerstone Construction for the Jager Werks project and provide a list to the Board of other projects reviewed by Code Source. Carried 5-0. Fee Schedule Building Official Reitenour provided an updated fee schedule for commercial plan reviews using the same fee calculation as the ICC and State of Michigan Construction Code. He advised he had not yet received feedback from the fire suppression plan reviewer. Motion by Taylor, second by Sorensen to adopt the proposed fee schedule and authorize the Building Official to amend, if needed, the fee for fire suppression review. Carried 5-0. Change of Use/Change of Occupancy Building Official Reitenour presented a draft application for change of use and/or occupancy in an existing space to ensure new uses are in compliance for the site. He advised he had not yet received feedback from Oshtemo’s fire inspector. Motion by Sorensen, second by Taylor to implement the requirement and authorize Board Chair to amend, if needed, after fire inspector review. Carried 5-0. Inspector Contracts A memo from staff requesting changes approved by the Board in January to increase the hourly rate for the contracted inspectors be effective March 1st to provide time for all necessary forms to be updated. Motion by DeHaan, second by Sorensen that the change in the inspector contracts remain effective January 1st , make change in application forms effective March 1st and pay the inspectors for all inspections done since January 1st at the new rate. Carried 5-0. Chair Report Chair Farmer advised a meeting with SMBA staff and staff from Cooper and Oshtemo Townships was recently held and provided a good exchange of information. Meeting adjourned at 9:25 a.m. Next Regular Meeting – March 26th – 8:30 a.m.
2020-01-23	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority January 23, 2020 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Dusty Farmer called the meeting to order at 8:35 a.m. PRESENT: Dusty Farmer, Oshtemo Representative Grant Taylor, Oshtemo Representative (arrived 9:30 a.m.) Jeff Sorensen, Cooper Representative Carol DeHaan, Treasurer, Cooper Representative Larry Stehouwer, Citizen at Large Also present were Building Official Garrett Reitenour, Attorney Jim Porter (arrived 9:30 a.m.) and Board Secretary Deb Everett. Public Comment There was no public comment. Consent Agenda Meeting Minutes – December 4, 2019 Regular Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by Sorensen, second by Stehouwer to approve the consent agenda. Carried 4-0. Staffing Motion by Sorensen, second by DeHaan to approve current part time Administrative Assistant position be increased to full time and amend the budget as needed. Carried 4-0. Discussion – Change in Use Certificate of Occupancy Building Official Reitenour recommended an application process for change of use in an existing space to insure new uses are in compliance for the site. He will provide sample form and recommendation of fee at the February meeting. Discussion – Plan Review Fees Building Official Reitenour recommended evaluating plan review fees; he will provide information for the February meeting. Chair Report Chair Farmer commented Oshtemo has been conducting bi-weekly Ordinance Enforcement review meetings which has been helpful on follow up of issues. Member Sorensen expressed interest in Cooper doing the same. Other Business Discussion regarding expired permits follow up and updating demo checklist to include sewer/water connections, well/septic closures. Building Official Reitenour recommended raising the contract inspectors per inspection pay to $50.00. Motion by Sorensen, second by Farmer to approve the increase. Carried 5-0. Meeting adjourned at 9:35 a.m. Next Regular Meeting – February 27, 2020 – 8:30 a.m.
2019-12-04	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority December 4, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Dusty Farmer called the meeting to order at 8:30 a.m. PRESENT: Dusty Farmer, Oshtemo Representative Grant Taylor, Oshtemo Representative Jeff Sorensen, Cooper Representative Carol DeHaan, Treasurer, Cooper Representative Larry Stehouwer, Citizen at Large Also present were Building Official Garrett Reitenour, Attorney Jim Porter, Administrative Assistant El Orepeza, and Board Secretary Deb Everett. Public Comment There was no public comment. Health Insurance Renewal Insurance agent Geoff Lansky was present to review the health insurance renewal for 2020. Motion by Sorensen, second by Farmer to approve renewal of current policy for 2020. Carried 5-0. Consent Agenda Meeting Minutes – October 24, 2019 Regular Meeting Receipts & Disbursements Report - October Permits/Inspection Report – October Receipts & Disbursements Report – as of November 25 Permits/Inspection Report – as of November 25 Motion by Stehouwer, second by Sorensen to approve the consent agenda. Carried 5-0. Budget Amendments Motion by DeHaan, second by Sorensen to approve budget amendments as presented for 2019. Carried 5-0. Tablet Purchase Administrative Assistant Kyle Gibson provided information regarding purchase of an additional tablet for inspector use in the field. Motion by Sorensen, second by Taylor to approve the purchase of an additional tablet and up to 3 remote desktop seats. Carried 5-0. FOIA Policy Update Chair Farmer presented proposed updates to the FOIA policy including clarifications and updated fees. Motion by Sorensen, second by Taylor to approve the updates as presented. Carried 5-0. Chair Report Chair Farmer commented Oshtemo has been conducting bi-weekly Ordinance Enforcement review meetings which has been helpful on follow up of issues. Meeting adjourned at 9:15 a.m. Next Regular Meeting – January 23, 2020 – 8:30 a.m.
2019-10-24	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority October 24, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Carol DeHaan, Cooper Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – September 26, 2019 Regular Meeting Meeting Minutes – October 4, 2019 Special Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by Taylor, second by Stehouwer to approve the consent agenda. Carried 4-0. Consideration of 2020 Budget The proposed 2020 budget was before the Board. Member Taylor suggested a Capital Improvement Plan should be formulated. Other discussion included investing a portion of the fund balance, Treasurer DeHaan will explore. Motion by Taylor, second by DeHaan to approve the 2020 budget. Carried 4-0. Other Business Motion by Stehouwer, second by Farmer to cancel the December 19th meeting and reschedule to December 4th at 8:30 a.m. at Oshtemo Township Hall. Carried 4-0. Motion by Farmer, second by Taylor to add Chair Report to future meeting agendas. Carried 4-0. Meeting adjourned at 9:20 a.m. Next Regular Meeting – December 4, 2019 – 8:30 a.m.
2019-10-04	Special	Agenda	None	Minutes		Southwest Michigan Building Authority Special Meeting October 4, 2019 A SMBA special meeting was held at the Oshtemo Township Hall, Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Jeff Sorensen, Cooper Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, and Board Secretary Deb Everett. Employee Review/Compensation Discussion Chair Farmer provided the board with information regarding employee reviews recently conducted. Board discussion included recommendations for compensation. Motion by Sorensen, second by Stehouwer to approve recommended salary increase for the Building Official. Carried 4-0. Motion by Stehouwer, second by Sorensen to approve recommended salary increase for the Administrative Assistants. Carried 4-0. Meeting adjourned at 9:00 a.m. Next Regular Meeting – October 24, 2019 – 8:30 a.m.
2019-09-26	Regular	Agenda	Packet (Revised)	Minutes		Southwest Michigan Building Authority September 26, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Jeff Sorensen, Cooper Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – August 22, 2019 Regular Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by Sorensen, second by Stehouwer to approve the consent agenda. Carried 4-0. Discussion – Annual Performance Appraisal Process Motion by Stehouwer, second by Sorensen to approve performance appraisal process as discussed. Motion carried 4-0. Special meeting was set for October 4, 2019 – 8:30 a.m. to receive information regarding appraisals and recommendations regarding wages. Meeting adjourned at 9:00 a.m. Special Meeting – October 4, 2019 – 8:30 a.m. Next Regular Meeting – October 24, 2019 – 8:30 a.m.
2019-08-22	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority August 22, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Acting Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Jeff Sorensen, Cooper Representative Grant Taylor, Oshtemo Representative Also present were Building Official Garrett Reitenour, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – July 25, 2019 Regular Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by Sorensen, second by Taylor to approve the consent agenda. Carried 3-0. Insurance Package Renewal Agent Geoff Lansky was present to review the upcoming renewal of the liability, property, vehicle insurance package. Consensus was to add cyber security coverage. A recommendation to add zoning coverage will be reviewed by Attorney Porter. Motion by Sorensen, second by Taylor to approve the renewal package with added cyber security coverage and zoning coverage if recommended by Attorney Porter. Motion carried 3-0. Temporary Certificate of Occupancy Policy The Board reviewed the policy recently adopted and recommended by Oshtemo Township. Motion by Sorensen, second by Taylor to adopt the amended Temporary Certificate of Occupancy Policy. Roll call showed: Sorensen-yes, Taylor-yes, Farmer-yes. Meeting adjourned at 9:20 a.m. Next Regular Meeting – September 26, 2019 – 8:30 a.m.
2019-07-25	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority July 25, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Dusty Farmer called the meeting to order at 8:30 a.m. PRESENT: Dusty Farmer, Chair, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Jeff Sorensen, Cooper Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Garrett Reitenour, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – June 27, 2019 Regular Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by Sorensen, second by Stehouwer to approve the consent agenda. Carried 5-0. BS&A Licensing Structure/Township Data Ownership A proposal for SMBA to purchase license and support contract from BS&A for the Building.net program, with member townships operating under the SMBA umbrella license was before the Board. Motion by Sorensen, second by Taylor to approve the proposed BS&A licensing structure subject to Oshtemo Township and Cooper Township boards’ approval. Carried 5-0. Motion by Sorensen, second by DeHaan to recommend proposed amendment to the Local Intergovernmental Agreement language to acknowledge the change in the licensing structure. Carried 5-0. Meeting adjourned at 9:25 a.m. Next Regular Meeting – August 22, 2019 – 8:30 a.m.
2019-06-27	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority June 27, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Carol DeHaan, Treasurer, Cooper Representative Dusty Farmer, Oshtemo Representative Grant Taylor, Oshtemo Representative Also present were Building Official Garrett Reitenour, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – April 25, 2019 Regular Meeting Receipts & Disbursements Reports (April & May) Permits/Inspection Report (April & May) Motion by Taylor, second by DeHaan to approve the consent agenda. Carried 4-0. 2019 Audit Presentation Ben Walker of Seber Tans, P.C. presented an overview of the 2018 financial audit. Motion by Sorensen, second by Taylor to approve the draft audit. Carried 4-0. Board Chair Position Sorensen advised he would like to remain on the SMBA Board but step off as chair due to other commitments. Motion by Taylor, second by DeHaan to appoint member Dusty Farmer as Chair. BS&A Enterprise User Board consensus to appoint Grant Taylor as the Enterprise User for SMBA Building.net software program. Afirm Building Inspector Contract Motion by Sorensen, second by Taylor to affirm contract with Adam Dahlgren for building inspection services as needed. Carried 4-0. Meeting adjourned at 9:37 a.m. Next Regular Meeting – July 25, 2019 – 8:30 a.m.
2019-04-25	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority April 25, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Acting Chair Dusty Farmer called the meeting to order at 8:30 a.m. PRESENT: Carol DeHaan, Treasurer, Cooper Representative Dusty Farmer, Oshtemo Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Garrett Reitenour, Attorney Jim Porter, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – March 28, 2019 Regular Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by Taylor, second by Stehouwer to approve the consent agenda. Carried 4-0. Discussion - Staffing Building Official Reitenour advised he is reaching out to other building inspectors for information on a back up inspector. 1 st Quarter Budget Review Office Manager Everett presented budget amendments for the 1st quarter. Motion by Taylor, second by DeHaan approve the journal corrections and budget amendments as discussed. Carried 4-0. Other Business Office Manager Everett presented draft updates to Credit Card and Purchasing Policies to reflect the duties that have been assigned to the Office Manager position. Motion by Stehouwer, second by Taylor to approve the changes as discussed. Carried 4-0. Building Official Reitenour advised he met with Oshtemo planning and public works staff to clarify process for receiving as built site plans. Meeting adjourned at 9:00 a.m. Next Regular Meeting – May 23, 2019 – 8:30 a.m.
2019-03-28	Regular	Agenda	Packet Website Host Memo Site Traffic & Usage	Minutes		Southwest Michigan Building Authority March 28, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 9:00 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Carol DeHaan, Treasurer, Cooper Representative Dusty Farmer, Oshtemo Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney Jim Porter, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – February 28, 2019 Regular Meeting, March 5, 2019 Special Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by DeHaan, second by Stehouwer to approve the consent agenda. Carried 5-0. SMBA Succession Plan – Building Official/Building Inspector A resolution to appoint Garrett Reitenour as Building Official and Jerry Reitenour as Plan Reviewer/Building Inspector effective April 1, 2019 was before the Board. Motion by Farmer, second by Taylor to adopt the resolution. The resolution was adopted by roll call with all members voting aye. Job Descriptions Revised job descriptions for Building Official, Plan Reviewer/Building Inspector, Office Manager, and Administrative Assistant were before the board. Motion by Farmer, second by Taylor to approve the job descriptions as amended through Board discussion. Carried 5-0. Other Business SMBA Website – a memo from staff member Kyle Gibson outlined issues and difficulties being experienced by the SMBA website; recommendation is to change website host. Motion by Farmer, second by Taylor to change the website host to Siteground. Carried 5-0. Records – Ms. Farmer advised a discussion is needed regarding records requirements from the member Townships. She will set up a meeting. Meeting adjourned at 10:00 a.m. Next Regular Meeting – April 25, 2019 – 8:30 a.m.
2019-03-05	Special	Agenda	None	Minutes		Southwest Michigan Building Authority Special Meeting March 5, 2019 A special meeting of the SMBA board was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 2:00 p.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Carol DeHaan, Treasurer, Cooper Representative Dusty Farmer, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present was Attorney Jim Porter and Board Secretary Deb Everett. Closed Session – Discussion with Legal Counsel Regarding Litigation Motion by Farmer, second by Stehouwer to adjourn to closed session to discuss pending litigation. Roll call showed all members voting aye. Adjourned to closed session at approximately 2:05 p.m. Motion by DeHaan, second by Stehouwer to return to open session at approximately 2:15 p.m. Carried 4-0. Motion by Farmer, second by DeHaan to direct legal counsel to proceed as discussed in closed session. Carried 4-0. Meeting adjourned at 2:20 p.m.
2019-02-28	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority February 28, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 2:00 p.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Carol DeHaan, Treasurer, Cooper Representative Dusty Farmer, Oshtemo Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney Jim Porter, Board Secretary Deb Everett, and 2 interested people. Closed Session – Discussion with Legal Counsel Regarding Litigation Motion by Taylor, second by Stehouwer to adjourn to closed session to discuss pending litigation. Roll call showed all members voting aye. Adjourned to closed session at approximately 2:05 p.m. Motion by DeHaan, second by Taylor to return to open session at approximately 2:55 p.m. Carried 5-0. Motion by Farmer, second by Taylor to proceed as discussed in closed session. Carried 5-0. Consent Agenda Meeting Minutes – January 28, 2019 Receipts & Disbursements Report Permits/Inspection Report Motion by Taylor, second by DeHaan to approve the consent agenda. Carried 5-0. Discussion – 2019 Staffing Chair Sorensen advised the information needed for discussion had not been received. Other Business Discussion was held regarding process for issuing Certificate of Occupancy. Meeting adjourned at 3:15 p.m. Next Regular Meeting – March 28, 2019 – 8:30 a.m.
2019-01-24	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority January 24, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, and Attorney Jim Porter. Consent Agenda Meeting Minutes – December 13, 2018 Receipts & Disbursements Report Permits/Inspection Report Annual Report – 2017, 2018 Motion by Stehouwer, second by Culp to approve the consent agenda. Carried 4-0. Contracted Inspectors Motion by Culp, second by Stehouwer to approve contracts for electrical, mechanical and plumbing inspectors as presented. Carried 4-0. Discussion – 2019 Staffing Resuming discussion regarding staffing revised job descriptions were presented for Building Inspector and Building Official, along with a description for a new position of Office Manager and organizational chart. Deb Everett has accepted the position of part time Office Manager effective February 1 st, therefore is resigning as a board member. Oshtemo will appoint a replacement. Board Chair Sorensen requested Building Official Reitenour and Building Inspector Reitenour prepare a succession plan for review at the February 28th meeting. Motion by Culp, second by Stehouwer to approve expense for administrative assistants Kyle Gibson and El Oropeza to receive Permit Technician training. Meeting adjourned at 9:35 a.m. Next Regular Meeting – February 28, 2019 – 8:30 a.m.
2018-12-13	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority December 13, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 10:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Nancy Culp, Oshtemo Representative Carol DeHaan, Cooper Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, and Attorney Jim Porter. Consent Agenda Meeting Minutes – November 7, 2018 Receipts & Disbursements Report Permits/Inspection Report Motion by Stehouwer, second by Culp to approve the consent agenda. Carried 5-0. Discussion – 2019 Staffing Discussion continued from the November 7th meeting regarding staffing needs for 2019. Consensus was to table the discussion until both the Building Official and Building Inspector are present. Other Business Consensus was to amend the Employee Handbook to provide for carryover PTO hours to the first quarter of the next calendar year. Meeting adjourned at 11:50 a.m. Next Regular Meeting – January 24, 2019 – 8:30 a.m.
2018-11-07	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority November 7, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Nancy Culp, Oshtemo Representative Carol DeHaan, Cooper Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, and Attorney Jim Porter. Consent Agenda October 4, 2018 Special Meeting Minutes Receipts & Disbursements Report Permits/Inspection Report 2019 Meeting Dates 2019 Depositories 2019 Consultants – Legal/Financial Motion by Stehouwer, second by Culp to approve the consent agenda. Carried 5-0. Discussion – 2019 Staffing Discussion held regarding staffing needs for 2019, including adding a part time position for office management, provide Permit Technician training for administrative assistants, volume of trade permits/inspections. Consensus was to review job descriptions for Building Inspector and Building Official and draft job description for Office Manager and continue discussion at the next meeting. Meeting adjourned at 9:30 a.m. Next Regular Meeting – December 13, 2018 – 8:30 a.m.
2018-10-04	Regular	Agenda	Packet Addendum	Minutes		Southwest Michigan Building Authority October 4, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, and Attorney Jim Porter. Consent Agenda August 23, 2018 Meeting Minutes Receipts & Disbursements Report Permits/Inspection Report Motion by Stehouwer, second by Culp to approve the consent agenda. Carried 4-0. Policies Permit Fee Refund Policy Permit Issue Process Expired Permits Policy Permit Fee Overpayment Policy Motion by Everett, second by Stehouwer to approve policies. Carried 4-0. 2019 Budget Motion by Culp, second by Stehouwer to approve the 2019 budget. Carried 4-0. Other Business 2018 Budget Adjustments Motion by Stehouwer, second by Culp to approve 2018 budget adjustments. Carried 4-0 Retirement Funding Motion by Stehouwer, second by Everett to verify retirement contributions for all employees and provide funding for true up cost where needed. Carried 4-0. Meeting Dates Consensus to cancel the October 25, 2018 meeting and reschedule to November 7th, 2018 – 8:30 a.m. Meeting adjourned at 9:40 a.m. Next Regular Meeting – November 7, 2018 – 8:30 a.m.
2018-09-27	Regular	Cancelled	Cancelled	Cancelled	This meeting was rescheduled for October 4.
2018-08-23	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority August 23, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney Jim Porter, and Clerical Assistant Kyle Gibson. Consent Agenda July 26, 2018 Meeting Minutes July 31, 2018 Special Meeting Minutes Receipts & Disbursements Report Permits/Inspection Report Motion by Stehouwer, second by Culp to approve the consent agenda. Carried 5-0. Discussion – Policies Board held discussion of establishing policies for balance due permits, expired permits, and overpayments. Consensus was to draft polices for review at the September board meeting. Other Business Discussion on retirement contributions for staff. Discussion on code requirements regarding residential swimming pool safety. Meeting adjourned at 9:40 a.m. Next Regular Meeting – September 27, 2018 – 8:30 a.m.
2018-07-31	Special	Agenda	None	Minutes		Southwest Michigan Building Authority Special Meeting July 31, 2018 A special meeting of the SMBA board was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 11:00 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present was Attorney Jim Porter. Discussion with Legal Counsel Regarding Litigation Motion by Culp, second by DeHaan to enter into closed session to discuss pending litigation with legal counsel. All members voted aye. The Board entered into closed session at approximately 11:05 a.m. Motion by Culp, second by DeHaan to return to open session at approximately 11:45 a.m. Motion by DeHaan, second by Culp to direct legal counsel to proceed as discussed in closed session. Carried 5-0. Discussion of Personnel Matter Motion by Stehouwer, second by Culp to enter into closed session at the request of Building Official Jerry Reitenour to discuss a personnel matter. All members voted aye. The Board entered into closed session at approximately 11:50 a.m. Motion by Stehouwer, second by Everett to return to open session at approximately 12:05 p.m. Motion by DeHaan, second by Culp to adopt the recommendation of legal counsel as discussed in closed session. Carried 5-0. Meeting adjourned at 12:15 p.m. Next Regular Meeting – August 23, 2018 – 8:30 a.m.
2018-07-26	Regular	Agenda	Packet	Minutes		Southwest Michigan Building Authority July 26, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, and Attorney Jim Porter. Consent Agenda June 28, 2018 Meeting Minutes Receipts & Disbursements Report Permits/Inspection Report Motion by Culp, second by Stehouwer to approve the consent agenda. Carried 5-0. Budget Adjustments Ms. Everett advised the report is not complete. This item will be brought to the August 23rd meeting. Staffing Motion by Culp, second by Stehouwer to establish one full time and one part time support staff positions, set hourly wages, and approve one-time bonus for current support staff members. Meeting adjourned at 9:15 a.m. Next Regular Meeting – August 23, 2018 – 8:30 a.m.
2018-06-28	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority June 28, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney Jim Porter, and 3 interested people. Citizen Comments Tony Smith, 6179 Torrington commented on difficulties he has encountered during the process of building a new home. Chair Sorensen advised he will discuss with Building Official and Building Inspector and reply to Mr. Smith. Consent Agenda May 24, 2018 Meeting Minutes Receipts & Disbursements Report Permits/Inspection Report Motion by Stehouwer, second by DeHaan to approve the consent agenda. Carried 4-0. Presentation – Financial Audit Carol Light and Ben Walker from Seber Tans, PLC presented the findings of the financial audit for the period October 2016 through December 2017. Other Business Electronic Signatures for Permit Applications Motion by DeHaan, second by Everett to approve the proposed form accepting electronic signatures for permit application. Carried 4-0. Trade Permits Application Form Motion by Stehouwer, second by DeHaan to set the non-refundable application fee at $25.00, set each inspection fee at $45.00 and refund overpayment as requested. Carried 4-0. Board/Staff Comments Building Official Reitenour advised permits issued this year to date total 965; year to date total in June 2017 was 594. Meeting adjourned at 9:20 a.m. Next Regular Meeting – July 26, 2018 – 8:30 a.m.
2018-05-24	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority May 24, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour and Attorney Jim Porter. Consent Agenda March 22, 2018 Regular Meeting Minutes March 30, 2018 Special Meeting Minutes April 3, 2018 Special Meeting Minutes Receipts & Disbursements Report Building Official Report Motion by DeHaan, second by Culp approve the consent agenda. Carried 5-0. Discussion - Staffing The Board had discussion with Building Official Reitenour regarding various topics of the organization and staffing. BS&A will be contacted to schedule training on various programs; full time staffing will be discussed when training has been completed. Consideration of Meeting Dates – May & June Consensus was Board meetings will be held on May 24th and June 28th as scheduled. Other Business Chair Sorensen advised a group is being formed to discuss the ownership/management of retention ponds. Meeting adjourned at 9:15 a.m. Next Regular Meeting – June 28, 2018 – 8:30 a.m.
2018-04-19	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority April 19, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour and Attorney Jim Porter. Consent Agenda March 22, 2018 Regular Meeting Minutes March 30, 2018 Special Meeting Minutes April 3, 2018 Special Meeting Minutes Receipts & Disbursements Report Building Official Report Motion by DeHaan, second by Culp approve the consent agenda. Carried 4-0. Discussion - Staffing The Board had discussion with Building Official Reitenour regarding various topics of the organization and staffing. BS&A will be contacted to schedule training on various programs; full time staffing will be discussed when training has been completed. Consideration of Meeting Dates – May & June Consensus was Board meetings will be held on May 24th and June 28th as scheduled. Other Business Chair Sorensen advised a group is being formed to discuss the ownership/management of retention ponds. Meeting adjourned at 9:15 a.m. Next Regular Meeting – May 24, 2018 – 8:30 a.m.
2018-04-03	Special	None	None	Minutes		Southwest Michigan Building Authority April 3, 2018 A SMBA special meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 10:00 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present was Building Official Jerry Reitenour and Attorney Jim Porter. Staffing Discussion was held regarding staffing needs. Consensus was to apprise staff of interim re-organization measures; Board discussion will be held for long term planning needs. Meeting adjourned at 11:00 a.m. Next Regular Meeting – April 19, 2018 – 8:30 a.m.
2018-03-30	Special	None	None	Minutes		Southwest Michigan Building Authority March 30, 2018 A SMBA special meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 10:50 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present was Attorney Jim Porter. Staffing Motion by Everett, second by Culp to direct Building Official Jerry Reitenour and Attorney Porter to address personnel matter as discussed. Meeting adjourned at 11:45 a.m. Next Regular Meeting – April 19, 2018 – 8:30 a.m.
2018-03-22	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority March 22, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour and Attorney Jim Porter. Consent Agenda February 22, 2018 Regular Meeting Minutes Receipts & Disbursements Report Building Official Report Motion by DeHaan, second by Stehouwer to approve the consent agenda. Carried 4-0. Building Official Annual Performance Review The Board had discussion with Building Official Reitenour regarding various topics of the organization and staffing. Other Business Motion by DeHaan, second by Stehouwer to direct the Building Official and Attorney provide documentation to the Administrative Operations Assistant describing the parameters of the position. Carried 4-0. Motion by DeHaan, second by Everett to direct the Building Official to purchase a cell phone for SMBA staff use to contact inspectors. Carried 4-0. Meeting adjourned at 9:45 a.m. Next Regular Meeting – April 19, 2018 – 8:30 a.m.
2018-02-22	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority February 22, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour and Attorney Jim Porter. Consent Agenda January 26, 2018 Regular Meeting Minutes Receipts & Disbursements Report Building Official Report Motion by Culp, second by Stehouwer to approve the consent agenda. Carried 5-0. Motion by DeHaan, second by Culp to suspend use of Ms. Bartel’s personal cell phone for SMBA purposes. Carried 5-0. SMBA Policies Motion by Everett, second by Culp to approve the Purchasing Policy. Carried 5-0. Motion by Culp, second by Everett to adopt a resolution approving the Investment Policy. Roll call with all members voting aye. Carried 5-0. Motion by Culp, second by Everett to adopt a resolution approving the Temporary Certificate of Occupancy policy. Roll call with all members voting aye. Carried 5-0. Other Business Discussion and consensus of performance appraisal process. Meeting adjourned at 9:40 p.m. Next Regular Meeting – March 22, 2018 – 8:30 a.m.
2018-01-26	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority January 26, 2018 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour and Attorney Jim Porter. Additions to Agenda Memo of Understanding Part Time Position Motion by DeHaan, second by Culp to approve the agenda as amended. Carried 5-0. Consent Agenda December 14, 2017 Regular Meeting Minutes January 4, 2018 Special Meeting Minutes Receipts & Disbursements Report Building Official Report Motion by Culp, second by Stehouwer to approve the consent agenda. Carried 5-0. SMBA Policies Motion by Everett, second by Culp to appoint Attorney Porter as SMBA FOIA Coordinator and approve the FOIA Policy. Carried 5-0. Motion by Culp, second by Everett to approve the Conflict of Interest Policy. Carried 5-0. Motion by Culp, second by Stehouwer to approve the Credit Card Policy. Carried 5-0. Motion by Everett, second by DeHaan to approve the Capital Assets Policy. Carried 5-0. Purchasing, Investment, and ACH Policies will be before the Board at the February 22nd meeting. Mission Statement Motion by DeHaan, second by Everett to approve the SMBA Mission Statement. Carried 5-0. Appoint Consultants for 2018 Motion by Everett, second by Culp to appoint Attorney James Porter and Attorney Mike Homier as legal consultants and Siegfried, Crandall, P.C. as financial consultants for 2018. Carried 5-0. Depositories for 2018 Motion by Culp, second by Everett to approve the list of depositories as presented and add “any other FDIC or NCUA insured institution”. Carried 5-0. 2018 Meeting Dates Motion by Sorenson, second by Culp to approve list of meeting dates as presented. Carried 5-0. Other Business Memo of Understanding Motion by DeHaan, second by Culp to approve the Memo of Understanding with Deb Everett to serve as a contract consultant to SMBA at $50.00 per hour and be compensated for time accrued. Carried 4-0, with Ms. Everett abstaining. Part Time Position Board consensus to add one-part time clerical position to SMBA staff, and requested Building Official Reitenour and Ms. Everett work to fill the position. Meeting adjourned at 10:00 a.m. Next Regular Meeting – February 22, 2018 – 8:30 a.m.
2018-01-04	Special	Agenda	None	Minutes		Southwest Michigan Building Authority January 4, 2018 A SMBA special meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 9:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Attorney Jim Porter and Geoff Lansky, from The Ted Hartleb Agency. Approve Agenda Motion by Culp, second by DeHaan to add Other Business to the agenda. Carried 5-0. Health Insurance Geoff Lansky reviewed the current health insurance plan and the proposed changes for 2018 coverage. Motion by DeHaan, second by Stehouwer to approve the Silver Plan with an HSA contribution as proposed. Carried 5-0. Other Business Motion by DeHaan, second by Stehouwer to approve Deb Everett providing assistance and oversight for SMBA correspondence, accounting functions, and preparation of the SMBA Board meeting packet. Meeting adjourned at 11:00 a.m. Next Regular Meeting – January 25, 2018 – 8:30 a.m.
2017-12-14	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority December 14, 2017 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:45 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Administrative Assistant Crystal Bartel, Attorney Jim Porter and 1 interested person. Consent Agenda October 26, 2017 Regular Meeting Minutes Financial Report Building Official Report Motion by Stehouwer, second by DeHaan to approve the consent agenda. Carried 5-0. Health Insurance Discussion regarding health insurance premium increase for 2018. Board requested Agent Geoff Lansky attend next meeting. Budget Amendments Motion by Stehouwer, second by Everett to amend the 2017 budget as needed. Carried 5-0. Investment CDs Motion by DeHaan, second by Culp to invest $100,000 in money markets and $100,000 in CD’s. Notice to Contractors Mr. Reitenour provided sample letter which will be mailed to contractors owing additional permit fees. Staff Change Mr. Reitenour advised contract inspector Doug Scott resigned effective December 22, 2017. Promotional Items Motion by DeHaan, second by Stehouwer to approve purchase of promotional items. Carried 5-0. Meeting adjourned at 9:45 a.m. Next Regular Meeting – January 26, 2018 – 8:30 a.m.
2017-11-23	Regular	Cancelled	Cancelled	Cancelled	This meeting was cancelled.
2017-10-26	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority October 26, 2017 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Larry Stehouwer, Citizen at Large Also present were Building Official Jerry Reitenour, Administrative Assistant Crystal Bartel, and Attorney Jim Porter. Amend Agenda Motion by Culp, second by Stehouwer to amend the agenda adding discussion regarding citations. Carried 5-0. Consent Agenda October 4th Special Meeting Minutes Financial Report Building Official Report Motion by DeHaan, second by Culp to approve the consent agenda. Carried 5-0. Workers Compensation Discussion regarding contracted inspectors requirements for workers compensation. Attorney Porter will confer with SMBA insurance agent. Permissions – Building.net Program Discussion regarding need for additional “seats”; program was purchased by Oshtemo Township. Consensus was SMBA should reimburse Oshtemo Township for the program. Motion by DeHaan, second by Everett to request an invoice from Oshtemo Township. Carried. Other Business Citing Contractors – process of issuing citations for work performed without a permit was discussed. Due to the Thanksgiving holiday, the next regular meeting will be on December 14th . Board Member Comments Member Stehouwer commented SMBA should have a mission statement clarifying what we are about. Meeting adjourned at 8:45 a.m. Next Regular Meeting – December 14, 2017 – 8:30 a.m.
2017-10-04	Special	Agenda	None	Minutes		Southwest Michigan Building Authority August 24, 2017 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Also present were Building Official Jerry Reitenour, Administrative Assistant Crystal Bartel, and Attorney Jim Porter. Consent Agenda July 27th Regular Meeting Minutes August 7th Special Meeting Minutes Financial Report Building Official Report Motion by Culp, second by DeHaan to approve the consent agenda. Carried 4-0. Resumes for Part Time Administrative Assistant Chair Sorensen and Building Official Reitenour have reviewed resumes submitted and selected four for interviews. Chair Sorensen advised he, Mr. Reitenour and Ms. Everett will conduct the interviews. Consensus was the selected applicants will complete a computer testing exercise and pre employment drug screen for the applicant offered the position. Other Business The Board reviewed the draft budget for 2018; final draft will be reviewed at the September 28th meeting then forwarded to the Cooper Township and Oshtemo Township Boards for their review/approval. Meeting adjourned at 9:20 a.m. Next Regular Meeting – September 28, 2017 – 8:30 a.m.
2017-09-28	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority August 24, 2017 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Also present were Building Official Jerry Reitenour, Administrative Assistant Crystal Bartel, and Attorney Jim Porter. Consent Agenda July 27th Regular Meeting Minutes August 7th Special Meeting Minutes Financial Report Building Official Report Motion by Culp, second by DeHaan to approve the consent agenda. Carried 4-0. Resumes for Part Time Administrative Assistant Chair Sorensen and Building Official Reitenour have reviewed resumes submitted and selected four for interviews. Chair Sorensen advised he, Mr. Reitenour and Ms. Everett will conduct the interviews. Consensus was the selected applicants will complete a computer testing exercise and pre employment drug screen for the applicant offered the position. Other Business The Board reviewed the draft budget for 2018; final draft will be reviewed at the September 28th meeting then forwarded to the Cooper Township and Oshtemo Township Boards for their review/approval. Meeting adjourned at 9:20 a.m. Next Regular Meeting – September 28, 2017 – 8:30 a.m.
2017-08-24	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority August 24, 2017 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Deb Everett, Secretary, Oshtemo Representative Carol DeHaan, Treasurer, Cooper Representative Nancy Culp, Oshtemo Representative Also present were Building Official Jerry Reitenour, Administrative Assistant Crystal Bartel, and Attorney Jim Porter. Consent Agenda July 27th Regular Meeting Minutes August 7th Special Meeting Minutes Financial Report Building Official Report Motion by Culp, second by DeHaan to approve the consent agenda. Carried 4-0. Resumes for Part Time Administrative Assistant Chair Sorensen and Building Official Reitenour have reviewed resumes submitted and selected four for interviews. Chair Sorensen advised he, Mr. Reitenour and Ms. Everett will conduct the interviews. Consensus was the selected applicants will complete a computer testing exercise and pre employment drug screen for the applicant offered the position. Other Business The Board reviewed the draft budget for 2018; final draft will be reviewed at the September 28th meeting then forwarded to the Cooper Township and Oshtemo Township Boards for their review/approval. Meeting adjourned at 9:20 a.m. Next Regular Meeting – September 28, 2017 – 8:30 a.m.
2017-08-07	Special	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2017-07-27	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2017-06-15	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2017-05-25	Regular	Cancelled	Cancelled	Cancelled	This meeting was cancelled.
2017-04-27	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2017-03-23	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2017-02-23	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2017-02-02	Special	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2017-01-12	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-12-30	Special	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-12-19	Special	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-12-16	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-12-07	Special	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-11-10	Special	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-10-21	Special	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-10-07	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-09-30	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-09-23	Regular	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall
2016-09-15	Special	Agenda	None	Minutes		Southwest Michigan Building Authority September 15, 2016 The SMBA meeting was called to order at 4:00 with Oshtemo Representative Heiny-Cogswell as acting chair. PRESENT: Libby Heiny-Cogswell, Oshtemo Representative Deb Everett, Oshtemo Representative Carol DeHaan, Cooper Representative Also present were Building Official Jerry Reitenour, Building Inspector Garrett Reitenour, Attorney James Porter, and Oshtemo Treasurer Nancy Culp acting as Recording Secretary. Nomination of SMBA Board Officers Chair Jeff Sorenson Secretary Deb Everett Treasurer Carol DeHann Motion by Heiny-Cogswell, second by DeHaan to approve slate as presented. Carried 3-0. Nomination of Citizen at Large SMBA Board Member Ms. DeHaan presented for nomination Larry Stehouwer, Cooper resident, retired civil engineer; he has expressed he would be willing to serve. Consensus was he is an excellent choice. Motion by Heiny-Cogswell, second by Everett to approve nomination of Larry Stehouwer as the SMBA citizen at large position. Carried 3-0. Fee Schedule Building Official Reitenour presented the proposed fee schedule noting it follows State guidelines; proposed demolition permit fees are lower but still consistent with the guidelines. Consensus was there should be no charge for Certificates of Occupancy. Motion by DeHaan, second Everett to approve the fee schedule as presented. Carried 3-0. Meeting Schedule There was discussion that during the startup process, the Board should meet weekly, and beginning with 2017 monthly meetings the first Friday of each month at 8:30 a.m. and held at the Oshtemo Township Hall. Motion by DeHaan, second by Heiny-Cogswell to approve the meeting schedule as presented. Carried 3-0. Training Ms. Culp presented a quote from BS&A to provide new file set up, workflow charts, and training on the Building.net program after the Cooper and Oshtemo databases are separated from KABA. The quote is $2,440 for 2 days training on October 10th and 11th. There was discussion that consultant Jeff Howe would also be available for the project. Ms. Culp advised while the quote is for two days, if less time is needed or used, the fee would be adjusted. Motion by Heiny-Cogswell, second by DeHaan to approve the quote as presented. Carried 3-0. Attorney Letter of Agreement Attorney Porter advised the SMBA Board should execute a letter of agreement indicating interest in working with both himself as Oshtemo’s attorney and Cooper attorney Mike Homier with each attorney billing their respective client and SMBA reimbursing the township(s), matters other than routine operations will be reviewed by both attorneys, and there will be no confidential information on either township’s part. Mr. Porter will provide a draft letter. Building Board of Appeals A Building Board of Appeals is required consisting of 3 to 5 members, with building trades represented. Building Official Reitenour will prepare a list for consideration at a future meeting. Mr. Reitenour advised Bernie Mein, a building contractor and resident of Oshtemo has expressed interest and would also like to be a voting member at the International Code Conference (ICC). He also advised SMBA would be entitled to 4 votes; consensus was Mr. Reitenour, Building Inspector Reitenour, and Mr. Mein would be submitted as voting members. Meeting adjourned at 5:05 p.m. Next Meeting – September 23rd – 8:30 a.m. – Oshtemo Township Hall

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