Southcentral Michigan Planning Council 201 West Kalamazoo Avenue, Room 101 · Kalamazoo, Michigan 49007 Phone: (269) 384-8305 · FAX: (269) 383-8920 · Email:
[email protected]
November Board Meeting Agenda MEETING DATE: MEETING TIME: MEETING LOCATION:
Tuesday, November 5, 2013 3:00 pm
History Room – 3rd Floor of the St Joseph County Courthouse 125 W Main Street, Centreville, MI 49032
1. Call to Order 2. Members Excused 3. Action: Approval of the Agenda 4. Action: Approval of the Minutes a. 10-1-13 b. 10-31-13 5. Citizen Comments 6. Reimbursement/Invoices a. 11Web Website Hosting - $38.00 b. Kalamazoo County, FedEx Charges – $19.45 7. Treasurer’s Report a. Michigan Commerce Account Balance – $63,710.49 i. Deposits – Interest, $13.09 ii. Withdrawals – None b. 5/3 Account Balance – $772.29 8. KATS Report a. KATS Reimbursement Request i. SPR - $1,678.10 ii. MTF - $20,298.75 9. Discussion: CEDS a. Update from the Upjohn Institute/Staff b. Creation of the CEDS Steering Committee 10. Regional Prosperity Initiative a. Update on Progress 11. Discussion: FY 2014 Vision a. Long term agenda for SMPC i. Name change ii. Hire staff iii. Services Offered to Local Units iv. Other priorities 12. Action: St Joseph County Plan Review 13. Discussion: Annual Report 14. Staff Report 15. Board Member Comments 16. Action: Adjournment
Southcentral Michigan Planning Council 201 West Kalamazoo Avenue, Room 101 · Kalamazoo, Michigan 49007 Phone: (269) 384-8305 · FAX: (269) 383-8920 · Email:
[email protected]
October Board Meeting Minutes MEETING DATE: MEETING TIME: MEETING LOCATION:
Tuesday, October 1, 2013 3:00 pm Kalamazoo County Expo Center 2900 Lake Street Kalamazoo, MI 49048
1. Call to Order 2. Action: Approval of the Agenda a. The agenda was approved as written. 3. Action: Approval of the Minutes a. Baker made a motion to approve the August and September Meeting Minutes. i. Huffman seconded. Motion carried. 4. Citizen Comments a. Pat Karr asked staff to distribute the public notice. Staff will distribute the public notice shortly after the meeting. 5. Reimbursement a. Lee Adams, September – $146.28. Adams gave a brief explanation of the reimbursement request. i. Hazelbaker made a motion to approve the reimbursement request made by Lee Adams 1. Byrnes seconded. Motion carried. b. Michigan Association of Regions Annual Dues. This payment was anticipated in the FY 2014 Budget. i. Baker made a motion to approve an annual dues payment to the Michigan Association of Regions for $960.00. 1. Huffman seconded. Motion carried. 6. Treasurer’s Report a. Michigan Commerce Account Balance – $63,697.40 i. Deposits – Interest, $13.52 ii. Withdrawals – None b. 5/3 Account Balance – $2,453.75 – Correction noted by Reid - $2,453.57 i. Deposits – None ii. Withdrawals – $295.70 c. Reffitt made a motion to approve the Treasurer’s Report i. Frantz seconded. Motion carried. 7. Discussion: RTF and Small Urban Program a. Brandon Wilcox from the Michigan Department of Transportation gave a presentation on the RTF and Small Urban Program administered through SMPC and its contractor KATS. A handout of the presentation was supplied. 8. Discussion/Action: By-Laws a. Staff outlined a few proposed changes to the By-laws. The board has several questions about the changes and the by-laws in general. The board settled on several changes reflected in the amended version of the by-laws. Formal approval was delayed until the November meeting to allow board members who were not present to review those changes. 9. Discussion/Action: Regional Prosperity Initiative
a. Staff, board members, and citizens commented on the RPI meeting held on the morning of 10-01-13. The board decided that it was willing to serve as the lead applicant agency if chosen for either role by the RPI group. i. Huffman made a motion to allow staff to fulfill the duties of the lead applicant if selected. 1. Frantz seconded the motion. Motion carried. ii. Baker made a motion to support SWMPC as the lead applicant if selected. 1. Huffman seconded the motion. Motion carried. 10. Discussion/Action: KATS Report a. KATS gave a brief report on their activities during the month of September. 11. Discussion: Staff Report a. Staff reported that SMPC and the Upjohn Institute received notice that the organizations were awarded grant funds for the creation of a CEDS. b. Staff reported that Kalamazoo County approved the staffing arrangement for FY 2014 at their board meeting. c. Membership dues assessments are going out to member counties within the next week. d. Staff noted that the by-laws ask the Executive Director to prepare an annual report. Staff will prepare the report for the November meeting. e. Staff received an invoice from 11web for completion of the SMPC website. Staff asked for a motion to approve those expenses. i. Hazelbaker made the motion to approve the website development expenses of $575 and send payment to 11web, and approve up to $20 per month for web hosting. 1. Reffitt seconded the motion. Motion carried. 12. Board Member Comments a. Byrnes commented that if SMPC was in its current state a few years ago Barry County would have remained in SMPC. 13. Action: Adjournment a. Adjourned at 5:20 pm
Southcentral Michigan Planning Council 201 West Kalamazoo Avenue, Room 101 · Kalamazoo, Michigan 49007 Phone: (269) 384-8305 · FAX: (269) 383-8920 · Email:
[email protected]
October Special Board Meeting Minutes MEETING DATE: MEETING TIME: MEETING LOCATION:
Tuesday, October 1, 2013 3:00 pm Kalamazoo County Expo Center 2900 Lake Street Kalamazoo, MI 49048
1. Call to Order 2. Action: Approval of the Agenda a. Shaffer made a motion to approve the agenda as written. i. The motion was seconded by Conti. Motion carried. 3. Citizen Comments a. None. 4.
Regional Prosperity Initiative: a. Lead Applicant, MOU, and letter of support for the RPI grant application i. Staff gave a brief update on the Regional Prosperity Initiative and the associated grant application. The board discussed the topic and then decided to sign the MOU between SMPC and the Southwest Michigan Planning Commission. 1. Reid made a motion to approve the MOU. a. The motion was seconded by Owens. Motion carried. ii. Since the Regional Prosperity Group voted to have SWMPC act as the lead applicant and SMPC as the Administrative Agency, the SMPC board decided to allow staff to craft and sign a letter of support for the RPI grant application. 1. Shafer made a motion to allow staff to craft and sign a letter of support. a. The motion was seconded by Reid. Motion carried.
5. Board Member Comments a. Owens asked for an update on the CEDS progress. Staff reported that the Upjohn Institute was preparing an update for the November Board meeting. b. Reid noted that he appreciated Adams’ style and ability to lead SMPC through the RPI process. 6. Action: Adjournment a. Hazelbaker made a motion to adjourn. i. The motion was seconded by Conti. Motion carried.
Invoice
11Web, LLC 341 Morningside Drive Battle Creek, MI 49015
Invoice No. 137
Bill To: Southcentral Michigan Planning Council 201 W Kalamazoo Ave Kalamazoo MI 49007
Date
Terms
Project
10/17/13 Description Monthly Hosting - "11Web Standard" *hosting from October 9-December 9
Quantity
Rate 2
Amount 19.00
Total Balance Due
38.00
$38.00 $38.00
Kalamazoo Area Transportation Study (KATS) & Southcentral Michigan Planning Council (SMPC) Progress Report July - September, 2013 3101
3102
Program Management •
KATS continued to assist and participate with the SMPC in developing the future regional structure
•
Attend SMPC meetings
•
Regional Prosperity Initiative meeting attendance and discussions with Council, Southwest Michigan Planning Commission, and other community members
Technical Assistance to MDOT •
3103
Technical Assistance to Member Agencies •
3104
3105
•
Monitor and assist the local road agencies involved in the Rural Task Force Program
•
Work with MDOT on fund available and balances for Rural Task Force Program
•
Review of illustrative projects
•
Establish and attend Branch County Road Commission Local Rural Task Force Meeting regarding illustrative projects
Public Involvement and Consultation Process for Non-Metropolitan Areas No work has been completed in this work element
Public Involvement for Air Quality Conformity •
3107
Began work with Branch County Road Commission on development of capital improvement plan data elements needed to create a plan using PASER data and other data elements from county
Management of Rural Task Force Process
• 3106
Provide assistance to Michigan Department of Transportation and Southcentral Michigan Planning Council on development of FY 2014 Regional Work Program and budget
No work has been completed in this work element
Access Management •
No work has been completed in this work element
2 3108 Heritage Route Implementation
Meeting with MDOT, Southwest Michigan Planning Commission and Jackson Region to discuss Heritage Route program and future program activities
3109 Non-motorized Mapping and Investment Plan •
Attend meeting of SMART group to discuss non-motorized planning in region
3110 Rural Safety Planning •
No work has been completed in this work element
Invoice
Kalamazoo Area Transportation Study 5220 Lovers Lane, Suite 110 Portage, MI 49002
Date
Invoice #
9/30/2013
1028131
Bill To Southcentral MI Planning Council c/o Kalamazoo County Planning 201 West Kalamazoo Ave RM 101 Kalamazoo MI 49001
Description
Amount
January - March, 2013 SPR Funds Year End Adjustment (Previously Billed $14,910.32); Project No. 117306; Authorization No. N3201160; Contract 2013-0048/Z2 April - June, 2013 SPR Funds Year End Adjustment (Previously Billed $543.08); Project No. 117306; Authorization No. N3201160; Contract 2013-0048/Z2 July - September, 2013 SPR Funds Year End FINAL; Project No. 117306; Authorization No. N3201160; Contract 2013-0048/Z2
1,387.56 -182.19 472.73
Total Phone #
E-mail
(269) 343-0766
[email protected]
$1,678.10
Invoice
Kalamazoo Area Transportation Study 5220 Lovers Lane, Suite 110 Portage, MI 49002
Date
Invoice #
9/30/2013
1028132
Bill To Southcentral MI Planning Council c/o Kalamazoo County Planning 201 West Kalamazoo Ave RM 101 Kalamazoo MI 49001
Description
Amount
January - March, 2013 MTF Year End Adjustment (Previously Billed $2,824.48); Authorization No. 591N3201159; Contract No. 2013-0048/Z1 April - June, 2013 MTF Year End Adjustment (Previously Billed $1,796.71); Authorization No. 591N3201159; Contract No. 2013-0048/Z1 July - September, 2013 MTF Year End FINAL; Authorization No. 591N3201159; Contract No. 2013-0048/Z1
152.90 294.28 19,851.57
Total Phone #
E-mail
(269) 343-0766
[email protected]
$20,298.75
FY 2013 Region 3 Transportation Work Program Financial Tracking Sheet January ‐ September, 2013 Work Element Project
Budget
Encumbered
Remaining
Barry
Branch
Calhoun
Kalamazoo
St Joseph
3101
Program Management
3102
Technical Assistance to MDOT $ 7,705.00 $ 4,892.80 $ 2,812.20 $ 978.56 $ 978.56 $ 978.56 $ 978.56 $ 978.56
3103
Technical Assistance to Member Agencies $ 6,474.00 $ 5,810.20 $ 663.80
3104
Rural Task Force
$ 10,137.00 $ 17,131.50 $ (6,994.50) $ 3,410.78 $ 3,587.30 $ 3,187.60 $ 3,170.45 $ 3,775.38
3105
Public Involvment for Air Quality
$ 5,717.00
$ 5,717.00
3106
Public Involvment for Non‐Metro
$ 1,450.00
$ 1,450.00
3107
Access Management
$ 2,429.00
$ 2,429.00
3108
Heritage Route Implementation
$ 2,599.00 $ 244.64 $ 2,354.36 $ 122.32
3109
Non‐Motorized
$ 2,217.00 $ 489.28 $ 1,727.72 $ 97.86 $ 97.85 $ 97.85 $ 97.86 $ 97.86
3110
Rural Safety Planning
$ 2,595.00
$ 2,595.00
Indirect Costs
$ 4,065.00
$ 4,065.00 $ 221.63 $ 221.63 $ 221.63 $ 221.63 $ 221.63
Total
10/29/2013
$ 7,612.00 $ 13,483.03 $ (5,871.03) $ 2,696.61 $ 2,696.61 $ 2,696.61 $ 2,696.60 $ 2,696.60
$ 4,739.48 $ 1,070.72
$ 122.32
$ 53,000.00 $ 42,051.45 $ 10,948.55 $ 7,527.76 $ 12,321.43 $ 8,252.97 $ 7,165.10 $ 7,892.35
Kalamazoo Area Transportation Study (269) 343‐0766
[email protected]
FY 2013 Region 3 Transportation Work Program Financial Tracking Sheet January - September, 2013
Salary
Fringe
Indirect
Other
Total MTF
Total SPR
Total
$20,426.64
$14,015.12
$6,392.94
$1,216.75
$24,919.95
$17,131.50
$42,051.45
$
7,205.80
$
4,166.38
$
2,110.86
$
$ 13,483.03
$
Budgeted
$
7,612.00
$
1,474.00
$
780.00
$
3,000.00
$
Remaining
$
406.20
$ (2,692.38) $ (1,330.86) $
3,000.00
Year To Date Expended Work Element 3101
Work Element 3102
Work Element 3103
Work Element 3104
Work Element 3105
Work Element 3106
Work Element 3107
Work Element 3108
Work Element 3109
Work Element 3110
Indirect Items
-
-
$
13,483.03
$
-
$
12,866.00
$ (5,871.03) $
-
$
7,612.00
(617.03)
Expended
$
2,386.22
$
1,740.58
$
766.00
$
-
$
4,892.80
$
-
$
4,892.80
Budgeted
$
3,939.00
$
2,463.00
$
1,303.00
$
-
$
7,705.00
$
-
$
7,705.00
Remaining
$
1,552.78
$
722.42
$
537.00
$
-
$
2,812.20
$
-
$
2,812.20
Expended
$
2,833.63
$
2,066.94
$
909.62
$
-
$
5,810.20
$
-
$
5,810.20
Budgeted
$
3,310.00
$
2,070.00
$
1,095.00
$
-
$
6,474.00
$
-
$
6,475.00
Remaining
$
476.37
$
3.06
$
185.38
$
-
$
663.80
$
-
$
664.80
Expended
$
7,643.06
$
5,780.13
$
2,491.56
$
-
$
-
$ 15,914.75
$
15,914.75
Budgeted
$
5,183.00
$
3,241.00
$
1,714.00
$
-
$
-
$ 10,137.00
$
10,138.00
Remaining
$ (2,460.06) $ (2,539.13) $
(777.56) $
-
$
-
$ (5,777.75) $
Expended
$
Budgeted
$
2,923.00
$
Remaining
$
2,923.00
$
-
$
-
-
$
(5,776.75)
$
-
$
-
$
-
$
-
1,828.00
$
967.00
$
-
$
-
$
5,717.00
$
5,718.00
1,828.00
$
967.00
$
-
$
-
$
5,717.00
$
5,718.00
Expended
$
-
$
-
$
-
$
-
$
-
$
Budgeted
$
741.00
$
463.00
$
245.00
$
-
$
-
$
1,450.00
$
1,449.00
Remaining
$
741.00
$
463.00
$
245.00
$
-
$
-
$
1,450.00
$
1,449.00
-
$
-
Expended
$
$
-
$
-
$
-
$
$
-
$
Budgeted
$
1,242.00
$
776.00
$
411.00
$
-
$
2,429.00
$
-
$
2,429.00
Remaining
$
1,242.00
$
776.00
$
411.00
$
-
$
2,429.00
$
-
$
2,429.00
Expended
$
119.31
$
87.03
$
38.30
$
-
$
244.64
$
-
$
244.64
Budgeted
$
1,329.00
$
831.00
$
439.00
$
-
$
2,599.00
$
-
$
2,599.00
Remaining
$
1,209.69
$
743.97
$
400.70
$
-
$
2,354.36
$
-
$
2,354.36
Expended
$
238.62
$
174.06
$
76.60
$
-
$
489.28
$
-
$
489.28
Budgeted
$
1,134.00
$
709.00
$
375.00
$
-
$
2,217.00
$
-
$
2,218.00
Remaining
$
895.38
$
534.94
$
298.40
$
-
$
1,727.72
$
-
$
1,728.72
-
-
-
Expended
$
$
-
$
-
$
-
$
$
-
$
Budgeted
$
1,327.00
$
830.00
$
439.00
$
-
$
2,595.00
$
-
$
2,596.00
Remaining
$
1,327.00
$
830.00
$
439.00
$
-
$
2,595.00
$
-
$
2,596.00
Expended
$
-
$
-
$
-
$
1,216.75
$
Budgeted
$
-
$
-
$
-
$
4,065.00
$
Remaining
$
-
$
-
$
-
$
5,281.75
$
-
-
-
-
$
1,216.75
$
1,216.75
2,369.00
$
1,696.00
$
4,065.00
2,369.00
$
2,912.75
$
5,281.75
Southcentral Michigan Planning Council 201 West Kalamazoo Avenue, Room 101 · Kalamazoo, Michigan 49007 Phone: (269) 384-8305 · FAX: (269) 383-8920 · Email:
[email protected]
FY 2013 SMPC Annual Report The Southcentral Michigan Planning Council experienced a great deal of growth and development over the course of the 2013 Fiscal Year. The SMPC fiscal year runs from October 1 through September 30. During the 2013 fiscal year SMPC was reorganized, installed a budget, adopted by-laws, created a representation plan for each of the member counties, transitioned to a full board, began fulfilling contractual transportation work for the Michigan Department of Transportation (MDOT), received a grant to complete a Comprehensive Economic Development Strategies (CEDS) document from Economic Development Administration (EDA), and secured staffing for FY 2014. On October 18th, 2012 the appointed representatives to the Southcentral Michigan Planning Council met to formally reorganize SMPC. Prior to that meeting, each member county (Barry, Branch, Calhoun, Kalamazoo, and St Joseph) passed a resolution disavowing any and all ties to current or previous SMPC representatives or staff. These resolutions allowed SMPC to reorganize and begin a new chapter. Formal reorganization resolutions were adopted and the board elected new officers. The following months that transition board approved by-laws, a representation plan for the full board, agreements with MDOT and the Kalamazoo Area Transportation Study (KATS) to provide transportation planning activities, and a FY 2013 budget. On February 11th the full board, under the approved representation plan, met. This board worked hard to quickly become acclimated to the history and responsibilities of SMPC. SMPC set up a bank account and took control of the previous SMPC bank account. The board also performed activities that help move SMPC forward. These actions included: securing a transportation consultant for FY 2014 and FY 2015, choosing a co-applicant for the CEDS grant and applying for the CEDS grant. SMPC issued an RFP for transportation consulting services, they received several proposals. A committee was convened to recommend one firm’s proposal to the board. The committee recommended and the board chose to enter into an agreement with KATS for transportation planning services. Another committee was formed to review proposals for economic development services related to the CEDS creation. The committee recommended the W. E. Upjohn Institute. The board ultimately chose to apply for the CEDS grant with the W. E. Upjohn Institute as a coapplicant. EDA awarded SMPC and the W. E. Upjohn Institute a grant to complete a CEDS document. SMPC and the W. E. Upjohn Institute plan to complete the CEDS document in the spring of 2014. SMPC will continue to grow and develop during the next year and should arrive at a place in which it can begin providing additional services to member organizations. FY 2013 was an exciting year of new developments, but FY 2014 should allow SMPC to become a more much more stable organization.
Submitted, Lee Adams Administrator
