Southwest Michigan Building Authority

7275 West Main Street Kalamazoo MI 49009

269-585-4150www.swmiba.org

Regular Board Meeting August 27, 2020 8:30 AM

Via Zoom Meeting Link: Click Here Meeting ID: 949 6317 6726 Call-in Number: +1 312 626 6799 US (Chicago)

Citizen Comments should be submitted in writing via email to kjgibson@swmiba.org by the close of business the day before the meeting date listed above, and will be read aloud during that portion of the meeting. The public is welcome to join, but we ask that you remain muted except during the public comment session.

Agenda

1. Call to Order2. Citizen Comments on Non-Agenda Items

a. Reading of Public Comment – Kyle Gibson3. Consent Agenda

a. Meeting Minutes – July 23, 2020 Regular Meetingb. Meeting Minutes – August 7, 2020 Special Meetingc. July 2020 Receipts and Disbursements Reportd. July 2020 Permits / Inspections Reporte. Q1-2020 & Q2-2020 Budget Adjustments

4. Board Consideration of the City of Galesburg Requesting to Join SMBA5. Board Consideration of Draft Capital Improvement Plan6. Update on Truck Purchase – Garrett Reitenour7. Board Discussion of Staffing Proposals8. Board Chair’s Report – Dusty Farmer9. Other Business10. Adjournment

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.

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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.

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.

SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT

Reporting Month: July 2020 Prepared By: Kyle Gibson

Building Electrical Mechanical Plumbing TotalsOshtemo 66 32 56 23 177Revenue $34,383.00 $6,607.00 $12,368.95 $5,363.00 $58,721.95YTD Oshtemo 248 176 232 190 846YTD Revenue $101,126.50 $41,683.00 $39,256.55 $26,205.00 $208,271.05

Cooper 19 14 23 6 62Revenue $2,645.00 $2,215.00 $2,919.00 $560.00 $8,339.00YTD Cooper 80 66 78 30 254YTD Revenue $22,532.00 $13,969.00 $11,205.00 $6,254.00 $53,960.00

Total Permits 85 46 79 29 239Total Revenue $37,028.00 $8,822.00 $15,287.95 $5,923.00 $67,060.95YTD Total Permits 328 242 310 220 1100YTD Total Revenue $123,658.50 $55,652.00 $50,461.55 $32,459.00 $262,231.05

Building Electrical Mechanical Plumbing TotalsOshtemo Inpsections 124 77 59 33 293Cooper Inspections 48 19 24 13 104YTD Oshtemo Inspections 692 353 301 340 1686YTD Cooper Inspections 232 119 103 77 531

Total Inspections 172 96 83 46 397YTD Total Inspections 924 472 404 417 2217

Permit Revenue

Inspections

0

200

400

600

800

1000

1200

$0.00

$20,000.00

$40,000.00

$60,000.00

$80,000.00

$100,000.00

2020 Revenue by Month 2019 Revenue by Month

2020 Inspections by Month 2019 Inspections by Month

Printed 8/3/2020 at 1:32 PMI:\SMBA Board Packets\Revenue & Inspections Report

SOUTHWEST MICHIGAN BUILDING AUTHORITY BANK BALANCE REPORT

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec2018 $355,097.18 $316,827.94 $292,711.45 $312,627.13 $305,033.67 $317,144.90 $313,084.42 $328,952.71 $328,034.45 $339,176.51 $368,209.64 $355,724.532019 $309,114.20 $300,098.15 $303,811.00 $246,716.30 $247,770.31 $279,624.65 $315,434.78 $341,724.68 $362,110.12 $442,134.66 $330,290.83 $384,052.262020 $363,688.08 $374,395.69 $367,084.01 $364,749.52 $366,304.26 $376,755.31 $410,190.86

$0.00

$50,000.00

$100,000.00

$150,000.00

$200,000.00

$250,000.00

$300,000.00

$350,000.00

$400,000.00

$450,000.00

$500,000.00

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Bank Account Balance by Month

2018 2019 2020

Printed 8/3/2020 at 1:32 PMI:\SMBA Board Packets\Revenue & Inspections Report

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 1/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid4,300.00 Y07/15/2020

0.00 N0.0000 / / CASSOPOLIS MI, 490314,300.00 N07/15/202021670 SHIAWASSEE1276

BUILDING INSPECTIONS 2020-06-29 TO 2020-07-12SWBA2020-07-15.207/15/2020ADAM J DAHLGRENADAHLGREN

4,300.00 Building Inspector542-371-81400

4,300.00 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid3,535.01 N07/28/2020

0.00 N0.0000 / / DETROIT MI, 482673,535.01 N07/15/2020PO BOX 6744161281

HEALTH INSURANCE AUGUST 2020SWBA00704323807/15/2020BLUE CROSS BLUE SHIELD OF MICHIGANBCBS

3,535.01 Health Insurance542-371-71600

3,535.01 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid100.00 N07/29/2020

0.00 N0.0000 / / PLYMOUTH MI, 48170100.00 N07/29/2020PO BOX 64331299

COCM FALL CONFERENCE REGISTRATIONSWBA2020-07-29.507/29/2020COCMCOCM

100.00 Education/Dues542-371-95800

100.00 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 2/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid10,719.00 N08/12/2020

0.00 N0.0000 / / GRANDVILLE MI, 4941810,719.00 N08/12/20203097 PINEDALE DR SW1294

PLAN REVIEW FOR JSMBA20-05-0108 2520 ROBERT JONES WAYSWBA112720.107/29/2020CODE SOURCE PCCODE

10,719.00 Plan Review542-371-81101

AMOUNTDESCRIPTIONGL NUMBER

Paid7,015.00 N08/12/2020

0.00 N0.0000 / / GRANDVILLE MI, 494187,015.00 N08/12/20203097 PINEDALE DR SW1295

PLAN REVIEW FOR JSMBA20-05-0159 7100 STADIUMSWBA113120.107/29/2020CODE SOURCE PCCODE

7,015.00 Plan Review542-371-81101

17,734.00 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid5,000.00 N07/01/2020

0.00 N0.000007/01/2020KALAMAZOO MI, 490090.00 N07/01/20208240 STADIUM DRIVE1266

BD Bond RefundSWBABTCO20-00307/01/2020DELTA DESIGN SYSTEMSMISC

5,000.00 BTCO20-003542-000-26200

5,000.00 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid26.00 N07/15/20200.00 N0.0000 / / DES MOINES IA, 50306

26.00 N07/15/2020851 SIXTH VENUEBOX 1798

1273GARRETT SIGNATURE STAMPSWBA116589707/15/2020DES MOINES STAMP MFGDM STAMP

26.00 Supplies542-371-72800

26.00 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 3/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid50.00 N07/29/20200.00 N0.0000 / / KALAMAZOO MI, 49006

50.00 N07/29/2020927 PICCADILLY RD1292CELL PHONE REIMBURSEMENT JULY 2020SWBA2020-07-29.407/29/2020ELVIRA OROPEZAEOROPEZA

50.00 Telephone542-371-85300

50.00 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid50.00 N07/15/20200.00 N0.0000 / / KALAMAZOO MI, 49009

50.00 N07/15/202035063 23RD ST1280REIMBURSEMENT FOR PHONE USAGE JULY 2020SWBA2020-07-15.607/15/2020GARRETT REITENOURREITENOURG

50.00 Telephone542-371-85300

50.00 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 4/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid1,600.00 Y07/01/2020

0.00 N0.0000 / / KALAMAZOO MI, 490091,600.00 N07/01/20206323 WINDDRIFT AVE1258

PLUMBING / MECHANICAL INSPECTIONSSWBA2020-07-01.207/01/2020GARYAIRE, LLCGHECKMAN

950.00 Plumbing Inspector542-371-81300650.00 Mechanical Inspector542-371-81200

1,600.00

AMOUNTDESCRIPTIONGL NUMBER

Paid1,400.00 Y07/15/2020

0.00 N0.0000 / / KALAMAZOO MI, 490091,400.00 N07/15/20206323 WINDDRIFT AVE1277

PLUMBING / MECHANICAL INSPECTIONSSWBA2020-07-15.307/15/2020GARYAIRE, LLCGHECKMAN

700.00 Plumbing Inspector542-371-81300700.00 Mechanical Inspector542-371-81200

1,400.00

AMOUNTDESCRIPTIONGL NUMBER

Paid1,850.00 Y07/29/2020

0.00 N0.0000 / / KALAMAZOO MI, 490091,850.00 N07/29/20206323 WINDDRIFT AVE1289

PLUMBING / MECHANICAL / ELECTRICAL INSPECTIONSSWBA2020-07-29.207/29/2020GARYAIRE, LLCGHECKMAN

300.00 Plumbing Inspector542-371-813001,100.00 Mechanical Inspector542-371-81200

450.00 Electrical Inspector542-371-81100

1,850.00

4,850.00 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 5/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid489.34 N07/13/2020

0.00 N0.0000 / / KALAMAZOO MI, 49007489.34 N07/13/2020211 SOUTH ROSE STREET1286

ACCOUNT FEES Q2-2020SWBA0001578807/13/2020GREENLEAF TRUSTGREENLEAF

489.34 Pension Plan542-371-72200

489.34 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid133.11 N07/24/2020

0.00 N0.0000 / / KALAMAZOO MI, 49001133.11 N07/01/20202650 MILLCORK ST SUITE A1257

OFFICE SUPPLIESSWBA2084526-007/01/2020INTEGRITY BUSINESS SOLUTIONSINTEGRITY

133.11 Supplies542-371-72800

AMOUNTDESCRIPTIONGL NUMBER

Paid167.43 N07/15/2020

0.00 N0.0000 / / KALAMAZOO MI, 49001167.43 N07/15/20202650 MILLCORK ST SUITE A1271

OFFICE SUPPLIES / PLOTTER PAPERSWBA2090123-007/15/2020INTEGRITY BUSINESS SOLUTIONSINTEGRITY

167.43 Supplies542-371-72800

300.54 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid9.52 N07/01/20200.00 N0.0000 / / KALAMAZOO MI, 490099.52 N07/01/2020537 WEALTHY ST1256

REIMBURSEMENT FOR HAND SANITIZERSWBA2020-07-01.107/01/2020KYLE GIBSONKGIBSON

9.52 Supplies542-371-72800

9.52 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 6/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid1,441.00 N08/01/2020

0.00 N0.0000 / / KALAMAZOO MI, 490091,441.00 N07/15/20206395 TECHNOLOGY AVE STE A1269

CLOUD HOSTING SERVICESSWBA2992357507/15/2020MIH MICHIGAN LLC DBA SECANT TECHAUNALYTICS

1,441.00 IT Support/Website Host542-371-82700

1,441.00 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 7/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid1,600.00 Y07/01/2020

0.00 N0.0000 / / COLDWATER MI, 490361,600.00 N07/01/2020426 SARAH LN1263

MECHANICAL / PLUMBING INSPECTIONSSWBA2020-07-01.707/01/2020MP SERVICES LLCTTHATCHER

1,050.00 Mechanical Inspector542-371-81200550.00 Plumbing Inspector542-371-81300

1,600.00

AMOUNTDESCRIPTIONGL NUMBER

Paid1,850.00 Y07/15/2020

0.00 N0.0000 / / COLDWATER MI, 490361,850.00 N07/15/2020426 SARAH LN1279

MECHANICAL / PLUMBING INSPECTIONSSWBA2020-07-15.507/15/2020MP SERVICES LLCTTHATCHER

1,000.00 Mechanical Inspector542-371-81200850.00 Plumbing Inspector542-371-81300

1,850.00

AMOUNTDESCRIPTIONGL NUMBER

Paid1,400.00 Y07/29/2020

0.00 N0.0000 / / COLDWATER MI, 490361,400.00 N07/29/2020426 SARAH LN1290

MECHANICAL / PLUMBING INSPECTIONSSWBA2020-07-29.307/29/2020MP SERVICES LLCTTHATCHER

1,000.00 Mechanical Inspector542-371-81200400.00 Plumbing Inspector542-371-81300

1,400.00

4,850.00 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 8/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid1.49 N07/26/20200.00 N0.0000 / / CINCINNATI OH, 45263-33011.49 N07/15/2020PO BOX 6333011283

OFFICE SUPPLIESSWBA10192833300107/15/2020OFFICE DEPOTOFFICE DEP

1.49 Supplies542-371-72800

AMOUNTDESCRIPTIONGL NUMBER

Paid47.94 N07/26/20200.00 N0.0000 / / CINCINNATI OH, 45263-3301

47.94 N07/15/2020PO BOX 6333011284OFFICE SUPPLIESSWBA1019313740007/15/2020OFFICE DEPOTOFFICE DEP

47.94 Supplies542-371-72800

AMOUNTDESCRIPTIONGL NUMBER

Paid97.09 N08/02/20200.00 N0.0000 / / CINCINNATI OH, 45263-3301

97.09 N07/29/2020PO BOX 6333011293OFFICE SUPPLIESSWBA10629299500107/29/2020OFFICE DEPOTOFFICE DEP

97.09 Supplies542-371-72800

AMOUNTDESCRIPTIONGL NUMBER

Paid183.08 N07/05/2020

0.00 N0.0000 / / CINCINNATI OH, 45263-3301183.08 N07/01/2020PO BOX 6333011254

OFFICE SUPPLIESSWBA50835382800107/01/2020OFFICE DEPOTOFFICE DEP

183.08 Supplies542-371-72800

AMOUNTDESCRIPTIONGL NUMBER

Paid69.98 N07/05/20200.00 N0.0000 / / CINCINNATI OH, 45263-3301

69.98 N07/01/2020PO BOX 6333011255OFFICE SUPPLIESSWBA50835413000107/01/2020OFFICE DEPOTOFFICE DEP

69.98 Supplies542-371-72800

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 9/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid10.69 N07/19/20200.00 N0.0000 / / CINCINNATI OH, 45263-3301

10.69 N07/15/2020PO BOX 6333011268OFFICE SUPPLIESSWBA51380553400107/15/2020OFFICE DEPOTOFFICE DEP

10.69 Supplies542-371-72800

AMOUNTDESCRIPTIONGL NUMBER

Paid57.99 N07/12/20200.00 N0.0000 / / CINCINNATI OH, 45263-3301

57.99 N07/01/2020PO BOX 6333011264OFFICE SUPPLIESSWBA51388019000107/01/2020OFFICE DEPOTOFFICE DEP

57.99 Supplies542-371-72800

AMOUNTDESCRIPTIONGL NUMBER

Paid40.37 N07/19/20200.00 N0.0000 / / CINCINNATI OH, 45263-3301

40.37 N07/15/2020PO BOX 6333011267OFFICE SUPPLIESSWBA51388053200107/15/2020OFFICE DEPOTOFFICE DEP

40.37 Supplies542-371-72800

AMOUNTDESCRIPTIONGL NUMBER

Paid26.97 N07/12/20200.00 N0.0000 / / CINCINNATI OH, 45263-3301

26.97 N07/01/2020PO BOX 6333011265OFFICE SUPPLIESSWBA51388053300107/01/2020OFFICE DEPOTOFFICE DEP

26.97 Supplies542-371-72800

535.60 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 10/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid810.00 N07/29/2020

0.00 N0.0000 / / KALAMAZOO MI, 49009810.00 N07/29/20207275 W MAIN STREET1296

LEGAL FEES Q2-2020SWBA1009207/29/2020OSHTEMO TOWNSHIPOSHTEMO

810.00 Legal Fees542-371-82600

810.00 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid1,754.20 Y07/29/2020

0.00 N0.0000 / / VAN BUREN TWP MI, 48111-16771,754.20 N07/29/20209593 REVERE DR1287

ADVIA CREDIT UNION SPRINKLER SYSTEM PM20-05-0308SWBA20-01107/29/2020REDMOND ENGINEERING & DESIGNREDMOND

1,754.20 Plan Review542-371-81101

1,754.20 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid40.19 N06/25/20200.00 N0.0000 / / CHICAGO IL, 60680-2815

40.19 N07/01/2020PO BOX 8028151253COPIERSWBA505979657307/01/2020RICOHRICOH

40.19 Equipment/Maintenance542-371-72801

AMOUNTDESCRIPTIONGL NUMBER

Paid68.73 N07/25/20200.00 N0.0000 / / CHICAGO IL, 60680-2815

68.73 N07/29/2020PO BOX 8028151297COPIERSWBA506002326907/29/2020RICOHRICOH

68.73 Equipment/Maintenance542-371-72801

108.92 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

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POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid500.00 N08/08/2020

0.00 N0.0000 / / KALAMAZOO MI, 49008500.00 N07/15/2020555 W. CROSSTOWN PARKWAY1285

AUDIT FEES THROUGH 2020-07-09SWBA100004920107/15/2020SEBER TANS, PLCSEBERTANS

500.00 Accounting/Audit Fees542-371-82500

500.00 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid410.00 N07/15/2020

0.00 N0.0000 / / KALAMAZOO MI, 49002410.00 N07/15/2020246 E KILGORE1272

ACCOUNTING SERVICESSWBA10328207/15/2020SIEGFRIED CRANDALL P.C.SIEGFRIED

410.00 Accounting/Audit Fees542-371-82500

AMOUNTDESCRIPTIONGL NUMBER

Paid125.00 N07/15/2020

0.00 N0.0000 / / KALAMAZOO MI, 49002125.00 N07/15/2020246 E KILGORE1282

IT SUPPORT / SMBA01-W10 HDD REPLACEMENTSWBA10329807/15/2020SIEGFRIED CRANDALL P.C.SIEGFRIED

125.00 IT Support/Website Host542-371-82700

535.00 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid136.36 N07/15/2020

0.00 N0.0000 / / CAROL STREAM IL, 60197136.36 N07/15/2020PO BOX 41811274

HOTSPOT USAGE MAY + JUNE 2020SWBA144563305-02107/15/2020SPRINTSPRINT

67.70 IT Support/Website Host542-371-8270068.66 IT Support/Website Host542-371-82700

136.36

136.36 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 12/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid114.58 N08/01/2020

0.00 N0.0000 / / PHILADELPHIA PA, 19170114.58 N07/29/2020PO BOX 7247 -03811298

LIFE INSURANCE AUGUST 2020SWBA24775707/29/2020SUN LIFE FINANCIALSUN LIFE

114.58 Disability/Life Insurance542-371-71602

114.58 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid374.22 N07/28/2020

0.00 N0.0000 / / CHICAGO IL, 60677-8000374.22 N07/15/20208020 SOLUTIONS CENTER1270

PHONESWBA19840107/15/2020TELNET WORLDWIDETELNET

374.22 Telephone542-371-85300

374.22 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid246.00 N07/01/2020

0.00 N0.000006/25/2020KALAMAZOO MI, 490090.00 N07/01/20206100 N 14TH ST1252

BD Payment RefundSWBA0002680807/01/2020TIBBLE THOMAS R & PATTI LMISC

146.00 01c. Building Fee $10,001-100,000542-001-61600100.00 11. Required Inspections542-001-61600

246.00

246.00 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 13/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid450.00 N07/22/2020

0.00 N0.0000 / / KALAMAZOO MI, 49009450.00 N07/15/2020811 S DRAKE RD1275

VISA BILL JUNE 2020SWBA2020-07-15.107/15/2020VISAVISA

204.00 Vehicle Gas/Maintenance542-371-75100246.00 Supplies542-371-72800

450.00

450.00 VENDOR TOTAL:

AMOUNTDESCRIPTIONGL NUMBER

Paid172.70 N07/29/2020

0.00 N0.0000 / / COMSTOCK MI, 49041-0378172.70 N07/29/2020PO 3781291

AP CHECKS 1201-1750SWBA0001993907/29/2020WEST MICHIGAN BUSINESS FORMSWMBF

172.70 Supplies542-371-72800

172.70 VENDOR TOTAL:

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 14/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid1,750.00 Y07/01/2020

0.00 Y0.0000 / / MATTAWAN MI, 490711,750.00 N07/01/202038159 24TH ST1259

ELECTRICAL INSPECTIONS 2020-06-15 TO 2020-06-28SWBA2020-07-01.307/01/2020WILLIAM WILCOXWWILCOX

1,750.00 Electrical Inspector542-371-81100

AMOUNTDESCRIPTIONGL NUMBER

Paid800.00 Y07/01/2020

0.00 Y0.0000 / / MATTAWAN MI, 49071800.00 N07/01/202038159 24TH ST1260

ELECTRICAL INSPECTIONS 2020-05-03 TO 2020-05-16SWBA2020-07-01.407/01/2020WILLIAM WILCOXWWILCOX

800.00 Electrical Inspector542-371-81100

AMOUNTDESCRIPTIONGL NUMBER

Paid2,400.00 Y07/01/2020

0.00 Y0.0000 / / MATTAWAN MI, 490712,400.00 N07/01/202038159 24TH ST1261

ELECTRICAL INSPECTIONS 2020-05-17 TO 2020-05-30SWBA2020-07-01.507/01/2020WILLIAM WILCOXWWILCOX

2,400.00 Electrical Inspector542-371-81100

AMOUNTDESCRIPTIONGL NUMBER

Paid2,100.00 Y07/01/2020

0.00 Y0.0000 / / MATTAWAN MI, 490712,100.00 N07/01/202038159 24TH ST1262

ELECTRICAL INSPECTIONS 2020-05-31 TO 2020-06-13SWBA2020-07-01.607/01/2020WILLIAM WILCOXWWILCOX

2,100.00 Electrical Inspector542-371-81100

AMOUNTDESCRIPTIONGL NUMBER

Paid1,700.00 Y07/15/2020

0.00 N0.0000 / / MATTAWAN MI, 490711,700.00 N07/15/202038159 24TH ST1278

ELECTRICAL INSPECTIONSSWBA2020-07-15.407/15/2020WILLIAM WILCOXWWILCOX

1,700.00 Electrical Inspector542-371-81100

Net Amount 1099Due DateDiscount Sep CKDisc. %Disc. DateCity/State/Zip

Gross Amount HoldPOCK Run DateAddressRef #Invoice DescriptionBankInvoicePost DateVendor nameVendor Code

INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY 15/15Page:08/21/2020 11:43 AMUser: kgibsonDB: Smba

POST DATES 07/01/2020 - 07/31/2020BOTH JOURNALIZED AND UNJOURNALIZED

PAID

AMOUNTDESCRIPTIONGL NUMBER

Paid2,050.00 Y07/29/2020

0.00 N0.0000 / / MATTAWAN MI, 490712,050.00 N07/29/202038159 24TH ST1288

ELECTRICAL INSPECTIONSSWBA2020-07-29.107/29/2020WILLIAM WILCOXWWILCOX

2,050.00 Electrical Inspector542-371-81100

10,800.00 VENDOR TOTAL:

59,272.99 TOTAL - ALL VENDORS:

Southwest Michigan Building Authority

7275 West Main Street Kalamazoo MI 49009

269-585-4150 www.swmiba.org

MEMORANDUM To: SMBA Board From: Staff Date: 8/21/2020 Re: Q1 & Q2 2020 Budget Adjustments Office Manager Deb Everett has prepared the proposed budget adjustments to align the budget with actual expenses incurred and attempt to adjust the forecast for some items accordingly.

2020 - 1st & 2nd Quarter Budget Amendments

GL# EXPENDITURES 2020

BUDGET EXPENDITURES

THRU 06.30.2020 AMENDED

BUDGET AMENDMENT

AMOUNT

542.371.70400 In Lieu Of - 810 810 Not budgeted - Kyle is eligible as FTE

542.371.81101 Plan Review 1,000.00 3,600 6,000 5,000 Process changed - SMBA is billed for review, then collects fee from project

542.371.81300 Plumbing Inspector 20,000.00 20,185 41,000 21,000 Inpection costs have exceeded budget

542.371.81400 Building Inspector 5,000.00 5,650 10,000 5,000 Inpection costs have exceeded budget

542.371.97600 Capital Outlay - 1,350 1,350 1,350 Not budgeted - purchase of Surface PRO/SMBA dropbox

33,160

GL# REVENUE 2020

BUDGET AMENDED

BUDGET AMENDMENT

AMOUNT

542.000.99999 Carryover - 33,160 33,160

Southwest Michigan Building Authority

7275 West Main Street Kalamazoo MI 49009

269-585-4150 www.swmiba.org

MEMORANDUM To: SMBA Board From: Administrative Assistant Kyle Gibson Date: 8/21/2020 Re: Draft Capital Improvement Plan Chair Farmer requested that staff prepare a list of potential immediate and future expenditures at the July 23rd regular board meeting for the board’s consideration at the August 27th meeting. This draft capital improvement plan goes through 2025 and accounts for future expenses as directed by the board.

CIP 2020-2025

Item GL FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 TotalOffice Chairs 542-371-97600 (Capital Outlay) 2,200.00$ 2,200.00$ Vehicle Replacement 542-371-97700 (Capital Outlay - Vehicle) 40,000.00$ 40,000.00$ Color Plotter / Scanner 542-371-97600 (Capital Outlay) 15,000.00$ 15,000.00$ Dedicated Check Printer 542-371-97600 (Capital Outlay) 500.00$ 500.00$ Replace Computers 542-371-97600 (Capital Outlay) 7,000.00$ 7,000.00$ 14,000.00$ Staff Workstation Upgrades 542-371-97600 (Capital Outlay) 2,100.00$ 2,100.00$

-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

4,800.00$ 22,000.00$ -$ -$ -$ 47,000.00$ 73,800.00$ Totals

Capital Improvement Plan for the Southwest Michigan Building Authority2020 to 2025

Estimated Spend AmountDraft for Board Review Presented 2020-08-27

I:\Budget\Capital Improvement Plan Page 1 of 1 Printed 8/19/2020 at 11:14 AM

Southwest Michigan Building Authority

7275 West Main Street Kalamazoo MI 49009

269-585-4150 www.swmiba.org

MEMORANDUM To: SMBA Board From: Office Manager Deb Everett Date: 8/24/2020 Re: Staffing This memo is to address Chair Farmer’s comments at the June board meeting regarding future staffing. I am looking to step away from the Office Manager position for a couple of reasons; I haven’t been in the office since mid-March so I feel very removed from the SMBA operation. Secondly, I don’t expect I will be returning to the office prior to my retirement in November. While current staff, Kyle Gibson and El Oropeza work together very well the operation does need a lead position who is responsible for the day to day operation and approval of certain functions, i.e., payroll, payables, PTO. Based on length of service, organizational skills, IT knowledge, and other attributes I am recommending Kyle be appointed Office Manager. I wouldn’t expect to see many differences with this change as I believe Kyle and El have already established a routine in performing their duties. Attached are drafts of updated job descriptions for the Office Manager and Administrative Assistant adding some of the duties not described in the current descriptions. SMBA has grown into an efficient system with excellent service to all its customers, internal and external. I believe with the current staff the operation will continue to excel and benefit its member townships. With this new role there would be the expectation of a salary increase which would be appropriate. To facilitate discussion, I’m including this information; all staff received increases in October 2019. I offer the suggestion that you might want to align increases with the budget year, therefore, waiting until January 1, 2021. You may want to consider a smaller increase at this time, then make another adjustment effective January 1st.

SOUTHWEST MICHIGAN BUILDING AUTHORITY POSITION DESCRIPTION Title: ADMINISTRATIVE ASSISTANT Reports to: OFFICE MANAGER Employment Status: Non-Exempt General Summary: Under the direct supervision of the Office Manager performs a variety of clerical duties. Essential Job Functions: Physical requirements described herein are representative of those requirements which must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodations may be made upon request to enable an individual with a disability to perform these essential job functions. The employee must be able to use word processing programs, BS&A programs and type various documents including memos, notices, time reports, building reports, etc. The employee must be able to maintain the records of the Building Official and the Southwest Michigan Building Authority (SMBA). To do so, he or she must be able to open up, maintain and close files, requiring lifting, standing, bending, walking, manipulation of the files within his or her office, as well as the office of the Building Official. The employee must also be able to move about to file and retrieve files from storage. In addition, the Administrative Operations Assistant is required to maintain and update the official records for SMBA and be able to file and retrieve these records from a secure location. The employee must be able to answer the telephone in English and communicate with others, must be able to make calls, schedule appointments and maintain the calendar for SMBA. The employee must be able to open, sort, read and distribute incoming correspondence, both regular and electronic. Typical Responsibilities: 1. Receive requests for inspections and schedule and notify appropriate inspector. 2. Submit invoices for payment approval to Office Manager. 3. Enter building, electrical, mechanical and plumbing permit requests into BS&A. 4. Submit permit requests to local municipalities for review and zoning approval.

5. Provide clerical assistance to Building Official as needed. 6. Submit timesheets to Office Manager. 7. Submit check requests for purchase orders to Office Manager. 8. Process payroll, accounts payables, cash receipting, and bank deposits as directed by

Office Manager. 9. Maintain SMBA records in coordination with local municipalities. 10. Assist Office Manager in assembling SMBA Board packets. 11. Receive FOIA requests; forward to SMBA FOIA Coordinator. Secondary Responsibilities: 1. Maintain office, answering the telephone, and provide service at the customer counter. 2. Maintain skill level as software and computers are updated. The above statements are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all duties performed. Employment Qualifications: EDUCATION: High School graduate or equivalent. EXPERIENCE: Must be able to meet prescribed typing and computer standards and maintain skill level as software and computers are updated. Strong interpersonal communications skills, both oral and written. These qualifications represent guidelines; alternative qualifications may be substituted if sufficient to perform the duties required by this position. Effective Date: 3/28/2019

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SOUTHWEST MICHIGAN BUILDING AUTHORITY POSITION DESCRIPTION

Title: OFFICE MANAGER Reports to: Building Authority Board Positions Supervised: Office Staff Employment Status: Contracted Non-Exempt Responsibilities: Physical requirements described herein are representative of those requirements which must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodations may be made upon request to enable an individual with a disability to perform these essential job functions. The employee must be able to use SMBA Software & Technology, word processing programs and type various documents including legal documents, memos, resolutions, notices, time reports, etc. The employee must be able to oversee maintenance of the records of the SMBA Building Operations Department. To do so, he or she must be able to open up, oversee maintenance and close files, requiring lifting, standing, bending, walking, manipulation of the files within his or her office, as well as the various SMBA offices. The employee must also be able to move about to file and retrieve files from storage. In addition, the Office Manager is required to oversee the maintenance and updating of the official records for SMBA and be able to file and retrieve these records from a secure location. The employee must be able to communicate in English and communicate with others regarding SMBA operations, technology and logistics. They must be able to make calls, assist the Building Official and/or Building Inspector and schedule appointments and to maintain the SMBA calendar. The employee must be able to open, sort, read and distribute incoming correspondence, both regular and electronic. Responsibilities:

1. Oversee/coordinate and direct office/customer service tasks. 2. Develops annual department financial budget and monitors throughout fiscal year;

provides monthly reports to SMBA Board regarding department activities. Prepares and presents needed budget amendments quarterly. 3. Set up and oversee administrative policies and procedures for SMBA.

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4. Review operating practices and procedures in order to determine whether

improvements can be made in areas such as workflow, reporting procedures, or expenditures.

5. Ensure that SMBA provides excellent customer service to both external and internal

customers. 6. Direct the filing of SMBA documents, records, and reports. 7. Supervise and train administrative staff, approve administrative staff timesheets

and PTO requests. 8. Prepare agendas, coordinate committee, board, and other meetings. Attend

meetings, and assure that the minutes of meetings are compiled and distributed accurately.

9. Assure staff understanding of administrative and operating policies and procedures. 10. Meet with individuals, jurisdictional groups and others after consultation with the

Board Chair and/or the Building Official to address and solve operational issues.

11. Prepare invoices, reports, memos, letters, financial statements and other documents. 12. Responsible for review, and approval, and processing of payroll for all employees. 13. Responsible for review, approval, and processing of invoices to be paid. 14. Manage IT systems. 15. Manage website.

Skills and Abilities: 1. Thorough knowledge of Microsoft Office and Excel required. Experience with

BS&A software a plus. 2. Basic accounting knowledge with previous experience in accounts

payable/receivables. 3. Ability to communicate well verbally and in written form. 4. Positive customer service attitude. 5. Detail oriented, strong organizational skills and the ability to prioritize tasks for self

and staff.

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6. Develop and maintain constructive and cooperative working relationships with

others with concentration on team building. 7. Knowledge of business and management principles involved in strategic planning,

resource allocation, human resource modeling, leadership technique, production methods, and coordination of people and resources.

8. Creative, self-motivated with a desire to foster continual improvements in

workflow and processes to improve the organization. 9. Encourage personal and staff professional development.

Educational Requirements:

1. Bachelor’s degree w/one year of experience in office management. 2. Associates degree w/five years of experience in office management. 3. Experience in a similar type job with 10 years of experience.

The above is intended to describe the general content of and requirements for the performance of the position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements for the position.

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Effective Date: 3/28/2019