SMBA Regular Board Meeting

Southwest Michigan Building Authority March 28, 2019 9:00 a.m. Oshtemo Township Hall Meeting Room 7275 West Main Street 269.585.4150 Agenda 1. Call to Order 2. Citizen Comments on Non-Agenda Items 3. Consent Agenda a. Meeting Minutes – February 28, 2019 Regular Meeting b. Meeting Minutes – March 5, 2019 Special Meeting c. Receipts & Disbursements Report d. Permits / Inspections Report 4. Board Consideration of Succession Plan 5. Board Consideration of Revised Job Descriptions a. Building Official b. Building Inspector c. Office Manager d. Administrative Assistant 6. Other Business 7. Adjournment 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. 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. Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 03/01/2019 08:35 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/8 User: kgibson DB: Smba POST DATES 02/01/2019 – 02/28/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 02/28/2019 N 2,997.15 DETROIT MI, 48267 / / 0.0000 N 0.00 824 PO BOX 674416 02/27/2019 N 2,997.15 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 02/27/2019 MARCH 2019 SWBA HEALTH INSURANCE 542-371-71600 Health Insurance 2,997.15 VENDOR TOTAL: 2,997.15 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 152.06 , / / 0.0000 N 0.00 812 02/13/2019 N 152.06 REITENOURG GARRETT REITENOUR 02/12/2019 010219-020719 SWBA REIMBURSEMENT FOR MILEAGE 542-371-87000 Mileage 152.06 GL NUMBER DESCRIPTION AMOUNT Paid 02/27/2019 N 50.00 , / / 0.0000 N 0.00 826 02/27/2019 N 50.00 REITENOURG GARRETT REITENOUR 02/27/2019 FEB. 2019 SWBA REIMBURSEMENT FOR PHONE USAGE 542-371-85300 Telephone 50.00 VENDOR TOTAL: 202.06 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 03/01/2019 08:35 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/8 User: kgibson DB: Smba POST DATES 02/01/2019 – 02/28/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 Y 1,350.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 809 6323 WINDDRIFT AVE 02/13/2019 N 1,350.00 0004 GARYAIRE, LLC 02/13/2019 012819-020819 SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81300 Plumbing Inspector 630.00 542-371-81200 Mechanical Inspector 585.00 542-371-81100 Electrical Inspector 135.00 1,350.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/27/2019 Y 1,800.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 829 6323 WINDDRIFT AVE 02/27/2019 N 1,800.00 0004 GARYAIRE, LLC 02/27/2019 021119-022219 SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81300 Plumbing Inspector 495.00 542-371-81200 Mechanical Inspector 720.00 542-371-81100 Electrical Inspector 585.00 1,800.00 VENDOR TOTAL: 3,150.00 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 03/01/2019 08:35 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/8 User: kgibson DB: Smba POST DATES 02/01/2019 – 02/28/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 97.56 , / / 0.0000 N 0.00 811 02/13/2019 N 97.56 REITENOURJ JERRY REITENOUR 02/12/2019 011419-020819 SWBA REIMBURSEMENT FOR MILEAGE 542-371-87000 Mileage 97.56 GL NUMBER DESCRIPTION AMOUNT Paid 02/27/2019 N 109.41 , / / 0.0000 N 0.00 825 02/27/2019 N 109.41 REITENOURJ JERRY REITENOUR 02/27/2019 021119-022219 SWBA REIMBURSEMENT FOR PHONE USAGE/MILEAGE 542-371-85300 Telephone 50.00 542-371-87000 Mileage 59.41 109.41 VENDOR TOTAL: 206.97 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 03/01/2019 08:35 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/8 User: kgibson DB: Smba POST DATES 02/01/2019 – 02/28/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 Y 540.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 808 426 SARAH LN 02/13/2019 N 540.00 0019 MP SERVICES LLC 02/13/2019 012819-020819 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 225.00 542-371-81300 Plumbing Inspector 315.00 540.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/27/2019 Y 630.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 828 426 SARAH LN 02/27/2019 N 630.00 0019 MP SERVICES LLC 02/27/2019 021119-022219 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 315.00 542-371-81300 Plumbing Inspector 270.00 542-371-81101 Plan Review 45.00 630.00 VENDOR TOTAL: 1,170.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 1,363.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 807 6395 TECHNOLOGY AVE, SUITE A 02/13/2019 N 1,363.00 TECH SECANT TECHNOLOGIES 02/13/2019 IREC005464 SWBA CLOUD HOSTING SERVICES 542-371-82700 IT Support/Website Host 1,363.00 VENDOR TOTAL: 1,363.00 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 03/01/2019 08:35 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/8 User: kgibson DB: Smba POST DATES 02/01/2019 – 02/28/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 371.00 KALAMAZOO MI, 49002 / / 0.0000 N 0.00 806 246 E KILGORE 02/13/2019 N 371.00 SIEGFRIED SIEGFRIED CRANDALL P.C. 02/13/2019 98048 SWBA CONSULTING SERVICES 542-371-82400 Consultants 371.00 VENDOR TOTAL: 371.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 67.07 CAROL STREAM IL, 60197 / / 0.0000 N 0.00 813 PO BOX 4181 02/13/2019 N 67.07 SPRINT SPRINT 02/13/2019 144563305-004 SWBA SPRINT USEAGE JAN 05 – FEB 04 2019 542-371-82700 IT Support/Website Host 67.07 VENDOR TOTAL: 67.07 GL NUMBER DESCRIPTION AMOUNT Paid 03/01/2019 N 130.02 PHILADELPHIA PA, 19170 / / 0.0000 N 0.00 822 PO BOX 7247 -0381 02/27/2019 N 130.02 0021 SUN LIFE FINANCIAL 02/27/2019 APRIL 2019 SWBA LIFE INSURANCE 542-371-71602 Disability/Life Insurance 130.02 VENDOR TOTAL: 130.02 GL NUMBER DESCRIPTION AMOUNT Paid 02/28/2019 N 367.85 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 823 8020 SOLUTIONS CENTER 02/27/2019 N 367.85 PHONE TELNET WORLDWIDE 02/27/2019 158642 SWBA PHONE 542-371-85300 Telephone 367.85 VENDOR TOTAL: 367.85 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 03/01/2019 08:35 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/8 User: kgibson DB: Smba POST DATES 02/01/2019 – 02/28/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 24.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 815 PO 6818 02/13/2019 N 24.00 0020 VISA 02/13/2019 1405 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 24.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 79.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 819 PO 6818 02/13/2019 N 79.00 0020 VISA 02/13/2019 3763 SWBA ICC PERMIT TECH MATERIALS PURCHASE 542-371-95800 Education/Dues 79.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 25.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 820 PO 6818 02/13/2019 N 25.00 0020 VISA 02/13/2019 4232 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 25.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 20.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 821 PO 6818 02/13/2019 N 20.00 0020 VISA 02/13/2019 4818 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 20.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 79.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 818 PO 6818 02/13/2019 N 79.00 0020 VISA 02/13/2019 5008 SWBA ICC PERMIT TECH MATERIALS PURCHASE 542-371-95800 Education/Dues 79.00 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 03/01/2019 08:35 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/8 User: kgibson DB: Smba POST DATES 02/01/2019 – 02/28/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 514.40 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 817 PO 6818 02/13/2019 N 514.40 0020 VISA 02/13/2019 5982 SWBA ICC PERMIT TECH MATERIALS PURCHASE 542-371-95800 Education/Dues 514.40 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 30.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 816 PO 6818 02/13/2019 N 30.00 0020 VISA 02/13/2019 8871 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 30.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 N 50.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 814 PO 6818 02/13/2019 N 50.00 0020 VISA 02/13/2019 9879 SWBA POSTAGE 542-371-72800 Supplies 50.00 VENDOR TOTAL: 821.40 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 03/01/2019 08:35 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/8 User: kgibson DB: Smba POST DATES 02/01/2019 – 02/28/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 02/13/2019 Y 1,350.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 810 1850 TOSCANA 02/13/2019 N 1,350.00 0023 WILLIAM WILCOX 02/13/2019 012819-020819 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 1,350.00 GL NUMBER DESCRIPTION AMOUNT Paid 02/27/2019 Y 540.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 827 1850 TOSCANA 02/27/2019 N 540.00 0023 WILLIAM WILCOX 02/27/2019 021119-022219 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 540.00 VENDOR TOTAL: 1,890.00 TOTAL – ALL VENDORS: 12,736.52 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Month: February 2019 Prepared By: Kyle Gibson Building Electrical Mechanical Plumbing Totals Oshtemo 18 19 31 17 85 Revenue $14,968.00 $3,293.00 $4,692.00 $2,351.00 $25,304.00 YTD Oshtemo 43 46 48 30 167 YTD Revenue $27,190.00 $7,588.00 $11,733.00 $4,592.00 $51,103.00 Cooper 2 2 9 2 15 Revenue $353.00 $220.00 $914.00 $253.00 $1,740.00 YTD Cooper 3 9 14 4 30 YTD Revenue $568.00 $1,015.00 $1,756.00 $517.00 $3,856.00 Total Permits 20 21 40 19 100 Total Revenue $15,321.00 $3,513.00 $5,606.00 $2,604.00 $27,044.00 YTD Total Permits 46 55 62 34 197 YTD Total Revenue $27,758.00 $8,603.00 $13,489.00 $5,109.00 $54,959.00 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 96 51 43 45 235 Cooper Inspections 24 10 11 4 49 YTD Oshtemo Inspections 180 105 103 84 472 YTD Cooper Inspections 31 19 17 6 73 Total Inspections 120 61 54 49 284 YTD Total Inspections 211 124 120 90 545 Permit Revenue Inspections 0 100 200 300 400 500 600 $0.00 $10,000.00 $20,000.00 $30,000.00 $40,000.00 $50,000.00 $60,000.00 $70,000.00 2019 Revenue by Month 2018 Revenue by Month 2019 Inspections by Month 2018 Inspections by Month Printed 3/1/2019 at 8:33 AM I:\SMBA Board Packets\Revenue & Inspections Report SOUTHWEST MICHIGAN BUILDING AUTHORITY Buildine Official Succession PIan When Southwest Michigan Building Authority (“SMBA”) was formed, Jerry Reitenour agreed to serve as the first Building Official for the Authority. This was with the understanding that he would employ his son, Garrett Reitenour, as the Building Inspector and train him to take over as the Building Official in approximately two years. That time has now come. At the request of the SMBA Board, both Jerry Reitenour and Garrett Reitenour have submitted their written acknowledgements outlining the transition of Garrett Reitenour from Building Inspector to Building Official and Jerry Reitenour’s transition from Building Official to Building InspectoriPlanning Reviewer (see attached written statements). With the agreement that the Building Official and the Building Inspector would trade positions, the SMBA Board moves to establish how the two positions will operate moving forward as part of an overall Succession Plan for the Authority. In doing so, the SMBA Board recognizes the following: o SMBA never intended to have a permanent, full-time Building Official and a full-time Building Inspector on staff. a a SMBA employed Garrett Reitenour as a full-time Building Inspector in order to provide for his training and transition to the position of Building Official. The Building Official has the final authority with regard to all permits issued by SMBA, in accordance with approved protocols, and, with increased responsibility should come a warranted increase in pay for Garrett Reitenour. t o o o a a a The new Building Inspector/Planning Reviewer will not be needed on a full-time basis since the new Building Official plans to do much of the field inspections himself. THEREFORE, the SMBA Board agrees as follows: Garrett Reitenour will assume the position of Building Official for SMBA as of April 1, 2019. Garrett Reitenour’s position shall be a full-time, salaried exempt position with a starting salary of $65,000, with a review in six (6) months of becoming the Building Official. Jerry Reitenour will assume the position of Building Inspector/Planning Reviewer as of April 1,2019. Jerry Reitenour’s position will be hourly, and paid at the same rate that he is currently receiving (due to his level of experience) with the following hours: o October through March of each year, the Building Inspector/Planning Reviewer will work approximately 20 hours per week, as determined by the Building Official and the SMBA Board. o May through September of each year, the Building Inspector/Planning Reviewer may work up to 30 hours per week as needed, and as determined by the Building Official and the SMBA Board. The Building Inspector/Planning Reviewer’s hourly rate will be $38.46. The motion was made by and seconded by 2 adopt the foregoing SMBA Building Official Succession Plan to The following voted “Aye” The following was absent: The following voted “Nay” The following “Abstained” The Chairperson declared that the and duly Everett, Secretary Building Authority ++* *+* Secretary of the Southwest Michigan motion to approve the Building Official the st Michigan Building Authority at a regular 2019, at which meeting a quorum was present, to take effect on 2019. Deborah Everett, Secretary Southwest Michigan Building Authority S meeting of and the 3 was ard held the t From: Sent To: Subject Reitenour Garrett Reitenour Monday, March 4, 2019 10:14 AM Jerry Reitenour FW: SMBA- Offi cial/lnsPector From: Garrett Reitenour Sent; Monday, March 4, 2019 9:25 AM To:’Cooper Township’ subj€ct: SM BA- Offi cial/lnspector Jerry has told me he was coming in today to talk with you about his plan for working/retirement’ He has an outline prepared and asked me to add my thoughts to it. Rather than adding on to what he has, I thought it would be easier to just email. lf he in fact would like to retire, I would expect some kind of transition out for him. something like working part time when we are slow, and then full time when we are busy. After he actually sets a time as to when he would like to be finally done, we would need to be looking for a replacement. I would think that bringing a replacement in during a slow time would be best. He and I could both work with them to get them up to speed, and the Jerry could transition out’ I would like to continue to do the majority of the inspections, specific plan reviews, and delegate the bulk of reviews and permit issuing. Additionally it may bL nelessary to delegate a few inspections, but that will be on a as needed basis’ As far as salaries go, as we discussed in the board meeting in Jan,, mine would increase as determined by the board’ For Jerry, it would depend on the schedule he work. lt he goes to a part timefull time schedule, I think that he would need to be hourly, at a rate determined by the board. lf he siays full time and salaried, then he and the board would need to discuss his salary level’ Garrett Reitenour Building Inspector Southwest Ml Bu ilding AuthoritY 7275 West Main Kalamazoo Ml 49009 greitenour@swmiba.org miba.ors 1 Session Plan. Date.3l0rl20L9 Jerry’s comments, Doesn’t matter to me if I stay on as the Building Official or turn over the Building official position to Garrett. The original goal was to get Garrett to the point where he would be able to obtain the Building officials registration and the training to be able to assume the responsibilities of the Building official, I believe we have accomplished both of those goals. lf the sMBA Board would like to appoint Garrett as building official, I am in support of that along with a fair wage adjustment associated with the Position. I would remain in the Building lnspectors position, working under Garrett,s direction. Knowing that Garrett would prefer to stay in the field, his preference is to have me stay mainly in the office, reviewing plans, issuing permits, and providing customer service as I have been. I do not believe it is necessary to rewrite Job Descriptions as it is the Building officials responsibility to review plans, issue permits can be accomplished by delegating that work as is common practice, it doesn’t matter who reviews plans as long as the work gets done, the Building Official is fulfilling his responsibilities’ ln regard to my wage, I don’t see any reason to lower the currant wage, especially considering the fact that sMBA hasn’t been offering or providing me the same benefits that other SMBA employees receive. Garretts will submit his comments in a separate letter’ Respectfully submitted bY, ) 1 SOUTHWEST MICHIGAN BUILDING AUTHORITY POSITION DESCRIPTION Title BUILDING OFFICIAL Reports to: Building Authority Board Positions Supervised: Building, Mechanical, Electrical and Plumbing Inspectors Employment Status: Exempt Broad Statement of Responsibilities: Responsible for overall direction and management of the Building, Mechanical, Electrical and Plumbing Inspectors in the enforcement of building codes and related ordinances, the issuance of related permits and the licensing of contractors within the Township to protect the health and safety of the public. Also responsible for the supervision, evaluation, discipline, and recommending hiring and discharge of Building, Mechanical, Electrical and Plumbing Inspectors. Specific Duties and Responsibilities: 1. Receives building permit applications; reviews, checks and examines construction plans, specifications and drawings to determine building code, site plan, and related ordinance compliance with State and local codes; issues building permits, maintains appropriate building permit records. 2. Supervises and directs Building, Electrical, Mechanical and Plumbing Inspectors; oversees and examines building plans and installation plans for electrical, mechanical and plumbing; issues permits for new construction and improvements, occupancy, etc.; assigns inspections and participates in inspections to ensure compliance with State and local regulations. 3. Oversees investigations of ordinance violation complaints and institutes action to prosecute violators of building code and zoning ordinances; represents the Township in legal matters regarding building and zoning regulation issues. 4. Participates in building inspections and issues violation notices if needed to violators; conducts occupancy inspections on both new and existing buildings, and issues permits accordingly. 5. Provides information and counsel on building code requirements to residents, builders, architects, engineers, attorneys, and SMBA Board. 2 6. Enforces Dangerous Building Ordinance including conducting investigations; orders correction of unsafe conditions in existing structures; arranges for issuance of condemnation notices; attends public hearing and monitors demolition process through to completion. 7. Assists Office Manager in developing financial budget. 6. 8. Oversees permits, plans and correspondence regarding buildings and plats within the Member Townships; maintains files of flood plain permits and records. 7. 9. Attends seminars and other continuing education classes as required by State of Michigan for maintaining required certification as Building Official; maintains ongoing awareness of construction trends/new materials through trade journals and attending seminars and trade conferences. 8. 10. Processes applications to the Construction Board of Appeals; attends Construction Board of Appeals meetings to respond to questions. 9. 11. Coordinates development and construction issues with Planning Department as necessary. 10.12. Performs other duties and special projects as requested. Knowledge, Skills and Abilities: 1. High school completion plus minimum five years of relevant experience in building construction, inspection and ordinance enforcement; Plan Review and Building Inspector and Building Official level designations by the State required; comprehensive knowledge of building code enforcement principles and practices required. 2. Communication and interpersonal skills to deal effectively with Member Township office staff at all levels, property owners, State and local government representatives, builders, contractors and general public. 3. Supervisory skills to effectively lead building inspection and ordinance enforcement staff toward achieving departmental goals. 4. Ability to independently plan, organize, and schedule work; ability to concentrate and pay close attention to details. 5. Valid driver’s license and ability to travel regularly throughout Member Townships; ability to climb, walk and stoop while visiting building inspection sites during all seasons and all weather conditions; occasionally may require lifting boxes of materials, office supplies, 3 files, records and equipment weighing minimum of 40 pounds to waist-high level; also requires manual dexterity to operate computer and other office equipment. 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. Effective Date: __________ SOUTHWEST MICHIGAN BUILDING AUTHORITY POSITION DESCRIPTION Title: PLAN REVIEWER/BUILDING INSPECTOR Reports to: Building Official Positions Supervised: None Employment Status: Non-Exempt Broad Statement of Responsibilities: Responsible for reviewing construction plans and conducting inspections of construction-inprocess to ensure compliance with State and local building codes. Enforces Township zoning ordinances by performing field investigations and responding to complaints. Specific Duties and Responsibilities 1. Reviews construction plans checking for compliance with applicable ordinances; issues building permits after State and local code compliance has been determined. 2. Visits construction sites as assigned; checks plans and specifications for on-site conformity to construction and building code; conducts inspections of actual construction and makes final inspections upon completion of new buildings, improvements or repairs to determine conformity with plans and code. 3. Verifies ordinance complaints and conducts inspections of violations; explains and interprets zoning ordinance to Township property owners; sends out ordinance violation notices when necessary; assists in prosecuting violators of ordinances. 4. Enters all building inspections and zoning notices in computer daily as necessary. 5. Enforces Dangerous Building Ordinance including conducting investigations; orders correction of unsafe conditions in existing structures; arranges for issuance of condemnation notices; attends public hearing and monitors demolition process through to completion. 6. Prepares periodic reports of inspection activities and maintains related records accordingly. 7. Attends seminars and other continuing education classes as required by State of Michigan for maintaining required designation as Building Inspector and qualified Plan Reviewer. 8. Performs other duties and special projects as requested to ensure effective operations of the department. Knowledge, Skills & Abilities: 1. High school completion plus minimum five years relevant experience including building construction, inspection and ordinance enforcement; Plan Review and Building Inspection level designation by the State required; knowledge of the building and zoning code enforcement principles and practices. 2. Communication and interpersonal skills to deal effectively with property owners, State and local government representatives, builders, contractors, other office staff and communityat-large. 3. Ability to independently organize and schedule assigned work to meet established deadlines; ability to concentrate and pay close attention to details. 4. Valid driver’s license and ability to travel regularly throughout Township; ability to climb, walk and stoop while visiting building inspection sites during all seasons and all weather conditions; occasionally may require lifting boxes of materials, office supplies, files, records and equipment weighing minimum of 40 pounds to waist-high level; also requires manual dexterity to operate computer and other office equipment. 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. Effective Date: 9/30/2016 1 SOUTHWEST MICHIGAN BUILDING AUTHORITY POSITION DESCRIPTION Title: OFFICE MANAGER Reports to: Building Authority Board Positions Supervised: Office Staff Employment Status: Contracted 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. 3. Set up and oversee administrative policies and procedures for SMBA. 2 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 Executive Director 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 of payroll for all employees. 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. 6. Develop and maintain constructive and cooperative working relationships with others with concentration on team building. 3 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. Effective Date: __________ SOUTHWEST MICHIGAN BUILDING AUTHORITY POSITION DESCRIPTION Title: ADMINISTRATIVE OPERATIONS ASSISTANT ADMINISTRATIVE ASSISTANT Reports to: Building Official Office Manager Employment Status: Non-Exempt General Summary: Under the direct supervision of the Building Official 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. 1.3 Enter all building, electrical, mechanical and plumbing permit requests into BS&A. 2.4 Submit all permit requests to local municipalities for review and zoning approval. 3.5 Prepare correspondence, receive mail, and maintain appointment/meeting schedule for Building Official. Provide clerical assistance to Building Official as needed. 4.6 Submit timesheets reports to SMBA Treasurer. Office Manager. 5.7 Submit check requests for purchase orders to SMBA Treasurer Office Manager. 5.8 Process payroll, accounts payable, cash receipting and bank deposits. 6.9 Send welcome letter to new businesses. 7.10 Maintain SMBA records. 8.11 Assemble Assist Office Manager in assembling SMBA Board packets. 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: ____________