SMBA Regular Board Meeting

Southwest Michigan Building Authority July 25, 2019 8:30 a.m. Oshtemo Township Hall 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 – June 27, 2019 Regular Meeting b. Receipts & Disbursements Report c. Permits / Inspections Report 4. Board Discussion of BS&A Licensing Structure 5. Board Discussion of Township Data Ownership 6. Other Business 7. Adjournment Southwest Michigan Building Authority June 27, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Jeff Sorensen called the meeting to order at 8:30 a.m. PRESENT: Jeff Sorensen, Chair, Cooper Representative Carol DeHaan, Treasurer, Cooper Representative Dusty Farmer, Oshtemo Representative Grant Taylor, Oshtemo Representative Also present were Building Official Garrett Reitenour, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – April 25, 2019 Regular Meeting Receipts & Disbursements Reports (April & May) Permits/Inspection Report (April & May) Motion by Taylor, second by DeHaan to approve the consent agenda. Carried 4-0. 2019 Audit Presentation Ben Walker of Seber Tans, P.C. presented an overview of the 2018 financial audit. Motion by Sorensen, second by Taylor to approve the draft audit. Carried 4-0. Board Chair Position Sorensen advised he would like to remain on the SMBA Board but step off as chair due to other commitments. Motion by Taylor, second by DeHaan to appoint member Dusty Farmer as Chair. BS&A Enterprise User Board consensus to appoint Grant Taylor as the Enterprise User for SMBA Building.net software program. Afirm Building Inspector Contract Motion by Sorensen, second by Taylor to affirm contract with Adam Dahlgren for building inspection services as needed. Carried 4-0. Meeting adjourned at 9:37 a.m. Next Regular Meeting – July 25, 2019 – 8:30 a.m. 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/28/2019 N 2,997.15 DETROIT MI, 48267 / / 0.0000 N 0.00 948 PO BOX 674416 06/19/2019 N 2,997.15 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 06/19/2019 JULY 2019 SWBA HEALTH INSURANCE 542-371-71600 Health Insurance 2,997.15 VENDOR TOTAL: 2,997.15 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 61.59 , / / 0.0000 N 0.00 917 06/05/2019 N 61.59 REITENOURG GARRETT REITENOUR 06/03/2019 2019-06-03.2 SWBA MILEAGE REIMBURSEMENT – TRUCK IN SHOP 542-371-87000 Mileage 61.59 GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 N 50.00 , / / 0.0000 N 0.00 946 06/19/2019 N 50.00 REITENOURG GARRETT REITENOUR 06/19/2019 JUNE 2019 SWBA REIMBURSEMENT FOR PHONE USAGE 542-371-85300 Telephone 50.00 VENDOR TOTAL: 111.59 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 Y 1,350.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 937 6323 WINDDRIFT AVE 06/19/2019 N 1,350.00 0004 GARYAIRE, LLC 06/19/2019 060319-061619 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 06/05/2019 Y 945.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 918 6323 WINDDRIFT AVE 06/05/2019 N 945.00 0004 GARYAIRE, LLC 06/03/2019 20190520-20190602SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81300 Plumbing Inspector 540.00 542-371-81200 Mechanical Inspector 360.00 542-371-81100 Electrical Inspector 45.00 945.00 VENDOR TOTAL: 2,295.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 N 635.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 949 5700 W MICHIGAN AVE 06/19/2019 N 635.00 HBA HBA OF WESTERN MICHIGAN 06/19/2019 3736 SWBA HBA MEMBERSHIP 542-371-95800 Education/Dues 635.00 VENDOR TOTAL: 635.00 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 14.88 , / / 0.0000 N 0.00 914 06/05/2019 N 14.88 KGIBSON KYLE GIBSON 06/03/2019 2019-06-03.1 SWBA MILEAGE REIMBURSEMENT 542-371-87000 Mileage 14.88 VENDOR TOTAL: 14.88 GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 N 30.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 951 2615 W F AVE 06/19/2019 N 30.00 0008 LARRY STEHOUWER 06/19/2019 APRIL-JUNE 2019 SWBA BOARD MEETING ATTENDANCE 542-371-72600 Board Member At Large Stipend 30.00 VENDOR TOTAL: 30.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 N 127.80 KALAMAZOO MI, 49001-3308 / / 0.0000 N 0.00 940 PO BOX 3308 06/19/2019 N 127.80 MI PRINT MI PRINT WORKS 06/19/2019 2548190529 SWBA BUSINESS CARDS 542-371-72800 Supplies 127.80 GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 N 181.54 KALAMAZOO MI, 49001-3308 / / 0.0000 N 0.00 939 PO BOX 3308 06/19/2019 N 181.54 MI PRINT MI PRINT WORKS 06/19/2019 2549190529 SWBA BUSINESS CARDS 542-371-72800 Supplies 181.54 VENDOR TOTAL: 309.34 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 Y 540.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 938 426 SARAH LN 06/19/2019 N 540.00 0019 MP SERVICES LLC 06/19/2019 060319-061619 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 180.00 542-371-81300 Plumbing Inspector 360.00 540.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 Y 810.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 919 426 SARAH LN 06/05/2019 N 810.00 0019 MP SERVICES LLC 06/03/2019 20190520-20190602SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 360.00 542-371-81300 Plumbing Inspector 450.00 810.00 VENDOR TOTAL: 1,350.00 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/16/2019 N 74.95 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 922 PO BOX 633301 06/05/2019 N 74.95 OFFICE DEP OFFICE DEPOT 06/03/2019 317220337001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 74.95 GL NUMBER DESCRIPTION AMOUNT Paid 06/09/2019 N 9.79 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 915 PO BOX 633301 06/05/2019 N 9.79 OFFICE DEP OFFICE DEPOT 06/03/2019 317221115001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 9.79 GL NUMBER DESCRIPTION AMOUNT Paid 06/16/2019 N 9.99 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 921 PO BOX 633301 06/05/2019 N 9.99 OFFICE DEP OFFICE DEPOT 06/03/2019 317221116001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 9.99 GL NUMBER DESCRIPTION AMOUNT Paid 06/23/2019 N 97.78 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 944 PO BOX 633301 06/19/2019 N 97.78 OFFICE DEP OFFICE DEPOT 06/19/2019 322455509001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 97.78 VENDOR TOTAL: 192.51 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 05/25/2019 N 88.70 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 916 PO BOX 802815 06/05/2019 N 88.70 0011 RICOH 06/03/2019 5056672216 SWBA COPIER 542-371-72801 Equipment/Maintenance 88.70 VENDOR TOTAL: 88.70 GL NUMBER DESCRIPTION AMOUNT Paid 06/26/2019 N 75.00 PRTAGE MI, 49002 06/19/2019 0.0000 N 0.00 952 1106 FOREST DR 06/19/2019 N 0.00 MISC SCOTT TAYLOR EXCAVATING 06/19/2019 00027846 SWBA BD Payment Refund 542-001-61900 01. Application Fee 25.00 542-001-61900 12. Sewers – Less than 6″ (Each) 5.00 542-001-61900 24. Inspection – Final 45.00 75.00 VENDOR TOTAL: 75.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/10/2019 N 2,000.00 KALAMAZOO MI, 49008 / / 0.0000 N 0.00 947 555 W. CROSSTOWN PARKWAY 06/19/2019 N 2,000.00 SEBERTANS SEBER TANS, PLC 06/19/2019 1000044992 SWBA AUDIT FEES 542-371-82500 Accounting/Audit Fees 2,000.00 VENDOR TOTAL: 2,000.00 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/15/2019 N 1,321.50 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 941 6395 TECHNOLOGY AVE, SUITE A 06/19/2019 N 1,321.50 TECH SECANT TECHNOLOGIES 06/19/2019 IREC006246 SWBA CLOUD HOSTING SERVICES 542-371-82700 IT Support/Website Host 1,321.50 VENDOR TOTAL: 1,321.50 GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 N 755.00 KALAMAZOO MI, 49002 / / 0.0000 N 0.00 942 246 E KILGORE 06/19/2019 N 755.00 SIEGFRIED SIEGFRIED CRANDALL P.C. 06/19/2019 100129 SWBA CONSULTING SERVICES 542-371-82400 Consultants 455.00 542-371-82500 Accounting/Audit Fees 300.00 755.00 VENDOR TOTAL: 755.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/28/2019 N 68.03 CAROL STREAM IL, 60197 / / 0.0000 N 0.00 945 PO BOX 4181 06/19/2019 N 68.03 SPRINT SPRINT 06/19/2019 144563305-008 SWBA MOBILE BROADBAND 542-371-82700 IT Support/Website Host 68.03 VENDOR TOTAL: 68.03 GL NUMBER DESCRIPTION AMOUNT Paid 07/01/2019 N 72.45 PHILADELPHIA PA, 19170 / / 0.0000 N 0.00 943 PO BOX 7247 -0381 06/19/2019 N 72.45 0021 SUN LIFE FINANCIAL 06/19/2019 247757 SWBA LIFE INSURANCE 542-371-71602 Disability/Life Insurance 72.45 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID VENDOR TOTAL: 72.45 GL NUMBER DESCRIPTION AMOUNT Paid 06/28/2019 N 368.81 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 950 8020 SOLUTIONS CENTER 06/19/2019 N 368.81 PHONE TELNET WORLDWIDE 06/19/2019 168548 SWBA PHONE 542-371-85300 Telephone 368.81 VENDOR TOTAL: 368.81 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 9/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 53.24 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 935 PO 6818 06/05/2019 N 53.24 0020 VISA 06/03/2019 0015 SWBA VEHICLE SERVICE 542-371-75100 Vehicle Gas/Maintenance 53.24 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 35.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 926 PO 6818 06/05/2019 N 35.00 0020 VISA 06/03/2019 1417 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 35.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 4.05 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 932 PO 6818 06/05/2019 N 4.05 0020 VISA 06/03/2019 3228 SWBA POST OFFICE 542-371-72800 Supplies 4.05 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 14.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 930 PO 6818 06/05/2019 N 14.00 0020 VISA 06/03/2019 3258 SWBA GARRETT COCM FOOD 542-371-95800 Education/Dues 14.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 35.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 927 PO 6818 06/05/2019 N 35.00 0020 VISA 06/03/2019 3855 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 35.00 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 10/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 362.97 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 934 PO 6818 06/05/2019 N 362.97 0020 VISA 06/03/2019 3959 SWBA GARRETT COCM HOTEL 542-371-75100 Vehicle Gas/Maintenance 362.97 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 12.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 924 PO 6818 06/05/2019 N 12.00 0020 VISA 06/03/2019 4284 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 12.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 44.53 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 933 PO 6818 06/05/2019 N 44.53 0020 VISA 06/03/2019 5341 SWBA UPS ADVIA PLANS 542-371-72800 Supplies 44.53 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 29.88 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 929 PO 6818 06/05/2019 N 29.88 0020 VISA 06/03/2019 5806 SWBA GARRETT COCM FOOD 542-371-95800 Education/Dues 29.88 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 39.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 923 PO 6818 06/05/2019 N 39.00 0020 VISA 06/03/2019 6616 SWBA GAS 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 11/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID 542-371-75100 Vehicle Gas/Maintenance 39.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 34.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 928 PO 6818 06/05/2019 N 34.00 0020 VISA 06/03/2019 7872 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 34.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 30.00 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 925 PO 6818 06/05/2019 N 30.00 0020 VISA 06/03/2019 8179 SWBA GAS 542-371-75100 Vehicle Gas/Maintenance 30.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 N 9.99 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 931 PO 6818 06/05/2019 N 9.99 0020 VISA 06/03/2019 8871 SWBA GARRETT COCM FOOD 542-371-95800 Education/Dues 9.99 VENDOR TOTAL: 703.66 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 07/12/2019 08:15 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 12/12 User: kgibson DB: Smba POST DATES 06/01/2019 – 06/30/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/19/2019 Y 2,025.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 936 1850 TOSCANA 06/19/2019 N 2,025.00 0023 WILLIAM WILCOX 06/19/2019 060319-061619 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 2,025.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/05/2019 Y 1,260.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 920 1850 TOSCANA 06/05/2019 N 1,260.00 0023 WILLIAM WILCOX 06/03/2019 20190520-20190602SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 1,260.00 VENDOR TOTAL: 3,285.00 TOTAL – ALL VENDORS: 16,673.62 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Month: June 2019 Prepared By: Kyle Gibson Building Electrical Mechanical Plumbing Totals Oshtemo 40 19 33 21 113 Revenue $14,773.00 $3,970.00 $5,315.00 $2,188.00 $26,246.00 YTD Oshtemo 225 161 169 122 677 YTD Revenue $100,473.00 $27,117.00 $31,266.35 $18,202.00 $177,058.35 Cooper 26 9 10 1 46 Revenue $26,274.00 $810.00 $1,350.00 $75.00 $28,509.00 YTD Cooper 80 42 43 14 179 YTD Revenue $41,691.00 $5,258.00 $5,573.00 $2,203.00 $54,725.00 Total Permits 66 28 43 22 159 Total Revenue $41,047.00 $4,780.00 $6,665.00 $2,263.00 $54,755.00 YTD Total Permits 305 203 212 136 856 YTD Total Revenue $142,164.00 $32,375.00 $36,839.35 $20,405.00 $231,783.35 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 117 85 44 43 289 Cooper Inspections 36 9 8 3 56 YTD Oshtemo Inspections 618 386 305 279 1588 YTD Cooper Inspections 155 69 64 25 313 Total Inspections 153 94 52 46 345 YTD Total Inspections 773 455 369 304 1901 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 7/12/2019 at 8:06 AM I:\SMBA Board Packets\Revenue & Inspections Report SOUTHWEST MICHIGAN BUILDING AUTHORITY BANK BALANCE REPORT Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 $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 $355,724.53 2019 $309,114.20 $300,098.15 $303,811.00 $246,716.30 $247,770.31 $279,624.65 $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 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Bank Account Balance by Month 2018 2019 Printed 7/12/2019 at 8:06 AM I:\SMBA Board Packets\Revenue & Inspections Report Memo To: SMBA Board Members From: Kyle Gibson Re: BS&A Licensing Date: July 25, 2019 Purpose Discuss current and propose alternative licensing structure for BS&A products. Current Licensing Structure Currently, both townships maintain a license and support contract for Building Department .NET. SMBA operates congruently under these two licenses but does not actually own the BS&A software. The current cost of each township maintaining independent licenses is: Oshtemo: $1,812.00/year Cooper: $1,280.00/year Total: $3,092.00/year Proposed Licensing Structure As proposed, SMBA would purchase the license and support contract from BS&A, with member townships operating under the SMBA umbrella license. This would remove the cost of an annual support contract from the townships, and place that burden on SMBA. The cost for SMBA to maintain a license is: $3,125.00/year Process Each township will need to provide BS&A with a letter indicating their desire to transfer their license for the Building Department .NET application to SMBA. SMBA would then sign a new license and support agreement with BS&A which would finalize that step of the process. SMBA would then assume the support fees from the townships. Sample Language for Letter The charter township of _______ (the Township) hereby makes known its desire to transfer our license for our Building Department .NET application to a third party, the Southwest Michigan Building Authority (SMBA). Furthermore, the Township hereby makes known its desire to cancel our currently held support contract with the understanding that a support contract for the application will be obtained by SMBA. Signed this ___ day of ____, 2019 by _________________, its Supervisor. x____________________________ 1 Kyle Gibson From: Mark Puetz Sent: Friday, July 19, 2019 3:38 PM To: Kyle Gibson Subject: RE: Licensing Question Attachments: Southwest Michigan Building Authority Kalamazoo – .NET BD 7.19.19.pdf Good afternoon Kyle: My apologies for the delay. Attached you will find the quote. As we had discussed, this is based on the assumption that both Cooper and Oshtemo Townships would effectively transfer their license over to SMBA, and the costs involved would simply represent the assumption of the annual maintenance and support fees by SMBA. Please let me know if you have any questions. Thank you. Mark Puetz Product Manager BS&A Software Phone: (517) 641-8900 Toll free (855) 272-7638 Fx (517) 641-8960 www.bsasoftware.com Note: This email message and any attachments are for the sole use of the intended recipient(s) and may contain confidential and/or privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by replying to this email, and destroy all copies of the original message. From: Kyle Gibson [mailto:kjgibson@swmiba.org] Sent: Friday, July 19, 2019 8:35 AM To: Mark Puetz Subject: RE: Licensing Question Hi Mark, I just wanted to follow up with you on this request for a quote. Thank you, Kyle Gibson 2 Administrative Assistant Southwest Michigan Building Authority (SMBA) Direct Line: (269) 585‐4154 Main Line: (269) 585‐4150 From: Kyle Gibson Sent: Wednesday, July 10, 2019 11:27 AM To: ‘Mark Puetz’ Subject: RE: Licensing Question Thank you Mark. I think that SMBA is definitely interested in taking over licensing & support. Could you please provide a quote for that, along with what the townships are currently paying so that we can compare cost? Kyle Gibson Administrative Assistant Southwest Michigan Building Authority (SMBA) Direct Line: (269) 585‐4154 Main Line: (269) 585‐4150 From: Mark Puetz Sent: Tuesday, July 9, 2019 3:37 PM To: Kyle Gibson Subject: RE: Licensing Question Good afternoon Kyle: Unfortunately for the way that this process evolves, the situation often gets a little convoluted, and then we end up in a spot like this. From our perspective, there are a few different wrinkles here, where we strive to not be punitive, but it can often come across as confusing as the situation evolves. So, in this particular case, Cooper Township and Oshtemo Township have both owned the software for several years. We have historically allowed for a third party, such as yourself, to act as a contractor in these situations, since that is within the definition of it being used for these townships that are already licensed to use the software. We have, on occasion, encountered situations like this, where the person acting as the contractor to the municipality wishes to assume the townships license. Historically, all that we require to handle this is… 1. Letters from the municipality (or municipalities in this case) indicating that they wish to transfer the license to the third party. 2. A signed license agreement from the entity that the license is being transferred to. At that point, we do not charge a new license fee to the receiver of the license, they would simply assume the support fees that had previously been paid for by the municipalities in question. So far as a recommendation of whether or not to continue with the current arrangement, or to transfer the license, there is generally less confusion when the license is transferred, as we otherwise end up in a situation like this, where the entity that is our customer is not directly using the application, and no longer sees the benefit to paying 3 maintenance on it, and then cancels that, without having considered, or even realized that someone else is still using it under that agreement. The downside, mostly for the municipality, of them transferring the license to you is that you would become the owner of the license agreement at that point, which then creates the future possibility of them having to request for you to transfer the license back to them. If you would like to proceed with that approach, I can definitely get a quote around for you on what the costs would be for that. As I said previously, it would effectively just be a quote stating what the support costs would be going forward, assuming that the licenses for Oshtemo and Cooper Township were transferred to you. Let me know if there is anything that I can do to assist. Thank you. Mark Puetz Product Manager BS&A Software Phone: (517) 641-8900 Toll free (855) 272-7638 Fx (517) 641-8960 www.bsasoftware.com Note: This email message and any attachments are for the sole use of the intended recipient(s) and may contain confidential and/or privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by replying to this email, and destroy all copies of the original message. From: Kyle Gibson [mailto:kjgibson@swmiba.org] Sent: Tuesday, July 9, 2019 11:59 AM To: Mark Puetz Subject: Licensing Question Good morning! I’m contacting you in regards to your recent communication with DeAnna at Cooper Township. Your assumptions are correct; SMBA has a remote desktop environment in which we run BS&A software. I was not aware that SMBA did not pay for a support contract. My understanding was that SMBA would have the primary license, and our member townships would operate under that license. My question is as follows; is it your recommendation that we continue under the current licensing structure, or should SMBA obtain the license? If SMBA were to obtain a license, could you provide a quote for that? Please let me know if you need any other information from me; I really appreciate your time. Thank you, 4 Kyle Gibson Administrative Assistant Southwest Michigan Building Authority (SMBA) Direct Line: (269) 585‐4154 Main Line: (269) 585‐4150 BS&A Software 14965 Abbey Lane Bath MI 48808 (855) BSA-SOFT / fax (517) 641-8960 bsasoftware.com Proposal for Software and Services, Presented to… Southwest Michigan Building Authority, Kalamazoo County MI July 19, 2019 Quoted by: Dan J. Burns, CPA Thank you for the opportunity to quote our software and services. At BS&A, we are focused on delivering unparalleled service, solutions, support, and customer satisfaction. You’ll see this in our literature, but it’s not just a marketing strategy… it’s a mindset deeply embedded in our DNA. Our goal is to provide such remarkable customer service that our customers feel compelled to remark about it. We are extremely proud of the many long-term customer relationships we have built. Our success is directly correlated with putting the customer first and consistently choosing to listen. Delivering unparalleled customer service is the foundation of our company. Southwest Michigan Building Authority, Kalamazoo County MI | July 19, 2019 Dan J. Burns, CPA, Account Executive | (855) 272-7638 | dburns@bsasoftware.com Page 2 of 4 Prices good for a period of 90 days from date on proposal Cost Summary Software is licensed for use only by the entity identified on the cover page. If used for additional entities or agencies, please contact BS&A for appropriate pricing. Prices subject to change if the actual count is significantly different than the estimated count. Annual Service Fee Community Development Building Department .NET $3,125 SMBA will assume the licenses of Cooper and Oshemo Townships in Kalamazoo County. The first year price is representative of assuming the cost of the annual service fee. Thereafter, BS&A Software reserves the right to increase the Annual Service Fee by no more than the yearly Consumers Price Index (CPI). Southwest Michigan Building Authority, Kalamazoo County MI | July 19, 2019 Dan J. Burns, CPA, Account Executive | (855) 272-7638 | dburns@bsasoftware.com Page 3 of 4 Prices good for a period of 90 days from date on proposal Acceptance Signature constitutes… 1. An order for products and services as quoted Quoted prices do not include Program Customization, training beyond the estimated number of days, or recommended Bank Reconciliation Consultation 2. Agreement with the proposed Annual Service Fees 3. Acceptance of BS&A’s hardware recommendations required to efficiently run the .NET applications Signature Date BS&A PLEDGE. We offer a one-year, risk-reversal pledge on our software. If, up to a year after installation, you are not happy with our software and service, you can return our software for a full refund. Returning Accepted Proposal to BS&A Please return the entire proposal, with signature/date (this page) and contact information (next page) filled out, by any of these methods: Mail: BS&A Software 14965 Abbey Lane Bath, MI 48808 Fax: (517) 641-8960 Email: dburns@bsasoftware.com Once your proposal is received, a BS&A representative will contact you to begin the scheduling process. Southwest Michigan Building Authority, Kalamazoo County MI | July 19, 2019 Dan J. Burns, CPA, Account Executive | (855) 272-7638 | dburns@bsasoftware.com Page 4 of 4 Prices good for a period of 90 days from date on proposal Contact Information If any mailing addresses are PO Boxes, please also provide a Street Address for UPS/Overnight mail. If additional contacts need to be submitted, please make a copy of this page. Key Contact for Implementation and Project Management Name______________________________________________________________________________ Title__________________________________________________ Phone/Fax_________________________________________________________________________ Email_________________________________________________ Mailing Address____________________________________________________________________________________________________________________________ City, State, Zip______________________________________________________________________________________________________________________________ IT Contact Name______________________________________________________________________________ Title__________________________________________________ Phone/Fax_________________________________________________________________________ Email_________________________________________________ Mailing Address____________________________________________________________________________________________________________________________ City, State, Zip______________________________________________________________________________________________________________________________ Memo To: SMBA Board Members From: Kyle Gibson Re: Clarification on Data Ownership Date: July 25, 2019 Purpose Clarify and put to writing via an amendment to the Interlocal Government Agreement or other instrument the ownership of data used by SMBA and the process by which a township could regain control of said data. Background It has been brought to our attention that there is no written statement regarding the ownership of township data (records held within BS&A software, attachments, etc.). Proposal I would defer to SMBA’s legal counsel for the actual language, but here are the key points: – Data is always owned by the respective township and is controlled on a day to day basis by SMBA. – Should a township withdraw from SMBA or should SMBA be dissolved, data would be returned to the control of the township. – If SMBA is completely dissolved, then SMBA would bear the cost of BS&A stripping the data from the conjoined database and returning it to the township. – If a single jurisdiction withdraws but SMBA remains in-tact, then the township would bear the cost of BS&A stripping the data from the conjoined database and returning it to the township.