SMBA Regular Board Meeting

Southwest Michigan Building Authority December 4th, 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. Presentation from Geoff Lansky 4. Consent Agenda a. Meeting Minutes – October 24, 2019 Regular Meeting b. Receipts & Disbursements Report (October 2019) c. Permits / Inspections Report (October 2019) d. Receipts & Disbursements Report (As of November 25, 2019) e. Permits / Inspections Report (As of November 25, 2019) 5. Board Discussion of Budget Amendments 6. Board Discussion of Inspector Workflow & Tablet Purchase Proposal 7. Board Discussion of Updates to the F.O.I.A. Policy 8. Chair Report 9. Other Business 10. Adjournment Southwest Michigan Building Authority October 24, 2019 The SMBA regular meeting was held at the Oshtemo Township Hall, Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Carol DeHaan, Cooper Representative Grant Taylor, Oshtemo Representative Larry Stehouwer, Citizen at Large Representative Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, and Board Secretary Deb Everett. Consent Agenda Meeting Minutes – September 26, 2019 Regular Meeting Meeting Minutes – October 4, 2019 Special Meeting Receipts & Disbursements Report Permits/Inspection Report Motion by Taylor, second by Stehouwer to approve the consent agenda. Carried 4-0. Consideration of 2020 Budget The proposed 2020 budget was before the Board. Member Taylor suggested a Capital Improvement Plan should be formulated. Other discussion included investing a portion of the fund balance, Treasurer DeHaan will explore. Motion by Taylor, second by DeHaan to approve the 2020 budget. Carried 4-0. Other Business Motion by Stehouwer, second by Farmer to cancel the December 19th meeting and reschedule to December 4th at 8:30 a.m. at Oshtemo Township Hall. Carried 4-0. Motion by Farmer, second by Taylor to add Chair Report to future meeting agendas. Carried 4-0. Meeting adjourned at 9:20 a.m. Next Regular Meeting – December 4, 2019 – 8:30 a.m. 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 11/25/2019 12:57 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/7 User: kgibson DB: Smba POST DATES 10/01/2019 – 10/31/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/23/2019 Y 810.00 CASSOPOLIS MI, 49031 / / 0.0000 N 0.00 1062 21670 SHIAWASSEE 10/23/2019 N 810.00 ADAHLGREN ADAM J DAHLGREN 10/23/2019 2019-10-23 SWBA BUILDING INSPECTIONS 542-371-81400 Building Inspector 810.00 VENDOR TOTAL: 810.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/09/2019 N 1,421.50 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1054 6395 TECHNOLOGY AVE STE A 10/09/2019 N 1,421.50 TECH AUNALYTICS 10/09/2019 IREC007067 SWBA CLOUD HOSTING SERVICES 542-371-82700 IT Support/Website Host 1,421.50 VENDOR TOTAL: 1,421.50 GL NUMBER DESCRIPTION AMOUNT Paid 10/23/2019 N 2,997.15 DETROIT MI, 48267 / / 0.0000 N 0.00 1063 PO BOX 674416 10/23/2019 N 2,997.15 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 10/23/2019 0070043238 SWBA HEALTH INSURANCE 542-371-71600 Health Insurance 2,997.15 VENDOR TOTAL: 2,997.15 GL NUMBER DESCRIPTION AMOUNT Paid 10/09/2019 N 50.00 , / / 0.0000 N 0.00 1051 10/09/2019 N 50.00 REITENOURG GARRETT REITENOUR 10/09/2019 OCTOBER 2019 SWBA REIMBURSEMENT FOR PHONE USAGE 542-371-85300 Telephone 50.00 VENDOR TOTAL: 50.00 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 11/25/2019 12:57 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/7 User: kgibson DB: Smba POST DATES 10/01/2019 – 10/31/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/09/2019 Y 1,170.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1050 6323 WINDDRIFT AVE 10/09/2019 N 1,170.00 0004 GARYAIRE, LLC 10/09/2019 092319-100619 SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81300 Plumbing Inspector 810.00 542-371-81200 Mechanical Inspector 360.00 1,170.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/23/2019 Y 900.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1059 6323 WINDDRIFT AVE 10/23/2019 N 900.00 0004 GARYAIRE, LLC 10/23/2019 2019-10-23 SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81100 Electrical Inspector 180.00 542-371-81200 Mechanical Inspector 360.00 542-371-81300 Plumbing Inspector 360.00 900.00 VENDOR TOTAL: 2,070.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/08/2019 N 463.15 KALAMAZOO MI, 49007 / / 0.0000 N 0.00 1081 211 SOUTH ROSE STREET 10/08/2019 N 463.15 0024 GREENLEAF TRUST 10/08/2019 15360 SWBA Q3-2019 ADMIN FEES 542-371-72200 Pension Plan 463.15 VENDOR TOTAL: 463.15 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 11/25/2019 12:57 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/7 User: kgibson DB: Smba POST DATES 10/01/2019 – 10/31/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/23/2019 N 88.78 KALAMAZOO MI, 49001 / / 0.0000 N 0.00 1057 2650 MILLCORK ST SUITE A 10/23/2019 N 88.78 INTEGRITY INTEGRITY BUSINESS SOLUTIONS 10/23/2019 1968864-0 SWBA GREEN LABELS 542-371-72800 Supplies 88.78 VENDOR TOTAL: 88.78 GL NUMBER DESCRIPTION AMOUNT Paid 10/23/2019 N 182.00 KALAMAZOO MI, 49001-3308 / / 0.0000 N 0.00 1064 PO BOX 3308 10/23/2019 N 182.00 MI PRINT MI PRINT WORKS 10/23/2019 3241191001 SWBA #10 ENVELOPES REORDER 542-371-72800 Supplies 182.00 VENDOR TOTAL: 182.00 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 11/25/2019 12:57 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/7 User: kgibson DB: Smba POST DATES 10/01/2019 – 10/31/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/09/2019 Y 1,485.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1049 426 SARAH LN 10/09/2019 N 1,485.00 0019 MP SERVICES LLC 10/09/2019 092319-100619 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81300 Plumbing Inspector 675.00 542-371-81200 Mechanical Inspector 810.00 1,485.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/23/2019 Y 2,115.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1060 426 SARAH LN 10/23/2019 N 2,115.00 0019 MP SERVICES LLC 10/23/2019 2019-10-23 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81300 Plumbing Inspector 1,350.00 542-371-81200 Mechanical Inspector 765.00 2,115.00 VENDOR TOTAL: 3,600.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/27/2019 N 109.78 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1056 PO BOX 633301 10/23/2019 N 109.78 OFFICE DEP OFFICE DEPOT 10/23/2019 384832610001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 109.78 VENDOR TOTAL: 109.78 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 11/25/2019 12:57 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/7 User: kgibson DB: Smba POST DATES 10/01/2019 – 10/31/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/09/2019 N 1,252.50 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1052 7275 W MAIN STREET 10/09/2019 N 1,252.50 OSHTEMO OSHTEMO TOWNSHIP 10/09/2019 10076 SWBA LEGAL SUPPORT 542-371-82600 Legal Fees 1,252.50 VENDOR TOTAL: 1,252.50 GL NUMBER DESCRIPTION AMOUNT Paid 10/25/2019 N 74.04 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 1058 PO BOX 802815 10/23/2019 N 74.04 0011 RICOH 10/23/2019 5057844474 SWBA COPIER 542-371-72801 Equipment/Maintenance 74.04 VENDOR TOTAL: 74.04 GL NUMBER DESCRIPTION AMOUNT Paid 10/09/2019 N 250.00 KALAMAZOO MI, 49002 / / 0.0000 N 0.00 1053 246 E KILGORE 10/09/2019 N 250.00 SIEGFRIED SIEGFRIED CRANDALL P.C. 10/09/2019 100734 SWBA CONSULTING SERVICES 542-371-82700 IT Support/Website Host 250.00 VENDOR TOTAL: 250.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/28/2019 N 67.07 CAROL STREAM IL, 60197 / / 0.0000 N 0.00 1067 PO BOX 4181 10/23/2019 N 67.07 SPRINT SPRINT 10/23/2019 144563305-012 SWBA HOTSPOT 9/5/19 TO 10/4/19 542-371-82700 IT Support/Website Host 67.07 VENDOR TOTAL: 67.07 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 11/25/2019 12:57 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/7 User: kgibson DB: Smba POST DATES 10/01/2019 – 10/31/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/01/2019 N 110.83 PHILADELPHIA PA, 19170 / / 0.0000 N 0.00 1065 PO BOX 7247 -0381 10/23/2019 N 110.83 0021 SUN LIFE FINANCIAL 10/23/2019 247757 SWBA LIFE INSURANCE 542-371-71602 Disability/Life Insurance 110.83 VENDOR TOTAL: 110.83 GL NUMBER DESCRIPTION AMOUNT Paid 09/28/2019 N 350.79 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 1047 8020 SOLUTIONS CENTER 10/03/2019 N 350.79 PHONE TELNET WORLDWIDE 10/03/2019 175689 SWBA PHONE 542-371-85300 Telephone 350.79 GL NUMBER DESCRIPTION AMOUNT Paid 10/28/2019 N 350.23 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 1066 8020 SOLUTIONS CENTER 10/23/2019 N 350.23 PHONE TELNET WORLDWIDE 10/23/2019 178030 SWBA PHONE 542-371-85300 Telephone 350.23 VENDOR TOTAL: 701.02 GL NUMBER DESCRIPTION AMOUNT Paid 10/09/2019 N 469.42 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 1055 PO 6818 10/09/2019 N 469.42 0020 VISA 10/09/2019 082819-092719 SWBA VISA PAYMENT 542-371-75100 Vehicle Gas/Maintenance 181.00 542-371-72800 Supplies 127.93 542-371-95800 Education/Dues 160.49 469.42 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 11/25/2019 12:57 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/7 User: kgibson DB: Smba POST DATES 10/01/2019 – 10/31/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID VENDOR TOTAL: 469.42 GL NUMBER DESCRIPTION AMOUNT Paid 10/09/2019 Y 990.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1048 1850 TOSCANA 10/09/2019 N 990.00 0023 WILLIAM WILCOX 10/09/2019 092319-100619 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 990.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/23/2019 Y 1,395.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1061 1850 TOSCANA 10/23/2019 N 1,395.00 0023 WILLIAM WILCOX 10/23/2019 2019-10-23 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 1,395.00 VENDOR TOTAL: 2,385.00 TOTAL – ALL VENDORS: 17,102.24 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Month: October 2019 Prepared By: Kyle Gibson Building Electrical Mechanical Plumbing Totals Oshtemo 72 29 45 64 210 Revenue $55,856.07 $3,777.00 $8,758.00 $7,423.00 $75,814.07 YTD Oshtemo 426 255 331 318 1330 YTD Revenue $223,568.82 $45,930.00 $62,349.35 $45,823.00 $377,671.17 Cooper 15 12 9 10 46 Revenue $9,574.75 $1,925.00 $1,267.00 $2,102.00 $14,868.75 YTD Cooper 164 80 84 46 374 YTD Revenue $75,838.75 $10,841.00 $11,837.00 $9,222.00 $107,738.75 Total Permits 87 41 54 74 256 Total Revenue $65,430.82 $5,702.00 $10,025.00 $9,525.00 $90,682.82 YTD Total Permits 590 335 415 364 1704 YTD Total Revenue $299,407.57 $56,771.00 $74,186.35 $55,045.00 $485,409.92 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 146 69 72 93 380 Cooper Inspections 57 9 8 15 89 YTD Oshtemo Inspections 1138 607 559 556 2860 YTD Cooper Inspections 347 121 119 72 659 Total Inspections 203 78 80 108 469 YTD Total Inspections 1485 728 678 628 3519 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 2019 Revenue by Month 2018 Revenue by Month 2019 Inspections by Month 2018 Inspections by Month Printed 11/25/2019 at 1:25 PM 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 $315,434.78 $341,724.68 $362,110.12 $442,134.66 $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 Printed 11/25/2019 at 1:25 PM I:\SMBA Board Packets\Revenue & Inspections Report 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 11/25/2019 12:59 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/8 User: kgibson DB: Smba POST DATES 11/01/2019 – 11/25/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/20/2019 Y 270.00 CASSOPOLIS MI, 49031 / / 0.0000 N 0.00 1088 21670 SHIAWASSEE 11/20/2019 N 270.00 ADAHLGREN ADAM J DAHLGREN 11/20/2019 11/4 TO 11/17 SWBA BUILDING INSPECTIONS 11/4 542-371-81400 Building Inspector 270.00 VENDOR TOTAL: 270.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/05/2019 N 5.00 , / / 0.0000 Y 0.00 1068 11/05/2019 N 5.00 MISC ADVIA CREDIT UNION 11/05/2019 2019-11-05.1 SWBA ADVIA ACCOUNT ACTIVATION 542-371-95700 Bank Service Charges 5.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/05/2019 N 150,000.00 , / / 0.0000 Y 0.00 1069 11/05/2019 N 150,000.00 MISC ADVIA CREDIT UNION 11/05/2019 2019-11-05.2 SWBA CD PURCHASE 542-000-00300 CASH – CERTIFICATES OF DEPOSIT 150,000.00 VENDOR TOTAL: 150,005.00 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 11/25/2019 12:59 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/8 User: kgibson DB: Smba POST DATES 11/01/2019 – 11/25/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/16/2019 N 1,421.50 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1071 6395 TECHNOLOGY AVE STE A 11/06/2019 N 1,421.50 TECH AUNALYTICS 11/06/2019 IREC007264 SWBA CLOUD HOSTING SERVICES 542-371-82700 IT Support/Website Host 1,421.50 GL NUMBER DESCRIPTION AMOUNT Paid 11/30/2019 N 1,421.50 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1094 6395 TECHNOLOGY AVE STE A 11/20/2019 N 1,421.50 TECH AUNALYTICS 11/20/2019 IREC007465 SWBA CLOUD HOSTING SERVICES 542-371-82700 IT Support/Website Host 1,421.50 VENDOR TOTAL: 2,843.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/20/2019 N 1,000.00 Portage MI, 49024 11/20/2019 0.0000 N 0.00 1084 4200 W Centre 11/20/2019 N 0.00 MISC AVB CONSTRUCTION 11/20/2019 BTCO19-006 SWBA BD Bond Refund 542-000-26200 BTCO19-006 1,000.00 VENDOR TOTAL: 1,000.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/28/2019 N 2,997.15 DETROIT MI, 48267 / / 0.0000 N 0.00 1090 PO BOX 674416 11/20/2019 N 2,997.15 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 11/20/2019 007043238 SWBA HEALTH INSURANCE DECEMBER 2019 542-371-71600 Health Insurance 2,997.15 VENDOR TOTAL: 2,997.15 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 11/25/2019 12:59 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/8 User: kgibson DB: Smba POST DATES 11/01/2019 – 11/25/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/30/2019 N 2,521.00 BATH MI, 48808 / / 0.0000 N 0.00 1076 14965 ABBEY LANE 11/06/2019 N 2,521.00 BS&A BS&A 11/06/2019 126558 SWBA COMPUTER SOFTWARE & SUPPORT 542-371-82700 IT Support/Website Host 2,521.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/30/2019 N 205.00 BATH MI, 48808 / / 0.0000 N 0.00 1075 14965 ABBEY LANE 11/06/2019 N 205.00 BS&A BS&A 11/06/2019 126830 SWBA EL REPORT DESIGNER TRAINING 10/30/19 542-371-95800 Education/Dues 205.00 VENDOR TOTAL: 2,726.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/06/2019 N 111.36 , / / 0.0000 N 0.00 1070 11/06/2019 N 111.36 EOROPEZA ELVIRA OROPEZA 11/06/2019 2019-11-05.3 SWBA MILEAGE REIMBURSEMENT 542-371-87000 Mileage 111.36 VENDOR TOTAL: 111.36 GL NUMBER DESCRIPTION AMOUNT Paid 12/06/2019 N 997.00 , / / 0.0000 N 0.00 1095 11/20/2019 N 997.00 EMC EMC INSURANCE 11/20/2019 E-98180312 SWBA SMBA INSURANCE 542-371-75101 General Insurance 997.00 VENDOR TOTAL: 997.00 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 11/25/2019 12:59 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/8 User: kgibson DB: Smba POST DATES 11/01/2019 – 11/25/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/20/2019 N 50.00 , / / 0.0000 N 0.00 1085 11/20/2019 N 50.00 REITENOURG GARRETT REITENOUR 11/20/2019 NOV 2019 SWBA REIMBURSEMENT FOR PHONE USAGE 542-371-85300 Telephone 50.00 VENDOR TOTAL: 50.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/20/2019 Y 1,395.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1087 6323 WINDDRIFT AVE 11/20/2019 N 1,395.00 0004 GARYAIRE, LLC 11/20/2019 11/4 TO 11/17 SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81300 Plumbing Inspector 900.00 542-371-81200 Mechanical Inspector 495.00 1,395.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/06/2019 Y 2,070.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1077 6323 WINDDRIFT AVE 11/06/2019 N 2,070.00 0004 GARYAIRE, LLC 11/06/2019 20191021-20191103SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81300 Plumbing Inspector 1,395.00 542-371-81200 Mechanical Inspector 585.00 542-371-81100 Electrical Inspector 90.00 2,070.00 VENDOR TOTAL: 3,465.00 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 11/25/2019 12:59 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/8 User: kgibson DB: Smba POST DATES 11/01/2019 – 11/25/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/06/2019 N 140.00 Rancho Cucamonga CA, 91730 11/06/2019 0.0000 N 0.00 1074 9595 Lucas Ranch Rd #100 11/06/2019 N 0.00 MISC Jones Covey Group Inc 11/06/2019 00028867 SWBA BD Payment Refund 542-001-61800 01. Application Fee 25.00 542-001-61800 16. Piping (Fuel Gas) 25.00 542-001-61800 38. Inspection – Underground 45.00 542-001-61800 38. Inspection – Final 45.00 140.00 VENDOR TOTAL: 140.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/20/2019 Y 585.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1086 426 SARAH LN 11/20/2019 N 585.00 0019 MP SERVICES LLC 11/20/2019 11/4 TO 11/17 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 270.00 542-371-81300 Plumbing Inspector 315.00 585.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/06/2019 Y 1,485.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1079 426 SARAH LN 11/06/2019 N 1,485.00 0019 MP SERVICES LLC 11/06/2019 20191023-20191103SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 810.00 542-371-81300 Plumbing Inspector 675.00 1,485.00 VENDOR TOTAL: 2,070.00 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 11/25/2019 12:59 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/8 User: kgibson DB: Smba POST DATES 11/01/2019 – 11/25/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/06/2019 N 31.49 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1072 PO BOX 633301 11/06/2019 N 31.49 OFFICE DEP OFFICE DEPOT 11/06/2019 389107379001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 31.49 GL NUMBER DESCRIPTION AMOUNT Paid 11/10/2019 N 11.99 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1073 PO BOX 633301 11/06/2019 N 11.99 OFFICE DEP OFFICE DEPOT 11/06/2019 389110645001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 11.99 VENDOR TOTAL: 43.48 GL NUMBER DESCRIPTION AMOUNT Paid 11/20/2019 N 300.00 KALAMAZOO MI, 49002 / / 0.0000 N 0.00 1093 246 E KILGORE 11/20/2019 N 300.00 SIEGFRIED SIEGFRIED CRANDALL P.C. 11/20/2019 100998 SWBA ACCOUNTING SERVICES 542-371-82500 Accounting/Audit Fees 300.00 VENDOR TOTAL: 300.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/28/2019 N 68.66 CAROL STREAM IL, 60197 / / 0.0000 N 0.00 1091 PO BOX 4181 11/20/2019 N 68.66 SPRINT SPRINT 11/20/2019 144563305-013 SWBA HOTSPOT USEAGE 10/5 – 11/4 542-371-82700 IT Support/Website Host 68.66 VENDOR TOTAL: 68.66 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 11/25/2019 12:59 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/8 User: kgibson DB: Smba POST DATES 11/01/2019 – 11/25/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/28/2019 N 344.38 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 1092 8020 SOLUTIONS CENTER 11/20/2019 N 344.38 PHONE TELNET WORLDWIDE 11/20/2019 180946 SWBA PHONE 542-371-85300 Telephone 344.38 VENDOR TOTAL: 344.38 GL NUMBER DESCRIPTION AMOUNT Paid 11/11/2019 N 117.13 CAROL STREAM IL, 60132-0577 / / 0.0000 N 0.00 1082 LOCKBOX 577 11/06/2019 N 117.13 UPS UPS 11/06/2019 00000076R70Y449 SWBA CODE SOURCE SHIPMENT 542-371-72800 Supplies 117.13 GL NUMBER DESCRIPTION AMOUNT Paid 10/14/2019 N 23.77 CAROL STREAM IL, 60132-0577 / / 0.0000 N 0.00 1083 LOCKBOX 577 11/06/2019 N 23.77 UPS UPS 11/06/2019 00000079R70Y409 SWBA CODE SOURCE SHIPMENTS 542-371-72800 Supplies 23.77 VENDOR TOTAL: 140.90 GL NUMBER DESCRIPTION AMOUNT Paid 11/06/2019 N 372.55 CAROL STREAM IL, 60197-6818 / / 0.0000 N 0.00 1080 PO 6818 11/06/2019 N 372.55 0020 VISA 11/06/2019 6914 SWBA VISA PAYMENT 542-371-75100 Vehicle Gas/Maintenance 348.18 542-371-72800 Supplies 24.37 372.55 VENDOR TOTAL: 372.55 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 11/25/2019 12:59 PM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/8 User: kgibson DB: Smba POST DATES 11/01/2019 – 11/25/2019 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/20/2019 Y 1,215.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1089 1850 TOSCANA 11/20/2019 N 1,215.00 0023 WILLIAM WILCOX 11/20/2019 11/4 TO 11/17 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 1,215.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/06/2019 Y 1,710.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1078 1850 TOSCANA 11/06/2019 N 1,710.00 0023 WILLIAM WILCOX 11/06/2019 20191023-20191103SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 1,710.00 VENDOR TOTAL: 2,925.00 TOTAL – ALL VENDORS: 170,869.48 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Month: November 2019 Prepared By: Kyle Gibson Building Electrical Mechanical Plumbing Totals Oshtemo 53 25 28 37 143 Revenue $27,579.25 $5,398.00 $5,163.50 $6,095.00 $44,235.75 YTD Oshtemo 479 280 359 355 1473 YTD Revenue $251,148.07 $51,328.00 $67,512.85 $51,918.00 $421,906.92 Cooper 15 8 2 3 28 Revenue $3,670.00 $1,346.00 $200.00 $581.00 $5,797.00 YTD Cooper 179 88 86 49 402 YTD Revenue $79,508.75 $12,187.00 $12,037.00 $9,803.00 $113,535.75 Total Permits 68 33 30 40 171 Total Revenue $31,249.25 $6,744.00 $5,363.50 $6,676.00 $50,032.75 YTD Total Permits 658 368 445 404 1875 YTD Total Revenue $330,656.82 $63,515.00 $79,549.85 $61,721.00 $535,442.67 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 99 43 28 42 212 Cooper Inspections 27 21 7 5 60 YTD Oshtemo Inspections 1237 650 587 598 3072 YTD Cooper Inspections 374 142 126 77 719 Total Inspections 126 64 35 47 272 YTD Total Inspections 1611 792 713 675 3791 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 2019 Revenue by Month 2018 Revenue by Month 2019 Inspections by Month 2018 Inspections by Month Printed 11/25/2019 at 1:32 PM 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 $315,434.78 $341,724.68 $362,110.12 $442,134.66 $330,290.83 $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 Printed 11/25/2019 at 1:32 PM I:\SMBA Board Packets\Revenue & Inspections Report 11/25/2019 REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY PERIOD ENDING 12/31/2019 GL NUMBER DESCRIPTION 2019 AMENDED BUDGET YTD BALANCE 12/31/2019 AVAILABLE BALANCE % BDGT USED REVENUES 542-000-99999 Carryover 34,935.00 0.00 34,935.00 0.00 542-001-47500 Miscellaneous 0.00 331.10 (331.10) 100.00 542-001-61100 Bldg Services to Others 0.00 0.00 0.00 0.00 542-001-61400 Bond Forfeiture 0.00 0.00 0.00 0.00 542-001-61600 Building Permits 375,000.00 358,438.07 16,561.93 95.58 542-001-61615 Plan Review 3,000.00 8,836.25 (5,836.25) 294.54 542-001-61700 Electrical Permits 94,000.00 66,516.00 27,484.00 70.76 542-001-61800 Mechanical Permits 90,000.00 84,534.85 5,465.15 93.93 542-001-61900 Plumbing Permits 55,000.00 70,474.00 (15,474.00) 128.13 542-001-66400 Interest on Investments 200.00 732.53 (532.53) 366.27 TOTAL REVENUES 652,135.00 589,862.80 62,272.20 EXPENDITURES 542-371-66401 Permit Refunds 0.00 (10.00) 10.00 100.00 542-371-70200 Salaries 146,000.00 87,037.96 58,962.04 59.62 542-371-70201 Hourly 105,000.00 53,800.70 51,199.30 51.24 542-371-70300 Building Board of Appeals 0.00 0.00 0.00 0.00 542-371-70400 In Lieu of Insurance 1,170.00 405.00 765.00 34.62 542-371-71500 Payroll Taxes – FICA 17,000.00 10,632.24 6,367.76 62.54 542-371-71600 Health Insurance 36,500.00 35,978.08 521.92 98.57 542-371-71602 Disability/Life Insurance 1,650.00 1,259.17 390.83 76.31 542-371-71603 Work Comp Insurance 2,500.00 3,773.25 (1,273.25) 150.93 542-371-71700 HSA 4,275.00 4,272.00 3.00 99.93 542-371-71800 Unemployment Expense 0.00 6,920.89 (6,920.89) 100.00 542-371-72200 Pension Plan 17,500.00 13,929.55 3,570.45 79.60 542-371-72500 Clothing Allowance 500.00 0.00 500.00 0.00 542-371-72600 Board Member At Large Stipend 480.00 210.00 270.00 43.75 542-371-72700 Miscellaneous 500.00 0.00 500.00 0.00 542-371-72800 Supplies 7,500.00 3,001.16 4,498.84 40.02 542-371-72801 Equipment/Maintenance 1,450.00 940.40 509.60 64.86 542-371-75100 Vehicle Gas/Maintenance 10,000.00 2,495.90 7,504.10 24.96 542-371-75101 General Insurance 12,000.00 12,838.00 (838.00) 106.98 542-371-81100 Electrical Inspector 37,000.00 31,995.00 5,005.00 86.47 542-371-81101 Plan Review 2,500.00 600.00 1,900.00 24.00 542-371-81200 Mechanical Inspector 31,000.00 28,575.00 2,425.00 92.18 542-371-81300 Plumbing Inspector 30,000.00 27,630.00 2,370.00 92.10 542-371-81400 Building Inspector 0.00 3,960.00 (3,960.00) 100.00 542-371-82400 Consultants 5,000.00 2,037.50 2,962.50 40.75 542-371-82500 Accounting/Audit Fees 20,000.00 11,696.00 8,304.00 58.48 542-371-82600 Legal Fees 10,000.00 10,402.50 (402.50) 104.03 542-371-82700 IT Support/Website Host 22,000.00 22,130.44 (130.44) 100.59 542-371-85300 Telephone 4,000.00 4,738.25 (738.25) 118.46 542-371-87000 Mileage 3,000.00 1,191.64 1,808.36 39.72 542-371-92500 Facility Rent 20,000.00 20,000.00 0.00 100.00 542-371-95700 Bank Service Charges 360.00 367.30 (7.30) 102.03 542-371-95800 Education/Dues 8,000.00 2,686.76 5,313.24 33.58 542-371-96300 Contingency 1,000.00 0.00 1,000.00 0.00 542-371-97600 Capital Outlay 5,000.00 443.00 4,557.00 8.86 542-371-97700 Capital Outlay-Vehicle 3,000.00 0.00 3,000.00 0.00 TOTAL EXPENDITURES 565,885.00 405,937.69 159,947.31 TOTAL REVENUES 652,135.00 589,862.80 62,272.20 TOTAL EXPENDITURES 565,885.00 405,937.69 159,947.31 NET OF REVENUES & EXPENDITURES 86,250.00 183,925.11 (97,675.11) 2019 4TH QUARTER BUDGET AMENDMENTS GL# EXPENDITURES 2019 BUDGET EXPENDITURES THRU 11/30 AMENDED BUDGET AMENDMENT AMOUNT 542.371.66401 Permit Refunds – 10 10 10 Not budgeted 542.371.71800 Unemployment Expense – 6,925 6,925 6,925 Unforseen expense was not budgeted for 2019 543.371.814 Building Inspector – 3,960 5,000 1,040 New expense in 2019 542.371.82600 Legal Fees 10,000.00 10,403 11,903 1,500 542.371.82700 IT Support/Website Host 22,000.00 22,130 22,500 370 542.371.85300 Telephone 4,000.00 4,750 5,000 250 542.371.95700 Bank Charges 360.00 370 450 80 10,175 542.000.99999 Carryover 34,935.00 24,760 10,175 Memo To: SMBA Board Members From: Kyle Gibson Re: Proposal to Modify Inspector Workflow & Purchase Additional Inspection Tablet Date: November 26, 2019 Background The inspectors currently have to come in to the office in order to input their results. For some, this makes them come out of their way and subsequently results are sometimes not entered into the BS&A software for several days. Additionally, staff currently have to run a report at the end of each day and send it to the inspectors, in order to inform them of the inspections they are to complete that day. The alternative to this is to have the inspectors come in to the office every day in order to get the list themselves, which again would make them go way out of their way. SMBA currently has two Microsoft Surface Tablets for inspectors to use. Originally, they were intended to be taken out into the field, and they were equipped with mobile printers so that inspectors could leave writeups on site. In practice, these tablets stay at the office, and inspectors therefore must come in. Proposal I am proposing that SMBA purchase a third Microsoft Surface tablet (along with printer and other peripherals). This would enable the inspectors to take the tablets home with them, and eliminate the need for them to come in to the office daily. It would also eliminate the need for staff to generate and send the report at the end of the day. Inspectors would be able to synchronize the tablets with the building department database over their home wifi networks. In the future, this model could be expanded to allow the inspectors to work directly in the live database, rather than using the field inspection program and synchronizing. The board may also wish to consider adding language to the inspectors’ contracts, reinforcing the fact that the hardware is owned by SMBA, is only to be used for work purposes, is not to have any additional software installed, is to be brought in at least once per month to perform updates, and that the hardware is to be returned to SMBA in the event that the inspector is dismissed or the contract is otherwise not renewed. Option 1 Cost* Option 1 only provides for an additional laptop, the inspectors would continue to use the Field Inspection program and sync regularly. Item Cost Microsoft Surface Pro 7 (Includes Typecover) $799.00 Windows 10 Pro Upgrade $199.99 Protective Case $31.99 HP OfficeJet 200 Mobile InkJet Printer $199.99 Estimated Total $1230.97 Option 2 Cost* Option 2 provides for an additional laptop, but also includes additional RDS seats which would allow inspectors to use the live version of Building Department. Inspectors would be responsible for providing a mobile internet connection if they desired to use it live in the field (either with a dedicated hotspot or through a phone tether). One-Time Costs: Item Cost Microsoft Surface Pro 7 (Includes Typecover) $799.00 Windows 10 Pro Upgrade $199.99 Protective Case $31.99 HP OfficeJet 200 Mobile InkJet Printer $199.99 Estimated Total $1230.97 Monthly Costs: Item Cost RDS Seats: $21.50 * 3 Inspectors $64.50 Estimated Total $64.50 *Actual costs may fluctuate, especially given the black Friday / cyber Monday season. These numbers also do not factor in any shipping fees. SOUTHWEST MICHIGAN BUILDING AUTHORITY KALAMAZOO COUNTY MICHIGAN FREEDOM OF INFORMATION ACT Policy and Procedure Guide Adopted by: Southwest Michigan Building Authority Board January 26, 2017 _________________, _______ SOUTHWEST MICHIGAN BUILDING AUTHORITY SUMMARY OF SOUTHWEST MICHIGAN BUILDING AUTHORITY FREEDOM OF INFORMATION ACT POLICY & PROCEDURE GUIDE  Purpose of Policy: To assure compliance with the Michigan Freedom of Information Act.  Who to contact with FOIA requests: Southwest Michigan Building Authority Legal Counsel James W. Porter 7275 West Main Street, Kalamazoo, MI 49009 (269) 375-7195 jposhtwp@oshtemo.org  How to submit a Request: Submit a written request using a Freedom of Information Request Form to: describe the documents you are requesting, check the nature of the request being made, indicate payment type, sign and submit the form to the FOIA Coordinator listed above.  Response required: The FOIA Coordinator must respond to the request within five (5) business days following receipt of the written request to: grant, deny, grant in part, or deny in part. The FOIA Coordinator may: request an one-time extension of up to ten (10) business days, or request a deposit (if the entire fee estimate of producing the requested documents exceeds $50.00).  Option if denied: You have the right to appeal any denial (Please see, “Notice of Right to Appeal” in this Policy & Procedure Guide). Notice: Not all records are public records within the meaning of the Michigan Freedom of Information Act (Public Act 442 of 1976; M.C.L. 15.243(1). Please see the attached “Exemption” page for information about exempt records. The Michigan Freedom of Information Act (FOIA) requires that Public Bodies grant full and complete access to information regarding the affairs of their operations. This Act (Public Act 442 of 1976; M.C.L. 15.231) provides for public access to certain records; permits certain fees, prescribes the power and duties of certain public officers; and provides remedies, penalties, and repeals to certain acts and parts of acts. The Freedom of Information Act is designated to implement a strong State policy that all records maintained by the government, unless exempted, are to be made available to the public upon request. As a “Public Body” within the meaning of the Act (PA 442 of 1976, M.C.L. 15.232(d)(iii)), the Southwest Michigan Building Authority is required to assure that all persons (except those incarcerated in State or local correctional facilities) are entitled to full and complete information if the procedures of the Act are followed. Information covered under the FOIA includes business transactions, and paperwork maintained, received, and generated as part of the governmental unit. The purpose of this policy is to:  Assure compliance with the Freedom of Information Act by all Southwest Michigan Building Authority personnel, as required and permitted by statute.  Formulate a comprehensive policy that will be applicable to the Southwest Michigan Building Authority regarding the dissemination of information pursuant to the Freedom of Information Act (PA 442 of 1976; M.C.L. 15.231 et. sec.), as amended.  Communicate to the Southwest Michigan Building Authority officials, department heads, employees, and the public the formal Southwest Michigan Building Authority Policy on Freedom of Information Act requests. FREEDOM OF INFORMATION ACT PROCEDURE I. RECEIVE THE REQUEST 1. FOIA Coordinator- The Southwest Michigan Building Authority Office Manager, or his/her designated FOIA Officer, with authorization of the Southwest Michigan Building Authority Board to accept and process requests for public records and to approve denials under the Act. 2. The FOIA Coordinator shall be notified of all requests for processing. The FOIA Coordinator, or his/her designee, shall prepare a memo to the Southwest Michigan Building Authority appropriate personnel: requesting the documents, stating the time frame for replying to the request, and requesting a statement of the time required to compile the request. Requests for departmental information that is furnished to the general public through normal business operations should not be treated as a FOIA request. This includes information readily available on the Southwest Michigan Building Authority website, pamphlets, loose-leaf publications, and other printed materials (e.g. reports) produced for public information and disclosure. In addition, manuals and forms adopted or used by the Southwest Michigan Building Authority in the discharge of its function should also be made available without a FOIA request. 3. All denials under this Act must be authorized by the FOIA Coordinator and must cite the reason for denial (i.e. the record is exempt under M.C.L. 15.243 (Sec. 13) or another statute; the record does not exist (with a certificate to that effect), or the record has been separated or deleted pursuant to M.C.L. 15.244 (Sec. 14). Denials must include a full explanation of the requestor’s right to appeal the request to the head of the Southwest Michigan Building Authority, or seek judicial review of the denial. 4. Requests under the Freedom of Information Act must meet the following requirements: a. Must be submitted in writing. (If you require assistance with writing or translating, please contact the FOIA coordinator. Individuals can submit their requests in letter format, or complete and return/email a Request for Information Form, attached, and also available on the Southwest Michigan Building Authority website at www.swmiba.org. Requests received by facsimile, electronic mail, or other electronic means are considered received the first business day following the transmittal. b. Must be identifiable. The written request should describe the public record sufficiently to enable the FOIA Coordinator to find the record. c. Must exist. The requested document or information must exist within the Southwest Michigan Building Authority. d. Must not be exempt from disclosure under the Act (M.C.L. 15.243 (Sec. 13)). See attachment for a list of exempt records. e. Must specify a one-time (single request) or a renewable (subscription requestinformation disseminated on a regular basis for up to six (6) months) request. f. Must not be received from a prisoner in a State, County, or Federal correctional facility. All requests received from attorneys will be forwarded to the Corporate Counsel for information, and, if deemed necessary, for action. II. RESPOND TO THE REQUEST 1. The FOIA Coordinator shall determine the scope of the request (e.g. the time required to search for, examine, separate or delete exempt information, and/or copy the requested records). 2. The FOIA Coordinator may charge fees for reproducing requested records (in accordance with M.C.L. 15.234). a. The FOIA Coordinator should use the established FOIA fees as outlined in the attached fee schedule to estimate the cost of providing the requested information. b. The first $20 of a fee shall be waived for a person who receives public assistance, or presents facts showing an inability to pay because of indigence. c. The FOIA Coordinator shall periodically review and recommend a FOIA fee adjustment to the Southwest Michigan Building Authority Board. Approved fees shall be communicated to all Southwest Michigan Building Authority personnel. 3. In accordance with the Act (M.C.L. 15.235(2) emphasis added), “[u]nless otherwise agreed to in writing by the person making the request, a public body shall respond to a request for a public record within 5 business days after the public body receives the request by doing 1 of the following” a. Process and grant the request. b. Issue a written notice to the requestor to deny the request. c. Grant the request in part, and issue a written notice to the requestor to deny the request in part (pursuant to the reasons provided for denial of the request in the Act). d. Under “unusual circumstances” (as defined in M.C.L. 15.232(g)) issue a one-time notice to extend the time to respond by ten (10) business days. e. If the cost of the request is expected to exceed $50, issue a notice to the requestor requiring a 50% good-faith deposit prior to processing the request. III. RECORD THE REQUEST 1. The FOIA Coordinator, or his/her designee, who processes the FOIA information shall establish and maintain a FOIA file to track and record related details to verify the following: a. Compliance with M.C.L. 15.233(2): “A freedom of information act coordinator shall keep a copy of all written requests for public records on file for no less than 1 year.” b. Compliance with M.C.L. 15.234: Establish publically available procedures and guidelines, which detail how an individual may request documents from the public body, and the fees associated with the fulfillment of requests under the Act, and the manner in which those fees are calculated. c. Compliance with M.C.L. 15.235(2): A public body shall respond to a request for information under the Act within five (5) business days after receiving the request as specified under the Act. 2. The records of requests maintained by the FOIA Coordinator should maintain the written requests, and responses identifying (at minimum) the following: a. Date received; b. Brief description of the request; c. The identity of the requesting party; d. The date of response; e. The response type (granted, denied, partial, extension, deposit requested) f. Fees charged; g. Fees collected 3. In addition to the file, the FOIA Coordinator shall keep on file a time-stamped copy of all requests and responses for a period of one (1) year following their issuance. 4. FOIA files, requests, responses, and related information must be available for a review by upon request. IV. RECORD RETENTION AND COMPLIANCE WITH THE ACT 5. The FOIA Coordinator shall comply with the following FOIA related record retention responsibilities in accordance with M.C.L. 15.233(3): a. Furnish a requesting person with a reasonable opportunity to inspect and examine its public records; b. Furnish reasonable facilities for making memoranda or abstracts from public records during normal business hours; c. Make reasonable rules necessary to protect its public records, and to prevent excessive and unreasonable interference with the discharge of its functions; d. Protect public records from loss, unauthorized alteration, mutilation, or destruction. 6. The FOIA Coordinator need not, in accordance with M.C.L. 15.233: a. Make a compilation, summary, or report of information (except as required by M.C.L. 15.241 (Sec. 11)); b. Create a new public record (except as required by M.C.L. 15.241 (Sec. 11), and to “the extent required by this act for the furnishing of copies, or edited copies pursuant to section 14(1), of an already existing public record.” M.C.L. 15.233(5)); 7. Upon written request, the custodian of a requested public record, shall furnish the requestor with a certified copy of the public record (M.C.L. 15.233(6)). V. RECEIVE PAYMENT 1. The FOIA Coordinator, if charging fees associated with the request, must give notice of the payment required to the requestor, the fee may include: a. The labor cost of public record search (including the search, examination, review, and deletion/separation of exempt materials (except: Sec 14)); i. Labor costs must be calculated as: 1. the hourly wage of the lowest-paid employee capable of searching for and examining/reviewing and deleting exempt information the requested records (regardless of who performs the search) in 15 minute increments (rounded down) + 2. up to 50% of the hourly wage to cover the cost of fringe benefits (this amount must be noted in the labor calculation), not exceeding the actual cost of benefits. (M.C.L. 15.234(1) and (2). b. The cost of copying public records for inspection; i. For non-physical records: the actual/most reasonably economical cost of digital storage media (unless provided via electronic mail); ii. For physical records/copies: “total cost per sheet of paper and shall be itemized and noted in a manner that expresses both the cost per sheet and the number of sheets provided” (M.C.L. 15.234(1)(d), not to exceed $0.10 per sheet for standard paper copies. c. Actual mailing costs (M.C.L. 15.234(1)(f). i. Mailed in the most reasonably economic fashion (may use the least expensive form of “postal delivery confirmation”; not by expedited shipping or with insurance unless specifically stipulated by the requestor. d. If the requestor submits an affidavit that s/he is indigent, receiving public assistance, or stating facts which indicate an inability to pay due to indigency, the FOIA Coordinator must note the discount in the itemization of charges. (M.C.L. 15.234(2)(a). i. The individual is eligible to receive the first $20.00 of the fee without charge (with some limitations under (M.C.L. 15.234(2)). 2. The FOIA Coordinator, should provide the following breakdown (see sample below) when notifying the requestor of the fees associated with his/her request: The cost of responding to your FOIA request has been calculated as follows: Labor for ¼ hour for searching records at the rate of $23.25 per hour (calculated using the hourly wage of $15.50 + 50% benefits) $ 5.81 10 cents per page for 10 copies $ 1.00 TOTAL DUE $ 6.81 3. Under certain circumstances, (M.C.L. 15.234(11)), a deposit up to 100% may be required if the requestor has previously failed to pay for fulfilled FOIA requests. 4. The FOIA Coordinator should track and maintain a record of all payments received in relation to requests. FREEDOM OF INFORMATION ACT REQUEST FORM* TO: SOUTHWEST MICHIGAN BUILDING AUTHORITY REQUESTED BY: ________________________________________________ (Name) ** ________________________________________________ (Address) ** ________________________________________________ ________________________________________________ ________________________________________________ (Telephone / Email) ** ________________________________________________ (Email) DESCRIPTION OF PUBLIC RECORDS REQUESTED: ___________________________ _____________________________________________________________________________ _____________________________________________________________________________ NATURE OF REQUEST (check one below): ____ Please provide a copy of the requested public records. Paper Records Digital Records ____ Please provide a certified copy of the requested public records. ____ Please allow me an opportunity to inspect the requested public records prior to copying. I understand that the Southwest Michigan Building Authority may require me to schedule an appointment for this inspection. PAYMENT (check one below): ____ I understand that the Southwest Michigan Building Authority will charge me a fee for providing a copy of public records, including the cost of copying, mailing, searching, examining, reviewing, and separating or deleting exempt information. I understand that a deposit of one-half of the anticipated fee (if the fee is estimated to exceed $50.00) will be required. ____ Attached is an Affidavit of Indigency. Please furnish me with the requested public records without charge for the first $20.00 of the required fee. I agree that the Southwest Michigan Building Authority may respond to my request by the ____ day of ________________, 20____. _______________________ ______________________________________________ (Signature Date) (Date Signature) * It is the policy of the Southwest Michigan Building Authority that a written Freedom of Information Act Request is required except when the request involves the following types of records: (1) receipts for payment, (2) the applicant’s own permit, (3) Certificates of Occupancy, or (4) invoices for extra inspections. ** REQUIRED SOUTHWEST MICHIGAN BUILDING AUTHORITY FREEDOM OF INFORMATION ACT REVISED FEE SCHEDULE Effective: January 26, 2018 Type of Reproduction Cost Unit CD’s, DVD’s $3.00 per CD/DVD Copies of a Document 8½ x 11 $ .10 per page 8½ x 17 $ .15 per page Larger copies: 18 x 24 $6.00 per page 24 x 36 $ .30 $7.00 per page 36 x 48 $ .75 $9.00 per page Labor cost incurred in examination, review Actual $7.87* per ¼ hour separation, deletion, and duplication, etc. Hourly wage of the lowest paid departmental employee capable of retrieving the information necessary to comply with the request plus 50% for fringe benefits. Actual postage charges Actual per mailing Digital records No mailing or copy costs Waivers The first $20 of the fee shall be waived for each request of an individual who submits an Affidavit of Indigency stating that they are receiving public assistance or facts showing inability to pay the full cost. A waiver of fees will not be provided to an indigent person requesting additional copies of identical documents previously provided with a waiver of fees pursuant to a prior request under the FOIA. Deposits If the fee for the search and providing the public information exceeds $50, a deposit of ½ the estimated fee is required. Other Fees must be paid in full prior to the actual delivery of the public information or copies. The Clerk’s Office cannot refuse to process a subsequent FOIA request on the ground that the requestor failed to pay fees charged for a prior FOIA request. FREEDOM OF INFORMATION ACT Notice of Right to Appeal After notification of a denial of a Freedom of Information Act request, the requesting party has to the right to undertake either of the following actions to appeal the decision: 1. Submit to the Building Official of the Southwest Michigan Building Authority a written appeal that specifically states the word “appeal” and identifies the reason(s) for the reversal of the disclosure denial to: Southwest Michigan Building Authority Attn: Building Official 7275 West Main Street Kalamazoo, MI 49009 The Building Official is not considered to have received the written appeal until the first regularly scheduled Board meeting following the submission of the appeal. The Building Official shall, within ten (10) business days after receiving the written appeal, do one of the following: a. Reverse the denial; b. Issue a written notice upholding the denial; c. Reverse the denial in part, and issue a written notice upholding the denial in part; d. Under unusual circumstances, issue a notice extending for not more than ten (10) business days the period for which the Building Official shall respond to the written appeal. 2. Seek judicial review under M.C.L.15.240(1)(b). The requesting party also has the right to receive attorney’s fees and damages as provided in M.C.L.15.240(6), if, after judicial review, the Circuit Court determines that the public body has not complied with the Act, and orders disclosure of the public record. M.C.L. 15.243- EXEMPTIONS FROM DISCLOSURE (1) A public body may exempt from disclosure as a public record under this act any of the following: (a) Information of a personal nature if public disclosure of the information would constitute a clearly unwarranted invasion of an individual’s privacy… (d) Records or information specifically described and exempted from disclosure by statute. (e) A public record or information described in this section that is furnished by the public body originally compiling, preparing, or receiving the record or information to a public officer or public body in connection with the performance of the duties of that public officer or public body, if the considerations originally giving rise to the exempt nature of the public record remain applicable. (f) Trade secrets or commercial or financial information voluntarily provided to an agency for use in developing governmental policy if: (i) The information is submitted upon a promise of confidentiality by the public body. (ii) The promise of confidentiality is authorized by the chief administrative officer of the public body or by an elected official at the time the promise is made. (iii) A description of the information is recorded by the public body within a reasonable time after it has been submitted, maintained in a central place within the public body, and made available to a person upon request. This subdivision does not apply to information submitted as required by law or as a condition of receiving a governmental contract, license, or other benefit. (g) Information or records subject to the attorney-client privilege. (i) A bid or proposal by a person to enter into a contract or agreement, until the time for the public opening of bids or proposals, or if a public opening is not to be conducted, until the deadline for submission of bids or proposals has expired. (m) Communications and notes within a public body or between public bodies of an advisory nature to the extent that they cover other than purely factual materials and are preliminary to a final agency determination of policy or action. This exemption does not apply unless the public body shows that in the particular instance the public interest in encouraging frank communication between officials and employees of public bodies clearly outweighs the public interest in disclosure. This exemption does not constitute an exemption under state law for purposes of section 8(h) of the open meetings act, 1976 PA 267, MCL 15.268. As used in this subdivision, “determination of policy or action” includes a determination relating to collective bargaining, unless the public record is otherwise required to be made available under 1947 PA 336, MCL 423.201 to 423.217. (v) Records or information relating to a civil action in which the requesting party and the public body are parties. (w) Information or records that would disclose the social security number of an individual. (y) Records or information of measures designed to protect the security or safety of persons or property, whether public or private, including, but not limited to, building, public works, and public water supply designs to the extent that those designs relate to the ongoing security measures of a public body, capabilities and plans for responding to a violation of the Michigan anti-terrorism act, chapter LXXXIII-A of the Michigan penal code, 1931 PA 328, MCL 750.543a to 750.543z, emergency response plans, risk planning documents, threat assessments, and domestic preparedness strategies, unless disclosure would not impair a public body’s ability to protect the security or safety of persons or property or unless the public interest in disclosure outweighs the public interest in nondisclosure in the particular instance. A motion was made by __________________, seconded by _____________________, to adopt the forgoing resolution. Upon a roll call vote, The following voted “Aye: The following voted “Nay”: The following “Abstained”: The Chair declared that the resolution had been adopted. _________________________________ DUSTY FARMER, Chair Southwest Michigan Building Authority ************************************ CERTIFICATE I hereby certify that the foregoing constitutes a true and complete copy of ______________ of a meeting of the Southwest Michigan Building Authority, held on _____________, 201_, at which meeting __________ members were present and voted upon the same as indicated in said Minutes; that said meeting was held in accordance with the Open Meetings Act of the State of Michigan. _________________________________ DEB EVERETT, Secretary