Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
Regular Board Meeting
August 27, 2020
8:30 AM
Via Zoom
Meeting Link: Click Here
Meeting ID: 949 6317 6726
Call-in Number: +1 312 626 6799 US (Chicago)
Citizen Comments should be submitted in writing via email to kjgibson@swmiba.org by the close of
business the day before the meeting date listed above, and will be read aloud during that portion of
the meeting. The public is welcome to join, but we ask that you remain muted except during the
public comment session.
Agenda
1. Call to Order
2. Citizen Comments on Non-Agenda Items
a. Reading of Public Comment – Kyle Gibson
3. Consent Agenda
a. Meeting Minutes – July 23, 2020 Regular Meeting
b. Meeting Minutes – August 7, 2020 Special Meeting
c. July 2020 Receipts and Disbursements Report
d. July 2020 Permits / Inspections Report
e. Q1-2020 & Q2-2020 Budget Adjustments
4. Board Consideration of the City of Galesburg Requesting to Join SMBA
5. Board Consideration of Draft Capital Improvement Plan
6. Update on Truck Purchase – Garrett Reitenour
7. Board Discussion of Staffing Proposals
8. Board Chair’s Report – Dusty Farmer
9. Other Business
10. Adjournment
1
Southwest Michigan Building Authority
July 23, 2020
The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order
at 8:32 a.m.
Present:
Dusty Farmer, Board Chair, Oshtemo Representative
Carol DeHaan, Cooper Representative
Jeff Sorensen, Cooper Representative
Larry Stehouwer, Citizen at Large Representative
Grant Taylor, Oshtemo Representative
Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, Board
Secretary Deb Everett, Administrative Assistant El Oropeza, Oshtemo Township Planning
Director Iris Lubbert, and Administrative Assistant Kyle Gibson acting as recording secretary.
Absent:
None
Citizen Comments on Non-Agenda Items
No public comment was provided.
Consent Agenda
Meeting Minutes – June 25, 2020 Regular Meeting
June Receipts & Disbursements Report
June Permits/Inspections Report
Motion by Jeff Sorensen, second by Grant Taylor to approve the consent agenda.
A roll call vote was taken showing:
Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer, Grant Taylor
No: None
Abstain: None
Absent: None
The motion was carried 5-0.
Board Discussion of SMBA Vehicle Replacement
The board held discussion regarding the state’s government pricing program. Building Official
Reitenour presented a quote from Denooyer Chevrolet for the cost of purchasing the proposed
vehicle. The question of whether there would be any legal issues with a member township
purchasing the vehicle on SMBA’s behalf and selling it to SMBA. Attorney Porter indicated that
there would be no issues with that. Board consensus was to direct Building Official Reitenour
to further pursue the purchase of the vehicle and make a final decision / authorize budget
amendment at the next regular board meeting.
No further board action was taken.
2
Chair Report
Chair Farmer recommended that due to the expected increase in foot traffic on August 4th due
to the primary election, SMBA staff work from home on that day.
No further board action was taken.
Other Business
Grant Taylor shared concerns regarding the amount of SMBA revenue relative to expenses and
cash on hand. Chair Farmer suggested a review of the SMBA fee schedule. Mr. Taylor advised
implementing a capital improvement plan to reduce the amount of unrestricted cash on hand.
Chair Farmer requested that staff prepare a list of capital expenditures both for immediate
purchase and in the future to be presented to the board at the next regular meeting. Chair
Farmer also requested that a list of quarterly budget amendments be presented at the next
regular meeting.
No further board action was taken.
Administrative Assistant Kyle Gibson notified the board that an updated contract from
Aunalytics (formerly Secant) had been received. He shared that because of their merger, the
pricing structure has been modified and as a result there is a net increase in monthly fees.
No further board action was taken.
Chair Farmer Adjourned the meeting at 9:02 a.m.
Next Regular Meeting – August 28th – 8:30 a.m.
1
Southwest Michigan Building Authority
August 7, 2020
The SMBA special meeting was held via Conference Call. Chair Dusty Farmer called the meeting
to order at 8:33 a.m.
Present:
Dusty Farmer, Board Chair, Oshtemo Representative
Carol DeHaan, Cooper Representative
Jeff Sorensen, Cooper Representative
Larry Stehouwer, Citizen at Large Representative
Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, and
Administrative Assistant Kyle Gibson acting as recording secretary.
Absent:
Grant Taylor, Oshtemo Representative
Citizen Comments on Non-Agenda Items
No public comment was provided.
Board Discussion of SMBA Vehicle Replacement
Building Official Reitenour advised the board that the original plan to purchase the new truck
using SMBA’s name and Oshtemo Township’s government purchasing code, as SMBA does not
have such a code, failed as GM rejected it. Therefore, Building Official Reitenour requested that
Oshtemo Township purchase the vehicle on SMBA’s behalf to obtain the discounted pricing,
and have Oshtemo Township sell the truck to SMBA.
Motion by Jeff Sorensen, second by Larry Stehouwer to allow Oshtemo Township to purchase
the vehicle with government pricing and immediately reimburse the Township for the full
incurred cost. Also moved to approve and make any necessary budget amendment(s).
Board discussion continued with Stehouwer asking about the process for the sale of the current
truck and advising he is aware of an interested party. Chair Farmer asked that staff determine
the method of sale and advise the board. Building Official Reitenour asked if there was a
required method of divesting the asset. Attorney Porter advised that there was not, and that
the board had the authority to make such a decision.
A roll call vote was taken showing:
Yes: Dusty Farmer, Carol DeHaan, Jeff Sorensen, Larry Stehouwer
No: None
Abstain: None
Absent: Grant Taylor
The motion was carried 4-0, with 1 Absent.
Other Business
Jeff Sorensen advised the board that Cooper Township is moving forward with litigation against
a township resident that has failed to obtain the proper permits and has illegally transferred
2
property without a certificate of occupancy. Building Official Reitenour and Jeff Sorensen held
a brief discussion regarding the property.
No board action was taken.
Chair Farmer Adjourned the meeting at 8:43 a.m.
Next Regular Meeting – August 28th – 8:30 a.m.
SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT
Reporting Month: July 2020 Prepared By: Kyle Gibson
Building Electrical Mechanical Plumbing Totals
Oshtemo 66 32 56 23 177
Revenue $34,383.00 $6,607.00 $12,368.95 $5,363.00 $58,721.95
YTD Oshtemo 248 176 232 190 846
YTD Revenue $101,126.50 $41,683.00 $39,256.55 $26,205.00 $208,271.05
Cooper 19 14 23 6 62
Revenue $2,645.00 $2,215.00 $2,919.00 $560.00 $8,339.00
YTD Cooper 80 66 78 30 254
YTD Revenue $22,532.00 $13,969.00 $11,205.00 $6,254.00 $53,960.00
Total Permits 85 46 79 29 239
Total Revenue $37,028.00 $8,822.00 $15,287.95 $5,923.00 $67,060.95
YTD Total Permits 328 242 310 220 1100
YTD Total Revenue $123,658.50 $55,652.00 $50,461.55 $32,459.00 $262,231.05
Building Electrical Mechanical Plumbing Totals
Oshtemo Inpsections 124 77 59 33 293
Cooper Inspections 48 19 24 13 104
YTD Oshtemo Inspections 692 353 301 340 1686
YTD Cooper Inspections 232 119 103 77 531
Total Inspections 172 96 83 46 397
YTD Total Inspections 924 472 404 417 2217
Permit Revenue
Inspections
0
200
400
600
800
1000
1200
$0.00
$20,000.00
$40,000.00
$60,000.00
$80,000.00
$100,000.00
2020 Revenue by Month 2019 Revenue by Month
2020 Inspections by Month 2019 Inspections by Month
Printed 8/3/2020 at 1:32 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 $384,052.26
2020 $363,688.08 $374,395.69 $367,084.01 $364,749.52 $366,304.26 $376,755.31 $410,190.86
$0.00
$50,000.00
$100,000.00
$150,000.00
$200,000.00
$250,000.00
$300,000.00
$350,000.00
$400,000.00
$450,000.00
$500,000.00
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Bank Account Balance by Month
2018 2019 2020
Printed 8/3/2020 at 1:32 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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 Y 4,300.00
CASSOPOLIS MI, 49031 / / 0.0000 N 0.00
1276 21670 SHIAWASSEE 07/15/2020 N 4,300.00
ADAHLGREN ADAM J DAHLGREN 07/15/2020 2020-07-15.2 SWBA BUILDING INSPECTIONS 2020-06-29 TO 2020542-371-81400 Building Inspector 4,300.00
VENDOR TOTAL: 4,300.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/28/2020 N 3,535.01
DETROIT MI, 48267 / / 0.0000 N 0.00
1281 PO BOX 674416 07/15/2020 N 3,535.01
BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 07/15/2020 007043238 SWBA HEALTH INSURANCE AUGUST 2020
542-371-71600 Health Insurance 3,535.01
VENDOR TOTAL: 3,535.01
GL NUMBER DESCRIPTION AMOUNT
Paid
07/29/2020 N 100.00
PLYMOUTH MI, 48170 / / 0.0000 N 0.00
1299 PO BOX 6433 07/29/2020 N 100.00
COCM COCM 07/29/2020 2020-07-29.5 SWBA COCM FALL CONFERENCE REGISTRATION
542-371-95800 Education/Dues 100.00
VENDOR TOTAL: 100.00
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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/12/2020 N 10,719.00
GRANDVILLE MI, 49418 / / 0.0000 N 0.00
1294 3097 PINEDALE DR SW 08/12/2020 N 10,719.00
CODE CODE SOURCE PC 07/29/2020 112720.1 SWBA PLAN REVIEW FOR JSMBA20-05-0108 2520 RO542-371-81101 Plan Review 10,719.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/12/2020 N 7,015.00
GRANDVILLE MI, 49418 / / 0.0000 N 0.00
1295 3097 PINEDALE DR SW 08/12/2020 N 7,015.00
CODE CODE SOURCE PC 07/29/2020 113120.1 SWBA PLAN REVIEW FOR JSMBA20-05-0159 7100 STA542-371-81101 Plan Review 7,015.00
VENDOR TOTAL: 17,734.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 N 5,000.00
KALAMAZOO MI, 49009 07/01/2020 0.0000 N 0.00
1266 8240 STADIUM DRIVE 07/01/2020 N 0.00
MISC DELTA DESIGN SYSTEMS 07/01/2020 BTCO20-003 SWBA BD Bond Refund
542-000-26200 BTCO20-003 5,000.00
VENDOR TOTAL: 5,000.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 N 26.00
DES MOINES IA, 50306 / / 0.0000 N 0.00
851 SIXTH VENUE 07/15/2020 N 26.00
BOX 1798
1273
DM STAMP DES MOINES STAMP MFG 07/15/2020 1165897 SWBA GARRETT SIGNATURE STAMP
542-371-72800 Supplies 26.00
VENDOR TOTAL: 26.00
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
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User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/29/2020 N 50.00
KALAMAZOO MI, 49006 / / 0.0000 N 0.00
1292 927 PICCADILLY RD 07/29/2020 N 50.00
EOROPEZA ELVIRA OROPEZA 07/29/2020 2020-07-29.4 SWBA CELL PHONE REIMBURSEMENT JULY 2020
542-371-85300 Telephone 50.00
VENDOR TOTAL: 50.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 N 50.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1280 35063 23RD ST 07/15/2020 N 50.00
REITENOURG GARRETT REITENOUR 07/15/2020 2020-07-15.6 SWBA REIMBURSEMENT FOR PHONE USAGE JULY 2020
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
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User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 Y 1,600.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1258 6323 WINDDRIFT AVE 07/01/2020 N 1,600.00
GHECKMAN GARYAIRE, LLC 07/01/2020 2020-07-01.2 SWBA PLUMBING / MECHANICAL INSPECTIONS
542-371-81300 Plumbing Inspector 950.00
542-371-81200 Mechanical Inspector 650.00
1,600.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 Y 1,400.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1277 6323 WINDDRIFT AVE 07/15/2020 N 1,400.00
GHECKMAN GARYAIRE, LLC 07/15/2020 2020-07-15.3 SWBA PLUMBING / MECHANICAL INSPECTIONS
542-371-81300 Plumbing Inspector 700.00
542-371-81200 Mechanical Inspector 700.00
1,400.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/29/2020 Y 1,850.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1289 6323 WINDDRIFT AVE 07/29/2020 N 1,850.00
GHECKMAN GARYAIRE, LLC 07/29/2020 2020-07-29.2 SWBA PLUMBING / MECHANICAL / ELECTRICAL INSP542-371-81300 Plumbing Inspector 300.00
542-371-81200 Mechanical Inspector 1,100.00
542-371-81100 Electrical Inspector 450.00
1,850.00
VENDOR TOTAL: 4,850.00
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
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User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/13/2020 N 489.34
KALAMAZOO MI, 49007 / / 0.0000 N 0.00
1286 211 SOUTH ROSE STREET 07/13/2020 N 489.34
GREENLEAF GREENLEAF TRUST 07/13/2020 00015788 SWBA ACCOUNT FEES Q2-2020
542-371-72200 Pension Plan 489.34
VENDOR TOTAL: 489.34
GL NUMBER DESCRIPTION AMOUNT
Paid
07/24/2020 N 133.11
KALAMAZOO MI, 49001 / / 0.0000 N 0.00
1257 2650 MILLCORK ST SUITE A 07/01/2020 N 133.11
INTEGRITY INTEGRITY BUSINESS SOLUTIONS 07/01/2020 2084526-0 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 133.11
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 N 167.43
KALAMAZOO MI, 49001 / / 0.0000 N 0.00
1271 2650 MILLCORK ST SUITE A 07/15/2020 N 167.43
INTEGRITY INTEGRITY BUSINESS SOLUTIONS 07/15/2020 2090123-0 SWBA OFFICE SUPPLIES / PLOTTER PAPER
542-371-72800 Supplies 167.43
VENDOR TOTAL: 300.54
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 N 9.52
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1256 537 WEALTHY ST 07/01/2020 N 9.52
KGIBSON KYLE GIBSON 07/01/2020 2020-07-01.1 SWBA REIMBURSEMENT FOR HAND SANITIZER
542-371-72800 Supplies 9.52
VENDOR TOTAL: 9.52
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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/01/2020 N 1,441.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1269 6395 TECHNOLOGY AVE STE A 07/15/2020 N 1,441.00
AUNALYTICS MIH MICHIGAN LLC DBA SECANT TECH 07/15/2020 29923575 SWBA CLOUD HOSTING SERVICES
542-371-82700 IT Support/Website Host 1,441.00
VENDOR TOTAL: 1,441.00
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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 Y 1,600.00
COLDWATER MI, 49036 / / 0.0000 N 0.00
1263 426 SARAH LN 07/01/2020 N 1,600.00
TTHATCHER MP SERVICES LLC 07/01/2020 2020-07-01.7 SWBA MECHANICAL / PLUMBING INSPECTIONS
542-371-81200 Mechanical Inspector 1,050.00
542-371-81300 Plumbing Inspector 550.00
1,600.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 Y 1,850.00
COLDWATER MI, 49036 / / 0.0000 N 0.00
1279 426 SARAH LN 07/15/2020 N 1,850.00
TTHATCHER MP SERVICES LLC 07/15/2020 2020-07-15.5 SWBA MECHANICAL / PLUMBING INSPECTIONS
542-371-81200 Mechanical Inspector 1,000.00
542-371-81300 Plumbing Inspector 850.00
1,850.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/29/2020 Y 1,400.00
COLDWATER MI, 49036 / / 0.0000 N 0.00
1290 426 SARAH LN 07/29/2020 N 1,400.00
TTHATCHER MP SERVICES LLC 07/29/2020 2020-07-29.3 SWBA MECHANICAL / PLUMBING INSPECTIONS
542-371-81200 Mechanical Inspector 1,000.00
542-371-81300 Plumbing Inspector 400.00
1,400.00
VENDOR TOTAL: 4,850.00
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
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User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/26/2020 N 1.49
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1283 PO BOX 633301 07/15/2020 N 1.49
OFFICE DEP OFFICE DEPOT 07/15/2020 101928333001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 1.49
GL NUMBER DESCRIPTION AMOUNT
Paid
07/26/2020 N 47.94
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1284 PO BOX 633301 07/15/2020 N 47.94
OFFICE DEP OFFICE DEPOT 07/15/2020 10193137400 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 47.94
GL NUMBER DESCRIPTION AMOUNT
Paid
08/02/2020 N 97.09
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1293 PO BOX 633301 07/29/2020 N 97.09
OFFICE DEP OFFICE DEPOT 07/29/2020 106292995001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 97.09
GL NUMBER DESCRIPTION AMOUNT
Paid
07/05/2020 N 183.08
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1254 PO BOX 633301 07/01/2020 N 183.08
OFFICE DEP OFFICE DEPOT 07/01/2020 508353828001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 183.08
GL NUMBER DESCRIPTION AMOUNT
Paid
07/05/2020 N 69.98
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1255 PO BOX 633301 07/01/2020 N 69.98
OFFICE DEP OFFICE DEPOT 07/01/2020 508354130001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 69.98
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
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User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/19/2020 N 10.69
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1268 PO BOX 633301 07/15/2020 N 10.69
OFFICE DEP OFFICE DEPOT 07/15/2020 513805534001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 10.69
GL NUMBER DESCRIPTION AMOUNT
Paid
07/12/2020 N 57.99
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1264 PO BOX 633301 07/01/2020 N 57.99
OFFICE DEP OFFICE DEPOT 07/01/2020 513880190001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 57.99
GL NUMBER DESCRIPTION AMOUNT
Paid
07/19/2020 N 40.37
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1267 PO BOX 633301 07/15/2020 N 40.37
OFFICE DEP OFFICE DEPOT 07/15/2020 513880532001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 40.37
GL NUMBER DESCRIPTION AMOUNT
Paid
07/12/2020 N 26.97
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1265 PO BOX 633301 07/01/2020 N 26.97
OFFICE DEP OFFICE DEPOT 07/01/2020 513880533001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 26.97
VENDOR TOTAL: 535.60
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
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User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/29/2020 N 810.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1296 7275 W MAIN STREET 07/29/2020 N 810.00
OSHTEMO OSHTEMO TOWNSHIP 07/29/2020 10092 SWBA LEGAL FEES Q2-2020
542-371-82600 Legal Fees 810.00
VENDOR TOTAL: 810.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/29/2020 Y 1,754.20
VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00
1287 9593 REVERE DR 07/29/2020 N 1,754.20
REDMOND REDMOND ENGINEERING & DESIGN 07/29/2020 20-011 SWBA ADVIA CREDIT UNION SPRINKLER SYSTEM PM2542-371-81101 Plan Review 1,754.20
VENDOR TOTAL: 1,754.20
GL NUMBER DESCRIPTION AMOUNT
Paid
06/25/2020 N 40.19
CHICAGO IL, 60680-2815 / / 0.0000 N 0.00
1253 PO BOX 802815 07/01/2020 N 40.19
RICOH RICOH 07/01/2020 5059796573 SWBA COPIER
542-371-72801 Equipment/Maintenance 40.19
GL NUMBER DESCRIPTION AMOUNT
Paid
07/25/2020 N 68.73
CHICAGO IL, 60680-2815 / / 0.0000 N 0.00
1297 PO BOX 802815 07/29/2020 N 68.73
RICOH RICOH 07/29/2020 5060023269 SWBA COPIER
542-371-72801 Equipment/Maintenance 68.73
VENDOR TOTAL: 108.92
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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 11/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/08/2020 N 500.00
KALAMAZOO MI, 49008 / / 0.0000 N 0.00
1285 555 W. CROSSTOWN PARKWAY 07/15/2020 N 500.00
SEBERTANS SEBER TANS, PLC 07/15/2020 1000049201 SWBA AUDIT FEES THROUGH 2020-07-09
542-371-82500 Accounting/Audit Fees 500.00
VENDOR TOTAL: 500.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 N 410.00
KALAMAZOO MI, 49002 / / 0.0000 N 0.00
1272 246 E KILGORE 07/15/2020 N 410.00
SIEGFRIED SIEGFRIED CRANDALL P.C. 07/15/2020 103282 SWBA ACCOUNTING SERVICES
542-371-82500 Accounting/Audit Fees 410.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 N 125.00
KALAMAZOO MI, 49002 / / 0.0000 N 0.00
1282 246 E KILGORE 07/15/2020 N 125.00
SIEGFRIED SIEGFRIED CRANDALL P.C. 07/15/2020 103298 SWBA IT SUPPORT / SMBA01-W10 HDD REPLACEMENT
542-371-82700 IT Support/Website Host 125.00
VENDOR TOTAL: 535.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 N 136.36
CAROL STREAM IL, 60197 / / 0.0000 N 0.00
1274 PO BOX 4181 07/15/2020 N 136.36
SPRINT SPRINT 07/15/2020 144563305-021 SWBA HOTSPOT USAGE MAY + JUNE 2020
542-371-82700 IT Support/Website Host 67.70
542-371-82700 IT Support/Website Host 68.66
136.36
VENDOR TOTAL: 136.36
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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 12/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/01/2020 N 114.58
PHILADELPHIA PA, 19170 / / 0.0000 N 0.00
1298 PO BOX 7247 -0381 07/29/2020 N 114.58
SUN LIFE SUN LIFE FINANCIAL 07/29/2020 247757 SWBA LIFE INSURANCE AUGUST 2020
542-371-71602 Disability/Life Insurance 114.58
VENDOR TOTAL: 114.58
GL NUMBER DESCRIPTION AMOUNT
Paid
07/28/2020 N 374.22
CHICAGO IL, 60677-8000 / / 0.0000 N 0.00
1270 8020 SOLUTIONS CENTER 07/15/2020 N 374.22
TELNET TELNET WORLDWIDE 07/15/2020 198401 SWBA PHONE
542-371-85300 Telephone 374.22
VENDOR TOTAL: 374.22
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 N 246.00
KALAMAZOO MI, 49009 06/25/2020 0.0000 N 0.00
1252 6100 N 14TH ST 07/01/2020 N 0.00
MISC TIBBLE THOMAS R & PATTI L 07/01/2020 00026808 SWBA BD Payment Refund
542-001-61600 01c. Building Fee $10,001-100,000 146.00
542-001-61600 11. Required Inspections 100.00
246.00
VENDOR TOTAL: 246.00
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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 13/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/22/2020 N 450.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1275 811 S DRAKE RD 07/15/2020 N 450.00
VISA VISA 07/15/2020 2020-07-15.1 SWBA VISA BILL JUNE 2020
542-371-75100 Vehicle Gas/Maintenance 204.00
542-371-72800 Supplies 246.00
450.00
VENDOR TOTAL: 450.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/29/2020 N 172.70
COMSTOCK MI, 49041-0378 / / 0.0000 N 0.00
1291 PO 378 07/29/2020 N 172.70
WMBF WEST MICHIGAN BUSINESS FORMS 07/29/2020 00019939 SWBA AP CHECKS 1201-1750
542-371-72800 Supplies 172.70
VENDOR TOTAL: 172.70
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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 14/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 Y 1,750.00
MATTAWAN MI, 49071 / / 0.0000 Y 0.00
1259 38159 24TH ST 07/01/2020 N 1,750.00
WWILCOX WILLIAM WILCOX 07/01/2020 2020-07-01.3 SWBA ELECTRICAL INSPECTIONS 2020-06-15 TO 20542-371-81100 Electrical Inspector 1,750.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 Y 800.00
MATTAWAN MI, 49071 / / 0.0000 Y 0.00
1260 38159 24TH ST 07/01/2020 N 800.00
WWILCOX WILLIAM WILCOX 07/01/2020 2020-07-01.4 SWBA ELECTRICAL INSPECTIONS 2020-05-03 TO 20542-371-81100 Electrical Inspector 800.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 Y 2,400.00
MATTAWAN MI, 49071 / / 0.0000 Y 0.00
1261 38159 24TH ST 07/01/2020 N 2,400.00
WWILCOX WILLIAM WILCOX 07/01/2020 2020-07-01.5 SWBA ELECTRICAL INSPECTIONS 2020-05-17 TO 20542-371-81100 Electrical Inspector 2,400.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/01/2020 Y 2,100.00
MATTAWAN MI, 49071 / / 0.0000 Y 0.00
1262 38159 24TH ST 07/01/2020 N 2,100.00
WWILCOX WILLIAM WILCOX 07/01/2020 2020-07-01.6 SWBA ELECTRICAL INSPECTIONS 2020-05-31 TO 20542-371-81100 Electrical Inspector 2,100.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/15/2020 Y 1,700.00
MATTAWAN MI, 49071 / / 0.0000 N 0.00
1278 38159 24TH ST 07/15/2020 N 1,700.00
WWILCOX WILLIAM WILCOX 07/15/2020 2020-07-15.4 SWBA ELECTRICAL INSPECTIONS
542-371-81100 Electrical Inspector 1,700.00
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
08/21/2020 11:43 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 15/15
User: kgibson
DB: Smba
POST DATES 07/01/2020 – 07/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
07/29/2020 Y 2,050.00
MATTAWAN MI, 49071 / / 0.0000 N 0.00
1288 38159 24TH ST 07/29/2020 N 2,050.00
WWILCOX WILLIAM WILCOX 07/29/2020 2020-07-29.1 SWBA ELECTRICAL INSPECTIONS
542-371-81100 Electrical Inspector 2,050.00
VENDOR TOTAL: 10,800.00
TOTAL – ALL VENDORS: 59,272.99
Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
MEMORANDUM
To: SMBA Board
From: Staff
Date: 8/21/2020
Re: Q1 & Q2 2020 Budget Adjustments
Office Manager Deb Everett has prepared the proposed budget adjustments to align the budget with actual
expenses incurred and attempt to adjust the forecast for some items accordingly.
2020 – 1st & 2nd Quarter Budget Amendments
GL# EXPENDITURES
2020
BUDGET
EXPENDITURES
THRU 06.30.2020
AMENDED
BUDGET
AMENDMENT
AMOUNT
542.371.70400 In Lieu Of – 810 810 Not budgeted – Kyle is eligible as FTE
542.371.81101 Plan Review 1,000.00 3,600 6,000 5,000 Process changed – SMBA is billed for review, then collects fee from project
542.371.81300 Plumbing Inspector 20,000.00 20,185 41,000 21,000 Inpection costs have exceeded budget
542.371.81400 Building Inspector 5,000.00 5,650 10,000 5,000 Inpection costs have exceeded budget
542.371.97600 Capital Outlay – 1,350 1,350 1,350 Not budgeted – purchase of Surface PRO/SMBA dropbox
33,160
GL# REVENUE
2020
BUDGET
AMENDED
BUDGET
AMENDMENT
AMOUNT
542.000.99999 Carryover – 33,160 33,160
Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
MEMORANDUM
To: SMBA Board
From: Administrative Assistant Kyle Gibson
Date: 8/21/2020
Re: Draft Capital Improvement Plan
Chair Farmer requested that staff prepare a list of potential immediate and future expenditures at the July 23rd
regular board meeting for the board’s consideration at the August 27th meeting. This draft capital improvement
plan goes through 2025 and accounts for future expenses as directed by the board.
CIP 2020-2025
Item GL FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Total
Office Chairs 542-371-97600 (Capital Outlay) $ 2,200.00 $ 2,200.00
Vehicle Replacement 542-371-97700 (Capital Outlay – Vehicle) $ 40,000.00 $ 40,000.00
Color Plotter / Scanner 542-371-97600 (Capital Outlay) $ 15,000.00 $ 15,000.00
Dedicated Check Printer 542-371-97600 (Capital Outlay) $ 500.00 $ 500.00
Replace Computers 542-371-97600 (Capital Outlay) $ 7,000.00 $ 7,000.00 $ 14,000.00
Staff Workstation Upgrades 542-371-97600 (Capital Outlay) $ 2,100.00 $ 2,100.00
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
Totals $ 4,800.00 $ 22,000.00 $ – $ – $ – $ 47,000.00 $ 73,800.00
Capital Improvement Plan for the Southwest Michigan Building Authority
2020 to 2025
Draft for Board Review Presented 2020-08-27 Estimated Spend Amount
I:\Budget\Capital Improvement Plan Page 1 of 1 Printed 8/19/2020 at 11:14 AM
Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
MEMORANDUM
To: SMBA Board
From: Office Manager Deb Everett
Date: 8/24/2020
Re: Staffing
This memo is to address Chair Farmer’s comments at the June board meeting regarding future staffing. I am
looking to step away from the Office Manager position for a couple of reasons; I haven’t been in the office
since mid-March so I feel very removed from the SMBA operation. Secondly, I don’t expect I will be returning
to the office prior to my retirement in November.
While current staff, Kyle Gibson and El Oropeza work together very well the operation does need a lead
position who is responsible for the day to day operation and approval of certain functions, i.e., payroll,
payables, PTO.
Based on length of service, organizational skills, IT knowledge, and other attributes I am recommending Kyle
be appointed Office Manager. I wouldn’t expect to see many differences with this change as I believe Kyle and
El have already established a routine in performing their duties.
Attached are drafts of updated job descriptions for the Office Manager and Administrative Assistant adding
some of the duties not described in the current descriptions.
SMBA has grown into an efficient system with excellent service to all its customers, internal and external. I
believe with the current staff the operation will continue to excel and benefit its member townships.
With this new role there would be the expectation of a salary increase which would be appropriate. To
facilitate discussion, I’m including this information; all staff received increases in October 2019. I offer the
suggestion that you might want to align increases with the budget year, therefore, waiting until January 1,
2021. You may want to consider a smaller increase at this time, then make another adjustment effective
January 1st.
SOUTHWEST MICHIGAN BUILDING AUTHORITY
POSITION DESCRIPTION
Title: ADMINISTRATIVE ASSISTANT
Reports to: OFFICE MANAGER
Employment Status: Non-Exempt
General Summary:
Under the direct supervision of the Office Manager performs a variety of clerical duties.
Essential Job Functions:
Physical requirements described herein are representative of those requirements which must be
met by an employee to successfully perform the essential job functions of this job. Reasonable
accommodations may be made upon request to enable an individual with a disability to perform
these essential job functions.
The employee must be able to use word processing programs, BS&A programs and type various
documents including memos, notices, time reports, building reports, etc.
The employee must be able to maintain the records of the Building Official and the Southwest
Michigan Building Authority (SMBA). To do so, he or she must be able to open up, maintain
and close files, requiring lifting, standing, bending, walking, manipulation of the files within his
or her office, as well as the office of the Building Official. The employee must also be able to
move about to file and retrieve files from storage. In addition, the Administrative Operations
Assistant is required to maintain and update the official records for SMBA and be able to file and
retrieve these records from a secure location.
The employee must be able to answer the telephone in English and communicate with others,
must be able to make calls, schedule appointments and maintain the calendar for SMBA.
The employee must be able to open, sort, read and distribute incoming correspondence, both
regular and electronic.
Typical Responsibilities:
1. Receive requests for inspections and schedule and notify appropriate inspector.
2. Submit invoices for payment approval to Office Manager.
3. Enter building, electrical, mechanical and plumbing permit requests into BS&A.
4. Submit permit requests to local municipalities for review and zoning approval.
5. Provide clerical assistance to Building Official as needed.
6. Submit timesheets to Office Manager.
7. Submit check requests for purchase orders to Office Manager.
8. Process payroll, accounts payables, cash receipting, and bank deposits as directed by
Office Manager.
9. Maintain SMBA records in coordination with local municipalities.
10. Assist Office Manager in assembling SMBA Board packets.
11. Receive FOIA requests; forward to SMBA FOIA Coordinator.
Secondary Responsibilities:
1. Maintain office, answering the telephone, and provide service at the customer counter.
2. Maintain skill level as software and computers are updated.
The above statements are intended to describe the general nature and level of work being
performed. They are not to be construed as an exhaustive list of all duties performed.
Employment Qualifications:
EDUCATION: High School graduate or equivalent.
EXPERIENCE: Must be able to meet prescribed typing and computer standards and maintain
skill level as software and computers are updated.
Strong interpersonal communications skills, both oral and written.
These qualifications represent guidelines; alternative qualifications may be substituted if
sufficient to perform the duties required by this position.
Effective Date: 3/28/2019
1
SOUTHWEST MICHIGAN BUILDING AUTHORITY
POSITION DESCRIPTION
Title: OFFICE MANAGER
Reports to: Building Authority Board
Positions Supervised: Office Staff
Employment Status: Contracted Non-Exempt
Responsibilities:
Physical requirements described herein are representative of those requirements which must be
met by an employee to successfully perform the essential job functions of this job. Reasonable
accommodations may be made upon request to enable an individual with a disability to perform
these essential job functions. The employee must be able to use SMBA Software & Technology,
word processing programs and type various documents including legal documents, memos,
resolutions, notices, time reports, etc.
The employee must be able to oversee maintenance of the records of the SMBA Building
Operations Department. To do so, he or she must be able to open up, oversee maintenance and
close files, requiring lifting, standing, bending, walking, manipulation of the files within his or her
office, as well as the various SMBA offices. The employee must also be able to move about to
file and retrieve files from storage. In addition, the Office Manager is required to oversee the
maintenance and updating of the official records for SMBA and be able to file and retrieve these
records from a secure location.
The employee must be able to communicate in English and communicate with others regarding
SMBA operations, technology and logistics. They must be able to make calls, assist the Building
Official and/or Building Inspector and schedule appointments and to maintain the SMBA calendar.
The employee must be able to open, sort, read and distribute incoming correspondence, both
regular and electronic.
Responsibilities:
1. Oversee/coordinate and direct office/customer service tasks.
2. Develops annual department financial budget and monitors throughout fiscal year;
provides monthly reports to SMBA Board regarding department activities.
Prepares and presents needed budget amendments quarterly.
3. Set up and oversee administrative policies and procedures for SMBA.
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
Board Chair and/or the Building Official to address and solve operational issues.
11. Prepare invoices, reports, memos, letters, financial statements and other documents.
12. Responsible for review, and approval, and processing of payroll for all employees.
13. Responsible for review, approval, and processing of invoices to be paid.
14. Manage IT systems.
15. Manage website.
Skills and Abilities:
1. Thorough knowledge of Microsoft Office and Excel required. Experience with
BS&A software a plus.
2. Basic accounting knowledge with previous experience in accounts
payable/receivables.
3. Ability to communicate well verbally and in written form.
4. Positive customer service attitude.
5. Detail oriented, strong organizational skills and the ability to prioritize tasks for self
and staff.
3
6. Develop and maintain constructive and cooperative working relationships with
others with concentration on team building.
7. Knowledge of business and management principles involved in strategic planning,
resource allocation, human resource modeling, leadership technique, production
methods, and coordination of people and resources.
8. Creative, self-motivated with a desire to foster continual improvements in
workflow and processes to improve the organization.
9. Encourage personal and staff professional development.
Educational Requirements:
1. Bachelor’s degree w/one year of experience in office management.
2. Associates degree w/five years of experience in office management.
3. Experience in a similar type job with 10 years of experience.
The above is intended to describe the general content of and requirements for the performance of
the position. It is not to be construed as an exhaustive statement of duties, responsibilities or
requirements for the position.
4
Effective Date: 3/28/2019
