Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
Regular Board Meeting
September 24, 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 – August 27, 2020 Regular Meeting
b. August 2020 Receipts and Disbursements Report
c. August 2020 Permits / Inspections Report
4. Board Consideration of 2021 Requested Budget
a. Aunalytics Proposal
b. BS&A Licensing & Interlocal Agreement Amendment
c. 2020-2025 Capital Improvement Plan
5. Board Consideration of Salary Recommendations
6. Board Consideration of Office Manager Transition Plan
7. Board Chair’s Report
8. Other Business
9. Adjournment
1
Southwest Michigan Building Authority
August 27, 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
Grant Taylor, Oshtemo Representative
Jeff Sorensen, Cooper Representative
Larry Stehouwer, Citizen at Large Representative
Also present were Building Official Garrett Reitenour, SMBA Attorney Jim Porter, Administrative
Assistant El Oropeza, and Administrative Assistant Kyle Gibson acting as recording secretary.
Absent:
Carol DeHaan, Cooper Representative
Citizen Comments on Non-Agenda Items
No public comment was provided.
Consent Agenda
Meeting Minutes – July 23, 2020 Regular Meeting
Meeting Minutes – August 7, 2020 Special Meeting
July 2020 Receipts and Disbursements Report
July 2020 Permits / Inspections Report
Q1-2020 & Q2-2020 Budget Amendments
A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the consent
agenda as presented.
A roll call vote was taken showing:
Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor
No: None
Abstain: None
Absent: Carol DeHaan
The motion was carried 4-0, with 1 absent.
Board Consideration of the City of Galesburg Requesting to Join SMBA
Board discussion was held regarding the City of Galesburg expressing interest in Joining SMBA.
Mr. Reitenour and Mr. Sorensen shared their concerns about stretching staff too thin and the
ability of the Authority to adequately serve their needs without sacrificing the current level of
service to the member jurisdictions. Chair Farmer stated that an official proposal would be
required before any decisions are made.
No board action was taken.
2
Board Consideration of Draft Capital Improvement Plan
Administrative Assistant Kyle Gibson presented a draft 5-year capital improvement plan as
requested by the board at the July meeting. There was discussion regarding the completeness
of the list of items and some suggestions. Chair Farmer requested an updated draft of the
capital improvement plan be presented alongside the 2021 budget proposal for the September
meeting, at which point a decision regarding the plan’s adoption will be made.
No board action was taken.
Update on Truck Purchase
Building Official Reitenour shared that the new vehicle has been purchased from Oshtemo
Township as directed. The board held discussion regarding the sale of the current vehicle. A
motion was made by Jeff Sorensen and supported by Dusty Farmer to put the truck up for
auction via sealed bids, with a duration of 30 days for the acceptance of bids and a reserve
price of $2,000 to be sold as-is with no warranties. Mr. Reitenour shared that the vehicle is
currently scheduled for de-lettering, which should be completed by the end of the bidding
period.
A roll call vote was taken showing:
Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor
No: None
Abstain: None
Absent: Carol DeHaan
The motion was carried 4-0, with 1 absent.
Board Discussion of Staffing Proposals
Administrative Assistant Kyle Gibson presented a memo and revised job descriptions on behalf
of Office Manager Deb Everett, who was unable to attend the meeting. Ms. Everett stated in
the memo her intent to step back from her involvement with SMBA by the end of the year.
Board discussion was held regarding the need to fulfill the Human Resources function of Ms.
Everett’s current position, and Chair Farmer requested a written transition plan to be presented
at the next regular meeting. A motion was made by Jeff Sorensen and supported by Larry
Stehouwer to accept the proposed change in job descriptions as presented and name Kyle
Gibson as the Office Manager.
A roll call vote was taken showing:
Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor
No: None
Abstain: None
Absent: Carol DeHaan
The motion was carried 4-0, with 1 absent.
Board discussion continued with the consideration of salaries for staff. Chair Farmer requested
a list of salary recommendations for all staff with supporting documentation to be considered
by the board at the next regular meeting. Considering the change in responsibilities for staff,
Mr. Sorensen proposed that once the salaries are decided upon by the board, employees would
be back paid to the effective date of the change in duties.
No further board action was taken.
3
Board Chair’s Report
Chair Farmer had nothing to report.
No board action was taken.
Other Busines
Mr. Sorensen and Building Official Reitenour held brief discussion regarding a commercial
project in Cooper Township and the need to for final inspections to include the assessor.
Mr. Gibson noted that to carry out the duties of the office manager, he would need to be made
a signatory on the Authority’s checking account and be issued a credit card. A motion was
made by Grant Taylor and supported by Jeff Sorensen to add Kyle Gibson as a signatory on the
account and issue a line of credit at Mercantile Bank.
A roll call vote was taken showing:
Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor
No: None
Abstain: None
Absent: Carol DeHaan
The motion was carried 4-0, with 1 absent.
No further board action was taken.
Chair Farmer Adjourned the meeting at 9:47 a.m.
Next Regular Meeting – September 24th – 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
09/21/2020 10:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/9
User: kgibson
DB: Smba
POST DATES 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/28/2020 N 3,535.01
DETROIT MI, 48267 / / 0.0000 N 0.00
1317 PO BOX 674416 08/17/2020 N 3,535.01
BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 08/17/2020 007043238 SWBA HEALTH INSURANCE SEP 2020
542-371-71600 Health Insurance 3,535.01
VENDOR TOTAL: 3,535.01
GL NUMBER DESCRIPTION AMOUNT
Paid
08/06/2020 N 330.00
GRANDVILLE MI, 49418 / / 0.0000 N 0.00
1302 3097 PINEDALE DR SW 08/06/2020 N 330.00
CODE CODE SOURCE PC 08/06/2020 110119.2 SWBA 12/3/19 MEETING JACS PIZZA
542-371-81101 Plan Review 330.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/13/2020 N 175.00
GRANDVILLE MI, 49418 / / 0.0000 N 0.00
1316 3097 PINEDALE DR SW 08/13/2020 N 175.00
CODE CODE SOURCE PC 08/13/2020 112720.2 SWBA PLAN REVIEW FOR JSMBA20-05-0108 2520 RO542-371-81101 Plan Review 175.00
VENDOR TOTAL: 505.00
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 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/06/2020 N 3.30
KALAMAZOO MI, 49006 / / 0.0000 N 0.00
1303 927 PICCADILLY RD 08/06/2020 N 3.30
EOROPEZA ELVIRA OROPEZA 08/06/2020 2020-08-06.2 SWBA REIMBURSEMENT FOR POSTAGE
542-371-87000 Mileage 3.30
GL NUMBER DESCRIPTION AMOUNT
Paid
08/26/2020 N 50.00
KALAMAZOO MI, 49006 / / 0.0000 N 0.00
1325 927 PICCADILLY RD 08/26/2020 N 50.00
EOROPEZA ELVIRA OROPEZA 08/26/2020 2020-08-25.1 SWBA PHONE REIMBURSEMENT AUG 2020
542-371-85300 Telephone 50.00
VENDOR TOTAL: 53.30
GL NUMBER DESCRIPTION AMOUNT
Paid
08/12/2020 N 50.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1309 35063 23RD ST 08/12/2020 N 50.00
REITENOURG GARRETT REITENOUR 08/12/2020 2020-08-12.1 SWBA REIMBURSEMENT FOR PHONE USAGE AUG 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 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/12/2020 Y 1,800.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1310 6323 WINDDRIFT AVE 08/12/2020 N 1,800.00
GHECKMAN GARYAIRE, LLC 08/12/2020 2020-08-12.2 SWBA PLUMBING / MECHANICAL INSPECTIONS
542-371-81300 Plumbing Inspector 450.00
542-371-81200 Mechanical Inspector 1,250.00
542-371-81100 Electrical Inspector 100.00
1,800.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/26/2020 Y 1,950.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1329 6323 WINDDRIFT AVE 08/26/2020 N 1,950.00
GHECKMAN GARYAIRE, LLC 08/26/2020 2020-08-25.3 SWBA PLUMBING / MECHANICAL INSPECTIONS
542-371-81300 Plumbing Inspector 900.00
542-371-81200 Mechanical Inspector 1,050.00
1,950.00
VENDOR TOTAL: 3,750.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/31/2020 N 135.00
, / / 0.0000 N 0.00
1330 08/31/2020 N 135.00
MISC K’S MOBILE DETAILING 08/31/2020 2020-08-31.1 SWBA INTERIOR DETAIL FOR 2001 S10 TRUCK
542-371-75100 Vehicle Gas/Maintenance 135.00
VENDOR TOTAL: 135.00
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 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/06/2020 N 90.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1304 2615 W F AVE 08/06/2020 N 90.00
LSTEHOWER LARRY STEHOUWER 08/06/2020 2020-08-06.1 SWBA BOARD MEETING ATTENDANCE Q2-2020
542-371-72600 Board Member At Large Stipend 90.00
VENDOR TOTAL: 90.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/26/2020 N 200.00
KALAMAZOO MI, 49001-3308 / / 0.0000 N 0.00
1318 PO BOX 3308 08/17/2020 N 200.00
MI PRINT MI PRINT WORKS 08/17/2020 4689200729 SWBA ENVELOPES RE-ORDER
542-371-72800 Supplies 200.00
VENDOR TOTAL: 200.00
GL NUMBER DESCRIPTION AMOUNT
Paid
07/30/2020 N 78.63
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1313 6395 TECHNOLOGY AVE STE A 08/10/2020 N 78.63
AUNALYTICS MIH MICHIGAN LLC DBA SECANT TECH 08/10/2020 29925202 SWBA BS&A ERROR TROUBLESHOOTING AND RESOLUTI542-371-82700 IT Support/Website Host 78.63
GL NUMBER DESCRIPTION AMOUNT
Paid
08/06/2020 N 1,441.00
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1308 6395 TECHNOLOGY AVE STE A 08/06/2020 N 1,441.00
AUNALYTICS MIH MICHIGAN LLC DBA SECANT TECH 08/06/2020 29926513 SWBA CLOUD HOSTING SERVICES
542-371-82700 IT Support/Website Host 1,441.00
VENDOR TOTAL: 1,519.63
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 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/12/2020 Y 1,700.00
COLDWATER MI, 49036 / / 0.0000 N 0.00
1311 426 SARAH LN 08/12/2020 N 1,700.00
TTHATCHER MP SERVICES LLC 08/12/2020 2020-08-12.3 SWBA MECHANICAL / PLUMBING INSPECTIONS
542-371-81200 Mechanical Inspector 1,000.00
542-371-81300 Plumbing Inspector 700.00
1,700.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/26/2020 Y 850.00
COLDWATER MI, 49036 / / 0.0000 N 0.00
1328 426 SARAH LN 08/26/2020 N 850.00
TTHATCHER MP SERVICES LLC 08/26/2020 2020-08-26.2 SWBA MECHANICAL / PLUMBING INSPECTIONS
542-371-81200 Mechanical Inspector 450.00
542-371-81300 Plumbing Inspector 400.00
850.00
VENDOR TOTAL: 2,550.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/30/2020 N 158.55
CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00
1322 PO BOX 633301 08/18/2020 N 158.55
OFFICE DEP OFFICE DEPOT 08/18/2020 112570087001 SWBA OFFICE SUPPLIES
542-371-72800 Supplies 158.55
VENDOR TOTAL: 158.55
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
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User: kgibson
DB: Smba
POST DATES 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/19/2020 N 31,080.85
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1323 7275 W MAIN STREET 08/19/2020 N 31,080.85
OSHTEMO OSHTEMO TOWNSHIP 08/19/2020 CK36021 SWBA 2020 SMBA VEHICLE PURCHASE AGREEMENT
542-371-97700 Capital Outlay-Vehicle 31,080.85
VENDOR TOTAL: 31,080.85
GL NUMBER DESCRIPTION AMOUNT
Paid
08/17/2020 Y 777.00
VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00
1320 9593 REVERE DR 08/17/2020 N 777.00
REDMOND REDMOND ENGINEERING & DESIGN 08/17/2020 20-013 SWBA FP PLAN REVIEW FEES JSMBA20-05-0270 FET542-371-81101 Plan Review 777.00
VENDOR TOTAL: 777.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/26/2020 N 72.46
CHICAGO IL, 60680-2815 / / 0.0000 N 0.00
1324 PO BOX 802815 08/26/2020 N 72.46
RICOH RICOH 08/26/2020 5060225346 SWBA COPIER
542-371-72801 Equipment/Maintenance 72.46
VENDOR TOTAL: 72.46
GL NUMBER DESCRIPTION AMOUNT
Paid
08/31/2020 N 150.00
KANSAS CITY MO, 64180-1742 / / 0.0000 N 0.00
1314 PO BOX 801742 08/13/2020 N 150.00
RLI RLI SURETY 08/13/2020 LSM0932264 SWBA BOND CAROL DEHAAN 2020
542-371-95800 Education/Dues 150.00
VENDOR TOTAL: 150.00
Due Date 1099 Net Amount
City/State/Zip Disc. Date Disc. % Sep CK Discount
Ref # Address CK Run Date PO Hold Gross Amount
Vendor Code Vendor name Post Date Invoice Bank Invoice Description
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User: kgibson
DB: Smba
POST DATES 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/06/2020 N 225.00
KALAMAZOO MI, 49002 / / 0.0000 N 0.00
1307 246 E KILGORE 08/06/2020 N 225.00
SIEGFRIED SIEGFRIED CRANDALL P.C. 08/06/2020 103575 SWBA ACCOUNTING SERVICES
542-371-82500 Accounting/Audit Fees 225.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/06/2020 N 350.00
KALAMAZOO MI, 49002 / / 0.0000 N 0.00
1306 246 E KILGORE 08/06/2020 N 350.00
SIEGFRIED SIEGFRIED CRANDALL P.C. 08/06/2020 103582 SWBA IT SUPPORT / REPLACE HDD SMBA02-W10
542-371-82700 IT Support/Website Host 350.00
VENDOR TOTAL: 575.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/28/2020 N 67.70
CAROL STREAM IL, 60197 / / 0.0000 N 0.00
1321 PO BOX 4181 08/18/2020 N 67.70
SPRINT SPRINT 08/18/2020 144563305-022 SWBA HOTSPOT USAGE JULY 2020
542-371-82700 IT Support/Website Host 67.70
VENDOR TOTAL: 67.70
GL NUMBER DESCRIPTION AMOUNT
Paid
09/01/2020 N 114.58
PHILADELPHIA PA, 19170 / / 0.0000 N 0.00
1326 PO BOX 7247 -0381 08/26/2020 N 114.58
SUN LIFE SUN LIFE FINANCIAL 08/26/2020 247757 SWBA LIFE INSURANCE SEP 2020
542-371-71602 Disability/Life Insurance 114.58
VENDOR TOTAL: 114.58
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 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/28/2020 N 375.75
CHICAGO IL, 60677-8000 / / 0.0000 N 0.00
1315 8020 SOLUTIONS CENTER 08/13/2020 N 375.75
TELNET TELNET WORLDWIDE 08/13/2020 200658 SWBA PHONE
542-371-85300 Telephone 375.75
VENDOR TOTAL: 375.75
GL NUMBER DESCRIPTION AMOUNT
Paid
08/24/2020 N 20.83
CHICAGO IL, 60680-9488 / / 0.0000 N 0.00
1319 P.O. BOX 809488 08/17/2020 N 20.83
UPS UPS 08/17/2020 00000076R70Y330 SWBA SHIPPING FOR PLAN REVIEW JSMBA20-05-037542-371-72800 Supplies 20.83
VENDOR TOTAL: 20.83
GL NUMBER DESCRIPTION AMOUNT
Paid
08/06/2020 N 443.80
KALAMAZOO MI, 49009 / / 0.0000 N 0.00
1305 811 S DRAKE RD 08/06/2020 N 443.80
VISA VISA 08/06/2020 2020-08-06.3 SWBA VISA JULY 2020
542-371-75100 Vehicle Gas/Maintenance 77.00
542-371-97600 Capital Outlay 366.80
443.80
VENDOR TOTAL: 443.80
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 08/01/2020 – 08/31/2020
BOTH JOURNALIZED AND UNJOURNALIZED
PAID
GL NUMBER DESCRIPTION AMOUNT
Paid
08/12/2020 Y 1,300.00
MATTAWAN MI, 49071 / / 0.0000 N 0.00
1312 38159 24TH ST 08/12/2020 N 1,300.00
WWILCOX WILLIAM WILCOX 08/12/2020 2020-08-12.4 SWBA ELECTRICAL INSPECTIONS
542-371-81100 Electrical Inspector 1,300.00
GL NUMBER DESCRIPTION AMOUNT
Paid
08/26/2020 Y 1,400.00
MATTAWAN MI, 49071 / / 0.0000 N 0.00
1327 38159 24TH ST 08/26/2020 N 1,400.00
WWILCOX WILLIAM WILCOX 08/26/2020 2020-08-26.1 SWBA ELECTRICAL INSPECTIONS
542-371-81100 Electrical Inspector 1,400.00
VENDOR TOTAL: 2,700.00
TOTAL – ALL VENDORS: 48,924.46
SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT
Reporting Month: August 2020 Prepared By: Kyle Gibson
Building Electrical Mechanical Plumbing Totals
Oshtemo 52 29 38 14 133
Revenue $11,553.00 $4,645.00 $5,775.00 $2,083.00 $24,056.00
YTD Oshtemo 305 205 270 204 984
YTD Revenue $113,354.50 $46,272.00 $44,951.55 $28,288.00 $232,866.05
Cooper 36 8 13 6 63
Revenue $10,944.00 $1,067.00 $1,826.00 $931.00 $14,768.00
YTD Cooper 116 74 91 36 317
YTD Revenue $33,476.00 $15,036.00 $13,031.00 $7,185.00 $68,728.00
Total Permits 88 37 51 20 196
Total Revenue $22,497.00 $5,712.00 $7,601.00 $3,014.00 $38,824.00
YTD Total Permits 421 279 361 240 1301
YTD Total Revenue $146,830.50 $61,308.00 $57,982.55 $35,473.00 $301,594.05
Building Electrical Mechanical Plumbing Totals
Oshtemo Inpsections 164 39 61 47 311
Cooper Inspections 40 16 16 10 82
YTD Oshtemo Inspections 858 392 362 387 1999
YTD Cooper Inspections 272 135 119 87 613
Total Inspections 204 55 77 57 393
YTD Total Inspections 1130 527 481 474 2612
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 9/21/2020 at 10:39 AM
I:\SMBA Board Packets\Revenue & Inspections Report
SOUTHWEST MICHIGAN BUILDING AUTHORITY BANK BALANCE REPORT
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2018 $355,097.18 $316,827.94 $292,711.45 $312,627.13 $305,033.67 $317,144.90 $313,084.42 $328,952.71 $328,034.45 $339,176.51 $368,209.64 $355,724.53
2019 $309,114.20 $300,098.15 $303,811.00 $246,716.30 $247,770.31 $279,624.65 $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 $363,684.45
$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 9/21/2020 at 10:39 AM
I:\SMBA Board Packets\Revenue & Inspections Report
Calculations as of 09/30/2020
09/23/2020 08:50 AM
User: kgibson
DB: Smba
BUDGET REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2
2021
REQUESTED
BUDGET
2020
ACTIVITY
THRU 09/30/20
2020
AMENDED
BUDGET
2019
AMENDED
GL NUMBER DESCRIPTION BUDGET
Fund: 542 BUILDING AUTHORITY
ESTIMATED REVENUES
Dept 000 – ASSETS & LIABILITIES/CASH ON HAND
542-000-99999 Carryover 34,935 65,160 0 71,340
Totals for dept 000 – ASSETS & LIABILITIES/CASH ON HAND 34,935 65,160 0 71,340
Dept 001 – REVENUE
Recurring FOIA Revenue 85
542-001-47500 Miscellaneous 0 0 62 100
542-001-61100 Bldg Services to Others 0 0 0 0
542-001-61400 Bond Forfeiture 0 0 0 0
542-001-61600 Building Permits 375,000 200,000 204,407 200,000
542-001-61615 Plan Review 3,000 6,000 25,392 25,000
542-001-61700 Electrical Permits 94,000 50,000 65,961 50,000
542-001-61800 Mechanical Permits 90,000 80,000 64,556 80,000
542-001-61900 Plumbing Permits 55,000 50,000 38,816 50,000
542-001-66400 Interest on Investments 200 1,000 479 1,000
Totals for dept 001 – REVENUE 617,200 387,000 399,673 406,100
TOTAL ESTIMATED REVENUES 652,135 452,160 399,673 477,440
Calculations as of 09/30/2020
09/23/2020 08:50 AM
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DB: Smba
BUDGET REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2
2021
REQUESTED
BUDGET
2020
ACTIVITY
THRU 09/30/20
2020
AMENDED
BUDGET
2019
AMENDED
GL NUMBER DESCRIPTION BUDGET
Fund: 542 BUILDING AUTHORITY
APPROPRIATIONS
Dept 371 – BLDG AUTHORITY
542-371-66401 Permit Refunds 0 0 0 0
GL # FOOTNOTE TOTAL: 154,470
Administrative Assistant 36,556
Office Manager 44,444
Building Official 73,470
542-371-70200 Salaries 146,000 145,000 103,708 155,000
542-371-70201 Hourly 105,000 0 0 0
542-371-70300 Building Board of Appeals 0 300 0 0
542-371-70400 In Lieu of Insurance 1,170 810 225 1,170
542-371-71500 Payroll Taxes – FICA 17,000 11,600 7,774 12,360
542-371-71600 Health Insurance 36,500 36,000 27,003 37,800
542-371-71602 Disability/Life Insurance 1,650 1,650 1,150 1,735
542-371-71603 Work Comp Insurance 2,500 2,500 539 2,500
542-371-71700 HSA 4,275 4,275 4,272 4,275
542-371-72200 Pension Plan 17,500 11,600 9,717 12,360
542-371-72500 Clothing Allowance 500 500 0 1,500
542-371-72600 Board Member At Large Stipend 480 450 150 390
542-371-72700 Miscellaneous 500 500 0 0
542-371-72800 Supplies 7,500 3,500 2,917 3,000
542-371-72801 Equipment/Maintenance 1,450 1,450 642 850
542-371-73000 Postage/Shipping 0 0 0 500
542-371-75100 Vehicle Gas/Maintenance 10,000 5,000 4,559 3,000
542-371-75101 General Insurance 12,000 6,400 1,730 6,400
542-371-81100 Electrical Inspector 37,000 30,000 28,825 35,000
542-371-81101 Plan Review 2,500 6,000 24,589 20,000
542-371-81200 Mechanical Inspector 31,000 25,000 25,600 30,000
542-371-81300 Plumbing Inspector 30,000 41,000 25,535 35,000
Back-up for Building Official (25 PTO days at 8 inspections / day).
542-371-81400 Building Inspector 0 10,000 5,650 10,000
542-371-82400 Consultants 5,000 0 0 0
542-371-82500 Accounting/Audit Fees 20,000 13,000 10,015 13,000
542-371-82600 Legal Fees 10,000 10,000 2,730 5,000
GL # FOOTNOTE TOTAL: 32,340
BS&A Software (Annual) (AP, CR, GL, PR, BD) 5,100
Web Hosting (Annual) 300
Hotspot ($70 / month) 840
Aunalytics ($2,175 / month) 26,100
542-371-82700 IT Support/Website Host 22,000 20,000 14,864 35,000
GL # FOOTNOTE TOTAL: 4,600
Telnet 4,000
Cell Phone Reimbursement (Building Official) 600
542-371-85300 Telephone 4,000 5,000 4,235 4,600
542-371-87000 Mileage 3,000 1,500 107 500
542-371-92500 Facility Rent 20,000 20,000 20,000 20,000
542-371-95600 Interest/Penalty IRS/State Withholdings 0 0 60 0
542-371-95700 Bank Service Charges 360 500 340 500
GL # FOOTNOTE TOTAL: 1,410
Treasurer’s Bond 150
Home Builders Association of SW MI (HBA) Dues 615
Code Officials Conference of Michigan (COCM) Membership, Spring + Fall Conference 515
Metro Building Inspectors Association Membership 130
542-371-95800 Education/Dues 8,000 4,000 1,570 4,000
542-371-96300 Contingency 1,000 1,275 0 0
542-371-96800 Depreciation Expense 0 0 0 0
GL # FOOTNOTE TOTAL: 19,000
Replace Three Computers 4,000
Color Plotter/Scanner 15,000
542-371-97600 Capital Outlay 5,000 1,350 1,648 22,000
542-371-97700 Capital Outlay-Vehicle 3,000 32,000 31,081 0
Totals for dept 371 – BLDG AUTHORITY 565,885 452,160 361,235 477,440
TOTAL APPROPRIATIONS 565,885 452,160 361,235 477,440
ENDING FUND BALANCE 379,266 540,604 579,042 579,042
BEGINNING FUND BALANCE 293,016 540,604 540,604 579,042
NET OF REVENUES/APPROPRIATIONS – FUND 542 86,250 0 38,438 0
Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
MEMORANDUM
To: SMBA Board
From: Kyle Gibson, Office Manager
Date: 09/15/2020
Re: Aunalytics 2021 Proposal
Aunalytics (formerly Secant Technologies) has provided SMBA with a proposal for service for 2021. Due to
the merger which took place last year / early this year, the way Aunalytics bills for service has changed. As a
result, the total monthly amount in the proposal is greater than it has been in the past. The previous monthly
amount was $1,440. The monthly amount listed in the proposal is $2,174.50. This constitutes a $733.50 or
51% increase. The proposal expires on 9/30/2020.
It is my recommendation that the board authorize acceptance of the proposal with the updated fees.
The updated fees have been included in the draft 2021 budget.
Cloud and Managed Service (Renewal)
PREPARED FOR:
Southwest Michigan Building Authority
We have prepared a quote for you
PREPARED BY:
Aunalytics – Kalamazoo
Quote # KZ006660
Version 1
Kyle Gibson
kjgibson@swmiba.org
Jeff Ray
jeff.ray@aunalytics.com
6395 Technology Avenue
Kalamazoo, MI 49009
(269) 375-8996
Description Recurring Qty Ext. Recurring
(2) Production Hosted Server
vCPU $13.00 6 $78.00
GB RAM $6.00 24 $144.00
Performance Storage (1000 iops) – per TB $130.00 1 $130.00
Monthly Subtotal: $352.00
Description Recurring Qty Ext. Recurring
File Level Archive- (Aunalytics Cloud or On-Prem)
File Level Archive: Aunalytics Storage 365 Server License $25.00 1 $25.00
File Level Archive: Aunalytics Storage 365 (per TB) $60.00 1 $60.00
File Level Archive: Aunalytics Storage Annual Archive $50.00 1 $50.00
Monthly Subtotal: $135.00
Description Recurring Qty Ext. Recurring
Disaster Recovery Service (DRaaS)
DRaaS Server Level (VMware Availability) – Standard Server License $10.00 2 $20.00
DRaaS Server Level – vCPU $8.00 6 $48.00
DRaaS Server Level – GB RAM $4.00 24 $96.00
DRaaS Server Level – TB Storage $60.00 1 $60.00
Monthly Subtotal: $224.00
Description Recurring Qty Ext. Recurring
Microsoft – SPLA
SPLA: Windows Server (per vCPU) $6.00 6 $36.00
SPLA: SQL Standard User SAL (per User) $20.00 19 $380.00
SPLA: Windows Remote Desktop Services SAL (per User) $6.50 17 $110.50
Monthly Subtotal: $526.50
Page: 2 of 6
6395 Technology Avenue
Kalamazoo, MI 49009
(269) 375-8996
Description Recurring Qty Ext. Recurring
Data Center Services
Partial Rack Unit: AUKZ (per U) $25.00 2 $50.00
0.25 Kilowatt (kW) Power $50.00 1 $50.00
20Mbps ISP Services $100.00 1 $100.00
* This proposal replaces the current VPN tunnel connectivity between client site and Data Center with a much
more robust and resilient solution.
Monthly Subtotal: $200.00
Description Recurring Qty Ext. Recurring
Hardware as a Service with Management
* 1 for On-Site, 1 for Data Center Co-Location
HaaS: Firewall $50.00 2 $100.00
Managed Service: Firewall $40.00 2 $80.00
Monthly Subtotal: $180.00
Description Recurring Qty Ext. Recurring
Managed Services
Managed Service: Windows Virtual Server $75.00 2 $150.00
Managed Service: Domain Hosting $5.00 1 $5.00
Managed Service: Workstation $40.00 6 $240.00
* This proposal replaces the current base antivirus service with full desktop support including remote monitoring, patch
management, antivirus with antimalware, and DNS reputation filtering.
Monthly Subtotal: $395.00
Page: 3 of 6
6395 Technology Avenue
Kalamazoo, MI 49009
(269) 375-8996
Description Recurring Qty Ext. Recurring
Microsoft O365
CSP: Microsoft 365 Apps for Enterprise $12.00 9 $108.00
CSP: Exchange Online Plan 1 $4.00 6 $24.00
O365 Backup: Exchange Online (per User) $5.00 6 $30.00
Monthly Subtotal: $162.00
Description Recurring Qty Ext. Recurring
Decommissioned Recurring Services
Cloud Servers ($1,411.00) 1 ($1,411.00)
Oshtemo RDS/Office Users ($260.00) 1 ($260.00)
Cooper RDS/Office Users ($76.50) 1 ($76.50)
Endpoint Protection ($30.00) 1 ($30.00)
Monthly Subtotal: ($1,777.50)
Page: 4 of 6
6395 Technology Avenue
Kalamazoo, MI 49009
(269) 375-8996
Version: 1
Delivery Date: 09/14/2020
Expiration Date: 09/30/2020
Quote #: KZ006660
Prepared by: Prepared for: Quote Information:
Aunalytics – Kalamazoo
Jeff Ray
2694888081
jeff.ray@aunalytics.com
Southwest Michigan Building
Authority
7275 West Main St
Kalamazoo, MI 49009
Kyle Gibson
(269) 375-4260
kjgibson@swmiba.org
Cloud and Managed Service (Renewal)
Monthly Expenses Summary Amount
(2) Production Hosted Server $352.00
File Level Archive- (Aunalytics Cloud or On-Prem) $135.00
Disaster Recovery Service (DRaaS) $224.00
Microsoft – SPLA $526.50
Data Center Services $200.00
Hardware as a Service with Management $180.00
Managed Services $395.00
Microsoft O365 $162.00
Decommissioned Recurring Services ($1,777.50)
Monthly Total: $397.00
Payment Options Payments Interval Amount
Agreement Term
24 Month Agreement 24 Monthly $397.00
Monthly recurring billing $2,174.50.
Taxes, shipping, handling and other fees may apply. We reserve the right to invoice all orders arising from actual pricing or other
errors.
Page: 5 of 6
6395 Technology Avenue
Kalamazoo, MI 49009
(269) 375-8996
Aunalytics – Kalamazoo
Signature:
Name: Kyle Gibson
Date:
Signature:
Name: Jeff Ray
Title:
Account Executive- Cloud and Managed
Services
Date: 09/14/2020
Southwest Michigan Building Authority
Page: 6 of 6
Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
MEMORANDUM
To: SMBA Board
From: Kyle Gibson, Office Manager
Date: 09/15/2020
Re: Interlocal Government Agreement Amendment
At the regular July 2019 meeting, the board authorized an amendment to the interlocal government agreement
to clarify the ownership of individual township data which is managed on a day-to-day basis by SMBA. The
board further authorized SMBA to take on the cost of Building Department .NET BS&A licensing fees.
For the licensing change to occur, a letter needed to be sent from each township indicating that such a change
was desired and to request the cancellation of their individual support contracts. It has come to my attention
that no such changes ever occurred.
I recommend that the board follow up on the amendment to the interlocal government agreement and seek to
get the letters sent to BS&A promptly so that SMBA can take on the cost of licensing for the 2021 billing cycle.
CIP 2020-2025
Item GL FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 Total
Office Chairs (*1) 542-371-97600 (Capital Outlay) $ 750.00 $ 750.00
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 (*2) 542-371-97600 (Capital Outlay) $ 500.00 $ 500.00
Replace Computers (3) (*3) 542-371-97600 (Capital Outlay) $ 4,000.00 $ 5,000.00 $ 9,000.00
Staff Workstation Upgrades 542-371-97600 (Capital Outlay) $ 1,000.00 $ 1,000.00
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ –
$ 2,250.00 $ 19,000.00 $ – $ – $ – $ 45,000.00 $ 66,250.00
Notes:
*1: $250 has already been spent on a chair that broke.
*2: Already purchased.
*3: See attached detail.
Totals
Capital Improvement Plan for the Southwest Michigan Building Authority
2020 to 2025
Draft for Board Review Revised 9/23/2020 Estimated Spend Amount
I:\Budget\Capital Improvement Plan Page 1 of 2 Printed 9/23/2020 at 8:46 AM
Item Qty Cost Subtotal
Dell Latitude 3510 Laptop
3 $ 988.99 $ 2,966.97
Dell Docking Station – WD19 180W
3 $ 249.99 $ 749.97
TP-LINK 7 Port UH720 USB 3.0 Hub
3 $ 39.99 $ 119.97
Total $ 3,836.91
Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
MEMORANDUM
To: SMBA Board
From: Kyle Gibson, Office Manager
Date: 9/21/2020
Re: Staff Salary Recommendations
Background
During the regular board meeting on August 27th, Chair Farmer requested a list of staff salary
recommendations to be presented at the next regular meeting. At that meeting, Deb Everett shared via memo
that staff last received increases in October of 2019. Ms. Everett also recommended that increases be aligned
with the budget year. Jeff Sorensen suggested that due to the change in duties and new appointment for the
office manager position, back-pay may be considered by the board to the effective date of the new position.
Process
Given the intent to re-address salaries at the end of the year (at the December board meeting), this
recommendation will only address a cost of living adjustment and minor increase for the office manager
position. The Social Security Administration’s cost of living adjustment (COLA) publication and the State of
Michigan Tax Commission inflation rate multiplier publication were considered in determining a COLA
adjustment for staff. The greater of the two values was selected. Based on the most recent available data, the
COLA was determined to be a 1.9% increase.
Recommendations
Employee Type Current
Wage
COLA
(1.9%)
New Wage
Garrett Reitenour Exempt $70,000 $1,330 $71,330
Kyle Gibson Non-Exempt $18 / hour $0.34 $18.50
Elvira Oropeza Non-Exempt $18 / hour $0.34 $18.34
Back pay in the amount of $404.25 is requested for the office manager position. Calculated by multiplying
hours worked during April – September (808.50) by the requested $0.50 increase.
The board will be presented with a policy and additional recommendations at the December board meeting.
Funds Availability
Funds for the recommended raises effective October 1st are believed to be available within the current budget
without the need for an amendment or adjustment.
Fact Sheet
SOCIAL SECURITY
Social Security National Press Office Baltimore, MD
2020 SOCIAL SECURITY CHANGES
Cost-of-Living Adjustment (COLA):
Based on the increase in the Consumer Price Index (CPI-W) from the third
quarter of 2018 through the third quarter of 2019, Social Security and
Supplemental Security Income (SSI) beneficiaries will receive a 1.6 percent
COLA for 2020. Other important 2020 Social Security information is as follows:
Tax Rate 2019 2020
Employee 7.65% 7.65%
Self-Employed 15.30% 15.30%
NOTE: The 7.65% tax rate is the combined rate for Social Security and Medicare.
The Social Security portion (OASDI) is 6.20% on earnings up to the applicable
taxable maximum amount (see below). The Medicare portion (HI) is 1.45% on all
earnings. Also, as of January 2013, individuals with earned income of more than
$200,000 ($250,000 for married couples filing jointly) pay an additional 0.9 percent
in Medicare taxes. The tax rates shown above do not include the 0.9 percent.
2019 2020
Maximum Taxable Earnings
Social Security (OASDI only) $132,900 $137,700
Medicare (HI only) No Limit
Quarter of Coverage
$1,360 $1,410
Retirement Earnings Test Exempt Amounts
Under full retirement age $17,640/yr.
($1,470/mo.)
$18,240/yr.
($1,520/mo.)
NOTE: One dollar in benefits will be withheld for every $2 in earnings above
the limit.
This press release was produced and disseminated at U.S. taxpayer expense.
The year an individual reaches full
retirement age
$46,920/yr.
($3,910/mo.)
$48,600/yr.
($4,050/mo.)
NOTE: Applies only to earnings for months prior to attaining full retirement
age. One dollar in benefits will be withheld for every $3 in earnings above the
limit.
Beginning the month an individual
attains full retirement age None
2019 2020
Social Security Disability Thresholds
Substantial Gainful Activity (SGA)
Non-Blind $1,220/mo. $1,260/mo.
Blind $2,040/mo. $2,110/mo.
Trial Work Period (TWP) $ 880/mo. $ 910/mo.
Maximum Social Security Benefit: Worker Retiring at Full Retirement
Age
$2,861/mo. $3,011/mo.
SSI Federal Payment Standard
Individual $ 771/mo. $ 783/mo.
Couple $1,157/mo. $1,175/mo.
SSI Resource Limits
Individual $2,000 $2,000
Couple $3,000 $3,000
SSI Student Exclusion
Monthly limit $1,870 $1,900
Annual limit $7,550 $7,670
Estimated Average Monthly Social Security Benefits Payable in January
2020
Before
1.6% COLA
After
1.6% COLA
All Retired Workers $1,479 $1,503
Aged Couple, Both Receiving Benefits $2,491 $2,531
Widowed Mother and Two Children $2,888 $2,934
Aged Widow(er) Alone $1,400 $1,422
Disabled Worker, Spouse and One or
More Children $2,141 $2,176
All Disabled Workers $1,238 $1,258
P.O. BOX 30471 • LANSING, MICHIGAN 48909
www.michigan.gov/statetaxcommission • 517-335-3429
GRETCHEN WHITMER
GOVERNOR
STATE OF MICHIGAN
DEPARTMENT OF TREASURY
LANSING
RACHAEL EUBANKS
STATE TREASURER
Bulletin 15 of 2019
Inflation Rate Multiplier
October 14, 2019
TO: Assessors and Equalization Directors
FROM: State Tax Commission
RE: Inflation Rate Multiplier for use in the 2020 capped value formula and the
“Headlee” Millage Reduction Fraction (MRF) formula
Note: The Calculation of the Inflation Rate Multiplier is set in statute. MCL 211.34d states:
(l) “Inflation rate” means the ratio of the general price level for the state fiscal year
ending in the calendar year immediately preceding the current year divided by the
general price level for the state fiscal year ending in the calendar year before the year
immediately preceding the current year.
(f) “General price level” means the annual average of the 12 monthly values for the
United States consumer price index for all urban consumers as defined and officially
reported by the United States department of labor, bureau of labor statistics.
Based on this statutory requirement, the calculation for 2020 is as follows:
1. The 12 monthly values for October 2017 through September 2018 are averaged.
2. The 12 monthly values for October 2018 through September 2019 are averaged.
3. The ratio is calculated by dividing the average of column 2 by the average of column 1.
The specific numbers from the US Department of Labor, Bureau of Labor Statistics are as follows:
Oct-17 246.663 Oct-18 252.885
Nov-17 246.669 Nov-18 252.038
Dec-17 246.524 Dec-18 251.233
Jan-18 247.867 Jan-19 251.712
Feb-18 248.991 Feb-19 252.776
Mar-18 249.554 Mar-19 254.202
Apr-18 250.546 Apr-19 255.548
May-18 251.588 May-19 256.092
Jun-18 251.989 Jun-19 256.143
Jul-18 252.006 Jul-19 256.571
Aug-18 252.146 Aug-19 256.558
Sep-18 252.439 Sep-19 256.759
Average 249.749 254.376
Ratio 1.019
% Change 1.9%
5102 (Rev. 01-19)
Page 2
Local units cannot develop or adopt or use an inflation rate multiplier other than 1.019 in
2020. It is not acceptable for local units to indicate to taxpayers that you do not know how the
multiplier is developed.
Inflation Rate Multiplier Used in the 2020 Capped Value Formula
The inflation rate, expressed as a multiplier, to be used in the 2020 Capped Value Formula is 1.019.
The 2020 Capped Value Formula is as follows:
2020 CAPPED VALUE = (2019 Taxable Value – LOSSES) X 1.019 + ADDITIONS
The formula above does not include 1.05 because the inflation rate multiplier of 1.019 is lower than
1.05.
Inflation Rate Multiplier Used in 2020 “Headlee” Calculations
The inflation rate multiplier of 1.019 shall ALSO be used in the calculation of the 2020 “Headlee”
Millage Reduction Fraction required by Michigan Compiled Law (MCL) 211.34d. The formula for
calculating the 2020 “Headlee” Millage Reduction Fraction (MRF) is as follows:
2020 MRF = (2019 Taxable Value – LOSSES) X 1.019
2020 Taxable Value – ADDITIONS
The following is a listing of the inflation rate multipliers used in the Capped Value and
“Headlee” calculations since the start of Proposal A:
1995 1.026
1996 1.028
1997 1.028
1998 1.027
1999 1.016
2000 1.019
2001 1.032
2002 1.032
2003 1.015
2004 1.023
2005 1.023
2006 1.033
2007 1.037
2008 1.023
2009 1.044
2010 0.997
2011 1.017
2012 1.027
2013 1.024
2014 1.016
2015 1.016
2016 1.003
2017 1.009
2018 1.021
2019 1.024
2020 1.019
Southwest Michigan Building Authority
7275 West Main Street
Kalamazoo MI 49009
269-585-4150
www.swmiba.org
MEMORANDUM
To: SMBA Board
From: Kyle Gibson, Office Manager
Date: 09/21/2020
Re: Office Manager Transition Plan
At the August 27th regular board meeting Chair Farmer requested a transition plan for the office manager
position considering Deb Everett’s desire to retire. Deb intends to have her last day with SMBA be
Wednesday, September 25th. To meet that goal, Deb and I have met several times over the course of the
month of September to discuss the major responsibilities of the position, and to train me.
The following tasks have been completed:
– Add Kyle as a signer on SMBA’s checking account.
– Issue a credit card to Kyle.
– Prepare the draft of the 2021 budget for the board’s review and approval.
– Prepare salary recommendations for staff.
– Enter the budget amendments approved by the board at the 8/27 meeting.
– Discussed employee benefits and the management thereof.
– Transfer SMBA accounts in Deb’s name to Kyle or create new accounts, as necessary.
After Deb retires, the following steps will be taken:
– The “officemanager” email and RDS accounts will be have their passwords changed, and the email
account will be forwarded to Kyle for a period of time.
– Final payment will be issued for Deb’s time worked.
– Deb will be removed as a signer on the SMBA checking account and her credit card will be canceled.
– Deb’s BS&A accounts will be deactivated.
Deb and I feel that I am now adequately equipped for the position, and I am comfortable with Deb departing as
she intends on the 25th.
