SPECIAL MEETING

SMBA Special Board Meeting

September 28, 2020 |  8:30 AM |  Via Zoom
1 Southwest Michigan Building Authority September 28, 2020 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:30 a.m. Present: Dusty Farmer, Board Chair, Oshtemo Representative Grant Taylor, Oshtemo Representative Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Carol DeHaan, Treasurer, Cooper Representative Also present was Office Manager Kyle Gibson. Citizen Comments on Non-Agenda Items No public comment was provided. 2021 Requested Budget A requested budget for the 2021 fiscal year was before the board. A motion was made by Larry Stehouwer and supported by Jeff Sorensen to approve the 2021 requested budget and the 2020 to 2025 capital improvement plan as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor, Carol DeHaan The motion was carried 5-0. 2021 Facility Rent Increase A notice from Oshtemo Township regarding an increase in rent was before the board, along with a note that the township had increased 2020 rent by $1,000. SMBA was only invoiced for the regular amount at the beginning of the year. Board consensus was to only pay $250 of the requested $1,000 for the last quarter of 2020. A motion was made by Larry Stehouwer and supported by Jeff Sorensen to issue a payment for $250 once an invoice is received from the township. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Grant Taylor, Carol DeHaan The motion was carried 5-0. Other Business No other business was presented. Chair Farmer Adjourned the meeting at 8:42 a.m. Next Regular Meeting – October 22nd – 8:30 a.m.
Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Special Board Meeting September 28, 2020 8:30 AM Via Zoom Meeting Link: Click Here Meeting ID: 927 1735 1651 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. 2021 Requested Budget a. 2020-2025 Draft Capital Improvement Plan b. 2021 Facility Rent Increase 4. Other Business 5. Adjournment Calculations as of 09/30/2020 09/25/2020 12:02 PM 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 77,040 Totals for dept 000 – ASSETS & LIABILITIES/CASH ON HAND 34,935 65,160 0 77,040 Dept 001 – REVENUE Recurring FOIA Revenue 85 542-001-47500 Miscellaneous 0 0 69 100 542-001-61100 Bldg Services to Others 0 0 0 0 542-001-61400 Bond Forfeiture 0 0 0 0 542-001-61600 Building Permits 375,000 200,000 223,705 200,000 542-001-61615 Plan Review 3,000 6,000 25,467 25,000 542-001-61700 Electrical Permits 94,000 50,000 67,241 50,000 542-001-61800 Mechanical Permits 90,000 80,000 65,752 80,000 542-001-61900 Plumbing Permits 55,000 50,000 42,386 50,000 542-001-66400 Interest on Investments 200 1,000 479 1,000 Totals for dept 001 – REVENUE 617,200 387,000 425,099 406,100 TOTAL ESTIMATED REVENUES 652,135 452,160 425,099 483,140 Calculations as of 09/30/2020 09/25/2020 12:02 PM User: kgibson 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 Blue Cross Blue Shield ($3,535.01 / month) 542-371-71600 Health Insurance 36,500 36,000 27,003 42,500 542-371-71602 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 $1,000 Increase 542-371-92500 Facility Rent 20,000 20,000 20,000 21,000 542-371-95600 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 565,885 452,160 361,235 483,140 TOTAL APPROPRIATIONS 565,885 452,160 361,235 483,140 ENDING FUND BALANCE 379,266 540,604 604,468 604,468 BEGINNING FUND BALANCE 293,016 540,604 540,604 604,468 NET OF REVENUES/APPROPRIATIONS – FUND 542 86,250 0 63,864 0 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 1 Kyle Gibson From: Libby Heiny-Cogswell Sent: Thursday, September 24, 2020 2:54 PM To: Kyle Gibson Cc: Grant Taylor; Josh Owens Subject: SMBA Rent Good afternoon Kyle, Oshtemo is working on its annual budget for 2021, and the SMBA rent is one component. For the 2021 year, we are budgeting an annual rental fee in the amount of $21,000 for the dedicated and shared office spaces. This amount also assists with the overhead general maintenance services such as parking lot plowing, utilities, etc. This represents a $1000 increase over the original agreement between SMBA and Oshtemo Township. Thank you and we are happy to partner with SMBA and enjoy your tenancy. Stay safe, Libby Elizabeth A. Heiny-Cogswell Supervisor Oshtemo Charter Township 7275 W. Main Street Kalamazoo, Michigan 49009 269.216.5220 p 269.290.1929 c Confidentiality Notice: The information contained in this electronic mail message and any attachments is intended only for the use of the individual or entity to which it is addressed and may contain legally privileged, confidential information or work product. If the reader of this message is not the intended recipient, you are hereby notified that any use, dissemination, distribution, or forwarding of the e-mail message is strictly prohibited. If you have received this message in error, please notify me by e-mail reply, and delete the original message from your system. Confidentiality Notice: The information contained in this electronic mail message and any attachments is intended only for the use of the individual or entity to which it is addressed and may contain legally privileged, confidential information, or work product. If the reader of this message is not the intended recipient, you are hereby notified that any use, dissemination, distribution, or forwarding of the e‐mail message is strictly prohibited. If you have received this message in error, please notify me by e‐mail reply, and delete the original message from your system.