SMBA Regular Board Meeting

December 10, 2020 |  8:30 AM |  Via Zoom
1 Southwest Michigan Building Authority December 10, 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 Jeff Sorensen, Cooper Representative Larry Stehouwer, Citizen at Large Representative Carol DeHaan, Cooper Representative Also present were Insurance Representative Geoff Lansky, Building Official Garrett Reitenour, Administrative Assistant El Oropeza, and Board Secretary Kyle Gibson. Absent: Appointee to be determined, Oshtemo Representative Citizen Comments on Non-Agenda Items No public comment was provided. Insurance Renewal Presentation Geoff Lansky gave a renewal presentation of our insurance coverage. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to authorize the Office Manager to sign the insurance renewal as presented with the addition of Adam Dahlgren to the Linebacker form. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Consent Agenda Meeting Minutes – October 22, 2002 Regular Meeting October 2020 Financial Reports November 2020 Financial Reports Budget Amendments and Adjustments Confirmation of 2021 Regular Meeting Dates Memo Regarding Request for Holiday Hours Aunalytics BaaS Proposal 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, Carol DeHaan The motion was carried 4-0, with 1 Absent. Consideration of Draft Salary Review & Adjustment Policy 2 Office Manager Kyle Gibson presented the draft policy. A motion was made by Jeff Sorensen and supported by Dusty Farmer to adopt the policy as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Consideration of Draft Employee Appraisal Policy & Forms Office Manager Kyle Gibson presented the draft policy and forms. A motion was made by Jeff Sorensen and supported by Carol DeHaan to adopt the policy and forms as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. 2021 Staff Salary Recommendations Office Manager Kyle Gibson presented salary recommendations to the board. Brief discussion was held among the board members. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the salary adjustments as presented. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Board Chair’s Report Chair Dusty Farmer commented on the recent adjustment to and clarification of the Oshtemo Township Return to Work Plan, highlighting a recent policy change regarding the wearing of masks within the office. She shared that two complaints regarding policy compliance had been received. Following discussion, board consensus was that Building Official Garrett Reitenour should speak with the Oshtemo Township Maintenance Director regarding the concerns over the HVAC system. No board action was taken. Other Business (Item 1) Mr. Sorensen shared that Cooper Township had not been receiving the paper originals of permit applications as requested. Mr. Gibson shared that the documents were all available in the Building Department .NET program, and that most of the documents were available to be sent to the Township. There was discussion as to whether Cooper Township needed the originals, and Mr. Sorensen stated that the matter would be revisited at a later meeting. (Item 2) Chair Farmer requested board input and approval for the purchase of $50 gift cards for full time employees in lieu of the traditional holiday potluck typically provided by the township. A motion was made by Dusty Farmer and supported by Jeff Sorensen to approve the purchase of $150 worth of gift cards for full time employees and authorize any necessary budget amendments. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan 3 The motion was carried 4-0, with 1 Absent. (Item 3) Chair Farmer requested board input regarding a proposed amendment to the bylaws to provide for more flexibility in who member jurisdictions could appoint to the SMBA board. Discussion was held, following which a motion was made by Jeff Sorensen and supported by Dusty Farmer to amend the SMBA bylaws to require one full time elected official to be appointed, and allow for a jurisdiction’s second member position to be filled by an elected trustee. A roll call vote was taken showing: Yes: Dusty Farmer, Jeff Sorensen, Larry Stehouwer, Carol DeHaan The motion was carried 4-0, with 1 Absent. Chair Farmer stated she would work with Office Manager Gibson to prepare the amendment for review by Attorney Jim Porter, to be presented for jurisdiction approval in January of 2021. Chair Farmer Adjourned the meeting at 9:58 a.m. Next Regular Meeting – January 28th – 8:30 a.m.
Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Regular Board Meeting December 10, 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. Insurance Renewal Presentation – Geoff Lansky 4. Consent Agenda a. Meeting Minutes – October 22, 2020 Regular Meeting b. October 2020 Financial Reports c. November 2020 Financial Reports d. Budget Amendments & Adjustments e. Confirmation of 2021 Regular Meeting Dates f. Memo Regarding Request for Holiday Hours g. Aunalytics BaaS Proposal 5. Consideration of Draft Salary Review & Adjustment Policy 6. Consideration of Draft Employee Appraisal Policy & Forms 7. 2021 Staff Salary Recommendations 8. Board Chair’s Report 9. 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Chair Dusty Farmer called the meeting to order at 8:31 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, Cooper Representative Also present were Building Official Garrett Reitenour, Attorney Jim Porter, Administrative Assistant El Oropeza, and Board Secretary Kyle Gibson. Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda Meeting Minutes – August 27, 2020 Regular Meeting August 2020 Receipts and Disbursements Report August 2020 Permits / Inspections Report 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, Carol DeHaan The motion was carried 5-0. Aunalytics 0365 Migration Proposal Office Manager Kyle Gibson presented a proposal to the board from Aunalytics for the migration from hosted exchange for email to the Office 365 platform. A motion was made by Grant Taylor and supported by Jeff Sorensen to approve the proposal 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. Q3 2020 Budget Amendments & Adjustments Office Manager Kyle Gibson presented a series of budget amendments and adjustments to account for over budget expenses and expected additional revenue. A motion was made by Jeff Sorensen and supported by Carol DeHaan to approve the request 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. 2020-12-10 SMBA Board Packet | Page 23 of 102 2 Update on Interlocal Amendment re: BS&A Data Ownership Attorney Jim Porter shared a memo which stated that the proposed amendment to the Interlocal Governmental Agreement from last year had been approved by the Cooper Township board, and that the amendment would be presented at the next Oshtemo Township board meeting. No board action was taken. Update on 2021 Budget Approval by Member Jurisdictions Carol DeHaan and Jeff Sorensen shared a Cooper Township board member’s question regarding health care expenses and the SMBA fund balance; the budget was approved by the Cooper Township board as presented. Chair Farmer shared that the Oshtemo Township board had also approved the 2021 budget as presented. No board action was taken. Board Chair’s Report Chair Farmer had nothing to report. No board action was taken. Other Business Jeff Sorensen made a comment regarding the possibility of SMBA taking on code enforcement responsibilities. Board discussion continued with a suggestion of a job-sharing situation between Oshtemo and Cooper rather than adding a SMBA employee for the function. Chair Farmer recommended that the township supervisors meet on the subject. Larry Stehouwer requested an update on the level of work SMBA is experiencing. Garrett Reitenour shared that application volume was slightly down and inspections have remained steady, which is normal for this time of year. No board action was taken. Chair Farmer Adjourned the meeting at 8:52 a.m. Next Regular Meeting – December 10th – 8:30 a.m. 2020-12-10 SMBA Board Packet | Page 24 of 102 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Financial Reports for: Permit Revenue & Inspections Report Bank Account Balance Report Budget Snapshot Detailed Disbursement Report October 2020 2020-12-10 SMBA Board Packet | Page 25 of 102 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Month: October 2020 Prepared By: Kyle Gibson Building Electrical Mechanical Plumbing Totals Oshtemo 41 41 33 19 134 Revenue $10,214.00 $12,832.00 $4,724.60 $2,564.00 $30,334.60 YTD Oshtemo 430 287 353 269 1339 YTD Revenue $188,109.50 $64,644.00 $55,257.15 $39,182.00 $347,192.65 Cooper 33 22 10 9 74 Revenue $14,685.00 $5,725.00 $1,386.00 $2,307.00 $24,103.00 YTD Cooper 183 107 123 51 464 YTD Revenue $58,945.00 $22,166.00 $17,708.00 $10,374.00 $109,193.00 Total Permits 74 63 43 28 208 Total Revenue $24,899.00 $18,557.00 $6,110.60 $4,871.00 $54,437.60 YTD Total Permits 613 394 476 320 1803 YTD Total Revenue $247,054.50 $86,810.00 $72,965.15 $49,556.00 $456,385.65 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 115 57 55 47 274 Cooper Inspections 70 23 25 12 130 YTD Oshtemo Inspections 1091 500 460 488 2539 YTD Cooper Inspections 389 174 162 107 832 Total Inspections 185 80 80 59 404 YTD Total Inspections 1480 674 622 595 3371 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 11/2/2020 at 8:56 AM I:\SMBA Board Packets\00 TEMPLATES\Revenue & Inspections Report 2020-12-10 SMBA Board Packet | Page 26 of 102 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 $454,864.86 $482,472.44 $0.00 $100,000.00 $200,000.00 $300,000.00 $400,000.00 $500,000.00 $600,000.00 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Bank Account Balance by Month 2018 2019 2020 Printed 11/2/2020 at 8:56 AM I:\SMBA Board Packets\00 TEMPLATES\Revenue & Inspections Report 2020-12-10 SMBA Board Packet | Page 27 of 102 11/19/2020 03:09 PM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba PERIOD ENDING 10/31/2020 % Fiscal Year Completed: 83.33 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 10/31/2020 YTD BALANCE 10/31/2020 2020 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 542 – BUILDING AUTHORITY Revenues Dept 000 – ASSETS & LIABILITIES/CASH ON HAND 542-000-99999 Carryover 0.00 0.00 0.00 0.00 0.00 Total Dept 000 – ASSETS & LIABILITIES/CASH ON HAND 0.00 0.00 0.00 0.00 0.00 Dept 001 – REVENUE 542-001-47500 Miscellaneous 2,100.00 2,082.12 2,013.50 17.88 99.15 542-001-61100 Bldg Services to Others 0.00 0.00 0.00 0.00 0.00 542-001-61400 Bond Forfeiture 1,000.00 1,000.00 1,000.00 0.00 100.00 542-001-61600 Building Permits 250,000.00 253,273.00 24,924.00 (3,273.00) 101.31 542-001-61615 Plan Review 28,000.00 25,766.70 300.00 2,233.30 92.02 542-001-61700 Electrical Permits 85,000.00 87,506.00 18,782.00 (2,506.00) 102.95 542-001-61800 Mechanical Permits 85,000.00 75,043.15 5,980.60 9,956.85 88.29 542-001-61900 Plumbing Permits 55,000.00 49,258.00 5,021.00 5,742.00 89.56 542-001-66400 Interest on Investments 1,000.00 587.00 57.17 413.00 58.70 Total Dept 001 – REVENUE 507,100.00 494,515.97 58,078.27 12,584.03 97.52 TOTAL REVENUES 507,100.00 494,515.97 58,078.27 12,584.03 97.52 Expenditures Dept 371 – BLDG AUTHORITY 542-371-66401 Permit Refunds 0.00 (25.00) (25.00) 25.00 100.00 542-371-70200 Salaries 145,000.00 115,327.27 11,619.27 29,672.73 79.54 542-371-70300 Building Board of Appeals 300.00 0.00 0.00 300.00 0.00 542-371-70400 In Lieu of Insurance 810.00 315.00 90.00 495.00 38.89 542-371-71500 Payroll Taxes – FICA 11,600.00 8,652.15 878.08 2,947.85 74.59 542-371-71600 Health Insurance 42,000.00 34,072.73 3,535.01 7,927.27 81.13 542-371-71602 Disability/Life Insurance 1,650.00 1,322.48 172.93 327.52 80.15 542-371-71603 Work Comp Insurance 2,500.00 538.50 0.00 1,961.50 21.54 542-371-71700 HSA 4,275.00 4,272.00 0.00 3.00 99.93 542-371-72200 Pension Plan 13,000.00 11,138.81 1,422.22 1,861.19 85.68 542-371-72500 Clothing Allowance 500.00 0.00 0.00 500.00 0.00 542-371-72600 Board Member At Large Stipend 450.00 270.00 0.00 180.00 60.00 542-371-72700 Miscellaneous 500.00 0.00 0.00 500.00 0.00 542-371-72800 Supplies 3,500.00 2,989.85 37.96 510.15 85.42 542-371-72801 Equipment/Maintenance 1,450.00 641.85 0.00 808.15 44.27 542-371-73000 Postage/Shipping 500.00 470.69 470.69 29.31 94.14 542-371-75100 Vehicle Gas/Maintenance 5,500.00 4,660.66 102.00 839.34 84.74 542-371-75101 General Insurance 6,400.00 1,994.50 265.00 4,405.50 31.16 542-371-81100 Electrical Inspector 38,500.00 31,775.00 2,950.00 6,725.00 82.53 542-371-81101 Plan Review 26,000.00 27,148.45 2,559.00 (1,148.45) 104.42 542-371-81200 Mechanical Inspector 34,200.00 28,550.00 2,950.00 5,650.00 83.48 542-371-81300 Plumbing Inspector 41,000.00 29,085.00 3,550.00 11,915.00 70.94 542-371-81400 Building Inspector 10,000.00 6,650.00 0.00 3,350.00 66.50 542-371-82400 Consultants 0.00 0.00 0.00 0.00 0.00 542-371-82500 Accounting/Audit Fees 13,000.00 10,189.75 175.00 2,810.25 78.38 542-371-82600 Legal Fees 10,000.00 3,615.00 885.00 6,385.00 36.15 542-371-82700 IT Support/Website Host 22,600.00 16,757.38 1,892.91 5,842.62 74.15 542-371-85300 Telephone 5,200.00 4,760.27 525.25 439.73 91.54 542-371-87000 Mileage 1,500.00 454.54 0.00 1,045.46 30.30 542-371-92500 Facility Rent 20,250.00 20,250.00 250.00 0.00 100.00 542-371-95600 Interest/Penalty IRS/State Withholdings 60.00 60.00 0.00 0.00 100.00 2020-12-10 SMBA Board Packet | Page 28 of 102 11/19/2020 03:09 PM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba PERIOD ENDING 10/31/2020 % Fiscal Year Completed: 83.33 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 10/31/2020 YTD BALANCE 10/31/2020 2020 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 542 – BUILDING AUTHORITY Expenditures 542-371-95700 Bank Service Charges 500.00 444.45 52.25 55.55 88.89 542-371-95800 Education/Dues 4,000.00 2,207.25 636.83 1,792.75 55.18 542-371-96300 Contingency 1,275.00 0.00 0.00 1,275.00 0.00 542-371-96800 Depreciation Expense 0.00 0.00 0.00 0.00 0.00 542-371-97600 Capital Outlay 3,560.00 2,215.54 567.78 1,344.46 62.23 542-371-97700 Capital Outlay-Vehicle 32,500.00 32,420.85 0.00 79.15 99.76 Total Dept 371 – BLDG AUTHORITY 504,080.00 403,224.97 35,562.18 100,855.03 79.99 TOTAL EXPENDITURES 504,080.00 403,224.97 35,562.18 100,855.03 79.99 NET OF REVENUES & EXPENDITURES 3,020.00 91,291.00 22,516.09 (88,271.00) 3,022.88 TOTAL EXPENDITURES 504,080.00 403,224.97 35,562.18 100,855.03 79.99 TOTAL REVENUES 507,100.00 494,515.97 58,078.27 12,584.03 97.52 Fund 542 – BUILDING AUTHORITY: NET OF REVENUES & EXPENDITURES 3,020.00 91,291.00 22,516.09 (88,271.00) 3,022.88 TOTAL EXPENDITURES – ALL FUNDS 504,080.00 403,224.97 35,562.18 100,855.03 79.99 TOTAL REVENUES – ALL FUNDS 507,100.00 494,515.97 58,078.27 12,584.03 97.52 2020-12-10 SMBA Board Packet | Page 29 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT PD CK# 1235 10/13/2020 10/28/2020 N 3,535.01 DETROIT MI, 48267 / / 0.0000 N 0.00 1378 PO BOX 674416 10/13/2020 N 3,535.01 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 10/13/2020 007043238 SWBA HEALTH INSURANCE NOV 2020 542-371-71600 Health Insurance 3,535.01 VENDOR TOTAL: 3,535.01 GL NUMBER DESCRIPTION AMOUNT PD CK# 1246 10/28/2020 11/30/2020 N 315.68 BATH MI, 48808 / / 0.0000 N 0.00 1388 14965 ABBEY LANE 10/28/2020 N 315.68 BS&A BS&A 10/28/2020 132374 SWBA COMPUTER SOFTWARE & SUPPORT THRU 2021-0542-371-82700 ACCOUNTS PAYABLE 71.34 542-371-82700 CASH RECEIPTING 71.34 542-371-82700 GENERAL LEDGER 82.00 542-371-82700 PAYROLL 91.00 315.68 VENDOR TOTAL: 315.68 GL NUMBER DESCRIPTION AMOUNT PD CK# 1238 10/16/2020 10/16/2020 N 1,699.00 GRANDVILLE MI, 49418 / / 0.0000 N 0.00 1379 3097 PINEDALE DR SW 10/16/2020 N 1,699.00 CODE CODE SOURCE PC 10/16/2020 110219.10 SWBA FS PLAN REVIEW PM20-05-0092 ADVIA CU 64542-371-81101 Plan Review 1,699.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1231 10/12/2020 10/12/2020 N 210.00 GRANDVILLE MI, 49418 / / 0.0000 N 0.00 1373 3097 PINEDALE DR SW 10/12/2020 N 210.00 CODE CODE SOURCE PC 10/12/2020 110219.9 SWBA PLAN REVIEW FEES JSMBA19-05-0156 ADVIA 542-371-81101 Plan Review 210.00 2020-12-10 SMBA Board Packet | Page 30 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID VENDOR TOTAL: 1,909.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1234 10/13/2020 *BD Refund for Trx: 00031073, Record: PM20-05-0366, Address: 3885 S 9TH ST Comment: NOT IN JURISDICTION – FEDERAL BLDG 10/13/2020 N 130.00 HUDSONVILLE MI, 49426 10/13/2020 0.0000 N 0.00 1375 5001 40TH AVE. 10/13/2020 N 0.00 MISC DHE PLUMBING & MECHANICAL 10/13/2020 00031073 SWBA BD Payment Refund 542-001-61800 01. Application Fee 25.00 542-001-61800 18. Piping (Hydronic) 25.00 542-001-61800 31. Chiller 30.00 542-001-61800 38. Inspection – Final 50.00 130.00 VENDOR TOTAL: 130.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1230 10/08/2020 10/08/2020 N 50.86 KALAMAZOO MI, 49006 / / 0.0000 N 0.00 1371 927 PICCADILLY RD 10/08/2020 N 50.86 EOROPEZA ELVIRA OROPEZA 10/08/2020 2020-10-08.1 SWBA REIMBURSEMENT FOR TONER 542-371-72800 Supplies 50.86 GL NUMBER DESCRIPTION AMOUNT PD CK# 1240 10/19/2020 10/19/2020 N 100.00 KALAMAZOO MI, 49006 / / 0.0000 N 0.00 1381 927 PICCADILLY RD 10/19/2020 N 100.00 EOROPEZA ELVIRA OROPEZA 10/19/2020 2020-10-19.1 SWBA PHONE REIMBURSEMENT 542-371-85300 TELEPHONE REIMBURSEMENT SEPTEMBER 2020 50.00 542-371-85300 TELEPHONE REIMBURESEMENT OCTOBER 2020 50.00 100.00 VENDOR TOTAL: 150.86 2020-12-10 SMBA Board Packet | Page 31 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT PD CK# 1241 10/19/2020 11/01/2020 N 265.00 KANSAS CITY MO, 64121-9225 / / 0.0000 N 0.00 1382 PO BOX 219255 10/19/2020 N 265.00 EMC EMC INSURANCE 10/19/2020 E-07861536 SWBA SMBA INSURANCE 2021 COLORADO TRUCK 542-371-75101 General Insurance 265.00 VENDOR TOTAL: 265.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1225 10/06/2020 10/06/2020 N 50.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1365 35063 23RD ST 10/06/2020 N 50.00 REITENOURG GARRETT REITENOUR 10/06/2020 2020-10-06.1 SWBA REIMBURSEMENT FOR PHONE USAGE OCT 2020 542-371-85300 Telephone 50.00 VENDOR TOTAL: 50.00 2020-12-10 SMBA Board Packet | Page 32 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT PD CK# 1226 10/06/2020 10/06/2020 Y 2,200.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1367 6323 WINDDRIFT AVE 10/06/2020 N 2,200.00 GHECKMAN GARYAIRE, LLC 10/06/2020 2020-10-06.3 SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81300 Plumbing Inspector 1,400.00 542-371-81200 Mechanical Inspector 650.00 542-371-81100 Electrical Inspector 150.00 2,200.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1242 10/21/2020 10/20/2020 Y 1,300.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1384 6323 WINDDRIFT AVE 10/20/2020 N 1,300.00 GHECKMAN GARYAIRE, LLC 10/20/2020 2020-10-20.2 SWBA PLUMBING / MECHANICAL / ELECTRICAL INSP542-371-81300 Plumbing Inspector 700.00 542-371-81200 Mechanical Inspector 450.00 542-371-81100 Electrical Inspector 150.00 1,300.00 VENDOR TOTAL: 3,500.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 5 10/08/2020 10/08/2020 N 499.18 KALAMAZOO MI, 49007 / / 0.0000 N 0.00 1370 211 SOUTH ROSE STREET 10/08/2020 N 499.18 GREENLEAF GREENLEAF TRUST 10/08/2020 00015934 SWBA Q3-2020 ACCOUNT FEES 542-371-72200 Pension Plan 499.18 VENDOR TOTAL: 499.18 2020-12-10 SMBA Board Packet | Page 33 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT PD CK# 1221 10/01/2020 10/01/2020 N 137.79 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1361 537 WEALTHY ST 10/01/2020 N 137.79 KGIBSON KYLE GIBSON 10/01/2020 2020-10-01 SWBA REIMBURSEMENT FOR OFFICE CHAIR PURCHASE 542-371-97600 Capital Outlay 137.79 VENDOR TOTAL: 137.79 GL NUMBER DESCRIPTION AMOUNT PD CK# 1224 10/05/2020 10/22/2020 N 1,168.82 KALAMAZOO MI, 49009-1332 / / 0.0000 N 0.00 1364 811 S DRAKE RD 10/05/2020 N 1,168.82 VISA MERCANTILE VISA 10/05/2020 2020-10-05.1 SWBA VISA BILL SEPTEMBER 2020 542-371-75100 VEHICLE GAS/MAINTENANCE 102.00 542-371-95800 COCM CONFERENCE GARRETT HOTEL 577.17 542-371-95800 COCM CONFERENCE GARRETT MEALS 59.66 542-371-97600 AMAZON / CHECK PRINTER 429.99 1,168.82 VENDOR TOTAL: 1,168.82 GL NUMBER DESCRIPTION AMOUNT PD CK# 1229 10/07/2020 10/07/2020 N 1,441.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1369 6395 TECHNOLOGY AVE STE A 10/07/2020 N 1,441.00 AUNALYTICS MIH MICHIGAN LLC DBA SECANT TECH 10/07/2020 29930354 SWBA CLOUD HOSTING SERVICES 542-371-82700 IT Support/Website Host 1,441.00 VENDOR TOTAL: 1,441.00 2020-12-10 SMBA Board Packet | Page 34 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT PD CK# 1227 10/06/2020 10/06/2020 Y 1,550.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1366 426 SARAH LN 10/06/2020 N 1,550.00 TTHATCHER MP SERVICES LLC 10/06/2020 2020-10-06.2 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 1,000.00 542-371-81300 Plumbing Inspector 550.00 1,550.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1243 10/21/2020 10/20/2020 Y 1,750.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1385 426 SARAH LN 10/20/2020 N 1,750.00 TTHATCHER MP SERVICES LLC 10/20/2020 2020-10-20.3 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 850.00 542-371-81300 Plumbing Inspector 900.00 1,750.00 VENDOR TOTAL: 3,300.00 2020-12-10 SMBA Board Packet | Page 35 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT PD CK# 1222 10/05/2020 10/18/2020 N 61.38 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1362 PO BOX 633301 10/05/2020 N 61.38 OFFICE DEP OFFICE DEPOT 10/05/2020 125756924001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 61.38 GL NUMBER DESCRIPTION AMOUNT PD CK# 1245 10/27/2020 11/08/2020 N 201.32 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1386 PO BOX 633301 10/27/2020 N 201.32 OFFICE DEP OFFICE DEPOT 10/27/2020 130821711001 SWBA OFFICE SUPPLIES / PRINTER INK ASSTD 542-371-72800 Supplies 201.32 GL NUMBER DESCRIPTION AMOUNT PD CK# 1245 10/27/2020 11/08/2020 N 173.98 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1387 PO BOX 633301 10/27/2020 N 173.98 OFFICE DEP OFFICE DEPOT 10/27/2020 130828636001 SWBA OFFICE SUPPLIES / PRINTER INK ASSTD 542-371-72800 Supplies 173.98 VENDOR TOTAL: 436.68 2020-12-10 SMBA Board Packet | Page 36 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT PD CK# 1220 10/01/2020 10/01/2020 N 250.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1360 7275 W MAIN STREET 10/01/2020 N 250.00 OSHTEMO OSHTEMO TOWNSHIP 10/01/2020 10098 SWBA Q4-2020 FACILITY RENT INCREASE 542-371-92500 Facility Rent 250.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1236 10/13/2020 10/13/2020 N 885.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1377 7275 W MAIN STREET 10/13/2020 N 885.00 OSHTEMO OSHTEMO TOWNSHIP 10/13/2020 10100 SWBA LEGAL SUPPORT Q3-2020 542-371-82600 Legal Fees 885.00 VENDOR TOTAL: 1,135.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1247 10/30/2020 10/30/2020 Y 650.00 VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00 1389 9593 REVERE DR 10/30/2020 N 650.00 REDMOND REDMOND ENGINEERING & DESIGN 10/30/2020 20-017 SWBA FS PLAN REVIEW ASCENSION BORGESS PM20-0542-371-81101 Plan Review 650.00 VENDOR TOTAL: 650.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1223 10/05/2020 10/05/2020 N 175.00 KALAMAZOO MI, 49002 / / 0.0000 N 0.00 1363 246 E KILGORE 10/05/2020 N 175.00 SIEGFRIED SIEGFRIED CRANDALL P.C. 10/05/2020 103894 SWBA ACCOUNTING SERVICES 542-371-82500 Accounting/Audit Fees 175.00 VENDOR TOTAL: 175.00 2020-12-10 SMBA Board Packet | Page 37 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 9/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID GL NUMBER DESCRIPTION AMOUNT PD CK# 1232 10/12/2020 10/12/2020 N 136.23 CAROL STREAM IL, 60197 / / 0.0000 N 0.00 1372 PO BOX 4181 10/12/2020 N 136.23 SPRINT SPRINT 10/12/2020 144563305-024 SWBA HOTSPOT SERVICE AUG + SEP 2020 542-371-82700 HOTSPOT SERVICE AUG 2020 67.70 542-371-82700 HOTSPOT SERVICE SEP 2020 68.53 136.23 VENDOR TOTAL: 136.23 GL NUMBER DESCRIPTION AMOUNT PD CK# 1239 10/16/2020 11/01/2020 N 172.93 PHILADELPHIA PA, 19170 / / 0.0000 N 0.00 1380 PO BOX 7247 -0381 10/16/2020 N 172.93 SUN LIFE SUN LIFE FINANCIAL 10/16/2020 247757 SWBA LIFE INSURANCE NOV 2020 542-371-71602 Disability/Life Insurance 172.93 VENDOR TOTAL: 172.93 GL NUMBER DESCRIPTION AMOUNT PD CK# 1237 10/13/2020 10/28/2020 N 375.25 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 1376 8020 SOLUTIONS CENTER 10/13/2020 N 375.25 TELNET TELNET WORLDWIDE 10/13/2020 205034 SWBA PHONE 542-371-85300 Telephone 375.25 VENDOR TOTAL: 375.25 GL NUMBER DESCRIPTION AMOUNT PD CK# 1233 10/12/2020 10/12/2020 N 21.11 CHICAGO IL, 60680-9488 / / 0.0000 N 0.00 1374 P.O. BOX 809488 10/12/2020 N 21.11 UPS UPS 10/12/2020 000076R70Y410 SWBA SHIPPING FOR FS REDMOND REVIEW PM20-05-542-371-72800 Supplies 21.11 2020-12-10 SMBA Board Packet | Page 38 of 102 Invoice Notes 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 11/02/2020 08:57 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 10/10 User: kgibson DB: Smba EXP CHECK RUN DATES 10/01/2020 – 10/31/2020 BOTH JOURNALIZED AND UNJOURNALIZED BOTH OPEN AND PAID VENDOR TOTAL: 21.11 GL NUMBER DESCRIPTION AMOUNT PD CK# 1228 10/06/2020 10/06/2020 Y 1,450.00 MATTAWAN MI, 49071 / / 0.0000 N 0.00 1368 38159 24TH ST 10/06/2020 N 1,450.00 WWILCOX WILLIAM WILCOX 10/06/2020 2020-10-06.4 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 1,450.00 GL NUMBER DESCRIPTION AMOUNT PD CK# 1244 10/21/2020 10/20/2020 Y 1,200.00 MATTAWAN MI, 49071 / / 0.0000 N 0.00 1383 38159 24TH ST 10/20/2020 N 1,200.00 WWILCOX WILLIAM WILCOX 10/20/2020 2020-10-20.1 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 1,200.00 VENDOR TOTAL: 2,650.00 TOTAL – ALL VENDORS: 22,154.54 2020-12-10 SMBA Board Packet | Page 39 of 102 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Financial Reports for: Permit Revenue & Inspections Report Bank Account Balance Report Budget Snapshot Detailed Disbursement Report November 2020 2020-12-10 SMBA Board Packet | Page 40 of 102 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Month: November 2020 Prepared By: Kyle Gibson Building Electrical Mechanical Plumbing Totals Oshtemo 31 26 19 31 107 Revenue $18,763.00 $3,404.00 $4,007.40 $5,769.00 $31,943.40 YTD Oshtemo 461 313 372 300 1446 YTD Revenue $206,872.50 $68,048.00 $59,264.55 $44,951.00 $379,136.05 Cooper 26 14 14 6 60 Revenue $30,910.00 $2,847.00 $3,764.00 $1,348.00 $38,869.00 YTD Cooper 209 121 137 57 524 YTD Revenue $89,855.00 $25,013.00 $21,472.00 $11,722.00 $148,062.00 Total Permits 57 40 33 37 167 Total Revenue $49,673.00 $6,251.00 $7,771.40 $7,117.00 $70,812.40 YTD Total Permits 670 434 509 357 1970 YTD Total Revenue $296,727.50 $93,061.00 $80,736.55 $56,673.00 $527,198.05 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 121 44 39 48 252 Cooper Inspections 74 22 18 11 125 YTD Oshtemo Inspections 1212 544 500 539 2795 YTD Cooper Inspections 463 196 180 118 957 Total Inspections 195 66 57 59 377 YTD Total Inspections 1675 740 680 657 3752 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 12/1/2020 at 10:13 AM I:\SMBA Board Packets\00 TEMPLATES\Revenue & Inspections Report 2020-12-10 SMBA Board Packet | Page 41 of 102 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 $454,864.86 $482,472.44 $521,651.20 $0.00 $100,000.00 $200,000.00 $300,000.00 $400,000.00 $500,000.00 $600,000.00 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Bank Account Balance by Month 2018 2019 2020 Printed 12/1/2020 at 10:13 AM I:\SMBA Board Packets\00 TEMPLATES\Revenue & Inspections Report 2020-12-10 SMBA Board Packet | Page 42 of 102 12/01/2020 10:21 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba PERIOD ENDING 11/30/2020 % Fiscal Year Completed: 91.53 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 11/30/2020 YTD BALANCE 11/30/2020 2020 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 542 – BUILDING AUTHORITY Revenues Dept 000 – ASSETS & LIABILITIES/CASH ON HAND 542-000-99999 Carryover 0.00 0.00 0.00 0.00 0.00 Total Dept 000 – ASSETS & LIABILITIES/CASH ON HAND 0.00 0.00 0.00 0.00 0.00 Dept 001 – REVENUE 542-001-47500 Miscellaneous 2,100.00 2,135.62 53.50 (35.62) 101.70 542-001-61100 Bldg Services to Others 0.00 0.00 0.00 0.00 0.00 542-001-61400 Bond Forfeiture 1,000.00 1,000.00 0.00 0.00 100.00 542-001-61600 Building Permits 250,000.00 303,522.00 50,249.00 (53,522.00) 121.41 542-001-61615 Plan Review 28,000.00 26,918.70 1,152.00 1,081.30 96.14 542-001-61700 Electrical Permits 85,000.00 93,877.00 6,371.00 (8,877.00) 110.44 542-001-61800 Mechanical Permits 85,000.00 82,924.55 7,881.40 2,075.45 97.56 542-001-61900 Plumbing Permits 55,000.00 56,525.00 7,267.00 (1,525.00) 102.77 542-001-66400 Interest on Investments 1,000.00 587.00 0.00 413.00 58.70 Total Dept 001 – REVENUE 507,100.00 567,489.87 72,973.90 (60,389.87) 111.91 TOTAL REVENUES 507,100.00 567,489.87 72,973.90 (60,389.87) 111.91 Expenditures Dept 371 – BLDG AUTHORITY 542-371-66401 Permit Refunds 0.00 (25.00) 0.00 25.00 100.00 542-371-70200 Salaries 145,000.00 126,353.03 11,025.76 18,646.97 87.14 542-371-70300 Building Board of Appeals 300.00 0.00 0.00 300.00 0.00 542-371-70400 In Lieu of Insurance 810.00 405.00 90.00 405.00 50.00 542-371-71500 Payroll Taxes – FICA 11,600.00 9,484.82 832.67 2,115.18 81.77 542-371-71600 Health Insurance 42,000.00 37,607.74 3,535.01 4,392.26 89.54 542-371-71602 Disability/Life Insurance 1,650.00 1,456.51 134.03 193.49 88.27 542-371-71603 Work Comp Insurance 2,500.00 538.50 0.00 1,961.50 21.54 542-371-71700 HSA 4,275.00 4,457.00 185.00 (182.00) 104.26 542-371-72200 Pension Plan 13,000.00 12,020.85 882.04 979.15 92.47 542-371-72500 Clothing Allowance 500.00 0.00 0.00 500.00 0.00 542-371-72600 Board Member At Large Stipend 450.00 270.00 0.00 180.00 60.00 542-371-72700 Miscellaneous 500.00 0.00 0.00 500.00 0.00 542-371-72800 Supplies 3,500.00 3,318.53 328.68 181.47 94.82 542-371-72801 Equipment/Maintenance 1,450.00 811.93 170.08 638.07 56.00 542-371-73000 Postage/Shipping 500.00 517.86 47.17 (17.86) 103.57 542-371-75100 Vehicle Gas/Maintenance 5,500.00 4,840.78 180.12 659.22 88.01 542-371-75101 General Insurance 6,400.00 1,994.50 0.00 4,405.50 31.16 542-371-81100 Electrical Inspector 38,500.00 36,025.00 4,250.00 2,475.00 93.57 542-371-81101 Plan Review 26,000.00 31,023.45 3,875.00 (5,023.45) 119.32 542-371-81200 Mechanical Inspector 34,200.00 31,450.00 2,900.00 2,750.00 91.96 542-371-81300 Plumbing Inspector 41,000.00 31,935.00 2,850.00 9,065.00 77.89 542-371-81400 Building Inspector 10,000.00 7,400.00 750.00 2,600.00 74.00 542-371-82400 Consultants 0.00 0.00 0.00 0.00 0.00 542-371-82500 Accounting/Audit Fees 13,000.00 10,414.75 225.00 2,585.25 80.11 542-371-82600 Legal Fees 10,000.00 3,615.00 0.00 6,385.00 36.15 542-371-82700 IT Support/Website Host 22,600.00 18,453.58 1,696.20 4,146.42 81.65 542-371-85300 Telephone 5,200.00 5,235.91 475.64 (35.91) 100.69 542-371-87000 Mileage 1,500.00 454.54 0.00 1,045.46 30.30 542-371-92500 Facility Rent 20,250.00 20,250.00 0.00 0.00 100.00 542-371-95600 Interest/Penalty IRS/State Withholdings 60.00 60.00 0.00 0.00 100.00 2020-12-10 SMBA Board Packet | Page 43 of 102 12/01/2020 10:21 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba PERIOD ENDING 11/30/2020 % Fiscal Year Completed: 91.53 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 11/30/2020 YTD BALANCE 11/30/2020 2020 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 542 – BUILDING AUTHORITY Expenditures 542-371-95700 Bank Service Charges 500.00 444.45 0.00 55.55 88.89 542-371-95800 Education/Dues 4,000.00 2,207.25 0.00 1,792.75 55.18 542-371-96300 Contingency 1,275.00 0.00 0.00 1,275.00 0.00 542-371-96800 Depreciation Expense 0.00 0.00 0.00 0.00 0.00 542-371-97600 Capital Outlay 3,560.00 2,215.54 0.00 1,344.46 62.23 542-371-97700 Capital Outlay-Vehicle 32,500.00 32,420.85 0.00 79.15 99.76 Total Dept 371 – BLDG AUTHORITY 504,080.00 437,657.37 34,432.40 66,422.63 86.82 TOTAL EXPENDITURES 504,080.00 437,657.37 34,432.40 66,422.63 86.82 NET OF REVENUES & EXPENDITURES 3,020.00 129,832.50 38,541.50 (126,812.50) 4,299.09 TOTAL EXPENDITURES 504,080.00 437,657.37 34,432.40 66,422.63 86.82 TOTAL REVENUES 507,100.00 567,489.87 72,973.90 (60,389.87) 111.91 Fund 542 – BUILDING AUTHORITY: NET OF REVENUES & EXPENDITURES 3,020.00 129,832.50 38,541.50 (126,812.50) 4,299.09 TOTAL EXPENDITURES – ALL FUNDS 504,080.00 437,657.37 34,432.40 66,422.63 86.82 TOTAL REVENUES – ALL FUNDS 507,100.00 567,489.87 72,973.90 (60,389.87) 111.91 2020-12-10 SMBA Board Packet | Page 44 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/02/2020 Y 600.00 CASSOPOLIS MI, 49031 / / 0.0000 N 0.00 1394 21670 SHIAWASSEE 11/02/2020 N 600.00 ADAHLGREN ADAM J DAHLGREN 11/02/2020 2020-11-02.3 SWBA BUILDING INSPECTIONS 542-371-81400 Building Inspector 600.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/23/2020 Y 150.00 CASSOPOLIS MI, 49031 / / 0.0000 N 0.00 1414 21670 SHIAWASSEE 11/23/2020 N 150.00 ADAHLGREN ADAM J DAHLGREN 11/23/2020 2020-11-23.1 SWBA BUILDING INSPECTIONS 11/20 542-371-81400 Building Inspector 150.00 VENDOR TOTAL: 750.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/18/2020 N 185.00 MILWAUKEE WI, 53288-8297 / / 0.0000 Y 0.00 1411 PO BOX 88297 11/18/2020 N 185.00 HSA BASIC SALES 11/18/2020 10-570706 SWBA FEE FOR SEC 125 PREMIUM ONLY PLAN (POP) 542-371-71700 HSA 185.00 VENDOR TOTAL: 185.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/28/2020 N 3,535.01 DETROIT MI, 48267 / / 0.0000 N 0.00 1408 PO BOX 674416 11/16/2020 N 3,535.01 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 11/16/2020 007043238 SWBA HEALTH INSURANCE DEC 2020 542-371-71600 Health Insurance 3,535.01 VENDOR TOTAL: 3,535.01 2020-12-10 SMBA Board Packet | Page 45 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/19/2020 N 3,875.00 GRANDVILLE MI, 49418 / / 0.0000 N 0.00 1413 3097 PINEDALE DR SW 11/19/2020 N 3,875.00 CODE CODE SOURCE PC 11/19/2020 113620.1 SWBA PLAN REVIEW FEES PB20-05-0481 FETZER CE542-371-81101 Plan Review 3,875.00 VENDOR TOTAL: 3,875.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/02/2020 N 19.08 KALAMAZOO MI, 49006 / / 0.0000 N 0.00 1390 927 PICCADILLY RD 11/02/2020 N 19.08 EOROPEZA ELVIRA OROPEZA 11/02/2020 2020-11-02.1 SWBA REIMBURSEMENT FOR COMPUTER MOUSE 542-371-72800 Supplies 19.08 GL NUMBER DESCRIPTION AMOUNT Paid 11/17/2020 N 50.00 KALAMAZOO MI, 49006 / / 0.0000 N 0.00 1410 927 PICCADILLY RD 11/17/2020 N 50.00 EOROPEZA ELVIRA OROPEZA 11/17/2020 2020-11-17.2 SWBA PHONE REIMBURSEMENT NOV 2020 542-371-85300 Telephone 50.00 VENDOR TOTAL: 69.08 GL NUMBER DESCRIPTION AMOUNT Paid 11/17/2020 N 50.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1409 35063 23RD ST 11/17/2020 N 50.00 GREITENOUR GARRETT REITENOUR 11/17/2020 2020-11-17.01 SWBA REIMBURSEMENT FOR PHONE USAGE NOV 2020 542-371-85300 Telephone 50.00 VENDOR TOTAL: 50.00 2020-12-10 SMBA Board Packet | Page 46 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/02/2020 Y 850.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1395 6323 WINDDRIFT AVE 11/02/2020 N 850.00 GHECKMAN GARYAIRE, LLC 11/02/2020 2020-11-02.4 SWBA PLUMBING / MECHANICAL INSPECTIONS 542-371-81300 Plumbing Inspector 850.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/16/2020 Y 1,450.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1406 6323 WINDDRIFT AVE 11/16/2020 N 1,450.00 GHECKMAN GARYAIRE, LLC 11/16/2020 2020-11-16.2 SWBA PLUMBING / MECHANICAL / ELECTRICAL INSP542-371-81300 Plumbing Inspector 700.00 542-371-81200 Mechanical Inspector 700.00 542-371-81100 Electrical Inspector 50.00 1,450.00 VENDOR TOTAL: 2,300.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/16/2020 N 50.00 Kalamazoo MI, 49009 11/13/2020 0.0000 N 0.00 1404 6185 West KL Ave 11/16/2020 N 0.00 MISC KEI Electrical 11/16/2020 00031603 SWBA BD Payment Refund 542-001-61700 30. Consultation/Consultation 50.00 VENDOR TOTAL: 50.00 2020-12-10 SMBA Board Packet | Page 47 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/22/2020 N 198.91 KALAMAZOO MI, 49009-1332 / / 0.0000 N 0.00 1397 811 S DRAKE RD 11/04/2020 N 198.91 VISA MERCANTILE VISA 11/04/2020 2020-11-04.1 SWBA VISA BILL 542-371-75100 Vehicle Gas/Maintenance 149.00 542-371-75100 CAR WASH MONTHLY SUBSCRIPTION 31.12 542-371-72800 SUPPLIES / DEPOSIT TICKETS 18.79 198.91 VENDOR TOTAL: 198.91 GL NUMBER DESCRIPTION AMOUNT Paid 12/02/2020 N 1,441.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1400 6395 TECHNOLOGY AVE STE A 11/09/2020 N 1,441.00 AUNALYTICS MIH MICHIGAN LLC DBA SECANT TECH 11/09/2020 29932094 SWBA CLOUD HOSTING SERVICES 542-371-82700 IT Support/Website Host 1,441.00 VENDOR TOTAL: 1,441.00 2020-12-10 SMBA Board Packet | Page 48 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/02/2020 Y 2,200.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1396 426 SARAH LN 11/02/2020 N 2,200.00 TTHATCHER MP SERVICES LLC 11/02/2020 2020-11-02.5 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 1,400.00 542-371-81300 Plumbing Inspector 800.00 2,200.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/16/2020 Y 1,300.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1407 426 SARAH LN 11/16/2020 N 1,300.00 TTHATCHER MP SERVICES LLC 11/16/2020 2020-11-16.3 SWBA MECHANICAL / PLUMBING INSPECTIONS 542-371-81200 Mechanical Inspector 800.00 542-371-81300 Plumbing Inspector 500.00 1,300.00 VENDOR TOTAL: 3,500.00 2020-12-10 SMBA Board Packet | Page 49 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/15/2020 N 67.54 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1392 PO BOX 633301 11/02/2020 N 67.54 OFFICE DEP OFFICE DEPOT 11/02/2020 131930603001 SWBA OFFICE SUPPLIES / BANKER BOXES 542-371-72800 Supplies 67.54 GL NUMBER DESCRIPTION AMOUNT Paid 11/29/2020 N 40.99 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1416 PO BOX 633301 11/23/2020 N 40.99 OFFICE DEP OFFICE DEPOT 11/23/2020 135739463001 SWBA “PROCESSED” DATER STAMP EL 542-371-72800 Supplies 40.99 GL NUMBER DESCRIPTION AMOUNT Paid 11/29/2020 N 40.99 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1415 PO BOX 633301 11/23/2020 N 40.99 OFFICE DEP OFFICE DEPOT 11/23/2020 135743777001 SWBA “PROCESSED” DATER STAMP KYLE 542-371-72800 Supplies 40.99 GL NUMBER DESCRIPTION AMOUNT Paid 12/06/2020 N 141.29 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1417 PO BOX 633301 11/23/2020 N 141.29 OFFICE DEP OFFICE DEPOT 11/23/2020 515341924001 SWBA OFFICE SUPPLIES 542-371-72800 Supplies 141.29 VENDOR TOTAL: 290.81 2020-12-10 SMBA Board Packet | Page 50 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/25/2020 N 67.24 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 1391 PO BOX 802815 11/02/2020 N 67.24 RICOH RICOH 11/02/2020 5060629498 SWBA COPIER 542-371-72801 Equipment/Maintenance 67.24 GL NUMBER DESCRIPTION AMOUNT Paid 11/25/2020 N 102.84 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 1418 PO BOX 802815 11/23/2020 N 102.84 RICOH RICOH 11/23/2020 5060829330 SWBA COPIER 542-371-72801 Equipment/Maintenance 102.84 VENDOR TOTAL: 170.08 GL NUMBER DESCRIPTION AMOUNT Paid 11/05/2020 N 187.50 KALAMAZOO MI, 49002 / / 0.0000 N 0.00 1398 246 E KILGORE 11/05/2020 N 187.50 SIEGFRIED SIEGFRIED CRANDALL P.C. 11/05/2020 104038 SWBA IT SUPPORT / ZONING OFFICE INTERNET 542-371-82700 IT Support/Website Host 187.50 GL NUMBER DESCRIPTION AMOUNT Paid 11/05/2020 N 225.00 KALAMAZOO MI, 49002 / / 0.0000 N 0.00 1399 246 E KILGORE 11/05/2020 N 225.00 SIEGFRIED SIEGFRIED CRANDALL P.C. 11/05/2020 104070 SWBA ACCOUNTING SERVICES 542-371-82500 Accounting/Audit Fees 225.00 VENDOR TOTAL: 412.50 2020-12-10 SMBA Board Packet | Page 51 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/28/2020 N 67.70 CAROL STREAM IL, 60197 / / 0.0000 N 0.00 1401 PO BOX 4181 11/09/2020 N 67.70 SPRINT SPRINT 11/09/2020 144563305-025 SWBA MOBILE HOTSPOT USAGE OCT 2020 542-371-82700 IT Support/Website Host 67.70 VENDOR TOTAL: 67.70 GL NUMBER DESCRIPTION AMOUNT Paid 12/01/2020 N 134.03 PHILADELPHIA PA, 19170 / / 0.0000 N 0.00 1412 PO BOX 7247 -0381 11/18/2020 N 134.03 SUN LIFE SUN LIFE FINANCIAL 11/18/2020 247757 SWBA LIFE INSURANCE DEC 2020 542-371-71602 Disability/Life Insurance 134.03 VENDOR TOTAL: 134.03 GL NUMBER DESCRIPTION AMOUNT Paid 11/28/2020 N 375.64 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 1403 8020 SOLUTIONS CENTER 11/12/2020 N 375.64 TELNET TELNET WORLDWIDE 11/12/2020 207296 SWBA PHONE 542-371-85300 Telephone 375.64 VENDOR TOTAL: 375.64 GL NUMBER DESCRIPTION AMOUNT Paid 12/07/2020 N 47.17 CHICAGO IL, 60680-9488 / / 0.0000 N 0.00 1419 P.O. BOX 809488 11/30/2020 N 47.17 UPS UPS 11/30/2020 000076R70Y480 SWBA SHIPPING FOR JSMBA20-05-0681 5022 W MAI542-371-73000 Postage/Shipping 47.17 VENDOR TOTAL: 47.17 2020-12-10 SMBA Board Packet | Page 52 of 102 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 12/01/2020 10:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 9/9 User: kgibson DB: Smba POST DATES 11/01/2020 – 11/30/2020 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 11/02/2020 Y 2,200.00 MATTAWAN MI, 49071 / / 0.0000 N 0.00 1393 38159 24TH ST 11/02/2020 N 2,200.00 WWILCOX WILLIAM WILCOX 11/02/2020 2020-11-02.2 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 2,200.00 GL NUMBER DESCRIPTION AMOUNT Paid 11/16/2020 Y 2,000.00 MATTAWAN MI, 49071 / / 0.0000 N 0.00 1405 38159 24TH ST 11/16/2020 N 2,000.00 WWILCOX WILLIAM WILCOX 11/16/2020 2020-11-16.1 SWBA ELECTRICAL INSPECTIONS 542-371-81100 Electrical Inspector 2,000.00 VENDOR TOTAL: 4,200.00 TOTAL – ALL VENDORS: 21,651.93 2020-12-10 SMBA Board Packet | Page 53 of 102 x Amendment Adjustment GL # Description Type Current Budget YTD Balance Amended Budget Amendment Amount 542-001-47500 Miscellaneous Revenue $ 2,100.00 $ 2,135.62 $ 2,200.00 $ 100.00 542-001-61600 Building Permits Revenue $ 250,000.00 $ 303,522.00 $ 325,000.00 $ 75,000.00 542-001-61615 Plan Review Revenue $ 28,000.00 $ 26,918.70 $ 45,000.00 $ 17,000.00 542-001-61700 Electrical Permits Revenue $ 85,000.00 $ 93,877.00 $ 100,000.00 $ 15,000.00 542-001-61900 Plumbing Permits Revenue $ 55,000.00 $ 56,525.00 $ 60,000.00 $ 5,000.00 542-371-66401 Permit Refunds Expenditure $ – $ 25.00 $ 25.00 $ 25.00 542-371-70300 Building Board of Appeals Expenditure $ 300.00 $ – $ – $ (300.00) 542-371-71700 HSA Expenditure $ 4,275.00 $ 4,457.00 $ 4,500.00 $ 225.00 542-371-73000 Postage/Shipping Expenditure $ 500.00 $ 517.86 $ 600.00 $ 100.00 542-371-81101 Plan Review Expenditure $ 26,000.00 $ 31,023.45 $ 40,000.00 $ 14,000.00 542-371-85300 Telephone Expenditure $ 5,200.00 $ 5,235.91 $ 5,700.00 $ 500.00 542-371-97700 Capital Outlay – Vehicle Expenditure $ 32,500.00 $ 32,420.85 $ 32,420.85 $ (79.15) $ – $ – $ – GL # Description Type To align actual revenues with over budget accounts and provide for additional expected revenue. To align actual expenses with over budget accounts and provide for additional expected expenditures. Budget Adjustment Request Totals $ – $ – Describe Reason for Request: 12/2/2020 Budget Amendment / Adjustment Request Form Southwest Michigan Building Authority Request Type: Requested By: Kyle Gibson, Office Manager Budget Amendment Request Revenues ( $112,100.00 ) DR Amount CR Amount Expenditures ( $14,470.85 ) I:\SMBA Board Packets\2020\2020-12-10\04d 2020-12-10 Budget Amendments & Adjustments 1 of 1 2020-12-10 SMBA Board Packet | Page 54 of 102 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 11/17/2020 Re: Confirmation of 2021 Regular Meeting Dates For the board’s confirmation, the following are the proposed meeting dates for 2021. Meetings are held on the 4th Thursday of every month, unless otherwise noted*: January 28th February 25th March 25th April 22nd May 27th June 24th July 22nd August 26th September 23rd October 28th November* No Meeting December* 9th Location: TBA (Oshtemo Township Hall or via Zoom, will be noticed in accordance with all applicable laws and orders in place at the time of posting). Time: 8:30am. 2020-12-10 SMBA Board Packet | Page 55 of 102 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 11/19/2020 Re: Request for Holiday Hours This memo is a request for SMBA offices to be closed on December 21st to the 23rd, ahead of our regular holiday dates of the 24th & 25th. The reason for the request is that staff have a fair amount of PTO that needs to be used, or it will be forfeited at the end of the year. Approval of the request will give staff an opportunity to use some PTO and reduce or eliminate the amount of PTO that would otherwise be lost. To clarify, this is not a request for additional holiday pay. It is only a request to close the office so that staff can use PTO. 2020-12-10 SMBA Board Packet | Page 56 of 102 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 11/23/2020 Re: Aunalytics Backup as a Service (BaaS) Proposal SMBA has received a proposal (enclosed) for a modification to the line item for the backup service provided by Aunalytics. Acceptance of this proposal has no effect on the previously agreed upon pricing, but merely changes the name of the line item itself to align with current Aunalytics billing practices and product offerings. A request is made to authorize the office manager to sign the proposal as presented. 2020-12-10 SMBA Board Packet | Page 57 of 102 Cloud Services Cloud Backup (Service Change) PREPARED FOR: Southwest Michigan Building Authority We have prepared a quote for you PREPARED BY: Aunalytics – Kalamazoo Quote # KZ007467 Version 1 Kyle Gibson kjgibson@swmiba.org Jeff Ray jeff.ray@aunalytics.com 2020-12-10 SMBA Board Packet | Page 58 of 102 6395 Technology Avenue Kalamazoo, MI 49009 (269) 375-8996 Description Recurring Qty Ext. Recurring Backup as a Service (BaaS) Cloud Backup: Veeam Backup & Replication Enterprise Plus License $12.00 2 $24.00 Backup SAN Storage (per TB) $100.00 2 $200.00 Monthly Subtotal: $224.00 Description Recurring Qty Ext. Recurring This Proposal Negates the Following: DRaaS as part of the Cloud contract renewal (project in process) ($224.00) 1 ($224.00) Monthly Subtotal: ($224.00) Page: 2 of 3 2020-12-10 SMBA Board Packet | Page 59 of 102 6395 Technology Avenue Kalamazoo, MI 49009 (269) 375-8996 Version: 1 Delivery Date: 11/20/2020 Expiration Date: 12/20/2020 Quote #: KZ007467 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) 585-4154 kjgibson@swmiba.org Cloud Services Cloud Backup (Service Change) Monthly Expenses Summary Amount Backup as a Service (BaaS) $224.00 This Proposal Negates the Following: ($224.00) Monthly Total: $0.00 Total Monthly Recurring Payment: $224.00. Where recurring services are initiated through acceptance of this proposal, the term for those services will begin day 1 of the month and year in which the service is live and made available for client use and extend through to the term of service herein in accordance with the timeline set forth therein. Term: Co-terms with existing contract on file with Aunalytics Taxes, shipping, handling and other fees may apply. We reserve the right to invoice all orders arising from actual pricing or other errors. Aunalytics – Kalamazoo Signature: Name: Kyle Gibson Date: Signature: Name: Jeff Ray Title: Account Executive- Cloud and Managed Services Date: 11/20/2020 Southwest Michigan Building Authority Page: 3 of 3 2020-12-10 SMBA Board Packet | Page 60 of 102 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 9/14/2020 Re: Draft Salary Review & Adjustment Policy During the development of my recommendations for staff salary adjustments as requested by the board, I found myself unable to locate any board-approved guidelines for the preparation of such recommendations. Enclosed is a draft policy for consideration by the board to provide a standard for the development of salary adjustments in the future. 2020-12-10 SMBA Board Packet | Page 61 of 102 Page 1 of 4 Southwest Michigan Building Authority (SMBA) Salary Review and Adjustment Policy Adopted by the SMBA Board of Directors on (Date) Purpose: To establish uniform standards for the annual review and adjustment of employee salaries including merit-based raises and cost of living adjustments. To allow for the incorporation of such adjustments in budget planning for the upcoming fiscal year. Scope: The guidelines in this policy apply to non-exempt and exempt employees as defined by the Fair Labor Standards Act. Objectives: 1. Attract and retain competent and satisfied employees. 2. Allow for the recognition and reward of exemplary employee performance. 3. Align salaries with the duties and responsibilities of positions to encourage the self-improvement and professional growth of employees. 4. Allow for salary adjustments to be included in budget preparations for the upcoming fiscal year. Statement of Policy: On an annual basis, the office manager shall prepare a list of salary adjustment recommendations for review by the SMBA board of directors, to be presented at the regular October meeting or at a duly noticed special meeting for such purpose as directed by the board. Salary adjustments will be determined using the following four criteria: (1) Employee Performance, (2) Change in Duties, (3) State and National Wage Data, and (4) Cost of Living Adjustment. 1. Employee Performance a. Adjustments to an employee’s salary based on employee performance may be positive, negative, or neutral. b. Adjustment decisions should utilize the following sources of information at a minimum: i. Annual Performance Review Data ii. Recommendations of Supervisors iii. Pay Increase Funds Available iv. Comparison of pay level and performance of other employees in a similar job function. c. An annual base merit increase of at least 2% shall be granted to all employees based on the employee’s composite performance review score unless available pay increase funds warrant otherwise. i. Individual merit increase percentages shall be calculated by dividing the employee’s composite performance rating by the maximum possible value. That percentage of the merit increase percentage shall then be granted. 2020-12-10 SMBA Board Packet | Page 62 of 102 Page 2 of 4 ii. Example: Employee scores 3 out of 5 on performance review. 3/5 = 0.6  0.6*0.02(base merit) = 0.012  0.012 * $18(current wage) = $0.216 (round to $0.22). The employee’s merit increase for the year would be 22 cents. 2. Change in Duties a. Adjustments to an employee’s salary based on a change in duties may be positive, negative, or neutral. b. If a salary range has not been determined for a position, a change in salary may be considered based on a significant change in responsibilities. The O*NET database should be consulted for state and national wage data using the occupational title and responsibilities which most closely match the new responsibilities of the employee. c. An annual adjustment based on a change in duties should not be made if an employee was granted a raise by the board outside of the annual cycle. 3. State and National Wage Data a. Adjustments to an employee’s salary based on State and National Wage data may be positive or neutral. Negative adjustments based on State and National Wage data should only be considered if specifically directed by the board of directors as a cost savings measure. b. The following sources of information may be consulted in determining salary adjustments: i. O*NET Online: www.onetonline.org ii. Bureau of Labor Statistics Occupational Employment Statistics: www.bls.gov/oes c. A comparison should be made of the employee’s current salary compared to the state and national values for the mean wage of the occupational profile which most closely matches the responsibilities of the employee. 4. Cost of Living Adjustment a. Adjustments to an employee’s salary based on a COLA may be positive or neutral. Negative adjustments based on a COLA should only be considered if directed by the board of directors as a cost savings measure. b. COLA adjustments are expressed as a percentage of the change in the Consumer Price Index. c. The cost of living adjustment shall be the greater value of either: i. The most recent COLA publication available on the Social Security Administration’s website. This information can be found on the SSA’s website at: https://www.ssa.gov/news/cola/ ii. The most recent Inflation Rate Multiplier publication bulletin from the State of Michigan Tax Commission. This information is best found by searching the state website, but the Tax Commission website is: https://www.michigan.gov/statetaxcommission. A link to an example publication can be found here: https://www.michigan.gov/documents/treasury/Bulletin_15_of_2019_- _Inflation_Rate_Multiplier_for_2020_668832_7.pdf. Positive salary adjustments may be rejected or reduced by the board of directors if the proposed adjustment would cause an employee’s salary to exceed the range defined for their position, so long as that range is still comparable to the State and National media wage data available. If the range is no 2020-12-10 SMBA Board Packet | Page 63 of 102 Page 3 of 4 longer comparable, a new range will be recommended for the position along with the salary adjustment for consideration by the board of directors. Recommendations made by the office manager shall be submitted in the form of a memo to the members of the board and should include all supporting documentation used to determine any adjustments. Such memo should include a table listing the step by step adjustments to each employee’s salary, including employee name, type (salaried or hourly), current wage, COLA, merit increase, other raise (based on change in duties, state and national wage data, or other metric), new wage, and other items as are relevant. The board of directors may accept, reject, or revise in whole or in part the recommendations of the office manager. Unless otherwise specified by the board, approved salary adjustments shall be effective on January 1st of the new year. This policy may be revised or amended at the request of the board. All situations which fall outside of the guidelines laid out in this document shall be reviewed and determined by the board of directors. 2020-12-10 SMBA Board Packet | Page 64 of 102 Page 4 of 4 A motion was made by Firstname Lastname, supported by Firstname Lastname, to adopt the foregoing policy. Upon a roll call vote, The following voted “Aye”: The following voted “Nay”: The following “Abstained”: The following were absent: The Chair declared that the policy had been adopted. DUSTY FARMER, Chair Southwest Michigan Building Authority ***************************************** CERTIFICATE I hereby certify that the foregoing constitutes a true and complete copy of minutes of a meeting of the Southwest Michigan Building Authority, held on Date, at which meeting X 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 KYLE GIBSON, Board Secretary Southwest Michigan Building Authority 2020-12-10 SMBA Board Packet | Page 65 of 102 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 9/14/2020 Re: Employee Appraisal Form The process of employee appraisals and performance measurements has been relatively inconsistent in its methodology. For review and approval by the board is a draft appraisal form to gather uniform numerical metrics on the performance of each employee to assist in the review of employee development and the determination of salary adjustment recommendations. 2020-12-10 SMBA Board Packet | Page 66 of 102 Southwest Michigan Building Authority (SMBA) Employee Appraisal Policy Adopted by the SMBA Board of Directors on (Date) Purpose: To establish uniform standards for the annual review of employee performance and provide metrics for use in salary adjustment recommendations. Scope: The guidelines in this policy apply to non-exempt and exempt employees as defined by the Fair Labor Standards Act. Objectives: 1. Allow for the recognition and reward of exemplary employee performance. 2. Allow for the identification and correction of less than satisfactory employee performance. 3. Establish uniform standards for the review of employee performance. Statement of Policy: On an annual basis, the office manager will coordinate the review of employee performance, to be completed by the month of November to allow time for the information to be included in salary adjustment proposal preparations. The guidelines for employee appraisals shall follow those published by the Society for Human Resource Management (SHRM), a nationally recognized leader in HRM policy development. Employees will be rated in a variety of areas on a scale of one to five by: (1) The employee, (2) The employee’s supervisor, and (3) Three external stakeholders. The employee will be rated using the following scale: Rating Scale: 5 Excellent (consistently exceeds standards) 4 Outstanding (frequently exceeds standards) 3 Satisfactory (generally meets standards) 2 Needs Improvement (frequently fails to meet standards) 1 Unacceptable (fails to meet standards) Employees shall be rated in the following areas: – Job Knowledge: Knowledge of products, policies, and procedures; OR knowledge of techniques, skills, equipment, procedures, and materials. – Quality of Work: Freedom from errors and mistakes. Accuracy, quality of work in general. – Quantity of Work: Productivity of the employee. – Reliability: The extent to which the employee can be depended upon to be available for work, to complete work properly, and complete work on time. The degree to which the employee is reliable, trustworthy, and persistent. 2020-12-10 SMBA Board Packet | Page 67 of 102 – Initiative and Creativity: The ability to plan work and to proceed with a task without being told every detail and the ability to make constructive suggestions. – Judgment: The extent to which the employee makes decisions that are sound. The ability to base decisions on fact rather than emotion. – Cooperation: Willingness to work harmoniously with others in getting a job done. Readiness to respond positively to instructions and procedures. – Attendance: Consistency in coming to work daily and conforming to scheduled work hours. Employees with supervisory responsibilities will also be rated in the following areas: – Planning and Organizing: The ability to analyze work, set goals, develop plans of action, utilize time. Consider amount of supervision required and extent to which you can trust employee to carry out assignments conscientiously. – Directing and Controlling: The ability to create a motivating climate, achieve teamwork, train, and develop, measure work in progress, take corrective action. – Decision-Making: The ability to make decisions and the quality and timeliness of those decisions. For employees who report to the SMBA board of directors, the board chair shall act as the supervisor for the purposes of the review. Process 1. Office manager prepares and issues review forms to employees. 2. Employee completes self-rating section and returns the form to their supervisor. 3. Supervisor completes the supervisor rating section and returns the form to the office manager. a. Supervisor provides list of relevant external stakeholders to the office manager. 4. Office manager issues review forms to external stakeholders. Once review forms have been returned, they will be compiled into a single report, and an overall performance rating will be calculated by the office manager. 5. Completed performance appraisals will be returned to supervisors. 6. Supervisors discuss results with employees. 7. Employee and supervisor sign form and return to office manager. 8. Office manager prepares and presents a summary report to the board. 9. Board confirms results. 2020-12-10 SMBA Board Packet | Page 68 of 102 A motion was made by Firstname Lastname, supported by Firstname Lastname, to adopt the foregoing policy. Upon a roll call vote, The following voted “Aye”: The following voted “Nay”: The following “Abstained”: The following were absent: The Chair declared that the policy had been adopted. DUSTY FARMER, Chair Southwest Michigan Building Authority ***************************************** CERTIFICATE I hereby certify that the foregoing constitutes a true and complete copy of minutes of a meeting of the Southwest Michigan Building Authority, held on Date, at which meeting X 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 KYLE GIBSON, Secretary 2020-12-10 SMBA Board Packet | Page 69 of 102 SMBA Employee Performance Appraisal Form (Internal) Employee Name Job Title Reports To Review Period Instructions: Rate the employee’s performance during the review period by checking the most appropriate numerical value in each section. For employees who report to the board, the board chair will act as the supervisor conducting the review. For Employee: Complete the “Employee Self-Rating” section. Return the form to your supervisor. Once the supervisor has completed their portion, you will meet to discuss the results. For Supervisor: 1. Complete the “Supervisor Rating” section and return the form to the office manager. a. Provide a list of three external stakeholders for the office manager to contact. 2. The office manager will compile the completed external stakeholder reviews and calculate the composite score for the employee. The form will be returned to the supervisor to review prior to discussing the results with the employee. 3. Prior to the performance discussion with the employee, a detailed plan to address areas rated “Needs Improvement” or “Unacceptable” must be prepared and submitted to the board chair and office manager for review. 4. Discuss the results with the employee. Employee may enter their comments regarding the appraisal prior to signing the form. Supervisor and employee must both sign the form. 5. Return the signed form to the office manager. In accordance with the guidelines laid out in Appendix G of the SMBA employee handbook, employees may appeal any disagreement arising from this appraisal form to the board of directors. Rating Scale: 5 Excellent (consistently exceeds standards) 4 Outstanding (frequently exceeds standards) 3 Satisfactory (generally meets standards) 2 Needs Improvement (frequently fails to meet standards) 1 Unacceptable (fails to meet standards) 2020-12-10 SMBA Board Packet | Page 70 of 102 Employee Self-Rating (Date Completed ____________) 5 4 3 2 1 Job Knowledge Knowledge of products, policies, and procedures; OR knowledge of techniques, skills, equipment, procedures, and materials. Quality of Work Freedom from errors and mistakes. Accuracy, quality of work in general. Quantity of Work Productivity of the Employee Reliability The extent to which the employee can be depended upon to be available for work, to complete work properly, and complete work on time. The degree to which the employee is reliable, trustworthy, and persistent. Initiative and Creativity The ability to plan work and to proceed with a task without being told every detail and the ability to make constructive suggestions. Judgment The extent to which the employee makes decisions that are sound. The ability to base decisions on fact rather than emotion. Cooperation Willingness to work harmoniously with others in getting a job done. Readiness to respond positively to instructions and procedures. Attendance Consistency in coming to work daily and conforming to scheduled work hours. Complete this section for employees with supervisory responsibilities: 5 4 3 2 1 Planning and Organizing The ability to analyze work, set goals, develop plans of action, utilize time. Consider amount of supervision required and extent to which you can trust employee to carry out assignments conscientiously. Directing and Controlling The ability to create a motivating climate, achieve teamwork, train, and develop, measure work in progress, take corrective action. Decision-Making The ability to make decisions and the quality and timeliness of those decisions. Employee comments (general): 2020-12-10 SMBA Board Packet | Page 71 of 102 Noteworthy accomplishments during this review period: Actions taken to improve performance from the previous review: Professional development goals: 2020-12-10 SMBA Board Packet | Page 72 of 102 Supervisor Rating (Date Completed ____________) 5 4 3 2 1 Job Knowledge Knowledge of products, policies, and procedures; OR knowledge of techniques, skills, equipment, procedures, and materials. Quality of Work Freedom from errors and mistakes. Accuracy, quality of work in general. Quantity of Work Productivity of the Employee Reliability The extent to which the employee can be depended upon to be available for work, to complete work properly, and complete work on time. The degree to which the employee is reliable, trustworthy, and persistent. Initiative and Creativity The ability to plan work and to proceed with a task without being told every detail and the ability to make constructive suggestions. Judgment The extent to which the employee makes decisions that are sound. The ability to base decisions on fact rather than emotion. Cooperation Willingness to work harmoniously with others in getting a job done. Readiness to respond positively to instructions and procedures. Attendance Consistency in coming to work daily and conforming to scheduled work hours. Complete this section for employees with supervisory responsibilities: 5 4 3 2 1 Planning and Organizing The ability to analyze work, set goals, develop plans of action, utilize time. Consider amount of supervision required and extent to which you can trust employee to carry out assignments conscientiously. Directing and Controlling The ability to create a motivating climate, achieve teamwork, train, and develop, measure work in progress, take corrective action. Decision-Making The ability to make decisions and the quality and timeliness of those decisions. Supervisor comments (general) 2020-12-10 SMBA Board Packet | Page 73 of 102 Noteworthy accomplishments during this review period: Areas requiring improvement in job performance (attach the performance improvement plan for any areas rated needs improvement or unacceptable): Actions taken to improve performance from the previous review: Professional development goals: 2020-12-10 SMBA Board Packet | Page 74 of 102 External Stakeholder Performance Ratings Insert completed external stakeholder ratings here. 2020-12-10 SMBA Board Packet | Page 75 of 102 Overall Performance Rating 1 Employee Self-Rating: Enter total of numerical values for all categories  2 Supervisor Rating: Enter total of numerical values for all categories  3 Stakeholder 1 Rating: Enter total of numerical values for all categories  4 Stakeholder 2 Rating: Enter total of numerical values for all categories  5 Stakeholder 3 Rating: Enter total of numerical values for all categories  6 Add lines 1-5  7 Divide line 6 by 40 (or 55 if supervisor section was completed)  8 Round line 7 to tenths place. This is the composite score.  Signatures Employee comments on supervisor remarks: Signatures acknowledge that this form was discussed and reviewed. Employee Signature Date Supervisor Signature Date 2020-12-10 SMBA Board Packet | Page 76 of 102 SMBA Employee Performance Appraisal Form (External) Employee Name Job Title Reports To Review Period Instructions: Rate the employee’s performance during the review period by checking the most appropriate numerical value in each section. Return the completed form to the employee’s supervisor indicated above (reports to). If not already completed, fill out your information below: Reviewer Name Reviewer Job Title Reviewer Organization Cooper Township Oshtemo Township Other_______________________________ Rating Scale: 5 Excellent (consistently exceeds standards) 4 Outstanding (frequently exceeds standards) 3 Satisfactory (generally meets standards) 2 Needs Improvement (frequently fails to meet standards) 1 Unacceptable (fails to meet standards) 2020-12-10 SMBA Board Packet | Page 77 of