SMBA Regular Board Meeting

April 22, 2021 |  8:30 AM |  Via Zoom
1 Southwest Michigan Building Authority April 22, 2021 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:33 a.m. Board Roll Call: A roll call was taken to comply with the provisions of MCL 15.263(2)(a)(ii) regarding remote meeting attendance by board members. Present: Name Location Attending From Dusty Farmer, Chair, Oshtemo Township Oshtemo Township, Kalamazoo County, MI Jeff Sorensen, Cooper Township Cooper Township, Kalamazoo County, MI Carol DeHaan, Treasurer, Cooper Township Cooper Township, Kalamazoo County, MI Larry Stehouwer, Citizen Member, Cooper Cooper Township, Kalamazoo County, MI Cheri Bell, Oshtemo Township Oshtemo Township, Kalamazoo County, MI Also present were Building Official Garrett Reitenour, Attorney Jim Porter, and Board Secretary Kyle Gibson. Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda – Meeting Minutes – March 28, 2021 Regular Meeting – April 2021 Financial Reports – April 2021 Budget Amendments and Adjustments – Memo Re: Request for Authorization to Sell Equipment A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the consent agenda as presented. Opposed: None The Chair declared that the motion was carried 5-0. Update on SMBA & Texas Charter Township Interlocal Agreement Mr. Gibson provided the board with a summary of the activity regarding the agreement since the last meeting. No board action was taken. Board Chair’s Report Chair Farmer shared that there had been a disagreement with a local business owner regarding the actions and authority of the Building Official. Mr. Porter shared that he had communicated with the owner, and believed that the Building Official’s actions were within the bounds of the authority provided him by the law. Chair Farmer shared that the owner was invited to make a formal complaint to the board, which was refused by the owner. The board has not received a 2 formal complaint. Mr. Reitenour shared a status update on the property. Following brief discussion, the board directed Mr. Reitenour to send a notice to the permit applicant requesting an update on the project. No board action was taken. Other Business (Item 1) Office Manager Gibson requested the board’s blessing to begin a process of updating and reformatting the Authority’s policy documents inclusive of the employee handbook, individual policy documents, bylaws, and the interlocal governmental agreement between Oshtemo and Cooper townships. After some discussion by board members, Chair Farmer requested a comprehensive list of the documents Mr. Gibson would like to update for review at the next regular meeting. Board consensus was to allow Mr. Gibson to move forward with the project provided that he provide regular progress updates and notify the board of any impact on daily operations resulting from time spent working on the project. (Item 2) Mr. Gibson requested that SMBA become the official document repository rather than Attorney Porter’s office. Chair Farmer voiced concerns regarding the sharing of such documents with the member jurisdictions should a jurisdiction withdraw or should SMBA be dissolved. The board held brief discussion. Mr. Gibson recommended that the interlocal agreement be amended to require that all such documents be provided to a member jurisdiction upon request, upon withdrawal from SMBA, or if SMBA were to be dissolved. Chair Farmer voiced support for that recommendation, and board consensus was that Mr. Gibson should work with Mr. Porter to develop that amendment during the course of the project outlined earlier in the meeting. Seeing and hearing no other business, and having exhausted the agenda, Chair Farmer Adjourned the meeting at 8:59 a.m. Next Regular Meeting – May 27th – 8:30 a.m.
Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Regular Board Meeting April 22nd, 2021 8:30 AM Via Zoom Meeting Link: https://zoom.us/j/94963176726 Meeting ID: 949 6317 6726 Call-in Number: +1 312 626 6799 US (Chicago) Citizen Comments may 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. Citizens are also welcomed to speak during the public comment session but are asked to remain muted for the remainder of the meeting. Agenda 1. Call to Order 2. Roll Call 3. Citizen Comments on Non-Agenda Items a. Reading of Public Comment – Kyle Gibson 4. Consent Agenda a. Meeting Minutes – March 28, 2021 Regular Meeting b. April 2021 Financial Reports c. April 2021 Budget Amendments & Adjustments d. Memo Re: Request for Authorization to Sell Equipment 5. Update on SMBA & Texas Charter Township Interlocal Agreement 6. Board Chair’s Report 7. Other Business 8. Adjournment 2021-04-22 SMBA Board Packet | Page 1 of 23 1 Southwest Michigan Building Authority March 25, 2021 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:33 a.m. Board Roll Call: A roll call was taken to comply with the provisions of MCL 15.263(2)(a)(ii) regarding remote meeting attendance by board members. Present: Name Location Attending From Dusty Farmer, Chair, Oshtemo Township Oshtemo Township, Kalamazoo County, MI Jeff Sorensen, Cooper Township Cooper Township, Kalamazoo County, MI Larry Stehouwer, Citizen Member, Cooper Zion National Park, Utah Cheri Bell, Oshtemo Township Cancún, Quintana Roo, Mexico Absent: Carol DeHaan, Treasurer, Cooper Township Also present were Building Official Garrett Reitenour, Administrative Assistant El Oropeza, Attorney Jim Porter, and Board Secretary Kyle Gibson. Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda Meeting Minutes – February 25, 2021 Regular Meeting February 2021 Financial Reports March 2021 Budget Amendments and Adjustments A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the consent agenda as presented. Opposed: None The Chair declared that the motion was carried 4-0, with 1 absent. Confirmation of 2021 Inspector Contract Renewals Mr. Gibson provided the board with a summary of the contract renewals. Brief discussion was held by the board. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the contracts as presented. Opposed: None The Chair declared that the motion was carried 4-0, with 1 absent. 2021-04-22 SMBA Board Packet | Page 2 of 23 2 Consideration of Draft Intergovernmental Agreement with Texas Charter Township Attorney Porter presented the status of the draft intergovernmental agreement. Mr. Gibson provided additional information. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the draft with minor revisions yet to be made by Attorney Porter and advance the agreement to signature once those revisions are received. Opposed: None The Chair declared that the motion was carried 4-0, with 1 absent. Approval of Draft Freedom of Information Act Policy and Procedure Guide Mr. Gibson presented the proposed changes with input from Attorney Porter. A motion was made by Jeff Sorensen and supported by Dusty Farmer to approve the revised policy as presented. Opposed: None The Chair declared that the motion was carried 4-0, with 1 absent. Board Chair’s Report Chair Farmer had nothing to report. No board action was taken. Other Business (Item 1) There was no other business brought before the board. Chair Farmer Adjourned the meeting at 8:46 a.m. Next Regular Meeting – April 22nd – 8:30 a.m. 2021-04-22 SMBA Board Packet | Page 3 of 23 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: 2021-03-26 Re: Change to Monthly Financial Reporting Purpose: To provide the board more thorough and up-to-date financial reports. Background: The monthly financial reports presented for board review currently are run through the previous month. These reports include revenue reports from the Building Department program, bank account balance, a listing of all checks/EFT transactions which have been run through the Accounts Payable program, and a budget snapshot as of the previous month. Proposal: Starting this month, the reports presented to the board will be run from the end date of the previous reports to the date which the packet is compiled. This will result in a month-to-date report, rather than a previous month report. In addition to the existing reports, I will be providing a miscellaneous revenue report as well as a payroll expense report. These new reports will allow for the board to have a more complete picture of the Authority’s financial position on a month-to-month basis. 2021-04-22 SMBA Board Packet | Page 4 of 23 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Financial Reports for: April 2021 As of 2021-04-16 1. Permit Revenue & Inspections Report 2. Miscellaneous Revenue Report 3. Accounts Payable Detailed Disbursement Report 4. Payroll Expense Report 5. Budget Snapshot 6. Bank Account Balance Report 2021-04-22 SMBA Board Packet | Page 5 of 23 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Period: 03/01/2021 to 04/16/2021 Building Electrical Mechanical Plumbing Totals Oshtemo 72 49 60 44 225 Revenue $43,443.70 $7,094.00 $10,318.50 $8,501.00 $69,357.20 YTD Oshtemo 113 93 127 63 396 YTD Revenue $91,179.50 $16,214.25 $22,605.50 $10,247.00 $140,246.25 Cooper 32 19 20 9 80 Revenue $7,973.00 $3,476.00 $3,001.00 $1,722.00 $16,172.00 YTD Cooper 56 40 43 20 159 YTD Revenue $18,366.50 $7,434.00 $8,206.00 $7,570.00 $41,576.50 Total Permits 104 68 80 53 305 Total Revenue $51,416.70 $10,570.00 $13,319.50 $10,223.00 $85,529.20 YTD Total Permits 169 133 170 83 555 YTD Total Revenue $109,546.00 $23,648.25 $30,811.50 $17,817.00 $181,822.75 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 206 90 127 79 502 Cooper Inspections 130 45 40 25 240 YTD Oshtemo Inspections 374 214 251 186 1025 YTD Cooper Inspections 214 78 81 50 423 Total Inspections 336 135 167 104 742 YTD Total Inspections 588 292 332 236 1448 Permit Revenue Inspections 0 100 200 300 400 500 600 700 800 $0.00 $10,000.00 $20,000.00 $30,000.00 $40,000.00 $50,000.00 $60,000.00 $70,000.00 $80,000.00 $90,000.00 2021 Revenue by Month 2020 Revenue by Month 2021 Inspections by Month 2020 Inspections by Month Printed 4/16/2021 at 3:26 PM I:\Board Packets\01 TEMPLATES\Revenue & Inspections Report 2021-04-22 SMBA Board Packet | Page 6 of 23 Approved by State Board of Accounts for the Southwest Michigan Building Authority, 2017 04/16/2021 03:29 PM RECEIPT ITEMS REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/1 User: kgibson DB: Smba Post Date from 03/01/2021 – 04/16/2021 Open And Completed Receipts Receipts Items: MISC Receipt # Description Reference Cashier Date Received Of Distribution Amount MISC MISCELLANEOUS REVENUE 7413 1 ROLL OF STAMPS POSTAGE / SHIPPING EXPENSE kgibson 03/16/2021 KYLE GIBSON 542-371-73000 55.00 7439 ACCOUNT CREDIT FOR A6X14188-6 MISCELLANEOUS REVENUE kgibson 03/19/2021 EMC INSURANCE 542-371-75101 298.00 7506 SALE OF KEYBOARD/MOUSE COMBO MISCELLANEOUS REVENUE kgibson 03/30/2021 ELVIRA OROPEZA 542-001-47500 10.00 Total MISC (3) 363.00 Grand Total (3): 363.00 2021-04-22 SMBA Board Packet | Page 7 of 23 04/16/2021 03:32 PM CHECK REGISTER FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba CHECK DATE FROM 03/01/2021 – 04/16/2021 Check Date Bank Check Vendor Vendor Name Invoice Vendor Description Amount Bank SWBA 03/01/2021 SWBA 1373 HSA BASIC SALES BASIC SALES HSA PLAN ADMINISTRATION RENEWAL 72.00 03/01/2021 SWBA 1374 COCM COCM COCM COCM 2021 SPRING CONFERENCE & MEMBERSHIP 230.00 03/02/2021 SWBA 1375 LMCICC LAKE MICHIGAN CHAPTER ICCLAKE MICHIGAN CHAPTER ICCMADCAD CODE LIBRARY ACCESS 2021 653.85 03/04/2021 SWBA 1376 AUNALYTICS MIH MICHIGAN LLC DBA SECANT TECH MIH MICHIGAN LLC DBA SECANT TECH CLOUD HOSTING SERVICES 1,760.60 03/05/2021 SWBA 1377 SIEGFRIED SIEGFRIED CRANDALL P.C. SIEGFRIED CRANDALL P.C. ACCOUNTING SERVICES FEB 2021 215.00 03/05/2021 SWBA 1378 VISA MERCANTILE VISA MERCANTILE VISA VISA BILL FEB 2021 603.79 03/08/2021 SWBA 1379 EOROPEZA ELVIRA OROPEZA ELVIRA OROPEZA CELL PHONE REIMBURSEMENT MAR 2021 50.00 03/08/2021 SWBA 1380 GREITENOUR GARRETT REITENOUR GARRETT REITENOUR CELL PHONE REIMBURSEMENT MAR 2021 50.00 03/08/2021 SWBA 1381 GHECKMAN GARYAIRE, LLC GARYAIRE, LLC PLUMBING / MECHANICAL INSPECTIONS 1,900.00 03/08/2021 SWBA 1382 KGIBSON KYLE GIBSON KYLE GIBSON CELL PHONE REIMBURSEMENT MAR 2021 50.00 03/08/2021 SWBA 1383 TTHATCHER MP SERVICES LLC MP SERVICES LLC MECHANICAL / PLUMBING INSPECTIONS 950.00 03/08/2021 SWBA 1384 WWILCOX WILLIAM WILCOX WILLIAM WILCOX ELECTRICAL INSPECTIONS 1,250.00 03/08/2021 SWBA 1385 OFFICE DEP OFFICE DEPOT OFFICE DEPOT OFFICE SUPPLIES \ MAGNETS 16.77 03/08/2021 SWBA 1386 SIEGFRIED SIEGFRIED CRANDALL P.C. SIEGFRIED CRANDALL P.C. IT SUPPORT \ CONFIGURE & INSTALL NEW LAP 540.00 03/11/2021 SWBA 1387 CODE CODE SOURCE PC CODE SOURCE PC SPRAY FIREPROOFING SUBMITTAL * ASCENSION 220.00 CODE SOURCE PC FS KITCHEN HOOD * FETZER CENTER * 9132 W 265.00 485.00 03/11/2021 SWBA 1388 SPRINT SPRINT SPRINT MOBILE HOTSPOT USAGE FEB 2021 67.70 03/11/2021 SWBA 1389 TELNET TELNET WORLDWIDE TELNET WORLDWIDE PHONE 377.28 03/12/2021 SWBA 1390 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN BLUE CROSS BLUE SHIELD OF MICHIGAN HEALTH INSURANCE MAR 2021 3,579.66 03/15/2021 SWBA 1391 EMC EMC INSURANCE EMC INSURANCE LINEBACKER 6K14188 ADDITIONAL PREMIUM 92.00 03/16/2021 SWBA 1392 SUN LIFE SUN LIFE FINANCIAL SUN LIFE FINANCIAL LIFE INSURANCE APR 2021 136.16 03/22/2021 SWBA 1393 UPS UPS UPS SHIPPING FOR MULTIPLE PROJECTS 50.51 03/23/2021 SWBA 1394 GHECKMAN GARYAIRE, LLC GARYAIRE, LLC PLUMBING / MECHANICAL INSPECTIONS 1,950.00 03/23/2021 SWBA 1395 TTHATCHER MP SERVICES LLC MP SERVICES LLC MECHANICAL / PLUMBING INSPECTIONS 2,400.00 03/23/2021 SWBA 1396 RICOH RICOH RICOH COPIER 102.25 03/23/2021 SWBA 1397 WWILCOX WILLIAM WILCOX WILLIAM WILCOX ELECTRICAL INSPECTIONS 1,950.00 03/24/2021 SWBA 1398 REDMOND REDMOND ENGINEERING & DESIGN REDMOND ENGINEERING & DESIGN FS REVIEW FOR PM21-05-0016 * KCCDA CLEAN 500.00 03/29/2021 SWBA 1399 CODE CODE SOURCE PC CODE SOURCE PC EMERGENCY LIGHTING REVIEW FOR JSMBA20-05 210.00 CODE SOURCE PC EMERGENCY LIGHTING REVIEW FOR JSMBA19-05 350.00 560.00 03/29/2021 SWBA 1400 UPS UPS UPS SHIPPING FOR JSMBA21-05-0099 * 5119 W MA 38.72 03/31/2021 SWBA 1401 INTEGRITY INTEGRITY BUSINESS SOLUTIONSNTEGRITY BUSINESS SOLUTIONS LABEL PAPER (2X GN, 1X OR) 133.08 04/05/2021 SWBA 1402 EOROPEZA ELVIRA OROPEZA ELVIRA OROPEZA CELL PHONE REIMBURSEMENT APR 2020 50.00 04/05/2021 SWBA 1403 GREITENOUR GARRETT REITENOUR GARRETT REITENOUR CELL PHONE REIMBURSEMENT APR 2020 50.00 04/05/2021 SWBA 1404 KGIBSON KYLE GIBSON KYLE GIBSON CELL PHONE REIMBURSEMENT APR 2020 50.00 KYLE GIBSON MILEAGE REIMBURSEMENT MAR 2021 24.08 74.08 04/05/2021 SWBA 1405 OSHTEMO OSHTEMO TOWNSHIP OSHTEMO TOWNSHIP LEGAL FEES 2021-Q1 1,350.00 04/05/2021 SWBA 1406 AUNALYTICS AUNALYTICS, INC AUNALYTICS, INC CLOUD HOSTING SERVICES ACCT# C-001528 1,760.60 04/05/2021 SWBA 1407 RICOH RICOH RICOH PURCHASE OF MPCW2201SP COLOR PLOTTER/SCA12,099.88 04/05/2021 SWBA 1408 VISA MERCANTILE VISA MERCANTILE VISA VISA BILL MAR 2021 886.86 04/05/2021 SWBA 1409 GHECKMAN GARYAIRE, LLC GARYAIRE, LLC PLUMBING / MECHANICAL INSPECTIONS 1,700.00 04/05/2021 SWBA 1410 TTHATCHER MP SERVICES LLC MP SERVICES LLC MECHANICAL / PLUMBING INSPECTIONS 1,850.00 04/05/2021 SWBA 1411 REDMOND REDMOND ENGINEERING & DESIGN REDMOND ENGINEERING & DESIGN FS REVIEW FOR PM21-05-0074 R102 HOOD SYS 250.00 04/05/2021 SWBA 1412 WWILCOX WILLIAM WILCOX WILLIAM WILCOX ELECTRICAL INSPECTIONS 1,900.00 04/07/2021 SWBA 1413 RICOH RICOH RICOH COPIER 210.00 04/13/2021 SWBA 1414 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN BLUE CROSS BLUE SHIELD OF MICHIGAN HEALTH INSURANCE MAY 2021 3,579.66 04/13/2021 SWBA 1415 SIEGFRIED SIEGFRIED CRANDALL P.C. SIEGFRIED CRANDALL P.C. ACCOUNTING SERVICES MAR 2021 & AUDIT PRE3,050.00 04/13/2021 SWBA 1416 SPRINT SPRINT SPRINT MOBILE HOTSPOT USAGE MAR 2021 67.70 04/13/2021 SWBA 1417 TELNET TELNET WORLDWIDE TELNET WORLDWIDE PHONE APR 2021 377.52 2021-04-22 SMBA Board Packet | Page 8 of 23 04/16/2021 03:32 PM CHECK REGISTER FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba CHECK DATE FROM 03/01/2021 – 04/16/2021 Check Date Bank Check Vendor Vendor Name Invoice Vendor Description Amount 04/13/2021 SWBA 1418 MISC MALL CITY MECHANICAL MALL CITY MECHANICAL BD Payment Refund 261.00 04/13/2021 SWBA 1419 UPS UPS UPS SHIPPING FOR FS REVIEW PM21-05-0157 * BE 14.92 04/13/2021 SWBA 7(E) GREENLEAF GREENLEAF TRUST GREENLEAF TRUST Q1-2021 TRUSTEE & RECORDKEEPING FEES 528.22 04/15/2021 SWBA 1420 LSTEHOUWER LARRY STEHOUWER LARRY STEHOUWER BOARD MEETING ATTENDANCE Q1-2021 90.00 04/15/2021 SWBA 1421 SUN LIFE SUN LIFE FINANCIAL SUN LIFE FINANCIAL LIFE INSURANCE MAY 2021 147.04 SWBA TOTALS: Total of 50 Disbursements: 51,061.85 Less 0 Void Checks: 0.00 Total of 50 Checks: 51,061.85 2021-04-22 SMBA Board Packet | Page 9 of 23 Fund Item Amount 04/16/2021 03:35 PM Page 1 of 1 For Journal Entries with Post Dates Between 03/01/2021 and 04/16/2021 Journal Totals By Fund Report Total Payroll: 30,523.29 Net Payment: 13,287.61 Gross Payment: 24,792.43 542 Pay Codes Amount HOURLY 6,385.05 IN LIEU OF 104.65 OVERTIME 54.02 PTO 414.19 SALARY 6,329.70 Pay Code Totals: 13,287.61 Deductions Amount FITW 2,434.00 HSA_EE 1,089.92 MEDICARE_EE 525.92 PENSION_EE_PRE 334.68 PENSION_EE_ROTH 2,715.18 SITW 2,156.34 SOCSEC_EE 2,248.78 Deduction Totals: 11,504.82 Expenses Amount MEDICARE_ER 525.92 PENSION_ER 1,478.08 PENSION_ER_MTCH 1,478.08 SOCSEC_ER 2,248.78 Expense Totals: 5,730.86 2021-04-22 SMBA Board Packet | Page 10 of 23 04/16/2021 03:38 PM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba PERIOD ENDING 04/30/2021 % Fiscal Year Completed: 32.88 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 04/30/2021 YTD BALANCE 04/30/2021 2021 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 542 – Building Authority Fund Revenues Dept 000 – A&L, Balance Sheet Accounts 542-000-99999 Carryover 7,725.00 0.00 0.00 7,725.00 0.00 Total Dept 000 – A&L, Balance Sheet Accounts 7,725.00 0.00 0.00 7,725.00 0.00 Dept 001 – Revenue Accounts 542-001-47500 Miscellaneous 500.00 310.25 (56.80) 189.75 62.05 542-001-60701 FOIA Fees 0.00 63.95 63.95 (63.95) 100.00 542-001-61100 Building Services to Others 0.00 0.00 0.00 0.00 0.00 542-001-61400 Bond Forfeiture 0.00 0.00 0.00 0.00 0.00 542-001-61600 Building Permits 300,000.00 95,433.70 15,377.00 204,566.30 31.81 542-001-61615 Plan Review 45,000.00 25,862.50 680.00 19,137.50 57.47 542-001-61700 Electrical Permits 75,000.00 23,007.00 1,726.00 51,993.00 30.68 542-001-61800 Mechanical Permits 80,000.00 32,511.50 4,742.50 47,488.50 40.64 542-001-61900 Plumbing Permits 60,000.00 18,192.00 3,930.00 41,808.00 30.32 542-001-66400 Interest on Investments 2,000.00 189.80 0.00 1,810.20 9.49 Total Dept 001 – Revenue Accounts 562,500.00 195,570.70 26,462.65 366,929.30 34.77 TOTAL REVENUES 570,225.00 195,570.70 26,462.65 374,654.30 34.30 Expenditures Dept 371 – Building Authority Expense Activity 542-371-70200 Salaries 162,508.00 43,115.47 6,199.86 119,392.53 26.53 542-371-70300 Building Board of Appeals 0.00 0.00 0.00 0.00 0.00 542-371-70400 In Lieu of Insurance 1,170.00 315.00 45.00 855.00 26.92 542-371-71500 Payroll Taxes – FICA 12,432.00 3,235.90 463.96 9,196.10 26.03 542-371-71600 Health Insurance 43,000.00 17,853.65 3,579.66 25,146.35 41.52 542-371-71602 Disability / Life Insurance 1,735.00 822.96 147.04 912.04 47.43 542-371-71603 Worker’s Compensation Insurance 2,500.00 2,140.00 0.00 360.00 85.60 542-371-71700 HSA 7,300.00 7,072.00 0.00 228.00 96.88 542-371-72200 Pension Plan 13,000.00 4,487.99 1,024.22 8,512.01 34.52 542-371-72500 Clothing Allowance 1,500.00 0.00 0.00 1,500.00 0.00 542-371-72600 Board Member At Large Stipend 390.00 90.00 90.00 300.00 23.08 542-371-72700 Miscellaneous 0.00 0.00 0.00 0.00 0.00 542-371-72800 Supplies 3,000.00 874.95 29.99 2,125.05 29.17 542-371-72801 Equipment / Maintenance 850.00 469.04 210.00 380.96 55.18 542-371-73000 Shipping / Postage 2,500.00 723.29 127.92 1,776.71 28.93 542-371-75100 Vehicle Gas / Maintenance 3,000.00 656.93 224.99 2,343.07 21.90 542-371-75101 General Insurance 9,000.00 8,570.00 0.00 430.00 95.22 542-371-81100 Electrical Inspector 35,000.00 12,650.00 1,900.00 22,350.00 36.14 542-371-81101 Plan Review 40,000.00 20,861.00 250.00 19,139.00 52.15 542-371-81200 Mechanical Inspector 30,000.00 13,950.00 1,900.00 16,050.00 46.50 542-371-81300 Plumbing Inspector 35,000.00 9,800.00 1,650.00 25,200.00 28.00 542-371-81400 Building Inspector 10,000.00 400.00 0.00 9,600.00 4.00 542-371-82400 Consultants 0.00 0.00 0.00 0.00 0.00 542-371-82500 Accounting / Audit Fees 13,000.00 4,013.25 3,050.00 8,986.75 30.87 542-371-82600 Legal Fees 5,000.00 1,545.00 1,350.00 3,455.00 30.90 542-371-82700 IT Support / Website Host 35,000.00 10,202.74 2,128.18 24,797.26 29.15 542-371-85300 Telephone 6,300.00 2,105.90 527.52 4,194.10 33.43 542-371-87000 Mileage 500.00 53.54 24.08 446.46 10.71 542-371-92500 Facility Rent 21,000.00 21,000.00 0.00 0.00 100.00 542-371-95600 Interest / Penalty (IRS / State) 0.00 0.00 0.00 0.00 0.00 2021-04-22 SMBA Board Packet | Page 11 of 23 04/16/2021 03:38 PM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba PERIOD ENDING 04/30/2021 % Fiscal Year Completed: 32.88 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 04/30/2021 YTD BALANCE 04/30/2021 2021 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 542 – Building Authority Fund Expenditures 542-371-95700 Bank Service Charges 500.00 158.70 0.00 341.30 31.74 542-371-95800 Education / Dues 4,000.00 1,202.85 219.00 2,797.15 30.07 542-371-96300 Contingency 0.00 0.00 0.00 0.00 0.00 542-371-96800 Depreciation Expense 0.00 0.00 0.00 0.00 0.00 542-371-97600 Capital Outlay 22,000.00 15,535.40 12,099.88 6,464.60 70.62 542-371-97700 Capital Outlay – Vehicle 0.00 0.00 0.00 0.00 0.00 Total Dept 371 – Building Authority Expense Activity 521,185.00 203,905.56 37,241.30 317,279.44 39.12 TOTAL EXPENDITURES 521,185.00 203,905.56 37,241.30 317,279.44 39.12 NET OF REVENUES & EXPENDITURES 49,040.00 (8,334.86) (10,778.65) 57,374.86 17.00 TOTAL EXPENDITURES 521,185.00 203,905.56 37,241.30 317,279.44 39.12 TOTAL REVENUES 570,225.00 195,570.70 26,462.65 374,654.30 34.30 Fund 542 – Building Authority Fund: NET OF REVENUES & EXPENDITURES 49,040.00 (8,334.86) (10,778.65) 57,374.86 17.00 TOTAL EXPENDITURES – ALL FUNDS 521,185.00 203,905.56 37,241.30 317,279.44 39.12 TOTAL REVENUES – ALL FUNDS 570,225.00 195,570.70 26,462.65 374,654.30 34.30 2021-04-22 SMBA Board Packet | Page 12 of 23 SOUTHWEST MICHIGAN BUILDING AUTHORITY BANK BALANCE REPORT Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 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 $ 513,525.33 2021 $503,222.53 $523,735.52 $538,097.75 $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 2020 2021 Printed 4/16/2021 at 3:26 PM I:\Board Packets\01 TEMPLATES\Revenue & Inspections Report 2021-04-22 SMBA Board Packet | Page 13 of 23 x Amendment Adjustment GL # Description Type Current Budget YTD Balance Amended Budget Amendment Amount 542-000-99999 Carryover Assets / COH $ 7,725.00 $ – $ (2,600.00) 542-001-47500 Miscellaneous Revenue $ 500.00 $ 310.25 $ 3,000.00 $ 2,500.00 542-001-60701 FOIA Fees Revenue $ – $ 63.95 $ 100.00 $ 100.00 $ – $ – $ – $ – $ – $ – $ – $ – $ – $ – $ – $ – $ – 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. 542-001-47500: Anticipated sale of old plotter. 542-001-60701: Establish budget for newly created GL number for FOIA fees. Budget Adjustment Request Totals $ – $ – Describe Reason for Request: Budget Amendment Request Revenues ( $0.00 ) DR Amount CR Amount Expenditures ( $0.00 ) 4/16/2021 Budget Amendment / Adjustment Request Form Southwest Michigan Building Authority Request Type: Requested By: Kyle Gibson, Office Manager I:\Board Packets\2021\2021-04-22\APR 2021 Budget Amendments 1 of 1 2021-04-22 SMBA Board Packet | Page 14 of 23 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: 2021-04-14 Re: Request for Authorization to Sell Equipment Request: SMBA recently took delivery of the new Ricoh plotter/scanner device as authorized by the capital improvement plan adopted by the board. As such, we now have the old device in our possession. A request is made to authorize the Office Manager to coordinate and complete the sale of the old device. Our Ricoh account representative has located an equipment broker which is willing to purchase the device for $2,500. 2021-04-22 SMBA Board Packet | Page 15 of 23 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: 2021-04-14 Re: Update on SMBA & Texas Charter Township Interlocal Agreement Following the March regular board meeting, a revised version of the draft document presented to the SMBA board was submitted to SMBA executed by Texas Township as approved by their board. In accordance with the board’s decision at the March meeting, Chair Farmer signed the document, and it became effective as of the date of signing. For the board’s review is the fully executed agreement. 2021-04-22 SMBA Board Packet | Page 16 of 23 1 INTERLOCAL AGREEMENT FOR BUILDING AND TRADES INSPECTION SERVICES BETWEEN SOUTHWEST MICHIGAN BUILDING AUTHORITY (SMBA) AND CHARTER TOWNSHIP OF TEXAS As-Needed Emergency or Backup Inspection Services/Loaned Employees THIS INTERLOCAL AGREEMENT (“the Agreement”) is entered into under the authority of the Urban Cooperation Act, PA 7 of 1967, as amended, and the Intergovernmental Contracts Between Municipal Corporations Act, PA 35 of 1951, as amended, between the Southwest Michigan Building Authority, a public authority, whose principal offices are located at 7275 West Main Street, Kalamazoo, MI 49009 (“SMBA”) and the Charter Township of Texas, a Michigan municipal Corporation, with its official address at 7110 West Q Avenue, Kalamazoo, MI 49009 (“Texas”) for the purpose of establishing a contractual relationship under which each will allow and its employees to perform building inspection services for the other on an asneeded basis. RECITALS: WHEREAS, both SMBA and Texas (each a “Party” and collectively “the Parties”) are “public agencies” as defined by Urban Cooperation Act, PA 7 of 1967, and “municipal corporations” as defined by Intergovernmental Contracts Between Municipal Corporations Act, PA 35 of 1951, and are authorized by each Act to cooperate on a basis of mutual advantage in order to provide for services; and WHEREAS, the Parties desire to establish an arrangement under which each Party may utilize services provided by the other Party’s employees on a periodic, as-needed basis subject to the terms and conditions set forth herein; and WHEREAS, the Parties desire to enter into this Agreement for the purpose of defining their respective rights, obligations, costs and liabilities regarding this undertaking; NOW, THEREFORE, in consideration of the mutual benefits set forth herein, and other good and sufficient consideration the receipt and sufficiency of which are mutually acknowledged, the Parties hereby agree as follows: TERMS Section 1. Authority and Purpose. This Agreement is executed pursuant to Urban Cooperation Act, PA 7 of 1967 and the Intergovernmental Contracts Between Municipal Corporations Act, PA 35 of 1951. The purpose of this Agreement is to establish a contractual relationship under which each Party may permit their respective employees to provide services for the other Party on an as-needed basis, and to set forth the Parties’ rights, obligations, costs and liabilities regarding this undertaking. This Agreement shall be reasonably construed in furtherance of this purpose. 2021-04-22 SMBA Board Packet | Page 17 of 23 2 Section 2. Provision of Services. Each Party may utilize the employees of the other Party to perform governmental services subject to the provisions of this section. A. Request for Services. When a Party desires services from the other Party, the requesting Party shall notify the other Party at least forty-eight (48) hours in advance of the day(s) during which the requested services will be performed, unless said service is an emergency, in which case this requirement is waived and the Party requested to provide services will use its best efforts to provide the services requested with the shortened notice. Notwithstanding the foregoing, the requesting Party understands and agrees that the other Party’s provision of “emergency” services will be subject to the requested Party’s employee availability and may be denied. 1. Each request shall specify: (i) the nature and scope of the requested services; (ii) the date and estimated duration of the services; and (iii) the location where the requested services will be performed. Requests may be communicated, in order of preference, by electronic mail, telephone, or U.S. Mail, , or to the Party’s address(es) provided under Section 11 of this Agreement. 2. Requests for services will be limited to: i. Emergency and backup building inspections. This does not include any electrical or mechanical inspections nor the review or approval of any plans. ii. Other services mutually agreed upon by the Parties in writing. B. Approval or Denial of Request. Upon receiving a request pursuant to Section 2.A, a Party shall respond to the requesting Party by either approving or denying the request. Responses may be communicated, in order of preference, by electronic mail, telephone, or U.S. Mail , to the Party’s address(es) provided under Section 11 of this Agreement. Notwithstanding the foregoing, in the event that a request for “emergency” services is made less than one (1) business day in advance, or after hours on the day preceding the requested services, a failure to respond affirmatively to the request will stand in place of a denial. C. Prioritization of Employee Time. The approval of a request for employee services pursuant to this section shall be subject to availability as determined in the sole discretion of the Party receiving the request. It is expressly understood that each Party’s need for the services and time of its own employees shall take precedence over a request from the other Party in the event of a conflict. Nothing herein shall be construed as requiring the receiving Party to approve any request. 2021-04-22 SMBA Board Packet | Page 18 of 23 3 D. Performance of Services. Each employee performing services under this Agreement shall follow the reasonable directives of the requesting Party, as defined by the mutually accepted scope pursuant to Section 2.A, and shall comply with all applicable laws, regulations, ordinances, codes, and provided policies throughout the duration of such performance. E. In addition to any requirements set forth herein and/or in any applicable laws, regulations, ordinances, codes or policies, the following provisions shall apply to the services performed under this Agreement: 1. Work Hours. Each employee of a Party shall perform such services exclusively during his or her regular working hours, exclusive of travel time, unless expressly authorized by the requesting Party. 2. Office Space. For the purpose of providing services at the municipal building of the requesting Party, the requesting Party shall provide a temporary office workstation for reasonable use by the Party’s employee providing services. 3. Vehicle Use. The employees providing services under this Agreement shall use his/her vehicle or the vehicle of his/her employer for purposes of necessary travel at the discretion of the employing Party. Employees providing services shall maintain a valid Michigan State driver’s license at all times. 4. Tools and Equipment. Except as otherwise specified in this Agreement or directed by the requesting Party, employees providing services shall utilize his/her own tools and equipment for purposes of providing services hereunder. Section 3. Payment. This is a mutual aid agreement. There will be no payment for services rendered under this Agreement to either Party unless the hours of service are unbalanced as noted below. A. Unbalanced Hours of Service. The hours of services provided as a mutual aid shall be balanced between the Parties. Each Party shall provide and exchange an itemized report to the other Party every six (6) months indicating the hours of service provided to the other Party with time increments of no less than one quarter (1/4) hour. If the hours of service rendered and reported by one Party exceeds the hours of service rendered and reported by and to the other Party by more than ten (10) hours (hereinafter the “Excess Service”), the Party providing the Excess Service shall be compensated by the Party receiving the Excess Service for every hour of service, or fraction thereof, in excess of the ten (10) hour difference at a rate of $50.00 per hour. B. Invoice and Payment Procedure. The Party performing the Excess Service shall submit to the other Party an invoice for the cost of the Excess Service within thirty (30) days after the exchange of each itemized reports pursuant to Section 3.A. Each invoice shall detail 2021-04-22 SMBA Board Packet | Page 19 of 23 4 the services provided and include, at minimum, (1) the date for each service, (2) the hours to perform the service, (3) the nature and scope of the services, and (4) the location(s) where the services were performed. The invoice shall be paid within thirty (30) days of receipt. In the event of a dispute regarding the invoiced services, the Parties shall act in good faith to resolve the matter, and the invoice payment date will be extended to be thirty (30) days from the date of such resolution. Section 4. Term. This Agreement shall be effective upon mutual execution by the Parties and shall remain in effect until twelve (12) months thereafter, unless terminated earlier in accordance with Section 5. The Agreement may be reviewed annually at the option of the Parties for a mutually agreeable term, provided the renewal is in writing and signed by both Parties. Section 5. Termination. Either Party may terminate this Agreement with or without cause by providing the other Party with thirty (30) days prior written notice of its intent to terminate at Party’s address(es) provided in Section 11 of this Agreement. Neither the termination nor expiration of this Agreement shall relieve a Party from its obligation to remit payment to the other Party for services previously rendered. Section 6. Administration; No Separate Entity Created. The Texas Township Superintendent and the SMBA Board Chair shall serve as administrators of this Agreement. No separate legal entity is formed hereby. Section 7. Property Acquisition. Retention and Disposition. No joint acquisition of real or personal property is contemplated by this Agreement. Except as provided in this section, any other real or personal property acquired by a Party shall remain within the sole and exclusive ownership of that Party following the termination or expiration of this Agreement. Section 8. Indemnification. Each Party shall indemnify, defend, and hold harmless the other Party as provided in this section. However, nothing in this Agreement shall be deemed as a waiver of sovereign immunity as provided under the Michigan Governmental Liability for Negligence Act, Act 170 of 1964. A. Texas shall indemnify, defend, and hold harmless SMBA, its officials, agents and employees, from and against any and all liability, including attorney’s fees, arising in whole or in part from negligent or willfully wrongful acts or omissions of Texas, its agents or employees. 2021-04-22 SMBA Board Packet | Page 20 of 23 5 B. SMBA shall indemnify, defend, and hold harmless Texas, its officials, agents and employees, from and against any and all liability, including attorney’s fees, arising in whole or in part from negligent or willfully wrongful acts or omissions of SMBA, its agents or employees. C. Each Party’s obligations under this section shall apply only to the extent of that Party’s negligence or wrongful act or omission. With respect to joint or concurrent negligence or wrongful conduct of both Parties, the Parties’ respective liabilities shall be as defined by the laws of the State of Michigan. D. The provisions of this section shall survive the expiration or termination of this Agreement. Section 9. Insurance. Each Party shall maintain insurance coverage as provided in this section. A. Texas shall maintain in full force throughout the duration of this Agreement comprehensive general liability insurance with a minimum coverage of $1,000,000 per occurrence/aggregate for personal injury and property damage, and name SMBA as an additional insured thereon. B. SMBA shall maintain in full force throughout the duration of this Agreement comprehensive general liability insurance with a minimum coverage of $1,000,000 per occurrence/aggregate for personal injury and property damage, and name Texas as an additional insured thereon. C. Each Party shall each deliver evidence of such insurance coverage to the other within fifteen (15) days after execution of this Agreement. Section 10. No Employment Relationship Created. The Parties agree that nothing in this Agreement shall be construed as creating an employment relationship between SMBA and any employee, agent, representative, or contractor of Texas, or between Texas and any employee, agent, representative, or contractor of SMBA. Without limiting the forgoing, each employee providing services hereunder shall at all times relevant to this Agreement be and remain an employee of his/her employer, and the employer shall be exclusively responsible for providing all compensation, benefits, discipline, and supervision with respect to such employee except as expressly set forth in this Agreement. 2021-04-22 SMBA Board Packet | Page 21 of 23 6 Section 11. Notices. Notices to SMBA shall be sent to the following address: Southwest Michigan Building Authority 7275 West Main Street Kalamazoo, MI 49009 Phone: (269) 585-4150 kjgibson@swmiba.org with cc: to info@swmiba.org Notices to Texas shall be sent to the following address: Charter Township of Texas 7110 West Q Avenue Kalamazoo, MI 49009 Phone: (269) 375-1591 julievw@texastownship.org with cc: to emilyb@texastownship.org Section 12. Integration. This document, together with any exhibits thereto, constitutes the entire embodiment of this Agreement between the Parties, and, unless modified in writing by an amendment signed by all Parties hereto, shall be implemented exclusively as described above. Any modifications, amendments, recessions, waivers, or releases to this Agreement must be in writing, agreed to, and signed by the Parties. Section 13. No Third-Party Beneficiary Created. This Agreement is executed for the sole and exclusive benefit of the Parties. Nothing in this Agreement, whether expressed or implied, is intended to confer any right, remedy, or other entitlement upon any person other than the Parties hereto, nor is anything in this Agreement intended to relieve or discharge the obligation or liability of any third party, nor shall any provision herein give any third party any right of action against any Party hereto. Section 14. Signatory Warranty. Each signatory hereto warrants and represents that he/she has been authorized to execute this Agreement by appropriate action of the legislative body or board of his/her respective municipal corporation or public agency. Section 15. Execution in Counterparts. This Agreement may be executed in separate counterparts, each of which, including electronic copies thereof, will be deemed an original but all of which together will constitute one and the same document. A facsimile or other electronic signature will bind the signatory in the same way that an original signature would bind the signatory. 2021-04-22 SMBA Board Packet | Page 22 of 23 EXECUTED this 25th day of [\/ a rch ,2027 CHARTER TOWNSHIP OF TEXAS SOUTHWEST MICHIGAN BUILDING AUTHORITY erL. /a*/rr/rh”- Frla vrnd”rwi”r”, t”*.. to*nrhip Superintendent A,UL Eartul Dusty Farmer, Board Chair ffi”rt”l,T”*.rrouunrnipct”rt 7 Section 16. Regulatorv Authoritv Reserved. Nothing herein shall be construed as waiving, limiting, or otherwise abridging in any manner regulatory authority of either Party, which Texas and SMBA hereby expressly reserve in full. 81193:00002:5372504-3 2021-04-22 SMBA Board Packet | Page 23 of 23