SMBA Regular Board Meeting

Southwest Michigan Building Authority 7275 W MAIN ST KALAMAZOO MI 49009-8210 269-585-4150 www.swmiba.org Regular Board Meeting July 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 kgibson@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 when called upon 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 – Provide the City/Township/Village and County from which you are attending. 3. Public Comment on Non-Agenda Items a. Reading of Submitted Public Comments – Kyle Gibson 4. Consent Agenda a. Meeting Minutes – June 24, 2021 Regular Meeting b. July 2021 Financial Reports c. Memo Re: Recording Equipment Purchase Request 5. Consideration of Requested Revision to Lease Agreement 6. Consideration of Commercial Plan Review Costs 7. Consideration of Draft Policies a. Medical Insurance Taxable Opt-Out (Cash In Lieu of Insurance) Policy b. Employer HSA Contribution Policy 8. Board Chair’s Report 9. Other Business 10. Adjournment 2021-07-22 SMBA Board Packet | Page 1 of 40 1 Southwest Michigan Building Authority June 24, 2021 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:30 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 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, Administrative Assistant Elvira Oropeza, SeberTans representative Ben Walker, and Board Secretary Kyle Gibson. Absent: Jeff Sorensen, Cooper Township Citizen Comments on Non-Agenda Items No public comment was provided. SeberTans Financial Audit Presentation Ben Walker presented the draft financial statements and findings to the board. Larry Stehouwer asked a question regarding plan review fees, which Mr. Walker and Mr. Gibson responded to. The board held brief discussion, and authorized Mr. Gibson to sign and return the representation letter to SeberTans to complete the audit. Consent Agenda – Meeting Minutes – May 27, 2021 Regular Meeting – June 2021 Financial Reports – Memo Re: Petty Cash Increase Request – June 2021 Budget Amendments and Adjustments A motion was made by Larry Stehouwer and supported by Carol DeHaan to approve the consent agenda as presented. Opposed: None The chair declared that the motion was carried 4-0, with 1 absent. Consideration of In-Lieu of Insurance Payment Mr. Gibson presented the memorandum and supporting documents presented to the Board for review. Mr. Gibson also revised the request from the amount stated in the memorandum and 2021-07-22 SMBA Board Packet | Page 2 of 40 2 requested further board input regarding the development of policy for the in-lieu of insurance payment. Board discussion was held regarding the matter. Consensus was to table the discussion until the next regular meeting. Mr. Gibson stated that he would draft policy based on the board’s discussion for review at the next meeting. * Chair Dusty Farmer exited the meeting at approximately 9:26 a.m. In accordance with the Bylaws, the Board Secretary assumed the role of acting chairperson for the remainder of the meeting.* Consideration of Rental Agreement between Oshtemo Charter Township and SMBA Mr. Gibson summarized the rental agreement before the board. Input was provided from Attorney Porter in favor of approving the draft rental agreement. A motion was made by Carol DeHaan and supported by Cheri Bell to approve the draft lease agreement as written, to forward the document to Chair Farmer for signature, and to then forward the document to Oshtemo Township Supervisor Libby Heiny-Cogswell for counter signature. Opposed: None The acting chair declared that the motion was carried 3-0, with 2 absent. Document Update Project Mr. Gibson presented a list of documents he wishes to update and revise, as requested by the board at the April regular meeting. Mr. Gibson also provided an update to the board regarding the impact of the project on day-to-day operations, which has been minimal. A motion was made by Larry Stehouwer and supported by Carol DeHaan to approve the list of documents as presented, and to authorize any required budget amendments for legal fees associated with the project. Opposed: None The acting chair declared that the motion was carried 3-0, with 2 absent. Board Chair’s Report Chair Farmer was not present to give a report. Other Business (Item 1) Attorney Porter commended Mr. Gibson for his work thus far on the document update project. No other business was brought before the board. Seeing and hearing no other business, and having exhausted the agenda, acting chair Gibson declared the meeting Adjourned at 9:40 a.m. Next Regular Meeting – July 22nd – 8:30 a.m. 2021-07-22 SMBA Board Packet | Page 3 of 40 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Financial Reports for: July 2021 As of 2021-07-16 1. Permit Revenue & Inspections Report 2. Accounts Payable Detailed Disbursement Report 3. Payroll Expense Report 4. Budget Snapshot 5. Bank Account Balance Report 2021-07-22 SMBA Board Packet | Page 4 of 40 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Period: 06/21/2021 to 07/16/2021 Building Electrical Mechanical Plumbing Totals Oshtemo 58 24 33 31 146 Revenue $20,570.00 $6,345.00 $5,459.00 $5,648.00 $38,022.00 YTD Oshtemo 309 170 225 131 835 YTD Revenue $176,285.00 $34,882.25 $38,306.00 $21,026.00 $270,499.25 Cooper 13 8 8 7 36 Revenue $1,782.00 $1,482.00 $866.00 $708.00 $4,838.00 YTD Cooper 126 76 81 39 322 YTD Revenue $32,874.50 $15,689.00 $14,017.00 $10,156.00 $72,736.50 Total Permits 71 32 41 38 182 Total Revenue $22,352.00 $7,827.00 $6,325.00 $6,356.00 $42,860.00 YTD Total Permits 435 246 306 170 1157 YTD Total Revenue $209,159.50 $50,571.25 $52,323.00 $31,182.00 $343,235.75 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 114 38 39 59 250 Cooper Inspections 34 26 23 13 96 YTD Oshtemo Inspections 779 344 407 323 1853 YTD Cooper Inspections 388 149 151 97 785 Total Inspections 148 64 62 72 346 YTD Total Inspections 1167 493 558 420 2638 Permit Revenue Inspections 0 100 200 300 400 500 600 $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 7/16/2021 at 11:01 AM I:\Board Packets\01 TEMPLATES\Revenue & Inspections Report 2021-07-22 SMBA Board Packet | Page 5 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2021 Y 3,850.00 CASSOPOLIS MI, 49031 / / 0.0000 N 0.00 1678 21670 SHIAWASSEE 07/12/2021 N 3,850.00 ADAHLGREN ADAM J DAHLGREN 07/12/2021 2021-07-12.1 SWBA BUILDING INSPECTIONS 2021-06-28 THROUGH 569-273-80100 Building Inspector 3,850.00 VENDOR TOTAL: 3,850.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/31/2021 N 1,760.60 SOUTH BEND IN, 46601 / / 0.0000 N 0.00 1673 460 STULL ST STE 200 07/08/2021 N 1,760.60 AUNALYTICS AUNALYTICS, INC 07/08/2021 29945807 SWBA CLOUD HOSTING SERVICES ACCT# C-001528 569-273-80900 IT / Infrastructure 1,760.60 VENDOR TOTAL: 1,760.60 GL NUMBER DESCRIPTION AMOUNT Paid 07/14/2021 N 670.00 Cedar Springs MI, 49319 07/14/2021 0.0000 N 0.00 1684 13360 WHITE CREEK AVE NE 07/14/2021 N 0.00 MISC Dependable Fire Protection Inc 07/14/2021 00032186 SWBA BD Payment Refund 569-272-49300 01. Application Fee 25.00 569-272-49300 25. Alterations to Existing Suppression 445.00 569-272-49300 38. Inspection – Rough 100.00 569-272-49300 38. Inspection – Hydro 50.00 569-272-49300 38. Inspection – Final 50.00 670.00 VENDOR TOTAL: 670.00 2021-07-22 SMBA Board Packet | Page 6 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/21/2021 N 80.00 KALAMAZOO MI, 49009 06/21/2021 0.0000 N 0.00 1655 533 CLUB VIEW DR 06/21/2021 N 0.00 MISC DOMANI IMAD 06/21/2021 00031914 SWBA BD Payment Refund 569-272-49300 06. Gas/Wood Burning Appliances 30.00 569-272-49300 38. Inspection – Final 50.00 80.00 VENDOR TOTAL: 80.00 GL NUMBER DESCRIPTION AMOUNT Paid 06/28/2021 Y 1,600.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1662 6323 WINDDRIFT AVE 06/28/2021 N 1,600.00 GHECKMAN GARYAIRE, LLC 06/28/2021 2021-06-28.2 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 550.00 569-273-80300 Mechanical Inspector 1,050.00 1,600.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2021 Y 2,050.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1680 6323 WINDDRIFT AVE 07/12/2021 N 2,050.00 GHECKMAN GARYAIRE, LLC 07/12/2021 2021-07-12.3 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 800.00 569-273-80300 Mechanical Inspector 1,250.00 2,050.00 VENDOR TOTAL: 3,650.00 2021-07-22 SMBA Board Packet | Page 7 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/09/2021 N 543.34 KALAMAZOO MI, 49007 / / 0.0000 N 0.00 1674 211 SOUTH ROSE STREET 07/09/2021 N 543.34 GREENLEAF GREENLEAF TRUST 07/09/2021 00016363 SWBA Q2-2021 TRUSTEE & RECORDKEEPING FEES 569-273-71009 Pension Plan 543.34 VENDOR TOTAL: 543.34 GL NUMBER DESCRIPTION AMOUNT Paid 06/23/2021 N 177.44 KALAMAZOO MI, 49001 / / 0.0000 N 0.00 1657 2650 MILLCORK ST SUITE A 06/23/2021 N 177.44 INTEGRITY INTEGRITY BUSINESS SOLUTIONS 06/23/2021 2227992-0 SWBA ORANGE / RED / GREEN STICKER PAPER 569-273-72700 Supplies 177.44 VENDOR TOTAL: 177.44 GL NUMBER DESCRIPTION AMOUNT Paid 08/13/2021 N 3,771.25 DALLAS TX, 75267-6184 / / 0.0000 N 0.00 1686 PO BOX 676184 07/15/2021 N 3,771.25 KOFILE KOFILE, INC 07/15/2021 INV-SD-000942 SWBA GOVOS SUBSCRIPTION 569-273-80901 IT / Software 3,771.25 VENDOR TOTAL: 3,771.25 GL NUMBER DESCRIPTION AMOUNT Paid 07/01/2021 N 90.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1669 2615 W F AVE 07/01/2021 N 90.00 LSTEHOUWER LARRY STEHOUWER 07/01/2021 2021-07-01.1 SWBA BOARD MEETING ATTENDANCE Q2-2021 569-273-70204 Board Member At Large Stipend 90.00 VENDOR TOTAL: 90.00 2021-07-22 SMBA Board Packet | Page 8 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/07/2021 N 24.00 Vicksburg MI, 49097-1423 06/30/2021 0.0000 N 0.00 1664 710 HAMILTON ST 06/30/2021 N 0.00 MISC Maneikis Electrical 06/30/2021 00033333 SWBA BD Payment Refund 569-272-49200 22. Smoke / Carbon Monoxide Detectors 24.00 VENDOR TOTAL: 24.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/22/2021 N 2,417.28 KALAMAZOO MI, 49009-1332 / / 0.0000 N 0.00 1670 811 S DRAKE RD 07/06/2021 N 2,417.28 VISA MERCANTILE VISA 07/06/2021 2021-07-06.1 SWBA VISA BILL JUN 2021 569-273-86000 VEHICLE GAS / MAINTENANCE 206.00 569-273-86000 CAR WASH MONTHLY SUBSCRIPTION 29.99 569-273-95600 LOWES / TOOL KIT 85.85 569-273-97100 ID CARD PRINTER & SUPPLIES 2,009.35 569-273-80900 ELEMENTOR SUBSCRIPTION 49.00 569-273-72700 GARRETT / ALUMINUM CLIPBOARD 37.09 2,417.28 VENDOR TOTAL: 2,417.28 2021-07-22 SMBA Board Packet | Page 9 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 06/28/2021 Y 1,600.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1661 426 SARAH LN 06/28/2021 N 1,600.00 TTHATCHER MP SERVICES LLC 06/28/2021 2021-06-28.1 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 800.00 569-273-80400 Plumbing Inspector 800.00 1,600.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2021 Y 1,950.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1681 426 SARAH LN 07/12/2021 N 1,950.00 TTHATCHER MP SERVICES LLC 07/12/2021 2021-07-12.4 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 650.00 569-273-80400 Plumbing Inspector 1,300.00 1,950.00 VENDOR TOTAL: 3,550.00 2021-07-22 SMBA Board Packet | Page 10 of 40 Paid 07/11/2021 N 31.99 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1667 PO BOX 633301 06/30/2021 N 31.99 OFFICE DEP OFFICE DEPOT 06/30/2021 178334321001 SWBA OFFICE SUPPLIES 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/04/2021 N 98.70 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1658 PO BOX 633301 06/24/2021 N 98.70 OFFICE DEP OFFICE DEPOT 06/24/2021 178238119001 SWBA OFFICE SUPPLIES 569-273-72700 Supplies 98.70 GL NUMBER DESCRIPTION AMOUNT Paid 07/04/2021 N 3.18 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1659 PO BOX 633301 06/24/2021 N 3.18 OFFICE DEP OFFICE DEPOT 06/24/2021 178239363001 SWBA OFFICE SUPPLIES 569-273-72700 Supplies 3.18 GL NUMBER DESCRIPTION AMOUNT Paid 07/04/2021 N 3.69 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1665 PO BOX 633301 06/30/2021 N 3.69 OFFICE DEP OFFICE DEPOT 06/30/2021 178239364001 SWBA OFFICE SUPPLIES 569-273-72700 #10 ENVELOPES BLANK 3.69 GL NUMBER DESCRIPTION AMOUNT Paid 07/11/2021 N 111.54 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1666 PO BOX 633301 06/30/2021 N 111.54 OFFICE DEP OFFICE DEPOT 06/30/2021 178324501001 SWBA OFFICE SUPPLIES 569-273-72700 SHEET PROTECTORS 46.78 569-273-72700 CANNED AIR 12.99 569-273-72800 BUBBLE MAILERS 9.79 569-273-72700 STACKING DESK ORGANIZER TRAYS 41.98 111.54 2021-07-22 SMBA Board Packet | Page 11 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/11/2021 N 31.99 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1667 PO BOX 633301 06/30/2021 N 31.99 OFFICE DEP OFFICE DEPOT 06/30/2021 178334321001 SWBA OFFICE SUPPLIES 569-273-72800 6X6X24″ CARDBOARD BOXES 31.99 GL NUMBER DESCRIPTION AMOUNT Paid 07/11/2021 N 19.99 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1668 PO BOX 633301 06/30/2021 N 19.99 OFFICE DEP OFFICE DEPOT 06/30/2021 178334324001 SWBA OFFICE SUPPLIES 569-273-72700 16GB FLASH DRIVES (5PK) 19.99 VENDOR TOTAL: 269.09 GL NUMBER DESCRIPTION AMOUNT Paid 06/28/2021 Y 500.00 VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00 1660 9593 REVERE DR 06/28/2021 N 500.00 REDMOND REDMOND ENGINEERING & DESIGN 06/28/2021 21-010 SWBA FS REVIEW 6350 W KL AVE PM21-05-0157 BE569-273-80500 Plan Review 500.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2021 Y 250.00 VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00 1677 9593 REVERE DR 07/12/2021 N 250.00 REDMOND REDMOND ENGINEERING & DESIGN 07/12/2021 21-011 SWBA FS REVIEW FEES BURLINGTON CF PM21-05-01569-273-80500 Plan Review 250.00 VENDOR TOTAL: 750.00 2021-07-22 SMBA Board Packet | Page 12 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/11/2021 N 227.87 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 1672 PO BOX 802815 07/07/2021 N 227.87 RICOH RICOH 07/07/2021 5062297694 SWBA COPIER 569-273-95600 MPCW2201SP BASE 2021-07-01 TO 2021-09-30 210.00 569-273-95600 MPCW2201SP COLOR READ 17.87 227.87 VENDOR TOTAL: 227.87 GL NUMBER DESCRIPTION AMOUNT Paid 07/16/2021 N 2,250.00 KALAMAZOO MI, 49008 / / 0.0000 Y 0.00 1656 555 W CROSSTOWN PKWY 06/21/2021 N 2,250.00 SEBERTANS SEBER TANS, PLC 06/21/2021 1000053545 SWBA AUDIT FEES THROUGH 2021-05-31 569-273-80700 Accounting / Audit Fees 2,250.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/08/2021 N 600.00 KALAMAZOO MI, 49008 / / 0.0000 N 0.00 1683 555 W. CROSSTOWN PARKWAY 07/14/2021 N 600.00 SEBERTANS SEBER TANS, PLC 07/14/2021 1000053712 SWBA FINAL BILLING FY2020 AUDIT FEES 569-273-80700 Accounting / Audit Fees 600.00 VENDOR TOTAL: 2,850.00 2021-07-22 SMBA Board Packet | Page 13 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 9/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/13/2021 N 355.00 KALAMAZOO MI, 49002 / / 0.0000 N 0.00 1682 246 E KILGORE 07/13/2021 N 355.00 SIEGFRIED SIEGFRIED CRANDALL P.C. 07/13/2021 106658 SWBA ACCOUNTING SERVICES JUN 2021 569-273-80700 ANN CASH & ACCOUNTING 145.00 569-273-80700 STEVE AUDIT WORK 210.00 355.00 VENDOR TOTAL: 355.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/28/2021 N 67.70 CAROL STREAM IL, 60197 / / 0.0000 N 0.00 1676 PO BOX 4181 07/12/2021 N 67.70 SPRINT SPRINT 07/12/2021 144563305-033 SWBA MOBILE HOTSPOT USAGE JUN 2021 569-273-80900 IT / Infrastructure 67.70 VENDOR TOTAL: 67.70 GL NUMBER DESCRIPTION AMOUNT Paid 08/01/2021 N 147.04 PHILADELPHIA PA, 19170 / / 0.0000 N 0.00 1685 PO BOX 7247 -0381 07/15/2021 N 147.04 SUN LIFE SUN LIFE FINANCIAL 07/15/2021 247757 SWBA LIFE INSURANCE AUG 2021 569-273-71003 Disability / Life Insurance 147.04 VENDOR TOTAL: 147.04 GL NUMBER DESCRIPTION AMOUNT Paid 07/28/2021 N 400.58 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 1675 8020 SOLUTIONS CENTER 07/09/2021 N 400.58 TELNET TELNET WORLDWIDE 07/09/2021 224962 SWBA PHONE JUN 2021 569-273-85000 Telephone 400.58 2021-07-22 SMBA Board Packet | Page 14 of 40 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 07/16/2021 11:03 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 10/10 User: kgibson DB: Smba POST DATES 06/21/2021 – 07/16/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID VENDOR TOTAL: 400.58 GL NUMBER DESCRIPTION AMOUNT Paid 06/21/2021 N 40.28 CHICAGO IL, 60680-9488 / / 0.0000 N 0.00 1654 P.O. BOX 809488 06/21/2021 N 40.28 UPS UPS 06/21/2021 000076R70Y251 SWBA SHIPPING FOR MULTIPLE PLAN REVIEWS 569-273-72800 FS REVIEW 6585 W KL AVE PM21-05-0265 14.82 569-273-72800 CODE SOURCE JSMBA21-05-0344 5925 VENTURE 17.99 569-273-72800 PICKUP REQUEST 7.47 40.28 VENDOR TOTAL: 40.28 GL NUMBER DESCRIPTION AMOUNT Paid 06/28/2021 Y 1,950.00 MATTAWAN MI, 49071 / / 0.0000 N 0.00 1663 38159 24TH ST 06/28/2021 N 1,950.00 WWILCOX WILLIAM WILCOX 06/28/2021 2021-06-28.3 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 1,950.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2021 Y 1,750.00 MATTAWAN MI, 49071 / / 0.0000 N 0.00 1679 38159 24TH ST 07/12/2021 N 1,750.00 WWILCOX WILLIAM WILCOX 07/12/2021 2021-07-12.2 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 1,750.00 VENDOR TOTAL: 3,700.00 TOTAL – ALL VENDORS: 29,391.47 2021-07-22 SMBA Board Packet | Page 15 of 40 Fund Item Amount 07/16/2021 11:04 AM Page 1 of 1 For Journal Entries with Post Dates Between 06/21/2021 and 07/16/2021 Journal Totals By Fund Report Total Payroll: 14,672.76 Net Payment: 9,102.27 Gross Payment: 12,738.93 569 Pay Codes Amount HOLIDAY 371.02 HOURLY 4,193.84 IN LIEU OF 69.76 MILEAGE 10.42 PHONE 145.37 PTO 1,428.77 SALARY 2,883.09 Pay Code Totals: 9,102.27 Deductions Amount FITW 824.39 HSA EE 360.00 MEDICARE_EE 177.17 PENSION_EE_PRE 113.65 PENSION_EE_ROTH 919.53 SITW 484.36 SOCSEC_EE 757.56 Deduction Totals: 3,636.66 Expenses Amount MEDICARE_ER 177.17 PENSION_ER 499.55 PENSION_ER_MTCH 499.55 SOCSEC_ER 757.56 Expense Totals: 1,933.83 2021-07-22 SMBA Board Packet | Page 16 of 40 07/16/2021 11:06 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba PERIOD ENDING 07/31/2021 % Fiscal Year Completed: 58.08 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 07/31/2021 YTD BALANCE 07/31/2021 2021 GL NUMBER DESCRIPTION AMENDED BUDGET Revenues 569-000-99999 Carryover 0.00 0.00 0.00 0.00 0.00 569-272-49100 Building Permits 185,000.00 140,887.70 8,947.00 44,112.30 76.16 569-272-49200 Electrical Permits 40,000.00 29,501.00 2,538.00 10,499.00 73.75 569-272-49300 Mechanical Permits 35,000.00 29,149.00 992.00 5,851.00 83.28 569-272-49400 Plumbing Permits 32,000.00 14,632.00 1,372.00 17,368.00 45.73 569-272-60701 FOIA Fees 150.00 114.00 7.15 36.00 76.00 569-272-62600 Building Services to Others 0.00 0.00 0.00 0.00 0.00 569-272-62701 Building Inspections 95,000.00 46,380.00 2,100.00 48,620.00 48.82 569-272-62702 Electrical Inspections 35,000.00 21,295.00 1,450.00 13,705.00 60.84 569-272-62703 Mechanical Inspections 45,000.00 24,090.00 1,150.00 20,910.00 53.53 569-272-62704 Plumbing Inspections 28,000.00 17,945.00 2,250.00 10,055.00 64.09 569-272-63000 Plan Review 45,000.00 43,193.00 4,186.00 1,807.00 95.98 569-272-66300 Bond Forfeitures and Bond Costs 0.00 0.00 0.00 0.00 0.00 569-272-66500 Interest on Investments 2,000.00 469.60 0.00 1,530.40 23.48 569-272-67300 Gain/Loss on Sale of Assets 0.00 0.00 0.00 0.00 0.00 569-272-67500 Miscellaneous 3,000.00 2,965.25 0.00 34.75 98.84 TOTAL REVENUES 545,150.00 370,621.55 24,992.15 174,528.45 67.99 2021-07-22 SMBA Board Packet | Page 17 of 40 07/16/2021 11:06 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba PERIOD ENDING 07/31/2021 % Fiscal Year Completed: 58.08 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 07/31/2021 YTD BALANCE 07/31/2021 2021 GL NUMBER DESCRIPTION AMENDED BUDGET Expenditures 569-273-70200 Salaries 162,508.00 86,510.01 6,269.58 75,997.99 53.23 569-273-70203 Building Board of Appeals 0.00 0.00 0.00 0.00 0.00 569-273-70204 Board Member At Large Stipend 390.00 180.00 90.00 210.00 46.15 569-273-71002 Health Insurance 43,000.00 25,012.97 0.00 17,987.03 58.17 569-273-71003 Disability / Life Insurance 1,735.00 1,264.08 147.04 470.92 72.86 569-273-71004 Work Comp Insurance 2,500.00 2,140.00 0.00 360.00 85.60 569-273-71005 Payroll Taxes – FICA 12,432.00 6,483.30 469.30 5,948.70 52.15 569-273-71006 HSA 7,300.00 7,072.00 0.00 228.00 96.88 569-273-71009 Pension Plan 13,000.00 8,497.37 1,044.92 4,502.63 65.36 569-273-71101 In Lieu of Insurance 1,170.00 630.00 45.00 540.00 53.85 569-273-71102 Clothing Allowance 1,500.00 0.00 0.00 1,500.00 0.00 569-273-71103 Education / Membership Dues 4,000.00 2,238.82 0.00 1,761.18 55.97 569-273-72700 Supplies 4,500.00 2,769.01 37.09 1,730.99 61.53 569-273-72800 Postage / Shipping 2,500.00 1,598.28 0.00 901.72 63.93 569-273-72900 General Insurance 9,000.00 8,570.00 0.00 430.00 95.22 569-273-80100 Building Inspector 10,000.00 6,250.00 3,850.00 3,750.00 62.50 569-273-80200 Electrical Inspector 35,000.00 23,850.00 1,750.00 11,150.00 68.14 569-273-80300 Mechanical Inspector 45,000.00 25,250.00 1,900.00 19,750.00 56.11 569-273-80400 Plumbing Inspector 28,000.00 18,750.00 2,100.00 9,250.00 66.96 569-273-80500 Plan Review 40,000.00 33,254.50 250.00 6,745.50 83.14 569-273-80600 Consultants 0.00 0.00 0.00 0.00 0.00 569-273-80700 Accounting / Audit Fees 13,000.00 7,768.25 955.00 5,231.75 59.76 569-273-80800 Legal Fees 5,000.00 1,545.00 0.00 3,455.00 30.90 569-273-80900 IT / Infrastructure 22,500.00 13,275.64 1,877.30 9,224.36 59.00 569-273-80901 IT / Software 15,771.25 5,961.13 3,771.25 9,810.12 37.80 569-273-80902 IT / Support 600.00 540.00 0.00 60.00 90.00 569-273-85000 Telephone 6,300.00 3,714.24 550.58 2,585.76 58.96 569-273-86000 Vehicle Gas / Maintenance 3,000.00 1,489.18 235.99 1,510.82 49.64 569-273-86100 Mileage 500.00 85.24 0.00 414.76 17.05 569-273-94000 Facility Rent 21,000.00 21,000.00 0.00 0.00 100.00 569-273-95500 Miscellaneous 13.00 13.00 0.00 0.00 100.00 569-273-95600 Equipment / Maintenance 2,000.00 1,023.10 313.72 976.90 51.16 569-273-96500 Bank Service Charges 500.00 280.65 0.00 219.35 56.13 569-273-96800 Depreciation Expense 0.00 0.00 0.00 0.00 0.00 569-273-97100 Capital Outlay 22,000.00 17,784.72 2,009.35 4,215.28 80.84 569-273-97200 Capital Outlay – Vehicle 0.00 0.00 0.00 0.00 0.00 569-273-99300 Interest/Penalty IRS/State Withholdings 0.00 0.00 0.00 0.00 0.00 TOTAL EXPENDITURES 535,719.25 334,800.49 27,666.12 200,918.76 62.50 NET OF REVENUES & EXPENDITURES 9,430.75 35,821.06 (2,673.97) (26,390.31) 379.83 TOTAL EXPENDITURES – ALL FUNDS 535,719.25 334,800.49 27,666.12 200,918.76 62.50 TOTAL REVENUES – ALL FUNDS 545,150.00 370,621.55 24,992.15 174,528.45 67.99 2021-07-22 SMBA Board Packet | Page 18 of 40 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 $534,031.68 $547,884.78 $585,009.74 $582,810.88 $0.00 $100,000.00 $200,000.00 $300,000.00 $400,000.00 $500,000.00 $600,000.00 $700,000.00 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Bank Account Balance by Month 2020 2021 Printed 7/16/2021 at 11:01 AM I:\Board Packets\01 TEMPLATES\Revenue & Inspections Report 2021-07-22 SMBA Board Packet | Page 19 of 40 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: 2021-07-13 Re: Meeting Recording Equipment Purchase Request Purpose The purpose of the request is to authorize the purchase of equipment to record and live stream SMBA board meetings once we return to in-person meetings. Background Being able to live stream the meetings will allow for enhanced community engagement, while publishing a recording of the meetings enhances transparency and provides an invaluable resource for the development of meeting minutes. While the equipment is not needed immediately, it is prudent to purchase said equipment and establish a workflow before it is needed. Cost / Funding Source The total cost for the necessary equipment will be approximately $2,830. The capital outlay account currently has an available balance of $4,215.28. There are ample funds to make the purchase without amending the budget. The purchase requires board approval because the total is greater than $2,500. Request A request is made to authorize the purchase of such equipment as is necessary to facilitate the recording and live streaming of in-person board meetings up to an amount of $3,500. 2021-07-22 SMBA Board Packet | Page 20 of 40 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: 2021-06-30 Re: Requested Revision to Lease Agreement of Oshtemo Charter Township and SMBA Background The board approved a draft lease agreement at the June regular meeting. Chair Dusty Farmer signed the document which was sent to Oshtemo Township Supervisor Libby Heiny-Cogswell for counter-signature. Supervisor Heiny-Cogswell requested a revision to the agreement and return the document to SMBA with the requested language. The revised language is shown in red in the attached draft document. 2021-07-22 SMBA Board Packet | Page 21 of 40 LEASE AGREEMENT OF OSHTEMO CHARTER TOWNSHIP AND SOUTHWEST MICHIGAN BUILDING AUTHORITY Page 1 of 6 This Lease Agreement (hereafter “Lease” or “Agreement”) is dated the latter of the two signature dates, by and between Oshtemo Charter Township (“Landlord”), and Southwest Michigan Building Authority (“Tenant”). The parties agree as follows: PREMISES. The Landlord, in consideration of the payment terms provided in this Agreement, leases to Tenant the office space as described in Appendix A (the “Premises”) located at 7275 W Main St, Kalamazoo, MI 49009. TERM. The lease term will begin on January 01, 2021 and will terminate on December 31, 2021. LEASE PAYMENTS. Tenant shall pay to Landlord lease payments of $5,250.00, payable in advance, on the last day of each quarterly period of said lease, for a total lease payment of $21,000.00. Lease payments shall be made to the Landlord at 7275 W Main St, Kalamazoo, MI 49009. POSSESSION. Tenant shall be entitled to possession on the first day of the term of this Lease, and shall yield possession to Landlord on the last day of the term of this Lease, unless otherwise agreed by both parties in writing. At the expiration of the term, Tenant shall remove its goods and effects and peaceably yield up the Premises to Landlord in as good a condition as when delivered to Tenant, ordinary wear and tear excepted. FURNISHINGS. Furnishings will be provided to Tenant by Landlord as described in Appendix B (“Furnishings”). Tenant shall return all such items at the end of the lease term in a condition as good as the condition at the beginning of the lease term, except for such deterioration that might result from normal use of the furnishings. PARKING. Tenant shall be entitled to use a minimum of 10 parking spaces for the parking of the Tenant’s employee / customer motor vehicles. STORAGE. Tenant shall be entitled to store items of personal property in the Premises during the term of this Lease. Landlord shall not be liable for loss of or damage to such stored items. AMENITIES. Tenant shall be entitled to the use of such amenities by Landlord as described in Appendix C (“Amenities”). ACCESS. Landlord shall provide to Tenant at least one key for the main entrance and brown double entry doors to the lobby. Landlord shall also provide a unique door access code to all Tenant employees, with access to (at minimum) employee entrances and office spaces within the Premises leased by Tenant. PROPERTY INSURANCE. Landlord and Tenant shall each maintain appropriate insurance for their respective interests in the Premises and property located on the Premises. Tenant shall deliver appropriate evidence to Landlord as proof that adequate insurance is in force issued by companies reasonably satisfactory to Landlord upon request. Tenant shall also maintain any other insurance which Landlord may reasonably require for the protection of Landlord’s interest in the Premises. Tenant is responsible for maintaining casualty insurance on its own property. 2021-07-22 SMBA Board Packet | Page 22 of 40 LEASE AGREEMENT OF OSHTEMO CHARTER TOWNSHIP AND SOUTHWEST MICHIGAN BUILDING AUTHORITY Page 2 of 6 LIABILITY INSURANCE. Tenant shall maintain appropriate liability insurance on the Premises. Tenant shall deliver appropriate evidence to Landlord as proof that adequate insurance is in force issued by companies reasonably satisfactory to Landlord upon request. RENEWAL TERMS. This Lease shall automatically renew for an additional period of 1 year per renewal term, unless either party gives written notice of termination no later than 30 days prior to the end of the term or renewal term. The lease terms during any such renewal term shall be the same as those contained in this Lease. The lease payments as described in the Lease Payments section of this Lease shall increase in an amount equal to $250 per quarter ($1,000 annually) each renewal term. MAINTENANCE. Landlord shall have the responsibility to maintain the Premises in good repair at all times. UTILITIES AND SERVICES. Landlord shall be responsible for the following utilities and services in connection with the Premises: – Electricity – Water and Sewer – Gas – Heating – Garbage and Trash Disposal – Janitorial Services – Internet Tenant shall be responsible for the following utilities and services in connection with the Premises: – Telephone Service Tenant acknowledges that Landlord has fully explained to Tenant the utility rates, charges, and services for which Tenant will be required to pay to Landlord (if any), other than those to be paid directly to the third-party provider. TERMINATION UPON SALE OF PREMISES. Notwithstanding any other provision of this Lease, Landlord may terminate this Lease upon 90 days’ written notice to Tenant that the Premises have been sold. DESTRUCTION OR CONDEMNATION OF PREMISES. If the Premises are partially destroyed by fire or other casualty to an extent that prevents the conducting of Tenant’s use of the Premises in a normal manner, and if the damage is reasonably repairable within sixty days after the occurrence of the destruction, Landlord shall repair the Premises and a just proportion of the lease payments shall abate during the period of the repair according to the extent to which the Premises have been rendered untenantable. However, if the damage is not repairable within sixty days, or if Landlord is prevented from repairing the damage by forces beyond Landlord’s control, or if the property is Condemned, this Lease shall terminate upon twenty days’ written notice of such event or condition by either party and any unearned rent paid in advance by 2021-07-22 SMBA Board Packet | Page 23 of 40 LEASE AGREEMENT OF OSHTEMO CHARTER TOWNSHIP AND SOUTHWEST MICHIGAN BUILDING AUTHORITY Page 3 of 6 Tenant shall be apportioned and refunded to it. Tenant shall give Landlord immediate notice of any damage to the Premises. DEFAULTS. Tenant shall be in default of this Lease if Tenant fails to fulfill any lease obligation or term by which Tenant is bound. Subject to any governing provisions of law to the contrary, if Tenant fails to cure any financial obligation within 7 days (or any other obligation within 15 days) after written notice of such default is provided by Landlord to Tenant, Landlord may take possession of the Premises without further notice (to the extent permitted by law), and without prejudicing Landlord’s rights to damages. In the alternative, Landlord may elect to cure any default and the cost of such action shall be added to Tenant’s financial obligations under this Lease. Tenant shall pay all costs, damages, and expenses (including reasonable attorney fees and expenses) suffered by Landlord by reason of Tenant’s defaults. All sums of money or charges required to be paid by Tenant under this Lease shall be additional rent, whether or not such sums or charges are designated as “additional rent”. The rights provided by this paragraph are cumulative in nature and are in addition to any other rights afforded by law. HOLDOVER. If Tenant maintains possession of the Premises for any period after the termination of this Lease (“Holdover Period”), Tenant shall pay to Landlord lease payment(s) during the Holdover Period at a rate equal to the normal payment rate set forth in the Renewal Terms paragraph. CUMULATIVE RIGHTS. The rights of the parties under the Lease are cumulative and shall not be construed as exclusive unless otherwise required by law. NON-SUFFICIENT FUNDS. Tenant shall be charged actual cost for any fees incurred by Landlord for each check that is returned to Landlord for lack of sufficient funds. ACCESS BY LANDLORD TO PREMISES. Subject to Tenant’s consent (Which shall not be unreasonably withheld), Landlord shall have the right to enter the Premises to make inspections, provide necessary services, or show the Premises to prospective buyers, mortgagees, tenants, or workers. However, Landlord does not assume any liability for the care or supervision of the Premises. As provided by law, in the case of an emergency, Landlord may enter the Premises without Tenant’s consent. During the last three months of this Lease, or any extension of this Lease, Landlord shall be allowed to display the usual “To Let” signs and show the Premises to prospective tenants. INDEMNITY REGARDING USE OF PREMISES. To the extent permitted by law, Tenant agrees to indemnify, hold harmless, and defend Landlord from and against any and all losses, claims, liabilities, and expenses, including reasonable attorney fees, if any, which Landlord may suffer or incur in connection with Tenant’s possession, use or misuse of the Premises, except Landlord’s act or negligence. DANGEROUS MATERIALS. Tenant shall not keep or have on the Premises any article or thing of a dangerous, flammable, or explosive character that might substantially increase the danger of fire on the Premises, or that might be considered hazardous by a responsible insurance 2021-07-22 SMBA Board Packet | Page 24 of 40 LEASE AGREEMENT OF OSHTEMO CHARTER TOWNSHIP AND SOUTHWEST MICHIGAN BUILDING AUTHORITY Page 4 of 6 company, unless the prior written consent of Landlord is obtained, and proof of adequate insurance protection is provided by Tenant to Landlord. COMPLIANCE WITH REGULATIONS. Tenant shall promptly comply with all laws, ordinances, requirements, and regulations of the federal, state, county, municipal and other authorities, and the fire insurance underwriters. However, Tenant shall not by this provision be required to make alterations to the exterior of the building or alterations of a structural nature. DISPUTE RESOLUTION. The parties will attempt to resolve any dispute arising out of or relating to this Agreement through friendly negotiations amongst the parties. If the matter is not resolved by negotiation, any controversies or disputes arising out of or relating to this Agreement will be submitted to mediation in accordance with any statutory rules of mediation. If mediation does not successfully resolve the dispute, then the parties may proceed to seek an alternative form of resolution in accordance with any other rights and remedies afforded to them by law. SUBORDINATION OF LEASE. This Lease is subordinate to any mortgage that now exists, or may be given later by Landlord, with respect to the Premises. ASSIGNABILITY / SUBLETTING. Tenant may not assign or sublease any interest in the Premises, nor assign, mortgage, or pledge this Lease, without the prior written consent of Landlord, with shall not be unreasonably withheld. NOTICE. Notices under this Lease shall not be deemed valid unless given or served in writing and forwarded by mail, postage prepaid, addressed as follows: Landlord: Oshtemo Charter Township 7275 W Main St Kalamazoo, MI 49009 Tenant Southwest Michigan Building Authority 7275 W Main St Kalamazoo, MI 49009 Such addresses may be changed from time to time by any party by providing notice as set forth above. Notices mailed in accordance with the above provisions shall be deemed received on the third day after posting. GOVERNING LAW. This Lease shall be construed in accordance with the laws of the State of Michigan. ENTIRE AGREEMENT / AMENDMENT. This Lease Agreement contains the entire agreement of the parties and there are no other promises, conditions, understandings or other agreements, whether oral or written, relating the subject matter of this Lease. This Lease may be 2021-07-22 SMBA Board Packet | Page 25 of 40 LEASE AGREEMENT OF OSHTEMO CHARTER TOWNSHIP AND SOUTHWEST MICHIGAN BUILDING AUTHORITY Page 5 of 6 modified or amended in writing, if the writing is signed by the party obligated under the amendment. SEVERABILITY. If any portion of this Lease shall be held to be invalid or unenforceable for any reason, the remaining provision shall continue to be valid and enforceable. If a court finds that any provision of tis Lease in invalid or unenforceable, but that by limiting such provision, it would become valid and enforceable, then such provisions shall be deemed to be written, construed, and enforced as so limited. WAIVER. The failure of either party to enforce any provision of this Lease shall not be construed as a waiver or limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this Lease. BINDING EFFECT. The provisions of this Lease shall be binding upon and inure to the benefit of both parties and their respective legal representatives, successors, and assigns. [Signature page follows.] 2021-07-22 SMBA Board Packet | Page 26 of 40 LEASE AGREEMENT OF OSHTEMO CHARTER TOWNSHIP AND SOUTHWEST MICHIGAN BUILDING AUTHORITY Page 6 of 6 LANDLORD: Oshtemo Charter Township By:__________________________________________ Date:__________________ Libby Heiny-Cogswell Its: Supervisor TENANT: Southwest Michigan Building Authority By:__________________________________________ Date:__________________ Dusty Farmer Its: Board Chairperson 2021-07-22 SMBA Board Packet | Page 27 of 40 Appendix A – “Premises” Page 1 of 1 “Premises” as used in the Agreement shall be defined as the following: – All areas indicated in red in Appendix A Drawing 1 and in Appendix A Drawing 2 2021-07-22 SMBA Board Packet | Page 28 of 40 I’ v I5cd 15cd 1, ` j r IN T1 1 i r• I5cd \ n F scd Ift!> ‘ I5cd Ix r. ..,: l t F 110- d.. 1- t e r Scd r; . I5cd ._’> •_ •, „ F t: . 0 r F A I5cd I u’ sl I r ..„ 1, l … •,,. ‘.. ;’ , :, : j : 4 ,…. I5cd . r ® x”,{‘ 11. ;”” r… iF wSL_ ® r;.fF i r i n. ff If i I51-d 30C’K’r , 1\ I I I 1 ( ij F . r CdA J – I5c d ‘ r If SEE SHEET E2 FOR MORE F INFORMATION 05 itYY11 i I f 30cd A , v, . l-. , s < i lScd ;, ' SF" i r; r I i 1444 Tl 43r i OA r' I i 30cd 1 Q Scd 41 – 1 cd / h 15cd, y F I5cd yf , I5cd F' c 15cd- FIRE ALARM GENERAL NOTES: 1 FIRE ALARM SHALL COMPLY WITH NWA 12 AND SHALL BE FULLY COMPLIANT. 44 T F FIRE ALARM SYSTEM S I5cd2COORDINATE BUILDING USE GROUP OR GROUPS WITH ARCHITECT AND PROVIDE SYSTEM COMPONENTS TO COMPLY WITH RELATED USE GROUP o OR GROUPS APPLIED TO PROJECT. Lo 3. FIRE ALARM INITIATING DEVICES SHALL INCLUDE BUT ARE NOT LIMITED TO: c ONS, HEAT DETECTORS, SMOKE DETECTORS, AUTOMATIC tt MANUAL STATIONS, SPRINKLER FLOW WITCHES, AUTOMATIC SPRINKLER TAMPER SWITCHES, EXTERIOR WATER GONG. 15Cd – 4. PROVIDE FIRE ALARM AND 120V P01ER CONNECTION TO ALL HVAC DUCT „ Iscd DETECTORS AND FIRE/SMOKE DAMPERS. SEE MECHANICAL DRAWINGS FOR LOCATIONS AND COORDINATE WITH MECHANICAL CONTRACTOR 1 . ELECTRICAL CONTRACTOR TO PROVIDE VI DUCT DETECTORS, FIRE/ SMOKE 431, vDAMPERSBY MECHANICAL CONTRACTOR Iscd . 115cd _ g 5. PROVIDE SHOP DRAWINGS FOR FIRE ALARM SYSTEM WHICH INCLUDE C SYSTEM OPERATION DESCRIPTION, DEVICE ADDRESS LIST, SYSTEM RISER 8 DIAGRAM AND BATTERY CALCULATIONS. S D 49 ij, 6. PROVIDE ALL DOCUMENTATION ACCOi TO NFPA 12 TO OWNER AND AUTHORITY HAVING JURISDICTION. DOCUMENTS INCLUDE " RECORD OF COMPLETE" AND " PERMANENT RECORDS". I5cd 1. THE INSTALLER SHALL DE TRAINED AND CERTIFIED BY MANUFACTURER FOR INSTALLATION UNITS FOR THE PROJECT. 5 _ 8. UPON FIRE ALARM ACTIVATION, SHUTDOWN RTU UNITS OVER 20Wdin,\ 3 a CLOSE ALL FIRE/ SMOKE DAMPERS, PROVIDE TIME DELAY FOR DAMPER _ CLOSURE MIN. OF 30 SECONDS. p EXISTING FIRE ALARM SYSTEM BY E.PS. a FIRE ALARM PLAN10. THE NEW FIRE ALARM DEVICES SHALL BE TIED INTO THE EXISTING FIRE UPPER LEVEL. SCALE' 1/ 8"=1'- 0° ALARM SYSTEM. THE EXISTING FIRE ALARM SYSTEM PANEL IS LOCATED IN MECHANICAL ROOM THE EXISTING ELECTRICAL ROOM LOCATED ON THE EAST SIDE OF THE BUILDING. NEW FIRE ALARM CIRCUITS ARE TO RUN TO THIS LOCATION. SCALE, I 1/ 411= 11- 0" ""' W 2021-07-22 SMBA Board Packet | Page 29 of 40 2021-07-22 SMBA Board Packet | Page 30 of 40 Appendix B – “Furnishings” Page 1 of 1 “Furnishings” as used in the Agreement shall be defined as the following: – Cubicle office furniture (desk tops, cubicle walls, supports, and “built-in” drawers and filing cabinets. – Garbage / Recycling bins. 2021-07-22 SMBA Board Packet | Page 31 of 40 Appendix C – “Amenities” Page 1 of 1 “Amenities” as used in the Agreement shall be defined as the following: – All areas indicated in green in Appendix A Drawing 1 and in Appendix A Drawing 2 o Specifically:  Break room  Bathrooms  Server room (For installation of shared networking equipment and telephony infrastructure).  Copy room (For occasional use of general office supplies and equipment not maintained by Tenant.  Conference Room Spaces (“North”, “South”, and “Small” conference rooms). 2021-07-22 SMBA Board Packet | Page 32 of 40 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Page 1 of 3 MEMORANDUM To: SMBA Board From: Office Manager Date: 2021-07-06 Re: Building Plan Review Cost Analysis Background SMBA currently contracts most commercial building plan reviews to a third-party (Code Source). The Building Official made this decision so that his time could be focused on residential reviews and inspections. This arrangement has worked well until recently, when SMBA started to receive complaints regarding the amount of time the reviews are taking to complete and a lack of communication from the third-party reviewer. In response to these complaints, Chair Farmer requested an analysis of potential other options for these reviews which is the purpose of this memorandum. The following listing should not be construed as a ranking of the options. Building Valuation Data and Its Use in Calculations As a reminder to the board, a typical plan review fee is based on a project’s Building Valuation Data (BVD). The BVD for a project is typically a calculation done by SMBA which multiplies the average cost of construction per square foot for a given building use and construction method by the gross square footage of the building. The average cost per square foot values are obtained from a table published by the International Code Council (ICC), which is updated on a bi-annual basis. It is important to note that these values are national averages and may not fully reflect regional conditions, though it is generally accurate and allows for the uniform application of fees. Once a BVD is calculated, it is then run through a fee schedule to determine the actual fee. For example, a BVD between $1 and $3,000,000 would be multiplied by 0.0012, whereas a BVD between $3,000,001 and $6,000,000 may have a base fee of $3,600 plus 0.0005 percent of the BVD over $3,000,000. Actual-Cost Billing Practice SMBA has adopted an actual cost billing practice for third-party plan reviews. The Authority has adopted a $150/hour plan review fee for in-house plan reviews (performed by Building Official Reitenour or one of our contracted inspectors with the appropriate license). For third-party reviews, SMBA passes the actual cost of the review to the permit applicant. SMBA pays the reviewer immediately upon receipt of the invoice for the services rendered and seeks to recover that cost from the applicant prior to the release of a permit for the work. Option 1: Continue with Code Source Published Turn-around Time: 10 Business Days Fee Calculation Method: BVD + Fee Schedule For the 2021 year-to-date, SMBA has budgeted $40,000 for plan review fees, and spent $33,005 of that budgeted amount. It should be noted that this number also includes fees paid to other third-party reviewers for services which SMBA is not able to perform in-house due to a lack of certification, such as fire suppression reviews. While it is impossible to accurately forecast what construction projects will be undertaken by residents, it would not be unreasonable to assume that construction will continue as it has for the first two 2021-07-22 SMBA Board Packet | Page 33 of 40 Memorandum, Continued Page 2 of 3 quarters of 2021. Based on that data, it is feasible that the Authority will spend an additional $30,000 on plan review fees for a total of $60,000 requiring a budget amendment of $20,000. In FY2020, SMBA’s amended budget for plan review was $40,000 and the Authority actually spent $45,307 Option 2: Have Plan Reviews Conducted by the International Code Council (ICC) Published Turn-around Time: 15-20 Business Days Fee Calculation Method: BVD + Fee Schedule Plan reviews through the ICC utilize a comparable fee schedule to Code Source. The published turn-around time is longer than that of Code Source. However, the actual turn-around time from Code Source has been trending around that time or longer. A potential cost savings with the ICC is shipping costs for plan sets. SMBA currently ships plan sets to Code Source for review, but the ICC utilizes an online portal which would eliminate much of that cost. Overall, this option will be similar in cost to option 1; the determining factors being communication and actual turn-around times. Option 3: Hire a Staff Part-time Plan Reviewer or Building Inspector This option has two sub-options which are lumped together because the cost will be roughly the same. The first would be to hire a part-time plan reviewer to perform the commercial plan reviews (or others as directed), which would allow Building Official Reitenour to focus on inspections and residential reviews. The second would be to hire a part-time building inspector to perform inspections instead of Building Official Reitenour to allow him to remain in the office and complete the reviews. In either case, the part-time position would be needed one or two days per week. Based on wage data from O*NET and the Bureau of Labor Statistics (BLS), an appropriate hourly wage for the position would be somewhere between $21 and $30 per hour. The median wage for the Kalamazoo/Portage area is $25.33/hour, while the median for the state of Michigan is $28.56. Based on the number of hours per week, the position would not be eligible for any SMBA benefits aside from Workers Compensation Insurance. The primary concern with this option is that the labor market for inspectors / plan examiners is very understaffed, and many are seeking full time employment. Calculation 1: Hours/Week 8 Hourly Wage $25.00 Gross $25 * 8 = $200 SMBA’s Share of FICA Taxes (7.65%) $200 * 0.0765 = $15.30 Cost/Week $200 + $15.30 = $215.30 Cost/Year $215.30 * 52 = $11,195.60 Calculation 2: Hours/Week 16 Hourly Wage $25.00 Gross $25 * 16 = $400 SMBA’s Share of FICA Taxes (7.65%) $400 * 0.0765 = $30.60 Cost/Week $400 + $30.60 = $430.60 2021-07-22 SMBA Board Packet | Page 34 of 40 Memorandum, Continued Page 3 of 3 Cost/Year $430.60 * 52 = $22,391.20 Option 4: Leverage Existing Contract with Adam Dahlgren SMBA currently has a contract with Adam Dahlgren to perform building inspections for the Authority when Building Official Reitenour is out of the office. The terms of the contract are $50/inspection performed. Based on inspection data from the past four years (going back to 2018), SMBA performed an average of 8.5 building inspections per day. Using that information, the Authority has currently budgeted $10,000 for the occasional use of Mr. Dahlgren’s services based on Building Official Reitenour using 25 PTO days multiplied by 8 inspections/day multiplied by $50/inspection. Mr. Dahlgren has expressed a willingness to regularly perform inspections for SMBA one day per week, which would allow Building Official Reitenour to remain in the office and focus on plan reviews. Inspections/Week 8 Cost Per Inspection $50 Cost/Week $50 * 8 = $400 Cost/Year $400 * 52 = $20,800 Since there will undoubtedly be some PTO days which would overlap with the regularly scheduled dates, a budget of $30,000 for 2022 is recommended. 2021-07-22 SMBA Board Packet | Page 35 of 40 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Page 1 of 1 MEMORANDUM To: SMBA Board From: Office Manager Date: 2021-07-14 Re: Draft Medical Insurance Opt-Out (Cash In Lieu of Insurance) Policy Background The draft policy is presented in response to board discussion and input at the regular June board meeting. Request A motion is requested to adopt the draft policy as presented; to amend the 2021 budget for GL 569-273-71101 by $2,220 to a total of $3,390; to authorize back-payment of the opt-out payment under the new policy to the June 30th payroll in the amount of $316.98. Calculations Bi-weekly Amount: (See attached worksheet) Backpay Amount: Number of Pay Dates Since June 30th (Inclusive): 2 $203.49 * 2 = $406.98 Less Amount Paid Since June 30th (Inclusive): $45 * 2 = $90 $406.98 – $90 = $316.98 Remainder of Year: Number of Pay Dates After July 28th (Inclusive): 12 $203.49 * 12 = $2,441.88 Amendment Amount: Amount Need for Remainder of Year: $316.98 + $2,441.88 = $2,758.86 Remaining Budget for GL 569-273-71101: $540 Amendment Amount: $2,758.86 – $540 = $2,218.86 Round Up to Nearest Whole 10: $2,220.00 2021-07-22 SMBA Board Packet | Page 36 of 40 Medical Insurance Taxable Opt-Out (Cash In Lieu of Insurance) Policy Purpose I. Establish a policy for the calculation of a taxable opt-out option for employees who elect not to participate in the Authority’s employer-sponsored healthcare program. II. Ensure equitable benefits are received by eligible employees who elect not to participate in the employer-sponsored healthcare program. Statement of Policy III. All employees who are eligible to participate in the Authority’s employer-sponsored healthcare program but elect not to participate shall be entitled to a bi-weekly cash opt-out payment as required for cafeteria plans under IRS regulations (Section 125). IV. Such payment shall be calculated on a per-employee basis and shall be re-calculated on an annual basis. V. The Board of Directors shall affirm such calculations by means of the budget review process. VI. Such payments shall not be included in gross wages for the calculation of other benefits (such as retirement benefits). Procedure VII. The taxable cash amount shall be calculated for each employee using the following information: a. Annual HSA contribution amount authorized by the Board of Directors. b. Benefit & Rate Schedule from the healthcare provider. i. From this schedule, determine what the premium cost would be to SMBA if the employee did participate in the healthcare plan. c. Number of Pay Dates in the year being calculated. d. Employee’s age at the time of calculation. e. Number of employee’s dependents and their ages. i. A maximum of 5 dependents shall be utilized in the calculation in order of their age starting with the oldest dependent. VIII. The formula for calculating the cash amount shall be: a. Bi-weekly Payment = ( [Annual HSA Contribution Amount] + ( 0.5 * [Annual Theoretical Employee Premium Cost] ) ) / [Number of Pay Dates in Year] b. Example A: i. Employee is 35 years old and has no dependents. Based on the benefit and rate schedule, the premium cost would be $362.91 / month. ii. Board approved a $3,500 HSA contribution. iii. Calculation: 1. Formula: ( 3500 + ( 0.5 * ( 362.91 * 12 ) ) / 26 = 218.36 (Rounded) 2. Step By Step: a. Annual Premium Cost: $362.91 * 12 = $4,354.92 b. 50% of Premium Cost: $4,354.92 * 0.5 = $2,177.46 c. Subtotal: $3,500 + $2,177.46 = $5,677.46 d. Bi-weekly Amount: $5,677.46 / 26 = $218.36 (Rounded) c. Example B: 2021-07-22 SMBA Board Packet | Page 37 of 40 i. Employee is 40 years old and has six dependents, ranking in age from 42, 22, 18, 16, 14, and 12. Based on the benefit and rate schedule, the premium cost would be: 1. Employee – Age 40: $380.48 2. Age 42: $394.36 3. Age 22: $298.46 4. Age 18: $278.37 5. Age 16: $263.54 6. Age 14: $237.72 7. (Stop after 5 dependents). ii. Premium total: $1,852.93 / Month iii. Board approved a $3,500 HSA Contribution iv. Calculation: 1. Formula: ( 3500 + ( 0.5 * ( 1852.93 * 12 ) ) / 26 = 562.21 (Rounded) 2. Step By Step: a. Annual Premium Cost: $1,852.93 * 12 = $22,235.16 b. 50% of Premium Cost: $22,235.16 * 0.5 = $11,117.58 c. Subtotal: $3,500 + $11,117.58 = $14,617.58 d. Bi-weekly Amount: $14,617.58 / 26 = $562.21 (Rounded) IX. For budgeting purposes, multiply the calculated bi-weekly amount by the number of pay dates in the year to determine the annual cost to account for any differences caused by rounding. a. Example A: $218.36 * 26 = $5,677.36 b. Example B: $562.21 * 26 = $14,617.46 2021-07-22 SMBA Board Packet | Page 38 of 40 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Page 1 of 1 MEMORANDUM To: SMBA Board From: Office Manager Date: 2021-07-08 Re: Draft Employer HSA Contribution Policy Background The draft policy is presented to codify the decision made by the board regarding the 2021 employer HSA contribution as policy. Request A motion is requested to adopt the draft policy as presented. 2021-07-22 SMBA Board Packet | Page 39 of 40 Employer HSA Contribution Policy Purpose I. Establish a policy for the calculation of an annual employer contribution to the HSA accounts of eligible employees. Statement of Policy II. Employees who are eligible to have a Health Saving Account (HSA) by means of participation in a High-Deductible Healthcare Plan (HDHP) sponsored by the Authority shall receive an annual lump-sum employer contribution to their eligible HSA account. III. The amount of the employer contribution shall be determined by the Board of Directors on an annual basis. IV. The employer contribution shall be made no later than the last day pay date of the first quarter of the fiscal year. V. Employees shall be responsible for knowing the annual HSA contribution limits imposed by the IRS and shall be responsible for adjusting any voluntary contributions and/or contributions from all other sources accordingly. Procedure VI. Unless otherwise specified by the Board of Directors, the annual employer HSA contribution amount shall equal the single-member deductible amount of the Authority’s employersponsored HDHP. 2021-07-22 SMBA Board Packet | Page 40 of 40