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 August 26th, 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 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 Comments on Non-Agenda Items a. Reading of Submitted Public Comments – Kyle Gibson 4. Consent Agenda a. Meeting Minutes – July 22, 2021 Regular Meeting b. August 2021 Financial Reports c. August 2021 Budget Amendments 5. Memo Re: Recording Equipment Purchase Request (Carryover from Previous Meeting) 6. Attorney Porter – Present opinion on proposed requirement for employees to provide proof of alternate health insurance to be eligible for the medical insurance taxable opt-out payment. 7. Draft Amended and Restated Interlocal State Construction Code Enforcement and Administration Agreement for board review and submission to township boards. 8. Memo Re: Permit Transfer Policy 9. Memo Re: Telnet Contract Renewal 10. Memo Re: Employee Performance Appraisals 11. Board Chair’s Report 12. Other Business 13. Adjournment 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 1 of 60 1 Southwest Michigan Building Authority July 22, 2021 The SMBA regular meeting was held via Zoom. Chair Dusty Farmer called the meeting to order at 8:32 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 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, and Board Secretary Kyle Gibson. Absent: Carol DeHaan, Treasurer, Cooper Township Citizen Comments on Non-Agenda Items No public comment was provided. Consent Agenda – Meeting Minutes – June 24, 2021 Regular Meeting – July 2021 Financial Reports – Memo Re: Recording Equipment Purchase Request A motion was made by Jeff Sorensen to approve the consent agenda. Chair Dusty Farmer requested that Item C (Memo Re: Recording Equipment Purchase Request) be removed from the consent agenda and inserted as item 9 for further discussion. Jeff Sorensen revised his motion to approve the consent agenda without item C which was supported by Dusty Farmer. Opposed: None The chair declared that the motion was carried 4-0, with 1 absent. Consideration of Requested Revision to Lease Agreement Office Manager Gibson presented a summary of the proposed changes requested by Oshtemo Township Supervisor Libby Heiny-Cogswell to the board. Larry Stehouwer voiced support for the amendment as presented. Chair Dusty Farmer voiced concerns about the cost of the increase. Discussion was held among the board members regarding the automatic nature of the lease’s renewal clause and the ballooning costs which would thereby be incurred. A motion was made by Jeff Sorensen and supported by Cheri Bell to approve the revised lease as presented. Discussion continued with a recommendation from Attorney Porter to counter with a lease for a 3-year term at an annual amount of $22,000. Jeff Sorensen withdrew his motion. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 2 of 60 2 A motion was made by Jeff Sorensen and supported by Cheri Bell to direct Attorney Porter to make the suggested revisions to the lease and submit to Oshtemo Township for review and signature. Opposed: None The chair declared that the motion was carried 4-0, with 1 absent. Consideration of Commercial Plan Review Costs Office Manager Gibson provided a summary of the options outlined in the memo presented to the board for plan review services. The board held discussion regarding the options, and consensus was that the decision on which option to pursue should ultimately be made by staff. No board action was taken. Consideration of Draft Policies Medical Insurance Taxable Opt-Out (Cash In Lieu of Insurance) Policy Office Manager Gibson provided a summary of the draft policy before the board. Board members held discussion regarding the merits of the policy. A motion was made by Dusty Farmer and supported by Cheri Bell to adopt the policy as presented; to authorize the necessary budget amendments; to authorize the back-payment amount outlined in the memo presented to the board. Opposed: None The chair declared that the motion was carried 4-0, with 1 absent. Employer HSA Contribution Policy Office Manager Gibson provided a summary of the draft policy before the board. The board held brief discussion. A motion was made by Larry Stehouwer and supported by Cheri Bell to adopt the 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. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 3 of 60 3 Other Business (Item 1) In reference to the Medical Insurance Taxable Opt-Out Policy, Cheri Bell asked if the Authority should require proof of alternate insurance coverage for employees to be eligible for the opt-out payment to ensure that employees were not being enticed into not having insurance coverage. Office Manager Gibson voiced his opinion that such verification was unnecessary and invasive. Board members expressed interest in an opinion from Attorney Porter, and directed him to look into the topic and discuss it at the next regular meeting. Seeing and hearing no other business, and having exhausted the agenda, Chair Dusty Farmer declared the meeting Adjourned at 9:58 a.m. *Note: After the meeting had adjourned it was realized that the board had neglected to discuss the item which was removed from the consent agenda (Memo Re: Recording Equipment Purchase Request). The item will be forwarded to the agenda for the next regular meeting.* Next Regular Meeting – August 26 @ 8:30 a.m. via Zoom®. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 4 of 60 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Financial Reports for: August 2021 As of 2021-08-20 1. Permit Revenue & Inspections Report 2. Accounts Payable Detailed Disbursement Report 3. Payroll Expense Report 4. Budget Snapshot 5. Bank Account Balance Report 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 5 of 60 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Period: 07/16/2021 to 08/20/2021 Building Electrical Mechanical Plumbing Totals Oshtemo 141 37 54 38 270 Revenue $31,785.00 $7,058.00 $9,742.00 $4,602.00 $53,187.00 YTD Oshtemo 448 206 277 168 1099 YTD Revenue $206,149.00 $41,590.25 $47,708.00 $25,385.00 $320,832.25 Cooper 30 10 14 7 61 Revenue $30,491.00 $1,322.00 $1,840.00 $620.00 $34,273.00 YTD Cooper 156 86 96 47 385 YTD Revenue $63,365.50 $17,011.00 $16,042.00 $10,964.00 $107,382.50 Total Permits 171 47 68 45 331 Total Revenue $62,276.00 $8,380.00 $11,582.00 $5,222.00 $87,460.00 YTD Total Permits 604 292 373 215 1484 YTD Total Revenue $269,514.50 $58,601.25 $63,750.00 $36,349.00 $428,214.75 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 210 65 67 56 398 Cooper Inspections 59 27 17 11 114 YTD Oshtemo Inspections 990 409 475 379 2253 YTD Cooper Inspections 447 176 168 108 899 Total Inspections 269 92 84 67 512 YTD Total Inspections 1437 585 643 487 3152 Permit Revenue Inspections 0 100 200 300 400 500 600 $0.00 $20,000.00 $40,000.00 $60,000.00 $80,000.00 $100,000.00 2021 Revenue by Month 2020 Revenue by Month 2021 Inspections by Month 2020 Inspections by Month Printed 8/20/2021 at 11:21 AM I:\Board Packets\01 TEMPLATES\Revenue & Inspections Report 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 6 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/16/2021 Y 350.00 CASSOPOLIS MI, 49031-9454 / / 0.0000 N 0.00 1715 21670 SHIAWASSEE DR 08/16/2021 N 350.00 ADAHLGREN ADAM J DAHLGREN 08/16/2021 2021-08-16.1 SWBA BUILDING INSPECTIONS 2021-08-13 569-273-80100 Building Inspector 350.00 VENDOR TOTAL: 350.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/31/2021 N 1,760.60 SOUTH BEND IN, 46601-3311 / / 0.0000 N 0.00 1703 460 STULL ST STE 200 08/04/2021 N 1,760.60 AUNALYTICS AUNALYTICS, INC 08/04/2021 29947103 SWBA CLOUD HOSTING SERVICES ACCT# C-001528 S569-273-80900 IT / Infrastructure 1,760.60 VENDOR TOTAL: 1,760.60 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 7 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/28/2021 N 3,579.66 FARMINGTON MI, 48331 / / 0.0000 N 0.00 BOX 674416 07/19/2021 N 3,579.66 BLUE CROSS BLUE SHIELD OF MI 1687 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 07/19/2021 007043238 SWBA HEALTH INSURANCE AUG 2021 569-273-71002 Health Insurance 3,579.66 GL NUMBER DESCRIPTION AMOUNT Paid 08/28/2021 N 3,579.66 DETROIT MI, 48267-4416 / / 0.0000 N 0.00 1716 PO BOX 674416 08/18/2021 N 3,579.66 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 08/18/2021 007043238-0000 SWBA HEALTH INSURANCE SEP 2021 569-273-71002 Health Insurance 3,579.66 GL NUMBER DESCRIPTION AMOUNT Paid 08/18/2021 N 3,579.66 DETROIT MI, 48267-4416 / / 0.0000 N 0.00 1717 PO BOX 674416 08/18/2021 N 3,579.66 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 08/18/2021 007043238-0000 SWBA HEALTH INSURANCE OCT 2021 PREPAY 569-273-71002 Health Insurance 3,579.66 VENDOR TOTAL: 10,738.98 GL NUMBER DESCRIPTION AMOUNT Paid 08/18/2021 N 285.00 MADISON HEIGHTS MI, 48071-0913 / / 0.0000 N 0.00 1719 PO BOX 71913 08/18/2021 N 285.00 COCM COCM 08/18/2021 2021-08-18.1 SWBA 2021 FALL CONFERENCE REGISTRATION (FULL 569-273-71103 Education / Membership Dues 285.00 VENDOR TOTAL: 285.00 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 8 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/18/2021 N 210.00 GRANDVILLE MI, 49418-2040 / / 0.0000 N 0.00 1718 3097 PINEDALE DR SW 08/18/2021 N 210.00 CODE CODE SOURCE PC 08/18/2021 106121.2 SWBA 3RD ENERGY CODE REVIEW CRUMBL 5097 CENT569-273-80500 ENERGY CODE 210.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/02/2021 N 490.00 GRANDVILLE MI, 49418 / / 0.0000 N 0.00 1700 3097 PINEDALE DR SW 08/02/2021 N 490.00 CODE CODE SOURCE PC 08/02/2021 115721.2 SWBA 1060 N 10TH ST PB21-05-0202 ROOF TRUSS 569-273-80500 Plan Review 490.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/06/2021 N 2,175.00 GRANDVILLE MI, 49418-2040 / / 0.0000 N 0.00 1704 3097 PINEDALE DR SW 08/06/2021 N 2,175.00 CODE CODE SOURCE PC 08/06/2021 115821.1 SWBA PLAN REVIEW FEES MEDILODGE PB21-05-0270 569-273-80500 BUILDING 425.00 569-273-80500 STRUCTURAL 350.00 569-273-80500 PLUMBING 350.00 569-273-80500 MECHANICAL 350.00 569-273-80500 ELECTRICAL 350.00 569-273-80500 ENERGY 350.00 2,175.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/29/2021 N 1,825.00 GRANDVILLE MI, 49418 / / 0.0000 N 0.00 1696 3097 PINEDALE DR SW 07/29/2021 N 1,825.00 CODE CODE SOURCE PC 07/29/2021 116121.1 SWBA PLAN REVIEW FOR JSMBA21-05-0306 CRUMBL 569-273-80500 BUILDING 425.00 569-273-80500 MECHANICAL 350.00 569-273-80500 PLUMBING 350.00 569-273-80500 ELECTRICAL 350.00 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 9 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID 569-273-80500 ENERGY 350.00 1,825.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/12/2021 N 1,825.00 GRANDVILLE MI, 49418-2040 / / 0.0000 N 0.00 1712 3097 PINEDALE DR SW 08/12/2021 N 1,825.00 CODE CODE SOURCE PC 08/12/2021 116221.1 SWBA PLAN REVIEW FOR JSMBA 21-05-0305 BIGGBY 569-273-80500 BUILDING 425.00 569-273-80500 STRUCTURAL 350.00 569-273-80500 ELECTRICAL 350.00 569-273-80500 MECHANICAL 350.00 569-273-80500 PLUMBING 350.00 1,825.00 VENDOR TOTAL: 6,525.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/01/2021 N 44.00 KANSAS CITY MO, 64121-9225 / / 0.0000 N 0.00 1688 PO BOX 219255 07/19/2021 N 44.00 EMC EMC INSURANCE 07/19/2021 E-16931318 SWBA ADDITIONAL PREMIUM TO ADD TEXAS TWP AS A569-273-72900 6D14188-22 GENERAL LIABILITY (OCCURENCE) 44.00 VENDOR TOTAL: 44.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/18/2021 N 55.00 Grand Rapids MI, 49548 08/18/2021 0.0000 N 0.00 1720 5985 CLAY AVE SW 08/18/2021 N 0.00 MISC Foundation Systems of MI 08/18/2021 00033570 SWBA BD Payment Refund 569-272-49200 03. Circuits 5.00 569-272-62702 30. Inspection – Final 50.00 55.00 VENDOR TOTAL: 55.00 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 10 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/27/2021 Y 950.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1693 6323 WINDDRIFT AVE 07/27/2021 N 950.00 GHECKMAN GARYAIRE, LLC 07/27/2021 2021-07-26.2 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 450.00 569-273-80300 Mechanical Inspector 500.00 950.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/09/2021 Y 1,500.00 KALAMAZOO MI, 49009-8911 / / 0.0000 N 0.00 1705 6323 WINDDRIFT AVE 08/09/2021 N 1,500.00 GHECKMAN GARYAIRE, LLC 08/09/2021 2021-08-09.1 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 750.00 569-273-80300 Mechanical Inspector 750.00 1,500.00 VENDOR TOTAL: 2,450.00 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 11 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/29/2021 N 265.00 Decatur MI, 49045 07/29/2021 0.0000 N 0.00 1697 39560 72ND AVE 07/29/2021 N 0.00 MISC Kusmack Electric 07/29/2021 00033281 SWBA BD Payment Refund 569-272-49200 02. Air Conditioner 6.00 569-272-49200 03. Circuits 60.00 569-272-49200 04. Dishwasher, Garbage Disposal, Range 10.00 569-272-49200 08. Lighting Fixtures – Per 25 12.00 569-272-49200 09. Furnace / Unit Heater 6.00 569-272-49200 10. Power Outlets for Ranges/Dryers/Etc. 5.00 569-272-49200 17. Service – Through 200 Amps 10.00 569-272-49200 22. Smoke / Carbon Monoxide Detectors 6.00 569-272-62702 30. Inspection – Service 50.00 569-272-62702 30. Inspection – Rough-in 50.00 569-272-62702 30. Inspection – Final 50.00 265.00 VENDOR TOTAL: 265.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2021 N 557.01 KALAMAZOO MI, 49009-1332 / / 0.0000 N 0.00 1701 811 S DRAKE RD 08/04/2021 N 557.01 VISA MERCANTILE VISA 08/04/2021 2021-08-04.1 SWBA VISA BILL JUL 2021 569-273-86000 GAS 129.00 569-273-86000 CAR WASH MONTHLY SUBSCRIPTION 29.99 569-273-72800 STAMPS 250.00 569-273-80901 ADOBE ACROBAT PRORATED LICENSE FOR EL 148.02 557.01 VENDOR TOTAL: 557.01 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 12 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/27/2021 Y 1,750.00 COLDWATER MI, 49036 / / 0.0000 N 0.00 1694 426 SARAH LN 07/27/2021 N 1,750.00 TTHATCHER MP SERVICES LLC 07/27/2021 2021-07-26.3 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 950.00 569-273-80400 Plumbing Inspector 800.00 1,750.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/09/2021 Y 1,150.00 COLDWATER MI, 49036-9553 / / 0.0000 N 0.00 1706 426 SARAH LN 08/09/2021 N 1,150.00 TTHATCHER MP SERVICES LLC 08/09/2021 2021-08-09.2 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 650.00 569-273-80400 Plumbing Inspector 500.00 1,150.00 VENDOR TOTAL: 2,900.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/09/2021 N 55.00 LEWISBERRY PA, 17339 08/09/2021 0.0000 N 0.00 1708 542 INDUSTRIAL DR 08/09/2021 N 0.00 MISC OHIO BATH SOLUTIONS LLC 08/09/2021 00032839 SWBA BD Payment Refund 569-272-49400 03. Fixtures, floor drains, connections 5.00 569-272-49400 24. Inspection – Final 50.00 55.00 VENDOR TOTAL: 55.00 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 13 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/19/2021 N 1,905.00 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 1689 7275 W MAIN STREET 07/19/2021 N 1,905.00 OSHTEMO OSHTEMO TOWNSHIP 07/19/2021 10133 SWBA LEGAL FEES 2021-Q2 569-273-80800 APR 2021 885.00 569-273-80800 MAY 2021 270.00 569-273-80800 JUN 2021 750.00 1,905.00 VENDOR TOTAL: 1,905.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/02/2021 Y 500.00 VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00 1699 9593 REVERE DR 08/02/2021 N 500.00 REDMOND REDMOND ENGINEERING & DESIGN 08/02/2021 21-013 SWBA FS REVIEW FOR DUNSHEE PM21-05-0265 569-273-80500 Plan Review 500.00 VENDOR TOTAL: 500.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/25/2021 N 122.48 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 1690 PO BOX 802815 07/22/2021 N 122.48 RICOH RICOH 07/22/2021 5062428506 SWBA JUL 2021 CONTRACT 569-273-95600 MPC2504 BASE 2021-07-15 TO 2021-08-14 12.33 569-273-95600 MPC2504 BW READ 5.30 569-273-95600 MPC2504 COLOR READ 104.85 122.48 VENDOR TOTAL: 122.48 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 14 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 9/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/31/2021 N 150.00 KANSAS CITY MO, 64180-1742 / / 0.0000 N 0.00 1710 PO BOX 801742 08/11/2021 N 150.00 RLI RLI SURETY 08/11/2021 0932264 SWBA RENEWAL BOND# LSM0932264 / CAROL DEHAAN 569-273-71103 Education / Membership Dues 150.00 VENDOR TOTAL: 150.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/04/2021 N 160.00 PORTAGE MI, 49002-0507 / / 0.0000 N 0.00 1702 246 E KILGORE RD 08/04/2021 N 160.00 SIEGFRIED SIEGFRIED CRANDALL PC 08/04/2021 106763 SWBA ACCOUNTING SERVICES JUL 2021 569-273-80700 ANN ACCOUNTING AND RECONCILIATION 160.00 VENDOR TOTAL: 160.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/28/2021 N 67.70 CAROL STREAM IL, 60197-4181 / / 0.0000 N 0.00 1709 PO BOX 4181 08/10/2021 N 67.70 SPRINT SPRINT 08/10/2021 144563305-034 SWBA MOBILE HOTSPOT USAGE JUL 2021 569-273-80900 IT / Infrastructure 67.70 VENDOR TOTAL: 67.70 GL NUMBER DESCRIPTION AMOUNT Paid 09/01/2021 N 147.04 PHILADELPHIA PA, 19170-0001 / / 0.0000 N 0.00 1714 PO BOX 7247-0381 08/16/2021 N 147.04 SUN LIFE SUN LIFE FINANCIAL 08/16/2021 247757 SWBA LIFE INSURANCE SEP 2021 569-273-71003 Disability / Life Insurance 147.04 VENDOR TOTAL: 147.04 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 15 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 10/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/28/2021 N 399.59 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 1711 8020 SOLUTIONS CTR 08/11/2021 N 399.59 TELNET TELNET WORLDWIDE 08/11/2021 227089 SWBA PHONE AUG 2021 569-273-85000 Telephone 399.59 VENDOR TOTAL: 399.59 GL NUMBER DESCRIPTION AMOUNT Paid 08/02/2021 N 10.94 CHICAGO IL, 60680-9488 / / 0.0000 N 0.00 1691 P.O. BOX 809488 07/26/2021 N 10.94 UPS UPS 07/26/2021 000076R70Y301 SWBA SWBA 1517 & 1518 TO BCBS OVERNIGHT 569-273-72800 Postage / Shipping 10.94 GL NUMBER DESCRIPTION AMOUNT Paid 08/09/2021 N 64.14 CHICAGO IL, 60680-9488 / / 0.0000 N 0.00 1698 P.O. BOX 809488 08/02/2021 N 64.14 UPS UPS 08/02/2021 000076R70Y311 SWBA SHIPPING FOR MULTIPLE PROJECTS 569-273-72800 CS REVIEW 1060 N 10TH ST TENANT BUILDOUT 40.66 569-273-72800 FS REVIEW PM21-05-0326 BURLINGTON CF 23.48 64.14 VENDOR TOTAL: 75.08 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 16 of 60 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 08/20/2021 11:23 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 11/11 User: kgibson DB: Smba POST DATES 07/16/2021 – 08/20/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/27/2021 Y 1,750.00 MATTAWAN MI, 49071 / / 0.0000 N 0.00 1692 38159 24TH ST 07/27/2021 N 1,750.00 WWILCOX WILLIAM WILCOX 07/27/2021 2021-07-27.1 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 1,750.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/28/2021 Y 50.00 MATTAWAN MI, 49071 / / 0.0000 N 0.00 1695 38159 24TH ST 07/28/2021 N 50.00 WWILCOX WILLIAM WILCOX 07/28/2021 2021-07-28.1 SWBA PLAN REVIEW FOR PE21-05-0232 569-273-80500 Plan Review 50.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/09/2021 Y 2,100.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 1707 38159 24TH ST 08/09/2021 N 2,100.00 WWILCOX WILLIAM WILCOX 08/09/2021 2021-08-09.3 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 2,100.00 VENDOR TOTAL: 3,900.00 TOTAL – ALL VENDORS: 33,412.48 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 17 of 60 Fund Item Amount 08/20/2021 11:24 AM Page 1 of 1 For Journal Entries with Post Dates Between 07/16/2021 and 08/20/2021 Journal Totals By Fund Report Total Payroll: 15,326.09 Net Payment: 9,652.38 Gross Payment: 13,357.13 569 Pay Codes Amount ADJ/CORR 244.84 HOURLY 3,593.89 MILEAGE 26.54 OPT-OUT 320.52 OVERTIME 83.94 PHONE 145.20 PTO 925.59 SALARY 4,311.86 Pay Code Totals: 9,652.38 Deductions Amount FITW 810.22 HSA EE 360.00 MEDICARE_EE 185.90 PENSION_EE_PRE 111.56 PENSION_EE_ROTH 907.15 SITW 535.04 SOCSEC_EE 794.88 Deduction Totals: 3,704.75 Expenses Amount MEDICARE_ER 185.90 PENSION_ER 494.09 PENSION_ER_MTCH 494.09 SOCSEC_ER 794.88 Expense Totals: 1,968.96 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 18 of 60 08/20/2021 11:26 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba PERIOD ENDING 08/31/2021 % Fiscal Year Completed: 66.58 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 08/31/2021 YTD BALANCE 08/31/2021 2021 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 569 – Building Authority Revenues Dept 000 – A&L, Balance Sheet Accounts 569-000-99999 Carryover 0.00 0.00 0.00 0.00 0.00 Total Dept 000 – A&L, Balance Sheet Accounts 0.00 0.00 0.00 0.00 0.00 Dept 272 – Revenue Accounts 569-272-49100 Building Permits 185,000.00 188,106.70 38,434.00 (3,106.70) 101.68 569-272-49200 Electrical Permits 40,000.00 33,141.00 2,691.00 6,859.00 82.85 569-272-49300 Mechanical Permits 35,000.00 34,431.00 3,675.00 569.00 98.37 569-272-49400 Plumbing Permits 32,000.00 16,649.00 668.00 15,351.00 52.03 569-272-60701 FOIA Fees 150.00 135.45 7.15 14.55 90.30 569-272-62600 Building Services to Others 0.00 0.00 0.00 0.00 0.00 569-272-62701 Building Inspections 95,000.00 57,030.00 7,400.00 37,970.00 60.03 569-272-62702 Electrical Inspections 35,000.00 25,845.00 3,200.00 9,155.00 73.84 569-272-62703 Mechanical Inspections 45,000.00 28,540.00 3,300.00 16,460.00 63.42 569-272-62704 Plumbing Inspections 28,000.00 21,395.00 1,350.00 6,605.00 76.41 569-272-63000 Plan Review 45,000.00 50,246.00 4,965.00 (5,246.00) 111.66 569-272-66300 Bond Forfeitures and Bond Costs 0.00 0.00 0.00 0.00 0.00 569-272-66500 Interest on Investments 2,000.00 619.85 0.00 1,380.15 30.99 569-272-67300 Gain/Loss on Sale of Assets 0.00 0.00 0.00 0.00 0.00 569-272-67500 Miscellaneous 3,000.00 3,029.25 0.00 (29.25) 100.98 Total Dept 272 – Revenue Accounts 545,150.00 459,168.25 65,690.15 85,981.75 84.23 TOTAL REVENUES 545,150.00 459,168.25 65,690.15 85,981.75 84.23 Expenditures Dept 273 – Building Authority Expense Activity 569-273-70200 Salaries 162,508.00 98,966.64 6,228.16 63,541.36 60.90 569-273-70203 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 0.00 210.00 46.15 569-273-71002 Health Insurance 43,000.00 35,751.95 7,159.32 7,248.05 83.14 569-273-71003 Disability / Life Insurance 1,735.00 1,411.12 147.04 323.88 81.33 569-273-71004 Work Comp Insurance 2,500.00 2,140.00 0.00 360.00 85.60 569-273-71005 Payroll Taxes – FICA 12,432.00 7,464.08 478.25 4,967.92 60.04 569-273-71006 HSA 7,300.00 7,072.00 0.00 228.00 96.88 569-273-71009 Pension Plan 13,000.00 9,485.55 489.90 3,514.45 72.97 569-273-71101 In Lieu of Insurance 3,390.00 1,353.96 203.49 2,036.04 39.94 569-273-71102 Clothing Allowance 1,500.00 0.00 0.00 1,500.00 0.00 569-273-71103 Education / Membership Dues 4,000.00 2,673.82 435.00 1,326.18 66.85 569-273-72700 Supplies 4,500.00 2,769.01 0.00 1,730.99 61.53 569-273-72800 Postage / Shipping 2,500.00 1,923.36 314.14 576.64 76.93 569-273-72900 General Insurance 9,000.00 8,614.00 0.00 386.00 95.71 569-273-80100 Building Inspector 10,000.00 6,600.00 350.00 3,400.00 66.00 569-273-80200 Electrical Inspector 35,000.00 27,700.00 2,100.00 7,300.00 79.14 569-273-80300 Mechanical Inspector 45,000.00 28,100.00 1,400.00 16,900.00 62.44 569-273-80400 Plumbing Inspector 28,000.00 21,250.00 1,250.00 6,750.00 75.89 569-273-80500 Plan Review 40,000.00 40,329.50 5,200.00 (329.50) 100.82 569-273-80600 Consultants 0.00 0.00 0.00 0.00 0.00 569-273-80700 Accounting / Audit Fees 13,000.00 7,928.25 160.00 5,071.75 60.99 569-273-80800 Legal Fees 5,000.00 3,450.00 0.00 1,550.00 69.00 569-273-80900 IT / Infrastructure 22,500.00 15,103.94 1,828.30 7,396.06 67.13 569-273-80901 IT / Software 15,771.25 6,109.15 148.02 9,662.10 38.74 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 19 of 60 08/20/2021 11:26 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba PERIOD ENDING 08/31/2021 % Fiscal Year Completed: 66.58 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 08/31/2021 YTD BALANCE 08/31/2021 2021 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 569 – Building Authority Expenditures 569-273-80902 IT / Support 600.00 540.00 0.00 60.00 90.00 569-273-85000 Telephone 6,300.00 4,263.83 549.59 2,036.17 67.68 569-273-86000 Vehicle Gas / Maintenance 3,000.00 1,648.17 158.99 1,351.83 54.94 569-273-86100 Mileage 500.00 111.78 0.00 388.22 22.36 569-273-94000 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 1,101.61 (43.97) 898.39 55.08 569-273-96500 Bank Service Charges 500.00 420.90 0.00 79.10 84.18 569-273-96800 Depreciation Expense 0.00 0.00 0.00 0.00 0.00 569-273-97100 Capital Outlay 22,000.00 17,784.72 0.00 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 Dept 273 – Building Authority Expense Activity 537,939.25 383,260.34 28,556.23 154,678.91 71.25 TOTAL EXPENDITURES 537,939.25 383,260.34 28,556.23 154,678.91 71.25 NET OF REVENUES & EXPENDITURES 7,210.75 75,907.91 37,133.92 (68,697.16) 1,052.70 TOTAL EXPENDITURES 537,939.25 383,260.34 28,556.23 154,678.91 71.25 TOTAL REVENUES 545,150.00 459,168.25 65,690.15 85,981.75 84.23 Fund 569 – Building Authority: NET OF REVENUES & EXPENDITURES 7,210.75 75,907.91 37,133.92 (68,697.16) 1,052.70 TOTAL EXPENDITURES – ALL FUNDS 537,939.25 383,260.34 28,556.23 154,678.91 71.25 TOTAL REVENUES – ALL FUNDS 545,150.00 459,168.25 65,690.15 85,981.75 84.23 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 20 of 60 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 $605,716.44 $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 8/20/2021 at 11:21 AM I:\Board Packets\01 TEMPLATES\Revenue & Inspections Report 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 21 of 60 x Amendment Adjustment GL # Description Type Current Budget YTD Balance Amended Budget Amendment Amount 569-272-49100 Building Permits Revenue $ 185,000.00 $ 188,106.70 $ 200,000.00 $ 15,000.00 569-272-49200 Electrical Permits Revenue $ 40,000.00 $ 33,141.00 $ 50,000.00 $ 10,000.00 569-272-49300 Mechanical Permits Revenue $ 35,000.00 $ 34,431.00 $ 50,000.00 $ 15,000.00 569-272-49400 Plumbing Permits Revenue $ 32,000.00 $ 16,649.00 $ 25,000.00 $ (7,000.00) 569-272-60701 FOIA Fees Revenue $ 150.00 $ 135.45 $ 200.00 $ 50.00 569-272-62702 Electrical Inspections Revenue $ 35,000.00 $ 25,845.00 $ 40,000.00 $ 5,000.00 569-272-62704 Plumbing Inspections Revenue $ 28,000.00 $ 21,395.00 $ 32,000.00 $ 4,000.00 569-272-63000 Plan Review Revenue $ 45,000.00 $ 50,246.00 $ 60,000.00 $ 15,000.00 569-272-67500 Miscellaneous Revenue $ 3,000.00 $ 3,029.25 $ 3,100.00 $ 100.00 569-273-71003 Disability / Life Insurance Expenditure $ 1,735.00 $ 1,411.12 $ 1,885.00 $ 150.00 569-273-71009 Pension Plan Expenditure $ 13,000.00 $ 9,485.55 $ 15,200.00 $ 2,200.00 569-273-80200 Electrical Inspector Expenditure $ 35,000.00 $ 27,700.00 $ 40,000.00 $ 5,000.00 569-273-80400 Plumbing Inspector Expenditure $ 28,000.00 $ 21,250.00 $ 32,000.00 $ 4,000.00 569-273-80500 Plan Review Expenditure $ 40,000.00 $ 40,329.50 $ 55,000.00 $ 15,000.00 569-273-96500 Bank Service Charges Expenditure $ 500.00 $ 420.90 $ 660.00 $ 160.00 GL # Description Type 8/20/2021 Budget Amendment / Adjustment Request Form Southwest Michigan Building Authority Request Type: Requested By: Kyle Gibson, Office Manager Budget Amendment Request Revenues ( $57,150.00 ) DR Amount CR Amount Expenditures ( $26,510.00 ) To align actual revenues with over budget accounts and provide for additional expected revenue. To align actual expenses with over budget accounts and provide for additional expected expenditures. Budget Adjustment Request Totals $ – $ – Describe Reason for Request: I:\Board Packets\2021\2021-08-26\August 2021 Budget Adjustment or Amendment Request Form 1 of 1 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 22 of 60 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 $2,620. 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. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 23 of 60 News, Tips and Reviews The Professional’s Source 800.606.6969 Help Live Chat About Us B&H for B2B, Gov, Students & More Flash Deal Ends In 00:27:04 Search Hello, Log In My Account My Cart 16 Photography Computers Pro Video Lighting Pro Audio Mobile TVs & Entertainment Camcorders Surveillance Optics Audio-Visual More… Used Specials MY CART Email Print Free Expedited Shipping on this order Move All to Wish List Remove All Subtotal: $2,616.70 Shipping FREE Est. Tax $157.00 Total $2,773.70 24 Mos. Promo Financing Available LIVE CHAT ESTIMATE SHIPPING & TAX NYC SuperStore Pickup See Details UNITED STATES Return Policy Shipping Information Payment Options Your Privacy & Security Your Cart ID # 365 107 993 20 PROTECTION PLANS Protection Plans starting at $42.99 See Options GoPro HERO7 Black Bundle B&H #GOH7BKB • MFR #CHDCB-702 Free Expedited Shipping In Stock Ready to Ship 3 $349.00 $299.00 Accessories Available Savings Save for Later Remove Instant Savings: Item Total: $150.00 $897.00 PROTECTION PLANS Protection Plans starting at $79.99 See Options Blackmagic Design ATEM Mini Extreme ISO B&H #BLATEMMEI • MFR #SWATEMMINICEXTISO Free Expedited Shipping In Stock Ready to Ship 1 $1,295.00 Accessories Save for Later Remove Item Total: $1,295.00 Zip Code 49009 Eligible for FREE Shipping Begin Checkout or 800.606.6969 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 24 of 60 Pearstone Active Braided HighSpeed Mini-HDMI to HDMI Cable with Ethernet (15′) B&H #PEHDC15BRD • MFR #HDC-415BR Eligible for Free Expedited Shipping on orders over $49 In Stock Ready to Ship 3 $22.95 Accessories Save for Later Remove Item Total: $68.85 PROTECTION PLANS Protection Plans starting at $16.00 See Options Olympus ME-33 Boundary Microphone B&H #OLME33 • MFR #V4571410E000 Free Expedited Shipping More on the Way Expected availability: 2-4 weeks 1 $99.99 Accessories Save for Later Remove Item Total: $99.99 Rode VC1 3.5mm TRS Microphone Extension Cable for Cameras (10′) B&H #ROVC1 • MFR #VC1 Free Shipping for this Item Eligible for Free Expedited Shipping on orders over $49 In Stock Ready to Ship 1 $18.00 Accessories Save for Later Remove Item Total: $18.00 PROTECTION PLANS Lilliput A7S 7″ Full HD Monitor with 4K Support (Black Case) B&H #LIA7SB • MFR #A7S-B Free Expedited Shipping In Stock Ready to Ship 1 $169.00 Accessories 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 25 of 60 Protection Plans starting at $24.99 See Options Save for Later Remove Item Total: $169.00 Revo Tripod Adapter with 1/4″-20 for GoPro B&H #RETPMGP • MFR #AC-TM Eligible for Free Expedited Shipping on orders over $49 In Stock Ready to Ship 3 $2.99 Accessories Save for Later Remove Item Total: $8.97 PROTECTION PLANS Protection Plans starting at $5.99 See Options Google Chromecast (Charcoal, 3rd Generation) B&H #GOCCV • MFR #GA00439-US Free Shipping for this Item In Stock Ready to Ship 1 $29.99 Accessories Save for Later Remove Item Total: $29.99 Pearstone High-Speed HDMI Cable with Ethernet (Black, 15′) B&H #PEHDA15 • MFR #HDA-115 Eligible for Free Expedited Shipping on orders over $49 In Stock Ready to Ship 2 $14.95 Accessories Save for Later Remove Item Total: $29.90 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 26 of 60 Page 1 of 15 AMENDED AND RESTATED INTERLOCAL STATE CONSTRUCTION CODE ENFORCEMENT AND ADMINISTRATION AGREEMENT AGREEMENT to restate and amend the interlocal state construction code enforcement and administration agreement, made this XXth day of Month, 2021, by and between the undersigned local units of government within the County of Kalamazoo, Michigan, (hereafter “Agreement”) WITNESSETH: WHEREAS, each of the undersigned local units of government (“Participating Local Unit”) has elected to administer and enforce the Michigan State Construction Code, pursuant to the Stille-Derossett-Hale Single State Construction Code Act, 1972 PA 230, as amended, (hereinafter referred to as the hereafter “Construction Code Act”), for regulating and controlling building construction within each of the Participating Local Units; and WHEREAS, it is the desire of the Participating Local Units, pursuant to Section 8 of the Construction Code Act and this Agreement to provide for the joint enforcement and administration of said code(s) under the terms and conditions herein contained and in accordance with the provisions of the “Urban Cooperation Act” (1967 PA 7 – MCL § 124.501 et seq.) as well as other pertinent laws and statutes in the State of Michigan; and WHEREAS, it is the desire of the Participating Local Units to restate and further amend the existing agreement. NOW THEREFORE, in consideration of the premises and the covenants and conditions herein contained, it is hereby agreed by and between the Participating Local Units hereto as follows: 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 27 of 60 Page 2 of 15 1. Joint Construction Code Authority There is hereby created and established a joint construction code authority, known as Southwest Michigan Building Authority (“SMBA”), which shall be a separate legal entity governed by a Board (“SMBA Board”) established by this Agreement and under Section 7 of the Urban Cooperation Act. SMBA shall be a body corporate with authority as the Enforcing Agency of each Participating Local Unit under Section 8(b) of the State Construction Code Act and is empowered to discharge the responsibilities of the Participating Local Units under the State Construction Code Act to sue and enjoin any violation of the Construction Code or for a fine or the imprisonment of any violator or any additional duty required by law, this Agreement, or Local Ordinance. The SMBA Board shall consist of two (2) members appointed by the governing body of each Participating Local Unit chosen from among the Supervisor, Clerk, or Treasurer for a two (2) four (4) year term. One (1) member shall be chosen from among the Supervisor, Clerk, or Treasurer. The second member may be chosen from among any elected member of its governing body. However, i In the event an appointed SMBA Board member no longer holds elective office as Supervisor, Clerk, or Treasurer for any reason, then the governing body of the Participating Local Unit shall appoint another member chosen from among the Supervisor, Clerk, or Treasurer to fill the vacancy for the remaining unexpired term. In addition to regularly appointed members, the governing body of the Participating Local Unit may appoint two (2) alternates selected from any elected member of its governing body to serve on the SMBA Board, but only when either or both of its appointed members cannot attend SMBA Board meetings. Alternates attending SMBA board meetings shall have the same authority, including the right to vote, as the appointed member for whom the alternate is attending. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 28 of 60 Page 3 of 15 The SMBA Board members appointed by the governing body of each Participating Local Unit shall, by majority vote, select one additional at-large SMBA Board member, who shall serve a one (1) four (4) year term and who shall be a resident of Oshtemo Township or Cooper Township a Participating Local Unit. The at-large member shall have all of the Authority as other members of the SMBA Board, except no at-large member shall be permitted to vote on the selection of any subsequent at-large member. The residency of the at-large member shall alternate between Oshtemo Township and Cooper Township the Participating Local Units every year term. By way of example, if the first at-large member selected by the SMBA Board to serve a one (1) four (4) year term is a resident of Oshtemo Township, then the second at-large member selected by the SMBA Board for the next one (1) four (4) year term shall be a resident of Cooper Township a different Participating Local Unit. and eEach subsequent at-large member’s residency shall continue to alternate between Oshtemo and Cooper Townships the Participating Local Units in the same manner until every Participating Local Unit has been represented by a duly selected at-large member. Notwithstanding, any at-large member whose term has expired shall continue to serve until such time as the next duly qualified at-large member is selected by the SMBA Board. However, a hold over at-large member shall not diminish or shorten the term of any selected subsequent at-large member, whose term shall be one (1) four (4) years from the date of selection, even if the prior member is a hold over. If the SMBA Board cannot agree on the selection of any at-large member, then selection shall be by lot and all names of potential atlarge members shall be written on identical slips of paper (together with the residency of potential at-large members, but only in the case of the selection of the first at-large member) and placed in a hat. An appointed member of the SMBA Board shall draw one (1) name from the hat at a public meeting and that person shall be selected as the at-large member. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 29 of 60 Page 4 of 15 2. Purpose The purpose of SMBA shall be, and authorization is hereby given under Section 7 of the Urban Cooperation Act, and Section 8b of the Construction Code Act, to administer and enforce the State Construction Code Act within the boundaries of each such Participating Local Units; to enact administrative rules to carry out its functions; to hire sufficient building inspectors, contract inspectors and other personnel necessary to accomplish the foregoing; and to establish a uniform schedule of fees for the issuance of building permits and inspection of work and materials which bear a reasonable relationship to the cost and expense of the administration and enforcement of said Code(s). In addition, SMBA shall have the power to buy, own, sell or lease real or personal property, seek and receive grants, sue or be sued, invest surplus funds, and any other necessary and proper matters agreed upon by the Participating Local Units. SMBA shall not, however, have the authority to levy any type of tax or assessment against any Participating Local Unit or property therein. 3. Duties, Functions, and Responsibilities of SMBA The following duties, functions, and responsibilities are hereby delegated to SMBA by the respective Participating Local Units and hereby assumed by SMBA for the benefit of said Participating Local Units. a. Administrative Functions (1) To provide all administrative services necessary to enforce and administer the Construction Code, including the hiring of necessary personnel and staff and the training, employment, replacement, removal, compensation, and fringe benefits thereof. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 30 of 60 Page 5 of 15 (2) To contract for any professional or other services needed to fulfill its duties and responsibilities. (3) To maintain books of account and proper accounting records of all funds received and disbursed in accordance with the guidelines herein contained, and to submit to each Participating Local Unit an accounting report of receipts and disbursements and the status of SMBA not less frequently than quarterly. (4) To open and administer bank accounts for the receipt and disbursement of funds paid to SMBA to operate in accordance with the budget adopted by the Participating Local Unit as hereinafter described. (5) To prepare an annual budget for the anticipated cost of its operation in accordance with the guidelines herein contained and to submit the same to each Participating Local Unit for its approval on or before November October 1 of each year and for the funding of its proportional share of said budget which is not covered by fees collected by SMBA for the succeeding calendar year, January 1 to December 31. (6) To set and collect all rates, fees, and charges in connection with the functions of SMBA as the enforcing agent for the Participating Local Units and to deposit such funds into appropriate accounts. (7) To prepare and have available for use an appropriate application form for all building, mechanical, electrical, and plumbing permits. (8) To make all necessary inspections required under the law as the enforcing agency for the Participating Local Units as provided for under Section 8b of the Construction Code Act. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 31 of 60 Page 6 of 15 (9) To review all applications for building, plumbing, electrical, and mechanical permits, as well as any building code enforcement questions, raised by the Participating Local Units. (10) To acquire and maintain equipment, tools, and supplies necessary to perform its functions and to provide for reserve funds for future acquisitions, repairs, maintenance, and replacement of the same. (11) To comply with all local, state, and federal laws and regulations pertaining to enforcement of the Construction Code. (12) To Bond its treasurer and any person having control of any funds in such amounts as will be equivalent to the largest anticipated sum which said person or persons will have within his or her their control or possession at any one time. (13) To obtain quarters for conducting its operations under lease, purchase, or lease option. (14) To perform all obligations and duties required to be performed by it that would otherwise be required by the Participating Local Units under the Construction Code Act. (15) To license, operate and maintain software necessary to meet the operation and informational storage needs of SMBA and its Participating Local Units. All stored data will be made available to the Participating Local Units as necessary to complete all other municipal functions. All data stored shall remain the property of the Participating Local Unit on whose behalf it was created. Should SMBA dissolve as provided for in Section 5(e), SMBA would shall bear the cost of stripping the data from its database and returning the data to the respective Participating Local Unit(s). Should a Participating Local Unit withdraw from SMBA as provided for in Section 5(d), the withdrawing Participating Local Unit(s) would bear the cost of stripping its data from the database and returning it to the withdrawing Participating Local Unit. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 32 of 60 Page 7 of 15 [Section 3(a)(15) inserted by amendment. Adopted by Cooper Charter Township on December 9, 2019; adopted by Oshtemo Charter Township on October 27, 2020] 4. Accounting Responsibility SMBA shall maintain books and records of its capital investments, receipts, and disbursements in accordance with acceptable accounting practices. 5. Obligations of Participating Local Units All Participating Local Units shall be obligated and agree as follows: (a) Participating Local Units shall adopt a State Construction Code Ordinance assuming the responsibility pursuant to the State Construction Code Act for administration and enforcement of said Act, and authorization, pursuant to the Urban Cooperation Act and Section 8b of the State Construction Code Act, to join the Participating Local Units in the joint administration and enforcement of the Construction Code Act and the Sate Construction Code. (b) Participating Local Units shall either approve or disapprove SMBA’s budget on or before November October 1 of each year. If the budget is approved by the governing bodies of all the Participating Local Units, the Participating Local Units shall each be liable to contribute their proportionate share of the approved budget which is not covered by fees collected by SMBA. Such proportionate share shall be determined by the ratio of the dollar value of building permits issued by each Participating Local Unit to the total dollar value of building permits issued in all Participating Local Units for the fiscal year preceding that year covered by said budget. (c) If the proposed budget is not approved by all of the Participating Local Units, the governing body of each Participating Local Unit and the SMBA Board shall meet jointly at a 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 33 of 60 Page 8 of 15 duly noticed public meeting for the purpose of discussing objections to the proposed budget and developing a budget acceptable to all Participating Local Units. If a budget is approved by the governing bodies of all the Participating Local Units at that meeting, the Participating Local Units shall each be liable to contribute their proportionate share of the approved budget in the same manner and extent as set forth in Section 5(b). (d) If a majority of the Participating Local Units approve the proposed budget at the joint meeting with the SMBA Board, but not all of the Participating Local Units approve the budget, then those Participating Local Units that do not approve the proposed budget shall be deemed to have withdrawn from SMBA effective the beginning of the next fiscal year and shall not thereafter be entitled to any further administration or enforcement of the State Construction Code by SMBA. The majority of Participating Local Units approving the budget shall each be liable to contribute their proportional share of the approved budget, less any reductions caused by the withdrawal of any Participating Local Units not approving the budget, in the same manner and extent as set forth in Section 5(b). (e) If a majority of the Participating Local Units cannot agree upon a budget, this Agreement shall terminate as of the beginning of the next fiscal year and SMBA shall be dissolved. After dissolution of SMBA, each Participating Local Unit shall thereafter be responsible for its own enforcement and administration of the State Construction Code. (f) In either case, withdrawal under Section 5(d) or dissolution under Section 5(e), any undisbursed funds and assets held by SMBA shall be distributed as set forth in Section 10 of this Agreement. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 34 of 60 Page 9 of 15 (g) After a budget has been approved, the Participating Local Units that approved the budget shall pay to the Treasurer of SMBA Authority, at the beginning of each quarter, their allocated portions of the approved budget. (h) All Participating Local Units that have not withdrawn from SMBA shall direct all applications for building, electrical, plumbing, and mechanical permits to SMBA for review and approval. (i) All Participating Local Units that have not withdrawn from SMBA shall cooperate with SMBA and other Participating Local Units in providing the services and coordination of said services with the Planning, Assessing, and Ordinance Enforcement departments of the respective Participating Local Units. (j) All Participating Local Units that have not withdrawn from SMBA shall promote compliance with the Michigan State Construction Code. 6. General Provisions (a) Any municipality not herein specifically named shall be permitted to become a Participating Local Unit in SMBA by adopting a resolution to agree to become a party of this Agreement and accept the conditions and obligations of this Agreement and any bylaws adopted by SMBA. In order to become a Participating Local Unit, the municipality must obtain approval of a majority of the Participating Local Units and from the SMBA Board. As a condition of approval and participation in SMBA, any new Participating Local Unit agrees to be bound by all the terms of this Agreement and bylaws adopted by SMBA. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 35 of 60 Page 10 of 15 (b) This agreement may be amended at any time by agreement of the governing boards of all of the Participating Local Units, which amendment shall thereafter be binding upon all Participating Local Units. (c) The term of the Agreement shall be five (5) years and may be extended for successive additional five (5)-year terms by joint resolution of the governing bodies of all of the Participating Local Units or until terminated by dissolution of SMBA or written termination executed by the governing boards of all of the Participating Local Units. (d) SMBA shall maintain adequate insurance coverage on all equipment and property of SMBA and against any loss or damages resulting from the negligence of its agents or employees. (e) Any dispute arising out of or relating to this Agreement or its breach that cannot be resolved in the normal course of business will be submitted to mediation under the then-current mediation rules and procedures of Mediation.org, a division of the American Arbitration Association. The parties will be required to engage in a good-faith effort to settle the dispute by mediation as a condition precedent to the institution of arbitration, litigation, or other binding adjudication. The mediation will be confidential. Unless agreed among all of the parties or required to do so by law, the parties and the mediator will not disclose to any person who is not associated with participants in the process any information regarding the process, contents, settlement terms, or outcome of the proceeding. (f) SMBA shall be audited annually by an independent auditor who shall prepare a written report of the audit and submit the same to SMBA and all Participating Local Units. The audit shall by performed by a certified public accountant selected by SMBA. 7. Board of Appeals 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 36 of 60 Page 11 of 15 A Construction Board of Appeals is hereby established consisting of not less than five (5) nor more than seven (7) persons members appointed by the SMBA Board. Members of the Board of Appeals shall be qualified by experience or training to perform the duties of members of the Board of Appeals. The terms of the members of the Board of Appeals shall be two (2) years and until a qualified successor is appointed. Qualified members shall be: A person who is experienced as a major general contractor; or A person who is experienced in residential construction; or A person who is a registered professional engineer or architect; or A person who is experienced in electrical contracting work; or A person who is experienced in mechanical contracting work; or A person who is experienced in plumbing contracting work; or A person deemed by the Authority to otherwise be qualified by training or experience to perform the duties of a member of the Construction Board of Appeals. 8. Authority and Duties of Construction Board of Appeals (a) The Construction Board of Appeals shall have such authority, power, rights and duties as are set form in the uniform ordinances adopted by the Participating Local Units as well as such power and authority as is set forth in the Construction Code Act not inconsistent with the foregoing rights, powers, duties and authority established by local ordinance and the Michigan Construction Code. (b) The Construction Board of Appeals shall have the following duties: (1) To provide for reasonable interpretation of the provisions of the State Construction Code (2) To hear and decide appeals from and review any order, requirement, decision or determination made by the Authority pursuant to the Construction Code Act, the State Construction Code, and/or local ordinance(s). 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 37 of 60 Page 12 of 15 (3) To do acts, make decisions, and make such determinations as are authorized or directed by the Construction Code Act, the State Construction Code, and/or local ordinance(s). (4) To grant a specific variance to a substantive requirement of the State Construction Code if the literal application of the substantive requirement would result in exceptional, practical difficulty to the applicant, and if both of the following requirements are satisfied: (i) The performance of the particular item or part of the building or structure with respect to which the variance is granted shall be adequate for its intended use and shall not substantially deviate from performance required by the State Construction Code provisions for that particular item or port for the health, safety, and welfare of the people of the State. (ii) The specific condition justifying the variance shall be neither so general or recurrent in nature as to make an amendment of the applicable State Construction Code provision with respect to the condition reasonably practical or desirable. (c) The Construction Board of Appeals shall meet at such times as said Board may determine. It may adopt bylaws and rules of procedure covering any matters upon which it may act. (d) The presence of a simple majority of duly appointed members shall be necessary to constitute a quorum. A quorum shall be at all times present in order for the Construction Board of Appeals to validly transact its business and to decide upon any question. (e) The SMBA Board Secretary shall attend meetings of the Construction Board of Appeals as its Chairperson to organize, facilitate, and record minutes for such meetings as are duly noticed by the Construction Board of Appeals. The Chairperson shall not have the right to vote 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 38 of 60 Page 13 of 15 upon decisions before the Construction Board of Appeals. Accordingly, the Chairperson shall not be counted as a member when determining whether a quorum exists. 9. Effect of an Appeal to the Construction Board of Appeals and of a Decision of said Board The effect of an appeal to the Construction Board of Appeals and a decision of said Board shall be as set forth in the Construction Code Act and the State Construction Code where the same is effective within the Participating Local Units. 10. Termination/Withdrawal The term of this agreement is five (5) years as provided for in Section 6, provided that it may be extended for successive terms of five (5) years by joint resolution of the governing bodies of all of the Participating Local Units made at any time during the last six (6) months of the term or any extension thereof. Any Participating Local Unit may withdraw from this Agreement pursuant to Section 5(d) and thereby terminate its rights and duties hereunder except for the withdrawing Participating Local Unit’s financial obligation, which shall continue until the effective date of withdrawal or at any time during the term of this Agreement, provided the Participating Local Unit gives written notice of withdrawal to the SMBA Board not less than six (6) months in advance of the effective date of withdrawal and the Participating Local Unit remains liable for its financial obligation, which shall continue until the effective date of withdrawal. If a Participating Local Unit withdraws pursuant to Section 5(d) or provided notice of withdrawal pursuant to this Section, or if this Agreement terminates pursuant to Section 5(e) and SMBA dissolves, the Participating Local Unit(s) shall be entitled to their respective share of any 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 39 of 60 Page 14 of 15 undistributed funds and assets held by SMBA after all expenses of SMBA have been brought to date in an amount equal to the ratio of the dollar value of building permits issued by the Participating Local Unit to the total dollar value of the building permits issued by all Participating Local Units in the preceding year. Once SMBA is dissolved or a Participating Local Unit Withdraws, each affected municipality shall be responsible for its own enforcement and administration of the Construction Code. IN WITNESS WHEREOF, the undersigned Participating Local Units have executed this Agreement as of the date and day hereinbefore set forth and in pursuance of a duly-adopted resolution of the governing body of said Participating Local Unit adopted at a duly-called meeting of said governing body on the date set forth opposite said Participating Local Unit. [Signature page follows.] 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 40 of 60 Page 15 of 15 OSHTEMO CHARTER TOWNSHIP Kalamazoo County, Michigan a municipal corporation By:______________________________ Elizabeth Heiny-Cogswell Its Supervisor By:______________________________ Dusty Farmer Its Clerk Pursuant to Resolution adopted Month DD, 2021 COOPER CHARTER TOWNSHIP Kalamazoo County, Michigan a municipal corporation By:______________________________ Jeffrey R. Sorensen Its Supervisor By:______________________________ DeAnna Janssen Its Clerk Pursuant to Resolution adopted Month DD, 2021 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 41 of 60 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: 2021-08-20 Re: Permit Transfer Policy (New) Background Staff recently encountered an issue with a property owner in Oshtemo Township wherein the owner had hired contractors to perform work at their property and summarily fired the contractor partway through the work. The contractor requested that their permits be canceled. Because there were now no valid permits for the work, new permits were required to be obtained. The owner has chosen to obtain the permits themselves as permitted by the Code (2015 MRC / 1972 PA 230). The owner initially requested that the permits be transferred from the contractor to themselves. SMBA has always operated under the informal policy that permits are non-transferrable, and so the request was denied. The owner then requested that the fees for the permits obtained (and summarily canceled) by the contractor be applied to their new permits to complete the work. This request was also denied under the principle that permits are non-transferrable. The gist of the owner’s complaint is that they are being double-charged for the permits because they paid for the permits issued to the contractors. It is the opinion of staff that even though the owner may have indirectly paid for the permits via their contract, these monies must remain associated with the original applicant. We have no mechanism to track that kind of monetary transfer, and the BS&A software does not offer such a feature. We have reduced the permit costs to the greatest extent possible, only billing for the outstanding inspections required to be performed and the application fees for the trade permits. In response to this situation, it was discovered that SMBA has no formal policy declaring permits and their associated fees non-transferrable. While neither the 2015 Michigan Residential Code or 1972 PA 230 specifically state that permits are non-transferrable, they also do not specify that the Authority Having Jurisdiction cannot enact a policy to that effect. Request A request is made to approve and adopt as policy the draft policy presented in conjunction with this memorandum to codify the existing informal policy which SMBA has operated under since its formation. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 42 of 60 ADM-08: Permit Transfer Policy ADM-08:1 Originally adopted by the Southwest Michigan Building Authority Board of Directors on YYYY-MM-DD. Purpose (1) Establish a policy for the transfer of permits and associated fees between parties. Statement of Policy (2) It is the policy of the Southwest Michigan Building Authority (SMBA) that a permit, once issued to a qualified applicant, shall not be transferred to another qualified applicant. (3) Fees paid to SMBA to obtain a permit shall not be transferred between a permit or multiple permits. Procedure (4) If a permit has not yet been issued to a qualified applicant, the applicant may request that the application be canceled to allow for a different qualified applicant to submit a new application in their place. (a) If construction documents have already been submitted for review, these documents may be transferred to the new application with the consent of the original applicant. (b) The original applicant may be liable for plan review fees incurred to date unless the new permit applicant has agreed to take on these fees under their application. (5) If a permit has been issued to a qualified applicant but work has not commenced on the project (to be verified by the Building Official by means of periodic inspection), the applicant may request that the permit be canceled. If requested by the applicant, fees paid to SMBA to obtain the permit may be refunded in accordance with the Refund of Permit Fee Policy. (6) If a permit has been issued to a qualified applicant but work has commenced on the project, the applicant may request the cancelation of the permit. In accordance with the Refund of Permit Fees policy, any fees paid to SMBA to obtain the permit are not eligible for refund. In accordance with this Policy, the fees may not be transferred to pay for a new application. (a) After a request has been made by the applicant to cancel the permit, new permit(s) must be obtained by a qualified applicant to resume or complete work on the project. (b) If new permit(s) are obtained by a qualified applicant, the Building Official may at their discretion allow the new applicant to only include the remaining inspections on their application to complete work started under a different permit / applicant plus applicable application fee(s). (i) This Policy should not be construed to allow for a $0 permit fee, nor should it be construed to mandate a reduction in permit application fees. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 43 of 60 ADM-08: Permit Transfer Policy ADM-08:2 A motion was made by Firstname Lastname and supported by Firstname Lastname to adopt the foregoing policy. Opposed: None The Chair declared that the motion was carried 5-0. _________________________________ ____________________ DUSTY FARMER, Board Chairperson Date I hereby certify that the foregoing constitutes a true and complete excerpt of the minutes of a meeting of the Southwest Michigan Building Authority Board, held on YYYY-MM-DD, at which meeting all members were present and voted upon the same as indicated in said minutes; that said meeting was held in accordance with the Open Meetings Act of the State of Michigan. _________________________________ ____________________ KYLE GIBSON, Board Secretary Date Policy Revision History Revision Date Description of Change YYYY-MM-DD Presented for board approval. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 44 of 60 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: 2021-08-20 Re: Telnet Contract Renewal Background The Authority’s current contract with Telnet Worldwide for telephony services is currently set to expire on September 22, 2021. SMBA was approached by Telnet to inform us that the existing dedicated phone lines (referred to as a T1 circuit) are being phased out by the Federal Communications Commission (FCC), and as a result continued use of this T1 circuit will result in increased costs. Provided for the board’s consideration is a quote reflecting the decommissioning of the Authority’s T1 circuit to be replaced with a Voice Over IP (VOIP) solution which leverages the existing fiber internet service. Also included in this quote are new desk phones, and a minor change to the standard operation of the phone system (contact center queue). As proposed, the quote will result in a net decrease in monthly costs of approximately $195. Request A request is made to approve the quote as presented and authorize the Office Manager to renew the Telnet contract with a 60-month contract term as provided in the quote. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 45 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: Aug 25, 2021 TelNet Service Agreement TelNet Worldwide Quote Prepared for SOUTHWEST MICHIGAN BLDG AUTH – 7275 W MAIN ST Term: 60 Months Prepared on: August 25, 2021 Expires on: November 18, 2021 Payment terms: Net 20 Quote Prepared for: Quote Prepared by: Kyle Gibson Sara Clancy 7275 W MAIN ST TelNet Worldwide KALAMAZOO, MI 49009 Customer Account Manager P: 2695854154 P: (248) 485-7083 kjgibson@swmiba.org sclancy@telnetww.com Cloud PBX Bundle PRODUCT UNIT PRICE QTY Monthly Total Non Recurring Total Enhanced Huntgroup $0.00 1 $0.00 $0.00 Digital Fax $0.00 1 $0.00 $0.00 Fax Number $0.00 1 $0.00 $0.00 Fax Pages $0.00 1 $0.00 $0.00 User Account $0.00 1 $0.00 $0.00 Unlimited Nationwide Calling-PBX $0.00 1 $0.00 $0.00 Meet-Me Conference Bridge $0.00 1 $0.00 $0.00 Voice Portal $0.00 1 $0.00 $0.00 Auto Attendant $0.00 1 $0.00 $0.00 24/7 US Support $0.00 1 $0.00 $0.00 Virtual Number $0.00 1 $0.00 $0.00 HD Voice $0.00 1 $0.00 $0.00 Yealink T54W Desk Phone (Subscription) $0.00 5 $0.00 $0.00 Meetings $27.99 5 $139.95 $0.00 DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 46 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ MONTHLY TOTAL: $149.95 NON RECURRING TOTAL: $0.00 Calling, Messaging and Meetings App $0.00 5 $0.00 $0.00 Self-paced training via online video $0.00 0 $0.00 $0.00 Customer Self Installation – Phone Setup & Placement $0.00 0 $0.00 $0.00 Contact Center Queue $10.00 1 $10.00 $0.00 Subtotal: 28 $149.95 $0.00 DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 47 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ Rates will only apply to the services that have been purchased Cloud PBX Call Plan Local Intralata Interstate Intrastate Toll Free Intl Unlimited Nationwide Calling 0.00 0.00 0.00 0.00 0.039 Market Rate International Calling 0.00 0.00 0.00 0.00 0.00 Market Rate Meet-Me Conferencing (per call, per leg) 0.039 0.039 0.039 0.039 N/A N/A MS Teams Call Plan Local Intralata Interstate Intrastate Toll Free Intl Unlimited Nationwide Calling 0.00 0.00 0.00 0.00 0.022 Market Rate International Calling 0.00 0.00 0.00 0.00 0.00 Market Rate Domestic LD Rate Plan 0.00 0.00 0.019 0.019 0.022 Market Rate DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 48 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ Unless specified, prices do not include shipping charges, regulatory fees, applicable taxes, administrative/service fees, professional services, or other time and material charges. For additional terms and conditions go to www.telnetww.com. Business POTS (Plain Old Telephone Service) is a no-term, month to month service; rates subject to change with prior notification. High volume broadcast faxing is prohibited on the Digital Fax service offering, if excessive use is detected, TelNet reserves the right, at its sole discretion, to change or modify the pricing structure. A $1 E911 Enabled Fee may be charged per Telephone Number provisioned with E911 services. With Mobile Client, features vary by device, settings and quality of signal. When Wi-Fi is not available or cellular usage is selected, phone plan roaming, data and voice usage charges apply. Mobile client calls may drop or lose quality when Wi-Fi or cellular signals are lost or weak. Firewall settings may also impact use. TelNet Worldwide (“TelNet”) is not responsible for loss of call quality and/or dropped calls with Mobile Client or any provided wireless or Wi-Fi service. TelNet Worldwide (“TelNet”) will provide two free hours of technical support up to $240 only after the customer/vendor has reviewed and applied the recommended configurations outlined in the SIP Trunking LAN Requirements. Once the customer/vendor has engaged TelNet Worldwide (“TelNet”) for technical support, each additional hour of support beyond the free two hours provided by TelNet Worldwide (“TelNet”) will be billed $120.00 per hour. TelNet Worldwide (“TelNet”) will inform the customer/vendor the two hours of free technical support has elapsed and once informed, the customer will have the option to continue or discontinue technical support. Customer/Vendor accepts full responsibility for the billing of additional hours of support. TelNet Worldwide (“TelNet”) will work with the vendor/customer to assist with the proper installation of their equipment by collecting and analyzing traces and log files for proper interoperability. In addition, test calls will be performed to ensure call routing is working properly. However, this support will not include device management, configuration changes, firmware upgrades, factory reset, and or replacement parts to any customer-owned device. Please note: International calling service is available only when authorized by completing the TelNet International Calling Authorization Form. Customer initial \i1\ DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 49 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ When the term ‘‘this Agreement’‘ is used, the term refers to this TelNet Service Agreement and, as found on www.TelNetww.com, TelNet’s Terms and Conditions (‘‘T&Cs’‘) and all items incorporated in the T&Cs, including those in tariffs, rate guides, TelNet’s Acceptable Use Policy, and TelNet’s E911 Disclosure Notice and Acknowledgement (‘‘911 Acknowledgement’‘) as applicable. The term ‘‘this Agreement’‘ also includes, any attachments, exhibits or appendices to this TelNet Service Agreement, and, if applicable, any Purchase Order Terms and Conditions; Equipment Rental Terms & Conditions and any attachments, exhibits or appendices to these documents. By executing this Agreement, the ‘‘Customer’‘ (defined as the party signing below and made a party to this TelNet Service Agreement) is ordering the services set forth in this Agreement. Customer agrees to pay for all services ordered or otherwise used including: taxes, surcharges and fees charged by TelNet, including, but not limited to, applicable federal, state, local use, excise, sales, or privilege taxes, duties or similar liabilities, as further set forth in this Agreement. Customer authorizes TelNet to obtain any credit information and/or any customer proprietary network information necessary to provision services and to establish Customer’s account, and hereby authorizes the release of such information by any and all third parties to TelNet. Customer understands that number assignments are not guaranteed and cannot be relied on before service is activated. Customer has provided TelNet with a valid Letter of Agency for all applicable services ordered. Customer is responsible for the identification and payment of any termination fees to any third party that may apply when switching to TelNetservices. Customer has provided TelNet with a valid Letter of Agency for all applicable services ordered. Customer is responsible for the identification and payment of any termination fees to any third party that may apply when switching to TelNetservices. Term of Agreement The effective date of this Agreement is the date signed by the last Party to sign this TelNet Service Agreement. However, the date of installation of all services shall determine the end date of the Initial Term of the Agreement. By way of example, if the obligations under this Agreement becomes effective on January 1, and installation is completed February 1, the Initial Term of a one year agreement, would end on January 31 of the following year. After the expiration of the Initial Term, this Agreement shall automatically renew for successive one-year Renewal Terms, unless a written Notice of Termination is received by the other party at least 30 days prior to the expiration of the Initial Term or a Renewal Term. Auto renewal terms do not apply to locations that have special access, coax, T1-based services or third-party fiber connectivity arrangements. Firm Order Confirmation A Firm Order Confirmation time-frame varies with each service. Requests other than standard intervals may be subject to an expedite fee. Please be advised that the installation of Fiber typically takes sixty (60) to one hundred twenty (120) days or longer. Order Cancellation Cancellation by the Customer after the signature date and before the service available date will result in an Order Cancellation Fee to be paid by the Customer as described in applicable TelNet T&Cs which can be found at www.TelNetww.com. TelNet pricing under this Agreement may be budgetary and is subject to change. In those cases, and at TelNet or our access partners request, a site survey may be performed to verify rates and availability of service after an Order is submitted to our service partners. If TelNet determines that the rates must be adjusted due to additional requirements or expenses, including build-out costs, or that a service is not available, Customer will have the option to accept the adjusted rate or cancel the service without incurring an early termination penalty. If Customer fails to notify TelNet within 14 days of its request to cancel the service, TelNet shall proceed with the adjusted rate and Customer shall be liable for payment under the adjusted rate. In the case of cancellation, Customer will also be liable for any one-time fees assessed by our access partners if the cancellation request is received by TelNet after 30 calendar days of order submission. Termination TelNet may terminate this Agreement and the services for Customer’s non-payment in accordance with TelNet’s general T&Cs, tariffs and rate guides. Upon termination of this Agreement by TelNet for non-payment the customer shall be liable for the payment of all services provided through the date of termination, plus any applicable Termination Fees. TelNet may terminate this Agreement without liability if TelNet determines that it is no longer able to offer a product or service, or the product or service is no longer offered, or in a TelNet tariff or rate guide, in which case the customer will not be liable for any Termination Fees. If Customer terminates this Agreement prior to the expiration of its initial term or renewal term, or if TelNet terminates this Agreement due to non-payment, Customer will owe TelNet the following Termination Fees per applicable service: the monthly recurring charge (MRC) times the remaining number of months of the contract period for the contracted services. Customer initial \i1\ DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 50 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ General Provisions This Agreement supersedes any previous Agreements for the same services between TelNet and Customer. Except as otherwise provided herein, any changes to this agreement must be agreed to in writing by the parties. Any changes to this Agreement by Customer without said written approval are null and void at TelNet’s discretion. If the Customer wishes to assign this Agreement to a third party, it must first receive TelNet’s written consent. Business Type: \BT_1_yes\ Corporation \BT_1_yes\ Partnership \BT_1_yes\ Proprietorship Federal Tax ID: \TaxID_1_yes\ Tax Exempt Status (Select all that apply): \TE1_1_yes\None \TE2_1_yes\Federal Excise Exempt Form Signed Date: \ExciseDate_1_yes\ \TE3_1_yes\Federal FUSF Exempt Form Signed Date: \FUSFDate_1_yes\ \TE4_1_yes\State Exempt Form Signed Date: \StateDate_1_yes\ \TE5_1_yes\County Exempt Form Signed Date: \CountyDate_1_yes\ \TE6_1_yes\Local Exempt Form Signed Date: \LocalDate_1_yes\ (Exemption forms must be provided if you are tax exempt) By placing Customer’s signature in the space provided, Customer agrees to the terms of this Agreement. If ordering Voice over IP (‘‘VoIP’‘) services, Customer furthermore acknowledges that Customer has received and understands the E911 Disclosure Notice and Acknowledgment. \s1\ \d1\ Authorized Signature Date \n1\ \t1\ Printed Name Title DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D Kyle Gibson Office Manager 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 51 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ Company: SOUTHWEST MICHIGAN BLDG AUTH – 7275 W MAIN ST \lcn_1_yes\ \lcntel_1_yes\ Legal Company Name Telephone \lcnadd_1_yes\ Address Headquarter/Parent Company Name (if different from above) \hqname_1_no\ \hqtel_1_no\ Company Name Telephone \hqadd_1_no\ Address Billing Contact \billname1_1_yes\ \billname2_1_yes\ \billtel_1_yes\ Billing Contact Name (First and Last) Telephone \billemail_1_yes\ \billcell_1_yes\ Email Cell Phone Onsite Contact \svc1stname_1_yes\ \svcname2_1_yes\ \svctel_1_yes\ Onsite Contact Name (First and Last) Telephone \svcemail_1_yes\ \svccel_1_yes\ Email Cell Phone Technical Contact (Data/voice vendor, if applicable) \techname1_1_yes\ \techname2_1_yes\ \techtel_1_yes\ Technical Contact Name (First and Last) Telephone \techemail_1_yes\ \techecell_1_yes\ Email Cell Phone Please complete and return with your order, or fax to 248.485.1090. DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 52 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ TelNet E911 Disclosure Notice and Acknowledgment This E911 Disclosure Notice and Acknowledgment (‘‘E911 Acknowledgment’‘) is agreed, acknowledged and accepted by TelNet Worldwide Inc. (‘‘TelNet’‘) and its end user customer (‘‘Customer’‘ or ‘‘you’‘) in connection with Customer’s purchase and use of TelNet Service. All TelNet Service is governed by the Terms and Conditions found at https://www.telnetww.com/legal (‘‘Terms and Conditions’‘). Any capitalized terms not otherwise defined in this E911 Acknowledgment shall have the meanings ascribed to such terms in the Terms and Conditions. In the event of any conflict between this E911 Acknowledgment and the Terms and Conditions, this E911 Acknowledgment shall control. Section 1 – Emergency Services – VoIP 911 Calling: Comparison with Traditional Landline 911 Services TelNet provides E911 Service as a component of TelNet’s Voice over Internet Protocol (‘‘VoIP’‘) service (‘‘Service’‘). TelNet’s E911 Service enables Customers to communicate with emergency services by dialing 911. When Customer dials 911, the 911 call is routed from TelNet’s network to the Public Safety Answering Point (‘‘PSAP’‘) or local emergency service personnel designated for the physical address Customer provided to TelNet at the time of activation of Service (as may be updated by Customer). However, VoIP E911 Service is different in important ways from traditional landline E911. The Federal Communications Commission (‘‘FCC’‘) requires all VoIP service providers, such as TelNet, to inform their customers of these differences. It is important that you understand how these differences affect your ability to access E911 services. Please carefully read this Notice. By signing this Notice, you are acknowledging that you understand the following differences associated with VoIP 911 Service: A. VoIP E911 service will not function during a power outage or disruption. If there is an interruption in your power or a power surge, when power is restored, your VoIP equipment may need to be reset to reinitiate your VoIP service, including your VoIP 911 and E911 services. B. VoIP E911 service will not function if your broadband connection is terminated, interrupted or degraded. C. If you disable or damage your VoIP device or equipment, VoIP E911 service calls may not complete. D. Unless correctly registered, if your phone number is a phone number typically associated with a geographic area different than the area in which you are using your VoIP device, your 911 call may be routed to an incorrect PSAP and emergency personnel may not be dispatched to the correct location. E. If your 911 call cannot be completed, is dropped or disconnected and/or if your VoIP E911 Service is not operational for any reason, and/or if the caller is unable to speak, the PSAP and emergency personnel may not be able to identify your phone number in order to call you back. F. If billing issues arise due to delinquent or unpaid invoices or other reasons that result in the suspension or termination of your TelNet VoIP services, the ability to make 911 calls will cease. G. Due to technical constraints, there is a greater possibility of network congestion and/or reduced speed in the routing of a 911 call made utilizing VoIP equipment as compared to traditional 911 dialing over traditional public switched telephone networks. H. VoIP E911 Service will not work if you move your VoIP device to a location outside the United States. I. If you move your VoIP device to a new location, as explained below, you must register your new location. However, please be advised that it may take a few days for the change in address to be processed. If you move your VoIP device before your new registered location can be processed, your 911 call may be routed to the incorrect local emergency service provider and emergency personnel being dispatched to the incorrect location. Please register your new location several days in advance of any move and include the date on which the move will occur. DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 53 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ Section 2 – Registration of New Locations and other Customer Obligations A. Registered Location Required All Customers are required to register the intended physical location(s) of each of their VoIP devices when placing a Sales Order with TelNet. If you move any registered VoIP device, you must immediately update the Registered Address with the new physical location of the device(s). Calling 911 from an improperly registered number may subject you to a $100 per call pass-through fee from the 911 administrator. B. How to update Registered Location(s) Please use the E911 tab on the TelNet Portal (https://portal.telnetww.com) to input the new location of each moved VoIP device. If you are unable to update your E911 location designations via the TelNet Portal, please Download the 911 Update form (http:// telnetww.com/infosource/911updateform.xls), which is in Excel format and follow the directions on the form. You should only use the Excel 911 Update Form if you are unable to make the change via the TelNet Portal. If you are not able to update your registration by using either TelNet’s Portal or the 911 Update Form, you may call 1-800-508-1254 and provide the update information. C. Importance of Updating Location of VoIP devices If you do not update the Registered Address, any 911 calls made from the device may be sent to the wrong emergency response center and will not transmit your current location information to emergency responders, delaying emergency assistance to you. Customers are solely responsible for ensuring that an accurate and up-to-date Registered Address is maintained for each VoIP device. Please note: It may take a few days for the address update to take effect. D. Customer’s Obligation to Inform Users of Customer’s VoIP devices In addition, it is Customer’s obligation to inform others at its premises who use Customer’s VoIP service of the above VoIP 911 limitations. By signing this Notice, Customer acknowledges and agrees to perform this obligation. E. Placement of stickers on Customer’s VoIP devices TelNet will provide to Customer a set of stickers explaining when VoIP 911 Service may not be available. Customer hereby agrees to place the stickers on or near Customer’s VoIP devices. F. Obligation to Make any Needed Equipment Changes You are also responsible for any equipment changes required to ensure compliance. (Example: You may need to have your equipment vendor update your phone system’s outpulsed phone numbers to ensure proper identification of 911 calls.) Section 3 – Limitation of Liability and Indemnification Customer acknowledges and agrees that it is solely responsible for ensuring that an accurate and up-to-date registered address is maintained for each of customer’s voip devices. Customer acknowledges that it understands that telnet disclaims any and all liability for any service outage or inability to complete emergency 911 calls from any customer line or customer premises or to access emergency service personnel. Customer shall protect, defend, indemnify, and hold harmless telnet, its officers, directors, employees, affiliates, contractors, and agents and any other service provider that furnishes services to customer in connection with the service, from any and all claims, lawsuits, losses, damages, liability, fines, penalties, costs, and expenses including, without limitation, attorney’s fees and costs, arising from, or related to, any absence, failure, or outage of the service, including, without limitation, emergency 911 calling and/ or inability of customer or any customer employee, third person or party, or user of telnet’s service to be able to call 911 or to access emergency service personnel. In no event shall telnet be liable to customer or any third party for incidental, indirect, consequential, exemplary, punitive, or special damages related to customer’s (or any customer employee, agent, or contractor, or third person or third party or user of telnet’s service) use of or inability to use e911 services. Section 4 – Acknowledgment of Understanding of Contents of this Notice The FCC’s rules require us to keep a record on file showing that you have received and understood this 911 and E911 Notice. By signing, you certify that you have received and understood this 911 and E911 Notice. \s1\ SOUTHWEST MICHIGAN BLDG AUTH – 7275 W MAIN ST DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 54 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ Customer Signature Account DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 55 of 60 TelNet Worldwide 31700 Research Park Drive Madison Heights, MI 48071 Quote for: Q-90091 Prepared on: ‘Aug 25, 2021’ DocuSign Envelope ID: 6A0B41F0-887F-4C37-AF69-E3DF21AD879D 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 56 of 60 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: 2021-08-20 Re: Employee Performance Appraisals Purpose To inform the board of the employee performance appraisal process and determine the external stakeholders as required by the Employee Appraisal Policy. Current Policy A copy of the adopted Employee Appraisal Policy is included for the board’s reference. Overview Employee performance is a metric used to calculate their annual salary adjustment as outlined in the Salary Adjustment Policy. Because we need to have a budget presented to the board for the September board meeting to have the board-approved requested budget before the township boards in October, it is necessary to conduct the employee appraisals at the beginning of September to allow time for responses to be submitted and factored into the requested budget. For employees who report directly to the board of directors, the board must generate a list of three external stakeholders to review each employee’s performance. Request A request is made for the board to generate a list of three external stakeholders to complete an appraisal of the following employees: (1) Garrett Reitenour, Building Official; (2) Kyle Gibson, Office Manager. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 57 of 60 Southwest Michigan Building Authority (SMBA) Employee Appraisal Policy Adopted by the SMBA Board of Directors on December 10, 2020. Purpose: To establish uniform standards for the annual review of employee performance and provide metrics for use in salary adjustment recommendations. Scope: The guidelines in this policy apply to non-exempt and exempt employees as defined by the Fair Labor Standards Act. Objectives: 1. Allow for the recognition and reward of exemplary employee performance. 2. Allow for the identification and correction of less than satisfactory employee performance. 3. Establish uniform standards for the review of employee performance. Statement of Policy: On an annual basis, the office manager will coordinate the review of employee performance, to be completed by the month of November to allow time for the information to be included in salary adjustment proposal preparations. The guidelines for employee appraisals shall follow those published by the Society for Human Resource Management (SHRM), a nationally recognized leader in HRM policy development. Employees will be rated in a variety of areas on a scale of one to five by: (1) The employee, (2) The employee’s supervisor, and (3) Three external stakeholders. The employee will be rated using the following scale: Rating Scale: 5 Excellent (consistently exceeds standards) 4 Outstanding (frequently exceeds standards) 3 Satisfactory (generally meets standards) 2 Needs Improvement (frequently fails to meet standards) 1 Unacceptable (fails to meet standards) Employees shall be rated in the following areas: – Job Knowledge: Knowledge of products, policies, and procedures; OR knowledge of techniques, skills, equipment, procedures, and materials. – Quality of Work: Freedom from errors and mistakes. Accuracy, quality of work in general. – Quantity of Work: Productivity of the employee. – Reliability: The extent to which the employee can be depended upon to be available for work, to complete work properly, and complete work on time. The degree to which the employee is reliable, trustworthy, and persistent. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 58 of 60 – Initiative and Creativity: The ability to plan work and to proceed with a task without being told every detail and the ability to make constructive suggestions. – Judgment: The extent to which the employee makes decisions that are sound. The ability to base decisions on fact rather than emotion. – Cooperation: Willingness to work harmoniously with others in getting a job done. Readiness to respond positively to instructions and procedures. – Attendance: Consistency in coming to work daily and conforming to scheduled work hours. Employees with supervisory responsibilities will also be rated in the following areas: – Planning and Organizing: The ability to analyze work, set goals, develop plans of action, utilize time. Consider amount of supervision required and extent to which you can trust employee to carry out assignments conscientiously. – Directing and Controlling: The ability to create a motivating climate, achieve teamwork, train, and develop, measure work in progress, take corrective action. – Decision-Making: The ability to make decisions and the quality and timeliness of those decisions. For employees who report to the SMBA board of directors, the board chair shall act as the supervisor for the purposes of the review. Process 1. Office manager prepares and issues review forms to employees. 2. Employee completes self-rating section and returns the form to their supervisor. 3. Supervisor completes the supervisor rating section and returns the form to the office manager. a. Supervisor provides list of relevant external stakeholders to the office manager. 4. Office manager issues review forms to external stakeholders. Once review forms have been returned, they will be compiled into a single report, and an overall performance rating will be calculated by the office manager. 5. Completed performance appraisals will be returned to supervisors. 6. Supervisors discuss results with employees. 7. Employee and supervisor sign form and return to office manager. 8. Office manager prepares and presents a summary report to the board. 9. Board confirms results. 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 59 of 60 A motion was made by Jeff Sorensen, supported by Carol DeHaan, to adopt the foregoing policy Upon a roll call vote, The following voted o’Aye”: Dusty Farmer, Carol DeHaan, JeffSorensen, Larry Stehouwer The following were absent: Oshtemo Appointee The Chair declared that the policy had been adopted. FARMER, Chair Southwest Michigan Building Authority * * * * * * * * * rF * * {< * {. rt( * * * * * rtf * * * rt( * rt( * {.,t * * * * * * * * CERTIFICATE I hereby certifu that the foregoing constitutes a true and complete copy of minutes of a meeting of the Southwest Michigan Building Authority, held on 2020-12-10, at which meeting 4 members were present and voted upon the same as indicated in said Minutes; that said meeting was held in accordance with the Open Meetings Act of the State of Michigan 2021-08-26 Rev. 2021-08-25 SMBA Board Packet | Page 60 of 60