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 October 28th, 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 4. Approval of Agenda Items 5. Consent Agenda a. Meeting Minutes – September 23, 2021 Regular Meeting b. October 2021 Financial Reports c. October 2021 Budget Amendments & Adjustments 6. Unfinished Business from Prior Meeting(s) a. Update on Amended and Restated Interlocal Agreement from Cooper Township b. Amendment to Medical Insurance Taxable Opt-Out (Cash In Lieu of Insurance) Policy c. Consideration of Memo Re: Member at Large Board Term 7. Resolution 2021-01 to Adopt the FY 2022 Budget 8. Consideration of Memo Re: 2022 Holiday Calendar & Holiday Office Closure Proposal 9. Consideration of Draft Notice of Public Board Meetings in 2022 10. Consideration of the Addition of a November 18, 2021 Regular Meeting 11. Board Chair’s Report 12. Other Business 13. Public Comment 14. Adjournment 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 1 of 28 Minutes of the Regular Board Meeting Southwest Michigan Building Authority (SMBA) Board of Directors September 23, 2021 | 8:30am | Via Zoom Page 1 of 2 Action Items # Item Description: Assigned To: Due By: 6b Prepare a draft amendment to the Opt-Out Policy Kyle Gibson 2021-10-28 10 Update board on at-large member term per the recently adopted bylaws. Kyle Gibson 2021-10-28 Minutes 1. Call to Order: Chair Dusty Farmer called the meeting to order at approximately 8:34am. 2. 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, Board Chair (Oshtemo Representative) Oshtemo Township, Kalamazoo County, MI Jeff Sorensen (Cooper Representative) Cooper Township, Kalamazoo County, MI Cheri Bell (Oshtemo Representative) Oshtemo Township, Kalamazoo County, MI Larry Stehouwer (Cooper Representative) Cooper 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 Representative) 3. Public Comments on Non-Agenda Items: There was no public comment. 4. Approval of Agenda Items A motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the agenda as presented. Opposed: None The Board Chair declared that the motion was carried 4-0, with 1 absent. 5. Consent Agenda a. Meeting Minutes – August 26, 2021 Regular Meeting b. September 2021 Financial Reports A motion was made by Jeff Sorensen and supported by Dusty Farmer to approve the consent agenda as presented. Opposed: None The Board Chair declared that the motion was carried 4-0, with 1 absent. 6. Unfinished Business from Prior Meeting(s) a. Memo Re: Recording Equipment Purchase Request – Request to withdraw. Office Manager Gibson made the request to remove the request. There was no opposition from board members, and no board action was necessary. b. Consideration of proposed requirement for employees to provide proof of alternate health insurance to be eligible for the medical insurance taxable opt-out payment. The board continued discussion, with Jeff Sorensen sharing his opinion that he didn’t feel the need for the requirement but would go with the consensus of the board. Cheri Bell restated her concern that employees would be tempted to opt-out to receive the payment and go uninsured. She further stated her desire to 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 2 of 28 Minutes of the Regular Board Meeting Southwest Michigan Building Authority (SMBA) Board of Directors September 23, 2021 | 8:30am | Via Zoom Page 2 of 2 ensure that employees were protected and covered in the Authority’s interest. Larry Stehouwer shared that he would support collecting a statement from employees that they are covered, while not requiring explicit documentation. Board consensus was that Stehouwer’s suggestion was a good compromise. Chair Farmer directed Office Manager Gibson to prepare a draft amendment to the policy as discussed for presentation and discussion at the next meeting. 7. FY 2022 Requested Budget Office Manager Gibson presented the requested budget to the board. Following board discussion, a motion was made by Jeff Sorensen and supported by Larry Stehouwer to approve the FY 2022 requested budget as presented and forward the document to the Participating Local Units for approval. Upon a Roll Call Vote, the following vote was tallied: Yes: Dusty Farmer, Jeff Sorensen, Cheri Bell, Larry Stehouwer Absent: Carol DeHaan The Board Chair declared that the motion was carried 4-0, with 1 absent. 8. Office Manager’s Report a. Interlocal Agreement Update Office Manager Gibson shared that the amended and restated interlocal agreement approved by the SMBA board at the last meeting had been approved by the Oshtemo Township Board, and was still under review from the Cooper Township attorney. Jeff Sorensen stated that Cooper Township hoped to have the item on the agenda for their upcoming October meeting. 9. Board Chair’s Report Chair Farmer had nothing to report. 10. Other Business [Item 1]: Larry Stehouwer raised a question regarding his term on the board. Chair Farmer directed Office Manager Gibson to research the question and follow up at the next meeting. 11. Public Comment: There was no public comment. 12. Adjournment: Seeing and hearing no other business, and having exhausted the agenda, Board Chair Dusty Farmer sought a motion to adjourn. A motion was made by Jeff Sorensen and supported by Larry Stehouwer to Adjourn. Opposed: None The meeting was adjourned at approximately 9:39am. Next Regular Board Meeting October 28, 2021 | 8:30am | Via Zoom Prepared By: KYLE GIBSON Board Secretary & Office Manager 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 3 of 28 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Financial Reports for: October 2021 As of 2021-10-22 1. Permit Revenue & Inspections Report 2. Accounts Payable Detailed Disbursement Report 3. Payroll Expense Report 4. Budget Snapshot 5. Bank Account Balance Report 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 4 of 28 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Period: 09/20/2021 to 10/22/2021 Building Electrical Mechanical Plumbing Totals Oshtemo 65 32 59 30 186 Revenue $31,359.12 $6,202.00 $9,610.90 $4,307.00 $51,479.02 YTD Oshtemo 618 270 384 225 1497 YTD Revenue $268,586.67 $54,570.25 $66,707.30 $33,850.00 $423,714.22 Cooper 28 11 19 11 69 Revenue $3,789.00 $1,830.00 $1,840.00 $5,673.00 $13,132.00 YTD Cooper 202 113 122 63 500 YTD Revenue $74,555.50 $23,201.00 $18,643.00 $17,107.00 $133,506.50 Total Permits 93 43 78 41 255 Total Revenue $35,148.12 $8,032.00 $11,450.90 $9,980.00 $64,611.02 YTD Total Permits 820 383 506 288 1997 YTD Total Revenue $343,142.17 $77,771.25 $85,350.30 $50,957.00 $557,220.72 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 140 66 71 55 332 Cooper Inspections 45 24 32 26 127 YTD Oshtemo Inspections 1293 560 599 482 2934 YTD Cooper Inspections 536 228 212 156 1132 Total Inspections 185 90 103 81 459 YTD Total Inspections 1829 788 811 638 4066 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 10/22/2021 at 11:34 AM I:\Board Packets\01 TEMPLATES\Revenue & Inspections Report 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 5 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/05/2021 Y 1,450.00 CASSOPOLIS MI, 49031-9454 / / 0.0000 N 0.00 1760 21670 SHIAWASSEE DR 10/05/2021 N 1,450.00 ADAHLGREN ADAM J DAHLGREN 10/05/2021 2021-10-05.4 SWBA BUILDING INSPECTIONS 569-273-80100 Building Inspector 1,400.00 569-273-80300 Mechanical Inspector 50.00 1,450.00 VENDOR TOTAL: 1,450.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/31/2021 N 1,760.60 SOUTH BEND IN, 46601-3311 / / 0.0000 N 0.00 1756 460 STULL ST STE 200 10/05/2021 N 1,760.60 AUNALYTICS AUNALYTICS, INC 10/05/2021 29949856 SWBA CLOUD HOSTING SERVICES ACCT# C-001528 569-273-80900 IT / Infrastructure 1,760.60 VENDOR TOTAL: 1,760.60 GL NUMBER DESCRIPTION AMOUNT Paid 09/28/2021 N 3,579.66 DETROIT MI, 48267-4416 / / 0.0000 N 0.00 1750 PO BOX 674416 09/20/2021 N 3,579.66 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 09/20/2021 007043238-0000 SWBA HEALTH INSURANCE NOV 2021 PREPAY 569-273-71002 Health Insurance 3,579.66 GL NUMBER DESCRIPTION AMOUNT Paid 10/28/2021 N 3,579.66 DETROIT MI, 48267-4416 / / 0.0000 N 0.00 1774 PO BOX 674416 10/15/2021 N 3,579.66 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 10/15/2021 007043238-0000 SWBA HEALTH INSURANCE DEC 2021 PREPAY 569-273-71002 Health Insurance 3,579.66 VENDOR TOTAL: 7,159.32 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 6 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/21/2021 N 247.00 GRANDVILLE MI, 49418-2040 / / 0.0000 N 0.00 1782 3097 PINEDALE DR SW 10/21/2021 N 247.00 CODE CODE SOURCE PC 10/21/2021 113420.5 SWBA FS REVIEW FOR REMOTE FDC AS BUILT PM21-569-273-80500 REMOTE FDC AS BUILT 247.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/06/2021 N 350.00 GRANDVILLE MI, 49418-2040 / / 0.0000 N 0.00 1762 3097 PINEDALE DR SW 10/06/2021 N 350.00 CODE CODE SOURCE PC 10/06/2021 116221.2 SWBA ENERGY CODE PLAN REVIEW PB21-05-0293 BI569-273-80500 ENERGY CODE 350.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/05/2021 N 1,879.00 GRANDVILLE MI, 49418-2040 / / 0.0000 N 0.00 1761 3097 PINEDALE DR SW 10/05/2021 N 1,879.00 CODE CODE SOURCE PC 10/05/2021 116321.1 SWBA FETZER – 9132 W KL AVE – FITNESS & STORA569-273-80500 BUILDING – 1ST / 2ND REVIEW 649.00 569-273-80500 STRUCTURAL – 1ST / 2ND REVIEW 350.00 569-273-80500 ENERGY CODE – 1ST / 2ND REVIEW 350.00 569-273-80500 BUILDING – 3RD REVIEW FOR SHELL 110.00 569-273-80500 STRUCTURAL – 3RD REVIEW 420.00 1,879.00 VENDOR TOTAL: 2,476.00 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 7 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 09/21/2021 Y 1,700.00 KALAMAZOO MI, 49009-8911 / / 0.0000 N 0.00 1751 6323 WINDDRIFT AVE 09/21/2021 N 1,700.00 GHECKMAN GARYAIRE, LLC 09/21/2021 2021-09-21.1 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 850.00 569-273-80300 Mechanical Inspector 800.00 569-273-80200 Electrical Inspector 50.00 1,700.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/05/2021 Y 2,050.00 KALAMAZOO MI, 49009-8911 / / 0.0000 N 0.00 1758 6323 WINDDRIFT AVE 10/05/2021 N 2,050.00 GHECKMAN GARYAIRE, LLC 10/05/2021 2021-10-05.2 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 1,100.00 569-273-80300 Mechanical Inspector 950.00 2,050.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/19/2021 Y 1,400.00 KALAMAZOO MI, 49009-8911 / / 0.0000 N 0.00 1776 6323 WINDDRIFT AVE 10/19/2021 N 1,400.00 GHECKMAN GARYAIRE, LLC 10/19/2021 2021-10-19.1 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 500.00 569-273-80300 Mechanical Inspector 900.00 1,400.00 VENDOR TOTAL: 5,150.00 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 8 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/08/2021 N 529.86 KALAMAZOO MI, 49007-4713 / / 0.0000 N 0.00 1766 211 S ROSE ST 10/08/2021 N 529.86 GREENLEAF GREENLEAF TRUST 10/08/2021 00016507 SWBA Q3-2021 ACCOUNT FEES 569-273-71009 TRUSTEE MARKET VALUE FEE 101.86 569-273-71009 RECORDKEEPING BASE FEE 400.00 569-273-71009 RECORDKEEPING PER PARTICIPANT FEE 28.00 529.86 VENDOR TOTAL: 529.86 GL NUMBER DESCRIPTION AMOUNT Paid 10/22/2021 N 5,000.00 KALAMAZOO MI, 49009 10/22/2021 0.0000 N 0.00 1783 7100 STADIUM DR 10/22/2021 N 0.00 MISC HOSPICE CARE OF SOUTHWEST MICHIGAN 10/22/2021 BTCO21-001 SWBA BD Bond Refund 569-000-26500 BTCO21-001 5,000.00 VENDOR TOTAL: 5,000.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/22/2021 N 363.95 KALAMAZOO MI, 49009-1332 / / 0.0000 N 0.00 1767 811 S DRAKE RD 10/08/2021 N 363.95 VISA MERCANTILE VISA 10/08/2021 2021-10-08.1 SWBA VISA BILL SEP 2021 569-273-86000 GAS 160.99 569-273-86000 CAR WASH MONTHLY SUBSCRIPTION 29.99 569-273-72700 FLASHLIGHT, N95 MASKS, TYVEK SUITS 73.61 569-273-80901 COGNITO FORMS SUBSCRIPTION 59.36 569-273-71103 KHRMA MEMBERSHIP DUES – KYLE GIBSON 40.00 363.95 VENDOR TOTAL: 363.95 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 9 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 09/21/2021 Y 1,650.00 COLDWATER MI, 49036-9553 / / 0.0000 N 0.00 1752 426 SARAH LN 09/21/2021 N 1,650.00 TTHATCHER MP SERVICES LLC 09/21/2021 2021-09-21.2 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 500.00 569-273-80400 Plumbing Inspector 1,150.00 1,650.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/05/2021 Y 1,400.00 COLDWATER MI, 49036-9553 / / 0.0000 N 0.00 1759 426 SARAH LN 10/05/2021 N 1,400.00 TTHATCHER MP SERVICES LLC 10/05/2021 2021-10-05.3 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 900.00 569-273-80400 Plumbing Inspector 500.00 1,400.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/19/2021 Y 2,300.00 COLDWATER MI, 49036-9553 / / 0.0000 N 0.00 1777 426 SARAH LN 10/19/2021 N 2,300.00 TTHATCHER MP SERVICES LLC 10/19/2021 2021-10-19.2 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 1,450.00 569-273-80400 Plumbing Inspector 850.00 2,300.00 VENDOR TOTAL: 5,350.00 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 10 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/31/2021 N 37.46 CINCINNATI OH, 45263-3301 / / 0.0000 N 0.00 1775 PO BOX 633301 10/19/2021 N 37.46 OFFICE DEP OFFICE DEPOT 10/19/2021 203305870001 SWBA OFFICE SUPPLIES 569-273-72700 KLEENEX 10.49 569-273-72700 LYSOL SPRAY 26.97 37.46 VENDOR TOTAL: 37.46 GL NUMBER DESCRIPTION AMOUNT Paid 10/11/2021 N 1,590.00 KALAMAZOO MI, 49009-8210 / / 0.0000 N 0.00 1770 7275 W MAIN ST 10/11/2021 N 1,590.00 OSHTEMO OSHTEMO TOWNSHIP 10/11/2021 10141 SWBA LEGAL FEES 2021-Q3 569-273-80800 Legal Fees 1,590.00 VENDOR TOTAL: 1,590.00 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 11 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/19/2021 Y 250.00 VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00 1779 9593 REVERE DR 10/19/2021 N 250.00 REDMOND REDMOND ENGINEERING & DESIGN 10/19/2021 21-015 SWBA FS REVIEW OF KITCHEN HOOD SUPPRESSION S569-273-80500 Plan Review 250.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/08/2021 Y 250.00 VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00 1765 9593 REVERE DR 10/08/2021 N 250.00 REDMOND REDMOND ENGINEERING & DESIGN 10/08/2021 21-020 SWBA AS-BUILT FS REVIEW BETHANY 6350 W KL AV569-273-80500 Plan Review 250.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/15/2021 Y 500.00 VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00 1773 9593 REVERE DR 10/15/2021 N 500.00 REDMOND REDMOND ENGINEERING & DESIGN 10/15/2021 21-023 SWBA FS REVIEW COSTCO 5100 CENTURY AVE PM21-569-273-80500 Plan Review 500.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/20/2021 Y 250.00 VAN BUREN TWP MI, 48111-1677 / / 0.0000 N 0.00 1780 9593 REVERE DR 10/20/2021 N 250.00 REDMOND REDMOND ENGINEERING & DESIGN 10/20/2021 21-025 SWBA FS REVIEW FOR TOBA SUSHI TENANT BUILD PM569-273-80500 Plan Review 250.00 VENDOR TOTAL: 1,250.00 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 12 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 09/25/2021 N 124.45 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 1754 PO BOX 802815 09/22/2021 N 124.45 RICOH RICOH 09/22/2021 5062832891 SWBA SEP 2021 CONTRACT # 4470926 569-273-95600 MPC2504 BASE 2021-09-15 TO 2021-10-14 12.33 569-273-95600 MPC2504 BW READ 3.70 569-273-95600 MPC2504 COLOR READ 108.42 124.45 GL NUMBER DESCRIPTION AMOUNT Paid 10/11/2021 N 229.64 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 1768 PO BOX 802815 10/08/2021 N 229.64 RICOH RICOH 10/08/2021 5062915086 SWBA SEP 2021 CONTRACT # 5137948 569-273-95600 MPCW2201SP BASE 2021-10-01 TO 2021-12-31 210.00 569-273-95600 MPCW2201SP COLOR READ 19.64 229.64 VENDOR TOTAL: 354.09 GL NUMBER DESCRIPTION AMOUNT Paid 10/07/2021 N 190.00 PORTAGE MI, 49002-0507 / / 0.0000 N 0.00 1764 246 E KILGORE RD 10/07/2021 N 190.00 SIEGFRIED SIEGFRIED CRANDALL PC 10/07/2021 107193 SWBA ACCOUNTING SERVICES SEP 2021 569-273-80700 Accounting / Audit Fees 190.00 VENDOR TOTAL: 190.00 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 13 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 9/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/11/2021 N 67.70 CAROL STREAM IL, 60197-4181 / / 0.0000 N 0.00 1769 PO BOX 4181 10/11/2021 N 67.70 SPRINT SPRINT 10/11/2021 144563305-036 SWBA MOBILE HOTSPOT USAGE SEP 2021 569-273-80900 IT / Infrastructure 67.70 VENDOR TOTAL: 67.70 GL NUMBER DESCRIPTION AMOUNT Paid 11/01/2021 N 147.04 PHILADELPHIA PA, 19170-0001 / / 0.0000 N 0.00 1772 PO BOX 7247-0381 10/15/2021 N 147.04 SUN LIFE SUN LIFE FINANCIAL 10/15/2021 247757 SWBA LIFE INSURANCE NOV 2021 569-273-71003 Disability / Life Insurance 147.04 VENDOR TOTAL: 147.04 GL NUMBER DESCRIPTION AMOUNT Paid 09/28/2021 N 200.00 KALAMAZOO MI, 49009 / / 0.0000 Y 0.00 1755 6115 FALABELLA CIR 09/27/2021 N 200.00 MISC TDS THE DETAIL SHOP 09/27/2021 192 SWBA 2021 COLORADO INTERIOR DETAIL 569-273-86000 2021 COLORADO INTERIOR DETAIL 200.00 VENDOR TOTAL: 200.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/28/2021 N 407.01 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 1771 8020 SOLUTIONS CTR 10/13/2021 N 407.01 TELNET TELNET WORLDWIDE 10/13/2021 231254 SWBA PHONE SEP 2021 569-273-85000 Telephone 407.01 VENDOR TOTAL: 407.01 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 14 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 10/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/29/2021 N 429.34 CHICAGO IL, 60680-1741 / / 0.0000 N 0.00 ATTN ACCOUNTS RECEIVABLE 10/07/2021 N 429.34 PO BOX 88741 1763 ULINE ULINE 10/07/2021 139322638 SWBA SHIPPING SUPPLY CART 569-273-97100 Capital Outlay 429.34 VENDOR TOTAL: 429.34 GL NUMBER DESCRIPTION AMOUNT Paid 09/27/2021 N 60.12 CHICAGO IL, 60680-9488 / / 0.0000 N 0.00 1749 PO BOX 809488 09/20/2021 N 60.12 UPS UPS 09/20/2021 000076R70Y381 SWBA 1060 N 10TH ST TENANT BUILD FWD PLANS F569-273-72800 Postage / Shipping 60.12 VENDOR TOTAL: 60.12 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 15 of 28 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 10/22/2021 11:25 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 11/11 User: kgibson DB: Smba POST DATES 09/20/2021 – 10/22/2021 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 09/21/2021 Y 2,050.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 1753 38159 24TH ST 09/21/2021 N 2,050.00 WWILCOX WILLIAM WILCOX 09/21/2021 2021-09-21.3 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 2,050.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/05/2021 Y 1,550.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 1757 38159 24TH ST 10/05/2021 N 1,550.00 WWILCOX WILLIAM WILCOX 10/05/2021 2021-10-05.1 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 1,550.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/19/2021 Y 1,850.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 1778 38159 24TH ST 10/19/2021 N 1,850.00 WWILCOX WILLIAM WILCOX 10/19/2021 2021-10-19.3 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 1,850.00 VENDOR TOTAL: 5,450.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/20/2021 N 1,000.00 KALAMAZOO MI, 49004 10/20/2021 0.0000 Y 0.00 1781 5883 ROCKY RD 10/20/2021 N 0.00 MISC WILLIAMS DAVID R & KIMBERLY S 10/20/2021 BTCO21-005 SWBA BD Bond Refund 569-000-26500 BTCO21-005 1,000.00 VENDOR TOTAL: 1,000.00 TOTAL – ALL VENDORS: 40,422.49 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 16 of 28 Fund Item Amount 10/22/2021 11:27 AM Page 1 of 1 For Journal Entries with Post Dates Between 09/20/2021 and 10/22/2021 Journal Totals By Fund Report Total Payroll: 22,474.44 Net Payment: 14,239.22 Gross Payment: 19,562.67 569 Pay Codes Amount HOLIDAY 233.52 HOURLY 6,467.65 MILEAGE 226.08 OPT-OUT 491.26 PHONE 145.44 PTO 851.61 SALARY 5,823.66 Pay Code Totals: 14,239.22 Deductions Amount FITW 1,011.76 HSA EE 360.00 HSA_EE 180.00 MEDICARE_EE 270.29 PENSION_EE_PRE 167.34 PENSION_EE_ROTH 1,363.31 SITW 814.99 SOCSEC_EE 1,155.76 Deduction Totals: 5,323.45 Expenses Amount MEDICARE_ER 270.29 PENSION_ER 742.86 PENSION_ER_MTCH 742.86 SOCSEC_ER 1,155.76 Expense Totals: 2,911.77 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 17 of 28 10/22/2021 11:28 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba PERIOD ENDING 10/31/2021 % Fiscal Year Completed: 83.29 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 10/31/2021 YTD BALANCE 10/31/2021 2021 GL NUMBER DESCRIPTION AMENDED BUDGET Dept 000 – A&L, Balance Sheet Accounts 569-000-99999 Carryover 0.00 0.00 0.00 0.00 0.00 Net – Dept 000 – A&L, Balance Sheet Accounts 0.00 0.00 0.00 0.00 Dept 272 – Revenue Accounts 569-272-49100 Building Permits 200,000.00 237,286.25 11,323.00 (37,286.25) 118.64 569-272-49200 Electrical Permits 50,000.00 43,545.00 1,584.00 6,455.00 87.09 569-272-49300 Mechanical Permits 50,000.00 45,969.30 4,334.10 4,030.70 91.94 569-272-49400 Plumbing Permits 25,000.00 24,082.00 1,634.00 918.00 96.33 569-272-60701 FOIA Fees 200.00 164.05 7.15 35.95 82.03 569-272-62600 Building Services to Others 0.00 0.00 0.00 0.00 0.00 569-272-62701 Building Inspections 95,000.00 74,530.00 5,100.00 20,470.00 78.45 569-272-62702 Electrical Inspections 40,000.00 35,495.00 2,100.00 4,505.00 88.74 569-272-62703 Mechanical Inspections 45,000.00 37,440.00 3,600.00 7,560.00 83.20 569-272-62704 Plumbing Inspections 32,000.00 29,495.00 2,400.00 2,505.00 92.17 569-272-63000 Plan Review 60,000.00 61,608.00 3,004.00 (1,608.00) 102.68 569-272-66300 Bond Forfeitures and Bond Costs 0.00 0.00 0.00 0.00 0.00 569-272-66500 Interest on Investments 2,000.00 869.22 0.00 1,130.78 43.46 569-272-67300 Gain/Loss on Sale of Assets 0.00 0.00 0.00 0.00 0.00 569-272-67500 Miscellaneous 3,100.00 3,215.37 78.00 (115.37) 103.72 Net – Dept 272 – Revenue Accounts 602,300.00 593,699.19 35,164.25 8,600.81 Dept 273 – Building Authority Expense Activity 569-273-70200 Salaries 162,508.00 129,990.85 12,371.12 32,517.15 79.99 569-273-70203 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 42,911.27 3,579.66 88.73 99.79 569-273-71003 Disability / Life Insurance 1,885.00 1,705.20 147.04 179.80 90.46 569-273-71004 Work Comp Insurance 2,500.00 2,140.00 0.00 360.00 85.60 569-273-71005 Payroll Taxes – FICA 12,432.00 9,846.40 949.98 2,585.60 79.20 569-273-71006 HSA 7,300.00 7,072.00 0.00 228.00 96.88 569-273-71009 Pension Plan 15,200.00 12,491.83 1,519.58 2,708.17 82.18 569-273-71101 In Lieu of Insurance 3,390.00 2,371.41 406.98 1,018.59 69.95 569-273-71102 Clothing Allowance 1,500.00 0.00 0.00 1,500.00 0.00 569-273-71103 Education / Membership Dues 4,000.00 3,099.14 40.00 900.86 77.48 569-273-72700 Supplies 4,500.00 2,957.75 111.07 1,542.25 65.73 569-273-72800 Postage / Shipping 2,500.00 2,542.91 0.00 (42.91) 101.72 569-273-72900 General Insurance 9,000.00 8,614.00 0.00 386.00 95.71 569-273-80100 Building Inspector 10,000.00 8,000.00 1,400.00 2,000.00 80.00 569-273-80200 Electrical Inspector 40,000.00 37,550.00 3,400.00 2,450.00 93.88 569-273-80300 Mechanical Inspector 45,000.00 36,300.00 4,250.00 8,700.00 80.67 569-273-80400 Plumbing Inspector 32,000.00 28,500.00 2,950.00 3,500.00 89.06 569-273-80500 Plan Review 55,000.00 51,014.50 3,726.00 3,985.50 92.75 569-273-80600 Consultants 0.00 0.00 0.00 0.00 0.00 569-273-80700 Accounting / Audit Fees 13,000.00 8,333.25 190.00 4,666.75 64.10 569-273-80800 Legal Fees 5,000.00 5,040.00 1,590.00 (40.00) 100.80 569-273-80900 IT / Infrastructure 22,500.00 18,760.54 1,828.30 3,739.46 83.38 569-273-80901 IT / Software 15,771.25 6,498.41 59.36 9,272.84 41.20 569-273-80902 IT / Support 600.00 540.00 0.00 60.00 90.00 569-273-85000 Telephone 6,300.00 5,373.46 557.01 926.54 85.29 569-273-86000 Vehicle Gas / Maintenance 3,000.00 2,341.14 190.98 658.86 78.04 569-273-86100 Mileage 500.00 343.00 199.36 157.00 68.60 569-273-94000 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 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 18 of 28 10/22/2021 11:28 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba PERIOD ENDING 10/31/2021 % Fiscal Year Completed: 83.29 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 10/31/2021 YTD BALANCE 10/31/2021 2021 GL NUMBER DESCRIPTION AMENDED BUDGET 569-273-95600 Equipment / Maintenance 2,000.00 1,737.11 229.64 262.89 86.86 569-273-96401 Refund of Overpayment 0.00 0.00 0.00 0.00 0.00 569-273-96500 Bank Service Charges 660.00 528.10 0.00 131.90 80.02 569-273-96800 Depreciation Expense 0.00 0.00 0.00 0.00 0.00 569-273-97100 Capital Outlay 22,000.00 18,214.06 429.34 3,785.94 82.79 569-273-97200 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 Net – Dept 273 – Building Authority Expense Activity (564,449.25) (476,009.33) (40,125.42) (88,439.92) NET OF REVENUES & EXPENDITURES 37,850.75 117,689.86 (4,961.17) (79,839.11) 310.93 TOTAL EXPENDITURES – ALL FUNDS 564,449.25 476,009.33 40,125.42 88,439.92 84.33 TOTAL REVENUES – ALL FUNDS 602,300.00 593,699.19 35,164.25 8,600.81 98.57 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 19 of 28 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 $651,192.93 $663,095.00 $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 10/22/2021 at 11:34 AM I:\Board Packets\01 TEMPLATES\Revenue & Inspections Report 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 20 of 28 x Amendment Adjustment GL # Description Type Current Budget YTD Balance Amended Budget Amendment Amount 569-272-49100 Building Permits Revenue $ 200,000.00 $ 237,286.25 $ 285,000.00 $ 85,000.00 569-272-49200 Electrical Permits Revenue $ 50,000.00 $ 43,545.00 $ 55,000.00 $ 5,000.00 569-272-49300 Mechanical Permits Revenue $ 50,000.00 $ 45,969.30 $ 55,000.00 $ 5,000.00 569-272-49400 Plumbing Permits Revenue $ 25,000.00 $ 24,082.00 $ 30,000.00 $ 5,000.00 569-272-62702 Electrical Inspections Revenue $ 40,000.00 $ 35,495.00 $ 43,000.00 $ 3,000.00 569-272-62703 Mechanical Inspections Revenue $ 45,000.00 $ 37,440.00 $ 46,000.00 $ 1,000.00 569-272-62704 Plumbing Inspections Revenue $ 32,000.00 $ 29,495.00 $ 36,000.00 $ 4,000.00 569-272-63000 Plan Review Revenue $ 60,000.00 $ 61,608.00 $ 75,000.00 $ 15,000.00 569-272-67500 Miscellaneous Revenue $ 3,100.00 $ 3,215.37 $ 3,215.37 $ 115.37 569-273-72800 Postage / Shipping Expenditure $ 2,500.00 $ 2,542.91 $ 3,100.00 $ 600.00 569-273-80200 Electrical Inspector Expenditure $ 40,000.00 $ 37,550.00 $ 46,000.00 $ 6,000.00 569-273-80400 Plumbing Inspector Expenditure $ 32,000.00 $ 28,500.00 $ 35,000.00 $ 3,000.00 569-273-80500 Plan Review Expenditure $ 55,000.00 $ 51,014.50 $ 62,000.00 $ 7,000.00 569-273-80800 Legal Fees Expenditure $ 5,000.00 $ 5,040.00 $ 6,100.00 $ 1,100.00 569-273-80900 IT / Infrastructure Expenditure $ 22,500.00 $ 18,760.54 $ 22,600.00 $ 100.00 569-273-85000 Telephone Expenditure $ 6,300.00 $ 5,373.46 $ 6,500.00 $ 200.00 569-273-95600 Equipment / Maintenance Expenditure $ 2,000.00 $ 1,737.11 $ 2,100.00 $ 100.00 $ – $ – GL # Description Type 10/22/2021 Budget Amendment / Adjustment Request Form Southwest Michigan Building Authority Request Type: Requested By: Kyle Gibson, Office Manager Budget Amendment Request Revenues ( $123,115.37 ) DR Amount CR Amount Expenditures ( $18,100.00 ) 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\2021-10-28\OCT 2021 Budget Adjustment or Amendment Request Form 1 of 1 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 21 of 28 HRM‐08: Medical Insurance Taxable Opt‐Out (Cash In Lieu of Insurance) Policy HRM‐08:1 Originally adopted by the Southwest Michigan Building Authority Board of Directors on 2021‐07‐22. Last revised on YYYY‐MM‐DD. Purpose (1) Establish a policy for the calculation of a taxable opt‐out option for employees who elect not to participate in the Authority’s employer‐sponsored healthcare program. (2) Ensure equitable benefits are received by eligible employees who elect not to participate in the employer‐sponsored healthcare program. (2)(3) Ensure that employees retain sufficient healthcare coverage outside of the employer‐sponsored healthcare program. Statement of Policy (4) All employees who are eligible to participate in the Authority’s employer‐sponsored healthcare program but elect not to participate shall be entitled to a bi‐weekly cash opt‐out payment as required for cafeteria plans under IRS regulations (Section 125). (3)(5) Employees who elect to receive payments under this Policy must provide a written affidavit indicating that they have current health insurance from another source, such as coverage under a spouse, parent, or other. Such an affidavit shall be provided to the office manager prior to the first payment under this Policy on an annual basis upon enrollment in the opt‐out. (4)(6) Such payment shall be calculated on a per‐employee basis and shall be re‐calculated on an annual basis. (5)(7) The Board of Directors shall affirm such calculations by means of the budget review process. (6)(8) Such payments shall not be included in gross wages for the calculation of other benefits (such as retirement benefits). Procedure (7)(9) The taxable cash amount shall be calculated for each employee using the following information: (a) Annual HSA contribution amount authorized by the Board of Directors. (b) Benefit & Rate Schedule from the healthcare provider. (i) From this schedule, determine what the premium cost would be to SMBA if the employee did participate in the healthcare plan. (c) Number of Pay Dates in the year being calculated. (d) Employee’s age at the time of calculation. (e) Number of employee’s dependents and their ages. (i) A maximum of 5 dependents shall be utilized in the calculation in order of their age starting with the oldest dependent. (8)(10) The formula for calculating the cash amount shall be: (a) Bi‐weekly Payment = ( [Annual HSA Contribution Amount] + ( 0.5 * [Annual Theoretical Employee Premium Cost] ) ) / [Number of Pay Dates in Year] (b) Example A: (i) Employee is 35 years old and has no dependents. Based on the benefit and rate schedule, the premium cost would be $362.91 / month. (ii) Board approved a $3,500 HSA contribution. (iii) Calculation: (1) Formula: ( 3500 + ( 0.5 * ( 362.91 * 12 ) ) / 26 = 218.36 (Rounded) (2) Step By Step: (a) Annual Premium Cost: $362.91 * 12 = $4,354.92 (b) 50% of Premium Cost: $4,354.92 * 0.5 = $2,177.46 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 22 of 28 HRM‐08: Medical Insurance Taxable Opt‐Out (Cash In Lieu of Insurance) Policy HRM‐08:2 (c) Subtotal: $3,500 + $2,177.46 = $5,677.46 (d) Bi‐weekly Amount: $5,677.46 / 26 = $218.36 (Rounded) (c) Example B: (i) Employee is 40 years old and has six dependents, ranking in age from 42, 22, 18, 16, 14, and 12. Based on the benefit and rate schedule, the premium cost would be: (1) Employee ‐ Age 40: $380.48 (2) Age 42: $394.36 (3) Age 22: $298.46 (4) Age 18: $278.37 (5) Age 16: $263.54 (6) Age 14: $237.72 (7) (Stop after 5 dependents). (ii) Premium total: $1,852.93 / Month (iii) Board approved a $3,500 HSA Contribution (iv) Calculation: (1) Formula: ( 3500 + ( 0.5 * ( 1852.93 * 12 ) ) / 26 = 562.21 (Rounded) (2) Step By Step: (a) Annual Premium Cost: $1,852.93 * 12 = $22,235.16 (b) 50% of Premium Cost: $22,235.16 * 0.5 = $11,117.58 (c) Subtotal: $3,500 + $11,117.58 = $14,617.58 (d) Bi‐weekly Amount: $14,617.58 / 26 = $562.21 (Rounded) (9)(11) For budgeting purposes, multiply the calculated bi‐weekly amount by the number of pay dates in the year to determine the annual cost to account for any differences caused by rounding. (a) Example A: $218.36 * 26 = $5,677.36 (b) Example B: $562.21 * 26 = $14,617.46 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 23 of 28 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Kyle Gibson Date: 10/13/2021 Re: Member at Large Board Term Board member at-large Larry Stehouwer raised a question regarding the duration of his term on the SMBA Board of Directors at the September 23, 2021 regular board meeting. In response to that question, I offer the following information: – The SMBA board approved an amendment to the Bylaws on February 25, 2021. – Section 3.02 of the Amended Bylaws indicates that the at-large member shall serve a 4-year term. – Section 3.02 also includes a holdover clause which indicates that an 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. – Larry Stehouwer was appointed to the Board on September 15, 2016 and to date has served just over 5 years in the appointed position. – The intent of the board as indicated in the minutes of the January 28, 2021 meeting was to stagger the term of the at-large member one year from the elected members to assist with transition in the event that all of the elected officials were to change. 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 24 of 28 SOUTHWEST MICHIGAN BUILDING AUTHORITY KALAMAZOO COUNTY, MICHIGAN A RESOLUTION OF THE BOARD OF DIRECTORS #2021-01 ON THE 28TH OF OCTOBER, 2021 REGARDING THE ADOPTION OF A BUDGET FOR FISCAL YEAR 2022 WHEREAS, in accordance with the Interlocal State Construction Code Enforcement and Administration Agreement made by and between the Participating Local Units as defined therein the Southwest Michigan Building Authority (“Authority”) must prepare an annual budget for the anticipated cost of its operation; and WHEREAS, the Authority must submit that budget to each Participating Local Unit for its approval on or before November 1st of each year; and WHEREAS, the Board of Directors has reviewed and approved a budget consisting of total estimated revenues of $601,850, total estimated appropriations of $576,854, resulting in an estimated net surplus of $24,996 at the September 23, 2021 regular meeting of the same; and WHEREAS, the Board of Trustees of Cooper Charter Township, a Participating Local Unit, has reviewed and approved the same budget at its October 11, 2021 regular meeting; and WHEREAS, the Board of Trustees of Oshtemo Charter Township, a Participating Local Unit, has reviewed and approved the same budget at its October 12, 2011 regular meeting; and 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 25 of 28 WHEREAS, the Board of Directors must adopt the budget as approved by the Participating Local Units; and WHEREAS, no changes were requested by the Participating Local Units. NOW, THEREFORE, BE IT HEREBY RESOLVED: That the Fiscal Year 2022 budget of the Authority is adopted. A motion was made by Firstname Lastname and supported by Firstname Lastname to adopt the foregoing resolution. Upon a roll call vote, the following voted “Yes”: The following voted “No”: The following were absent: Chairperson Dusty Farmer declared the motion carried x-y, and the resolution duly adopted. CERTIFICATE I hereby certify that the foregoing constitutes a true and complete copy of a resolution adopted at a regular meeting of the Southwest Michigan Building Authority Board of Directors held on October 28, 2021; that the meeting was held in accordance with the Open Meetings Act of the state of Michigan; that the minutes of said meeting have been or will be published in accordance with the Open Meetings Act of the state of Michigan. _______________________________ KYLE GIBSON BOARD SECRETARY SOUTHWEST MICHIGAN BUILDING AUTHORITY 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 26 of 28 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Kyle Gibson Date: 10/18/2021 Re: 2022 Holiday Calendar & Holiday Office Closure Proposal 2022 Holiday Calendar The following list of holidays for which the SMBA office shall be closed and employees shall receive holiday pay for 2022 are presented for Board approval: – New Year’s Day – Monday 1/3 (Observed) – Martin Luther King Day – Monday 1/17 – President’s Day – Monday 2/21 – Memorial Day – Monday 5/30 – Juneteenth* – Monday 6/20 (Observed) – Independence Day – Monday 7/4 – Floating Holiday – Tuesday 7/5 – Labor Day – Monday 9/5 – Veterans Day – Friday 11/11 – Thanksgiving – Thursday 11/24 – Day After Thanksgiving – Friday 11/25 – Christmas Eve – Friday 12/23 (Observed) – Christmas Day – Monday 12/26 (Observed) – New Year’s Eve – Friday 12/30 (Observed) *Juneteenth was signed into law as a federal holiday on June 17, 2021. The holiday commemorates the emancipation of African-American slaves. While President Lincoln’s emancipation proclamation was issued on January 1, 1863, June 19th is celebrated as the day when Union Army general Gordon Granger issued General Order No. 3 proclaiming freedom for slaves in Texas, which was the last state of the Confederacy with institutional slavery. Proposal As a result of the lean staffing which SMBA maintains, for the last several years staff have been faced with the loss of paid time off (PTO) hours at the end of year when they have a balance that exceeds the maximum amount allowed to roll over in accordance with the Authority’s policy. Last year, in an effort to allow staff the opportunity to use rather than lose some of their PTO, the Board authorized SMBA offices to be closed the entire week of the Christmas holiday. With the office being closed, employees were able to use up to three days of PTO in addition to the two holiday dates that week. This was viewed favorably by employees, and also allowed for staff who did not need to use more PTO to be in the office and get caught up on outstanding tasks without disruption. I propose that the board add that closure to the regular schedule for 2021, 2022, and beyond. To clarify, no additional holiday payments are requested, and staff may still choose to work regular or modified hours while the office is closed those three days. The proposed closure simply grants staff the opportunity to take PTO instead of losing it without trying to coordinate coverage for the office to be open. 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 27 of 28 SOUTHWEST MICHIGAN BUILDING AUTHORITY (SMBA) KALAMAZOO COUNTY, MICHIGAN PUBLIC NOTICE OF BOARD MEETINGS TO BE HELD IN 2022 PLEASE TAKE NOTICE that the Board of Directors of the Southwest Michigan Building Authority will conduct a regular meeting on the 4th Thursday of every month commencing at 8:30am (unless otherwise noted with an “*” below). Pending any changes to applicable Michigan law pertaining to virtual meeting attendance by Board members relating to COVID-19, the following meetings shall occur in-person at the Oshtemo Township Hall located at 7275 W MAIN ST, KALAMAZOO MI 49009. Unless otherwise noticed, there will be no remote / hybrid component available to the public. The meetings will take place in either the Public Meeting Room, or the North Conference Room; signage shall be posted on the day of the meeting directing the public to the appropriate space. The public can contact members of the SMBA Board to provide public comments or ask questions prior to the start of a public meeting by contacting the Board Secretary via email at kgibson@swmiba.org, or by phone at 269-585-4154. Meeting Dates: – January 27, 2022 – February 24, 2022 – March 24, 2022 – April 28, 2022 – May 26, 2022 – June 23, 2022 – July 28, 2022 – August 25, 2022 – September 22, 2022 – October 27, 2022 – * November 18, 2022 – * December 8, 2022 Agenda & Packet Information: The agenda and board packet will be posted online at https://swmiba.org/board-information/ at least two hours prior to the start of each meeting. Hard copies will be made available to members of the public upon request. The Southwest Michigan Building Authority will provide necessary reasonable auxiliary aids and services, such as signers for the hearing impaired and audio tapes of printed materials being considered at the meeting, to individuals with disabilities at the meeting upon request and with reasonable notice. Individuals with disabilities requiring auxiliary aids or services should contact the Authority. KYLE GIBSON, BOARD SECRETARY SOUTHWEST MICHIGAN BUILDING AUTHORITY Southwest Michigan Building Authority Offices Located within the Oshtemo Charter Township Hall 7275 W Main St Kalamazoo, MI 49009 269-585-4150 Date of Posting: YYYY-MM-DD 2021-10-28 Packet Rev. 2021-10-25 SMBA Board Packet | Page 28 of 28