SMBA Regular Board Meeting

Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Regular Board Meeting September 22, 2022 8:30 AM Oshtemo Township Hall Public Meeting Room 7275 W Main St Kalamazoo, MI 49009 Agenda 1. Call to Order 2. Public Comments on Non-Agenda Items 3. Consent Agenda a. Meeting Minutes – August 25, 2022 Regular Meeting b. September 2022 Financial Reports c. September 2022 Budget Amendments d. Office Manager’s Report 4. Closed Session to Discuss Written Opinion of Legal Counsel 5. Consideration of HSA Administrator Alternatives 6. Board Chair’s Report 7. Other Business 8. Adjournment 2022-09-22 SMBA Board Packet | Page 1 of 56 Minutes of the Regular Board Meeting Southwest Michigan Building Authority (SMBA) Board of Directors August 25, 2022 | 8:30am | Public Meeting Room, Oshtemo Township Hall Page 1 of 2 Action Items # Item Description: Assigned To: Due By: Minutes 1. Call to Order: Chair Dusty Farmer called the meeting to order at approximately 8:30am. Name Present or Absent Dusty Farmer, Board Chair (Oshtemo Representative) Present Jeff Sorensen (Cooper Representative) Present Carol Dehaan, Treasurer (Cooper Representative) Present Cheri Bell (Oshtemo Representative) Present Larry Stehouwer (Cooper Representative) Absent Also present were: Attorney Jim Porter, Building Official Garrett Reitenour, and Board Secretary Kyle Gibson. 2. Public Comments on Non-Agenda Items: There was no public comment. 3. Consent Agenda: a. Meeting Minutes – July 28, 2022 Regular Meeting b. August 2022 Financial Reports A motion was made by Jeff Sorensen and supported by Carol DeHaan to approve the consent agenda as presented. Upon a voice vote, the motion was carried 4-0 with 1 absent. 4. Unfinished Business from Prior Meeting(s): a. Qualified Fire Alarm / Suppression Plan Reviewers: Office Manager Gibson presented the qualifications and supporting documents of the reviewers to the board. Consensus was that the Authority’s current procedures are appropriate and no further action is necessary. b. Re-Evaluation of Staffing Needs – Temporary Part-Time Clerical Assistant: Office Manager Gibson advised that the temporary position had concluded with approximately 80% of the backlog completed. Mr. Gibson was directed to evaluate requirements for the digitization of historical building department records from the Oshtemo Township property files and prepare a proposal for a contract position prior to the preparation of the FY 2023 budget. c. Update Re: Toba Sushi / Fashion Nails & Spa – Building Official Reitenour: Building Official Garrett Reitenour presented some information to the board, with input from board members and Attorney Porter. Following discussion, Mr. Reitenour was directed to effect the issuance of the Certificates of Occupancy for the subject tenants, and to contact the building owner regarding additional safety concerns and recommendations. 5. Discussion of Legal Counsel: Jeff Sorensen and Attorney Porter held discussion with the board regarding legal representation. Cheri Bell requested time to consider the discussion and add the item to the agenda at the next regular meeting for further discussion. 2022-09-22 SMBA Board Packet | Page 2 of 56 Minutes of the Regular Board Meeting Southwest Michigan Building Authority (SMBA) Board of Directors August 25, 2022 | 8:30am | Public Meeting Room, Oshtemo Township Hall Page 2 of 2 6. Aunalytics Secure Managed Services Implementation & Renewal Proposal: Office Manager Gibson presented the proposal to the board. A motion was made by Jeff Sorensen and supported by Dusty Farmer to approve the proposal as presented. Upon a voice vote, the motion was carried 4-0 with 1 absent. 7. Board Chair’s Report: Chair Farmer had nothing to report. 8. Other Business: Office Manager Gibson presented a revised fee schedule. A motion was made by Jeff Sorensen and supported by Carol DeHaan to adopt the revised fee schedule as presented. Upon a voice vote, the motion was carried 4-0 with 1 absent. 9. Public Comment: There was no public comment. 10. Adjournment: Seeing and hearing no other business, and having exhausted the agenda, Board Chair Dusty Farmer declared the meeting adjourned at approximately 9:42am. Next Regular Board Meeting September 22, 2022 | 8:30am | Public Meeting Room, Oshtemo Township Hall Prepared By: KYLE GIBSON Board Secretary & Office Manager 2022-09-22 SMBA Board Packet | Page 3 of 56 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Financial Reports for: September 2022 As of 19 SEP 2022 1. Permit Revenue & Inspections Report 2. Bank Account Balance Report 3. Accounts Payable Detailed Disbursement Report 4. Payroll Expense Report 5. Budget Snapshot 2022-09-22 SMBA Board Packet | Page 4 of 56 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Period: 08/22/2022 to 09/19/2022 Building Electrical Mechanical Plumbing Totals Oshtemo 43 32 41 12 128 Revenue $19,988.09 $5,172.00 $8,421.00 $1,777.00 $35,358.09 YTD Oshtemo 360 232 341 153 1086 YTD Revenue $154,661.41 $39,347.00 $54,743.75 $23,235.00 $271,987.16 Cooper 10 8 10 8 36 Revenue $7,425.00 $924.00 $2,083.00 $1,405.00 $11,837.00 YTD Cooper 135 94 115 36 380 YTD Revenue $47,196.00 $14,815.00 $17,717.00 $5,605.00 $85,333.00 Total Permits 53 40 51 20 164 Total Revenue $27,413.09 $6,096.00 $10,504.00 $3,182.00 $47,195.09 YTD Total Permits 495 326 456 189 1466 YTD Total Revenue $201,857.41 $54,162.00 $72,460.75 $28,840.00 $357,320.16 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 102 56 54 52 264 Cooper Inspections 41 17 15 12 85 YTD Oshtemo Inspections 969 475 515 359 2318 YTD Cooper Inspections 299 144 135 75 653 Total Inspections 143 73 69 64 349 YTD Total Inspections 1268 619 650 434 2971 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 2022 Revenue by Month 2021 Inspections by Month 2022 Inspections by Month Printed 9/19/2022 at 11:11 AM I:\Board Meetings\01 TEMPLATES\Revenue & Inspections Report 2022-09-22 SMBA Board Packet | Page 5 of 56 SOUTHWEST MICHIGAN BUILDING AUTHORITY BANK BALANCE REPORT Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 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 $660,676.17 $656,042.63 2022 $626,707.80 $625,317.91 $612,116.01 $617,783.73 $631,620.06 $664,256.90 $650,949.16 $632,887.00 $641,190.97 $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 2021 2022 Printed 9/19/2022 at 11:11 AM I:\Board Meetings\01 TEMPLATES\Revenue & Inspections Report 2022-09-22 SMBA Board Packet | Page 6 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 34.76 SEATTLE WA, 98124-5184 / / 0.0000 Y 0.00 2089 PO BOX 035184 09/01/2022 N 34.76 AMAZON AMAZON CAPITAL SERVICES 09/01/2022 16H4-1JPT-NCW1 SWBA SUPPLIES 569-273-72700 USB TYPE A EXTENSION CABLE 10′ 8.99 569-273-72700 HDMI 2.0 CABLE 10′ 8.79 569-273-72700 VELCRO CABLE TIES QTY 50 6.99 569-273-72700 SHIPPING 9.99 34.76 GL NUMBER DESCRIPTION AMOUNT Paid 10/15/2022 N 50.48 SEATTLE WA, 98124-5184 / / 0.0000 Y 0.00 2113 PO BOX 035184 09/16/2022 N 50.48 AMAZON AMAZON CAPITAL SERVICES 09/16/2022 1LL3-KQTT-YQYK SWBA SUPPLIES 569-273-72700 COVID TESTS 5PK 50.48 GL NUMBER DESCRIPTION AMOUNT Paid 09/30/2022 N 305.98 SEATTLE WA, 98124-5184 / / 0.0000 Y 0.00 2088 PO BOX 035184 09/01/2022 N 305.98 AMAZON AMAZON CAPITAL SERVICES 09/01/2022 1PQH-DWVX-FVJY SWBA SUPPLIES 569-273-72700 COPY PAPER 8 REAM CASE 36.99 569-273-72700 AAA BATTERY 20 PK 8.27 569-273-72700 AA BATTERY 20 PK 8.85 569-273-72700 COPY PAPER 8 REAM CASE 36.99 569-273-72700 UNDER DESK PRINTER STAND / GR 54.51 569-273-72700 STAPLE REMOVER 5.48 569-273-72700 ENVELOPE MOISTENER 5 PK 16.63 569-273-72700 LAMINATING POUCHES TOTAL QTY 400 81.12 569-273-72700 MECHANICAL PENCILS 10PK 1.92 569-273-72700 ASST COLOR HIGHLIGHTERS 24 CT 9.24 569-273-72700 IFIXIT MAKO DRIVER KIT 39.99 569-273-72700 SHIPPING 5.99 305.98 2022-09-22 SMBA Board Packet | Page 7 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID VENDOR TOTAL: 391.22 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 1,745.00 CHICAGO IL, 60680-9113 / / 0.0000 N 0.00 2097 PO BOX 809113 09/12/2022 N 1,745.00 AUNALYTICS AUNALYTICS, INC 09/12/2022 29968544 SWBA CLOUD HOSTING SERVICES SEP 2022 569-273-80900 IT / Infrastructure 1,745.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 1,808.13 CHICAGO IL, 60680-9113 / / 0.0000 N 0.00 2098 PO BOX 809113 09/12/2022 N 1,808.13 AUNALYTICS AUNALYTICS, INC 09/12/2022 29969242 SWBA PROJECT PROGRESS BILLING QUOTE 10856 569-273-80900 IT / Infrastructure 1,808.13 VENDOR TOTAL: 3,553.13 GL NUMBER DESCRIPTION AMOUNT Paid 09/28/2022 N 4,221.17 DETROIT MI, 48267-4416 / / 0.0000 N 0.00 2111 PO BOX 674416 09/15/2022 N 4,221.17 BCBS BLUE CROSS BLUE SHIELD OF MICHIGAN 09/15/2022 007043238-0000 SWBA HEALTH INSURANCE NOV 2022 PREPAY 569-273-71002 Health Insurance 4,221.17 VENDOR TOTAL: 4,221.17 2022-09-22 SMBA Board Packet | Page 8 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 09/19/2022 N 720.00 ANN ARBOR MI, 48104-1354 / / 0.0000 N 0.00 CODE ENFORCEMENT SERVICES DIVISION 09/19/2022 N 720.00 117 N 1ST ST STE 70 2115 CWA CARLISLE WORTMAN ASSOCIATES 09/19/2022 2166465 SWBA REVIEW PB22-05-0071 5130 W MAIN ST KIDS 569-273-80500 Plan Review 720.00 GL NUMBER DESCRIPTION AMOUNT Paid 09/19/2022 N 240.00 ANN ARBOR MI, 48104-1354 / / 0.0000 N 0.00 CODE ENFORCEMENT SERVICES DIVISION 09/19/2022 N 240.00 117 N 1ST ST STE 70 2117 CWA CARLISLE WORTMAN ASSOCIATES 09/19/2022 2166466 SWBA REVIEW PB22-05-0301 5622 W MAIN ST 569-273-80500 Plan Review 240.00 GL NUMBER DESCRIPTION AMOUNT Paid 09/19/2022 N 990.00 ANN ARBOR MI, 48104-1354 / / 0.0000 N 0.00 CODE ENFORCEMENT SERVICES DIVISION 09/19/2022 N 990.00 117 N 1ST ST STE 70 2114 CWA CARLISLE WORTMAN ASSOCIATES 09/19/2022 2166467 SWBA REVIEW PB22-05-0429 5708 VENTURE CT 569-273-80500 Plan Review 990.00 GL NUMBER DESCRIPTION AMOUNT Paid 09/19/2022 N 990.00 ANN ARBOR MI, 48104-1354 / / 0.0000 N 0.00 CODE ENFORCEMENT SERVICES DIVISION 09/19/2022 N 990.00 117 N 1ST ST STE 70 2116 CWA CARLISLE WORTMAN ASSOCIATES 09/19/2022 2166468 SWBA REVIEW PB22-05-0430 9132 W KL AVE FETZE569-273-80500 Plan Review 990.00 VENDOR TOTAL: 2,940.00 2022-09-22 SMBA Board Packet | Page 9 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 09/27/2022 N 380.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2087 9032 ROSEMARY LN 09/01/2022 N 380.00 CSC CODE SAVVY CONSULTANTS LLC 09/01/2022 2052 SWBA FS REVIEW KITCHEN HOOD PM22-05-0361 175569-273-80500 Plan Review 380.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 380.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2102 9032 ROSEMARY LN 09/14/2022 N 380.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2055 SWBA FA REVIEW PE22-05-0206 5130 W MAIN ST 569-273-80500 2022-0119-1 380.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 380.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2101 9032 ROSEMARY LN 09/14/2022 N 380.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2056 SWBA FA REVIEW PE22-05-0203 5280 W MAIN ST 569-273-80500 2022-0120-1 380.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 380.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2103 9032 ROSEMARY LN 09/14/2022 N 380.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2057 SWBA FA REVIEW PE22-05-0204 5300 W MAIN ST 569-273-80500 2022-0121-1 380.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 260.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2104 9032 ROSEMARY LN 09/14/2022 N 260.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2058 SWBA FA REVIEW PE22-05-0205 5326 W MAIN ST 569-273-80500 2022-0122-1 260.00 2022-09-22 SMBA Board Packet | Page 10 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 260.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2105 9032 ROSEMARY LN 09/14/2022 N 260.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2059 SWBA FA REVIEW PE22-05-0209 5310 W MAIN ST 569-273-80500 2022-0124-1 260.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 260.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2106 9032 ROSEMARY LN 09/14/2022 N 260.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2060 SWBA FA REVIEW PE22-05-0210 5320 W MAIN ST 569-273-80500 2022-0125-1 260.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 260.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2107 9032 ROSEMARY LN 09/14/2022 N 260.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2061 SWBA FA REVIEW PE22-05-0211 5316 W MAIN ST 569-273-80500 2022-0126-1 260.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 380.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2108 9032 ROSEMARY LN 09/14/2022 N 380.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2062 SWBA FA REVIEW PE22-05-0208 5304 W MAIN ST 569-273-80500 2022-0150-1 380.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 380.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2109 9032 ROSEMARY LN 09/14/2022 N 380.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2063 SWBA FA REVIEW PE22-05-0207 5072 W MAIN ST 2022-09-22 SMBA Board Packet | Page 11 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID 569-273-80500 2022-0151-1 380.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 260.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2110 9032 ROSEMARY LN 09/14/2022 N 260.00 CSC CODE SAVVY CONSULTANTS LLC 09/14/2022 2064 SWBA FA REVIEW PE22-05-0212 717 N DRAKE RD 569-273-80500 2022-0123-1 260.00 VENDOR TOTAL: 3,580.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/24/2022 Y 850.00 KALAMAZOO MI, 49009-8911 / / 0.0000 N 0.00 2081 6323 WINDDRIFT AVE 08/24/2022 N 850.00 GHECKMAN GARYAIRE, LLC 08/24/2022 2022-08-24-1 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 300.00 569-273-80300 Mechanical Inspector 550.00 850.00 GL NUMBER DESCRIPTION AMOUNT Paid 09/12/2022 Y 2,650.00 KALAMAZOO MI, 49009-8911 / / 0.0000 N 0.00 2094 6323 WINDDRIFT AVE 09/12/2022 N 2,650.00 GHECKMAN GARYAIRE, LLC 09/12/2022 2022-09-12-2 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80200 Electrical Inspector 50.00 569-273-80300 Mechanical Inspector 1,150.00 569-273-80400 Plumbing Inspector 1,450.00 2,650.00 VENDOR TOTAL: 3,500.00 2022-09-22 SMBA Board Packet | Page 12 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 09/12/2022 N 1,387.13 KALAMAZOO MI, 49009-1332 / / 0.0000 N 0.00 2099 811 S DRAKE RD 09/12/2022 N 1,387.13 VISA MERCANTILE VISA 09/12/2022 2022-09-12-4 SWBA VISA BILL AUG 2022 569-273-86000 GAS 289.03 569-273-86000 CAR WASH MONTHLY SUBSCRIPTION 29.99 569-273-80901 COGNITO FORMS SUBSCRIPTION 131.00 569-273-80901 ZOOM SUBSCRIPTION (ANNUAL) 149.90 569-273-80901 HELLOSIGN SUBSCRIPTION (ANNUAL) 180.00 569-273-80901 BLUEBEAM LICENSE 369.94 569-273-72700 KEY DUPLICATION 10.02 569-273-72800 POSTAGE / SHIPPING 50.55 569-273-71103 GR COCM FALL CONF RESERVATION DEPOSIT 176.70 1,387.13 VENDOR TOTAL: 1,387.13 GL NUMBER DESCRIPTION AMOUNT Paid 09/12/2022 Y 1,320.00 DETROIT MI, 48264-0348 / / 0.0000 N 0.00 2096 PO DRAWER 640348 09/12/2022 N 1,320.00 MILLER CAN MILLER CANFIELD PADDOCK & STONE PLC 09/12/2022 1570620 SWBA SERVICES RENDERED THROUGH AUG 2022 569-273-80800 Legal Fees 1,320.00 VENDOR TOTAL: 1,320.00 2022-09-22 SMBA Board Packet | Page 13 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/24/2022 Y 1,700.00 COLDWATER MI, 49036-9553 / / 0.0000 N 0.00 2082 426 SARAH LN 08/24/2022 N 1,700.00 TTHATCHER MP SERVICES LLC 08/24/2022 2022-08-24-2 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 1,250.00 569-273-80400 Plumbing Inspector 450.00 1,700.00 GL NUMBER DESCRIPTION AMOUNT Paid 09/12/2022 Y 1,750.00 COLDWATER MI, 49036-9553 / / 0.0000 N 0.00 2095 426 SARAH LN 09/12/2022 N 1,750.00 TTHATCHER MP SERVICES LLC 09/12/2022 2022-09-12-3 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 900.00 569-273-80400 Plumbing Inspector 850.00 1,750.00 VENDOR TOTAL: 3,450.00 GL NUMBER DESCRIPTION AMOUNT Paid 09/12/2022 N 80.00 KALAMAZOO MI, 49004-1116 09/12/2022 0.0000 N 0.00 2091 620 COMMERCE LN 09/12/2022 N 0.00 MISC NIEBOER HEATING & COOLING 09/12/2022 00035799 SWBA BD Payment Refund 569-272-49300 25a. Air Conditioning 30.00 569-272-62703 35. Inspection – Final 50.00 80.00 VENDOR TOTAL: 80.00 2022-09-22 SMBA Board Packet | Page 14 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 9/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/25/2022 N 161.61 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 2080 PO BOX 802815 08/22/2022 N 161.61 RICOH RICOH 08/22/2022 5065346865 SWBA AUG 2022 CONTRACT # 4470926 569-273-95600 MPC2504 BASE 2022-08-15 TO 2022-09-14 15.41 569-273-95600 MPC2504 BW READ 3.36 569-273-95600 MPC2504 COLOR READ 142.84 161.61 VENDOR TOTAL: 161.61 GL NUMBER DESCRIPTION AMOUNT Paid 09/12/2022 N 170.00 PORTAGE MI, 49002-0507 / / 0.0000 N 0.00 2092 246 E KILGORE RD 09/12/2022 N 170.00 SIEGFRIED SIEGFRIED CRANDALL PC 09/12/2022 110107 SWBA ACCOUNTING SERVICES AUG 2022 569-273-80700 Accounting / Audit Fees 170.00 VENDOR TOTAL: 170.00 GL NUMBER DESCRIPTION AMOUNT Paid 10/01/2022 N 182.32 PHILADELPHIA PA, 19170-0001 / / 0.0000 N 0.00 2112 PO BOX 7247-0381 09/15/2022 N 182.32 SUN LIFE SUN LIFE FINANCIAL 09/15/2022 247757 SWBA LIFE INSURANCE OCT 2022 569-273-71003 Disability / Life Insurance 182.32 VENDOR TOTAL: 182.32 2022-09-22 SMBA Board Packet | Page 15 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 10/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 09/28/2022 N 145.42 CHICAGO IL, 60677-8000 / / 0.0000 N 0.00 2100 8020 SOLUTIONS CTR 09/14/2022 N 145.42 TELNET TELNET WORLDWIDE 09/14/2022 255171 SWBA PHONE SEP 2022 569-273-85000 Telephone 145.42 VENDOR TOTAL: 145.42 GL NUMBER DESCRIPTION AMOUNT Paid 09/14/2022 N 51.00 CINCINNATI OH, 45274-2596 / / 0.0000 N 0.00 2086 PO BOX 742596 08/30/2022 N 51.00 TMOBILE T-MOBILE 08/30/2022 977195739 SWBA MOBILE HOTSPOT USAGE AUG 2022 569-273-80900 IT / Infrastructure 51.00 VENDOR TOTAL: 51.00 GL NUMBER DESCRIPTION AMOUNT Paid 09/09/2022 N 5,000.00 PORTAGE MI, 49081-2470 09/02/2022 0.0000 N 0.00 2090 PO BOX 2470 09/02/2022 N 0.00 MISC WESTMAIN 2000 LLC 09/02/2022 BTCO22-005 SWBA BD Bond Refund 569-000-26500 BTCO22-005 5,000.00 VENDOR TOTAL: 5,000.00 2022-09-22 SMBA Board Packet | Page 16 of 56 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 09/19/2022 11:16 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 11/11 User: kgibson DB: Smba POST DATES 08/22/2022 – 09/19/2022 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/24/2022 Y 1,900.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 2083 38159 24TH ST 08/24/2022 N 1,900.00 WWILCOX WILLIAM WILCOX 08/24/2022 2022-08-24-3 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 1,900.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/24/2022 Y 50.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 2084 38159 24TH ST 08/24/2022 N 50.00 WWILCOX WILLIAM WILCOX 08/24/2022 2022-08-24-4 SWBA REVIEW PE22-05-0312 5933 W KL AVE ONE WA569-273-80500 Plan Review 50.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/24/2022 Y 50.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 2085 38159 24TH ST 08/24/2022 N 50.00 WWILCOX WILLIAM WILCOX 08/24/2022 2022-08-24-5 SWBA REVIEW PE22-05-0307 5800 STADIUM DR 569-273-80500 Plan Review 50.00 GL NUMBER DESCRIPTION AMOUNT Paid 09/12/2022 Y 1,000.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 2093 38159 24TH ST 09/12/2022 N 1,000.00 WWILCOX WILLIAM WILCOX 09/12/2022 2022-09-12-1 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 950.00 569-273-80100 Building Inspector 50.00 1,000.00 VENDOR TOTAL: 3,000.00 TOTAL – ALL VENDORS: 33,133.00 2022-09-22 SMBA Board Packet | Page 17 of 56 Fund Item Amount 09/19/2022 11:21 AM Page 1 of 1 For Journal Entries with Post Dates Between 08/22/2022 and 09/19/2022 Journal Totals By Fund Report Total Payroll: 17,431.94 Net Payment: 11,117.18 Gross Payment: 15,240.75 569 Pay Codes Amount HOURLY 5,147.80 OPT-OUT 334.01 OVERTIME 345.22 PHONE 145.51 PTO 558.41 SALARY 4,586.23 Pay Code Totals: 11,117.18 Deductions Amount FITW 846.34 HSA_EE 400.00 MEDICARE_EE 213.02 PENSION_EE_PRE 120.14 PENSION_EE_ROTH 979.37 SITW 653.87 SOCSEC_EE 910.83 Deduction Totals: 4,123.57 Expenses Amount MEDICARE_ER 213.02 PENSION_ER 533.67 PENSION_ER_MTCH 533.67 SOCSEC_ER 910.83 Expense Totals: 2,191.19 2022-09-22 SMBA Board Packet | Page 18 of 56 09/19/2022 11:22 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba PERIOD ENDING 09/30/2022 % Fiscal Year Completed: 74.79 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 09/30/2022 YTD BALANCE 09/30/2022 2022 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 200,000.00 142,573.57 5,892.00 57,426.43 71.29 569-272-49200 Electrical Permits 50,000.00 26,919.00 1,728.00 23,081.00 53.84 569-272-49300 Mechanical Permits 50,000.00 39,590.75 4,639.00 10,409.25 79.18 569-272-49400 Plumbing Permits 25,000.00 16,250.00 155.00 8,750.00 65.00 569-272-60701 FOIA Fees 500.00 270.60 7.70 229.40 54.12 569-272-62600 Building Services to Others 0.00 0.00 0.00 0.00 0.00 569-272-62701 Building Inspections 85,000.00 43,380.00 2,200.00 41,620.00 51.04 569-272-62702 Electrical Inspections 40,000.00 29,300.00 2,300.00 10,700.00 73.25 569-272-62703 Mechanical Inspections 45,000.00 33,500.00 2,550.00 11,500.00 74.44 569-272-62704 Plumbing Inspections 35,000.00 23,500.00 300.00 11,500.00 67.14 569-272-63000 Plan Review 70,000.00 21,861.75 1,420.00 48,138.25 31.23 569-272-66300 Bond Forfeitures and Bond Costs 0.00 0.00 0.00 0.00 0.00 569-272-66500 Interest on Investments 1,100.00 810.18 0.00 289.82 73.65 569-272-67300 Gain/Loss on Sale of Assets 0.00 0.00 0.00 0.00 0.00 569-272-67500 Miscellaneous 1,100.00 (406.91) 0.00 1,506.91 (36.99) Total Dept 272 – Revenue Accounts 602,700.00 377,548.94 21,191.70 225,151.06 62.64 TOTAL REVENUES 602,700.00 377,548.94 21,191.70 225,151.06 62.64 Expenditures Dept 273 – Building Authority Expense Activity 569-273-70200 Salaries 181,814.00 130,785.38 13,583.77 51,028.62 71.93 569-273-70203 Building Board of Appeals 0.00 0.00 0.00 0.00 0.00 569-273-70204 Board Member At Large Stipend 360.00 240.00 0.00 120.00 66.67 569-273-71002 Health Insurance 51,000.00 45,791.36 4,221.17 5,208.64 89.79 569-273-71003 Disability / Life Insurance 2,160.00 1,731.10 182.32 428.90 80.14 569-273-71004 Work Comp Insurance 2,200.00 1,395.00 0.00 805.00 63.41 569-273-71005 Payroll Taxes – FICA 13,464.00 10,017.21 1,040.44 3,446.79 74.40 569-273-71006 HSA 7,270.00 7,257.00 0.00 13.00 99.82 569-273-71009 Pension Plan 14,080.00 11,209.35 1,066.66 2,870.65 79.61 569-273-71101 In Lieu of Insurance 5,420.00 3,958.46 416.68 1,461.54 73.03 569-273-71102 Clothing Allowance 1,500.00 264.00 0.00 1,236.00 17.60 569-273-71103 Education / Membership Dues 3,500.00 3,535.15 176.70 (35.15) 101.00 569-273-72700 Supplies 4,500.00 1,687.30 401.24 2,812.70 37.50 569-273-72800 Postage / Shipping 2,750.00 2,302.66 50.55 447.34 83.73 569-273-72900 General Insurance 9,400.00 8,818.00 0.00 582.00 93.81 569-273-80100 Building Inspector 10,000.00 4,150.00 50.00 5,850.00 41.50 569-273-80200 Electrical Inspector 40,000.00 27,450.00 1,000.00 12,550.00 68.63 569-273-80300 Mechanical Inspector 45,000.00 29,650.00 2,050.00 15,350.00 65.89 569-273-80400 Plumbing Inspector 35,000.00 20,050.00 2,300.00 14,950.00 57.29 569-273-80500 Plan Review 70,000.00 24,166.75 6,520.00 45,833.25 34.52 569-273-80600 Consultants 0.00 0.00 0.00 0.00 0.00 569-273-80700 Accounting / Audit Fees 10,500.00 7,265.00 170.00 3,235.00 69.19 569-273-80800 Legal Fees 5,000.00 5,885.00 1,320.00 (885.00) 117.70 569-273-80900 IT / Infrastructure 35,993.00 26,362.66 3,553.13 9,630.34 73.24 569-273-80901 IT / Software 15,000.00 5,216.59 830.84 9,783.41 34.78 2022-09-22 SMBA Board Packet | Page 19 of 56 09/19/2022 11:22 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba PERIOD ENDING 09/30/2022 % Fiscal Year Completed: 74.79 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 09/30/2022 YTD BALANCE 09/30/2022 2022 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 569 – Building Authority Expenditures 569-273-80902 IT / Support 500.00 185.00 0.00 315.00 37.00 569-273-85000 Telephone 4,260.00 2,616.97 295.42 1,643.03 61.43 569-273-86000 Vehicle Gas / Maintenance 3,000.00 2,438.28 319.02 561.72 81.28 569-273-86100 Mileage 500.00 107.76 0.00 392.24 21.55 569-273-94000 Facility Rent 22,000.00 22,000.00 0.00 0.00 100.00 569-273-95500 Miscellaneous 0.00 (116.55) 0.00 116.55 100.00 569-273-95600 Equipment / Maintenance 2,000.00 1,560.92 0.00 439.08 78.05 569-273-96401 Refund of Overpayment 0.00 0.00 0.00 0.00 0.00 569-273-96500 Bank Service Charges 660.00 407.80 (13.00) 252.20 61.79 569-273-96800 Depreciation Expense 0.00 0.00 0.00 0.00 0.00 569-273-97100 Capital Outlay 17,650.00 13,675.56 0.00 3,974.44 77.48 569-273-97200 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 616,481.00 422,063.71 39,534.94 194,417.29 68.46 TOTAL EXPENDITURES 616,481.00 422,063.71 39,534.94 194,417.29 68.46 NET OF REVENUES & EXPENDITURES (13,781.00) (44,514.77) (18,343.24) 30,733.77 323.02 TOTAL EXPENDITURES 616,481.00 422,063.71 39,534.94 194,417.29 68.46 TOTAL REVENUES 602,700.00 377,548.94 21,191.70 225,151.06 62.64 Fund 569 – Building Authority: NET OF REVENUES & EXPENDITURES (13,781.00) (44,514.77) (18,343.24) 30,733.77 323.02 TOTAL EXPENDITURES – ALL FUNDS 616,481.00 422,063.71 39,534.94 194,417.29 68.46 TOTAL REVENUES – ALL FUNDS 602,700.00 377,548.94 21,191.70 225,151.06 62.64 2022-09-22 SMBA Board Packet | Page 20 of 56 x Amendment Adjustment GL # Description Type Current Budget YTD Balance Amended Budget Amendment Amount $ – $ – $ – $ – $ – $ – $ – 569-273-71103 Education / Membership Dues Expenditure $ 3,500.00 $ 3,535.15 $ 4,000.00 $ 500.00 569-273-80800 Legal Fees Expenditure $ 5,000.00 $ 5,885.00 $ 7,000.00 $ 2,000.00 569-273-86000 Vehicle Gas / Maintenance Expenditure $ 3,000.00 $ 2,438.28 $ 3,500.00 $ 500.00 $ – $ – $ – $ – $ – $ – $ – GL # Description Type 9/19/2022 Budget Amendment / Adjustment Request Form Southwest Michigan Building Authority Request Type: Requested By: Kyle Gibson, Office Manager Budget Amendment Request Revenues ( $0.00 ) DR Amount CR Amount Expenditures ( $3,000.00 ) 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: \\smba-ad2\SMBA\Board Meetings\2022\2022-09-22\Working Folder\003c September 2022 Budget Amendments 1 of 3 2022-09-22 SMBA Board Packet | Page 21 of 56 GL Description Type 569-000-00100 Cash – Checking Cash 569-000-00200 Cash – Savings Cash 569-000-00300 Cash – Certificates of Deposit Cash 569-000-00400 Cash – Imprest / Petty Cash 569-000-01800 Building Receivable Accounts Receivable 569-000-12300 Prepaids Other Assets 569-000-14700 Accumulated Depreciation Fixed Assets 569-000-14799 Capital Assets Equipment Fixed Assets 569-000-20200 Accounts Payable Accounts Payable 569-000-22800 Due to State of Michigan Liabilities-ST 569-000-22900 Due to Federal Government Liabilities-ST 569-000-23700 Due to Pension Plan Liabilities-ST 569-000-23800 Due to HSA Liabilities-ST 569-000-25700 Accrued Payroll Liabilities-ST 569-000-26500 Performance Bonds Liabilities-ST 569-000-39000 Fund Balance Fund Equity 569-000-99999 Carryover Revenue 569-272-49100 Building Permits Revenue 569-272-49200 Electrical Permits Revenue 569-272-49300 Mechanical Permits Revenue 569-272-49400 Plumbing Permits Revenue 569-272-60701 FOIA Fees Revenue 569-272-62600 Building Services to Others Revenue 569-272-62701 Building Inspections Revenue 569-272-62702 Electrical Inspections Revenue 569-272-62703 Mechanical Inspections Revenue 569-272-62704 Plumbing Inspections Revenue 569-272-63000 Plan Review Revenue 569-272-66300 Bond Forfeitures and Bond Costs Revenue 569-272-66500 Interest on Investments Revenue 569-272-67300 Gain/Loss on Sale of Assets Revenue 569-272-67500 Miscellaneous Revenue 569-273-70200 Salaries Expenditure 569-273-70203 Building Board of Appeals Expenditure 569-273-70204 Board Member At Large Stipend Expenditure 569-273-71002 Health Insurance Expenditure 569-273-71003 Disability / Life Insurance Expenditure 569-273-71004 Work Comp Insurance Expenditure 569-273-71005 Payroll Taxes – FICA Expenditure 569-273-71006 HSA Expenditure 569-273-71009 Pension Plan Expenditure 569-273-71101 In Lieu of Insurance Expenditure 569-273-71102 Clothing Allowance Expenditure 569-273-71103 Education / Membership Dues Expenditure 569-273-72700 Supplies Expenditure 569-273-72800 Postage / Shipping Expenditure 2022-09-22 SMBA Board Packet | Page 22 of 56 569-273-72900 General Insurance Expenditure 569-273-73000 Personal Protective Equipment Expenditure 569-273-80100 Building Inspector Expenditure 569-273-80200 Electrical Inspector Expenditure 569-273-80300 Mechanical Inspector Expenditure 569-273-80400 Plumbing Inspector Expenditure 569-273-80500 Plan Review Expenditure 569-273-80600 Consultants Expenditure 569-273-80700 Accounting / Audit Fees Expenditure 569-273-80800 Legal Fees Expenditure 569-273-80900 IT / Infrastructure Expenditure 569-273-80901 IT / Software Expenditure 569-273-80902 IT / Support Expenditure 569-273-85000 Telephone Expenditure 569-273-86000 Vehicle Gas / Maintenance Expenditure 569-273-86100 Mileage Expenditure 569-273-94000 Facility Rent Expenditure 569-273-95500 Miscellaneous Expenditure 569-273-95600 Equipment / Maintenance Expenditure 569-273-96500 Bank Service Charges Expenditure 569-273-96800 Depreciation Expense Expenditure 569-273-97100 Capital Outlay Expenditure 569-273-97200 Capital Outlay – Vehicle Expenditure 569-273-99300 Interest/Penalty IRS/State Withholdings Expenditure 2022-09-22 SMBA Board Packet | Page 23 of 56 Page 1 of 1 Southwest Michigan Building Authority Board of Directors Meeting Agenda Item Request / Cover Sheet For Meeting Date 9/22/2022 Subject Office Manager’s Report Submitted By Kyle Gibson, Office Manager Assigned Item # 003d Is board action required? ☐ Yes ☑ No Background Information / Request: This report is intended to apprise the Board of the current status of our infrastructure upgrades in coordination with our vendor, Aunalytics. It is provided for information only. The server upgrade project has been completed. The project resulted in an unexpected amount of downtime for both SMBA staff and township staff, but we were thankfully able to resolve those issues through diligent communication with our project team. I have received some reports that programs are running sluggishly on the new server. The resources assigned to the server (CPU cores and RAM, specifically) are the same as on the old server, but the newer operating system appears to be a little more power hungry. I am currently in discussions with Aunalytics regarding the cost of increasing resources, and will be providing the Board with a new quote for that in the near future. The Secure Managed Services project has just started. A large portion of this project is just an audit of the existing services we have implemented with Aunalytics and conforming to their new billing structure. One major new aspect will be the implementation of two-factor authentication for our remote desktop services and Office products. Prior to the start of the project, a number of Oshtemo Township staff members were sharing accounts to access our remote desktop services. Due to the nature of two-factor authentication, we were forced to eliminate account sharing and assign each staff member their own unique account. This resulted in the creation of four new remote desktop accounts (which are billed to each township separately for their staff’s access), which was coordinated with the Oshtemo Township Supervisor. This had no impact on Cooper Township due to the fact that their staff members already had unique accounts and were not sharing. Implications / Financial Impact: N/A List / Describe Any Supporting Documents: N/A Suggested Motion: N/A 2022-09-22 SMBA Board Packet | Page 24 of 56 Page 1 of 1 Southwest Michigan Building Authority Board of Directors Meeting Agenda Item Request / Cover Sheet For Meeting Date 9/22/2022 Subject Closed Session to Discuss Written Opinion of Legal Counsel Submitted By Kyle Gibson, Office Manager Assigned Item # 004 Is board action required? ☑ Yes ☐ No Background Information / Request: A resolution to enter closed session to discuss written opinion of legal counsel is before the Board. Implications / Financial Impact: List / Describe Any Supporting Documents: 004a 2022-09-22_Closed Session Res_Written Op of Counsel Suggested Motion: 2022-09-22 SMBA Board Packet | Page 25 of 56 SOUTHWEST MICHIGAN BUILDING AUTHORITY RESOLUTION REGARDING CLOSED SESSION OF SEPTEMBER 22, 2022 WHEREAS, it is necessary for the Southwest Michigan Building Authority (SMBA) Board to meet and consult with its Attorney for purposes of discussing a Written Opinion of Counsel and to do so in an open meeting would have a detrimental effect upon the Board’s position and could disclose matters protected by Attorney-Client Privilege; and WHEREAS, Section 8 of the Open Meetings Act, 1976 PA 267, as amended, permits a public body to meet in closed session to consult with its Attorney regarding material exempt from discussion and disclosure as set forth above. NOW, THEREFORE, BE IT RESOLVED that, in accordance with the Open Meetings Act, the Southwest Michigan Building Authority (SMBA) Board hereby determines to meet in closed session this 22nd day of September, 2022, to consult with its Attorney regarding written opinion of counsel, and to consider material exempt from discussion or disclosure by state law. A motion was made by ___________, seconded by ________ __ , to adopt the foregoing Resolution. Upon a roll call vote, the following voted “Aye”: The following voted “Nay”: The following “Abstained”: The following were absent: 2022-09-22 SMBA Board Packet | Page 26 of 56 The Chair declared that the Resolution has been adopted by at least 2/3 of the members of the Board. __________________________________ Kyle Gibson, Secretary Southwest Michigan Building Authority ********************************************************** CERTIFICATE Kyle Gibson, the duly appointed and acting Secretary of the Southwest Michigan Building Authority Board, hereby certifies that the foregoing constitutes a true and complete copy of a Resolution adopted at a regular meeting of the Southwest Michigan Building Authority Board held on September 22, 2022, at which a quorum of the Board was present. ___________________________________ Kyle Gibson, Secretary Southwest Michigan Building Authority 2022-09-22 SMBA Board Packet | Page 27 of 56 Page 1 of 1 Southwest Michigan Building Authority Board of Directors Meeting Agenda Item Request / Cover Sheet For Meeting Date 9/22/2022 Subject Consideration of HSA Administrator Alternatives Submitted By Kyle Gibson, Office Manager Assigned Item # 005 Is board action required? ☑ Yes ☐ No Background Information / Request: Due to an increasing level of dissatisfaction with our current HSA administrator (BASIC), I asked our insurance agent Geoff Lansky to research alternative providers at the start of this year. He has provided me with his recommendation Health Equity, the proposal for which is attached. Implications / Financial Impact: We currently pay account administration fees to BASIC which equates to approximately $270.00 per year. Per Geoff, due to a partnership with Blue Cross Blue Shield, enrollment in the recommended plan would result in those fees being eliminated. In conflict with Geoff’s communication, the proposal does list a account fee of $2.50 per account per month; if that fee were in fact assessed, it would amount to $60.00 per year, or a net savings of approximately $210.00. Geoff also mentions that staff would be required to use Health Equity’s bank for their accounts, which would require staff to transfer their existing balances to a new account. List / Describe Any Supporting Documents: 005a Email from Geoff Lansky 005b HSA Sales Product Brochure 005c Order Southwest Michigan Building Authority__HealthEquity Proposal and Fee Review_2022-09-14 Suggested Motion: 2022-09-22 SMBA Board Packet | Page 28 of 56 1 Kyle Gibson From: Geoffrey Lansky Sent: Friday, September 16, 2022 8:17 AM To: Kyle Gibson Subject: Re: HSA option Attachments: Order Southwest Michigan Building Authority__HealthEquity Proposal and Fee Review_ 2022-09-14.pdf; HSA Sales Product Brochure (2).PDF Kyle, Good morning. Please see attached information from Health Equity for your review on the HSA. Because of the relationship with Blue Cross Blue Shield of Michigan, there are no fees for the plan. They do require that you use their bank for all of the HSA’s. When you have time to look this over let me know if you have any questions or concerns. We can then discuss what the best options are moving forward. Have a great weekend! Sincerely, Geoff On Mon, Sep 12, 2022 at 7:20 AM Kyle Gibson wrote: Hi Geoff, we are still interested. Thank you for looking into this! Kyle Gibson Office Manager Southwest Michigan Building Authority Direct Line: (269) 585‐4154 Request Inspections Online Main Line: (269) 585‐4150 From: Geoffrey Lansky Sent: Friday, September 9, 2022 12:28 PM To: Kyle Gibson Subject: HSA option Kyle, Good afternoon, I hope you are doing well. 2022-09-22 SMBA Board Packet | Page 29 of 56 Connecting Health and Wealth HEALTHIER TODAY. FINANCIAL WELLBEING TOMORROW. Choose a HealthEquity HSA and simplify the experience while inspiring your people to achieve more. Health Savings Account (HSA) 2022-09-22 SMBA Board Packet | Page 30 of 56 2 HealthEquity HSA HSA IS IN OUR DNA Some vendors just offer an HSA to sell mutual funds and other financial products. Not us. Since 2002, HealthEquity is HSA first and always. We’re a non-bank HSA custodian. That means we have the independence to focus exclusively on delivering the best possible HSA experience. Accelerate implementation After working with 100,000+ organizations, we’ve got onboarding down to a science. Our implementation team will guide you through plan setup, employee enrollment and program go-live. • Easily transfer member files from any platform or payroll vendor • Create and customize your employer portal account in minutes • Seamlessly execute bulk transfers that require nothing from your team 2022-09-22 SMBA Board Packet | Page 31 of 56 PUT YOUR PEOPLE FIRST Everything we do is designed to systematically maximize adoption, engagement and account optimization. We’ll help your people understand the hows and whys behind HSAs, so they can capitalize on every opportunity. And because we administer more HSAs than anyone, we know what works and what doesn’t. • Design and execute targeted open enrollment campaigns • Send high-impact communications throughout the year • Offer live webinars or choose from our on-demand library 24/7 member support Call or chat day or night. Our US-based call center measures success by problems solved (not call times). We’ll do whatever it takes. Easy account management Intuitive navigation combined with our “Account Optimizer” functionality makes the HSA experience meaningful and stress free. See it in action. Ask for a quick demo. Step-by-step guidance to use them. That’s why we offer on-screen tutorials, user guides, webinars, calculators, and more. * Accounts must be activated via the HealthEquity website in order to use the mobile app. 3 HealthEquity HSA GO MOBILE Log in and manage everything via our simple mobile app.* Want to submit a claim? Easy. Just snap a photo and you’re on your way. 2022-09-22 SMBA Board Packet | Page 32 of 56 4 HealthEquity HSA SIMPLIFY AT EVERY STEP Leverage hundreds of unique integrations Our team has the experience and expertise to drive customizable no-cost integrations with health plans, retirement providers, payroll administrators, and more. • Streamline claims and payments • Simplify and automate HSA administration • Put HSA and retirement account data side by side Work smarter, faster and more efficiently Benefits are complex, but your workflows shouldn’t be. Our employer portal experience uses streamlined technology, making it easy for you to manage everything in only a few clicks. Configurable rules-based access helps you stay in control, while a dynamic plan dashboard lets you see everything at a glance. • Get file processing results and alerts • View fee and funding invoices • Generate on-demand or scheduled reports 2022-09-22 SMBA Board Packet | Page 33 of 56 BOOST RETIREMENT READINESS Inspire savings Many HSA administrators like to tout their investment fund lineup. And we’re confident our offering of 23 low-cost Vanguard funds stacks up against anyone.** But we also recognize that savings rate matters more than investment returns. A high yield on a low balance won’t move the needle. So, we’re constantly inspiring members to consider increasing contributions to boost their year-end net balance. Toward that goal, we’ll work with you to: • Identify the right employer contribution strategy to incentivize savings • Measure and optimize retirement readiness • Send targeted messages to encourage your team to get the most from their HSA Streamline investing An HSA is like a second 401(k)—a great way to build a retirement nest egg. But people need the tools to take advantage. Try our investment desktop and see how it makes HSA investing easier than ever. • On-screen tutorials • Intuitive user experience • Balance thresholds and streamlined cash management Two powerful advisory tools offered by HealthEquity Advisors, LLC enable members to adjust their level of control.** Tap into algorithm-based guidance and recommendations GPS recommends investment options based on age, investment objectives, investment experience and more. This option gives members the opportunity to ultimately select their own investments based on targeted advice. GPS Member inputs create a risk profile, then AutoPilot will automatically rebalance member portfolios based on specified factors. AutoPilot empowers even the most inexperienced members to invest confidently. Let intelligent technologies manage your entire portfolio AUTOPILOT 5 HealthEquity HSA **Investments are subject to risk, including the possible loss of the principal invested and are not FDIC or NCUA insured, or guaranteed by HealthEquity, Inc. HSA holders may select Vanguard funds for investment through the HealthEquity investment platform but HealthEquity, Inc. does not provide investment advice. HealthEquity Advisors, LLC™, a wholly owned subsidiary of HealthEquity, Inc. and an SEC-registered investment adviser, provides web-based investment advice to HSA holders that subscribe for its services (minimum thresholds and additional fees apply). Registration does not imply endorsement by any state or agency and does not imply a level of skill, education, or training. Investing may not be suitable for everyone. You should carefully consider the investment objectives, risks, charges and expenses of any mutual fund before investing. A prospectus and, if available, a summary prospectus containing this and other important information can be obtained by visiting the Vanguard website at vanguard.com. Please read the prospectus carefully before investing. 2022-09-22 SMBA Board Packet | Page 34 of 56 ENGAGE 360: ENGAGE LIKE A PRO Get access to the industry’s only comprehensive suite of engagement resources designed specifically for benefits professionals. Tap into original collateral, analytics, training, and the support you need to make a difference for your people and the organization. Drive adoption Open Enrollment Toolkit Tap into a huge library of flyers, webinars and other resources you can use during annual enrollment and for new hires. Maximize utilization Engagement Packages We’ll send targeted, systematic communications to promote positive habits and address specific areas for program improvement. Measure and benchmark Health Savings ScoreTM Use proprietary analytics to gain visibility into program performance, benchmark against peers and identify opportunities for improvement. Refine and optimize Best Practices Access workshops and original insights that will help you make a bigger impact with less effort. Save like a pro • Contribute to your HSA and reduce your tax burden.1 • Save confidently, knowing your money rolls over from year to year. • Develop that emergency fund you’ve been meaning to get to. Spend like a pro • Compare services and prices to maximize your dollars. • Discover three simple ways to pay providers. • Take advantage of free preventive care. 1HSAs are never taxed at a federal income tax level when used appropriately for qualified medical expenses. Also, most states recognize HSA funds as tax-free with very few exceptions. Please consult a tax advisor regarding your state’s specific rules. Get these and more HSA tips and tricks for pro-level saving. Visit HealthEquity.com/Learn BE AN HSA PRO PROTECT YOUR LOVED ONES Add a beneficiary to your HSA Discover more about your HSA Get ready to take charge of your healthcare Your new health savings account (HSA) is a tax-advantaged1 way to save money on qualified medical expenses now while building a healthcare nest egg for the future. Your money never expires and stays with you, even when you change jobs or retire. We’re glad you’re here Let’s build health savings together Need help? The Help Center offers quick and helpful guides, answers to your questions, and access to our dedicated Member Services team. Questions? We’re here for you 24/7 866.346.5800 | my.HealthEquity.com If you haven’t done so already, be sure to activate your new HealthEquity debit card.2 You can use your card at the doctor’s office or pharmacy to pay for qualified medical expenses. 1HSAs are never taxed at a federal income tax level when used appropriately for qualified medical expenses. Also, most states recognize HSA funds as tax-free with very few exceptions. Please consult a tax advisor regarding your state’s specific rules. 2Your HealthEquity® Visa® Healthcare Card can be used at participating merchants who sell eligible healthcare products or services everywhere Visa debit cards are accepted. Your HealthEquity Visa Healthcare Card is issued by The Bancorp Bank pursuant to a license from Visa U.S.A. Inc. The Bancorp Bank; Member FDIC. HealthEquity does not provide legal, tax or financial advice. Always consult a professional when making life changing decisions. To unsubscribe or change your email preferences, click here. HealthEquity respects your privacy. To learn more, read our Privacy Statement. If you receive a suspicious email, please report it by forwarding the email to phishing@healthequity.com. Visit Security to find out more. Copyright © 2020 HealthEquity, Inc. All rights reserved. 15 West Scenic Pointe Drive, Draper, UT 84020 View on web Login HealthEquity.com/engage360 6 HealthEquity HSA 2022-09-22 SMBA Board Packet | Page 35 of 56 Build on two decades of innovation and industry leadership. HSA members 5 million+ health plan integrations 175+ organizations 100,000+ CONNECTING HEALTH AND WEALTH As the retirement savings gap is widening and healthcare costs keep climbing, we recognize that connected problems require connected solutions. That’s why our approach is driven by a singular mission: To connect health and wealth. By bringing together intuitive technology and remarkable service, we enable millions to achieve wellness today and financial wellbeing tomorrow. 7 HealthEquity HSA 2022-09-22 SMBA Board Packet | Page 36 of 56 Only HealthEquity delivers the integrated solutions you need to simplify benefits and truly impact people’s lives. ONE PARTNER. TOTAL SOLUTION. HSA FSA HRA Commuter COBRA Wellbeing BUNDLE YOUR BENEFITS Be confident Build on 20+ years industry leadership Simplify Imagine the power of single-source simplicity Make a difference Wow your people with a fully cohesive experience HSA-qualified health plans are a great way to reduce premiums and help your people build long-term health savings. You can also complement an HSA with a Health Reimbursement Arrangement (HRA) to help offset premium increases and make HSAs more appealing. But why stop there? Avoid the headaches and hassle associated with multiple vendors and let HealthEquity manage everything end to end. Our Total Solution brings a powerful lineup of integrated benefits, delivering unrivaled simplicity and convenience. We’ll help you unlock economies of scale and get bundled pricing you won’t find anywhere else. Ready to act? 866.855.8908 | HealthEquity.com/HSA HealthEquity does not provide legal, tax or financial advice. Always consult a professional when making life-changing decisions. Copyright © 2020 HealthEquity, Inc. All rights reserved. B2B_HSA_Brochure_August_2020.pdf 2022-09-22 SMBA Board Packet | Page 37 of 56 Proposal for Southwest Michigan Building Authority Phouvo Phachomphon | Regional Sales Representative pphachomphon@healthequity.com | 8017276589 2022-09-22 SMBA Board Packet | Page 38 of 56 Table of Contents Executive Summary ………………………………………………………………………………………………………………………… i HealthEquity Overview …………………………………………………………………………………………………………………… 1 How We Provide Remarkable Service ……………………………………………………………………………………………… 3 Implementation ………………………………………………………………………………………………………………………….. 3 Service Delivery ………………………………………………………………………………………………………………………… 3 Innovative Tools ………………………………………………………………………………………………………………………… 3 Member Services ………………………………………………………………………………………………………………………. 3 Member Portal …………………………………………………………………………………………………………………………… 4 Mobile App ……………………………………………………………………………………………………………………………….. 5 Client Portal ………………………………………………………………………………………………………………………………. 5 Communications ……………………………………………………………………………………………………………………….. 5 HSA Administration ……………………………………………………………………………………………………………………. 7 Fee Schedules* …………………………………………………………………………………………………………………………….. 12 2022-09-22 SMBA Board Packet | Page 39 of 56 i Executive Summary In today’s complex healthcare landscape, clients need a consumer-directed benefits administrator with depth of experience, a full suite of service-focused offerings and cutting-edge technologies to support their needs. As a leader in consumer-directed benefits administration, HealthEquity delivers on that need through comprehensive solutions and education. Our solution was designed to ensure remarkable service, increase adoption, ease of use all while improving member satisfaction. In 2002, HealthEquity was established with the intent to transform health care and help Americans better save and spend their health care dollars. Since our inception, we have strived to develop a ‘purple’ culture both internally as a company as we serve more than 14.4 million accountholders throughout the United States. Our constant focus on exceeding our clients’ expectations launched HealthEquity to become the nation’s largest independent custodian of health savings accounts (HSAs). As a U.S. Department of Treasury-licensed nonbank HSA administrator and trustee, we administer more than 14.4 million accounts nationwide and serve as the custodian for approximately $19.6 billion in assets. With the acquisition of WageWorks in 2019, we have expanded our focus to provide our clients a total solution for benefit administration, including administering flexible spending accounts (FSAs), health reimbursement arrangements (HRAs), COBRA, direct bill, commuter, fitness, education and other reimbursement programs. Together, our unparalleled level of experience has resulted in the development of an offering to fully support members on a journey of managing, paying, and growing their health and wealth. 2022-09-22 SMBA Board Packet | Page 40 of 56 ii As an industry leader, we offer clients a single source for convenient solutions and are differentiated in the industry by our:  Comprehensive administration capabilities delivered through innovative proprietary systems  Proven implementation approach and account management services to ensure a smooth transition to services and seamless ongoing administration  Corporate initiatives to provide superior service to members, family members, and the benefits team  Scalability, financial strength, and long-term attention on the importance of health and wealth Notable User Experience We are committed to helping members and dependents become more informed healthcare consumers. Key goals driving our engagement in partner initiatives include:  Help reduce long-term medical plan and member cost trend  Improve member engagement through multiple member education channels  Support clients, members, dependents, and HR professionals  Offer tools and resources resulting in a seamless member experience  Provide convenient, online decision-support tools and provider payment options Our solution is built around the imperative our client experience must be top notch. To support this initiative, our intuitive and robust web portal supports users in accomplishing most of their Consumer Directed Benefits (CDB) management tasks securely online. Due to our uptime of more than 99%, users can access and manage their accounts virtually anytime, anywhere. We recognize the importance of partnering with a proven administrator to oversee this vital component of your benefits strategy. HealthEquity is committed to providing comprehensive and service-focused capabilities to support member health and wealth initiatives. Our product suite offers a unique combination of healthcare and financial services capabilities – a critical differentiator in the industry and a pillar of our success. By leveraging this expertise, your members can realize long-term benefits by learning to better save and spend their healthcare dollars. Clients and partners can enjoy a robust solution delivered by a single partner and industry leader. Our expertise and dedication result in convenient solutions for clients seeking one partner to guide their benefit strategy to impact members’ health and wealth. 2022-09-22 SMBA Board Packet | Page 41 of 56 1 HealthEquity Overview About HealthEquity HealthEquity was established in 2002 with a focus on transforming the healthcare industry by empowering individuals with tools to manage healthcare costs. When health savings accounts were signed into law in 2004, HealthEquity was well-positioned to help guide individuals and clients to become informed consumers of these new tax-advantaged financial accounts. As members leverage HSAs alongside a qualified high deductible health plan, they save significantly in the short-term through reduced monthly premiums as well as in the long-term by growing their savings both at contribution and investment. With the acquisition of WageWorks, a leading benefits administrator, we are uniquely positioned to help individual accountholders connect health and wealth. Only HealthEquity delivers the integrated end-toend solutions to simplify benefits administration and provide members a truly cohesive experience. Our services benefit millions of members as well as more than 120,000 clients, ranging in size from the largest enterprises to small businesses. Our total solution includes:  Healthcare accounts – Health Savings Account (HSA) – Flexible Spending Account (FSA) – Health Reimbursement Arrangement (HRA) – Retiree Healthcare Spending Account  Dependent Care FSA (DCFSA)  Commuter benefits  COBRA administration  Direct Bill administration  Wellbeing – Emergency Disaster Relief programs – Gym reimbursement – Tuition reimbursement – Wellness reimbursement With decades of experience, we know how to scale quickly, influence legislation, and provide leadership within the employee benefits industry. We strive to ensure our clients and their members receive innovative programs supported by superior service. We understand the cost pressures associated with benefits; therefore, we are committed to delivering efficient and cost-effective services capable of eliminating hassle and saving companies both time and money. Our goal is to provide support to empower individuals to achieve wellness today and financial wellbeing tomorrow. 2022-09-22 SMBA Board Packet | Page 42 of 56 2 Our Mission and Vision It is our mission is to help Americans thrive in today’s healthcare system by offering a variety of tax-advantaged products designed to incentivize informed decision-making and encourage long-term savings. With a full suite of healthcare financial products, we help millennial consumers better save, manage, spend, and grow their pre-tax dollars through governmentapproved health savings vehicles. Our vision involves facilitating access to affordable healthcare through the combination of highdeductible health plans and our tax-advantaged health account products. We view our financial tools as a way for individuals and companies to maximize their dollars in real-time, while building greater wealth for the long run. While some administrators or financial institutions offer single product solutions as a sideline business, connecting health and wealth is our sole focus. At HealthEquity, we want every American to have our accounts as part of their lifelong plan. 2022-09-22 SMBA Board Packet | Page 43 of 56 3 How We Provide Remarkable Service Through passion for sharing insight and support, we begin our commitment to remarkable service as we transition clients and members to our services. Ongoing, we continue supporting members with 24- hour access to service representatives. Clients are provided ongoing support by highly trained client service personnel. Implementation When converting new clients to our solutions, an implementation team guides them through the process and coordinates efforts directly with clients. This implementation team consists of professional project managers who lead internal resources, manage timelines and deliverables, and provide direct oversight. Vast knowledge of our products and solutions aids our implementation managers in delivering a seamless transition to our solutions. Service Delivery We staff a robust and seamless support team dedicated to managing client relationships. Our service delivery teams consist of experienced professionals capable of satisfying the needs of our clients for the life of the partnership — we are here for you every step of the way. Clients will be supported by a knowledgeable Employer Services team ready to provide ongoing support for the day-to-day needs of your plan. Team members provide account administration assistance for questions or concerns which may arise. Clients can also look to this team for support with other administration duties, such as enrollment and group maintenance activities. Team members are available Monday through Friday, from 9:00 a.m. until 8:00 p.m. Eastern Time via toll-free phone or email. Innovative Tools Members have access to many innovative tools to make it easy for them to access and spend funds in their accounts. Alongside their healthcare debit card – which provides point-of-service funds access for healthcare purchases – members can submit claims using our mobile app or online via our member portal. Additionally, we support automatic health plan claims, working with carriers (medical, dental, pharmacy, and vision) to receive claims information. We currently receive integrated claims data from more than 130 carriers and enrollment, eligibility, and contribution data from partners (e.g., enrollment and eligibility providers, payroll vendors, HRIS providers, etc.). Member Services HealthEquity ensures members have the availability to access important information and support related to their accounts when they need to do so. We offer 24/7 toll-free access to our knowledgeable service representatives1 and members may access member support via online chat between 8 a.m. until 8 p.m. Eastern Time. Our toll-free interactive voice response (IVR) system and member portals also provide information 24/7. Member Services Representatives are trained to assist members with questions related to our full suite of products and services. With direct access to specific plan information, our Member Services team can easily view meaningful details, answer questions, and resolve issues. Additionally, we record all calls and perform quality reviews to monitor accuracy and professionalism. 1 COBRA and Direct Bill member service is available weekdays, from 8:00 a.m. to 8:00 p.m. Eastern Time. 2022-09-22 SMBA Board Packet | Page 44 of 56 4 Member Portal Our online member portal was uniquely designed to provide meaningful and easy-to-use guidance as members understand how their health plan and healthcare accounts work together as part of their overall health benefit. Our user-friendly portal presents members with a variety of resources to aid in determining how to best spend or save their healthcare dollars. We realize these account programs can be complex in nature and difficult for members to understand, therefore we have developed a unique mix of messaging and media to help make our programs approachable and understandable. The member portal captures a record of individual member’s account activity including a snapshot of balances on the account dashboard. Other account activity is displayed as an overview of transaction details and history with robust search options. Regardless of health insurance provider or pharmacy benefit manager, we are able to provide members access to their claims through a single member portal alongside a single view of health savings and investment balances, transactions, and reimbursement activity. When logging in to the portal, members can easily access the features listed below:  Online claims submission for direct reimbursement or provider payments  On-demand, printable statements of activity and claim forms  Manage HSA investments  Savings calculators  Order additional debit cards  Alerts and messages  Elect Commuter options Regardless of submission method, 99% of claims are processed within two business days, and members can opt to receive an email or text message when each claim is received, processed, and payment is made. Additionally, members can pay providers directly from their account(s), using our pay my provider feature. Additionally, we provide an editable member profile, which allows members to customize their email address, mailing address, reimbursement method (direct deposit or check), and text preferences. 2022-09-22 SMBA Board Packet | Page 45 of 56 5 Mobile App Members can also view account information and manage claims directly from their mobile devices. Members can use our mobile app to view claims, access real-time account balances, chat with member services personnel, and manage account funds directly from iOS and Android mobile devices. By allowing members to view integrated claims, submit new information, pay providers, and request reimbursement without navigating away from the online portal, members can take secure actions regarding their accounts anytime, anywhere. The mobile app provides convenient access to account information for members on the go. Our app allows members to perform the tasks listed below:  File claims for reimbursement with the ability to have dependent care provider sign within the app to create a receipt for services  Snap a photo of receipts for submission or storage  View transactions and account balances  Schedule provider payments  Manage HSA Investments  View/edit account profile and preferences Members can also receive balance and claim status via text message. Client Portal Online access to our client portal allows users to run real-time reports and view summary data of plan(s) and members. Clients receive portal training and documentation during implementation to ensure acceptable adoption levels and optimal use. The client portal provides the following features:  Program Dashboard: Home page with on-demand program metrics, including enrollment, elections, and client/member estimated savings by plan type  Member Tab: Lookup capability allowing view and/or edit access  Reports Tab: Access to current and historical standard reports. Each report downloadable in Excel format; we also provide customizable parameters for date range, sorting, and filtering  Files Tab: File processing results and error logs  Benefits Tab: Plan setup information and provisions  Company Tab: Company specifics with system users and access level Communications HealthEquity understands initial and ongoing education is critical in helping members achieve their health and wealth goals. Our internal, dedicated marketing team works closely with clients to develop and implement a communications plan to align with the client’s culture and initiatives. The 2022-09-22 SMBA Board Packet | Page 46 of 56 6 communication campaign employs a variety of tools, including educational websites, videos, webinars, email campaigns, member guides, brochures, payroll stuffers, workplace posters and signage, etc. Our clients have access to comprehensive digital communications library 24/7. Member education is a continual process at HealthEquity, rather than a one-time event. We provide communications, services, and support during pre-enrollment, open enrollment, and ongoing. This dedication to continuous member understanding increases program adoption and satisfaction. Educational focuses and methods vary throughout the member life cycle. We combine consumer incentives with relevant tutorials and communication pieces on our pre-enrollment site for convenient online access. Post-enrollment we continue education initiatives to ensure members maximize savings and benefits. We offer the following communication services:  Online and printed enrollment tools, including open enrollment tool kits as well as pre- and postenrollment promotional communications/guides  Templates and design services for customized communication materials  Claims email/text notifications to members for timely delivery of information, such as rejected card swipes, rejected claims, and indication of when claims were processed 2022-09-22 SMBA Board Packet | Page 47 of 56 7 HSA Administration As one of the largest standalone HSA custodians in the country, we focus closely on the financial health account market. By leveraging more than 20 years of experience, we provide our clients with a complete health and wealth strategy. Our clients range in size from Fortune 100 companies to small client groups from a variety of industries, including government, technology, healthcare, financial, manufacturing, education, hospitality, and retail. Designated by the IRS as a nonbank custodian, HealthEquity oversees and manages critical aspects of HSA administration. Our HSA solution features advantages to clients and members, including:  Fluid recordkeeping for claims, payments, and contributions  Convenient HSA debit cards  U.S.-based member support and education 24/7  User-friendly automatic bill payment and self-reimbursement platform  Integrated investment options  Regular online statements  Timely tax documentation  Online contribution management for clients and members HealthEquity offers clients the flexibility to mix and match account types, wellness incentive programs, health plan designs, and health plan partners depending on the needs of their population. Because HSAs work well with most plan designs, they are particularly flexible; the inherent rollover, contribution, and distribution features were designed for virtually all members, regardless of financial situation or long-term goals. We work closely with our clients to determine the most beneficial combination of accounts for the client and member. 2022-09-22 SMBA Board Packet | Page 48 of 56 8 HSA Reporting Designated users also have access to on-demand reporting to view comprehensive information, including account balances, card status, payment batches, and more. In compliance with HIPAA requirements, these reports suppress specific claim information. The following table outlines some of the key features of our reporting package: Report Name Description of Contents Availability Account Summary Displays account summary, including number of employees with a zero balance, average balance, maximum dollar amount within any employee account, employees with balances greater than $2,500 and the number of employees’ balances within various ranges. On-demand Card Status Report Provides card order status On-demand Employee Listing Quick overview of each employee’s plan listing, with details pertaining to employee name, employee ID, current account type, election amount, available benefit plan balance, current coverage start/end date, insurance, and plan name On-demand Invoices View past or current invoices On-demand Past/pending Payments Chronological listing of all prior payments to HealthEquity for contributions, deductions, and fees. On-demand Contribution History Displays total contributions made by the employer to employees’ HSAs; shows total contributions made by the employee, excluding contributions outside of payroll On-demand Held-up Contributions Displays employer or employee contributions being held for causes related to customer identification process (CIP) On-demand HSA Status Displays information related to the date on which employees were enrolled in an HSA and whether they have taken action to activate their account On-demand Potential Over Contributions Details employees who received HSA contributions which may be higher than maximum contribution allowed On-demand Incentives Tracks employees who have reached an incentive by employee and account type On-demand 2022-09-22 SMBA Board Packet | Page 49 of 56 9 HSA Features & Capabilities Feature Capability Client Benefit Member Benefit Payment Options Debit Card2  Works seamlessly with our platform  Upload photo documentation online and via mobile app  Increased card activation  Follows IRS regulations  Swipe and go convenience  Up to three cards provided at no charge Online Bill Pay  Submit payment to a provider  Schedule payments via Member Portal  Increased member satisfaction  Lower program noise  Convenience of online bill pay  Create a lifetime record of medical expenses Self-Reimbursement  Members can request payment for qualified medical expenses at any time, online and via the mobile app3  Increased member satisfaction  Paper checks  Direct deposit Member Portal  View and manage investments  View account activity  Check contribution limit status  Download tax forms  Designate beneficiary  Reduced administrative burden  Online form access  Make contributions  View/add claims, claim payments and transactions  Review monthly statements  User-friendly 2 The HealthEquity® Visa® Health Account Card is issued by The Bancorp Bank; member FDIC pursuant to a license from Visa U.S.A. Inc. Your card can be used everywhere Visa debit cards are accepted for qualified expenses. This card cannot be used at ATMs and you cannot get cash back, and cannot be used at gas stations, restaurants, or other establishments not health related. See Cardholder Agreement for complete usage restrictions. 3 Accounts must be activated via the HealthEquity website in order to use the mobile app. 2022-09-22 SMBA Board Packet | Page 50 of 56 10 HSA Features & Capabilities Feature Capability Client Benefit Member Benefit Investment Funds Options4  23 low cost mutual funds from Vanguard  Continuum of investment and savings options  Mutual funds are primarily admiral and institutional share class index funds covering 10 asset classes as well as Vanguard Target date funds  Funds offered are continuously monitored by HealthEquity Advisors, LLC, an SEC Registered Investment Advisor and wholly owned subsidiary of HealthEquity, Inc.  Increased member satisfaction  Lower program noise  Members ultimately decide when to implement trades by clicking on the ‘Implement Trades’ button  Access to account level investment advisory services, offered by HealthEquity Advisors, LLC  No sales charges/loads, trading fees, short term redemption fees or fund minimums Investment Method Options  Completely integrated investment experience  Increased member satisfaction  Lower program noise  Cash and investment transactions are supported using the same online portal Self-driven Tool  Execution of all fund and allocation decisions through mutual fund research and performance data  Increased member satisfaction  Lower program noise  Manage investments independently on HealthEquity’s userfriendly Investment Desktop AdvisorTM AutoPilot (powered by HealthEquity Advisors, LLC)  Managed and discretionary advisory service, where all the advice and ongoing maintenance such as rebalancing and fund allocation is automatically performed for the member  Implementation timing is managed by the AdvisorTM tool on behalf of the member  Full-service, automated, web-based investment management  Automated portfolio rebalancing  Mutual fund selection  Asset class allocation  Weekly performance summaries  Monitoring and alerts 4 Investments available to HSA holders are subject to risk, including the possible loss of the principal invested and are not FDIC or NCUA insured, or guaranteed by HealthEquity, Inc. HealthEquity, Inc. does not provide medical, tax or financial advice. HealthEquity Advisors, LLC™, a wholly owned subsidiary of HealthEquity, Inc. and an SEC-registered investment adviser, does provide web-based investment advice to HSA holders that subscribe for its services (minimum thresholds and additional fees apply). HealthEquity Advisors, LLC also selects the mutual funds offered to HSA holders through the HealthEquity, Inc. platform. Registration does not imply endorsement by any state or agency and does not imply a level of skill, education, or training. HSA holders making investments should review the applicable fund’s prospectus. Investment options and thresholds may vary and are subject to change. 2022-09-22 SMBA Board Packet | Page 51 of 56 11 HSA Features & Capabilities Feature Capability Client Benefit Member Benefit AdvisorTM GPS (powered by HealthEquity Advisors, LLC)  Fund selection and allocation recommendations provided based on personal risk profile  Subscribe to Advisor for recommendations, monitoring, etc.  Advice implemented by the member  Portfolio guidance mechanism  An implement advice button for ease of use  Recommendations on portfolio re-balancing  Recommendations on fund and asset class allocation  Weekly performance summaries  Monitoring and alerts Program Communication  24/7 access to communications via a digital library  Account statements available online  Communications plan to align with client culture and initiatives  Support during preenrollment, open enrollment and ongoing  Educational websites, videos, webinars, email campaigns  Member guides, brochures, payroll stuffers, workplace posters and signage  Reduced administrative burden  Increased administrator and member satisfaction  Continuous member understanding  Account confidence  Opt out of paper statements at any time Member Service  Available 24/7; every hour of every day  24-hour IVR  Online chat services M-F from 8am-8pm, Eastern Time  Help via email or text  Reduced administrative burden  Increased member satisfaction  Immediate account information and issue resolution Client Portal  Intuitive online administration tools  Reports typically sent through an online reporting HUB  Client satisfaction with low noise from members to their client  Online access to a full digital educational materials library  Informed client administrators 2022-09-22 SMBA Board Packet | Page 52 of 56 12 Fee Schedules* * Proposed pricing is based on the information provided during the RFP process and is subject to change if additional information is provided at a later date. 2022-09-22 SMBA Board Packet | Page 53 of 56 13 Service Fees Product Name Fee Type Fee Description HSA Admin Fee $2.50 PAPM Per Account Per Month 2022-09-22 SMBA Board Packet | Page 54 of 56 14 HSA Member Fees (Fees subject to change with appropriate advance notice) HealthEquity® Visa® Health Account Card First 3 included – additional are $5.00 per card Electronic statement Included Paper statement $2.00 monthly (fee avoided with digital statement) Card transaction Included Payment to provider Included Electronic payment to self Included Paper check to self $2.00 per transaction Investment account/trades Included (amounts above a $2,000 cash balance can be invested) Stop payment request $20.00 per request Return deposit $20.00 per transaction Account closing $25.00 (one-time fee) Terminated Employee Administrative Account Fee $3.95 PPPM (waived with account balance $2,500+) 24/7 access to member web portal & call center support Included *Investments are selected and maintained by HealthEquity Advisors, LLC (HEA), a wholly owned subsidiary of HealthEquity, and a Securities and Exchange Commission (SEC) registered investment advisor (RIA). An investment administration fee of 0.36% per year is applied to all HealthEquity investment balances. There is a $10.00 cap for this fee paid by employees out of their HSA cash balances, which covers administration, record keeping, trading platforms, and fiduciary governance. Members may subscribe to Advisor™, a web-based portfolio tool created, maintained, and offered by HEA, for varying service levels. These are provided alongside fees that cover administration, record keeping, trading platforms, and fiduciary governance. The fees below are paid by employees out of their HSA cash balances on all invested balances (.60% annually) and are capped at a maximum of $15.00 per month:  Self-driven tool (no cost): An avenue for members who are confident in their ability to independently execute all fund and allocation decisions through mutual fund research and performance data  Autopilot (0.05% fee paid on invested balances): A discretionary automatic investment management option with quarterly rebalancing, diversification, weekly summaries, and alerts  GPS (0.05% fee paid on invested balances): A non-discretionary portfolio guidance mechanism that provides recommendations based on personal risk profiles HSA Employer Fees (Fees subject to change with appropriate advance notice) Electronic communications Included 24/7 access to employer web portal Included Reporting via web Included 2022-09-22 SMBA Board Packet | Page 55 of 56 15 HealthEquity, Inc. does not provide legal, tax, financial or medical advice. Nothing in this communication is intended as legal, tax, financial or medical advice. Always consult a professional when making life-changing decisions. Investments are subject to risk, including the possible loss of the principal invested and are not FDIC Insured or guaranteed by HealthEquity. Before making any investments, review the fund’s prospectus. HealthEquity Advisors, LLC is a separate, wholly owned subsidiary of HealthEquity, Inc. Copyright © 2018 HealthEquity, Inc. All rights reserved. 15 West Scenic Pointe Drive Draper, UT 84020 info@healthequity.com | www.HealthEquity.com One partner. Total solution. 2022-09-22 SMBA Board Packet | Page 56 of 56