SMBA Regular Board Meeting

Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Regular Board Meeting August 24, 2023 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 – July 27, 2023 Regular Meeting b. July 2023 Financial Reports 4. Request to Establish a New GL Account for Dissolution Expenses and Amend the Budget 5. Quote for Services from BS&A for Database Split 6. Quote from Aunalytics for Consolidation with Oshtemo Township 7. Request for Clarification Re: Final Date of Permit Issuance in Cooper Township 8. Proposed Amendments to Meeting Schedule Through 2023 9. Review of Draft Notice to Contractors Regarding Dissolution 10. Presentation of Draft Schedule for Dissolution 11. Board Chair’s Report 12. Other Business 13. Adjournment 2023-08-24 SMBA Board Packet | Page 1 of 36 Minutes of the Regular Board Meeting Southwest Michigan Building Authority (SMBA) Board of Directors July 27, 2023 | 8:30am | Public Meeting Room, Oshtemo Township Hall Page 1 of 1 Minutes 1. Call to Order: Chair Dusty Farmer called the meeting to order at approximately 8:28am. 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) Absent Bernie Mein (Oshtemo Representative) Present Also present were: Building Official Garrett Reitenour, Attorney Jim Porter, Administrative Assistant Elvira Oropeza, and Board Secretary Kyle Gibson. 2. Public Comments on Non-Agenda Items: There was no public comment. 3. Consent Agenda: a. Meeting Minutes – June 22, 2023 Regular Meeting b. June 2023 Financial Reports c. Q2 2023 Budget Amendments A motion was made by Bernie Mein 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. Board Chair’s Report: Chair Farmer asked Office Manager Gibson to review the list and timeline of action items for the winding down of the Authority. Mr. Gibson presented a selection of items, which were followed by Board discussion. Cheri Bell arrived at approximately 8:39am. The Board reached a consensus that the Authority’s final date of operations should be December 31, 2023, and target a transition date for permitting sometime in November. Chair Farmer directed Mr. Gibson to finalize a timeline based on this information and present it at the next meeting. 5. Other Business: There was no other business. 6. Adjournment: Seeing and hearing no other business, and having exhausted the agenda, Chair Farmer declared the meeting adjourned at approximately 9:00am. Next Regular Board Meeting August 24, 2023 | 8:30am | Public Meeting Room, Oshtemo Township Hall Prepared By: KYLE GIBSON Board Secretary & Office Manager 2023-08-24 SMBA Board Packet | Page 2 of 36 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Financial Reports for: July 2023 1. Permit Revenue & Inspections Report 2. Permits Issued by Month Report 3. Budget Snapshot Report 4. Balance Sheet Report 5. Accounts Payable Detailed Disbursement Report 2023-08-24 SMBA Board Packet | Page 3 of 36 SOUTHWEST MICHIGAN BUILDING AUTHORITY REVENUE / INSPECTIONS REPORT Reporting Period: 7/1/2023 to 7/31/2023 Building Electrical Mechanical Plumbing Totals Oshtemo 44 28 36 17 125 Revenue $26,499.00 $4,213.00 $6,418.00 $3,282.00 $40,412.00 YTD Oshtemo 305 258 252 93 908 YTD Revenue $125,752.00 $45,153.00 $35,901.30 $14,107.00 $220,913.30 Cooper 20 15 13 6 54 Revenue $5,086.00 $1,979.00 $1,971.00 $1,106.00 $10,142.00 YTD Cooper 95 61 80 26 262 YTD Revenue $32,173.00 $7,623.00 $10,414.00 $3,688.00 $53,898.00 Total Permits 64 43 49 23 179 Total Revenue $31,585.00 $6,192.00 $8,389.00 $4,388.00 $50,554.00 YTD Total Permits 400 319 332 119 1170 YTD Total Revenue $157,925.00 $52,776.00 $46,315.30 $17,795.00 $274,811.30 Building Electrical Mechanical Plumbing Totals Oshtemo Inpsections 123 52 51 37 263 Cooper Inspections 26 18 13 11 68 YTD Oshtemo Inspections 791 433 393 258 1875 YTD Cooper Inspections 228 113 123 65 529 Total Inspections 149 70 64 48 331 YTD Total Inspections 1019 546 516 323 2404 Permit Revenue Inspections 0100200300400500$0.00 $10,000.00 $20,000.00 $30,000.00 $40,000.00 $50,000.00 $60,000.00 $70,000.00 2022 Revenue by Month 2023 Revenue by Month 2022 Inspections by Month 2023 Inspections by Month Printed 8/11/2023 at 8:36 AM I:\Board Meetings\01 TEMPLATES\Revenue & Inspections Report 2023-08-24 SMBA Board Packet | Page 4 of 36 SOUTHWEST MICHIGAN BUILDING AUTHORITY PERMITS ISSUED BY MONTH REPORT Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total TTCM* 2020 148 126 135 48 177 232 239 196 294 208 167 164 2134 1105 2021 120 131 194 213 199 204 209 313 266 190 124 125 2288 1270 2022 127 114 179 193 191 204 158 257 204 183 192 152 2154 1166 2023 131 83 175 157 228 196 179 1149 1149 Average 132 114 171 153 199 209 196 255 255 194 161 147 1180 1180 Permits Issued by Month *Total Through Current Month 148 126135 48 177 232239 196 294 208167164120131 194213 199 204 209 313 266 190127 124125114 179193 191204 158 257 204 183192152131 83 175 157 228 196 179 0 50 100 150 200 250 300 350 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecPermits Issued by Month 2020 2021 2022 2023 2134 2288 2154 1149 1180 0 500 1000 1500 2000 2500 Total Total Permits By Year 2020 2021 2022 2023 Average 0 50 100 150 200 250 300 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov DecAverage Month over Month TrendAverage Printed 8/11/2023 at 8:37 AM I:\Board Meetings\01 TEMPLATES\Revenue & Inspections Report 2023-08-24 SMBA Board Packet | Page 5 of 36 08/11/2023 08:39 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/2 User: kgibson DB: Smba PERIOD ENDING 07/31/2023 % Fiscal Year Completed: 58.08 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 07/31/2023 YTD BALANCE 07/31/2023 2023 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 210,000.00 117,024.00 24,900.00 92,976.00 55.73 569-272-49200 Electrical Permits 50,000.00 20,311.00 2,477.00 29,689.00 40.62 569-272-49300 Mechanical Permits 55,000.00 21,561.30 4,084.00 33,438.70 39.20 569-272-49400 Plumbing Permits 25,000.00 7,250.00 1,793.00 17,750.00 29.00 569-272-49500 Annual Permits 0.00 0.00 0.00 0.00 0.00 569-272-60701 FOIA Fees 250.00 140.24 15.40 109.76 56.10 569-272-62600 Building Services to Others 0.00 0.00 0.00 0.00 0.00 569-272-62701 Building Inspections 60,000.00 35,450.00 5,550.00 24,550.00 59.08 569-272-62702 Electrical Inspections 40,000.00 24,700.00 4,150.00 15,300.00 61.75 569-272-62703 Mechanical Inspections 45,000.00 22,300.00 3,800.00 22,700.00 49.56 569-272-62704 Plumbing Inspections 35,000.00 12,650.00 3,350.00 22,350.00 36.14 569-272-63000 Plan Review 40,000.00 22,994.00 3,404.00 17,006.00 57.49 569-272-66300 Bond Forfeitures and Bond Costs 0.00 0.00 0.00 0.00 0.00 569-272-66500 Interest on Investments 12,000.00 4,340.82 0.00 7,659.18 36.17 569-272-67300 Gain / Loss on Sale of Assets 0.00 0.00 0.00 0.00 0.00 569-272-67500 Miscellaneous Revenues 700.00 637.28 0.00 62.72 91.04 569-272-67700 Print / Copy Fees 100.00 122.00 0.00 (22.00) 122.00 569-272-67800 Postage / Shipping 100.00 0.00 0.00 100.00 0.00 Total Dept 272 – Revenue Accounts 573,150.00 289,480.64 53,523.40 283,669.36 50.51 TOTAL REVENUES 573,150.00 289,480.64 53,523.40 283,669.36 50.51 Expenditures Dept 273 – Building Authority Expense Activity 569-273-70200 Salaries 194,000.00 110,256.43 14,733.12 83,743.57 56.83 569-273-70203 Construction Board of Appeals Stipend 260.00 260.00 0.00 0.00 100.00 569-273-70204 Board Member At Large Stipend 360.00 180.00 90.00 180.00 50.00 569-273-71002 Health Insurance 46,000.00 28,248.66 (6,739.33) 17,751.34 61.41 569-273-71003 Disability / Life Insurance 2,350.00 1,236.72 201.84 1,113.28 52.63 569-273-71004 Work Comp Insurance 1,014.00 1,014.00 0.00 0.00 100.00 569-273-71005 Payroll Taxes – FICA 14,841.00 8,580.20 1,248.05 6,260.80 57.81 569-273-71006 HSA 7,197.89 7,197.86 0.00 0.03 100.00 569-273-71009 Pension Plan 15,520.00 10,571.61 1,780.08 4,948.39 68.12 569-273-71101 In Lieu of Insurance 11,925.00 4,503.03 1,781.09 7,421.97 37.76 569-273-71102 Clothing Allowance 1,500.00 0.00 0.00 1,500.00 0.00 569-273-71103 Education / Membership Dues 4,000.00 2,854.46 811.70 1,145.54 71.36 569-273-71200 Employee Appreciation 300.00 300.00 0.00 0.00 100.00 569-273-72700 Supplies 4,000.00 2,119.63 541.53 1,880.37 52.99 569-273-72800 Postage / Shipping 2,000.00 338.68 147.57 1,661.32 16.93 569-273-72900 General Insurance 10,114.00 10,114.00 0.00 0.00 100.00 569-273-80100 Building Inspector 8,000.00 5,450.00 2,100.00 2,550.00 68.13 569-273-80200 Electrical Inspector 40,000.00 23,100.00 4,100.00 16,900.00 57.75 569-273-80300 Mechanical Inspector 40,000.00 23,250.00 3,400.00 16,750.00 58.13 569-273-80400 Plumbing Inspector 30,000.00 15,200.00 2,000.00 14,800.00 50.67 569-273-80500 Plan Review 40,000.00 29,943.80 5,612.00 10,056.20 74.86 569-273-80600 Consultants 0.00 0.00 0.00 0.00 0.00 2023-08-24 SMBA Board Packet | Page 6 of 36 08/11/2023 08:39 AM REVENUE AND EXPENDITURE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/2 User: kgibson DB: Smba PERIOD ENDING 07/31/2023 % Fiscal Year Completed: 58.08 % BDGT USED AVAILABLE BALANCE ACTIVITY FOR MONTH 07/31/2023 YTD BALANCE 07/31/2023 2023 GL NUMBER DESCRIPTION AMENDED BUDGET Fund 569 – Building Authority Expenditures 569-273-80700 Accounting / Audit Fees 12,500.00 9,760.00 230.00 2,740.00 78.08 569-273-80800 Legal Fees 7,000.00 1,875.00 0.00 5,125.00 26.79 569-273-80900 IT / Infrastructure 29,700.00 19,255.68 2,392.00 10,444.32 64.83 569-273-80901 IT / Software 8,900.00 3,842.76 143.00 5,057.24 43.18 569-273-80902 IT / Support 500.00 184.05 184.05 315.95 36.81 569-273-81000 New Hire Expenses 0.00 0.00 0.00 0.00 0.00 569-273-85000 Telephone 4,000.00 2,466.55 291.26 1,533.45 61.66 569-273-86000 Vehicle Gas / Maintenance 3,500.00 1,852.77 207.03 1,647.23 52.94 569-273-86100 Mileage 250.00 93.99 0.00 156.01 37.60 569-273-94000 Facility Rent 22,000.00 22,000.00 0.00 0.00 100.00 569-273-95500 Miscellaneous Expenditures 500.00 0.00 0.00 500.00 0.00 569-273-95600 Equipment / Maintenance 2,400.00 1,390.61 122.42 1,009.39 57.94 569-273-96401 Refund of Overpayment 0.00 0.00 0.00 0.00 0.00 569-273-96500 Bank Service Charges 720.00 326.10 0.00 393.90 45.29 569-273-96800 Depreciation Expense 0.00 0.00 0.00 0.00 0.00 569-273-97100 Capital Outlay 3,475.68 3,475.68 0.00 0.00 100.00 569-273-97200 Capital Outlay – Vehicle 0.00 0.00 0.00 0.00 0.00 569-273-99300 Interest / Penalty 0.00 0.00 0.00 0.00 0.00 Total Dept 273 – Building Authority Expense Activity 568,827.57 351,242.27 35,377.41 217,585.30 61.75 TOTAL EXPENDITURES 568,827.57 351,242.27 35,377.41 217,585.30 61.75 NET OF REVENUES & EXPENDITURES 4,322.43 (61,761.63) 18,145.99 66,084.06 1,428.86 TOTAL EXPENDITURES 568,827.57 351,242.27 35,377.41 217,585.30 61.75 TOTAL REVENUES 573,150.00 289,480.64 53,523.40 283,669.36 50.51 Fund 569 – Building Authority: NET OF REVENUES & EXPENDITURES 4,322.43 (61,761.63) 18,145.99 66,084.06 1,428.86 TOTAL EXPENDITURES – ALL FUNDS 568,827.57 351,242.27 35,377.41 217,585.30 61.75 TOTAL REVENUES – ALL FUNDS 573,150.00 289,480.64 53,523.40 283,669.36 50.51 2023-08-24 SMBA Board Packet | Page 7 of 36 08/11/2023 08:39 AM BALANCE SHEET FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/1 User: kgibson DB: Smba Period Ending 07/31/2023 Fund 569 Building Authority GL Number Description Balance *** Assets *** 569-000-00100 Cash – CKG – Mercantile Bank 314,863.51 569-000-00201 Cash – SAV – Consumers CU 25.00 569-000-00301 Cash – CD – Flagstar Bank 250,980.83 569-000-00302 Cash – CD – Consumers CU 153,653.46 569-000-00400 Cash – Imprest / Petty 250.00 569-000-14700 Accumulated Depreciation (43,733.09) 569-000-14799 Capital Assets Equipment 83,831.85 Total Assets 759,871.56 *** Liabilities *** 569-000-20200 Accounts Payable (5,863.38) 569-000-22800 Due to State of Michigan 676.62 569-000-25700 Accrued Payroll 3,718.79 569-000-26500 Performance Bonds 10,000.00 Total Liabilities 8,532.03 *** Fund Balance *** 569-000-39000 Fund Balance 813,101.16 Total Fund Balance 813,101.16 Beginning Fund Balance 813,101.16 Net of Revenues VS Expenditures (61,761.63) Ending Fund Balance 751,339.53 Total Liabilities And Fund Balance 759,871.56 2023-08-24 SMBA Board Packet | Page 8 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 1/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/15/2023 N 45.53 SEATTLE WA, 98124-5184 / / 0.0000 N 0.00 2464 PO BOX 035184 07/18/2023 N 45.53 AMAZON AMAZON CAPITAL SERVICES 07/16/2023 1HTP-XFKV-HT6F SWBA SUPPLIES 569-273-72700 CR2032 BATTERIES QTY 4 5.50 569-273-72700 UNIBALL 207 SIGNO BLUE PENS QTY 12 13.49 569-273-72700 UNIBALL 207 SIGNO BLACK PENS QTY 12 11.28 569-273-72700 WIRE MESH PEN CUP QTY 1 8.27 569-273-72700 SHIPPING 6.99 45.53 GL NUMBER DESCRIPTION AMOUNT Paid 07/28/2023 N 184.05 SEATTLE WA, 98124-5184 / / 0.0000 N 0.00 2447 PO BOX 035184 07/06/2023 N 184.05 AMAZON AMAZON CAPITAL SERVICES 07/05/2023 1V4W-FHLD-4MH3 SWBA RAM UPGRADES FOR LATITUDE 3510 LAPTOPS 569-273-80902 IT / Support 184.05 VENDOR TOTAL: 229.58 GL NUMBER DESCRIPTION AMOUNT Paid 07/31/2023 N 2,346.00 CHICAGO IL, 60680-9113 / / 0.0000 N 0.00 2450 PO BOX 809113 07/06/2023 N 2,346.00 AUNALYTICS AUNALYTICS, INC 07/05/2023 29986853 SWBA CLOUD HOSTING SERVICES AUG 2023 569-273-80900 IT / Infrastructure 2,346.00 VENDOR TOTAL: 2,346.00 2023-08-24 SMBA Board Packet | Page 9 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 2/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/05/2023 Y 90.00 KALAMAZOO MI, 49009-6978 07/05/2023 0.0000 N 0.00 2443 10339 SKYVIEW DR 07/05/2023 N 90.00 BMEIN BERNARD MEIN 07/05/2023 07/05/2023 SWBA BOARD MEETING ATTENDANCE Q2-2023 569-273-70204 2023-04-27 30.00 569-273-70204 2023-06-06 30.00 569-273-70204 2023-06-22 30.00 90.00 VENDOR TOTAL: 90.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 29.99 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 2459 5680 STADIUM DR 08/07/2023 N 29.99 BOBANDKAY BOB AND KAY’S 07/01/2023 STATEMENT SWBA CAR WASH SUBSCRIPTION JUL 2023 569-273-86000 Vehicle Gas / Maintenance 29.99 VENDOR TOTAL: 29.99 2023-08-24 SMBA Board Packet | Page 10 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 3/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/11/2023 N 3,238.00 ANN ARBOR MI, 48104-1354 / / 0.0000 N 0.00 CODE ENFORCEMENT SERVICES DIVISION 07/12/2023 N 3,238.00 117 N 1ST ST STE 70 2458 CWA CARLISLE WORTMAN ASSOCIATES 07/11/2023 2169975 SWBA REVIEW PB23-02-0273 1590 W D AVE COOPER 569-273-80500 Plan Review 3,238.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/11/2023 N 570.00 ANN ARBOR MI, 48104-1354 / / 0.0000 N 0.00 CODE ENFORCEMENT SERVICES DIVISION 07/12/2023 N 570.00 117 N 1ST ST STE 70 2457 CWA CARLISLE WORTMAN ASSOCIATES 07/11/2023 2169976 SWBA REVIEW PB23-05-0293 5370 W MAIN ST INT 569-273-80500 Plan Review 570.00 VENDOR TOTAL: 3,808.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/16/2023 N 1,024.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2466 9032 ROSEMARY LN 07/17/2023 N 1,024.00 CSC CODE SAVVY CONSULTANTS LLC 07/17/2023 2271 SWBA FS REVIEW PM23-05-0050 3680 STADIUM PAR569-273-80500 PLAN REVIEW 1,024.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/16/2023 N 780.00 BRIGHTON MI, 48114 / / 0.0000 N 0.00 2467 9032 ROSEMARY LN 07/17/2023 N 780.00 CSC CODE SAVVY CONSULTANTS LLC 07/17/2023 2272 SWBA FS REVIEW PM23-05-0274 5125 W MAIN ST L569-273-80500 2023-0144-1 780.00 VENDOR TOTAL: 1,804.00 2023-08-24 SMBA Board Packet | Page 11 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 4/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 143.00 COLUMBIA SC, 29201 / / 0.0000 N 0.00 2449 929 GERVAIS ST STE D 08/07/2023 N 143.00 COGNITO COGNITO FORMS 07/01/2023 9C96C762-0026 SWBA FORMS SUBSCRIPTION JUL 2023 569-273-80901 IT / Software 143.00 VENDOR TOTAL: 143.00 2023-08-24 SMBA Board Packet | Page 12 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 5/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 46.00 , / / 0.0000 N 0.00 2474 08/07/2023 N 46.00 FUEL FUEL 07/10/2023 STATEMENT SWBA FUEL FOR SMBA TRUCK 569-273-86000 Vehicle Gas / Maintenance 46.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 45.02 , / / 0.0000 N 0.00 2476 08/07/2023 N 45.02 FUEL FUEL 07/14/2023 STATEMENT SWBA FUEL FOR SMBA TRUCK 569-273-86000 Vehicle Gas / Maintenance 45.02 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 38.00 , / / 0.0000 N 0.00 2475 08/07/2023 N 38.00 FUEL FUEL 07/20/2023 STATEMENT SWBA FUEL FOR SMBA TRUCK 569-273-86000 Vehicle Gas / Maintenance 38.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 48.02 , / / 0.0000 N 0.00 2491 08/07/2023 N 48.02 FUEL FUEL 07/27/2023 STATEMENT SWBA FUEL FOR SMBA TRUCK 569-273-86000 Vehicle Gas / Maintenance 48.02 VENDOR TOTAL: 177.04 2023-08-24 SMBA Board Packet | Page 13 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 6/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2023 Y 800.00 KALAMAZOO MI, 49009-8911 / / 0.0000 N 0.00 2455 6323 WINDDRIFT AVE 07/12/2023 N 800.00 GHECKMAN GARYAIRE, LLC 07/12/2023 2023-07-12 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 250.00 569-273-80300 Mechanical Inspector 550.00 800.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/26/2023 Y 1,450.00 KALAMAZOO MI, 49009-8911 / / 0.0000 N 0.00 2478 6323 WINDDRIFT AVE 07/26/2023 N 1,450.00 GHECKMAN GARYAIRE, LLC 07/26/2023 2023-07-26 SWBA PLUMBING / MECHANICAL INSPECTIONS 569-273-80400 Plumbing Inspector 750.00 569-273-80300 Mechanical Inspector 700.00 1,450.00 VENDOR TOTAL: 2,250.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/13/2023 N 601.44 KALAMAZOO MI, 49007-4713 / / 0.0000 N 0.00 2462 211 S ROSE ST 07/13/2023 N 601.44 GREENLEAF GREENLEAF TRUST 07/13/2023 00017526 SWBA Q2-2023 TRUSTEE AND RECORDKEEPING FEES 569-273-71009 TRUSTEE MARKET VALUE FEE 180.44 569-273-71009 RECORDKEEPING BASE FEE 400.00 569-273-71009 PER PARTICIPANT FEE 21.00 601.44 VENDOR TOTAL: 601.44 2023-08-24 SMBA Board Packet | Page 14 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 7/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/31/2023 N 635.00 KALAMAZOO MI, 49009-1999 / / 0.0000 N 0.00 2472 5700 W MICHIGAN AVE 07/20/2023 N 635.00 HBA HBA OF WESTERN MICHIGAN 07/20/2023 8084 SWBA ANNUAL MEMBERSHIP DUES 569-273-71103 Education / Membership Dues 635.00 VENDOR TOTAL: 635.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/27/2023 N 372.00 GRAND RAPIDS MI, 49512-5462 / / 0.0000 N 0.00 2445 4740 TALON CT SE STE 8 07/05/2023 N 372.00 INTEGRITY INTEGRITY BUSINESS SOLUTIONS 07/05/2023 2488164-0 SWBA OFFICE SUPPLIES 569-273-72700 FLOURESCENT ORANGE LABEL QTY 4 248.00 569-273-72700 FLOURESCENT GREEN LABEL QTY 2 124.00 372.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/30/2023 N 124.00 GRAND RAPIDS MI, 49512-5462 / / 0.0000 N 0.00 2446 4740 TALON CT SE STE 8 07/05/2023 N 124.00 INTEGRITY INTEGRITY BUSINESS SOLUTIONS 07/05/2023 2489047-0 SWBA OFFICE SUPPLIES 569-273-72700 FLOURESCENT GREEN LABEL QTY 2 124.00 VENDOR TOTAL: 496.00 GL NUMBER DESCRIPTION AMOUNT Paid 08/09/2023 N 125.00 KALAMAZOO MI, 49001 / / 0.0000 Y 0.00 2481 509 MILLS ST 07/27/2023 N 125.00 MI PRINT MI PRINT WORKS 07/27/2023 11631 SWBA ENVELOPES RE-ORDER 569-273-72800 Postage / Shipping 125.00 VENDOR TOTAL: 125.00 2023-08-24 SMBA Board Packet | Page 15 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 8/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2023 Y 1,500.00 COLDWATER MI, 49036-9553 / / 0.0000 N 0.00 2454 426 SARAH LN 07/12/2023 N 1,500.00 TTHATCHER MP SERVICES LLC 07/12/2023 2023-07-12 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 1,250.00 569-273-80400 Plumbing Inspector 250.00 1,500.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/26/2023 Y 1,650.00 COLDWATER MI, 49036-9553 / / 0.0000 N 0.00 2479 426 SARAH LN 07/26/2023 N 1,650.00 TTHATCHER MP SERVICES LLC 07/26/2023 2023-07-26 SWBA MECHANICAL / PLUMBING INSPECTIONS 569-273-80300 Mechanical Inspector 900.00 569-273-80400 Plumbing Inspector 750.00 1,650.00 VENDOR TOTAL: 3,150.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/19/2023 N 15.00 BATTLE CREEK MI, 49017 07/19/2023 0.0000 N 0.00 2471 21304 CAPITOL AVE NE 07/19/2023 N 0.00 MISC Rhino’s Plumbing & HVAC 07/19/2023 00038674 SWBA BD Payment Refund 569-272-49300 Fee Adjustment at Applicant Request 15.00 VENDOR TOTAL: 15.00 2023-08-24 SMBA Board Packet | Page 16 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 9/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/05/2023 N 122.42 CHICAGO IL, 60680-2815 / / 0.0000 N 0.00 2465 PO BOX 802815 07/18/2023 N 122.42 RICOH RICOH 07/18/2023 5067723629 SWBA JUL 2023 CONTRACT # 4470926 569-273-95600 MPC2504 BASE 2023-07-15 TO 2023-08-14 17.72 569-273-95600 MPC2504 BW READ 2.85 569-273-95600 MPC2504 COLOR READ 101.85 122.42 VENDOR TOTAL: 122.42 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 176.70 , / / 0.0000 Y 0.00 2492 08/07/2023 N 176.70 MISC SHANTY CREEK RESORT 07/25/2023 690423 SWBA RESERVATION DEPOSIT FALL COCM CONFERENC569-273-71103 Education / Membership Dues 176.70 VENDOR TOTAL: 176.70 GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2023 N 230.00 PORTAGE MI, 49002-0507 / / 0.0000 N 0.00 2461 246 E KILGORE RD 07/12/2023 N 230.00 SIEGFRIED SIEGFRIED CRANDALL PC 07/12/2023 112705 SWBA ACCOUNTING SERVICES JUN 2023 569-273-80700 Accounting / Audit Fees 230.00 VENDOR TOTAL: 230.00 2023-08-24 SMBA Board Packet | Page 17 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 10/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/01/2023 N 201.84 PHILADELPHIA PA, 19170-0001 / / 0.0000 N 0.00 2463 PO BOX 7247-0381 07/18/2023 N 201.84 SUN LIFE SUN LIFE FINANCIAL 07/18/2023 247757 SWBA LIFE INSURANCE JUL 2023 569-273-71003 Disability / Life Insurance 201.84 VENDOR TOTAL: 201.84 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 141.26 DEARBORN MI, 48121-0430 / / 0.0000 N 0.00 2453 PO BOX 430 08/07/2023 N 141.26 TELNET TELNET WORLDWIDE 07/21/2023 13253 SWBA PHONE JUL 2023 569-273-85000 Telephone 141.26 VENDOR TOTAL: 141.26 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 46.00 CINCINNATI OH, 45274-2596 / / 0.0000 N 0.00 2460 PO BOX 742596 08/07/2023 N 46.00 TMOBILE T-MOBILE 07/12/2023 977195739-20 SWBA MOBILE HOTSPOT USAGE JUN 2023 569-273-80900 IT / Infrastructure 46.00 VENDOR TOTAL: 46.00 2023-08-24 SMBA Board Packet | Page 18 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 11/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 8.56 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 2473 167 N DRAKE RD 08/07/2023 N 8.56 USPS UNITED STATES POSTAL SERVICE 07/24/2023 STATEMENT SWBA CERTIFIED MAILING FOR PB22-02-0212 ACK 569-273-72800 Postage / Shipping 8.56 GL NUMBER DESCRIPTION AMOUNT Paid 08/22/2023 N 5.45 KALAMAZOO MI, 49009 / / 0.0000 N 0.00 2470 167 N DRAKE RD 08/07/2023 N 5.45 USPS UNITED STATES POSTAL SERVICE 07/19/2023 STATEMENT SWBA DENOMINATIONAL STAMPS 569-273-72800 0.03 STAMPS QTY 20 0.60 569-273-72800 0.05 STAMPS QTY 20 1.00 569-273-72800 0.10 STAMPS QTY 20 2.00 569-273-72800 0.01 STAMPS QTY 20 0.20 569-273-72800 HANDLING FEE 1.65 5.45 VENDOR TOTAL: 14.01 2023-08-24 SMBA Board Packet | Page 19 of 36 Due Date 1099 Net Amount City/State/Zip Disc. Date Disc. % Sep CK Discount Ref # Address CK Run Date PO Hold Gross Amount Vendor Code Vendor name Post Date Invoice Bank Invoice Description 08/11/2023 08:41 AM INVOICE APPROVAL BY INVOICE REPORT FOR SOUTHWEST MICHIGAN BUILDING AUTHORITY Page: 12/12 User: kgibson DB: Smba POST DATES 07/01/2023 – 07/31/2023 BOTH JOURNALIZED AND UNJOURNALIZED PAID GL NUMBER DESCRIPTION AMOUNT Paid 07/12/2023 Y 4,600.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 2456 38159 24TH ST 07/12/2023 N 4,600.00 WWILCOX WILLIAM WILCOX 07/12/2023 2023-07-12 SWBA ELECTRICAL INSPECTIONS 569-273-80100 Building Inspector 1,950.00 569-273-80200 Electrical Inspector 2,650.00 4,600.00 GL NUMBER DESCRIPTION AMOUNT Paid 07/26/2023 Y 1,600.00 MATTAWAN MI, 49071-9746 / / 0.0000 N 0.00 2480 38159 24TH ST 07/26/2023 N 1,600.00 WWILCOX WILLIAM WILCOX 07/26/2023 2032-07-26 SWBA ELECTRICAL INSPECTIONS 569-273-80200 Electrical Inspector 1,450.00 569-273-80100 Building Inspector 150.00 1,600.00 VENDOR TOTAL: 6,200.00 TOTAL – ALL VENDORS: 23,032.28 2023-08-24 SMBA Board Packet | Page 20 of 36 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 10-Aug-2023 Re: Request to Establish a New GL Account for Dissolution Expenses and Amend the Budget A request is hereby made to authorize the creation of a new general ledger account (number 569-273-99901, entitled “Dissolution Expenses”) to track extraordinary expenses relating to the dissolution of the Authority. It is further requested that the Board fund this account in the amount of $25,000.00, to account for current anticipated expenses and future expenses which are currently unknown. 2023-08-24 SMBA Board Packet | Page 21 of 36 14965 Abbey Lane, Bath, MI 48808 (855) 272-7638 | (517) 641-8960 FAX inquiry@bsasoftware.com Page 1 of 1 Prices good for a period of 90 days from date on proposal Proposal to… Southwest Michigan Building Authority, Kalamazoo County MI August 8, 2023 Account Executive: Dan J. Burns, CPA Professional Services for Data Split Building Department .NET Scope of Work: Split data from Southwest Michigan Building Authority BD.NET database into separate databases for Oshtemo Charter Township and Cooper Charter Township. $9,000 Total Proposed $9,000 Signature constitutes an order for products and services as quoted. Signature Date Please complete the following for our records: Project Contact Name_______________________________________________________________ Title__________________________________________________ Phone/Fax_________________________________________________________________________ Email_________________________________________________ Mailing Address____________________________________________________________________________________________________________________________ City, State, Zip______________________________________________________________________________________________________________________________ 2023-08-24 SMBA Board Packet | Page 22 of 36 We have prepared a Proposal for you Cloud Services Consolidation with Oshtemo Charter Township Cloud Services and Network Proposal # SBRD012825 Version 1 PREPARED FOR: Southwest Michigan Building Authority Kyle Gibson kgibson@swmiba.org PREPARED BY: Aunalytics – South Bend Ron Doud ron.doud@aunalytics.com Pre-Sales Engineer: David Warren 2023-08-24 SMBA Board Packet | Page 23 of 36 460 Stull Street South Bend, IN 46601 574-256-6777 Statement of Work Project Intent 1. Implement Cloud Services consolidation with Oshtemo Charter Township Cloud Services and network. 2. Add 6 SWMBA users to the Oshtemo AD and Office 365 structure (keeping SWMBA email as secondary). 3. Migrate the existing SWMBA file shares to the Oshtemo Cloud Services servers. 4. Add 6 SWMBA users to exsiting Oshtemo RDS environment (no other RDS users will be moved). 5. Important Note: BS&A to migrate the SWMBA SQL DB over to the Oshtemo SQL Server. o Note: BS&A to export Cooper Township SQL data for their own migration process (not part of this design). 6. Flatten the existing SWMBA network, eliminating the separate HaaS Firewall and router. 7. Migrate the existing SWMBA PCs and network attached devices to the Oshtemo network. 8. Disjoin the existing SWMBA PCs from the existing AD structure, rejoining the Oshtemo AD. o Note: Client/third-party vendor involvement required during the project. 9. Important Note: Where coordinated third-party vendor involvement is required, Aunalytics labor specific to tasks associated with the third-party vendor will be billed separately from the project. Scope Project Preparation:  Review the project internally.  Review the project design with the client.  Review the project and PCR (Project Change Request) process with the client.  Review existing server resources and licensing.  Review/discuss current server backup and retention settings.  Discuss/review third-party vendor server requirements.  Review existing network IP, subnet(s) and VLAN(s).  Discuss client/third-party vendor involvement for the project (vendor(s) TBD).  Determine any associated project risk.  Develop project test plan, where applicable.  Develop a detailed project timeline. Office 365 Account Preparation:  Obtain a list of users/accounts.  Review current Office 365 portal access.  Align AD/Mailbox user count with Office 365 users.  Configure BitTitan MigrationWiz for email migration. Office 365 Backup Preparation:  Provision Office 365 Backup for Exchange Online, OneDrive, and SharePoint.  Configure Cloud Backup for Exchange Online, OneDrive, and SharePoint users. Firewall Modifications (AFTER HOURS):  Flatten the existing SWMBA network, eliminating the separate HaaS Firewall and router.  Work with the client to verify network, internet, and server/services functionality.  Work with the client to verify client VPN functionality.  Important Note: Client to facilitate any/all client VPN deployment.  Location and quantity information- Southwest Michigan Building Authority, Proposal # SBRD012825 Version 1, 08/15/20 Page: 2 of 8 2023-08-24 SMBA Board Packet | Page 24 of 36 460 Stull Street South Bend, IN 46601 574-256-6777  Eliminate separate SWMBA network, HaaS Firewall, and HaaS Router, consolidating into Oshtemo Charter Township network. Switch Modifications (AFTER HOURS):  Modify the existing Oshtemo switches to incorporate SWMBA PCs/network attached devices/printers.  Label critical patch connections.  Work with the client to verify network, internet, and server/services functionality.  Eliminate separate network VLAN, consolidating into Oshtemo Charter Township network. AD Service User Additions (AFTER HOURS):  Add 6 SWMBA users to the Oshtemo AD and Office 365 structure (keeping SWMBA email as secondary). File Service Migration (AFTER HOURS):  Add additional Cloud Services storage space to the existing Oshtemo Charter Township File Server.  Migrate the existing SWMBA file shares to the Oshtemo Cloud Services servers.  Work with the client to verify server/service functionality once migration is completed.  Note: Application vendor involvement may be required during this phase of the project.  Server informationo File Share migration from SWMBA Cloud Server to Oshtemo Charter Township Cloud Server. Print Service Migration (AFTER HOURS):  Work with the client and/or third-party vendor to import printers to the new server.  Work with the client to verify functionality once migration is completed.  Note: Third-party vendor involvement may be required during this phase of the project.  Important Note: If export/import process fails for any quantity of printers, a PCR will be required.  Server informationo Print Service migration from SWMBA Cloud Server to Oshtemo Charter Township Cloud Server. Database Service Migration (AFTER HOURS):  Third-party vendor(s) to facilitate application and SQL database migration.  Important Note: Client/third-party vendor involvement required during this phase of the project.  Note: If Aunalytics engineering assistance is desired during this phase of the project, a PCR (Project Change Request) will be required.  Server informationo BS&A SQL Database and/or applications. Email Service Migration (AFTER HOURS):  Migrate email data into Exchange Online.  Work with the client to verify data sync upon completion.  Note: If email corruption is present, a PCR (Project Change Request) will be required.  Note: Client to facilitate any additional endpoint/SmartPhone changes, as needed.  Server informationo (3) SWMBA user accounts, migrating from existing tentant portal to Oshtemo Charter Township (keeping SWMBA email as secondary). Southwest Michigan Building Authority, Proposal # SBRD012825 Version 1, 08/15/20 Page: 3 of 8 2023-08-24 SMBA Board Packet | Page 25 of 36 460 Stull Street South Bend, IN 46601 574-256-6777 Remote Desktop Service Migration (AFTER HOURS):  Migrate (6) user profiles to the new server infrastructure.  Deploy/enable the new remote access services for client access via GPO.  Modify endpoints for connectivity to the new Cloud Services enviornment.  Work with the client to verify functionality.  Server informationo (6) SWMBA RDS users, migrating from SWMBA to Oshtemo Charter Township RDS Server. Managed Service Deployment:  Configure Antivirus services for the associated endpoint(s). Project Follow-up and Documentation:  Help to resolve open project related issues.  Decommission the old server(s) once migration has been completed.  Adjust Cloud and/or Managed Services based on the proposal.  Decommission old services once new services are live.  Decommission HaaS services including pick up of any associated hardware (HaaS Firewall and Router).  Document the project.  Review the project with the client. Technical / Project Approach Experienced Aunalytics staff will be utilized for this initiative including; Project Manager and Supporting Engineers. Oversight for technical quality and functionality of all configured service features will be provided by Operations Management. All assigned staff have requisite experience to support the project Scope. All equipment configuration changes and replacements will require a maintenance window. These will be scheduled with the Client at their convenience. Aunalytics utilizes Autotask software for project management. The Client will be provided an account and portal for this software. If the scope warrants a Project Manager, the project phases and tasks will be built using this software. The Client will have the capability to view the project and its status. Regular project management meetings will be held to track the progress of the project. The frequency of these meetings can be adjusted per the Client’s request. Timeline for Execution The timeline for this installation will be coordinated between the Aunalytics Delivery Team and the Client. Client Responsibilities & Assumptions  Communicate changes with Client staff.  Coordination of maintenance windows with Aunalytics staff.  Client to provide access to the facility as well as systems being worked on during scheduled project hours.  Backups will be current before any technical tasks can be started.  Client to expect approximately 10-12 hours of network and server downtime during this project.  Client to verify any Line of Business application functionality prior to as well as after project implementation, which is ultimately part of the larger Project Test Plan.  Be aware that from a Windows PC perspective, Windows 10/11 Professional (properly updated and current) are the only supported Windows operating systems. Any systems running older/unsupported versions of Windows should be replaced or upgraded prior to this project. Any of these systems remaining on the network may cause additional billable time Southwest Michigan Building Authority, Proposal # SBRD012825 Version 1, 08/15/20 Page: 4 of 8 2023-08-24 SMBA Board Packet | Page 26 of 36 460 Stull Street South Bend, IN 46601 574-256-6777 while retaining limited network functionality.  Administrative usernames and passwords for existing equipment will be available.  Projects where client has opted to directly purchase hardware and/or software Aunalytics cannot be held responsible for the accuracy of product that is not acquired by Aunalytics. At a minimum, a detailed list of products acquired externally from the Aunalytics purchasing process should be forwarded to Aunalytics prior to the project for review.  Aunalytics by default will enable remote access capabilities to a client environment from the Aunalytics environment. This remote access is enabled for the sole purpose of providing remote support capabilities. Change Management Procedures In the event it is necessary to change this SOW, the following terms will apply. A change request document (“Change Request”) will be executed by the parties, describing the nature of the (material) change, the reason for such change, and the effect such change will have on the scope of work, which may include changes to the deliverables, project personnel, or Services. Either party for any material changes to the SOW may initiate a Change Request. The requesting party will review the proposed change with the other party, and the appropriate authorized representatives of the parties will sign the Change Request, indicating the acceptance of the changes by the parties. Upon execution of the Change Request, said Change Request will be incorporated into and made part of the SOW. Whenever there is a conflict between the terms and conditions set forth in a Change Request and those set forth in the SOW or previous Change Request, the terms and conditions of the most recent Change Request shall prevail. Payment Terms 50% of Professional Services will be billed upon execution of this agreement with Net 30 payment terms. The remaining 50% will be billed upon project completion. Southwest Michigan Building Authority, Proposal # SBRD012825 Version 1, 08/15/20 Page: 5 of 8 2023-08-24 SMBA Board Packet | Page 27 of 36 460 Stull Street South Bend, IN 46601 574-256-6777 Hardware/Software Description Price Qty Ext. Price BitTitan Migration Wiz – User Migration Bundle $15.00 6 $90.00 Subtotal: $90.00 Aunalytics Professional Services Description Price Qty Ext. Price Professional Services (Fixed Fee) $7,608.75 1 $7,608.75 Subtotal: $7,608.75 This proposal negates the following: Description Recurring Qty Ext. Recurring Southwest Building Authority Contracts *Early Termination Fees may apply for Licensing contracts ($2,915.00) 1 ($2,915.00) Monthly Subtotal: ($2,915.00) Southwest Michigan Building Authority, Proposal # SBRD012825 Version 1, 08/15/20 Page: 6 of 8 2023-08-24 SMBA Board Packet | Page 28 of 36 460 Stull Street South Bend, IN 46601 574-256-6777 Cloud Services Consolidation with Oshtemo Charter Township Cloud Services and Network Prepared by: Prepared for: Proposal Details: Aunalytics – South Bend Southwest Michigan Building Authority Proposal #: SBRD012825 Ron Doud 269-488-8017 ron.doud@aunalytics.com 7275 West Main St Kalamazoo, MI 49009 Kyle Gibson (269) 585-4154 kgibson@swmiba.org Version: 1 Delivery Date: 08/15/2023 Expiration Date: 09/14/2023 Quote Summary Amount Hardware/Software $90.00 Aunalytics Professional Services $7,608.75 Total: $7,698.75 At least sixty days prior to the end of your contract term, Aunalytics will provide a proposal to renew your contract. On or before the contract renewal date, Client may opt to renew their contract for another term, cancel their services on their contract end date, or elect to consume services on a month-to-month basis. In the event the Client opts to consume services on a month-tomonth basis, services in this Statement of Work will be invoiced with an additional 25% premium. In the case where any subcomponent of the services is procured through a 3rd party that requires an annual contract, the month-to-month option will not be made available without pre-paying for the annual portion of the service fees. Recurring Service quantities and Managed Service devices are an estimation, and are subject to change throughout the onboarding project process. Additional Managed Service devices discovered during onboarding will be included and added to the contract at the standard rate of service for that device. The Statement of Work (“SOW”) will become effective upon CLIENT acceptance as indicated by signature and date of acceptance (“Effective Date”) on the last page of this Proposal, by and between AUNALYTICS, Inc. (“AU”), a Delaware corporation, with a corporate business address at 460 Stull Street, Suite 100, South Bend, Indiana 46601 and the CLIENT identified on the cover page and signature block of this SOW and is made pursuant to the terms and conditions of the Master Service Agreement (“MSA”) entered into between AU and CLIENT on file (the “Agreement”). Where no executed MSA (or T&C) exists on file for this CLIENT, Aunalytics current MSA (https://www.aunalytics.com/msa/) will apply. Capitalized terms used herein but not otherwise defined herein have the meanings ascribed to such terms in the Agreement. If the terms and/or conditions of this SOW conflict with the terms and/or conditions of the Agreement and/or with any other SOW, the terms and/or conditions of this SOW will control (unless otherwise expressly provided herein or in the Agreement) solely with respect to the Services and/or Hardware provided under this SOW. In the event of a conflict between the terms and conditions set forth herein and the terms and conditions set forth in an Exhibit attached hereto, the terms and conditions of such Exhibit shall control. Where recurring services are initiated through acceptance of this proposal, the term for those services will begin day 1 of the month and year in which the service is live and made available for client use and extend through to the term of service herein in accordance with the timeline set forth therein. Southwest Michigan Building Authority, Proposal # SBRD012825 Version 1, 08/15/20 Page: 7 of 8 2023-08-24 SMBA Board Packet | Page 29 of 36 460 Stull Street South Bend, IN 46601 574-256-6777 Aunalytics – South Bend Southwest Michigan Building Authority Signature: Name: Ron Doud Title: Account Manager Date: 08/15/2023 Signature: Name: Kyle Gibson Date: Southwest Michigan Building Authority, Proposal # SBRD012825 Version 1, 08/15/20 Page: 8 of 8 2023-08-24 SMBA Board Packet | Page 30 of 36 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 10-Aug-2023 Re: Request for Clarification Re: Final Date of Permit Issuance in Cooper Township At the last regular meeting of July 27, 2023, the Board reached a consensus that the Authority’s final date of operations should be December 31, 2023, and that the Authority should stop issuing permits in Cooper Township sometime in mid-November. The specific date of the final permit being issued impacts the scheduling of the database split with BS&A and other operational considerations. Therefore, a request is made to codify the following: 1. That the last permit that the Authority shall issue in Cooper Township shall be no later than at the close of business (5:00pm) on Monday, November 13, 2023. 2. That any permit applications received by the Authority after that time shall be referred to Cooper Township for processing. 3. That the Authority shall seek, within the limits imposed by third-party vendors, to expeditiously execute the split, transfer, and setup of the new Cooper Township database starting on Tuesday, November 14, 2023. 4. That Cooper Township will start to provide inspection services for all Cooper permits. 5. That the Authority shall meet with Cooper Township to perform an audit of all open permits to determine what fees should be transferred to Cooper. a. Generally, fees retained by the Authority shall be the application fee ($25 for Mechanical, Electrical, and Plumbing permits; $50 for Building permits), inspection fees for any inspections which have already been performed, and any plan review fees already incurred and/or paid out to third parties. All other line items and un-used application fees shall be transferred to Cooper Township. 6. That permit fees transferred to Cooper Township shall be deducted when calculating the final disbursement of assets after the Authority has paid all final bills. 2023-08-24 SMBA Board Packet | Page 31 of 36 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 10-Aug-2023 Re: Proposed Amendments to Meeting Schedule Through 2023 Due to the potential need for rapid decision-making by the Board, and the hassle of scheduling special meetings, it is proposed that the Board move to a bi-weekly meeting schedule, amending the current schedule as follows: Currently scheduled meetings are listed in bold, proposed new meetings are listed in italics. Date Day of Week Time Location 24-Aug-2023 Thursday 8:30am Oshtemo Township Hall 14-Sep-2023 Thursday 8:30am Oshtemo Township Hall 28-Sep-2023 Thursday 8:30am Oshtemo Township Hall 12-Oct-2023 Thursday 8:30am Oshtemo Township Hall 26-Oct-2023 Thursday 8:30am Oshtemo Township Hall 16-Nov-2023 Thursday 8:30am Oshtemo Township Hall 30-Nov-2023 Thursday 8:30am Oshtemo Township Hall 14-Dec-2023 Thursday 8:30am Oshtemo Township Hall For context, the below calendar lists holidays observed by the Authority highlighted in red. Currently scheduled meetings are highlighted in orange. 2023-08-24 SMBA Board Packet | Page 32 of 36 Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org MEMORANDUM To: SMBA Board From: Office Manager Date: 16-Aug-2023 Re: Draft Notice to Contractors Re Dissolution Enclosed for the Board’s review is a draft notice to contractors notifying them of the Authority’s dissolution and final dates for applications to be submitted for Cooper Township. It is recommended that the letter be sent to all contractors who have obtained a permit from the Authority in the last three years, as well as all homeowners who have open permits. These criteria will result in approximately 2,230 letters being generated. Also enclosed is a quote from Marana Group to print and mail the letter, once approved. The estimated cost is $1,551.78.00 2023-08-24 SMBA Board Packet | Page 33 of 36 Southwest Michigan Building Authority 7275 W MAIN ST KALAMAZOO MI 49009-8210 269-585-4150 www.swmiba.org Page 1 of 1 Date Name Address City State Zip IMPORTANT CHANGE TO PERMITTING IN OSHTEMO & COOPER TOWNSHIPS Hello, You are receiving this notice because you have obtained a permit from the Southwest Michigan Building Authority in the last several years. We are writing to inform you of an important change to permitting in the Authority’s service area. The participating municipalities which created the Authority have voted to dissolve the Southwest Michigan Building Authority and are returning to an in-house building department model. The staff and operations of the Authority will be absorbed by Oshtemo Township, creating an internal building department. Cooper Township will establish their own internal building department. The Authority will stop issuing permits in Cooper Township on Monday, November 13, 2023. Starting on that date, applications for work in Cooper Township should be submitted to their office (see contact information below). Applications for work in Oshtemo Township may continue to be submitted to the Authority until our final date of operations on December 31, 2023. We thank you in advance for your patience and understanding as we work to integrate our systems with Oshtemo’s and transfer records to Cooper Township. Please check our website (https://swmiba.org) for future updates. Signed, members of the Southwest Michigan Building Authority Board of Directors: Representing Oshtemo Township: Representing Cooper Township: Dusty Farmer Jeff Sorensen Cheri Bell Carol DeHaan Bernie Mein Oshtemo Township Hall Cooper Township Hall 7275 W Main St 1590 W D Ave Kalamazoo MI 49009 Kalamazoo MI 49004 Phone: 269-375-4260 Phone: 269-382-0223 2023-08-24 SMBA Board Packet | Page 34 of 36 Service Quotation Kyle Gibson Oshtemo Township Quote#: 261950. 7275 W Main St Kalamazoo, MI 49009 Date August 16, 2023 Ph: 269-375-4260 Fax: 269-375-7180 Project Letter Mailing August 2023 Per your request are the related charges to disk clean the provided data file, to merge and print the provided letter 1/0, to fold and insert into the purchased #10 envelopes. To seal, sort, process and mail at standard class rates. Marana Group to receive the emailed data file for NCOA and the artwork for the printing of the letter. CC is on account. Drop date the week of August 28th. Components Envelope, Letter Quantity of 2,230 Services Quantity Setup Rate per Price 1/0 – Simplex/Letter 2,230 $0.049 ea $109.27 Data Manipulation Level 2 (T&M) 1 $60.000 ea $60.00 Data Preparation w NCOA to Mail 2,230 $50.00 $0.018 ea $90.14 Auto Fold/ Insert 1 2,230 $15.00 $0.038 ea $99.74 Discounted Letter Processing 2,230 $0.090 ea $200.70 Large View Window Envelopes 2,230 $0.060 ea $133.80 Transportation Fee 1 $8.500 ea $8.50 Total Cost for Services $702.15 Estimated Postage Pieces Rate Postage Std-Reg/Mixed AADC 2,230 0.38100 $849.63000 Total Estimated Postage $849.63000 Total Estimated Project Cost 2,230 Unit Price: $0.696 $1,551.78 Thank you for the opportunity to quote on this project. If you would like to schedule service or have questions, please contact: Letty Block Customer Service Specialist Phone: (269) 383-9333 ext. 202 Fax: (269) 383-0790 Email: lblock@maranagroup.com Acceptance of this service quotation or use of any service provided by Marana Group constitutes acceptance of its Service Customs. Marana Group’s Service Customs, as may be updated, can be found here: https://maranagroup.com/admin/wp-content/uploads/2019/02/Marana-Group-Service-Customs-Revised02122019.pdf. Collection and delivery charges start at $35.00 per run. Collection and delivery charges DO NOT apply to customers for whom Marana Group provides Daily Mail Service. 2023-08-24 SMBA Board Packet | Page 35 of 36 Special Production Mailings may require separate deliveries to the U.S. Postal Service. A transportation fee of $8.50 will be charged to cover delivery of production mailings. The above total excludes all applicable taxes, which will be charged if applicable. 2023-08-24 SMBA Board Packet | Page 36 of 36