MINUTES OF BOARD OF TRUSTEES MEETING DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT SEPTEMBER 15, 2022 The regular meeting of the Board of Trustees was called to order by Ms. Henry at 8:05am in the board room at 8130 Ogden Avenue, Lyons, IL. Trustees Present: Reatha S. Henry - President Mark S. Azzi - Secretary, Treasurer Via Phone: Thomas F. Geselbracht - Vice President Absent: A motion was made by Mr. Geselbracht, seconded by Mr. Azzi, and carried by all present to accept the minutes of the last regular meeting held on May 19, 2022 as typed. The financial report was reviewed by the trustees as follows: Financial Report Bills - Monthly Totals May $ 118,397.08 June 56,510.93 July 65,489.59 August 84,836.11 September (Thru 9/15) 11,343.71 PAYROLL May $ 83,217.01 June 88,501.39 July 84,709.82 August 98,252.30 September (Thru 9/15) 27,003.77 Page 2 The manager reviewed the 2021-22 fiscal year audit report completed by Karrison, LLC. A motion was made by Mr. Azzi, seconded by Mr. Geselbracht, and carried by all present to approve the 2021-22 audit report. The manager indicated that the report is submitted to the Illinois Comptroller, County Auditor, County Clerk, and County Treasurer with posting on their website along with dept disclosure information. Discussion was held on current trustee vacancies and reappointments. The manager indicated that the county contacted the District for information on current trustees. The manager recently emailed the person who contacted us in hope of obtaining a timeline in addressing the matter. No response was received as of today’s meeting. Mr. Geselbracht indicated that he will be tendering his full resignation from the Board effective 12/31/22 with letter to that effect sent to President Preckwinkle’s office. The manager indicated that during a thunderstorm on June 1, a power surge through the telephone lines caused considerable damage to all equipment tied into those lines. A formal summary sheet of damages was reviewed. Appropriate insurance claim was filed with reimbursement less deductible received. Additional surge protection has been added to incoming telephone lines to hopefully eliminate future occurrences. The District currently has sophisticated surge protection on incoming power lines to address power surges from that source. The manager indicated that persons have crawled under our rear fence to gain unauthorized access to our property. Photos of the fence area were reviewed. Our parking lot ends approximately 6-10 feet from the fence, with existing grade to the fence line creating large gaps under the fence. Proposals were requested from multiple paving companies to extend/build up the paved area of our parking lot up to the bottom of the existing fence as summarized below: R.A. Peterson Company, Franklin Park, IL .................... $ 5,000.00 Newline Paving Services, Downers Grove, IL .................. 6,289.00 F&J Paving, Inc., Elmwood Park, IL .......................... 7,400.00 Maul Paving, Sealcoat, Concrete, Naperville, IL ............. 7,500.00 Rose Paving, LLC, Streamwood, IL ............................ 12,065.00 M+J Asphalt Paving & Patching, Cicero, IL ................... 13,830.00 Accu-Paving Company, Broadview, IL .......................... 15,700.00 A motion was made by Mr. Geselbracht, seconded by Mr. Azzi, and carried by all present to proceed with the paving extension with award to the lowest proposal, R.A. Peterson for the sum of $ 5,000.00. The manager reviewed SB3789 creating the Decennial Committees on Local Government Efficiency Act which will impact our District as a taxing body. The District will be required to form a committee at present and at 10 year intervals to study local efficiencies and report recommendations regarding efficiencies and increased accountability to the county board. The committee membership will be comprised of District trustees, at least 2 District residents, and the Manager. The specific provisions were reviewed/discussed. General consensus was to have the committee in place with initial meeting to concur with the March 2023 board meeting. Subsequent committee meetings will coincide with future board meeting dates, with report completion by the end of next year. Page 3 The manager provided an update on our replacement catch basin jeeps. Since all vehicles were non-compliant with Federal Motor Vehicle Safety Standards due to the dealer’s right-hand drive conversion process, the District was unable to utilize any of the vehicles in its operations this season. The District hired additional seasonal employees, and was forced to have 2-member crews treat catch basins with pickup trucks borrowed from other operational divisions. Overtime hours combined with running the treatment program later into the season were necessary to maintain desired catch basin treatment intervals. Galena Chrysler/Jeep, with outside resources provided by our District, was finally able to address vehicle problems, and provide vehicles in compliance with required safety standards. Two vehicles have been completed to date, with 2 additional vehicles currently at the dealership, and the last vehicle waiting for return to the dealership. The manager reviewed the expenses incurred by the District from the inability to utilize the vehicles this season. Compounding those expenses was the loss of a significant portion of manufacturer’s 3-year warranty coverage during the period we were unable to use the vehicles. The manager indicated that an extended warranty plan will be required to replace lost warranty coverage, plus address the propriety nature of manufacturer’s diagnostic software necessary for vehicle service. While the District was able to assume the hardship and inconvenience caused by the inability to utilize the vehicles, it cannot absorb the excess cost. A motion was made by Mr. Azzi, seconded by Mr. Geselbracht, and carried by all present to initiate cost recovery of outlined District expenses. The manager was instructed to draft a letter with supporting documentation to the owner of the dealership for submission upon completion of last vehicle, requesting cost reimbursement within 30 days. If the dealership is willing to purchase an extended warranty plan for each vehicle, the District would deduct full warranty expense from its requested reimbursement. Otherwise, if the dealership declines, then the Manager is authorized to purchase the extended warranty locally, with authorization for the District’s attorney to initiate cost recovery litigation. The 2022 tax levy is scheduled for adoption at the next board meeting. The manager reviewed seasonal employee expenses to date along with recent increases in insecticide costs. General consensus was that an increase to the 2022 levy was necessary. A motion was made by Mr. Azzi, seconded by Mr. Geselbracht, and carried by all present to increase the 2022 levy to $1,498,586.00 which would correspond to an increase of 3% over the projected 2021 tax levy extension. The manager reviewed operations to date. West Nile Virus was detected at higher level in the northern areas of the District, with primary concentration in the northwest portion of our District. Contingency adult control operations were completed as necessary. Page 4 A motion was made by Mr. Azzi, seconded by Mr. Geselbracht, and carried by all present to adjourn the meeting at 8:55am. Approved this day of , 2022. Reatha S. Henry, President Mark S. Azzi, Secretary/Treasurer