MINUTES OF BOARD OF TRUSTEES MEETING DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT MARCH 16, 2023 The regular meeting of the Board of Trustees was called to order by Ms. Henry at 8:00am in the board room at 8130 Ogden Avenue, Lyons, IL. Trustees Present: Reatha S. Henry - President Mark S. Azzi - Secretary, Treasurer Absent: Guests: Barbara Bailey, 201 S. 18th Ave, Maywood, IL 60153 Catherine Keating, 232 S. 8th Ave, LaGrange, IL 60525 The first meeting of the decennial committee as required by Public Act 102-1088 was held as part of the regularly scheduled board meeting. The committee meeting was called to order by Ms. Henry at 8:02am. A motion was made by Ms. Henry, seconded by Mr. Azzi, and carried by all present to establish the committee with the following members: Reatha S. Henry, Chair Mark S. Azzi, Trustee Member Robert E. Holub, Manager Barbara Bailey, Resident Catherine Keating, Resident The manager summarized the provisions of the Public Act requiring the formation of this committee. It is the goal of this committee to study the following aspects pertaining to the District with final report to be submitted to the Cook County Board of Commissioners: 1) Unit of local government’s governing statutes 2) Ordinances 3) Rules 4) Procedures 5) Powers 6) Jurisdiction 7) Shared services 8) Intergovernmental agreements 9) Interrelationships with other units of local government and the State 10) Any other issues pertinent to the unit of local government The manager provided documentation to all members, and summarized the history of the District and its operations in mosquito control. The specific Statutes (70ILCS 1005/Mosquito Abatement Districts Act) applicable to our District were supplied to all committee members with general discussion. The Ordinances typically adopted by the District were reviewed, with recent Budget and Appropriation and Tax Levy Ordinances provided. The Rules utilized by the District were reviewed. Along with primary Statutes setting the parameters for the District’s operations, internal procedures/rules for procurement, ethics, credit card policy, employee personnel handbooks, and specific operational division handbooks were reviewed. Page 2 Finally, District procedures were addressed. Operational procedures were reviewed earlier in the meeting, with additional documentation entitled “Best Management Practices” provided to all committee members. This document is part of NPDES permit application material, and provides the exact specifics of our field operations. Ms. Henry inquired if any additional discussion was desired from committee members and general public. Subsequently, a motion was made by Mr. Azzi, seconded by Ms. Keating, and carried by all committee members present to adjourn the meeting at 8:20am. Ms. Henry called the regular board meeting back to order at this time. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to accept the minutes of the last regular meeting held on December 2, 2022 as typed. The financial report was reviewed by the trustees. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to accept the report as follows: Financial Report Bills - Monthly Totals December 2022 $ 53,684.86 January 2023 35,242.13 February 76,180.66 March (Thru 3/16) 15,014.18 PAYROLL December 2022 $ 44,900.66 January 2023 52,964.26 February 45,498.26 March (Thru 3/16) 22,749.13 Page 3 The manager indicated that no action has been taken by the county with regard to trustee vacancies and re-appointments. The formal nomination/election of trustee officers for 2023 was held. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to retain the current slate of officers until additional trustees are appointed to the board. The manager reviewed a proposal from Karrison LLC to conduct annual audits through the fiscal year ending April 30, 2025. General consensus was favorable due to the long term relationship the District has had with Lou Karrison and to lock in pricing through a multi-year contract. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to retain Karrison LLC to conduct fiscal year audits through April 30, 2025 at the submitted proposal prices as summarized: 4/30/23 $ 7,700 4/30/24 7,900 4/30/25 8,100 The manager reviewed insurance quotations received from Schulz-Brundage for all coverage due to expire on May 1, 2023. All renewal policies will remain at current limits and carry over all applicable endorsements for our operations. With the exception of Public Officials/Employment Practices coverage which is underwritten by United States Liability, all other coverage will remain with Philadelphia Insurance Companies. Changes in building coverage deductibles was discussed. A premium summary follows: Automobile .............................................. $ 42,539.00 Property ................................................ 4,519.00 Equipment Floater ....................................... 1,271.00 Public Officials ........................................ 1,011.00 Employment Practices .................................... 428.00 General Liability ....................................... 18,622.00 Environmental Liability ................................. 13,254.00 Umbrella ................................................ 4,373.00 Discussion was held on increasing the limits of the umbrella policy from 1 million to 2 million dollars. The premium for the umbrella policy with the higher limit would be $ 6,123.00, or an increase of $ 1,750.00 over the current policy. General consensus that the higher limit would be beneficial. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to renew all existing insurance coverage due to expire on May 1, 2023 with Schulz-Brundage insurance with an increase in the umbrella policy limit to 2 million dollars. A review of the preliminary 2023-24 budget/appropriation figures was made. Respective line item increases/decreases and new categories were reviewed with revisions per discussion. The figures will reflect no increase to the corresponding tax levy. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to incorporate the preliminary figures with indicated revisions into the upcoming budget/appropriation ordinance. Page 4 The manager reviewed the status of litigation against Galena Chrysler/Jeep. Formal summons was filed on January 30, with service completed on February 7. To date, no response has been received, with status hearing scheduled for March 21, 2023. The defendant’s response or lack of response by that date will determine the course of litigation. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to adjourn the meeting at 8:45am. Approved this day of , 2023. Reatha S. Henry, President Mark S. Azzi, Secretary/Treasurer