MINUTES OF BOARD OF TRUSTEES MEETING DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT MAY 18, 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 second 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 8:01am. Committee members present: Reatha S. Henry, Chair Mark S. Azzi, Trustee Member Robert E. Holub, Manager Barbara Bailey, Resident Catherine Keating, Resident The minutes of the March 16, 2023 decennial committee meeting were reviewed. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to approve the committee meeting minutes. Continuing with the initial list of topics to be reviewed by the committee, the powers of the District were reviewed. The manager referenced the specific Statutes (70ILCS 1005/Mosquito Abatement Districts Act) which provide in detail the powers of the District and board of trustees to conduct mosquito abatement operations. The District’s powers are limited to those provided by statute. The District is required to report to the Illinois Department of Public Health (IDPH), which has disciplinary authority to the statutory powers. The jurisdiction of the District was reviewed. The physical boundaries of the District define the jurisdiction of the District with regard to the service area of the District. Specific statutes within the Mosquito Abatement Districts Act outline procedures to expand and/or reduce the District’s service area. The District also has statutory authority to contract with other entities to provide mosquito abatement services, with this serving as a potential to expand jurisdiction. Shared services were reviewed next. Mosquito control operations are very specific to the local geography/composition of any given area. Mosquito demographics can and do vary greatly within a short distance. Hence mosquito control operations must be capable to address this variance, and is the reason individual mosquito abatement districts exist. Shared physical mosquito control operations cannot be successful from a logistical perspective, however from a support perspective shared services are practiced. Our District does combine insecticide purchases with other Districts to take advantage of bulk pricing and maximum product rebates. Our District maintains a network of surveillance traps to determine mosquito population levels, and disease vector levels present within the District. This information is shared with local, county, state health Page 2 departments, and other mosquito abatement districts. In addition the Brookfield Zoo along with Villages are included in this information loop as applicable to their specific area. The District maintains several intergovernmental agreements within its operations. These include: a) Illinois EPA - Used Tire Collection The District routinely collects fly-dumped tires throughout the District. The tires provide a significant source of vector mosquitoes, and elimination is the most efficient method of mosquito control. Collected tires are brought to District headquarters, and in turn are disposed through the State EPA Used Tire Collection Program b) Mosquito Abatement Districts - Altosid Rebates Altosid products are only sold through agency pricing, however manufacturer rebates are available based on level of product purchased. All Districts who use this product have an agreement with Central Life Sciences to allow individual purchases to be combined to meet and receive the highest rebate level possible. c) Mosquito Abatement Districts - Joint Insecticide Purchase Our District combines its other insecticide product purchases with other Districts to take advantage of volume pricing. The District maintains close interrelationships with other units of local government and the State which include: a) Villages within District b) Local Health Departments c) Cook County Department of Public Health d) Illinois Department of Public Health e) Forest Preserve District of Cook County f) Nature Preserves Commission g) Brookfield Zoo h) Other Mosquito Abatement Districts The District maintains a vital role in the public health of its residents, and the interrelationships with other entities is essential to the success of the District’s mosquito control activities. The manager reviewed the specifics. Finally, other issues pertinent to the District and its ability to perform mosquito control operations were reviewed. In particular, three categories were addressed with specifics reviewed by the Manager: a) Product Supply Agreement b) Maintenance Contracts c) Professional Services Contracts Ms. Henry inquired if any additional discussion was desired from committee members and general public. Subsequently, a motion was made by Ms. Keating, seconded by Ms. Bailey, and carried by all committee members present to adjourn the meeting at 8:20am. Page 3 The public hearing on the proposed 2023-24 Budget and Appropriation Ordinance was called to order by Ms. Henry at 8:21am. No members of the public were present, and motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to close the public hearing. The regular meeting of the Board of Trustees was called back to order at 8:22am. 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 March 16, 2023 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 March $ 42,315.50 April 473,025.59 May (Thru 5/18) 17,917.86 PAYROLL March $ 45,498.26 April 45,498.26 May (Thru 5/18) 46,325.89 Page 4 The manager indicated that no action has been taken by the county with regard to trustee vacancies and re-appointments. The manager reviewed changes incorporated into the proposed Budget and Appropriation Ordinance as discussed during the last meeting. The Ordinance has been reviewed by our attorney, with opinion letter submitted. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to adopt the 2023-24 Budget and Appropriation Ordinance with attached Certificate of Estimated Revenue as follows: ORDINANCE NO. 2023-5-1 ANNUAL BUDGET AND APPROPRIATION ORDINANCE AN ORDINANCE of the Board of Trustees of the Desplaines Valley Mosquito Abatement District, appropriating monies for its general corporate purposes and special funds to be extended during the fiscal year beginning May 1, 2023 and ending April 30, 2024. BE IT ORDAINED BY THE BOARD OF TRUSTEES OF THE DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT OF THE COUNTY OF COOK AND STATE OF ILLINOIS: SECTION 1 - The following sums, or so much thereof as hereby may be authorized by law, and as may be needed, be and the same are hereby appropriated for the corporate purposes of the Desplaines Valley Mosquito Abatement District for the fiscal year beginning May 1, 2023 and ending April 30, 2024. SECTION 2 - The following budget containing an estimate of revenues and expenditures is hereby adopted for the following funds: 1. General Corporate Fund 4. Annual Audit Fund 2. Illinois Municipal Retire. Fund 5. Capital Improvement, Repair or 3. Social Security Fund Replacement Fund 1. GENERAL CORPORATE FUND BEGINNING BALANCE May 1, 2023 $ 1,489,419.84 Transfer to Cap Improv, Repair or Replacement Fund 400,000.00 TRANSFER TOTAL: 400,000.00 NET BEGINNING BALANCE May 1, 2023 $ 1,089,419.84 ESTIMATED REVENUES Property Tax $1,403,596.00 Replacement Tax-Corp. Pers. Prop. 33,054.00 Interest Income 10,000.00 Miscellaneous Income 3,000.00 TOTAL ESTIMATED REVENUES: $ 1,449,650.00 TOTAL ESTIMATED FUNDS AVAILABLE $ 2,539,069.84 BUDGETED EXPENDITURES Personal Services $ 1,068,431.00 Contractual Services 309,078.00 Commodities 1,123,281.19 Contingencies 122,000.00 Page 5 TOTAL EXPENDITURES/APPROPRIATIONS: $ 2,622,790.19 ENDING BALANCE APRIL 30, 2024 $ - 83,720.35 1. GENERAL CORPORATE FUND Personal Services Staff Salaries $ 639,396.00 Field Wages 299,096.00 Health Insurance 78,208.00 Workers Comp. Insurance 36,000.00 Unemployment Insurance 15,731.00 $ 1,068,431.00 Contractual Services Building Maintenance $ 65,000.00 Vehicle Maintenance 24,000.00 Spray Equip. Maintenance 6,000.00 Ditching Equip. Maintenance 500.00 Communications Equip. Maint. 1,500.00 Office Equip. Maintenance 2,400.00 Shop Equipment Maintenance 2,400.00 Field Tools Maintenance 480.00 Lab Equipment Maintenance 6,000.00 Computer Equip. Maintenance 1,200.00 Underground Storage Tank Maint. 5,000.00 Grounds Maintenance 7,200.00 Vehicle Insurance 75,000.00 Operational Liability Insurance 55,000.00 Building/Property Insurance 7,000.00 Equipment Floater Insurance 3,000.00 Telephone 3,000.00 Water 1,300.00 Electricity 5,800.00 Heat - Gas Service 5,900.00 Alarm Monitoring Service 1,050.00 Refuse Service 4,950.00 Banking Charges/Service Fees 495.00 Meetings and Conferences 7,200.00 Postage and Box Rental 1,258.00 Legal Expense of Attorney 2,400.00 Publication of Legal Notices 300.00 Uniforms - Laundry Service 3,000.00 Vehicle License & Insp. Fees 290.00 Spray License/Permit Fees 700.00 Association Membership Dues 565.00 Technical Subscriptions 240.00 Software License Renewals 7,500.00 Gravid/Light Trap Operation 850.00 Waste Tire Disposal Fees 600.00 $ 309,078.00 Page 6 Commodities Public Relations Material $ 1,500.00 Lab Supplies 48,000.00 Office Supplies 2,400.00 Gasoline 50,000.00 Insecticides 995,781.19 Lubricants 4,000.00 Janitorial Supplies 1,200.00 Hardware Supplies 2,400.00 Expendable Supplies 18,000.00 $ 1,123,281.19 Other Expenditures Contingencies $ 96,000.00 Insurance Deductibles 26,000.00 $ 122,000.00 TOTAL OF GENERAL CORPORATE FUND APPROPRIATION: $ 2,622,790.19 2. ILLINOIS MUNICIPAL RETIREMENT FUND (IMRF) BEGINNING BALANCE May 1, 2023 $ 60,255.98 ESTIMATED REVENUES Property Tax $ 21,626.00 ReplacementTax-Corp Pers.Prop. 325.00 TOTAL ESTIMATED REVENUES: $ 21,951.00 TOTAL ESTIMATED FUNDS AVAILABLE: $ 82,206.98 BUDGETED EXPENDITURES I.M.R.F. - District Share $ 11,932.00 TOTAL EXPENDITURES/APPROPRIATIONS: $ 11,932.00 ENDING BALANCE April 30, 2024 $ 70,274.98 3. SOCIAL SECURITY FUND BEGINNING BALANCE May 1, 2023 $ 60,891.76 ESTIMATED REVENUES Property Tax $ 65,864.00 Replacement Pers. Prop Tax 1,621.00 TOTAL ESTIMATED REVENUES: $ 67,485.00 TOTAL ESTIMATED FUNDS AVAILABLE: $ 128,376.76 BUDGETED EXPENDITURES Social Sec.- District Share $ 54,211.00 Medicare - District Share 12,679.00 TOTAL EXPENDITURES/APPROPRIATIONS $ 66,890.00 ENDING BALANCE April 30, 2024 $ 61,486.76 Page 7 4. ANNUAL AUDIT FUND BEGINNING BALANCE May 1, 2023 $ 482.59 ESTIMATED REVENUES Property Tax $ 7,500.00 TOTAL ESTIMATED REVENUES: $ 7,500.00 TOTAL ESTIMATED FUNDS AVAILABLE: $ 7,982.59 BUDGETED EXPENDITURES Annual Audit $ 7,700.00 TOTAL EXPENDITURES/APPROPRIATIONS: $ 7,700.00 ENDING BALANCE April 30, 2024 $ 282.59 5. CAPITAL IMPROVEMENT, REPAIR OR REPLACEMENT BEGINNING BALANCE May 1, 2023 $ 0.00 Transfer from General Fund 400,000.00 NET BEGINNING BALANCE May 1, 2023 $ 400,000.00 TOTAL ESTIMATED REVENUES: $ 0.00 TOTAL ESTIMATED FUNDS AVAILABLE: $ 400,000.00 BUDGETED EXPENDITURES CAPITAL OUTLAY Office Equipment $ 7,500.00 Lab Equipment 10,000.00 Communication Equipment 5,000.00 Field Equipment 25,000.00 Shop Equipment 15,000.00 Building 7,500.00 Computer System Equipment 9,500.00 Vehicles 250,000.00 UST Mandatory Tank Update 70,500.00 TOTAL EXPENDITURES/APPROPRIATIONS: $ 400,000.00 ENDING BALANCE April 30, 2024 $ 0.00 SECTION 3: That the amount appropriated for District purposes for fiscal year beginning May 1, 2023 and ending April 30, 2024 by fund shall be as follows: 1. GENERAL CORPORATE FUND $ 2,622,790.19 2. ILLINOIS MUNICIPAL RETIRE.FUND 11,932.00 3. SOCIAL SECURITY FUND 66,890.00 4. ANNUAL AUDIT FUND 7,700.00 5. CAPITAL IMPROVEMENT, REPAIR OR REPLACEMENT FUND 400,000.00 TOTAL APPROPRIATIONS: $ 3,109,312.19 Page 8 SECTION 4 - Each appropriated fund total shall be divided among the several objects and purposes specified, and in the particular amounts stated for each fund respectively in Section 2, constituting the total appropriations in the amount of Three Million One Hundred Nine Thousand Three Hundred Twelve Dollars and Nineteen Cents ($3,109,312.19) for the fiscal year beginning May 1, 2023 and ending April 30, 2024. SECTION 5 - Section 3 shall be and is a summary of the annual Appropriation Ordinance of this District, passed by the Board of Trustees as required by law and shall be in full force and effect as hereinafter provided. SECTION 6 - All sums of money not needed for immediate purposes may be invested in interest bearing obligations, including Certificates of Deposit, of any federally insured State or National Bank or Savings and Loan Association, as provided in the Illinois Public Funds Investment Act. SECTION 7 - Any sum of money heretofore appropriated and not expended now in the Treasury of the Desplaines Valley Mosquito Abatement District, or that hereafter may come into the Treasury of the District, is hereby re-appropriated for this Ordinance. SECTION 8 - All unexpended balances of any item or items of general appropriation for corporate purposes or special funds made by this Ordinance may be expended in making up any deficiency in any other item in the same general appropriation made by this Ordinance. SECTION 9 - If any section, subdivision or sentence of this Ordinance is for any reason held invalid or to be unconstitutional, such decision shall not effect the validity of the remaining portion of this Ordinance. SECTION 10 - A certified copy of the Annual Budget and Appropriation Ordinance shall be filed with the County Clerk of Cook County within 30 days after adoption. SECTION 11 -This Appropriation Ordinance is adopted pursuant to procedures set forth pursuant to the Illinois Revised Statutes. SECTION 12 - That the Secretary of the Board be and hereby is authorized and directed to publish this Ordinance in pamphlet form and this Ordinance shall be in full force and effect upon its adoption, approval, and publication as provided by law. SECTION 13 - Attached hereto as Exhibit “A” and made a part hereof is an estimate of revenues by source anticipated to be received by the District for the fiscal year May 1, 2023 to April 30, 2024. PASSED by the Board of Trustees of the Desplaines Valley Mosquito Abatement District this 18th day of May , 2023, A.D. pursuant to roll call vote as follows: Ayes: 2 Nays: 0 Absent: 0 Page 9 APPROVED this 18th day of May , 2023, A.D. PUBLISHED THIS 18th day of May , 2023, A.D. IN PAMPHLET FORM. Reatha S. Henry President, Board of Trustees ATTEST: Mark S. Azzi Secretary/Treasurer Board of Trustees EXHIBIT A CERTIFICATE OF ESTIMATED REVENUE DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT COOK COUNTY, ILLINOIS I, Mark S. Azzi, do certify as follows: 1. I am the Secretary/Treasurer of the Desplaines Valley Mosquito Abatement District, County of Cook, State of Illinois, and further that I am a trustee of the District thereof. 2. I estimate the revenue, by source, of the Desplaines Valley Mosquito Abatement District for the fiscal year beginning May 1, 2023 and ending April 30, 2024, to be as follows: SOURCE AMOUNT 2022 Property Tax Levy Income per TAX LEVY ORDINANCE NO. 2022-12-1 Total Levy = $ 1,498,586.00; theoretical balance to be received in fiscal year before application of Tax Cap Criteria $ 734,086.03 Replacement Corporate Personal Property Tax 35,000.00 Miscellaneous Income 3,000.00 Interest Income from Savings Accounts, Certificates of Deposit 10,000.00 Page 10 In Witness Whereof, I have signed my name in my official capacity as Secretary/Treasurer of the Board of Trustees of the Desplaines Valley Mosquito Abatement District, at Lyons, Illinois, this 18th day of May, 2023. Mark S. Azzi Secretary/Treasurer Desplaines Valley Mosquito Abatement District The manager reviewed seasonal employee recruitment. The increased wage scale combined with wage bonus has been successful for the second year in obtaining candidates with positions filled prior to the actual start of operations. In addition the increased number of applicants has allowed the District to select seasonal employees with longest availability dates to accommodate operational needs. The manager reviewed the status of litigation against Galena Chrysler/Jeep. The dealership ignored the formal summons issued on January 30, with default order granted to the District during a status hearing on March 21. With subsequent delivery of the default order to the dealership, their attorney requested the default order to be revoked. The court honored this request with a deadline of May 24 for a formal response to our complaint, and status hearing on June 7. The manager reviewed operations to date. The relatively cool/dry spring resulted in a slow start to the mosquito season. The mild winter experienced allowed a larger number of vector mosquitoes to survive, and creates the potential for increased West Nile Virus activity. Operations are prepared to address whatever scenario will develop this season. 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