MINUTES OF BOARD OF TRUSTEES MEETING DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT SEPTEMBER 21, 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 third 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 May 18, 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. The manager reviewed topics addressed during prior meetings for incorporation into any recommendations on increased accountability and efficiency. The District has adapted to changing mosquito problems since its formation in 1927. The introduction of West Nile Virus into our region in 2001, with subsequent epidemic the following year, added a new dimension to District operations. A review of human case data by the Cook County Department of Public Health clearly shows the effectiveness of the District’s control programs in place minimizing human West Nile Virus cases among its residents. The introduction of new mosquito species to our area will create additional challenges to our operations in the near future. As in the past, the District is prepared to address any challenges presented. Technology has provided additional tools for the District to utilize in its operations. In particular, long term growth regulator insecticides have allowed operations to be conducted with fewer personnel. From an efficiency standpoint, the District operates at the highest level of efficiency as physically possible with no recommendations for change. From an administrative standpoint, the District currently operates at its lowest staff level since its formation, yet maintains its highest level of mosquito surveillance and control operations. No recommendations for change in this category are made. From a business standpoint, the District maintains product supply agreements and takes advantage of joint purchases with other mosquito abatement districts. The District utilizes the most economical venue in this category, with no recommendations for change. Page 2 Finally, all records of the District are open to the public. The District maintains a website, and staff answers any phone calls directly to address resident concerns. Being a specific purpose entity, the District does not hava layer upon layer of administration or bureaucracy. From an accountability standpoint, no recommendations for improvement are made at this time. A proposed draft of the decennial committee report with incorporation of the topics addressed during the current meeting was reviewed. Ms. Henry inquired if any additional discussion was desired from committee members and general public. With no further discussion, general consensus was that the goals of the decennial committee have been met. A motion was made by Ms. Keating, seconded by Ms. Bailey, and carried by all committee members to formally adopt the draft copy of the decennial report, and to dissolve the decennial committee upon adjournment at 8:18am. The regular meeting of the Board of Trustees was called back to order at 8:19am. 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 May 18, 2023 as typed. Discussion was held on reimbursement of travel expenses for District residents participating in the decennial committee meetings. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to reimburse the sum of $25 per committee meeting attended by residents Barbara Bailey and Catherine Keating. 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 May $ 132,348.57 June 42,406.47 July 45,906.64 August 91,325.81 September (Thru 9/21) 35,392.18 PAYROLL May $ 87,641.95 June 79,694.96 July 79,735.07 August 92,659.69 September (Thru 9/21) 41,008.88 The manager reviewed the 2022-23 fiscal year audit report completed by Karrison, LLC. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to approve the 2022-23 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 debt disclosure information. Page 3 The manager indicated that no action has been taken by the county with regard to trustee vacancies and re-appointments. The 2023 tax levy is scheduled for adoption at the next board meeting. General consensus was that no increase to the 2023 levy was necessary. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to maintain the 2023 tax levy at $1,498,586.00. The manager indicated that a thunderstorm on July 5, 2023 caused a power surge which damaged various pieces of equipment. Unlike similar damage during a storm on June 1, 2022 which created a power surge through phone lines, this surge was more of a electrostatic charge/pulse which was picked up through ethernet cable running the length of our building in the attic. A formal summary sheet of damages was reviewed. Insurance claim was not filed due to our higher $5,000 deductible mandated by our insurance carrier after last year’s loss, and current repair costs near the deductible. Specific surge suppression was added to all ethernet lines, along with replacement of radio tower line surge suppression to help prevent future occurrences. The manager reviewed numerous motor vehicle accidents over the summer and provided trustees with a formal summary sheet. Fortunately, all accidents were minor with no injuries. Several were resolved without filing an insurance claim. The most significant accident, which is being handled by our insurance carrier, will likely result in litigation. The manager reviewed the status of litigation against Galena Chrysler/Jeep. Written interrogatories have been requested by both sides, with status hearing on September 21. The manager reviewed operations to date. West Nile Virus increased significantly during late July through early September. Contingency adult mosquito control measures were utilized throughout the District. Human cases to date were reviewed. The manager indicated that tile flooring in our rear office area is over 43 years old, and in need of replacement. The existing tile floor contains asbestos, and will require removal prior to new floor installation. In addition, portions of the front office floor of similar age are in need of replacement. The manager was instructed to obtain proposals for floor replacement and necessary asbestos remediation for consideration. A motion was made by Mr. Azzi, seconded by Ms. Henry, and carried by all present to adjourn the meeting at 8:48am. Approved this day of , 2023. Reatha S. Henry, President Mark S. Azzi, Secretary/Treasurer