MINUTES OF BOARD OF TRUSTEES MEETING DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT DECEMBER 6, 2024 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 - Vice President, Treasurer Tito Rodriguez - Secretary Absent: A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to accept the minutes of the last regular meeting held on July 18, 2024 as typed. The financial report was reviewed by the trustees. A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to accept the report as follows: Financial Report Income for Current Fiscal Year Replacement of Corporate Personal Prop. Taxes $ 88,843.56 Back Taxes Received 13,596.53 Interest Received 71,281.00 Miscellaneous Income 40,484.93 Total 2023 Taxes Received after 5/1/24 776,701.88 Deferred Income (Early Taxes 2024) 0.00 Bills - Monthly Totals July $ 81,106.53 August 62,566.87 September 92,587.77 October 48,926.72 November 76,610.27 December (Thru 12/6) 138,356.53 PAYROLL July $ 105,000.07 August 83,383.39 September 67,185.76 October 74,194.21 November 47,090.26 December (Thru 12/6) 7,727.20 Page 2 The manager reviewed the 2023-24 fiscal year audit report completed by Karrison, LLC. A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to approve the 2023-24 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. The manager indicated that Lou Karrison will be retiring, and a new auditing firm will be required for the 2024-25 fiscal year audit. Authorization was requested to prepare specifications and obtain quotations from auditing firms specializing in governmental fund accounting to conduct the upcoming fiscal year audit. Ms. Henry requested that the District also obtain quotations from women and minority owned firms. A motion was made by Mr. Rodriguez, seconded by Mr. Azzi, and carried by all present to grant the requested authorization including Ms. Henry’s stipulation with proposals to be reviewed at the March 2025 meeting. The manager indicated that no additional information is available on the appointment of additional trustees. The meeting went into recess at 8:20am, and resumed at 8:40am. With the release of 2025 model year pricing, specifications were re-submitted to dealers with written quotations requested for the purchase of (1) Cherolet/GMC pickup as summarized below: Ray Chevrolet, Inc. Fox Lake, IL .................... $ 39,925.00 Biggers Chevrolet, Inc. Elgin, IL ................... 40,688.00 Advantage Chevrolet, Hodgkins, IL ................... 41,757.83 Coffman GMC Truck Sales, Aurora, IL ................. 41,892.00 Award of purchase was made to the lowest submitted quotation, Ray Chevrolet, Inc. At the price of $39,925.00. A motion was made by Mr. Rodriguez, seconded by Mr. Azzi, and carried by all present to formally approve the award of purchase. Vehicle #11 authorized to be sold during the July meeting, was listed on ebay auction at a minimum bid of $15,000.00. Two bids were received with the vehicle being sold to: Darren E. Moulder, 3805 US Hwy 96N, Silsbee, TX 77656 for $15,100.00 A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to formally approve the vehicle sale. The manager indicated that our current tire changer is 25 years old, with the original manufacturer discontinuing this model and subsequent repair part availability. The District is experiencing problems with the tire changer, and reached the point where replacement is recommended. Staff has surveyed the various tire changer brands available, and recommends a Coats RC-55A model with point-of-use tire lift system as the best replacement to fit our needs. Quotations were requested and summarized below: EnergiTech, West Allis, WI ...................... $ 8,032.00 NAPA Auto Parts, Lyons, IL ...................... 7,399.00 Rubber, Inc, Romeoville, IL ..................... 7,489.50 Page 3 A motion was made by Mr. Rodriguez, seconded by Mr. Azzi, and carried by all present to purchase the replacement unit from NAPA Auto Parts at the price of $ 7,399.00 and scrap the existing tire changer. The manager indicated that in conjunction with the fuel dispenser containment project approved during the last meeting, an environmental assessment of soil adjacent to removed petroleum piping is required. This assessment must be performed by a licensed, state approved contractor separate from the installing contractor. Proposals were requested from qualified contractors with summary as follows: Northwest Environmental, Inc. Byron, IL ............. $ 2,230.00 Eagle Environmental, St. Charles, IL ................ 2,460.00 Gabriel Environmental, Mt. Prospect, IL ............. $ 6,563.20-6,711.60 A3 Environmental, Lisle, IL ......................... $11,010.00-12,796.10 The State Fire Marshal mandates all assessment reports to be filed with their office. If no contamination is found, a basic reporting process is required. If contamination is found, a longer reporting process is required. Gabriel Environmental and A3 Environmental submitted their proposals with a price range reflecting the above reporting requirements. Eagle Environmental and Northwest Environmental submitted proposals based on no contamination with additional stipulation of added cost for contamination filing. It is anticipated that no contamination will be found due to the suction style of piping to our dispensers/pumps and the procedures utilized during initial installation of our underground storage tank and piping. Based on the above proposals, Northwest Environmental, Inc. was selected to perform this service at the base price of $2,230.00. It is felt that even if contamination is found requiring different reporting, their cost would be below that of the other environmental contractors. A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to concur with the manager’s selection of Northwest Environmental, Inc. to perform this service. The manager reviewed progress of the fuel dispenser containment project update. The project was originally scheduled to be completed in mid-October, however availability of the replacement gas pumps has pushed the project back. The project was started on December 4, and should be completed within the next ten days. The manager reviewed past workers compensation insurance costs. Current coverage is due to expire on 12/15/24. A renewal quotation from our current carrier, Insurance Company of the West (ICW) was reviewed. The upcoming policy has a premium of $12,756 which reflects a 4.5% decrease over the current premium. While payroll totals have increased, category rates have decreased reflecting the lower premium. A motion was made by Mr. Rodriguez, seconded by Mr. Azzi, and carried by all present to renew workers compensation insurance coverage through ICW for the upcoming 12/15/24 - 12/15/25 policy period. The manager reviewed a draft copy of the 2024 Operations Report. A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to approve the draft report with subsequent distribution. Page 4 The manager reviewed the current fleet evaluation performed on an annual basis. With delivery of the 2025 pickup, our fleet remains in excellent condition with no additional vehicle replacement recommended at present. Any vehicles considered for replacement at the end of our 2025 season will be addressed at that point in time. The manager indicated that current Blue Cross/Blue Shield (BCBS) healthcare insurance coverage is being renewed by the insurance carrier for 2025. Premiums will increase 10.6%, with employee contributions remaining the same. A motion was made by Mr. Rodriguez, seconded by Mr. Azzi, and carried by all present to maintain permanent employee healthcare insurance through 2025 with BCBS and adopt the following: ORDINANCE NO. 2024-12-2 PERMANENT EMPLOYEE HEALTHCARE INSURANCE COVERAGE AN ORDINANCE of the Board of Trustees of the Desplaines Valley Mosquito Abatement District revising permanent employee healthcare insurance coverage effective January 1, 2025. WHEREAS, the Board of Trustees of the Desplaines Valley Mosquito Abatement District has addressed permanent employee healthcare insurance initially through Ordinance No. 2014-12-2, superceded by Ordinance No. 2015-12-2, Ordinance No. 2016-12-2, Ordinance No. 2017-12-2, Ordinance No. 2018-12-2, Ordinance No. 2019-12-3, Ordinance No. 2020-12-2, Ordinance No. 2021-12-2, Ordinance No. 2022-12-2, and Ordinance No. 2023-12-2; and, WHEREAS, Blue Cross/Blue Shield has renewed group coverage currently in effect for calender year 2024 through December 31, 2025 with revisions to 2025 deductibles/out of pocket expenses; NOW, THEREFORE BE IT ORDAINED BY THE BOARD OF TRUSTEES OF THE DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT, COUNTY OF COOK, STATE OF ILLINOIS: SECTION 1: All provisions set forth by Ordinance No. 2019-12-3 adopted on December 6, 2019 be extended through December 31, 2025 with revisions as outlined: Section 5: Renewal policy has $3,300 single/$9,900 family deductible with $3,800 single/$11,400 family out of pocket expense. District reimbursed deductible/out of pocket expenses are increased to $3,800single/$7,600 family maximums respectively. SECTION 2: The provisions of this Ordinance will become effective on and after January 1, 2025. PASSED by the Board of Trustees of the Desplaines Valley Mosquito Abatement District this 6th day of December , 2024 , A.D. pursuant to roll call vote as follows: Ayes: 3 Nays: 0 Absent: 0 Page 5 APPROVED this 6th day of December , 2024, A.D. Reatha S. Henry President, Board of Trustees ATTEST: Tito Rodriguez Secretary, Board of Trustees Data used to determine any cost of living increase for permanent employees was reviewed. The CPI-U Index of 295.979 for September 2024 reflects a 4.1% increase over the 284.375 index for September 2023. A motion was made by Mr. Rodriguez, seconded by Mr. Azzi, and carried by all present for the following: a) A 4.1% cost of living increase be granted to all permanent employees effective December 2, 2024. b) Grant three additional vacation days as a bonus to permanent employees for specific use during the upcoming holiday period with formal closure of operations between December 24, 2024 through January 1, 2025. The proposed 2024 tax levy ordinance reflects a $50,000 decrease from the 2023 levy. The proposed levy conforms to all applicable truth in taxation criteria with opinion letter from our attorney reviewed. A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to adopt the 2024 Tax Levy Ordinance as follows: ORDINANCE NO. 2024-12-1 TAX LEVY ORDINANCE AN ORDINANCE FOR THE LEVY AND ASSESSMENT OF TAXES FOR GENERAL CORPORATE PURPOSES AND SPECIAL FUNDS FOR THE FISCAL YEAR BEGINNING MAY 1, 2024 AND ENDING APRIL 30, 2025 OF THE DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT, COUNTY OF COOK, AND STATE OF ILLINOIS WHEREAS, the Board of Trustees of the Desplaines Valley Mosquito Abatement District, in the County of Cook and State of Illinois, did on the 16th day of May, 2024, pass and adopt the Annual Budget and Appropriation Ordinance for the said Desplaines Valley Mosquito Abatement District for the fiscal year commencing on the 1st day of May, 2024, and ending on the 30th day of April, 2025, the amount of which is ascertained to be the aggregate sum of THREE MILLION ONE HUNDRED FIFTY SIX THOUSAND THREE HUNDRED NINETY FOUR DOLLARS AND NO CENTS ($3,156,394.00) which said Annual Budget and Appropriation Ordinance was duly passed and approved on the 16th day of May, 2024; and published in pamphlet form on May 16, 2024; BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT, COUNTY OF COOK, STATE OF ILLINOIS; Page 6 SECTION 1: That there be and hereby is levied upon all of the taxable property within the territorial limits of the Desplaines Valley Mosquito Abatement District, for the fiscal year beginning on May 1, 2024 and ending on April 30, 2025, the total sum of ONE MILLION FOUR HUNDRED FORTY EIGHT THOUSAND FIVE HUNDRED EIGHTY SIX DOLLARS AND NO CENTS ($1,448,586.00). The specific purposes for which appropriations were made and for which this levy is made and the sum or amount appropriated for each purpose, respectively, are as follows: to-wit: CATEGORY AMOUNT OF OTHER TO BE RAISED APPROPRIATION REVENUE BY TAX LEVY I. GENERAL CORPORATE FUND Personal Services Staff Salaries $ 643,191.00 $ 402,827.00 $ 240,364.00 Field Wages 302,000.00 95,365.00 206,635.00 Health Insurance 86,621.00 9,102.00 77,519.00 Workers Comp. Insurance 36,000.00 18,419.00 17,581.00 Unemployment Insurance 14,550.00 4,897.00 9,653.00 $ 1,082,362.00 $ 530,610.00 $ 551,752.00 Contractual Services Building Maintenance $ 65,000.00 $ 35,542.00 $ 29,458.00 Vehicle Maintenance 24,000.00 14,302.00 9,698.00 Spray Equip. Maintenance 6,000.00 2,952.00 3,048.00 Ditching Equip. Maintenance 500.00 500.00 0.00 Communications Equip. Maint. 1,500.00 1,332.00 168.00 Office Equipment Maintenance 2,400.00 1,643.00 757.00 Shop Equipment Maintenance 2,400.00 543.00 1,857.00 Field Tools Maintenance 480.00 278.00 202.00 Lab Equipment Maintenance 6,000.00 4,232.00 1,768.00 Computer Equip. Maintenance 1,200.00 298.00 902.00 Underground Strg. Tank Maint 5,000.00 4,215.00 785.00 Grounds Maintenance 7,200.00 7,007.00 193.00 Vehicle Insurance 85,000.00 32,461.00 52,539.00 Operational Liability Ins. 60,000.00 14,772.00 45,228.00 Building/Property Insurance 10,000.00 2,481.00 7,519.00 Equipment Floater Insurance 5,000.00 1,729.00 3,271.00 Telephone 3,600.00 928.00 2,672.00 Water 1,200.00 392.00 808.00 Electricity 6,600.00 2,579.00 4,021.00 Heat - Gas Service 6,500.00 3,979.00 2,521.00 Alarm Monitoring Service 1,200.00 152.00 1,048.00 Refuse Service 5,550.00 2,419.00 3,131.00 Banking Charges/Service Fees 530.00 385.00 145.00 Meetings and Conferences 7,200.00 4,773.00 2,427.00 Postage and Box Rental 1,420.00 533.00 887.00 Legal Expense - Attorney 2,400.00 0.00 2,400.00 Publication of Legal Notices 300.00 195.00 105.00 Uniforms - Laundry Service 3,000.00 1,813.00 1,187.00 Vehicle License & Inspec.Fees 520.00 240.00 280.00 Spray License/Permit Fees 1,200.00 280.00 920.00 Association Membership Dues 565.00 410.00 155.00 Technical Subscriptions 240.00 240.00 0.00 Software License Renewals 7,500.00 5,352.00 2,148.00 Government Relations Service 10,000.00 10,000.00 0.00 Gravid/Light Trap Operation 850.00 417.00 433.00 Waste Tire Disposal Fees 600.00 600.00 0.00 $342,655.00 $159,974.00 $ 182,681.00 Page 7 AMOUNT OF OTHER TO BE RAISED APPROPRIATION REVENUE BY TAX LEVY Commodities Public Relations Material $ 1,500.00 $ 1,500.00 $ 0.00 Lab Supplies 48,000.00 10,879.00 37,121.00 Office Supplies 2,400.00 963.00 1,437.00 Gasoline 50,000.00 36,990.00 13,010.00 Insecticides 996,000.00 442,533.00 553,467.00 Lubricants 4,000.00 3,922.00 78.00 Janitorial Supplies 1,200.00 1,200.00 0.00 Hardware Supplies 2,400.00 0.00 2,400.00 Expendable Supplies 18,000.00 7,600.00 10,400.00 $ 1,123,500.00 $505,587.00 $ 617,913.00 Other Expenditures Contingencies $ 96,000.00 $ 86,818.00 $ 9,182.00 Insurance Deductibles 26,000.00 6,729.00 19,271.00 $ 122,000.00 $ 93,547.00 $ 28,453.00 GENERAL FUND TOTALS: $ 2,670,517.00 $1,289,718.00 $1,380,799.00 II. ILLINOIS MUNICIPAL RETIREMENT FUND (IMRF) IMRF - District Share $ 8,122.00 $ 8,122.00 $ 0.00 IMRF - FUND TOTALS: $ 8,122.00 $ 8,122.00 $ 0.00 Levied for the foregoing annual requirement of the Illinois Municipal Retirement Fund from which the special tax for that purpose is in addition to all other taxes. III. SOCIAL SECURITY FUND Social Security Dis. Share $ 56,616.00 $ 8,534.00 $ 48,082.00 Medicare - District Share 13,239.00 1,434.00 11,805.00 SOCIAL SECURITY FUND TOTALS: $ 69,855.00 $ 9,968.00 $ 59,887.00 Levied for the foregoing annual requirement of District’s share of social security and medicare contribution from which the special tax for that purpose is in addition to all other taxes. IV. ANNUAL AUDIT FUND Annual Audit $ 7,900.00 $ 0.00 $ 7,900.00 AUDIT FUND TOTALS: $ 7,900.00 $ 0.00 $ 7,900.00 Levied for the foregoing annual requirement of an annual audit from which the special tax for that purpose in addition to all other taxes. V. CAPITAL IMPROVEMENT, REPAIR OR REPLACEMENT FUND Office Equipment $ 7,500.00 $ 7,500.00 $ 0.00 Lab Equipment 10,000.00 10,000.00 0.00 Communications Equipment 5,000.00 5,000.00 0.00 Field Equipment 25,000.00 25,000.00 0.00 Shop Equipment 15,000.00 15,000.00 0.00 Building 7,500.00 7,500.00 0.00 Computer System Equipment 9,500.00 9,500.00 0.00 Vehicle Purchase 250,000.00 250,000.00 0.00 UST Mandatory Tank Update 70,500.00 70,500.00 0.00 FUND TOTALS: $ 400,000.00 $ 400,000.00 $ 0.00 Page 8 *SUMMARY* The following are the total taxes to be levied for: GENERAL CORPORATE FUND $ 1,380,799.00 ILLINOIS MUNICIPAL RETIREMENT FUND 0.00 SOCIAL SECURITY FUND 59,887.00 ANNUAL AUDIT FUND 7,900.00 CAPITAL IMPROVEMENT,REPAIR OR REPLACEMENT FUND 0.00 $ 1,448,586.00 SECTION 2: The secretary of the Desplaines Valley Mosquito Abatement District is hereby directed to file with the County Clerk of Cook County a certified copy of this Levy Ordinance, and said County Clerk, aforesaid, is hereby requested and directed to cause the sum of ONE MILLION FOUR HUNDRED FORTY EIGHT THOUSAND FIVE HUNDRED EIGHTY SIX DOLLARS AND NO CENTS ($1,448,586.00) to be extended upon and against the taxable property within the territorial limits of the Desplaines Valley Mosquito Abatement District in accordance with the laws of the statutes of the State of Illinois, in such case made and provided. SECTION 3: In the event the levy extension exceeds the tax cap limitation as specified in the provisions of the Property Tax Extension Limitations Act, the County Clerk of Cook County is hereby requested to proportionally reduce the levy of each fund subject to the Act. SECTION 4: The Treasurer of this District is hereby directed to transfer the sum of FOUR HUNDRED THOUSAND DOLLARS AND NO CENTS ($400,000.00) on hand in the General Corporate Fund on April 30, 2024 and not otherwise pledged or allocated to a particular purpose in such Fund to the Capital Improvement, Repair or Replacement Fund for the purposes heretofore itemized in Section 1 of this Ordinance; said amount, together with all other funds on hand in the Capital Improvement, Repair or Replacement Fund being less than one-half of one percent of the total equalized assessed valuation of all property subject to taxation by the District. SECTION 5: All other ordinances or parts of ordinances in conflict herewith, are hereby repealed. SECTION 6: This ordinance shall take effect and be in full force from and after its passage and approval. PASSED by the Board of Trustees of the Desplaines Valley Mosquito Abatement District this 6th day of December, 2024, A.D. pursuant to roll call vote as follows: Ayes: 3 Nays: 0 Absent: 0 APPROVED this 6th day of December, 2024, A.D. Page 9 ATTEST: Reatha S. Henry President, Board of Trustees Tito Rodriguez Secretary, Board of Trustees The manager indicated that both SB2938 expanding annexation capabilities of a mosquito abatement district and SB3342 requiring notification of pending mosquito control operations have been signed by the Governor on August 9, and have become respective public acts. Discussion was held on both public acts. During 2024, our District in conjunction with the North Shore Mosquito Abatement District retained the services of The Roosevelt Group to represent the Districts during legislative sessions in Springfield. The initial goal was to expand annexation capabilities, however quickly turned into “defense” mode to address three additional bills impacting District operations. Discussion was held on the merits of retaining services during 2025. The manager indicated that discussion on forming an association of all mosquito abatement districts to address legislative issues has started, but will not be in place prior to the spring legislative session. A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to utilize the services of The Roosevelt Group in conjunction with the North Shore MAD during 2025 at a cost not to exceed $ 5,000.00. The manager indicated that a fire occurred on November 2 in the building at 8114 Ogden Avenue, which is immediately east of our property. The two story building is only ten feet away from our newest storage garage. Fortunately, extensive fire department response contained the fire with no immediate danger to our garage. The manager indicated concern of potential structural damage to the building and possible collapse of the west wall onto our garage. The concern was reviewed with the Village’s Building Director, who indicated the structure is safe with regard to our concern. The manager reviewed gravid mosquito trap collection data during the 2024 season. Respective vector indices/minimum infection rates were discussed with escalation of continency adult control operations as required. The manager indicated that scientific papers have been recently published indicating resistance to Altosid (methroprene) larvicides by vector mosquito species. The District has used this product extensively in both on-road and off-road catch basin treatments for decades due to its ease of application, long term growth regulator features, and minimal impact to non-target organisms. The District routinely conducts in-house testing of sources treated to verify material efficacy. The District contributed mosquito larval samples to one study, with results showing a very high resistance. In-house testing during 2024 Page 10 confirmed the results found in the study. During 2025, the District will switch to a combination of Vectolex (Bacillus sphaericus), Vectomax (Bacillus sphaericus/Bacillus thuringiensis), and Sumilarv (Pyripoxyfen). Sumilarv was utilized on a trial basis within the District during 2024, with excellent results. The manager indicated that the net cost of material switch will remain the same, or slightly less than prior Altosid usage. The tentative meeting schedule for 2025 was discussed with dates as follows: Thursday March 20 (Preliminary Budget & Insurance Discussion) Thursday May 15 (Public Hearing, Adopt Budget/Appropriation Ordinance) Thursday July 17 Thursday September 18 Friday December 5 (Adoption of Tax Levy) A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to adopt the 2025 meeting schedule. A motion was made by Mr. Azzi, seconded by Mr. Rodriguez, and carried by all present to adjourn the meeting at 9:50am. Approved this day of , 2025. Reatha S. Henry, President Tito Rodriguez, Secretary