MINUTES OF BOARD OF TRUSTEES MEETING DESPLAINES VALLEY MOSQUITO ABATEMENT DISTRICT MARCH 11, 2010 The regular meeting of the Board of Trustees was called to order by Mr. Creadon at 8:08am in the board room at 8130 Ogden Ave., Lyons, IL. Trustees Present: Francis P. Creadon - President Thomas F. Geselbracht - Vice President Mark S. Azzi - Secretary Reatha S. Henry - Treasurer Emanuel C. Welch - Asst. Secretary Guests Present: Ken Kaval, 197 Longcommon Road, Riverside, IL A motion was made by Mr. Geselbracht, seconded by Ms. Henry, and carried by all present to accept the minutes of the last regular meeting held on December 4, 2009 as typed. The financial report was reviewed by the trustees. Mr. Azzi made a motion, seconded by Ms. Henry, and carried by all to accept the report as summarized: Financial Report Income for Current Fiscal Year Replacement of Corporate Personal Prop. Taxes $ 59,084.92 Back Taxes Received 21,938.77 Interest Received 17,779.74 Miscellaneous Income 18,166.69 Total 2008 Taxes Received after 5/1/09 769,896.76 Deferred Income (Early Taxes 2009) 379,814.12 Bills - Monthly Totals December 2009 $ 70,188.07 January 25,588.55 February 23,705.71 March (Thru 3/11) 7,705.37 PAYROLL December 2009 $ 43,841.14 January 32,839.94 February 26,549.54 March (Thru 3/11) 13,274.77 The formal nomination/election of trustee officers for 2010 was held. A motion was made by Mr. Geselbracht, seconded by Mr. Welch, and carried by all present to retain the current positions as follows; Francis P. Creadon, Jr. - President Thomas F. Geselbracht - Vice President Mark S. Azzi - Secretary Reatha S. Henry - Treasurer Emanuel C. Welch - Asst. Secretary A proposal from Sikich LLP to conduct the audit for the current fiscal year ending April 30, with optional extension through 2014, was reviewed. General consensus was favorable to the long term relationship with Sikich LLP, with a desire to lock in prices for a five year period. A motion was made by Ms. Henry, seconded by Mr. Geselbracht, and carried by all present to retain Sikich LLP to conduct fiscal audits through April 30, 2014 at the submitted proposal prices: 4/30/10 $ 5,400.00 4/30/11 5,575.00 4/30/12 5,750.00 4/30/13 5,925.00 4/30/14 6,100.00 The manager indicated that GASB 45 standards will be applicable to our District with the upcoming audit report. In particular, this standard addressed post employment health benefits, and will require the services of an independent actuary to provide supplemental information to Sikich LLP. The manager reviewed insurance quotations received from various brokers follows: Schulz-Brundage Risk Mgmt Resources Gallagher RMS Automobile $ 17,121(a) No Quote $ 17,448(c) Property $ 1,837(a) No Quote $ 1,015(d) Equip Floater $ 754(a) No Quote $ 802(d) Public Officials $ 1,725(e) No Quote No Quote Employment Pract. $ 390(e) No Quote No Quote General Liability $ 5,989(a) $ 21,058(f) No Quote Pollution Liability $ 8,080(b) Inc Above Umbrella $ 1,566(a) No Quote No Quote NOTES: (a) Philadelphia Insurance, admitted carrier (b) Philadelphia Insurance, non-admitted carrier (c) Scottsdale Indemnity Insurance, admitted carrier (d) Scottsdale Insurance, non-admitted carrier (e) United States Liablity, admitted carrier, $ 1,000,000 policy limit (f) AIG Insurance, non-admitted carrier General discussion was held on current coverage and pending renewal coverage. The manager indicated that the proposal from Schulz-Brundage through Philadelphia Insurance and United States Liability appears to be the most comprehensive for District needs. Philadelphia's automobile coverage will keep full coverage on all vehicles throughout the policy period, with premium reflecting reduced use/exposure during the winter period. The proposal from Gallagher RMS through Scottsdale Insurance will terminate all coverage on designated vehicles for the winter lay-up, with reinstatement required in April to add vehicles back, at additional cost not reflected in the proposal. Philadelphia Insurance has separate General Liability and Pollution Liability policies which will include our underground storage tanks. AIG coverage excludes the tanks, with separate policy required for coverage. Discussion was held on umbrella coverage. Philadelphia Insurance offers a $1,000,000 umbrella policy to increase all policy limits by this amount, with the exception of Pollution Coverage which must be increased only under primary limits. A quote for increasing this coverage has been requested, however has not yet been received. General consensus was that the umbrella coverage should be added in light of the affordable premium. The manager also indicated that a full policy form has been requested from Philadelphia Insurance for review. A motion was made by Mr. Welch, seconded by Mr. Azzi, and carried by all present to tentatively award designated insurance coverage for the 2010-11 policy period to Schulz-Brundage Insurance subject to District review of policy form and consideration of quotation for increasing the Pollution Coverage limits to $2,000,000. A preliminary review of the 2010-11 budget/appropriation figures was made. Respective line item increases/decreases were reviewed with overall fiscal expenses anticipated to be routine. General consensus was that no increase in the corresponding tax levy over last year be made. A motion was made by Mr. Geselbracht, seconded by Ms. Henry, and carried by all present to incorporate the preliminary figures into the upcoming budget/appropriation ordinance with revisions as necessary to reflect no increase in the upcoming tax levy. The manager indicated that changes to the Open Meetings Act requires that the District adopt a formal policy to allow trustees to attend meetings via telephone conference call. A policy was drafted with opinion letter by our attorney reviewed. A motion was made by Mr. Geselbracht, seconded by Mr. Azzi, and carried by all present to adopt the drafted meeting attendance policy as folllows: ORDINANCE NO. 2010-3-1 MEETING ATTENDANCE BY A MEANS OTHER THAN PHYSICAL PRESENCE AN ORDINANCE of the Board of Trustees of the Desplaines Valley Mosquito Abatement District establishing a formal policy for meeting attendance by a means other than physical presence under the Illlinois Open Meetings Act. 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 Illinois Open Meetings Act (OMA) is designed to ensure that the public has access to information about their government and its decision making process. Illinois Statute 5 ILCS 120/7 allows for the District to establish a formal policy for Trustees to attend meetings by a means other than physical presence. SECTION 2 - Means by other than physical presence will be defined as telephone call or video conference only. SECTION 3 - The provisions of the District's policy will include the following: (a) If a quorum of Trustees of the District is physically present as required by 5 ILCS 120/2.01, a majority of the public body may allow a Trustee of the District to attend the meeting by other means if the Trustee is prevented from physically attending because of: (i) personal illness or disability (ii) employment purposes or the business of the District (iii) a family or other emergency (b) If a Trustee wishes to attend a meeting by other means, the Trustee must notify the District's Manager before the meeting, unless advance notice is impractical. No additional public notice will be required. SECTION 4 - Application of any provisions of the District policy must conform to any requirements and/or restrictions set forth in the OMA. PASSED by the Board of Trustees of the Desplaines Valley Mosquito Abatement District this 11th day of March , 2010, A.D. pursuant to roll call vote as follows: Ayes: 5 Nays: 0 Absent: 0 APPROVED by the Board of Trustees of the Desplaines Valley Mosquito Abatement District this 11th day of March , 2010, A.D. ___________________________________ Francis P. Creadon, Jr. President, Board of Trustees ATTEST: ___________________________________ Mark S. Azzi Secretary, Board of Trustees The District is a member of the Illinois Municipal Retirement Fund (IMRF) with a current threshold of 600 hours for permanent employees to enroll in the pension program. Seasonal employees have been excluded since their expected duration of employment was not mandated. The IMRF has informed the District that any employee who works over 600 hours must enroll in the pension program. Hence, any seasonal employee who worked over 600 hours during 2009 must now enroll in the IMRF for employment during 2010. The IMRF has an option to increase this threshold to 1,000 hours. Seasonal employment rarely exceeds this limit, and will minimize this problem in the future. A motion was made by Mr. Welch, seconded by Ms. Henry, and carried by all present to adopt Resolution No. 2010-3-2 entitled Resolution to Adopt the Annual 1,000 Hour Standard for IMRF Participation on pre- printed form provided by the IMRF to increase the District's threshold to 1,000 hours effective immediately. Discussion was held on continuing adult control measures along Thatcher Avenue within River Forest per guidelines initiated in 2004. Current costs per application would be $ 392.60. As in the past, the District would request the Village of River Forest to reimburse the District this sum for each application mad to that area during 2010. One treatment was made to the area last season. A motion was made by Mr. Azzi, seconded by Mr. Welch, and carried by all present to extend the offer to the Village of River Forest for us to continue adult control activities along Thatcher Avenue per established criteria, subject to the Village's desire to continue this activity and acceptance of reimbursement cost. The 2010 AMCA meeting is scheduled for March 29 - April 1 in Lexington, Kentucky. The meeting will be attended by Mr. Creadon, with anticipated costs to be incurred as summarized: Round Trip Air Fare, Coach to Lexington ............... $ 365.00 Delegate Registration ................................. 345.00 Hotel Room (3 nights @$161.20 ea w/taxes) ............. 483.60 Meals (3 Breakfast, 4 Lunch @$25 ea, 2 Dinner @$40 ea). 255.00 Transportation & Miscellaneous Expense ................ 150.00 $ 1,573.60 A motion was made by Mr. Geselbracht, seconded by Mr. Welch, and carried by all present to approve the summarized AMCA meeting expense. A motion was made by Mr. Welch, seconded by Mr. Geselbracht, and carried by all present to adjourn the meeting at 8:40am. Approved this day of , 2010. Francis P. Creadon, Jr. President, Board of Trustees Mark S. Azzi Secretary, Board of Trustees