COACHELLA VALLEY MOSQUITO AND VECTOR CONTROL DISTRICT

Board of Trustees Meeting

 

May 13, 2008

 

Call To Order:

Secretary/Treasurer Underwood called the meeting to order at 6:00 p.m.

 

Pledge of Allegiance:

Trustee Lock led the Pledge of Allegiance.

 

Oath of Office:

Trustee Hobart was sworn in as a District Trustee

 

Roll Call:

Those present at roll call: Secretary/Treasurer Underwood, Trustees Baker, Gilbert, Henderson, Hobart, Howell, Keck, Lock, Macknicki, Nigosian, and Walker. Also present were Interim General Manager Raymond Griest, Assistant to the General Manager Diane Glanz, Finance Manager David I’Anson, Administrative Clerk Crystal Garcia, and Information Systems Analyst Edward Prendez, and Assistant Interim Legal Counsel John Ramirez.

 

Special Recognition of Former Trustee Ben Laflin for his more than 50 years of Service to our District.

Secretary/Treasurer Underwood announced that former Trustee Laflin was in the hospital and could not attend the Board Meeting. The special recognition will be postponed until he is able to attend.

 

1.       Confirmation of Agenda:

Trustee Baker made the motion to approve the Agenda. The motion was seconded by Trustee Nigosian and carried unanimously.

 

2.         Minutes:

A.                 Approval of Minutes from April 8, 2008, Board Meeting.

 

Trustee Howell made the motion to approve the minutes of the April 8, 2008, Board Meeting. The motion was seconded by Trustee Lock and carried with nine (9) for (Baker, Henderson, Howell, Keck, Lock, Macknicki, Nigosian, Underwood, and Walker) and two (2) abstained (Gilbert and Hobart).

 

3.         Public Comment:

None.

 

4.         Announcements:

None.

 

5.         Correspondence:

As in board packet. Trustee Henderson wanted noted a letter commending Red Imported Fire Ant Inspector Jeff Rushing for his great service.  

 

6.         Approval of Expenditures for April 9-30, 2008, and May 1-9, 2008:

Secretary/Treasurer Underwood announced that there was a correction on the dates for approval of expenditures; the dates for approval were from April 9-30, 2008, and May 1-9, 2008. Trustee Baker questioned why legal expenses and Trustee in-lieu payments were absent from the expenditures list. Secretary/Treasure Underwood responded that the Trustee in-lieu fee is still being researched and the attorney fees had not been submitted. He further reported that there were some technical difficulties with the accounting software delaying the final list of expenditures. Trustee Baker made the motion to approve the expenditures for April 9-30, 2008, and May 1-9, 2008. The motion was seconded by Trustee Macknicki and carried unanimously.

 

7.         Committee Reports

A.               Finance Committee

Secretary/Treasurer Underwood reported as follows. The March 31st financials show the District had cash disbursements of $409,554, with cash receipts of $238,731.  The largest receipt in March was a pass-thru revenue check from the City of Ranch Mirage for $120,321.75. The Finance Committee has met several times to review the fiscal year budget that will be proposed. A draft budget will be handed out at the end of the night. Secretary/Treasurer Underwood also noted that the Finance Committee was looking at possibly decreasing the benefit assessment from $16.48 per parcel to $10.55 a parcel. Operating expenses have also been reduced from the 2007/2008 budget. Additionally, Secretary/Treasurer Underwood thanked the Finance Committee and Finance Administrator for their hard work.

 

B.               Executive Committee

Secretary/Treasurer Underwood reported that the minutes from a past Executive Committee meeting are on page 47 of the Board Packet. He also noted that there is no longer an Executive Committee since it would be a committee of one.

 

C.                Strategic Planning Committee

Trustee Lock reported that the Strategic Planning Committee has been working with the Budget Committee in the preparation of the 2008/08 budget.

 

D.                Personnel Committee

Trustee Nigosian reported that the Personnel Committee met and came to a unanimous decision to recommend to the President that the Personnel Committee be eliminated.

 

8.         Report of District Activities:      

A.                 Interim General Manager

B.                District Programs; progress and events since last Board meeting.  Reports by:

                                                            1.      Human Resources – Anita Jones

                                                            2.      Laboratory and Biocontrol – Branka Lothrop, Ph.D

                                                            3.      Operations – Jim Saulnier

                                                            4.      Community Outreach – Diane Glanz

                                                            5.      Fleet/Facilities – John Schroeder

 

Short program updates were given by Interim General Manager Griest, Scientific Operations Manager Lothrop, Operations Manager Saulnier, Assistant to the General Manager Glanz, and Fleet/Facilities Supervisor Schroeder. Trustee Henderson commended the District on getting involved with a badge earning program with the Girl Scouts. Trustee Gilbert questioned when the public records requests from the Desert Sun and the City of Indio would be completed. Interim General Manager Griest responded that he was unsure when they would be complete, but that they were being processed. During Scientific Operations Manager Lothrop’s report, Trustee Baker commented that a report done by Fishery & Environmental Biologist Chuzel, which had been distributed at the City of Desert Hot Springs, was outstanding and very thorough and wanted to commend a job well done. During Operations Manager Saulnier’s report Trustee Keck commended Field Supervisors Chamberlain and Teran for a great farmer meeting that was held last week. Trustee Baker questioned if additional technicians had been hired. Operations Manager Saulnier responded that the process would be starting shortly and is scheduled for the 08/09 fiscal year. Trustee Baker also commended the responsiveness to the Desert Hot Springs sewage issue. During Assistant to the General Manager Glanz’s report Trustee, Hobart questioned what portion of the District’s Outreach Program would be affected by Kiner resigning. Assistant to the General Manager Glanz responded that the Community Outreach portion of the budget was written to support and enhance the program with or without the help of any specific firm.

 

9.         Informational Items:

A.                 Larvicidal Algae

B.                Team Reports

C.                Appointment of 2008-09 Nominating Committee – Bruce Underwood, Secretary/Treasurer

 

As in board packet.  Secretary/ Treasurer Underwood announced that the members of the Nominating Committee would be Trustees Howell, Keck, and Macknicki. The Nominating Committee will bring their recommendations for officers to the June Board Meeting.

 

10.       Consent Calendar:

A.        Approval for Trustee Underwood to attend the Special District and Local Government Institute Board Secretary Workshop June 28, 2008, in San Diego in an amount not to exceed $500 from Fund #6120.01.250 – Trustee Support

 

Secretary/ Treasurer Underwood questioned Legal Counsel if the item should be pulled until the issue regarding expenditures and in-lieu payments for trustees is resolved. Assistant Interim Legal Counsel responded for the Board to continue the item to the June Board Meeting at which time Counsel will be returning to the Board with a full report as to what their recommendations would be regarding Board Policy on Trustee reimbursements. Trustee Lock made the motion to continue the Consent Calendar to the June Board Meeting. The motion was seconded by Trustee Baker and carried unanimously.

 

11.       Old Business:

A.        Update on Oath of Office Issue and corrective action recommendation

 

Brief report given by Assistant Interim Legal Counsel Ramirez. Trustee Baker questioned if an oath was taken as part of a career path, such as teachers, lawyers, or real estate agents, would be considered as an effective as well. Assistant Interim Legal Counsel Ramirez responded that it could suffice in some instances, but it is recommended that Trustees retake the oath. A discussion ensued.

 

B.        Report on terms of office and recommendation that future appointments to be based on calendar year.

 

As in board packet. Trustee Henderson recommended that a letter be sent to all of the appointing agencies to ensure that they are aware of the terms of office on future appointments. A discussion ensued.  

 

C.        Ratification of contract with Interim General Manager

 

Trustee Keck commented that the motion to approve the ratification of the contract with the Interim General Manager needed to state that Secretary/Treasurer Underwood would be the authorized person to execute the contract. Trustee Baker made the motion for ratification of the contract as presented and included in that motion authority for Trustee Underwood to sign on behalf of the Board. The motion was seconded by Trustee Keck and carried unanimously.

 

D.        Discussion and Request for clarification regarding Scope of Work/Scope of Payment for Kiner Communications’ contract and for authorization for Interim General Manager to execute contract with clarified Scope of Work

                       

Trustee Baker made the motion to accept the letter of Kiner Communication in which they requested to have their contract for services withdrawn at this time with the understanding that outstanding invoices may be reviewed and approved as appropriate. The motion was seconded by Trustee Lock and carried unanimously.

 

12.       New Business:

A.        Discussion and/or approval to solicit bids for and to purchase from the lowest, responsible bidder enhancements to the District’s current security system in an amount not to exceed $100,000 from Fund #8487.01.800, District Building Capital Miscellaneous Improvements. – John Schroeder, Fleet/Facilities Supervisor

 

Trustee Howell made the motion to approve Item 12A in an amount not to exceed $50,000. The motion was seconded by Trustee Henderson and carried with ten (10) for (Baker, Henderson, Hobart, Howell, Keck, Lock, Macknicki, Nigosian, Underwood, and Walker) and one (1) against (Gilbert).

 

B.        Discussion and/or approval to purchase two (2) Pro-Mist electric truck mounted U.L.V. fogger units from Clarke Mosquito Control in an amount not to exceed a total of $22,000.00 from Fund # 9000.01.225 - Contingency Expense. – Jim Saulnier, Operations Manager

 

Trustee Walker made the motion to approve Item 12B. The motion was seconded by Trustee Baker and carried unanimously.

 

C.        Discussion and/or approval to purchase from the lowest responsible bidder a Clark Model # TMX -15S electric forklift in an amount not to exceed $32,000.00 from Fund # 9000.1.225 – Contingency Expense. – John Schroeder, Fleet/Facilities Supervisor

 

Trustee Nigosian made the motion to approve Item 12C. The motion was seconded by Trustee Baker and carried unanimously.

 

D.        Discussion and/or approval to purchase 120 gallons of Pyrenone 25-5 and 160 gallons of BVA 13 Mineral Oil from the lowest responsible bidder in an amount not to exceed $25,000 from Fund #7800.01.500 – Control Products. – Jim Saulnier, Operations Manager

 

Trustee Baker made the motion to approve Item 12D. The motion was seconded by Trustee Howell and carried unanimously.

 

E.        Preliminary Report Regarding Past Payments to Trustees

 

Secretary/Treasurer Underwood reported that Interim Legal Counsel was still studying the Item, and that they would be bringing their recommendation to the June Board Meeting. A discussion ensued.

 

Seven Minute Break.

 

13.       Closed Session:

A.        Conference with Interim General Counsel Regarding Pending Litigation, CVMVCD v. City of Desert Hot Springs, California Court of Appeal, Fourth Appellate District, Case No. E044384, Pursuant to Government Code Section 54956.9(a)

 

B.        Closed Session - Conference with District's Legal Counsel regarding Pending Litigation, Brian Passaro v. Coachella Valley Mosquito & Vector Control District, State Case No. 8569-SACRCI, Department of Labor and Standards Enforcement, Retaliation Complaint pursuant to Labor Code Section 1102.5, pursuant to Government Code Section 54956.9(a)

 

C.        Closed Session – Conference with labor negotiators. Pursuant to Section 54957.6 Agency designated representatives: Ray Griest and Jeffrey Freedman. Association organization: CSEA.

 

Returning from Closed Session, Secretary/Treasurer Underwood stated that there was no reportable action.

 

Secretary/Treasurer reported that the issue with the accounting software had been fixed and the remainder of the checks from the list of expenditures was now available for approval. Assistant Interim Legal Counsel recommended that the approval of the checks be postponed to the next regular meeting.

 

14.       Trustee Comments:

            Trustee Keck thanked Secretary/Treasure Underwood for running a good meeting.

 

15.       Adjournment:

The meeting was adjourned by Secretary/Treasurer Underwood at 8:29 p.m.