SHASTA MOSQUITO AND VECTOR CONTROL DISTRICT

SHASTA MOSQUITO AND VECTOR CONTROL DISTRICT January 21, 2014 1:30 P.M. District Office, 19200 Latona Road, Anderson, CA 96007 MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES 1. Call to Order: District Board President Mr. Tom Mancuso called the meeting to order at 1:30 P.M. Roll Call Trustees Present: Tom Mancuso, President Stephen Morgan, Vice President Vickie Marler, Secretary Larry Mower, Trustee Dale Dondero, Trustee Trustees Absent: Others Present: None Peter Bonkrude, District Manager Guangye Hu, Assistant Manager John Albright, Vector Ecologist Darcy Buckalew, Administrative Office Manager 2. Pledge of Allegiance: The meeting opened with the Pledge of Allegiance. 3. Approval of Agenda: A motion was made by Vice President Morgan and seconded by Trustee Mower and it was agreed unanimously to approve the agenda. Vice President Morgan asked that item 12a Discussion and/or Acceptance of the Independent Audit of the District s 2012-2013 financial statements. Presented by Holly L. Salisbury, CPA from Matson & Isom Certified Public Accountants be moved to item 4, so that Ms. Salisbury could be next on the agenda. The motion was amended to approve moving agenda item 12a to the next item on the agenda. A vote was taken and it was agreed unanimously to approve the amended agenda. 1/21/14 Minutes Page 1

4. Public Comment: President Mancuso stated that this is the time for any person wishing to address the Board to do so. There was no public comment. 12a. Discussion and/or Acceptance of the Independent Audit of the District s 2012-2013 financial statements. Presented by Holly L. Salisbury, CPA from Matson & Isom Certified Public Accountants. Holly Salisbury, CPA from Matson and Isom stated that she would make a couple of brief comments and then would answer questions. Ms. Salisbury stated that the smaller report contained required communications to the Board and contained very standard language and that there were no items to specifically point out to the Board. Ms. Salisbury noted that the audit went great this year and they were able to complete it earlier. One note that was not posted to the financial statements was that one of the quarterly billings for last year was not submitted, that has since been corrected. The District Manager stated that our income for this year will be slightly higher due to how the billing was paid in this year for a previous year. The District Manager stated that all of the late billed accounts have paid in full. Ms. Salisbury stated that GASB statement no.63 changed naming standards; net assets will be referred to net positions. This naming change was reflected in the current reporting. Another note is GASB statement no.68 will relate to how pensions are accounted for but that will be decided at a later date by how CalPERS will implement the change. One last name change is the auditor s opinion has been changed from modified opinion to unmodified opinion. Ms. Salisbury stated there were no material adjustments and no findings. The internal control report on page 30 showed no weaknesses in internal reporting. She stated that the Manager and the Administrative Manager did a great job. The District Manager stated that it had been a pleasure to work with Matson & Isom and we look forward to the process again next year. A motion was made by Vice President Morgan and seconded by Secretary Marler and it was agreed unanimously to accept the Independent Audit of the District s 2012-2013 financial statements. President Mancuso asked if it went well this year. The District Manager stated that the district works well with Matson & Isom and he would look into seeing what the actual requirements are to keep Matson & Isom or if we have to put it out for RFP. We signed a 3 year agreement with Matson & Isom. They have worked very well with the limitations the County has put on us with the access to financials. Secretary Marler asked if we are in our third year. The District Manager stated he believed we were in the third cycle. Trustee Mower asked if there was any requirement to change. The District Manager stated he thought there may be and he would do some research. Secretary Marler asked to look into if we need to change auditors and within that research what your recommendation is. To change auditors is a lot of effort, not only are they auditing the current year but also the previous year to make sure everything is in balance. The District Manager stated he would look into the requirements and update the board with a recommendation at the next meeting. 5. Consent Calendar a) Minutes of the Regular Board Meeting held December 17, 2013. b) January Payables #21446 - #21562 in the amount of $160,773.01. Vice President Morgan stated there was one mistake on the wording of the vote on the December 17, 2013 on item 12a and asked that it be corrected. A motion was made by Vice President Morgan and seconded by Trustee Mower it was agreed unanimously to approve the Consent Calendar item. 1/21/14 Minutes Page 2

6. Items Removed from the Consent Calendar 7. Correspondence/Informational: a) Shasta Mosquito and Vector Control District Financial Report at 12/31/2013- The District Manager stated that the financial report shows that the District is in line with its anticipated expenditures and revenue for this period. We have listed on the claims list what is paid from the county and what is paid through Wells Fargo. We will be adding the Wells Fargo account on the next financial report after the withdrawal is recorded on the VCJPA statement for the year ending. We are trying to stay consistent with the accounting of VCJPA money and the Wells Fargo account to show the transfer and correct balances. Just this month the county is now requiring us to make a journal entry for our VCJPA money. We have never been asked to do this for VCJPA money in the 20 plus years but now we are being asked to make a journal entry when we receive the VCJPA statements. So we are now making journal entries for the Wells Fargo account as well as the VCJPA account. President Mancuso asked why the county is now interested in the VCJPA money. The District Manager stated the statement from the county is they are trying to crack down and limit outside accounts. However, we are trying to reduce the amount of work and not maintain three sets of books but the county has made it difficult to do that. Secretary Marler stated that maybe the county is getting more information now if we do that. The District Manager stated that we do not know what the plan is from the county other than to have it show up on our books. The VCJPA money has always been part of our independent audit which describes where the money comes from, balance and interest, and it s always been accounted for in our balance sheet we create. We receive quarterly statements from VCJPA that are included in the board packets. We have reached out to the county to open a line of communication about the recent changes of what they are requiring from us and have yet to hear from them, we are hoping to get an open line of communication soon. This will probably be an item to discuss with the financial committee in the near future. Next Board meetings financials will show the money coming out of VCJPA and into the Wells Fargo account. The last document in the financials is the year end, December 31, 2013 CalPERS CERBT (retiree medical trust) summary is showing decent gains over the last year. b) Strategic Planning Progress The District Manager stated items in the report that had changed had been highlighted. We made some headway on some items. Guangye finished the training schedule for new hires as of today is 100% complete. It is a two-week curriculum that is scheduled out per day and by the appropriate staff. We have documents and training manuals supporting the training schedule. Most of the items are right on schedule. c) California Arbovirus Surveillance Bulletin #40 - Week of December 20, 2013 The District Manager stated that the Bulletin shows as of December 20, 2013 the WNV cases are down from last year at this time. 1/21/14 Minutes Page 3

d) Shasta Mosquito and Vector Control District 2014-2015 proposed budget timeline- The District Manager stated this is just a proposed budget timeline. We are starting our budget cycle again and this is a reference for the finance committee as well as the board. We will be trying to come close to this draft schedule. Once the finance committee is set up we will send out some possible dates and will try to schedule some various times, possibly coinciding with the board meetings to minimize the committees travel time to the District. 8. Manager s Report - The District Manager stated that he would let his report stand as written. The District Manager noted that Sacramento-Yolo and the Greater LA MVCD s both had District Managers retire at the end of 2013 as well as the Assistant Manager for Butte MVCD. The District Manager stated we posted for Vector Control Assistant positions. The first year is probationary the second year the employee will test for A and B and then the third year they take tests C and D and move into the Vector Control Technician position. President Mancuso asked where we are in the application process. The District Manager stated the position is posted and we are accepting applications. President Mancuso asked if any of the seasonals applied. The District Manager stated all the seasonals from last year have applied, as well as a lot of good candidates, the competition will be tough. President Mancuso asked about an update on the arbitration. The District Manager stated that UPEC s attorney and our attorney have both asked for extensions on the brief deadline to the end of January. That may potentially extend the arbitrator s decision. The District Manager stated he would keep the board informed of any decisions. 9. Department Reports: a) Guangye Hu, Ph.D., Assistant Manager - Operations Report The Assistant Manager stated that he would let his report stand as written. He noted that Cal- OSHA did and inspection on January 8, 2014 as a courtesy. The OSHA Officer overviewed our safety programs and toured our facility. He was satisfied with our safety programs and complimented our safety training and safety committee s accomplishments during the past year. In addition, he requested a copy of our PowerPoint presentation, Globally Harmonized System (GHS), and would use it as one of their training tools. There were no violations in our safety programs and facility. He made some recommendations for improvements, such as adding information on high heat procedures and responsible parties cover sheet to our IIPP (Injury and Illness Prevention Programs), adding check-off lists to the eye washers and the forklift, and adding a safety sign in the vehicle-wash collection area. We are required to respond to the OSHA s report within a month period and will bring to the Board for approval of the added information to the IIPP manual, and report to the Board the corrections made toward the recommendations at a future Board meeting. President Mancuso stated he thought we had a high heat IIPP. The District Manager stated we have a heat illness plan but OSHA suggested if it s over 95 degrees we should have a high heat notification plan. Trustee Morgan asked about the confined space. The District Manager stated OSHA recommended posting a sign for the vehicle-wash collection area because it is a potential confined workspace. 1/21/14 Minutes Page 4

b) John Albright, Vector Ecologist Vector Ecology Report The Vector Ecologist stated he would let his report stand as written. He stated that tick collections began in November and is currently ongoing. The Vector Ecologist stated he submitted the map again to show the tick surveillance locations. We have currently sent 260 Ixodes pacificus ticks for testing. We have paid the California Department of Public Health to test up to 400 ticks. We should have results from the tick testing in March. We have also collected another 150 more ticks this last week so we will be over our 400 ticks. We are reaching out to CDPH and also Shasta County to see if they are interested in testing. President Mancuso noticed we have 22 sites where we collect ticks, is there a way to take samples from each site to spread the tick testing out. The Vector Ecologist stated he is choosing samples from each to make sure we get accurate tests. The I-5 corridor has more ticks due to higher levels of moisture, and ticks like moisture. The District Manager stated the CDPH tests individual ticks where Shasta County pools their ticks. President Mancuso stated he would like to see the Vector Ecologists MVCAC PowerPoint presentation, possibly at the next meeting. 10. Committee Reports 11. Old Business: 12. New Business: a) Executive b) Financial c) Personnel d) Oversight Committee Reports b) Discussion and/or adoption of Resolution #2014-01 affirming the fixed asset definition to increase from $3,000 to $5,000. The District Manager stated that Shasta County amended their fixed/capital asset definition policy to increase the dollar value from $3,000.00 to $5,000.00. This resolution will amend District policy and align the County and the District. This will be beneficial for the District because a low fixed asset policy amount meant the logging and depreciation of several items that if purchased under the revised policy would not be considered fixed/capital assets, easing administrative effort. A motion was made by Vice President Morgan and seconded by Trustee Dondero and it was agreed unanimously to adopt Resolution #2014-01 affirming the fixed asset definition to increase from $3,000 to $5,000. c) Discussion and/or adoption of Resolution #2014-02 affirming the District Manager the authority to approve the single purchase authorization from $3,000 per single purchase to $5,000 and rescinding Resolution #2008-13. The District Manager stated in the past, the purchase authorization was set by the Board of Trustees to match the County fixed asset definition. Before last year the fixed asset definition was set by the County at $3,000.00. It has since been revised and increased to $5,000.00. It is thought that moving the District Manager s purchasing authority to 1/21/14 Minutes Page 5

match the County fixed asset level would keep our practice consistent and allow staff to pay invoices, bills and statements in a timely manner. Staff has altered the revised policy manual to reflect this change. This would increase the speed at which District staff can process purchase claims. A motion was made by Secretary Marler and seconded by Vice President Morgan and it was agreed unanimously to adopt Resolution #2014-02 affirming the District Manager the authority to approve the single purchase authorization from $3,000 per single purchase to $5,000 and rescinding Resolution #2008-13. d) Discussion and/or approval of the SMVCD Personnel Policy Manual Revision. The District Manager stated as directed by the Strategic Plan, District staff undertook a revision of the SMVCD Personnel Policy. The intent was to streamline the document, create congruency with the Labor Union MOU and update any needed language. The process began with a general revise which was submitted to the personnel committee, staff and Union leadership. Suggestions and edits were included and the draft was submitted to our Labor Attorney. Our legal team made dramatic revisions not only to the language but the overall philosophy of the document. This led to another revise, which was then again submitted to the personnel committee, District staff, and Union leadership. We expect to review the manual at least annually for needed updates. Additionally, our labor attorney has recommended a number of separate policy one-sheets for specific roles/situations and the creation of a trustee policy manual which staff will begin work on and hope to get to the Board for review before July. A motion was made by Trustee Mower and seconded by Trustee Dondero and it was agreed unanimously to approve the SMVCD Personnel Policy Manual Revision. e) Discussion and/or approval of the following job description updates: District Manager. As part of the District s Strategic Plan adopted in May 2013, staff was tasked with updating the District s job descriptions. We have updated all the current District job descriptions in the last 1 ½ year. The District Manager s job description is the final revision during this cycle. We will continue to review the job descriptions annually and submit to the Board any needed changes in the future. The job descriptions reflect the structural changes and complete the job description review and update. The job description has been reviewed by the personnel committee and the District s Labor Attorney. President Mancuso stated he thought it should include the ability to be in the field as well. The District Manager stated he would add the additional wording to work in the field within the scope of ADA requirements. He stated he would add the field work language and submit as an informational item at the next board meeting. A motion was made by Trustee Mower and seconded by Vice President Morgan and it was agreed unanimously to approve the following job description update of the District Manager position with the additional language to include the ability to perform tasks in the field. f) Discussion and/or approval of Draft 2013 Shasta Mosquito and Vector Control District Annual Report. This report represents an informal accounting of the District s operations for the 2013 calendar year. District staff has continued to 1/21/14 Minutes Page 6

evolve the District s Annual Reports. Our hope is that by constantly altering our format the report will continue to be interesting and fun to read for our stakeholders while still providing significant information. This report is sent to all Cities and the Board of Supervisors. Additionally, staff will be scheduling Board and Council appearances to present the Annual Report. This year s theme tied into the strategic plan and the callouts were focused around the future. The District Manager added that Val Peterson and Kendra Angel-Adkinson and the PR committee put a lot of time and hard work into the annual report. Each year it seems as though the bar is raised and each year it is better. Vice-President Morgan stated he wanted to give special recognition and say well done to Val Peterson, Kendra Angel-Adkinson and the committee. Thank you for all your hard work. A motion was made by Vice President Morgan and seconded by Secretary Marler and it was agreed unanimously to approve the draft of the 2013 Shasta Mosquito and Vector Control District Annual Report. The District Manager added that if you have any specific numbers that have changed from last year inform Val so she can order the necessary amount. g) Discussion and/or Approval for two staff (hotel and meals for one paid by VCJPA) to attend the 2014 VCJPA Annual Workshop and the VCJPA Board of Directors Meeting Walnut Creek Embassy Suites Hotel, March 6-7, 2014: in an amount not to exceed $100.00 from account #035900 Trans/Travel, $200.00 from account #035949 Trans/Meals and $375.00 From account 035950 Trans/Lodging. The District Manager stated that the VCJPA Annual workshop consists of a nuts and bolts workshop describing the way VCJPA functions and how each District can properly administer their program. VCJPA will pay for one attendee s food and lodging. This meeting should provide useful information for an entity that serves as both an insurance administrator and the carrier of District funds for future liabilities. Currently, we plan to send our new Administrative Office Manager and the District Manager. President Mancuso stated he would like to attend. The District Manager stated the amounts of the motion would need to double to take into account an extra person. A motion was made by Secretary Marler and seconded by Trustee Mower and it was agreed unanimously to approve for two staff and one board member (hotel and meals for one paid by VCJPA) to attend the 2014 VCJPA Annual Workshop and the VCJPA Board of Directors Meeting Walnut Creek Embassy Suites Hotel, March 6-7, 2014: in an amount not to exceed $200.00 from account #035900 Trans/Travel, $400.00 from account #035949 Trans/Meals and $750.00 From account 035950 Trans/Lodging. h) Consideration and/or Approval of contributing the minimum allowable amount to the California Employers Retiree Benefit Trust (CERBT) fund at a cost not to exceed $86,653.00 to be taken from account #018307-Employer Share OPEB. Regulations requiring government agencies to determine unfunded postemployment benefit costs other than pensions (liability) went into effect July of 2008. The District provides employees with CalPERS health care benefits. The District pays a monthly contribution for employees and eligible retirees. At its October 2008 Board meeting, the Board voted unanimously to prefund Other 1/21/14 Minutes Page 7

Post-Employment Benefits (OPEB) and hired an actuary to expedite the necessary paperwork to contract with the California Employers Retiree Benefit Trust Fund (CERBT) for moving forward with OPEB prefunding through CalPERS for the budgeted amount of $104,230. The initial funding of this trust was completed. The effective date of the agreement was Dec. 29, 2008. In 2008-2009 the District budgeted and funded $104,230.In 2009-2010 the District budgeted and funded $78,500. In 2010-2011 the District budgeted and funded $77,180. In 2011-2012 the District budgeted and funded $76,734.54. In 2012-2013 the District budgeted $75,000 but funded $77,597. As a member of the trust, we are currently required to get a valuation every two years. The District s last valuation being used to determine the Annual Required Contribution (ARC) for the 2013-2014 fiscal year has an effective date of July 1, 2011 and was completed before July 30, 2012. For the fiscal year 2012-2013 the Board budgeted $86,653.00 to fund its OPEB obligation. Based on the Actuarial report the Annual Required Contribution (ARC) is $86,653.00. If the Board votes to contribute the Actuarial Report recommendation of $86,653.00 for prefunding its OPEB as outlined in its actuarial report, this claim will be paid to CalPERS with this month s claims and reported on the March 2014 claim list. A motion was made by Secretary Marler and seconded by Trustee Mower and it was agreed unanimously to approve contributing the minimum allowable amount to the California Employers Retiree Benefit Trust (CERBT) fund at a cost not to exceed $86,653.00 to be taken from account #018307-Employer Share OPEB. i) Discussion and/or approval to solicit bids and authorize the District Manager to purchase the following mosquito control products (recognizing that the items noted with an asterisk * are currently sole source products-altosid products are fixed price products) *VectoMax FG 3000 lbs, *Natural XRT 2-cases, Kontrol 4-4 110 gallons. Not to exceed $37,000 from account #032100-Agricultural/Pesticides. The District Manager stated the District strives to reduce pesticide purchases to (2) per year to reduce processing and administration time used during the purchasing procedures. This purchase represents the second of two expected during the current fiscal year. The District Manager stated he would like to solicit bids and purchase mosquito control products in an amount not to exceed $37,000.00 from account #032100-Agricultural/Pesticides. The District Manager stated he would process the purchase of those mosquito control products from the lowest responsible bidder. The District Manager will return the bid award and purchase information to the Board at the March Board Meeting. A motion was made by Vice-President Morgan and seconded by Trustee Mower and it was agreed unanimously to approve to solicit bids and authorize the District Manager to purchase the following mosquito control products (recognizing that the items noted with an asterisk * are currently sole source products-altosid products are fixed price products) *VectoMax FG - 3000 lbs, *Natural XRT 2-cases, Kontrol 4-4-110 gallons. Not to exceed $37,000 from account #032100- Agricultural/Pesticides. 1/21/14 Minutes Page 8

j) Discussion, nomination and election of District Board of Trustees Officers for 2014. The terms of Board officers are for one year and expire with this meeting. It is appropriate to nominate and elect a President, Vice President and Secretary of the Board. Currently Tom Mancuso is serving as President; Stephen Morgan is serving as Vice President and Vickie Marler is serving as Secretary. A motion was made by Trustee Dondero and seconded by Trustee Mower and it was agreed unanimously to maintain the current officers as is. k) Approval and/or discussion to have the Board President select the 2014 members for the following standing committees: Executive Committee, Finance Committee and Personnel Committee. When issues become complex or numerous, it can be cumbersome to have them handled by the entire board. Therefore, the establishment of committees can facilitate a more in-depth analysis of the issues and policies that face the District. These committees must still conform to all open meeting laws (Brown Act) that pertain to regular meetings of the Board of Trustees. Additionally, committees can only make recommendations to the Board; only the entire Board can approve actions. The assignment s given to the committee members may be made by the Board President, a majority vote of the Board, or on their own initiative. The following standing committees are recommended, however additional committees may be proposed. The Executive Committee oversees the operations of the Board; often works on behalf of the board during on-demand activities that occur between meetings. This committee is involved in the evaluation of the District Manager. The committee is comprised of the Board President and another board member (2 member committee). Finance Committee oversees development of the District budget and ensures accurate tracking, monitoring, and accountability for District funds. Maintains adequate financial control and in some cases makes investing recommendations to the Board (2 member committee). Personnel Committee guides development and reviews personnel policies and procedures and is involved in the analysis of all issues related to personnel. Additionally, the Personnel committee works in coordination with the Executive committee to perform the evaluation of the District Manager (2 member committee). After Board discussion the Executive Committee will consist of President Mancuso and Trustee Dondero. The Finance Committee will consist of Secretary Marler serving as Chair and President Mancuso. The Personnel Committee will consist of Trustee Mower serving as Chair and President Mancuso. Trustee Morgan has subsequently appointed to the personnel committee. 13. Trustee Comments, Requests for Future Agendas Items and/ or Staff Actions: The Board may not legally take action on any item presented at this time other than to direct staff to investigate a complaint or place an item on a future agenda unless (1) by a majority vote, the Board determines that an emergency situation exists, as defined by Government Code Section 54956.5, or (2) by a two-thirds vote, the board determines that the need for action arose subsequent to the agenda being posted as required by Government Code Section 54954.2(a). Each presentation is limited to no more than 3 minutes. Vice President Morgan stated that the safety luncheon was nice, well attended, good food and great company. The 1/21/14 Minutes Page 9

District Manager added that the staff was very appreciative of the luncheon and it was a nice way to say goodbye to three retirees. The District Manager stated that the Annual MVCAC conference is February 18-21 in San Diego and if you would like to attend we will need to book travel and hotel accommodations as soon as possible to keep costs reasonable. Please inform the Administrative Office Manager or myself if you would like to attend. 14. ADJOURNMENT Upcoming Events and SMVCD Office Schedule: January 21, 2014: Shasta MVCD Regular Board of Trustees Meeting (SMVCD Boardroom) February 2-6, 2014: AMCA 80 th Annual Meeting (Washington State Convention Center, Seattle, WA) February 18-21, 2014: MVCAC Annual Conference and Exhibitor Showcase (Hilton San Diego Resort and Spa) March 6-7, 2014: VCJPA Annual Workshop and Board of Directors Meeting (Walnut Creek, CA) Upcoming Training: Available anytime: web-based, required (every 2 years) Ethics Compliance Training AB1234 - paste the following link into browser: http://fppc.gov/index.php?id=477. Once you have completed this course, be sure to print out your certificate of completion and bring a copy to the office for our files. The Board meeting was adjourned at 2:50 p.m. MINUTES APPROVED: 1/21/14 Minutes Page 10