orange county mosquito and vector control district · •the flow of information and resources...

BUDGET AND FINANCE COMMITTEE MEETING- 2:00 PM

POLICY AND PERSONNEL COMMITTEE MEETING- 2:30 PM

NOTICE AND AGENDA OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES THURSDAY JULY 20, 2017 848TH REGULAR MEETING 3:00 P.M. 13001 GARDEN GROVE BLVD. GARDEN GROVE, CA 92843 WEBSITE ADDRESS: www.ocvector.org REGULAR MEETING 3:00 P.M. A. PLEDGE OF ALLEGIANCE, ROLL CALL, AND LATE COMMUNICATIONS

1. Call business meeting to order 3:00 p.m. 2. Pledge of Allegiance 3. Roll Call - (If absences occur, consider whether to deem those absences excused based on

facts presented for the absence — such determination shall be the permission required by law.) PRESIDENT: Barbara Kogerman Laguna Hills VICE-PRESIDENT: Lucille Kring Anaheim SECRETARY: Cheryl Brothers Fountain Valley

Aliso Viejo Phillip B. Tsunoda Lake Forest Scott Voigts Anaheim Lucille Kring Los Alamitos Warren Kusumoto

Brea Cecilia Hupp Mission Viejo Dave Leckness

Buena Park Michael Davis Newport Beach Scott Peotter Costa Mesa Sandra Genis Orange Michael Alvarez Cypress Stacy Berry Placentia Craig Green

Dana Point Richard Viczorek Rancho Santa Margarita April Josephson

Fountain Valley Cheryl Brothers San Clemente Jim Dahl Fullerton Jennifer Fitzgerald San Juan Capistrano Pam Patterson

Garden Grove Stephanie Klopfenstein Santa Ana Cecilia Aguinaga Huntington Beach Mike Posey Seal Beach Sandra Massa-Lavitt Irvine Lynn Schott Stanton Al Ethans La Habra James Gomez Tustin Letitia Clark

La Palma Marshall Goodman Villa Park Bill Nelson

Laguna Beach Toni Iseman Westminster Sergio Contreras Laguna Hills Barbara Kogerman Yorba Linda Peggy Huang

Laguna Niguel John Mark Jennings County of Orange Lilly Simmering

Laguna Woods Shari Horne

4. Late/Other Communications

Orange County Mosquito and Vector Control District

Serving Orange County Since 1947

http://www.ocvector.org/

5. CLOSED SESSION: Conference with Legal Counsel- Existing Litigation (Gov. Code section

54956.9(d)(1)). Orange County Mosquito and Vector Control District Employees Association v. Orange County Mosquito and Vector Control District (PERB Case No. LA-CE-117-M)

6. OPEN SESSION: Report of any required disclosures of action in closed session

B. PUBLIC COMMENTS

(Individual Public Comments may be limited to a 3-minute or less time limit) During Public Comments, the public may address the Board on any issue within the District’s jurisdiction which is not on the agenda. The public may comment on any item on the Agenda at the time that item is before the Board for consideration. Any person wishing to speak must come up and speak from the podium. There will be no dialog between the Board and the commenter. Any clarifying questions from the Board must go through the Board President.

C. PRESENTATIONS 1. “CSDA, what it is, and what it can do for your District” Chris Palmer, CSDA 2. “OCMVCD’s Roll in Emergencies and Disasters” Russ Patterson, R.E. Patterson and

Associates (Exhibit A) 3. Recognize Trustee Tsunoda, City of Aliso Viejo, for 10 years for service to the District

D. OCMVCD COMMITTEE REPORTS TO THE BOARD OF TRUSTEES 1. Budget and Finance Committee 2. Policy and Personnel Committee E. CONSENT CALENDAR

All matters listed under the CONSENT CALENDAR are considered by the District to be routine and will be enacted by one motion. Any member of the Board may pull an item from the Consent Calendar for additional clarification or action. 1. Approval of DRAFT minutes for the regular meeting of June 15, 2017 2. Approve Warrant Register for June 2017 (Exhibit A) 3. Monthly Financial Report for June 2017 This will be in the August Agenda Packet 4. Contract Change Order Number 1 to Contract Between the Orange County Mosquito and

Vector Control District and Hummingbird Helicopters, Inc (Exhibit A) 5. Authorize Purchase of Three (3) Replacement Fleet Vehicles from Elk Grove Auto/Winner

Chevrolet in the Amount of $75,206.19 (Exhibit A) 6. Approve Travel to California Special Districts Association (CSDA) Annual Conference

September 25-28, 2017 Monterey, CA F. BUSINESS AND ACTION ITEMS

1. Amend Investment Policy No. 38 for Monies of the Orange County Mosquito and Vector Control District (Exhibit A, B, C)

2. An Ordinance of the Board of Trustees of the Orange County Mosquito and Vector Control District Amending its Operations Code with Regard to its Travel and Expense Policy (Exhibit A, B)

3. Elect a Representative to the CSDA Board of Directors in Our CSDA Network for Seat C (Exhibit A, B, C, D, E, F)

4. First Amended Employment Agreement Between the Orange County Mosquito and Vector Control District and its District Manager (Exhibit A, B)

(a) Oral report in accordance with Government Code Section 54953(c)(3) (b) Approve First Amended Employment Agreement

G. INFORMATIONAL ITEMS ONLY (NO ACTION NECESSARY) 1. Staff Presentation: Senior staff will give an update of vector activity in Orange County 2. Select Board of Trustee Candidate for MVCAC Council from Orange County Mosquito and

Vector Control District (Exhibit A, B) Exhibit B will be Late Communication Item 3. Report of District Activities

H. PRESIDENT’S REPORT AND TRUSTEE COMMENTS

I. DISTRICT MANAGER’S REPORT – Discussion and Possible Action J. DISTRICT LEGAL COUNSEL REPORT – Discussion and Possible Action CLOSING K. CORRESPONDENCE – Discussion and Possible Action None L. FUTURE AGENDA ITEMS M. ADJOURNMENT

1. Adjourn to the next regular meeting of August 17, 2017 starting at 3:00 p.m. at the Orange County Mosquito and Vector Control District offices, 13001 Garden Grove Blvd., Garden Grove, CA 92843

“This agenda shall be made available upon request in alternative formats to persons with a disability, as required by the American with Disabilities Act of 1990 (42 U.S.C. § 12132) and the Ralph M. Brown Act (California Government Code § 54954.2). Persons requesting a disability related modification or accommodation in order to participate in the meeting should contact the Orange County Mosquito and Vector Control District at (714-971-2421), during regular business hours, at least twenty-four hours prior to the time of the meeting.” "Materials related to an item on the Agenda submitted after distribution of the agenda packet are available for public inspection in the District Office located at Orange County Mosquito and Vector Control District offices, 13001 Garden Grove Blvd., Garden Grove, CA 92843 during normal business hours."

C. PRESENTATIONS

1. “CSDA, WHAT IT IS AND WHAT IT CAN DO FOR YOUR DISTRICT” CHRIS PALMER, CSDA

2. “OCMVCD’S ROLL IN EMERGENCIES AND DISASTERS” RUSS PATTERSON, R. E.

PATTERSON AND ASSOCIATES (EXHIBIT A) 3. RECOGNIZE TRUSTEE TSUNODA, CITY OF ALISO VIEJO, FOR 10 YEARS OF SERVICE

TO THE DISTRICT

1

Emergency Management Training

OCMVCD’sRole in Emergencies and Disasters


What is Emergency Management ?

• Communication and Coordination• At all levels

• Management of Resources• Inter-Agency• Mutual Aid• Private Sector

• Monetary Considerations• How are we going to pay for it?


Background of State System (SEMS)

• 1991 East Bay Hills Fire• Major Negative Impact• 1500 acres, 2800 buildings, killed 25 people

including first responders• Many Problems• Senator Petris lost home


SEMS Was Developed to Improve

• The flow of Information and resources• Coordination between responding agencies• Rapid mobilization, deployment and resource

tracking


Background of NIMSNational Incident Management System

• Post September 11, 2001• National approach to

Incident Management• Based on California’s SEMS• Applies to all events

regardless of size orcomplexity


Legal Basis for SEMS

Senate Bill 1841Government Code § 8607

INTENT: To Improve Coordination of State & Local Emergency Response in California

Agenda for the 848th Meeting, July 20, 2017 Exhibit A (Agenda Item C.2) Page 1 of 7 pages

2


Local Government

MUST USE SEMS!To be eligible for State funding of

RESPONSE RELATED PERSONNEL COSTS


SEMS Components

The Components of SEMS are:

1. Incident Command System (ICS)2. Multi-Agency / Inter-Agency

Coordination (MACS)3. State’s Mutual Aid Program4. Operational Area Concept


The Incident Command System(ICS)

• Developed by Firescope Program in 1970s• Used Federal, State, and Local Fire services• A National “Generic” ICS has been adopted

by SEMS for use at the Field Level


Inter‐Agency Coordination System

• Agencies and/or Jurisdictions with a Response Requirement (Jurisdictional Authority)

• Facilitates the Management of Resources and Response Information


Master Mutual Aid System

• 1950 agreement among all CA political subdivisions.

• Voluntary and reciprocal agreements which provide services, resources, and facilities, when jurisdictional resources are inadequate.

• Several Mutual Aid Systems form essential links in SEMS.


Operational Area Concept

• County and All Political Subdivisions• Coordination of Emergency Activities within

the County• Coordination of Mutual Aid within the County

Boundaries• Op Area EOC activates in support of City

and/or Other Agency EOC Activations


3


Management

Operations Logistics Finance &Administration

Planning &Intelligence

SEMS Organizational Chart


Five Levels of Response

State

Region

Operational Area

Local Government

Field


• Tactical on-scene response• The use of Incident Command Posts as

required• Provides for “Unified Command” • Requests support from the Local

Government DOC or EOC

FieldFive Levels of Response


• City and Special District (OCMVCD)• Emergency Management• Establish and maintain EOCs and DOCs• Implement Local Emergency Plans • Requests Support from Operational Area• Supports Field Level activity

LocalGovernment



• County and all Political Subdivisions

• Establish and maintain Operational Area EOCS

• Coordinates with cities and special districts to broker resources

• Make requests to the REOCs

OperationalArea



• State Level• Located in Mather, Walnut Creek

and Los Alamitos• Establish and maintain REOC• Implement State Emergency

Plan • Brokers Resources between

Operational Areas• Coordinates Assigned Federal

Resources

Region



4


• OES & State Agency Executive• Located in Sacramento• Brokers Resources between Regions• Interface with the National Response

Framework• Informs Governor and Legislature• Implements State Level Media Policy

State



FEMA ‐ Federal View

National Incident Management System (NIMS)Standardized process and procedures for

incident management

LocalSupport or Response

StateSupport or Response

FederalSupport or Response

Incident

Emergency Support Functions

(ESFs)are activated for

Incidents of National Significance


What Take Place in theOCMVCD

Emergency Operations Center


The Emergency Operations Plan

• Coordinated plans and protocols• Plan is in accordance with the

County’s Emergency Plan• Protocols comply with SEMS

• Promotes interoperability• Adopted guidelines for resource

management• Established response priorities• Promotes the establishment of multi-agency

coordination mechanisms


Management



SEMS Organizational ChartManagement Section


EOC Director Legal Officer

Liaison Officer

PIO

EOC Management Staff

EOC Coordinator


5


Management EOC Responsibilities

• Determine priorities, objectives, and strategic goals (Action Planning)

• Manage the organizational structure• Manage event resources• Coordinate overall event activities and activities of

outside agencies• Authorize release of information to the Media


Public Information Officer

• Coordinates all media releases related to the District’s response

• Assure the public receives complete, accurate and timely information

• Schedule periodic press conferences


Management



SEMS Organizational ChartOperations Section


Operations Functions


Operations Section Branches

Field OperationsBranch

Laboratory OperationsBranch

Support OperationsBranch

Operations SectionChief


Management



SEMS Organizational ChartPlanning & Intelligence Section


6


Planning and Intelligence Section

• Provide planning and direction for emergency operations and support other SEMS Sections

• Collect initial situation and safety / damage assessment information for other SEMS sections

• Verify reports of damage, death and injuries• Use maps and displays to provide situational data to

the EOC • Disseminate intelligence to EOC Staff


Planning and Intelligence SectionOrganizational Units

Technical Specialists

Situation StatusUnit

SurveillanceUnit

DocumentationUnit

Advance PlanningUnit

Planning & IntelligenceSection Chief


Management



SEMS Organizational ChartLogistics Section


Logistics is Responsible for Equipment, Supplies, Services and Personnel


Personnel Unit

SEMS Logistics Section Units

Logistics Section Chief

Supplies & ServicesUnit


Management



SEMS Organizational ChartFinance & Administration Section


7


Finance & Administration

• Takes care of all costs and financial considerations

• Responsibilities:- Future payments- Future budgeting- Payment of personnel costs- Cost Recovery


Compensation & Claims Unit

Finance & Administration Section Units

Finance & Admin Section Chief

Cost & TimeUnit


Role of the OCMVCD Board

• Act as Information Collector (Assist PIO)• Act as Information Disseminator (Assist PIO)

• “Blessed Information”• Approve Local Declaration• “Unofficial” contacts with other local elected officials


Emergency Declarations

• Local Government Declaration

• County (Operational Area) Declaration

• State Proclamation

• Presidential Declaration

• Opens Door for Money

• Extraordinary Powers (Curfew & Anti-Gouging)


“The EOC is a place where uncomfortable officials meet in unaccustomed surroundings to play unfamiliar roles making unpopular decisions based on inadequate information in much too little time”

Art Botterell - Emergency Management Consultant

In Conclusion


Questions or Comments


ORANGE COUNTY MOSQUITO AND

VECTOR CONTROL DISTRICT

AGENDA REPORT

July 20, 2017

AGENDA ITEM # C.3 Prepared By: Tawnia Pett, Executive Assistant/Clerk of the Board Submitted By: Richard Howard, District Manager Agenda Title: Ten Year Service Recognition – Trustee Tsunoda, from the City of Aliso Viejo Recommended Action: Receive and file. Executive Summary: Trustee Phil Tsunoda, from the City of Aliso Viejo, completed 10 years of service on the Board of Trustees. Trustee Tsunoda was appointed to the board in 2007. During the past ten years, Trustee Tsunoda has served on the Building, Property, and Equipment Committee, Operations Committee, Policy and Personnel Committee, and the Budget and Finance Committee. Trustee Tsunoda has attended 101 of 120 meetings of the Board for an 84 percent attendance record. President Kogerman will present a ten-year certificate to Trustee Tsunoda at the Board Meeting. Fiscal Impact:

Amount Requested $ N/A Sufficient Budgeted Funds Available:

Category: Pers. Optg. Cap. -or- CIP# Fund# Previous Relevant Board Actions for This Item: Exhibits:

D. OCMVCD COMMITTEE REPORTS TO THE BOARD OF TRUSTEES 1. BUDGET AND FINANCE COMMITTEE 2. POLICY AND PERSONNEL COMMITTEE

BUDGET AND FINANCE COMMITTEE

MEETING NOTICE JULY 20, 2017

2:00 P.M. TO: Budget and Finance Committee Mike Posey Huntington Beach James Gomez La Habra Barbara Kogerman Laguna Hills John Mark Jennings Laguna Niguel Scott Voigts Lake Forest Scott Peotter Newport Beach Jim Dahl San Clemente Bill Nelson (Chair) Villa Park Lilly Simmering County of Orange FROM: Tawnia Pett, Executive Assistant/Clerk of the Board RE: Budget and Finance Committee Meeting: 2:00 p.m., Thursday, July 20, 2017 Orange County Mosquito and Vector Control District 13001 Garden Grove Blvd., Garden Grove, CA

AGENDA

1. Call Meeting to Order and Roll Call

2. Public Comments

3. Approve Minutes from June 15, 2017 Meeting

4. Review Investment Policy No. 38 for Monies of the Orange County Mosquito and Vector Control District (Agenda Item F.1)

5. Adjourn tep

MINUTES OF THE BUDGET AND FINANCE COMMITTEE MEETING


TIME: 1:00 P.M., June 15, 2017 PLACE: 13001 Garden Grove Blvd., Garden Grove, CA 92843 Budget and Finance Committee Members Present: Mike Posey Huntington Beach Barbara Kogerman Laguna Hills Scott Voigts Lake Forest Scott Peotter Newport Beach Jim Dahl San Clemente Bill Nelson (Chair) Villa Park Lilly Simmering County of Orange Budget and Finance Committee Members Absent: James Gomez La Habra John Mark Jennings Laguna Niguel Others Present:

Irwin B. Bornstein Certified Public Accountant Kyle Tanaka CalTrust Member Service Associate Richard Ebert UBS Chris Coulter SCI Consulting

Staff Members Present Rick Howard District Manager Wendy Goodson Director of Administrative Services Debi Kimball Accounting Supervisor Terry Pospisil Accounting Specialist Chairperson, Bill Nelson called the meeting to order at 1:15 P.M. 1. Call Meeting to Order and Roll Call:

2. Public Comments: No public comments.

3. Approve Minutes from May 18, 2017 Meeting: On motion by Trustee Dahl, seconded by Trustee

Peotter, and passed by majority vote the Minutes from the May 15, 2017 committee meeting were approved. Trustee Posey, Trustee Voigts and Trustee Simmering abstained.

4. Presentations about District Investment Opportunities: All were in agreement to have District Manager, Rick Howard bring this item back at the next meeting of the Committee on July 20, 2017. No action taken.

5. Review Statement of Auditing Standards (Agenda Item E.4): No action taken.

6. Review Intent to Levy Assessments 1 and 2 (Agenda Item F.1): No action taken.

7. Adjourn: Meeting adjourned at 2:49 p.m.

tp

POLICY AND PERSONNEL COMMITTEE

MEETING NOTICE JULY 20, 2017

2:30 P.M. TO: Policy and Personnel Committee Lynn Schott Irvine Toni Iseman Laguna Beach Barbara Kogerman Laguna Hills Shari Horne Laguna Woods April Josephson (Chair) Rancho Santa Margarita Jim Dahl San Clemente Sandra Massa-Lavitt Seal Beach Bill Nelson Villa Park Lilly Simmering County of Orange FROM: Tawnia Pett, Executive Assistant/Clerk of the Board RE: Policy and Personnel Committee Meeting: 2:30 p.m., Thursday July 20, 2017 Orange County Mosquito and Vector Control District 13001 Garden Grove Blvd., Garden Grove, CA

AGENDA

1. Call Meeting to Order and Roll Call 2. Public Comments 3. Approve minutes from June 14, 2017 committee meeting 4. CLOSED SESSION: Conference with Legal Counsel- Existing Litigation (Gov. Code

section 54956.9(d)(1)). Orange County Mosquito and Vector Control District Employees Association v. Orange County Mosquito and Vector Control District (PERB Case No. LA-CA-117-M) (Agenda Item A.5)

5. OPEN SESSION: Report of any required disclosures of action in closed session 6. Discuss Ordinance Amending OCMVCD Operations Code Regarding Travel and

Expense Policy (Agenda Item F.2) 7. Adjourn tep

MINUTES OF POLICY AND PERSONNEL COMMITTEE MEETING

Orange County Mosquito and Vector Control District TIME: 11:30 A.M., June 14, 2017 PLACE: 13001 Garden Grove Blvd., Garden Grove, CA 92843 Policy and Personnel Committee Members Present: Barbara Kogerman Laguna Hills April Josephson Rancho Santo Margarita Sandra Massa-Lavitt Seal Beach Lynn Schott Irvine Bill Nelson Villa Park Policy and Personnel Committee Members Absent: Lily Simmering County of Orange Toni Iseman Irvine Shari L. Horne Laguna Woods Jim Dahl San Clemente Staff Members Present: Richard Howard District Manager Christina Pacific Human Resource Analyst Elizabeth Escobar Administrative Assistant Luan Ngo IT Analyst Wendy Goodson Director of Administrative Services Tawnia Pett Executive Assistant/Clerk of the Board

The meeting was called to order at 11:45 A.M.

1. Call Meeting to Order and Roll Call

2. Public Comments: None

3. Approve minutes from May 18, 2017 committee meeting: On motion by Trustee Massa-Lavitt, seconded by Trustee Nelson and passed by majority vote the Minutes of May 18, 2017 committee meeting were approved. Committee member Schott abstained.

4. Review Job Description for IT Manager position (Agenda Item E.6): District Manager Richard Howard spoke to committee members regarding the Information Technology Manager Position. Motion set by Trustee Schott, seconded by Trustee Nelson, Committee unanimously approved the motion to recommend the resolution to the board.

5. Review Personnel and Salary Resolution (PSR) Update (Agenda Item F.3): District

Manager Richard Howard spoke to Committee members regarding the revised language pertaining to Communication staff and outreach events. The change allows for those select employees whose role is outreach to be able to work overtime events as a part of their job overall functions. The Committee recommended providing extended trainings

and education modules to staff members who would like to participate in outreach events. Motion set by Massa-Lavitt, seconded by Trustee Schott, to approve the motion to recommend the resolution to the board. Committee unanimously approved.

6. Discuss Policy No. 049 District-owned Mobile Computing Devices for Board Trustees (Agenda Item E.7): District Manager Richard Howard announced the transition to paperless Agenda format. Board Trustees will be provided with District-owned mobile computing devices. Committee recommended also providing a list of permissible websites and applications. Motion set by Schott, seconded by Trustee Nelson, to approve the motion to recommend the resolution to the board. Committee unanimously approved.

7. Adjourn: Meeting adjourned at 12:57 P.M.

Ee

E. CONSENT CALENDAR All matters listed under the CONSENT CALENDAR are considered by the District to be routine and will be enacted by one motion. Any member of the Board may pull an item from the Consent Calendar for additional clarification of action.

1. APPROVAL OF DRAFT MINUTES FOR THE REGULAR MEETING OF

JUNE 15, 2017

2. APPROVE WARRANT REGISTER FOR THE PERIOD JUNE 1 TO JUNE 30, 2017 (EXHIBIT A)

3. APPROVE MONTHLY FINANCIAL REPORT FOR JUNE 2017 This will be in the August Agenda Packet 4. CONTRACT CHANGE ORDER NUMBER 1 TO CONTRACT BETWEEN ORANGE COUNTY

MOSQUITO AND VECTOR CONTROL DISTRICT AND HUMMINGBIRD HELICOPTERS, INC. (EXHIBIT A)

5. AUTHORIZE PURCHASE OF THREE (3) REPLACEMENT FLEET VEHICLES FROM ELK

GROVE AUTO/WINNER CHEVROLET IN THE AMOUNT OF $75,206.19 (EXHIBIT A) 6. APPROVE TRAVEL TO CALIFORNIA SPECIAL DISTRICTS ASSOCIATION (CSDA)

ANNUAL CONFERENCE SEPTEMBER 25-28, 2017 MONTEREY, CA



AGENDA REPORT

July 20, 2017

AGENDA ITEM # E.2 Prepared By: Terry Pospisil, Accounting Specialist Submitted By: Rick Howard, District Manager Agenda Title: Warrant Register for June 2017 Recommended Action: Receive and file. Executive Summary: Receive and file payment of warrant register (Exhibit A) dated July 20, 2017 in the amount of $689,118.53 as presented by in-house check runs dated June 1, 8, 15, 22, 27, and 29, 2017. Fiscal Impact:


Category: Pers. Optg. Cap. -or- CIP# Fund# Previous Relevant Board Actions for This Item: Exhibits: Exhibit A: June Warrant Report

Agenda for the 848th Meeting, July 20, 2017 Exhibit A (Agenda Item E.2) Page 1 of 23 pages



AGENDA REPORT

July 20, 2017

AGENDA ITEM # E.4 Prepared By: Rick Howard, District Manager Submitted By: Rick Howard, District Manager Agenda Title: Contract Change Order Number 1 to contract between the Orange County Mosquito and Vector Control District and Hummingbird Helicopters, Inc. Recommended Action: Approve Contract Change Order No. 1 between the Orange County Mosquito and Vector Control District and Hummingbird Helicopters in the amount of $6,200 and authorize the District Manager to execute all contract documents. Executive Summary: On April 10, 2017, the District Manager executed a contract between Hummingbird Helicopters, Inc. in the amount of $29,000 to conduct helicopter larvicide applications in the County. At the time that the contract was entered into, it was anticipated that three applications would be sufficient to treat the areas where mosquito breeding was taking place and required helicopter applications the Bti. Trap counts in the treated areas (Santiago Canyon watershed) continue to remain high and a fourth (4th) treatment is necessary to break the cycle. That treatment took place on July 6, 2017. This action is seeking retroactive change order approval and funding as the total amount exceeds the District Manager’s authority by $6,200. Staff anticipates that these expenses will be either partially or entirely reimbursed through an application to the Federal Emergency Management Agency (FEMA). Fiscal Impact:


Category: Pers. Optg. Cap. -or- CIP# Fund# Previous Relevant Board Actions for This Item: Exhibits: Exhibit A: Hummingbird Contract



AGENDA REPORT

July 20, 2017

AGENDA ITEM # E.5 Prepared By: Lawrence Shaw, Director of Operations Submitted By: Rick Howard, District Manager Agenda Title: Authorize purchase of three (3) replacement fleet vehicles from Elk Grove Auto/Winner Chevrolet in the amount of $75,206.19 Recommended Action: Approve the purchase of three (3) replacement 2018 4X2 Chevrolet Colorado pickup trucks from Elk Grove Auto/Winner Chevrolet for a total cost of $75,206.19, Pursuant to the California Statewide Commodity Contract 1-16-23-20D. Executive Summary: The Orange County Mosquito and Vector Control District operates a fleet of over 100 vehicles to effectuate the day-to-day operations of the District. The FY 2017-18 budget authorized the purchase of three field vehicles. These vehicles will be assigned to the Fire Ant Division. In an effort to acquire the three replacement vehicles, the District will again participate in the California Statewide Commodity Contract program (CSCCP). The program is administered by the California Department of General Services, Procurement Division (DGS-PD), and administers statewide commodity contracts for use by State and local governments. These Commodity Contracts provide for leveraged procurement, and are used as one of the State's main procurement vehicles for leveraging its buying power. Under the CSCCP program, the District was able to price the three replacement vehicles through Elk Grove Auto/Winner Chevrolet, in Elk Grove, CA. This program insures that we are receiving the best price available and is used by local and state agencies throughout California to purchase vehicles. The Chevrolet Colorado mid-sized truck offers safety, reliability, and a good price point for our needs. The total purchase price of the (3) three Chevrolet Colorado pickup trucks is $75,026.19, including tax and dealer fees. The three Chevrolet Colorado pickup trucks will be shipped directly from the Chevrolet plant to Simpson Chevrolet in Garden Grove. If ordered prior to July 1, 2017, the District will receive 2017 pricing for the three 2018 vehicles. Staff has issued a purchase order in the amount of $75,206.19 to Elk Grove Auto/Winner Chevrolet. The District does have the flexibility of cancelling the purchase at any time prior to delivery. Fiscal Impact: Amount Requested: $75,206.19 Sufficient Budgeted Funds Available: YES Category: Pers. Optg. Cap. X -or- CIP# Fund#

Previous Relevant Board Actions for This Item: Adoption of the FY 2017-18 Operating Budget Exhibits: Exhibit A: Elk Grove Auto/ Winner Chevrolet Quotation



AGENDA REPORT

July 20, 2017

AGENDA ITEM # E.6 Prepared By: Tawnia Pett, Executive Assistant/Clerk of the Board Submitted By: Rick Howard, District Manager Agenda Title: Authorize Travel to CSDA Annual Conference Recommended Action: Authorize District Manager Howard, Director of Communications Young, and Director of Administrative Services Goodson to attend the California Special District Association (CSDA) Annual Conference on September 25-28, 2017 at the Monterey Marriott & Portola Hotels in Monterey, California; and authorize a total of approximately $7,218 for travel expenses. Executive Summary: District Manager Howard is requesting approval for District Manager Howard, Director of Communications Young, and Director of Administrative Services Goodson to attend the California Special District Association (CSDA) 2017 Annual Conference, which will be held at the Monterey Marriott & Portola Hotels in Monterey, California, on September 25-28, 2017. The estimated cost for travel expenses is $2,406 per attendee (Registration: $580; Transportation: Flight: $307/each; Rental Car: $306; Hotel Accommodations: $169/night; Meals: $74/day). This item has been budgeted for the 2017-18 fiscal year travel account. Fiscal Impact:

Amount Requested $ 7,218 Sufficient Budgeted Funds Available: Yes

Category: Pers. Optg. Cap. -or- CIP# Fund# Previous Relevant Board Actions for This Item: Exhibits:

F. BUSINESS AND ACTION ITEMS

1. AMEND INVESTMENT POLICY NO. 38 FOR MONIES OF THE ORANGE COUNTY MOSQUITO AND VECTOR CONTROL DISTRICT (EXHIBIT A, B, C)

2. AN ORDINANCE OF THE BOARD OF TRUSTEES OF THE ORANGE COUNTY MOSQUITO

AND VECTOR CONTROL DISTRICT AMENDING ITS OPERATIONS CODE WITH REGARD TO ITS TRAVEL AND EXPENSE POLICY (EXHIBIT A, B)

3. ELECT A REPRESENTATIVE TO THE CSDA BOARD OF DIRECTORS IN OUR CSDA

NETWORK FOR SEAT C (EXHIBIT A, B, C, D, E, F) 4. FIRST AMENDED EMPLOYMENT AGREEMENT BETWEEN THE ORANGE COUNTY

MOSQUITO AND VECTOR CONTROL DISTRICT AND ITS DISTRICT MANAGER (EXHIBIT A, B) (A) ORAL REPORT IN ACCORDANCE WITH GOVERNMENT CODE SECTION 54953(C)(3) (B) APPROVE FIRST AMENDED EMPLOYMENT AGREEMENT



AGENDA REPORT

July 20, 2017

AGENDA ITEM # F.1 Prepared By: Wendy Goodson, Director of Administrative Services Submitted By: Rick Howard, District Manager Agenda Title: Amend Investment Policy No. 38 for Monies of the Orange County Mosquito and Vector Control District Recommended Action: That the Board of Trustees amend Investment Policy No. 38, Orange County Mosquito and Vector Control District Investment Policy for Liquid Assets for Fiscal Year 2017-18 and Adopt Resolution No. 451. Executive Summary: The District’s Investment Policy was initially adopted in June 2006 and the policy is reviewed annually by the Board. The Policy was last updated on August 18, 2016. The policy ensures compliance with California Government Code Sections 53600 et seq. that provide clear guidance for investment of all monies of the District. The regulations set forth in this policy apply to all District financial assets for fiscal year 2017-18, and beyond. The Budget and Finance Committee has reviewed the proposed Policy changes and recommends that the Board adopt the changes to provide greater flexibility and increase returns in the District’s investment portfolios without sacrificing principal. As of May 31, 2017, the majority of the District’s invested funds (approximately $14M) are invested with the Local Agency Investment Fund (LAIF). The District also has approximately $1.6M invested in the Orange County Investment Pool (OCIP). Additionally, the District maintains a banking relationship with Farmers and Merchant Bank for day to day business transactions. Fiscal Impact:


Category: Pers. Optg. Cap. -or- CIP# Fund# Previous Relevant Board Actions for This Item: June 15, 2017 the Budget and Finance Committee reviewed the policy and made recommended amendments for Board consideration

Exhibits: Exhibit A: Investment Policy No. 38 for Monies of Orange County Mosquito and Vector Control District for Fiscal Year 2017-18 Redline Version Exhibit B: Investment Policy No. 38 for Monies of Orange County Mosquito and Vector Control District for Fiscal Year 2017-18 Clean Version Exhibit C: Resolution No. 451

1

Orange County Mosquito and Vector Control District Statement of Investment Policy for Liquid Assets

Fiscal Year 2017-18 Policy No. 38 July 20, 2017

1. Purpose: The purpose of this policy is to comply with the requirements of CaliforniaGovernment Code Section 53600 et. seq. and to provide clear guidance for the investment of allmonies of the Orange County Mosquito and Vector Control District (District).

2. Application: This regulation applies to all liquid financial assets of the District. Thisregulation shall not apply to assets designated as post-retirement health care plan funds by theDistrict.

3. Regulation:

A. Investment ObjectivesThe investment of all funds of the District is structured to achieve, in priority order, the goals ofsafety, liquidity, and yield within the parameters established by law.

The primary objective of the investment policy of the District is safety of principal. To attain this objective, the District will diversify its investments by investing funds among a variety of securities and financial institutions. The goal will be to mitigate credit risk and interest rate risk. Most investments will be highly liquid. Maturities will be selected to anticipate cash needs, thereby, avoiding the need for forced liquidation. The District’s investment portfolio shall be designed with the objective of attaining a benchmark rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints of safety and liquidity needs.

B. Legal and Policy ConstraintsThe authority governing investments for municipal government agencies is set forth in theCalifornia Government Code Section 53600 et. seq. In all instances, the District shall comply withthe requirements of state law as it is amended from time to time. In addition to the requirementsof state law, the District:

♦ shall not purchase or sell securities on margin.

♦ shall not borrow funds for the sole purpose of arbitrage.

C. PrudenceThe Board of Trustees and persons authorized to make investment decisions for the District aretrustees and therefore fiduciaries subject to the prudent investor standard. When investing,reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shallact with care, skill, prudence, and diligence under the circumstances then prevailing, including,but not limited to, the general economic conditions and the anticipated needs of the agency, that aprudent person acting in a like capacity and familiarity with those matters would use in the conduct

Agenda for the 848th Meeting, July 20, 2017 Exhibit A (Agenda Item F.1) Page 1 of 9 pages

Investment Policy 2017-18 Page 2

2

of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency. Investment officials acting in accordance with written procedures and this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely manner and appropriate action is taken to control adverse developments. D. Ethics and Conflict of Interest Officers and employees of the District involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. Employees and investment officials shall disclose to the District Manager/Treasurer any material financial interests in financial institutions that conduct business with the District, and they shall further disclose any large personal financial/investment positions that could be related to the performance of the District, particularly with regard to the time of purchases and sales. The District Manager/ Treasurer shall make similar disclosures to the Board of Trustees. Officers and employees shall refrain from undertaking any personal investment transactions with the same individual with whom business is conducted on behalf of the District. Under no circumstances shall investment officers or employees accept gifts, trips, or any type of gratuity from individuals or institutions engaged in investment practices with the District. E. Investment Authority Authority to manage the City’s investment program is derived from California Government Code Section 53607. The Board of Trustees will retain ultimate fiduciary responsibility for the portfolio. The Board will receive monthly reports, designate investment officers and review the investment policy making any changes necessary by adoption. The Board of Trustees delegates to the District Manager/Treasurer the primary responsibility for the District’s investment program and the authority to make investments on behalf of the District. Such investments shall be limited to the instruments authorized under California Government Code Sections 53601 and 53635 and further described in Appendix A. All investments of the District shall be approved by the District Manager/Treasurer. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the District Manager /Treasurer. F. Authorized Financial Institutions and Broker/Dealers The District Manager/Treasurer will maintain a list of financial institutions authorized to provide investment services. In addition, a list will also be maintained for approved security broker/dealers selected by conducting a process of due diligence. These may include “primary” dealers or regional dealers that qualify under Securities and Exchange Commission (SEC) Rule 15C3-1 (uniform net capital rule).



3

Selection of authorized broker/dealers shall be made by the District Manager/Treasurer with the guidance of the Budget and Finance Committee. Periodically, the District will distribute a Broker/Dealer Questionnaire to interested and known financial institutions and broker/dealers. Qualified broker/dealers selected to do business with the District shall submit annually a current audited financial statement. After the annual adoption of the District’s investment policy by the Board of Trustees, a copy shall be sent to all broker/dealers approved to do business with the District. Confirmation of receipt of this policy shall be considered evidence that the dealer understands the District’s investment policies and intends to sell the District only appropriate investments authorized by this policy. Selection of financial institutions to serve as depositories for the District shall be made by the Board of Trustees upon the recommendation of the District Manager/Treasurer. G. Deposits Money must be deposited in state or national banks, state or federal savings associations, or state or federal credit unions in the State of California. Money may be in:

• Active deposits • Inactive deposits • Interest-bearing active deposits • Passbook savings accounts

The depository must secure the District’s deposits by pledging securities in an undivided collateral pool held by a depository regulated under state law (unless so waived by the District) with the pledged securities having a market value of 110% of the total amount of the deposits. State law also allows financial institutions to secure deposits by pledging first trust deed mortgage notes having a value of 150% of the total amount of the deposits. The District Manager/Treasurer may, at his/her discretion, waive the collateral requirement for deposits which are fully insured up to $250,000 by the FDIC. From time to time certain institutions may ask to reduce the existing certificate of deposit of $250,000 down by a few thousand dollars so the accrued interest on the deposit will also be insured. It is to the District’s advantage to reduce the principal deposit to the lower level for full insurance coverage of principal and accrued interest if the financial institution requests the reduction and if there is no penalty assessed for the reduction. If deposits exceed the FDIC insurance level, then the deposits must be collateralized as described in the preceding paragraphs of this section. H. Safekeeping of Securities All purchased securities shall be held by an independent third-party safekeeping institution selected by the Board of Trustees and evidenced by safekeeping receipts in the District’s name. All security transactions entered into by the District shall be conducted on a delivery-versus-



4

payment (DVP) basis to ensure the securities are deposited in the District’s safekeeping institution prior to the release of funds. I. Investments The following is a list of investments authorized by the California Government Code (see Appendix A for descriptions):

• Bankers Acceptances • California Local Agency Bonds, Notes, Warrants, or Other Debt • Commercial Paper • Federal Agency Issues • Local Agency Investment Pools • Medium Term Corporate Notes • Money Market Mutual Funds • Negotiable Certificates of Deposit • Repurchase Agreements • Reverse Repurchase Agreements • Securities Lending Agreements • State Treasury Notes or Bonds • Supranationals • U.S. Treasury Issues

The following are examples of types of investments options that may can be made directly by the District:

• U.S. Treasury Issues • Federal Agency Issues • Prime Bankers Acceptances • Negotiable Certificates of Deposit • Local Agency Investment Fund (LAIF) • Orange County Investment Pool (OCIP) • CalTRUST • Wells Fargo Advisors • Money Market Mutual Funds

J. Maturity and Term The District administers funds according to cash flow requirements. As a result, there is a core of funds that are not necessary for the daily operational needs of the District for paying expenses. From time to time market conditions of fixed income markets present opportunities for higher interest rates on high grade securities with a low risk exposure. It is in the best interest of the District to practice a fully diversified investment plan that will insure safety, liquidity, and the increase of acceptable yield from these situations.



5

To the extent possible, the District will attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the District shall not directly invest in securities maturing more than two years from the date of purchase. At no time will more than 50 percent (50%) of the District’s funds be invested longer than one year. Purchases greater than two years will meet the following requirements and restrictions: 1. The security must be a U.S. Treasury note or bond or Federal Agency security. 2. A maximum of twenty-five percent (25%) of the District’s invested funds can be invested in

securities over two years. 3. No securities can be purchased by the District with a term remaining to maturity greater than

five years unless matched to a specific cash flow or asset acquisition, and the Board of Trustees has authorized the investment no less than three months prior to the purchase.

K. Diversification The District shall diversify its investments by security type and institution. With the exception of U.S. Treasury securities and authorized investment pools (i.e. LAIF or OCIP) the following shall apply: 1. Federal Agency Securities

No more than 50 percent (50%) of the District’s investment portfolio shall be invested in securities of a single issuer (e.g., FFCB, FNMA, etc.),

2. All Other Securities

No more than 15 percent (15%) of the District’s investment portfolio shall be invested in a single security type and no more than 5 percent (5%) with a single issuer.

L. Internal Controls and Transfers of Investment Funds Management shall establish a system of internal controls, which shall be documented in writing. The controls shall be designed to prevent the loss of public funds arising from fraud, employee error, misrepresentation by third parties, unanticipated changes in financial markets or imprudent actions by employees and officers of the District. The internal controls shall be reviewed annually by the external auditor. This review will provide internal control by assuring compliance with policies and procedures. The transferring of investment funds will be carried out exclusively by use of telephonic or electronic wire transfers. Each entity with which the District does business shall receive, in writing from the District Manager/Treasurer, a listing which limits transfers of funds to preauthorized bank accounts only. The listing will also contain the names of District staff authorized to request such transfers and will be updated, in writing, for all changes of authorized staff and bank accounts, as necessary.



6

M. Performance Standards The investment portfolio shall be designed with the objective of obtaining a rate of return, throughout budgetary and economic cycles, commensurate with investment risk constraints and cash flow needs. The bases used by the District Manager/ Treasurer to determine whether market yields are being achieved shall be investment return of the Local Agency Investment Fund (LAIF) and the interest rate of a U.S. Treasury obligation with a maturity that approximates the average maturity of the portfolio. N. Reporting In accordance with California Government Code Sections 41004, 53607 and 53646, the District Manager/Treasurer and the Director of Administrative Services shall render monthly reports to the Board of Trustees showing receipts, disbursements and fund balances for the month, along with: (a) type of investment; (b) issuer; (c) date of maturity; (d) par and dollar amount of deposit; (e) current market value for all securities with a maturity of more than twelve (12) months and the source of the valuation information; (f) rate of interest on each security; and (g) such other data as the Board of Trustees may, from time to time, specify, for all investments in the portfolio. The report shall also state the degree of compliance of the portfolio to the Investment Policy, and shall include a statement denoting the ability of the District to meet its expenditure requirements for the next six months. For investments in LAIF and OCIP, the report may include the most recent statement received by the District from these institutions in lieu of the information required by the preceding paragraph. O. Policy Review 1. Annual Statement of Investment Policy

The District Manager/Treasurer and the Director of Administrative Services shall annually in June render to the Board of Trustees a Statement of Investment Policy which Statement shall be adopted by Resolution of the Board of Trustees.

2. Periodic Review To ensure a statement which is consistent with any new relevant legislation and financial trends, the District Manager/Treasurer and the Director of Administrative Services shall periodically report to the Board of Trustees proposed changes and amendments to this policy for review and approval. In any event, all changes in state law that restrict investments beyond what is allowed in this policy shall be considered incorporated immediately upon their effective date unless otherwise adopted earlier by action of the Board of Trustees.



7

APPENDIX A

DEPOSITORY SERVICES Active deposits are demand or checking accounts which receive revenues and pay disbursements. Inactive deposits are Certificates of Deposit issued in any amount for periods of time as short as fourteen days and as long as several years. Interest-bearing active deposits are money market accounts at a financial institution (i.e., bank, savings and loan, credit union). These accounts are demand accounts (i.e., checking accounts) with restricted transaction activity. Passbook savings account is similar to an inactive deposit except not for a fixed term. The interest rate is much lower than Certificates of Deposit, but the savings account allows for flexibility. Funds can be deposited and withdrawn according to daily operational needs. INVESTMENT SECURITIES Bankers Acceptances are short term credit arrangements that are high-grade, negotiable instruments. They are time drafts drawn on and accepted by a commercial bank, primarily used to finance international trade By its acceptance, the bank becomes primarily liable for the payment of the draft at maturity. Purchases of bankers’ acceptances may not exceed 180 days to maturity. Local Agencies cannot invest more than forty percent (40%) of their surplus money in Bankers Acceptances nor more than thirty percent (30%) of their surplus money in Bankers Acceptances of any one commercial bank.

California or Local Agency Bonds, Notes, Warrants, or Other Debt are obligations of any U.S. state or of any local agency within the State of California. These obligations may consist of registered treasury notes or bonds or other types of obligations. Commercial Paper is a short term unsecured promissory note issued by a corporation to raise working capital. These negotiable instruments must be of prime quality as defined by State law and may be purchased at a discount up to par value or as interest bearing. Purchases of eligible commercial paper may not exceed 270 days maturity. Local agencies cannot invest more than twenty-five percent (25%) of the agency’s surplus funds in Commercial Paper nor more than 10% of their surplus money in Commercial Paper of any one issuer. Federal Agency Issues are issued by direct U.S. Government agencies or U.S. Government-sponsored enterprises. These issues are guaranteed by the United States Government or U.S. Government-sponsored enterprises. Examples of these securities are Federal Home Loan Bank (FHLB) notes, Federal Home Loan Mortgage Association (FHLMC), Federal National Mortgage Association (FNMA) notes and Federal Farm Credit Bank (FFCB) notes and Government National Mortgage Association (GNMA) notes. GNMA securities are guaranteed by the full faith and credit of the United States Government. Securities of the other agencies are guaranteed by the agencies and have an “implicit guarantee” of the U.S. Government.. Local Agency Investment Pools (such as the State Treasurer’s Local Agency Investment Fund (LAIF) or the Orange



8

County Investment Pool (OCIP)) are special funds in a state or local agency treasury which local agencies may use to deposit funds for investment. They offer high liquidity because deposits can quickly be converted to cash. All interest is distributed to participating agencies on a proportionate share basis of amount and length of time. Medium Term Corporate Notes are unsecured promissory notes issued by a corporation organized and operating in the United States. These are negotiable instruments and are traded in the secondary market. Medium Term Corporate Notes (MTN) can be defined as extended maturity commercial paper. Corporations use these MTN’s to raise capital. These investments must be in corporations rated in the top three note categories by a single nationally recognized rating service. Further restrictions are a maximum term of five years to maturity and total investments in Medium Term Corporate Notes may not exceed thirty percent (30%) of the local agency’s surplus money. Money Market Mutual Funds are referred to in California Government Code Section 53601(L) as “shares of beneficial interest issued by diversified management companies.” The Mutual Fund must be restricted by its by-laws to the same investments as the local agency by the California Government Code. The purchase price of shares shall not include any commission that the fund manager may charge and investments in these funds shall not exceed 20 percent of the agency’s funds that may be invested. In addition, no more than 10 percent of the agency’s funds may be invested in shares of any single mutual find.

Negotiable Certificates of Deposit (NCD) are unsecured obligations of the financial institution. These securities are generally issued in bearer form and pay interest at maturity. Repurchase Agreements are short term investment transactions. Banks buy temporarily idle funds from a customer by selling him U.S. Government or other securities with a contractual agreement to repurchase the same securities on a future date. The customer receives interest from the bank. The term of a repurchase agreement may not exceed one year. Reverse Repurchase Agreement is opposite of a repurchase agreement; it is an investment in which the local agency sells securities prior to the purchase with a simultaneous agreement to repurchase the security. The term of a repurchase agreement may not exceed one year. Securities Lending Agreement means an agreement with a local agency that agrees to transfer securities to a borrower who, in turn agrees to provide collateral to the local agency. During the term of the agreement, both the securities and the collateral are held by a third party. At the conclusion of the agreement, the securities are transferred back to the local agency in return for the collateral. Supranationals are multi-national organizations, whereby member states transcend national boundaries or interests to share in the decision making to promote economic development in the member countries. Supranational securities allowed by state law are U.S. dollar denominated senior unsecured unsubordinated obligations issued or unconditionally guaranteed by the Internal Bank for Reconstruction and Development, International Finance



9

Corporation, or Inter-American Development Bank. U.S. Treasury Issues are direct obligations of the United States Government. These issues are called bills, notes, and bonds. The maturity range of new issues is from 13 weeks (T-Bills) to 30 years (T-Bonds). These are highly liquid and are considered the safest investment security.


1

Orange County Mosquito and Vector Control District Statement of Investment Policy for Liquid Assets

Fiscal Year 2017-18 Policy No. 38 July 20, 2017

1. Purpose: The purpose of this policy is to comply with the requirements of CaliforniaGovernment Code Section 53600 et. seq. and to provide clear guidance for the investment of allmonies of the Orange County Mosquito and Vector Control District (District).

2. Application: This regulation applies to all liquid financial assets of the District. Thisregulation shall not apply to assets designated as post-retirement health care plan funds by theDistrict.

3. Regulation:

A. Investment ObjectivesThe investment of all funds of the District is structured to achieve, in priority order, the goals ofsafety, liquidity, and yield within the parameters established by law.

The primary objective of the investment policy of the District is safety of principal. To attain this objective, the District will diversify its investments by investing funds among a variety of securities and financial institutions. The goal will be to mitigate credit risk and interest rate risk. Most investments will be highly liquid. Maturities will be selected to anticipate cash needs, thereby, avoiding the need for forced liquidation. The District’s investment portfolio shall be designed with the objective of attaining a benchmark rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints of safety and liquidity needs.

B. Legal and Policy ConstraintsThe authority governing investments for municipal government agencies is set forth in theCalifornia Government Code Section 53600 et. seq. In all instances, the District shall comply withthe requirements of state law as it is amended from time to time. In addition to the requirementsof state law, the District:

♦ shall not purchase or sell securities on margin.

♦ shall not borrow funds for the sole purpose of arbitrage.

C. PrudenceThe Board of Trustees and persons authorized to make investment decisions for the District aretrustees and therefore fiduciaries subject to the prudent investor standard. When investing,reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shallact with care, skill, prudence, and diligence under the circumstances then prevailing, including,but not limited to, the general economic conditions and the anticipated needs of the agency, that aprudent person acting in a like capacity and familiarity with those matters would use in the conduct

Agenda for the 848th Meeting, July 20, 2017 Exhibit B (Agenda Item F.1) Page 1 of 9 pages


2

of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency. Investment officials acting in accordance with written procedures and this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely manner and appropriate action is taken to control adverse developments. D. Ethics and Conflict of Interest Officers and employees of the District involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. Employees and investment officials shall disclose to the District Manager/Treasurer any material financial interests in financial institutions that conduct business with the District, and they shall further disclose any large personal financial/investment positions that could be related to the performance of the District, particularly with regard to the time of purchases and sales. The District Manager/ Treasurer shall make similar disclosures to the Board of Trustees. Officers and employees shall refrain from undertaking any personal investment transactions with the same individual with whom business is conducted on behalf of the District. Under no circumstances shall investment officers or employees accept gifts, trips, or any type of gratuity from individuals or institutions engaged in investment practices with the District. E. Investment Authority Authority to manage the City’s investment program is derived from California Government Code Section 53607. The Board of Trustees will retain ultimate fiduciary responsibility for the portfolio. The Board will receive monthly reports, designate investment officers and review the investment policy making any changes necessary by adoption. The Board of Trustees delegates to the District Manager/Treasurer the primary responsibility for the District’s investment program and the authority to make investments on behalf of the District. Such investments shall be limited to the instruments authorized under California Government Code Sections 53601 and 53635 and further described in Appendix A. All investments of the District shall be approved by the District Manager/Treasurer. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the District Manager /Treasurer. F. Authorized Financial Institutions and Broker/Dealers The District Manager/Treasurer will maintain a list of financial institutions authorized to provide investment services. In addition, a list will also be maintained for approved security broker/dealers selected by conducting a process of due diligence. These may include “primary” dealers or regional dealers that qualify under Securities and Exchange Commission (SEC) Rule 15C3-1 (uniform net capital rule).



3

Selection of authorized broker/dealers shall be made by the District Manager/Treasurer with the guidance of the Budget and Finance Committee. Periodically, the District will distribute a Broker/Dealer Questionnaire to interested and known financial institutions and broker/dealers. Qualified broker/dealers selected to do business with the District shall submit annually a current audited financial statement. After the annual adoption of the District’s investment policy by the Board of Trustees, a copy shall be sent to all broker/dealers approved to do business with the District. Confirmation of receipt of this policy shall be considered evidence that the dealer understands the District’s investment policies and intends to sell the District only appropriate investments authorized by this policy. Selection of financial insitutions to serve as depositories for the District shall be made by the Board of Trustees upon the recommendation of the District Manager/Treasurer. G. Deposits Money must be deposited in state or national banks, state or federal savings associations, or state or federal credit unions in the State of California. Money may be in:

• Active deposits • Inactive deposits • Interest-bearing active deposits • Passbook savings accounts

The depository must secure the District’s deposits by pledging securities in an undivided collateral pool held by a depository regulated under state law (unless so waived by the District) with the pledged securities having a market value of 110% of the total amount of the deposits. State law also allows financial institutions to secure deposits by pledging first trust deed mortgage notes having a value of 150% of the total amount of the deposits. The District Manager/Treasurer may, at his/her discretion, waive the collateral requirement for deposits which are fully insured up to $250,000 by the FDIC. From time to time certain institutions may ask to reduce the existing certificate of deposit of $250,000 down by a few thousand dollars so the accrued interest on the deposit will also be insured. It is to the District’s advantage to reduce the principal deposit to the lower level for full insurance coverage of principal and accrued interest if the financial institution requests the reduction and if there is no penalty assessed for the reduction. If deposits exceed the FDIC insurance level, then the deposits must be collateralized as described in the preceding paragraphs of this section. H. Safekeeping of Securities All purchased securities shall be held by an independent third-party safekeeping institution selected by the Board of Trustees and evidenced by safekeeping receipts in the District’s name. All security transactions entered into by the District shall be conducted on a delivery-versus-



4

payment (DVP) basis to ensure the securities are deposited in the District’s safekeeping institution prior to the release of funds. I. Investments The following is a list of investments authorized by the California Government Code (see Appendix A for descriptions):

• Bankers Acceptances • California Local Agency Bonds, Notes, Warrants, or Other Debt • Commercial Paper • Federal Agency Issues • Local Agency Investment Pools • Medium Term Corporate Notes • Money Market Mutual Funds • Negotiable Certificates of Deposit • Repurchase Agreements • Reverse Repurchase Agreements • Securities Lending Agreements • State Treasury Notes or Bonds • Supranationals • U.S. Treasury Issues

The following are examples of investment options that may be made directly by the District:

• U.S. Treasury Issues • Federal Agency Issues • Prime Bankers Acceptances • Negotiable Certificates of Deposit • Local Agency Investment Fund (LAIF) • Orange County Investment Pool (OCIP) • CalTRUST • Wells Fargo Advisors • Money Market Mutual Funds

J. Maturity and Term The District administers funds according to cash flow requirements. As a result, there is a core of funds that are not necessary for the daily operational needs of the District for paying expenses. From time to time market conditions of fixed income markets present opportunities for higher interest rates on high grade securities with a low risk exposure. It is in the best interest of the District to practice a fully diversified investment plan that will insure safety, liquidity, and the increase of acceptable yield from these situations.



5

To the extent possible, the District will attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the District shall not directly invest in securities maturing more than two years from the date of purchase. At no time will more than 50 percent (50%) of the District’s funds be invested longer than one year. Purchases greater than two years will meet the following requirements and restrictions: 1. The security must be a U.S. Treasury note or bond or Federal Agency security. 2. A maximum of twenty-five percent (25%) of the District’s invested funds can be invested in

securities over two years. 3. No securities can be purchased by the District with a term remaining to maturity greater than

five years unless matched to a specific cash flow or asset acquisition, and the Board of Trustees has authorized the investment no less than three months prior to the purchase.

K. Diversification The District shall diversify its investments by security type and institution. With the exception of U.S. Treasury securities and authorized investment pools (i.e. LAIF or OCIP) the following shall apply: 1. Federal Agency Securities

No more than 50 percent (50%) of the District’s investment portfolio shall be invested in securities of a single issuer (e.g., FFCB, FNMA, etc.),

2. All Other Securities

No more than 15 percent (15%) of the District’s investment portfolio shall be invested in a single security type and no more than 5 percent (5%) with a single issuer.

L. Internal Controls and Transfers of Investment Funds Management shall establish a system of internal controls, which shall be documented in writing. The controls shall be designed to prevent the loss of public funds arising from fraud, employee error, misrepresentation by third parties, unanticipated changes in financial markets, or imprudent actions by employees and officers of the District. The internal controls shall be reviewed annually by the external auditor. This review will provide internal control by assuring compliance with policies and procedures. The transferring of investment funds will be carried out exclusively by use of telephonic or electronic wire transfers. Each entity with which the District does business shall receive, in writing from the District Manager/Treasurer, a listing which limits transfers of funds to preauthorized bank accounts only. The listing will also contain the names of District staff authorized to request such transfers and will be updated, in writing, for all changes of authorized staff and bank accounts, as necessary.



6

M. Performance Standards The investment portfolio shall be designed with the objective of obtaining a rate of return, throughout budgetary and economic cycles, commensurate with investment risk constraints and cash flow needs. The bases used by the District Manager/ Treasurer to determine whether market yields are being achieved shall be investment return of the Local Agency Investment Fund (LAIF) and the interest rate of a U.S. Treasury obligation with a maturity that approximates the average maturity of the portfolio. N. Reporting In accordance with California Government Code Sections 41004, 53607 and 53646, the District Manager/Treasurer and the Director of Administrative Services shall render monthly reports to the Board of Trustees showing receipts, disbursements and fund balances for the month, along with: (a) type of investment; (b) issuer; (c) date of maturity; (d) par and dollar amount of deposit; (e) current market value for all securities with a maturity of more than twelve (12) months and the source of the valuation information; (f) rate of interest on each security; and (g) such other data as the Board of Trustees may, from time to time, specify, for all investments in the portfolio. The report shall also state the degree of compliance of the portfolio to the Investment Policy, and shall include a statement denoting the ability of the District to meet its expenditure requirements for the next six months. For investments in LAIF and OCIP, the report may include the most recent statement received by the District from these institutions in lieu of the information required by the preceding paragraph. O. Policy Review 1. Annual Statement of Investment Policy

The District Manager/Treasurer and the Director of Administrative Services shall annually in June render to the Board of Trustees a Statement of Investment Policy which Statement shall be adopted by Resolution of the Board of Trustees.

2. Periodic Review To ensure a statement which is consistent with any new relevant legislation and financial trends, the District Manager/Treasurer and the Director of Administrative Services shall periodically report to the Board of Trustees proposed changes and amendments to this policy for review and approval. In any event, all changes in state law that restrict investments beyond what is allowed in this policy shall be considered incorporated immediately upon their effective date unless otherwise adopted earlier by action of the Board of Trustees.



7

APPENDIX A

DEPOSITORY SERVICES Active deposits are demand or checking accounts which receive revenues and pay disbursements. Inactive deposits are Certificates of Deposit issued in any amount for periods of time as short as fourteen days and as long as several years. Interest-bearing active deposits are money market accounts at a financial institution (i.e., bank, savings and loan, credit union). These accounts are demand accounts (i.e., checking accounts) with restricted transaction activity. Passbook savings account is similar to an inactive deposit except not for a fixed term. The interest rate is much lower than Certificates of Deposit, but the savings account allows for flexibility. Funds can be deposited and withdrawn according to daily operational needs. INVESTMENT SECURITIES Bankers Acceptances are short term credit arrangements that are high-grade, negotiable instruments. They are time drafts drawn on and accepted by a commercial bank, primarily used to finance international trade By its acceptance, the bank becomes primarily liable for the payment of the draft at maturity. Purchases of bankers’ acceptances may not exceed 180 days to maturity. Local Agencies cannot invest more than forty percent (40%) of their surplus money in Bankers Acceptances nor more than thirty percent (30%) of their surplus money in Bankers Acceptances of any one commercial bank.

California or Local Agency Bonds, Notes, Warrants, or Other Debt are obligations of any U.S. state or of any local agency within the State of California. These obligations may consist of registered treasury notes or bonds or other types of obligations. Commercial Paper is a short term unsecured promissory note issued by a corporation to raise working capital. These negotiable instruments must be of prime quality as defined by State law and may be purchased at a discount up to par value or as interest bearing. Purchases of eligible commercial paper may not exceed 270 days maturity. Local agencies cannot invest more than twenty-five percent (25%) of the agency’s surplus funds in Commercial Paper nor more than 10% of their surplus money in Commercial Paper of any one issuer. Federal Agency Issues are issued by direct U.S. Government agencies or U.S. Governent-sponsored enterprises. These issues are guaranteed by the United States Government or U.S. Government-sponsored enterprises. Examples of these securities are Federal Home Loan Bank (FHLB) notes, Federal Home Loan Mortgage Association (FHLMC), Federal National Mortgage Association (FNMA) notes and Federal Farm Credit Bank (FFCB) notes and Government National Mortgage Association (GNMA) notes. GNMA securities are guaranteed by the full faith and credit of the United States Government. Securities of the other agencies are guaranteed by the agencies and have an “implicit guarantee” of the U.S. Government.. Local Agency Investment Pools (such as the State Treasurer’s Local Agency Investment Fund (LAIF) or the Orange



8

County Investment Pool (OCIP)) are special funds in a state or local agency treasury which local agencies may use to deposit funds for investment. They offer high liquidity because deposits can quickly be converted to cash. All interest is distributed to participating agencies on a proportionate share basis of amount and length of time. Medium Term Corporate Notes are unsecured promissory notes issued by a corporation organized and operating in the United States. These are negotiable instruments and are traded in the secondary market. Medium Term Corporate Notes (MTN) can be defined as extended maturity commercial paper. Corporations use these MTN’s to raise capital. These investments must be in corporations rated in the top three note categories by a single nationally recognized rating service. Further restrictions are a maximum term of five years to maturity and total investments in Medium Term Corporate Notes may not exceed thirty percent (30%) of the local agency’s surplus money. Money Market Mutual Funds are referred to in California Government Code Section 53601(L) as “shares of beneficial interest issued by diversified management companies.” The Mutual Fund must be restricted by its by-laws to the same investments as the local agency by the California Government Code. The purchase price of shares shall not include any commission that the fund manager may charge and investments in these funds shall not exceed 20 percent of the agency’s funds that may be invested. In addition, no more than 10 percent of the agency’s funds may be invested in shares of any single mutual find.

Negotiable Certificates of Deposit (NCD) are unsecured obligations of the financial institution. These securities are generally issued in bearer form and pay interest at maturity. Repurchase Agreements are short term investment transactions. Banks buy temporarily idle funds from a customer by selling him U.S. Government or other securities with a contractual agreement to repurchase the same securities on a future date. The customer receives interest from the bank. The term of a repurchase agreement may not exceed one year. Reverse Repurchase Agreement is opposite of a repurchase agreement; it is an investment in which the local agency sells securities prior to the purchase with a simultaneous agreement to repurchase the security. The term of a repurchase agreement may not exceed one year. Securities Lending Agreement means an agreement with a local agency that agrees to transfer securities to a borrower who, in turn agrees to provide collateral to the local agency. During the term of the agreement, both the securities and the collateral are held by a third party. At the conclusion of the agreement, the securities are transferred back to the local agency in return for the collateral. Supranationals are multi-national organizations, whereby member states transcend national boundaries or interests to share in the decision making to promote economic development in the member countries. Supranational securities allowed by state law are U.S. dollar denominated senior unsecured unsubordinated obligations issued or unconditionally guaranteed by the Internal Bank for Reconstruction and Development, International Finance



9

Corporation, or Inter-American Development Bank. U.S. Treasury Issues are direct obligations of the United States Government. These issues are called bills, notes, and bonds. The maturity range of new issues is from 13 weeks (T-Bills) to 30 years (T-Bonds). These are highly liquid and are considered the safest investment security.


RESOLUTION NO. 451

A RESOLUTION BY THE BOARD OF TRUSTEES OF THE ORANGE COUNTY VECTOR CONTROL DISTRICT

AMENDING THE DISTRICT’S INVESTMENT POLICY

WHEREAS, the Board of Trustees has adopted Policy Number 38, Statement of Investment Policy for Liquid Assets, which sets forth parameters for investment of District liquid assets; and

WHEREAS, the District’s Statement of Investment Policy for Liquid Assets requires periodic revisions and amendments; and

WHEREAS, the Statement of Investment Policy for Liquid Assets is the District’s controlling investment strategy document; and

WHEREAS, the Statement of Investment Policy for Liquid Assets is compliant with California Government Code Section 53600 et seq. that identifies the types of funds, manner in which funds are invested and the prudent investor doctrine; and

WHEREAS, the Board of Trustees does hereby determine to amend certain language in the Statement of Investment Policy for Liquid Assets.

NOW, THEREFORE, the Board of Trustees does hereby RESOLVE and DETERMINE that Policy Number 38 is hereby amended as follows:

Section 1 That the Board of Trustees adopts Resolution No. 451 and that the Statement of Investment Policy for Liquid Assets is attached and made a part of this Resolution.

PASSED, APPROVED, and ADOPTED by the Board of Trustees of the Orange County Mosquito and Vector Control District at its regular meeting thereof held on the 20th day of July 2017, at 13001 Garden Grove Blvd., Garden Grove, California, 92843.

Barbara D. Kogerman, President

I hereby certify that the foregoing Resolution was duly adopted by the Board of Trustees of the Orange County Mosquito and Vector Control District at a regularly scheduled meeting, held on July 20, 2017: APPROVED AS TO FORM:

Cheryl Brothers, Secretary Alan R. Burns, District Counsel

Agenda for the 848th Meeting, July 20, 2017 Exhibit C (Agenda Item F.1) Page 1 of 1 pages



AGENDA REPORT

July 20, 2017

AGENDA ITEM # F.2 Prepared By: Rick Howard, District Manager/Irwin Bornstein, Financial Consultant Submitted By: Rick Howard, District Manager Agenda Title: An Ordinance of the Board of Trustees of the Orange County Mosquito and Vector Control District Amending its Operations Code with Regard to its Travel and Expense Policy Recommended Action: Adopt Ordinance No. 9/2017 Amending the District’s Operations Code with Regard to its Travel and Expense Policy Executive Summary: The District Manager is in the process of reviewing and updating the District’s Policy and Procedure manual. The Board has recently approved updates to the Purchasing and Procurement Policy, Investment Policy, Conflict of Interest Policy, and established the District’s Outreach Policy for a potential Aerial Adulticide effort. The District’s travel policy contained inconsistencies and conflicts with other district documents. Additionally, technology and current travel opportunities are present that did not previously exist when the current policy was implemented. The draft Travel Policy (Exhibit B) includes several recommended changes, most are minor in nature. The policy also provides for “ride share” services, identifies expenses that are reimbursable/non-reimbursable, and the types of travel allowed under the policy. The Policy does make two significant recommended changes in the manner Trustee and staff travel is authorized. The attached Travel Policy Summary (Exhibit A) identifies highlighted recommendations to the proposed policy. The Policy and Personnel Committee has met and discussed this draft policy on two separate occasions. Staff recommends Ordinance 9/2017 be adopted by the Board. Fiscal Impact:


Category: Pers. Optg. Cap. -or- CIP# Fund# Previous Relevant Board Actions for This Item:

Exhibits: Exhibit A: Travel Policy Summary Exhibit B: Ordinance 9/2017

TRAVEL POLICY SUMMARY

• Current policy separates Trustee travel and staff travel procedures. This iscumbersome and repetitive. The revised Policy combines both Trustee travel andstaff travel, and specifically distinguishes the two when necessary (District Policy9 and 10 ).

• Current policy separates in town and out of town travel and associated expenses.This procedure is cumbersome and confusing. The revised policy streamlines thisand integrates in town travel and out of town travel accordingly (pg 7 and 8 of theOperations Code).

• Currently, travel for Trustees at out of town conferences is limited to five trustees,approved by the President of the Board. Existing language states: Board Presidentis responsible for approving Trustee attendance at all meetings and conferencesfor which travel and incidental costs will be incurred. The Board President shouldreceive a brief written request from interested Board Members, listing the eventand how their attendance will benefit the District.

The proposed language removes limitations and encourages Trustees to attend educational meetings, seminars and conferences. The proposed language reads as follows (pg 1 of Exhibit F.2 B):

Travel Authorization for Trustees. The District Manager is responsible for approving Trustee attendance at all conferences, training, and non-conference meetings for which travel and incidental costs will be incurred.

Approved Events. The District will pay for expenses incurred by Trustees authorized to attend approved events. Approved events shall be those conferences, training and non-conference meetings included in the approved annual budget, and events not specifically itemized in the annual budget provided that the event will directly benefit the District and will not exceed the budgeted amount for travel, unless approved in advance by the Board of Trustees.

Advance Approval Required to Attend. Except as noted in subsection a) iii. below, Trustees desiring to attend conferences, training, and non-conference meetings for which travel and incidental costs will be incurred shall submit to the District Manager no less than 30 days prior to the close of registration a brief written request expressing interest and how their attendance will benefit the District.

Exceptions. Board Officers and committee members of the Mosquito and Vector Control Association of California, the Vector Control Joint Powers Agency, and the California Special Districts Association are not required to submit a written request to attend the conferences of these organizations, nor obtain the approval of the District Manager, as their attendance is required as a part of their respective position.


Nevertheless, conference registration for these events should be submitted no less than 30 days prior to the close of registration.

Conference Attendance Limitations. For attendance at the annual conference of the American Mosquito Control Association (AMCA), Trustee attendance is limited to Board Officers and three at-large Trustees, selected in order of receipt of their written request to attend.

• Expenses for out of town conferences and meetings are included in the annualbudget review process. Currently, staff and Trustee attendance at conferencesand meetings is also approved at a regular meeting of the Board. This is repetitiveand time consuming for staff. The proposed policy removes this secondaryauthorization. If the out of town meeting is not budgeted or if insufficient funds arenot available, staff shall seek pre-authorization from the Board prior to theconference or meetings being scheduled (pg 2 of Exhibit F.2 B).

• The proposed policy also designates the use of “ride share” services such as Uberand Lyft, includes airport parking restrictions, designates hotel rates, identifies timeframe to make airline reservations to optimize lowest possible airfares, andidentifies the use of state of California’s rental car program (National/Enterprise)offering lowest possible rates (pg 5 of Exhibit F.2 B).


ORDINANCE NO 9/2017

AN ORDINANCE OF THE BOARD OF TRUSTEES OF THE ORANGE COUNTY MOSQUITO AND

VECTOR CONTROL DISTRICT AMENDING ITS OPERATIONS CODE WITH REGARD TO ITS

TRAVEL AND EXPENSE POLICY

WHEREAS, the Board of Trustees is required by Government Code Section 53232 et seq. to have an expense reimbursement policy, which includes a travel policy; and

WHEREAS, that policy has recently been reviewed by the Policy and Personnel Committee and suggested changes have been incorporated to provide greater guidance on expenses and to provide greater flexibility on Trustee and staff attendance at conferences.

NOW, THEREFORE, the Board of Trustees does hereby ORDAIN as follows:

1. That Section 3.02.170 of the District’s Operations Code is amendedto read:

“ 3.02.170 Authorized expenses, reimbursement amounts and expense reports.

a) Travel Authorization for Trustees. The District Manager is responsible forapproving Trustee attendance at all conferences, training and non-conferencemeetings for which travel and incidental costs will be incurred.

i. Approved Events. The District will pay for expenses incurred byTrustees authorized to attend approved events. Approved events shallbe those conferences, training and non-conference meetings included inthe approved annual budget, and events not specifically itemized in theannual budget provided that the event will directly benefit the District andwill not exceed the budgeted amount for travel, unless approved inadvance by the Board of Trustees.

ii. Advance Approval Required to Attend. Except as noted insubsection a) iii. below, Trustees desiring to attend conferences, trainingand non-conference meetings for which travel and incidental costs will beincurred shall submit to the District Manager no less than 30 days priorto the close of registration a brief written request expressing interest andhow their attendance will benefit the District.


iii. Exceptions. Board Officers and committee members of the Mosquitoand Vector Control Association of California, the Vector Control JointPowers Agency, and the California Special Districts Association are notrequired to submit a written request to attend the conferences of theseorganizations, nor obtain the approval of the District Manager, as theirattendance is required as a part of their respective position. Wheneverpossible, conference registration for these events should be submittedno less than 30 days prior to the close of registration.

iv. Conference Attendance Limitations. For attendance at the annualconference of the American Mosquito Control Association (AMCA),Trustee attendance is limited to Board Officers and three at-largeTrustees, selected in order of receipt of their written request to attend.

v. Reports of Meetings. Pursuant to Government Code section53232.3(d), each Trustee attending an event for which travel orincidental expenses are incurred shall provide a brief report on theevent to the Board of Trustees at the next regular meeting. The reportwill state the benefits to the District directly resulting from the Trustee’sattendance at the event.

b) Travel Authorization for Staff. The District Manager shall pre-approve alllocal and out-of-town travel for staff. Travel must be necessary to conduct Districtbusiness.

i. Approved Events. The District shall pay for expenses incurred byemployees authorized to attend approved events. Approved eventsshall be those conferences, training and non-conference meetingsincluded in the approved annual budget, and events not specificallyitemized in the annual budget provided that the event will directlybenefit the District and will not exceed the budgeted amount for travel.Staff attendance at conferences, training and non-conference meetingsheld outside the immediate Southern California area or lasting morethan one day, which were not included in the approved annual budgetand for which budgeted funds for travel are not available, shall requirethe additional approval of the Board of Trustees. Registration to attendapproved events shall be submitted no less than 30 days prior to theclose of registration.

The term Immediate Southern California Area shall mean the counties of Orange, Los Angeles, Riverside, San Diego, San Bernardino, Ventura, Santa Barbara and Imperial.


c) Reimbursable and Non-reimbursable Expenses

i. Reimbursable Expenses. To conserve District resources and keep expenses within community standards for public officials and staff, expenditures should adhere to the guidelines in this section.

ii. Non-Reimbursable Expenses. Examples of non-reimbursable expenses include, but are not limited to: the cost of alcoholic beverages and hotel mini-bars; the personal portion of any trip, such as laundry and personal telephone calls; political or charitable contributions or events; family expenses, including partner’s expenses when accompanying official on agency-related business; entertainment expenses, including theater, movies (either in-room or at the theater), massage, gambling, sporting events (including gym, and/or golf related expenses unless the latter is part of the conference program and is authorized in advance by the District Manager), or other cultural events; non-mileage personal automobile expenses, including repairs, traffic or parking citations, insurance or gasoline; and personal losses incurred while on District business.

iii. Exceptions. The Board of Trustees is cognizant that there will be exceptional circumstances that mandate higher costs, different travel requirements and/or different lodging conditions from those specified in this section. Travel expenses for Trustees that do not fall within the policies in this section shall be approved by the Board of Trustees in a public meeting before the expense is incurred. Travel expenses for employees that do not fall within the policies in this section may be allowed under limited circumstances, provided approval of the District Manager is obtained before the expense is incurred. If a Trustee or employee chooses to incur additional costs that do not conform to the policies in this section and those costs have not been approved by the Board of Trustees or District Manager, as appropriate, before the expense is incurred, then that individual may do so at his or her own expense.

d) Transportation

The most economical mode and class of transportation reasonably consistent with the purpose of travel and needs of the District as determined by the District Manager shall be utilized, using the most direct and time-efficient route. Government and group rates shall be used when available. Time efficiencies shall include considerations for productive work time.


Allowable Expenses Reimbursement Limitation and Conditions Applicable

District Vehicle When a District vehicle is used,

reimbursement shall be provided for the purchase of gasoline, oil, and emergency repairs when receipts are submitted with the expense report, and a District credit card is not assigned.

Travel to and from the destination by District vehicle in lieu of air must be approved in advance by the District Manager. In such circumstances, reimbursement shall be provided as noted in the preceding paragraph, and be no greater than the lowest economy class fare from local airports to the destination or nearest available airport thereto priced at least 14 days in advance of the travel date(s).

Private Auto The District Manager’s approval must be

obtained if a private auto is used for employee travel. Within the immediate Southern California Area, employees are encouraged to travel in District vehicles. Outside the immediate Southern California Area, if auto travel is authorized, employees are also encouraged to travel in District vehicles.

Trustees and employees must comply with

the additional requirements as specified in subsection j, below, to use their private auto for District business.

When a private auto is used, mileage will be

reimbursed at the Internal Revenue Service rate in effect at the time of travel. Travel to and from the destination by private auto in lieu of air must be approved in advance by the District Manager. In such circumstances, private auto mileage shall be reimbursed at the Internal Revenue Service rate in effect at the time of travel,


and be no greater than the lowest economy class fare from local airports to the destination or nearest available airport thereto priced at least 14 days in advance of the travel date(s). When traveling by air, mileage from home or departure point to the airport and return shall be reimbursed at the Internal Revenue Service rate currently in effect. If a car is not left at airport parking, and is returned home, then reimbursement will not exceed two one-way trips. Reimbursed mileage limit will be from the District to the airport, or residence to airport, whichever is less.

Airfare Air travel shall be authorized and

reimbursed at the lowest economy class fare. Airline tickets shall be purchased at least 14 days prior to departure, when possible.

Rail/Bus Actual rail and bus fares will be reimbursed,

provided they are equal to or less than the least expensive alternative method of transportation.

Taxis/Shuttles/Rideshares Taxi, shuttle and rideshare service (e.g., Uber, Lyft) fares may be reimbursed, including a 15% maximum gratuity per fare, when no other convenient, less costly transportation is available.

Car Rental It may be necessary to rent an automobile

at the destination point when commercial sources of transportation are impractical. Group or government rates shall be sought when available. For employee travel, District Manager approval to arrange for an auto rental should be obtained by staff prior to departure. If the need for a rental car is not determined until the individual arrives at his/her destination, then he/she should indicate the justification for such expense on his/her expense report. When reserving


a rental vehicle, the lowest economy rental rate shall be reserved using predetermined governmental rental rate codes when those codes indicate daily rental rates are lower than standard daily rates. Unless included in the daily rental rate, District employees and Trustees shall purchase Loss Damage Waiver (LDW) coverage (also known as Collision Damage Waiver [CDW] coverage) when renting vehicles for District business.

Parking and Tolls Actual parking and toll charges are reimbursable, except for the following restrictions. Airport parking expenses shall not exceed the number of days required for District business. Short-term airport parking must not be used for travel exceeding 24 hours. Airport valet parking is not reimbursable.

e) Lodging

Lodging expenses will be reimbursed or paid for when travel on official District business for events held outside Orange County reasonably requires an overnight stay. For events of one day or less, District Manager approval is required in advance for lodging reimbursement.

Hotel and motel charges shall be based on single occupancy rates. The District will only reimburse Trustees and employees for lodging expenses incurred for the single occupancy rate, or double occupancy rate if two Trustees/employees share a room.

Allowable Expenses Reimbursement Limitation and Conditions Applicable

Conferences/Meetings If lodging is connected with a conference or

meeting, lodging expenses must not exceed the maximum group rate published by the conference or meeting sponsor, if such rate is available at the time of booking. If it is not available, travelers must request the government rate or the lowest available rate if it is less than the government rate. If government rates are not available, lodging rates that do not exceed the Federal per diem rates for a given area (see


https://www.gsa.gov/portal/content/104877) are presumed reasonable and hence reimbursable.

Other Lodging Travelers must request the government rate or the lowest available rate if it is less than the government rate. If government rates are not available, lodging rates that do not exceed the Federal per diem rates for a given area (see https://www.gsa.gov/portal/content/104877) are presumed reasonable and hence reimbursable. See subsection c) above for non-reimbursable lodging-related expenses. Receipts must be submitted for reimbursement.

f) Registration Fees and Tuition

Registration fees charged for any authorized conference, training or non-conference meeting are reimbursable and should be paid in advance.

g) Meals

Meals will be reimbursed at actual cost, including tax and fifteen percent (15%) tip. Reimbursement for a meal will not be allowed when conference/meeting registration fees include the cost of that meal. Breakfast reimbursement will not be allowed when lodging includes a complimentary breakfast. Lunch costs incurred by Trustees and employees at off-site events lasting more than a half-day are reimbursable, provided the cost of the meal is not included in the registration fee. If attending a single-day event where lunch is not provided and lunch is the only meal subject to reimbursement, the daily limit is the lunch limit. The above amounts will be automatically adjusted annually to equal the maximum meal expense per diem rate in California as issued by the U.S. General Services Administration (see https://www.gsa.gov/portal/content/100120 and https://www.gsa.gov/portal/content/101518).


https://www.gsa.gov/portal/

https://www.gsa.gov/portal/

https://www.gsa.gov/portal/content/100120


Itemized receipts are required for meal expense reimbursements in all instances when they are available. The District Manager may approve cash advances for meals during employee travel outside the immediate Southern California area or for travel lasting for more than one day.

h) Incidentals

Incidental expenses include all other allowable business-related expenses incurred while traveling (e.g., water/snacks, baggage handling, etc.), except that communication expenses are not included in incidental expenses. Maximum reimbursable incidental expenses are based on Federal guidelines. Incidental expenses will be reimbursed at actual cost, subject to a maximum daily total of $5.00 per day (as of 1/1/17). This maximum amount will be automatically adjusted annually to equal the maximum incidental expense per diem rate in California as issued by the U.S. General Services Administration (see https://www.gsa.gov/portal/content/101518). Receipts should be obtained, whenever possible.

i) Communication Expenses

If required to conduct District business, Trustees and employees may be reimbursed for actual internet connection, telephone and fax expenses incurred while on District business. Telephone/fax bills should identify which calls were made on District business. If required to conduct District business, Trustees and employees may be reimbursed for internet access connection and/or usage fees not to exceed $15.00 per 24 hour day for basic wi-fi service or the actual cost provided by the provider.

j) Private Auto Use – Additional Requirements.

i. Insurance. Employee(s) in the course and scope of his/her employment, or Trustee(s) in the course and scope of his/her duties as a Trustee for the District, who use a vehicle not otherwise owned, rented, or leased by the Orange County Mosquito and Vector Control District: (1) shall, at their own expense, first obtain and keep in effect auto liability and property damage insurance with a carrier acceptable to the District providing minimum coverage of $100,000/$300,000 bodily injury and $50,000 property damage; and (2) shall have on file, or submitted at least five days prior to such use of said vehicle, proof of insurance attesting to the terms of coverage mentioned above and obtain approval on a permission form.



ii. Indemnification. Further, the Orange County Mosquito and Vector Control District hereby resolves and establishes that the District shall not be responsible for the replacement or repair of said vehicle if said vehicle is damaged or destroyed during the course of such use. Trustees and employees shall be required to sign a release of the District's liability and will be required to agree to indemnify, defend, and hold the District harmless from any claim, loss, or litigation arising out of such vehicle use.

k) Emergency or Unanticipated Travel. Attendance by Trustees and employees at conferences or workshops held outside the immediate Southern California area or lasting more than one day for which insufficient time is available to obtain Board approval, may be authorized by the District Manager.

l) Forms. All expense reimbursements shall be processed on District forms. Receipts should be obtained whenever available, and attached. Expense reports and all accompanying receipts shall be submitted within 30 days after incurring the expense.

m) Travel and Business Expense Audits. It is the policy of the District that the Director of Administrative Services shall be charged with the responsibility to develop and carry out an internal audit program of incoming expense reports, which assures that expenses claimed by Trustees and District employees are reimbursed in accordance with District policies and procedures pertaining to such expenses.”

2. That Section 3.02.200 of the District’s Operations Code is repealed in its entirety.

3. Should any part, clause or section of this Ordinance be declared by

any Court of competent jurisdiction to be invalid, the remaining provisions of this Ordinance shall nevertheless be and remain in full force and effect and the Board of Trustees of the Orange County Mosquito and Vector Control District, hereby declares that each and every section, clause, provision or part of this Ordinance would have been adopted and made a part of this Ordinance without the adoption of any portion thereof and that the invalidity of any part or provision hereof shall not in any way affect the validity or enforcement of the remaining provisions of this Ordinance that may stand on their own.

4. The District Clerk shall cause this ordinance or a summary thereof to

be published in a newspaper of general circulation printed and published in the District according to law and it shall go into effect 30 days thereafter.


PASSED, APPROVED, and ADOPTED by the Board of Trustees of the Orange County Mosquito and Vector Control District at its regular meeting thereof held on the 20th day of July 2017, at 13001 Garden Grove Blvd., Garden Grove, California, 92843. Barbara D. Kogerman, President I hereby certify that the foregoing Resolution was duly adopted by the Board of Trustees of the Orange County Mosquito and Vector Control District at a regularly scheduled meeting, held on July 20, 2017:

APPROVED AS TO FORM: ________ Cheryl Brothers, Secretary Alan R. Burns, District Counsel




AGENDA REPORT

July 20, 2017

AGENDA ITEM # F.3 Prepared By: Tawnia Pett, Executive Assistant/ Clerk of the Board Submitted By: Rick Howard, District Manager Agenda Title: Elect a Representative to the CSDA Board of Directors in Our CSDA Network for Seat C Recommended Action: Select a Candidate to Represent Our CSDA Network for Seat C. Executive Summary: On June 5, 2017, the District received ballot information for electing a representative for Seat C in our CSDA network (Exhibit A). There are five candidates are vying for the position: Arlene Schafer of Costa Mesa Sanitary District (Exhibit B); Kristin Bloomer of Desert Water Agency (Exhibit C); John DeMonaco of Chino Valley Independent Fire District (Exhibit D); Richard Hall of Mojave Water Agency (Exhibit E); and Michael Mack of Rainbow Municipal Water District (Exhibit F). Each District is allowed to vote for one candidate to represent the network. Ballots are due to CSDA by 5pm, August 4, 2017. (Arlene Schafer is the incumbent in the position). Discussion: Staff recommends that the Board of Trustees select one candidate to represent our network for Seat C. Fiscal Impact:


Category: Pers. Optg. Cap. -or- CIP# Fund# Previous Relevant Board Actions for This Item: Exhibits: Exhibit A: Mail Ballot Information Exhibit B: Arlene Schafer Candidate Information Sheet Exhibit C: Kristin Bloom Candidate Information Sheet Exhibit D: John DeMonaco Candidate Information Sheet Exhibit E: Richard Hall Candidate Information Sheet Exhibit F: Michael Mack Candidate Information Sheet

Agenda for the 848th Meeting, July 20, 2017 Exhibit D (Agenda Item F.3) Page 1 of 2 pages

Agenda for the 848th Meeting, July 20, 2017 Exhibit D (Agenda Item F.3) Page 2 of 2 pages

Agenda for the 848th Meeting, July 20, 2017 Exhibit E (Agenda Item F.3) Page 1 of 2 pages

Agenda for the 848th Meeting, July 20, 2017 Exhibit E (Agenda Item F.3) Page 2 of 2 pages

Agenda for the 848th Meeting, July 20, 2017 Exhibit F (Agenda Item F.3) Page 1 of 2 pages

Agenda for the 848th Meeting, July 20, 2017 Exhibit F (Agenda Item F.3) Page 2 of 2 pages



AGENDA REPORT

July 20, 2017

AGENDA ITEM # F.4 Prepared By: Alan Burns, Legal Counsel Submitted By: Alan Burns, Legal Counsel Agenda Title: First Amended Employment Agreement between the Orange County Mosquito and Vector Control District and its District Manager. Recommended Action: That the Board approve the First Amended Employment Agreement between the Orange County Mosquito and Vector Control District and its District Manager Richard Howard; and authorize Board President Kogerman to execute the amended contract. Executive Summary: In February 2016, Richard Howard was hired as the District Manager at the Orange County Mosquito and Vector Control District. Mr. Howard’s contract calls for an annual performance review of his duties and responsibilities in his role as the District’s chief executive. The District’s Executive Committee has conducted meetings between themselves and Mr. Howard and recommend that his contract be amended and extended for one year, extending by one year the existing four-year contract initially executed in February 2016. The Executive Committee has completed its performance review of Mr. Howard’s performance and provided its recommendation to the Board. The Board met in Closed Session and provided President Kogerman with authority to negotiate with Mr. Howard regarding a compensation increase. The President and Mr. Howard reached agreement. The President directed the District’s legal counsel to prepare contract amendment for consideration and discussion in open session. An oral report of the terms of the contract amendment will precede the approval of the contract amendment. The attached First Amended Employment Agreement is attached and all changes are in strikeout/underline format. There are three substantive recommended changes to the employment agreement. They are as follows:

1. That the District Managers annual salary be adjusted by 6.7% from $150,000 to $160,000. This salary range is consistent and on-par with other Mosquito and Vector District Managers within the region and recognizes Mr. Howard’s accomplishments over the past year.

2. That the District Manager’s auto allowance be increased from $400 to $500 monthly. 3. That the District contribute $300 per pay period (matching) into the District Manager’s Deferred

Compensation plan account (the current contribution is $140/pay period).

Fiscal Impact:

Amount Requested $160,000/ann. Sufficient Budgeted Funds Available: Yes

Category: Pers. X Optg. Cap. -or- CIP# Fund# Previous Relevant Board Actions for This Item: Approval of District Manager Contract – February 18, 2016 Exhibits: Exhibit A: District Manager First Amended Employment Agreement Redline Version Exhibit B: District Manager First Amended Employment Agreement Clean Version

1

FIRST AMENDEDMENT EMPLOYMENT AGREEMENT

DISTRICT MANAGER RICHARD HOWARD

On this day of , 20167, the Orange County Mosquito and Vector Control District, a vector control district established pursuant to California Health and Safety Code Section 2000 et seq., referred to as "District", and Richard Howard, referred to as "Manager", mutually agree as follows:

RECITALS

WHEREAS, Richard Howard washas been selected as the District Manager pursuant to an open recruitment; and

WHEREAS, the parties do hereby desire to establish the terms and conditions of District Manager’s employment in an Employment Agreement;

NOW, THEREFORE, the parties agree as follows:

AGREEMENT

SECTION 1. DUTIES

A. District has employed Richard Howard as the Manager of the District to performthe functions and duties of Manager as specified by law and as the Board of Trustees may determine, and to perform such other legally permissible and proper duties and functions as the Board of Trustees may from time to time assign.

B. Manager understands that he is to provide all services required by this Agreementand, as the District's chief executive employee, is not entitled to overtime under the Fair Labor Standards Act.

SECTION 2. TERM AND NATURE OF EMPLOYMENT

A. Manager’s employment will commenced on February 29, 2016, and the term of thisAgreement shall end on February 28, 20202021. The parties may choose to extend this Agreement at any time during the course of the term of this Agreement. At least one year before that date (on or before February 28, 20192020) the Board shall review this Agreement and Manager’s performance and determine if an extension shall be provided.

B. Manager shall serve at the pleasure of, and at the will of, the Board of Trustees.Manager shall have no property right to the job of Manager and shall be entitled to no due process or hearing rights before termination. Notwithstanding said relationship, Manager shall


2

have the rights set forth in this Agreement in the event of termination of employment.

C. Manager agrees to remain in the exclusive, full-time employ of District during the term of this agreement, and neither to accept other employment nor to become employed by any other employer until termination of employment hereunder. The term of employment hereunder shall not be construed to prevent Manager from occasional teaching, writing or consulting performed on Manager's time off, and not inconsistent with his duties as Manager hereunder. Manager shall keep the District's Policy and Personnel Committee informed of any other employment which may conflict with Manager's duties hereunder. D. It is acknowledged that in order to accept the position of District Manager, that Manager shall be required to relocate said residence from northern California to southern California. The District agrees to provide $5,000 in moving expenses to effectuate relocation. SECTION 3. TERMINATION AND SEVERANCE PAY A. In the event the Board of Trustees determines to terminate Manager, it agrees to give him one hundred eighty (180) days’ notice of its intention to do so. The Board of Trustees shall then have the option of allowing Manager to work for said one hundred eighty (180) days, or may advise Manager that he is relieved of all duties. B. In the event that the Board of Trustees determines to discontinue employment of Manager and to relieve him of all duties, and during such time that Manager is willing and able to perform his duties under this Agreement, District agrees to pay Manager, in addition to any other amounts that may be due Manager at the time of separation of employment, payment equal to six (6) months aggregate salary and benefits which District may elect to pay in a lump sum or monthly for a period of six (6) months, subject to the following conditions. C. Such severance pay will only be used to compensate Manager for such time that he is not gainfully employed as Manager or in a comparable position with another employer. No severance pay will be provided if Manager's employment is discontinued because of his conviction of a felony or of any illegal act involving personal gain to him, just cause, insubordination or malfeasance. In accordance with AB 1344 (Gov. Code Sec 53243 et seq.) if Manager is convicted of a crime involving abuse of office or position, he shall reimburse the District for salary and costs of defense paid in accordance with that law. D. In the event Manager elects to voluntarily resign his position with District, then Manager shall first give District at least thirty (30) days’ notice in advance, unless the parties otherwise agree. Upon such termination, Manager shall be entitled to accrued benefits otherwise payable to him under the terms of his employment hereunder but no severance pay.

E. Manager agrees to provide the Board of Trustees with one hundred and eighty (180) days’ notice of his intention to retire. SECTION 4. SALARY


3

A. Manager shall receive an annual salary of $1560,000.00 ($12,50013,333.33/month), effective March 1, 2017.

B. In addition, the District agrees that the Board of Trustees, shall annually evaluate Manager's performance and may consider adjustments to said base salary and/or other benefits of Manager in such amounts and to such extent as the Board of Trustees may determine is desirable and appropriate.

SECTION 5. PERFORMANCE EVALUATION A. The District shall endeavor to review and evaluate the performance of Manager in advance of the adoption of the annual operating budget, and at least annually thereafter in advance of said adoption, and at such other time or times as the parties deem appropriate. Said review and evaluation may be in accordance with specific criteria developed by the Board of Trustees in consultation with Manager. Said criteria may be added to or deleted from as the Board of Trustees may from time to time determine, in consultation with Manager. Further, the results of said evaluation shall be memorialized in writing and provided to Manager and all members of the Board of Trustees. B. Annually, the Board of Trustees, in consultation with Manager, shall define such goals and performance objectives which they determine necessary for the proper operation of the District in the attainment of the Board's policy objectives and shall further establish a relative priority among those various goals and objectives to be reduced to writing. They shall generally be attainable within the time limitations as specified in the annual operating budget and appropriations provided. C. In effecting the provisions of this section, the Board of Trustees and Manager mutually agree to abide by the provisions of applicable law. SECTION 6. HOURS OF WORK, VACATION AND SICK LEAVE It is recognized that Manager must devote substantial time in addition to the normal office hours to the business of the District. In recognition of this fact, District does hereby grant Manager the following vacation and sick leave:

A. On January 1, 2017, and thereafter, each year that Manager remains to be fully

employed for District, District shall deposit 120 hours vacation into Manager’s vacation “bank”. For 2016, the District shall deposit 100 hours of vacation (10/12th of annual rate) into Manager’s vacation “bank”, to become effective with start of Managers employment.

B. On January 1, 2017, and thereafter, each year that Manager remains to be fully employed byfor District, District shall deposit 80 hours Administrative Leave into Manager’s Administrative Leave “bank”. For 2016, the District shall deposit 67 hours of Administrative Leave (10/12th of annual rate) into Manager’s Administrative Leave “bank”, to become effective with start of Manager’s employment. Administrative Leave may not be carried forward into subsequent


4

calendar years.

C. Manager shall be allowed to have 240 hours of vacation on the books, and may cash out accrued vacation in one increment per year of up to 80 hours per fiscal year.

D. Sick leave shall be accrued in accordance with Resolution No 415, Art 5, sec 1, at 96 hours per year. SECTION 7. HEALTH INSURANCE A. From the effective date of this agreement, the District agrees to obtain or place in effect and make any required premium payments for health insurance benefits for Manager, including standard coverage for accidents, sickness, other medical and dependent group insurance coverage, including hospitalization, surgical and comprehensive medical insurance. The coverage provided under this paragraph by the District shall be deemed satisfied if the District provides group medical insurance coverage equal to or as a part of the health insurance coverage provided to other District employees of the District pursuant to policies or other enactments as may be established by the Board of Trustees from time to time. This benefit is outlined in the Personnel and Salary Resolution No. 415, or successor resolution. B. Manager shall receive the same benefit as Administrative Management and Confidential Employees. Manager shall be entitled to disability insurance up to 60% of his salary, not to exceed $6,000 per month in accordance with the District’s current policy. SECTION 8. RETIREMENT

(a) It is agreed that Manager will be required to participate in the California Public Employee Retirement System (CalPERS), or any successor retirement system in place during Manager’s employment and that the Manager’s retirement formula shall be 2%@55 effective with Manager’s hire date subject to approval by CalPERS. any retirement program as outlined in Personnel and Salary Resolution No. 415, Article XIX. The Manager shall pay the full or the employee portion of the contribution (7%), the District will pay the full employer portion. The District will contribute $140 per pay period on a matching basis to Manager’s deferred compensation plan.

(b) The District will contribute up to $3500 per pay period (on a matching basis)monthly into the Manager’s Deferred Compensation plan.

SECTION 9. SUBSCRIPTIONS AND PROFESSIONAL FEES AND DEVELOPMENT It is anticipated that Manager will participate in such associations and organizations as may be necessary and desirable for his continued professional participation, growth and advancement, and for the good of the District. In that connection, the District shall pay for or reimburse Manager for all approved expenses and fees incurred in that participation. Manager shall also be entitled to payment or reimbursement for travel, meetings and subsistence expenses as are reasonably necessary to continue the professional development of Manager and to adequately pursue

Formatted: Numbered + Level: 1 + Numbering Style:a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.5" + Indent at: 0.75"


5

necessary official and other functions for the District, including but not limited to American Mosquito Control Association, Mosquito and Vector Control Association of California, Society for Vector Ecology, and Entomological Society of America and other management, national, regional, state and local governmental groups and committees thereof which Manager serves as a member, with concurrence of the Board of Trustees. District also agrees to pay for necessary and related expenses of Manager for short courses, institutes and seminars necessary for his professional development and the good of the District, with the concurrence of the Board of Trustees. The Board of Trustees will consider during preparation and adoption of its budget those expenses reasonably necessary, and as may be reasonably available for the purposes of this section. All such expenses shall be in compliance with AB 1234. In addition, the Manager shall be entitled to the Reimbursement Plans outlined in the Personnel and Salary Resolution No. 415, Article IX, or successor resolution. SECTION 10. VEHICLE Manager shall have the option of accepting $500 $400 per month as an automobile allowance or the use of a District vehicle, subject to the following conditions: A. District shall pay Manager a monthly automobile allowance of Five Hundred Dollars ($500) per month in lieu of providing Manager with a vehicle. Said automobile allowance shall be subject to IRS and State tax and withholding laws. Manager shall demonstrate that he possess adequate insurance on any vehicle in an amount not less than $100,000/$300,000 for bodily injury and $50,000 for property damage. Manager shall at all times keep on file with the District evidence of current coverage in said amounts. Manager further releases the District from any liability caused to Manager's vehicle while Manager is operating said vehicle. Manager agrees to indemnify, defend and hold the District harmless from any claim, loss or litigation arising out of such vehicle use. Said monthly allowance shall be in lieu of all other compensation for automobile travel for Manager except that Manager shall also be entitled to out of County mileage while driving his vehicle on District business. B. In lieu of being provided with an automobile allowance, District may provide Manager with a District vehicle. District shall be responsible for all gas and maintenance of the vehicle. District Manager shall be allowed to use said vehicle for commuting purposes and for incidental personal travel in Los Angeles, Orange, San Diego, Ventura, Santa Barbara, San Bernardino, and Riverside Counties. SECTION 11. CELL PHONE Manager shall be provided a cell phone by the District or he may choose to be reimbursed $125.00/month for cell phone usage. SECTION 1121. OTHER TERMS AND CONDITIONS OF EMPLOYMENT A. The Board of Trustees in consultation with Manager, shall fix any such other terms and conditions of employment as it may determine from time to time, relating to performance of Manager, provided such terms and conditions are not inconsistent with or in conflict with the


6

provisions of this agreement, District ordinances, or any other law. B. All provisions of the District's other ordinances and regulations and rules of the District relating to other fringe benefits and working conditions as they may now exist or hereafter may be amended, shall also apply to Manager as they would to other employees of the District to the extent such benefits and conditions are not already provided for in this agreement. SECTION 132. NO REDUCTION OF BENEFITS District shall not during the term of this agreement reduce the salary, compensation or other financial benefits of Manager, except to the extent of such reduction across the board for all employees of the District.except to the extent of such reduction across-the-board for all employees of District, unless otherwise permitted by the terms hereof. SECTION 143. NOTICES Notices required by this agreement shall be in writing and given in person or by first class mail with postage prepaid to the most current address furnished by the recipient of the notice to the other party. Notice shall be deemed given as of the date of personal delivery or two days after the date of deposit of such written notice in the United States mail, properly addressed and with postage prepaid. SECTION 154. ASSIGNMENT This agreement is not assignable by either the District or Manager, and services of Manager may not be delegated hereunder. SECTION 165. GENERAL PROVISIONS A. The text herein shall constitute the entire agreement between the parties. B. This agreement shall be binding upon the parties, and their heirs, executors and successors in interest. C. This agreement shall become effective March 1, 2017, upon execution of the parties hereto. IN WITNESS WHEREOF, the District has caused this Agreement to be signed and executed on its behalf by its President and Secretary and Manager has signed and executed this Agreement on the day and year first above written. ORANGE COUNTY MOSQUITO AND VECTOR CONTROL DISTRICT APPROVED AS TO FORM Harper & Burns LLP By: ____________________________________ President


7

___________________________ By: ____________________________________ ALAN R. BURNS Secretary District Counsel DISTRICT MANAGER By: _____________________________________ Richard J. Howard


1

FIRST AMENDED EMPLOYMENT AGREEMENT

DISTRICT MANAGER RICHARD HOWARD

On this day of , 2017, the Orange County Mosquito and Vector Control District, a vector control district established pursuant to California Health and Safety Code Section 2000 et seq., referred to as "District", and Richard Howard, referred to as "Manager", mutually agree as follows: RECITALS WHEREAS, Richard Howard was selected as the District Manager pursuant to an open recruitment; and

WHEREAS, the parties do hereby desire to establish the terms and conditions of District Manager’s employment in an Employment Agreement;

NOW, THEREFORE, the parties agree as follows:

AGREEMENT

SECTION 1. DUTIES A. District has employed Richard Howard as the Manager of the District to perform the functions and duties of Manager as specified by law and as the Board of Trustees may determine, and to perform such other legally permissible and proper duties and functions as the Board of Trustees may from time to time assign. B. Manager understands that he is to provide all services required by this Agreement and, as the District's chief executive employee, is not entitled to overtime under the Fair Labor Standards Act. SECTION 2. TERM AND NATURE OF EMPLOYMENT A. Manager’s employment commenced on February 29, 2016, and the term of this Agreement shall end on February 28, 2021. The parties may choose to extend this Agreement at any time during the course of the term of this Agreement. At least one year before that date (on or before February 28, 2020) the Board shall review this Agreement and Manager’s performance and determine if an extension shall be provided.

B. Manager shall serve at the pleasure of, and at the will of, the Board of Trustees. Manager shall have no property right to the job of Manager and shall be entitled to no due process or hearing rights before termination. Notwithstanding said relationship, Manager shall have the rights set forth in this Agreement in the event of termination of employment.

C. Manager agrees to remain in the exclusive, full-time employ of District during the term of this agreement, and neither to accept other employment nor to become employed by any


2

other employer until termination of employment hereunder. The term of employment hereunder shall not be construed to prevent Manager from occasional teaching, writing or consulting performed on Manager's time off, and not inconsistent with his duties as Manager hereunder. Manager shall keep the District's Policy and Personnel Committee informed of any other employment which may conflict with Manager's duties hereunder. SECTION 3. TERMINATION AND SEVERANCE PAY A. In the event the Board of Trustees determines to terminate Manager, it agrees to give him one hundred eighty (180) days’ notice of its intention to do so. The Board of Trustees shall then have the option of allowing Manager to work for said one hundred eighty (180) days, or may advise Manager that he is relieved of all duties. B. In the event that the Board of Trustees determines to discontinue employment of Manager and to relieve him of all duties, and during such time that Manager is willing and able to perform his duties under this Agreement, District agrees to pay Manager, in addition to any other amounts that may be due Manager at the time of separation of employment, payment equal to six (6) months aggregate salary and benefits which District may elect to pay in a lump sum or monthly for a period of six (6) months, subject to the following conditions. C. Such severance pay will only be used to compensate Manager for such time that he is not gainfully employed as Manager or in a comparable position with another employer. No severance pay will be provided if Manager's employment is discontinued because of his conviction of a felony or of any illegal act involving personal gain to him, just cause, insubordination or malfeasance. In accordance with AB 1344 (Gov. Code Sec 53243 et seq.) if Manager is convicted of a crime involving abuse of office or position, he shall reimburse the District for salary and costs of defense paid in accordance with that law. D. In the event Manager elects to voluntarily resign his position with District, then Manager shall first give District at least thirty (30) days’ notice in advance, unless the parties otherwise agree. Upon such termination, Manager shall be entitled to accrued benefits otherwise payable to him under the terms of his employment hereunder but no severance pay.

E. Manager agrees to provide the Board of Trustees with one hundred and eighty (180) days’ notice of his intention to retire. SECTION 4. SALARY A. Manager shall receive an annual salary of $160,000.00 (13,333.33/month), effective March 1, 2017.

B. In addition, the District agrees that the Board of Trustees, shall annually evaluate Manager's performance and may consider adjustments to said base salary and/or other benefits of Manager in such amounts and to such extent as the Board of Trustees may determine is desirable and appropriate.


3

SECTION 5. PERFORMANCE EVALUATION A. The District shall endeavor to review and evaluate the performance of Manager in advance of the adoption of the annual operating budget, and at least annually thereafter in advance of said adoption, and at such other time or times as the parties deem appropriate. Said review and evaluation may be in accordance with specific criteria developed by the Board of Trustees in consultation with Manager. Said criteria may be added to or deleted from as the Board of Trustees may from time to time determine, in consultation with Manager. Further, the results of said evaluation shall be memorialized in writing and provided to Manager and all members of the Board of Trustees. B. Annually, the Board of Trustees, in consultation with Manager, shall define such goals and performance objectives which they determine necessary for the proper operation of the District in the attainment of the Board's policy objectives and shall further establish a relative priority among those various goals and objectives to be reduced to writing. They shall generally be attainable within the time limitations as specified in the annual operating budget and appropriations provided. C. In effecting the provisions of this section, the Board of Trustees and Manager mutually agree to abide by the provisions of applicable law. SECTION 6. HOURS OF WORK, VACATION AND SICK LEAVE It is recognized that Manager must devote substantial time in addition to the normal office hours to the business of the District. In recognition of this fact, District does hereby grant Manager the following vacation and sick leave:

A. On January 1, 2017, and thereafter, each year that Manager remains be fully

employed for District, District shall deposit 120 hours vacation into Manager’s vacation “bank”.

B. On January 1, 2017, and thereafter, each year that Manager remains to be fully employed by District, District shall deposit 80 hours Administrative Leave into Manager’s Administrative Leave “bank”. Administrative Leave may not be carried forward into subsequent calendar years.

C. Manager shall be allowed to have 240 hours of vacation on the books, and may

cash out accrued vacation in one increment per year of up to 80 hours per fiscal year.

D. Sick leave shall be accrued in accordance with Resolution No 415, Art 5, sec 1,

at 96 hours per year. SECTION 7. HEALTH INSURANCE A. From the effective date of this agreement, the District agrees to obtain or place in effect and make any required premium payments for health insurance benefits for Manager, including standard coverage for accidents, sickness, other medical and dependent group insurance coverage, including hospitalization, surgical and comprehensive medical insurance. The coverage provided under this paragraph by the District shall be deemed satisfied if the District provides group medical insurance coverage equal to or as a part of the health insurance coverage


4

provided to other District employees of the District pursuant to policies or other enactments as may be established by the Board of Trustees from time to time. This benefit is outlined in the Personnel and Salary Resolution No. 415, or successor resolution. B. Manager shall receive the same benefit as Administrative Management and Confidential Employees. Manager shall be entitled to disability insurance up to 60% of his salary, not to exceed $6,000 per month in accordance with the District’s current policy. SECTION 8. RETIREMENT A. It is agreed that Manager will be required to participate in any retirement program as outlined in Personnel and Salary Resolution No. 415, Article XIX. The Manager shall pay the full or the employee portion of the contribution (7%), the District will pay the full employer portion. B. The District will contribute up to $300 per pay period (on a matching basis) into the Manager’s Deferred Compensation plan. SECTION 9. SUBSCRIPTIONS AND PROFESSIONAL FEES AND DEVELOPMENT It is anticipated that Manager will participate in such associations and organizations as may be necessary and desirable for his continued professional participation, growth and advancement, and for the good of the District. In that connection, the District shall pay for or reimburse Manager for all approved expenses and fees incurred in that participation. Manager shall also be entitled to payment or reimbursement for travel, meetings and subsistence expenses as are reasonably necessary to continue the professional development of Manager and to adequately pursue necessary official and other functions for the District, including but not limited to American Mosquito Control Association, Mosquito and Vector Control Association of California, Society for Vector Ecology, and Entomological Society of America and other management, national, regional, state and local governmental groups and committees thereof which Manager serves as a member, with concurrence of the Board of Trustees. District also agrees to pay for necessary and related expenses of Manager for short courses, institutes and seminars necessary for his professional development and the good of the District, with the concurrence of the Board of Trustees. The Board of Trustees will consider during preparation and adoption of its budget those expenses reasonably necessary, and as may be reasonably available for the purposes of this section. All such expenses shall be in compliance with AB 1234. In addition, the Manager shall be entitled to the Reimbursement Plans outlined in the Personnel and Salary Resolution No. 415, Article IX, or successor resolution. SECTION 10. VEHICLE Manager shall have the option of accepting $500 per month as an automobile allowance or the use of a District vehicle, subject to the following conditions: A. District shall pay Manager a monthly automobile allowance of Five Hundred Dollars ($500) per month in lieu of providing Manager with a vehicle. Said automobile allowance shall be subject to IRS and State tax and withholding laws. Manager shall demonstrate that he possess adequate insurance on any vehicle in an amount not less than $100,000/$300,000 for bodily injury and $50,000 for property damage. Manager shall at all times keep on file with the District evidence of current coverage in said amounts. Manager further releases the District from any liability caused to Manager's vehicle while Manager is operating said vehicle. Manager agrees to indemnify, defend and hold the District harmless from any claim, loss or litigation arising


5

out of such vehicle use. Said monthly allowance shall be in lieu of all other compensation for automobile travel for Manager except that Manager shall also be entitled to out of County mileage while driving his vehicle on District business. B. In lieu of being provided with an automobile allowance, District may provide Manager with a District vehicle. District shall be responsible for all gas and maintenance of the vehicle. District Manager shall be allowed to use said vehicle for commuting purposes and for incidental personal travel in Los Angeles, Orange, San Diego, Ventura, Santa Barbara, San Bernardino, and Riverside Counties. SECTION 11. OTHER TERMS AND CONDITIONS OF EMPLOYMENT A. The Board of Trustees in consultation with Manager, shall fix any such other terms and conditions of employment as it may determine from time to time, relating to performance of Manager, provided such terms and conditions are not inconsistent with or in conflict with the provisions of this agreement, District ordinances, or any other law. B. All provisions of the District's other ordinances and regulations and rules of the District relating to other fringe benefits and working conditions as they may now exist or hereafter may be amended, shall also apply to Manager as they would to other employees of the District to the extent such benefits and conditions are not already provided for in this agreement. SECTION 12. NO REDUCTION OF BENEFITS District shall not during the term of this agreement reduce the salary, compensation or other financial benefits of Manager. SECTION 13. NOTICES Notices required by this agreement shall be in writing and given in person or by first class mail with postage prepaid to the most current address furnished by the recipient of the notice to the other party. Notice shall be deemed given as of the date of personal delivery or two days after the date of deposit of such written notice in the United States mail, properly addressed and with postage prepaid. SECTION 14. ASSIGNMENT This agreement is not assignable by either the District or Manager, and services of Manager may not be delegated hereunder. SECTION 15. GENERAL PROVISIONS A. The text herein shall constitute the entire agreement between the parties. B. This agreement shall be binding upon the parties, and their heirs, executors and successors in interest. C. This agreement shall become effective March 1, 2017, upon execution of the parties hereto.


6

IN WITNESS WHEREOF, the District has caused this Agreement to be signed and executed on its behalf by its President and Secretary and Manager has signed and executed this Agreement on the day and year first above written.

ORANGE COUNTY MOSQUITO AND VECTOR CONTROL DISTRICT

APPROVED AS TO FORM Harper & Burns LLP By: ____________________________________

Barbara D. Kogerman, President

___________________________ By: ____________________________________ ALAN R. BURNS Cheryl Brothers, Secretary District Counsel

DISTRICT MANAGER

By: _____________________________________ Richard J. Howard


G. INFORMATIONAL ITEMS

1. STAFF PRESENTATION: SENIOR STAFF WILL GIVE AN UPDATE OF VECTOR ACTIVITYIN ORANGE COUNTY

2. SELECT BOARD OF TRUSTEE CANDIDATE FOR MVCAC COUNCIL FROM ORANGECOUNTY MOSQUITO AND VECTOR CONTROL DISTRICT (EXHIBIT A, B)

3. REPORT OF DISTRICT ACTIVITIES


AGENDA REPORT

July 20, 2017

AGENDA ITEM # G.2

Prepared By: Tawnia Pett, Executive Assistant/ Clerk of the Board Submitted By: Rick Howard, District Manager

Agenda Title:

Select Board of Trustee candidate for MVCAC Trustee Council from Orange County Mosquito and Vector Control District.

Recommended Action:

Receive and file.

Executive Summary:

At the June 15, 2017 Board of Trustees Meeting, two Trustees expressed interest in serving on the MVCVC Trustee Council. At that time, President Kogerman asked that the item be placed on the July agenda. Subsequently, one potential candidate removed herself from consideration. President Kogerman selected Trustee and Board Secretary Brothers as the OCMVCD Candidate.

Fiscal Impact: Amount Requested $ N/A Sufficient Budgeted Funds Available: Category: Pers. Optg. Cap. -or- CIP# Fund#

Previous Relevant Board Actions for This Item:

Exhibits:

Exhibit A: Trustee Brothers Candidate Information Sheet Exhibit B: Letter from President Kogerman recommending Trustee Brothers to the MVCAC Trustee Council

on behalf of the OCMVCD Board of Trustees This will be a Late Communication Item

Agenda for the 848th Meeting, July 20, 2017 Exhibit A (Agenda Item G.2) Page 1 of 1 pages

Report of District Activities, July 20, 2017 Attachment No. 1

Vector of the Month, Tropical Rat Mite

Mites are very small arthropods that usually need to be viewed under a microscope. Some mites serve as parasites to vertebrates, but most feed on plants, or feed/attack other arthropods. Without their normal hosts, the tropical rate mite, the northern fowl mite, and tropical fowl mite, will feed on humans. The tropical rat mite (Ornithonyssus bacoti) is a parasite of roof rats (Rattus rattus) and Norway rats (Rattus norvegicus), which are commensal rodent species found in association with humans and living accommodations worldwide. Many collection records are known of O. bacoti from a wide variety of mammals including numerous ones from wild rodents and also a few from squirrels species, rabbits, skunks, and foxes. When these primary hosts are absent, O. bacoti will migrate into living areas or structures to feed on human or animal hosts. They can crawl long distances to secure a blood meal. Mites locate potential hosts by seeking out carbon dioxide (result of respiration) and heat, therefore making them drawn to areas with greatest human activity, such as kitchens, work areas, family rooms, and bedrooms. They are also attracted to frequently used furniture (sofas, beds, etc.) and will bite occupants as they sleep.

One must get rid of rat infestations in order to rid of the tropical rate mites. Rats should be controlled with snap traps and glue boards if indoors. Be aware that killing rats may increase mite activity, since they will search for other hosts. Look for areas of rodent activity and remove any stored food caches, fecal pellets, and nesting material (which can be found behind large objects, inside old furniture, storage boxes lined with any soft material like shredded paper, rags, insulation, old clothing, or furniture stuffing). Wear plastic gloves and a dust mask to prevent inhaling dust contaminated with feces or urine. Before disposing of the material in a plastic bag, spray the area lightly with a disinfectant (Lysol) and gather up the materials with disposable paper towels. Seal the bag tightly and throw it away in the trash. Mites in carpet and furniture can be vacuumed. Pesticide room foggers can be used to temporarily control mites on exposed surfaces. Be sure to follow pesticide label directions. In a bedroom, remove all lines, vacuum the mattress, and cover it with a sheet, use a fogger (pesticide), and wash the sheets, and then replace the sheet that covered the mattress. Once treatment is complete, the room can be safely entered.

University of Florida Scientists Find Rat Lungworm Parasite in Alachua County

The Gainesville Sun Daniel Smithson / Correspondent Updated Jun 28, 2017 at 5:05 PM

The parasite, which can cause meningitis in humans and animals, was found in Alachua, Leon, St. Johns, Orange and Hillsborough counties. University of Florida researchers have discovered an invasive parasite that can cause meningitis in humans and animals in Alachua County and four other Florida counties. Rat lungworm, which was found in rats in Alachua County and snails in Alachua, Leon, St. Johns, Orange and Hillsborough counties, poses a low fatality rate in infected humans, but can cause eosinophilic meningitis if it becomes trapped and dies in the brain.

The researchers’ study was published in the Public Library of Science, or PLoS ONE, online journal. Heather Walden, an associate professor parasitology in UF’s College of Veterinary Medicine, said research on these parasites in Florida started when a privately owned orangutan in Miami tested positive for the parasite in 2012. Researchers began taking samples of snails and rat feces and found that several of the samples tested positive for rat lungworm, said Walden, the study’s lead author. Walden said rat lungworm is not indigenous to Florida, but more tropical areas. Although it’s yet to be determined how it got to Florida, the parasite has been in Louisiana since the 1980s, likely brought there by cargo ships. The danger comes, said Walden, when small snails eat infected rat’s feces and then get logged into salads and other produce.

Walden said people can avoid the parasite by thoroughly washing produce, practicing safe hygiene and being aware of the risk. Diligent produce-washing is likely the reason there hasn’t been a bigger outbreak of the parasite, and should be continued, Walden said. Eating snails or eating raw or undercooked frogs or crustaceans could put one at risk for the parasite, the UF researchers said. Anyone who handles snails should wash their hands afterward.

Close to 3,000 reported cases of rat lungworm infection in humans have been documented since the parasite was discovered, but there could be more, Walden said, noting that the cases can often go undetected or misdiagnosed.

Clinical signs of inflection in adults include headache, stiff neck, fever, vomiting, nausea and paralysis of the face and limbs. The most common symptoms in children are nausea, vomiting and fever.

Report of District Activities, July 20, 2017 Attachment No. 2

Report of District Activities - July 20, 2017 Attachment No. 3 Page 1 of 11 pgs.

VECTOR ECOLOGY PROGRAM REPORTMay 28 to June 30, 2017

By

Robert F. Cummings, Director of Scientific Technical Services

Kiet Nguyen, Assistant Vector Ecologist

Amber Semrow, BiologistLaura Krueger, Vector Ecologist

MOSQUITO TRAPPING Mosquitoes/CDC/C02 Traps

Tim Morgan, Vector Ecologist

Sokanary Sun, Laboratory Specialist

0

20

40

60

80

100

120

140

160

180

200

Av.

No.

Mos

quito

es p

er tr

ap n

ight

URBAN MOSQUITO COLLECTING SITES

ORANGE CO., CA. (CDC Traps)

2016

2017

234 PTN

During the month of June, CDC trap counts decreased overall, except in two wetland sites (Ladera

Ranch Trabuco Creek and 39 Marsh), compared to the previous month. The decrease at many sites

was the result of mosquito reduction efforts. Fifty-four (54) routine CDC traps were operated for a

total of 222 trap-nights during June. The proportion and amount of mosquitoes captured by species is

as follows: the southern house mosquito, Culex quinquefasciatus, 3.9% (31 males, 1,182 females); the

encephalitis mosquito, Culex tarsalis, 2.9% (7 males, 902 females); Culex erythrothorax, the Tule

mosquito, 84% (109 males, 26,002 females), and the Cool Weather mosquito, Culiseta incidens, was

1.2% (0 males, 371 females). The total number of mosquitoes collected from CDC traps, across all

species, was 31,164 (177 males and 30,987 females). The average number of mosquitoes collected in

CDC traps per trap night (ptn) for urban sites was 37.9. Traps placed in urban wetlands averaged

200.7 ptn (some significant sites are: 39 Marsh (Huntington Beach), Bolsa Chica Wetlands

(Huntington Beach), San Joaquin Marsh (Irvine), and Moulton Resevoir (Laguna Hills)).

Bold lettering signifies primary producers.


Mosquito Trapping (continued)

During June, 2017, the number of gravid female mosquitoes were collected weekly from 57 routine trap sites of 341 males and 7,107 females. Counts ranged from 6.2 to 168.6 mosquitoes ptn from all sites that were sampled. Highest counts ptn (in descending order) were from: Naval Weapons Station (Seal Beach), Anaheim Cemetery (Anaheim), and Alona & 21st (Santa Ana), and La Mirada Creek (La Habra). Some of these sites have been previously positive for WNV since introduction of the virus to Orange County in 2004. The total number of mosquitoes collected for the month was 6,993 (362 males and 6,631 females) for all species.

0

25

50

75

100

125

150

175

200

225

250

275

300

325

350

375

400

425

450

475

500

San Clemente

Skeet Club

Trestles Kadane Marsh,

19th St., H.B.

Arroyo Trabuco

Golf Course

Centenial Park Bonita Creek

Park

Laguna Lakes,

Laguna Woods

Moulton

Reservoir,

Laguna Hills

Horno Creek Vista Terrace Nichols Institute La Mirada Creek 39 Marsh Bayview Park

Av.

No.

Mosq

uit

oes

per

Tra

p N

igh

t

BIMONTHLY COMPARISON OF MOSQUITOES COLLECTED AT CDC TRAP SITES IN

ORANGE COUNTY, CA 2017 (CONTINUED)

MAY 2017

JUNE 2017

MOSQUITO SAMPLES TESTED FOR WEST NILE VIRUS In total, 849 mosquito batches (pools) were collected by OCMVCD from May 28-June 30, 2017. The pools were collected from 35 cities. Of those tested (845), two samples were positive for West Nile virus (WNV). No samples were positive for Saint Louis encephalitis (SLE) or Western equine encephalomyelitis (WEE) viruses. The mosquito infection rate (MLE method) was nearly zero for June (MLE = 0.28) . (CDC & CDPH considers an epidemic threshold to be an infection rate greater than 5.0)

nights during June. The proportion and amount of mosquitoes captured by species is

3.9% (31 males, 1,182 females); the

species, was 31,164 (177 males and 30,987 females). The average number of mosquitoes collected in

0

50

100

150

200

250

300

350

400

450

500

Bolsa Chica

Wetlands

(south)

Bolsa Chica

Wetlands

Harriet Weider

(south)

Central Park Petts Residence Carlson Marsh Mason Park

maintenance

yard

SJWS-fenceline Ladera Ranch,

Trabuco Creek

Mason Park

West End

Oso Creek Big Canyon Peter's Canyon Villa Park Coto de Caza

North

Coto de Caza

South

Av.

No.

Mosq

uit

oes

per

Tra

p N

igh

t BIMONTHLY COMPARISON OF MOSQUITOES COLLECTED AT CDC TRAP SITES IN

ORANGE COUNTY, CA 2017

MAY 2017

JUNE 2017

(MINUS THE SAN

JOAQUIN MARSH) 683

684



Mosquitoes/Gravid Traps

0

50

100

150

200

250

300

350

400

Av.

No.

Mosq

uit

oes

per

Tra

p N

igh

t SAN JOAQUIN MARSH MOSQUITOES Irvine, CA

( 4 CDC Traps)

2016

2017593

677

498

05

1015202530354045505560657075

JA

N

FE

B

MA

R

AP

R

MA

Y

JU

NE

JU

LY

AU

G

SE

P

OC

T

NO

V

DE

C

Av.

No.

Mosq

uit

oes

p

er

Tra

p N

igh

t

GRAVID FEMALE MOSQUITO COLLECTING SITES, ORANGE CO., CA.

2016

2017Culex quinquefasciatus

During June, 2017, the number of gravid female Culex quinquefasciatus averaged 44.4 ptn. These mosquitoes were collected weekly from 57 routine trap sites for a sum of 160 trap-nights, and a total of 341 males and 7,107 females. Counts ranged from 6.2 to 168.6 mosquitoes ptn from all sites that were sampled. Highest counts ptn (in descending order) were from: Naval Weapons Station (Seal Beach), Anaheim Cemetery (Anaheim), and Alona & 21st (Santa Ana), and La Mirada Creek (La Habra). Some of these sites have been previously positive for WNV since introduction of the virus to Orange County in 2004. The total number of mosquitoes collected for the month was 6,993 (362 males and 6,631 females) for all species.

June (MLE = 0.28) . (CDC & CDPH considers an epidemic threshold to be an infection rate greater



Habra). Some of these sites have been previously positive for WNV since introduction of the virus to

The District received 91 reports of dead birds in June. Fourty

those, 44 were sampled and tested for WNV. Of those tested, no birds were found positive for WNV.

So far this year, the laboratory has detected 2 WNV

end of May). Last year at this time, the District detected 6 WNV

program continues to test all dead birds submitted by the public and animal care facilities throughout the

county.

During June, 51 live wild birds (all house finches) were collected and sampled.. WNV antibodies test

results are pending.

6.7

43.2

87.7

161.5

251.6

200.7

0

50

100

150

200

250

300

Av.

No.

Mosq

uit

oes

per

Tra

p N

igh

t

Orange County Urban Wetlands Monthly Average 2017

0

25

50

75

100

125

150

175

200

225

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31 33 35 37 39 41 43 45 47 49 51

Nu

mb

er M

osq

uit

oes

p

er T

rap

Nig

ht

WEEK

NUMBER OF HOST-SEEKING MOSQUITOES 2017

Orange County Urban Wetlands

2016

2017

303


Wild Bird Surveillance (SLE/WEE/WNV) Program

1st time plus previously positive birds Graph and table have been updated for WNV positives

Month

Tot. birds tested

Tot.#pos.birds

%pos.for WNV

Tot.HF coll./mo.

Tot.HS coll./mo.

Tot. Crows coll/mo

#pos.HF/mo.

#pos.HS/mo.

#pos.Crows /mo

%pos.HF/mo.

%pos.HS./mo.

%pos. Crows/

mo.

J 32 6 18.8 24 8 0 4 2 0 16.7 25.0 0F 0 0 0.0 0 0 0 0 0 0 0.0 0.0 0M 58 18 31.0 57 1 0 17 1 0 29.8 100.0 0A 31 4 12.9 31 0 0 1 0 0 12.9 0.0 0M 42 2 4.8 42 0 0 2 0 0 4.8 0.0 0J 51 0 0.0 51 0 0 0 0 0 0.0 0.0 0J

A

S

O

N

D

YTD 214 30 14.0 205 9 0 24 3 0 11.7 33.3 0.0

The District received 91 reports of dead birds in June. Fourty-six (46) dead birds were collected, and of

those, 44 were sampled and tested for WNV. Of those tested, no birds were found positive for WNV.

So far this year, the laboratory has detected 2 WNV-positive dead bird (the most recent one was at the

end of May). Last year at this time, the District detected 6 WNV-positive dead birds. The dead bird

program continues to test all dead birds submitted by the public and animal care facilities throughout the

county.

During June, 51 live wild birds (all house finches) were collected and sampled.. WNV antibodies test

results are pending.

0

5

10

15

20

25

30

0

10

20

30

40

50

60

70

80

J F M A M J J A S O N D

Pe

rce

nt

Po

siti

ve (

# p

os.

/ to

tal t

est

ed

)

Tota

l N

um

be

r o

f A

nti

bo

dy

Po

siti

ve B

ird

s

Wild Bird Serosurveillance Program (West Nile virus) Orange County, CA. 2017

%pos.HF/mo. %pos.HS./mo. %pos. Crows/mo. Tot.#pos.birds

N = Total Birds Year to Date

N=-214

No

Samples

Report of District Activities - July 20, 2017 Attachment No. 3 Page 5 of 11 pgs. Page 6 of 11 pgs.

Wild Bird Surveillance (WNV) Program (cont'd)

CUMMULATIVE TOTAL NUMBER OF DEAD BIRDS TESTED AT OCMVCD AS OF JUNE 30, 2017

Location Jun Jun POS YTD YTD POS Location Jun Jun POS YTD YTD POS

Aliso Viejo Los Alamitos 1

Anaheim 1 18 Midway City

Anaheim Hills 1 1 Mission Viejo 1 8

Brea 5 6 Modjeska Canyon

Buena Park Newport Beach 1 4

Cerritos Orange 1 13

Corona del Mar Placentia 1 7

Costa Mesa 6 10 Portola Hills

Coto de Caza 2 3 Rancho Sta. Margarita 2

Cypress 4 Rossmoor

Dana Point San Clemente 3

Foothill Ranch 1 San Juan Capistrano 2 4

Fountain Valley 1 4 Santa Ana 6 10

Fullerton 2 5 San Juan Hot Springs

Garden Grove 4 Seal Beach 2

Huntington Beach 4 13 Silverado Canyon 2

Irvine 2 19 1 Stanton

La Habra 2 4 Trabuco Canyon 1

La Palma Tustin 1 3

Ladera Ranch 2 Unincorp., O.C.

Laguna Beach 1 Unincorp., Ortega Hwy.

Laguna Hills 1 3 Villa Park 1 1

Laguna Niguel 1 Westminster 1

Laguna Woods 1 1 Yorba Linda 2

Lake Forest 2 8 1 Other

TOTAL 44 0 172 2

Bird Species Jun Jun POS YTD YTD POS Bird Species Jun Jun POS YTD YTD POS

American crow 21 56 2 Mourning Dove 1 12

American kestrel 1 Northern mockingbird

Barn Owl 5 Red-Shouldered hawk 2

Common raven 1 2 Red-tailed hawk 8

Cooper's hawk 9 Rock pigeon 2 4

Great horned owl 1 2 Swainson's thrush 3

House finch 7 14 Western bluebird 2 4

House sparrow 7 Other* 9 39

Lesser goldfinch 4

TOTAL 44 0 172 2

*Includes all other bird species that were not frequently collected (≤ 5 for the year)

There have been no human WNV cases reported in Orange County during June. However, just

recently ( early July) there has been one human case reported from Laguna Beach. The human case

investigation is on

year

Angeles County. program continues to test all dead birds submitted by the public and animal care facilities throughout the

OCMVCD collects ticks for tick

Mountain spotted fever, and Pacific Coast tick fever. No ticks were collected in June. So far, none

of these ticks have tested positive for disease agents.


West Nile Virus Program (cont'd)

CALIFORNIA ARBOVIRUS SURVEILLANCE TESTING SUMMARIES 2017

No. Tested SLE Pos. WEE Pos. WNV Pos. No. Tested SLE Pos. WEE Pos. WNV Pos.

HUMANS 2 0 0 2 3 0 0 3

EQUINES 0 0 0 0 0 0 0 0

DEAD BIRDS 459 0 0 22 815 0 39

MOSQUITO POOLS 7,869 4 0 404 16,451 4 0 412

(RT-PCR and RAMP tests)

CHICKENS

California 1,621 0 0 0 4,158 0 0 1

FLEA-BORNE TYPHUS SURVEILLANCE

TICK-BORNE DISEASE SURVEILLANCE

Year to DateMonth of June

Emergency Risk Rating

The WNV Risk Rating for Orange County in June rose slightly to the "Elevated Risk" range. This is

due to higher average daily temperatures, a higher mosquito infection rate (MLE), and detections of

West Nile Virus human infections in neighboring counties.

There have been no human WNV cases reported in Orange County during June. However, just

recently ( early July) there has been one human case reported from Laguna Beach. The human case

investigation is on-going. Elsewhere in California, three human WNV cases have been reported

year-to-date. Of the two new cases, one resident was from Kern County and the other from Los

Angeles County.

MOSQUITO FISH

There were approximately 11,000

and pools during the month of June, 2017.

The cumulative total of

was approximately 49,000.

PROJECT EVALUATIONS

Two vector control evaluations were completed for submitted projects in June, 2017.

There was one (1) flea-borne typhus case reported in June to OCMVCD from the OC Health Care

Agency. The victim is a resident of the city of Tustin. Two flea-borne typhus cases have been

reported year-to-date in 2017.

WEATHER INFORMATION, June, 2017 Highest Max Temp

Lowest Min Temp Average Temp (

-

-

- Total Precipitation (inches): 0.02

Five Year Average (2012 Average Temp (

-

-

-

OCMVCD collects ticks for tick-borne disease surveillance, such as Lyme disease, Rocky


of these ticks have tested positive for disease agents.


DISEASE SURVEILLANCE & EMERGENCY PLANNING

Emergency Risk Rating

The WNV Risk Rating for Orange County in June rose slightly to the "Elevated Risk" range. This is

due to higher average daily temperatures, a higher mosquito infection rate (MLE), and detections of

West Nile Virus human infections in neighboring counties.

MOSQUITO FISH- Gambusia affinis

There were approximately 11,000 Gambusia affinis planted in multiple source types including ponds

and pools during the month of June, 2017.

The cumulative total of Gambusia affinis planted in various sources from January 1 to June 30, 2017,

was approximately 49,000.

PROJECT EVALUATIONS

Two vector control evaluations were completed for submitted projects in June, 2017.

1) Vesting Tentative Tract Map 17777 for Condominium Purposes, Irvine

2) Applied Medical T302 Water Quality Management Plan, Irvine

WEATHER INFORMATION, June, 2017 Highest Max Temp (OF): 82

Lowest Min Temp (OF): 51 Average Temp (OF):

-High: 76.9

-Low: 58.8

-Overall: 67.8 Total Precipitation (inches): 0.02

Five Year Average (2012-2016) for the Month of June Average Temp (OF):

-High: 78.5

-Low: 58

-Overall: 68



Location June YTD Location June YTD

Aliso Viejo Los Alamitos

Anaheim 1 Midway City

Anaheim Hills Mission Viejo

Brea Modjeska Canyon

Buena Park 2 Newport Beach

Cerritos Orange

Corona del Mar Placentia

Costa Mesa Portola Hills

Coto de Caza Rancho Sta. Margarita

Cypress Rossmoor

Dana Point San Clemente

Foothill Ranch San Juan Capistrano

Fountain Valley Santa Ana 1 4

Fullerton San Juan Hot Springs

Garden Grove Seal Beach

Huntington Beach Silverado Canyon

Irvine Stanton

La Habra 2 3 Trabuco Canyon

La Palma Tustin

Ladera Ranch Unincorp., O.C.

Laguna Beach Unincorp., Ortega Hwy.

Laguna Hills Villa Park

Laguna Niguel Westminster

Laguna Woods Yorba Linda

Lake Forest Other

TOTAL 3 10

CUMMULATIVE TOTAL NO. OF DETECTED INAVSIVE AEDES (adults and larvae) BY OCMVCD AS OF

JUNE 30, 2017

planted in various sources from January 1 to June 30, 2017,

Aedes aegypti and Aedes albopictus and Zika Virus Surveillance.

The District conducted intensive adult and larval surveillance for Aedes aegypti and Aedes albopictus

mosquitoes in response to last year's travel-acquired Zika virus cases; surveillance is continuing in

known infestation areas throughout the County. Year-to-date, OCMVCD has received four travel-

acquired Zika virus cases from OC Health Care. The most recently reported case is a resident of

Rancho Santa Margarita who contracted zika in January. OCMVCD's investigation of the area around

the victim's home is pending. During 2016, OCMVCD investigated 31 travel-acquired Zika infections

in Orange County.

One adult Aedes aegypti and one adult and one larva Aedes albopictus mosquitoes were collected in

June.

Report of District Activities - July 20, 2017 Attachment No. 3

Page 11 of 11 pgs.

Table 1. WNV Surveillance Factor Assessment

ValueBenchmark Value

1 Average daily temperature ≤ 56°F

2 Average daily temperature 57 - 65°F

3 Average daily temperature 66 - 72°F 3

4 Average daily temperature 73 - 79°F

5 Average daily temperature > 79°F

Cx tarsalis

1 Vector abundance very low (≤ 50%)

2 Vector abundance below average (51 - 90%)

3 Vector abundance average (91 - 150%) 34 Vector abundance above average (151 - 300%)

5 Vector abundance well above average (> 300%)

1 MLE = 0

2 MLE ≥ 0.001 – 1.0 23 MLE = 1.1 – 2.0

4 MLE = 2.1 - 5.0

5 MLE > 5.0

1 No WNV positive dead birds in Southern California

2One or more WNV positive dead birds in neighboring

county 23 One WNV positive dead bird in Orange County

4Multiple WNV positive dead birds in broad region of

Orange County

5Multiple clusters of WNV positive dead birds in specfic

regions of Orange County

2 > 30 % seroprevalence

3 21 - 30% seroprevalence

4 11 - 20% seroprevalence

5 < 10% seroprevalence

3 One or more human infections in neighboring county 3

4 One or more human infections in Orange County

5Multiple human infections in specific region of Orange

County

Cx tarsalis

TOTAL 13

AVERAGE 2.6


West Nile Virus Risk Assessment, June 2017

5. Seroprevalence of WNV in free-

ranging birds

WNV antibody-positive/total sampled biweekly.

6. Human Infections

Do not include this factor in calculations if no cases are detected in region

Response Level / Average Rating:

Normal Season (1.0 to 2.5) Elevated Risk (2.6 to 4.0) High Risk (4.1 to 5.0)

1. Environmental Condition

Favorable environmental conditions in Orange County for virus multiplication/transmission. Considers temperature for prior 1 or 2 week period.

2. Abundance of adult Culex

quinquefasciatus or Culex tarsalis

Area wide average of adult mosquitoes the last 5 years = mosquitoes/trap night by month.

3. Infection rate (MLE) in variable pool

sizes of Culex quinquefasciatus and

Culex tarsalis mosquitoes. Considers pooled data for prior 1 or 2 week period.

4. Dead Bird Infection

Number of birds that have tested positive (recent infections only) for WNV during the prior 30 days.

Response Level / Average Rating: Normal Season (1.0 to 2.5) Elevated Risk (2.6 to 4.0)

High Risk (4.1 to 5.0)

H. PRESIDENT’S REPORT AND TRUSTEE COMMENTS

I. DISTRICT MANAGER’S REPORT – DISCUSSION AND POSSIBLE ACTION

J. DISTRICT LEGAL COUNSEL REPORT – DISCUSSION AND POSSIBLE ACTION

CLOSING

K. CORRESPONDENCE – DISCUSSION AND POSSIBLE ACTION NONE

L. FUTURE AGENDA ITEMS M. ADJOURNMENT

1. ADJOURN TO THE NEXT REGULAR MEETING OF AUGUST 17, 2017 STARTING AT 3:00 P.M. AT THE ORANGE COUNTY MOSQUITO AND VECTOR CONTROL DISTRICT OFFICES, 13001 GARDEN GROVE BLVD., GARDEN GROVE, CA 92843


MEETING CALENDAR

MEETING LOCATION DATE CSDA General Management Leadership Summit

Newport Beach, CA June 25-27, 2017

CSDA Annual Conference Monterey, CA September 25-28, 2017 MVCAC Fall Quarterly Meeting Sacramento, CA Oct 31-Nov 2, 2017 MVCAC Planning Meeting Emeryville, CA Nov 30-Dec 1, 2017 CalPELRA Annual Conference Monterey, CA December 4-8, 2017 MVCAC Annual Conference Sacramento, CA January 28-31, 2018 AMCA Annual Conference Kansas City, MO Feb 26-Mar 2, 2018 Vertebrate Pest Conference Rohnert Park, CA Feb 26-Mar 1, 2018 MVCAC Spring Quarterly Meeting South Lake Tahoe, CA April 26-27, 2018 MVCAC Legislative Day Sacramento, CA TBD 2018 AMCA Legislative Days Washington D. C. May 2018 CSDA Legislative Days Sacramento, CA May 2018 RIFA Conference Cary, NC TBD 2018 VCJPA Annual Workshop Walnut Creek, CA TBD 2018

orange county mosquito and vector control district · •the flow of information and resources...

Documents