TOWNSHIP OF HOLLIS / COUNTY OF PEORIA / STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, JUNE 30TH, 2016 @ 7:30 P.M.
The Clerk announced the Pledge of Allegiance to the Flag @ 7:30 P.M. The Supervisor called the meeting to order at the Hollis Town Hall, 6430 W. Wheeler Road, Mapleton, Illinois 61547-9615.
Board Members Present for Roll Call:
Supervisor Gary W. Thomas; Clerk Kelsey A. Archer; Trustees: William J. Gerdes, Sandra E. Fruge, James E. Bailey and Brian B. Fengel.
The Supervisor announced a quorum was present.
Note Attendance: The Road Commissioner Dennis R. Beckman attended this meeting. The Tax
Assessor Alice B. Dailey was not available.
Visitors: Melinda Atkins & Matt Molitor – residents of Hollis Township
Corrections or ADDITION to Agenda: No corrections or additions to the Agenda.
APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of the May 26, 2016 Minutes from the Regular Monthly Meeting were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Sandy Fruge; second Brian Fengel.
The Motion passed unanimously with all ayes.
AUDIT CURRENT EXPENDITURES, Investments, Transfer of Funds, Budget Line Item Transfers:
1. MOTION to accept for payment all Town Fund Invoices as presented to the Board on the Disbursement Summary June 30, 2016
Motion Bill Gerdes; second Sandy Fruge. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment all General Assistance Invoices as presented to the Board on the Disbursement Summary June 30, 2016
Motion Sandy Fruge; second Bill Gerdes; The motion passed with all ayes on a roll call vote.
3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary June 30, 2016.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
4. MOTION to accept for payment the Equipment & Building Fund Invoice as presented to the Board on the Disbursement Summary June 30, 2016. [2011 J.Deere 310SJ Tractor & Backhoe Loader]
This is the 5th annual payment of 5 @ $8,500.00. (principal $6,916.64 / interest $ 1,583.36)
[ The 6th and final payment is due July 18, 2017 in the amount of $35,156.06. ]
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
5. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary June 30, 2016.
Motion Brian Fengel; second Sandy Fruge. The motion passed with all ayes on a roll call vote.
VISITORS ADDRESSING THE BOARD:
After they were introduced earlier in the meeting, Melinda Atkins & Matt Molitor were given an opportunity to speak to the Board of Trustees and the Road Commissioner.
They reside on J.T. Court at the end of the cul-de-sac. The surface of the road is sunken down toward their house and when there is rain, the water rushes through their yard causing erosion and bringing rock with it. Melinda presented photos which she thought may help explain the issue.
The Road Commissioner has already been there to look at it. At this time, he does not have a definite answer; however, he will try building up the road to see if that may solve the water flow problem.
The Road Commissioner will let her know when the hot patch machine is received and he will schedule some time to address this situation as soon as possible.
TOWN BUSINESS ~ Supervisor:
The Supervisor shared his experience at the TOI Training Session which was last Thursday, June 23, 2016 @ the Normal-Marriott Hotel in Normal, Illinois.
ROAD BUSINESS ~ Highway Commissioner:
1. Denny has been getting lots of complaints about the increase in traffic on McCullough Road and noted that while patching on Stranz, he has needed flaggers due to the increased traffic.
A speed check will be set up next week on McCullough Road.
2. Peoria County will center stripe McCullough Road at their expense.
3. Peoria County Highway Department Motor Fuel Tax: no update received for June 2016.
The last report for Hollis Township was dated March 4, 2016.
TRUSTEES/ Information / Business:
Trustee Jim Bailey commented on the TOI training session held last Thursday, June 23, 2016 @ the Normal-Marriott Hotel in Normal, Illinois.
Jim gave some information to the Road Commissioner that he received from a vendor who was set up outside the Meeting Room at the Marriott. The vendor is Randy Miller, sales manager for Tri State Asphalt. Randy would be willing to come to our Township to show the new oils and road surface materials products that are being used.
OLD UNFINISHED BUSINESS:
1. Motion tabled from the May 26th Meeting regarding the General Assistance Catastrophic Health Insurance coverage for qualifying applicants:
Additional information since the last meeting ~ There was a time when low income applicants for General Assistance ONLY got health insurance coverage with the State of Illinois IF they had children.
After talking with some Township Supervisors, and since this is an election year ~~ some feel there is a possibility that the State health insurance coverage may be reduced or discontinued for people who do not have children. It may depend on who is elected whether the coverage changes; there is a possibility that the cost could fall back to the Townships.
Also, since the State of Illinois has not passed a budget for this past year, there could be a shortage of funds for the current coverage to our General Assistance recipients.
General consensus was to keep insurance in place at least until next year to see if anything changes with the coverage for the people receiving General Assistance from the Township.
MOTION to approve keeping
the ALLIED BENEFITS SYSTEMS, INC. Medical Assistance Catastrophic Insurance Program coverage for General Assistance recipients – AFTER a $25,000. deductible.
Premium is $823. due July 1, 2016.
Motion Brian Fengel; second Sandy Fruge. The motion passed with 4 ayes on a roll call vote, with Trustee Bill Gerdes voting no.
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NEW BUSINESS:
1. MOTION to hire Willock Warning & Co., P.C. to complete the required Illinois State Comptroller’s Report and the GASB Reports for fiscal year ended March 31, 2016.
Noting that their fee last fiscal year was $520; the fee is variable each year with regard to the Road District’s changes in equipment and the hours required to update depreciation schedules for the old and new equipment. The total cost is split 50/50 between the Town and the Road & Bridge Funds.
Motion Jim Bailey; second Sandy Fruge. The motion passed with all ayes on a roll call vote.
2. MOTION to approve the appointment of the 3-Member Independent Audit Committee who will conduct the ANNUAL AUDIT for Hollis Township and Road District for the fiscal year ended March 31, 2016.
The Committee Audit Results shall be filed with the Peoria County Clerk no later than September 30, 2016. The Board agrees to pay up to $50. per day to each person on the audit committee.
We will contact the individuals who performed the Audit in 2015 to see if they are interested and / or are available to help us again this year. We are aware of one of the previous members who has moved out of state – so a replacement will be located to fill that position.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
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Copies of the 2016 PREVAILING WAGE ORDINANCES & PREVAILING WAGE RATES
were given to Board Members for their review and discussion. The following motions were made:
Noting: the Prevailing Wage Rates have not been updated since June 2015; therefore, we have been advised to approve the June 2015 Wage Rates since those are the last rates presented.
3. MOTION to adopt the PREVAILING WAGE ORDINANCE NO. 2016 ~ 08 for the Township of Hollis, as of June 30th 2016.
Motion Brian Fengel; second Sandy Fruge. The motion passed with 4 ayes on a roll call vote with Trustee Jim Bailey voting no.
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4. MOTION to adopt the PREVAILING WAGE ORDINANCE NO. 2016 ~ 09 for the Road District of Hollis Township, as of June 30th 2016.
Motion Sandy Fruge; second Bill Gerdes. The motion passed with 4 ayes on a roll call vote with Trustee Jim Bailey voting no.
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Within 30 days after adoption, NOTICE OF PREVAILING WAGE ORDINANCES shall be published in a local newspaper with circulation in Hollis Township.
Again this year, Hollis Township & Road District will publish as a combined notice with other townships in Peoria County. The cost of this publication will be borne by the Peoria County Township Officials Association. The notice will list our Township, the Clerk’s name and signature, and the date the ordinance was adopted.
John Dawson, Secretary of the PCTOA will manage the publication. Each year the PCTOA sends an invitation to publish jointly; however, some years the joint publication was untimely due to our adoption date; this year our legal requirement to publish within 30 days will be met.
Within 15 days after adoption, ORIGINAL, COMPLETE SETS OF EACH PREVAILING WAGE ORDINANCE
(the entire document, including the wage rates) shall be forwarded to the Illinois Department of Labor, Conciliation and Mediation Division, 900 South Spring Street, Springfield, Illinois 62704-2725.
“PEORIA COUNTY PREVAILING WAGE RATES FOR JUNE 2015” were obtained from the internet by entering only the heading shown here. NOTE; THERE HAS NOT BEEN AN UPDATE IN PREVIALING WAGE RATES SINCE JUNE 2015; THEREFORE, THE JUNE 2015 WAGE RATES SHALL BE ADOPTED.
THE ORDINANCES were created in our office and may be found in Microsoft Word under “My Documents” as PREV.WAGE ~ TOWN ORD.2016 & PREV.WAGE~ROAD ORD.2016.
5. MOTION to adjourn made by Jim Bailey; second Brian Fengel. The motion passed unanimously with all ayes. The meeting adjourned at 8:27 P.M.
Respectfully submitted,
Kelsey A. Archer, Town Clerk