TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, MAY 26, 2016
After the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order at 7:00 P.M. @ 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, James E. Bailey and Brian B. Fengel.
The Supervisor announced a quorum was present. Trustee Sandra E. Fruge was excused.
The Road Commissioner, Dennis R. Beckman and the Tax Assessor, Alice B. Dailey attended this meeting.
There were no visitors.
APPROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, April 28, 2016 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Brian Fengel; second Bill Gerdes. 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 dated May 26, 2016.
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
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2. MOTION to approve reinvesting with Better Banks, Bartonville ~~
$82,954.79 ~ which is the value of Town Fund Certificate of Deposit No. 25159
The original C.D. investment was $ 82,706.65 beginning November 24, 2014 at a rate of .20% for a term of 18 months. The C.D. matured May 24, 2016. Total interest applied was $248.14.
Effective May 24, 2016, the new Certificate of Deposit for the Town Fund, valued at
$ 82,954.79 shall be reinvested for a term of 23 months @ 1.20% interest and shall be
compounded to the face value quarterly with a new maturity date of April 24, 2018.
NEW CERTIFICATE OF DEPOSIT NO._26392
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
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3. MOTION to accept for payment all General Assistance Invoices as presented to the Board on the Disbursement Summary dated May 26, 2016.
Motion Bill Gerdes; second Jim Bailey. The motion passed with all ayes on a roll call vote.
4. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated May 26, 2016
Motion Brian Fengel ; second Jim Bailey. The motion passed with all ayes on a roll call vote.
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5. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated May 26, 2016
Motion Bill Gerdes; second Brian Fengel. The motion passed with all ayes on a roll call vote.
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TOWN BUILDING, GROUNDS & EQUIPMENT:
Trustee Bailey has cleaned the weeds from flower beds around the Town Hall and sprayed for wasps that were nesting above the front door, in window frames and other locations around the building.
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COMMUNICATIONS & Correspondence:
1. Our Secretary, Joleen Bailey is asking for a change in her job title from Secretary to Administrative Assistant. Considering the increased level of responsibilities after 24 years of service to the Township and the knowledge she brings to the functioning of the Township, as well as to the Administration of General Assistance, she feels “secretary” does not adequately describe her position with Hollis Township and Hollis Township Road District.
In addition, nearly 8 years have past since there has been an increase in salary for her position. At this time, the secretary is asking the Board for an increase in salary.
The Secretary thanks the Board for their consideration.
Please see Motions # 1 & 2 in New Business to address these requests.
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2. We have received the Annual Invoice of $823. from Allied Benefits System, Inc. which is the Medical Assistance Catastrophic Insurance Program covering General Assistance Recipients whose case would qualify for coverage, after a $25,000. deductible. It is due July 1, 2016.
Last year, there was discussion by our Township Board to consider discontinuing this coverage. We have had this policy since July 1, 2004 when the vendor was the T.J. Adams Group, LLC. During these years we have paid a total of $9,527. for this policy. Hollis Township has never filed a claim.
We require all of our General Assistance Applicants to have or acquire a Health Card for coverage from the State of Illinois, as well as food stamps.
See motion # 3 in New Business to determine the status of this coverage.
3. General Assistance Fund has received a reimbursement from the State of Illinois ~~ for a Supplemental Security Income applicant to whom we paid 5 months in flat grants @ $245. in 2015. The amount reimbursed is $1225.00 which will be deposited back into the General Assistance Fund and will appear on the Investment Report for May 2016.
We currently have 3 Flat Grant recipients waiting to be approved for Supplemental Security Income (SSI).
TOWN BUSINESS ~ Supervisor: nothing submitted.
CLERK BUSINESS / Business & Comments:
After the Tentative Budgets are approved tonight, and NO LATER THAN MAY 30, 2016, the Clerk will post LEGAL NOTICES OF BUDGET HEARINGS scheduled for June 30, 2016 @ 7:00 and 7:15 P.M. when final action will be taken on the Budgets. They will be adopted at those hearings.
The notices also make tentative budgets available for public inspection no less than 30 days prior to the Budget Hearings on June 30, 2016. Tentative Budgets will be posted in our offices and invite the public to make an appointment with the Clerk to view the Budgets.
Since there is no newspaper published in the Township, we are not required to publish these notices; must post in five of the most public places in the Township.
ROAD BUSINESS ~ Highway Commissioner:
1. A traffic counter / speed counter will be placed on McCullough Road to get patterns.
2. Some brush has been cut back along our road ways; however, the boom mower is currently in the shop for repairs so brush cutting has stopped temporarily.
3. If Denny was able to rent a machine to center stripe some of our roads, he could also stripe the parking spaces around the office building if the Board wanted him to do that.
4. Peoria County Highway Department Motor Fuel Tax Report - no update received for May 2016. The last balance reported for Hollis Township $10,938.38 was dated March 4, 2016.
TRUSTEES/ Information / Business: nothing submitted.
TAX ASSESSOR’S OFFICE / Information / Business: .
1. Alice has received a few telephone calls from Property owners since the 2015 Tax Statements were received.
2. Alice has purchased a new printer for the Tax Assessor’s office May 20, 2016. It is an HP Office jet Model 7612 Wide Format e-All-in-One Printer. Now, she should be able to print all reports needed from the Peoria County Supervisor of Assessments Office. In the past, some reports were on a large paper format that our current printer was not capable of producing here in our office.
The expenditure from Staples appears on our Board Audit today. We also purchased a 3 year protection plan and 4 ink cartridges.
3. In a program change with Peoria County, some information has fallen off the system such as detached garages.
OLD UNFINISHED BUSINESS:
This motion has been tabled from our last two meetings in an effort to obtain more information about the content of the following training session. To date, neither the April or May Perspective magazines have detailed what will be presented at the Division Meetings.
Motion presented again, if needed.
MOTION to approve the $50.00 advance registration fee for individuals to attend the
Township Officials of Illinois ~ 2016 Education District Training Session on Thursday,
June 23, 2016 at the Marriott Normal; beginning at 8:00 A.M. ending at 3:00 P.M.
TOI needs reservations no later than the 10th of June. Lunch is included.
Motion Bill Gerdes; second Brian Fengel. The motion passed with all ayes on a roll call vote.
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NEW BUSINESS:
1. MOTION to approve changing our Secretary’s job title to Administrative Assistant as requested earlier in the meeting under Communications and Correspondence.
Motion Brian Fengel; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
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2. MOTION to approve an increase in salary for our Secretary/Administrative Assistant as requested earlier in the meeting under Communications and Correspondence. The Salary shall be increased $2.00 per hour as designated by the Board, effective June 1, 2016. There has been no
increase in salary for this position since September 1, 2008 / nearly 8 years.
Motion Brian Fengel; second Gary Thomas. The motion passed with 3 ayes;
Trustee Jim Bailey abstaining.
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3. MOTION to approve cancelling the ALLIED BENEFITS SYSTEMS, INC.
Medical Assistance Catastrophic Insurance Program coverage for General Assistance recipients ~ AFTER a $25,000. deductible . Premium $ 823. due July 1, 2016.
Motion Jim Bailey; second Brian Fengel. Vote was tied in a roll call: Gerdes & Bailey voted to discontinue insurance / Fengel & Thomas voted to keep the insurance.
Table motion until next month. Gather additional information.
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Copies of the Tentative Budget & Appropriation Ordinances for the Town and Road District will be presented to Board Members for their review and discussion.
We will approve the Tentative Budgets tonight and we will adopt the final Budgets on June 30, 2016 at hearings to be held at 7:00 and 7:15 P.M. prior to our Regular Monthly Board Meeting.
Tonight, the following motions will be made after the Board reviews and Ordinances:
4. MOTION to approve ORDINANCE NO. 2016 ~ 06:
Tentative Budget & Appropriation Ordinance for the Township of Hollis
for the fiscal year beginning April 1, 2016 and ending March 31, 2017.
Motion Bill Gerdes; second Jim Bailey. The motion passed with all ayes on a roll call vote.
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5. MOTION to approve ORDINANCE NO. 2016 ~ 07:
Tentative Budget & Appropriation Ordinance for the Single Road District of Hollis
for the fiscal year beginning April 1, 2016 and ending March 31, 2017.
Motion Brian Fengel; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
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6. MOTION to adjourn made by Jim Bailey; second Gary Thomas. The motion passed
unanimously. Meeting adjourned at 8:38 P.M.
Respectfully submitted,
Kelsey A. Archer, Town