TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, JULY 30, 2015 7:00 P. M.
After the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order @ 7:00 P.M. at the Hollis Town Hall, 6430 West 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 Tal B. Beckman was absent.
The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey attended
this meeting
There were no visitors.
There were no corrections or additions to the agenda.
APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of Minutes from the Special Budget Hearing Meetings held Thursday, June 25, 2015 @ 7:00 & 7:15 P.M. were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Jim Bailey; second Brian Fengel. The
motion passed unanimously with all ayes.
2. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Board Audit Meeting held on Thursday, June 25, 2015 @ 7:30 P.M. were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Jim Bailey; 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 July 30, 2015
Motion Bill Gerdes; second Jim Bailey. 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 July 30, 2015
Motion Jim Bailey; 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 July 30, 2015.
Motion Bill Gerdes; second Brian Fengel. The motion passed with all ayes on a roll call vote.
4. MOTION to accept for payment the Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary July 30, 2015.
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
TOWN BUILDING, GROUNDS & EQUIPMENT:
1. Update: The T-L Water service line leak which was found on Saturday, June 20, 2015 cost the Township nearly $600. for the water lost. The invoice may be found in the Town Fund Board Audit this month for July 30, 2015.
The invoice: consumption was listed at 126,215 gallons at a cost of $677.58. Our normal usage is 1,500 gallons at a minimum cost of $20.00 per month. T-L was able to give us a bulk rate on some of the water lost which reduced the total amount due to $618.64; of course, $20.00 of that amount would have been our normal monthly fee.
It was fortunate that the Road Commissioner was here on that Saturday to shut the water off and then repair the broken line within 2 days; our cost could have been much greater.
To help prevent water damage to the Office Building if a leak would occur in the future, Trustee Bailey suggested installing some type of moisture sensor valve that would automatically shut our water supply off in case of a water leak. He offered to look into pricing for this protection.
2. Trustee Bailey has cleaned the outside front entry to our office building, washed the ceiling and pillars on the front porch and generally cleaned the surrounding area of the bug debris and dirt. It certainly looks much better; however, Jim Bailey is noting the need for repainting.
COMMUNICATIONS & Correspondence:
Accounting Secretary & General Assistance Case Manager is noting 64.5 additional hours worked from March 10 thru July 18, 2015 to administer the current workload in General Assistance.
The full accounting of these hours may be found in this month’s General Assistance Fund Expenditures where General Assistance Fund is reimbursing Town Fund for the Case Manager’s hours.
TOWN BUSINESS ~ Supervisor:
Gary Thomas talked with another Township Supervisor regarding the necessity of carrying the General Assistance Catastrophic Insurance which was discussed last month due to the annual premium which was paid with the June 30, 2015 Board Audit Expenses. Gary was advised to keep the policy in force at this time to see how the Affordable Care Act may affect the Township’s liability for health coverage to our General Assistance recipients, even though they all have health coverage through the State of Illinois Department of Human Services .
Trustee Jim Bailey noted that we have another 11 months to decide prior to the next premium year and we can keep researching so we have enough information to make a better informed decision at that time.
CLERK BUSINESS / Business & Comments:
1. The Notice of Prevailing Wage Ordinance for June 2015 was published in the Peoria Journal Star on Thursday, July 2, 2015. A copy of the publication has been faxed to the Peoria County Clerk’s Office as required for publication verification. Hollis’ Ordinances were adopted on June 25, 2015 at our Regular Monthly Board Audit Meeting.
Also, the Original Complete sets of both Prevailing Wage Ordinances were mailed to the Illinois Department of Labor, Conciliation and Mediation Division, 900 South Spring Street, Springfield, Il. 62704-2725 ~ on Friday, July 26, 2015 from the Bartonville Post Office.
2. The 2015-2016 Budget & Appropriation Ordinances were filed in the Office of the Peoria County Clerk on July 2, 2015. Date stamped copies were returned to our office for our permanent files;
Budget Ordinances were adopted June 25, 2015 @ Special Budget Hearing Meetings.
ROAD BUSINESS ~ Highway Commissioner:
1. July 13, 2015, Hollis Road District received its 2nd Grant from IEMA / FEMA in the amount of $53,354.13 as part of the Public Assistance Program for the Spring of 2013 severe storms and flooding.
The 1st Grant was received May 8, 2014 in the amount of $13,657.87. We had anticipated additional funds after the initial grant was received.
These funds have been deposited into our Joint Bridge Fund to help the Road District recover some of the material costs for all the repairs necessary after the 2013 flooding.
2. The Road Commissioner and two employees have been totally focused on clearing debris and mud from all drainage ditches along our roads and repairing washed out areas as well as repairing road surfaces. There have been many overtime hours worked to try to get a handle on the results of all the rain since early spring.
We are hoping in the next two weeks we will be able to clear all ditches that still have debris and washed out areas; however, further rains will force us back to other areas we have already cleared prior to this time.
Due to the results of the massive amounts of rain we have experienced, there have been an unbelievable number of telephone calls and complaints; some are calm nice people and then some are very rude, irrational and coarse people who want their problem solved immediately. For many of these people calling to complain so impatiently, it is the 1st time they have ever called our office with a concern to let us know their area needs attention.
The work load has been extremely stressful for all employees; then adding all the moisture, humidity, heat and mud conditions. We are trying to stay hydrated to protect ourselves from illness.
Our other employee concentrates mostly on mowing our roadsides when conditions get dry enough after all the rain and muddy conditions have been present. Some people are not tolerant or understanding of the conditions under which we are forced to operate. We are doing all we can as quickly as possible.
3. The 2004 Ford one ton truck continues to have many problems. Velde Ford and Uftring have both worked on the truck.
4. Peoria County Highway Department Motor Fuel Tax: Hollis Township Motor Fuel Tax Un-obligated Fund Balance Report ~ dated July 10, 2015:
Hollis’ beginning Balance June 2, 2015 negative [$15,754.36]
Monthly allotment added $1,963.22 July 2, 2015 negative [$13,790.20]
TRUSTEES/ Information / Business:
Trustee Bailey discussed the need to update information on the Hollis Township web-site. Clerk Kelsey Archer will follow up with Eric to get the updates made.
TAX ASSESSOR’S OFFICE / Information / Business:
In the near future, all individual and business property tax information will be published in the Peoria Journal Star Newspaper : ie: names, addresses and property tax amounts. This publication occurs every 4 years/ quadrennial.
OLD UNFINISHED BUSINESS: nothing at this time.
NEW BUSINESS:
1. MOTION to approve purchasing two copies of the new 2015 TOI LAWS & DUTIES HANDBOOK. Single copy is $24. / 2 or more copies are $23.50. All must be mailed to one address. [The last edition was in 2013 and we ordered 2. It is recommended that the 2013 version be discarded to avoid confusion]
Motion Gary Thomas; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
2. MOTION to acknowledge and approve the $35.00 Advance Registration Fee for the
Township Supervisors of Illinois, Division of the Township Officials of Illinois, Zone II
Educational Workshop to be held at the Stoney Creek Inn ~ East Peoria on Friday, August 21, 2015. Reservations are due by August 7.
Registration is at 8:00 A.M. This session concludes after the lunch which is served at 12:15 P.M.
Gary Thomas has requested a reservation to attend. The expense is included in this Board Audit.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
3. 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, 2015.
The Committee Audit Results shall be filed with the Peoria County Clerk no later than September 30, 2015. The Board agrees to pay up to $50. per day to each person.
We will contact the individuals who performed the Audit in 2014 to see if they are interested and/or available to help us again this year.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
4. Township Officials of Illinois ~ 108th ANNUAL EDUCATIONAL CONFERENCE
Sunday, November 8 through Tuesday, November 10, 2015
@ the Crowne Plaza Hotel in Springfield, Illinois
Please see the JULY / AUGUST ISSUE of the PERSPECTIVE MAGAZINE
beginning on Page 20 for specific details. Please read carefully.
Full registration is $ 165.00 per person which includes Monday and Tuesday for this Conference to be held at the Crown Plaza Hotel in Springfield, Illiniois. ONLY 2 NIGHTS HOTEL EXPENSE will be reimbursed.
Only individuals who have submitted a Conference Registration by October 8th will be assigned hotel reservations. See page 23 for Housing Information / Perspective. Read carefully.
Elected Officials are responsible for making their own hotel reservations. All hotel reservations must be made prior to October 8th.
Receipts are required for reimbursement. Please do not combine any food or beverage purchases on the same receipt with another elected official; it makes reimbursement too complicated.
Thank You!!
Reservations for Conference Registration will be made no later than our September 24, 2015 Regular Monthly Meeting. Conference registration must be received by October 8th for hotel reservations to be assigned.
Please indicate your interest to attend the Conference no later than our August 27th Meeting. We will include the question on the Agenda for the August Meeting as well as the MOTION TO APPROVE THIS EXPENSE..
5. MOTON to adjourn made by Gary Thomas; second Brian Fengel. The motion
passed unanimously with all ayes. The Meeting adjourned at 7:56 P.M.
Respectfully submitted,
Kelsey A. Archer, Town Clerk