TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, MAY 31, 2018 @ 7:30 P.M.
After the Pledge of Allegiance to the Flag @ 7:35 P.M., the Supervisor called the meeting to order at 7:35 P.M. at the Hollis Town Hall, 6430 West Wheeler Road, Mapleton, Illinois 61547-9615.
Board Members Present for Roll Call:
Supervisor William J. Gerdes; Clerk Cheryl A. Archer; Trustees: James E. Bailey, Maryann S. Morrison and Rich D. Murray.
The Supervisor announced a quorum was present. Trustee Justin R. Egan was excused and has submitted his resignation effective this date, May 31, 2018.
The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey attended this meeting.
Visitor: Hollis Township resident Russell L. Zeine, Jr. attended this meeting with no comment.
There were no corrections or additions to the Agenda.
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APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of Minutes from the Trustees Annual Meeting held on Monday, April 09, 2018 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Morrison; second Murray. The
motion passed unanimously with all ayes.
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2. Prior to tonight’s meeting, copies of Minutes from the Annual Town Meeting held on Tuesday, April 10, 2018 were distributed to Board Members for their review and corrections only.
These Minutes have been signed by the Moderator of the Annual Town Meeting and the Town Clerk. The Minutes will be approved by the electors at the next Annual Town Meeting which will be held
on Tuesday, April 09, 2019.
No action required from the Board of Trustees.
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3. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, April 26, 2018 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Murray; second Morrison. The
motion passed unanimously with all ayes.
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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 31, 2018 in the amount of $ 99,309.05.
Motion Morrison; second Murray. The motion passed with all ayes on a roll call vote.
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2. MOTION to accept for payment all General Assistance Invoices as presented to the Board on the Disbursement Summary dated May 31, 2018 in the amount of $ 823.00.
Motion Morrison; second Bailey. The motion passed with all ayes on a roll call vote.
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3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated May 31, 2018 in the amount of $ 27,949.42.
Motion Morrison; second Murray. The motion passed with all ayes on a roll call vote.
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TOWN BUILDING, GROUNDS & EQUIPMENT:
There was brief discussion regarding the need for estimates to replace the roof on the office building as well as estimates to paint the trim. It was noted that the cupola is seriously weathered and may only last a couple more years.
The Supervisor will work on getting estimates and present them to the Board as soon as possible.
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COMMUNICATIONS & Correspondence:
Message to the Hollis Township Board of Trustees from Administrative Assistant, Joleen Bailey:
After 25 years working for Hollis Township & Road District, I am announcing my retirement to be effective June 30, 2018.
In addition, this position has only had one pay increase in the last 10 years. In order for me to go forward and complete all business related to June, and then to end the 2nd quarter of 2018, I am asking the Board to approve setting my hourly wage at $25.00 beginning June 1, 2018 and for any subsequent hours after June 30, 2018 for any consultation or training required from me for a transition to a new individual in this position.
Thank you for considering my request.
MOTION by Morrison; second Murray to approve setting Joleen Bailey’s salary at $25.00 per hour beginning June 1, 2018. The motion passed with 3 ayes from Morrison, Murray & Gerdes.
Jim Bailey abstaining.
TOWN BUSINESS ~ Supervisor:
Supervisor Gerdes was contacted by the West Peoria Township Supervisor to see if Hollis Township would like to share the cost of the required publication of Notice of Prevailing Wage Ordinances. However, Hollis Township would prefer submitting our own Notices of Prevailing Wage Ordinances to our local newspaper.
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CLERK BUSINESS / Business & Comments: nothing at this time.
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ROAD BUSINESS ~ Highway Commissioner:
1. Waiting on call back from insurance underwriters in regard to the loss coverage on the 2004 tandem to see if we can get some more money to help cover the full cost of repairs.
2. 2004 Tandem should be done in about 2 weeks unless other problems arise. Road Commissioner plans to go look at the tandem tomorrow, June 1, 2018.
3. Have not heard anything from Mike Unes’ office about the EPA permit requirement.
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TRUSTEES/ Information / Business:
TAX ASSESSOR’S OFFICE / Information / Business: .
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OLD UNFINISHED BUSINESS: Update on reinvesting the Town Funds from the Better Banks CD # 26392 which matured April 24, 2018 in the amount of $84,883.16; CD was cashed April 30, 2018 and deposited into Town Fund Checking at Better Banks.
1. MOTION to approve investing Town Funds in the amount of $85,000. with Edward Jones Investments in the form of a CD for a term of 1 year, with an estimated rate of 2.15% which was quoted the end of April; however, we must submit our current Investment Policy for Edward Jones legal department to approve, before our investment can be made with them. The final rate of interest will be reported at our next meeting on June 28, 2018.
Motion Bailey; second Morrison. The motion passed with all ayes on a roll call vote.
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(see MOTION in New Business for the Township Board to Approve our updated Investment Policy)
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2. MOTION to accept the resignation of Trustee Justin R. Egan which was received on May 29, 2018; Board accepted this date May 31, 2018. Mr. Egan indicated on April 26, 2018 that he was moving out of the Township; however, no specific date was given for his resignation from the Board.
The original resignation letter from Justin will be kept as a permanent record with the Minutes of this Meeting - May 31, 2018.
Motion Morrison; second Murray. The motion passed with all ayes on a roll call vote.
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3. Our Auditor, Dave Bauman from Willock Warning & Co., P.C. was in our office on May 21 and 22nd to begin the Full Audit for Hollis Township & Road District for the fiscal year ended March 31, 2018. The audit is estimated to cost a total of $3,800. which is the same cost as our audit last year. The cost is split 50/50 between Town & Road & Bridge Funds.
The audit will be completed and filed with the State of Illinois Comptroller’s Office as soon as their web-site is available which may be as late as September 2018.
We will hear from Willock Warning & Co. as soon as they have all the documents completed for our audit.
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NEW BUSINESS:
Copies of our updated INVESTMENT POLICY ORDINANCE NO. 2018 - 08
were given to Board Members for their review prior to this meeting.
Signatures from the Supervisor / Treasurer William J. Gerdes and our Clerk Cheryl A. Archer will be required on this document. The Supervisor will take this document to Edward Jones’ Office tomorrow - Friday, June 1, 2018.
1. MOTION to approve ORDINANCE NO. 2018 - 08 ~ INVESTMENT POLICY for
Hollis Township for all funds - dated this May 31, 2018.
Motion Bailey; second Murray. The motion passed with all ayes on a roll call vote.
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2. MOTION to adjourn made by Bailey; second Murray. The motion passed
unanimously. Meeting adjourned at 8:34 P.M.
Respectfully submitted,
Cheryl A. Archer, Town Clerk