TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, JUNE 28, 2018
In the absence of our Clerk, the Supervisor announced the Pledge of Allegiance to the Flag @ 7:00 P.M and called the meeting to order.
Supervisor Gerdes asked Trustee James E. Bailey to record the Minutes of this meeting.
Board Members Present for Roll Call:
Supervisor William J. Gerdes; Clerk Cheryl Archer – excused - has resigned her office;
Trustees: James E. Bailey, Maryann S. Morrison and Rich D. Murray.
The Supervisor announced a quorum was present and noted one Trustee position is vacant.
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The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey
attended this meeting.
No corrections or additions to the Agenda. / Visitor: Hollis resident - Rhonda L. Hodges.
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APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of the May 31, 2018 Minutes from the Special Budget Hearing Meetings held at 7:00 & 7:15 P.M. were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Rich Murray; second Maryann Morrison.
Motion passed unanimously with all ayes.
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2. Prior to tonight’s meeting, copies of the May 31, 2018 Minutes from the Regular Monthly Meeting held at 7:30 P.M. 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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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 28, 2018 in the amount of $ 8,479.90.
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 Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary June 28, 2018 in the amount of $ 14,305.02.
Motion Murray; second Morrison. The motion passed with all ayes on a roll call vote.
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3. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary June 28, 2018 in the amount of $ 773.36.
Motion Morrison; second Murray. The motion passed with all ayes on a roll call vote.
VISITORS ADDRESSING THE BOARD: no comments.
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TOWN BUILDING, GROUNDS & EQUIPMENT:
Supervisor Gerdes has obtained several estimates to replace the shingles on the Office Building:
1. Kreiling Roofing_______________________________________________________ $ 15,855.00
2. Messing Const._______________________________________________________ $ 17,800.00
3. River City Const.___asphalt shingles & metal roof _______ $15,900. $ 22,900. $ 26,300.00
4. Tremont Roofing_________________metal roof___________________________ $ 28,900.00
There was some discussion by the Board. Trustee Rich Murray agreed to review these estimates prior to next month’s meeting and may offer suggestions at the July 26, 2018 Monthly Meeting.
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COMMUNICATIONS & Correspondence:
Regarding the retirement of our Administrative Assistant, Joleen Bailey:
Although the official retirement date is June 30, 2018, Joleen will continue working for several months on a temporary basis.
Joleen has placed “Help Wanted” ads in the Limestone Independent Newspaper and the Glasford Gazette (for the secretary & accounting position) which will be appearing in these publications in the next few weeks.
The Supervisor has asked Joleen to screen all resumes we receive and interview those individuals whom she feels may be a suitable replacement for her position. This could take a couple of months.
After the hiring process is completed, Joleen will begin training the person she has chosen to fill this position. Training will include office procedures and schedules, as well as our American Municipal Software Accounting system in which we create our payroll and vendor payments.
The Board will be kept up to date with this situation.
In addition:
Since we will have to appoint a replacement for our Town Clerk, it will be necessary for Joleen to help acclimate the new person to the Clerk’s duties for the next few months.
Joleen has found an individual willing to serve as Town Clerk who will create the Agenda and the Minutes every month and distribute them to our Board Members. In past years and for various reasons, Joleen has been assuming these responsibilities which are part of the Town Clerk’s job.
This work-load averages 10 to 15 hours per month which could then be shifted away from the Administrative Assistant’s responsibilities; therefore, reducing the paid hours for the Administrative Assistant after a training process for the Town Clerk.
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CLERK BUSINESS / Business & Comments:
1. Town & Road District Budgets were filed with the Peoria County Clerk on Monday, June 11,
2. Our Township Clerk, Cheryl Archer has presented a letter of resignation. Later in the meeting, see New Business to accept her letter of resignation.
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ROAD BUSINESS ~ Highway Commissioner:
1. Centre State has not completed the repairs on the body of the 2004 Tandem. They took on some small jobs instead of finishing our truck. As reported last month, we expected to have the tandem back by this time.
2. On June 18, 2018 - Route 9 was closed at Route 24 while repairs are being made to the one set of railroad tracks. This has created a disaster for us on South Cameron Lane (Pekin bottoms road) since many vehicles are using it as a thoroughfare between Pekin and Route 24.
3. The Peoria County Highway Department Motor Fuel Tax for Hollis Township Road District dated June 25, 2018 shows:
The previous balance reported on January 3, 2018 (for the month of December) $ 41,994.59
February 1, 2018 added allotment for January 2018 3,153.85
March 1, 2018 allotment for February 2018 2,732.94
April 3, 2018 allotment for March 2018 2,709.69
April 16, 2018 deducted IDOT authorization per estimate of cost - 3,328.46
May 2, 2018 added allotment for April 2018 3,193.01
June 4, 2018 allotment for May 2018 2,939.95
Total after additions & deduction listed here: $ 53,395.57
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OLD UNFINISHED BUSINESS: Note to the Board of Trustees:
Last month at our May 31, 2018 Regular Monthly Meeting, the Township Board made a motion to approve investing Town Funds in the amount of $85,000. as a Certificate of Deposit with Edward Jones Investments.
However, after submitting our Investment Policy to Edward Jones, their legal department reported back to us that due to an ILLINOIS PUBLIC FUNDS INVESTMENT ACT – Townships are not allowed to invest with BROKER / DEALER AGENTS even though the CD would be FDIC insured.
Very disappointing to lose the opportunity to take advantage of Edward Jones higher interest rates for our public funds.
Prior to attempting to make this investment, we had contacted the Executive Director of Township Officials of Illinois in Springfield and had also consulted two Edward Jones Investment Agents. None of these individuals were aware of the Illinois Public Funds Investment Act which does not allow Townships and many other entities to invest with Broker/Dealer agents.
Therefore, the $85,000. check to Edward Jones Investments was voided. (see investment report)
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Subsequently, another check was issued for $85,000. to Better Banks to purchase a 15 month CD ~ @ a rate of 1.05%. The purchase was made on June 18, 2018 by our Treasurer, William J. Gerdes. The maturity date for this Certificate of Deposit is September 18, 2019.
1. MOTION to approve the transaction with Better Banks listed herein:
Motion Morrison; second Murray. The motion passed with all ayes on a roll call vote.
Please see the May 31, 2018 - Investment Report for documentation of these transactions.
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NEW BUSINESS:
1. MOTION to Declare a Vacancy in the Office of Hollis Township Trustee which was created by the resignation of Trustee Justin R. Egan . Mr. Egan’s resignation was accepted May 31, 2018.
Motion Murray; second Morrison. The motion passed with all ayes on a roll call vote.
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2. MOTION to approve the Appointment of Rhonda L. Hodges to fill the Vacancy in the Office of Hollis Township Trustee effective July 1, 2018 for the remainder of the four year term of office which will end on or near May 15, 2021. (Ms. Hodges first meeting shall be July 26, 2018)
Motion Morrison; second Murray. The motion passed with all ayes on a roll call vote.
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3. Rhonda L. Hodges took the Oath of Office at this point in the meeting, which was administered by Notary Public ~ Alice B. Dailey.
After the Oath of Office, Ms. Hodges received a copy of the “Notice to One Appointed to Fill Vacancy “ presented from the Office of the Town Clerk.”
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4. Regarding this appointment of Township Trustee, the following documents shall be filed with the Peoria County Clerk’s Office. The original documents shall be date stamped and retained by the County Clerk.
Copies of these documents shall be date stamped and returned to Hollis Township as permanent records of the Township Clerk’s files.
a. Statement of Economic Interest from Rhonda L. Hodges
b. Oath of Office
c. Warrant of Appointment of the Township Board of Trustees (to fill a vacancy)
d. Copy of the Township Clerk’s “Notice to One Appointed to Fill Vacancy”.
In addition, the Oath & Warrant of Appointment shall be attached to the Minutes of this meeting.
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5. Pam Butler, Office Manager for the Township Officials of Illinois in Springfield, Illinois shall be notified of the change in the Office of Trustee for this term of office./ and any other changes in Elected Positions for this term.
Notifications will be made by fax after the conclusion of our meeting tonight.
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6. MOTION to Accept the Resignation of Hollis Township Clerk, Cheryl A. Archer.
[Cheryl’s resignation letter shall be attached to these Minutes June 28, 2018.]
Motion Murray; second Morrison. The motion passed with all ayes on a roll call vote.
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7. MOTION to Declare a Vacancy in the Office of Hollis Township Clerk which was created by the resignation of Clerk Cheryl A. Archer . Ms. Archer’s resignation was accepted at this meeting June 28, 2018. (Clerk’s resignation letter will be found with the Minutes of this meeting)
Motion Morrison; second Murray. The motion passed with all ayes on a roll call vote.
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8. MOTION to approve the Appointment of Linda A. Phillips to fill the Vacancy in the Office of Hollis Township Clerk - effective July 1, 2018 for the remainder of the four year term of office which will end on or near May 15, 2021. (Ms. Phillips first meeting shall be July 26, 2018)
(Linda Phillips agreed to accept this position if Joleen Bailey will continue working to train her in these next few months)
Motion Murray; second Morrison. The motion passed with all ayes on a roll call vote.
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9. Linda A. Phillips will take the Oath of Office on Monday, July 2, 2018 @ 10:00 A.M. which will be administered by Notary Public ~ Alice B. Dailey at our Township Office.
After the Oath of Office, Ms. Phillips will receive a copy of the “Notice to One Appointed to Fill Vacancy “ presented from the Office of the Town Clerk.”
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10. Regarding this appointment of Town Clerk , the following documents shall be filed with the Peoria County Clerk’s Office. The original documents shall be date stamped and retained by the County Clerk.
Copies of these documents shall be date stamped and returned to Hollis Township as permanent records of the Township Clerk’s files.
a. Statement of Economic Interest from Linda A. Phillips
b. Oath of Office
c. Warrant of Appointment of the Township Board of Trustees (to fill a vacancy)
d. Copy of the Township Clerk’s “Notice to One Appointed to Fill Vacancy”.
In addition, the Oath & Warrant of Appointment shall be attached to the Minutes of this meeting.
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Copies of the 2018 PREVAILING WAGE ORDINANCES & PREVAILING WAGE RATES were available for viewing and discussion by Township Board Members at our meeting tonight.
The following motions were made:
11. MOTION to adopt the PREVAILING WAGE ORDINANCE NO. 2018 ~ 09 for the Township of Hollis, as of June 28th 2018 as presented.
(signatures required from the Supervisor & the Clerk, pro-tem on pages 2 & 3)
Motion Morrison; second Murray. The motion passed with all ayes on a roll call vote.
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12. MOTION to adopt the PREVAILING WAGE ORDINANCE NO. 2018 ~ 10 for the Road District of Hollis Township, as of June 28th 2018 as presented.
(signatures required from the Road Commissioner and the Clerk, pro-tem on pages 2 & 3)
Motion Murray; second Morrison. The motion passed with all ayes on a roll call vote.
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Within 30 days after adoption, NOTICES OF PREVAILING WAGE ORDINANCES shall be published in a
local newspaper with circulation in Hollis Township. ( 1 for Town & 1 for Road District) We will publish in the Glasford Gazette.
In addition:
Within 15 days after adoption, ORIGINAL, COMPLETE SETS OF EACH PREVAILING WAGE ORDINANCE
(the entire document, including the wage rates) shall be mailed to the Illinois Department of Labor, Conciliation and Mediation Division, 900 South Spring Street, Springfield, Illinois 62704-2725.
AT THIS TIME, the Hollis Township Administrative Assistant, Joleen Bailey will handle all requirements associated with these documents.
Notes: “PEORIA COUNTY PREVAILING WAGE RATES FOR JUNE 2018 were obtained from the internet by entering only the heading shown here. ( However, current rates are dated September 2017 with revisions listed)
THE ORDINANCES were created in our office and may be found in Microsoft Word under “My Documents” as PREV.WAGE ~ TOWN ORD.2018 & PREV.WAGE~ROAD ORD.2018.
Notices for Newspaper publication may also be found in Microsoft Word Under “My Documents” as
PREV.WAGE LEGAL TOWN 2018 & PREV.WAGE LEGAL ROAD 2018. (These must be emailed to Gazette)
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13. MOTION to adjourn made by Morrison; second Murray. The Motion passed unanimously with all ayes. Meeting adjourned at 7:58 P.M.
Respectfully submitted,
James E. Bailey, Trustee & Clerk Pro tem