TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES MONTHLY BOARD AUDIT MEETING
THURSDAY, FEBRUARY 25, 2016
After the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order at 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 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. There were no corrections or additions to the agenda.
APPROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of the January 28, 2016 ~ Minutes from the Regular Monthly Meeting 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 February 25, 2016.
Motion Brian Fengel; second Jim Bailey. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment all General Assistance Fund Invoices as presented to the Board on the Disbursement Summary dated February 25, 2016.
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 February 25, 2016.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
Special Notation:
4. MOTION to accept for payment the following expense from Road & Bridge Fund:
$1,000.00 from Salaries LI 31500 to Town Fund Salaries LI 11500
$ 62.00 from Social Security LI 31508 to Town Fund Social Security LI 11508
$ 14.50 from Medicare LI 31510 to Town Fund Medicare LI 11510
TOTAL TRANSFER $ 1,076.50 ~ made with this Board Audit, February 25, 2016
This transfer is reimbursement to Town Fund for the Annual Salary of the Supervisor who serves as the Treasurer of the Road District (it is a set amount and cannot be more than $1,000.)
for the current fiscal year 2015-2016. This $1,000. amount is included in the Supervisor’s Annual Salary of $7,040.
Motion Brian Fengel; second Bill Gerdes. 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 February 25, 2016.
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
COMMUNICATIONS & Correspondence:
1. Note to Township Officials: Statements of Economic Interest forms ~
When you receive the form from the County Clerk’s Office, please bring it to our March meeting.
The completed forms are to be filed no later than May 1, 2016 to avoid penalties.
Our Township Clerk, Kelsey Archer will deliver these completed forms to the Peoria County Clerk’s Office to be filed and date stamped. A copy of the full form will be retained by our office as part of our permanent records. Our auditors require access to a copy of the full form.
The receipt portion of this statement will be returned to all officials after the forms are filed with the County Clerk.
2. Additional Note to Hollis Township Officials from your accounting department:
Please cash your payroll checks promptly / ASAP / within 5-7 business days of issue.
If this is not possible, please give your personal deposit slips to Joleen and she will mail your check directly to your bank each month. Thank You!!
TOWN BUSINESS ~ Supervisor: none.
CLERK BUSINESS / Business & Comments: none.
ROAD BUSINESS ~ Highway Commissioner:
1. As of February 15, 2016, Hollis Township Road District will no longer participate in paying 50% of the cost to have Security Officers patrol South Cameron Lane. It has been difficult to assess the value of this service for our Township. There has continued to be lots of debris dumped on and along South Cameron Lane which our road crew members are picking up and hauling to our Township location for proper disposal. The Road Commissioner mentioned he was thinking about installing cameras in a few locations along South Cameron Lane to help identify the individuals who are illegally dumping refuse in that area.
2. Effective February 23, 2016, the Hollis Township Road District has sold their Duraco Durapatcher,
Serial No. 14575 / Model No. 125DJT / to the Peoria County Highway Department for $37,000.00.
Our original purchase of the 2009 Durapatcher was paid on June 25, 2009 / for a total of $ 43,547.00 @ a shared cost between the Road & Bridge Fund paying (65.55%) $28,547. and the Equipment & Building Fund paying the remaining (34.446%) $15,000.
The $37,000. sale price of the Durapatcher ~ may appear on our Peoria County Highway Department’s Motor Fuel Tax Fund Statement dated February or March 2016. The motor fuel tax receipts are only associated with our Road and Bridge Fund expenses.
The Road & Bridge Fund will reimburse Equipment & Building Fund ~ 34.446% of the $37,000. sale price which will be $12,745.02. This transfer of funds Motion will be made on our Regular Monthly Board Meeting Agenda dated March 24, 2016 ~ providing Peoria County has shown the $37,000. payment to Hollis’ motor fuel tax balance prior to March 24.
3. For several months, the Road Commissioner has been experiencing problems with our Verizon invoices; the plan was changed without authorization from the Road Commissioner and the fees assessed for our service have been extremely high.
Recently, Denny has talked with the Verizon Representative who is handling our account; he is hopeful that the plan has been corrected. Our account was expected to receive a credit to cover some of the overcharges. We will see what the next invoice reveals.
4. Peoria County Highway Department Motor Fuel Tax:
Hollis Township Report ~ month ended January 31, 2016~~~~~~~~~
Due to some additional interest added for the last months of 2015, the updated balance for
December 31, 2015 is $ 4,857.86
January 31, 2016 MFT allotment added ~ $3,028.74 balance: $ 7,886.60
TRUSTEES/ Information / Business:
TAX ASSESSOR’S OFFICE / Information / Business:
The Tax Assessor has submitted her budget request for the fiscal year April 1, 2016 through
March 31, 2017 which is unchanged from the 2015-2016 Budget.
There have been no Board of Review Appeals for Hollis Township this month.
OLD UNFINISHED BUSINESS: none.
NEW BUSINESS:
1. MOTION to approve changing the meeting scheduled from Thursday, March 31, 2016 to
Thursday, March 24, 2016 which is necessary due to a change in a legal requirement to establish and post information regarding the Annual Town Meeting Agenda no later than March 28, 2016.
Motion Jim Bailey; second Brian Fengel. The motion passed unanimously with all ayes.
The Legal Notice to change this meeting date will be published in the Limestone Independent Newspaper at least 10 days prior to the newly scheduled meeting date.
The Clerk will also post the Legal Notice of Change on Hollis Township’s 3 bulletin boards located within our Township.
2. MOTION to approve the Schedule of Hollis Township Meetings for the fiscal year
April 1, 2016 through March 31, 2017 as presented: (Motion & Roll Call @ end of schedule)
All Meetings shall be held at the Hollis Town Hall @ 7:00 P.M., unless noted otherwise.
6430 West Wheeler Road, Mapleton, Illinois 61547-9615 ~ Telephone (309) 697-6252 / Fax 697-5097
Regular Monthly Board Meetings are the last Thursday of the month, unless noted otherwise
Special Meetings ~ day of week designated as listed:
April 11, 2016 Monday Special Meeting – Trustees Annual Accounting Meeting
April 12, 2016 Tuesday Special Meeting – Annual Town Meeting for Registered
Voters
April 28, 2016 Regular Monthly Board Audit Meeting
May 26, 2016 Regular Monthly Board Audit Meeting / including:
Approve Tentative Budgets for fiscal year 2016-2017
[There must be 30 days between approving & adopting budgets.]
June 30, 2016 Special Budget Hearing Meetings @ 7:00 P.M. & 7:15 P.M.
Adopt Final Budgets for fiscal year 2016-2017
******* Regular Monthly Board Audit Meeting @ 7:30 P.M. / including:
Adopt Prevailing Wage Rates for 2016~2017
July 28, 2016 Regular Monthly Board Audit Meeting / including:
Discuss setting salaries for Hollis Township Elected Officials
for 4 year terms of office beginning May 2017 ~ April 2021
Must set Elected Officials Salaries no later than November 16, 2016
August 25, 2016 Regular Monthly Board Audit Meeting / include salary discussion
September 29, 2016 Regular Monthly Board Audit Meeting / include salary discussion
October 27, 2016 Regular Monthly Board Audit Meeting / including:
1. Approve Tentative Tax Levies for 2016, payable in 2017
[There must be 20 days between approving & adopting tax levies.]
2. Finalize/Set Salaries for terms of Office beginning May 2017
November 29, 2016 Tuesday - Regular Monthly Board Audit Meeting / including:
Adopt Final Tax Levies for 2016, payable in 2017
December 29, 2016 Regular Monthly Board Audit Meeting
January 26, 2017 Regular Monthly Board Audit Meeting
February 23, 2017 Regular Monthly Board Audit Meeting
March 23, 2017 Regular Monthly Board Audit Meeting / including:
(4th Thursday) Adopt Agenda for the April 11, 2017 Annual Town Meeting
Agenda must be adopted and posted not less than 15 days
before the Annual Town Meeting
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APRIL 1, 2016 ~ NOTICE OF MEETINGS (Open Meetings Act) Clerk must post public notice of its schedule of regular meetings at the beginning of the fiscal year (or calendar year). The notice shall state the regular dates, times and places. Make schedule available to any news outlet that has filed an annual request for such notice.
LEGAL NOTICE shall be posted on our 3 outdoor bulletin boards within Hollis Township
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Motion Brian Fengel ; second Bill Gerdes. The motion passed unanimously with all ayes.
3. Township Officials of Illinois ~ 34th ANNUAL TOPICS DAY ~ Wednesday, April 06, 2016 in Springfield, Illinois. TOI deadline for reservations is March 31, 2016. Cost is $75.00 per person.
Registration includes lunch, handout materials and the reception.
Motion to approve payment of $75. per person registration fee for the 34th Annual Topics Day, Wednesday, April 06, 2016 beginning at 11:30 A.M. at the President Abraham Lincoln Hotel @ 701 E. Adams Street in downtown Springfield, Illinois.
Motion Bill Gerdes; second Brian Fengel. The motion passed with all ayes on a roll call vote.
Please indicate your interest to attend ASAP / no later than March 21 /
OR / You may make
your own reservation and the Township will reimburse your expenditure for registration.
See your February issue of the Perspective Magazine for complete details, Page 11.
4. MOTION to adjourn made by Jim Bailey; second Brian Fengel. The motion passed unanimously with all ayes. The Meeting adjourned at 7:47 P.M.
Respectfully submitted,
Kelsey A. Archer, Town Clerk