Minutes from the October 27, 2016 regular board meeting

TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS

MINUTES REGULAR MONTHLY BOARD AUDIT MEETING

THURSDAY, OCTOBER 27, 2016

After the Clerk led the Pledge of Allegiance to the Flag at 7:00 P.M., the Supervisor called the meeting to order at 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,

Sandra E. Fruge and James E. Bailey.

The Supervisor announced a quorum was present. Trustee Brian B. Fengel was excused.

The Road Commissioner Dennis Beckman and the Tax Assessor Alice 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 Minutes from the Regular Monthly Meeting held on Thursday, September 29, 2016 were distributed to Board Members for their review.

MOTION to accept the Minutes as presented made by Bill Gerdes; second Sandy Fruge. 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 October 27, 2016.

Motion Jim Bailey; second Bill Gerdes. 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 October 27, 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 October 27, 2016.

Motion Sandy Fruge; second Bill Gerdes. 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 October 27, 2016.

Motion Bill Gerdes; second Sandy Fruge. The motion passed with all ayes on a roll call vote.

TOWN BUILDING, GROUNDS & EQUIPMENT:

One additional cabinet is needed to store documents in our vault. The 4 metal cabinets that we have are Tennsco @ a current estimated cost of $350.

See Motion # 1. in New Business later in the meeting.

COMMUNICATIONS & Correspondence:

1. Reminder: The TOI 2016 Legislative Survey Form discussed last month. Hollis Board Members ~ Copies distributed last month. Completed surveys are requested by November 1.

2. Peoria County Township Officials Association ~ PCTOA Annual Holiday Dinner:

Sunday, December 4, 2016 at the Itoo Society Hall – 4909 W. Farmington Road in Peoria County. See Motion # 2. in New Business later in the meeting.

3. Rumbold & Kuhn Inc. ~ Hollis Township has received a check for $5,221.33 (net amount) which represents our ½ of the 2016 corn crop from our property on Hollis Road which is a 50/50 share crop with Dean Schwindenhammer. The October check was deposited into the Town Fund.

4. Heyl Royster presenting: EMPLOYER DAY 2016 ~

Minimizing Exposure While Protecting Your Workplace Environment

This is a complimentary Seminar to be held on Thursday, Nov. 10, 2016 9:30 am ~ 2:00 pm

@ the Embassy Suites Riverfront Hotel & Conference Center

Lunch buffet and other refreshments will be provided

RSVP must be received no later than November 2, --- SPACE IS LIMITED.

To register for the seminar go to WWW.HEYLROYSTER.COM or call (309) 676-0400 ext 1402.

TOWN BUSINESS ~ Supervisor:

The Supervisor and the Tax Assessor each received a notice of a Hollis Township tax protest hearing to be held on Wednesday, November 9, 2016 @ 9:00 am ~ Peoria County Courthouse.

Illinois Power Resources (E.D. Edwards Plant on Route 24 @ Cilco Lane) is asking for a $100,000. or more reduction in their assessed valuation.

Our Tax Assessor Alice Dailey does not plan on attending this hearing; there will not be an opportunity for her to comment at this hearing.

CLERK BUSINESS :

Regarding the Township Caucus’ to be held on Tuesday, December 6 ~ for the political parties in Hollis Township:

November 6, 2016 is the last day the TOWNSHIP CLERK shall notify the Chairman of each Township Central Committee by first class mail of their obligation to report the time and location of their party’s caucus ~ those individuals are: Brian B. Fengel, Democratic Chairman and James E. Bailey, Republican Chairman.

Caucus’ information continued:

November 16, 2016 is the last day each Chairman of the Township Central Committee shall notify the Township Clerk by first class mail of the time and location of their party’s caucus.

November 26, 2016 is the last day for the Township Board to publish NOTICE OF TIME AND LOCATION OF CAUCUS FOR EACH POLITICAL PARTY.

ROAD BUSINESS ~ Highway Commissioner:

1. The Road Crew will be preparing equipment for winter.

2. Salt was purchased this year with a State bid – Morton Salt is the vendor. Salt will be delivered by Carry Scharf.

3. As a matter of security, Dennis Beckman would like the Board to consider fencing the property surrounding the Office Building and the Maintenance Buildings and putting gates on the entrances. Frequently, there are vehicles driving through the property and most of them have no valid reason to use this lane. (There was discussion; however, no action by the Board)

4. The Road Commissioner has accepted the Bid received from J.C. Dillon for ~ 4 UV CIPP culvert

re-linings which was received September 24, 2016. The work will begin as soon as possible this fall.

5. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township /

No current report has been received for September or October. The last reported balance was a negative $ 5,960.32 after the August allotment was added.

TRUSTEES/ Information / Business:

Trustee Jim Bailey attended a Town Meeting presented by the Peoria County Highway Department which was held at Limestone High School. The meeting was to inform tax payers of their proposed .25 cent sales tax (per $100.) on retail purchases for a maximum of 15 years.

This revenue would only be used to repair and upgrade some of the roads under the jurisdiction of the Peoria County Highway Department.

Trustees Bailey & Gerdes attended a “webinar” today at noon on the Tax Assessor’s computer. The topic of the webinar was “Bidding and Purchasing” procedures and ended at 1:00 P.M. It was presented by two attorneys from the Heyl Royster Firm in Peoria.

TAX ASSESSOR’S OFFICE / Information:

See Tax Assessor’s comment earlier in this meeting under Town Business: Supervisor.

OLD UNFINISHED BUSINESS: After discussion & noting: Salaries must be established

on or before November 16, 2016. Since our next Regular Monthly Meeting is November 29, 2016,

we must finalize salary compensation tonight, October 27, 2016..

MOTION to adopt RESOLUTION NO. 01 - 2016 ~ Setting Compensation for the New Term Hollis Township Elected Officials for the Four Year Term beginning May 2017 through April 2021 as presented below -- salaries are listed as Annual Salaries, payable 1/12th each month.

Noting the exception ~ Tax Assessor’s New Term Compensation shall begin January 1, 2018 through December 2022.

MOTION Jim Bailey; second Sandy Fruge.

The motion passed with 3 ayes on a roll call vote with Trustee Gerdes voting nay.

Current Salaries thru Apr 2017 New Term Annual Salaries begin May 2017

Supervisor $ 7,040. no change $ 7,040.

Clerk $ 2,400. no change $ 2,400.

Trustees (each) $ 900. no change $ 900.

Road Commissioner $20,000. Change to $ 22,000.

Current Salary thru Dec 2017 New Term Annual Salary begin Jan. 1, 2018

Tax Assessor $ 7,000. no change $ 7,000.

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Note: The Highway Commissioner’s salary is based on an average of 80 hours per month which is 960 hours per year. Only the current incumbent Highway Commissioner is qualified to participate in IMRF since he was elected prior to November 25, 2014.

Prior to November 25, 2014, a Hollis Township Elected Official or Employee who worked at least 600 hours annually was required to participate in IMRF.

On November 25, 2014 The Hollis Township Board adopted RESOLUTION # 2014-01 which changed the Annual Hourly Standard Requirement to 1,000 for IMRF participation.

Town Fund pays the currently mandated employer cost of 10.41% on the gross income, noting that the percentage can change annually; the Elected Official or Employee pays 4.5% of the gross income.

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NEW BUSINESS:

1. MOTION to approve the purchase of one (1) Tennsco Storage cabinet for the vault. The cost is estimated to be $350.

Motion Bill Gerdes; second Jim Bailey. The motion passed with all ayes on a roll call vote.

2. Peoria County Township Officials ~ Annual December Dinner ~ Sunday

December 4, 2016 @ the Itoo Hall

on Farmington Road in Peoria County. Gather at 5:00. Buffet at 6:00 P.M.

Reservations must be received by PCTOA no later than Tuesday, November 23, 2016.

The full cost of the dinner is $25.00 per person

MOTION to approve the payment of $25.00 per Elected Official & our Administrative Assistant, as well as payment for one guest per Official & our Administrative Assistant, to attend the Peoria County Township Officials Association Dinner on Sunday, December 4, 2016 at the Itoo Hall.

To defray the cost of each ticket purchased, all individuals attending will pay $10. by personal check, out of pocket, to reimburse the Hollis Township Town Fund.

In addition, door prizes are requested by PCTOA. Approve the payment for 2 door prizes not to exceed $20.00 each. (Our Administrative Assistant has secured 2 door prizes for this event and will submit a receipt for reimbursement)

Motion Bill Gerdes; second Jim Bailey. The motion passed with all ayes on a roll call vote.

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TAX LEVIES FOR 2016 must be established and approved at least 20 days prior to adopting them on Tuesday, November 29, 2016 either at a hearing, or during our Regular Monthly Board Meeting. Levies must be filed with the Peoria County Clerk no later than Tuesday, December 20, 2016.

If the Township or Road District is levying more than 105% over of the previous year’s tax levy extension, there must be a “Truth in Taxation Hearing” established at this meeting tonight.

In addition, when it is necessary to have a “Truth in Taxation Hearing”, a NOTICE OF HEARING must appear in a newspaper with distribution in the Township, to be published not more than 14 days or less than 7 days prior to the date of the “Truth in Taxation Hearing.”

If the Township or Road District is not levying more than 105% over the previous year’s tax levy extension, NO PUBLISHED NOTICE IS REQUIRED for adopting the levies at a Regular Meeting.

Levies will be approved today, October 27, 2016 & will be adopted November 29, 2016 as business during our Regular Monthly Meeting.

There must be at least 20 days between determining and approving Tax Levies & adopting Tax Levies.

First: Establish if there is a need for “Truth in Taxation Hearings” for 2016

Second: Establish & Approve Tax Levies for 2016

Continue on next page with Motions:

3. Motion: The Hollis Township Board has established there is NO NEED FOR A “TRUTH IN TAXATION HEARING” for the Tax Year 2016, collectable in 2017, since the TOWNSHIP will be levying NO MORE THAN 105% of the 2015 Total Tax Extension which was $59,294..

The increase shall be $2,964. Therefore, the following request will be submitted:

The Town Fund will levy $ 62,144. The General Assistance Fund will levy $114.

THE TOTAL TOWNSHIP LEVY REQUEST FOR 2016 SHALL BE: $62,258.00

Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.

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4. Motion to approve the Hollis Township Tax Levy in the amount of $ 62,258.00 for the Tax Year 2016, collectable in the year 2017, in the form shown below:

TOWNSHIP TAX LEVY ORDINANCE NO. 2016 - 10

Town Fund Tax Levy $ 62,144.00 General Assistance Fund Tax Levy $ 114.00

Motion Sandy Fruge; second Bill Gerdes. The motion passed with all ayes on a roll call vote.

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5. Motion: The Hollis Township Highway Commissioner has established there is NO NEED FOR A “TRUTH IN TAXATION HEARING” for the Tax Year 2016, collectable in 2017, since the

ROAD DISTRICT will be levying NO MORE THAN 105% of the 2015 Total Tax Extension which was $143,291. The increase shall be $7,164. Therefore, the following request will be submitted:

Road & Bridge Fund $ 99,301.00

Joint Bridge Fund $ 30,091.00

Equipment & Building Fund $ 21,063.00

THE TOTAL ROAD DISTRICT LEVY REQUEST FOR 2016 SHALL BE: $ 150,455.00

Motion Jim Bailey; second Sandy Fruge. The motion passed with all ayes on a roll call vote.

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6. Motion to approve the Hollis Township Road District Tax Levy in the amount of $ 150,455.00 for the Tax Year 2016, collectable in the year 2017, in the form shown below:

TOWNSHIP TAX LEVY ORDINANCE NO. 2016 - 11

Road & Bridge Fund Tax Levy $ 99,301.00

Joint Bridge Fund Tax Levy $ 30,091.00 ~ Equipment & Building Fund Tax Levy $21,063.00

Motion Bill Gerdes. second Sandy Fruge. The motion passed with all ayes on a roll call vote.

7. Motion to approve the Hollis Road District CONSENT FOR TAX LEVY INCREASE in the amount of $ 23,400.00 for the Tax Year 2016, collectable in 2017, authorizing the Road Commissioner to levy an additional 4% of the Road & Bridge Fund Levy, for a total of 16 ½ %, in the form indicated below:

ROAD DISTRICT CONSENT FOR TAX LEVY INCREASE ~

ORDINANCE NO. 2016 - 12

Motion Jim Bailey; second Sandy Fruge. The motion passed with all ayes on a roll call vote.

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8. MOTION to adjourn made by Jim Bailey; second Bill Gerdes. The motion passed unanimously. Meeting adjourned at 8:37 P.M.

Respectfully submitted,

Kelsey A. Archer, Town Clerk
 

Author: 
Kelsey A. Archer