Minutes from the February 23, 2017 regular board meeting

TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS

MINUTES REGULAR MONTHLY BOARD AUDIT MEETING

THURSDAY, FEBRUARY 23, 2017

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 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, Sandra E. Fruge, James E. Bailey and Brian B. Fengel.

The Supervisor announced a quorum was present.

Neither the Road Commissioner Dennis R. Beckman nor the Tax Assessor Alice B. Dailey were available for 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 26, 2017 ~ 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.

 

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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 February 23, 2017 in the amount of $ 6, 314.87.

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

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2. MOTION to accept for payment all General Assistance Fund Invoices as presented to the Board on the Disbursement Summary dated February 23,2017 in the amount of $ 980.00.

Motion Jim Bailey; second Brian Fengel. 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 February 23, 2017 in the amount of $ 14,277.12.

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

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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 23, 2017

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 2016-2017. This $1,000. amount is included in the Supervisor’s Annual Salary of $7,040.

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

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5. MOTION to acknowledge & approve the following action:

Cashing the Road & Bridge Certificate of Deposit # 25869 on February 6, 2017.

(The CD matured January 28, 2017 – it was a 2 year investment with an interest rate of .27%)

Funds in the amount of $ 31,297.24 were deposited into the Road and Bridge Fund Checking Account at Better Banks in Bartonville on February 6, 2017.

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

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6. MOTION to accept for payment the Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary this February 23, 2017 in the amount of $ 27.90.

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

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TOWN BUILDING, GROUNDS & EQUIPMENT:

Trustee Bailey suggested that the office building and the maintenance buildings should be inspected for hail damage.

Supervisor Thomas will call TOIRMA, our insurance provider, regarding this matter.

 

COMMUNICATIONS & Correspondence: reminder:

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, or submit sooner if possible. The completed forms are to be filed no later than May 1, 2017 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.

 

ROAD BUSINESS ~ Highway Commissioner:

1. Road crew has been cutting trees this week ~ taking advantage of the warm temperatures.

2. Peoria County Highway Department Motor Fuel Tax~Hollis Township Report ~ no updated information has been received.

 

TRUSTEES/ Information / Business:

Trustee Bailey recalled information he received at the Heyl Royster complimentary seminar December 7, 2016 ~ it is MANDATORY for our Township Road District to have an EMPLOYEE MANUAL. This will be discussed further at the March 23, 2017 Regular Monthly Meeting.

 

OLD UNFINISHED BUSINESS: none.

 

NEW BUSINESS:

1. MOTION to approve the Schedule of Hollis Township Meetings for the fiscal year

April 1, 2017 through March 31, 2018 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, Il. 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 10, 2017 Monday Special Meeting - Trustees Annual Accounting Meeting

April 11, 2017 Tuesday Special Meeting - Annual Town Meeting for Registered

Voters

April 27, 2017 Regular Monthly Board Audit Meeting

May 25, 2017 Regular Monthly Board Audit Meeting / including:

Approve Tentative Budgets for fiscal year 2017-2018

[There must be 30 days between approving & adopting budgets.]

 

June 29, 2017 Special Budget Hearing Meetings @ 7:00 P.M. & 7:15 P.M.

Adopt Final Budgets for fiscal year 2017-2018

******* Regular Monthly Board Audit Meeting @ 7:30 P.M. / including:

Adopt Prevailing Wage Rates for 2017~2018

 

July 27, 2017 Regular Monthly Board Audit Meeting

August 23, 2017 Regular Monthly Board Audit Meeting

September 28, 2017 Regular Monthly Board Audit Meeting

 

October 26, 2017 Regular Monthly Board Audit Meeting / including:

Approve Tentative Tax Levies for 2017, payable in 2018

[There must be 20 days between approving & adopting tax levies.]

 

November 30, 2017 Regular Monthly Board Audit Meeting / including:

Adopt Final Tax Levies for 2017, payable in 2018

 

December 28, 2017 Regular Monthly Board Audit Meeting

January 25, 2018 Regular Monthly Board Audit Meeting

February 22, 2018 Regular Monthly Board Audit Meeting

March 22, 2018 Regular Monthly Board Audit Meeting / including:

(4th Thursday) Adopt Agenda for the April 10, 2018 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, 2017 ~ 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 Sandy Fruge. The motion passed with all ayes on a roll call vote.

2. MOTION to adjourn made by Jim Bailey; second Brian Fengel. The motion passed unanimously with all ayes. The Meeting adjourned at 7: 28 P.M.

Respectfully submitted:

Kelsey A. Archer, Town Clerk

Author: 
Kelsey A. Archer