TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES ~ REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, AUGUST 31, 2017
After the Clerk led the Pledge of Allegiance to the Flag @ 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 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 excused: Brian B. Fengel.
The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey
attended this meeting
There were no visitors.
One addition to the Agenda: add wording “by Resolution 02-2017” to New Business
Motion #2. regarding the appointment of the new IMRF Authorized Agent.
APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on
July 27, 2017 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Murray; second Bailey. 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 August 31, 2016 in the amount of $ 6,869.39.
Motion Morrison; second Bailey. 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 August 31, 2017 in the amount of $ 735.00.
Motion Bailey; second Murray. 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 August 31, 2017 in the amount of $ 14,768.69
Motion Morrison; second Bailey. The motion passed with all ayes on a roll call vote.
4. MOTION to accept for payment the Joint Bridge Fund Invoice as presented to the Board on the Disbursement Summary August 31, 2017 in the amount of $ 2,747.00.
Motion Bailey; second Murray. The motion passed with all ayes on a roll call vote.
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TOWN BUILDING, GROUNDS & EQUIPMENT:
1. It has been 20 years since the front door exterior and window lintels of the Township building have been painted; we need to get estimates to improve those areas.
2. The front door closer in the Township building is allowing the door to slam shut which is jarring the door frame. Information on the closer will be researched to see if it can be rebuilt, or if a new purchase will be necessary.
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TOWN BUSINESS ~ Supervisor:
Supervisor Gerdes received a notice from Brian Fengel that he will be resigning his Trustee position on the Township Board.
The Hollis Township Board will accept his resignation by motion at our September 28, 2017 meeting.
A replacement for this Trustee position has been suggested; more information will follow.
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ROAD BUSINESS ~ Highway Commissioner:
1. The Road Commissioner explained the projects completed in the following areas:
1. Tuscarora Road Project – near the bridge
2. Tuscarora Hills Subdivision
3. Saddlebrook Subdivision
The expenses appear on this month’s Board Audit in both Road & Bridge and Joint Bridge Funds.
2. Peoria County Highway Department Motor Fuel Tax Report dated August 8, 2017:
for Hollis Township’s Road District Fund Balance as of August 1, 2017:
This is the first report we have received since January 3, 2017. There have been many entries applied to our Motor Fuel Tax Fund since the balance indicated January 3, 2017 was $6,233.02.
The following monthly allotment information has been received with this current report:
January $3,134.84; February $2,989.15; March $2,549.45; April $3,045.71;
May $3,089.52; June $2,467.66; July $3,206.18.
Hollis Township Road District - Total balance as of August 1, 2017: $ 26,715.53.
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TRUSTEES/ Information / Business:
Trustee Bailey shared information he received by e-mail regarding a Webinar on Employment
Issues which will be available on Wednesday, September 20, 2017 @ noon and last one hour. John Redlingshafer will be the presenter. The cost is $25.00
TAX ASSESSOR’S OFFICE / Information / Business:
There have been a few telephone calls regarding increases in property taxes; Alice is responding to these inquiries.
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NEW BUSINESS:
Township Officials of Illinois ~ 110th ANNUAL EDUCATIONAL CONFERENCE
Sunday, November 12th ~ 14th , 2017 @ the Crowne Plaza Hotel in Springfield, Illinois
Please see the JULY / AUGUST ISSUE of the PERSPECTIVE MAGAZINE
Begin on Page 16 for specific details. Please read carefully.
1. MOTION to approve registration fees for the Township Officials of Illinois 110th Annual Educational Conference Full pre-registration is $165.00 per person for both Monday & Tuesday for this Conference to be held at the Crown Plaza Hotel in Springfield Illinois November 13-14, 2017. Approval is for all Elected Officials and the Administrative Assistant.
This motion includes approval for reimbursement for HOTEL expense for only 2 nights -
maximum of $120. per night; MILEAGE expense @ .50 cents per mile; and FOOD expense
@ maximum of $40. per day, if necessary. Receipts must be submitted for reimbursement.
In past years, the average cost for one person attending this conference is $500.00.
Motion by Morrison; second Murray. The motion passed with 3 ayes on a roll call vote, with Bailey voting no. (Trustee Bailey would like to see participation in Webinars instead of incurring the expense of going to the Springfield Conference every year.)
Registration fees must be received by TOI no later than OCTOBER 12, 2017 for individuals to be considered for Hotel Reservations through the Housing Bureau.
If possible, please indicate your interest to attend tonight / or, no later than SEPTEMBER 22 prior to our next meeting: We will issue a check dated September 28 for registration fees.
Elected Officials are responsible for making their own hotel reservations.
Hotel reservations must be received by the TOI HOUSING BUREAU no later than October 12th and must be guaranteed with a credit card. Rooms will be assigned the week of October 23rd
Please do not combine any food or beverage purchases on the same receipt with another elected official;
it makes reimbursement too complicated.
Reimbursement guidelines are indicated in our ORDINANCE NO. 2016-13 which was a mandatory requirement and was established by the Township Board on December 29th, 2016.
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2. MOTION to approve the Appointment of Joleen Bailey as the IMRF AUTHORIZED AGENT for Hollis Township by Resolution 02-2017. Joleen currently functions as the “Web Assistant” for IMRF and is authorized to submit all wage information via IMRF Employer Access. The “Agent” position is currently vacant.
On August 9, 2013, the governor signed House Bill 1444 into law as Public Act 98-0218 which no longer requires the Township Supervisor to be the IMRF Authorized Agent. The “Agent” should be a person with the necessary skills & authority to serve both the IMRF Employer and its IMRF members. It is recommended that the “Agent” be a member of IMRF; an employee working in an IMRF qualified position. Townships can now appoint any qualified person as the IMRF AUTHORIZED AGENT using the following:
Form 2.20, “Notice of Appointment of Authorized Agent” which will be completed, signed and Certified by our Township Clerk, Cheryl Archer and will be mailed to the Illinois Municipal Retirement Fund. The new Authorized Agent will register for a new User ID on IMRF Employer Access. (documents will be attached to the minutes of this meeting)
Motion by Morrison; second Murray. The motion passed with all ayes on a roll call vote.
3. MOTION to approve the Appointment of Ryan R. Breedlove as Trustee for the Tuscarora Fire Protection District for a term (left vacant by Gregory S. Hill) beginning September 5, 2017 and continuing until the first Monday in May 2020, or until his successor is qualified.
Motion Bailey; second Murray. The motion passed with all ayes on a roll call vote.
There are 5 sets of documents which require signatures of Hollis Board Members.
Two pages in each set require signatures.
The Township Clerk shall take all 5 sets to the Peoria County Clerk; each set will be date stamped by the County Clerk’s Office. One set remains with the Peoria County Clerk; one set is retained by Hollis Township; three sets shall be returned to Jack Rendleman.
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4. MOTION to adjourn made by Bailey; second Morrison. The motion passed unanimously with all ayes. The Meeting adjourned at 7:48 P.M.
Respectfully submitted,
Cheryl A. Archer, Town Clerk