Minutes from the September 28, 2017 regular board meeting

TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS

MINUTES ~ REGULAR MONTHLY BOARD AUDIT MEETING

THURSDAY, SEPTEMBER 28, 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 West Wheeler Road, Mapleton, Illinois 61547-9615.

Board Members Present for Roll Call:

Supervisor William J. Gerdes; Clerk Cheryl A. Archer; Trustees: James E. Bailey and

Maryann S. Morrison.

 

The Supervisor announced a quorum was present. Trustee Rich D. Murray was excused

and Brian B. Fengel has submitted his letter of resignation. (Please see New Business)

 

The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey

attended this meeting.

Visitor: Hollis Township resident ~ Mr. Justin R. Egan.

There were no corrections or additions to the Agenda.

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APPROVE MINUTES of Previous Meetings:

1. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on

August 31, 2017 were distributed to Board Members for their review.

MOTION to accept the Minutes as presented made by Morrison; 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 September 28, 2017 in the amount of $ 6,847.12.

Motion by 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 September 28, 2017 in the amount of $ 735.00.

Motion Bailey; second Morrison. 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 September 28, 2017 in the amount of $ 13,685.78

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

COMMUNICATIONS & Correspondence:

1. Truth in Taxation Determination for the 2017 Tax Levies ~~~ will be addressed during our Regular Monthly Board Meeting on October 26, 2017. At that time, the Township and Road District will determine the Tax Levies needed for the year 2017 which are payable in 2018, and we will establish if there is a need for Truth in Taxation Hearings.

Levies will be APPROVED at the October 26, 2017 Regular Monthly Board Meeting and will be ADOPTED during our Regular Monthly Board Meeting on November 30, 2017.

There must be at least 20 days between APPROVING Tax Levies and then ADOPTING Tax Levies.

2. Supervisor Bill Gerdes and Road Commissioner Dennis Beckman are registered to attend the Annual Educational Conference to be held in Springfield, Nov 12-14, 2017. See expenses in Town Fund and Road Fund Audit Reports respectively.

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TOWN BUSINESS ~ Supervisor:

1. Copies of the ANNUAL TREASURER’S REPORT for fiscal year ended March 31, 2017 were presented to Board Members prior to this meeting. (Copy shall be attached to these Minutes)

As a Legal Requirement, an original copy of the ANNUAL TREASURER’S REPORT, signed by Supervisor William J. Gerdes has been faxed to the Peoria County Clerk’s Office on September 26, 2017.

Hollis Township has had a CPA AUDIT for the fiscal year ended March 31, 2017; therefore, we are not required to publish the Annual Treasurer’s Report.

We are required to PUBLISH A NOTICE OF AVAILABILITY OF AUDIT giving notice that the audit report may be publicly inspected after September 30, 2017. We have published this required Legal Notice in the Glasford Gazette 9/21/17 & in the Limestone Independent Newspaper 9/20/17.

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2. Our auditor, Dave Bauman of Willock Warning & Co., P.C. has completed our audit as required for fiscal year ended March 31, 2017.

A full audit is required at least every 4 years (4th year is designated as the year of the Consolidated Election of Township Officials) even if there is not a change in the Office of Supervisor.

However, since the State of Illinois Website is not ready to accept Annual Reports, our auditors are unable to file these reports as required by law – no later than September 29, 2017. The State does not know when the website will be available; therefore, Hollis Township has filed a request for a a 60 DAY EXTENSION. (A copy of the Request shall be attached to these Minutes)

We have faxed a copy of the 60 DAY EXTENSION REQUEST to the Peoria County Clerk since we do not have the documents necessary to complete our legal requirement for filing by September 29, 2017.

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CLERK BUSINESS / Business & Comments:

On September 5, 2017, documents were filed in the Peoria County Clerk’s Office regarding the Tuscarora Fire Protection District’s Appointment of Trustee Ryan Breedlove to fill the unexpired term of office beginning September 5, 2017 and continuing until the first Monday in May 2020.

ROAD BUSINESS ~ Highway Commissioner:

1. The Road Commissioner reported the following activities:

1. Mowing roadsides as needed throughout the Township

2. “Spot” blacktopping areas on roads that need patching ie: Powell & Tuscarora Roads

3. Cut hillside down on S. Lafayette to give “better vision ” for vehicle drivers

4. Will be painting ‘NO PASSING ZONE” on McCumber Hill

5. Another new garage door was installed on the Maintenance Shed to match the most recent door installed this year.

2. Clerk Cheryl Archer asked the Road Commissioner to look at the intersection of McCullough & Stranz Road to see what can be done to help motorists have better visibility when trying to access McCullough from Stranz Road.

3. The Road Commissioner attended a Tri-County Meeting of Road Commissioners which was held in Morton, Illinois. Information gathered was very helpful.

4. Peoria County Highway Department Motor Fuel Tax Report dated September 12, 2017 for

Hollis Township’s Road District Fund Balance has not changed from the last report.

There was no entry listed for the August 2017 allotment. Therefore, our Motor Fuel Tax balance remains unchanged from the August 1, 2017 balance of $ 26,715.53.

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TAX ASSESSOR’S OFFICE / Information / Business:

There have been some tax questions from residents in Deer Park Estates.

OLD UNFINISHED BUSINESS: none.

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NEW BUSINESS:

1. MOTION to Accept the Resignation of Hollis Township Trustee, Brian B. Fengel

Effective September 28, 2017. (Resignation letter shall be attached to these Minutes)

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

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2. MOTION to Declare a Vacancy in the Office of Hollis Township Trustee effective September 28, 2017 which was created by the resignation of Trustee Brian B. Fengel.

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

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3. MOTION to approve the Appointment of Justin R. Egan to fill the Vacancy in the Office of Hollis Township Trustee effective October 1, 2017 for the remainder of the four year term of office which will end on or near May 15, 2021. (Mr. Eagan’s first meeting shall be October 26, 2017)

This vacancy in Office was declared by Motion on September 28, 2017 after acceptance of the letter of resignation from Trustee Brian B. Fengel.

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

Page 3. of 4. Minutes, September 28, 2017

4. Justin R. Egan took the Oath of Office administered by the Town Clerk, Cheryl A. Archer.

After the Oath of Office, Mr. Egan received a copy of the “Notice to One Appointed to Fill Vacancy” from the Township Clerk.

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5. The Township Clerk shall file the following documents with the Peoria County Clerk’s Office. Copies of these documents shall be date stamped by the County Clerk and shall be retained in the Hollis Township Clerk’s files. In addition, the Oath & Warrant of Appointment will be attached to the Minutes of this meeting.

a. Statement of Economic Interest from Justin R. Egan.

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”

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6. Township Officials of Illinois in Springfield, Illinois shall be notified of the change in the Office of Trustee for this term of office.

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7. MOTION to adjourn made by Jim Bailey; second Maryann Morrison. The motion passed

unanimously with all ayes. The Meeting adjourned at 7:32 P.M.

Respectfully submitted:

Cheryl A. Archer, Town Clerk

Author: 
Cheryl Archer