Minutes from the November 30, 2017 regular board meeting

TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS

MINUTES ~ REGULAR MONTHLY BOARD AUDIT MEETING

THURSDAY ~ NOVEMBER 30, 2017 ~ 7:00 P.M.

 

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,

Justin R. Egan, Maryann S. Morrison and Rich D. Murray.

The Supervisor announced a quorum was present.

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

There were no corrections or additions to the Agenda. There were no visitors.

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APROVE MINUTES of Previous Meetings:

Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, October 26, 2017 were distributed to Board Members for their review.

MOTION to accept the Minutes as presented made by Morrison; second Egan. 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 November 30, 2017 in the amount of $ 9,207.98.

Motion Egan; 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 November 30, 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 November 30, 2017 in the amount of $ 117,586.64.

Motion Egan; second Murray. The motion passed with all ayes on a roll call vote.

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4. MOTION to accept for payment all Equipment & Building Fund Invoices as presented to the Board on the Disbursement Summary November 30, 2017 in the amount of $ 36,704.12.

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

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5. MOTION to accept for payment the Joint Bridge Fund Invoice as presented to the Board on the Disbursement Summary November 30, 2017 in the amount of $ 12.98.

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

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TOWN BUILDING, GROUNDS & EQUIPMENT:

Trustee Bailey is researching to find information to either repair or replace our door closers; they are heavy-duty and better than closers that can be purchased at the big box stores.

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COMMUNICATIONS & Correspondence:

From ~~~~ Rumbold & Kuhn, Inc. ~~~~ Hollis Township has received a check in the amount of $ 3,425.28 (net) which represents ½ of the 2017 soybean crop from Hollis Township’s property on Hollis Road which is share cropped 50/50 with Dean Schwindenhammer. The check was deposited in the Town Fund checking account on November 15, 2017.

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TOWN BUSINESS ~ Supervisor:

Supervisor Gerdes shared some of his experiences at the Township Officials of Illinois’ Annual Conference November 12 -14, 2017 in Springfield, Illinois.

He attended a General Assistance training session which reviewed information found in the newly updated General Assistance Manual which is now available for purchase. An updated Emergency Assistance Manual was also reviewed and is available for purchase.

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CLERK BUSINESS :

Our Clerk, Cheryl Archer will file with the Peoria County Clerk, the Town & Road District Levies for the year 2017 which will be finalized and adopted at this meeting tonight.

The documents will be filed no later than Wednesday, December 20, 2017 to avoid the County Clerk’s holiday schedule after that date. To meet the legal requirement, the documents must be filed no later than December 26th, 2017.

 

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ROAD BUSINESS ~ Highway Commissioner:

 

1. The road crew has replaced all bearings in the salt spreaders to prepare for winter.

 

2. Our Road Commissioner Dennis Beckman has received information which indicates that the intersection of Route 24 and Cameron Lane is likely to get traffic signals installed sometime next year; therefore, petitions will not be circulated for signatures of residents supporting this effort.

Updates on this intersection will be shared as they are available.

 

3. The road crew has removed trees & brush from under and around all bridges in Hollis Township.

 

4. Road & Bridge Fund has made the final contract payment to purchase the 2012 Caterpillar Wheel Loader 924K - Serial No. PWR 00933 – in the amount of $96,216.72.

See the Board Audit Report - November 30, 2017 for the payment which is due December 31, 2017.

 

5. Equipment & Building Fund has issued a check to reimburse Road & Bridge Fund for the payment made June 29, 2017 to Merchants Bank Equipment Finance - in the amount of $36,479.12 for the final payment due on the 2011 John Deere 310SJ Tractor Backhoe

Serial No. 1T0310SJLBD204864.

Equipment & Building Fund did not have the funds to pay this debt in June 2017. This tractor is now fully funded by the Equipment & Building Fund. This payment is shown on the Board Audit Report dated November 30, 2017.

 

6. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township:

The last report received was dated October 13, 2017 when our Motor Fuel Tax Balance was shown to be $32,445.12.

 

7. The Road Commissioner Dennis Beckman reported on some information gathered while attending the Township Officials of Illinois’ Annual Conference in Springfield, Illinois - November 12-14, 2017:

During one of the sessions, there was discussion regarding the need to educate residents about Townships and to be more visible. Township Officials were encouraged to be sure they were taking care of their responsibilities as elected officials.

There was also discussion regarding legislation being introduced to eliminating Township Government throughout the State of Illinois; this is not a new issue. The legislation is submitted with the idea that tax payer costs would be less if some government agencies were eliminated.

However, if this effort was successful and Township’s did not have their own Road Districts, Counties would have to take over the maintenance of township roads which is estimated to actually increase costs for township residents. County employee wages and benefits are greater than township employee’s wages and benefits.

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TAX ASSESSOR’S OFFICE / Information:

Alice Dailey shared information regarding the sale of the Mapleton Inn located in Hollis Township at 9318 South Powell Road, Peoria, Illinois 61607. The motel and related real estate has been purchased by the International Union of Operating Engineers Local No. 629 @ 6408 W. Plank Road, Peoria, Illinois 61604. The Operating Engineers also owns property adjacent to the Mapleton Inn.

Residents of the motel will have to relocate at a designated time in the future. More information will be presented as it is available.

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OLD UNFINISHED BUSINESS:

1. MOTION to ADOPT the Hollis Township Tax Levy in the amount of $ 62,258.00 for the Tax Year 2017, collectable in the year 2018, in the form shown below:

TOWNSHIP TAX LEVY ORDINANCE NO. 2017 - 10

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

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

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2. MOTION to ADOPT the Hollis Township Road District Tax Levy in the amount of $ 152,432.00 for the Tax Year 2017, collectable in the year 2018, in the form shown below:

ROAD DISTRICT TAX LEVY ORDINANCE NO. 2017 - 11

Road & Bridge Fund Tax Levy $ 100,606.00

Joint Bridge Fund Tax Levy $ 30,486.00 ~ Equipment & Building Fund Tax Levy $21,340.00

 

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

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3. MOTION to ADOPT the Hollis Road District CONSENT FOR TAX LEVY INCREASE in the amount of $ 23,715.00 for the Tax Year 2017, collectable in 2018, 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. 2017 - 12

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

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4. Our auditing firm, Willock Warning & Co., P.C. have presented us with our ANNUAL FINANCIAL STATEMENTS for the Fiscal Year Ended March 31, 2017. Copies of those statements were given to Hollis Township Board Members at this meeting tonight.

Any questions regarding these statements may be forwarded to Dave Bauman at the accounting firm of Willock Warning & Co., P.C. in Pekin, Illinois.

Their fee for this audit was $3,800. which is $600. less than was estimated. Town Fund and Road & Bridge Fund share this cost 50/50. Those two payment of $1,900. may be found in this month’s Board Audit Report.

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NEW BUSINESS:

 

1. MOTION to approve 4 – cash gifts (to be issued by check from Town Fund) in the

amount of $50.00 each as our ANNUAL HOLIDAY REMEMBRANCE

from the Hollis Township Board ~~ to the following Hollis Township Employees:

Dennis Ahrens, Joleen Bailey, Tal Beckman, Stuart Parks

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

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2. MOTION to adjourn made by Bailey; second Egan. The motion passed unanimously.

The meeting adjourned at 7:57 P.M.

 

Respectfully submitted,

Cheryl A. Archer, Town Clerk

Author: 
Cheryl Archer