HOLLIS TOWNSHIP ~ PEORIA COUNTY ~ ILLINOIS
MINUTES, REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, JANUARY 30, 2014
After the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order @ 7:00 P.M. at the Hollis Town Hall, 6430 West Wheeler Road, Mapleton, Illinois 61547-9615
Board Members Present:
Supervisor Gary W. Thomas; Clerk Kelsey A. Archer; Trustees: William J. Gerdes, James E. Bailey and Brian B. Fengel.
The Supervisor announced a quorum was present. Trustee Tal B. Beckman arrived at 7:02 P.M.
Neither the Road Commissioner Dennis R. Beckman, nor the Tax Assessor Alice B. Dailey
were available for this meeting.
APPROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of the December 26, 2013 ~ 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.
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 January 30, 2014.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary January 30, 2014.
Motion Brian Fengel; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
3. MOTION to accept for payment the Joint Bridge Fund Invoice as presented to the Board on the Disbursement Summary January 30, 2014.
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
VISITORS ADDRESSING THE BOARD:
Our auditors, Jim Warning & Dave Bauman reviewed their findings from the audit they performed for the fiscal year ended March 31, 2013. Copies of the full financial statement were given to Board members. Financial Statements are part of our permanent records.
Jim Warning spoke of the profit & loss statement on Page 6 and referred the Board to Page 24 for the 5 year comparison which shows revenues and expenses. Revenues are remaining about the same and of course, expenses are fluctuating year to year.
There was discussion of motor fuel tax funds and how this money is distributed to Hollis; the Peoria County Highway Department receives all MFT monies for Hollis. The County sends reports of the MFT balance to Hollis Township showing monthly receipts and expenses. Some of our cost for seal coating roads and salt purchases are deducted from our MFT fund.
Pages 17 – 21 show a breakdown of each fund with final amounts compared to our budget. Our American Municipal Software accounting system is working very well with no internal problems to be addressed. Guidelines requiring an audit include: 1. Township’s with an annual gross revenue of $850,000; 2. Year of an election (every 4 years) and 3. A change in the office of Supervisor/Treasurer.
Page 1. of 3., Minutes, January 30, 2014
TOWN BUILDING, GROUNDS & EQUIPMENT: nothing.
COMMUNICATIONS & Correspondence:
All Hollis Township Officials and employees should have received their W-2’s for 2013. The 1099’s have also been sent out.
TOWN BUSINESS ~ Supervisor:
See the Tax Assessor’s Business regarding a complaint received by Fax to which the Supervisor will respond. The Supervisor has no authority over the Tax Assessor’s Office.
CLERK BUSINESS / Business & Comments:
LEGAL NOTICE - INVITATION TO BID – Hollis Township Road District –
appeared in the January 2, 2014 issue of the GLASFORD GAZETTE – page 5.
(Sewer Improvements - the project will involve cured-in-place-piping CIPP)
A Bid Opening Meeting was held on Tuesday, January 21, 2014 @ 7:00 P.M. at the Hollis Town Hall. The bidding was for a contract to “line culverts which are currently in place” in Hollis Township.
The Hollis Township Clerk opened the 3 bids received:
1. $103,762.50 from Pipe Vision in LaSalle, Illinois
Mr. Marshall Martyn was present for the bid opening.
2. $134,792.00 from Hoerr Construction in Peoria, Illinois
3. $191,050.60 from Instituform Technologies in Chesterfield, Missouri
No contract was awarded at this meeting. Engineer Pat Meyer was present for the meeting and will review each bid for accuracy. A decision will be made at a later date. This project is estimated to begin after March 31, 2014.
*******Pat Meyer submitted an analysis of the bids and a recommendation. See attachment to minutes.
ROAD BUSINESS ~ Highway Commissioner: (not available for this meeting)
1. Frequent snow and slippery road conditions have kept the Road District very busy this past month. There have been continuous repairs to equipment.
Of course, we have used much more salt this winter than we have in the past two years.
2. Peoria County Highway Department Motor Fuel Tax: Hollis Township Report ~ dated January 9, 2014 ~ Indicated the December 2013 Allotment was $3,458.66 which gives us a current balance of $40,042.57; however, as reported in our December 26, 2013 Meeting, $16,372. shall be deducted from our motor fuel balance to pay for part of the 2013 Seal Coating.
TRUSTEES/ Information / Business: nothing.
TAX ASSESSOR’S OFFICE / Information / Business: (not available for this meeting)
1. The Tax Assessor submitted a letter to the Hollis Township Board in response to a complaint sent by Fax to the Hollis Township Supervisor.
2. The Tax Assessor has submitted her Budget Request for 2014-2015, which is unchanged from the 2013-2014 Budget.
OLD UNFINISHED BUSINESS:
The Board discussed the inscription for the Hollis Township “brick” to be placed at the newly proposed Veterans Memorial on the Peoria County Courthouse grounds.
Trustee Jim Bailey is waiting for a response from the County Auditor’s Office to tell us the wording inscribed on our previous World War I & II Veterans Memorial brick. The topic was tabled until our next meeting.
NEW BUSINESS:
MOTION to adjourn made by Jim Bailey; second Brian Fengel. The motion passed unanimously with all ayes. The Meeting adjourned at 7:51 P.M.
Respectfully submitted:
Kelsey A. Archer, Town Clerk