TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, SEPTEMBER 24, 2015
After the Clerk announced 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 61607-9615.
Board Members Present for Roll Call:
Supervisor Gary W. Thomas, Clerk Kelsey A. Archer and Trustees: William J. Gerdes and
James E. Bailey. Trustee Brian B. Fengel was excused. One Trustee position is vacant at this time.
The Supervisor announced a quorum was present.
The Road Commissioner Dennis R. Beckman attended this meeting. The Tax Assessor Alice
B. Dailey was not available for this meeting.
Visitor: Roger A. Larson, Assistant to the Supervisor of Richwoods Township in Peoria County.
APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Board Audit Meeting held on Thursday, August 27, 2015 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Jim Bailey; 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 September 24, 2015
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment all General Assistance Invoices as presented to the Board on the Disbursement Summary September 24, 2015
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary September 24, 2015
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
4. MOTION to accept for payment the Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary September 24, 2015
Motion Bill Gerdes; second Jim Bailey. The motion passed with all ayes on a roll call vote.
VISITOR ADDRESSING THE BOARD:
Roger Larson gave an update on the Rural Peoria County Economic Development Coalition of Municipalities and Townships.
When this coalition is more developed they will be talking with Townships to try to help meet the needs of each individual township.
Roger noted one change from his visit with us in December 2014 ~ Peoria County will not be giving $30,000. to this project.
See the attached MEMO for more details about the Coalition.
TOWN BUILDING, GROUNDS & EQUIPMENT:
On Monday, September 14, 2015 our telephone service was changed from AT&T to Tel-Star Cablevision.
Both telephone lines are working fine; however, our alarm system with Oberlander is not compatible with the new telephone service and Oberlander seems to have no interest in trying to make it work. Therefore, we will have to find another alarm system that will function with Tel-Star telephone service.
We had called Oberlander Alarms one month prior to our changing telephone vendors to discover any problems with this new phone system; however, Oberlander did not indicate there would be any difficulty using their alarm system with Tel-Star. We were told to just call them when the switch was made so they could check the system.
COMMUNICATIONS & Correspondence:
1. Peoria County Planning & Zoning : one property in Hollis Township – Hearing report will be presented for Board Members to review.
No action will be taken by the Hollis Township Board.
2. Truth in Taxation Determination for the 2015 Tax Levies ~~ will be addressed during our Regular Monthly Board Meeting on October 29, 2015. At that time, the Township and Road District will determine the Tax Levies needed for the year 2015 which are payable in 2016, and we will establish if there is a need for Truth in Taxation Hearings.
Levies will be Approved at the October 29, 2015 Regular Monthly Board Meeting and will be Adopted during our Regular Monthly Board Meeting on Monday, November 30, 2015.
There must be at least 20 days between approving Tax Levies and then adopting the Tax Levies.
TOWN BUSINESS ~ Supervisor:
1. Copies of the ANNUAL TREASURER’S REPORT for the fiscal year ended March 31, 2015 will be presented to Board Members tonight.
Since we had a 3-Member Audit Committee review our records again this year, we are legally
required to publish the full Treasurer’s Report. The Limestone Independent News published this Report on Thursday, September 17, 2015. In addition, a copy of the publication will be forwarded to the Peoria County Clerk’s office no later than September 30, 2015.
A copy of the Annual Treasurer’s Report shall be attached to the Minutes of this meeting.
Attachment # 1.
2. Willock Warning & Co., P.C. has completed the State of Illinois Comptroller’s Annual Financial Report for Hollis Township for the fiscal year ended March 31, 2015 and have filed the report via internet with the State Comptroller’s Office on September 3, 2015.
The cost for their service is $ 520. and will be shared 50/50 between the Town Fund and the Road and Bridge Fund. ( last year their fee was $560.)
They provided Hollis Township with an original copy of the financial report which has been signed by the Hollis Township Supervisor and then was mailed to the Peoria County Clerk on Wednesday, September 16, 2015; required to be filed no later than September 30, 2015.
An additional copy of the document will be retained by the Hollis Township Office as part of our permanent records.
CLERK BUSINESS / Busines & Comments:
ROAD BUSINESS ~ Highway Commissioner:
1. Our road crew and the Road Commissioner are continuing to dig and clean debris from our roadside ditches, as well as applying cold patch to our roads.
2. Our Road Commissioner Dennis Beckman is in the process of creating Intergovernmental Agreements with the following:
A. Peoria County Highway Department regarding their pending purchase of our 2009 Durapatcher and the fact that we hire them to seal coat designated roads in our Township each year.
B. Limestone Township regarding our hiring them to sweep rocks from our roads after seal coating.
C. The Village of Bartonville because when they are grinding their roadways prior to repaving, they allow us to haul the millings at no cost to us.
D. The Village of Mapleton because they hire us to plow snow for them.
3. Peoria County Highway Department Motor Fuel Tax: Hollis Township Motor Fuel Tax Un-obligated Fund Balance Report ~ No current information available.
Our Road Commissioner contacted the State of Illinois to ask why we are not getting our Motor Fuel Tax Reports. They told him everything is on hold until the State of Illinois passes a Budget.
TRUSTEES/ Information / Business:
Trustee Jim Bailey has obtained a copy of the Hollis Township Voters Registration List which indicates declared political party affiliation for Hollis Township Voters in primary elections. This list can be used to help the Board find a replacement for the Office of Trustee left vacant August 31, 2015 by Tal Beckman.
Jim was asked to make some calls to find a replacement for the vacant Trustee position.
See Old Business for motions to accept Tal Beckman’s resignation and to declare a vacancy in the Office of Trustee.
TAX ASSESSOR’S OFFICE / Information / Business:
Alice Dailey is not available to attend this meeting tonight. She is still receiving many telephone calls from residents concerned and protesting the recent increases in their property tax assessments; therefore, increases in the amount of property tax expected from Peoria County. It has been possible for the Peoria County Supervisor of Assessments Office to make some changes for residents who have had a recent appraisal of their property; however, others residents have been referred to the Board of Review.
OLD UNFINISHED BUSINESS:
1. The 3-Member Audit Committee met at the Hollis Town Hall on Saturday, August 29, 2015
to review and complete their audit of the Hollis Township and Road District’s financial records for the fiscal year ended March 31, 2015; they were on site four hours. The Audit Committee Certificate was signed and has been mailed to the Peoria County Clerk’s Office. An original copy of the Certificate will remain in our office as part of our permanent records. Find Certificate attached to these Minutes.
Attachment # 2.
The members of the Audit Committee were: Maryann S. Morrison, Russell M. Look and Christopher R. Lofgren; all are Hollis Township residents and have served on the Township Board in previous terms. None of the Committee Members are related to anyone currently serving on the Hollis Township Board. Payment for two members of this committee may be found in the Town Fund Board Audit this month ($50. each) ; however, Russell M. Look declined payment saying he was glad to help the Township and it was a privilege to serve.
2. MOTION to Accept the Resignation of Hollis Township Trustee, Tal B. Beckman effective August 31, 2015. His written resignation was submitted prior to the close of the August 27 Regular Monthly Board Meeting.
Motion Gary Thomas; second Jim Bailey. The motion passed unanimously with all ayes.
3. MOTION to Declare a Vacancy in the Office of Hollis Township Trustee effective August 31, 2015 which was created by the resignation of Trustee Tal B. Beckman.
Motion Gary Thomas; second Bill Gerdes The motion passed unanimously with all ayes.
NEW BUSINESS:
MOTON to adjourn made by Jim Bailey; second Gary Thomas. The motion passed unanimously with all ayes. The Meeting adjourned at 8:19 P.M.
Respectfully submitted,
Kelsey A. Archer