TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, SEPTEMBER 29, 2016
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 Gary W. Thomas; Clerk Kelsey A. Archer; Trustees: William J. Gerdes, Sandra E. Fruge, James E. Bailey and Brian B. Fengel.
The Supervisor announced a quorum was present.
The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey were not available for this meeting.
No Visitors:
ADDITION to Agenda: Legislative Survey ~ See Communications & Correspondence # 2.
APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of the August 25, 2016 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 September 29, 2016.
Motion Jim Bailey; second Brian Fengel. 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 29, 2016.
Motion Bill Gerdes; second Sandy Fruge. 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 29, 2016.
Motion Jim Bailey; second Brian Fengel. 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 September 29, 2016.
Motion Bill Gerdes; second Sandy Fruge. The motion passed with all ayes on a roll call vote.
TOWN BUILDING, GROUNDS & EQUIPMENT:
Trustee Bailey sprayed wasps that were getting into the bottom of the front door of the office building. In addition, the road crew has been spraying for wasps around the maintenance buildings
and inside the gutters along side the front porch area of the office building.
The wasp population seems to be elevated this year.
COMMUNICATIONS & Correspondence:
1. Peoria County announced their Veterans’ Memorial Groundbreaking Ceremony
The Committee is welcoming Hollis Township Officials to attend this ceremony ~~
A FINAL SALUTE - Saturday, October 1, 2016 at 10:00 AM
At the Peoria County Courthouse Plaza
324 Main Street, Peoria, Illinois
2. Just received the 2016 Legislative Survey from the Township Officials of Illinois. TOI is asking for a response by November 1, 2016.
Copies of the survey were distributed to Board Members. Several Board Members will respond to the survey asking for a focus on different issues such as: asking for a Prevailing Wage threshold to help Townships avoid the requirement for prevailing wage rates on jobs smaller than $20,000. and request a requirement to put identifying markings on used and discarded tires so that when tires are illegally dumped on roadsides the owners can be identified.
TOWN BUSINESS ~ Supervisor:
Gary reported that the property on Tuscarora Road which is located next to the Tuscarora Fire Department has been mowed, tires and other debris have been removed and the fallen tree has also been cleared.
Gary also discussed illegal dumping of tires which is an on-going problem for the Township.
ROAD BUSINESS ~ Highway Commissioner:
1. Cullinan sealcoated some of our township roads two weeks ago, including a portion of South LaFayette Ave., the 2 Summit roads off of Route 24, McCumber, LeAnn and Matt Cody Courts.
2. Peoria County Highway Department Motor Fuel Tax:
Fund Balance for Hollis Township received dated September 8, 2016:
As reported last month, our balance as of July 31, 2016 was a negative ( $8,978.50). After adding our
$ 3,018.l8 Allotment for August, the balance is a negative ( $ 5,960.32 ).
The original expense charged to us on this account was $34,000. for part of our 2016 seal coating expense with Cullinan. Our motor fuel tax funds will be applied to the amount due until paid.
Our Road and Bridge Fund will be billed for the balance due at a later date. That additional amount may be $20,000.
. Road District ~ Bid Opening was held in our office on Saturday, September 24, 2016 – 2:00 P.M. The publication for this bid opening was on September 14, 2016 in the Limestone Independent Newspaper to reline culverts. A Copy of the publication was faxed to the Peoria County Clerk.
Only one bid was received from J.C. Dillon, Inc.
Total Bid $90,251.00 for UV CIPP ~ to reline culverts at the following locations:
6527 - 6529 S. Cheyenne Drive 1 culvert: 15 inches by 40 feet @ $ 5,800.
5637 – 5703 Matt Cody Court 1 culvert: 30 inches by 161 feet @ $ 26,887.
6126 Navajo ~ 2 culverts: one is 15 inches by 48 feet; one is 36” by 240 feet @ $ 57,564.
The Road Commissioner Dennis Beckman and the Clerk Kelsey Archer were the only individuals present for this bid opening.
TRUSTEES/ Information / Business:
1. On September 21, 2016 Trustee Bailey participated in a webinar online regarding Prevailing Wage ~ the cost was only $25.00. There is no limit to the number of people who can view the webinar.
Trustee Bailey said he didn’t necessarily learn anything new about Prevailing Wage requirements; however, hearing the information again is good and found the process interesting.
There will be another webinar offered on the “Bidding Process” for Townships on Thursday, October 27, 2016 at noon. Again, the cost is only $ 25.00 and he encouraged other Officials to participate in webinars. The payment for each webinar is made with a credit card when an individual registers online for a session.
2. Trustee Fengel asked if our Township website biographies were ever updated. The Clerk responded to say they were not updated and won’t be since the election of new board members will be in April 2017.
TAX ASSESSOR’S OFFICE / Information / Business:
Our Tax Assessor has received many telephone calls in recent weeks from property owners who are very concerned about the elevated assessments on their homes and higher taxes.
Alice has been able to handle some of the inquiries from out of state; however, some individuals have been referred to Andrew Couri at the Supervisor of Assessments Office for assistance.
OLD UNFINISHED BUSINESS:
1. Our 3-Member Audit Committee finished their Audit of Hollis Township Expenditures for the fiscal year ended March 31, 2016 at our office on Wednesday, September 21, 2016.
One week prior to their meeting, the Committee Members were given copies of ALL MINUTES from April 1, 2015 through March 31, 2016. In addition, each member received a copy of all BOARD AUDIT EXPENSES PAID for the fiscal year being audited.
Each member read all the minutes for the year and also randomly selected a total of 50 check numbers to review to verify the invoice and expenditure related to each check issued.
The Committee Members this year were Brenda L. Coulson, Maryann S. Morrison and Suzanne L. Uphoff. Each member will be compensated $50. for their participation in the Audit process.
A signed copy of the CERTIFICATION from the 3-MEMBER INDEPENDENT AUDIT COMMITTEE will be attached to the Minutes from this meeting. As required by statute, a copy of this CERTIFICATION was faxed to the Peoria County Clerk on Monday, September 26, 2016.
Hollis Township Board Members were given a copy of the Certification with their Agenda tonight.
Note: Since 2017 is an election year, the full Audit for the fiscal year ended March 31, 2017 MUST BE conducted by our accounting firm Willock Warning & Co., P.C.
2. The Annual Treasurer’s Report for fiscal year ended March 31, 2016 has been published in the Limestone Independent Newspaper on Wednesday, September 21, 2016.
In addition, a copy of the Treasurer’s Report has been faxed to the Peoria County Clerk.
Hollis Township Board Members were given a copy of the Treasurer’s Report with their Agenda
NEW BUSINESS:
1. There was only brief discussion regarding setting Salaries for the New Terms of Office which will begin in May 2017.
Current Annual Salaries through April 2017 are listed here:
Supervisor ~ $ 7,040. ($586.67 month) Town Clerk ~ $ 2,400. ($200.00 month)
Trustees ~ $ 900. ($ 75.00 month) Tax Assessor ~ $ 7,000. ($583.33 month)
Highway Commissioner ~
$ 20,000. ( $ 1,666.67 month)
We must set salaries no later than November 16, 2016 / therefore, we will set them October 27, 2016.
2. MOTION to adjourn made by Bill Gerdes; second Brian Fengel. The motion passed unanimously with all ayes. The meeting adjourned at 7:57 P.M.
Respectfully submitted,
Kelsey A. Archer, Town Clerkl