TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, MAY 25, 2017
After the Clerk led the Pledge of Allegiance to the Flag at 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, Brian B. Fengel, 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 visitors. There were no corrections or additions to the agenda.
APPROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, April 27, 2017 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Jim Bailey; second Brian Fengel. 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 dated May 25, 2017 in the amount of _$_11,495.67.
Motion Maryann Morrison; second Brian Fengel. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment all General Assistance Expenditures as presented to the Board on the Disbursement Summary dated May 25, 2017 in the amount of $ 735.00.
Motion Jim Bailey; second Brian Fengel. 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 dated May 25, 2017 in the amount of $_22,272.11.
Motion Maryann Morrison; second Brian Fengel. The motion passed with all ayes on a roll call vote.
4. MOTION to acknowledge and approve the transfer of funds from Road & Bridge Fund to the
Equipment & Building Fund in the amount of $ 298.50 to properly deposit part of a check received which should have been split at the time it was deposited.
The check was for work completed by our Road District for the Keokuk Junction Railway at the intersection of Powell & Wheeler Roads. The total check was $3,147.50. The Road & Bridge Deposit should have been only $2,848.90.
The check to the Equipment & Building Fund may be found with this month’s Board Audit dated May 25, 2017.
Motion Jim Bailey; second Rich Murray. The motion passed with all ayes on a roll call vote.
TOWN BUILDING, GROUNDS & EQUIPMENT:
Trustee Bailey removed bird nests from above the front door to the office building and cleaned weeds from the flower beds around the building. Preen was spread between the bushes at the end of the building to control weeds that are usually present.
COMMUNICATIONS & Correspondence:
1. Township Officials of Illinois Risk Management Association sent an Application for Bond Agreement # 1292945 for Supervisor Gerdes. There is no additional cost to the Township for this Bond. A copy of this Application will be an attachment # 1 to the Minutes of this meeting.
The application was completed and signed by William J. Gerdes (signature was witnessed by Notary) and mailed to TOIRMA on May 11, 2017.
2. TOIRMA also sent two copies of a BOND - CERTIFICATE OF REGISTRATION for Hollis Township and Road District which were approved by the Highway Commissioner, Dennis R. Beckman and the Township Clerk, Kelsey A. Archer by affixing their signatures to same. This BOND is given against any loss which may be sustained through the failure of the Supervisor / Treasurer or others.
As required, both copies were taken to the Peoria County Clerk’s office; both were stamped with the Peoria County Clerk’s official date stamp for verification of filing on May 15, 2017. One copy remains with the Peoria County Clerk Steve Sonnemaker and the other copy is a permanent document for Hollis Township Records.
This date stamped Bond will be attachment #2. to the Minutes of this meeting.
3. In addition, eight OATHS OF OFFICE were filed in the Office of the Peoria County Clerk on May 15, 2017 which was the first day of this new term for seven officials. The Tax Assessor’s new term begins January 1, 2018.
The originals were date stamped and remain with the Peoria County Clerk. Copies of the OATHS were also date stamped and were returned to our Hollis Township Offices to be kept as permanent records.
4. May 15, 2017: Statements of Economic Interest were filed for three incoming Township Officials who are either newly elected to the Board, or who have changed offices with this Board. Those Statements were due no later than June 1, 2017. One newly elected Trustee had previously filed his Statement by mail. Copies of these Statements of Economic Interest were date stamped by the Peoria County Clerk and were returned to our Hollis Township Offices to be kept in our files as permanent records.
TOWN BUSINESS ~ Supervisor:
As noted last month, the Board will take no action with regard to replacing the Township Office Building roof at this time.
CLERK BUSINESS / Business & Comments:
After the Tentative Budgets are approved tonight, and NO LATER THAN MAY 30, 2017, the Clerk will post LEGAL NOTICES OF BUDGET HEARINGS scheduled for June 29, 2017 @ 7:00 and 7:15 P.M. when final action will be taken on the Budgets. They will be adopted at those hearings.
The notices also make tentative budgets available for public inspection no less than 30 days prior to the Budget Hearings on June 29, 2017 and invite the public to make an appointment with the Clerk to view the Budgets.
The Tentative Budgets will be posted in our offices on the bulletin board in the Meeting Room.
Since there is no newspaper published in the Township, we are not required to publish these notices; however, the Clerk must post notices in five of the most public places in the Township.
ROAD BUSINESS ~ Highway Commissioner:
1. Road Crew has started mowing roadsides where possible; however, some areas are too wet and soft to mow.
2. We are getting hot blacktop from Tazewell County Asphalt to fill pot holes with this more permanent patch material. We will not seal coat this year.
3. We need to get some of our roads taken care of before we start some other projects. Extending some culverts in the Township is pending and will be completed as soon as possible.
4. Peoria County Highway Department Motor Fuel Tax Report for Hollis Township:
No updated information has been received for several months.
TRUSTEES/ Information / Business:
Trustee Fengel is requesting a job description for the Administrative Assistant’s position. Joleen Bailey will work toward presenting information regarding her position as soon as possible. A target date is set for the June 29, 2017 @ the Regular Monthly Meeting to provide at least a draft copy of her job description.
Trustee Fengel asked the Road Commissioner about illegal tire dumping in Hollis Township.
TAX ASSESSOR’S OFFICE / Information / Business: .
Real Estate Tax bills have been sent out; there have been a few complaints.
We could have problems if Springfield does freeze property taxes. Alice will get more information on this issue.
OLD UNFINISHED BUSINESS: none.
NEW BUSINESS:
Copies of the Tentative Budget & Appropriation Ordinances for the Town and Road District will be presented to Board Members for their review and discussion.
We will approve the Tentative Budgets tonight and we will adopt the final Budgets on June 29, 2017 at hearings to be held at 7:00 and 7:15 P.M. prior to our Regular Monthly Board Meeting.
There must be at least 30 days between approving Tentative Budgets and adopting Final Budgets.
The following motions were made after discussion and review of the Ordinances:
1. MOTION to approve ORDINANCE NO. 2017 ~ 06:
Tentative Budget & Appropriation Ordinance for the Township of Hollis
for the fiscal year beginning April 1, 2017 and ending March 31, 2018.
Motion Maryann Morrison; second Brian Fengel. The motion passed with all ayes on a roll call vote.
2. MOTION to approve ORDINANCE NO. 2017 ~ 07:
Tentative Budget & Appropriation Ordinance for the Single Road District of Hollis
for the fiscal year beginning April 1, 2017 and ending March 31, 2018.
Motion Brian Fengel; second Maryann Morrison. The motion passed with all ayes on a roll call vote.
3. MOTION to adjourn made by Jim Bailey; second Rich Murray. The motion passed unanimously . Meeting adjourned at 7:53 P.M.
Respectfully submitted:
Cheryl A. Archer, Town Clerk