TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES ~ REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, JULY 27 , 2017 @ 7:00 P.M.
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 and Rich D. Murray.
The Supervisor announced a quorum was present. / Trustees excused: Brian B. Fengel and Maryann S. Morrison.
The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey attended this meeting.
There were no visitors.
One addition to New Business is Motion #2. regarding the appointment of Hollis Township’s “Freedom of Information Officer” & also the “Open Meetings Act Designee.” See New Business.
APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of the June 29, 2017 Minutes from the Special Budget Hearing Meetings held at 7:00 & 7:15 P.M were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Jim Bailey; second Rich Murray. The
motion passed unanimously with all ayes.
2. Prior to tonight’s meeting, copies of the June 29, 2017 Minutes from the Regular Monthly Meeting held at 7:30 P.M were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Rich Murray; second Jim Bailey. 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 July 27, 2017 in the amount of $ 7,202.67.
Motion Jim Bailey; second Rich Murray. 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 July 27, 2017 in the amount of $ 735.00.
Motion Jim Bailey; second Rich 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 July 27, 2017 in the amount of $ 12,090.40.
Motion Rich Murray; second Jim Bailey. 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 July 27, 2017 in the amount of $ 2,679.10.
Motion Rich Murray; second Jim Bailey. The motion passed with all ayes on a roll call vote.
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CLERK BUSINESS / Business & Comments:
1. The Notice of Prevailing Wage Ordinance for June 2017 was published in the Peoria Journal Star on Thursday, July 6, 2017. A copy of the publication has been faxed to the Peoria County Clerk’s Office as required for publication verification. Hollis’ Prevailing Wage Ordinances for the Township & Road District were adopted on June 29, 2017 at our Regular Monthly Board Audit Meeting.
Also, the Original Complete sets of both Prevailing Wage Ordinances were mailed to the Illinois Department of Labor, Conciliation and Mediation Division, 900 South Spring Street, Springfield, Illinois 62704-2725 ~ on Friday, July 30, 2017.
2. The 2017-2018 Budget & Appropriation Ordinances were filed in the Office of the Peoria County Clerk on Friday, July 7, 2017. Date stamped copies were returned to our office for our permanent files. The Budget Ordinances were adopted on June 29, 2017 @ Special Budget Hearing Meetings held at 7:00 & 7:15 P.M. prior to our Regular Monthly Board Meeting at 7:30 P.M.
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ROAD BUSINESS ~ Highway Commissioner:
1. Road crew has spread 40-45 tons of sand on roads to soak up the oil seeping through the surfaces.
2. Peoria County Highway Department Motor Fuel Tax: no update received for July 2017.
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TAX ASSESSOR’S OFFICE / Information / Business:
The final review of all Hollis Township property has been completed for 2017; those tax bills will be sent out in June of 2018. This review was completed by our Tax Assessor, Alice Dailey and the Peoria County representative Andrew Couri..
Alice has received only a few calls regarding the taxes assessed for 2016 – payable in 2017.
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OLD UNFINISHED BUSINESS:
Our Auditor, Dave Bauman will be in our offices on Monday, August 14, 2017 to begin the Full Audit of Hollis Township finances & procedures for the fiscal year ended March 31, 2017.
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NEW BUSINESS:
The Illinois Municipal Retirement Fund Board of Trustees has adopted a new Board Resolution 2017-02-13 which requires all governing bodies of units of government with elected positions participating in IMRF TO PASS NEW RESOLUTIONS re-affirming that the positions meet the IMRF hourly standard (either 600 or 1,000 hours per year for IMRF participation) continue on next page:
Initially, Hollis Township had adopted the 600 hourly standard; however, the hourly standard was changed to 1,000 hours by Resolution 2014-01 passed by Hollis Township Board of Trustees on November 25, 2014. After that date, any newly elected officials or employees would have to work at least 1,000 hours per year to be eligible for participation in IMRF.
Anyone previously employed under the 600 hourly standard SHALL remain under the 600 hourly standard. Hollis Township’s Road Commissioner is the only elected official currently participating in IMRF and that position was qualified under the 600 hour standard with Hollis Township on January 10, 1990.
1. MOTION to pass RESOLUTION NO. 01 - 2017 - A RESOLUTION RELATING TO PARTICIPATION BY ELECTED OFFICIALS IN THE ILLINOIS MUNICIPAL RETIREMENT FUND
Re-affirming that the Road Commissioner’s position meets the IMRF hourly standard as established by the Hollis Township Board of Trustees @ 1,000 hours. Copy of this Resolution is attached to these Minutes.
(This document is Certified by the signature of our Township Clerk Cheryl Archer).
Motion Jim Bailey; second Rich Murray. The motion passed with all ayes on a roll call vote.
Notes regarding this action:
To comply with the IMRF Board Resolution 2017-02-13, all governing bodies with elected officials participating in IMRF must adopt the initial recertification before September 1, 2017, and file it with IMRF. Afterward, the process of recertifying and filing the resolution should take place every two years. If IMRF DOES NOT RECEIVE A RECERTIFICATION by the designated date, the unit of government’s elected official will no longer be eligible to participate in IMRF and will be administratively terminated by IMRF.
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2. MOTION to appoint Town Clerk, Cheryl A. Archer to fill the vacant positions of Freedom of Information Officer & Open Meetings Act Designee. Cheryl’s CERTIFICATES OF COMPLETION
for on-line training for both of these positions shall be attached to the Minutes of this meeting.
Motion Jim Bailey; second Rich Murray. The motion passed with all ayes on a roll call vote.
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3. MOTION to adjourn made by Jim Bailey; second Rich Murray. The motion passed unanimously with all ayes. The Meeting adjourned at 7:41 P.M.
Respectfully submitted:
Cheryl A. Archer, Town Clerk