TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, JANUARY 25, 2018
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 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
Justin R. Egan.
The Supervisor announced a quorum was present. Trustees Maryann S. Morrison and Rich
D. Murray were excused.
The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey
attended this meeting.
There were no corrections or additions to the Agenda. There were no visitors.
APROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, December 28, 2017 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Egan; second 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 January 25, 2018 in the amount of $ 6,746.09.
Motion Bailey; second Egan. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment the General Assistance Invoice as presented to the Board on the Disbursement Summary January 25, 2018 in the amount of $ 245.00. This is our final payment for recipient **F40115 ~~ January 1, 2018. Now approved for SSI effective February. 2018.
Motion Bailey; second Egan. The motion passed with all ayes on a roll call vote.
The General Assistance Fund has received an SSI REIMBURSEMENT in the amount of
$ 3,675.00 which represents only part of the temporary assistance we provided to recipient **R60115.
This $3,675. check has been deposited back to the General Assistance Fund on LI 20409 – Supplemental Security Income Reimbursement. (see deposit on the January 2018 Investment Report)
The SSI applicant was only approved for 15 months. Hollis paid 31 months while applicant was waiting SSI approval. We don’t know the reasons for the decision; however, our Case Manager is researching any procedures available which may allow us to retrieve the additional $3,920. due Hollis Township for this mandatory interim assistance.
3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary Janaury 25, 2018 in the amount of $ 21,610.05.
Motion Egan; second Bailey. The motion passed with all ayes on a roll call vote.
COMMUNICATIONS & Correspondence:
1. Hollis Township & Road District each received a request from the Peoria County Clerk’s Office to sign and verify the recent Tax Levy Requests we submitted for 2017, payable in 2018.
Those requests were verified for accuracy, signed and faxed back to the County Clerk on Monday, January 22, 2018 by Joleen Bailey.
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CLERK BUSINESS :
A current list of Hollis Township Elected Officials was requested by the Peoria County Clerk’s Office to be provided no later than February 1, 2018; Joleen has faxed the list.
These individuals, who are required to complete a Statement of Economic Interest, will receive the Economic Interest form which must be completed and submitted to the Peoria County Clerk’s Office no later than May 1, 2018. (We do not know when the Statements will be sent to you.)
Our office needs a copy of your completed Statement of Economic Interest; therefore, as in previous years: please bring your Statement of Economic Interest to our office (possibly, to a Regular Monthly Meeting or leave in the Drop Box in front of the office building - ASAP).
Our Clerk will take the original and a copy of your Statement to the Peoria County Clerk’s Office for filing & to have them date stamped prior to May 1, 2018.
Your receipt will be returned to you. We will keep a full, date stamped copy in our office for our Auditors to review. Thank You!
ROAD BUSINESS ~ Highway Commissioner:
1. Dennis Beckman met with Matt Knight who is the Loss Control Consultant for our insurance provider [ TOIRMA ~~ Township Officials of Illinois Risk Management Association ] to discuss the insurance on our 2004 International Tandem which was damaged November 30, 2017; not having any success finding a cab & wiring to replace the damaged area of the truck.
2. This month we have had all kinds of break-downs with equipment during ice & snow storms. We discovered that parts are difficult to get for the 2004 ~ One-Ton snow plow and spreader.
3. Dennis has hired Engineer Pat Meyer to help get Hollis Road District a permit to allow broken concrete to be put in the edge of the creek on McCullough Road by the box culvert.
4. Dennis had a conversation with an IDOT representative regarding the proposed traffic signals for the Route 24 and Cameron Lane intersection. Dennis was asked if Hollis Township would have funds to pay for ¼ of the cost of the traffic signals which would be between $12,000. & $14,000.
Dennis’ response was no. Hollis’ only connection to that location is the part of South Cameron Lane that comes out of the farmed bottoms area which could have as few as 6 vehicles entering and/or exiting per day.
The IDOT representative Randy Hopper said he is aware of the limited funds of Townships and will seek other possible funding for the traffic light cost.
5. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township Road District dated January 10, 2018 shows;
The Balance reported as of October 2, 2017 (for the month of September) $ 32,445.12
October 10, 2017 added additional interest from 2016 per audit 3.47
November 1, 2017 Allotment for October MFT 3,078.15
December 4, 2017 Allotment for November MFT 3,137.69
January 3, 2018 Allotment for December MFT 3,079.59
Total after additions listed here: $ 41,744.02
TAX ASSESSOR’S OFFICE / Information:
Alice Dailey has submitted her Tax Assessor’s Budget request for 2018-2019 which is unchanged from 2017-2018.
NEW BUSINESS:
1. All Hollis Township Officials and employees will receive their W-2’s for 2017 no later than January 31, 2018. (Board Members will find their W-2’s with their meeting information tonight)
2. Any business or individuals who are required to receive their 1099’s for 2017 from Hollis Township will receive their 1099’s no later than January 31, 2018.
3. MOTION to adjourn made by Jim Bailey; second Justin Egan. The motion to adjourn passed unanimously. Meeting adjourned @ 7:30 P.M.
Respectfully submitted,
Cheryl A. Archer, Town Clerk