TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, APRIL 26, 2018
After 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.
In the absence of our Clerk, Cheryl Archer ~~ Supervisor Gerdes asked Trustee Jim Bailey to record the Minutes of this meeting.
Board Members Present for Roll Call:
Supervisor William J. Gerdes and Trustees: James E. Bailey, Justin R. Egan, Maryann S. Morrison and Rich D. Murray.
The Supervisor announced a quorum was present. Clerk Cheryl A. Archer was excused from this meeting.
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.
Hollis Township resident, Rhonda Hodges attended this meeting.
APPROVE MINUTES of Previous Meeting :
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, March 22, 2018 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Justin Egan; second Jim Bailey. The
Motion passed unanimously with all ayes.
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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 April 26, 2018 in the amount of $ 6,660.71.
Motion Maryann Morrison; 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 Road & Bridge Fund Invoices as presented to the Board on
the Disbursement Summary dated April 26, 2018 in the amount of $ 18,241.35.
Motion Rich Murray; second Justin Egan. The motion passed with all ayes on a roll call vote.
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3. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on
the Disbursement Summary dated April 26, 2018 in the amount of $ 1,755.11.
Motion Rich Murray; second Jim Bailey; The motion passed with all ayes on a roll call vote.
TOWN BUSINESS ~ Supervisor: Bill Gerdes spoke briefly regarding his experience at the Annual Topics Day in Springfield yesterday, Wednesday - April 25, 2018.
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CLERK BUSINESS / Business:
After the Tentative Budgets are approved tonight, and NO LATER THAN APRIL 30, 2018, the Clerk will post LEGAL NOTICES OF BUDGET HEARINGS scheduled for May 31, 2018 @ 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 May 31, 2018 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, Must post in five of the most public places in the Township.
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ROAD BUSINESS ~ Highway Commissioner:
1. The damaged 2004 International tandem truck was towed to Centre State International on Monday April 23, 2018 to be repaired.
Body parts for the 2004 truck were ordered from Vern Hicks in Mapleton which were $1,000. less than the cost quoted from Centre State.
Vern Hicks invoice may be found in this month’s Board Audit expenses in Road & Bridge Fund.
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2. As previously mentioned, two locations in Hollis Township have been selected to have solar panels installed. Other information will be shared as it is available.
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3. The McCullough Road project has hit a snag. The EPA is now requiring a $2,620. PERMIT before we can go any farther.
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TAX ASSESSOR’S OFFICE / Information / Business: .
2017 Real Estate Tax bills will be sent out soon.
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OLD UNFINISHED BUSINESS: none.
NEW BUSINESS:
Copies of the Tentative Budget & Appropriation Ordinances for the Town and Road District were presented to Board Members for their review and discussion.
We will approve the Tentative Budgets tonight and we will adopt the final Budgets on May 31, 2018 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 the Board reviewed these Ordinances:
1. MOTION to approve ORDINANCE NO. 2018 ~ 06: (as presented)
Tentative Budget & Appropriation Ordinance for the Township of Hollis
for the fiscal year beginning April 1, 2018 and ending March 31, 2019.
Motion Jim Bailey; second Rich Murray. The motion passed with all ayes on a roll call vote.
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2. MOTION to approve ORDINANCE NO. 2018 ~ 07: (as presented)
Tentative Budget & Appropriation Ordinance for the Single Road District of Hollis
for the fiscal year beginning April 1, 2018 and ending March 31, 2019.
Motion Maryann Morrison; second Justin Egan. The motion passed with all ayes on a roll call vote.
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3. A MOTION to hire Willock Warning & Co., P.C. to complete a FULL AUDIT of Township & Road District Accounts as well as to complete the required Illinois State Comptroller’s Report and the GASB Reports for the fiscal year ended March 31, 2018.
Our last CPA AUDIT was for fiscal year ended March 31, 2017; the cost was $3,800. There are some variables in cost with regard to the Road District’s depreciation on equipment and the time involved. Our standard practice is the Town Fund and Road & Bridge Fund will share the cost 50/50.
Excluding last year, the previous 10 years average cost for this audit was $4,400. We feel the auditors have always been fair in their fee assessment.
The audit must be completed and reported no later than September 30, 2018. A date will be set for our Auditor, Dave Bauman to be on site to begin our audit.
MOTION Jim Bailey; second Rich Murray. The motion passed with all ayes on a roll call vote.
4. The 23 month Town Fund Certificate of Deposit #26392 which was invested at Better Banks in Bartonville, Il. has matured as of April 24, 2018 @ a value of $84,883.16. The previous rate of interest was 1.20%.
There is a 10 day window to redeem or reinvest; however, the highest interest rate at Better Banks is 15 months @ 1.05% and noting, this is lower than our previous rate. (there are higher rates available / RATES are increasing elsewhere); therefore, the following motion is being presented:
MOTION to give permission to our Treasurer to reinvest at the highest rate available for a period of 12 to 15 months maximum at an approved - appropriate financial institution FDIC-insured ~ Treasurer will report to the Board at our May 31, 2018 Meeting.
MOTION Maryann Morrison; second Jim Bailey. The motion passed with all ayes on a roll call vote.
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5. MOTION to approve a donation in the amount of $50.00 to our local St. Jude Mid-West Affiliate in Memory and Honor of Mrs. Iloe Krause who was formerly a secretary for Hollis Township until January 1993. Mrs. Krause died April 4, 2018.
MOTION Rich Murray; second Justin Egan. The motion passed with all ayes on a roll call vote.
6. MOTION to adjourn made by Jim Bailey; second Justin Egan. The motion passed unanimously. Meeting adjourned at 7:42 P.M.
Respectfully submitted,
James E. Bailey, Trustee and Clerk Protem