TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, AUGUST 30, 2018
The Clerk led the Pledge of Allegiance to the Flag. The Supervisor called the meeting to order at 7:00 P.M. at the Hollis Town Hall, 6430 West Wheeler Road, Mapleton, Illinois 61547-9615.
Board Members Present for Roll Call:
Supervisor William J. Gerdes; Clerk Linda A. Phillips; Trustees: James E. Bailey;
Rhonda L. Hodges; 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 corrections or additions to the Agenda. There were no visitors.
__________________________________________________________________________________
APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of the July 26, 2018 Minutes from the Regular Monthly Meeting held at 7:00 P.M. were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Morrison; second Murray.
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 August 30, 2018 in the amount of $ 6,073.00.
Motion Bailey; second Hodges. The motion passed with all ayes on a roll call vote.
__________________________________________________________________________________
2. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on
the Disbursement Summary August 30, 2018 in the amount of $ 17,056.93
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
__________________________________________________________________________________
3. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary August 30, 2018 in the amount of $ 3,530.76
Motion: Bailey; second: Hodges. The motion passed with all ayes on a roll call vote.
VISITORS ADDRESSING THE BOARD: None.
__________________________________________________________________________________
TOWN BUILDING, GROUNDS & EQUIPMENT:
Trustee Bailey reviewed the estimates we received to replace the shingles on the office building roof. He has been trying to get clarification on prices quoted to do this work.
Further research will be completed in the next few weeks. Trustee Bailey will report his findings at the next monthly meeting on September 27, 2018.
__________________________________________________________________________________
COMMUNICATIONS & Correspondence: None.
__________________________________________________________________________________
TOWN BUSINESS ~ Supervisor: None.
_________________________________________________________________________________
CLERK BUSINESS / Comments: None.
__________________________________________________________________________________
ROAD BUSINESS ~ Highway Commissioner:
1. The Caterpillar grader had broken down and was left in the Pekin bottoms for a few days; however, the problem has been resolved and the machine is back in service.
2. A police officer has been patrolling through South Cameron Lane (often referred to as the Pekin bottoms road) watching for people who are illegally dumping refuse. We have noticed a dramatic decrease in dumping since he has been doing the drive through.
3. Centre State had promised we would have the 2004 tandem back before this August 30, 2018 meeting; however, we do not have the tandem as of today.
4. Peoria County Highway Department Motor Fuel Tax: Hollis Township’s last updated motor fuel balance was for May 2018 $ 53,395.57.
__________________________________________________________________________________
TRUSTEES/ Information / Business: none
TAX ASSESSOR’S OFFICE / Information / Business: Several properties have been sold in Hollis Township.
__________________________________________________________________________________
OLD UNFINISHED BUSINESS:
There was brief discussion regarding an old copier which remains in our building. A decision will be made in the future about retaining or disposing of it.
Disposal of used tires was also discussed. We do not know of any currently organized program to help individuals get rid of old tires.
NEW BUSINESS:
Township Officials of Illinois ~ 111th Annual Educational Conference
Sunday, November 11th – 13th, 2018 @ the Crown Plaza Hotel in Springfield, Illinois
Please see the July/August issue of the PERSPECTIVE MAGAZINE
Begin on Page 31 for specific details. Read Carefully.
1. Motion to approve registration fees for the Township Officials of Illinois 111th Annual Educational Conference. Full pre-registration is $165.00 per person for both Monday & Tuesday for this Conference to be held at the Crown Plaza Hotel in Springfield, Illinois November 11-13, 2018. Approval is for all Elected Officials and the Administrative Assistant.
This motion includes approval of reimbursement for Hotel expenses for only 2 nights – maximum of $120.00 per night; Mileage expense @ .50 cents per mile; and Food expense @ maximum of $40.00 per day, if necessary. Receipts must be submitted for reimbursement.
In past years, the average cost for one person attending this conference was $500.00.
Motion: Morrison; second: Hodges. The motion passed with all ayes on a roll call vote.
Registration fees must be received by TOI no later than October 10, 2018 for individuals to be considered for Hotel Reservations through the Housing Bureau.
Supervisor Gerdes and Road Commissioner Beckman expressed some interest in attending; however, they will make a final determination no later than September 21. We will issue payment for registration with our Board Audit expenses dated September 27.
Elected Officials are responsible for making their own hotel reservations.
Hotel reservations must be received by the TOI Housing Bureau no later than October 10th and must be guaranteed with a credit card. Rooms will be assigned the week of October 22nd.
Please do not combine any food or beverage purchases on the same receipt with another elected official; it makes reimbursement too complicated.
Reimbursement guidelines are indicated in our ORDINANCE NO. 2016-13 which was a mandatory requirement and was established by the Township Board on December 29th, 2016.
_______________________________________________________________________________
MOTION to adjourn made by Bailey; second Hodges. The motion passed unanimously with all ayes. The Meeting adjourned at 7:42 pm.
Respectfully submitted
Linda A. Phillips, Town Clerk