TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, SEPTEMBER 27, 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: Jim Bailey; Rhonda Hodges; Maryann Morrison
The Supervisor announced a quorum was present. Trustee Rich Murray was excused.
The Road Commissioner Dennis Beckman and the Tax Assessor Alice Dailey attended this
meeting.
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Visitors: Brian Hicks from Centre State
There were no corrections or additions to the Agenda.
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APPROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on
August 30, 2018 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Morrison; second Hodges.
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 September 27, 2018 in the amount of $ 8,131.69
Motion Morrison; second Hodges. 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 September 27, 2018 in the amount of $ 54,432.71
Motion Hodges; second Bailey. 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 September 27, 2018 in the amount of $ 1,705.24
Motion Morrison; second Bailey. The motion passed with all ayes on a roll call vote.
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VISITORS ADDRESSING THE BOARD:
Brian Hicks from Centre State International spoke to the Board regarding the extensive repairs to the 2004 tandem truck. He was personally involved in the process.
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TOWN BUILDING, GROUNDS & EQUIPMENT:
Trustee Bailey gave an update on the roof estimates from River City, Tremont, and Kreiling that he has researched this last month. Kreiling submitted the lowest dollar amount. However there are still questions regarding their calculations. Trustee Hodges will review estimates with Trustee Bailey tonight.
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COMMUNICATIONS & Correspondence:
1. Truth in Taxation Determination for the 2018 Tax Levies ~~~ will be addressed during our Regular Monthly Board Meeting on October 25, 2018. At that time, the Township Board and Road District will determine the Tax Levies needed for the year 2018 which are payable in 2019, and we will establish if there is a need for Truth in Taxation Hearings.
Levies will be APPROVED at the October 25, 2018 Regular Monthly Board Meeting and will be ADOPTED during our Regular Monthly Board Meeting on November 29, 2018.
There must be at least 20 days between APPROVING Tax Levies and then ADOPTING Tax Levies.
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2. Supervisor Bill Gerdes is registered to attend the Township Officials of Illinois Annual Educational Conference to be held in Springfield, Nov 11-13, 2018. See expense in Town Fund for $165.00.
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3. Peoria County Planning & Zoning: One Petition for Variance received for a resident in Hollis Township – Bonnie Phelps @ 7117 S. Gerdes Road, Mapleton, Illinois. Asking for a side variance to place a garage 4 ½’ from the property line (usually fifteen feet).
Hearing is scheduled for October 11, 2018 for this variance and for the solar panel farm proposed on Airport Road. Comments for the Zoning Board of Appeals are needed by September 28, 2018 in order to be included in the staff report. Concerns must be expressed in writing so that it can be presented at the hearing. (No action required by Hollis Township Board)
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TOWN BUSINESS ~ Supervisor:
1. Copies of the ANNUAL TREASURER’S REPORT for fiscal year ended March 31, 2018 were presented to Board Members with their meeting documents..
As a Legal Requirement, an original copy of the ANNUAL TREASURER’S REPORT, signed by Supervisor William J. Gerdes, has been faxed to the Peoria County Clerk’s Office on Monday, September 24, 2018.
2. Our auditor, Dave Bauman of Willock Warning & Co., P.C. has completed our Annual Audit for fiscal year ended March 31, 2018 which includes preparation of financial statements and the State of Illinois Comptroller’s Report which is filed via the internet.
Since Hollis Township has had a full CPA AUDIT (fiscal year ended March 31, 2018), we are not required to publish the Annual Treasurer’s Report.
We are required to PUBLISH A NOTICE OF AVAILABILITY OF AUDIT giving notice that the audit report may be publicly inspected after September 27, 2018. We have published this required Legal Notice in the Glasford Gazette 9/13/18.
Copies of the ANNUAL FINANCIAL STATEMENTS BOOKLET (prepared by Willock Warning & Co., P.C.) were presented to board members with their meeting documents.
As a Legal Requirement, copies of the final audit materials were mailed to the Peoria County Clerk’s office on September 4. Our auditors, provide us with specific documents for the Peoria County Clerk.
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CLERK BUSINESS / Business & Comments: None.
ROAD BUSINESS ~ Highway Commissioner:
1. Regarding the 2004 tandem repairs: The truck cab was crushed by a falling tree on 11/30/2017.
We now have the truck. Centre State has completed work on restoring the truck. The final repair cost had to be negotiated down to $41,361.00. (Our TOIRMA insurance only paid $27,218.) The truck is running good and Road Commissioner Beckman is pleased with the repaired condition; however, since the truck was considered totaled, some steps were required to get the truck back in service:
A. We first thought a new vehicle identification number would be required from the State of Illlinois, however that was not necessary. The VIN will remain the same.
B. September 24, 2018 we had the truck inspected and certified at Vachon Brake Service.
C. TOIRMA agreed to insure the truck again; however, now it will only have liability coverage.
2. There are ongoing issues with the 2004 one ton truck; intermittently, engine does not start. Road salt is destroying the wiring on the truck.
3. Sometime in the future, Peoria County will schedule a location to drop-off unwanted tires. We currently have more than 50 tires for disposal.
4. As reported on August 30, Patrick Meyer surveyed & engineered the design of the box culvert for he McCullough Road project. The fee we paid at that time was $2,700. which was expended from Joint Bridge Fund. [ However, a portion of that fee was for some work he did for us in Saddlebrook Estates regarding water related issues there.]
On McCullough Road, Patrick had to determine the way the box culvert was originally engineered and how to approach the problem of changing the way the water is cutting into the embankment which is causing sand and soil deposits to wash under the box culvert. In part, the survey and engineering was to start the process to obtain a permit from the EPA. We have asked Mike Unes, who is our State Representative, to help us get a waiver for this permit which was estimated to cost $2,620. for bank stabilization. We are waiting to hear from the EPA.
5. Hollis Township had an insurance claim submitted from a motorist whose car was hit by debris which was apparently thrown from our boom mower that was being used by our road crew in close proximity to this vehicle. The claim was $613.27 and was paid by our TOIRMA insurance..
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TRUSTEES/ Information / Business:
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TAX ASSESSOR’S OFFICE / Information / Business: Still seeing property sales moving.
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OLD UNFINISHED BUSINESS: Discussion of Solar Farm in Hollis Township & today’s power outage.
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NEW BUSINESS:
MOTION to adjourn made by Bailey; second Hodges. The motion passed unanimously with all ayes. The Meeting adjourned at 7:53 P. M.
Respectfully submitted by
Linda A Phillips, Town Clerk