TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, OCTOBER 25, 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, and Rich D. Murray.
The Supervisor announced a quorum was present. Trustee Maryann S. Morrison was absent.
The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey attended this meeting.
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Visitors: None
There were no corrections or additions to the Agenda.
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APROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, September 27, 2018 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Hodges; second Bailey.
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 October 25, 2018 in the amount of $ 5,776.29.
Motion Murray; second Hodges. The motion passed with all ayes on a roll call vote.
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2. MOTION to approve the transfer of $6,000.00 from Town Fund to our Disbursing Account in an effort to eliminate two trips to the bank every month to make deposits for Road District payroll expenses. Some months both payrolls occur during weeks which do not include our monthly Board Audit expenses.
Motion Bailey; second Hodges. 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 October 25, 2018 in the amount of $ 13,926.27.
Motion Hodges; second Bailey. The motion passed with all ayes on a roll call vote.
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4. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary October 25, 2018 in the amount of $ 572.74.
Motion Murray; second Hodges. The motion passed with all ayes on a roll call vote.
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VISITORS ADDRESSING THE BOARD: None
TOWN BUILDING, GROUNDS & EQUIPMENT: Trustee Bailey had received three more estimates regarding the roof repair of the administrative building. A discussion followed with no decision made.
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COMMUNICATIONS & Correspondence:
Hollis Township has received a check for $4,905.39 from Rumbold & Kuhn which represents our ½ of the 2018 corn crop from our property on Hollis Road which is a 50/50 share with Dean Schwindenhammer. The October check was deposited into the Town Fund checking.
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TOWN BUSINESS ~ Supervisor:
Supervisor Gerdes attended the hearing regarding the proposed solar panel farm on Airport Road. He announced that there would be another informational meeting in the future regarding this matter. No date was given at this time.
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CLERK BUSINESS :
It has come to our attention that beginning January 1, 2019 a new law requires township clerks to “attest” the signatures of the Supervisor on all payouts from Township and Road District funds. Attesting a document means the clerk will be witnessing or formally certifying its content by signing their name. The Supervisor is the only elected official who is bonded and is authorized to sign checks.
Clerks will now sign their name, along with the authorized signature of the Treasurer/Supervisor, on all checks or other financial documents which reflect a payout from Township or Road District funds.
We will be discussing this new law with our accountants, our bank and our insurance provider, TOIRMA, to establish guidelines and any requirements for this additional signature on payouts.
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ROAD BUSINESS ~ Highway Commissioner:
1. In recent weeks, the Road Crew has been cleaning up lots of trees & broken branches from our roadways and roadsides. We can anticipate dealing with this same situation through the winter months.
2. Completed ditch work on McCullough Road which couldn’t be done last year because of all the traffic diverted to McCullough Road due to the bridge closure on Lancaster Road near Lake Camelot. Sand was removed and the County Engineer was notified of this.
.. State of Illinois Highway Dept. is waiting for signal arms for lights at Route 24 and S. Cameron Lane. It doesn’t look like they will be installed sooner than the end of December or the first of January.
4. The Road Commissioner will be installing road signs on S. Lafayette which will indicate no parking during snow removal. ORDINANCE NO. 04~15 - Regarding Parking Restrictions During Snow Removal and Salt Application has been in effect since December 21, 2004.
5. Discussion regarding a homeowner in the Saddlebrook Subdivision changing the grade of his property. The Road Commissioner will speak with the homeowner before deciding if the Township will need legal assistance in this matter.
6. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township
No current information available.
TRUSTEES/ Information / Business: None
TAX ASSESSOR’S OFFICE / INFORMATION: Alice has been reviewing properties in Hollis Township to be sure of accuracy for this year. A final review will be completed in mid December 2018.
OLD UNFINISHED BUSINESS: None
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NEW BUSINESS: General Information:
TAX LEVIES FOR 2018 must be established and approved at least 20 days prior to adopting them on Thursday, November 29, 2018 either at a hearing, or during our Regular Monthly Board Meeting. Levies must be filed with the Peoria County Clerk no later than Wednesday, December 19, 2018.
If the Township or Road District is levying more than 105% over of the previous year’s tax levy extension, there must be a “Truth in Taxation Hearing” established at this meeting tonight.
In addition, when it is necessary to have a “Truth in Taxation Hearing”, a NOTICE OF HEARING must appear in a newspaper with distribution in the Township, to be published not more than 14 days or less than 7 days prior to the date of the “Truth in Taxation Hearing.”
If the Township or Road District is not levying more than 105% over the previous year’s tax levy extension, NO PUBLISHED NOTICE IS REQUIRED for adopting the levies at a Regular Meeting.
Levies will be approved today, October 25, 2018 & will be adopted November 29, 2018 during our Regular Monthly Meeting.
There must be at least 20 days between determining and approving Tax Levies & adopting Tax Levies.
First: Establish if there is a need for “Truth in Taxation Hearings” for 2018
Second: Establish & Approve Tax Levies for 2018
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1. MOTION: The Hollis Township Board has established there is NO NEED FOR A “TRUTH IN TAXATION HEARING” for the Tax Year 2018, collectable in 2019, since the TOWNSHIP will not request an increase over our 2017 Tax Levy Extensions which were:
Town Fund $62,149.28 and General Assistance $118.61.
Therefore, the following request will be submitted:
The Town Fund Levy $ 62,149. The General Assistance Fund Levy $118.
THE TOTAL TOWNSHIP LEVY REQUEST FOR 2018 SHALL BE: $62,267.00
Motion Bailey; second Hodges. The motion passed with all ayes on a roll call vote.
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2. MOTION to approve the Hollis Township Tax Levy in the amount of $ 62,267.00 for the Tax Year 2018, collectable in the year 2019, in the form shown below:
TOWNSHIP TAX LEVY ORDINANCE NO. 2018 - 11
Town Fund Tax Levy $ 62,149.00 General Assistance Fund Tax Levy $ 118.00
Motion Hodges; second Bailey. The motion passed with all ayes on a roll call vote.
3. MOTION: The Hollis Township Highway Commissioner has established there is NO NEED FOR A “TRUTH IN TAXATION HEARING” for the Tax Year 2018, collectable in 2019, since the
ROAD DISTRICT will be levying NO MORE THAN 105% of the 2017 Total Tax Extension which was $148,256.88. The increase requested shall be $7,418. Therefore, the following will be submitted:
Road & Bridge Fund $ 102,742.00
Joint Bridge Fund $ 31,139.00
Equipment & Building Fund $ 21,793.00
THE TOTAL ROAD DISTRICT LEVY REQUEST FOR 2018 SHALL BE: $ 155,674.00
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
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4. MOTION to approve the Hollis Township Road District Tax Levy in the amount of $ 155,674.00 for the Tax Year 2018, collectable in the year 2019, in the form shown below:
ROAD DISTRICT TAX LEVY ORDINANCE NO. 2018 - 12
Road & Bridge Fund Tax Levy $102,742.00
Joint Bridge Fund Tax Levy $ 31,139.00 ~ Equipment & Building Fund Tax Levy $ 21,793.00
Motion Hodges; second Bailey. The motion passed with all ayes on a roll call vote.
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5. MOTION to approve the Hollis Road District CONSENT FOR TAX LEVY INCREASE in the amount of $ 24,907.00 for the Tax Year 2018, collectable in 2019, authorizing the Road Commissioner to levy an additional 4% of the Road & Bridge Fund Levy, for a total of 16 ½ %,
in the form indicated below:
ROAD DISTRICT CONSENT FOR TAX LEVY INCREASE ~
ORDINANCE NO. 2018 - 13
Motion Hodges; second Bailey. The motion passed with all ayes on a roll call vote.
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6. MOTION to adjourn made by Bailey; second Murray. The motion passed unanimously with all ayes. The meeting adjourned at 8:07 P.M.
Respectfully submitted,
Linda A. Phillips, Town Clerk