TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, NOVEMBER 29, 2018
The Clerk led the Pledge of Allegiance to the Flag. The Supervisor called the meeting to order @ 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 Gerdes; Clerk Linda Phillips; Trustees: James Bailey, Rhonda Hodges, and Rich Murray.
The Supervisor announced a quorum was present. Trustee Maryann Morrison was excused.
The Road Commissioner, Dennis Beckman was unable to attend this meeting. The Tax Assessor, Alice Dailey was present.
Visitors: Ed and Gayle Carrillo
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, October 25, 2018 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Hodges; second Murray.
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 November 29, 2018 in the amount of $ 5,879.00
Motion Murray; second Hodges. The motion passed with all ayes on a roll call vote.
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2. MOTION to accept for payment the General Assistance Invoices as presented to the Board on the Disbursement Summary November 29, 2018 in the amount of $ 116.00.
Expenses for Supervisor attending General Assistance Training in Springfield, Sat., November 10, 2018.
Motion Hodges; second Murray. 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 November 29, 2018 in the amount of $ 29,818.18
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
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4. MOTION to accept for payment the Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary November 29, 2018 in the amount of $ 2,465.69
Motion Hodges; second Bailey. The motion passed with all ayes on a roll call vote.
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VISITORS ADDRESSING THE BOARD:
Ed and Gayle Carrillo, who have recently purchased 33 ½ acres on Tuscarora Road, addressed a problem regarding trees obstructing the view at their entrance that prevents them from seeing oncoming traffic. They wanted to know if they needed to remove them or if it is the Township’s responsibility. They also have a neighbor whose property contains fifty to a hundred used tires that are rolling down onto their property and wanted some direction on how this should be handled.
Mr. & Mrs. Carrillo will need to discuss these issues with the Road Commissioner Dennis Beckman who was not present for the meeting this evening.
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TOWN BUILDING, GROUNDS & EQUIPMENT:
There was discussion regarding replacing the roof on the office building. The Board has decided to wait until spring to select a vendor to complete this work.
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TOWN BUSINESS ~ Supervisor: comments on activities:
1. Supervisor Gerdes attended a General Assistance Training Class on Saturday, November 10, 2018 in Springfield, Illinois. Expenses from General Assistance Fund may be found with this Board Audit dated November 29, 2018: $50. registration fee / $75.00 round-trip mileage expense.
2. Bill commented on the TOI Conference in Springfield, Illinois – November 12-13, 2018. Expenses from Town Fund (mileage & hotel costs) may be found with this Board Audit dated November 29, 2018: $165. registration fee / $75. mileage expense / $ 225.98 2 nights in hotel.
3. Bill discussed a recent emergency call to the Tuscarora Fire Department which was handled by the Timber Hollis Fire Department due to lack of personnel available at Tuscarora.
In an effort to assure a response to emergency calls, the Timber Hollis Fire Department also gets a duplicate call when Tuscarora Fire Department is called.
However, Bartonville Fire Department is not notified when Tuscarora Fire Department is called.
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CLERK BUSINESS :
Our Clerk, Linda Phillips will file with the Peoria County Clerk, the Town & Road District Levies for the year 2018 which will be finalized and adopted at this meeting tonight.
The documents will be filed no later than Wednesday, December 19, 2018 to avoid the County Clerk’s holiday schedule after that date. To meet the legal requirement, the documents must be filed no later than December 26th, 2018.
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ROAD BUSINESS ~ Highway Commissioner:
Dennis Beckman could not attend this meeting tonight; therefore, he will address these issues at another meeting.
1. Road Commissioner Dennis Beckman was only able to purchase our salt supply this past week on Tuesday November 20 from the State of Illinois; the price per ton increased by $14.00, for a total cost of $62.00 per ton. (Expense is paid with this Board Audit – Listed as CARGILL)
2. At a future meeting, the Road Commissioner Dennis Beckman will comment on the Township Officials of Illinois Conference in Springfield, Illinois - November 12 &13, 2018: Expenses from Road & Bridge Fund may be found with this Board Audit - November 29, 2018:
$165. registration fee / $ 66.50 mileage expense / $101.69 one night hotel expense / $ 34.00 food.
3. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township:
No current information available.
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TRUSTEES/ Information / Business:
Rhonda Hodges submitted a list of attorneys that handle Township business.
Hyle Royster will have someone take over Tim Bertschy’s place when he retires the end of December. Andy Kyte has been working with Tim regarding Township business and is a likely choice.
Rhonda also announced she would not be at the Monthly Board Meeting December 27, 2018.
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TAX ASSESSOR’S OFFICE / Information:
1. Alice received a notification from the Illinois Property Assessment Institute that she has completed the required continuing education requirements and will be recertified as a Certified Illinois Assessing Officer. Copy of the notification will be attached to these minutes. ATTACHMENT # 1.
2. Alice announced that December 11 would be the last pass to look at properties before the first of the year.
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OLD UNFINISHED BUSINESS:
1. MOTION to ADOPT 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 Bailey; second Hodges. The motion passed with all ayes on a roll call vote.
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Note: There is a $4.00 deduction from the Approved Road District Aggregate Levy which was presented at our November 29, 2018 meeting. The total shown below indicates the corrected amount.
In addition, there is a $4.00 deduction from the Approved Joint Bridge Levy which was presented at our November 29, 2018 meeting. The total shown below indicates the corrected amount.
This correction has been made by Dennis Beckman via email to the Peoria County Clerk.
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(CORRECTED TOTAL)
2. MOTION to ADOPT the Hollis Township Road District Tax Levy in the amount of $ 155,670.00 for the Tax Year 2018, collectable in the year 2019, in the form shown below: (Aggregate)
ROAD DISTRICT TAX LEVY ORDINANCE NO. 2018 - 12
Road & Bridge Fund Tax Levy $ 102,742.00
Joint Bridge Fund Tax Levy $ 31,135.00 ~ Equipment & Building Fund Tax Levy $21,793.00
( JOINT BRIDGE LEVY CORRECTED TOTAL)
Motion Murray; second Bailey. The motion passed with all ayes on a roll call vote.
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3. MOTION to ADOPT 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 Bailey; second Murray. The motion passed with all ayes on a roll call vote.
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NEW BUSINESS:
1. MOTION to approve 4 – cash gifts (to be issued by check from the Town Fund) in the amount of $50.00 (each) as our ANNUAL HOLIDAY REMEMBRANCE FOR 2018 for the following Hollis Township Employees:
Dennis Ahrens, Joleen Bailey, Tal Beckman, Stuart Parks
Motion Hodges; second Murray. The motion passed with 3 ayes on a roll call vote;
Trustee Jim Bailey abstaining.
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2. MOTION to appoint Town Clerk, Linda A. Phillips, to fill the vacant positions of
Freedom of Information Officer & Open Meetings Act Designee.
Linda’s CERTIFICATES OF COMPLETION for on-line training for both of these positions
shall be attached to the Minutes of this meeting. ATTACHMENTS # 2. & # 3.
Motion Hodges; second Bailey. The motion passed with all ayes on a roll call vote.
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3. MOTION to adjourn made by Bailey; second Murray. The motion passed unanimously with all ayes. The meeting adjourned at 8:02 P.M.
Respectfully submitted,
Linda A. Phillips, Town Clerk