TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES MONTHLY BOARD AUDIT MEETING
THURSDAY, JANUARY 31, 2019
After the Clerk led the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order at 7:00 P.M. @ the Hollis Town Hall, 6430 West Wheeler Road, Mapleton, Illinois 61547-9615.
In the absence of our Clerk Linda Phillips, the Supervisor asked Trustee Jim Bailey to record the minutes of this meeting.
Board Members Present for Roll Call:
Supervisor William J. Gerdes; Trustees: James E. Bailey; Rhonda L. Hodges; Maryann S. Morrison and Rich D. Murray. Our Clerk, Linda A. Phillips was excused.
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 visitors. 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, December 27, 2018 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.
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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 January 31, 2019 in the amount of $ 5,842.25.
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
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Note regarding General Assistance:
On January 10, 2019 our General Assistance Fund received an SSI reimbursement of $490.00 for payments Hollis Township made in December 2016 and January 2017 to a General Assistance recipient who was waiting for Supplemental Security Income benefits.
This check was deposited to the General Assistance Checking Account and may be found on the January 2019 Investment Report.
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2. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary Janaury 31, 2019 in the amount of $ 19,118.16.
Motion Morrison; second Hodges. The motion passed with all ayes on a roll call vote.
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TOWN BUILDING, GROUNDS & EQUIPMENT: none.
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COMMUNICATIONS & Correspondence:
1. Hollis Township & Road District each received a request from the Peoria County Clerk’s Office to sign and verify the recent Tax Levy Requests we submitted for 2018, payable in 2019.
Administrative Assistant Joleen Bailey verified the Tax Levy Confirmation forms for accuracy. Both the Township and Road District Confirmations have been signed and faxed back to the County Clerk on Monday, January 24, 2019.
2. Department of Planning and Zoning:
A hearing is scheduled February 14, 2019 for a Hollis Township property variance request regarding Carolyn & Charles Johnson of 6203 Trails End Lane. A copy of the notice regarding the hearing will be available at tonight’s meeting; additional copies will be made upon request.
Please see the notice received regarding this variance request – attached to these minutes.
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TOWN BUSINESS ~ Supervisor: none
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CLERK BUSINESS :
A current list of Hollis Township Elected Officials was requested by the Peoria County Clerk’s Office to be provided no later than January 31, 2019; Joleen has e-mailed the information requested to the County Clerk. In prior years we faxed the list; however, this year e-mailing the list was mandatory.
These individuals, who are required to complete a Statement of Economic Interest, will receive an Economic Interest form in the mail. It must be completed and submitted to the Peoria County Clerk’s Office no later than May 1, 2019. (We do not know when the Statements will be sent to you.)
******* This year the County is changing their system and there will be an opportunity for officials to either submit the paper document, as in past years, or have the option to file the document on line. Information will be forwarded to you from the County Clerk regarding this change.
Our office needs a copy of your completed Statement of Economic Interest; therefore, if you file online, please print off a copy of the filed document and bring it to the office at your convenience. If you file a paper document please make a copy of that document before mailing it to the County Clerk. The County Clerk will send you a receipt of said document and we will need to make a copy of the receipt .
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ROAD BUSINESS ~ Highway Commissioner:
1. Dennis Beckman advised that our salt supply is running low. The last load of slag/cinders for the year was picked up Wednesday January 23, 2019.
2. Equipment breakdowns are finally to a minimum.
3. The Road District has received a check in the amount of $460.00 from TOIRMA for reimbursement on a towing fee for the International truck in November 2018. That check has been deposited into the Road and Bridge Fund and may be found on the January Investment Report.
4. Dennis Beckman received a request from a company that will be bringing a large piece of equipment into Hollis Township – using Hollis Township roads. The equipment is estimated to weigh 130,000 pounds or more.
5. The Road Commissioner was contacted by an attorney representing LONZA, INC. in Mapleton. The attorney was requesting repairs to the roadway running parallel with Route 24 in front of the Lonza plant. Dennis Beckman informed the attorney that the roadway in question is within the Village of Mapleton’s jurisdiction.
6. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township
No current update.
TRUSTEES/ Information / Business:
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TAX ASSESSOR’S OFFICE / Information:
1. Alice Dailey has submitted her Tax Assessor’s Budget request for 2019-2020 which is unchanged from 2018-2019.
2. Since 2019 is a Quadrennial year, Alice will be taking pictures of all structures located in Hollis Township.
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OLD UNFINISHED BUSINESS: none.
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NEW BUSINESS:
1. Our W-2 preparer and provider, Jim Raue of American Municipal Software had bulk mailed the W-2’s to our office “postmarked” Saturday, January 26, 2019 by (Priority Mail-3 day delivery with tracking) from the post office in his location @ LaGrange Park, Illinois at 12:22 PM.
On Sunday, January 27, 2019 our parcel arrived @ the Regional Post Office Facility in Elk Grove Village Illinois with an estimated delivery date of January 31, 2019.
However, due to extreme sub-zero temperatures, “polar vortex” as well as the suspension of mail delivery for several days, our parcel was still at the Elk Grove Village facility on January 31, 2019. We will continue tracking our parcel and will distribute the W-2’s as soon as possible after we receive them.
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2. Hollis Township - 1099’s for 2018 are prepared in house; therefore, any business or individuals who are required to receive a 1099 from Hollis Township will receive their 1099’s by hand delivery or be postmarked no later than January 31, 2019. (Note: Mailing date was Monday, January 28, 2019 at the Peoria Post Office.)
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3. MOTION to adjourn made by Morrison; second Murray. The motion to adjourn
passed unanimously. Meeting adjourned @ 7:30 P.M.
Respectfully submitted,
James E. Bailey, Clerk Pro-tem