TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES ~ MONTHLY BOARD AUDIT MEETING
THURSDAY, FEBRUARY 28, 2019
After the Clerk led the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order @ 7:00 P.M. @ 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 Maryann S. Morrison. Trustee Rich D. Murray was excused.
The Supervisor announced a quorum was present.
. The Road Commissioner, Dennis R. Beckman attended this meeting.
Tax Assessor, Alice B. Dailey was not available for this meeting.
There were no visitors. There were no corrections or additions to the agenda.
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APPROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of the January 31, 2019 ~ Minutes from the Regular Monthly Meeting were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Morrison; 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 February 28, 2019 in the amount of $ 5,770.96
Motion Hodges; second Morrison. 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 February 28, 2019 in the amount of $ 26,742.54
Motion Morrison; second Hodges. The motion passed with all ayes on a roll call vote.
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3. MOTION to accept for payment the following expense from Road & Bridge Fund:
$1,000.00 from Salaries LI 31500 to Town Fund Salaries LI 11500
$ 62.00 from Social Security 6.2% LI 31508 to Town Fund Social Security LI 11508
$ 14.50 from Medicare 1.45% LI 31510 to Town Fund Medicare LI 11510
TOTAL TRANSFER $ 1,076.50 ~ made with this Board Audit, February 28, 2019
This transfer is reimbursement to Town Fund for the Annual Salary of the Supervisor who serves as the Treasurer of the Road District for the current fiscal year 2018-2019. The Salary is a set amount and cannot be more than $1,000.; however, $76.50 is an additional cost for Social Security and Medicare incurred by the Road District as the employer.
This $1,000.00 is included in the Supervisor’s Annual Salary of $7,040.
Motion Hodges; second Morrison. The motion passed with all ayes on a roll call vote.
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TOWN BUILDING, GROUNDS & EQUIPMENT: None
COMMUNICATIONS & Correspondence
1. Hollis Township Elected Officials regarding Statements of Economic Interest ~~ due May 1, 2019. Please review the information provided in the Minutes dated January 31, 2019. Thank You.
2. Dept. of Planning and Zoning: Hearing for Johnson property on Trails End postponed indefinitely.
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TOWN BUSINESS ~ Supervisor: Discussion of TOPICS DAY April 3, 2019 in Springfield; no one definitely going but Supervisor Gerdes said he might attend.
Supervisor Gerdes shared an Ameren Illinois handout that he received from a presentation regarding energy efficient programs.
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CLERK BUSINESS / Business & Comments: None
ROAD BUSINESS ~ Highway Commissioner:
1. There was discussion regarding Heyl Royster as our township attorney. The consensus of the Board of Trustees is that we have already decided to continue with Heyl Royster.
2. Denny advised we have reached our salt supply quota from Cargill. We received two tandem loads from Peoria County. However that is all we will get from them as they don’t have enough themselves.
We have been able to purchase some slag to mix with the salt; however, we did get a few comments from residents because they were bringing it into their homes on the bottom of their shoes.
3. There was some discussion regarding seal coating our roads for this year.
4. The Peoria County Highway Department Motor Fuel Tax Fund - Report for Hollis Township: The last report received was May 4, 2018 - balance listed was $53,395.57.
Current information and the balance reported as of January 31, 2019:
Jan 15, 2019 allotment for December $3,031.03
Jan 31, 2019 allotment for January $3,029.20
Jan 31, 2019 interest for January $ 113.58 balance $81,571.72
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TRUSTEES/ Information / Business: none
TAX ASSESSOR’S OFFICE / Information / Business: none
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OLD UNFINISHED BUSINESS:
Regarding the W-2’s for 2018 – information continued from New Business January 31, 2019: Due to severe weather conditions in January, the parcel containing all of our W-2’s was not delivered to the Hollis Township office until Monday, Feb. 4, 2019 after a delayed - 10 day process by the USPS.
The original mailing date was Saturday, January 26 @ 12:22 P.M. from the LaGrange Park Illinois Post Office .
On Sunday, Jan. 27 our parcel was sent to Elk Grove, Il. After being held 5 days at the Elk Grove Village Postal Facility in northern Illinois, our parcel was sent to the Saint Louis Missouri Network Distribution Center arriving there on Feb. 2, 2019.
The next day, Feb. 3, our parcel departed St. Louis and arrived at our Mapleton Post Office Feb. 4, at 7:39 AM. The parcel was sorted and was out for delivery on Feb. 4, 2019 @ 2:56 P.M.
Administrative Assistant, Joleen Bailey sent a detailed letter to the Social Security Administration with our W-3 and copies of our W-2’s on Feb. 4, 2019 at approximately 10:30 P.M. from the Peoria Post Office. Our letter included the tracking number and information regarding the parcel containing all of our W-2’s to verify the delay in meeting the January 31 deadline.
The letter sent with the W-3 and copies of the W-2’s was an effort to avoid a “late penalty” for not having these documents date stamped by January 31, 2019.
NEW BUSINESS: 1. Notices were received by Hollis Township residents who live in Precinct #2. Their polling place has been changed from Hollis Grade School to Bartonville Christian Church which is located at the corner of Pfeiffer and LaFayette in Bartonville..
2. MOTION to approve the Schedule of Hollis Township Meetings for the fiscal year
April 1, 2019 through March 31, 2020 as shown below::
Motion: Morrison; second Hodges. The motion passed with all ayes on a roll call vote.
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ALL MEETINGS shall be held at the Hollis Town Hall @ 7:00 P.M., unless noted otherwise.
6430 West Wheeler Road, Mapleton, Il. 61547-9615 ~ Telephone (309) 697-6252 / Fax 697-5097.
Regular Monthly Board Meetings are the last Thursday of the month, unless noted otherwise.
Special Meetings ~ day of week designated as listed:
April 08, 2019 Monday Special Meeting - Trustees Annual Accounting Meeting
April 09, 2019 Tuesday Special Meeting - Annual Town Meeting for Registered
Voters
April 25, 2019 Regular Monthly Board Audit Meeting
Approve Tentative Budgets for fiscal year 2019-2020
[There must be 30 days between approving & adopting budgets.]
May 30, 2019 Special Budget Hearing Meetings @ 7:00 P.M. & 7:15 P.M.
Adopt Final Budgets @ these hearings for fiscal year 2019-2020
******* Regular Monthly Board Audit Meeting @ 7:30 P.M.
June 27, 2019 Regular Monthly Board Audit Meeting
Adopt Prevailing Wage Rates for 2019~2020
July 25, 2019 Regular Monthly Board Audit Meeting
August 29, 2019 Regular Monthly Board Audit Meeting
September 26, 2019 Regular Monthly Board Audit Meeting
October 24, 2019 Regular Monthly Board Audit Meeting / including:
4th Thursday Approve Tentative Tax Levies for 2019, payable in 2020
[There must be 20 days between approving & adopting tax levies.]
November 21, 2019 Regular Monthly Board Audit Meeting / including:
3rd Thursday Adopt Final Tax Levies for 2019, payable in 2020
As part of the Regular Monthly Board Meeting
December 19, 2019 Regular Monthly Board Audit Meeting
3rd Thursday
January 30, 2020 Regular Monthly Board Audit Meeting
February 27, 2020 Regular Monthly Board Audit Meeting
March 26, 2020 Regular Monthly Board Audit Meeting / including:
Adopt Agenda for the April 14, 2020 Annual Town Meeting.
Agenda must be adopted and posted not less than 15 days
before the Annual Town Meeting
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APRIL 1, 2019 ~ NOTICE OF MEETINGS (Open Meetings Act) Clerk must post public notice of its Schedule of Regular Meetings at the beginning of the fiscal year (or calendar year). The notice shall state the regular dates,
times and places. Make schedule available to any news outlet that has filed an annual request for such notice.
LEGAL NOTICE shall be posted on our 3 outdoor bulletin boards within Hollis Township
Newspaper publication not required.
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3. MOTION to adjourn made by Morrison; second Bailey. The motion passed unanimously with all ayes.
The Meeting adjourned at 7:36 p.m.
Respectfully submitted,
Linda A. Phillips, Town Clerk