TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES ~ MONTHLY BOARD AUDIT MEETING
THURSDAY, APRIL 25, 2019
After the Clerk led the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order @ 7:09 P.M.
Board Members Present for Roll Call:
Supervisor William J. Gerdes; Clerk Linda A. Phillips; Trustees: James E. Bailey and
Rhonda L. Hodges.
The Supervisor announced a quorum was present.
Trustees Maryann S. Morrison and Rich D. Murray were excused.
The Road Commissioner, Dennis R. Beckman and 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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APPROVE MINUTES of Previous Meetings :
1. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, March 21, 2019 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Rhonda Hodges; second James Bailey.
Motion passed unanimously with all ayes.
2. Prior to tonight’s meeting, copies of Minutes from the Trustees Annual Accounting Meeting,
held on Monday, April 8, 2019 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Rhonda Hodges; second James Bailey.
Motion passed unanimously with all ayes.
3. Prior to tonight’s meeting, copies of Minutes from the Annual Town Meeting held on Tuesday,
April 9, 2019 were distributed to Board Members for their review and corrections only.
These Minutes have been signed by the Moderator of the Annual Town Meeting and the Town Clerk. The Minutes will be approved by the electors at the next Annual Town Meeting which will be held on Tuesday, April 14, 2020. (mandated to be the 2nd Tuesday in April each year).
No action is required from the Board of Trustees.
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 dated April 25, 2019 in the amount of $ 5,811.73
Motion James Bailey; second Rhonda 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 dated April 25, 2019 in the amount of $ 15,044.84
Motion Rhonda Hodges; second James Bailey. The motion passed with all ayes on a roll call vote.
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VISITORS ADDRESSING THE BOARD: None.
TOWN BUILDING, GROUNDS & EQUIPMENT: None.
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COMMUNICATIONS & Correspondence:
Hollis Township received a notice from the County of Peoria, Department of Planning and Zoning regarding a Variance Request from a property owner in Hollis Township which does not meet current Zoning Ordinance rules for Peoria County.
Petitioner: Carolyn & Charles Johnson, 6203 Trails End Lane, Bartonville, Illinois 61607.
Location: 6203 S. Trails End Lane (9.95 acres)
Also: Lot 2 Duryea Subdivision
Also: All Trails End Lane (Private Road) lying E & Adjacent thereto
The petitioner proposes to construct a 7,200 square feet accessory structure in the “R-R” Rural Residential Zoning District, which would result in a variance request of 5,168 square feet from the allowable square footage. The structure would also exceed the 2,032 square feet footprint of the principal structure.
HEARING: Case Number 2019013 HEARING DATE: Thursday, May 9, 2019 @ 9:00 A.M.
ROOM 403 - PEORIA COUNTY COURTHOUSE
TOWN BUSINESS ~ Supervisor: none
CLERK BUSINESS / Business & Comments:
After the Tentative Budgets were approved tonight, and NO LATER THAN APRIL 30, 2018, the Clerk will post LEGAL NOTICES OF BUDGET HEARINGS scheduled for May 30, 2019 @ 7:00 and 7:15 P.M. when final action will be taken on the Budgets. They will be adopted at those hearings.
The notices also make tentative budgets available for public inspection no less than 30 days prior to the Budget Hearings on May 30, 2019 and invite the public to make an appointment with the Clerk to view the Budgets.
The Tentative Budgets will be posted in our offices on the bulletin board in the Meeting Room.
Since there is no newspaper published in the Township, we are not required to publish these notices; however ~~~ Must post in at least five of the most public places in the Township.
Six notices were posted at the following locations: 2 Indoor bulletin boards @ the Hollis Township Hall and 1 outdoor bulletin board at the Township on the Maintenance Building; 1 outdoor board at the Tuscarora Fire House and 1 outdoor board at the Mapleton Post Office ( in vacant lot adjacent; 1 posted inside the Butler Haynes Park Pavilion on Mapleton Road.
ROAD BUSINESS ~ Highway Commissioner:
1. Our 2004 International Tandem has been fully restored after the cab was crushed by a falling tree in November of 2017; however, since the truck was considered a total loss by our insurance provider, Township Officials of Illinois Risk Management (TOIRMA) - TOIRMA will only provide liability insurance on that vehicle, which is currently the only insurance on that truck.
Therefore, Road Commissioner Dennis Beckman has been contacting various insurance companies to find full coverage for the 2004 International. AllState, Farmer’s Insurance & Country Companies would not insure our truck since it had been totaled (it is their standard operating procedure); however, an independent insurance provider, the Unland Companies is reviewing information regarding this vehicle.
Dennis Beckman is waiting to hear from Agent, Joe Shehorn who is with the Unland Companies, Winters Group. He expected to get a response by the 30th of April. Unland is waiting to get a response from TOIRMA regarding our “loss” history for the last five years. More information will be given to the Township Board as it becomes available.
2. Our road crew continues to fill pot holes.
3. Our road crew will be replacing a large culvert in the Pekin Bottoms (S. Cameron Lane). This expense will be funded from Joint Bridge Fund.
4. The Peoria County Highway Department Motor Fuel Tax Fund ~~ Report for Hollis Township:
The March 21, 2019 Minutes reported our February Allotment of $2,755.32 = Balance $77,279.40
We have received a notice of February interest applied + 106.86 Balance: $77,386.26
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TRUSTEES/ Information / Business: None.
TAX ASSESSOR’S OFFICE / Information / Business:
2018 Real Estate Tax bills will be sent out soon.
OLD UNFINISHED BUSINESS:
1. MOTION to approve the proposal from Kreiling Roofing in the amount of $14,825. dated September 11, 2018 to replace the roof on the administrative building which was damaged by hail. Depending on Kreiling’s schedule, this work may be completed before our next monthly meeting, May 30, 2019.
Motion Rhonda Hodges; second James Bailey. The motion passed with all ayes on a roll call vote.
NEW BUSINESS:
Copies of the Tentative Budget & Appropriation Ordinances for the Town and Road District were given to Board Members for their review and discussion.
The Board will approve the Tentative Budgets tonight and will adopt the final Budgets on May 30, 2019 at hearings to be held at 7:00 and 7:15 P.M. prior to our Regular Monthly Board Meeting.
There must be at least 30 days between approving Tentative Budgets and adopting Final Budgets.
The following motions were made after the Board reviewed the Ordinances:
TOWNSHIP
1. MOTION to approve ORDINANCE NO. 2019 ~ 06: (as presented)
Tentative Budget & Appropriation Ordinance for the Township of Hollis
for the fiscal year beginning April 1, 2019 and ending March 31, 2020.
Motion Rhonda Hodges; second James Bailey. The motion passed with all ayes on a roll call vote.
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ROAD DISTRICT
2. MOTION to approve ORDINANCE NO. 2019 ~ 07: (as presented)
Tentative Budget & Appropriation Ordinance for the Single Road District of Hollis
for the fiscal year beginning April 1, 2019 and ending March 31, 2020.
Motion Rhonda Hodges; second James Bailey. The motion passed with all ayes on a roll call vote.
3. A MOTION to hire Willock Warning & Co., P.C. to complete a FULL AUDIT of Township & Road District Accounts as well as to complete the required Illinois State Comptroller’s Report and the GASB Reports for the fiscal year ended March 31, 2019.
Our last CPA AUDIT for fiscal year ended March 31, 2018~~~the cost was $4,200. There are some variables in cost with regard to the Road District’s depreciation on equipment and the time involved. Our standard practice is the Town Fund and Road & Bridge Fund will share the cost 50/50.
The audit must be completed and reported no later than September 30, 2019. A date will be set within a few months for our Auditor, Dave Bauman to be on site to begin our audit.
Motion James Bailey; second Rhonda Hodges. The motion passed with all ayes on a roll call vote.
4. MOTION to adjourn made by James Bailey, second Rhonda Hodges. The motion passed
unanimously. Meeting adjourned at 7:55 P.M.
Respectfully submitted,
Linda A. Phillips, Township Clerk