TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, SEPTEMBER 26, 2019
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: Jim Bailey; Rhonda Hodges; Maryann Morrison
The Supervisor announced a quorum was present. Trustee Rich Murray was excused.
The Road Commissioner Dennis Beckman and the Tax Assessor Alice Dailey attended this
meeting.
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Visitors: Diane Peacock
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
August 29, 2019 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Murray; second Morrison.
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 September 26, 2019 in the amount of $ 6,745.16.
Motion Morrison; second 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 September 26, 2019 in the amount of $ 30,395.35.
Motion Hodges; second Bailey. The motion passed with all ayes on a roll call vote.
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3. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary September 26, 2019 in the amount of $ 1,298.00.
Motion Morrison; second Bailey. The motion passed with all ayes on a roll call vote.
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VISITORS ADDRESSING THE BOARD: Diane Peacock was presented to the Board as an applicant for the Administrative Secretary vacancy and was hired by Bill Gerdes.
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TOWN BUILDING, GROUNDS & EQUIPMENT: None
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COMMUNICATIONS & Correspondence:
1. Supervisor Bill Gerdes and Road Commissioner Denny Beckman are registered to attend the Township Officials of Illinois Annual Educational Conference to be held in Springfield, Nov 10-12, 2019.
2. We received a “Notice of Appointment of Authorized Agent” from the IMRF. Joleen Bailey was our agent during her employment. Now that she is gone we will need to vote on a new agent.
MOTION to remove Joleen Bailey as an “Authorized Agent” for all IMRF business.
Motion Murray; second Hodges. The motion passed with all ayes on a roll call vote.
MOTION to appoint a new “Authorized Agent” for all IMRF business was deferred to the October 2019 meeting to get a resolution by Morison; second Hodges with all ayes on a roll call vote.
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TOWN BUSINESS ~ Supervisor:
1. Copies of the ANNUAL TREASURER’S REPORT for fiscal year ended March 31, 2019 were presented to Board Members with their meeting documents..
As a Legal Requirement, an original copy of the ANNUAL TREASURER’S REPORT, signed by Supervisor William J. Gerdes, has been filed with the Peoria County Clerk’s Office on Thursday, September 26, 2019 by Supervisor William J Gerdes.
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2. Our auditor, Dave Bauman of Willock Warning & Co., P.C. has completed our Annual Audit for fiscal year ended March 31, 2019 which includes preparation of financial statements and the State of Illinois Comptroller’s Report which is filed via the internet.
Since Hollis Township has had a full CPA AUDIT (fiscal year ended March 31, 2019), we are not required to publish the Annual Treasurer’s Report.
We are required to PUBLISH A NOTICE OF AVAILABILITY OF AUDIT giving notice that the audit report may be publicly inspected after September 27, 2019.
Copies of the ANNUAL FINANCIAL STATEMENTS BOOKLET (prepared by Willock Warning & Co., P.C.) were presented to board members with their meeting documents.
As a Legal Requirement, copies of the final audit materials were filed with the Peoria County Clerk’s office on September 26 by Bill Gerdes. Our auditors provide us with specific documents for the Peoria County Clerk.
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CLERK BUSINESS / Business & Comments: Will publish in the Glasford Gazette the legal notice of the “Availability of Audit Report”.
ROAD BUSINESS ~ Highway Commissioner:
1. Busy mowing and cleaning up trees that are just falling over roadways.
2. The Peoria County Highway Department Motor Fuel Tax Balance for Hollis Township Road District (nothing new).
Updates will be noted on our Minutes as we receive notification from the Peoria County Highway
Department.
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TRUSTEES/ Information / Business: Jim Bailey commented on the many different companies providing garbage pick up for Hollis Township residents. Also a discussion regarding golf carts being driven on public roadways.
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TAX ASSESSOR’S OFFICE / Information / Business: Still getting many complaints from farmers regarding their property values changing due Public Act 98-0109. Advised her computer was updated to Windows 10 and has a new big screen monitor to facilitate watching seminars. Discussed whether this update could be capitalized.
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OLD UNFINISHED BUSINESS: Discussion of hiring a new administrative secretary and if we indeed had a policy regarding such. Diane Peacock was offered the position ($18/hr) and she accepted.
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NEW BUSINESS:
MOTION to adjourn made by Morrison; second Bailey. The motion passed unanimously with all ayes. The Meeting adjourned at 7:55 P. M.
Respectfully submitted by
Linda A Phillips, Town Clerk