TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, NOVEMBER 21, 2019
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: Rhonda Hodges and Rich Murray.
The Supervisor announced a quorum was present. Trustee Maryann Morrison was excused, Jim Bailey was absent.
The Road Commissioner, Dennis Beckman and the Tax Assessor, Alice Dailey were present.
Visitors: Patrick Meyer
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 24, 2019 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.
Prior to tonight’s meeting, copies of Minutes from the Truth in Taxation Hearing held on Thursday, November 14, 2019 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 21, 2019 in the amount of $ 13,594.32.
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
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2. MOTION to accept for payment all General Road Fund Invoices as presented to the Board on the Disbursement Summary November 21, 2019 in the amount of $ 28,387.55
Motion Murray; second Hodges. The motion passed with all ayes on a roll call vote.
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3. MOTION to accept for payment the Equipment & Building Fund Invoices as presented to the Board on the Disbursement Summary November 21, 2019 in the amount of $ 19,950.00.
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
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VISITORS ADDRESSING THE BOARD:
Patrick Meyer spoke on adopting “Requiring Right-of-Way Opening Application for any Construction Required”. As Highway Commissioner, Denny Beckman had on the agenda.
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TOWN BUILDING, GROUNDS & EQUIPMENT:
Discussion regarding bushes that need to be trimmed/removed at the administration building.
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COMMUNICATIONS & CORRESPONDENCE: None
TOWN BUSINESS ~ Supervisor:
1. Supervisor Gerdes announced that Cory Cowan, CPA, a representative of Gorenz and Associates, Ltd was not able to attend this meeting. We are considering his firm to be our new auditor.
2. Per Illinois State law the General Assistance payment level is $312 per person per month.
3. Bill commented on the TOI Conference in Springfield, Illinois – November 10-12, 2019. Expenses may be found in the Board Audit Report dated 10/24/19 thru 11/21/19.
4. Discussed paying a maintenance contract to Digital Copy Systems, LLC of $360/year for the used commercial copier we received from Limestone Township.
MOTION to accept the contract for copier maintenance by Hodges; second Murray.
Motion passed unanimously with all ayes
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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 2019 which will be finalized and adopted at this meeting tonight.
The documents will be filed no later than Friday, December 20, 2019 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 31st 2019.
Requested the status of Trustee James Bailey. There was some confusion regarding status.
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ROAD BUSINESS ~ Highway Commissioner:
1. Would like to check into having different legal representation due lack of response with current legal team.
2. Road Commissioner Dennis Beckman commented on the Township Officials of Illinois Conference in Springfield, Illinois - November 10 &12, 2019. Expenses may be found with the Board Audit Report dated 10/24/19 thru 11/21/19.
3. Adopt a policy on road openings/construction. Presented as ORDINANCE 2019 - 11 HOLLIS TOWNSHIP ROAD DISTRICT REQUIRING RIGHT-OF-WAY OPENING APPLICATION FOR ANY CONSTRUCTION REQUIRED
MOTION to ADOPT ORDINANCE 2019 - 11
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
4. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township:
No current information available.
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TRUSTEES/ Information / Business:
1, Past Trustee Mary Rita Hurst died. We are sending a donation of $50 in her name to the Tuscarora Volunteer Fire Department in lieu of flowers.
MOTION to send donation Hodges; second Murray. The motion passed with all ayes on a roll call vote.
2. Need a letter of resignation from James Bailey so that we can start the search for replacement.
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TAX ASSESSOR’S OFFICE / Information:
1. Alice thanked the Board for sending flowers as our condolences upon her husband’s death.
2. Alice announced the last pass to look at properties and check permits 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 $ 65,380.00 for the Tax Year 2019, collectable in the year 2020, in the form shown below:
TOWNSHIP TAX LEVY ORDINANCE NO. 2019 - 08
Town Fund Tax Levy $ 65,255.00 General Assistance Fund Tax Levy $ 125.00
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
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2. MOTION to ADOPT the Hollis Township Road District Tax Levy in the amount of $ 160,766.00 for the Tax Year 2019, collectable in the year 2020, in the form shown below:
ROAD DISTRICT TAX LEVY ORDINANCE NO. 2019 - 09
Road & Bridge Fund Tax Levy $ 106,106.00
Joint Bridge Fund Tax Levy $ 32,153.00 ~ Equipment & Building Fund Tax Levy $22,507.00
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
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3. MOTION to ADOPT ORDINANCE NO. 2019 – 10, Authorizing Entry into Agreement with County of Peoria for Tax Collector Service and Warrant of Appointment Intergovernmental Agreement for Township Tax Collector Services between Hollis and the County of Peoria.
Motion Hodges; second Murray. The motion passed with all ayes on a roll call vote.
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NEW BUSINESS:
1. MOTION to approve 3 cash gifts (to be issued by check from the Town Fund) in the amount of $50.00 each as our ANNUAL HOLIDAY REMEMBRANCE FOR 2019 for the following Hollis Township Employees: Dennis Ahrens, Diane Peacock, Stuart Parks
Motion Murray; second Hodges. The motion passed with all ayes on a roll call vote.
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2. MOTION to adjourn made by Hodges; second Murray. The motion passed unanimously with all ayes. The meeting adjourned at 8:09 P.M.
Respectfully submitted,
Linda A. Phillips, Town Clerk