TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES ~ MONTHLY BOARD AUDIT MEETING
TUESDAY, APRIL 21, 2020
After the Clerk led the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order @ 7:00 P.M.
Board Members Present for Roll Call:
Supervisor William J. Gerdes; Clerk Linda A. Phillips; Trustees: Russ L. Zeine,Jr., Maryann S. Morrison, Rich D. Murray, and Rhonda L. Hodges.
The Supervisor announced a quorum was present.
The Road Commissioner, Dennis R. Beckman was not able to attend. Tax Assessor, Alice B. Dailey attended this meeting.
There were no visitors. There were no corrections or additions to the agenda.
__________________________________________________________________________________
APPROVE MINUTES of Previous Meetings :
1. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, March 26, 2020 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Rich Murray; second Rhonda Hodges..
Motion passed unanimously with all ayes.
__________________________________________________________________________________
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 21, 2020 in the amount of $ 5,923.10.
Motion Maryann Morrison; second Rich Murray. The motion passed with all ayes on a roll call vote.
__________________________________________________________________________________
2. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on
the Disbursement Summary dated April 21, 2020 in the amount of $ 623.96.
Motion Rhonda Hodges; second Russ Zeine. The motion passed with all ayes on a roll call vote.
__________________________________________________________________________________
3. MOTION to accept for payment all General Road Fund Invoices as presented to the Board on the Disbursement Summary dated April 21, 2020 in the amount of $ 11,162.61.
Motion Rich Murray; second Rhonda Hodges. The motion passed with all ayes on a roll call vote.
__________________________________________________________________________________
4. MOTION to accept for payment all Supplemental Invoices as presented to the Board on the addendum to the Disbursement Summary April 21, 2020 in the amount of $5,881.45.
Motion Maryann Morrison; second Rich Murray. The motion passed with all ayes on a roll call vote.
__________________________________________________________________________________
VISITORS ADDRESSING THE BOARD: None.
TOWN BUILDING, GROUNDS & EQUIPMENT: The grass has been mowed and the bushes in the front have been trimmed.
__________________________________________________________________________________
COMMUNICATIONS & Correspondence: Received a letter informing us of the death of the man who owned American Municipal Software. This is the software the township uses and therefore it will no longer be serviced. (see attached)
Received an e-mail from Katie Redman, CPA, regarding changing accounting system from AMS to Quickbooks. (see attached) There will be a vote at the May meeting to contract with her for an August implementation.
Received notice from TOI that the Annual Township Meeting on April 14, 2020 had been cancelled. (see attached)
Received an e-mail from the Peoria County Clerk’s office extending the deadline for the Statement of Economic Interest. (see attached)
__________________________________________________________________________________
TOWN BUSINESS ~ Supervisor: none
__________________________________________________________________________________
CLERK BUSINESS / Business & Comments: I will have the Glasford Gazette publish a notice regarding our budget hearings happening June 16 at least 30 days prior to the hearings. The tentative budgets will be approved at our May 19, 2020 regular board meeting.
__________________________________________________________________________________
ROAD BUSINESS ~ Highway Commissioner:
1. The Peoria County Highway Department Motor Fuel Tax Fund ~~ Report for Hollis Township: No report received.
__________________________________________________________________________________
TRUSTEES/ Information / Business: None.
_________________________________________________________________________________
TAX ASSESSOR’S OFFICE / Information / Business: Assessor informed the board that the first payment of real estate taxes can be split.
OLD UNFINISHED BUSINESS: Tabled from the March board meeting: painting & cleaning administrative office building. Due to the COVID-19 pandemic this was once again tabled.
__________________________________________________________________________________
NEW BUSINESS: Discussion regarding having Gorenz and Associates, Ltd. 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, 2020. As per their engagement letter of December 2019.
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, 2020. A date will need to be set within a few months for auditor to be on site to begin our audit.
__________________________________________________________________________________
MOTION to adjourn made by Maryann Morrison, second Rich Murray. The motion passed
unanimously. Meeting adjourned at 7:30 P.M.
Respectfully submitted,
Linda A. Phillips, Township Clerk