HOLLIS TOWNSHIP ~ PEORIA COUNTY ~ ILLINOIS
MINUTES MONTHLY BOARD AUDIT MEETING
THURSDAY, NOVEMBER 29, 2012
After the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order at 7:00 P.M. @ the Hollis Town Hall, 6430 West Wheeler Road, Mapleton, Illinois 61547-9615.
Board Members Present:
Supervisor Gary W. Thomas; Clerk Harry L. Sweet, Jr.; Trustees: William J. Gerdes, Tal B. Beckman, James E. Bailey and Brian B. Fengel.
The Supervisor announced a quorum was present.
The Road Commissioner Dennis Beckman and the Tax Assessor Alice B. Dailey attended this meeting. There were no visitors.
APROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, October 25, 2012 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Tal Beckman; second Bill Gerdes. The 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 November 29, 2012.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment all General Assistance Fund Invoices as presented to the Board on the Disbursement Summary November 29, 2012.
Motion Jim Bailey; second Tal Beckman. The motion passed with all ayes on a roll call vote.
General Assistance Fund – Update on Hollis Township General Assistance recipients:
In August, we received a reimbursement check in the amount of $1,470.; in November, we received a reimbursement check in the amount of $4,655. from (SSI) Supplemental Security Income Recovery after two flat grant recipients were approved for SSI. We had also been paying a $20. co-pay for physicians office visits: we received reimbursement for one co-pay; however, the prescription drug expenses for the latter individual are not recoverable.
The reimbursement checks for the flat grant recovery have been deposited in the General Assistance checking account and the amount has been credited back onto the Flat Grant Line Item 20630 in the budget. The $20.00 co-pay has been credited back onto the Physicians Service Line Item 20600 in the budget.
We are mandated to pay Interim Assistance in the form of a Flat Grant for individuals who are waiting SSI and who are financially eligible. Currently, we have one recipient waiting SSI for whom we began paying a monthly flat grant in September 2012.
3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary November 29, 2012.
Motion Brian Fengel; second Jim Bailey. The motion passed with all ayes on a roll call vote.
COMMUNICATIONS & Correspondence:
We received a notice from Heyl Royster announcing a free seminar on Wednesday, December 5, 2012 from noon to 1:00 P.M. at their offices in the Chase Bank Building, Suite 600 in downtown Peoria.
The topic: Corruption in Local Government and Duties of Officials to Prevent & Detect Corruption.
RSVP to Calista Reed at creed@heylroyster.com or (309) 676-0400, extension 260.
ROAD BUSINESS ~ Highway Commissioner:
1. The Road Commissioner reported on his experiences while attending the TOI Educational Conference held in Springfield, November 11-13, 2012.
2. Update: William E. Kettering, Sr. will be working through the month of December and will officially retire December 31, 2012. Information reported last month gave a retirement date of December 10; however, that date has changed to December 31.
One of the Trustees noted that he would like the Board to purchase a gift card for Bill Kettering to acknowledge his retirement. (Motion will be made in the December Agenda)
3. Alan Bragg will be the full-time employee hired to replace William Kettering, Sr.
Dennis Beckman has worked several days on the weekends with Alan to help him acclimate to the job. Previously, Alan has worked part-time for the Road District.
4. Due to less monthly hours worked by the Security Officer , the Pekin LaMarsh Drainage & Levee District has refunded 50% of our payment for August and 75% of our payment for September for a total reimbursement of $270.84. This check will be deposited back into the Road & Bridge Fund and credited to the Security Services Line Item 31521 on the budget.
5. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township:
We have received our 2012 Seal coating Invoice from the County which is $52,818.34. The County will use our existing MFT Balance of $27,004.95, plus $6,086.00 from Illinois Jobs Now, plus our anticipated monthly allotments of $11,271.54 through December 31, 2012 toward the amount owed.
The remainder due $8,455.85 must be paid with non-MFT Township Funds.
Please find this expenditure included in the Road and Bridge Fund Board Audit tonight.
TRUSTEES/ Information / Business:
Trustees Gerdes and Beckman shared their experiences at the TOI Educational Conference in Springfield, Nov. 11-13, 2012.
It was noted that there is a problem accessing our Hollis Township Web Site. Jim Bailey will contact Eric Lofgren to rectify the situation.
TAX ASSESSOR’S OFFICE / Information:
Alice has completed all classes to be eligible to be a candidate for the office of Tax Assessor in the April 9, 2013 Election. The new term of office for the Tax Assessor begins January 1, 2014, which is different from all other elected positions – those terms of office shall begin in May 2013.
OLD UNFINISHED BUSINESS:
1. Motion to adopt the Hollis Township Tax Levy in the amount of $ 51,207.00 for the Tax Year 2012, collectable in the year 2013, in the form shown below:
TOWNSHIP TAX LEVY ~ ORDINANCE NO. 2012 - 10
Town Fund Tax Levy $ 51,098.00 General Assistance Fund Tax Levy $ 109.00
Motion Jim Bailey; second Tal Beckman. The motion passed with all ayes on a roll call vote.
2. Motion to adopt the Hollis Township Road District Tax Levy in the amount of $ 143,470.00 for the Tax Year 2012, collectable in the year 2013, in the form shown below:
ROAD DISTRICT TAX LEVY ~ ORDINANCE NO. 2012 - 11
Road & Bridge Fund Tax Levy $ 94,691.00
Joint Bridge Fund Tax Levy $ 28,694.00 ~ Equipment & Building Fund Tax Levy $20,085.00
Motion Brian Fengel; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
3. Motion to adopt the Hollis Road District CONSENT FOR TAX LEVY INCREASE in the amount of $ 22,955.00 for the Tax Year 2012, collectable in 2013, authorizing the Road Commissioner to levy an additional 4% of the Road & Bridge Fund Levy, for a total of 16 ½ %, in the form indicated below: ROAD DISTRICT CONSENT FOR TAX LEVY INCREASE ~
ORDINANCE NO. 2012 - 12
***************TRUSTEES MUST SIGN THE CONSENT FOR TAX LEVY INCREASE***************
Motion Jim Bailey; second Tal Beckman. The motion passed with all ayes on a roll call vote.
Tax Levy Ordinances shall be filed with the Peoria County Clerk’s Office on/or before the last Tuesday in December which is the 25th and is Christmas Day. Two sets of documents are taken to the Peoria County Clerk – the Clerk’s office will date stamp both sets. The County Clerk will keep one set and one set shall be returned to the Hollis Township Office for our permanent records file.
NEW BUSINESS:
1. MOTION to approve the purchase of 4 Gift Certificates from Menards in the amount of $30.00 each as a Holiday Remembrance for the following Hollis Township Employees:
(expense shall be from Town Fund)
William E. Kettering, Sr., William E. Kettering, Jr., Richard Ringwald, Joleen Bailey
Motion Brian Fengel; second Gary Thomas. The motion passed with all ayes on a roll call vote.
2. MOTION to adjourn made by Jim Bailey; second Tal Beckman. The motion passed unanimously. Meeting adjourned at 8:00 P.M.
Respectfully submitted,
Harry L. Sweet, Jr. Town Clerk