HOLLIS TOWNSHIP ~ PEORIA COUNTY ~ ILLINOIS
MINUTES REGULAR MONTHLY BOARD MEETING
THURSDAY, OCTOBER 31, 2013
After 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:
Supervisor Gary W. Thomas; Clerk Kelsey A. Archer; 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 R. Beckman and the Tax Assessor Alice B. Dailey attended this meeting. There were no visitors.
APPROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of the September 26, 2013 ~ Minutes from the Regular Monthly Meeting were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Brian Fengel; 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 October 31, 2013.
Motion Jim Bailey; second Tal Beckman. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment the General Assistance Invoice as presented to the Board on the Disbursement Summary October 31, 2013. (shelter for adult resident)
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary October 31, 2013.
Motion Bill Gerdes; second Tal Beckman. The motion passed with all ayes on a roll call vote.
4. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary October 31, 2013.
Motion Tal Beckman; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
COMMUNICATIONS & Correspondence:
1. PEORIA COUNTY VETERANS MEMORIAL COMMITTEE ~ A Final Salute ~~~~~~~~~~
This committee is planning and raising funds for the construction of a final Veterans Memorial on the Peoria Courthouse Plaza. Donations requested. Copies were prepared for Township Board Members. We will research to see what we gave for the last memorial at the Courthouse and discuss the issue in the future.
2. TOWNSHIP OFFICIALS OF ILLINOIS: Information received regarding the Affordable Care Act Requirements: The Road Commissioner and the Supervisor have copies and an office copy shall be retained for reference. Copies will be provided for Board Members upon request.
The Road Commissioner will speak with our full time Road District Employee again regarding his current health insurance coverage which is from his previous employer. Several times, the Road Commissioner has offered the employee the opportunity to switch to our insurance provider; however, the employee has expressed no interest in changing providers due to an increased out-of-pocket cost for him.
3. PEORIA COUNTY TOWNSHIP OFFICIALS OF ILLINOIS ~~ Annual Christmas Banquet:
Sunday, December 8, 2013 ~~ American Legion Post 979 ~~ 4501 S. Airport Road, Bartonville, Il.
Catered by Childers ~~ cost is $35. per person. Copies were given to Board Members.
See motion in New Business.
TOWN BUSINESS ~ Supervisor:
1. Willock Warning & Co., P.C. ~~ Jim Warning & Dave Bauman were unable to attend our meeting tonight. They are rescheduled and will be on the agenda for our next regular monthly meeting which is Tuesday, November 26, 2013. BOARD MEMBERS PLEASE NOTE THE DAY & DATE!.
3. The Supervisor attended a meeting at the firm of Heyl Royster Voelker and Allen regarding the Concealed Carry Act.
There is not a great deal of information available at this time. Some issues are being worked out in the court system. In 2014, there may be more reliable information provided.
CLERK BUSINESS / Business & Comments: nothing.
ROAD BUSINESS ~ Highway Commissioner:
1. The Road Commissioner has completed an application for the disposal of tires through the PEORIA COUNTY RECYCLING in a partnership with the Illinois Environmental Protection Association. When these agencies respond to our application, we will have a better idea of a date when we can dispose of these tires.
2. Mowing of roadsides is nearly completed for this season.
3. The Road Commissioner has created a new PERSONNEL POLICY which is effective for Road District Employees as of October 1, 2013. A copy is available for review by the Township Board and copies will be made for Board Members upon request.
4. Denny continues seeking a new part-time Road District person who meets the criteria necessary to do the job. He has hired a part time mechanic who is working on Saturdays when we need him.
5. Communication has been received from the ILLINOIS DEPARTMENT OF TRANSPORTATION regarding a change in the formula used to figure Motor Fuel Tax distribution. It seems that Hollis Township will receive additional funds under this FY 2014 Needy Township Program Distribution.
In 2012, the old rate was $1,547. per mile; we have 26 miles in Hollis Township. The Road Commissioner was told that the new rate in 2013 is $3,775. per mile; however, this information is questionable since Hollis did not receive this rate. (That rate may have been designated for the most Needy Townships) Dennis Beckman will follow-up to get a better understanding to see how Hollis is affected by these changes and to see if we received the correct rate.
IDOT indicated $2,422. per mile is the new rate limit they are considering at this time.
6. Timber Road: Due to a question from a resident, the Road Commissioner is checking to be certain that Timber Road was legally vacated years ago. This road has not been used for many years and was considered to have been vacated. More information will be provided when it is available.
7. According to the Supervisor of Assessments, Dave Ryan, Hollis Township’s 2013 EAV is down slightly from 2012 - Current EAV estimated to be $54,103,000.
8. Peoria County Highway Department Motor Fuel Tax: Hollis Township Report ~ Our most recent balance of 24,874.41 was reported to us on October 11, 2013, which includes the September MFT Allotment of $2,350.49.
9. There will be a meeting in January 2014 to discuss the Peoria County Highway Department’s seal coating costs.
Trustee Bailey offered some information he received from a Township Road Commissioner in Peoria County who is not using Peoria County for seal coating roads; his costs are about 20% less than with the Peoria County Highway Department and thinks the new vendor’s product is doing a better job of sealing the roads.
TRUSTEES/ Information / Business:
1. Trustee Gerdes mentioned the “Celebration of Life” Memorial Service for Roger Johnson, who served as the Supervisor in Limestone Township in the 1980’s & 1990’s.
2. Trustee Bailey had been contacted by a neighbor who lives in close proximity to the Hollis Town Hall. The neighbor provided a newspaper article dated October 16 which lists residents who have not paid their Real Estate Taxes and was wondering if the Township would want to consider paying the real estate taxes in an effort to obtain property if the resident continues to default on their taxes. If the resident eventually pays their delinquent real estate taxes, the individual who paid those taxes would receive a refund plus interest.
Due to payment deadlines, the opportunity to pay taxes for this year may have already passed. The Board will discuss this issue in greater detail at a future meeting.
TAX ASSESSOR’S OFFICE / Information / Business:
Alice Dailey reported that the Peoria County Real Estate Tax Bills for 2013, payable in 2014, have been sent from the Peoria County Board of Review to the Department of Revenue in Springfield to get their approval for a 1% increase.
OLD UNFINISHED BUSINESS: none
NEW BUSINESS:
TAX LEVIES FOR 2013 must be established and approved at least 20 days prior to adopting them on Tuesday, November 26, 2013 either at a hearing or during our Regular Monthly Board Meeting. Levies must be filed with the Peoria County Clerk no later than Tuesday, December 17, 2013
If the Township or Road District is planning to levy more than 105% over the previous year’s tax levy extension, we must ESTABLISH A NEED for a “Truth in Taxation Hearing” at this meeting tonight. In addition, if there is a hearing, a legal notice of the “Truth in Taxation Hearing” must appear in a newspaper with distribution in the Township and be published not more than 14 days, or less than 7 days prior to the date of the hearing. (continued on next page)
Board Members: Please find your copies of the Town & Road District Tax Levies included in the documents for this meeting. Levies will be approved tonight, October 31, 2013 & adopted Tuesday, November 26, 2013.
First: Establish if there is a need for a “Truth in Taxation Hearing” for the year 2013
Second: Determine and Approve Tax Levies for 2013.
1. MOTION : The Hollis Township Board has established there is
NO NEED FOR A “TRUTH IN TAXATION HEARING” for the Tax Year 2013, collectable in 2014, since the TOWNSHIP will be levying NO MORE THAN 105% of the 2012 Total Tax Levy Extension which was $51,214. The increase shall be $2,560. Therefore, the following request will be submitted:
The Town Fund will levy $53,673. The General Assistance Fund will levy $100.
The Total 2013 Township Tax Levy request shall be $ 53,773.
Motion Tal Beckman; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
2. MOTION to approve the Hollis Township Tax Levy in the amount of $53,773. for the Tax Year 2013, collectable in the year 2014, with the Ordinance shown below:
TOWNSHIP TAX LEVY ORDINANCE NO. 2013 - 10
Town Fund Tax Levy $ 53,673. General Assistance Fund Tax Levy $ 100.
Motion Tal Beckman; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
3. MOTION : The Hollis Township Highway Commissioner has established there is
NO NEED FOR A “TRUTH IN TAXATION HEARING” for the Tax Year 2013, collectable in 2014, since the ROAD DISTRICT will be levying NO MORE THAN 105% of the 2012 Total Tax Levy Extension which was $135,271. The increase shall be $6,763. Therefore, the following request will be submitted:
Road & Bridge Fund $ 93,743.00
Joint Bridge Fund $ 28,407.00
Equipment & Building Fund $ 19,884.00
The Total 2013 Road District Tax Levy request shall be: $ 142,034.
Motion Bill Gerdes; second Tal Beckman. The motion passed with all ayes on a roll call vote.
4. MOTION to approve the Hollis Township Road District Tax Levy in the amount of $ 142,034. for the Tax Year 2013, collectable in the year 2014, with the Ordinance shown below:
ROAD DISTRICT TAX LEVY ~ ORDINANCE NO. 2013 - 11
Road & Bridge Fund Tax Levy $ 93,743.00
Joint Bridge Fund Tax Levy $ 28,407.00 ~ Equipment & Building Fund Tax Levy $ 19,884.00
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
5. MOTION to approve the Hollis Road District CONSENT FOR TAX LEVY INCREASE in the amount of $ 22,725.00 for the Tax Year 2013, collectable in 2014, authorizing the Road Commissioner to levy an additional 4% of the Road & Bridge Fund Levy, for a total of 16 ½ %, in the Ordinance shown below:
ROAD DISTRICT CONSENT FOR TAX LEVY INCREASE ~
ORDINANCE NO. 2013 - 12
Motion Tal Beckman; second Jim Bailey. The motion passed with all ayes on a roll call vote.
6. Peoria County Township Officials Association ~ Annual December Dinner ~
Sunday, December 8, 2013 @ the American Legion in Bartonville. Catering by Childers.
Reservations must be received by PCTOA no later than Monday, November 25, 2013.
The full cost of each dinner is $35.00. In past years, each official and guest has contributed
$ 10.00 out-of-pocket to defray the cost of the dinners. Therefore, the following motion is presented and may be revised if necessary.
MOTION to approve the payment of $35.00 per Official (including our Secretary) as well as payment for one guest per Official (and our Secretary) to attend the Peoria County Township Officials Association Dinner on Sunday, December 8, 2013 at the American Legion Post 979 in Bartonville.
Social Hour 5:00-6:00 P.M. ~ Buffet Dinner at 6:00 P.M.
To defray the cost of each ticket, all individuals attending will pay $10.00 by check, out-of-pocket , to reimburse the Township.
In addition, please note there is no need to purchase door prizes for this event. One of our Board Members has donated 2 items for door prizes.
Motion Tal Beckman; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
The following individuals have asked for reservations tonight:
Gary Thomas 2; Dennis Beckman 2; Brian Fengel 2; Tal Beckman 2; Alice Dailey 2.
A check will be issued on/or near November 20. Please call the office prior to that time to make reservations if you have not ask for reservations tonight. Thank You!
7. MOTION to adjourn made by Tal Beckman; second Brian Fengel. The motion passed unanimously. Meeting adjourned at 8:16 P.M.
Respectfully submitted,
Kelsey A. Archer, Town Clerk