GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

January 13, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Monday, January 13, 2014,

at Guilford Town Hall. The meeting was called to order by Supervisor Wachter. Following the Call to Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter, Trustees Larry Stoneburner and Wayne Wienen. Absent: Trustees Larry Lomax and Dan Ripley. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Others present: Township citizen Gary Diedrick.MINUTES

A copy of the December 9, 2013, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Stoneburner moved the minutes be approved as presented; seconded by Trustee Wienen. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Per IRS Bulletin IR-2013-95 mileage re-imbursement rates for business miles driven decreases one half cent to 56 cents per mile effective January 1, 2014.

Effective January 26th postage for first class mail increases from 46 cents to 49 cents for the first ounce.

Supervisor Wachter advised the Board he had signed an agreement with Pearl City Elevator for 1,000 gallons of propane at $1.839 per gallon. The price is contingent on paying Pearl City Elevator in full for the 1,000 gallon contracted amount. On January 6 th

800 gallons were delivered. Wachter had a phone call the next day from Pearl City Elevator that their price had gone up 13 cents a gallon.

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee Wienen, seconded by Trustee Stoneburner and unanimously passed by a roll call vote, the Board approved payment of $73,268.42 as shown on the Board Audit Report as well as payment of the bills received after the Board Audit Report was prepared.REPORTS

Supervisor Wachter reported the Township received the Certificate of Status of Exempt Property which lists Township properties that are exempt from property taxes. The Certificate will be filed with the County Assessor’s office by the end of this month as required. In 2012 parcels for Hammer Cemetery and Ebenezer Cemetery were listed as Guilford Township parcels (they were not on the 2011 list); Wachter called the Chief County Assessor’s Office about those two parcels and was advised to “disregard” them. Those two parcels were listed again in 2013 and also on this year’s Certificate. Guilford Township is not the “title holder” or “beneficial owner of the rights to the properties identified.” The Township will conduct research into having those two properties removed from Guilford’s Certificate of Status of Exempt Property.

Wachter commented that the Education District 7 program will be in Rockford Friday, July 18. More information will be in upcoming issues of Township Perspective.

The Township’s Annual Meeting will be on Tuesday, April 8. “Any 15 or more registered voters in the Township may request an agenda item for consideration by the electors at the Annual Town Meeting by giving written notice of a specific request to the Township Clerk no later than March 1 prior to the Annual Meeting. The agenda published by the Township Board shall include any such request made by voters if the request is relevant to powers granted to electors under the Township Code. Any matter or proposal not set forth in the published agenda shall not be considered at the annual meeting other than advising that the matter may be considered at a special meeting of the electors at a later date.” The web address for the Illinois Compiled Statutes listing the 38 powers granted to electors can be found at www.illinois.gov, at the left tab (Government), click on the drop down menu, scroll down to Laws and Constitution. Select Illinois Compiled Statutes, scroll down, select Chapter 60 Townships, then 60 ILCS 1/ Township Code, then Article 30. Annual Township Meeting.

Supervisor Wachter concluded his report by noting the Jo Daviess County Board has scheduled a Public Hearing for Wednesday, February 5th, regarding Redistricting of Assessment Districts and Multi-Township Assessment Districts in Jo Daviess County. At this time, the Township has not yet received the letter or revised map of suggested Multi-Township Assessment Districts from the Chief County Assessment Officer.

Highway Commissioner Winders reported that since the December 2013 Township meeting there had been plenty of winter. Snows on the 11th, 13th, and 15th led to plowing. A freezing rain and ice advisory was issued for the evening of December 19 through 8 a.m. the 20th. The freezing rain started about 3 p.m. the 19th and went for 24 hours until 4 p.m. the 20th. Then a freezing fog set in. With the temperature 20 degrees above zero to 24 degrees throughout, the ice seemed impervious to the salt treatments the Road Crew was applying.

Saturday night (21st) into Sunday morning, December 22nd, eight inches of snow fell and the moisture of the ice and snow seemed to adhere to one another and the roads plowed clear.

One inch of new snow on Christmas eve and another two inches on the 25th had the Township plow crew spending the holidays behind the wheel.

The last two days of 2013 also kept the plows out with New Year’s Eve spent avoiding the revelers’ vehicles and helping them get to their specified destinations.

Highway Commissioner Winders concluded his report by noting that a vicious cold snap (temperatures at 20+ degrees below zero) followed throughout the first week of January with severe winds (wind chill factor at 40 to 50 degrees below zero) from varying directions kept the Road Crew out searching for the latest drifts. The second weekend of January brought in warming temperatures with freezing precipitation.

Clerk Bersbach reported The Township and Road District Levies were filed at the Courthouse December 10, 2013.

The 2014 schedule of Township meetings was posted on the Township’s bulletin board and on the Township’s website in December.

In compliance with a FOIA Request, Bersbach provided access to Township records for two hours each December 12th, 19th and January 9th.

Bersbach attended the December 9, 2013, meeting of the Chief County Assessment Officer with the Township Assessors and forwarded her notes to the Guilford Township Board as well as to some of the assessors. Also attending that meeting were Guilford Township Trustees Wayne Wienen and Dan Ripley and Attorney Ron Leinen.

On January 9th Bersbach received the annual letter from Jo Daviess County Clerk, Jean

Dimke, requesting the list of Township officials who are required to file a Statement of Economic Interest. On January 10th Bersbach faxed the list to the County Clerk and suggested that all the blank SEI forms be sent to her in order to save County all the extra postage. Bersbach will ask Township officials to complete the forms at the February Township meeting. The completed forms must be returned to the Jo Daviess County Clerk not later than May 1, 2014.

Clerk Bersbach concluded her report by noting that on January 7th she went on-line and completed her annual certification (as the Township’s designated representative) for Freedom of Information Act (FOIA) and Open Meetings Act (OMA). A copy of the certifications will be posted on the Township’s bulletin board.

Highway Commissioner Winders asked the Board to pass Township Weight Limit Road Posting Resolution to be enacted when the Highway Commissioner deems it needed. Trustee Wienen so moved, seconded by Trustee Stoneburner. By voice vote, approved unanimously.

Trustees Report – None.UNFINISHED BUSINESS – None.NEW BUSINESS – NonePUBLIC COMMENTS – None.ADJOURNMENT

There being no further business to conduct, Trustee Stoneburner moved to adjourn the meeting; Supervisor Wachter seconded. By voice vote, approved unanimously. Meeting adjourned at 8:37 p.m.

Approved by the Board of Trustees: February 10, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

February 10, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Monday, February 10,

2014, at Guilford Town Hall. The meeting was called to order by Supervisor Wachter. Following the Call to Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter, Trustees Larry Lomax, Larry Stoneburner and Wayne Wienen. Absent: Trustee Dan Ripley. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Also present: Township citizen Gary Diedrick and R. J. Winkelhake, Galena Territory Association Board of Directors President and Jo Daviess County Board Member, District 5.MINUTES

A copy of the January 13, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Stoneburner moved the minutes be approved as presented; seconded by Trustee Wienen. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Among bills presented for review was the Trustees Annual Dues in the amount of $30.After all bills presented were reviewed by the Trustees, upon a motion made by Trustee Lomax, seconded by Trustee Wienen and unanimously passed by a roll call vote, the Board approved payment of $70,685.06 as shown on the Board Audit Report as well as payment of the bills received after the Board Audit Report was prepared.REPORTS

Supervisor Wachter reported the Township received the accounting from our attorneys showing $3,795.00 for legal fees incurred related to the Redistricting of Assessment Districts. Guilford Township plans to ask other Townships listed in the legal action to help offset those costs.

Wachter noted the Multi-Township Assessment District (MTAD) Board will meet at Council Hill Town Hall Thursday, March 13th, at 7 p.m., to propose the annual budget and set the meeting dates for the coming year. The meeting is open to the public.

The Annual Township Officials of Illinois Risk Management Association (TOIRMA) Renewal Packet for 2014-2015 coverage was received. The information has been completed and the packet will be returned to TOIRMA prior to the March 1 deadline. The new premium amounts will be due June 1, 2014.

Wachter attended the Elizabeth Ambulance Meeting January 21. Several topics were discussed but there was not a quorum in attendance so there was no action taken on the Financial Report and officers were not elected. The next meeting is scheduled for April 15.

Regarding Redistricting of Assessment Districts, Jo Daviess County conducted a Public Hearing February 5, 2014. About 24 people attended including Supervisor Wachter, Trustees Wayne Wienen and Larry Stoneburner, Clerk Bersbach, five other Township Supervisors, four assessors, plus 13 of the 17 County Board members, and staff.

Chief County Assessment Officer Donna Berlage made a presentation followed by State’s Attorney John Hay. Hay outlined what happened, stated he was not able to get information from the Illinois Department of Revenue and asked the Appellate Prosecutor’s Office to research the issue. Both Hay and the Appellate Prosecutor’s Office felt there were procedural issues that were not followed according to State Statutes.

A “form” Resolution for Townships to follow when either accepting their suggested Assessment District or determining an alternative Assessment District was included in the hand-out materials. The deadline is May 1, 2014. There will not be another Public Hearing.

Supervisor Wachter concluded by reporting that pursuant to Sec. 16-55 of the Property Tax Code, the Township was notified by the Jo Daviess County Board of Review regarding a complaint filed by a property taxpayer “requesting a reduction in assessed value of $100,000 or more.”

Highway Commissioner Winders reported that the Township received a dozen occasions to plow newly fallen snow since the last Township meeting on January 13 th. The powdery snows also lent themselves to blowing and drifting throughout the month.

On February 4th, Winders went to the Jo Daviess County Highway Department to set up the Township’s Motor Fuel Fund expenditures for 2014 with John Shoenoff, Assistant County Engineer. Winders then met with Steve Keeffer, Jo Daviess County Engineer, to discuss two pending projects, Eagle Ridge Drive box culvert and Longhollow Bridge (which is not in Guilford Township but for which our Township will bear financial expense due to the statute regarding proximity to our Township line).

Highway Commissioner Winders concluded his report by noting he had met with Joe Krakowa, Regional Engineer for the Bricton Group, and Tom Ruhs, Eagle Ridge General Manager, a couple of times to discuss the area around the proposed new cement box culvert to be placed on Eagle Ridge Drive.

Clerk Bersbach reported that in compliance with a FOIA request, she provided access to Township records on January 16th, 23rd, 30th, and February 6th.

On January 16th, Bersbach filed the Township’s Certificate of Status of Exempt Properties. While at the Courthouse, Bersbach stopped at the Recorder’s Office to get additional information on why Hammer and Ebenezer Cemeteries are listed on Guilford Township’s Certificate of Status of Exempt Properties, in that Guilford Township is not the “title holder” or the “beneficial owner of the rights to the properties” and was advised additional research would be needed.

On January 23rd Bersbach had a call from the assessor’s office and was advised Class 90s (tax exempt) were sent out last year by mistake, they do not know who the owner of record is, the file shows the Owner of Record to be each cemetery respectively but “a cemetery can’t own a cemetery,” they have no definitive answer as to when the properties “reverted” to the Township and suggested we contact our Township attorney.

While at the Courthouse, Bersbach obtained a supply of blank Statement of Economic Interest forms to be completed by Township officials, an annual requirement.

Bersbach again expressed gratitude to those who have given the Township printer ink cartridges to return to Staples for “rewards” that are used to purchase office supplies. When Bersbach bought a case of paper from Staples, the original cost was $54.99. With coupons and rebates, the Township ended with a 53 cent credit.

Bersbach consolidated all the meeting minutes from 2013 into one file and posted that on the Township’s website.

Clerk Bersbach attended County’s Finance, Tax and Budgets Committee meeting

January 30 and the Redistricting Public Hearing on February 5, typed and e-mailed notes to Guilford Township’s Board and some of the assessors.

Clerk Bersbach concluded her report by noting that on February 6 th, she received an e-mail from a Township citizen which said: “Once again, the township has proved itself worthy of accolades. What a job they have done on the snow-laden roads. Please relate our regards to the Board. This year has been so difficult, but with my husband in a wheelchair, we are able to keep his appointments with physical therapy. Please continue the good work.” Bersbach thanked her and told her she would be sure to pass along her kind words to Highway Commissioner Winders and ask that he share them with the rest of the Road Crew.

Trustees Report – None.UNFINISHED BUSINESS

Supervisor Wachter stated the action taken in 2012 by Jo Daviess County Board in attempting to Redistrict the Assessment Districts or Multi-Township Assessment Districts (MTADs) was challenged by our Township attorneys. As a direct result, the CCAO and County Board issued a new map of suggested Assessment Districts and MTADs and held a Public Hearing on February 5.

All Trustees received the letter and map from the CCAO suggesting our Council Hill-Guilford-Scales Mound MTAD as it had been prior to the action taken by County in 2012. Wachter noted that Scales Mound Township’s Supervisor, Steve Stadel, and Council Hill Township’s Supervisor, Roger Redington, will be meeting with their respective Township Boards of Trustees to determine whether to accept the MTAD suggested by the CCAO.

Final action on this matter must be reported to the Chief County Assessment Officer and the Illinois Department of Revenue by May 1, 2014. This item will be on next month’s meeting Agenda.NEW BUSINESS – NonePUBLIC COMMENTS – None.ADJOURNMENT

There being no further business to conduct, Trustee Stoneburner moved to adjourn the meeting; Trustee Lomax seconded. By voice vote, approved unanimously. Meeting adjourned at 8:35 p.m.

Approved by the Board of Trustees: March 10, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

March 10, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Monday, March 10, 2014,

at Guilford Town Hall. The meeting was called to order by Supervisor Wachter. Following the Call to Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter, Trustees Larry Lomax, Dan Ripley, Larry Stoneburner and Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Also present: Township citizen Gary Diedrick MINUTES

A copy of the February 10, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Wienen moved the minutes be approved as presented; seconded by Trustee Lomax. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

The Township received the statement for the annual retainer for Fiscal Year 2014-2015 from attorney Robert Roth in the amount of $350, unchanged from previous years.

This month’s Township Perspective mentioned that TOIRMA will be mailing a dividend check to qualifying members on March 15.

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee Lomax, seconded by Trustee Ripley and unanimously passed by a roll call vote, the Board approved payment of $149,642.37 as shown on the Board Audit Report as well as payment of the bills received after the Board Audit Report was prepared. Note: Of the amount approved, included was the $90,000.00 transfer from the Township’s General Fund to the Road District’s General Fund as approved by the electors at the April 2013 Annual Meeting.REPORTS

Supervisor Wachter commended Highway Commissioner, Jeff Winders, and the Road Crew for an outstanding job done during this past very difficult and extreme winter.

Wachter advised that the Township will be sending a letter to County by the last week in March asking them to reimburse Guilford Township for legal expenses incurred by the Township as a result of County’s mistakes related to the Redistricting issue. That gives County time to put it on their April County Board meeting agenda. The Township will ask them to remit their payment by May 1st.

Supervisor Wachter concluded his report with information regarding the 2012 IRS issue. The Township recently received another letter referencing the same time frame and starting another penalty and interest, etc. The IRS had no record of receiving the Township’s previous payment. On February 11th, Supervisor Wachter and the Township’s bookkeeper spent three hours on the phone with an IRS agent. Township records showed our Electronic Fund Transfer and the 16 digit number acknowledging it had been paid and settled. Apparently the IRS had deleted the payment from their records and did not know where it went. They had sent our statement to Elizabeth, Florida, where it seems to have been for the past six months. Wachter was advised by the agent to disregard the recent

notice and that there was no balance owed as of 02-11-2014. Supervisor Wachter requested and received a fax transmission from the IRS agent confirming that the Township is to disregard the notice and also apologizing for any inconvenience.

Highway Commissioner Winders reported that February and early March brought colder than average temperatures and above average snow falls.

The Road Crew was kept busy plowing. With eight different snow events, other days of blowing, and a rain turning to freezing moisture on February 21 st the Crew was kept running continuously since the last Township meeting. Hauling man-sand and mixing salt with the sand was a weekly occurrence with the late season winter weather.

The weekend of February 22nd and 23rd was the first Saturday and Sunday when there was no Township work needed on the roads since before Thanksgiving.

All crew members with a Commercial Driver’s License and enrolled in the Township Officials of Illinois drug and alcohol program attended the Mine, Safety and Health Administration annual refresher training course during the month. This eight-hour training is needed to be allowed to enter any quarry actively working.

On February 24th Highway Commissioner Winders attended the Jo Daviess County Public Works Committee Meeting in Hanover at the County Highway Department facility. On the agenda was the recently changed (raised) County Bridge construction engineering rates. The rates were changed in the recent past from the county employee hourly participation rate to a flat 8 percent. By request of the Public Works Committee, a proposed rate change for under one million dollar bridge projects to stay at 8%, then reduce to 6% for projects of one-to-two million dollars, and a rate of 4% for those over two million. It is hoped that these changes will go before the County Board at their March meeting.

Our Township is currently involved in three Special Bridge projects with Jo Daviess County. Two prayers in Guilford involve a culvert replacement on Eagle Ridge Drive with a projected cost of $94,600 and a culvert project on Mill Creek Road with an estimated cost of $56,650. The third is a joint project with Elizabeth Township and Jo Daviess County (Culvert Replacement Project on Longhollow Road at an estimated cost of $2,315,000) but within the legal boundaries of joint financial participation by Guilford Township.

Highway Commissioner Winders concluded his report by noting he had provided the necessary materials to Jo Daviess County Engineer, Steve Keeffer, for Guilford Township to participate in the federal funding agreement for the Rural Sign Upgrade Program. The program will pay 100% of the cost of signs and posts per agency up to $25,000 per agency.

Clerk Bersbach reported that in compliance with a FOIA request, she provided access to Township records two hours each on February 13th and 20th. A gentlemen from Rockford was provided access to Township Records one and a half hours on February 14 th. He is writing a book about General John A. Rawlins and found our records very helpful in his research. John Rawlins was appointed Clerk to record the proceedings of the very first meeting in Guilford Township which was held in 1853 at the home of his father, James D. Rawlins.

Bersbach talked with County’s State’s Attorney, John Hay, regarding the absence of the word “District” in the Resolution form issued by the CCAO at the February 5th Public Hearing. He requested that the CCAO amend it and reissue it. Bersbach forwarded the amended Resolution to those Township Supervisors for whom she had an e-mail address.

Bersbach met with Highway Commissioner Winders on February 24th and 25th

regarding Regulatory Road Signs, typed additional pages, copied, collated and punched holes in some 250 pages and set up another 3-ring binder to be submitted along with other paperwork associated with the Rural Sign Upgrade Program.

Bersbach posted Sample Ballots for the March 18 primary election on the Township’s bulletin board and had a set posted on The Galena Territory Association’s bulletin board.

Clerk Bersbach concluded by noting she provided the U.S. Census Bureau’s instructions for finding Profile of General Population and Housing Characteristics to a member of Jo Daviess County’s 708 Mental Health Board to assist that Board in completing a Needs Assessment report.UNFINISHED BUSINESS

Supervisor Wachter reminded the Trustees that a Board vote and signed Resolution regarding Redistricting must be done not later than the April meeting. The issue will be put on the April meeting Agenda.NEW BUSINESS

Per State Statute 60 ILCS 1/30-10, the Annual Meeting Agenda must be set at the March meeting. The proposed Agenda for the Annual Meeting is:

1. Call to Order2. Elect a Moderator3. Review the 2013 Annual Meeting Minutes4. Review the Financial Reports5. Power to Transfer Funds6. Set the date and time of the 2015 Annual Meeting (April 14, 7:30 p.m.)7. AdjournSupervisor Wachter asked if the Clerk received any requests from Township citizens

for items to be put on the Agenda. Bersbach reported there were none. Wachter asked if any member of the Board had anything to add to the Agenda. Highway Commissioner Winders requested that “Declare Equipment as Surplus, if needed” be added. Trustee Wienen moved to accept the Annual Meeting Agenda as amended; Trustee Stoneburner seconded. By voice vote, approved unanimously.

At the 2013 Annual Meeting, the Electors gave the Board power to transfer funds as needed. Trustee Ripley moved to transfer $90,000.00 (Budget and Appropriation Ordinance June 10, 2013) from General Town Fund to General Road Fund. Trustee Stoneburner seconded. By roll call vote, approved unanimously. As recommended by the auditors, the bookkeeper will issue a check from General Town Fund payable to General Road Fund.

Supervisor Wachter noted this month’s Township Perspective contained an article “Townships may post sign prohibiting firearms.” PUBLIC COMMENTS

Township citizen, Gary Diedrick, reported there are 12 openings on the next Honor Flights for veterans of World War II or the Korean conflict. The Honor Flights will be on May 19th and 20th. ADJOURNMENT

There being no further business to conduct, Trustee Stoneburner moved to adjourn the meeting; Trustee Lomax seconded. By voice vote, approved unanimously. Meeting adjourned at 8:42 p.m.

Approved by the Board of Trustees: April 8, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

April 8, 2014, 6:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met Monday, April 8, 2014, at Guilford

Town Hall. The meeting was called to order by Supervisor Francis Wachter. Following the Call To Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter; Trustees Larry Lomax, Dan Ripley, Larry Stoneburner, and Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Others present: Township citizens Bill Bersbach, Tom Cunningham, Gary Diedrick, Ed Fromkin, Susan Lipnick, and Jo Smith.MINUTES

A copy of the March 10, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Ripley moved the minutes be approved as presented; seconded by Trustee Lomax. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter reported that members of the Board were provided with a copy of the Summary of the Supervisor’s Annual (Financial) Statement. There were no questions regarding the report.

The Township received a dividend check from TOIRMA for $1,637. All TOIMRA members who joined the program from June 1, 1986 through May 31, 2009 and continued to be members in the current year received a dividend. TOIRMA is a self-funded inter-governmental pool established to provide coverage exclusively for Illinois Townships that are members of Township Officials of Illinois. This is the twenty-third year a dividend has been paid to eligible members. A total of 1,346 member townships will be paid $1,967,386 which represents approximately 15% of their annual contribution for the 2008-2009 program year. The dividend is applied to the township’s annual contribution.

Check number 14227 for $90,000 was issued in March from Guilford Township General Fund to Guilford Road General Fund. This transfer was authorized by the Electors at the 2013 Annual Town Meeting.

The Galena Area Emergency Medical Services District contract amount of $6,498 based on 1,083 residents in the district ($6 per capita) is unchanged. The agreement is for the period May 1, 2014, through April 30, 2015. Trustee Wienen moved to approve the contract; Trustee Stoneburner seconded. By roll call vote, the contract was unanimously approved.

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee Lomax, seconded by Trustee Wienen and unanimously passed by roll call vote, the Board approved payment of $34,064.52 as shown on the Board Audit Report as well as payment of bills received after the Report was prepared.REPORTS

Supervisor Wachter reported the Council Hill-Guilford-Scales Mound Multi-Township Assessing District (MTAD) Meeting was held March 13th at Council Hill Town Hall. The Balance Sheet showed a current balance of $5,258.62 with payments yet

to be made to contract assessor Theresa Cole, MTAD Board members, and the quarterly payment to the Treasury for payroll. The beginning balance of the tentative budget is $2,500. The total Appropriation is $20,500 and includes an Intergovernmental Agreement of $3,000 from Council Hill, Guilford, and Scales Mound Townships. A Public Hearing on the FY2014-2015 MTAD budget will be held May 8th, 7:00 p.m., at Guilford Town Hall prior to adoption.

The MTAD meeting schedule was set and has been posted on our Township’s bulletin board and website. The next meeting will be May 8th. All meetings are open to the public.05-08-2014 7:00 p.m. Public Hearing, Adopt Budget Guilford Town Hall10-23-2014 7:00 p.m. Levy proposed Scales Mound Town Hall11-13-2014 7:00 p.m. If needed Scales Mound Town Hall03-12-2015 7:00 p.m. Tentative Budget, set Meeting Dates Council Hill Town Hall

Our MTAD Board may need to ask each Township Board to approve an Inter-governmental Agreement to transfer funds. Last year’s total amount was $3,000 with Guilford Township contributing $2,805. Action regarding the possible Transfer will be taken at our May Township meeting.

Supervisor Wachter concluded his report by noting that on March 26th the Township sent a letter to Jo Daviess County Administrator, Dan Reimer, and included an Invoice for $3,795 payable by May 1, 2014, for legal fees spent by Guilford Township related to the Re-districting issue. At this time, we have not heard anything from County.

Highway Commissioner Winders reported that he met with John Schonoff, Assistant County Engineer of Jo Daviess County, during the second week of March to look at and discuss the problems arising from the wooden abutment bridges located in Guilford Township. The bridge on West Guilford Road located by Hahn Quarry has begun to structurally deteriorate, as has the bridge on North Rawlins Road to a lesser degree. West Cording Road also has a crossing with this type design from the same era that is not long enough to be considered a “bridge.”

We have entered into “Phase III” of the Rural Sign Upgrade Program grant process with Jo Daviess County and Illinois State Department of Transportation.

On Sunday afternoon, March 30th, Winders received a call from the Jo Daviess County Sheriff’s Department that a Schneider Company truck and trailer was stuck in the ditch on Arbor Court cul-de-sac off Longwood Drive. Highway Commissioner Winders was asked if the road was under the season load embargo. The Schneider driver was ticketed by local authorities for disobeying a regulatory sign.

The Road Crew also plowed snow, sanded, and started sweeping and roadside cleaning during the month. Some brush was cut and piles of brush were also burned recently.

Highway Commissioner Winders concluded his report by noting he had attended the Northwest Illinois Highway Commissioners Association’s Spring Seminar on April 4th that was held in Sterling.

Clerk Bersbach reported the Annual Meeting Agenda was posted in three public places, as well as on the Township’s website. The Summary of the Supervisor’s Annual Statement was posted on the Town Hall bulletin board and a copy was provided to Board members. The “Roads Posted” Resolution was posted on our website on the Highway Department page. Bersbach provided access to Township records for two hours each March 27th and April 3rd.Trustees

Trustee Ripley thanked those who sent flowers for his wife, Joanna’s, services. UNFINISHED BUSINESS

Supervisor Wachter reminded the Board that Jo Daviess County Board conducted a Public Hearing February 5, 2014, to reconsider Redistricting of Multi-Township Assessment Districts. Each Township Board was asked to complete A Resolution Adopting Multi-Township Assessment District or Alternative and return it to the Chief County Assessment Officer by May 1, 2014, along with a marked copy of the Proposed Assessment District map. A copy of the Resolution and marked map is also to be sent to the Illinois Department of Revenue.

Guilford Township will also send a letter to the CCAO stating, for the record, Guilford Township accepts the suggested multi-township assessment district that applies to Guilford Township, namely the Council Hill-Guilford-Scales Mound MTAD. Guilford Township does not have any standing to either accept or propose an alternative multi-township assessment district for other townships outside of our MTAD.

The Trustees were previously provided with a copy of The Establishment of Multi-Township Assessment Districts paperwork prepared by the Chief County Assessment Officer showing Council Hill-Guilford-Scales Mound MTAD as it had been before the actions taken by County in 2012. Trustee Wienen moved to approve A Resolution Adopting Multi-Township Assessment District of Council Hill-Guilford-Scales Mound; seconded by Trustee Dan Ripley and unanimously passed by roll call vote.NEW BUSINESS — NonePUBLIC COMMENTS

Tom Cunningham asked for clarification of the Redistricting issue. Supervisor Wachter said the Chief County Assessment Officer and County Board proposed changing assessment districts in 2012, putting Council Hill-Guilford-Scales Mound MTAD with East Galena. Neither East Galena nor our MTAD wished to be joined and notified the CCAO to that effect. Our determination (and that of other Townships) was ignored. County scheduled a Public Hearing; Townships spoke against being forced to change assessment districts that were in compliance with State Statute. Townships were again ignored; County voted to go ahead with their Redistricting plan. Guilford Township presented information to our attorney and asked for an opinion, which was that County’s actions would not stand up to a Court challenge. That was presented to County. County State’s Attorney, John Hay, had numerous discussions with Illinois Department of Revenue and had an opinion from the Appellate Prosecutor’s Office. It was recommended that County “re-start” the process; if Townships determined assessment districts that were in compliance with State Statute, County must honor that. Guilford Township would not have incurred legal expenses if County had not misread and misapplied the Statute; therefore, in fairness to our taxpayers, we sent a bill to County asking for reimbursement of that expense. ADJOURNMENT

There being no further business to conduct, Trustee Ripley moved to adjourn the meeting; Trustee Stoneburner seconded. By voice vote, approved unanimously. Meeting adjourned at 7:12 p.m.

Approved by the Board of Trustees: May 12, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

May 12, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met Monday, May 12, 2014, at Guilford

Town Hall. The meeting was called to order by Supervisor Francis Wachter. Following the Call To Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter; Trustees Larry Lomax, Dan Ripley, Larry Stoneburner, and Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Also present: Township Citizen Gary Diedrick.MINUTES

A copy of the April 8, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Ripley moved the minutes be approved as presented; seconded by Trustee Wienen. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter noted that Township Board members had been provided with a copy of the proposed Fiscal Year 2014-2015 Budget and Appropriation Ordinance for the Township and for the Road District. The Public Hearing is scheduled for the June 9 th

meeting at 7:45 p.m. Both Ordinances are available for public inspection by making arrangements with the Clerk. Wachter commented that the amount in the IMRF Fund shows a negative balance which will be adjusted with a line item transfer.

TOIRMA insurance renewal contribution of $11,182 (up $219 from last year) is due June 1, 2014. The amount for Town is $4,026 and the amount for Road & Bridge is $7,156.

Catastrophic Medical Insurance premium for the period July 1, 2014, to July 1, 2015, in the amount of $1,345 is due (up from $1,032 in 2013 but same as it was in 2012). The deductible is $15,000. Funds to pay the premium come out of the General Assistance Fund.

Education District 7 Seminar “Township Government — Rising Above the Challenge” is in Rockford July 18. Registration deadline is July 11; the cost is $50 per official.

Supervisor’s annual dues are $25, the same as last year. Township Clerk’s annual dues are $30, the same as last year.

Per information from the Social Security website, the Cost of Living Adjustment for this year is 1.5%. Effective May 19, this increase will apply only to Township Officials’ Salaries, not to Meeting Allowances or Monthly Expense Allowances, per compensation adopted November 12, 2012.

The Township received a $20 check from Jo Daviess County for Town Hall Rental for the General Primary Election on March 18. The Township also received a $13.97 refund check from the IRS and a $47.52 check for overweight vehicle fine. All checks have been deposited.

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee

Lomax, seconded by Trustee Ripley and unanimously passed by roll call vote, the Board approved payment of $72,667.91 as shown on the Board Audit Report as well as payment of bills received after the Report was prepared. REPORTS

Supervisor Wachter reported the Township received the Tax Computation Reports for tax year 2013. Total extension for the Township was $257,563.76 — $6,678.24 less than levied. Total extension for the Road District was $507,041.56 — $13,144.44 less than levied. The combined total amount extended was $19,822.68 less than levied. The Township’s EAV for tax year 2013 is at $160,435,881 — down $15,599,152.

The MTAD Board met May 8 at Guilford Town Hall and adopted the Fiscal Year 2014-2015 budget in the amount of $20,500.00 The MTAD Board agreed to ask each Township Board to approve an Intergovernmental Agreement to transfer funds pro-rated based on each Township’s Equalized Assessed Valuation, if needed. The total amount requested for this year is $3,000. If the Guilford Township Board approves this action, Guilford Township’s share will be $2,745; Council Hill $76; and Scales Mound $179.

Regarding Redistricting of Assessment Districts, the Resolution, marked map and cover letter were mailed to the Chief County Assessment Officer and to the Illinois Department of Revenue on April 9, 2014.

Wachter noted that County’s Finance, Tax & Budgets Committee met April 30. “Discussion and possible action regarding a request from Guilford Township for reimbursement of legal expenses related to redistricting of assessment districts” was on the meeting agenda. At this time, the Township has not had any official response from County regarding reimbursing Guilford Township for legal expenses.

Supervisor Wachter concluded with a report on the Elizabeth Ambulance District Meeting April 15. They are ready to purchase a new ambulance, diesel, four-wheel drive, $164,000+ with trade, and eight months for delivery. They currently have two ambulances. As of April 15, the District had made their 60th call of the year. They expect about 200 calls again this year. Officers were elected at the meeting.

Highway Commissioner Winders reported he wrote a prayer to Jo Daviess County on April 16, 2014, on behalf of Guilford Township for the replacement of the bridge on West Guilford Road located by Hahn Quarry. This bridge is Jo Daviess County structure #3074.

On Wednesday, April 9th, the Road Crew repaired the damage from the Schneider Company truck and trailer which had been stuck in the ditch on Arbor Court off Longwood Drive. Schneider Company has been sent a bill for the repairs.

Throughout April sweeping and roadside cleaning continued. The Road Crew insulated, put up particle board and shelving in the third bay of the Township maintenance building and hopes to do the ceiling prior to next winter.

Various ditching and culvert projects were completed since last meeting. Crack filling began the first week of May and should continue throughout part of the coming week.

Highway Commissioner Winders concluded his report by noting that chip sealing will begin when weather permits (gets warmer).

NOTE: Jo Daviess County billed the Township for bridge inspections of Menzemer and Distler Bridges.

Clerk Bersbach reported that in compliance with a FOIA request, she provided access to Township records two hours on April 10th.

On April 30th, Bersbach sent an e-mail to The Flash requesting publication of the Public Notices for the Public Hearing of the Town and Road District Budget and

Appropriation Ordinances scheduled for June 9th. The Public Notice was in the May 7th

edition.Bersbach filed the Tax Computation Reports at the Courthouse on May 9th.Clerk Bersbach concluded her report noting that, after confirming with Highway

Commissioner Winders that Township roads were no longer “posted,” she updated the website accordingly.UNFINISHED BUSINESS — None.NEW BUSINESS

Following additional discussion of the financial status of our Council Hill-Guilford-Scales Mound Multi-Township Assessment District, Trustee Wienen moved to approve a Resolution to Transfer $2,745.00 to the Council Hill-Guilford-Scales Mound MTAD, if needed. Seconded by Trustee Stoneburner. By roll call vote, unanimously approved. While the Resolution has been approved, the Township will defer actually executing it until it has been determined by the CH-G-SM MTAD that those funds will be needed to meet expenses.PUBLIC COMMENTS

Township Citizen Gary Diedrick reported on the Honor Flights that will take place out of Dubuque this month. There are a total of 27 WWII veterans (one who is 97 years young) and 85 to 88 Korean War Veterans who will fly to Washington D.C. each of the two days. The flights include about 16 to 18 Jo Daviess veterans and guardians.ADJOURNMENT

There being no further business to conduct, Trustee Stoneburner moved to adjourn the meeting; Trustee Lomax seconded. By voice vote, approved unanimously. Meeting adjourned at 8:36 p.m.

Approved by the Board of Trustees: June 9, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

June 9, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met Monday, June 9, 2014, at Guilford Town

Hall. The meeting was called to order by Supervisor Francis Wachter. Following the Call To Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter; Trustees Larry Lomax, Dan Ripley, Larry Stoneburner, and Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Also present: Township citizen Gary Diedrick. MINUTES

A copy of the May 12, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Ripley moved the minutes be approved as presented; seconded by Trustee Lomax. By voice vote, approved unanimously.PUBLIC HEARING

At 7:45 p.m. Supervisor Wachter asked for a motion to temporarily suspend the regular monthly Township Meeting and open the Public Hearing for the Town and Road District FY 2014-2015 Budget and Appropriation Ordinances. Trustee Wienen so moved, Trustee Ripley seconded. By voice vote, approved unanimously.

Board members were provided with a copy of the Town Budget and Appropriation Ordinance for Fiscal Year 2014-2015 at the May meeting. The Clerk reported there were no requests to review the Ordinance. There were no questions from the Board about the Town Budget. Supervisor Wachter asked for a motion to pass the FY 2014-2015 Town Budget and Appropriation Ordinance in the amount of $371,975.00. Trustee Wienen so moved; Trustee Lomax seconded. By roll call vote, passed unanimously.

Board members were provided with a copy of the Road District Budget and Appropriation Ordinance for Fiscal Year 2014-2015 at the May meeting. The Clerk reported there were no requests to review the Ordinance. There were no questions from the Board about the Road District Budget. Supervisor Wachter asked for a motion to pass the FY 2014-2015 Road District Budget and Appropriation Ordinance in the amount of $1,062,614.00. Trustee Stoneburner so moved; Trustee Ripley seconded. By roll call vote, passed unanimously.

Supervisor Wachter then asked for a motion to adjourn the Public Hearing and return to the regular monthly Township Meeting. Trustee Lomax so moved; Trustee Ripley seconded. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter reported that the Township received the statement from TOI for the Township’s Annual Dues for 2014 - 2015 in the amount of $469.49 unchanged from last year.

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee Wienen, seconded by Trustee Stoneburner and unanimously passed by roll call vote, the Board approved payment of $61,441.97 as shown on the Board Audit Report as well as payment of bills received after the Report was prepared.REPORTS

Supervisor Wachter noted that the Trustees had been provided a report showing Illinois

House and Senate bills that could have an impact on Townships. Senate Bill 0497 regarding certain notices that currently must be posted 10 days before Township meetings and Public Hearings would change that to 15 days and has a provision that a group of registered voters may request an advisory opinion of public policy to be considered by electors at the annual meeting with proper written notice to the Township Clerk as required for an agenda item.

Senate Bill 2980 provides that a copy of the full statement of the financial affairs of the Township may be provided to electors at the annual Township meeting in lieu of the Clerk reading the statement aloud.

Wachter provided a chart to the Board showing changes in the Township’s Equalized Assessed Valuation. From 2001 to 2009 Guilford’s EAV more than doubled from nearly $103 million to over $207 million. From 2002 to 2007 new construction steadily increased from $2.5 million to over $8 million then dropped more than half in 2008. In 2012 new construction was only $422,000. From 2009 to taxable year 2013, the amount extended to the Town was $30,144 less than levied. For the same time period, the amount extended to the Road District was $59,405 less than levied, for a total of 89,549.

The Township received the annual TOIRMA Payroll Audit form requesting the actual payroll amounts paid out from June 1, 2013 to May 31, 2014.

Wachter commented that County Board’s June 10 meeting Agenda shows consideration of a recommendation to approve a petition from Guilford Township for aid for an 80/20 bridge replacement project on Guilford Road. Per County’s May 19 Public Works meeting report, the estimated cost of the project is $800,000. State would pay 80%, the remainder would be split evenly between the County and the Township.

Supervisor Wachter reported that County’s April 30 Finance, Tax & Budgets Committee meeting minutes showed the motion to deny the request from Guilford Township for reimbursement of legal expenses related to redistricting of assessment districts failed with 3 ayes and 3 nays. A subsequent motion to send a letter to Guilford Township to request an itemized invoice and ask if expenses incurred by other Townships are included in the bill also failed with a vote of 3 ayes and 3 nays.

Wachter noted County Board’s June 10 meeting Agenda lists “consideration of a recommendation to deny a request from Guilford Township for reimbursement of legal expenses related to redistricting of assessment districts.” (Recommended by Finance, Tax & Budgets Committee, see minutes of their May 29, 2014, meeting.)

County’s State’s Attorney, John Hay, reportedly provided a letter to County Board citing a statute regarding any legal obligation to pay our legal fees. Wachter called John Hay, asked for that statute number, and mentioned that Guilford had never received any official response from County regarding the Township’s Invoice for legal fees. Supervisor Wachter then asked (Township) Attorney Ron Leinen to take a look at that statute.

Supervisor Wachter concluded his report by stating at this time the Township still has not had any official response from County regarding the status of the Invoice sent March 26, 2014, to reimburse Guilford Township for legal expenses.

Highway Commissioner Winders reported the first round of mowing was underway prior to Memorial Day with Territory roads completed by the holiday weekend. The second round mowing has also been done within the resort and the country roads mowed at least once with most cut twice.

Winders advised that the Prayer issued to the Jo Daviess County Engineer for the West Guilford Road bridge has been acknowledged by the County Public Works Committee and sent to the Jo Daviess County Board for approval.

Highway Commissioner Winders concluded by reporting that the summer Oil and Chip sealing has had its first go around of the season during the first week of June with work being

done in the Thunder Bay I area.Township Clerk Bersbach reported that, in compliance with a FOIA request, she

provided access to Township records two hours on June 4th.Based on the check list provided in the Clerk’s Manual and documents required for our

previous audits, Bersbach will begin to gather those listed documents for this year’s audit and give them to Supervisor Wachter.

Trustees Report – None.UNFINISHED BUSINESS — None.NEW BUSINESS

Township Attorney Robert Roth prepared the “Annual Ordinance of Guilford Township, Jo Daviess County, Illinois, Ascertaining the Prevailing Rate of Wages for Laborers, Workmen and Mechanics Employed on Public Works of Said Township” for signature and publication of the Public Notice. All Townships are required by state statute to annually adopt the Prevailing Rate of Wages regardless of whether they actually approve of the Ordinance. If a township does not adopt the Prevailing Rate of Wages Ordinance, that township is not allowed to bring in outside laborers.

Trustee Stoneburner moved to adopt the Prevailing Rate of Wages Ordinance for Guilford Township; seconded by Trustee Wienen. The roll call vote was: Lomax, nay; Ripley, nay; Stoneburner, aye; Wienen, aye; and Wachter, aye. By majority vote, the Ordinance was adopted.: The Road District is a separate unit of government and must have its own Ordinance which is adopted by the signature of the Highway Commissioner. It is not presented to the Trustees for approval.

Supervisor Wachter called attention to Page 6 of the Township’s FY 2014-2015 Budget and Appropriations Ordinance passed earlier in the meeting which showed a negative ending balance of $4,000 in the Town’s IMRF Fund. Wachter advised that the Board needed to transfer funds from the Miscellaneous General Town Fund, Account #100-580, to Town IMRF, Retirement Contribution, Account #140-500. A transfer of $8,000.00 would cover this year’s shortfall and build up the balance for next year.

There were no questions about the Transfer of Appropriation. Trustee Wienen moved to transfer $8,000.00 from the Miscellaneous General Town Fund, Account #100-580, to Town IMRF, Retirement Contribution, Account #140-500; seconded by Trustee Ripley and unanimously passed by roll call vote.

Supervisor Wachter advised that the Township needs three people who are proficient in business practices to audit the Township’s records, ideally sometime between June and July. The Committee may not contain any member of the Township Board nor a relative of a Township Board member. By statute, compensation is limited to $50 per person per day. Wachter asked for suggestions for qualified Township citizens to serve on the Audit / Records Review Committee and will contact them.ADJOURNMENT

There being no further business to conduct, Trustee Ripley moved to adjourn the meeting; Trustee Stoneburner seconded. By voice vote, approved unanimously. Meeting adjourned at 8:36 p.m.

Approved by the Board of Trustees: July 14, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

July 14, 2014, 7:30 p.m.CALL TO ORDER

The Guilford Township Board of Trustees met Monday, July 14, 2014, at Guilford Town Hall. The meeting was called to order by Supervisor Francis Wachter. Following the Call To Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter; Trustees Larry Lomax, Dan Ripley, and Wayne Wienen. Absent: Trustee Larry Stoneburner. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Also present: Township citizen Gary Diedrick. MINUTES

A copy of the June 9, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Lomax moved the minutes be approved as presented; seconded by Trustee Wienen. By voice vote, approved unanimously.PUBLIC HEARING

Supervisor Wachter turned the meeting over to Highway Commissioner Jeff Winders who opened the one bid received for the 1 1/2” asphalt overlay from the intersection of N. Rawlins to 200 yards east of North Clark Lane (about one mile). Winders reported Civil Constructors bid a total of $89,870.00 for the project. Trustee Wienen moved to accept the bid from Civil Constructors; seconded by Trustee Ripley, and unanimously passed by roll call vote. TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter reported at this time the Council Hill-Guilford-Scales Mound Multi-Township Assessment District will not need an Intergovernmental Fund Transfer this year.

The first installment of Property tax dated June 26, 2014, was received. Township received $49,203.11; Road District received $96,859.64. (Total = $146,062.75)

The Township also received two checks for road fines, one dated June 10 in the amount of $131.30 and one dated June 15 in the amount of $731.02 for damages to Arbor Court (Schneider Truck).

Check number 14411 for the $8,000 transfer to Town IMRF was issued. All checks have been deposited.

Supervisor Wachter reported that the Township is sending Jo Daviess County a letter and Invoice dated July 15, 2014, due August 20, 2014, for electricity usage per Agreement executed with County in 2012 for the Radio Communications Tower.

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee Ripley, seconded by Trustee Lomax and unanimously passed by roll call vote, the Board approved payment of $44,312.28 as shown on the Board Audit Report as well as payment of bills received after the Report was prepared.REPORTS

Supervisor Wachter reported the TOIRMA Payroll Audit listing the Workers’ Compensation payroll classifications most commonly used by Townships and/or Road Districts was completed and returned to TOIRMA as requested.

TOIRMA has invited Jo Daviess County Townships to attend a Loss Control meeting July 24 at 9 a.m. at Guilford Town Hall. The agenda will cover TOIRMA history, loss control, coverages and claims.

Per TOIRMA’s Summer Newsletter, TOIRMA has added certain equipment breakdown coverages effective June 1, 2014, at no additional cost.

Local Officials Day at the Illinois State Fair Grounds will be on August 9 and at the DuQuoin State Fair Grounds on August 23.

Documents have been gathered for the Township’s Annual Audit.Supervisor Wachter attended the June 10 County Board Meeting, spoke during Public

Comments regarding Guilford Township’s legal fees as a result of County’s Re-districting errors and stayed until after the discussion and vote to deny payment to Guilford Township. Wachter said State’s Attorney John Hay told the County Board it would be a violation of statute for County to reimburse Guilford Township for our legal expenses related to redistricting. Wachter had talked with Attorney Ron Leinen regarding the statute. His interpretation of the statute was that there is no obligation for County to reimburse Guilford’s expenses for legal fees, not that it would be a violation.

Supervisor Wachter concluded his report by stating Guilford Township will be sending letters to the Townships who agreed to contest County’s actions related to Redistricting and will be asking them to contribute toward Guilford’s expenditure for legal fees.

Highway Commissioner Winders reported that prior to the 4th of July the areas around the Shenandoah Riding Center of The Galena Territory (this includes Sundance Trail, Sugar Creek, and Shenandoah Drive) were patched, seal coated and swept. Mowing the Township roads has been accomplished for the second time of the year, the third time in many areas. Chip seal has been applied to Cameron Road.

Culverts on Snipe Hollow and West Menzemer Road have been replaced. Both culverts needed replacing because of phone lines being plowed through them when the phone system went to underground service prior to 1980. This is the third problem of this nature surfacing this year. It had been quite a few years since this type of problem has arisen.

The last couple nights of June had Jeff Wienen and Highway Commissioner Winders out cleaning debris due to high water and winds. The persistent rains in June and early July also led to some bridge channel destruction. The structure by Ronald Distler was in the most immediate danger and has been repaired.

Highway Commissioner Winders concluded his report by stating sign posts seem to have been leaping out into vehicles’ paths at night the last few weekends, it has to be that or the roads aren’t where the traveling public wants them.

Township Clerk Bersbach reported that, in compliance with a FOIA request, she provided access to Township records two hours each on June 12th, 19th, 26th, and July 3rd.

Bersbach filed the Township’s and Road District’s FY 2014-2015 Budget and Appropriation Ordinances, Supervisor’s Certified Estimate of Revenue by Source, and Clerk’s Certification of the Ordinances at the County Courthouse June 10.

Following adoption of the FY 2014-2015 Budget & Appropriation Ordinances, Bersbach updated the Township’s website with the new operating amounts.

Bersbach mailed the Township’s and Road District’s executed Prevailing Rate of Wages Ordinances to Township attorney Robert Roth on June 11.

The Township received an e-mail June 25th from Township Officials of Illinois asking that we contact the Governor and urge him to sign House Bill 3796 which deals with “voluminous” requests related to FOIA. Public bodies still have to comply with FOIA but may charge specified fees for electronic data and, with specified exceptions, are not required to copy and make available for public inspection a public record that is published on the public body’s website.

At the request of Highway Commissioner Winders on June 27, Bersbach e-mailed a

Public Notice to the Galena Gazette for asphalt bids.On June 24th Bersbach received an e-mail from illinois@openthebooks.com asking for

five years of checkbook records for Guilford Township. By statute we must and did comply with the request. Bersbach reviewed the FOIA statute, talked with Supervisor Wachter and the Township’s Bookkeeper at length several times. On June 30 Bersbach e-mailed notification to Mr. Andrzejewski that the Township requested a five day extension due to the fact that the Township does not have full-time office staff and the bookkeeper is part time.

On July 7 Bersbach e-mailed to illinois@openthebooks.com (Mr. Andrzejewski) electronic files for Guilford Township’s “checkbook” for Fiscal Years 2008-2009, 2009-2010, 2010-2011, 2011-2012, and 2012-2013 along with Vendor Address, City, State information as provided by Bookkeeper, Theresa Cole, and requested a “Read Receipt.” On July 9 Bersbach sent an e-mail asking for confirmation that the Township’s July 7 e-mail had been received and did get a reply that they had received the e-mail.

Bersbach commended Theresa Cole who contacted American Municipal Software, got instructions on how to compile the information into a format that could be electronically transmitted, then worked on compiling the files and sending them to Bersbach so that the Township could reply to Mr. Andrzejewski within the five-day extension deadline. This FOIA request required a little over ten hours of the Clerk’s time.

Trustees Report – None.UNFINISHED BUSINESS — None.NEW BUSINESS — None.PUBLIC COMMENTS

Township citizen Gary Diedrick commented on the number of people who attended the July 8 County Board meeting to speak about Stagecoach Trail being closed near Warren due to a recent inspection of two bridges. ADJOURNMENT

There being no further business to conduct, Trustee Wienen moved to adjourn the meeting; Trustee Lomax seconded. By voice vote, approved unanimously. Meeting adjourned at 8:37 p.m.

Approved by the Board of Trustees: August 11, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

August 11, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met Monday, August 11, 2014, at Guilford

Town Hall. The meeting was called to order by Supervisor Francis Wachter. Following the Call To Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter; Trustees Larry Lomax, Dan Ripley, Larry Stoneburner, and Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Also present: Township citizen Gary Diedrick. MINUTES

A copy of the July 14, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Lomax moved the minutes be approved as presented; seconded by Trustee Ripley. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter advised the Board that letters were sent July 24 th to other Townships who participated in the legal action against Jo Daviess County related to County’s Redistricting actions.

The second distribution of property tax payments dated July 24th was received. The Township received $48,726.35; the Road District received $95,921.23.

A refund of $77.76 from Zarnoth Brush and an overweight fine check for $47.62 were received. The Township also received Personal Property Replacement Checks from the State Comptroller after the Investment Report was generated; therefore, those amounts were not reflected in that Report. All checks have been deposited.

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee Stoneburner, seconded by Trustee Wienen and unanimously passed by roll call vote, the Board approved payment of $44,070.20 as shown on the Board Audit Report as well as payment of bills received after the Report was prepared.REPORTS

Supervisor Wachter indicated the three-member audit committee of Frances Peterson, Bob Upton, and Wende Corbett is tentatively scheduled to meet the week of August 18.

Wachter attended the Elizabeth Ambulance District Meeting July 15. The 2015 model 4-wheel drive ambulance is expected to be delivered before winter. The Board adopted a new patient fee schedule. There were 128 calls in the first six months of this year. Elizabeth Ambulance District covered the Shenandoah Rodeo and 4-H Fairs.

Elizabeth Ambulance District has a CPA audit performed every year with the report filed at the County Courthouse. The District is going to discuss the requirements of the audit with its attorney to determine whether an audit could be performed by a committee similar to what Townships do and thereby save several thousand dollars every year. The next regular Elizabeth Ambulance District meeting is scheduled for October 21st.

Wachter mentioned that The Galena Territory Association will again have a

Household Hazardous Waste Collection on October 11 from 9 a.m. to noon, open to anyone who lives in Jo Daviess County. Note: motor oil is not being accepted.

Township Attorney Roth has caused the Public Notice to be published that our Township and Road District adopted the Prevailing Rate of Wages ordinances. Publication is required by statute but the Township saves money by entering into a joint publication with other Townships. Attorney Roth also sent the required letters to the Secretary of State and the Illinois Department of Labor.

Supervisor Wachter, Highway Commissioner Winders, and Township Clerk Bersbach attended the TOIRMA Loss Control Meeting July 24 at Guilford Town Hall. Representatives from several other Townships also attended. Loss Control Consultant Sean Richardson reviewed TOIRMA’s Mission Statement, what TOIRMA covers, and discussed the differences between Replacement Cost, Functional Replacement, and Actual Cash Value coverage. Of particular interest is Accidental Death & Dismemberment coverage on Township officials and employees, regardless of whether or not the incident happens while on Township business.

After the program Wachter talked with Sean Richardson regarding the lack of a guard rail between Jo Daviess County’s Elizabeth-Scales Mound Road right-of-way and the Distler Quarry. Wachter told Mr. Richardson that he had contacted Jo Daviess County’s Engineer a number of times to advise him of the Township’s concerns about the safety of the public due to the lack of a guard rail. Guilford Township does not have any authority to install a guard rail. Mr. Richardson advised that the Township should continue to document any contact with Jo Daviess County regarding this issue.

Supervisor Wachter reported on proposals to supply propane to the Township. Records show the Township’s 2013-2014 usage was 2,403 gallon. The Township’s propane tank is 1,000 gallon; the gauge currently reads 20%. After discussing the proposals, Trustee Lomax moved that the Township agree to Mulgrew Oil Company’s Summer Fill/Fall and Winter contract; Trustee Wienen seconded, unanimously passed by roll call vote. Supervisor Wachter will advise Mulgrew of the Township’s decision.

MTAD Assessor, Theresa Cole, received a letter addressed to Ms. Theresa Cole, Assessor, Guilford Township, from Sage Information Services in Glen Ellen, California, “made pursuant to the Illinois Freedom of Information Act” requesting “a copy, on CD or similar electronic media, of the current real property assessment record file for your entire jurisdiction.” The letter goes on to say “A database format capable of being sorted and manipulated… is requested.” Theresa sent a reply letter to Sage Information Services that Guilford Township does not have electronic files; the electronic files are kept by the Jo Daviess County Assessment Office. On-line research of Mr. Hurlbert/Sage Information Services reveals that he has filed a number of legal actions related to obtaining information from assessors.

Every year the Township receives a Certificate of Status of Exempt Property from the County Assessor’s office. Board members were provided with a summary regarding the history related to this Certificate. Two additional properties have recently been listed on this Certificate - a Millcreek Road parcel and a North Ford Road parcel. The Township does not have any record of Guilford Township owning either of these parcels.

Board members were given information regarding The Mop Shop which distributes cleaning supplies to low income or needy individuals or families residing in Jo Daviess County. Additional information is available at www.themopshop.org and on the Township’s website Special Services page. The Board was asked to please pass along the information if they know of anyone in the County who may benefit from this service.

Highway Commissioner Winders reported the day after our July monthly Township meeting work progressed with a day of seal coating on Heatherdowns Lane, Powderhorn Gap, and Deer Hollow Run. The following day Oxbow Path and Meadow Path were also chip sealed. Three culvert extensions were put in place as well as some ditch work and repairs on Grube Road during the week.

The third week of July Signal Point Lane, Heim Court, Wheatstrand Lane and a portion of Cogan Lane were sealed. Brush and trees were removed from the west side of the North and West Rawlins Road intersections. The loose chips from Cameron Road were also removed from the traveling surface.

On Sunday evening, July 27th, Highway Commissioner Winders received an e-mail from Jo Daviess County Engineer, Steve Keeffer, stating that an IDOT bridge inspection had been done on the S/N 043-3074 (Tr71) Small Pox Creek structure and unless certain criteria were met, the bridge would become a 5-ton weight limit structure. On Monday, July 28th, Winders placed temporary signs and ordered the permanent signs to conform to the IDOT specifications.

On Wednesday, August 6th, Winders met with Steve Keeffer and Brian Converse (of Willett and Hofmann Engineering) to inspect the bridge and ask for any design repairs which could be made to make the structure more user friendly until a new crossing can be put in place. We are currently waiting for JULIE phone markings to begin fixed-sign installation.

Highway Commissioner Winders concluded his report by noting the brush has been burned at the Rawlins intersection as well as other piles which were eliminated at that site. The loose chips in the Heatherdowns area have also been removed.

Following Highway Commissioner Winders’ report, there was some discussion about the number of bridges in the Township. Winders indicated there was one on Menzemer Road, three on Mill Creek, and one each on Cogan, Morley Road, North Rawlins, and Guilford. There is a bridge-like structure on Cording Road (less than 20 feet) that is not long enough to technically qualify as a bridge.

Township Clerk Bersbach reported that, in compliance with a FOIA request, she provided access to Township records two hours each on July 17th & 31st, and August 7th.

Bersbach noted that she had attended TOIRMA’s Loss Control Program on July 24th

and found it to be very interesting and informative. With the concurrence of Supervisor Wachter, Bersbach added information about The

Mop Shop to Guilford Township’s website. Opening day at The Mop Shop had 20 clients representing 34 family members from Galena, Elizabeth, Hanover, Scales Mound, Stockton and Warren.

Bersbach received information about the Regional Development Summit: Energizing Tomorrow’s Economy presented by Blackhawk Hills Regional Council at Lake Carroll Clubhouse. The main topics will be Transportation and Local Governance, TIF and the Toolbox, A Perspective on Local & Regional Development, and Energy Efficiency in Illinois. Bersbach plans to attend the program.

Trustees Report — None.UNFINISHED BUSINESS — None.NEW BUSINESS

Each Board member was provided with a copy of TOIRMA’s suggested Loss Control Policy. Per TOIRMA, the Policy Statement is an indication that the township does realize the responsibility it has to provide safe conditions for all township employees and township residents. Trustee Ripley asked to postpone discussion and a decision until the

September meeting to give the Board more time to consider the Policy.Supervisor Wachter informed the Board he had a call from Beth Baranski regarding

The League of Women Voters Watershed Project in Jo Daviess County. She has asked to speak to the Board at the September Township meeting.PUBLIC COMMENTS

Township citizen Gary Diedrick advised the Board that he is one of a nine-member Zoning Ad-Hoc Committee which will be reviewing and making recommendations on 18 revisions to the Zoning Code. One topic of particular interest is the agricultural residences lot size minimum requirement of 40 acres. ADJOURNMENT

There being no further business to conduct, Trustee Ripley moved to adjourn the meeting; Trustee Lomax seconded. By voice vote, approved unanimously. Meeting adjourned at 9:17 p.m.

Approved by the Board of Trustees: September 8, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

September 8, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met Monday, September 8, 2014, at

Guilford Town Hall. The meeting was called to order by Supervisor Francis Wachter. Following the Call To Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter; Trustees Larry Lomax, Dan Ripley, Larry Stoneburner, and Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Also present: Guest speaker, Beth Baranski. MINUTES

A copy of the August 11, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Wienen moved the minutes be approved as presented; seconded by Trustee Lomax. By voice vote, approved unanimously.GUEST SPEAKER

Beth Baranski spoke about the League of Women Voters Watershed Protection Partnership and the Jo Daviess County Watershed Plan. She asked the Board to complete a short survey to collect baseline information about knowledge, beliefs, and interest of key groups and individuals regarding water quality and the area’s unique hydrogeology. The survey will be repeated at the conclusion of the planning work to evaluate the effectiveness of the project’s education and outreach and to develop the overall watershed planning implementation process. Highway Commissioner Winders is a member of the planning committee. The group meets every other month on the second Wednesday, 7:00 p.m., Room 139 of the Elizabeth Municipal Building (formerly HCC West). Meetings are open to the public. Additional information at http://sites.google.com/site/waterprotectionpartnership/ and http://sites.google.com/site/jodaviesscountywatershedplan/ TREASURER’S REPORT AND APPROVAL OF BILLS

The third distribution of property tax payments dated August 25th

was received. The Township received $52,159.43; the Road District received $102,681.06.

The Township received a check for $600 from Jo Daviess County per the agreement originally executed August 20, 2012, between Guilford Township and Jo Daviess County related to the Public Safety Radio Communications System tower on Township property.

Regarding legal fees incurred by Guilford Township related to the Re-districting issue, the Township received checks from Hanover, Menominee, East Galena, West Galena, Vinegar Hill, Dunleith, and Scales Mound Townships totaling $2,409.41. Council Hill Township meets every two months and will address the topic at their next meeting.

The Jo Daviess County Township Officials’ Annual Dinner-Meeting will be held Monday, October 27th at The Elks Club. Social Hour is at 6:00 p.m.; dinner at 7:00 p.m. Cost per person is $17.00 with registrations due by October 17th.

Annual Jo Daviess County Township Dues of $25 is unchanged from previous years and was included with the bills to be reviewed and approved.

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee

Lomax, seconded by Trustee Ripley and unanimously passed by roll call vote, the Board approved payment of $154,747.98 as shown on the Board Audit Report (which included $97,154.78 for Civil Constructors for asphalt paving on West Rawlins Road) as well as payment of bills received after the Report was prepared.REPORTS

Supervisor Wachter reported that the Audit Committee met August 18. Their report stated: We recommend the Township consider implementing the following procedures to strengthen the financial control environment:

1. Grant revenue should be shown separately from other revenues. (For example, if we receive funding to replace signs.)

2. Several of the Township and Road funds are building up large balances. The Township should disclose plans to utilize these funds.

3. (Last year) O’Connor, Brooks & Company recommended that Motor Fuel Tax revenues be recorded in the Township financial records. This recommendation was discussed at a Township Board meeting and, because the Township never receives these funds nor has any control over them, the Board decided to not act on this recommendation.

Regarding large fund balances, as has been mentioned during previous Township meetings, one of the Township’s Long-Range Plan goals is to acquire land for additional equipment storage.

The Road District has two near-future projects with a culvert replacement on Eagle Ridge Drive and our share of the cost for the Longhollow Bridge replacement.

The General Assistance Fund had a one-time transfer out of that fund. While we levy the bare minimum for General Assistance, since there has been little spending from that fund, the balance continues to grow.

The MFT amount will be included in the Annual Report at the Annual Meeting. The auditors indicated verbally that Payroll journal and time cards will also be reviewed next year.

The Township thanks Audit Committee members Frances Peterson, Bob Upton, and Wende Corbett for their service.

Wachter noted the Annual Treasurer’s Report was e-mailed to The Flash to be published in the September 10th edition. O’Connor, Brooks & Co. will complete the Book Asset Detail report (Depreciation) and file the Annual Financial Report with the State.

The next Multi-Township Assessing District Board (MTAD) meeting is Thursday, October 23, at 7:00 p.m. at Scales Mound Town Hall to discuss and approve the Levy for the coming year. The meeting is open to the public.

Supervisor Wachter advised the Board that, after last month’s meeting, he was able to negotiate a better propane price with Mulgrew Oil.

Board members were provided with a copy of the 2014 Legislative Survey sent by TOI. Information from the survey provides TOI’s Legislative Committee direct access to the policy issues each Township determines to be of importance.

Supervisor Wachter concluded his report by noting the Township had received a letter from Illinois Municipal Retirement Fund stating that IMRF will conduct an Executive Trustee Election later this year. Information provided in the letter shows “Governing Body of Guilford Township” is “Authorized to Cast Ballot” for this election. That information was correct as shown and no further action was needed from our Township.

Highway Commissioner Winders reported that Tuesday (August 12) after our August meeting was spent chip sealing Honeycomb Court, West and East Aspen Courts, Bayberry Drive, Persimmon Drive, and Thicket Trace in Thunder Bay 3 of The Galena

Territory. Civil Constructors showed up in the afternoon to unload equipment for Wednesday’s West Rawlins Road overlay (August 13).

Wednesday morning two-hundred tons of scratch coat was laid at various locations to repair the worst discrepancies to be worked on within the one-mile area from Cogan Lane to east of North Clark Lane on West Rawlins Road. Then one-thousand tons of asphalt were laid within that section. Thursday the Township crew added shoulder stone along the new surface.

Permanent one-lane bridge and weight limit postings have been placed on West Guilford Road for the Guilford Road bridge per the Illinois Department of Transportation.

Yellow striping was placed on the freshly paved surface as well as the rest of West Rawlins Road, West Guilford Road, North Morley Road, Blackhawk Trace and the majority of West Wachter Road.

Repairs were made to the 2002 International 4900 dump truck and the John Deere 2955 tractor during the past month, as well as mowing throughout needed areas within Guilford Township. Discharge areas of a large culvert on Grube Road and a structure on Territory Drive have been repaired and reinforced.

Highway Commissioner Winders concluded his report by noting he has been involved in resolving some road dedication issues with Jo Daviess County, The Brannigar Organization, and The Galena Territory Property Owners’ Association and will be asking H. B. Wilkenson to aid in the clarification of these issues.

Township Clerk Bersbach reported that, in compliance with a FOIA request, she provided access to Township records on August 21st, 28th, and September 4th.

On August 15th Bersbach attended the Blackhawk Hills Regional Development Summit at Lake Carroll. Notes from the Summit were provided to the Board.

Bersbach reported Time Cards for the Road District for the coming year were copied at Staples in August.

Trustees Report — None.UNFINISHED BUSINESS

Each Board member was provided with a copy of a proposed Loss Control Policy modeled after wording provided by Township Officials of Illinois Risk Management Association. TOIRMA recommends that the Township adopt a Loss Control Policy. Highway Commissioner Winders advised the Board that safety equipment (such as reflective vests, hearing and eye protection, and chainsaw chaps) is provided to Road Crew members. Trustee Ripley moved the Township adopt the Loss Control Policy as presented; Trustee Stoneburner seconded. By voice vote, approved unanimously.NEW BUSINESS — None.PUBLIC COMMENTS — None.ADJOURNMENT

There being no further business to conduct, Trustee Ripley moved to adjourn the meeting; Trustee Stoneburner seconded. By voice vote, approved unanimously. Meeting adjourned at 8:48 p.m.

Approved by the Board of Trustees: October 13, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

October 13, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Monday, October 13, 2014,

at Guilford Town Hall. The meeting was called to order by Supervisor Wachter. Following the Call to Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter, Trustees Larry Lomax and Wayne Wienen. Absent: Trustees Dan Ripley and Larry Stoneburner. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. MINUTES

A copy of the September 8, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Lomax moved the minutes be approved as presented; seconded by Trustee Wienen. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

The fourth distribution of property tax payments dated September 25th was received. The Township received $51,119.81; the Road District received $100,636.74.

The Township received a check from Council Hill Township for legal fees incurred regarding the Redistricting issue. Checks have been received from all the Townships which agreed to participate.

After all bills presented were reviewed by the Trustees, upon a motion made by Supervisor Wachter, seconded by Trustee Wienen and unanimously passed by a roll call vote, the Board approved payment of $57,357.87 as shown on the Board Audit Report as well as payment of the bills received after the Board Audit Report was prepared.REPORTS

Supervisor Wachter reported the Township received confirmation of submission of the 2014 Annual Financial Report to the Office of the State Comptroller on September 24, 2014.

The Township’s Annual Treasurer’s Report for Fiscal Year 2014 was published in The Flash on September 10th, 2014.

The Township received the TOIRMA Annual Financial Report (Township Officials of Illinois Risk Management Association) showing Total Assets for 2014 at $92,300,541.00, an increase of over $4 million dollars from the amount reported in 2013. The Chairman of TOIRMA said the Board of Trustees again declared a dividend to those members who have been in the program for five consecutive years. It is the 23 rd

consecutive year that a dividend was declared in spite of rising business costs, including claims, and fluctuating investment returns. Although dividends are not guaranteed, they remain an important return to TOIRMA members.

Supervisor Wachter concluded his report by noting the Township also received the Annual Member Survey from TOIRMA asking members to evaluate the program based on our requirements, experience of having to report a claim and the claim handling

process, and make suggestions for changes or improvements to the program. The survey was completed and returned. We’ve never had a problem with claim service and are extremely satisfied with this insurance coverage. This is a great service provider for our Township.

Highway Commissioner Winders reported that Chip Seal was laid on various areas within Guilford Township to finish this year’s road surface program.

White striping was applied to West Rawlins and West Guilford Roads. Hot mix patches were placed on areas as needed.

Dirt work and culvert cleaning were done on ditch lines along North Clark Lane, Valley Road, and Cogan Drive.

A culvert crossing Cogan Drive was lined with a plastic culvert liner to prevent further deterioration of the bottom of the metal culvert. The galvanized surface has rusted and pin holing is prevalent within the first couple feet of the intake and discharge ends.

Cutting and trimming of tree limbs and brush removal was done within needed sections of Township roadways.

Highway Commissioner Winders concluded his report by advising the Board he would like to buy a new single axle truck during this fiscal year. Line item Equipment Purchase has adequate funds.

Clerk Bersbach gathered documents from the Clerk’s files as requested by Supervisor Wachter for O’Connor, Brooks & Company to prepare the Annual Financial Report.

Bersbach concluded her report by noting the Audit Report and the Treasurer’s Report were filed at the County Courthouse September 9th. The Annual Financial Report was filed at the County Courthouse on September 26th.

Trustees Report – None.UNFINISHED BUSINESS – None.NEW BUSINESS – None.PUBLIC COMMENTS – None.ADJOURNMENT

There being no further business to conduct, Trustee Lomax moved to adjourn the meeting; seconded by Trustee Wienen. By voice vote, approved unanimously. Meeting adjourned at 8:16 p.m.

Approved by the Board of Trustees: November 10, 2014

GUILFORD TOWNSHIP BOARD MEETINGGuilford Town Hall, 1973 W. Rawlins Road

Elizabeth, Illinois

December 8, 2014, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Monday, November 10,

2014, at Guilford Town Hall. The meeting was called to order by Supervisor Wachter. Following the Call to Order, the Pledge of Allegiance to the Flag was recited.ROLL CALL

Present: Supervisor Francis Wachter, Trustees Larry Lomax, Larry Stoneburner and Wayne Wienen. Absent: Trustee Dan Ripley. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders.MINUTES

A copy of the November 10, 2014, meeting minutes was provided to each Board member prior to the meeting. Supervisor Wachter asked if there were any amendments to the minutes. There being none, Trustee Stoneburner moved the minutes be approved as presented; seconded by Trustee Wienen. By voice vote, approved unanimously.TOWNSHIP AND ROAD DISTRICT LEVIES

The proposed 2014-2015 Levy for the Township is $270,438 ‒ slightly less than a 5% increase over what was extended to the Township.

The Board previously reviewed the proposed Levy at the November Township meeting. Trustee Lomax moved to adopt the Township Levy as presented; seconded by Trustee Stoneburner and passed unanimously by roll call vote.

The proposed 2014-2015 Levy for the Road District is $531,887 ‒ slightly less than a 5% increase over what was extended to the Road District.

The Board previously reviewed the proposed Levy at the November Township meeting. Trustee Lomax moved to adopt the Road District Levy as presented; seconded by Trustee Wienen and passed unanimously by roll call vote.TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter reported the final property tax distribution dated November 6, 2014, was received. The Township received $56,325.60 plus $83.32 interest; the Road District received $110,884.92 plus $164.03 interest.

The Township received a $20 check from Jo Daviess County for Town Hall rental for the November elections. Also received was a check for $6,600.00 through Jo Daviess County from Elizabeth Township to reimburse for HFE90 oil (to General Road Fund 303-553).

After all bills presented were reviewed by the Trustees, upon a motion made by Trustee Stoneburner, seconded by Trustee Lomax and unanimously passed by a roll call vote, the Board approved payment of $46,890.48 as shown on the Board Audit Report as well as payment of the bills received after the Board Audit Report was prepared.REPORTS

Supervisor Wachter reported the annual meeting of the Chief County Assessment Officer with the Township Assessors was held Wednesday, December 3rd at the Courthouse.

The Township obtained a copy of the Certificate of Liability Insurance regarding Guilford Township’s Agreement with Jo Daviess County for County’s Radio Communication System with Guilford Township named as an “additional insured” on the policy. A copy of the Certificate was faxed to Beth Eyrich, TOIRMA Underwriter.

A number of Bills were recently signed into law. Effective June 18, 2014, Public Act 98-653 affects 60 ILCS 1/30-10 Notice of meeting and Agenda. Notice of time and place of holding the Annual and any special Town meetings must now be given 15 days before the meeting, changed from 10 days. Not less than 15 days before the Annual meeting, the Township board shall adopt the agenda for that meeting, also changed from 10 days.

Also affected is 60 ILCS 1/30-50 which makes changes regarding purchase and use of property. Notices regarding change in the “use” of the township’s corporate property must now be given 15 days prior, changed from 10 days. There were also changes related to disposition of Town or Road District “personal” property.

P.A. 98-653 also affected 60 ILCS 1/30-205 which deals with advisory referenda. Any group of registered voters may request an advisory question of public policy for consideration by the electors at the annual meeting by giving written notice of the specific advisory question to the township clerk no later than March 1 prior to the annual meeting. The request must be relevant to powers granted to electors under the Township Code. Signed into law July 22nd was House Bill 3794 which allocates $1.1 billion from unobligated bonding authority for capital programs, including around $16 million for Township road projects.

Supervisor Wachter concluded his report by noting that Senate Bill 2980 was signed into law August 26th (affecting 60 ILCS 1/70-15 fiscal duties). It provides that the supervisor shall prepare and file with the township clerk a full unaudited statement of the financial affairs of the township and allows for distribution of the unaudited statement at the Annual Town meeting rather than the Clerk reading it aloud.

Highway Commissioner Winders reported that the Highway Crew spent the second work week of November preparing equipment for the winter season. Saturday evening, November 15th, brought the first snow to plow which continued through the night with plowing ending on Sunday morning. With cold ground temperatures throughout the next week and freezing rain the following early Saturday morning, things were interesting. Winders said ice skates should have been the mode of transportation during the morning. Sunday, November 23rd, brought warming temperatures and rain, but by Monday morning the rain began to turn to snow and roads became slick.

During early November the Road District Crew finished insulating the third bay.Highway Commissioner Winders concluded his report by noting that Willett-Hoffman

Engineering has sent the plans for the temporary repairs on the Guilford Road Bridge. The repairs have been started and will continue as long as weather permits and other priority work is not needed.

Clerk Bersbach reported that since the last meeting she ordered a new Record Book from Byers Printing, typed more pages from the first Township record book, set up electronic files for 2015, turned in ink cartridges at Staples, posted the updated Waste & Recycle information to the Township’s website, reviewed the status of legislation that affects Townships, and worked on the past five years of Supervisor’s Annual Financial Statement to include the statement that neither the Township nor the Road District has any indebtedness. (Ref.: 60 ILCS 1/70-15.)

Trustees Report – None.UNFINISHED BUSINESS – None.

NEW BUSINESSThe Township has received written notification from Trustee Ripley stating: “Recent

changes in my life have restricted me from serving as Township Trustee. Please accept my resignation. I will miss our work but this decision is best for the Guilford Township. Thank You, Dan Ripley.”

The Township accepted Trustee Ripley’s resignation with regret and appreciates the years of service he gave to Guilford Township.

Board members were provided with a copy of the 2015 Meeting Schedule for regular Township meetings which will be posted on the Township’s bulletin board and on the Township’s website.

Highway Commissioner Winders requested the following Transfers of Appropriation for Guilford Road Bridge repairs: The first transfer is from the unexpended balance of the line item Special Joint Bridge Fund‒Eagle Ridge Drive Drainage, Account #360-502, to General Road Fund-Maintenance Service‒Road, Account #360-525, the sum of Two-Thousand-Five-Hundred and No/100 Dollars ($2,500.00) making the adjusted appropriation for the first line item aforesaid Seventy-Six-Thousand-Five-Hundred and No/100 Dollars ($76,500.00), for the second line item aforesaid Five-Thousand-Five-Hundred and No/100 Dollars ($5,500.00).

Trustee Stoneburner moved to approve the above Transfer of Appropriation; Trustee Wienen seconded; passed unanimously by roll call vote

The second transfer is from the unexpended balance of the line item Special Joint Bridge Fund-Eagle Ridge Drive Drainage, Account #360-502, to Special Joint Bridge Fund-Maintenance Service‒Bridge, Account #360-527, the sum of Six-Thousand-Five-Hundred and No/100 ($6,500.00) making the adjusted appropriation for the first line item aforesaid Seventy-Thousand and No/100 Dollars ($70,000.00), for the second line item aforesaid Six-Thousand-Five-Hundred and No/100 Dollars ($6,500.00).

Trustee Wienen moved to approve the above Transfer of Appropriation; Trustee Stoneburner seconded; passed unanimously by roll call votePUBLIC COMMENTS – None.ADJOURNMENT

There being no further business to conduct, Trustee Lomax moved to adjourn the meeting; seconded by Trustee Wienen. By voice vote, approved unanimously. Meeting adjourned at 8:27 p.m.

Approved by the Board of Trustees: January 12, 2015