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

Elizabeth, Illinois

January 9, 2012, 7:30 p.m.

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

9, 2012, 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.MINUTES

A copy of the December 12, 2011, 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

Per TOI’s website, the IRS announced 2012 Standard Mileage Rates beginning January 1. Mileage re-imbursement for business miles driven remains at 55 1/2 cents per mile.

Per information downloaded from the IRS website, the Temporary Payroll Tax Cut Continuation Act of 2011 temporarily extends the two percentage point payroll tax cut for employees, continuing the reduction of their Social Security tax withholding rate from 6.2 percent to 4.2 percent of wages paid through February 29, 2012. This reduced Social Security withholding will have no effect on employees’ future Social Security benefits.

Supervisor Wachter asked if the Trustees had any concerns regarding the current Investment Policy. All Township funds are in First Community Bank. Interest on the Sweep Account is about 1.25%. It was decided we would go another year as is but Wachter will check with other financial institutions to see if there are any better rates offered.

The Township received two checks totaling $79.22 from the Illinois Comptroller’s office – one for the Township in the amount of $32.95 and one for the Township Road District in the amount of $46.27. Both checks were for “personal property replacement tax.”

Guilford Township Board Meeting, November 8, 2010Bills received after the Board Packs were assembled were given to the

Trustees for review. The total for approval on the Board Audit Report was $37,571.83. After all bills presented were reviewed, Trustee Stoneburner moved the bills be approved for payment. Trustee Wienen seconded. By roll call vote, approved unanimously.REPORTS

Supervisor Wachter reported the annual Certificate of Status of Exempt Property was received from the County. This is a list of Township properties that are exempt from property taxes. The information for the four properties listed will be verified then filed with the County Assessor’s office before the end of January as required.

Wachter received an additional Certificate of Status of Exempt Property on two other pieces of property. He checked with Assessor, Theresa Cole, who advised that Parcel Number 08-000-112-03 Mill Creek Road was the Hammer Cemetery. Parcel Number 08-000-037-03 N. Ford Road is the Ebenezer Cemetery. These are both private cemeteries. Per telephone conversation with the Assessor’s office, Wachter was advised to disregard this notice.

The Census Bureau sent an e-mail regarding the 2012 Boundary and Annexation Survey (BAS): Contact Update / Advance Response form. The information was completed and returned last month.

The 2012 Education District program dates have been posted on TOI’s website. The Supervisors Zone I Workshop will be in Rockford on Wednesday, June 20. Education District 7 will meet in Rockford Thursday, July 12. More information about the programs will be in upcoming issues of Township Perspective.

Information published in Township Perspective last year states: “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.”

To find the 38 powers granted to electors, go to 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.

Guilford Township Board Meeting, November 8, 2010Information on TOI’s website mentions recent amendments to the Open

Meetings Act. An e-mail from Bryan Smith at TOI states there will be an article in the January issue of Township Perspective with more details.

Wachter has not yet heard from Chief County Assessment Officer, Donna Berlage, regarding the meeting of Township Supervisors and Clerks.

Supervisor Wachter concluded his report by noting receipt of a letter from Bryan Smith, Executive Director, TOI (Township Officials of Illinois) regarding TOI’s Salary Survey. “Illinois Statute requires that salaries for the new upcoming term must be set at least 180 days before the term begins (by November 21, 2012) for all township officers.” “Salaries for multi-township assessors and MTAD board members must be set at least 150 days before the election (by November 10, 2012).”

TOI asks that the survey be completed and returned no later than March 1, 2012.

Highway Commissioner Winders reported the end of 2011 brought relief for the Guilford Township road crew. A snow during the late hours of December 16th had the plow crew out during the early hours of Saturday, the 17 th. Some light freezing drizzle during the week between Christmas and New Year’s led to some light sanding of slick spots. Otherwise, all has been pretty quiet in Northwest Illinois during this early portion of winter.

Brush cutting has been the primary agenda for the crew, as well as some patching. To be sure, the warmer-than-normal temperatures are a great savings for the entire area.

Clerk Bersbach reported the Township and Road District Levies were filed at the Courthouse December 13, 2011.

In compliance with a FOIA Request, the clerk provided access to Township records for two hours each December 15th, 22nd, 29th and on January 5th. Hours in 2011 totaled 48 1/2.

Bersbach received an e-mail from a Township citizen regarding an error message when trying to access the Township’s Website. Bersbach sent an e-mail to Jerry Crabtree at TOI. The problem was resolved the next day.

The list of Township officials required to file a Statement of Economic Interests was faxed to the County Clerk Tuesday, January 3, 2012. This is an annual requirement. Bersbach had sufficient blank forms from last year to save County the expense of mailing the forms. Board members returned their completed forms to the Clerk who will file them with the County Clerk, as required.

The Township received a letter from The Galena Gazette with an “official request” asking “to be informed of all meetings, including board meetings and committee meetings.” The Public Notice listing the schedule of Township meetings was e-mailed to The Galena Gazette, as well as to The Flash and The Territory Times. The Galena Gazette followed with an e-mail asking to be sent

Guilford Township Board Meeting, November 8, 2010agendas as well, via fax or e-mail, prior to the meetings. Agendas will be provided as requested/required.

Trustee Ripley commented on a recent article in the Jo Carroll Energy publication. Effective January 1, 2012, Illinois Public Act 97-0287 requires manufacturers of electronics to provide free recycling options and bans TVs, computers (includes desktop, notebook and tablet), monitors, printers, computer peripherals, scanners, fax machines, and small scale servers, VCRs and DVD players, MP3 players, and gaming systems from landfills.

These products contain lead, mercury, arsenic, cadmium and beryllium which are toxic and must be properly managed to avoid groundwater and soil contamination.

http://www.epa.state.il.us/land/electronic-waste-recycling/consumer-education.html lists collection locations. The Dubuque Telegraph Herald’s article mentioned that the Dubuque Metropolitan Solid Waste Agency will recycle some items. Call (563) 589-1720 or visit www.dmaswa.org for more information.

Trustee Ripley talked with Gordon Montgomery (Montgomery Trucking). At this time, electronics are taken to the Quad Cities for proper disposal. There is some concern that if there isn’t a convenient, legal location for area consumers, they may improperly dispose of their hazardous electronic waste; groundwater and soil would still be at risk for contamination.UNFINISHED BUSINESS – None.NEW BUSINESS

Highway Commissioner Winders asked the Board to pass the Township Weight Limit Road Posting Resolution 2012, Number 001, to be enacted when the Highway Commissioner deems it needed. Trustee Wienen so moved, seconded by Trustee Stoneburner. By voice vote, approved unanimously.

Regarding the Traffic Sign Retro-Reflectivity Program for Guilford Town-ship, the December 2007 final rule from the Federal Highway Administration (FHWA) established compliance dates. In January 2008 the FHWA enacted new requirements for maintaining minimum levels for retro-reflectivity for traffic signs.Highway Commissioner Winders explained that requirements established through the national Manual on Uniform Traffic Control Devices (MUTCD) “apply to all agencies that maintain roadways open to public travel.”

There are about 220 traffic signs in the Township. The Township Highway Department must conduct periodic daytime inspections, document the sign type, location, and condition of every sign, and keep records on file. The inspections will also identify “any damaged, deteriorated, or obscured signs, or other sign problems that require immediate corrective action in the interest of traffic safety”; and, identify “any signs or sign installations that do not meet the standards and requirements set forth in the MUTCD.” The Township will take

Guilford Township Board Meeting, November 8, 2010appropriate and reasonable steps to correct any sign problems / deficiencies identified.

In 2011 the Highway Commissioner and the Clerk set up a file to inventory each of the approximately 220 traffic signs in the Township and record the necessary information. During that process, the Highway Commissioner also inspected and noted the type, location, and condition of the traffic signs.

By 2015 the Township must comply with requirements for most traffic signs related to retro-reflectivity and larger sizes. By 2018 the street name signs will be included. The Township will have considerable expense to change signs. In the case of the larger signs, new brackets will also have to be purchased; we can still use the same posts.

Following discussion of the requirements, Trustee Ripley moved to adopt the Traffic Sign Retro-Reflectivity Program for Guilford Township; seconded by Trustee Stoneburner. By voice vote, approved unanimously. PUBLIC COMMENTS – None.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 8:34 p.m.

Approved by the Board of Trustees: February 13, 2012

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

Elizabeth, Illinois

February 13, 2012, 7:30 p.m.

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

February 13, 2012, 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 Larry Stone-burner. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Absent: Trustees Dan Ripley and Wayne Wienen. Also present: John Hay, candidate for County State’s Attorney, and Gary Diedrick, Township citizen.MINUTES

A copy of the January 9, 2012, 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 Stoneburner. By voice vote, approved unanimously.BID OPENING

At 7:45 p.m. Highway Commissioner Winders opened the bids for the “new model year 2012-2013 Dump Truck Chassis” and the Clerk recorded the bids:

Peterbilt – Rockford: $94,950 outright purchase; $100,640 with optional Allison automatic transmission.

Truck County – Dubuque: $85,364 outright purchase; $96,427 with optional Allison automatic transmission.

Hawkeye Truck & Trailer (“International”) – Dubuque: $78,970 outright purchase; $84,000 with optional Allison automatic transmission.

The Township has purchased equipment from Hawkeye Truck & Trailer in the past. On the basis of the information submitted, Trustee Lomax moved to contract with Hawkeye Truck & Trailer of Dubuque for the equipment purchase to include the optional Allison automatic transmission at $84,000; seconded by Trustee Stoneburner. By roll call vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS Supervisor Wachter reported that in January the Township received two checks from the Illinois Comptroller’s office totaling $337.56 – for the

Township in the amount of $140.40 and for the Township Road District in the amount of $197.16. Both checks were for “personal property replacement tax.”

Wachter noted that the 2012 Salary Survey information requested by TOI (Township Officials of Illinois) has been completed and returned. TOI will provide an evaluation of salaries in similar townships in ample time for the Board to make an educated decision on salaries for the next term.

The Postal Service rate for the first ounce has increased from 44 to 45 cents; the second ounce remains at 20 cents. The Postal Service does not receive tax dollars for its services. The increase is based on the Consumer Price Index which was 2.1%.

Among the bills given to the Trustees to review at the meeting was the 2012 Annual Trustees Division Dues of $30 – unchanged from previous years.

Bills received after the Board Packs were assembled were given to the Trustees for review. The total for approval on the Board Audit Report was $51,132.48. After all bills presented were reviewed, Trustee Stoneburner moved the bills be approved for payment. Trustee Lomax seconded. By roll call vote, approved unanimously.GUEST – JOHN HAY

Mr. Hay thanked the Board for the opportunity to introduce himself as a candidate for Jo Daviess County State’s attorney, gave a brief synopsis of his background, and spoke of the duties of the State’s Attorney. He answered a number of questions and indicated, if elected, he would try to attend a meeting in each Township at least once a year as a way to keep lines of communication open.REPORTS Supervisor Wachter reported the next Multi-Township Assessment District (MTAD) Board meeting will be at Council Hill Town Hall Thursday, March 8, at 7 p.m., to set the annual budget and the meeting dates for the year. The meeting is open to the public.

Wachter stated the December 29, 2011, Finance, Tax and Budgets Committee meeting report shows that the Committee unanimously supports the Chief County Assessment Officer’s recommended Option #1 for redistricting the multi-township assessment districts. This option would allow four assessment districts which would align with the current quarter quads and the numbers of parcels are divided proportionally among the districts.

“The Chief County Assessment Officer shall prepare maps and distribute them before August 1, 2012. Between August 1 and Sept 15, 2012, the Township Board of Trustees shall meet and determine if suggested assessment districts are acceptable. If not acceptable, the Township must determine an alternative Multi-Township Assessment District.”

Wachter advised that the Township received notification of two property tax protests. The threshold for these notifications being sent to taxing bodies is when the amount protested is $100,000 or more.

The Annual Township Officials of Illinois Risk Management Association (TOIRMA) Renewal Packet for 2012-2013 coverage was received in January. Highway Commissioner Winders and Supervisor Wachter completed the requested information and returned the packet to TOIRMA. The new premium amounts will be due June 1, 2012.

The annual Certificate of Status of Exempt Property has been updated and was filed with the County Assessor’s office January 11.

Wachter noted the Township received a letter from the Illinois State Attorney General regarding recent amendments to the Open Meetings Act. Effective January 1, 2012, training is now required for all public officials. Current officials have one year to take the training. There will be detailed information in Board Packs next month that will include the website address for the on-line training.

The 30th Annual Township Topics Day will be held May 8 in Springfield. This is an opportunity for Township officials to meet with legislators and others in the State Capitol to discuss matters that directly affect Township government. Registration is $75; deadline to register is April 16.

The U.S. Census Bureau (U. S. Department of Commerce – Economics and Statistics Administration) sent a Survey of Residential Building or Zoning Permit Systems. They use the information to update their list of jurisdictions that issue building or zoning permits. Guilford Township does not issue such permits. The survey was completed and returned. Wachter mentioned the January 29 Telegraph Herald which contained a Think Green Advertising Supplement that featured information about T&T Iron and Metals, Inc. They are now accepting E-scrap (electronic waste). According to the article, “T&T proudly becomes a registered collector of e-scrap in the State of Illinois.” They will take residential, commercial, and industrial e-scrap. There was an extensive list of what they accept, free of charge when you bring it to them. Call 815-747-2334.

A copy of that article was in the Trustees’ Board Packs; Wachter also made a copy available to The Galena Territory Civic Affairs Committee Chair, Gary Diedrick. Waste & Recycle is an item they have also focused on.

Wachter called the Telegraph Herald to see if the Township could obtain an additional supply of the full supplement to make available to Township citizens. They advised they did not have any extras but it would be okay for the Township to make copies. A copy of the full supplement was also made available to Diedrick.

The topic for this year’s Galena Rotary Roundtable is “Blue Gold…WATER, Our #1 Liquid Asset.” The event will be held Wednesday, March 21,

8:30 a.m. at Eagle Ridge Resort and Spa. Pre-registration is $35 or $40 at the door and includes lunch. Pre-registration forms are available at most Jo Daviess County banks, the Galena Gazette or on the Galena Rotary website at www.galenarotary.org This expense would be reimbursable by the Township if anyone from the Township Board would like to attend.

Supervisor Wachter concluded by reporting on the January Elizabeth Ambulance Meeting. The meeting was held on January 31 as there was no quorum on the date of the regularly scheduled meeting. A copy of the Policy and Procedures Manual was distributed. It is to be reviewed and discussed at the April meeting.

The financial reports were presented and accepted; the coordinator’s benefits were discussed. There were 212 calls in 2011; there have been 19 calls through the end of January 2012. There was some discussion regarding assisting Hanover Ambulance District; they are having difficulty with coverage. Josh Winter recently completed National Paramedic Certification.Highway Commissioner Winders reported that a large portion of mid-through-late January was spent removing snow. Two snows ended up being all-day affairs during the work week which kept the equipment moving through the early morning hours to enable the school bus and those who work to arrive at their destinations safely and throughout the daily routines into evening for a safe transit home.

During the last days of January and the start of February freezing drizzle and fog encompassed the area as the weather warmed to melt the snows. After going through the machinery following the plowing, brush cutting has once again resumed.

Clerk Bersbach reported the Annual Statements of Economic Interests were filed at the County Courthouse January 11 as required.

Bersbach went on-line and completed the Open Meetings Act and Freedom of Information Act training certification, gave a copy of each certificate to Supervisor Wachter and also posted a copy of the certificates on the Township’s bulletin board. As the Township’s FOIA Officer and OMA representative, this is an annual requirement for her. In compliance with a FOIA Request, Bersbach provided access to Township records for two hours each January 26th, February 2nd, and February 9th.

Information on the Township’s website was updated. Bersbach collaborated with The Galena Territory’s Civic Affairs Committee and the GTA’s Natural Resources Manager, Emily Lubcke, to include new information on where to safely dispose of electronic items and added that to the Waste & Recycle Information on the Township’s website and posted it on the Township’s bulletin board.

Copies of the Waste & Recycle Information was put in the Township Board packs, supplied to the GTA’s Ladies’ Coffee group and will also be provided to

the Men’s Coffee group. Bersbach also e-mailed Waste & Recycle information to public officials who had an e-mail address in the Jo Daviess County Reference and Yearbook and asked everyone to share it with friends, family, and neighbors.

As Supervisor Wachter mentioned in his report, the Telegraph Herald said the Township could make copies of the Think Green advertising supplement. Bersbach made 30 sets of copies and will leave them on the Town Hall table for anyone who is interested in obtaining one.

Bersbach plans to attend the July 12 Education District program in Rockford. Of particular interest is: Preparing for the 2013 Elections in Township Government.

Bersbach attended the Project Yes one-day follow-up session January 24. The program built on the two-day seminar last fall on how to develop relationships and help foster a spirit of greater cooperation in the community.

One exercise participants engaged in was interviewing another person then introducing them to the group. Bersbach chose one of the program presenters who was from the United Kingdom. After asking the four required questions, Bersbach asked what city he lived in. He mentioned a village, said she would not have heard of it as it was very small, but it was near a larger community called… Guilford.

Clerk Bersbach concluded by stating she does plan to attend the Rotary Roundtable mentioned in the Supervisor’s report.UNFINISHED BUSINESS – None.NEW BUSINESS

Highway Commissioner Winders was informed of HB 4987 going to the rules committee by the TOI Highway Commissioners’ Division. The “short description” of the bill states “Twp CD-Discontinue Twp Org.” It would affect Townships in counties with populations of 50,000 or more inhabitants.PUBLIC COMMENTS

Township Citizen Gary Diedrick mentioned that in the next couple weeks a bill related to the Prevailing Wage Act will be introduced to set a $20,000 threshold. Diedrick indicated some Jo Daviess County officials planned to attend.

John Hay again thanked the Township Board for the time allowed to him and the opportunity to meet the Board members.ADJOURNMENT

There being no further business to conduct, Trustee Lomax moved to adjourn the meeting. Trustee Stoneburner seconded. By voice vote, approved unanimously. Meeting adjourned at 8:45 p.m.

Approved by the Board of Trustees: March 12, 2012

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

Elizabeth, Illinois

March 12, 2012, 7:30 p.m.

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

12, 2012, 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: Gary Diedrick, Township citizen.MINUTES

A copy of the February 13, 2012, 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 Stoneburner. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

A copy of the statement from Township Attorney Robert Roth to renew the Annual Township Retainer in the amount of $350 for Fiscal Year 2012-2013 was in the Board Packs.

Also in the Board Packs was a copy of the notice for payment of the Township Clerk’s annual dues in the amount of $35, up $5 from the previous year. As mentioned in this month’s Township Perspective, the increase is so that adequate funds are available for education sessions and the revised Clerk’s Manual.

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

Bills received after the Board Packs were assembled were given to the Trustees for review. The total for approval on the Board Audit Report was $233,004.47. After all bills presented were reviewed, Trustee Wienen moved the bills be approved for payment. Trustee Lomax seconded. By roll call vote, approved unanimously.Note: Of the amount approved for payment, $80,000 is being transferred from the General Town Fund to the General Road and Bridge Fund as approved by the Township electors at the April 2011 Annual Township Meeting; $84,000 is

for new equipment purchased (see February minutes); and $28,325.18 represents an overpayment returned to IEMA.BID OPENING

At 7:45 p.m. Highway Commissioner Winders opened the fuel bids for diesel and gasoline for the period of April 1, 2012, through March 31, 2013. The fixed annual bid price is to include all state and federal taxes where applicable. The Clerk recorded the bids, as follows:

FS Stephenson Service Company, Freeport IL: #2 soy diesel at $3.568 per gallon; #1 diesel at $3.682 per gallon; gasoline $3.276 per gallon.

Mulgrew Oil Company, Dubuque IA: #1 and #2 diesel $3.95 per gallon; gasoline $3.70 per gallon.

Trustee Ripley moved to accept the bid from FS Stephenson Service Company; seconded by Trustee Lomax. By voice vote, approved unanimously.REPORTS

Supervisor Wachter commented on the passing of Dick Peterson on March 2, 2012, noting that he was a volunteer EMT, Fireman, and active volunteer in numerous organizations in the county. Wachter recalled that Peterson assisted with conducting a CPR class at our Town Hall in March 2010. The community has lost a valuable citizen who will be greatly missed.

Wachter reminded the Board the Rotary Roundtable, “Water, Our #1 Liquid Asset,” is Wednesday, March 21, at Eagle Ridge Resort. Pre-registration is $35.

The Multi-Township Assessing District (MTAD) Meeting was held Thursday, March 8, at Council Hill Town Hall. The tentative budget was proposed with a beginning balance of $1,850 and $14,270 revenue from property taxes. Salaries for the assessor, a helper, and six MTAD Board members total $13,000; payroll taxes equal $1,000. Other expenses in the budget for next year included $800 for mileage; $150 for publishing; $500 for insurance; $150 for office supplies; $520 for contingencies, and an ending balance next year of zero.

There will be a Public Hearing at 7:00 p.m., May 3, at Guilford Town Hall to adopt the MTAD budget of $16,120 for FY 2012-2013.

The MTAD schedule of meetings was also set as follows: Date Time Town Hall Purpose05/03/2012 7:00 p.m. Guilford Public Hearing/Adopt Budget, Discuss Referendum 09/27/2012 7:00 p.m. Scales Mound Levy, Salaries, Discuss Referendum11/08/2012 7:00 p.m. Scales Mound If needed, to adopt Levy03/14/2013 7:00 p.m. Council Hill Tentative Budget, Set Meeting Dates

All meetings are open to the public.Our rate was lowered several years ago; we’ve been losing ground every year

since then and are barely making it. The problem was made even worse by the lowered CPI which meant we did not even receive the amount of money for

which we had levied. Since the amount levied is based on the amount received in the previous year, this has had a downward domino effect. We may have to consider a referendum and will research the requirements involved. Wachter spoke with Bryan Smith at Township Officials of Illinois. One possible option is for each Township in our MTAD to put a line item in the Budget and Appropriations Ordinance to execute an intergovernmental agreement. We will continue to check out our options.

Supervisor Wachter received notification from the Chief County Assessment Officer that the meeting scheduled for Township Supervisors and Clerks to review proposed MTAD re-districting was Monday, March 12, the same date as our regularly scheduled monthly Township meeting. Her office e-mailed the power point presentation to Supervisor Wachter and a copy was in each Trustee’s Board Pack for review.

Our current MTAD (Council Hill, Guilford, and Scales Mound) has a Final Value (2010 – before exemptions) of $218,145,970 with 4,098 parcels. Our MTAD assessor is paid $2.68 per parcel – the lowest of any of the current assessment districts. The highest paid per parcel is $11.06; the average is $5.40.

The Option for consideration divides the County’s 23 Townships into four MTADs, the number of parcels in each District being roughly equal. The current combined total wages for all assessors is $121,082 for the 22,412 parcels being assessed. If that dollar amount is divided by four assessors, the annual compensation before taxes would be about $30,270 with no benefits. It would reduce the number of assessors but not necessarily reduce the overall cost of providing property tax assessing. Some of the current assessors would be running for election against each other.

Re-districting is proposed after each Census. If the Townships do not agree with the proposed re-districting plan, they may develop their own plan. Townships must notify the Chief County Assessment Officer of their decision by August 1.

The Township received an e-mail from the U.S. Census Bureau. Director Dr. Robert Groves testified before a U.S. House of Representatives subcommittee with an update on reforms to make the agency more efficient and effective and to report on the status of the American Community Survey. Per the enclosed letter from the Chamber of Commerce of the United States of America, a wide spectrum of economic sectors use data from the decennial census and the related American Community Survey for monitoring trends to make informed decisions regarding strategic development opportunities that ultimately drive economic growth.

Wachter remarked that Open Meetings Act Training was briefly mentioned at last month’s meeting. This month’s Board Packs contained instructions for taking the OMA training and the web site address. The training needs to be completed by the end of this calendar year. Township officials were reminded to

print the certificate of completion and give a copy to Supervisor Wachter or to the Township Clerk. Trustee Wienen turned in his OMA Certificate, commenting it did not take long and was not hard to do.

Supervisor Wachter concluded his report with a brief overview of some of the topics discussed at the February 21 Jo Daviess County Legislative Committee meeting: the Prevailing Wage Bill (HB 4537) and letters from various area towns, townships, and districts that show community support (Guilford Township sent the County two letters of support); the Action Alert Program – a website link for Legislative Alerts that has been added to the Jo Daviess County website; railroads – extended blockages of road crossings; disposition of $50 foreclosure fees being sent to Cook County and not staying in the county of the property being foreclosed; and possible actions by JDC School Districts to request Illinois State Legislature to change procedures to permit the school districts to override the 1/2 % sales tax legislation and increase to 1% as passed by non-binding county referendum.

Highway Commissioner Winders reported that since the February 13, 2012, meeting, wet windy snows were the order for the month of February. Wet weather generally proceeded to snow, softening the shoulders and allowing snowman-sized portions to roll off the plows. The size of the discharges made it imperative we remove them as far as possible from the traveling surface so as not to leave damaging obstructions from night-time freezing on the traveling surface. That removal has perplexed some constituents because some shoulders on Township road right-of-ways were occasionally disturbed.

The third week in February brought about the yearly eight hour Miner refresher safety meeting, conducted by the Mine Safety and Health Administration. This is a federal requirement needed to be completed by any employee entering an active open pit quarry.

The new tandem cab and chassis was ordered from Hawkeye Truck and Trailer Sales in Dubuque. We have been working on rebuilding the spray bar on the 1973 Etnyre oil distributor mounted on a 1972 International Cargo Star. The system was purchased and has been used each summer by Guilford since 1989.

Winders plans to request bids on the truck equipment package for the tandem cab and chassis that is on order. Bid opening will be Monday, April 9, 2012, 10 a.m. at Guilford Town Hall.

Highway Commissioner Winders concluded his report by stating the thaw of 2012 may go down as the first year since he was employed by the Township in 1982 that the need for seasonal road posting has not been necessary.

A copy of the Annual Highway Commissioner’s Report was provided to each Trustee in the Board Packs.

Clerk Bersbach reported that in compliance with a FOIA request, she provided access to Township records two hours on February 16.

At the request of the Highway Commissioner, Bersbach faxed the Public Notice to be published in the Galena Gazette for fuel bids and created a form on which to record the bids.

Bersbach concluded by noting in the past month information on the Township’s website on the Home Page and on the Highway Department page was updated.Trustees Report – None UNFINISHED BUSINESS – None.NEW BUSINESS

Supervisor Wachter reported that each Board member received a copy of the proposed Agenda for the Annual Meeting in their Board Packs. Per 60 ILCS 1/30-10, the Annual Meeting Agenda must be set at the March meeting. The proposed Agenda for the 2012 Annual Meeting is:

1. Call to Order2. Elect a Moderator3. Review the 2011 Annual Meeting Minutes4. Review the Financial Reports5. Power to Transfer Funds6. Set the date and time of the 2013 Annual Meeting (April 9, 7:30 p.m.)7. Adjourn“Any 15 or more registered voters in the township may request an agenda

item for consideration by the electors at the annual 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 the powers granted to electors under the Township Code.”

Supervisor Wachter noted the Clerk did not receive any requests from Township citizens for items to be put on the Agenda. There were no changes or additions to the proposed Agenda. Trustee Stoneburner moved to approve the proposed Annual Meeting Agenda; seconded by Trustee Ripley. By voice vote, approved unanimously.

At the 2011 Annual Meeting, the Township’s Electors gave the Board power to transfer funds as needed. Trustee Wienen moved to transfer surplus (reserve) funds of $80,000 as shown in the Town Budget and Appropriation Ordinance adopted May 9, 2011, and that said funds be transferred to the General Road and Bridge Fund. Trustee Stoneburner seconded. By voice vote, approved unanimously.

As recommended last year by the auditors, the bookkeeper will issue a check from the General Town Fund payable to the General Road and Bridge Fund.

Supervisor Wachter reported receipt of a letter from Bryan Smith of Township Officials of Illinois that stated “We have been presented with an

opportunity to enter into a new program that will enable the people in your Township to have a Drug Discount Card Program as well as providing additional revenue to your Township.”

The letter went on to say these Drug Discount Cards would be available for all residents of our Township. When they use the card, they receive discounts on prescriptions and the Township will receive income on each prescription when use of the card results in a discount. This money can be used in the General Assistance Fund or the General Town Fund.

TOI wants to be certain there is sufficient interest before entering into the program and asked to have a reply by March 20. After some discussion regarding the possible value of such a program, Supervisor Wachter signed the card to request more information.PUBLIC COMMENTS

Gary Diedrick stated he had been in contact with Merri Berlage, chair of the JDC Legislative Committee. Representatives of the Committee went to Springfield February 29 to address the House Labor Committee and presented packets with information and letters of support for amending the Prevailing Wage Act. There was about an hour of testimony and those attending were impressed with the presentation.

Diedrick also commented that, so far, the Honor Flight of Greater Dubuque has 22 World War II veterans signed up for the flight to Washington D.C. in September. The Honor Flight organization wants to be sure every WW II veteran has an opportunity to make the trip.ADJOURNMENT

There being no further business to conduct, Trustee Stoneburner moved to adjourn the meeting; seconded by Trustee Wienen. By voice vote, approved unanimously. Meeting adjourned at 9:07 p.m.

Approved by the Board of Trustees: April 10, 2012

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

Elizabeth, Illinois

April 10, 2012, 6:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Tuesday, April

10, 2012, 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 citizens Bill Bersbach, Gary Diedrick, and Nancy Stoneburner.MINUTES

A copy of the March 12, 2012, 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 Ripley. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

A copy of the Supervisor’s Annual Financial Report Summary was in the Trustees’ Board Packs. As in the past, Supervisor Wachter plans to have three qualified Township citizens audit and review the Township’s paperwork and he will complete and e-file the GASB34 Report (Governmental Accounting Standards Board Statement Number 34, “Basic Financial Statements – and Management’s Discussion and Analysis – for State and Local Governments”). The savings to the Township will amount to over a thousand dollars instead of paying an accountant to do the report.

The Township received a dividend check from TOIRMA for $1,605 which was deposited in March. All TOIRMA members who joined the program from June 1, 1986, through May 31, 2007, and continue to be members in the current year received a dividend. TOIRMA is a self-funded intergovernmental pool established to provide coverage exclusively for Illinois Townships that are members of Township Officials of Illinois. This is the 21st year a dividend has been paid.

The Township received two checks from the Illinois State Comptroller for Personal Property Replacement Tax. The amount for the Township was

$39.24 and the amount for Road and Bridge was $55.12. Both checks were deposited March 15.

The Township received a $250 Entrance Bond check from Jo-Carroll Energy, Inc. which was deposited March 15. The Entrance Bond was for the Cinnabar Tower Construction.

Check number 12801 for $80,000 issued from Guilford Township to Guilford Road Fund was deposited in the Road Fund account March 15.

A copy of the Galena Area Emergency Medical Services District contract was in the Trustees’ Board Packs. The contract amount of $6 per capita is unchanged. Based on 1,083 residents in the Galena Area Emergency Medical Services District, the contract total amount is $6,498. The agreement is for the period May 1, 2012, through April 30, 2013. Trustee Ripley moved to approve the contract; seconded by Trustee Stoneburner. By voice vote, approved unanimously.

Bills received after the Board Packs were assembled were given to the Trustees for review. The total for approval on the Board Audit Report was $38,641.46. After all bills presented were reviewed, Trustee Lomax moved the bills be approved for payment. Trustee Ripley seconded. By roll call vote, approved unanimously.REPORTS

Supervisor Wachter reported approval of the Multi-Township Assessment District tentative budget for FY 2012-2013 is scheduled for May 3rd, 7 p.m., at Guilford Town Hall. The budget is on file and available for inspection at Steve Stadel’s office in Scales Mound. The meeting is open to the public. The calendar of scheduled MTAD meetings has been posted on our Township’s bulletin board.

Wachter referred to previous discussion of a possible Intergovernmental Transfer as one way to avoid a referendum to approve a tax increase. He has talked with Scales Mound Supervisor Steve Stadel as well as Guilford Township’s attorney Robert Roth. The MTAD Board will discuss this issue at the May 3rd meeting.

Supervisor Wachter concluded by noting that the Township received a letter from the Senior Resource Center in Freeport requesting $250 from Guilford Township to help support the services they provide to older adults and noted that during FY 2011, the Senior Center served 15 seniors from Guilford Township. If the Township had some other income source (other than property taxes), we could possibly provide some funds to them.

Highway Commissioner Winders reported that temperatures were above average throughout the month of March allowing an early kick-off to spring projects.

After issuing an e-blast through The Galena Territory Property Owners’ Association on Tuesday, March 13th, the Township called Jo Daviess County

Sheriff’s Department on March 14th and closed Territory Drive at the intersection with West Guilford Road at 8 a.m. An eighteen inch diameter by sixty foot long culvert crossing Territory Drive was replaced and the road patched and re-opened again by 2 p.m. on that same day.

Sweeping, cleaning, and patching were done on many of the Township roads throughout the month.

With approval of the owner, a one-half mile stretch of neglected fence line was removed on the southwest side of West Menzemer for future ditch improvement.

Highway Commissioner Winders met with Lorali Hientzelman from the United States Department of Agriculture on Monday, March 19th. Ms. Hientzelman has replaced Duane Smith as our Rural Development Area Specialist due to Duane’s retirement.

Highway Commissioner Winders concluded his report by noting that on March 28th the Township Road Crew worked on North Ford Road in preparation for an upgraded culvert replacement the following day. After allowing early traffic through, proper signing and making the Jo Daviess County Sheriff’s Department aware we closed North Ford Road on March 29 th just north of the intersection with West Stagecoach Trail. Once again, the replacement went well and the roadway was patched and re-opened by 3 p.m. that same day. Work on the North Ford project is continuing as planned.

Clerk Bersbach faxed the Public Notice of the Truck Equipment Package requests for bids to the Galena Gazette as requested by Highway Commissioner Winders and met with him for the bid opening on April 9.

The Annual Meeting Agenda was posted in three public places as required and posted on the Township’s website. It was also e-mailed to the Galena Gazette.

The Summary of the Supervisor’s Annual Financial Report was posted on the Town Hall bulletin board as required by ILCS 1/70-15.

Bersbach attended the March 21 Rotary Roundtable about water, picked up some brochures about Stream Dynamics and Streambank Stabilization, and shared them with the Township Board and the GTA. Information about the program was covered extensively by the Galena Gazette.

Bersbach concluded by noting that Trustee Ripley and Highway Commissioner Winders gave her their Certificate of Completion for Open Meetings Act training.Trustees Report – None UNFINISHED BUSINESS – None.NEW BUSINESS

Highway Commissioner Winders opened the bids for the truck equipment package on Monday, April 9, and the bids were recorded by the Clerk. Each Board member was given a summary of the bids submitted.

The totals for the Base Package installed on the new tandem axle chassis are $45,800 from Monroe Truck Equipment, Monroe, Wisconsin; $44,691 from Henderson Truck Equipment, Manchester, Iowa; and $49,989 from Bonnell Industries, Inc., Dixon, Illinois.

Winders stated he has toured the Henderson plant; Jo Daviess County has purchased equipment from Henderson.

Based on the low bid by Henderson Truck Equipment, Trustee Wienen moved to accept their bid; seconded by Trustee Ripley. By voice vote, approved unanimously.PUBLIC COMMENTS

Township citizen, Gary Diedrick, reported the Jo Daviess County Legislative Committee had a meeting a couple weeks ago. The Prevailing Wage Act proposal, HB4537, was referred to the Rules Committee March 9. They are in the preliminary stages of drafting a letter to counties in Illinois with fewer than 30,000 residents to explain the benefits of amending the current Prevailing Wage Act to establish a $20,000 threshold. They are hopeful they will get all the small counties behind the amendment.

Supervisor Wachter briefly mentioned the possibility of changing the time the monthly Township meetings would start to 7:00 p.m. for the winter months. The topic will be put on the May meeting Agenda for additional discussion and possible action.ADJOURNMENT

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

Approved by the Board of Trustees: May 14, 2012

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

Elizabeth, IllinoisMay 14, 2012, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Monday, May 14,

2012, 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, and Larry Stoneburner. Absent: Trustee Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders. Also present: Guest Speaker Mike Moser and Township citizen Gary Diedrick.GUEST SPEAKER

Mike Moser talked to the Township Board regarding Jo Daviess County Radio Communications and service to the central and north-central areas of the county. While they have looked at other sites, the tower on Guilford Town Hall would be the preferred location. (Note: the tower belongs to Scales Mound Fire Protection District.) Moser explained the ramifications of the various options and stated they are trying to keep the process moving forward with a timeline goal of June.

The Township Board was provided with a copy of an Agreement Between Guilford Township and Jo Daviess County, Illinois. Supervisor Wachter will ask Township Attorney Robert Roth to review the document with a view to executing an agreement at the June 11, 2012, Township meeting.MINUTES

A copy of the April 10, 2012, 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 stated that a copy of the Tentative Fiscal Year 2012-2013 Budget and Appropriation Ordinance for the Township and for the Road District was in each Trustee’s Board Pack for review. The Public Hearings are scheduled for June 11th at 7:45 p.m.

Supervisor Wachter advised the Board that the Township Officials of Illinois Risk Management Association (TOIRMA) insurance premium of $10,963 is due June 1, 2012. The amount for Town is $3,947 and the amount for Road & Bridge is $7,016, no change to the previous premium amounts. TOIRMA’s current total membership is 1,370 Townships & Road Districts and 312 Multi-Township Assessing Districts.

Wachter noted the Catastrophic Medical Insurance premium for the period July 1st 2012 to July 1st 2013 in the amount of $1,345 is due. The increase from last year’s premium amount is due to the higher Census population count in Guilford Township. The deductible is $15,000 and coverage is up to one-million dollars. The funds to pay the premium come out of the General Assistance Fund.

The Education District 7 Seminar in Rockford is Thursday, July 12. Pre-registration is $50, the deadline is July 2nd. The sessions for Township Clerks will cover Preparing for the 2013 Elections in Township Government and Overview of Election Procedures. Clerk Bersbach plans to attend and asked the Board to approved the expense.

The Township received a check from Jo Daviess County in the amount of $53. The customary payment for rental of the Town Hall for elections held at Town Hall is $20.00; the remainder is for booth set-up/Supervisor salary for elections held at Town Hall.

The Township received a $250.00 residence Entrance Bond check.The Township also received from the State Comptroller Personal Property

Replacement Checks of $215.62 for the Town and $302.78 for the Road District.

All the checks have been deposited.Bills received after Board Packs were assembled were given to the Trustees

for review. After all bills presented were reviewed, upon a motion made by Trustee Ripley, seconded by Trustee Stoneburner and unanimously passed by roll call vote, the Board approved payment of $57,625.85 as shown on the Board Audit Report as well as payment of the bills presented for review at the meeting. REPORTS

Supervisor Wachter noted the Final Extension Reports were filed at the County Courthouse on April 25. A copy was in each Trustee’s Board Pack. The total amount extended was $22,388.30 less than we levied. Total extension for the Township was $243,747.02 — $7,543.98 less than we levied. Total extension for the Road District was $479,832.68 — $14,844.32 less than we levied.

The Multi-Township Assessing District Board met May 7 and adopted the Fiscal Year 2012-2013 Budget in the amount of $18,120. The Board discussed the need to educate the public about a possible future referendum, whether or not a referendum would pass, and how to cover expenses in the meantime.

The MTAD Board agreed to ask each Township Board to approve an Inter-governmental Agreement to a pro-rated transfer of funds based on each Township’s Equalized Assessed Valuation. The total amount requested is $2,000 for this fiscal year. Wachter stated that MTAD Treasurer, Steve Stadel, reported about $500 remained in the treasury and the MTAD still needed to pay the Assessor’s salary and the TOIRMA premium due in June. We do not know how or whether MTADs will be affected by possible re-districting this summer or the financial impact.

A copy of the Computation Report for the Intergovernmental Agreement was in each Trustee’s Board Pack. Per the Report, Council Hill’s Assessed Valuation is $3,954,710 (or 1.9741%); Scales Mound’s Assessed Valuation is $9,970,546 (or 4.9770%); and Guilford’s Assessed Valuation is $186,407,939 (or 93.0490%).

Based on each Township’s pro-rated Equalized Assessed Valuation, Guilford Township’s share of the amount will be $1,860.98 with Council Hill contributing $39.48 and Scales Mound contributing $99.54. Trustee Lomax moved and Trustee Ripley seconded approving an Intergovernmental Agreement to Transfer $1,860.98 to the Council Hill-Guilford-Scales Mound Multi-Township Assessing District. By voice vote, unanimously approved. The Township’s proposed FY2012-2013 Budget and Appropriation Ordinance does have a line-item specifically for this purpose.

The Proposed Re-districting Option was also discussed at the MTAD Board meeting. The final decision on that will be up to each Township and will be discussed further at Guilford Township’s June or July meeting.

Wachter attended the April 24th Elizabeth Ambulance District Meeting. The Policy and Procedures Manual was reviewed and will be reviewed yet again. The Ambulance District will start charging $12 per loaded mile for ambulance service, charge for supplies used, plus a flat fee. Hospitals and ambulances are both experiencing shortages of certain drugs.

Wachter commented that the May 2012 issue of Township Perspective notes the Consolidated Election is scheduled for the second Tuesday in April, 2013. Therefore, per state law, the Annual Town Meeting will be on the third Tuesday, April 16, 2013.

A copy of the letter the Township received from TOIPAC (Township Officials of Illinois Political Action Committee) requesting financial support was in each Trustee’s Board Pack. The letter noted that donations will provide

support for TOIPAC’s lobbying efforts in many ways as they work to secure the future of township government and a reminder that township funds may not be used for PAC contributions, only personal donations.

Supervisor Wachter concluded by stating the Township received a letter from the Galena/Jo Daviess County Convention and Visitors Bureau regarding the 17th Annual Galena Triathlon and Duathlon scheduled for Saturday, May 19. Approximately 1,400 athletes will participate. The CVB places the signage for the event.

As in the past, Guilford Township is named as an additional insured on the event insurance. Wachter noted the Certificate of Insurance has an incorrect address for Guilford Township and that a letter will be sent to Melosa Belger asking that the information be corrected for future reference.

Highway Commissioner Winders reported that, after reviewing the truck equipment packages, he went to Manchester, Iowa, to look at and inspect the equipment of the low bidder, Henderson Manufacturing. After reviewing the bid with the Henderson representative, an agreement was reached of $44,046.00 for equipment and it is to be installed when the new truck is delivered.

At least a couple days of each week during the past month have been spent working on and improving the intersection of North Ford Road and Stagecoach Trail. This work shall be considered as work-in-kind toward the Township’s portion of the 50/50 USDA Rural Development grant.

Some hot mix patching was done in early May, during the first time Civil Constructors’ Galena asphalt plant was in operation this year.

Various ditching and shoulder projects were done and the first mowing of the season is under our belt.

Flagger training class was completed followed by a test with 40 questions; flaggers have to complete the class and be certified every three years.

Winders concluded with a report on the Annual Spring Seminar of the Northwest Illinois Highway Commissioners Association, held Thursday April 12, 2012, at the Westwood Sports Complex, in Sterling, Illinois. After the Pledge of Allegiance led by President Ron Gibson (Highway Commissioner, Byron Township), Rock Island County Engineer John Massa started the day off.

Michael Goral, President of the Township Officials of Illinois Board of Directors, spoke to the group on behalf of TOI, reminding the attendees of and urging them to participate in Topics Day in Springfield on May 8, 2012.

Susan Carpentier spoke about how to strengthen public opinion of Township officials and promote Township government. After a break to visit with vendors, Rod Beck, Director of Township Officials of Illinois Risk Management Association, gave an update on TOIRMA state of affairs, told of the benefits of

using the provided Highway Commissioner’s Diary, and proper usage of warning signs.

Robert Porter (Director of Special Projects Ancel, Glink, Diamond, Bush, DiCianni and Krafterhefer P. C.) told the group how to prepare a proper Road District Levy.

Sheryl Kuzma (Myers, Berry, O’Conor and Kuzma, Ltd.) spoke on Road District protection from and working legally with developers such as wind farms, sub-divisions and mega-dairies.

Ed Wiest, emergency specialist, focused on sharing public information, stressing communication as the key to any successful project.

Following lunch and NWIHCA’s short business meeting, the afternoon session kicked off with Illinois DOT District 2 Head of Local Roads, Jason Nelson, who explained Retro-Reflectivity, stressed sign management, and also talked about the latest dynamics of the Illinois Motor Fuel Tax system. He then introduced Tony Barratta from IDOT who gave a presentation on temporary bridge systems.

A question and answer period followed, with the guest speakers and county engineers present forming the panel. The seminar concluded with an introduction of the vendors and a short sponsor recognition forum.

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

On May 1st, Bersbach sent an e-mail to The Flash requesting publication of the Public Notices for the Public Hearings of the Town and the Road District Budget and Appropriation Ordinances scheduled for June 11th.

As Supervisor Wachter mentioned in the Treasurer’s Report, Bersbach does plan to attend the Education District 7 program in Rockford on July 12 to learn more about the election process and procedures in Township government. The Clerks from Scales Mound and Council Hill are also planning to attend.

Bersbach asked Township citizens to bring used ink cartridges to Town Hall to be turned in to Staples for reward coupons that will be used to offset the cost of Township office supplies.

Bersbach distributed to the Board copies of e-mails from TOI regarding HB1981, Amendment #3 which allows for referendums to be put on the ballot to ask for the elimination of the Co-Terminous Townships in the State; the City Council would act as the Township Board and be allowed to put the question on the ballot - no petition, just a vote of the city council. Nothing in the Amendment allows for the transfer of taxing authority for the Township’s services to the city.

A copy of Bryan Smith’s e-mail (TOI) regarding three amendments to HB3637 was also provided to the Guilford Township Board. Each amendment raids the Personal Property Replacement Tax fund diverting substantial amounts of money away from local governments and taxing bodies.

Bersbach received two e-mails from the U.S. Census Bureau regarding the House of Representatives passage of the Census Bureau’s budget and the impact of cuts to the American Community Survey. These links have more information: Businessweek: http://www.businessweek.com/articles/2012-05-10/killing-the-american-community-survey-blinds-businessWashington Times: http://www.washingtontimes.com/news/2012/may/10/house-bill-reins-in-census-bureau-justice/Census Director's blog and videos: http://directorsblog.blogs.census.gov/2012/05/11/a-future-without-key-social-and-economic-statistics-for-the-country/Wall Street Journal: (You may need an account to view complete article)http://online.wsj.com/article/SB10001424052702304070304577398212318299428.html?mod=WSJ_Opinion_AboveLEFTTopThe New York Times: http://www.nytimes.com/2012/05/14/opinion/operating-in-the-dark.html?_r=2The Washington Post: http://www.washingtonpost.com/blogs/ezra-klein/post/does-government-knowledge-mean-government-intrusion/2012/05/13/gIQAznUtMU_blog.htmlCensus Director's blog and videos: http://directorsblog.blogs.census.gov/2012/05/11/a-future-without-key-social-and-economic-statistics-for-the-country/Stats in Action Videos:http://www.youtube.com/playlist?list=PL52BEB5AD3B502B96&feature=plcp

Trustees Report – None.UNFINISHED – ON-GOING BUSINESS - None.NEW BUSINESS

Discussion of a proposed Agreement between Guilford Township and Jo Daviess County for Radio Communications. See Page 1.

Following a brief discussion of possibly changing the starting time of monthly meetings, specifically during the winter months, it was decided to leave the starting time of monthly meetings as is.PUBLIC COMMENTS – NoneADJOURNMENT

There being no further business to conduct, Trustee Lomax moved to adjourn the meeting; Trustee Ripley seconded. By voice vote, approved unanimously. Meeting adjourned at 8:57 p.m.

Approved by the Board of Trustees: June 11, 2012

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

Elizabeth, Illinois

June 11, 2012, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Monday, June 11,

2012, 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, and Larry Stoneburner, and Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Commissioner Jeff Winders.

Others present: Sergeant Mike Moser, Jo Daviess County, and Township citizen Gary Diedrick.MINUTES

A copy of the May 14, 2012, 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 Budget and Appropriation Ordinances. Trustee Wienen so moved, Trustee Ripley seconded. By voice vote, approved unanimously.

Board members had a copy of the Town Budget and Appropriation Ordinance for Fiscal Year 2012-2013 in their May Board Packs. 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 adopt the FY 2012-2013 Town Budget and Appropriation Ordinance in the amount of $308,700.00. Trustee Stoneburner so moved; Trustee Lomax seconded. By roll call vote, passed unanimously.

Board members had a copy of the Road District Budget and Appropriation Ordinance for Fiscal Year 2012-2013 in their May Board Packs. 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 adopt the FY 2012-2013 Road District Budget and Appropriation Ordinance in the amount of $950,000.00. Trustee Ripley so moved; Trustee Stoneburner 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 Stoneburner so moved; Trustee Lomax seconded. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter reported that the Township received the 2012-2013 Dues Statement from TOI in the amount of $460.28, a decrease of $97.33 from $557.61 in 2011. The dues amount is based on population and Guilford Township’s Equalized Assessed Valuation (EAV) (2010–payable 2011) of $196,186,106, a decrease of $11,298,611 from last year. The dues formula is revised and approved by the TOI Board of Directors every two years to keep up with changing costs.

The Township received the renewal notice for the Supervisor’s Annual Dues which remain unchanged at $25.

The Township received two Personal Property Replacement Tax checks from the State Comptroller. The Township check was for $144.05; the Road District check was for $202.30. Both checks have been deposited.

Bills received after Board Packs were assembled were given to the Trustees for review. After all bills presented were reviewed, upon a motion made by Trustee Wienen, seconded by Trustee Ripley and unanimously passed by roll call vote, the Board approved payment of $49,246.13 as shown on the Board Audit Report as well as payment of the bills presented for review at the meeting.NOTE: The Meeting Allowance checks for the Supervisor, four Trustees, and the Clerk were issued with an incorrect dollar amount (three meeting allowances). The checks were returned to Supervisor Wachter to be voided. Supervisor Wachter will instruct the Township’s bookkeeper to re-issue checks with the correct dollar amount of “one paid meeting allowance per meeting day” as voted unanimously at the December 13, 2010, Guilford Township Board of Trustees meeting. REPORTS

Supervisor Wachter reported that the Township received the Salary Survey Report from TOI. A copy was in each Trustee’s Board Pack. The salaries are grouped by counties into zones. The results of the survey will aid Townships in comparing salaries with those paid in Townships of approximately the same population and assessed valuation. The salaries set remain in effect for the four-year term beginning May 20, 2013. It is acceptable to establish incremental increases (or decreases) for each of the four years.

According to state law, compensation for elected Township officials must be set by the Township Board at least 180 days prior to the beginning of the term of office and must be done in an open meeting with a public vote by the Board. This includes salary and benefits such as health insurance coverage. The deadline is November 21, 2012.

Also in each Trustee’s Board Pack was a copy of a brochure that Bryan Smith of TOI sent which summarized key points from the report “Local Democracy and Townships in the Chicagoland Area.” The report examines the value of townships in Cook, DuPage, Kane, Lake, McHenry, and Will counties. The report shows that smaller local governments, including Townships, drive greater efficiency and are less expensive. The entire report can be viewed at TOI’s website www.toi.org.

The Township received the TOIRMA Payroll Audit form requesting the actual payroll amounts paid out from June 1, 2011, to May 31, 2012. This is an annual request. The report will be completed and returned as requested.

Supervisor Wachter concluded his report by noting that each Trustee also received a copy of the TOIRMA Declarations listing the coverages in the insurance agreement.

Highway Commissioner Winders reported that the spring-to-summer road construction season is well underway.

Improvements and construction have continued on North Ford Road. The piles of spoil from the Powderhorn Gap culvert replacement were hauled to the North Ford Road and West Stagecoach Trail intersection project. The asphalt contract for North Ford Road was sent to the United States Department of Agriculture Rural Development Division for document approval.

Highway Commissioner Winders contacted Aaron Delabre and other members of xXx Racing concerning the construction of the roadway during their June 10 bicycle race event. He informed Duff Stewart (local race representative) and Aaron in early May what the state of the roadway was expected to be in early June and informed them that construction had started in March and could be expected to continue through September of this year.

Normal maintenance such as mowing is in the second go round.

Prior to Memorial Day the road crew did the first chip sealing of the season on Longhollow Road as well as Linden Trail. On May 29th and 30th (after the holiday), the road crew put 10 rolls of stabilization fabric down on Brodrecht Road. Conmat, a division of Civil Constructors, was contracted through a portion of Guilford Township’s Illinois State Motor Fuel Tax Fund to spread gravel over the stabilized half-mile section of Brodrecht Road. After watering and grading, flake calcium was added to help bind the aggregate and deter dust.

Winders stated that metal sheeting was installed on the Salt Shed roof during the first full week of June.

Highway Commissioner Winders concluded by noting the Township’s lease of the John Deere 6430 has expired; a John Deere 7130 has been leased for this year. The lease starts June 1st. The Township will be reimbursed $2/hour because the 7130 is bigger than the 6430. At the end of the year, the Township will also be reimbursed to build a new plow frame.

Clerk Bersbach reported that in compliance with a FOIA request, she provided access to Township records two hours each on May 17 th, 24th, 31st, and June 7th .

The individual entries of the Township’s 2009 meeting minutes that were posted on the Township’s website have been grouped into one file “2009 Meeting Minutes.” Bersbach has begun to group the 2010 meeting minutes in one file and is halfway through that year.

A container has been placed in the Town Hall for anyone who wishes to contribute used printer or fax ink cartridges. The cartridges will be turned in to Staples for coupons that will help offset the cost of Township office supplies.

Bersbach concluded by noting she has given Supervisor Wachter the files and documents she is responsible for making available for the Annual Township Audit.

Trustees Report – None.UNFINISHED

The Agreement between Jo Daviess County and Guilford Township regarding equipment placement for radio communications was discussed at some length. Mike Moser spoke of an e-mail he had from State’s Attorney, Terry Kurt, who had some concerns about the wording in Section 4: Responsibilities; he preferred the wording in the first draft.

There was discussion regarding a five year vs. a one year agreement; the Township felt a five year agreement was a long time, especially considering a possible change of administration during that time.

Concern was expressed as to whether the existing tower could handle more equipment and if an additional tower should be considered which raised the

issue of a certain amount of separation required due to possible interference issues. The existing tower is anchored to the building. A “medium duty” tower could be raised without guy wires. (Guy wires are simply not feasible with the limited space the Road District crew has in which to move road equipment.)

To what degree, if any, should the Township incur liability expenses for Jo Daviess County’s equipment.

Moser suggested asking County’s State’s Attorney Kurt to talk directly with Guilford Township’s Attorney Roth to see if they can arrive at a mutually acceptable agreement.

Since final wording has not yet been agreed to by both parties, but in order to keep the process moving forward, Trustee Stoneburner moved and Trustee Lomax seconded that the Township Board “approve the agreement in principle pending final review by the attorneys of both parties.” By voice vote, approved unanimously.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 Wienen moved to adopt the Prevailing Rate of Wages Ordinance for Guilford Township; seconded by Trustee Stoneburner. The roll call vote was: Lomax, nay; Ripley, nay; Stoneburner, aye; Wienen, aye; and Wachter, aye. By majority vote, the Ordinance was adopted.

Note: 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 reported we need three people proficient in business practices to audit the Township’s records, ideally sometime in June or July. The audit would also include the GASB34 report (Governmental Accounting Standards Board Statement Number 34, “Basic Financial Statements – and Management’s Discussion and Analysis – for State and Local Governments”) which the Supervisor prepared last year and will prepare again this year.

The Committee may not contain any member of the Township Board nor a relative of a Township Board member. Compensation is limited to $50 per person per day. Supervisor Wachter asked for recommendations of Township

citizens for the Records Review and Audit Committee. The Township will once again ask Wende Corbett, Jim Dvorak, and Bob Upton to serve in this capacity.PUBLIC COMMENTS – None

ADJOURNMENTThere being no further business to conduct, Trustee Wienen moved to adjourn

the meeting; Trustee Stoneburner seconded. By voice vote, approved unanimously. Meeting adjourned at 8:40 p.m.

Approved by the Board of Trustees: July 9, 2012

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

Elizabeth, Illinois

July 9, 2012, 7:30 p.m.

CALL TO ORDERThe Guilford Township Board of Trustees met for business Monday, July 9,

2012, 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.MINUTES

A copy of the June 11, 2012, 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 the first distribution of property tax payments has been received totaling $139,727.05. Township received a total of $47,069.69 as follows: Corporate $44,265.56; I.M.R.F. $1,587.47; Audit $305.95; Liability Insurance $698.33; and General Assistance $212.38. The Road District received a total of $92,657.36 as follows: I.M.R.F. $3,275.62; Road and Bridge $75,519.64; Special Bridge $13,174.58; and Road and Bridge Liability Insurance $687.52.

The Township also received a check from Jo Daviess County for $17,527.14 for the 50/50 Powderhorn Gap repair work done related to the 2011 flood damage. The check was deposited in the Special Bridge Fund.

Bills received after Board Packs were assembled were given to the Trustees for review. After all bills presented were reviewed, upon a motion made by Trustee Lomax, seconded by Trustee Wienen and unanimously passed by roll call vote, the Board approved payment of $65,272.76 as shown on the Board Audit Report as well as payment of the bills presented for review at the meeting.REPORTS

Supervisor Wachter commented on the passing in early June of Road Crew member, Carl Grube. He had worked for the Road District for about 17 years.

Wachter noted that Carlyle Hesselbacher had also passed away in early June. He had served as an Assessor for Guilford Township a number of years ago. Wachter sent information to Township Perspective for publication.

The necessary documents have been gathered for the Township’s Annual Audit. Wachter will try to get a date scheduled for the Audit/Review Committee to meet in the next week.

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.

The Township received notification from Allied Benefit Systems that our Medical Assistance Catastrophic Insurance premium was received.

The Township also received the annual Certificate of Membership from TOI. Membership cards and vehicle stickers were in the Trustees’ Board Packs.

Wachter contacted Township Attorney Robert Roth’s office regarding a joint publication of the Public Notice for the Notice Under The Americans with Disabilities Act as was done in 2010. This publication must be made every two years.

The proposed Agreement between Guilford Township and Jo Daviess County regarding equipment placement for radio communications has been sent to Township Attorney, Robert Roth, for his review. He will communicate with County Attorney Terry Kurt and will advise the Township regarding the progress.

Wachter advised that the Township received a letter dated June 25 from Chief County Assessment Officer, Donna Berlage, regarding a demonstration of the capabilities of the Devnet CAMA software system that County is implementing for assessment purposes. Eventually all the township assessors will be using this program. The demonstration was scheduled for July 9, the same date as the regularly scheduled Township Board of Trustees Meeting; therefore, we were not able to attend. However, the Township’s contracted MTAD Assessor, Theresa Cole, has already worked with the program this year and is familiar with it.

Supervisor Wachter called Ms. Berlage’s office to notify her of the schedule conflict and that we would not be able to send anyone to attend. Ms. Berlage advised that, with so many meetings already scheduled, they could not find another time and went on to say we could call to schedule a time to come see a demonstration.

The Township received a letter dated June 21 from Allied Benefit Systems, Inc. thanking us for responding to their survey about the Drug Discount Card.

Per their letter, they will be proceeding with the program, stated we would be receiving cards for distribution and some helpful ideas before August 15 of this year. There was no additional information.

Supervisor Wachter concluded his report by noting the home page of Jo Daviess County’s website has a Page for “Helpful Links” that provides access to other Jo Daviess County community, agency, non-profit organizations and State of Illinois websites. The Township will ask Jo Daviess County to include a link to Guilford Township’s website. This will be an easy way to continue to spread the word about our Township’s website. There is already a Quick Link on The Galena Territory’s website.

Highway Commissioner Winders reported that June through this time of July has been spent doing summer maintenance.

A primed double chip seal was applied to Brodrecht Road. Cul de sacs, Short Ridge, Goldenrod, Russet and Mosswood Path off of Blackhawk Trace were resealed. Longwood Drive, Boulder Lane and Glen Eagle Drive as well as the side roads and cul-de-sacs off of these roads had chip seal applied. North Ford Road between Guilford Road and Stagecoach Trail as well as a two-mile portion of West Cording Road were also resealed.

Once again the Shenandoah Riding Center was the focus of the July 4th celebration and extra attention was spent to ensure the area was mowed as well as swept.

On June 15th Winders went and paid Hawkeye Truck for the 2012 7400 International cab and chassis dump truck, which was then delivered to Henderson Manufacturing for equipment installation. On June 28th Winders was at Henderson Manufacturing prior to most equipment installation as well as for inspection and consultation.

During the return trip, Winders received a phone call from Lorali Hientzelman of the USDA Rural Development Office in Princeton, Illinois, notifying him that the bid contract proposal (asphalt for North Ford Road project) was approved as presented. Information was sent to The Galena Gazette for publication of a Public Notice regarding bids for the asphalt. The bid opening will be 10:00 a.m., July 13th, at Guilford Town Hall.

Highway Commissioner Winders concluded by noting approximately 6.5 miles of double yellow stripping was applied during the 4th of July week.

Clerk Bersbach reported that in compliance with a FOIA request, she provided access to Township records two hours on June 14.

The Budget and Appropriation Ordinances for the Township and the Road District were filed with the County Clerk on June 13, as well as the Supervisor’s Certified Estimate of Revenue by Source, and the Clerk’s Certification of the Ordinances.

Bersbach changed the Operating dollar amount on the Home Page of the Township’s website and also posted new information on the bulletin boards to reflect the changes since the Budget and Appropriations Ordinances were adopted.

The Township’s and the Road District’s Prevailing Rate of Wages Ordinances were mailed to Township Attorney Roth on June 13.

The individual meeting minutes listings for 2010 and 2011 that were posted on the Township’s website have been grouped into two files - one for “2010 Meeting Minutes” and a second one for “2011 Meeting Minutes.” The whole project, including grouping the 2009 minutes last month, took about 11 hours.

Bersbach concluded by reporting she will be attending the Education District 7 program in Rockford on July 12. The program will cover, in part, Township Clerk’s duties and responsibilities regarding caucuses and the coming election.

Trustees Report – None.UNFINISHEDNEW BUSINESS

County presented the Redistricting Map for the Assessment Districts in March. According to the Timeline for Township Assessment Redistricting: “Between August 1, 2012, and September 15, 2012, The Township Board of Trustees shall meet and determine if suggested assessment districts are acceptable. If not acceptable, the Township must determine an alternative Multi-Township Assessment District.” — and —

“Before September 15, 2012, the respective Board of Township Trustees shall notify the CCAO and the Department of Revenue whether they have accepted the suggested Multi-Township Assessment District or whether they have adopted an alternative district.”

The Council Hill-Guilford-Scales Mound Multi-Township Assessment District Board has discussed the proposed Redistricting. The final decision must be made by the Township Board, either at the August meeting but certainly not later than the September meeting. Supervisor Wachter will be talking with other Townships between now and then to see what they think of the proposal.

This item will be put on the August Meeting Agenda as an action item.Supervisor Wachter called First Community Bank to request information

about a memorial for Township employee, Carl Grube’s son. First Community Bank offered to make a contribution to a Memorial Fund. Others might also wish to make a contribution and the Township could consider matching those contributions up to a certain dollar amount.

There was some discussion about how that would be handled so that any “fund” was not consumed by the costs of having to file tax returns or paying an

investment firm. Supervisor Wachter will talk with Township Attorney Robert Roth and get more information for the August meeting. PUBLIC COMMENTS – NoneADJOURNMENT

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 8:44 p.m.

Approved by the Board of Trustees: August 13, 2012

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

Elizabeth, Illinois

August 13, 2012, 7:30 p.m.

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

13, 2012, 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.MINUTES

A copy of the July 9, 2012, 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 Ripley. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter reported the second distribution of property tax payments has been received totaling $155,870.42. Township received $52,507.85. The Road District received $103,362.57.

The Township also received from the State Comptroller Personal Property Replacement checks of $186.17 for the Town and $261.44 for the Road District. All checks were deposited July 13.

The Township received a request for donation to “Members of the Scales Mound Fire Protection District” which serves The Galena Territory and the villages of Scales Mound, Rural Scales Mound, and Apple Canyon Lake. Following a general discussion, Trustee Ripley moved that the Township not make a donation; seconded by Trustee Wienen. By voice vote, approved unanimously.

Bills received after Board Packs were assembled were given to the Trustees for review. After all bills presented were reviewed, upon a motion made by Trustee Lomax, seconded by Trustee Ripley and unanimously passed by roll call vote, the Board approved payment of $82,797.97 as shown on the Board Audit Report as well as payment of the bills presented for review at the meeting.

REPORTSSupervisor Wachter noted that every two years the Township is required to

either publish a Public Notice of the Notice Under The Americans with Disabilities Act or send a mailing to each Township citizen. Wachter spoke with Township Attorney Robert Roth’s office; he will look into the matter.

Last month the proposed Agreement between Guilford Township and Jo Daviess County regarding equipment placement for radio communications was sent to Township Attorney, Robert Roth, for his review. Following his review, he faxed a letter to County Attorney Terry Kurt.

Supervisor Wachter spoke with Scales Mound School Superintendent, Steve Bianchetta, who indicated the school is not interested in placing equipment on the tower at this time but may be interested in the future.

There was lengthy discussion about Section 4: Responsibilities. Supervisor Wachter will talk with TOIRMA (the Township’s insurance carrier) and ask them to review the document.

Supervisor Wachter reported that the Annual Audit has been completed. The Records Review / Audit Committee’s report stated: We conducted certain tests of the financial records of Guilford Township for the fiscal year ended March 31, 2012. Our tests discovered one account coding error. This error was brought to the attention of the Township Supervisor and the error was corrected.

We recommend the Township consider implementing the following procedures to strengthen the financial control environment.

1. Township officials should routinely review the financial statements. Explanations for large variances from budget should be obtained.

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

3. Check dates and voided checks should be included on the Board Audit Report.

The Township thanks Jim Dvorak, Wende Corbett, and Bob Upton for their service.

Both the Annual Audit Report and the Annual Treasurer’s Report were filed with the County Clerk on August 9th. A copy of the Annual Treasurer’s Report was in the Trustees Board Packs (per 60 ILCS 1/70-30).

Wachter attended the Elizabeth Ambulance District Meeting on July 17th. The Elizabeth Ambulance District proposed a 5% increase for the Coordinator’s salary. The increase must also be approved by the Fire Department which pays 1/3 of the salary. The Fire Department Board will meet on August 20 and will discuss the pay increase then. Wachter may have to attend that meeting as well.

Elizabeth Ambulance District charges $12 per loaded mile plus supplies used. Other area ambulance services charge $14 per loaded mile plus supplies.

Wachter circulated reports with additional information to the Trustees for their review.

Elizabeth Ambulance District would like to have more volunteers take EMT classes. This fall a First Responder class will be offered in Elizabeth. In January a Basic EMT Class will be offered at the Jo Carroll Area Vocational Center in Elizabeth.

The next regular Elizabeth Ambulance District meeting will be in October.The Galena Territory Association will again be having a Household

Hazardous Waste Collection on October 13 that is open to anyone who lives in Jo Daviess County. Board Packs contained hand-outs with information about what items will be accepted. Board members were asked to please share the hand outs with friends and neighbors. Additional copies are available on the table at Town Hall, from the Township Clerk, and also on the Township’s website (Information page).

A copy of a letter from the President of the Trustees’ Division of TOI regarding the Trustees’ Division Award for Excellence in Public Service along with a Nomination Form was included in this month’s Board Packs. The Nominator of the winner will be notified prior to the conference to ensure the winner is present at the Awards Breakfast Tuesday, November 13, at TOI’s Annual Educational Conference in Springfield, the morning after our regular November Township meeting.

Supervisor Wachter concluded his report stating he had talked with Amerigas regarding propane. The Township was offered an eight-month contract for 1,000 gallons of propane for the period August 1, 2012, to March 31, 2013, at a “fixed price” of $1.329 per gallon.

Highway Commissioner Winders reported work on North Ford Road took precedence during the second week of July. The dirt slopes along the intersection improvements were upgraded, culvert extending and ditching improvements added.

The asphalt bid opening was held on Friday, July 13, with Civil Constructors from Freeport being the lone bidder at $91 per ton. Lorali Heintzelman (our area specialist from USDA) was present, as were Claire Bersbach, Township Clerk; Francis Wachter, Township Supervisor; and Bruce, representing Civil.

Summer work progressed through the month including additional chip sealing on various locations throughout the Township. White striping was applied along selected roads, as well as “stop ahead” and “stop bars” added to asphalt intersections as necessary.

Winders traveled to Springfield to attend the Township Highway Commissioners’ Summer Seminar during the last weekend of July. Topics included a coalition against bigger trucks; turning chip sealed roads back to gravel by Larry Weiss, a South Dakota Municipal Engineer (retired); Illinois

Farm Bureau representative Kevin Rund spoke on wanting to reduce the Illinois Highway Commissioners’ authority (regarding posting weight limits on roads); and Kevin Burke, Illinois Department of Transportation, addressed the group on many road-related subjects.

TOI and TOIRMA (Township Officials of Illinois and Township Officials of Illinois Risk Management Association) each had representatives speak. Among satellite session speakers were included James Klien, IDOT head of local roads with Dan Brydl, Federal Highway Authority, who talked on local bridge inspections and inspector qualifications. Bill Vavrik held a session on asphalt mixes and designs. Sheryl Kuzma, an attorney, spoke about road use agreements.

Clerk Bersbach reported that in compliance with a FOIA request, she provided access to Township records two hours on July 19th, July 26th, and August 2nd. On July 12th Bersbach attended the Education District 7 program in Rockford. Over 200 signed up for the program. Sarah Watson of Best in People conducted a brief Cognitive Style Inventory that helped identify personality types using The 16 Myers Briggs Types. Personality style affects communication. The actual words used have only a 7% impact, tone of voice has a 38% impact, and body language a 55% impact. Ms. Watson pointed out that e-mail, texting, and written letters do not convey tone of voice or body language; therefore, people need to be mindful of what they intend to say and careful about the actual words used.

Jeff Jurgens gave an overview of Township elections and changes to the Election Code that impact Township elections. The Township Clerks attended a session with more details and numerous questions asked. Jurgens advised that candidates should be referred to the State Board of Elections for detailed information.

Bersbach sent an e-mail to Joe Kratcha, Jo Daviess County, asking him to add a link to our Township’s website on County’s website which he has done.

Emily Lubcke, Galena Territory’s Natural Resources Manager, updated the Waste & Recycling information and e-mailed it to Bersbach. The information was posted on the Township’s website and copies were placed on the table at Town Hall.

The Township received and replied to an e-mail requesting information on disposal of electronics and Household Hazardous Waste.

The Township received an e-mail from Robert Groves of the U.S. Census Bureau regarding the American Community Survey. A copy of the report was in each Trustee’s Board Packs. The report can be viewed athttp://www.washingtonpost.com/opinions/census-surveys-provide-information-that-we-need/2012/07/19/gJQA66wWwW_story.html

As Highway Commissioner Winders mentioned in his report, Bersbach met with him for the bid opening for the North Ford Road asphalt. After the bid was opened and properly recorded, Bersbach stayed to meet with Highway Commissioner Winders and Ms. Heintzelman who provided an additional list of letters that needed to be issued, more forms to be completed and returned, documents to be copied and submitted, plus the documents that need to be reviewed by Township Attorney Roth and the letters that needed to be issued by him.

Bersbach again met with Highway Commissioner Winders on July 17th. They reviewed the letters and the forms that had been completed, Highway Commissioner Winders signed the necessary documents, and appropriate copies were made.

Bersbach concluded by noting the number of hours and amount of paperwork associated with this 8/10ths of a mile grant project is absolutely staggering. Highway Commissioner Winders is to be very highly commended for all the work he has done to obtain the grant money which allows the Township’s Road District to make a significant improvement to a Township road without unduly burdening the tax payers.

Trustees Report – None.UNFINISHED

Supervisor Wachter advised that the final decision regarding the proposed MTAD Redistricting must be made by the Township Board. Per 35 ILCS 200/2-10, “Before September 15, 2002 and every ten years thereafter, the respective boards of town trustees shall notify the supervisor of assessments and the Department (of Revenue) whether they have accepted the suggested multi-township assessment district or whether they have adopted an alternative district, and, in the latter case, they shall include in the notification a description or map, by township, of the alternative district.”

Further, “If board of trustees fails to notify supervisor of assessments or IDOR (Illinois Department of Revenue), the township shall be part of the originally suggested MTAD.”

Supervisor Wachter talked with other Township Supervisors and Assessors around the County. None are in favor of the proposed re-districting. The final decision must be made by each Township’s Board of Trustees.

Trustee Wienen moved that Guilford Township remain part of the current MTAD of Council Hill-Guilford-Scales Mound; seconded by Trustee Stoneburner. By voice vote, approved unanimously.

Supervisor Wachter talked with Township Attorney Roth regarding a memorial from Guilford Township for the family of Township employee Carl Grube who recently passed away. Wachter noted the Supervisor’s Financial Report shows there was revenue not directly derived from property taxes. Using

a portion of those funds would be a way to provide a financial contribution from the Township.

Trustee Lomax moved the Township make a $1,200 donation to the Grube family; seconded by Trustee Ripley. By voice vote, approved unanimously. NEW BUSINESS

Highway Commissioner Winders commented that Jo Daviess County is setting up a list of flood mitigation projects for FEMA grant money. Winders provided the County with a list of seven places (bridges and culverts) that would meet the criteria.PUBLIC COMMENTS – NoneADJOURNMENT

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 9:11 p.m.

Approved by the Board of Trustees: September 10, 2012

GUILFORD TOWNSHIP BOARD MEETING

Guilford Town Hall, 1973 W. Rawlins RoadElizabeth, Illinois

September 10, 2012, 7:30 p.m.

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

September 10, 2012, 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, and Wayne Wienen. Officials present: Clerk Claire Bersbach and Highway Com-missioner Jeff Winders. Also present was Township citizen R. J. Winkelhake.MINUTES

A copy of the August 13, 2012, 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 reported the third distribution of property tax payments has been received totaling $102,023.19. Township received $34,368.15. The Road District received $67,655.04.

The Township received from the State Comptroller Personal Property Replacement Tax Checks of $22.49 for the Town and $31.59 for the Road District.

The Annual Dinner-Meeting of the Jo Daviess County Township Officials will be October 24th at The Elks Club. Cost per person is $17 with registrations due by October 12.

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

Bills received after Board Packs were assembled were given to the Trustees for review. After all bills presented were reviewed, upon a motion made by Trustee Lomax, seconded by Trustee Ripley, and by unanimous voice vote, the Board approved payment of $47,593.28 as shown on the Board Audit Report as well as payment of the bills presented for review at the meeting.

REPORTSSupervisor Wachter reported that work on the Annual Financial Report is

progressing and he is working on getting the GASB34 done. The report will be filed with the State by the end of this month.

A copy of the TOI 2013 Legislative Survey was in each Trustee’s Board Pack. Information from the survey provides TOI’s Legislative Committee direct access to the policy issues each Township determines to be of importance.

The Multi-Township Assessing District Board will meet on Thursday, September 27, at 7:00 p.m. at Scales Mound Town Hall to discuss and approve the Levy for the coming year and to set the compensation for the 2013 - 2017 MTAD Board and MTAD Assessor. The meeting is open to the public.

Regarding the proposed Re-Districting of MTADs, letters were sent to Chief County Assessment Officer, Donna Berlage, and to the Illinois Department of Revenue on August 14 advising that the Guilford Township Board of Trustees voted unanimously to keep our MTAD as it currently is.

On Saturday, October 13, The Galena Territory Association will again be having a Household Hazardous Waste Collection. This collection is open to anyone who lives in Jo Daviess County.

The Township received a Thank You note from Karla Grube for the Memorial donation made to the family.

Supervisor Wachter concluded his report by noting he attended a follow up meeting on August 20 to consider an increase for the Elizabeth Ambulance District Coordinator’s salary.

Highway Commissioner Winders reported the 2010 International Work Star spent a good portion of the past month at Hawkeye Truck in Dubuque in repair. The problem seems to be in the emission control module with carbon particles created through the tier III regeneration system. Fortunately the truck was purchased with an extended warranty program in place as specified in the bid process.

On Sunday August 19th the bridge over Small Pox Creek on West Guilford Road was struck. Winders requested an inspection of the structure through the Jo Daviess County Highway Department which is our authorized Illinois Department of Transportation bureau of local bridges inspection agency. The guardrail on the north side of the structure was damaged as well as a “narrow bridge” indication sign. Temporary warnings were in place that Sunday. Repairs to the guardrail and sign were completed on Monday, August 20th. TOIRMA, our Township Risk Management Agency, was notified of the damages, also.

The Elizabeth Township Bridge on West Long Hollow Road just west of the intersection with North Brodrecht Road has been enlisted in the Federal Bridge Program according to Steve Keeffer, the Jo Daviess County Engineer lead agent on the project.

The summer of 2012 seal coat program wrapped up during the end of August. Once again a very cost effective season was produced with well deserved thanks going to the full-time employees Jeff Wienen, Kelly Parrott and Carl Grube; part- time assistance, also greatly appreciated, from Jesse Kirchner, Chuck Haggard, Ken Frank, Jim Luning and Joe Wachter. Jim Knauer, Elizabeth Township Highway Commissioner, was also involved in Guilford Township’s chip sealing with Guilford Township returning the favor with time and equipment in sealing portions of Elizabeth Township’s Long Hollow and Georgetown roads.

iFibre requested permission to place fiber optic cable in Township right-of way in an effort to service Scales Mound, the reasoning presumably being the difficulty of going along the Elizabeth-Scales Mound Road. Talks will be continuing on this process.

Clerk Bersbach reported that in compliance with a FOIA request, she provided access to Township records two hours each on August 23rd, 30th, and September 6th.

The Prevailing Rate of Wages Public Notice has been published jointly with other Townships as is done annually.

Bersbach received an e-mail from Denise & Frank Sedlak: “The minutes are always interesting, and they remind us that such things as road resealing, township planning, and general maintenance do not just magically happen…. Special thanks to all of you on the Guilford Township Board for your ongoing dedication & hard work.” Bersbach thanked the Sedlaks for their kind words.

Bersbach commented that Vision2020 is having a Community Forum Tuesday, September 18, from 7 to 9 p.m. at the Galena Middle School. This is an opportunity to learn and ask questions about Vision2020 Galena and the work that has been accomplished the past two years to enhance the community and enrich the lives of its residents and friends.

Bersbach concluded by noting next year marks the 160th Anniversary of the Township’s first recorded meeting. We should consider a celebration and are open to suggestions.

Trustees Report – None.UNFINISHED BUSINESS

During August Supervisor Wachter talked with Township Attorney Roth about the radio tower agreement and also faxed the agreement to TOIRMA for review. On August 30, Supervisor Wachter and Clerk Bersbach signed the Agreement with Jo Daviess County regarding the tower and equipment and Wachter took it to the Courthouse. Wachter talked with the Administrator’s office and was assured that Guilford Township is to be named on County’s

insurance as “an additional insured.” The Certificate of Insurance has been received from the insurance company.

On August 15, an informal meeting was held at the Town Hall site with Sheriff Turner, Steve Allendorf and Paul from ComElec (tower construction representatives), Sergeant Mike Moser, Highway Commissioner Winders and Supervisor Wachter. The present tower location was determined to be unsuitable for a taller tower so the back right hand corner of the property was chosen as a better location. Edwards Electric can do the trenching and all wiring to the tower base.

Jo Carroll Energy met at the site the next day and will see what needs to be done to accommodate this location. Mike Moser will check on setbacks and property line restrictions. At this time, the Township has not heard anything further.

On September 7th Supervisor Wachter received a box of materials and pamphlets for the new “Drug Discount Card Program” along with a letter from Bryan Smith, Executive Director of Township Officials of Illinois, advising that TOI has decided to proceed with the Illinois Township Drug Discount Card Program. Smith advised that Allied Benefit Systems, Inc. (administrator of the Medical Assistance Catastrophic Insurance program) will serve as administrator of the drug discount program.

The Township will obtain additional informational material to post on the Township’s website.NEW BUSINESS

On August 30, former Guilford Township Trustee, Madelynn Wilharm, attended the Jo Daviess County Multi-Jurisdictional All Hazards Mitigation Planning Committee Meeting on behalf of The Galena Territory.

Ms. Wilharm provided the Township with a copy of the Committee’s June 14 meeting report which noted that the information discussed will provide participants with solid documentation about the frequency and severity of natural hazards in Jo Daviess County. A copy of that report was in each Trustee’s Board Pack. Ms. Wilharm also provided additional information to Highway Commissioner Winders.PUBLIC COMMENTS

R. J. Winkelhake introduced himself as a County Board candidate representing District 5. No one else has filed election paperwork for District 5. Winkelhake stated that he has been attending meetings to get up to speed on County issues. The result of a lottery drawing for length of the term of office for District 5 was two years, four years, and four years.

ADJOURNMENTThere being no further business to conduct, Trustee Wienen moved to adjourn

the meeting; Trustee Lomax seconded. By voice vote, approved unanimously. Meeting adjourned at 8:47 p.m.

Approved by the Board of Trustees: October 8, 2012

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

Elizabeth, IllinoisOctober 8, 2012, 7:30 p.m.

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

8, 2012, 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.MINUTES

A copy of the September 10, 2012, 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 Ripley. By voice vote, approved unanimously.TREASURER’S REPORT AND APPROVAL OF BILLS

Supervisor Wachter reported the fourth distribution of property tax payments has been received totaling $158,078.48. Township funds received $53,249.63. Road District funds received $104,828.85.

The Township received the renewal notice from TOI for our website in the amount of $175, an Entrance Bond check of $50.00, and a $300 check from Elizabeth Township to re-imburse for the use of our broom.

Bills received after Board Packs were assembled were given to the Trustees for review and included $168,416.43 from Civil Constructors for the asphalt on North Ford Road, slightly less than the bid amount. After all bills presented were reviewed, upon a motion made by Trustee Lomax, seconded by Trustee Wienen and unanimously passed by roll call vote, the Board approved payment of $44,298.81 as shown on the Board Audit Report as well as payment of the bills presented for review at the meeting.REPORTSSupervisor Wachter reported the Treasurer’s Report was filed at the County Courthouse in August and was published in The Flash September 26, as required.The format for the Annual Financial Report (which includes the GASB34) for Fiscal Year 2012 was changed. The report will

be electronically filed with the State Comptroller’s office within the deadline given by the Comptroller’s office. In the past the Township paid $1300 to have the yearly audit and the Annual Financial Report completed. As was done last year, we had a committee of qualified Township citizens perform the annual audit at a cost of $150.The list of Township equipment on the depreciation schedule is updated every year as we buy, sell, or trade-in equipment.

The Multi-Township Assessing District Board met September 27, approved the MTAD Levy in the amount of $14,556.00 for the coming year, set the compensation for the 2013 - 2017 MTAD Board (no change) and for the MTAD Contract Assessor. We will probably do an Intergovernmental Transfer to the MTAD again. Although we levy the maximum we are allowed, we cannot catch up.

Jo Daviess County approved reimbursing Guilford Township for the electrical work (to be performed by Edwards Electric) associated with the installation of power to the new radio communication tower. The proposed tower will be 80 feet.

Schueller Concrete, Inc., will construct a concrete tower base pad 10'3" x 10'3" x 4' at a cost not to exceed $6,300. Various approvals are required. The State Historical Society and Native American tribes have been contacted.

At the July meeting, joint publication of the Americans With Disabilities Act public notice was mentioned. Since the Notice is posted on our Township’s website, we are not required to publish it in the newspaper, another savings to the Township.

The Direct Deposit Authorization form for the Illinois Townships Drug Discount Card payments has been completed, signed, and returned.

The Township received a letter from a person who owns property in the Township and who is requesting financial assistance. Following presentation of additional information, there was extensive discussion, numerous questions asked, and suggestions made regarding agencies that may be able to offer assistance. This request does not meet the criteria for General Assistance.

Highway Commissioner Winders reported that most of the past month was spent on North Ford Road. Final preparations for paving were made such as hot mix patching, securing a firm paving date, graveling, and final grading of the Stagecoach Trail intersection improvements.

During the week of September 24th Civil Constructors Highway Paving crew and support team came to lay the two lift hot mix mat on the North Ford Road USDA Rural Development project.

After paving was completed, shoulder work was begun with rip rap placed in the deepest ditch areas, barricades and signs placed along the North Ford Road

construction site for the weekend, and preparations made for the following week’s shoulder additions.

Rock as well as dirt was placed along the road edges within the needed and accessible areas during the first week of October. Double yellow pavement striping throughout the asphalt overlay was also added.

Since the September meeting, Blackhawk Trace had cracks filled using 2,600 pounds of material. Various other maintenance tasks were also performed such as both cold and hot mix patching, mowing and tree trimming.

A 16' x 44' concrete pad was added to the front of the township storage building and entrance to the second or middle bay.

On September 19th Steve Keeffer, Jo Daviess County Engineer, Dean Williams, Thompson Township Highway Commissioner and Highway Commissioner Winders met with representatives from iFiber at the Guilford Town hall. iFiber had requested permission to install fiber optic lines within certain Township Right of Ways because of difficulty working within the County’s Elizabeth-Scales Mound Road Right of Way. iFiber is currently working on a federal grant to establish a fiber optic system throughout western Illinois. Other alternatives were suggested by the local officials. At this time nothing has been settled.

Clerk Bersbach reported that Guilford Township’s website had a total of 2,929 valid hits per Township Officials of Illinois. A copy of the complete report was in the Trustees’ Board Packs.

In compliance with a FOIA request, Bersbach provided access to Township records two hours each on September 13th and October 4th.

Supervisor Wachter, Highway Commissioner Winders, and Trustee Lomax have completed the required on-line Open Meetings Act certification as well as Freedom of Information Act certification.

Vision2020 held a Community Forum September 18. A representative from each of the six committees gave an update followed by a Question and Answer period. The Economic Development Committee noted Jo Daviess County is in the top 10 in the State for health outcomes (how healthy a county is) and health factors (what influences the health of the county).

Bersbach is working on an article for publication regarding the Illinois Townships Drug Discount Card program and will provide a copy to the Township Board for review prior to submitting it to the media.

Trustees Report – None.UNFINISHED – None.NEW BUSINESS

Regarding compensation for the 2013 - 2017 Township Board, information related to the history of compensation for Guilford Township officials as well as

State Statute requirements were reviewed and discussed. As required by Statute, the final decision will be made at the November 12 Township meeting.

ADJOURNMENTThere being no further business to conduct, Trustee Ripley moved to adjourn

the meeting; Trustee Stoneburner seconded. By voice vote, approved unanimously. Meeting adjourned at 9:31 p.m.

Approved by the Board of Trustees: November 12, 2012

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

Elizabeth, Illinois

November 12, 2012, 7:30 p.m.

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

12, 2012, 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 October 8, 2012, 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 reported the fifth distribution of property tax payments has not yet been received from County.

The Township received from the State Comptroller Personal Property Replacement Checks of $141.68 for the Town and $198.95 for the Road District.

We received the TOIRMA Financial Report (Township Officials of Illinois Risk Management Association) showing Total Assets for 2012 at $80,410,914 - an increase of over $3.7 million dollars from the amount reported in 2011. 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 21st 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 members.

The Township also received the Annual Member Survey from TOIRMA. The survey was completed and returned in October. We’ve never had a problem with claim service and are extremely satisfied with this insurance coverage.

Bills received after Board Packs were assembled were given to the Trustees for review. After all bills presented were reviewed, upon a motion made by

Trustee Ripley, seconded by Trustee Wienen and unanimously passed by roll call vote, the Board approved payment of $213,302.46 as shown on the Board Audit Report as well as payment of the bills presented for review at the meeting. (NOTE: included was $168,416.43 from Civil Constructors for the asphalt on North Ford Road.)REPORTS

Supervisor Wachter reported that Jo Daviess County Township Officials met October 24 for the Annual Dinner-Meeting. The Minutes and the Treasurer’s Report were approved as presented. Discussion focused on the Public Hearing scheduled for November 1 regarding the suggested redistricting of the Assessment Districts. Of the fifteen townships represented at the Dinner Meeting, nine had voted to stay the same, one had lost population and would have to change. On Thursday, November 1, a number of Township officials and assessors attended a Special Meeting of the Jo Daviess County Board for a Public Hearing regarding the suggested five district Multi-Township Assessment District Plan for Jo Daviess County. Chief County Assessment Officer, Donna Berlage, talked about the CAMA system, how it will be able to do all the valuing, save time and redundancy, the public could eventually view assessments on-line, the system will be turned over to the assessors to do the valuing.

Five Assessors, two Township Supervisors, a Township Trustee, a Township Clerk, and a Galena citizen spoke at the Public Hearing. No one who spoke disputed the potential value of the CAMA system; one Assessor commented that currently the program is strictly set up for County; Assessors are locked out of the program until County closes the books in January then the Assessors have five months to do their work. With only one exception, the current assessment districts or multi-township assessment districts (MTADs) are in compliance with state statutes and the majority of the Townships opposed changing current assessment districts.

At the end of the meeting, the consensus was to have CCAO Berlage re-do the map with the southern half of the County as two large MTADs and leave the north half as it was before. The County Board will vote at their November 13 meeting.

The Elizabeth Ambulance Meeting was re-scheduled for November 20.Postage will increase effective January 27, 2013, to 46 cents.Regarding the Radio Communications Tower, the concrete walls have been

poured; the template is in place for the bolts. Edwards Electric trenched from the building to the concrete pad. The project is proceeding.

Highway Commissioner Winders reported during the early weeks of October the road crew repaired the channel under the West Guilford Road bridge. The creek bed had washed under the wooden wing wall abutments.

Undermining had started to occur from under the abutments. Shot rock was placed along each end of the structure to help deter further damages. This creek channel, as well as all those in Guilford Township, has suffered extreme erosion during the previous three years of summer floods.

Crack filling on Blackhawk Trace was finished.Other maintenance issues were attended to as is normally done in the fall.

Cleaning and storing of the chip seal equipment, preparing the snow plow equipment, patching and shoulder work were performed.

On October 19th, Highway Commissioner Winders met with Lorali Heintzelman, our United States Department of Agriculture Rural Development Grant Administrator, who was pleased with the final result of the North Ford Road Grant Project. With Ms. Heintzelman’s approval, the wheels have been set in motion to make the direct deposit of the grant monies into the Township Sweep Account.

In compliance with a FOIA request Clerk Bersbach provided access to Township records two hours each October 11th, 18th, and November 1st and 8th.

Supervisor Wachter and Clerk Bersbach posted sample election ballots for the November 6 election, as required.

Notices were sent by Certified Mail on October 29 th to the Chairpersons of the Democratic and the Republican Central Committees regarding their obligation to report the time and location of their respective party’s caucus. The deadline for reply is November 14. Nothing has been received to date.UNFINISHED BUSINESS

Compensation for Township Elected Officers must be set not later than 180 days before the beginning of the next term. A copy of the proposed Compensation Resolution was in each Trustee’s Board Pack. Effective May 20, 2013, compensation for Guilford Township Elected Officials for the 2013 - 2017 term shall be:

Supervisor: Salary $8,800.00 annually, paid in equal monthly installments, with an annual Cost of Living Adjustment increase based on the actual Consumer Price Index not to exceed 3% on May 19, 2014; May 18, 2015; and May 16, 2016; Expense Allowance $35.00 per month; Meeting Allowance $80.00

per meeting attended, one per day.Road District Treasurer: Salary $1,000 annually, paid in equal monthly

installments (as per Statute).Township Clerk: Salary $2,800.00 annually, paid in equal monthly

installments, with an annual Cost of Living Adjustment increase based on the actual Consumer Price Index not to exceed 3% on May 19, 2014; May 18, 2015; and May 16, 2016; Expense Allowance $35.00 per month; Meeting Allowance $80.00 per meeting attended, one per day except that the Township Clerk shall also receive an additional amount of $40.00 for the Annual Township Meeting.

Ex-Officio Clerk of the Road District: The District Clerk shall receive $4 per day for each day he/she shall be required to meet with the Highway Commissioner.

Trustees: Meeting Allowance of $80.00 per meeting attended, one per day.Assessor and Tax Collector: This does not apply; we are in a Multi-

Township Assessing District.Highway Commissioner: Salary $62,000.00 annually, paid twice per month,

with an annual Cost of Living Adjustment increase based on the actual Consumer Price Index not to exceed 3% and Meeting Allowance $80.00 per Township monthly meeting attended, one per day.

The following Township Offices, in addition to the compensation outlined above, will receive the following:

Highway Commissioner: Health Insurance and IMRF (retirement benefits).Assessor and Tax Collector: This does not apply; we are in a Multi-

Township Assessing District.FOIA Officer / OMA Representative: $15.00 per hour, not to exceed $900.00

annually.Fence Viewers: Fence Viewers are entitled to $15 per day, each, for the time

spent viewing fences, which shall be paid by the party requiring the services. In addition, the Township will compensate each Fence Viewer $40.00.

Miscellaneous: Township Officials who attend a meeting as a representative of the Township (including but not limited to the Elizabeth Ambulance Meetings, meetings with the Chief County Assessment Officer, etc.) shall be paid $40.00 per meeting. This does not include attending MTAD Board Meetings.

Trustee Wienen moved to adopt the proposed compensation for the 2013-2017 Township Board; seconded by Trustee Ripley. By roll call vote, approved unanimously.

Each Trustee had a copy of information about the Prescription Drug Discount Card program in their Board Pack. The Press Release will be given to area newspapers while the remaining information will be put on the Township’s website.NEW BUSINESS

The proposed 2012-2013 Levy for the Township is $255,934. This represents slightly less than a 5% increase on the $243,747.02 extended to the Township

The proposed 2012-2013 Levy for the Road District is $503,776.31. This represents slightly less than a 5% increase on the $479,832.68 extended to the Road District. The Township and Road District Levies are ready to be adopted at the December 10 meeting.

The Township received a ballot for the 2012 IMRF Executive Trustee Election. A copy of the information about the candidates was in each Trustee’s Board Pack. Following discussion of each candidate’s qualifications, Trustee Stoneburner moved to nominate Tom Kuehne and to adopt Resolution Number 2012-1112 to Cast a Ballot in the 2012 IMRF Executive Trustee Election; Trustee Lomax seconded. By voice vote, approved unanimously.

ADJOURNMENTThere being no further business to conduct, Trustee Wienen moved to adjourn

the meeting; Trustee Ripley seconded. By voice vote, approved unanimously. Meeting adjourned at 9:52 p.m.

Approved by the Board of Trustees: December 10, 2012

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

Elizabeth, Illinois

December 10, 2012, 7:30 p.m.

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

December 10, 2012, 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: Nancy Schamper.MINUTES

A copy of the November 12, 2012, 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 Ripley. By voice vote, approved unanimously.GUEST SPEAKER

Nancy Schamper, Guilford Township’s Representative on the Galena Area Emergency Medical Services District Board of Directors, stated the audit had been completed, the financial status of the EMS District is good and gave Supervisor Wachter the Financial Statement which shows Net Assets of $606,069 which does include the building.

The call volume through the end of October was 448. There are no immediate plans to purchase a new ambulance but money is put away toward a future purchase.

Ms. Schamper noted the assessment fee to Guilford Township will remain $6.00 per capita, as in past years. Next year’s contract amount will be $6,498. The contract will be sent after the first of the year. The District has no plans to go as a taxing body as had been discussed in the past.

Ms. Schamper agreed to continue to represent the Township next year. Supervisor Wachter thanked Ms. Schamper for attending the meeting and for continuing to represent Guilford Township on the Galena EMS Board of Directors.

TOWNSHIP AND ROAD DISTRICT LEVIESThe proposed 2012-2013 Levy for the Township is $255,934 ‒ slightly less

than a 5% increase on the $243,747.02 extended to the Township.The Board previously reviewed the proposed Levy at the November

Township meeting. Trustee Wienen moved to adopt the Township Levy as presented; seconded by Trustee Lomax and passed unanimously by roll call vote.

The proposed 2012-2013 Levy for the Road District is $503,776.31 ‒ slightly less than a 5% increase on the $479,832.68 extended to the Road District.

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

Supervisor Wachter reported the fifth and final distribution of property tax payments has been received totaling $168,078.97. Township received $56,521.53 plus $97.00 interest. The Road District received $111,269.49 plus $190.95 interest.

The Township received the following checks: $20 from Jo Daviess County for Town Hall rental for the November elections; a $96.59 refund of credit on the final bill from AT&T, we changed phone carriers; and $56.24 from Jo-Carroll Energy. This was a Capital Credit check which represents allocated margins in excess of operating costs and expenses for credits earned through 1987.

Bills received after Board Packs were assembled were given to the Trustees for review. After all bills presented were reviewed, upon a motion made by Trustee Lomax, seconded by Trustee Wienen and unanimously passed by roll call vote, the Board approved payment of $36,563.47 as shown on the Board Audit Report as well as payment of the bills presented for review at the meeting, which included $2,128.87 from Edwards Electric for work performed on the Jo Daviess Radio Communication System Tower. That cost will be reimbursed by the County. REPORTS

Supervisor Wachter reported the Annual Financial Report (which includes the GASB34) for Fiscal Year 2012 was electronically filed with the State Comptroller’s office on November 30. Due to a software issue, Wachter was not able to print a copy of the report despite several calls to the Local Governments Division.

A copy of the report will be filed at the County Courthouse, as required, as soon as the software issue is resolved.

Wachter attended the Elizabeth Ambulance Meeting on November 20 and reported that the Co-ordinator’s salary was increased 3% in 2013 as was the Secretary-Treasurer’s salary. The Ambulance District pays two-thirds of the Co-ordinator’s salary, the Fire Department pays the other one-third. Wachter passed around paperwork regarding the fund balance for the Trustees to review.

Wachter noted that the Radio Communications Tower is up and running. The concrete foundation was poured last month, Edwards Electric has the electrical in place, the equipment hut is in position. County’s Certificate of Insurance was renewed with Guilford Township named as additional insured. A copy was sent to TOIRMA along with the signed agreement between Jo Daviess County and Guilford Township.

Trustee Stoneburner turned in his Open Meetings Act Certificate of Completion in November. Guilford Township is now 100% compliant with the Open Meetings Act requirement that all public officials must complete OMA training not later than December 31, 2012. Five of our seven elected officials have also completed Freedom of Information Act Certification which is not required.

Supervisor Wachter advised that earlier this year the Chief County Assessment Officer (CCAO) prepared and distributed a map that suggested totally restructuring the individual township assessment districts and the multi-township assessment districts in Jo Daviess County.

For purposes of assessment, following the 2010 Census, the only MTAD not in compliance with the requirement of 1,000 or more inhabitants (35 ILCS 200/2-5) that should have been part of the November 1 Public Hearing and subsequent “determination” by the County Board was Derinda, Pleasant Valley, Berreman, and Wards Grove. Their combined total population is 965 per 2010 Census.

On November 13, Supervisor Wachter, Township Clerk Bersbach, and the Township’s MTAD contract assessor Theresa Cole attended a standing-room-only meeting of the Jo Daviess County Board regarding the Chief County Assessment Officer’s suggested five district Multi-Township Assessment District Plan for Jo Daviess County which included those individual township assessment districts and the multi-township assessment districts which were in compliance with state statutes.

Highway Commissioner Winders reported that November weather stayed dry and unseasonably warm allowing the road crew to make progress into the late part of fall. A bank along an approximately half-mile stretch of West Menzemer Road was reshaped and the spoils hauled and placed along various sites through the Township.

The Township’s Highway Department aided in all ways asked in helping to install the Jo Daviess County Radio Tower on the Township’s lot.

During the month the trucks and the tractors were set up for salting and snow removal. The first snow fall in need of plowing took place on Sunday, December 9. While some parts of the Township received a light dusting of snow, other areas received nearly three inches.

Winders mentioned his recent meeting with the Annual Triathlon/Duathlon event planners and others involved regarding a possible change in the route through Guilford Township.

Highway Commissioner Winders concluded his report by noting the $70,000 grant from the U.S. Department of Agriculture Rural Development for the improvements to North Ford Road was electronically deposited to the Township’s account.

Clerk Bersbach reported that in compliance with a FOIA request she provided access to Township records two hours December 6.

The Pre-Filing Notice for the Consolidated Election on April 9, 2013, was published in The Flash as required. Per SB3338 approved by Governor Quinn the filing period was extended to include a period of time up to 5 p.m. December 26.

There were no replies received to the Notices to the Chairpersons of the Democratic and the Republican Central Committees reminding them of their obligation to report the time and location of their respective party’s caucus.

By using a rebate and coupons for turning in used ink cartridges, Bersbach saved the Township $61 on office supplies and printing the Road District’s 2013 time cards. The Township thanks those who contributed used ink cartridges. As a reminder, there is a box at Town Hall where you can drop off your used ink cartridges.

Bersbach submitted a Press Release regarding the prescription drug discount card program to The Galena Gazette and The Territory Times and posted electronic information about the program on the Township’s website.

The 2013 Monthly Meeting Schedule was posted on the Township’s website and on the bulletin board December 10.

Bersbach commented on a Letter to the Editor from Township citizen Frances Rivoire in a recent issue of The Galena Gazette thanking Guilford Township, Highway Commissioner Winders and the road crew for the 13.1 miles of roads that were in good shape for the annual half-marathon fund-raiser benefiting the Galena Food Pantry.

There was discussion about a method of using home computers to obtain financial reports from previous years. The Township’s financial reports are compiled using software specifically designed for Townships and cannot be

directly accessed from a home computer. Supervisor Wachter indicated he would see what might be possible.UNFINISHED BUSINESS - NoneNEW BUSINESS - NoneADJOURNMENT

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 9:04 p.m. Approved by the Board of Trustees: January 14, 2013