HOLLIS TOWNSHIP ~ PEORIA COUNTY ~ ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, SEPTEMBER 25, 2014
After the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order @ 7:00 P.M. at the Hollis Town Hall, 6430 West Wheeler Road, Mapleton, Illinois 61547-9615.
Board Members Present for Roll Call:
Supervisor Gary W. Thomas; Clerk Kelsey A. Archer; Trustees: James E. Bailey & Brian B. Fengel.
The Supervisor announced a quorum was present. Trustee William J. Gerdes was excused. Trustee Tal B. Beckman arrived at 7:16 P.M.
Note Attendance:
The Road Commissioner Dennis R. Beckman attended this meeting. The Tax Assessor Alice B. Dailey was not available.
APPROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, August 28, 2014 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Brian Fengel; second Jim Bailey. The
motion passed unanimously with all ayes.
AUDIT CURRENT EXPENDITURES, Investments, Transfer of Funds, Budget Line Item Transfers:
1. MOTION to accept for payment all Town Fund Invoices as presented to the Board on the Disbursement Summary dated September 25, 2014.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated September 25, 2014.
Motion Brian Fengel; second Jim Bailey. The motion passed with all ayes on a roll call vote.
3. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated September 25, 2014 for a total of $ 142,707.84.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
4. MOTION to acknowledge and approve cashing the Joint Bridge Fund C.D. # 25870 on September 22, 2014 / investment with Better Banks, Bartonville, Illinois / final value $108,877.77.
This was a 2 year CD @ .70% which would have matured January 28, 2015. There was no penalty charged for early withdrawal.
Funds were needed to pay current and future expenditures incurred by Joint Bridge Fund.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
COMMUNICATIONS & Correspondence:
1. Truth in Taxation Determination for the 2014 Tax Levies ~~ will be addressed during our Regular Monthly Board Meeting on October 30, 2014. At that time, the Township and Road District will determine the Tax Levies needed for the year 2014 which are payable in 2015, and will establish if there is a need for Truth in Taxation Hearings.
Levies will be approved at the October 30, 2014 Regular Monthly Board Meeting and will be adopted on Tuesday, November 25, 2014 at our Regular Monthly Meeting.
There must be at least 20 days between approving Tax Levies and then adopting the Tax Levies.
2. Former Hollis Township Tax Assessor, Debra Ann Emert died on Sunday, September 7, 2014. She was 59 years old. Deb served a four year term from February 2006 through December 2009.
When the meeting moves to New Business, please find the motion for a memorial contribution in her name.
TOWN BUSINESS ~ Supervisor:
1. Copies of the ANNUAL TREASURER’S REPORT for the fiscal year ended March 31, 2014 will be presented to Board Members. As required by law, this report has been published in the Glasford Gazette on September 18, 2014. In addition, a copy of the publication will be forwarded to the Peoria County Clerk’s Office no later than September 30, 2014.
A copy of the Annual Treasurer’s Report shall be attached to the Minutes of this meeting.
2. Willock Warning & Co., P.C. has completed the State of Illinois Comptroller’s Annual Financial Report for the fiscal year ended March 31, 2014 and have filed the report via internet with the State Comptroller’s Office on September 10, 2014.
The cost for their service is $ 560.00 and will be shared 50/50 between the Town Fund and the Road and Bridge Fund. The invoice may be found in our Board Audit this month.
They provided Hollis Township with an original copy of the financial report which has been signed by the Hollis Township Supervisor and then was mailed to the Peoria County Clerk on Friday, September 19, 2014; required no later than December 26, 2014. An additional copy of the document will be retained by the Hollis Township Office as part of our permanent records.
CLERK BUSINESS / Business & Comments:
The Board is asking our Clerk, Kelsey Archer to follow-up with Eric Lofgren about updating the information on the Hollis Township Web-site. The last Hollis Township Minutes posted are January 2014 and the meeting schedule has nothing listed after May 2014; we need to solve this problem.
Kelsey sent an email again today in an effort to contact Eric. She will report back to the Board in October.
ROAD BUSINESS ~ Highway Commissioner:
1. The Road Commissioner has several culverts that will be designated for re-lining next year.
2. a. The invoice for the culvert lining work completed by Pipevision last month has been paid and appears on the Joint Bridge Fund expenses for the September 25, 2014 Board Audit. The January 2014 bid was $103,762.50.
After looking more closely, 2 culverts listed to be replaced on that bid were not in need of repair; therefore, 2 other culverts were relined in place of those taken off of the original bid list. These 2 culverts were longer than the culverts originally bid; therefore, an additional cost of $5,281.75 was added.
Over and above the original culverts on the bid, 3 other culverts were found in need of repair. We added the cost of $15,049.50. for those 3 culverts. The total paid to Pipevision was $124,093.75. That figure is $ 20,331.25 more than the original bid, or about 20% over the bid.
According to legal advice from John Redlingshafer, we could exceed the original bid by 40%.
b. The Engineering cost for this culvert lining project is from Patrick N. Meyer & Associates, Inc. beginning November 2013 for his initial investigation, bid documents, bidding, selection of contractor and construction observation. The total paid to Patrick Meyer is $18,614.09. His fee is 15% of the total invoice paid to Pipevision. Please find the16 page invoice in the Joint Bridge Fund Board Audit.
Patrick has also applied for a FEMA GRANT for Hollis Township Road District to help recover some of the expenses for lining the culverts. . The FEMA GRANT APPLICATION required each culvert to be listed separately, resulting in the 16 page invoice.
3. Salt prices from Peoria County have increased from $46.00 to $80.00 per ton.
Tube City, IMS Corporation, LLC (Mill Services Group) is offering a product called EAF Steel slag materials which are produced from Keystone Steel and Wire and are “Green”, renewable, and environmentally compliant. This is an “ice control sand, anti-skid material” @ $3.75 per ton and is an alternative or can be an addition to salt materials.
We would load this slag from the Keystone location in Bartonville. We have submitted a credit application to Tube City.
4. One of our part time Road District Employees was injured on September 11, 2014 while trimming trees. He was off work 3 days. A workman’s compensation claim has been filed for the hospital invoice.
5. Normal road work has been limited this year due to the excessive rainfall.
6. Peoria County Highway Department Motor Fuel Tax: Hollis Township Report dated September 3, 2014 contains an added payment of $6,086. from the Capital Bill Program for the fiscal year 2015 as well as the August allotment of $2,049.33.
Ending total for September 3, 2014 $57,806.36. Note, the $6,086. is a result of HB3794. Hollis Township Officials received letters in June this year from State Representative Mike Unes informing us of this additional funding.
TRUSTEES/ Information / Business:
1. Trustee Brian Fengel reported there is no money available for grants to assist Hollis Township with updating and repairing some electrical and plumbing at the Hollis Township Office Building.
2. Trustee Bailey asked for a motion to allow him to contact vendors for electric updates and plumbing repairs. (See motion in New Business)
3. Brian Fengel received a complaint about the property next to the Tuscarora Fire Department Building on Tuscarora Road. This house has tall weeds around it and appears to be abandoned.
Gary Thomas will see what he can find out about the owner of the property.
OLD UNFINISHED BUSINESS:
Last month we reported that Mr. Fadi Rustom, who is the CEO of the Illinois Therapeutic Health Center was trying to purchase the old antifreeze building on Wheeler Road to grow medical cannabis; however, that purchase was rejected by the owners of the building.
NEW BUSINESS:
1. MOTION to approve a MEMORIAL CONTRIBUTION in the amount of $50. 00 to the
Illinois Cancer Care Foundation, 8940 N. Wood Sage Road, Peoria, Illinois 61615 to honor
Debra Ann Emert, former Hollis Township Tax Assessor ~ February 2006 ~ December 2009.
Motion Brian Fengel; second Jim Bailey. The motion passed with all ayes on a roll call vote.
2. MOTION to give permission to Trustee Bailey to contact an electrician and a plumber to address the repairs needed with regard to the Township Office Building.
Motion Tal Beckman; second Brian Fengel. The motion passed with all ayes on a roll call vote.
3. MOTION to adjourn made by Tal Beckman; second Jim Bailey. The motion passed unanimously. Meeting adjourned at 8:04 P.M.
Respectfully submitted,
Kelsey A. Archer, Town Clerk