Minutes from the March 24, 2016 regular board meeting

TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS

MINUTES REGULAR MONTHLY BOARD AUDIT MEETING

THURSDAY, MARCH 24, 2016

After the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order at 7:00 P.M. at the Hollis Town Hall, 6430 West Wheeler Road, Mapleton, Illinois 61547-9650.

Board Members Present for Roll Call:

Supervisor Gary W. Thomas; Clerk Kelsey A. Archer; Trustees: William J. Gerdes, Sandra E. Fruge and James E. Bailey.

The Supervisor announced a quorum was present.

Trustee Brian B. Fengel arrived at 7:09 P.M.

 

The Road Commissioner, Dennis R. Beckman and the Tax Assessor, Alice B. Dailey

attended this meeting.

There were no visitors. There were no corrections or additions to the agenda.

APPROVE MINUTES of Previous Meetings:

Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, February 25, 2016 were distributed to Board Members for their review.

MOTION to accept the Minutes as presented made by Sandy Fruge; second Bill Gerdes. The

Motion passed unanimously with all ayes.

AUDIT CURRENT EXPENDITURES, Investments, Transfer of Funds, Budget Line Item Transfers:

1. MOTION to accept for payment all Town Fund Invoices as presented to the Board on the Disbursement Summary dated March 24, 2016.

Motion Sandy Fruge; second Bill Gerdes. The motion passed with all ayes on a roll call vote.

2. MOTION to accept for payment all General Assistance Invoices as presented to the Board on the Disbursement Summary dated March 24, 2016.

Motion Bill Gerdes; second Sandy Fruge. The motion passed with all ayes on a roll call vote.

3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated March 24, 2016.

Motion Jim Bailey; second Sandy Fruge. The motion passed with all ayes on a roll call vote.

4. MOTION by Jim Bailey; second by Gary Thomas to table the following motion until next month’s meeting when the Road Commissioner has proper documentation from the PEORIA COUNTY HIGHWAY DEPARTMENT regarding the sale of this equipment

.The motion passed unanimously with all ayes on a roll call vote.

MOTION to approve the transfer of $ 12,745.02 from the Road & Bridge Fund to the Equipment and Building Fund.

This transfer is made due to the sale of the 2009 Duraco Durapatcher S.N. 14575 / Model No. 125DJT to the Peoria County Highway Department in the amount of $37,000. [Feb. 23, 2016]

The original cost of the Durapatcher on June 25, 2009 was $ 43,547.00 and that cost was shared between the Road & Bridge Fund paying $28,547. (65.55%) and the Equipment and Building Fund paying $15,000. (34.446%); therefore, the receipts from the sale shall be divided with the same percentages listed here.

The Peoria County Highway Department has credited the $37,000. to our Hollis Road and Bridge Fund Expenses for seal coating this past year. Denny will have a document from PCHD that clearly shows the transaction.

The Road & Bridge Fund portion of the sale price shall be $24,254.98 and the Equipment & Building Fund portion of the sale price shall be $12,745.02.

The $ 12,745.02 transfer may be found on the Board Audit this date, March 24, 2016.

5. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated March 24, 2016.

Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.

COMMUNICATIONS & Correspondence:

1. Township Officials of Illinois Risk Management ~ TOIRMA Premium Dividend for 2016

$ 2,115.00 has been received. [this amount is the same as we received in 2015]

The dividend is 15% of our premium contribution paid for the program year June 1, 2010 ~

June 1, 2011. This is the 25th consecutive year of dividends paid to member townships. To be eligible, a township must have been a TOIRMA member for the previous five consecutive years.

30% of the refund is a Town Fund reimbursement ~ $ 634.50

70% of the refund is a Road & Bridge Fund reimbursement ~ $ 1,480.50

These percentages reflect the cost each fund pays for annual premiums.

TOWN BUSINESS ~ Supervisor:

The Supervisor noted that he had a complaint about a property along Route 24 where there is unsightly clutter. He contacted Peoria County Zoning to help resolve this issue. There will be more information if necessary.

CLERK BUSINESS / Business & Comments:

The Statements of Economic Interest have been filed with the Peoria County Clerk as of March 14, 2016. Township Officials will find their personal receipt with tonight’s meeting documents.

ROAD BUSINESS ~ Highway Commissioner:

1. This month, eight mattresses and bags of garbage have been dumped on South Cameron Lane / our road crew has gathered this refuse and will properly dispose of it. This is a very difficult and time consuming problem that continues to annoy us.

2. Peoria County Highway Department Motor Fuel Tax Report dated March 4, 2016:

After the February 29, 2016 allotment of $3,051.78 was added, Hollis Road District’s Motor Fuel Balance Is $10,938.38.

3. The Road Commissioner is attending a meeting on April 13, 2016 to discuss seal coating of roads in this 2016 season.

TAX ASSESSOR’S OFFICE / Information / Business: .

Our Tax Assessor, Alice Dailey has been in Normal, Illinois four days this week attending a training program which is required to keep her tax assessor’s credentials up to date. .

OLD UNFINISHED BUSINESS: none.

NEW BUSINESS:

1. MOTION by Jim Bailey; second by Bill Gerdes to table the following motion until next month’s meeting until more information is published in the Perspective Magazing regarding the program for the day to see if it is worth paying the fee to attend.

The motion passed with all ayes on a roll call vote.

MOTION to approve the $50.00 advance registration fee for individuals to attend the

Township Officials of Illinois ~ 2016 Education District Training Session

Thursday, June 23, 2016 at the Marriott Normal; beginning at 8:00 A.M. ending at 3:00 P.M. Lunch is included. SEE PERSPECTIVE MAGAZINE FOR DETAILS.

2. MOTION to approve the Appointment of Jack D. Rendleman as Trustee for the Tuscarora Fire Protection District for a term beginning May 1, 2016 and continuing until the first Monday in May, 2019 or until his successor is qualified.

Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.

There are 5 sets of documents which require signatures of Hollis Board Members. (Two pages in each set require signatures)

The Township Clerk shall take all 5 sets to the Peoria County Clerk; each set will be date stamped by the County Clerk’s Office. One set remains with the Peoria County Clerk; one set is retained by Hollis Township; three sets shall be returned to Jack Rendleman.

3. MOTION to approve the Agenda for the Annual Town Meeting to be held on Tuesday,

April 12, 2016. (A copy of the Annual Town Meeting Agenda shall be attached to the Minutes of this meeting.)

Motion Bill Gerdes; second Jim Bailey. The motion passed with all ayes on a roll call vote.

No requests were received by our Town Clerk from citizens asking to place an item on the Agenda.

To place an item on the Agenda for the Annual Town Meeting, a written request must have been received by March 1, 2015 and contain signatures of at least 15 registered voters in Hollis Township.

NOTICE OF ANNUAL TOWN MEETING shall be posted on our 3 bulletin boards within the Township at least 15 days prior to the Annual Town Meeting. We are not required to publish this notice.

4. MOTION to approve re-hiring Darcy Ray ‘s Lawn Service to mow & trim the yard around the Town Hall for the 2016 mowing season. $40. per mowing / trim shrubs and remove debris $15. per hour and fertilize at cost of product.

A copy of her insurance coverage has been received this week and will be kept as a permanent record in our files.

Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.

5. MOTION to approve the expense for Hollis Township’s participation in the

75th Anniversary Edition of our TOWNSHIP PERSPECTIVE Magazine ~ June of 2016 ~

by sponsoring a Single Line Listing for a fee of $75.00 ~ which would read:

HOLLIS TOWNSHIP / PEORIA COUNTY

This option would allow us to participate without spending an unreasonable amount of tax payer dollars. Deadline for ad information and checks to be received is Monday, May 2, 2016.

Motion Gary Thomas; second Brian Fengel. The motion passed with all ayes on a roll call vote.

 

 

6. MOTION to adjourn made by Jim Bailey; second Brian Fengel. The motion passed

unanimously. Meeting adjourned at 8:10 P.M.

 

Respectfully submitted,

Kelsey A. Archer, Town Clerk

Author: 
Kelsey A. Archer