Minutes from the April 28, 2016 regular board meeting

TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS

MINUTES REGULAR MONTHLY BOARD AUDIT MEETING

THURSDAY, APRIL 28, 2016

After the Pledge of Allegiance to the Flag, the Supervisor called the meeting to order at 7:00 P.M. @ the Hollis Town Hall, 6430 West Wheeler Road, Mapleton, Illinois 61547-9615.

Our Clerk Kelsey Archer was excused from this meeting. In her absence, the Supervisor called the roll:

Board Members Present for this meeting:

Supervisor, Gary W. Thomas; Trustees: William J. Gerdes, Sandra E. Fruge, James E. Bailey and Brian B. Fengel.

The Supervisor announced a quorum was present.

The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey attended this meeting.

APPROVE MINUTES of Previous Meetings:

Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, March 24, 2016 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.

 

Prior to tonight’s meeting, copies of Minutes from the Trustees Annual Meeting held on Monday, April 11, 2016 were distributed to Board Members for their review.

MOTION to accept the Minutes as presented made by Jim Bailey second Bill Gerdes. The

Motion passed unanimously with all ayes.

 

Prior to tonight’s meeting, copies of Minutes from the Annual Town Meeting held on Tuesday, April 12, 2016 were distributed to Board Members for their review and corrections only

These Minutes have been signed by the Moderator of the Annual Town Meeting and the Town Clerk. The Minutes will be approved by the electors at the next Annual Town Meeting which will be held

on Tuesday, April 11, 2017.

No action required from the Board of Trustees.

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 April 28, 2016.

Motion Sandy Fruge; second Jim Bailey. 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 April 28, 2016.

Motion Jim Bailey; second Bill Gerdes. 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 April 28, 2016

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

4. The following motion was tabled from our last meeting. The Road Commissioner has received a document from the Peoria County Highway Department which is signed by Dennis Perry [Operations Officer] denoting Hollis Township’s 2015 – seal coating, salt and tilling charges; discounts and payments were also listed as well as the $37,000. deduction shown on our account for their purchase of the Duraco Durapatcher. See document attached.

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 dated March 24, 2016.

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

5. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated April 28, 2016.

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

TOWN BUILDING, GROUNDS & EQUIPMENT: nothing.

COMMUNICATIONS & Correspondence:

The Supervisor presented documents from Peoria County Planning & Zoning for a variance on

property located at 6519 S. Trails End Lane in Hollis Township. The owners are Carla Bazhenow and the Carlton Varnes Family Trust.

There are two homes sitting on one piece of property and the owners are asking to split the parcel so that each home has its own parcel. They are asking for a variance to allow an 83’ frontage; due to the location of the homes. It is not possible to achieve the required 125’ frontage.

Trails end is a private lane; therefore, Hollis Township Road District has no authority. There is no expressed citizen concern and the Hollis Township Officials feel no concern or objection to this action.

CLERK BUSINESS / Business & Comments:

Kelsey has filed the Tuscarora Fire Department Appointment with the Peoria County Clerk and has delivered the Fire Department copies to Jack Rendleman. Hollis Township will retain one copy for our files.

ROAD BUSINESS ~ Highway Commissioner:

1. Dennis Beckman will be putting weight limits on Hurst Lane due to recent activity that is damaging the blacktop road .

2. Denny is talking with J.C. Dillon Company regarding re-lining culverts for us this year. The materials used by J.C. Dillon may have a longer life than what we have previously installed and also have a 50 year guarantee. Denny may offer more information at this meeting.

3. The Stark Excavating, Inc. is renting a space for an office trailer on our Hollis Township property behind the maintenance buildings. We will be getting $300. per month while the trailer is parked here.

Stark is doing the work on the bridge on Cameron Lane.

4. Peoria County Highway Department Motor Fuel Tax Report - no update received for April 2016. The last balance reported for Hollis Township $10,938.38 was dated March 4, 2016.

TRUSTEES/ Information / Business:

TAX ASSESSOR’S OFFICE / Information / Business: .

1. Peoria County 2015 Property Tax Statements have been sent out, and of course, no surprise they are higher.

2. Tax Assessor’s computer needed serious attention from a technician this month. Malware and virus’ were found. A new modem was installed and believe the technician’s work will keep us from being invaded again.

OLD UNFINISHED BUSINESS: none

NEW BUSINESS:

1. This motion was tabled from our last meeting believing that information about the content of the following training session would be published in the April 2016 Perspective Magazine. However, no such information was published.

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

Township Officials of Illinois ~ 2016 Education District Training Session on 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.

MOTION to table issue for a second time to gather information on what will be presented at the Educational Session.

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

2. Reminder: Budget and Appropriation Ordinances will be presented for approval at our regularly scheduled meeting on May 26, 2016.

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

unanimously. Meeting adjourned at 7:48 P.M.

Respectfully submitted:

James E. Bailey, Trustee and Clerk pro-tem

Author: 
James E. Bailey