TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, MARCH 23, 2017
After the Clerk led the Pledge of Allegiance to the Flag at 7:00 P.M., the Supervisor called the meeting to order 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: 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.
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 23, 2017 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Brian Fengel; second Bill Gerdes. The
Motion passed unanimously with all ayes.
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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 23, 2017 in the amount of $ 6,781.00. (corrected total)
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
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2. MOTION to accept for payment all General Assistance Invoices as presented to the Board on the Disbursement Summary dated March 23, 2017 in the amount of $ 735.00.
Motion Sandy Fruge; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
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3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated March 23, 2017 in the amount of $ 11,084.40. (corrected total)
Motion Brian Fengel; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
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4. MOTION to accept for payment all Joint Bridge Fund Invoices as presented to the Board on the Disbursement Summary dated March 23, 2017 in the amount of $ 724.50.
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
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COMMUNICATIONS & Correspondence:
Township Officials of Illinois Risk Management ~ TOIRMA Premium Dividend for 2017
$ 2,136.00 has been received. [In 2016 the dividend was $ 2,116.00]
The dividend is approximately 15% of our premium contribution paid for the program year June 1, 2011 ~ June 1, 2012. This is the 26th consecutive year TOIRMA has paid dividends 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 ~ $ 640.80
70% of the refund is a Road & Bridge Fund reimbursement ~ $ 1,495.20
These percentages reflect the cost each fund pays for annual premiums.
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CLERK BUSINESS / Business & Comments:
1. Statements of Economic Interest received from Hollis Township Elected Officials will be filed with the Peoria County Clerk. Hollis Township Officials will receive their personal date stamped receipt in the near future from our Township Clerk, Kelsey Archer.
2. Our Township Clerk reported that effective April 1, 2017 it will be necessary for us to remove our contact email address from the Hollis Township website. After March 31st the emails will no longer forward to us.
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ROAD BUSINESS ~ Highway Commissioner:
1. The Road Commissioner reporting that we only used about 80% of the road salt we received this winter. We have now reordered salt for the winter of 2017-2018.
2. On Monday, March 20 ~ Dennis Beckman met with a man who inspected the roof on our Township Office Building and the roof on our Maintenance Buildings for hail damage.
We will hear from Township Officials of Illinois – Risk Management Association (TOIRMA) regarding any damage reimbursement which may be due to the Township or Road District.
2. Peoria County Highway Department Motor Fuel Tax Report for Hollis Township Road District: No information has been received from the County since January 3, 2017.
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TRUSTEES/ Information / Business:
1. Trustee Bailey discussed the necessity for the Road District to have an Employee Manual ~ this was a topic reviewed at the Heyl Royster complimentary seminar in December 2016.
The Statute = 605 ILCS 5/6-201.20 may be referenced ~ five or more employees in a county under township organization must set rules, etc. regardless of full or part time employees.
*** The Road Commissioner responded that he has had an Employee Manual in place for 16 to 18 months; however, the Township Board was unaware that the Manual existed.
2. Trustee Fengel noted a website my.ilga.gov - Citizens can long onto this site to see what state legislation is proposed and/or pending and also send messages to their representatives and senators voicing opinions on issues.
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TAX ASSESSOR’S OFFICE / Information / Business: .
Our Tax Assessor took a mapping class where she discovered incorrect information on the Peoria County maps regarding the Village of Mapleton boundaries. New maps will be created; thereafter, letters and copies of the changes will be forwarded to entities affected.
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NEW BUSINESS:
1. MOTION to approve the Appointment of Gregory S Hill as Trustee for the Tuscarora Fire Protection District for a term beginning May 1, 2017 and continuing until the first Monday in May, 2020 or until his successor is qualified.
Motion Brian Fengel; second Jim Bailey. 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.
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2. MOTION to approve the Agenda for the Annual Town Meeting to be held on Tuesday,
April 11, 2017. (A copy of the Annual Town Meeting Agenda shall be attached to the Minutes of this meeting.)
Motion Brian Fengel; second Bill Gerdes. 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, 2017 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.
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3. MOTION to approve re-hiring Darcy Ray ‘s Lawn Service to mow & trim the yard around the Town Hall for the 2017 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 will be sent to us this week and will be kept as a permanent record in our files.
Motion Bill Gerdes; second Brian Fengel. The motion passed with all ayes on a roll call vote.
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4. MOTION to adjourn made by Jim Bailey; second Gary Thomas. The motion passed
unanimously. Meeting adjourned at 8.09 P.M.
Respectfully submitted:
Kelsey A. Archer, Town Clerk