HOLLIS TOWNSHIP ~ PEORIA COUNTY ~ ILLINOIS
MINUTES MONTHLY BOARD AUDIT MEETING
THURSDAY, JANUARY 31, 2013
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 W. Wheeler Road, Mapleton, Illinois 61547-9615.
Board Members Present:
Supervisor, Gary W. Thomas; Clerk, Harry L. Sweet, Jr.; Trustees: William J. Gerdes, Tal B. Beckman, 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.
Visitors Addressing the Board: Will Hayes representing the Peoria County Health Department, spoke to the Board regarding a “drafted proposal” which will be presented to the Peoria County Board sometime in the future for approval. (The Supervisor has a copy of the draft.) Mr. Hayes’ direct telephone is 679-6160.
The proposal is directed at “Onsite Wastewater Treatment Systems” and will be enacted in order to manage the risk of disease transmission as well as reduction of adverse environmental conditions created by improper treatment of domestic sewage.
Additional information will be forthcoming after the proposal is approved by the Peoria County Board.
APROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, December 27, 2012 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Brian Fengel; second Tal Beckman. 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 January 31, 2013.
Motion Tal Beckman; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
2. The General Assistance Fund did not have expenditures this month.
3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary January 31, 2013.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
4. MOTION to approve reinvesting ROAD & BRIDGE FUNDS in the amount of $30,696.57 into a Certificate of Deposit at Better Banks, Bartonville, Illinois for a period of 24 months at an interest rate of .70%. Interest shall be added semi-annually.
(The current Certificate of Deposit #24946, which matured on January 28, 2013, was invested for a period of 12 months @ .35%. Maturity Value is $30,696.57) After maturity, we have a 10 day grace period to change our investment data.
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
** On February 4, 2013 ~ THE NEW CERTIFICATE OF DEPOSIT # 25869 was issued @ .70% and is now invested for 24 months, maturing on January 28, 2015. Interest will be compounded and credited semi-annually. (We must call the bank to obtain the interest payments every 6 months.)
5. MOTION to approve reinvesting JOINT BRIDGE FUNDS in the amount of $107.745.61 into a Certificate of Deposit at Better Banks, Bartonville, Illinois for a period of 24 months at an interest rate of .70%. Interest shall be added semi-annually.
(The current Certificate of Deposit #24947 matured on January 28, 2013 and was invested for a period of 36 months @ 2.5% Maturity Value is $107,745.61 – the original amount invested 3 years ago was $100,000.) After maturity, we have a 10 day grace period to change our investment data.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
** On February 4, 2013 ~ THE NEW CERTIFICATE OF DEPOSIT # 25870 was issued @ .70% and is now Invested for 24 months, maturing on January 28, 2015. Interest will be compounded and credited semi-annually. (We must call the bank to obtain the interest payments every 6 months.)
COMMUNICATIONS & Correspondence:
1. Peoria City/County Health Department sent information regarding LEAD HAZARD REMOVAL PROGRAMS. They are offering opportunities for residents to apply for these programs to see if they qualify.
The Supervisor has information. Copies available on request.
2. AMEREN – Corporate Facts and Maps showing the FARGO-MAPLERIDGE TRANSMISSION LINE PROJECT. Continuing information regarding this project……….
3. Peoria County – DEPARTMENT OF PLANNING & ZONING – HOLLIS TOWNSHIP –
Notice of Public Hearing @ 9:00 A.M. on February 14, 2013 regarding Jess & Sharon Burns @6009 W. Sunflower Drive. The property is off of Hollis Road. The petitioner is requesting a “third” building permit to complete a home construction project.
4. A letter was received from AMEREN Illinois confirming our Electric Supplier Choice – HOMEFIELD ENERGY which the Board decided last month. The change in supplier will be made on/or near February 12, 2013.
5. The Peoria County Clerk requested a list of names & addresses of Hollis Township Elected Officials who must file a Statement of Economic Interest no later than May 1, 2013. This list must be supplied to the County Clerk by February 1st each year. The list was faxed on January 26, 2013.
Elected Officials should receive their “Statements of Economic Interest” in March or April.
Note to Officials: When you receive your “Statement”, please complete and sign the form and bring it with you to a Regular Monthly Meeting. We will make copies for our permanent records. Our Clerk will file all “Statements” with the Peoria County Clerk’s Office prior to the May 1 deadline. Thank you!
6. All Hollis Township Officials and Employees should have received their W-2’s for the year 2012. They were mailed or hand delivered on January 22, 2013.
7. 1099’s for the Year 2012 were also mailed on January 22, 2013.
CLERK BUSINESS / Comments:
On Tuesday, January 22, 2013, the Clerk filed the CERTIFICATION OF BALLOT with the Peoria County Clerk. This document shows the candidates names, political party, and office for which they are seeking, as well as placement on the ballot for the April 9, 2013 Consolidated Election.
The deadline for filing this Certification is January 31, 2013. A “Sample Ballot” will be sent to our Clerk for verification.
ROAD BUSINESS ~ Highway Commissioner:
1. On Saturday January 12, 2013, while spreading salt in the area including LeAnn Court, one of our Road Employees had a confrontation with a resident who lives on LeAnn Court. The resident actually reached into the truck through the passenger door yelling at our employee and kicked the side of the truck, causing about $700. damage. The incident was reported to the Peoria County Sheriff. The resident was booked on criminal damage to property under criminal trespass to a motor vehicle and disorderly conduct.
Our insurance company, TOIRMA, will not pursue damage recovery from the resident. However, after we pay our $250. deductible, TOIRMA will pay for repairs.
2. Extensive cleaning, remodeling and upgrading is in progress in the break-room in the maintenance shed. It will be a great improvement for the Road District Buildings. This break-room area was used for Board Meetings prior to the 1980 construction of our current office building.
3. Our Road Commissioner spoke with Peoria County regarding the tires our road crew has picked up along the roadsides; he is estimating 200 tires are stockpiled at this time.
The County thinks they will have a contract in the near future with someone who will pick up and dispose of these tires. Further information will be reported as it is available.
4. The Peoria County Highway Department Motor Fuel Tax Report for Hollis Township:
We have not received a report since November 2012.
TAX ASSESSOR’S OFFICE / Information:
1. As required by January 30, 2013, the Tax Assessor has submitted her Budget Request for the fiscal year 2013-2014; it is the same as last year.
2. Alice has contacted more than 20 people who have not filed for a Senior Citizen Homestead Exemption or the Senior Freeze. She has filed 11 completed applications and will have a more current report by the meeting date.
Some people have received a refund which made them real happy. There has been a lot of positive feed-back for the efforts to help these folks file for exemptions for which they qualify.
Alice has a fair idea of people who will qualify in 2013, so she will contact them to help them file for their exemptions at the appropriate time.
3. There are 3 more houses under construction in the Township and several Morton Buildings have been put up.
OLD UNFINISHED BUSINESS:
1. Regarding the additional night’s lodging charged to Trustee, William J. Gerdes by the Springfield Hilton in November 2012 – Since the hotel sent a Confirmation Notice for 3 nights lodging, the Hotel refuses to remove this fee from Bill’s credit card.
The Board agreed that the cost of this additional night for lodging will be paid by the Township only in this instance and that in the future, all elected officials will be solely responsible for their own reservations, confirmations and costs with regard to hotel accommodations. The Township will only pay for the two nights lodging as is stated in the motion to approve expenses for the Educational Conference.
1.. MOTION to approve reimbursement to William Gerdes in the amount of $ 107.52 tax included, which is the fee charged for the unused and unintended 3rd night’s lodging at the Springfield Hilton on November 10, 2012.
Motion Brian Fengel; second Tal Beckman. The motion passed with all ayes on a roll call vote.
2. As discussed last month, The Peoria County Sheriff’s Office is requesting a $300. donation for it’s SEARCH AND RESCUE PROGRAM in the Central Illinois Area.
Please find a copy of the letter attached to these minutes for more details.
MOTION to approve a donation in the amount of $300. for the Search & Rescue Program (SAR) in Peoria County sponsored by the Peoria County Sheriff’s Office. This amount shall be taken from Line Item 11578 Senior Citizens Services in the Town Fund Budget .
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote.
3. MOTION to approve the purchase of a $50. Gift Card for Bill Kettering Sr. from the Township Board of Trustees, in appreciation and to acknowledge his Retirement. (See reimbursement to Tal Beckman for his out-of-pocket expense for the Gift Card in this month’s Board Audit)
Motion Gary Thomas; second Jim Bailey. The motion passed with all ayes on a roll call vote.
NEW BUSINESS:
1. MOTION to adjourn made by Jim Bailey; second Brian Fengel. The motion passed unanimously. The meeting adjourned at 8:40 P.M.
Respectfully submitted,
Harry L. Sweet, Jr. Town Clerk\