HOLLIS TOWNSHIP ~ PEORIA COUNTY ~ ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, JULY 31, 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:
Supervisor Gary W. Thomas; Clerk Kelsey A. Archer; 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.
There were no visitors.
APROVE MINUTES of Previous Meetings:
1. Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, June 26, 2014 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Tal Beckman; 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 July 31, 2014.
Motion Brian Fengel; second Jim Bailey. 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 July 31, 2014.
Motion Tal Beckman; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
TOWN BUILDING, GROUNDS & EQUIPMENT:
Trustee Bailey mentioned that there are various things in need of repair in the Township Office Building and that the landscaping around the building is getting unhealthy, aged, oversized and suggested that the Board consider removing most of the old plants and replacing them with new plants sometime in the future. Jim volunteered to oversee the removal and new planting if the Board is willing.
He mentioned that at least 5 of the recessed florescent light fixtures throughout the office, in several different rooms, seem to need new ballasts. Also, the fixture used to illuminate the Flag needs to be changed to a more weather proof unit and noted several other outside fixtures need new ballasts. Jim suggested that we obtain a Union Electrician to make these changes and volunteered to make the contacts and meet with the service people when they could be scheduled to make these repairs.
The toilets in both bathrooms need new ball cock valves and possibly new wax seals; the toilets can be rocked which would indicate that a poor seal could exist. Trustee Tal Beckman said he knows someone who is very good at plumbing and suggested we could contact him for these repairs.
COMMUNICATIONS & Correspondence:
Peoria County Zoning Board of Appeals - Notice of variance hearing on Thursday, August 14, 2014 for Hollis Township residents – Danny and Susan Conrad at 4601 W. Route 24, Bartonville, Il. 61607. They are requesting 3 variances for road set back requirements.
TOWN BUSINESS ~ Supervisor:
1. The Supervisor attended a meeting on Saturday, July 19, 2014 with East Peoria Attorney Fadi Rustom at the old antifreeze building on Wheeler Road near the intersection at Powell Road. Our Tax Assessor Alice Dailey and Trustee Jim Bailey were also present.
Mr. Rustom is looking at this building as a possible location to establish a business to produce medical cannabis.
2. Educational District 6, East Peoria Training on Friday, July 11, 2014: Board Members who attended: Supervisor Gary Thomas, Tax Assessor Alice Dailey and Trustees: Jim Bailey and Bill Gerdes. Our Administrative Assistant, Joleen Bailey also attended this session.
There was brief discussion regarding this training.
CLERK BUSINESS / Business & Comments:
The Notices of the Prevailing Wage Ordinances for 2014 were published in the July 17, 2014 issue of the Glasford Gazette.
ROAD BUSINESS ~ Highway Commissioner:
1. Pipevision Products, Inc. of LaSalle, Illinois should start relining designated culverts in our Township within the next two weeks. Bids were received for this work in January 2014. Pipevision was awarded the job.
Pipevision is talking with the Village of Mapleton to see about using their water supply to fill the water trucks to flush out the culverts. A large volume of water is needed for this process.
2. Denny is still trying to get a handle on the mowing. He has added extra mowing days to catch up.
3. We have been dealing with lots of air conditioning problems on trucks and tractors.
4. Denny attended a TOIRMA Meeting on Loss Control for Townships.
We were asked to adopt a current Loss Control Policy; [See Motion in New Business]
Previously, Hollis Township adopted a Loss Control Policy in March of 2010.
5. Denny is still waiting for prices on new truck and other equipment for more accurate budget information. He needs a Joint Purchasing Agreement and Number so he can get information on State Bids. [See Motion in New Business]
6. Peoria County Highway Department Motor Fuel Tax: Hollis Township Report ~ no current information available.
7. A Hollis Township resident has asked about the possibility of vacating Maple Avenue. The Road Commissioner will look into this matter. More information will be reported if there is any action.
TRUSTEES/ Information / Business:
Trustee Bailey will report on the residents who have agreed to be members of the Audit Committee for Hollis Township for the fiscal year ended March 31, 2014. Motion in New Business.
TAX ASSESSOR’S OFFICE / Information / Business:
On Tuesday, July 29, 2014, our Tax Assessor reported that she fell while out assessing a Hollis Township resident’s property. She was accompanied by Andrew Couri who works in the Peoria County Supervisor of Assessments Office.
The incident was reported to our insurance company, TOIRMA – Township Officials of Illinois Risk Management Association on the 29th.
OLD UNFINISHED BUSINESS: none.
NEW BUSINESS:
1. A MOTION to approve the $30.00 Advance Registration Fee for the Township Supervisors of Illinois , Division of the Township Officials of Illinois, Zone II Educational Workshop to be held at the Stoney Creek in East Peoria on Friday, August 22, 2014. Reservations are due by August 8. Registration is at 8:00 A.M. this session concludes after the lunch which is served at 12:15 P.M.
Supervisor has requested a reservation to attend. The expense is included in this Board Audit.
Motion Tal Beckman; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
2. MOTION to adopt the TOWNSHIP LOSS CONTROL POLICY NO. 2014 - 01 which has been suggested by TOIRMA – Township Officials of Illinois Risk Management Association.
The Policy Statement is an indication that the Township does realize the responsibility it has to provide safe conditions for all Township Employees and Township residents.
A copy of this Control Policy shall be kept in our Resolution Notebook as a permanent record of the Township. All Township Officials are asked to sign this document.
Motion Jim Bailey; second Tal Beckman. The motion passed unanimously.
3. MOTION to approve the appointment of the 3-Member Independent Audit Committee who will conduct the ANNUAL AUDIT for Hollis Township for the fiscal year ended March 31, 2014. The Committee Audit shall be filed with the Peoria County Clerk no later than September 30, 2014. The Board agreed to pay up to $50. per day to each person.
We currently have two individuals with accounting experience who have agreed to be part of this Audit Committee. The third member is pending at this time. None of these residents are related to any Hollis Township Board Member.
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
4. TOWNSHIP OFFICIALS OF ILLINOIS ~ 107TH ANNUAL EDUCATIONAL CONFERENCE
November 9 ~ 11, 2014
See the JULY / AUGUST ISSUE of the PERSPECTIVE MAGAZINE
beginning on page 11 for specific details. Please read carefully.
MOTION to approve payment of the pre-registration fees – full registration is $ 140.00 per person which includes Monday & Tuesday for this Conference to be held at the Crowne Plaza Hotel in Springfield, Illinois. Approval is for all Elected Officials and the Administrative Assistant.
Motion includes approval for ONLY 2 NIGHTS HOTEL EXPENSE; meals, mileage and parking fees. Elected Officials are responsible for making their own hotel reservations.
Receipts are required for reimbursement. Please do not combine any food or beverage receipts with another elected official; it makes reimbursement too complicated. Thank You!!!
Motion Bill Gerdes; second Tal Beckman. The motion passed with all ayes on a roll call vote.
Reservations for the Conference will be made no later than our September 25th Meeting. Please indicate your interest to attend the Conference no later than our August 28th Meeting - we will include the question on the Agenda for that meeting. THANK YOU!!
5. MOTION to approve a Contract with THE STATE OF ILLINOIS for a JOINT PURCHASING PROGRAM for Hollis Township and the Hollis Township Road District.
Motion Tal Beckman; second Jim Bailey. The motion passed with all ayes on a roll call vote.
6. MOTION to adjourn made by Tal Beckman; second Jim Bailey. The motion passed unanimously.
Meeting adjourned at 7:58 P.M.
Respectfully submitted,
Kelsey A. Archer, Town Clerk