TOWNSHIP OF HOLLIS ~ COUNTY OF PEORIA ~ STATE OF ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, MARCH 22, 2018
After 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.
In the absence of our Clerk, Cheryl Archer ~~ Supervisor Gerdes asked Trustee Jim Bailey to record the Minutes of this meeting.
Board Members Present for Roll Call:
Supervisor William J. Gerdes and Trustees: James E. Bailey and Justin R. Egan.
The Supervisor announced a quorum was present. Excused from this meeting were: Clerk Cheryl A. Archer, Trustees Maryann S. Morrison and Rich D. Murray.
The Road Commissioner Dennis R. Beckman attended this meeting. The Tax Assessor Alice B. Dailey was not available.
There were no corrections or additions to the Agenda. There were no visitors.
__________________________________________________________________________________
APPROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, March 22, 2018 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Justin Egan; second Jim Bailey. 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 22, 2018 in the amount of $ 6, 818.34.
Motion Jim Bailey; second Justin Egan. 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 dated March 22, 2018 in the amount of $ 18,325.35.
Motion Jim Bailey; second Justin Egan. The motion passed with all ayes on a roll call vote.
__________________________________________________________________________________
COMMUNICATIONS & Correspondence:
1. Township Officials of Illinois Risk Management ~ TOIRMA Premium Dividend for 2018
$ 2,136.00 has been received. [In 2017 the dividend was also $ 2,136.00]
The dividend is approximately 15% of our premium contribution paid for the program year June 1, 2012 ~ June 1, 2013. This is the 27th 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 ~ $ 641.00
70% of the refund is a Road & Bridge Fund reimbursement ~ $ 1,495.00
These percentages reflect the cost each fund pays for annual premiums and are quoted to us by TOIRMA..
__________________________________________________________________________________
2. Prior to this month and for some period of time, Hollis Township’s General Assistance Case Manager has been paid 10 hours per month to administer our General Assistance which was averaging between 3 to 4 cases per month. However, as of February 2018, all recent cases have been resolved and the need for those hours no longer exists.
Beginning in March 2018, our Administrative Assistant – who is also the General Assistance Case Manager, will reduce the number of paid hours per month by 10.
Joleen Bailey’s hours will now revert back to 80 per month. That change is reflected with this March 22, 2018 Board Audit Report.
__________________________________________________________________________________
TOWN BUSINESS ~ Supervisor:
Bill Gerdes received a packet of information from the Peoria County Veterans Memorial Committee asking for donations to help support and complete this Memorial. Copies can be provided to Hollis Board Members if needed. Supervisor Gerdes has the information packet tonight.
This current effort is to raise an additional $20,000 which would enable the committee to complete this project by 2018 years end, bringing the total raised to $400,000.
However, in January 2014 ~ Hollis Township donated $500.00 to purchase a 12” x 12” brick in recognition of Hollis Township Veterans from ALL WARS from Korea, Vietnam, Granada etc. to present years.
Since Hollis Township has donated to this project in 2014, no action was taken by the Board regarding this current request.
__________________________________________________________________________________
CLERK BUSINESS / Business & Comments:
Clerk Cheryl Archer has filed the Statement of Economic Interest Statements for all Hollis Township Elected officials on March 9, 2018.
Each Township Official will find their personal receipt for filing their Statement with the March Meeting information presented here tonight.
__________________________________________________________________________________
ROAD BUSINESS ~ Highway Commissioner:
1. Our Road Commissioner received information from the Peoria County Highway Department indicating that Peoria County is working on getting some lighting at the intersection of Route 24 and Tuscarora Road.
2. The Road Commissioner reported that a solar station will be installed on Airport Road.
3. Road Commissioner is still looking for a cab to put on the 2004 tandem truck that was damaged by a falling tree on November 30, 2017.
The snow plow frame will have to be cut off of the old frame and welded onto the replacement cab. Koenig has estimated a cost of $27,000. to change the truck over to a replacement.
__________________________________________________________________________________
OLD UNFINISHED BUSINESS: none.
__________________________________________________________________________________
NEW BUSINESS:
1. MOTION to approve the Appointment of Norman J. Zentko as Trustee for the Tuscarora Fire Protection District for a term beginning May 1, 2018 and continuing until the first Monday in May, 2021 or until his successor is qualified.
Motion Jim Bailey; second Justin Egan. 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.
__________________________________________________________________________________
Board members were given copies of the proposed Agenda for the Annual Town Meeting.
2. MOTION to approve the Agenda for the Annual Town Meeting to be held on Tuesday,
April 10, 2018. (A copy of the Annual Town Meeting Agenda shall be attached to the Minutes of this meeting.)
Motion Justin Egan; second Jim Bailey. The motion passed with all ayes on a roll call vote.
On February 28, 2018 one written request was received by our Township Clerk, asking to place an item on the Agenda for our Annual Town Meeting to be held on April 10, 2018 – signed by 16 registered voters in Hollis Township. [wording on petition quoted in next paragraph]
Petition “To either transfer $50,000. from Town Fund, or loan – to Road & Bridge Fund for purchase of new tandem cab & chassis.”
The original petition shall be attached to the Minutes of this Meeting, March 22, 2018.
__________________________________________________________________________________
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.
___________________________________________________________________________________________________
3. MOTION to approve re-hiring Darcy Ray ‘s Lawn Service to mow & trim the yard around the Town Hall for the 2018 mowing season. $40. per mowing (same rate as previous years) / trim shrubs and remove debris will increase from $15. to $20. per hour and she will fertilize at cost of product.
A copy of the Lawn Service’s insurance coverage will be sent to us and will be kept as a permanent record in our files.
Motion Jim Bailey; second Justin Egan. The motion passed with all ayes on a roll call vote.
__________________________________________________________________________________
4. MOTION to adjourn made by Justin Egan; second Jim Bailey. The motion passed
unanimously. Meeting adjourned at 7:43 P.M.
Respectfully submitted,
James E. Bailey, Trustee and Clerk Protem