HOLLIS TOWNSHIP / PEORIA COUNTY / ILLINOIS
MINUTES REGULAR MONTHL Y BOARD
THURSDA Y, SEPTEMBER 29, 2011
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 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.
There were no visitors attending this meeting and there were no additions or corrections to the agenda.
APROVE MINUTES of Previous Meeting:
Prior to tonight's meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, August 25, 2011 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:
- MOTION to accept for payment all Town Fund Invoices as presented to the Board on the Disbursement Summary September 29, 2011.
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote. - MOTION to accept for payment all General Assistance Invoices as presented to the Board on the Disbursement Summary September 29, 2011.
Motion Jim Bailey; second Bill Gerdes. The motion passed with all ayes on a roll call vote. - MOTION to approve the transfer of Interest accrued from the General Assistance C.D. in the amount of $1,404.90 to the General Assistance Fund Checking Account for current and future expenditures (transfer made August 30, 2011).
Motion Jim Bailey; second Brian Fengel. The motion passed with all ayes on a roll call vote. - MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary September 29, 2011.
Motion Tal Beckman; second Bill Gerdes. The motion passed with all ayes on a roll call vote.
COMMUNICATIONS & Correspondence:
- The TOI- 2012 Legislative Issue Proposal Form was received. Copies of this form were given to some Board Members who had not previously listed their personal e-mail addresses, and now by doing so, more of our Board Members will be able to receive direct messages from Township Officials of Illinois. (These forms were mailed to TOI on this date, September 29,2011.)
- Truth in Taxation Determination 2011 Tax Levies - During our Regular Monthly Meeting on October 27,2011, we will establish the Need for Truth in Taxation Hearings and establish and approve our 2011 Tax Levies. We will adopt our 2011 Tax Levies during our November 17,2011 Regular Monthly Meeting.
There must be at least 20 days between determining Tax Levies & adopting Tax Levies.
TOWN BUSINESS -. Supervisor:
- Copies of the Annual Treasurer's Report for fiscal year end March 31, 2011 were presented to the Board. This report was published in the Glasford Gazette on September 22, 2011, which meets our legal requirement to publish no later than 6 months after the end of the fiscal year, September 30, 2011. As required by law, a copy of this report has been forwarded to the Peoria County Clerk and the Peoria County Treasurer no later than September 30, 2011. In addition, a copy of the publication has been sent to the County Clerk to verify our publication of this report.
Please find copy of this Treasurer's Report attached to the Minutes of this meeting. - Willock Warning & Co, P.C. completed the State of Illinois Comptroller's Annual Financial Report for fiscal year end March 31, 2011 and have filed the report via internet with the State Comptroller's office on September 14, 2011.
They provided Hollis Township with a copy which has been signed by the Hollis Township Supervisor and forwarded to the Peoria County Clerk prior tot but no later than September 30, 2011. An additional copy will be retained by the Hollis Township Office.
CLERK BUSINESS I Comments:
Our Clerk, Harry L. Sweet, Jr. has completed the training necessary to become Hollis Township's FOIA officer. He presented his certificate which will be attached to the minutes of this meeting.
ROAD BUSINESS - Highway Commissioner:
- Kleine Equipment, Inc. has our new John Deere 61000 Cab Tractor ready for delivery. Kleine required payment upon delivery; therefore, the invoice appears in this month's Road & Bridge Fund expenditures - $43,585.
- Peoria County has completed seal coating designated Hollis Township roads for this season; we have not received an invoice for the seal coating.
- Hollis Road Employees have completed rolling a rubberized coating on the metal shed roof; all leaks appear to be sealed (it is a tacky finish). We will now re-spray a rubberized paint to restore a slick finish to help prevent the snow and ice from building up on the roof.
The new salt shed floor has been poured and finished. The contractor we planned to hire to complete the shed will not be available until the spring of 2012. The Road Commissioner may seek bids from other contractors; he would like to have the roof on the shed before winter so he could use it. - The State of Illinois Reflective Sign requirement has been stalled due to the poor economy; however, due to a contract commitment our signs are already on order and in process.
- The Road Commissioner was given notice that on December 31, 2011 Peoria County will give McCullough Road back to Hollis Township for the complete maintenance responsibility; this road has three bridges. The Road Commissioner does not want to accept the road and is looking for information which may give him an option to refuse taking the road. He feels the cost long term will be overwhelming for the Road District.
- Patrick Meyer & Associates, Inc. has offered to look into obtaining a Federal Grant to pay for the expenses that our Hollis Township Joint Bridge Fund incurred in October 2010 to repair the LaMarsh Branch Bridge East which is located on Tuscarora Road; Edgewood Nursery was the vendor and the expenditure was $65,525. plus engineering fees $3,655.
- Peoria County Highway Department: Report September 22, 2011 - the Hollis Motor Fuel Tax Balance is $31,938.80 - after adding the August allotment of $2,962.82.
OLD UNFINISHED BUSINESS:
- The Supervisor reported on the house at 10020 Maple Ridge Road that was destroyed by fire last month. Residents have inquired wondering when and how the debris would be removed. Peoria County Zoning has given information to the Peoria County States Attorney for review and then the clean-up will be let out for bids.
- There was brief discussion regarding the deregulation of utilities and lower rates available. This situation needs more review; the Board will continue gathering information and discuss this again at a later time.
NEW BUSINESS:
- MOTION to appoint Town Clerk, Harry L. Sweet, Jr. to fill the position of FOIA OFFICER for Hollis Township. A copy of his CERTIFICATE OF COMPLETION which was provided by the State of Illinois, Office of the Attorney General, dated Friday, September 23, 2011 verifying his successful completion of the Freedom of Information Act on-line training, shall be attached to the Minutes of this meeting.
Motion Brian Fengel; second Jim Bailey. The motion passed with all ayes on a roll call vote. - MOTION to adjourn made by Jim Bailey; second Gary Thomas. The motion passed unanimously. The meeting adjourned at 8:04 P.M.
Respectfully submitted,
Harry L. Sweet, Jr. Town Clerk
These Minutes have been approved and signed by the Board