HOLLIS TOWNSHIP ~ PEORIA COUNTY ~ ILLINOIS
MINUTES REGULAR MONTHLY BOARD AUDIT MEETING
THURSDAY, AUGUST 29, 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 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.
Note Attendance of other Officials:
The Road Commissioner Dennis R. Beckman and the Tax Assessor Alice B. Dailey attended this meeting.
Visitors:
1. Elizabeth Richmond presented information from a local survey regarding recycling in Hollis Township conducted by Girl Scout Troup # 4466 which is based at Hollis Grade School.
2. Hollis Park District Director Jim Robertson & Village of Mapleton representative Frank Hubble discussed a proposed Community Festival – Homecoming Event projected for August 16, 2014 @ Hollis Park in Mapleton. This event may be an expansion of the recent OZ FEST held Aug. 17, 2013.
3. Other residents attending: Russell L. Zeine, Jr.; Rhonda & Kendall Robbins; Olivia Richmond; Alex Menefee; Cathryn Loy and Sandy Sanders.
APROVE MINUTES of Previous Meetings:
Prior to tonight’s meeting, copies of Minutes from the Regular Monthly Meeting held on Thursday, July 25, 2013 were distributed to Board Members for their review.
MOTION to accept the Minutes as presented made by Bill Gerdes; 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 August 29, 2013.
Motion Tal Beckman; second Jim Bailey. The motion passed with all ayes on a roll call vote.
2. MOTION to accept for payment the General Assistance Invoice as presented to the Board on the Disbursement Summary August 29, 2013. (Emergency Assistance – Shelter)
Motion Jim Bailey; second Tal Beckman. The motion passed with all ayes on a roll call vote.
3. MOTION to accept for payment all Road & Bridge Fund Invoices as presented to the Board on the Disbursement Summary August 29, 2013.
Motion Bill Gerdes; second Tal Beckman. The motion passed with all ayes on a roll call vote.
VISITORS ADDRESSING THE BOARD:
1. Members of the Girl Scout Troup #4466 from Hollis Grade School presented information about their activities this year regarding recycling. They have surveyed residents of Hollis Township to find people who may be interested in having roadside pickup at their homes.
They plan to talk with Midland Recycling to see if pickup in our local area would be possible when Midland picks up recycling at Hollis School. Their efforts are on-going.
2. Frank Hubbel & Jim Robertson reported that the Village of Mapleton and the Hollis Park Board have already given their approval for the community “Festival Homecoming Celebration” idea which is proposed for August 16, 2014.
Two ideas for activities are an Uncle Henry Tractor Pull and the Professor Marvel’s Carnival. They have already lined up 2 patrol cars and 4 deputies to be on hand for security. The planners are open to other ideas for additional activities & events for the day. Manpower is one of the largest concerns for getting this Festival organized. They are looking for volunteers.
The first Tuesday of every month at 9:00 A.M., there will be a meeting at the Park District Office
to discuss the Festival. Gary Thomas will be attending these meetings and will report back to the Hollis Township Board with information as it becomes available.
TOWN BUILDING, GROUNDS & EQUIPMENT:
1. This past month, a directional sign for the Hollis Town Hall has been placed eastbound on Rt 24 when approaching the Wheeler Road entrance.
2. We still need a Hollis Town Hall sign on Wheeler Road eastbound when approaching the railroad tracks prior to the right turn onto the lane entering the Township property.
3. We may want to consider adding a sign on Township Property on the lane coming in off of Wheeler Road after passing the house on the left side of the lane..
COMMUNICATIONS & Correspondence:
1. Several Hollis Township Elected officials and the secretary attended the Evonik’s Industries 50th Anniversary Celebration on Wednesday, August 21, 2013. The event was well organized and very interesting. Management personnel and employees were all friendly and welcoming to us. Each attendee was given a gift bag which included a few household items containing Evonik products.
Evonik @ Mapleton employs about 170 people. More than 60% of employees have 20 years or more service. This low turnover rate is a testament to their employees’ commitment to the company and the Mapleton site. This site sits on 500 total acres in the Village of Mapleton.
As part of Evonik Industries’ Consumer Specialties Business Unit, Evonik Goldschmidt Corporation’s Mapleton Site develops products for the company’s Personal Care, Household Care, and Interface & Performance Business Lines.
Evonik’s Mapleton Plant is the sole producer in the United States of one of the products in Downey Fabric Softer. In addition, Evonik’s products are used to make common consumer products such as soap, shampoo & conditioner, Charmin Bathroom Tissue, some facial tissues and toothpaste as well as industrial chemicals used in the construction, mining, oil drilling, lubricants and agriculture markets. Animal Fat is shipped to Evonik’s by rail cars for processing into a form to be used in products.
Evonik Goldschmidt Corporation is dedicated to community involvement. The site is active in the Mapleton Advisory Panel and has participated in numerous community events including the Schools Science Screen Projects, United Way and other non-profit organizations..
Evonick Goldschmidt Corporation is asking the community to report any unpleasant “odors” that residents may notice coming from their plant. The company has reported no phone calls concerning odors. They welcome help from the community so they can monitor the odors to see what improvements can be made in their system.
2. We have received a newsletter from Heyl, Royster, Voelker & Allen regarding ~
The Effect of the ILLINOIS FIREARM CONCEALED CARRY ACT on Municipalities
Copies were distributed to interested Board Members.
TOWN BUSINESS ~ Supervisor:
Gary ~ Report on the Supervisor’s Zone II ~ Workshop held in East Peoria, Friday, August 23, 2013. Topics discussed were:
A. Conducting your Township Board Meeting
B. A Guide for Administering General Assistance and Emergency Assistance
CLERK BUSINESS / Business & Comments: none.
ROAD BUSINESS ~ Highway Commissioner:
1. National Polutant Discharge Elimination System for Municipal Separate Storm Sewer Systems - NPDES application for waiver due Sept. 30, 2013 - Engineer, Patrick Meyer had submitted an application for a waiver; however, he received information stating applications are not being taken until January 2014, even though the information we had been given indicated September 30 as a deadline for applications. See attachment to these minutes for a message from Patrick Meyer.
Denny has attended 2 meetings recently regarding Storm Water runoff. One meeting was specific to Townships. He learned that the City of Peoria must first initiate this requirement and then Townships will be obligated to comply with the NPDES or apply for a waiver from participating. There was a comment that indicated a possible fee for townships would be based on the number of parcels in each township @ $5.00 per parcel; however, the cost may be established at any dollar amount.
The other meeting was with Pat Meyer and an emergency agency; more information will follow as it is available.
2. Denny is waiting for a letter from Ameren which will direct him to the proper channels to recover damage costs incurred to repair Gollon Road.
3. Peoria County Highway Department Motor Fuel Tax: Hollis Township Report ~ Our most recent balance $10,446.64 was reported to us on May 6, 2013.
This month, a report dated August 6, 2013 includes the following additions: the May MFT @ $ 3,513.74; the June MFT @ $2,411.93; and the July MFT @ $2,829.14.
The accumulated balance as of August 6, 2013 is $19,201.45.
TRUSTEES/ Information / Business:
1. Bill Gerdes stated that the fair was nice. He attended both the Springfield & DuQuoin Fairs.
2. Jim Bailey reported a missing end-cap on the guardrail located at the corner of Tuscarora and Lafayette Roads. Dennis Beckman will take a look at it.
TAX ASSESSOR’S OFFICE / Information / Business:
Alice has received many telephone calls after the most recent Real Estate Tax Increase Notices were received by Hollis Township property owners.
She noted that Michael Tubbs takes information to Peoria County and some information is being entered into the system incorrectly; however, Alice has been able to get the information corrected.
Alice is looking into a computer program that will allow her to look at properties from all angles. The Board suggested she may try Google Earth
OLD UNFINISHED BUSINESS:
1. TOWNSHIP OFFICIALS OF ILLINOIS ~ 106TH ANNUAL EDUCATIONAL CONFERENCE
November 10 thru 12, 2013
The expenditure for reservations was approved at the Regular Monthly Meeting July 25, 2013. Payment for reservations will be made with our Board Audit on September 26, 2013 for the following
Individuals: Road Commissioner, Dennis R. Beckman and Trustees: Tal B. Beckman and William J. Gerdes.
2. Recent information brought to our attention informs us that ALL TOWNSHIPS are required to undergo a CPA AUDIT at the end of a supervisor’s term of office or every four years, even if there is not a change in supervisor. The Election Year is deemed the 4th year for all Townships. Therefore the following motion is made in addition to the June 27, 2013 motion regarding only having the Comptroller’s report completed by our auditors:
MOTION to approve hiring Willock Warning & Co., P.C. to complete our CPA AUDIT for the fiscal year ended March 31, 2013. The most recent cost for this service in 2010 was $4,400. At this time we are not certain of the final cost for 2013. Town Fund & Road & Bridge Fund will share the cost 50/50.
Motion Brian Fengel; second Jim Bailey. The motion passed with all ayes on a roll call vote.
Arrangements have been made with our Auditor, Dave Bauman; he will be in our office on Wednesday, September 4, 2013 to begin working on our Annual Audit.
NEW BUSINESS:
MOTION to adjourn made by Jim Bailey; second Tal Beckman. The motion passed unanimously. Meeting adjourned at 8:28 P.M.
Respectfully submitted,
Kelsey A. Archer, Town Clerk