2026 April Minutes

Meeting of RMTD Governing Board

 April 15, 2026 / 4:30 PM

210 E Progress Drive, Dixon, IL

Guests – Charlie Simms, Marcus Cox, Steve Davis

Public Attendance – None.

Approval of April 15, 2026, Minutes (ACTION)

No discussion
Motion: Greg Sparrow
Second Motion: John Finfrock
Minutes approved unanimously.
Opposed: 0

• Public Comment

No public comment.

• Robbie Minor, Sauk Valley Investments Presentation

Robbie Minor from Sauk Valley Investments presented the Midwestern Portfolio to the Board.

• Executive Director Monthly Report

Greg Gates offered the following updates:

Capital Staff of IDOT visit to Reagan MTD – On April 16^th, Reagan MTD hosted a visit by IDOT capital staff. During the visit, IDOT facilitated the closure of the 2014 Capital Project Grant, which included the construction of the mechanical building at 210 E. Progress in Dixon. Additional discussion focused on the existing REBUILD 1 (this is going to allow for our Oregon construction), REBUILD 2, and REBUILD 3 projects of RMTD.

Procurement Training Series – At the end of April, Greg Gates and Steve Davis completed the fourth training of the Procurement Training Series of the National Transit Institute (or NTI). The last series, which focused on contract closeout, was held in St. Paul, Minnesota.

Transit Desert Grant / IDOT State Planning and Research – The Center for Governmental Studies of Northern Illinois University is serving as the consultant partner for this study, which was extended until June 30, 2027.  They have had over 300 responses to the public survey.

CTAA Conference – Administration attended this last week in Omaha. Had discussion with
IDOT about school funding. More details to come on that. IDOT was wanting us to partner on a first of a kind transit-oriented pilot project. Do not have a lot to share at this time as to what it will look like. It will be a planning grant to start with. It will be a partnership with IDOT for that federal funding.

• Senior Deputy Director Monthly Report

Marcus Cox offered the following updates:

Today marks week 7 of his return to RMTD. He is working on acclimating himself to the organization. He is currently working to develop operator  contracts for FY2027. Those are starting to be distributed as of today.

CTAA Conference was the best  he has attended. A lot of technology information was discussed.

As it relates to the upcoming Whiteside County annexation, Steve has developed a good framework for the training. Safety must be at the forefront of this. We need to meet the expectations of absorbing Whiteside County, especially as we work to develop a template for any future county annexations.

• Deputy Director Monthly Report

Steve Davis offered the following updates:

Ridership continues to grow. Every month has been at least 3000 rides this year. We are running the drivers hard and they need our support. Discussed the breakdown of year-to-year ridership. Believe we will beat last year’s fiscal numbers. Charlie stated that the routing and scheduling is better than it has ever been.

Working with Whiteside County to make sure everything goes well. Looking at places next week for possible leasing for parking vehicles.

Did talk to CTS at CTAA regarding the quote they proposed. To add the vehicles from Whiteside County will be $150 per bus.

• Director of Finance Monthly Report

Kristy Jones offered the following updates:

Financial Report – Discussed the handouts that were distributed. Once everything has been completed, she will send updated reports to the Board. The Special Route contracts – fares paid by for profit companies can now be considered local match. These are now going into our local PTA fund.

Conference was amazing. Learned a lot. Kristy has been attending several webinars. Taking online conference this week.

Kreider update – did receive December information. Had a question concerning Medicaid rides and those being billable. They are still looking into this and hope to get the information back to her soon.

• Director of Human Resources Monthly Report

Kendra Hull offered the following staffing-related updates:

Currently busy recruiting FT & PT Drivers, FT Auto Mechanic, 2 FT Transit Managers and PT Accounting Clerk.  Since April 20^th, 18 Candidates were phone screened for Driver which resulted in 12 interviews (11 interviews that have been completed). There are 3 more phone screens scheduled for the Driver position this Friday.  Two Auto mechanics have been phone screened and interviewed.  There are six candidates for the two FT Transit Manager positions. Five of these candidates are internal. Three of them have been interviewed with the other three scheduled for this coming Friday.  Reference checks have started and Kendra hopes to have them completed by next week. Kendra will begin phone screening and scheduling interviews for the Accounting Clerk position next week.   Whiteside County transit staff have all received their offer letters and Paycom onboarding. Kendra is going to Whiteside County Senior Center next week to meet with a couple of Drivers to assist them in getting everything completed.

Kendra offered the following benefit related updates:

Currently in Open Enrollment for Health / Dental / Vision Insurance and Flexible Spending Account. We need to sign the Local Government Health Plan Intergovernmental Cooperation Agreement and Appendix A (that shows the current premiums) from the State of Illinois Department of Central Management Services.

Kendra has joined the Whiteside County Honorary Flight Board and will be representing RMTD.

• Old Business

Oregon Office Construction Pre-Award Concurrence: The bidding period for a General Contractor to construct the new facility in Ogle County closed on Friday, April 17^th. Bids were opened during public opening at Larson & Darby in Rockford. RMTD is currently going through the process of validating the selected GC vendor, with Pre-Award Concurrence paperwork being completed for IDOT submission. Total square footage of the new facility is estimated at 9,420 with 7,150 square feet comprising the bus bar area.

CVP Vehicle Procurement – Anticipated for Summer, 2026.

Compliance Review Preparation – No update

Cybersecurity – No update.

Fore! Wheels Golf Outing – June 19, 2026 @ Timber Creek Golf Course, Dixon

• 30 more days
• Please share the registration information to get more golfers and sponsors.

Whiteside County Annexation – RMTD is working with Whiteside County and the Whiteside County Senior Center on a press release for sharing with local and regional media outlets. Matt Cole has been working on the Definitive Agreement. The language has not been finalized at this time, so it is premature to take action on this tonight. It will be on the June meeting agenda.

Safety and Security Plan – No update. Next meeting is scheduled for June 9^th @ 1:30 PM.

United Way Applications – Lee and Ogle Counties – heard back from Lee County and received $2000.

1. New Business

Employee Wellness Plan – YMCA Offering – received contract and forwarded it to Greg Gates on April 24^th. We have not sent in the contract at this time.

Record Destruction Policy – No update.

Capital Round by IDOT – Anticipated for Summer, 2026

Accounting Software (ACTION) – Have done a price analysis. Received quotes from Section Chief from IDOT for expensive software. Renewal of Apolos will be renewed because other software will not be on time. We are shooting for January 1^st for the new software. The implementation cost was around $14,000 and the software was around the same amount. After the first year, it will be around $14000. Need approval to move forward with the new software.

Motion: Jeremy Englund

Second Motion: Greg Sparrow

Opposed:  0

Definitive Agreement / Whiteside County Annexation (ACTION) – hold off until next month.

IMRF Resolution (ACTION) – Kristy read the resolution out loud to the Board. This will allow any Section 125 deductions from payroll to be included in their earnings. The retroactive date is to be the effective date of IMRF. This does not cost anything.

Motion: Greg Sparrow
Second Motion: John Finfrock
Opposed:  0

Other Business

No other business.

Closed Session

No closed session.

Motion to Adjourn: Greg Sparrow
Second Motion: John Finfrock
Opposed: 0
Time: 5:21 PM
Next Meeting:  June 17, 2026 @ 4:30 PM