2026 August Minutes

Meeting of RMTD Governing Board

 August 19, 2026 / 4:30 PM

210 E Progress Drive, Dixon, IL 

Roll Call     4:30 PM

ACTION: Approval of July 15, 2026, Minutes – Discussion:  No discussion

Motion: John Finfrock

Second Motion: Jeremy Englund 

Opposed: 0

Public Comment – Charlie Simms shared a comment with the Board reiterating the importance of rural public transportation for those that utilize the service.

By-Laws Discussion with Matt Cole

The Board discussed the current By-Laws of RMTD and the issue of board representation as additional counties are annexed into Reagan Mass Transit District (RMTD). The discussion focused on preserving the original five (5) board seats while providing representation to counties annexed into the District.

Legal counsel explained the current statute is ambiguous regarding the composition of an existing transit district’s board following annexation of additional counties. Based on the current statutory language, there appear to be two viable interpretations: maintaining the existing board composition without adding new voting members or modifying the original board composition as additional counties join.

The Board expressed a strong preference for:

• Maintaining the original five (5) board member seats that established RMTD. 
• Providing meaningful representation to newly annexed counties. 
• Pursuing a legislative change to permanently clarify board composition and voting representation. 

Legal counsel recommended pursuing legislation to address the statutory ambiguity. The group discussed beginning that process with State Senator Liandro Arellano, Jr. and potentially involving other state legislators and the state transit association.

The Board discussed a potential temporary solution for Whiteside County representation while legislation is pursued. Legal counsel indicated the bylaws could be amended to remove the residency requirement for a Lee County-appointed board member.

The Board generally supported this approach as a temporary measure while pursuing a permanent legislative solution.

Next Steps:

• Legal counsel will draft proposed bylaw language removing the residency requirement. 
• RMTD will begin exploring a legislative solution regarding permanent board composition and representation. 
• Proposed bylaw changes will be brought back to the Board for consideration and action at a future meeting. 

No action was taken on the bylaws during this meeting.

Consolidated Vehicle Procurement (CVP)

Staff reported that RMTD is preparing a significant Consolidated Vehicle Procurement (CVP) application that will request 31 replacement and/or expansion vehicles. The vehicles being requested generally meet the applicable replacement criteria based on age and mileage.

Staff also provided an update on electric vehicles. EVs are not currently available through the Illinois state vehicle contract, so RMTD would need to pursue an out-of-state contract if EVs are to be included in the fleet. The state contract is expected to be updated in the future to include additional EV options.

Motion: Jeremy Englund
Second Motion: John Finfrock
Opposed: 0

The Board unanimously approved a governing board resolution associated with the consolidated vehicle procurement application.

Executive Director – Greg Gates  

Mr. Gates reported RMTD has executed a construction contract with Stenstrom Companies and is working toward scheduling a groundbreaking ceremony for the Oregon facility.  Potential groundbreaking dates will be circulated to Board members and appropriate representatives from IDOT and other partners.  Staff indicated that, assuming the project continues on schedule, the building could potentially be substantially enclosed by Thanksgiving.

Mr. Gates also shared the following updates regarding capital items:

• The 2014 capital funding program has been closed out. 
• The Rebuild One capital project is moving forward toward construction in Oregon. 
• Another capital project (Rebuild 3) has been aligned with the administrative/maintenance truck procurement. 
• Staff continue working with IDOT regarding another capital program that may support expansion of the existing facility. 
• The proposed facility expansion project may incorporate solar and geothermal technology. 
• Another capital funding round from IDOT will likely open either in late August or early September, with an estimated four- to six-week application window. 
• Staff continue to pursue estimates for parking lot seal coating, crack filling, and striping.

Senior Deputy Director – Marcus Cox

Mr. Cox presented a high-level financial dashboard for FY26, which ended June 30, 2026.

Key figures discussed:

• State and federal funding: approximately $2.82 million 
• Local match and other revenue: approximately $655,000 
• Total FY26 expenses: approximately $3.48 million 
• Approximately 81% of RMTD’s funding came from state and federal sources. 
• Downstate Operating Assistance Program (DOAP) represented approximately $2.2 million of FY26 funding, with the full amount expended. 
• FY27 DOAP funding is approximately $5.22 million, reflecting a significant increase associated with the Whiteside County annexation and funding adjustments.
  

Major revenue sources included fares, in-kind revenue, advertising, asset sales, and Greyhound ticket commissions.

Major expense categories included purchased transportation and operator salaries/wages.

Staff noted FY26 expenses were generally consistent with FY25 and that RMTD intends to provide similar financial reporting on a monthly basis beginning with the September Board meeting.

Deputy Director – Steve Davis 

Mr. Davis reported continued growth in transportation services and ridership following the addition of Whiteside County.  July ridership was reported at approximately 5,355 passenger trips, representing a significant increase compared with prior periods.  Staff noted additional drivers are being hired, which should allow RMTD to continue increasing service capacity.

RMTD is also working through coordination issues involving transfers with other transit providers and exploring opportunities to provide additional service to smaller communities.

Director of Finance – Kristy Jones 

Ms. Jones reported FY26 expenses remained very close to FY25 levels, with total expenses varying by approximately $300 year-over-year.

Additional updates included:

• FY26 audit materials have been provided to the auditing firm and work is underway. 
• The FY26 workers’ compensation audit has been completed. 
• RMTD expects approximately $6,000 in additional workers’ compensation premium due primarily to increased driver wages. 
• Finance staff are reviewing and improving internal financial reporting procedures.
  

Oregon Facility Construction Financing
Because construction expenses must be paid before reimbursement from the state, RMTD is exploring financing options with Sauk Valley Bank.

Options under consideration include:

• A line of credit 
• A construction loan
  

RMTD currently has a $250,000 line of credit, but staff indicated that this may not be sufficient to support construction expenditures.  Staff will meet with the bank to discuss financing options and may seek Board approval through an email vote if action is required before the next regular Board meeting.  The construction budget was discussed as approximately $2.41 million, while the broader project/grant amount is $2.794 million.

Ms. Jones also reported on the Program Compliance and Oversight Manager (PCOM) training that she and Mr. Gates attended and identified several opportunities to improve RMTD’s internal procedures.

Staff are working on:

• Developing additional procedures and processes for operators. 
• Implementing formal risk assessments for operators. 
• Reviewing practices used by other transit agencies to establish an effective risk assessment process.

Ms. Jones concluded her update by reporting a change in the timing of PTO drawdowns.  The employee handbook permits employees to draw up to 50% of their accrued PTO. Previously, the drawdown was limited to July. The timing requirement has been changed so employees may request the drawdown at any time during the year, subject to approval.

Director of Human Resources – Kendra Hull

Ms. Hull was absent, so Greg Gates, Executive Director, and Steve Davis, Deputy Director, offered a brief update regarding Human Resources activities.

Staff reported continued recruitment efforts, including:

• Several interviews were completed this week. 
• Additional phone screenings scheduled. 
• More interviews are planned next week. 
• Recruitment events planned to promote available positions.
  

Staff are currently recruiting for several part-time and full-time positions.

Old Business

Old Business topics were discussed through previous conversations and staff updates.

New Business

New Business topics were discussed through previous conversations and staff updates.

Other Business

No other business.

Closed Session 

No closed session.

Motion to Adjourn: Greg Sparrow

Second Motion: John Finfrock

Opposed: 0

Time: 5:27 PM

Next Meeting:  September 16, 2026 @ 4:30 PM