The meeting started with Sydnee Marks, CPA and Manager at Lauterbach & Amen, LLP providing the FY2025 audit report. The city received the highest level of insurance issued, and they have sound internal controls covering finances, with a summary of finances provided: $1.2 million in operating revenues, an ending fund balance of $225,000, $85,000 in Motor Fuel Tax, $150,000 in Public Works, $1.7 million for the library, and $218,000 in TIF. To conclude the audit report, she discussed required supplementary information containing trend information from the past 10 years, management letter comments, recommendations of best practices, and other upcoming announcements where they’ll need to be compliant.
Based on prior years’ recommendations, a Policy & Procedure manual still needs to be implemented, and they need to investigate a formal IT security and controls policy. There was improvement with the funds-over budget, and they need a policy for outstanding check write-off. An investment policy, capital asset policy, fund balance policy, recordkeeping, segregation of duties, and collateralization of deposits (FDIC insured), bankruptcy, and GASB risk disclosures have been implemented.
Madalyn Porter, president of the PLT FFA chapter, next requested approval for a “Giving Table” to provide the community with access to fresh, nutritious fruits and vegetables, assist families facing food insecurity, encourage healthy eating habits, reduce food waste by distributing excess produce, and create a giving atmosphere. This project will allow the FFA chapter to give back to Prophetstown.
She noted that the FFA has a garden plot by the 6-12 Campus that’s in its second year. Last year, they donated garden produce to the Morrison Food Pantry, and this year they want to give back to the Prophetstown community. FFA could manage the supply, inventory, and maintenance if they can put a table and shed on Main Street. The chapter would build the food stand and if they can get an electrical set-up down the road, they can even add a mini-fridge. For starters, they’ll offer seasonal produce and eventually canned goods from the school’s new Farm to Fork class.
Mayor Ryan Inskeep said their idea was great and suggested a spot by the evergreen trees in the empty lot on Main Street, which is used for Christmas lights but not much else. Porter said it could be a movable shed to accommodate whatever the city prefers. Attorney Tim Zollinger said they should submit a plan to the city for contact and provide proof of FFA insurance, which will be helpful to have should there be any problems. The council was on board and asked the FFA to contact City Hall to finalize details when they’re ready. “We’re excited to get started on it,” said Porter.
Henry C. Adams Memorial Library Board member Cheryl Turner next reported that they’re “doing very well at the library.” They’ve collected $10,251.18 through fines, copies, student and non-residential library cards, sales, and a recent grant from the ALA for $10,000. They’ve added 66 new books, issued 11 new library cards, and borrowed 162 books and loaned out 236 books through the interlibrary loan program.
Summer Reading consists of five weeks of activities in June, with their thanks to the volunteers and local businesses who have generously donated to program. They’re offering the “Proud to Read” program and a new reading tutoring program, with Library Director Amanda Burger taking the initiative for the tutoring services. Whiteside County 4-H will host three programs in July and August, including science and crafting workshops. The implementation of the last round of grants has finished for the LTC Access Grant and they will begin a new round of grants in June.
Items for Consideration and Possible Action
The council approved the FY2024 audit report as presented, and the tentative Appropriation Ordinance with proposed budget numbers, which will be placed on file for public consideration. “It’s something we do every year,” said Inskeep, adding that the council will vote on it next month.
They approved hiring Trend Accessibility Systems, Inc. to install a new chair lift for the Masonic Lodge, using $14,570 in TIF funds. The request was made last month by the Lodge since the city owns the building.
The council approved two resolutions to close Washington Street for the Homecoming Parade on September 17, 2026 and the Holiday Parade on November 28, 2026. They also approved the Fireworks Committee’s request to use the back part of the wastewater treatment plant for fireworks on Saturday, July 4th, noting that “they supply insurance and we have insurance.” They approved keeping closed session meeting minutes as closed, with Inskeep saying they have to vote on it every six months.
The council next discussed and approved enrollment in the Local Debt Recovery Program (LDRP). Office Administrator Wendy Schultz said Attorney Tim Zollinger informed her of the debt collection service through the Secretary of State’s office. The program is free for the city to utilize, other than the time involved and appointing a chief officer and enforcer.
Schultz said the only recourse the city has for delinquent utility bills is to put a lien on the property, though they can’t get anything back until the property is sold, in addition to their attorney and filing fees. For this program, she’ll keep a spreadsheet of delinquent accounts and once she notifies the customer of their third delinquency, they have 60 days to either pay it off or dispute it, and if they dispute, the city has 60 days to resolve it.
The state will keep track of the spreadsheet and can use funds from income tax returns, lottery winnings, or other income to offset the debt for utility bills, ordinance violations, etc., and there will be a 15% fee at that time. If the city enrolls, they will have to waive the lien process. Police Chief Bruce Franks asked about citations, where it was noted that there’s a different process before using the LDRP program.
The final item for consideration and possible action was to purchase a new cloud-based software system from LOCIS for utility billing, with a maximum initial expense of $16,310 and an annual membership of up to $4,071. Module options include payroll, utility billing, direct deposit, time clock, text alerts, and more, and they can always add what best suits their needs.
Schultz talked to Tampico Village Clerk Jamie McIntire, who said their village started using the software on January 1st. McIntire has been happy with the program and discussed its positives, such as daily balances, the company’s traveling team, responsiveness to any issues, and a customized package for their needs.
Schultz said 40% of the initial cost is for in-house training, they can customize their own modules, and the system is compatible with the city’s meter readers. LOCIS is based in Joliet and was founded in 1987.
Schultz said there’s no hurry as she’s currently using Village Books and doesn’t want two software systems in use this fiscal year. Prophetstown has been using that software since the early 2000s, and gWorks for payroll reports the past few years, which take hours of work. If the city moves forward with the LOCIS purchase, she’d want to start the payroll module in January 2027 and get rid of gWorks, like Tampico did.
The council agreed to review it for next month, with Inskeep supporting it if it makes life easier and helps with the audits going forward. Schultz said they’ll eventually need to do something due to their aging software system.
Items for Consideration
The council discussed whether to add a convenience fee for utility bill credit card payments. Schultz noted the city was charged $398 in interchange fees last month, which could cost up to $4,500 a year at that rate. She says a third of online payments are ACH, a third are cash/check, and a third are credit cards. The council agreed that it’s “something to think about.”
Inskeep provided an update on the Subway parking lot purchase, saying the owner appears to be “in no big hurry” to sell. They previously agreed on a $15,000 price for the lot, with the owner paying half of the $1,500 closing costs. Inskeep said they will continue to pursue the sale.
Next on the agenda was a 2-year review of cargo container leases for temporary storage, with letters to be sent to homes or businesses with the containers. Alderman Greg Schmitt said he wants it to remain a temporary solution.
Consent Agenda
The council approved the Consent Agenda as approved without the May 12th meeting minutes due to an issue, but with the financial report, bills payable, and the following building permits:
- Casey’s General Store – Rebrand exterior signs, $14,000
- Brian and Kris Zschieshe – Building damage repair, deck and front porch, $4,999
- Thomas Becker – Deck, $600
- Joe and Kathy Massingill – Addition, tear off and reroof, $39,010
- Eileen Detra – Reroof/vinyl siding, $11,275
- Tim Kelly – Tear off/reroof/gutters, $6,000
- David Litman – Tear off/reroof, $9,000
- Jodi and Paul Farral – Fence, $3,000
- Alex Wade – Carport, $1,200
Reports of Department Heads
Police Chief Bruce Franks said the annual Dick Brown Fishing Derby is on Saturday, June 20th at Prophetstown State Park, as evidenced by the numerous bikes and other prizes in the lobby. He thanked Becky and Brian Strike for doing the shopping and all the generous businesses in town. Franks attended School Resource Officer training June 1-5 and plans to work four hours at the schools and four hours at the department. Officers Cross and Brubaker are in week six of Academy and recently had pepper spray training.
The department issued 12 verbal warnings and two written warnings in May, had zero accident reports, and 63 calls for service. They had a subject with community service hours and had him wash and wax all the squad cars.
Public Works Director Brian Strike reported that the Moore Foundation has granted the city $30,000 for spray foaming insulation for a Public Works building and $5,000 for sidewalks.
For the Street Department, crews replaced five light fixtures in the City Council chambers and upgraded several fixtures in the Police Department to energy efficient LED lighting. They completed all of the electrical outlets on the Main Street decorative light poles, officially finishing the Main Street Lighting Improvement Project. Crews installed Memorial Day flags and banners along Main Street and at Eclipse Square. They hauled in and installed approximately three tons of 4-inch clean stone to repair a washed-out culvert pipe located at the southwest intersection of East 3rd Street and Lyndon Road. They’ve also continued routine streets, alleys, and infrastructure maintenance throughout the city.
For Parks and Grounds, crews have continued routine mowing, trimming, and maintenance of city parks and public properties, and assisted with preparations for Memorial Day activities at Eclipse Square. Gavin VanDyke’s Eagle Scout project started at Eclipse Square Park with the initial work of removing existing bushes, excavating old mulch and soil, and preparing the project site. A new concrete pad has been poured and the second phase of the project consisting of a pergola and additional seating will soon begin. Another Scout is looking to do a project at another park; Strike is waiting for his proposal.
For the Water and Sewer Department, crews have been performing routine inspections and maintenance of the city’s water and wastewater infrastructure. They’ve jetted several sanitary sewer mains to improve system performance and cleaned and washed down lift stations as part of ongoing maintenance operations. They distributed F.O.G. (Fats, Oils, and Grease) informational packets to help reduce sewer system issues. They also cleaned a plugged storm sewer line along East Avenue to restore proper drainage.
For Property Maintenance and Code Enforcement, courtesy letters were mailed to residents regarding expired golf cart and side-by-side (SXS) registrations to determine whether units are still owned and if renewals are planned. They conducted routine property inspections and followed up on outstanding code compliance matters as needed.
For Public Notices and Community Information, bulk waste containers were available to city residents in May, and the event was completed with minimal issues. They continue to process golf cart and SXS registrations and renewals. Residents with expired registrations are encouraged to submit updated documentation and payment to remain compliant with city ordinances.
In the final report, Strike said homeowners have approached him about issues from the oil and chipping done on Lyndon Road last year, including tar, bubbling spots, and marks left on driveways. So far, they’ve thrown sand on it and sucked up the residue with regenerative air. Strike said the Porter Brothers are no longer in business, so they can’t redo the roads. He’s waiting on Whiteside County to see if any assistance is available, otherwise the city will have to pay to redo the chipping and sealing, which will cost the city.
The next regular meeting of the Prophetstown City Council will be on Tuesday, July 14th at 7 p.m. at City Hall.
