At the June board meeting, board president James Thompson resigned as firefighter, EMS, and trustee, effective immediately. The board received four requests for the trustee position from Gerald Armstrong, Corbin Anderson, Richard Maronde, and Jacob Stanhoff.
After an executive session, the board recognized the two candidates in attendance: Anderson, owner of Cragel’s, Scoops, and Advanced Tree Service, said a strong and healthy Fire & Ambulance Department is important for the community, and he wishes to “do my part.” Former Fire Chief Armstrong told the board he knows the ins and outs of the department. Trustees Keith Crady, Joe Pratt, and Wade expressed support for Anderson, with trustee Val Armstrong abstaining. Board President Tony Wade said they will administer the Oath of Office and reassign board positions at the next meeting.
Agenda
The board approved bills in the amount of $16,161.24 for the Fire Department, and $51,416.21 for Ambulance. For the Treasurer’s Report, Trustee Keith Crady said he’s working on budget numbers and reserve accounts, which should all be straightened out by next month.
Fire Chief Mike Thompson reported 30 calls in June, saying this will be their new average due to increased call volume, especially to Sterling/Rock Falls. Members have also been helping the Ambulance Department and the teamwork has been great. “We’re going to stay busy,” he added. He next reported that truck maintenance has been scheduled, mostly for “regular stuff, but small things that are adding up.”
Ambulance Administrator Julie Pope reported 69 calls in June, saying their calls are “up a lot as well.” The department staffed a few emergency vehicles at Prophetstown’s Fourth of July celebration, with Pope thanking her co-workers for stepping up to help after an injury she sustained. She noted there will be an invoice for repairs to the tablet in the ambulance.
Attorney Matt Cole next addressed the board, at their request, to explain the district’s fiscal year budget cycle, which they changed last year based on his suggestions. The new cycle, approved and filed in December instead of their normal time in the spring, has caused confusion.
Cole explained that by statute, the budget process requires filing the Budget and/or Appropriations Ordinance by the end of the first quarter of the fiscal year, which runs from May 1, 2026 to April 30, 2027 this cycle. Illinois taxing districts also must file a certified copy of their annual tax levy ordinance with the county clerk by the last Tuesday in December of the levy year.
Since the fiscal year occurs halfway through the calendar year, the new budget isn’t aligning for the district. PFPD levied for money in December, with this year’s real estate bills being from last year’s taxes. Cole said that approving the budget so far ahead could pigeonhole or constrain the district if a large expense arises.
“You can never levy more than what you appropriate,” said Cole, adding that they’re also limited in their annual levy amount, unless they hold a Truth in Taxation hearing to increase it.
Cole recommended budgeting ahead because they will know the expenses, even if the years aren’t necessarily matching up. They can start the budget process in December 2026 for next year’s budget and complete the tax levy at the same time, which is easier to do all at once, then pass the actual budget in April or May. They also have to post a tentative budget in the office for 30 days and have it on file for public viewing.
Cole continued that once the final budget is passed, “that’s it,” other than some wiggle room for line items in the budget. He encouraged them to make sure to put in more than enough in the budget. “If it didn’t get appropriated, there’s no legal authority to spend the money, so make sure there’s a cushion.”
He also recommended looking at previous years’ documentation from the county for levies, numbers, and collection, saying it’s not the easiest thing to read, but it does give past numbers as reference points. He also offered to send a calendar with notable dates and reminders.
Thompson asked about amending this year’s FY-budget since it was passed way ahead of their normal time, with Cole saying they can only amend line items, not the budget itself. Thompson said they’ve spent six months of money this way, and he’d rather “do it like we used to.”
The board can review their operating budget before passing the December levy, and approve a tentative budget in May or June 2027, passing the final ordinance before July 31st, which is the end of first quarter. For this year’s budget, they can amend line items one at a time if expenses come up. “You’re ahead of the game at this point – you just can’t exceed the budget, is all,” adding that they’ll get back on track next year.
New Business – Fire
On the agenda was to “discuss and approve amending budget,” with Thompson clarifying that any changes will be to specific line items, since funds are needed for repairs to the trucks, which are the main priority. He also discussed removing grant funding from the budget, since they’re asking for the amount listed but not necessarily getting. He included $75,000 in the budget for grant funding while receiving $30,000 so far, but it’s not income.
Cole said a budget is for spending the money within the line items and recommended increasing their expenditures as a cushion. The board can appropriate more than the limit they set, while “keeping it realistic.” The board tabled any action until next month.
The board next approved spending up to $4,500 on tires for Engine 3722 from Wheelhouse in Rock Falls, with Thompson saying the company also replaced the tires on the Lyndon brush truck. They approved spending the budgeted amount of $1,400 for supplies for Fire Prevention Week, with Thompson saying they don’t want to wait until the last minute, and they’ll get better deals and delivery if they plan ahead.
The board approved up to $850 for a laptop for Lyndon Fire Station, with Thompson saying they need a new one due to updates for reporting systems, and they purchased the same laptop for the Prophetstown Fire Station, which is working great.
Thompson also presented two quotes for lettering, fixing, and renumbering all the trucks, and one for lettering, reflective work, and wiring on the trailer. Thompson said they budgeted for the work, so the board approved spending $760 for Lyle Armstrong to do the lettering on the trucks and $1,233 for JJM Printing to work on the trailer.
The last discussion was about purchasing radios and systems, with Thompson saying they’ve been able to hold it off for a few months. They’re currently demoing radios while preparing for an eventual transition to a new system, since there are places where they can’t talk to county officials on portables and must use cell phones.
Thompson noted that Rock Falls FD has a new system with a phone app that uses cellular data and VHF on a different radio frequency. This system wouldn’t replace the radios but they need something for better communication since countywide upgrades are a few years down the road. Police Departments currently have the StarCom system, but the MABAS division just agreed to move forward on the new system.
Thompson noted that the company, Mobile Communications America (MCA), is already working with Whiteside County for StarCom, so he recommended using $4,200 in grant money just received for half of the $8,576.58 purchase, adding that it could take up to two months for installation.
New Business – Ambulance
Pope said the next EMR class starts Wednesday and seven locals have signed up, including three firefighters. She requested 100% payment for members who’ve been on the department for more than 2 years, and half the costs for new department hires. Since the class costs $400 per person, the board approved $1,400.
Pope reported that Michele Lukehart has temporarily stepped back in for the Assistant Administrator position. Pope also received four applications but is waiting on one until next month to get additional certification. The board approved hiring Susan Russell, Payton Murphy, and Kaeden Rice.
Pope also discussed payment of $455 for two new window covers on the ESDA building, saying there was no way to identify the building after they took down the ESDA signage.
The next regular meeting of the Prophetstown Fire Protection District will be on Monday, August 10th at 6:30 p.m. at the Prophetstown Fire Station.
