Fitchburg Finance Committee Meeting - April 14, 2026

The City of Fitchburg Finance Committee met on April 14, 2026, from 5:01 PM to 6:17 PM. Chaired by Alder Ladessay, the committee approved routine minutes, received an extensive Finance Director's report, and debated a significant ordinance overhauling purchasing and budget processes. The committee unanimously approved a series of resolutions including capital equipment purchases, a comprehensive housing study, and a feasibility study for a joint fire and EMS district.

Consent Calendar

• Approval of Minutes: The minutes from the previous meeting and the draft minutes from March 24, 2026, were approved unanimously.
• Review of Bills: Detailed review of all checks issued from March 16 to 31, 2026, totaling $4,034,367.63, and ACH payments from March 1 to 31, 2026, totaling $620,217.07. Alder Jetzer noted significant TID incentive payments and requested a future discussion on pulling out high-dollar items for easier review.

Public Comments & Testimony

• No members of the public appeared in chambers or online for non-agenda items.

Finance Director Report

• Misty (Finance Director) presented the December 2025 updated Treasurer's Report. She addressed detailed questions from Alder Jetzer:
  • Debt Service Account: Explained that the drop from ~$4-5 million in October to $700,000 in December is due to large principal and interest payments made around December 1st ($3.1 million paid out). A budget amendment also transferred interest revenue and an unbudgeted special assessment payment to reduce future borrowing.
  • Police Facility Borrowing: Clarified that the ~$9 million in notes for police facilities flows directly to the Capital Projects Fund for project costs, while premiums, discounts, and repayments flow through the Debt Service Fund.
  • Finance Software Budget: Out of a $660,000 amended budget, only $72,000 was spent due to a phased approach and carryover. Progress includes a new lease tracking software and upgrades to base accounting. The new UKG payroll system is expected to go live July 1st.
  • Fire Department Overtime: The year ended at 100.03% of the amended budget after a $196,000 budget amendment. The 2026 budget is lower ($216,000) with strategies to improve utilization.
  • Public Works Roadway Supplies: The $474,000 budget was heavily influenced by carryover from prior years for road salt. Only $131,000 was spent due to a mild winter, allowing the carryover balance to grow.
• A draft of the Annual Comprehensive Financial Report (ACFER) has been received and is on schedule. CIP season is beginning.

Discussion Items

• Ordinance 2026-006 (Amending Budget, CIP, Purchasing & Public Works Processes): Misty outlined the proposal, which includes 4 clarification items and 15 streamlined processes. The changes are designed to reduce red tape by delegating more authority to staff, such as approving budget amendments absorbed within a department's budget and raising the threshold for staff-level purchasing discretion from $5,000 to $10,000. Misty stressed that transparency is maintained through the budget process, CIP, and post-purchase reporting to committees.
  • Alder Gearhart expressed concerns about the potential loss of council oversight and learning opportunities, using the push for electric vehicle purchases as an example of valuable council inquiries. He emphasized the need for proactive council education, better committee reporting, and formalizing expectations for alder reports to ensure the public remains informed.
  • Alder Ladessay confirmed that staff can still refer policy-level items to council (e.g., the Joint EMS agreement) and that the changes apply to non-public construction purchases. The committee unanimously approved the ordinance.

Key Outcomes

• Ordinance 2026-006: Approved unanimously.
• Resolutions Approved Unanimously:
  • R1926: Adopted the 2026 Comprehensive Housing Study and Action Plan.
  • R6526: Approved the purchase of a Bobcat T770 skid loader for $85,460.35 (with a potential $40,000 trade-in or auction reserve).
  • R6726: Awarded the Spring 2026 Street Tree Planting project to Arthur Wheeler Inc. for $59,057.
  • R6826: Approved the expedited purchase of a Police Canine Vehicle replacement.
  • R7326: Awarded the 2026 Street Resurfacing project to Payne & Dolan Inc. for $1,538,676.91 and approved a budget amendment for a park basketball court.
  • R7426: Approved the purchase of replacement firefighting turnout gear for $48,700.
  • R7626: Approved the purchase of LED streetlight replacements for $62,422.54 (80% reimbursed by a state grant).
  • R7726: Amended the Capital Projects Fund budget for geotechnical design services for the County Highway MM underpass ($9,458).
  • R8626 (Direct Referral): Approved the purchase of additional data storage (175TB) for the city's rapidly growing digital evidence needs.
  • R9226: Amended the Grants Donations Fund budget to accept a $38,000 DOJ grant for digital analysis of cellular technology (Cellebrite).
  • R9926 (Direct Referral): Authorized a contract with McMahon Associates (up to $65,000) for a feasibility study and implementation plan for a Joint Fire and EMS District with the Village of Oregon. Other municipalities may join the study in the coming weeks.
• Referred to Council:
  • R126 & R10126: Partial tax assessment refunds for Fred Alan (2023) and Fred Fitchburg Retail LLC (2025) were referred to the full council without a recommendation from the Finance Committee.

Next Steps

The next Finance Committee meeting is scheduled for April 28, 2026. The meeting was adjourned at 6:17 PM.