Fitchburg Committee of the Whole Meeting - April 22, 2026

The Committee of the Whole convened at 6:31 PM and adjourned at 8:14 PM on April 22, 2026, for its annual council onboarding and orientation. The meeting was led by City Attorney Valerie and City Administrator Chad, covering legal obligations, city operations, and council member roles. No public comments were made on non-agenda items.

Consent Calendar

• None. The approval of minutes from the March 25, 2026 Committee of the Whole meeting was a separate agenda item, approved unanimously.

Public Comments & Testimony

• No public appearances for non-agenda items were made, either in chambers or online.

Discussion Items

Legal Training (Valerie)

• Open Meetings Law: Valerie explained that meetings must be noticed and accessible, with limited exceptions for closed sessions. A quorum (generally five members, but can vary) triggers open meetings requirements; serial or “walking” quorums are prohibited. She advised limiting city business discussions to posted meetings and not discussing items not on the agenda.
• Public Records Law: All council members are custodians of their own records. Valerie strongly recommended using city email for city business to simplify record requests. Personal accounts used for city business still create records subject to disclosure. She cautioned that emails, texts, and social media posts are records and could be read aloud in legal proceedings.
• Conflicts of Interest: State and city ethics laws prohibit using public office for personal gain. If a conflict exists, members must recuse themselves from both discussion and voting, and best practice is to leave the room. Accepting gifts given because of official position is prohibited; nominal items (e.g., t-shirts, mugs) from public events are permissible under city ordinance.
• Robert's Rules: The city adopted the 10th edition, but debate limits are modified: each member may speak up to five minutes per recognition before the common council, with separate rules for budget discussions. Personal attacks are prohibited.
• Informed Consent for Attorney Participation: Valerie reminded the council that an ordinance allows her to participate in professional listservs (e.g., League of Wisconsin Municipalities) without breaching attorney-client confidentiality, as the city is her only client.

Administrative Training (Chad)

• City Staffing & Structure: Chad provided an organizational chart showing ~275 employees. Departments reporting to the mayor include police, fire, legal, and administration. The city participates in a multi-jurisdictional public safety consortium (MPSIS) with several Dane County communities.
• Meeting Procedures: Council meetings are on the second and fourth Tuesdays of the month, with the first July and second December meetings typically canceled. Committee of the Whole is the fourth Wednesday. Agenda packets are posted on Fridays; public comment on non-agenda items is limited to three minutes per speaker. No discussion should occur between council and commenters on items not on the agenda.
• Referral Process: Most items are referred to committees for review and return to council. Direct referrals are used sparingly for time-sensitive matters. The consent agenda covers routine items; any alder can request removal for separate discussion.
• Council Roles & Conduct: Individually, alders lack authority; they must work as a group to pass legislation, set policy, or direct staff. It is improper to unilaterally order staff. Respectful behavior is expected; personal attacks are unacceptable.
• Suggestions from Council Members:
  • Ald. Jetzer suggested using Outlook invites for city events to track attendance and avoid unexpected quorums. Valerie cautioned against requiring responses due to scheduling uncertainties.
  • Ald. Jetzer requested city-assigned phone numbers that forward to personal lines. Chad agreed to explore feasibility and costs.
  • Ald. Gerhardt asked for clear rules for public comment to be announced at the start of meetings to avoid confusion, especially regarding three-minute limits and the inability of council to respond. Staff will consider adding such information to agendas and/or announcements.
  • Ald. Gerhardt and Ald. Jetzer recommended including plan commission memos in consent agenda packets for transparency. Chad noted timing issues but will review.
  • Ald. Gerhardt suggested listing all memberships (e.g., Dane County Cities and Villagers Association, Sustaining Dane, Fitchburg Chamber) available to council members for networking and education.
  • Ald. Gerhardt requested adding new city plans (housing, urban forestry, sustainability) to the council resources webpage.
  • Ald. Jetzer noted the council handbook needs updating (e.g., purchasing limits) and should be reissued.
• Upcoming Processes: Mayor Farafta offered to hold individual district meetings with alders prior to the CIP and budget processes to discuss priorities and funding. Staff will also work on website redesign to improve navigation.

Key Outcomes

• Unanimous Approval: The minutes of March 25, 2026 were approved without opposition.
• Future Agenda Items: Staff will consider implementing an Outlook invitation system for city events, providing city-issued phone numbers, adding public comment rules announcements, and including plan commission memos in council packets. The council resources webpage will be updated with new plans. The clerk will update and reissue the council handbook.
• Training Scheduled: The next Committee of the Whole meeting is May 27, 2026; the topic is not yet set. The standard meeting schedule for 2026 has been reaffirmed.