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OPENPUBLICA · PUBLIC MEETING RECORD
Record of Proceedings

Fitchburg Finance Committee Approves Purchasing, Contracts, Grants, and Fee Increase on April 28, 2026

Common Council & City Boards — Tuesday, April 28, 2026
BodyFitchburg, Wisconsin
SessionCommon Council & City Boards
DateTuesday, April 28, 2026
StatusFILED
Video Record
0:00 / 45:52

Original source
Transcript — VerbatimClick a timed line to jump · ⧉ to share it

Speaker numbers apply only to this recording.

Speaker 1

0:00

Hi, I'm Jeremy Progby.

0:01

And I'm Nick Boucher.

0:02

We're your hosts for the program that's all about your city.

0:05

Talking Pittsburgh.

Speaker 2

0:06

Every weekday, we pull together the news, events, and information you need to stay on top of what's happening in the city of Pittsburgh.

0:12

Find

Speaker 1

0:12

Talking Fitzburg on Cable TV, Roku, Amazon Fire, Apple TV, and our live stream on the web.

0:18

Plus, you can find all our headlines and stories on Facebook, YouTube, and our video on demand service.

Speaker 2

0:23

This is your city.

0:24

Keep up with Talking Fitzburg and the issues affecting you and your neighbors.

Unassigned speaker

0:29

Get

Speaker 3

0:30

connected, Fitchburg.

0:31

Sign up for Fitchburg Connect, the city's monthly e-newsletter that keeps you informed about all the events, services, and updates that matter to you.

0:39

Get it in your inbox once a month.

0:42

Sign up today to get Fitchburg Connect.

Speaker 4

1:15

Uh the first item on the agenda is the approval of minutes from April 14th, 2026.

1:21

I'll move approval.

1:23

Any comments or questions?

1:26

All in favor say aye.

1:28

Aye.

1:29

Aye.

1:30

Motion carries.

1:32

Uh next item is public appearances for non-agenda items.

1:35

We have no one in chambers and no one on Zoom.

1:37

So we will move on to item four, the finance director report.

Speaker 5

1:42

Thank you.

1:42

Uh so I'd like to do the couple of things that are in the packet first.

1:46

Um, so first was uh last meeting when we were talking about the ordinance changes with all of the purchasing kind of changes that we were doing.

Unassigned speaker

1:53

We

Speaker 5

1:53

wanted to have a little bit more of a discussion about if there's other reports the finance committee would like to see at these meetings.

2:00

Um so put it on the agenda just so we can have a conversation.

2:04

Ultimately, the finance committee can direct me to include whatever you would like.

2:08

Obviously, we'd like to keep some sort of a cost benefit uh consideration there.

2:13

We don't want something that's gonna take staff too much time, but definitely still care a lot about transparency and wanting to make sure that you have all the information that you need.

Unassigned speaker

2:22

So

Speaker 5

2:22

the couple of things that we talked about uh in other meetings.

2:25

One could be we bring back that 10,000 and above uh report, or maybe maybe it's a different dollar amount and above if you wanted to see those larger checks that went out the

Unassigned speaker

2:35

door.

Speaker 5

2:36

Another option is any pre-approval that is currently open.

2:41

So what the status is of the pre-approval, what payments have been applied through whatever date, and what the open amount is.

2:47

Uh, that's a report we could run relatively easily.

2:50

It would be every pre-approval that we do.

Unassigned speaker

2:53

Uh

Speaker 5

2:53

it wouldn't pick up anything that doesn't require a pre-approval, but that could be an option.

2:58

And then another option

Unassigned speaker

3:00

uh

Speaker 5

3:00

could be any new pre-approval that was issued during a specific period of time.

3:05

Um

Unassigned speaker

3:06

the

Speaker 5

3:07

flaw with that one is that it would be only new pre-approvals.

3:10

If we did a change order to another one, I don't know for sure that the system would pick that up very easily.

3:15

Um, so there'd there'd be a bit of a flaw there.

3:18

And then timing-wise, I'd want to talk to you about do you want this at every meeting?

3:22

Do you want it a monthly report that you get the first meeting the following month?

3:25

Um that type of thing.

3:26

So those are some ideas that we kind of kicked around as a staff.

3:30

And ultimately we'll do whatever the committee would like to

Unassigned speaker

3:33

see.

Speaker 6

3:40

Um yeah, I I kind of like the sound of the the like the the current state of the pre-approvals.

3:47

Um it's reminiscent of the treasurer's report.

Discussion Breakdown — Share of Meeting
Budget Equity Analysis███████████████████████████27%
Engineering And Infrastructure█████████████████17%
Procedural███████████████15%
Fiscal Sustainability██████████10%
Public Safety██████████10%
Grant Management███████7%
Public Works██████6%
Taxation Policy█████5%
Technology and Innovation███3%
Summary of Proceedings

Fitchburg Finance Committee Meeting – April 28, 2026

On April 28, 2026, the Fitchburg Finance Committee met to review financial reports, act on check and P-card reviews, and vote on a series of ordinances and resolutions. The committee unanimously approved minutes, purchasing changes, cooperative purchasing membership, a copier lease amendment, engineering and construction contracts, grant awards, and a municipal court fee increase.

Consent Calendar

  • Approved the April 14, 2026 meeting minutes by voice vote.

Public Comments & Testimony

  • No members of the public spoke; no one was present in chambers or on Zoom for non-agenda public appearances.

Finance Director Report

  • The finance director discussed options for additional finance committee reports, including a $10,000-and-above check report, a status report on open pre-approvals, and a report on new pre-approvals. The committee agreed to try a $10,000-and-above report and an open pre-approval report for April at the first meeting in May.
  • Staff cautioned that publishing too much detail online could help fraudsters or AI-enabled social engineering, but transparency remains a priority. P-card spreadsheet/CSV data was discussed; descriptions are truncated by accounting software import limits, and account names are not easily added without rewriting the chart of accounts. A transparency software portal was described as a longer-term solution.
  • February treasurer's report: about 70% of property taxes were collected through January 31, and settlement payments to overlying jurisdictions were made on February 20. Refuse/recycling increased by $1.2 million and the library fund by $1.5 million as part of the tax settlement.
  • Salaries and wages were at 37% of budget after two months, partly due to fire department overtime. Building permit and inspection fees had already reached their budgeted annual amount after two months, reflecting high construction activity and conservative budgeting; excess revenue goes to fund balance for capital projects.
  • Finance department overtime exceeded its small budget because of the payroll project; a budget amendment will be requested.
  • The draft audit report is scheduled for the finance and audit committee's first meeting in June. Capital Improvement Plan meetings with the mayor were underway; the mayor's proposed CIP is expected in early June.

Review of Bills

  • Detailed review of checks issued April 1–15, 2026, totaling $1,034,640.96. Questions included the status of AED box installations in parks and whether late HI grants were normal.
  • P-card transactions for the cycle ending March 6, 2026, totaling $180,004.49, were reviewed. Kalahari Resort charges were identified as police department training/travel, likely a conference.

Action Items

  • Ordinance 2026-0-11: Amended purchasing and public works contract processes. Approved unanimously. It aligns city code with state law splitting public construction into highway and general public construction; raises general public construction notification from $5,000 to $10,000 and public bidding from $25,000 to $50,000; and raises non-public construction purchase thresholds from $25,000 to $50,000.
  • Resolution R-8226: Approved unanimously. Authorizes membership in TIPS (The Interlocal Purchasing System), a free cooperative purchasing program; staff identified one planned purchase with better pricing through TIPS.
  • Resolution R-8526: Approved unanimously after a formal amendment. Approves a new copier lease for Fire Station 3 with Rhyme; the amendment corrected per-imprint pricing units from cents to dollars.
  • Resolution R-8726: Approved unanimously. Approves an amendment to the professional services contract with ePlan Exam for commercial building and plumbing plan review and updates the 2026 building inspection fee schedule. ePlan completes reviews within 15 business days; the city receives 10% of review revenue.
  • Resolution R-8826: Approved unanimously. Approves contract amendment 3 with AECOM for Fitchrona Road engineering services, adding $48,690 for drainage modifications, utility coordination, survey, monumentation, storm sewer modifications, and meetings. The presenter cited $585,060 as the total engineering cost, though the stated previous total of $563,370 plus $48,690 would be $612,060; this discrepancy was not resolved in the meeting.
  • Resolution R-9326: Approved unanimously. Awards the police storage building re-roof and gutter replacement to Premier Roofing Design, Inc. d/b/a Top Roofing for a base bid of $68,100, plus a 5% contingency, for a total of $71,550. The roof is EPDM; a council member requested follow-up on fortified roof certification.
  • Resolution R-9426: Approved unanimously. Awards the 2026 Bellmar and Tower Hill utility improvements project to Speedway Sand and Gravel, Inc. Base bid $2,447,872.17; mandatory alternate $35,939; removal of Aztec Trail water main work reduced the project by $291,566.88; contingency $129,489.95; total project $2,321,734.24. Also amended the 2026 water utility fund to redirect $93,000 to the Tower Hill Water Main Replacement Project. $315,304 of funding comes from a 2022 federal grant and covers Crescent Road stormwater improvements.
  • Resolution R-9526: Approved unanimously. Awards $128,000 in Healthy Neighborhoods Grant Program funding to eight organizations: River Food Pantry $25,000; Allied Food Pantry $20,000; Rooted Wisconsin $20,000; Active Youth Wisconsin $20,000; Badger Prairie Needs Network $15,000; Boys & Girls Club of Dane County $10,000; Bikes for Kids Wisconsin $10,000; and Reach Dane $4,000. Seventeen applications had requested $328,000.
  • Resolution R-9626: Approved unanimously. Increases the municipal court fee from $38 to $48 on all forfeiture citations except parking citations, following state legislation signed by Governor Evers at the end of March. The fee had not changed since January 2014; $38 in 2014 is equivalent to about $53 today. The new state law includes future inflationary adjustments every five years.
  • Resolution R-9826: Approved unanimously. Amends the 2026 technology fund budget for State and Local Cybersecurity Grant Program (SLCGP) funds. The IT department will purchase cybersecurity solutions including multi-factor authentication for police squad cars; the grant covers 100% of costs with no local match.

Key Outcomes

  • All votes were unanimous voice votes.
  • The finance committee directed staff to prepare a $10,000-and-above checks report and an open pre-approval status report for April, to be presented at the first finance meeting in May.
  • The next finance committee meeting is scheduled for May 12, 2026. The meeting adjourned at 6:17 p.m.

Meeting Transcript

Hi, I'm Jeremy Progby. And I'm Nick Boucher. We're your hosts for the program that's all about your city. Talking Pittsburgh. Every weekday, we pull together the news, events, and information you need to stay on top of what's happening in the city of Pittsburgh. Find Talking Fitzburg on Cable TV, Roku, Amazon Fire, Apple TV, and our live stream on the web. Plus, you can find all our headlines and stories on Facebook, YouTube, and our video on demand service. This is your city. Keep up with Talking Fitzburg and the issues affecting you and your neighbors. Get connected, Fitchburg. Sign up for Fitchburg Connect, the city's monthly e-newsletter that keeps you informed about all the events, services, and updates that matter to you. Get it in your inbox once a month. Sign up today to get Fitchburg Connect. Uh the first item on the agenda is the approval of minutes from April 14th, 2026. I'll move approval. Any comments or questions? All in favor say aye. Aye. Aye. Motion carries. Uh next item is public appearances for non-agenda items. We have no one in chambers and no one on Zoom. So we will move on to item four, the finance director report. Thank you. Uh so I'd like to do the couple of things that are in the packet first. Um, so first was uh last meeting when we were talking about the ordinance changes with all of the purchasing kind of changes that we were doing. We wanted to have a little bit more of a discussion about if there's other reports the finance committee would like to see at these meetings. Um so put it on the agenda just so we can have a conversation. Ultimately, the finance committee can direct me to include whatever you would like. Obviously, we'd like to keep some sort of a cost benefit uh consideration there. We don't want something that's gonna take staff too much time, but definitely still care a lot about transparency and wanting to make sure that you have all the information that you need. So the couple of things that we talked about uh in other meetings. One could be we bring back that 10,000 and above uh report, or maybe maybe it's a different dollar amount and above if you wanted to see those larger checks that went out the door. Another option is any pre-approval that is currently open. So what the status is of the pre-approval, what payments have been applied through whatever date, and what the open amount is. Uh, that's a report we could run relatively easily. It would be every pre-approval that we do. Uh it wouldn't pick up anything that doesn't require a pre-approval, but that could be an option. And then another option uh could be any new pre-approval that was issued during a specific period of time. Um the flaw with that one is that it would be only new pre-approvals.

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