Committee of the Whole Meeting

__________________________________________________________________________________ COMMITTEE OF THE WHOLE MINUTES TUESDAY, OCTOBER 13, 2020 Mayor Greg Kubarski called the Committee of the Whole meeting to order at 7:02 p.m. on Tuesday, October 13, 2020. Committee members present at the time the meeting was called to order were: Liz Parish, Garth Hitselberger, Pat Moen, Darrow Novy, Rick Hanke, Tom Hotek, Mark Lankey and Randy Seeley. Others present included: City Administrator Adam Sonntag, Police Chief Pat Clark, City Treasurer Lisa Johnson, Nicolette Nauman of the HSE, and Austin Glick and members of 40 Rods Racing. Mayor Kubarski asked if this meeting received proper public notice to which Administrator Sonntag confirmed that the meeting did receive proper notice. A motion was made by Hitselberger, second by Hanke, to approve the September 8, 2020 Committee of a Whole meeting minutes. Motion carried. Registered Public Comment – Austin Glick from 40 Rods Racing was in attendance with other members of the club to discuss the lease agreement with the city and the work they have done this year at their test and tune events. Safety and Welfare Chief Clark provided the Police Chief’s report, which included 128 incidents. Chief Clark reported 3 new domestics for the month, a limited amount of school walkthroughs, and a drug take back day is being scheduled. Hitselberger requested previous police schedules be placed in the packet. The Committee reviewed trick-or treat hours. After discussion, it was recommended the city hold trick-or-treating with COVID guidelines on October 31 from 4:00- 7:00PM. The Committee also recommended allowing a request to hold a trick-or- treating event at the drag strip. The Committee reviewed the Lease Agreement with 40 Rods Racing for the air strip property. Hitselberger and Hanke discussed their support to keep the lease in place. The Committee focused on the need to permit larger events. Moen supported the idea of requiring plan approvals for larger events. Sonntag discussed the need to address issues with larger events in a lease due to the potential impact on city services. Austin Glick commented on plans for 2021, which included mostly smaller test and tune events and the potential for larger spectator events. After discussion, it was recommended the city draft an amendment to the lease agreement to permit larger events (i.e. – spectators, events with anticipated attendance of 500 people). Sonntag discussed the city’s ongoing expenses and plans regarding the COVID-19 response. City Hall • 123 Mechanic Street • P.O. Box 447 • Hillsboro, Wisconsin 54634 Phone: (608) 489-2521 • Fax: (608) 489-3905 • www.hillsborowi.com Sonntag provided an update on the purchase of 1017 Mitscher Ave., including closing on the property and demolition plans. The Committee reviewed and recommended approval of the 2021 Humane Society contract. With no other items, the Committee moved to the Improvement and Services report. Improvement and Services Novy discussed the size of the stormwater pipe on the Elm Ave. project being excessive. Novy questioned the size of the new dam gates. The Committee received an Engineer’s Report on the project and all other ongoing projects. The Committee received an update on the WWTP upgrade project. Sonntag provided an update on the CTH FF Bridge Expansion project, including anticipated construction schedules. Sonntag discussed a Notice of Violation from the DNR regarding treatment plant violations from high strength industrial waste. With no other items, the Committee moved on to Finance and Personnel. Finance and Personnel After reviewing the monthly bills, the Committee recommended moving the bills on to the Council agenda. Sonntag provided an Administrator’s report, which included a flu shot clinic for employees and Fall Cleanup details. The Committee reviewed the 2021 budget, including options for health insurance. The Committee recommended a platinum level plan with Quartz for employee health insurance. The Committee reviewed the capital improvement plan and quotes to finance the end loader. Sonntag discussed borrowing $50,000 with Farmers State Bank at 1.09% for the end loader. The Committee reviewed the full 2021 budget. Sonntag will prepare an updated budget for Monday night and the summary budget. The Committee received an update on the hospital land sale. Mayor Kubarski discussed use of the funds for the dam. New Business – Novy asked about stocking the lake with fish and discussions with the sportsmen club. Hitselberger discussed reviewing the police department’s body camera policy. With no other items, a motion was made by Lankey, second by Hotek to adjourn at 9:47 p.m. Motion carried. City Hall • 123 Mechanic Street • P.O. Box 447 • Hillsboro, Wisconsin 54634 Phone: (608) 489-2521 • Fax: (608) 489-3905 • www.hillsborowi.com