Recycling, Computerization, Buildings and Intergovernmental Services Committee Regular Meeting Agenda (PDF)

CITY OF CHIPPEWA FALLS, WISCONSIN N O T I C E O F P U B L I C M E E T I N G In accordance with the provisions of the Wisconsin State Statutes, Sec. 19.84, notice is hereby given that a public meeting of the: Committee #4 Recycling/Computerization/Building/Intergovernmental Services Will be held on Monday, July 6, 2026 at 2:00 pm, City Hall, Council Chambers, 30 West Central Street, Chippewa Falls, WI. The meeting may be viewed via livestream at the www.chippewafalls-wi.gov/council livestream link. Items of business to be discussed or acted upon at this meeting are shown on the attached agenda below: 1. Approve minutes of the March 10, 2026 Committee #4 meeting. 2. Discuss the City’s Capital Improvement Planning process including a presentation from ISG Facility Design Services relative to their facility assessment services. Possible recommendations to the Council. 3. Discuss Building Usage Policy and Rental Agreement for the Chippewa Falls Fire Department. Possible recommendations to the Council. 4. Discuss the Casper Park Maintenance Building including the recent Request for Proposals for engineering and design services. Possible recommendations to the Council. 5. Adjournment. NOTICE IS HEREBY GIVEN THAT A MAJORITY OF THE CITY COUNCIL MAY BE PRESENT AT THIS MEETING TO GATHER INFORMATION ABOUT A SUBJECT OVER WHICH THEY HAVE DECISION MAKING RESPONSIBILITY. NOTE: REASONABLE ACCOMMODATIONS FOR PARTICIPATION BY INDIVIDUALS WITH DISABILITIES WILL BE MADE UPON REQUEST. FOR ADDITIONAL INFORMATION OR TO REQUEST THIS SERVICE, CONTACT THE CITY CLERK AT 715-726-2719. Please note that attachments to this agenda may not be final and are subject to change. This agenda may be amended as it is reviewed. CERTIFICATION OF OFFICIAL NEWSPAPER I hereby certify that a copy of this notice has been posted on the City Hall bulletin board and a copy has been given to the Chippewa Herald on June 29, 2026 at 3:30 pm by BNG. Minutes Committee #4 Recycling, Computerization, Buildings and Intergovernmental Services Committee #4 met on Tuesday, March 10, 2026 at 10:00 am at City Hall, Council Chambers, 30 West Central Street, Chippewa Falls, WI. Committee Members present: Jody Marr, Chuck Hull, and Tim Normand. Mayor/Council Members present: John Monarski, Dan Dixon, and Paul Nadreau. Others present: Director of Public Works/Utility Manager Brandon Cesafsky; City Planner/Transit Manager Brad Hentschel; Fire Chief Brian Tonnancour; Parks, Recreation, and Forestry Director John Jimenez; and City Clerk Bridget Givens. The meeting was called to order at 10:46 am. 1. Approve minutes of the February 10, 2026 Committee #4 meeting. Motion by Normand/Hull to approve the minutes of the February 10, 2026 Committee #4 meeting. All present voting aye, motion carried. 2. Discuss summary of the recent tour of Irvine Park. Possible recommendations to the Council. The Committee reviewed a presentation entitled: Chippewa Falls Building Tours – Irvine Park (a copy of which is available in the Office of the City Clerk) and discussed details thereon. No action taken. 3. Discuss summary of the recent tour of Marshall Park including the bathhouse and slide pump buildings. Possible recommendations to the Council. The Committee reviewed a presentation entitled: Chippewa Falls Building Tours – Marshall Park (a copy of which is available in the Office of the City Clerk) and discussed details thereon. Additional discussion was had relative to the condition of the pool and the desire to schedule a future Committee of the Whole meeting to review options. No action taken. 4. Adjournment. Motion by Normand/Hull to adjourn at 11:57 am. All present voting aye, motion carried. Minutes submitted by: Jody Marr, Chair CITY OF CHIPPEWA FALLS FACILITY USAGE - FIRE DEPARTMENT - 1 BUILDING USAGE POLICY AND RENTAL AGREEMENT The City of Chippewa Falls and the undersigned hereby agree to the following terms and conditions for usage/rental of space. 1. Reservations and Information: • Available up to 3 months in advance on a first come/first serve basis. • May be renewed year after year as long as a new agreement is filled out, signed and the appropriate deposit placed at the time of renewal. 2. Availability: • Scheduled City functions will have priority for use of any City Community Room. • The City has the right to refuse rental/usage on any date, including major holidays. • The City will not discriminate based on race, age, gender, religious belief, political affiliation or sexual orientation. • The City has the right to refuse rental/usage requests that are beyond the capabilities of the building. • Spaces may not be used for: -Private social functions -Activities involving the sale, adve rtising or promotion of products or services. -a return engagement by a group that has abused the facility in its earlier use or has violated any of the regulations set forth in this policy statement. -Any purpose, which in the opinion of the boards or their directors, may interfere with the normal operations of the building. 3. Rental Fees: • Not-for-Profit civic organizations are not subject to a rental fee. If damage occurs or additional clean up is necessary, a fee will be assessed accordingly. • Private parties and other groups will be charged according to the fee table. Fee Table: Group/Room Resident Rental Cost Non-Resident Rental Cost Security Deposit Fire Department Training Room $50 $150 +$150 4. Deposit Refund Conditions: • ACCEPTABLE CLEAN UP as explained in the Clean up requirements • FOLLOWING OF ALL GUIDELINES as explained in the Rental Procedure & Terms • Your security deposit refund may be collected the week following your rental. • A portion or all of your deposit may be retained for repairs, replacements, and extra clean up. • If all or part of your deposit is retained, you will be notified as to the reason(s) why on the Post-Rental Inspection Form (Attached.) • If damage, replacements, and/or extra clean up is valued at more than your deposit, you will be billed for the balance. CITY OF CHIPPEWA FALLS FACILITY USAGE - FIRE DEPARTMENT - 2 5. Damage/Replacement/Extra Clean up Charges • If damage occurs while you are occupying the building, the person signing the Rental Agreement will be held responsible • If cleaning is required after inspection of the room, necessary cleanup costs will be calculated at a rate of $50 per hour per person required to clean the room. • If full damage/clean up costs are not paid, the matter may be subject to legal action. 6. Cleaning • You are responsible for following the clean up requirements. • If excessive cleanup is required, you will be billed for the cost. Only street shoes will be allowed in the facility. No cleats, roller skates, inline skates, etc. 7. Building Security Chippewa Falls Fire and Emergency Service Department – Station 1 is a secured building. Access to the main entry door will be scheduled for your event. Main entry doors will be scheduled to unlock 30 minutes prior to your event start time and will automatically lock again 30 minutes after the event start time. Person in charge of event must be present during event times. 8. Alcohol & Smoking Policy Smoking and the use of alcohol is strictly prohibited and is NOT allowed. 9. Youth Sponsors • If you are holding a youth-oriented event, you are responsible for having an adequate number of sponsors (responsible adult chaperones) for the activity. • One sponsor (responsible adult chaperone) for each ten youth participants is required. 10. Decorating • No taping or pinning of any items to the walls or any fixture in the facility. • If any damage is found in violation of the decorating policy, the person signing rental agreement will be required to pay for the assessed damage. 11. Food and Beverage • Light food and non-alcoholic beverages are allowed. Beverages should be those of non- staining nature. • If any damage is found in relation to serving food or beverage, the person signing rental agreement will be required to pay for any assessed damage or necessary clean up. 12. Clean-up Requirements • Rental area(s) must be cleaned and left in the same or better condition in which it was found, or you will be subject to loss of part of your security deposit. All tables and chairs should be put back as they were found. A) Garbage • All garbage should be taken with you B) Restrooms • Flush all toilets • Throw away any paper products left on counters or floors • Clean counters, floors and toilets of any accidents, such as sickness C.) Tables • Tables and chairs should be put back in the order they were in when you arrived • All surfaces should be wiped clean. CITY OF CHIPPEWA FALLS FACILITY USAGE - FIRE DEPARTMENT - 3 13. Liability Insurance. Renter must provide City with a copy of certificate of liability insurance naming City of Chippewa Falls as an additional insured (for a minimum of $1,000,000.00). Certificate of insurance must be provided 10 days or more, prior to event date or agreement will be void. 12. The applicant agrees to indemnify, save and hold free and harmless, the City of Chippewa Falls, its officers, agents and employees, from and against all claims, demands, loss, liability, cost or expense of any kind or nature whatsoever which the City or its officers, agents or employees, or any of them may sustain or incur, or that may be imposed upon any of them, or to the rental, use and occupancy of the Chippewa Falls Municipal Buildings provided herein. Failure to comply with one or more of the above guidelines could result in the loss of all or part of your security deposit and/or suspend you from renting/using the building in the future. This policy is subject to further review and changes as deemed appropriate by Committee #4. Last updated on 10/17/2017. I have read and agree to the above stated conditions and promise to comply with all policies related to the use of the City of Chippewa Falls Municipal Facility. Signed: __________________________________________ Date: ___________________ CITY OF CHIPPEWA FALLS FACILITY USAGE - FIRE DEPARTMENT - 4 FACILITY RENTAL APPLICATION Renter Information Name of contact person: _________________________________________________________ Organization (if applicable): _____________________________________________________ Address: _____________________________________________________________________ Phone/Cell Number(s) __________________________________________________________ Fax Number (if applicable): ______________________________________________________ Email Address: ________________________________________________________________ Event Information Date(s) of Event: ______________________________________________________________ Event Times: Set-up ________________________________ Event Time ____________________________ Clean –up _____________________________ Anticipated number of people: ____________________________________________________ Purpose of Event: ______________________________________________________________ Summary of Event: _____________________________________________________________ _____________________________________________________________________________ Rental includes use of small coat space and public restrooms (NOTE: Capacity limit is 40 persons.) --------------------------------------------------------------------------------------------------------------------- Chief Officer Approving ________________________________________________________ Rental Fees: Rental Charge (if applicable):___________________________ Refundable Security Deposit (if applicable): _________________________ TOTAL AMOUNT PAYABLE: __________________________________ Rental fees and deposit must be paid prior to the event date. Signature ___________________________________________ Date __________________