Village Board Meeting — Minutes

VILLAGE OF LAKE HALLIE REGULAR VILLAGE BOARD MEETING MINUTES September 8, 2026 | 7:00 p.m. Lake Hallie Municipal Building, 13136 30th Avenue, Lake Hallie, Wisconsin 1. Call to Order President Gary Spilde called the Regular Village Board Meeting to order at 7:05 p.m. in accordance with Chapter 19.84 of the Wisconsin Statutes. 2. Roll Call Present: President Gary Spilde; Mark Danielson, Brad Hudson, and Pete Lehmann. Excused: Trustee Tim Calkins Also Present: Village Administrator/Clerk -Treasurer Anastasia Stueber, Police Chief Jesse James, Public Works Foreman Sam Bautch, Village staff, and members of the public. 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval of Agenda Motion by Lehmann, second by Hudson, to approve the September 8, 2026 agenda as presented. Motion carried by voice vote. 5. Public Comments Colton Sanders, 1683 118th Street, addressed the Board regarding the previously approved designation of 118th Street and 17th Avenue as no-through-truck routes. Sanders noted that the Board approved the change at its April 20 meeting, but the corresponding signage had not yet been installed. Staff acknowledged that the signs had not been ordered and indicated the matter would be addressed, with installation anticipated in approximately two to three weeks depending on sign availability. A resident who had previously requested a parking permit followed up regarding the status of the request. Staff acknowledged that the item had inadvertently not been placed on the agenda and indicated it would be added to a future meeting for consideration. No further public comments were received. 6. Committee and Department Reports A. Board Member Reports President Spilde reported that the Village received a letter thanking the Village for use of the facility for a recent hunter education course. The course had 16 students and was reported as another successful year with strong participation. President Spilde also reported receiving notification that a portion of church property located in Eau Claire County had been granted tax-exempt status for 2027. No Board action was taken. B. Police Chief/Police Commission Update Police Chief Jesse James provided the following updates: • With school back in session, officers will maintain a proactive presence at Venture Academy, particularly during arrival, dismissal, and lunch periods. • Chief James and several officers participated in ALICE training at Venture Academy on August 18. The department continues working with the school on its critical incident operations plan, including safety, rally, and reunification procedures. • Chief James attended the Town of Hallie Board meeting regarding an update to the police services agreement, which had not been updated since 2005. The Town approved the updated agreement contingent upon inclusion of animal control language and an annual renewal provision. • The department is working with the Wisconsin State Patrol on potential speed enforcement details along the bypass. • Officers McCaffrey and Bell have completed field training and are now active on the regular schedule. • The Police Department has rejoined the West Central Drug Task Force and again has representation within the organization. • Chief James hosted the department's first "Conversation with the Chief," attended by approximately 20 to 25 community members. Property maintenance concerns, including garbage, debris, weeds, and nuisance conditions, were a significant topic. The departmen t is reviewing enforcement options and existing Village ordinances to determine whether amendments may be necessary. • The Lake Hallie Police Department is hosting the STAR-IPE International Police Exchange Program, welcoming five German officers and one Spanish officer to the Chippewa Valley. Visiting officers participated in activities with regional law enforcement agenc ies, including the regional SWAT team, Stanley Correctional Institution, UW - Madison, and a Wisconsin State Capitol visit. A farewell potluck was scheduled for September 11 at the Village Municipal Building. • Technology continues to be a concern within the department. Several computers are operating on outdated systems that will no longer receive necessary security updates. The department is developing a technology replacement plan for consideration through future operating and capital budgets. • Chief James also provided an update regarding the proposed goat ordinance. Additional recommendations were received from a vendor familiar with contracted goat and sheep services, including considerations related to the number of animals and electric fencing. The ordinance will return to the Board for further review. No Board action was taken. C. Public Works Department Update Public Works Foreman Sam Bautch provided the following updates: • DNR approval was received for the planned work on the Village water tower. The work was tentatively scheduled for October 5, with staff exploring whether it could be moved approximately one week later to accommodate water demand and provide favorable conditions for sealing and curing. • Hydrant flushing was approximately one-third complete, and valve exercising was approaching the halfway point. • Riley Rubenzer is scheduled to attend General Basic Wastewater training on September 17 and is anticipated to test for certification later in the year. • Riley and Heidi developed a more systematic approach to water meter replacements, completing change -outs geographically by neighborhood blocks to improve consistency and tracking. • The Village continues experiencing significant water demand, requiring substantial pumping from the Village's wells. • Roadside mowing was more than halfway complete, with staff reporting good progress and no significant equipment issues. • Culvert replacements associated with the 125th Street project were scheduled for September 15. Public Works planned to notify affected residents through door hangers prior to construction. • Additional drainage concerns in the area were discussed, and staff will continue reviewing existing culvert conditions. • Paving work on 125th Street was anticipated in October. • Public Works planned early morning spray patching on Commercial Boulevard to minimize impacts on traffic. Equipment was being borrowed from Chippewa County, with the Village responsible for fuel rather than equipment rental costs. • Staff continue working through the backlog of fire number installations. • Repairs to the Public Works salt shed were substantially complete. Staff planned to allow additional curing time before returning the facility to normal use and discussed implementing routine sealing in the future to preserve the structure. • Pavement marking on Melby Street and 40th Avenue was anticipated within the coming weeks. No Board action was taken. D. Administrative Update Administrator/Clerk-Treasurer Stueber provided the following updates: • Joy Thompson is attending the Wisconsin Caselle training conference, which provides a general overview of the municipal software and its functionality across modules. • Current administrative staff have not previously received formal Caselle training and have relied heavily on direct troubleshooting with Caselle staff and procedures developed under the Village's prior system. Staff are working to update procedures and strengthen internal knowledge of the software. • Ongoing financial reconciliation has identified historical inconsistencies involving general ledger coding and account maintenance. Baker Tilly is scheduled to be onsite later in September to assist staff with a detailed review and necessary corrections. • Staff continue working through prior reconciliation and reporting backlogs and are updating processes to improve continuity and succession planning. • Work has begun on the 2027 budget and an updated Capital Improvement Plan. The most recent approved Capital Improvement Plan located by staff dates to 2019. The updated plan will incorporate the Village's Comprehensive Plan and five -year road plan to establish a more consistent approach to forecasting and prioritizing capital projects. • Ehlers has indicated that the Village is in a favorable financial position to consider several upcoming investments and capital improvements. Proposed projects and financing considerations are anticipated to return to the Board for discussion at an upcoming meeting. • Employee benefits open enrollment begins October 1. Preliminary projections indicate an approximately 8.5% increase in health insurance premiums and a 3% increase in dental insurance premiums, while life insurance rates are expected to remain consistent. The Village's WRS contribution rate for protective -class employees is anticipated to decrease. • Final benefit information and associated budget impacts will be presented to the Board at the September 21 meeting. No Board action was taken. 7. New Business A. Parks, Recreation & Tourism Commission Action Items 1. Village Park, Recreation & Tourism Commission Room Tax Expenditures, Statutory Compliance, and Alternative Funding Parks, Recreation & Tourism Commission President Renee Normand addressed the Board regarding the Commission's use of room tax revenues and compliance with Wis. Stat. § 66.0615. Normand expressed concern regarding the continued use of tourism-related room tax funds for neighborhood tot lots and Lake Hallie weed harvesting and water management activities. She stated that, in the Commission's view, these expenditures do not sufficiently support tourism promotion or overnight lodging stays and should transition to other funding sources. Normand provided information regarding historical expenditures and requested that the Village begin transitioning responsibility for neighborhood parks and Lake Hallie management away from the Commission's dedicated room tax allocation beginning with the upcoming budget cycle. Potential alternatives discussed included use of the Village's unrestricted portion of room tax revenue, General Fund support, or greater involvement by a lake association or lake district for future lake management activities. The Board discussed the statutory requirements, the tourism impact of the expenditures, and the need to further review the matter as part of the upcoming budget process. President Spilde indicated that the Village would review the applicable statutory requirements and consider potential adjustments moving forward. No Board action was taken. 2. Village Financial Bookkeeping Backlogs and Parks, Recreation & Tourism Commission Financial Reporting Normand addressed concerns regarding the availability and accuracy of financial information provided to the Parks, Recreation & Tourism Commission. She explained that the Commission had experienced difficulty evaluating current expenditures and developing its upcoming budget without complete and accurate financial reports. Administrator/Clerk-Treasurer Stueber reported that updated Parks financial information had been completed and provided to the Commission. She explained that staff have prioritized reconciliation efforts and continue working through historical accounting and coding issues. Baker Tilly will provide additional assistance with the remaining financial cleanup and reconciliation. Normand acknowledged that updated information had since been provided and expressed appreciation for the progress made. No Board action was taken. B. Plan Commission Action Items 1. None. C. Police Commission Action Items 1. None. D. Administration/Village Operations Action Items 1. USA Blue Book Sample Testing Supplies The Board considered the purchase of sample testing equipment and supplies from USA Blue Book in the amount of $2,106.25. Public Works Foreman Bautch explained that the purchase includes replacement equipment needed while another unit is being addressed un der warranty, along with testing supplies used for water system monitoring, including chlorine and pH testing. Motion by Lehmann, second by Hudson, to approve the purchase from USA Blue Book in the amount of $2,106.25. Motion carried by voice vote. 2. Public Works Truck No. 1 Repairs The Board considered repairs to Public Works Truck No. 1 from Northwest Truck Service in the amount of $2,413.05. Bautch explained that the repairs involve front -end components, including pins and shackles. The 2015 plow truck has not previously required this level of front-end repair. Motion by Lehmann, second by Hudson, to approve repairs to Public Works Truck No. 1 by Northwest Truck Service in the amount of $2,413.05. Motion carried by voice vote. 3. Thermopane Replacements at Water Shop Building The Board considered replacement of thermopane windows at the Water Shop Building. Staff reported that several existing windows had become sufficiently cloudy to impair visibility. Motion by Lehmann, second by Hudson, to approve thermopane replacements from Post Glass and Mirror in the amount of $2,357.56. Motion carried by voice vote. 4. SEH Side Letter Agreement for Landfill Development Exemption The Board considered a side letter agreement with SEH for preparation and submission of a landfill development exemption to the Wisconsin Department of Natural Resources. The work relates to the proposed roadway through the former landfill property and continued development in the surrounding area. Motion by Lehmann, second by Hudson, to approve the side letter agreement with SEH for preparation and submission of the landfill development exemption to the Wisconsin Department of Natural Resources in the amount of $7,000. Motion carried by voice vote. 5. SEH Side Letter Agreement for Old Hallie Landfill Investigation The Board considered a side letter agreement with SEH for additional investigation of the Old Hallie Landfill, including groundwater sampling and documentation, in the amount of $14,500. SEH provided background regarding previous environmental investigation of the property and explained that the landfill remains an open remedial case with the Wisconsin Department of Natural Resources. The proposed work includes additional sampling, including evaluation for PFAS, to further assess potential environmental risks and determine whether the Village may ultimately pursue formal closure of the case with the DNR. The Board discussed the potential benefits of obtaining formal closure, particularly as residential development continues around the property, as well as the possibility that additional investigation or remediation could be required depending upon the sampling results. SEH explained that if results support closure, the Village could proceed through the DNR's formal closure process. Motion by Danielson, second by Hudson, to approve the side letter agreement with SEH for the Old Hallie Landfill investigation, including groundwater sampling and documentation, in the amount of $14,500. Motion carried by voice vote. 6. Hiring of Part-Time Office Assistant Administrator/Clerk-Treasurer Stueber presented a recommendation to hire Paulette Brown for the part-time Office Assistant position. The position was restructured as approximately 20 hours per week following evaluation of administrative staffing needs. Stueber reported that Brown currently works part -time for the City of Chippewa Falls as an assistant to the City Inspector and brings significant administrative experience, including more than 20 years of prior office management experience. The Board had p reviously established a wage range of $17.00 to $21.00 per hour, and Stueber recommended a starting wage within the $20.00 to $21.00 range based upon Brown's experience. The Board also discussed recent administrative staffing changes, including the anticipated internal filling of the Public Works Office Coordinator position and improvements in office processes, workload distribution, and staff support. A motion by Lehmann, second by Hudson, to approve the hiring of Paulette Brown as the part-time Office Assistant. Motion carried by voice vote. 7. Distribution Method for 2026-2027 Newsletter Administrator/Clerk-Treasurer Stueber discussed options for distributing the Village's 2026 -2027 newsletter with property tax statements. Historically, Village staff manually stuffed the newsletter with tax bills, requiring several days of staff time. The Board was advised that Chippewa County will no longer provide tax bill envelope stuffing due to equipment limitations. The County provided information regarding L&M Mail Service as an alternative vendor capable of printing, stuffing, and mailing the ta x statements and including the Village newsletter for an additional charge. The Board discussed the anticipated mailing and labor costs associated with the available options. Because the updated information from the County was received shortly before the meeting, the Board directed staff to bring the matter back for consideration at the next meeting. No Board action was taken. 8. Old Business A. None No Old Business items were presented. 9. Approval of Minutes The Board reviewed the minutes of the August 17, 2026 Regular Village Board Meeting and the August 21, 2026 Special Village Board Meeting. Motion by Lehmann, second by Hudson, to approve the August 17, 2026 Regular Village Board Meeting minutes and August 21, 2026 Special Village Board Meeting minutes as presented. Motion carried by voice vote. 10. Finance A. Claims & Disbursements The Board reviewed the September 8, 2026 Check Register in the amount of $43,825.55, consisting of Manual Checks #3253 through #3276 and General Fund Checks #41302 through #41332. Motion by Hudson to approve the September 8, 2026 Check Register in the amount of $43,825.55. Motion seconded by Trustee Danielson. Motion carried by roll call vote. 11. Licensing A. Operator Licenses The Board considered operator license applications for: • Tim Fey, Circle K, 120th Street • David Fernandez Domingo, Aldi • Brady Moore, Valley Sports Academy B. Bow Hunting License The Board considered the bow hunting license for Michael Small for Village property near 112th Street and 45th Avenue. President Spilde reported that he had followed up with Small following the previous meeting regarding the permitted hunting area and expectations associated with the license. 12. Permits A. Social Use Permit The Board considered a Social Use Permit for Yer Thao for a Hmong cultural event scheduled for October 10, 2026. Motion by Hudson, second by Danielson, to approve the three operator licenses, bow hunting license, and Social Use Permit as presented. Motion carried by voice vote. 13. Adjournment Motion by Hudson, second by Danielson, to adjourn the Regular Village Board Meeting. Motion carried by voice vote. Meeting adjourned at 8:05 p.m. Respectfully submitted, Anastasia Stueber Village Administrator/Clerk-Treasurer