## Richfield Civil Service Commission Agenda

March 27, 2026 -- 8:00 AM

## Richfield Municipal Center

## Bartholomew Conference Room

## 6700 Portland Avenue South

Meeting #298

1. Call to Order

## 2. New Commissioner Welcome

3. Approval of the Agenda

4. Approval of Minutes

a. Approval of the minutes from December 17, 2025

5. Presentations

## a. 2025 RFD Annual Update

b. 2026 RFD Outlook

## 6. Regular Business Items

## 7. Other Business

## a. Commission Meeting Agenda Updates and Meeting Procedures

8. Adjournment

Auxiliary aids for individuals with accessibility needs are available upon request. Requests must be made at least 96 hours in

advance to the City Clerk at 612-861-9739.

Materials relating to these agenda items can be found in the Civil Service Commission agenda packet located at the main table

within the conference room. The Civil Service Commission agenda packet is also available electronically on the City of Richfield’s

website.

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## RICHFIELD FIRE CIVIL SERVICE COMMISSION

## MEETING #297

## DECEMBER 16, 2025

## MEMBERS PRESENT:

## Jeffrey Bruzek President

## James Frechette Vice President

## Mary Stratton Secretary

## OTHERS PRESENT:

## Jenell Brooks Fire Chief

## Tim Haider Captain

Kevin O’Connell Lieutenant

Brian Wienholz Lieutenant

## Mark Butler Firefighter

Charlie Keis Firefighter

Joseph Schneider Firefighter

Alex Crofford Firefighter

Ryan Wolf Firefighter

## Tracie Bohlsen Firefighter

## Joe Ewald Captain

## Dave Buzicky

Cesar Garcia Firefighter

## Josh Nelson IAFF

## Austin Yantes Firefighter

## Tori Baird Firefighter

Andrew Chapeau Firefighter

## Chris Wachtler

## Amy Zenanko HR Generalist 2

## Maya Lissick HR Generalist

Katie Rodriguez City Manager

## Mary Tietjen City Attorney

## I. CALL TO ORDER

The meeting was called to order by President Bruzek at 8:03 a.m.

## II. APPROVAL OF MINUTES OF THE CIVIL SERVICE COMMISSION MEETING OF

November, 24 2025

J/Frechette motion, M/Stratton second to approve the minutes.

Motion carried 3-0

## III. CERTIFY THE DEPUTY CHIEF ELIGIBLE REGISTER

Commissioners and attendees discussed the eligible roster, including questions about

minimum qualifications, scoring, and interpretation of “firefighting experience” requirements. Staff

and union representatives clarified the process timeline. J/Bruzek motion to approve, J/Frechette

and M/Stratton nay.

## Motion rejected 1-2 (Bruzek, Aye; Frechette, Nay; Stratton, Nay)

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Secretary Stratton stated the city needs to readdress the wording of the posting in the new

posting and correct the qualification timeframe. Secretary Stratton acknowledged that time is of

the essence.

Vice President Frechette stated that the firefighters need to have trust in the process.

## IV. OTHER BUSINESS

None.

## V. ADJOURNMENT

M/Frechette, S/Stratton to adjourn the Civil Service Commission meeting at 9:02 a.m.

Motion carried 3-0

Draft by:

## Administrative Assistant

Submitted by:

## Jenell Brooks

## Fire Chief

Date of Approval: _________________________

## Jeffrey Bruzek, President

_________________________

## James Frechette, Vice President

_________________________

## Britnie Thomas (Appointed at Council

Meeting November 25, 2025)

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## Civil Service Commission Meeting 3/27/2026

## Agenda Section: Other Business

Agenda Item: 7.a.

## Report Prepared By:

## Katie Rodriguez, City Manager

## Department Director:

## Katie Rodriguez, City Manager

## Item for Consideration:

## Commission Meeting Agenda Updates and Meeting Procedures

## EXECUTIVE SUMMARY

One of the goals of the City Council has been to better leverage the power of residents

serving on commissions to help improve city operations and build a thriving community.

The City Clerk and the Executive Department, which oversee agenda management and

commission recruitment, have been working with the staff liaisons for city commissions

for several years to improve processes based on best practices. This has included

implementing annual training for commissioners and commission chairs, ensuring that

agendas and minutes are regularly updated on the City website and creating a pool of

alternates to quickly fill any vacancies. Please see the attached one-page summaries

for commissioners and chairs, developed as part of the training.

The effort to provide more consistency across commissions in agenda management

accelerated recently due to the City's new agenda management software. The first

phase of the implementation focused on the City Council and commissions are now

being added to the software program. Most of the commissions that have specific

missions guided by state law, the City charter or code, have modeled their agendas and

meeting processes fairly close to the City Council protocols. This includes posting the

agendas online with staff reports that provide more information on agenda items

requiring a vote. The practice allows for more transparency for any interested

stakeholders and residents ahead of the meeting.

The City Council and most of the more formal commissions also include an open forum

where people can address the council or commission members on any topic at the

beginning of the meeting. Typically, there is a time limit for the speakers and the

policymakers are there to listen. There is not a back and forth conversation with the

speakers. This allows for feedback and maintains an orderly environment for the

policymakers to discuss their business items amongst themselves before voting.

Staff recommend the following agenda format, which is very similar to the City Council

agenda (attached is an example agenda for this meeting using the new format):

1. Call to Order

## 2. Open Forum

Participants can share their comments in person, by voicemail, or email, and may also

request to participate virtually. For more information on submitting comments, refer to

## the Civil Service Commission Agenda and Minutes page on

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www.richfieldmn.gov/182/Civil-Service-Commission

3. Approval of the Agenda

4. Approval of Minutes

5. Presentations

## 6. Regular Business Items

## 7. Other Business

8. Adjournment

Further, staff recommend that speakers at the open forum are limited to 3 minutes, and

5 minutes if they are speaking on behalf of a group. This is also consistent with City

Council procedures.

Please note that if the recommendation is approved, the Civil Service Commission page

on the City's website will provide instructions for people to email the staff liaison who will

pass messages on to all commissioners.

## RECOMMENDED ACTION

By motion: approve the new agenda format and meeting procedures.

## HISTORICAL CONTEXT

## Provided in the Executive Summary

## EQUITABLE OR STRATEGIC CONSIDERATIONS OR IMPACTS

The recommendation to improve agenda and meeting processes is most aligned with

the strategic priority of Operational Excellence and the desired outcome of Focused City

Leadership. Agenda and meeting processes that are rooted in best practices provide

policymakers with comprehensive staff information and stakeholder feedback in a timely

and efficient manner, resulting in informed decisions.

## POLICIES (RESOLUTIONS, ORDINANCES, REGULATIONS, STATUTES, ETC.)

## CRITICAL TIMING ISSUES

The City Clerk and Executive Department staff are currently adding commissions to the

agenda management software.

## FINANCIAL IMPACT

There is no financial impact to implement the recommended changes.

## LEGAL CONSIDERATIONS

Because the Civil Service Commission oversees some personnel decisions in the Fire

Department, it is critically important that their discussions and actions are consistent

with all relevant human resources laws. The City Attorney, Mary Tietjen, will be

available to present further information and answer questions at the meeting.

## ALTERNATIVE RECOMMENDATION(S)

Modify the staff recommended agenda and meeting procedures.

## ATTACHMENTS

## 1. Commission Roles and Best Practices

Page 5 of 10

## 2. Commission Chair Reminders and Best Practices

## 3. EXAMPLE 2026-03-27 Civil Service Commission Agenda

Page 6 of 10

## Commissioner

• Attend and participate in regular and special meetings

• Engage in discussion and deliberation

• Provide recommendations to the City Council based on

discussion

• Act in the best interest of the city of Richfield as a whole

## Commission Chair/Vice Chair/President/Vice President

• Calls meetings to order and adjourns meetings

• Presides over meetings and maintains meeting order

• Recognizes speakers and facilitates discussion

• Sign approved minutes or official documents (if applicable)

• Coordinates with staff liaison to prepare agenda materials

• Vice Chair/Vice President performs the duties of the Chair

Commission Secretary (if designated by bylaws)

• Ensures official records are accurate

• Assists in procedural requirements when necessary (noting

attendance, meeting start and end time, etc.)

• Details votes and prepares minutes for approval

## Staff Liaison

• Coordinates with Chair/President to prepare agenda materials

• Provides professional expertise

• Prepares reports and background materials for discussion

• Supports compliance with city policies and applicable state

laws

## Commission Roles and Best Practices

## City of Richfield

## Quorum

A majority or more of the commission membership, required to conduct official business.

***If a quorum is involved and city business is being discussed, it should occur at a properly noticed public meeting***

Open meeting reminders

Avoid serial meetings

• Do not discuss commission business outside a properly noticed meeting, including group emails, “reply all” emails, etc.

Quorum awareness

• If a quorum of commissioners is present at an event outside the scope of your regular and special meetings, do not discuss commis-

sion business.

Email and electronic communication

• One-way informational emails are okay, back and forth deliberation in emails is not.

• Your electronic commission communication is considered public data and accessible via data request.

Commission meeting best practices

Read packet in advance

Ask clarifying questions

Respect procedure and process

Respect time limits

Respect orderly discussion

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## IF YOU WANT TO: THEN YOU SAY: Can your

motion interrupt

a speaker?

Does the

motion need

a 2nd?

Is the

motion

debatable?

Can the

motion be

amended?

What type

of vote is

required?

Adjourn the meeting I move that we adjourn No Yes No No Majority

Take a break I move to recess for ___

minutes

## No Yes Yes Yes Majority

Register a complaint I rise to a question of

privilege

## Yes No No No None

Lay aside a motion

temporarily

I move that the main

motion be postponed

temporarily

## No Yes No No Varies

Close debate and vote

immediately

I move to close debate No Yes No No 2/3

Limit or extend debate I move to limit debate to ... No Yes Yes Yes 2/3

Postpone action to a certain

time

I move to postpone the

motion until ...

## No Yes Yes Yes Majority

Refer the matter to a

committee

I move to refer the motion

to ...

## No Yes Yes Yes Majority

Modify the wording of a

motion

I move to amend the

motion by

## No Yes Yes Yes Majority

Make a motion I move that ... No Yes Yes Yes Majority

## IF YOU WANT TO: THEN YOU SAY: Can your

motion interrupt

a speaker?

Does the

motion need

a 2nd?

Is the

motion

debatable?

Can the

motion be

amended?

What type

of vote is

required?

Appeal a decision I appeal from the

decision of the chair

## Yes Yes Yes No Majority

Suspend the rules I move to suspend the rule No Yes No No 2/3

Enforce the rules Point of Order Yes No No No None

## Ask a Parliamentary

question

## Parliamentary inquiry Yes No No No None

Divide a motion I request that the

motion be divided ...

## No No No No None

Demand a recorded vote I call for a division of the

assembly

## Yes No No No None

## IF YOU WANT TO: THEN YOU SAY: Can your

motion interrupt

a speaker?

Does the

motion need

a 2nd?

Is the

motion

debatable?

Can the

motion be

amended?

What type

of vote is

required?

Amend a previous action I move to amend the

motion that was ...

## No Yes Varies Yes Varies

Reconsider a motion I move to reconsider ... Yes Yes Yes No Majority

Cancel a previous action I move to rescind ... No Yes Yes No Majority

Resume consideration (take

the matter from the table)

I move to resume

consideration of ...

## No Yes No No Majority

## Sturgis Parliamentary Procedure Motions Chart

The motions below are listed in order of precedence. A motion can be introduced if it is higher on the chart than the pending motion.

Incidental Motions: No order of precedence. Arise incidentally and are decided immediately.

Restorative Main Motions: No order of precedence. Introduce only when nothing else is pending.

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## Motions and Voting

• Motion > Second > Discussion > Vote

• Restate the motion before the vote

• Announce results of the vote

Running the meeting

• Call the meeting to order and adjournment

• Follow the agenda

• Open and close discussion when applicable

• Call for motions and seconds

• Call the votes and announce results

Open Forum (if applicable)

• Ensure speakers are aware of any rules or time limits

before starting open forum

• If you/vice chair receive a comment via email, you

should loop in your staff liaison to decide how to pro-

ceed

• Any public comment emails should be noted in the

applicable meeting minutes

## Managing Discussion

• Recognize commissioners before they speak

• Keep discussion focused on agenda item and current

motion

• Redirect off-topic discussion back to the motion

• Prevent individuals from dominating discussion

## Commission Chair Best Practices

Start the meetings on time, state the start and end time for the meeting minutes

Encourage all commission members to contribute

Remain neutral when facilitating discussion

Pause and ask staff for any support if needed

## Commission Chair Reminders and Best Practices

## City of Richfield

Options to redirect

• “Lets bring the discussion back to the motion on the table”

• “Can we clarify how this impacts the motion?”

• “Does anyone have a different viewpoint they’d like to share?”

• “Is there any additional discussion before we move to a vote?”

• “That’s a good point—lets place that on a future agenda”

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## EXAMPLE Civil Service Commission Agenda

March 27, 2026 -- 8:00 AM

## Richfield Municipal Center

## Bartholomew Conference Room

## 6700 Portland Avenue South

Meeting #298

1.Call to Order

## 2.New Commissioner Welcome

3.Open Forum

Participants can share their comments in person, by voicemail, or email, and may also request to

participate virtually. For more information on submitting comments, refer to the Civil Service

Commission Agenda and Minutes page on www.richfieldmn.gov/182/Civil-Service-Commission

4.Approval of the Agenda

5.Approval of Minutes

a.Approval of the minutes from December 17, 2025

6.Presentations

## a.2025 RFD Annual Update

## b.2026 RFD Outlook

## 7.Regular Business Items

8.Other Business

## a.Commission Meeting Agenda Updates and Meeting Procedures

9.Adjournment

Auxiliary aids for individuals with accessibility needs are available upon request. Requests must be made at least 96 hours in

advance to the City Clerk at 612-861-9739.

Materials relating to these agenda items can be found in the Civil Service Commission agenda packet located at the main table

within the conference room. The Civil Service Commission agenda packet is also available electronically on the City of Richfield’s

website.

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