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11-24 CSC MinutesRICHFIELD FIRE CIVIL SERVICE COMMISSION MEETING #296 NOVEMBER 24, 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 Eddie Odendahl Firefighter Chris Faint Firefighter Ryan Olson Firefighter Kelly Wynn Administrative Assistant Katie Rodriguez City Manager Sack Thongvanh Assistant City Manager I. CALL TO ORDER The meeting was called to order by President Bruzek at 8:01 a.m. II. APPROVAL OF MINUTES OF THE CIVIL SERVICE COMMISSION MEETING OF October 20, 2025 M/Stratton, S/Frechette to approve the minutes. Motion carried 3-0 III. CERTIFY THE DEPUTY CHIEF ELIGIBLE REGISTER Chief Brooks provided a brief overview of the process including number of applicants, interview panels and simulations. She stated the list consists of one candidate as the other finalist did not score above the required threshold. Secretary Stratton asked about the virtual first round interviews and how that affected the personality aspect. Chief Brooks stated about fifty percent of the candidates were out of state, which is why all first-round interviews were virtual. She explained it put everyone on the same level, and it went well but believes it is a necessity to have an in-person interview at some point in the process. The second-round interviews were in-person. She spoke of how the city attempts to accommodate all candidates. President Bruzek and Secretary Stratton also commented on the in-person aspect but agree that many meetings are going virtual. Lieutenant Wienholz asked about how the process brought twenty-three original applicants down to fourteen for first-round interviews. Chief Brooks stated each application was scored by Human Resources to create a natural break in the number of candidates. Lieutenant Wienholz was curious about how that natural break and/or cut-off was determined. Chief Brooks reiterated that Human Resources scored the applications on what was completed along with a cover letter, which was not required but some still included. City Manager Rodriguez stated this process is consistent with how the city scores using a matrix solely on the application. Secretary Stratton asked if candidates were offered the opportunity to complete their application if done incorrectly or not in its entirety. City Manager Rodriguez stated she was not aware of anyone that did not complete their application, but it would also be very concerning to go back and ask applicants. Firefighter Butler expressed his concern with applicants possibly getting an interview that did not meet the defined minimum qualifications. Lieutenant Wienholz stated the crew had concerns as people were aware of at least one candidate that met requirements but did not get offered an interview. Secretary Stratton said she can see concern or confusion as this is a newly defined position and some qualifications have changed. Chief Brooks confirmed that everyone was scored fairly. President Bruzek proceeded to read the register: CIVIL SERVICE COMMISSION DEPUTY CHIEF ELIGIBLE REGISTER NOVEMBER 24, 2025 The examination process to establish the Deputy Chief Eligible Register has been completed. Twenty-three candidates met the minimum qualifications, and fourteen were invited to the first-round interviews based on their scores for minimum and preferred qualifications. Thirteen participated in the first-round virtual panel interview, held the week of November 3, 2025. Three candidates advanced to the second-round, with two ultimately participating. The second phase, conducted on November 18, 2025, consisted of two fire ground simulations, a structural panel interview, and an administrative scenario exercise designed to evaluate leadership, decision-making, and operational readiness. All scoring was tabulated and subsequently verified. This eligible register included the candidates who successfully completed all components of the Deputy Chief testing process. This roster will remain in effect until hire is made, unless extended or canceled by the Civil Service Commission. Last Name First Name Rank Lupkes Tyler 1 Firefighter Butler asked how this candidate made the list without meeting the minimum qualifications laid out in the position posting. City Manager Rodriguez stated Human Resources scored applicants appropriately and he met the qualifications. Firefighter Butler said the position required seven years of fire experience and this candidate only lists four years. Chief Brooks stated the qualifications are fire as well as related experience, which combined, meets the necessary requirements. Lieutenant Wienholz expressed concern as to the need for incident command on scene, that this candidate does not have, and how it will greatly affect the safety of the firefighters. Secretary Stratton stated how she can see this position performing more administrative tasks but asked how the department plans to navigate the lack of necessary experience. City manager Rodriguez reviewed the process, who was involved and why this candidate rose to the top. The city believes that this candidate has the necessary skills for the position and will do a good job. Vice President Frechette asked if a copy of the posting was accessible to see what is in included for experience. Chief Brooks handed out the posing and stated the category of progressive fire experience can include many attributes. She mentioned some of the organizations and events the candidate has been involved in, how he meets the requirements and is a quality candidate. President Bruzek expressed concern regarding the difference between EMS and Fire experience. Lieutenant Wienholz stated the crew is not attempting to negatively impact any applicant but is just concerned about how this candidate made it so far in the process without seven years of fire experience. He asked out the city can interpret things versus having it in writing. Secretary Stratton read from the job posting that it required a minimum of seven years’ fire experience and five years of management as separate items, not to be combined to meet one. City Manager Rodriguez explained that the fire department is so much more than putting out fires, including risk reduction, community outreach and more. The interviews had a variety of qualified panelists where none raised concerns regarding the applicants. She spoke of the possibility of people having offline conversations after the fact that did not include leadership. President Bruzek stated he does see the concern. Lieutenant Wienholz reiterated that the crew are not recommending anyone, just concerned with the scoring and process. He also stated that he understands there are many administrative aspects to the position, but fire experience is still necessary. Secretary Stratton mentioned how when this Assistant Chief process was first put in place a couple years ago, the city attorney had suggested ten years of fire experience, but the commission deemed seven years proficient, but this candidate seems to have even fewer. Chief Brooks spoke of how change is hard and this position will set the department up for success. There are some traits that cannot be taught such as personality and judgement that this candidate possesses. She explained there will be things to learn but the person in this position will not be responding to calls like the other officers. Firefighter Butler reiterated the fact that the position requires seven years of fire experience, and this candidate simply does not have that experience. He stated he is not questioning the candidate but the process. President Bruzek spoke of understanding the point and that it is an important point. He stated he was unsure of what to do with this register other than making it clearer going forward. Secretary Stratton expressed how uncomfortable she was with the situation but also understands how the need for someone in the position is high. She asked if the outcome would be the same if the verbiage was changed. Chief Brooks believed the outcome would be the same with the same pool of candidates and those involved in the interview panels. Firefighter Faint stated that the firefighters that were involved in the process agreed the applicant interviewed well except for one section which is why the questions are being raised. Secretary Stratton asked the crew if they believed this concern could be remedied with proper training. Firefighter Wienholz replied yes. Chief Brooks explained how some people can perform badly on simulations but instead of dismissing it, the department would like to make it a learning point. The need for someone who is proficient in technology, EMS, tactics, etc. outweighs a low score in a simulation. Lieutenant Wienholz reiterated the crew is not saying don’t hire this person but rather does this applicant meet the requirements. Firefighter Butler spoke of it possibly being a mistake by Human Resources but asked about potentially looking one way for one candidate and not another. He stated the crew is just looking for clarification on providing fair scoring to all applicants. City Manager Rodriguez stated Human Resources was unable to attend the meeting but had scored the application as a yes for experience and defining the experience more broadly. Chief Brooks spoke of confirming with Human Resources during the process that the scoring was accurate. Firefighter Butler reiterated the question of yes or no, the applicant has seven years of fire experience. Chief Brooks said Human Resources reviews the applications, questions, resumes and cover letters if supplied and then score accordingly. President Bruzek explained he understands the concern but is unsure how it would change the outcome of this process. Firefighter Butler stated the job posting listed minimum requirements and those requirements need to be met to be offered an interview. M/Stratton, S/Frechette to certify the Deputy Chief Eligibility Register. Motion rejected 1-2 (Bruzek, Aye; Frechette, Nay; Stratton, Nay) President Bruzek stated the city needs to readdress the wording of the posting and speak with Human Resources. Secretary Stratton spoke of understanding that time is of the essence, but she would not be comfortable without the city attorney and/or Human Resources present to answer questions. She then explained that the commission would like to resolve this as soon as possible. IV. APPROVE THE FIREFIGHTER ELIGIBLE REGISTER PROCESS Chief Brooks stated the process has been the same since 2016 but with changing department needs and removal of the residency requirement, it was time for an update. She then reviewed the updated process and potential schedule. President Bruzek asked if essay questions have been in the process before. Chief Brooks confirmed but it has been a long time since they were included. President Bruzek asked if the use of artificial intelligence (AI), such as ChatGPT, will hinder responses. City Manager Rodriguez stated that AI is becoming more common, and it can be used as a tool. Secretary Stratton asked about trying to get the process done before a new commissioner was to be on boarded as they will have no background on the process. Chief Brooks stated she is trying to get the process done with the current commissioners. M/Frechette, S/Stratton to approve the updated Firefighter Eligible Register process. Motion carried 3-0 V. OTHER BUSINESS None VI. ADJOURNMENT M/Frechette, S/Stratton to adjourn the Civil Service Commission meeting at 9:16 a.m. Motion carried 3-0 Submitted by: Kelly Wynn Administrative Assistant Date of Approval: December 16, 2025 _________________________ Jeffrey Bruzek, President _________________________ James Frechette, Vice President _________________________ Mary Stratton, Secretary