Organizational Meeting Agenda and Packet

Organizational Meeting of the Common Council Tuesday, April 21, 2026, at 6:30 p.m. The public may view/listen to the meeting by: • Calling Toll Free 1-844-992-4726, access code: 263 173 92296 • Visiting the web link: https://tinyurl.com/rfcom42126 • Viewing the City's YouTube Channel: https://www.youtube.com/user/cityofriverfalls 1. Call Meeting to Order at 6:30 p.m. by City Clerk 2. Pledge of Allegiance 3. Roll Call 4. Swearing in Ceremony with Oaths of Office given to: a. Mayor b. Alderperson – At Large c. Alderperson – At Large d. Alderperson – District 4 5. Election of Common Council Officers by Common Council: a. President b. Comptroller 6. Appointment of Deputy Comptroller by Comptroller 7. Appointment by Mayor of Parliamentarian 8. Election of Council Member by Common Council to: a. Plan Commission (Note: Mayor is Chairperson) 9. Appointment by Mayor (Confirmed by Council) of Council Members to: a. Historic Preservation Commission b. Library Board c. Parks and Recreation Advisory Board d. Design Review Committee e. Utility Advisory Board f. Housing Authority 10. Appointments of Other City Officials a. Resolution to Approve Two-Year Option Contract with Weld Riley, S.C. for City Attorney Services b. Resolution to Approve One-Year Option Contract with Bakke Norman for Prosecution Services 11. Resolution Designating Public Depositories for Public Monies Held by the City of River Falls 12. Resolution Designating Official Newspaper 13. Review of Bylaws 14. Report on Organizational Updates 15. Motion to Cancel Regularly Scheduled Council Meeting; August 11, 2026 due to the Partisan Primary Election 16. Set Council Meeting Dates for: • Board of Review – May 26, 2026 6:15 p.m. (Meet to adjourn) • Board of Review – July 9, 2026 4-6 p.m. ADJOURNMENT Post: 4/13/2024 City Hall; Publish: 4/15/26; website 4/16/26 MEMORANDUM TO: Mayor Page and City Council FROM: Amy White, Community Services Director/City Clerk DATE: April 21, 2025 TITLE: RESOLUTION APPROVING CONTRACT EXTENSIONS FOR LEGAL SERVICES TO WELD RILEY, S.C. AND PROSECUTION SERIVCES TO BAKKE NORMAN RECOMMENDED ACTION Adopt the resolution approving the contract extension for legal services to Weld Riley, S.C for two years and prosecution services to Bakke Norman for one year. BACKGROUND In 2012 and again in 2024, the Common Council appointed Weld, Riley, Prenn & Ricci to provide legal counsel for the City. Weld Riley S.C, has been providing this service to the City since 2001. The City Attorney performs the duties, powers and authorities as set forth in Wis. Stats. Section 62.09(12)(a) through (g). The primary legal services needed by the City are broad and varied. The selected law firm to provide legal services is expected to s erve as general counsel to the City, addressing municipal law issues and defending the City in any claims filed against it, which are not covered by insurance policies. The City attorney attends the two City Council meetings a month, any special council meetings and/or committee meetings, and rules on any parliamentary or legal issues arising during such meetings. In 2015 and again in 2022, the Common Council appointed Bakke Norman to provide prosecutor services for the City. The City Prosecutor performs duties, powers and authorities as set forth in Wis. Stats. Sec tion 800.06 that states municipalities may be represented in municipal court by an attorney. It allows cities to designate council to prosecute ordinance and statute violations. The selected law firm to provide prosecution services is expected to represent the City during pre- trail conferences, conduct plea negotiations, appear in contested cases before the municipal or circuit court judge. They typically prosecute tr affic violations, OWI offenses, disorderly conduct, theft, property maintenance or code violations. DISCUSSION Weld Riley, S.C., has chosen to submit the two-year contract option of their original contract. The extension contract is attached to this memo for review. Bakken Norman has chosen to submit the one-year contract option of their original contract. The extension contract is attached to this memo for review. 10 Memorandum to Mayor and City Council April 21, 2026 Page 2 CONCLUSION Based on the City’s longstanding relationships with both firms and their demonstrated performance, it is evident that Weld Riley, S.C. and Bakke Norman have consistently provided exceptional legal and prosecutorial services to the City. Each firm has fulfilled its respective statutory duties with professionalism, reliability, and a strong understanding of municipal needs, contributing to the effective operation of City government and the fair administration of justice. Weld Riley, S.C. has delivered comprehensive and responsive general counsel services over many years, while Bakke Norman has effectively represented the City in prosecuting ordinance and statutory violations in municipal court. Both firms have shown a continued commitment to serving the City’s best interests. Accordingly, it is recommended that the Common Council approve the proposed contract extensions and adopt the resolution recognizing that both firms have provided exceptional service to the City and remain well-qualified to continue in their respective roles. CONTRACT EXTENSION AGREEMENT BETWEEN THE CITY OF RIVER FALLS AND WELD RILEY, S.C. FOR THE PROVISION OF LEGAL SERVICES This Contract Extension Agreement (this “Agreement”) to extend the existing Contract for the Provision of Le gal Services dated April 23, 2024 (the “Existing Contract”) is made and entered into by and between the City of River Falls , by and through its Common Council (the “City”), and Weld Riley, S.C. (the “Law Firm”). TERMS AND EXTENSION: The Law Firm shall continue to provide legal services to the City of River Falls on the same terms and conditions of the Existing Contract, except t hat the term of the Existing Contract shall be extended through April 18, 2028. IN WITNESS WHEREOF, City and Law Firm have entered into this Agreement effective April 21, 2026. FOR WELD RILEY, S.C.: FOR THE CITY OF RIVER FALLS ____________________________________ ________________________________________ Christopher B. Gierhart Alison H. Page, Mayor Date: _______________________________ Date: __________________________________ WITNESSED BY: Amy White, City Clerk 1 ONE-YEAR EXTENSION & RATE INCREASE AGREEMENT FOR THE PROVISION OF PROSECUTION SERVICES WHEREAS, The City of River Falls Common Counsel (the “City”) and Bakke Norman, S.C. entered into a contract for the provision of prosecution services to be in effect from May 2, 2022, to May 2, 2024 (the “Contract”). WHEREAS, the Contract provided the City an option to extend the Contract for an additional two (2) years. WHEREAS, the City exercised that option in 2024, and the Contract was extended through May 2, 2026 WHEREAS, the City and Bakke Norman, S.C. (collectively the “Parties”) have agreed to further extend the Contract for an additional one (1) year, to terminate on May 2, 2027. WHEREAS, the Parties agree that that the monthly flat fee for prosecution services be increased from the contract rate of $2,000 per month to a new rate $2,200 per month , to commence for the May of 2026 billing through the April of 2027 billing. NOW THEREFORE, the Contract, together with all of its terms and conditions, none of which are modified by this extension agreement, except as specifically outlined herein, is extended from May 2, 2026, through May 2, 2027, with the increased monthly rate of $2,200 per month. Dated: ___________, 2026. Dated: March 4, 2026. CITY OF RIVER FALLS BAKKE NORMAN, S.C. Scot Simpson, City Administrator Deanne M. Koll, Prosecuting Attorney RESOLUTION NO. RESOLUTION TO APPROVE TWO-YEAR OPTION CONTRACT WITH WELD RILEY, S.C. FOR CITY ATTORNEY SERVICES WHEREAS, the Common Council has previously appointed Weld Riley, S.C. to serve as legal counsel for the City in 2012 and again in 2024, and the firm has provided legal services to the City since 2001; and WHEREAS, the City Attorney performs duties, powers, and authorities as set forth in Wisconsin Statutes Section 62.09(12)(a) through (g), including serving as general counsel to the City, advising City officials, attending Council and committee meetings, and repres enting the City in legal matters; and WHEREAS, the City requires comprehensive legal services to address a broad range of municipal law issues and to defend the City in claims not covered by insurance; and WHEREAS, Weld Riley, S.C. has consistently provided exceptional legal services to the City and has demonstrated professionalism, responsiveness, and expertise in municipal law; and WHEREAS, Weld Riley, S.C. has submitted a proposed two-year extension of its existing contract for continued legal services to the City, which has been reviewed and found acceptable; NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of River Falls, that the proposed two- year contract extension with Weld Riley, S.C. for City Attorney services is hereby approved; and BE IT FURTHER RESOLVED that the City Administrator is authorized to execute the contract extension on behalf of the City. Dated this 21st day of April 2026. Alison Page, Mayor ATTEST: Amy White, City Clerk RESOLUTION NO. RESOLUTION TO APPROVE ONE-YEAR OPTION CONTRACT WITH BAKKE NORMAN FOR PROSECUTION SERVICES WHEREAS, the Common Council has previously appointed Bakke Norman to serve as City Prosecutor in 2015 and again in 2022; and WHEREAS, pursuant to Wisconsin Statutes Section 800.06, municipalities may be represented in municipal court by an attorney, and the City Prosecutor is responsible for prosecuting ordinance and applicable statutory violations on behalf of the City; and WHEREAS, the City Prosecutor performs duties including representing the City in pre-trial conferences, conducting plea negotiations, and appearing in contested matters before municipal and circuit court judges; and WHEREAS, Bakke Norman has consistently provided exceptional prosecutorial services to the City and has demonstrated professionalism, efficiency, and effectiveness in handling municipal cases; and WHEREAS, Bakke Norman has submitted a proposed one-year extension of its existing contract for continued prosecutorial services to the City, which has been reviewed and found acceptable; NOW, THEREFORE, BE IT RESOLVED, by the Common Council of the City of River Falls, that the proposed one-year contract extension with Bakke Norman for City Prosecutor services is hereby approved; and BE IT FURTHER RESOLVED that the City Administrator is authorized to execute the contract extension on behalf of the City. Dated this 21st day of April 2026. Alison Page, Mayor ATTEST: Amy White, City Clerk 11 MEMORANDUM TO: Mayor Page and City Council FROM: Josh Solinger, Finance Director DATE: April 21, 2026 TITLE: RESOLUTION DESIGNATING PUBLIC DEPOSITORIES RECOMMENDED ACTION Adopt the resolution establishing public depositories for the City of River Falls. BACKGROUND Public depositories are approved annually at the organizational meeting. The public depositories are financial institutions the City utilizes for investments, checking, or savings accounts. These are typically local banks. The attached resolution lists the public depositories. • US Bank NA – P-card transactions and for holding the City’s long-term investments • State of Wisconsin Pooled Investment Fund – Holding the City’s long-term investments • First National Bank of River Falls – Holding Section 125 deposits and Housing Authority - managed rental property income • River Falls State Bank – Retained as public depository for possible future debt issues • Security Financial Bank – General operating and payroll accounts The City also partners with other institutions to facilitate some of the functions provided by public depositories. For example, the City’s investments are managed by Prudent Man Advisors. CONCLUSION Staff recommends approving the resolution establishing the City’s public depositories. RESOLUTION NO. DESIGNATING PUBLIC DEPOSITORIES FOR PUBLIC MONIES HELD BY THE CITY OF RIVER FALLS, WISCONSIN WHEREAS, the City Treasurer, as custodian of public monies of the City of River Falls, regularly deposits said monies in the following depositories; and WHEREAS, §34.05, Wis. Stat., provides that the governing body shall, by resolution, designate public depositories, organized and doing business under Wisconsin or United States laws and located in Wisconsin, in which the Treasurer shall deposit said monies; and WHEREAS, the Municipal Code of the City of River Falls provides that the City Treasurer shall also invest funds not immediately needed pursuant to Wisconsin Statutes; and WHEREAS, it is the express intention of the City to maximize its investments and interest obtained therefrom by allowing each eligible local financial institution to compete for such investments; NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of River Falls that the following financial institutions are hereby designated as public depositories for the City: First National Bank of River Falls River Falls State Bank Security Financial Bank-River Falls State of Wisconsin Pooled Investment Fund US Bank NA Dated this 21st day of April 2026. Alison Page, Mayor ATTEST: Amy White, City Clerk 12 MEMORANDUM TO: Mayor Page and City Council FROM: Brenda Randleman, Office Support Specialist DATE: April 21, 2026 TITLE: DESIGNATE OFFICIAL CITY NEWSPAPER RECOMMENDED ACTION Adopt the resolution designating the Official City Newspaper per Wis. Stat. §985.06. BACKGROUND As a 3rd Class City, the City is required to advertise for bids each year to designate the official city newspaper to publish the council proceedings and the city’s legal notices. Newspapers eligible to submit bids must be regularly published within the city and have a bona fide paid circulation. The statute states the paper making the lowest effective bid for the city’s legal notices shall be awarded the contract. DISCUSSION The City advertised for bid on March 12, 2026. One bid was received as follows: Company Bona Fide Circulation Circulation Number Pricing Information The Journal Yes 3718 First insertion: 0.5207 per line Subsequent insertion: 0.4686 CONCLUSION The statute states the paper making the lowest effective bid for the city’s legal notices shall be awarded the contract. At the offering of 0.5207, The Journal had only bid. Therefore, staff recommends awarding the contract to and designating The Journal as the City’s official newspaper. RESOLUTION NO. RESOLUTION DESIGNATING OFFICIAL CITY NEWSPAPER WHEREAS, the City of River Falls is required to designate an official newspaper in accord with Wis. Stats. Ch. 985; and WHEREAS, for the year ending May 1, 2026, the City received one proposal from a qualifying newspaper to provide this service to and on behalf of the City; and WHEREAS, in accord with Wis. Stat. §985.06, it is required the City select the lowest bidder and enter into a written contract with that official newspaper; and WHEREAS, The Journal was the lowest bidder; and NOW, THEREFORE, BE IT RESOLVED that the Common Council of the City of River Falls hereby designates The Journal as its official newspaper for the year ending May 1, 2027, and the City Administrator is authorized to execute the contract to this effect. Dated this 21 th day of April, 2026. Alison Page, Mayor ATTEST: Amy White, City Clerk 13 MEMORANDUM TO: Mayor Page and City Council FROM: Amy White, Community Services Director/City Clerk DATE: April 21, 2026 TITLE: ANNUAL REVIEW OF POSSIBLE UPDATES TO THE COUNCIL BYLAWS RECOMMENDED ACTION Conduct an annual review of possible updates to the council bylaws. BACKGROUND The Common Council of the City of River Falls adopted bylaws by resolution on May 10, 2011. At a work retreat June 10, 2021. In May, 2023 and again in May 2024 the bylaw were updated and adopted by resolution. DISCUSSION The bylaws outline the process to suspend or amend the bylaws, which states: these bylaws shall be reviewed during the annual organizational meeting. Suggested changes shall be considered during the first regular meeting in May. CONCLUSION A copy of the current bylaws is included with this memo. Mayor and council members should discuss possible updates and recommendations to staff. Any agreed upon updates will be presented to Council at the first meeting in May. Page 1 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 CITY OF RIVER FALLS COMMON COUNCIL BYLAWS I. SCOPE A. These bylaws are intended to clarify or summarize City ordinances and policies, or to guide the operations of the City Council in matters not otherwise covered by State Law, City ordinance or elsewhere. State law, City Code, or specific policies will supersede these bylaws in the event of conflicting language. B. Suspension or Amendment of Bylaws. These bylaws shall be reviewed during the annual organizational meeting. Suggested changes shall be considered during the first regular meeting in May. These bylaws may be temporarily suspended by a two-thirds vote of the Council members present, provided the action does not violate State or City law. II. MEETINGS A. Regular Meetings – Regular meetings of the City Council shall be convened in the Council Chambers at City Hall at 6:30 p.m. on the second and fourth Tuesdays of the month (see City Code 2.04.040). Any regular meeting falling on a holiday shall be held the following day at the same time and place unless changed by the City Council at the regular meeting preceding the holiday provided the notice of such change is published at least one week prior to the rescheduled meeting. B. Special Meetings – Special meetings may be called by the Mayor or any two Alderpersons by filing a written request with the City Administrator. The Administrator shall notify each Council member and those members of the media (who have filed written requests) at least 24 hours prior to the meeting. Such notice shall not be required if the special meeting was announced at a previously scheduled meeting at which a quorum of the Council is present. Objections by members of the Council for not receiving adequate notice shall be entered into the minutes (see City Code 2.04.040). C. Summary of Open Meeting Law – See legal opinion from City Attorney D. Quorum – Four members of the Council (not including the Mayor) shall constitute a quorum (see City Code 2.04.060). E. Closed Session – Except as provided below, all meetings of the City Council shall be open to the public. The City Attorney should be consulted if there is any questionable discussion between members of the Council. The Council may adjourn into Closed Session upon majority vote of the members present after proper notice is given. Exceptions to open meeting shall be pursuant to Wisconsin Statutes. Examples are: 1. Deliberations after a judicial or quasi-judicial hearing 2. Consideration of discipline, demotion, or licensing of an employee or individual 3. Employee performance evaluations/compensation 4. Consideration of strategy for crime prevention Page 2 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 5. Negotiations for the acquisition of disposition of public properties, or the conduct of specific public business whenever competitive or bargaining reasons require a close session 6. Preliminary consideration of individual personnel issues per State Statutes 7. Consultation with legal counsel regarding potential/pending litigation 8. Consideration of a request for confidential written advice from a local government ethics board III. RULES OF ORDER A. Presiding Officer – (See City Code 2.04.050) – The Mayor, in his/her absence or vacation of his/her seat, the President, shall be the Presiding Officer. In the absence of both, the Administrator shall call the meeting to order and preside until the Council elects a Presiding Officer from its ranks. The Presiding Officer shall preserve order; decide on all questions of Order. The following rules shall apply to Council deliberations not specifically or clearly addressed in Robert’s Rule of Order: 1. Special Voting Requirements and Rules Relating to Motions. The Mayor may only vote in the event of a tie. The Mayor may veto any action of the Council as follows: a. The Mayor shall file his/her objections with the City Clerk within five (5) calendar days of the act. b. The Clerk shall present the Mayor’s objection to the Council at the next regular Council meeting. c. A two-thirds vote of all the Council is required to override the veto. 2. Votes. All votes shall be voice vote unless a specific request is made by the Mayor or Alderperson (e.g., written ballot, roll call, or by hand). The presiding officer shall honor any such request. It shall not be in order for members to explain their vote during roll call. 3. Public Participation – Persons wishing to address the Council during a public hearing shall first be recognized by the Presiding Officer and address the Council from the designated area. The person shall first state his/her name and address and restrict questions and comments to the subject at hand. No outbursts or unrecognized comments will be allowed. During times at any meeting, the Presiding Officer may allow the public to participate as long as there is reason to believe the input is beneficial. 4. Council Conduct – Council members shall not speak unless recognized by the Presiding Officer. Each member, while speaking, shall confine himself/herself to the matter at hand, and avoid all personal, indecorous, or sarcastic language. When asked to yield the floor for a procedural ruling of the Presiding Officer, members shall immediately yield the floor. During the course of Council proceedings, members shall remain in their seats unless alternate arrangements are approved by the Presiding Officer. Council discussions shall generally adhere to the following guidelines: Page 3 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 a. Report from staff b. Motion to approve or deny the request c. General discussion on the motion d. Amendments to the motion (if applicable) e. Action on the motion(s). Any member may request the original or amended motion be restated in full before voting. f. If an item is removed from the Consent Agenda, the member(s) removing the item may discuss the matter before a motion is made. 5. Ordinances and Resolutions. Every ordinance shall be presented in writing and shall receive two public readings prior to passage. Reading of the title shall be sufficient unless a full reading is requested by any member of the Council present. Following the first reading, a public hearing shall be scheduled and conducted by the council at which time all interested persons will be given the opportunity to be heard. The notice of such hearing shall be published in accordance with State Statutes. The Council may adopt the ordinance with minor changes, except that before adopting a substantive change, the council must publish the summary of the amendment and the time and place when it will be considered. The City Attorney shall determine if a change is minor or substantive. Every resolution of the Council shall be presented in writing. No objections being raised by any members shall be deemed as dispensing by unanimous consent. Any member may request the resolution be read in full before voting or if the resolution has been amended. 6. Abstention/Vacation of Seat – Whenever the Mayor or any Alderperson desires to speak on any question, or the Council is deliberating a matter which affects her/him personally, s/he shall first vacate her/his chair and shall not resume her/his seat until the matter under consideration has been acted upon. The Mayor or any Alderperson has the right and obligation to question another member’s personal interest in any matter before the Council. Such question should be made to the City Administrator prior to the meeting. The City Administrator shall research the matter and recommend accordingly or turn the matter over to the City Attorney. The City Administrator or Attorney shall report his/her findings to the Council who shall make a determination if the member may participate or shall vacate the seat by majority vote of the members present. 7. Appeal – Any member may appeal to the Council from a ruling of the Presiding Officer. If the appeal is seconded, the member making the appeal may briefly state his/her reason, and the Presiding Officer may briefly explain his/her ruling. Otherwise, there shall be no debate on the appeal and no other member shall participate in the discussion, except for an interpretation of Robert’s Rules of Order by the Parliamentarian. The Presiding Officer shall then put the question, “Shall the decision of the Presiding Officer be sustained?” If a majority of the members present vote “yes,” the ruling is sustained; otherwise, it is overruled. The Presiding Officer shall not have a vote on the appeal. B. Attendance –Prior to any regular meeting, the Mayor and/or Alderperson must file a written explanation for his/her anticipated absence with the Administrator and/or City Clerk. If s/he cannot comply with advance notice requirement because of an unavoidable Page 4 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 circumstance, the member may file a written explanation with the City Clerk within one week of the absence. The City Clerk shall report to the Council quarterly any absences and shall report total absences on an annual basis. Absences due to a Council member attending a City function shall not be consider an absence. C. Remote attendance - A member of the city council, a board, committee, or commission may submit in writing or by email 24 hours in advance of the meeting a request to the city clerk to participate in the meeting remotely, by video or audio-conferencing system. Less than a 24-hour notice will be considered if extenuating circumstances exist, or emergency situations arise that can’t be planned for in advance. Staff will make all reasonable efforts to accommodate this request. Remote participation may be permitted in cases where the member would not otherwise be able to attend the meeting due to circumstances beyond the member’s control where in-person attendance would create an undue hardship. If one or more members of a committee, board, commission, or the city council participates remotely, the following shall occur: 1. The remote appearance shall be noted in the meeting minutes. The meeting must occur in a meeting room where the physically absent member(s) can hear and be heard by all those who are present. 2. If member(s) appearing remotely belong to the city council, they shall retain full participation and voting rights and count towards the quorum. 3. All voting during the meeting shall be conducted by roll call vote. 4. If at any time during the meeting one or more of the elements of the software allowing the remote participation malfunctions, compromising audio and/or video quality, the presiding officer shall call a recess until such time as communication is reestablished. If communication is not restored within 5 minutes, the presiding officer may entertain a motion to continue the meeting in absence of the remotely participating member(s). If the meeting continues without the remotely participating member(s) and there is a loss of a quorum, the meeting shall adjourn. D. Vacancies and Removals – A vacancy shall occur if the incumbent dies, resigns, is removed, ceases to be a resident of his/her district, is convicted and sentenced for a felony, crime punishable for one year or more, or any other offense involving a violation of the incumbent’s Official Oath, is declared incompetent, neglects or refuses to take an file the Official Oath or to execute or renew the Official Bond, if required, declines or the term expires (Wisconsin Statutes Section 9.10 and Article XIII, Section 12, Wisconsin Constitution) for cause. The “for cause” procedure shall only be initiated upon filing of written charges by a resident taxpayer followed by an investigation and hearing. Removals may be made by an affirmative vote of ¾ of all members. “Cause” shall be defined as inefficiency, neglect of duty, official misconduct, or malfeasance in office (Wisconsin Statutes 17.16). Vacancies will be filled as follows: 1. Mayor declares vacancy 2. City Clerk publishes notice of vacancy and requests applications of interested persons (two weeks). 3. City Clerk performs a background check to determine residency 4. Special meeting to interview candidates 5. Voting – If more than two candidates, narrow down to two. Written ballot, top Page 5 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 two candidates E. Agendas 1. The City Administrator shall be in charge of coordinating the preparation and publishing of the agenda which shall be listed in the following order: a. Call Regular Council Meeting to Order b. Roll Call c. Approval of Minutes d. Approval of Bills e. Petitions, Requests and Communications f. Public Hearings g. Consent Agenda h. Ordinances and Resolutions i. Reports of Officers, Boards and Commissions j. Unfinished Business k. New Business l. Announcements m. Adjournment 2. Add-ons – Items not meeting the deadlines may be added to the agenda at the discretion of the Mayor or City Administrator, provided there is a minimum 24- hour advanced notice before the meeting. 3. Council agenda items requests - If a council member wishes to have something added to the agenda, they must have the support of three council members when approaching the City Administrator or Mayor with the request. Council member requests shall be in a format determined by the city administrator and communicated annually to council members at the organization meeting. 4. Agenda Packet – Supporting materials shall be prepared as directed by the City Administrator. Materials shall be distributed to the Council members, staff, City Attorney, media, and library. Council member packets will be delivered no later than 6 p.m. on the Thursday preceding the meeting or as soon as practicable. The agenda shall be published in the official newspaper on the Thursday preceding the meeting and shall be posted in City Hall no later than 24 hours preceding the meeting. 5. Consent Agenda – The City Administrator shall determine those items to be included on the Consent Agenda. The minutes from various Boards and Commission shall be placed on the Consent Agenda for acceptance, but not for approval. Prior to accepting a motion for the adoption of the Consent Agenda, the Mayor shall ask the Council if they wish to discuss any Consent Agenda items separately. An item shall be taken off the Consent Agenda upon the request of any Council member. Items taken off the Consent Agenda will be acted on after the remaining items on the Consent Agenda have been approved with one motion and one vote. Page 6 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 6. Reports - The City Administrator and Comptroller (when applicable) shall be listed on the agenda. Council members shall be allowed to address the Council during Requests and Communications, but no action may be taken on the topic. F. Minutes 1. Responsibility – The minutes of each meeting shall be kept by the City Clerk or designee. Ordinances, resolutions, reports and financial claims need not be recorded in full if they can be accurately identified by the description given in the minutes. 2. Form/Content – The minutes shall be produced and formatted as follows: CITY COUNCIL PROCEEDINGS Common Council of the City of River Falls (Date) a. Presiding Officer, time, place of meeting b. Members present and absent, time any member arrives or leaves early (The time shall also be recorded in the text of the minutes.) c. Staff or speakers present d. Summaries of all discussions, communications, decisions, including a copy of each motion exactly as stated, whether or not the motion had a second; and if so, whether or not it was adopted, and a record of the vote. e. Public Hearings – A summary of the comments of each speaker during a public hearing shall be listed. f. Unless a Council member states a comment is for the record, there shall be no expectation that it will be recorded in the minutes. g. Time of adjournment. 3. Reading and Approval – A draft copy of the minutes of the preceding meeting shall be distributed with the agenda packet. The draft minutes shall not be distributed to the general public until approved by the Council. The minutes need not be read aloud to be considered, but the Presiding Officer shall call for any additions or corrections. The Council shall vote upon the minutes with or without corrections. 4. Publication/Recording – The minutes shall be published in the official newspaper following acceptance and approval. Recorded audio or video proceedings shall be retained for 18 months. 5. Changes to Meeting Minutes – Any councilor who wishes to amend the council minutes prior to the meeting should a. Notify the clerk and/or deputy clerk via email no later than noon Monday the day proceeding the council meeting including the reason for the request along with suggested wording changes. The councilor should include the time on the meeting recording as reference. b. The councilor should allow adequate time for review and response from the Clerk’s Office. Page 7 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 c. After review, the clerk or deputy clerk will provide a copy of the updated minutes to the requestor if revisions are made. d. After revisions have been finalized, the clerk or deputy clerk will distribute the revised minutes to the Mayor and Council. e. The clerk or deputy clerk will update the meeting packet with the revised minutes. f. Notifications of scrivener’s errors such as spelling; an incorrect word, number, or letter; or omitting a word can be made to the minutes and do not need to be distributed to the Mayor and Council. G. Annual Organization Meeting – Third Tuesday in April Agenda Format: 1. Qualifying and Swearing in Members 2. Call Meeting to Order 3. Election of Common Council Officers to: a. President b. Comptroller 4. Appointment by Mayor of Parliamentarian 5. Election of Council Member to: a. Plan Commission 6. Appointment by Mayor of Council Members to Boards, Commissions and Committees 7. Appointment by Mayor of Council Liaison Representative to Boards, Commissions, and Committees 8. Citizen Members to Other Boards, Commissions and Committees 9. Appointments of Other City Officials a. City Attorney 10. Designation of Official City Depositories 11. Designation of Official Newspaper 12. Review of Bylaws 13. Review of Open Meetings Laws – City Attorney 14. Set Date for Board of Review 15. Remarks or comments from Mayor and/or Alderpersons The organizational meeting agenda may be modified by the City Administrator and/or Mayor when necessary. H. Administrator’s Review – The City Council shall conduct a review of the City Administrator per the terms of his/her contract. IV. Boards and Commissions A. Policy on Appointments, Attendance and Membership 1. When a vacancy occurs in any City Board or Commission, the City shall notify the public of such a vacancy by a notice on the City website and the City bulletin boards. 2. Candidates are encouraged to submit a letter of interest listing their qualifications and experience that they feel will be of value to the City. 3. Appointments shall be for a maximum of three consecutive terms unless the City Council makes an exception to this policy. Page 8 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 4. An attendance policy shall be in place for all Board and Commission seats. Excessive absenteeism is cause for removal from the Board or Commission (see Ordinance 2.36). 5. Except where otherwise prescribed by statute or specific ordinance all candidates for membership on any City Board or Commission shall be a resident of River Falls School District. 6. Annually, the City Clerk shall compile a list of member and term expiration dates. Members, whose terms are expiring, shall be contacted to identify to their interest in continuing service to the City. The results of the contact shall be communicated to the City Council no later than 60 days prior to the term expiration. B. Reports – The minutes will be considered reports of the board/commission. C. Joint Meetings – The Council may hold the following joint meetings annually: 1. Council/Plan Commission – Comprehensive Plan and general development 2. Utility Advisory Board – Capital Improvement Plan and common issues/development 3. River Falls School Board V. Council Expenditures and Reimbursements A. Per Diem – Mayor and Council members shall be entitled to per diem compensation pursuant to motion/resolution of City Council. B. Authorized Expenditures – Expenditures made on behalf of the City for a public purpose. Authorized expenditures shall include, but not be limited to, the following: travel (except auto mileage within City limits), meals, registration, tuition, course materials, and lodging. C. Official Function – Any function which is for a public purpose. Official functions shall include, but not be limited to, the following: Council meetings outside of the City limits, Wisconsin League of Municipalities functions, training sessions, education courses, official City business, legislative meetings, seminars, and meetings where City representation is requested. D. Reimbursement – Council members may be reimbursed for all authorized expenditures incurred for attending an official function. The following procedure shall be followed: 1. A notification of attending an official function shall be submitted to the Executive Secretary as soon as reasonably possible. 2. The Executive Secretary shall make all necessary arrangements (application, lodging reservations, transportation, etc.) 3. A completed expense reimbursement form shall be submitted to the Executive Secretary. E. Use of City Vehicle – Council members will use a City vehicle when available. Council members will be reimbursed for actual miles to and from the function. If a personal vehicle is used, reimbursement will be the current Internal Revenue Service rate. Page 9 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 F. Travel with Spouse – If a Council member is attending a conference which has a program for the spouse, the spouse’s registration will be reimbursable. All other expenses of the spouse will be the personal expense of the Council member. Airfare or other commercial means of transportation for the Council member’s spouse shall be paid directly by the Council member without use of City funds. VI. Communications A. Citizen Requests - The City of River Falls has a policy for public access to governmental records of the City. The policy is posted for public view per Wisconsin Statutes 19.34(1). The City Clerk is the records custodian for the City. Records may be requested Monday through Friday from 8 a.m. to 5 p.m. Records may be requested in person verbally or by presenting a written request. Written requests are also accepted via mail, email or by fax. The City Clerk has ten (10) days to respond in writing to a written request. Open records requests are limited to records that have been produced for the City. The City is not required to create a document in response to a request for information. Upon receipt of a request for any record, the City will comply with the request as soon as practicable or notify the requester that there has been a determination to deny the request in whole or in part and state the reason(s) for the denial. Any request which is denied shall be further governed by Wisconsin Statute 19.35(3). Any denial is subject to review by a mandamus action under Wisconsin Statute 19.37(1) or upon application to the Attorney General or the district attorney. Having a request accepted, but having to wait a reasonable time period, depending on the nature of the request, does not constitute a denial. The City will make copies of records for requests. All records requests are subject to fees set by the City and authorized under Wisconsin Statutes. B. Public Communications 1. General – Communications or statements made “on behalf of the City/Mayor and Council” in all communication formats, including but not limited to, letters to the editor, social media, press releases, letters, etc. shall be discouraged except for stating or clarifying explicit City policy or commending individuals or organizations. 2. Correspondence on Behalf of the City - On occasion, it is important to achieve timely turn around on producing and sending correspondence involving the Mayor or members of the City Council on such matters as position on State and Federal Legislation and other time sensitive situations. The City Administrator is delegated to make the decision on determining the sensitivity of correspondences. S/he is to determine the magnitude of the correspondence which, in turn, will dictate whether or not the Mayor would sign the correspondence “on behalf of the City Council,” or if all members of the Council will sign the desired correspondence(s). When correspondences are deemed to Page 10 Adopted by Resolution No. 5468, 05/10/2011; Amended by Resolution No. 6783, 05/09/2023; Amended by Resolution No. 6884, 5/14/24 be time sensitive, the Mayor will sign a policy or position related correspondence. Correspondences which are warranted to respond to citizen inquiries can be signed by the City Administrator or designee when reiterating existing policy. Any proposed policy to be stated would, as a minimum, come over the signature of the Mayor. However, in some cases, given the magnitude, might warrant signatures by all Council Members. Council members will respond to the best of their ability to the stated deadline when the City Administrator asks for a response on a suggested position correspondence. If no response is given, it is not to be construed that there is consent for the desired position. VII. Ethics A. General - The proper operation of the City requires that public officials and employees be independent, impartial, and responsible to the people, that public office not be used for personal gain, and that the public have confidence in the integrity of the City government. To achieve this goal, the Council has adopted the following: B. Responsibility – Council members hold office for the benefit of the public and are bound to uphold the Constitutions of the United States and Wisconsin and impartially carry out all laws. Conduct in both official and private affairs should be above reproach so as to foster respect for the City. C. Dedicated Service – Council members and employees shall be loyal to the objectives expressed by the citizens and shall not exceed their authority or breach the law or ask others to do so. D. Fair and Equal Treatment – No Council member or employee shall engage in any business or transaction, when such actions are incompatible with the proper discharge of his/her official duties, or when such actions impair his/her independence of judgment or action. E. Conflict of Interest – No Council member or employee shall engage in any business or transaction, when such actions are incompatible with the proper discharge of his/her official duties, or when such action impairs his/her independence of judgment or action. F. Disclosure of Confidential Information – No Council member or employee shall disclose confidential information concerning the affairs of the City, nor shall s/he use such information to advance the financial or other private interests of her/him or others. G. Nepotism – No employee will hold a regular full-time or part-time job with the City while s/he or any member of her/his family serves on the Council. H. Gifts and Gratuities – No Council member may solicit or accept from any person anything of value if it could reasonably be expected to influence a vote, official action, or judgment, or could reasonably be considered as a reward for any official action or inaction. This does not prohibit outside employment. Any questions relating to this section may be referred to the City Attorney for a confidential opinion, and if acting in accordance of the opinion will be considered as prima facia evidence that the action was appropriate. 14 MEMORANDUM TO: Mayor Page and City Council FROM: Karen Bergstrom, Human Resources Director DATE: April 21, 2026 TITLE: ORGANIZATIONAL UPDATE INTRODUCTION This memorandum provides an update to the Mayor and Council regarding the City’s organizational and staffing changes since the last communication dated April 15, 2025. BACKGROUND The responsibility to create and maintain the City’s organizational chart, in addition to presenting it to council annually, has been assigned to the City Administrator who functions as the City’s Personnel Officer. These duties are set forth in chapter 2.10.040 of the River Falls City Code: “Prepare a plan of administration, including an organization chart which defines authority and responsibility for all nonstatutory positions of the City, and submit it to the City council for adoption as the official organization and administrative procedure plan for the City.” All positions, excluding the Police Chief and Fire Chief are included in the scope of these duties (Library by memorandum of understanding) . This authority, granted by the City Council, allows the City Administrator to do the following: • Determine the necessary number of employees needed to carry out City operations. • Reclass positions. • Promote, hire, and terminate employees. The City takes a strategic approach to long-term staffing planning, ensuring a balanced and well- managed workforce. This includes regular checks and balances, such as ongoing participation in class and compensation studies conducted by both internal and external professionals. DISCUSSION The City continues to prioritize a high level of service to the community by closely monitoring staffing levels. Vacant positions are filled, and new positions are added based on need consistent with achieving the City’s strategic initiatives. This is evaluated on an ongoing basis and reflected in hiring. The City continues to utilize a “hire-ahead” strategy as part of its succession planning efforts when potential retirements are anticipated. This approach has been implemented in a few departments, including Water/Wastewater and Electric, and has proven effective by allowing for knowledge transfer and training prior to employee departures. Memorandum to Mayor and City Council April 21, 2026 Page 2 New Positions April 2025 – April 2026 Police Sergeant (new FTE – from 5 to 6) Police Officers (new FTE 2) Sustainability Coordinator (new FTE – open) Filling New/Open Positions New and promoted employees fill positions created by retirements, succession planning, resignations, and promotions. Since April 2025, 17 new employees have joined the City in full and part-time roles. Hirings in City - April 2025 - April 2026 Individual Position Month/year New FTE/Replacement FTE Bradley Vick Water/Wastewater Superintendent April 2026 Filled open position. FTE is hire ahead for succession Brenda Randleman Office Support Specialist January 2026 Filled open position Meghan Starkey Account Specialist January 2026 Filled open position Chris McDonough Building Inspector/Code Enforcement Officer January 2026 Filled open position Theresa Folak Customer Service Rep December 2025 Filled open position Joshua Zupanc Police Officer October 2025 Filled open position Jacob Wysocki Police Officer September 2025 Filled open position Joseph Reardon IT Technician August 2025 Filled open position Dylan Perry Police Officer May 2025 New FTE Raymond Austin Police Officer May 2025 Filled open position Brett Perronne Police Officer May 2025 Filled open position Kyle Mackey Recreation Coordinator May 2025 Filled open position Jason Rohloff Assistant to the City Administrator May 2025 Filled open position Justin Wilson Fire Chief May 2025 Filled open position Craig O’Leary PW Maintenance Worker May 2025 Filled open position Zach Kuechenmeister Electric Lineworker Apprentice April 2025 Filled open position Carly Fleischhacker Police Officer March 2025 New FTE Promotions/Position Changes There have been 9 promotion or position changes within the City since April 2025: Promotions/Position Changes in City: April 2025 - March 2026 Individual Promoted/Changed From Promoted/Changed To Month/Year Amber Tubre HR Assistant HR Specialist March 2026 Jackie Sahnow Customer Service Rep Customer Service Rep/Billing March 2026 Memorandum to Mayor and City Council April 21, 2026 Page 3 Eric Viessman PW Maintenance Workers Facilities Technician February 2026 Lisa Benedict Customer Service Rep Clerk of Court December 2025 Ken Thill Facilities Technician Lead Facilities and Fleet Manager December 2025 Jon Smits IT Specialist IT Specialist Lead October 2025 Charles Larson PW Maintenance Lead PW Maintenance Supervisor September 2025 Derek Hokkanen Police Officer Police Sergeant June 2025 Travis Rudesill Police Officer Police Sergeant June 2025 Resignations/Retirements There have been 12 retirements/resignations/terminations since April 2025: Retirements/Resignations in City - April 2025 - March 2026 Individual Position Month/year Retired or Resigned Jacob Wysocki Police Officer March 2026 Dave Hovel Building Inspector Code Enforcement Officer February 2026 Bridget Hieb Account Specialist January 2026 Melinda Johnson Clerk of Court January 2026 Carter Bellefeuille Police Officer December 2025 Katie Asproth Office Support Specialist November 2025 Dan Murphy Facilities Manager October 2025 Sterling Hackney IT Manager October 2025 Catherine Flowers Library Assistant 2 June 2025 Mike Reardon IT Manager May 2025 Sara Kasel Management Analyst – Admin April 2025 Beth Posel Police Sergeant May 2025 Active Recruitments As of April 1, 2025, the City is currently recruiting for the following positions: • Police Officer (2) • IT Manager • PW Maintenance Worker (2) • Seasonal recreation staff CONCLUSION This report identifies the organizational changes made since the last organizational meeting of the City Council. An updated official organization chart is attached. City of River Falls Organizational Chart as of March 30, 2026