City Council Agendas & Packets

AMENDED AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 20, 2024 – 5:00 PM CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: PLEDGE OF ALLEGIANCE: OPEN FORUM: “An opportunity for members of the public to address the City Council on items not on the current Agenda. Items requiring Council action maybe deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate.” APPROVAL OF MINUTES: 1. Consider approving the minutes of the “Regular Meeting” for the East Grand Forks, Minnesota City Council of February 6, 2024. 2. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of February 13, 2024. SCHEDULED BID LETTINGS: NONE. SCHEDULED PUBLIC HEARINGS: NONE. CONSENT AGENDA: Items under the “Consent Agenda” will be adopted with one motion; however, council members may request individual items to be pulled from the consent agenda for discussion and action if they choose. 3. Consider approving the Special Event Application for the KC Pro West group to hold a practice night on Friday, March 1st followed by Youth Snowmobile Races on March 2nd and 3rd. 4. Consider approving the Special Event Application for the Altru Family YMCA to conduct the annual YMCA Firecracker 5K/10K Fun Run/Walk taking place on July 4th from 8am to 10:30am on the greenway trails. 5. Consider adopting Resolution No. 24-02-21 appointing election judges for the presidential primary election on March 5, 2024. 6. Consider adopting Resolution No. 24-02-22 approving the use of Altru Foundation Partnership funding for the Grand Bike Share Program for 2024 in the amount of $10,000. Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 1 ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 7. Regular meeting minutes of the Water, Light, Power, and Building Commission for January 17, 2024. COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 8. Consider adopting Resolution No. 24-02-23 accepting and awarding the bid of Proposals 1 and 2 for 2023 City Project No 2 for LaFave Park Improvements to RJ Zavoral & Sons for a total construction cost of $1,758,006.75. 9. Consider approving the replacement and relocation plan for the siren system and accept the quote from the Federal Warning System for a total of $102,030.00 and not to exceed an additional $8,000 for an on-site electrician with the funding coming from the Public Safety fund. 10. Consider awarding the Volvo Motor Grader transmission replacement project to Nuss Truck & Equipment for a total of $55,147.00. 11. Consider approving the Leighton Media rental of the Civic Center in the amount of $4,500 for a music concert on April 27, 2024 contingent upon review and final approval of a Facility Use Agreement by the City Attorney and City Administrator. 12. Consider authorizing the purchase of the 2024 Ford Bronco for the Police Department from Nelson Ford of Grand Forks for a total of $34,579.00. 13. Consider approving the Special Use Permit to install a second concrete ready mixed plant at the Strata site for temporary use when needed for future road projects with the conditions the trucks primarily use the access onto Business Highway 2 when leaving the site and the Community Development Office will be notified when the second temporary plant will be onsite. CLAIMS: 14. Consider adopting Resolution No. 24-02-24 authorizing the City of East Grand Forks to approve purchases from Border States Trophy the goods referenced in check number 42048 for a total of $39.00 whereas Council Member Riopelle is personally interested financially in the contract. 15. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. COUNCIL/STAFF REPORTS: Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 2 ADJOURN: Upcoming Meetings Work Session – Tuesday, February 27, 2024 – Training Room – 5:00 PM Council Meeting – Tuesday, March 5, 2024 – Council Chambers – 5:00 PM th The March 5 Meeting will need to done no later than 6pm because of the Presidential Primary Election. Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 3  #1 UNAPPROVED MINUTES OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 6, 2024 – 5:00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, February 6, 2024 was called to order by Council President Olstad at 5:00 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council Members Clarence Vetter, Ben Pokrzywinski, Dale Helms (via Interactive Technology with technical difficulties), Brian Larson, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Nancy Ellis, City Planner; Steve Emery, City Engineer; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director; Michael Hedlund, Police Chief, Charlotte Helgeson, Library Director; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; Keith Mykleseth, Water and Light General Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. PLEDGE OF ALLEGIANCE: SWEARING IN OF OFFICER KRAUSE: Chief Hedlund introduced Officer Michael Krause, how he had years of experience as an officer, and administered the oath of office and oath of honor which was followed by a round of applause. OPEN FORUM: Council President Olstad stated the open form was an opportunity for members of the public to address the City Council on items not on the current agenda and items requiring Council action maybe deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate. He asked if anyone would like to address the City Council, please come up to the podium to do so. No one came forward. APPROVAL OF MINUTES: 1. Consider approving the minutes of the “Regular Meeting” for the East Grand Forks, Minnesota City Council of January 16, 2024. 2. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of January 23, 2024. 4 City Council Meeting February 6, 2024 A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER LARSON, TO APPROVE ITEMS ONE (1) AND TWO (2). Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. SCHEDULED BID LETTINGS: NONE. SCHEDULED PUBLIC HEARINGS: NONE. CONSENT AGENDA: Items under the “Consent Agenda” will be adopted with one motion; however, council members may request individual items to be pulled from the consent agenda for discussion and action if they choose. 3. Consider approving the Exempt Gambling Permit Application for Sacred Heart to hold a raffle on March 22, 2024 at Sacred Heart located at 200 3rd St NW East Grand Forks, MN 56721 and waive the 30-day waiting period. 4. Consider adopting Resolution No. 24-02-17 approving the following Board and Commission appointments and reappointments as presented by the appropriate elected official. 5. Consider adopting Resolution No. 24-02-18 appointing election judges for the presidential primary election on March 5, 2024. A MOTION WAS MADE BY COUNCIL MEMBER LARSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE ITEMS THREE (3) THROUGH FIVE (5). Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 6. Regular meeting minutes of the Water, Light, Power, and Building Commission for January 3, 2024. COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 7. Consider declaring the six in-car video systems and nine body cameras as surplus property and approve the sale of the equipment to Guardian Fleet Safety for a total of $2,100.00. A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER RIOPELLE, TO DECLARE THE SIX IN-CAR VIDEO SYSTEMS AND NINE BODY CAMERAS AS SURPLUS PROPERTY AND APPROVE THE SALE OF THE EQUIPMENT TO GUARDIAN FLEET SAFETY FOR A TOTAL OF $2,100.00. 2|Page 5 City Council Meeting February 6, 2024 Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. 8. Consider approving the Labor Agreement for 2024-2025 between the City of East Grand Forks and the Teamsters Local No 120. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER VETTER, TO APPROVE THE LABOR AGREEMENT FOR 2024-2025 BETWEEN THE CITY OF EAST GRAND FORKS AND THE TEAMSTERS LOCAL NO 120. Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. 9. Consider approving the Memorandum of Understanding between the City of East Grand Forks and the Law Enforcement Labor Services Local 152 regarding the post-employment Health Care Savings Plan. A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE THE MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF EAST GRAND FORKS AND THE LAW ENFORCEMENT LABOR SERVICES LOCAL 152 REGARDING THE POST-EMPLOYMENT HEALTH CARE SAVINGS PLAN. Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. 10. Consider adopting Resolution No. 24-02-16 supporting and approving the submission of an application for the 2024 RAISE Grant process towards the planning activities for the East Grand Forks-Grand Forks Bridge Crossing Project and authorize the City Administrator to submit the application. A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER LARSON, TO ADOPT RESOLUTION NO. 24-02-16 SUPPORTING AND APPROVING THE SUBMISSION OF AN APPLICATION FOR THE 2024 RAISE GRANT PROCESS TOWARDS THE PLANNING ACTIVITIES FOR THE EAST GRAND FORKS- GRAND FORKS BRIDGE CROSSING PROJECT AND AUTHORIZE THE CITY ADMINISTRATOR TO SUBMIT THE APPLICATION. Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. 11. Consider approving the Temporary Road Right-of-Way Encroachment Agreement between the City of East Grand Forks and RJ Zavoral and Sons Inc allowing for the installation of a gate closure on 20th Ave NE. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER LARSON, TO APPROVE THE TEMPORARY ROAD RIGHT-OF-WAY ENCROACHMENT AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS AND RJ 3|Page 6 City Council Meeting February 6, 2024 ZAVORAL AND SONS INC ALLOWING FOR THE INSTALLATION OF A GATE CLOSURE ON 20TH AVE NE. Voting Aye: Olstad, Larson, Peterson, Pokrzywinski, and Riopelle. Voting Nay: Vetter. 12. Consider adopting Resolution No. 24-02-19 authorizing the Mayor and City Administrator to execute the Temporary Access permit and Permanent Multi-Use Path Easement, Waiver of Compensation, and all other MNDOT documents required for the project. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER LARSON, TO ADOPT RESOLUTION NO. 24-02-19 AUTHORIZING THE MAYOR AND CITY ADMINISTRATOR TO EXECUTE THE TEMPORARY ACCESS PERMIT AND PERMANENT MULTI-USE PATH EASEMENT, WAIVER OF COMPENSATION, AND ALL OTHER MNDOT DOCUMENTS REQUIRED FOR THE PROJECT. Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. 13. Consider adopting Resolution No. 24-02-20 authorizing the bills that have been deemed uncollectable to be written off totaling $353.00. A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADOPT RESOLUTION NO. 24-02-20 AUTHORIZING THE BILLS THAT HAVE BEEN DEEMED UNCOLLECTABLE TO BE WRITTEN OFF TOTALING $353.00. Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. 14. Consider approving the Easement for Encroachments on Boundary Lines Agreement between the City of East Grand Forks, Green Acres, and Green Acres II LLP. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER LARSON, TO APPROVE THE EASEMENT FOR ENCROACHMENTS ON BOUNDARY LINES AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS, GREEN ACRES, AND GREEN ACRES II LLP. Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. CLAIMS: 15. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER VETTER, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK-TREASURER 4|Page 7 City Council Meeting February 6, 2024 TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL. Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. COUNCIL/STAFF REPORTS: Mayor Gander thanked the City of Grand Forks, Grand Forks County, and Polk County for participating in the RAISE Grant application process, it was the right thing to do as they study the need for south end bridges, and it would yield some good results. He said the first bridge would more than likely be at Merrifield, additional bridges in the south region had been talked about for a long time, and the building of this bridge would help alleviate concern of heavy truck traffic. He added it would keep the momentum moving forward, these projects would take a long time to happen, and they would need tenacity to see the project through. He congratulated all the organizers of the vintage snowmobile show, even with almost no snow there were more snowmobiles out on display than in previous years, and there were many people that took part. Council Member Vetter thanked the City of Grand Forks, Polk County, and Grand Forks County for participating in the RAISE Grant process. He stated he thought the study would show the Merrifield Road would not be a viable option and more than likely it would have to be located a mile south of that road, and the inter-city bridge could end up being built first. Mr. Huttunen reminded the Council they would be meeting on February 20th to follow up on the strategic planning session and the Coalition of Greater Minnesota Cities Legislative Day would be held on March 20th. He added the deadline to register was coming up for that event, he asked them to let him know if they were interested and able to attend, and the Intergovernmental Retreat would be held on February 22nd. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER VETTER, TO ADJOURN THE FEBRUARY 6, 2024 COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:11 P.M. Voting Aye: Olstad, Larson, Peterson, Vetter, Pokrzywinski, and Riopelle. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 5|Page 8  #2 UNAPPROVED MINUTES OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 13, 2024 – 5:00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, February 13, 2024 was called to order by Council President Olstad at 5:00 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Steve Gander, Council President Mark Olstad, Council Members Clarence Vetter, Ben Pokrzywinski, Dale Helms (via Interactive Technology), Brian Larson, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Nancy Ellis, City Planner; Steve Emery, City Engineer; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director; Michael Hedlund, Police Chief, Charlotte Helgeson, Library Director; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; Keith Mykleseth, Water and Light General Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. 1. Review of Bid Results for the 2023 City Project No. 2 LaFave Park Improvements – Steve Emery Mr. Emery stated the bids were opened on January 30th, two bids were received, and the bids consisted of three proposals for the street repairs and ADA improvements, the improvements to the boat ramp area, and the improvements to the area south of the parking lot. He said the low bid was from Zavorals. He added that staff had met and identified funding sources and at this time the recommendation to move forward with the first two proposals and items under proposal three would be completed by the City at a later date. He informed the Council there would be other expenses including the dock, solar lighting, and wetland credits. He stated they would recommend awarding Proposals one and two to Zavorals. There were no questions. This item will be referred to a City Council Meeting for action. 2. Review of Bid Results for the 2022 City Project No. 3 Quiet Zone/Street & Sidewalk Improvements – Steve Emery Mr. Emery informed the Council the bids had been opened on Wednesday, two bids were received, and Opp Construction had the lowest bid. He explained the bid was 29% above projected costs, there were additional project costs for adding sidewalks, and flagging was going to be required during the project. He reminded the Council the City was supposed to receive $156,000 as an incentive to close the 3rd Street crossing, they had met with BNSF, reviewed the current costs, and BNSF was going to reconsider if they 9 Work Session February 13, 2024 would add more to the incentive. He stated Mr. Huttunen would be meeting with Sacred Heart about the project as well. Mr. Emery told the Council that the Minnesota Department of Transportation (MNDOT) would be covering upgrades to the traffic lights and the City’s portion could be covered by State Aid, Storm Water funds, and the Street Reconstruction funds. He said there was no recommendation at this time, bids were good for 60 days, and how they tried to estimate projects for the coming years and where the funds would be for the State Aid funds could be used. Mr. Huttunen stated the federal project scheduled for 2026 would be for improvements to Point Bridge, $1.8 million had been budgeted, but no design work had been completed, so the amount could be different. He continued reviewing how spending $600,000 would leave the fund in a deficit of $83,000, but that would be recouped when the City received the yearly funding. He added the seal coat and mill and overlay project was scheduled for 2027 or 2028 and the last time that project was completed the city portion had come out of this account. He added there were materials that would need to be ordered for the Quiet Zone and it might take months to get the materials. Council President Olstad stated they would be short on funding for the street project, if they waited on the Quiet Zone it would only get more expensive, so if it did not get done now it would not get done. Mayor Gander commented he did not see costs going down, they needed to find a way to get it done, because it was a priority. Mr. Emery reminded the Council how MNDOT was going to cover some costs and how that might not happen in the future. Council member Larson asked if additional funding was available, if that would decrease the amount coming from the State Aid fund. Mr. Emery said that was correct. Discussion followed about how this item will be brought back to the next work session and then to a council meeting to consider awarding. Council President Olstad asked when this project could start. Mr. Emery said it could start in June and they would try to have the crossings completed before school started in the fall. This item will be brought back to a future work session. 3. Update on Grand Rides Bike Share & Consider Sponsorship Request – Jeremy King Mr. King told the Council the Downtown Development Association (DDA) was requesting the City to renew the sponsorship for the bike sharing program. He stated 2023 was their best year yet, usage increased by 12%, bikes had been used for recreation and daily transportation, and they were considering adding of electric bikes and tricycles. He added there was enough in the Altru Partnership Fund for the sponsorship. Council member Pokrzywinski asked how much was in the fund. Mr. King stated $107,000 and there were two years left of the contract where the City would be receiving $45,000 per year. There were no other questions. This item will be referred to a City Council Meeting for action. 4. Consider the Purchase of Early Warning Sirens – Jeff Boushee Chief Boushee informed the Council the siren system in the city was 23 years old, the system was expected to last 20 to 30 years, and he would like to replace the existing system and add a siren to the Fire Department to better cover the downtown and campground area. He stated the cost to replace the system was $107,000, the cost would be covered by the Public Safety funding, and requested to approve the plan and award the contract to Federal Warning Systems. There were no questions. 2|Page 10 Work Session February 13, 2024 This item will be referred to a City Council Meeting for action. 5. Consider Motor Grader Transmission Replacement – Jason Stordahl Mr. Stordahl stated quotes were received to replace the transmission of the Volvo Motor Grader. He told the Council the quote from Nuss Truck & Equipment was higher, but they were also recommending the replacement of all the hoses and pump because of the metal that could be in them. He added the city mechanics also recommended Nuss Truck because they had a person that worked specifically on transmissions. He told the Council there were funds in the snow and ice fund along with the equipment fund to cover the repair costs. Council member Helms asked if the transmission was being rebuilt. Mr. Stordahl said it would be rebuilt with new parts. There were no other questions. This item will be referred to a City Council Meeting for action. 6. Update on Civic Center Events – Jeremy King Mr. King stated Forx Builders were going to be renting the Civic Center for their Home and Garden Show, but that event would be postponed until 2025. He stated Leighton Broadcasting wanted to host a concert at the Civic Center, this had been brought up before, they are looking at getting a national artist, and they would like to start advertising. He said they had requested to remove the glass, staff was working on that process, and the price for the rental would be $4,500. Council President Olstad asked if this would be brought to the next council meeting. Mr. King said the agreement might not be ready. Council President Olstad suggested having something contingent upon the City receiving what was needed for the event to keep things moving forward. Mr. Huttunen said staff would be meeting with the organizers on Thursday morning, they might not have all the details for the following meeting, but they should be able to put a framework of the agreement together. Council member Larson said he would be frustrated if the advertising of the event started before anything was approved. He added that he was excited they were going to try to hold this type of event and lessons would be learned from this event. Mr. King said staff would start working the first week of April to pull the glass out, if successful they would leave it out until the fall. Council member Peterson asked if the cost of the rental equipment was included in the rental fee. Mr. King said it was. Council member Helms asked if labor costs were included. Mr. King said no overtime was included but they figured one employee over five days of work and the cost of some of the glass as a starting point. Discussion followed about how two pieces of glass were included in the rental and all rentals at the Civic Center start with the $500 base and were built up from there. These items will be brought to future meetings. 7. Information on Upcoming Presidential Primary Election – Megan Nelson Ms. Nelson reminded everyone the Presidential Primary Election would be taking place on Tuesday, March 5th. She stated all polling locations would be open from 7am to 8pm, absentee voting was available at City Hall Monday through Friday from 8am to 5pm, it would not be available on Monday, February 19th due to the holiday, but there were additional hours on Saturday, March 2nd from 10am to 3pm. She said for this election voters would need to indicate which ballot they would like to vote, three ballots were available for the three different parties that were recognized by the State. She added that anyone with questions could reach out to the Administration Office by calling (218) 773-2483, just for this election 3|Page 11 Work Session February 13, 2024 everyone would need to enter Door 1 at the school, and for the August and November elections the space will be moved back to Door 2. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER LARSON, SECONDED BY COUNCIL MEMBER VETTER, TO ADJOURN THE FEBRUARY 13, 2024 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:33 P.M. Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Helms, and Olstad. Voting Nay: None. Absent: Riopelle. _______________________________________________ Megan Nelson, City Clerk 4|Page 12  AGENDA ITEM #__3_____ Request for Council Action Date: 2/13/24 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Administration Office RE: Request for Additional Weekend of Youth Snowmobile Races & Practice Night A request has been made to host an additional weekend of youth snowmobile races. The KC Pro West Group would like to host another weekend of races over the first week in March (2nd-3rd). They would also like to have practice runs on Friday, March 1st as well. Consider approving a special event application for an additional weekend of youth snowmobile races and a Friday evening of practice runs. -1- 13 14 15 16  #4 17 18 19 20 21  #5 RESOLUTION NO. 24 – 02 – 21 RESOLUTION APPOINTING JUDGES Council Member _______, supported by Council Member _______, introduced the following resolution and moved its adoption: BE IT RESOLVED, the City Council of East Grand Forks appoints the following judges as alternate judges for the March 5th Presidential Primary in 2024. Alternate Judges: Reid Huttunen, Tom Rand, Alice Rand, Seth Baune, and Harriet Powers. BE IT FURTHER RESOLVED, the election administrator is authorized to re-balance judges to different wards as needed in order to comply with state election laws; and BE IT FURTHER RESOLVED, the judge’s hourly compensation is fixed at the following: chair or head judge at $14.00 per hour, and regular judge at $13.00 per hour. Voting Aye: Voting Nay: The President declared the resolution passed. Passed: February 20, 2024 Attest: _________________________________ ____________________________________ City Administrator President of the Council I hereby approve the foregoing resolution this 20th day of February, 2024. ____________________________________ Mayor 22  AGENDA ITEM #__6_____ Request for Council Action Date: February 13, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Jeremy King, Parks & Recreation RE: Grand Rides Bike Share update and sponsor request Background: The Downtown Development Association (DDA) has requested the City renew its $10,000 sponsorship of the Grand Rides Bike Share program again in 2024. The City has sponsored this program for the last two years and the DDA has a bike rack located near the Cabela’s parking lot and Northland Campus. DDA has shared in 2023 that, - Grand Rides saw the best season yet - Increased ridership in East Grand Forks by 12% - 960 rides either start and/or end in EGF - Highest use areas in EGF were Cabela's, Food bank, Northland campus, and Hugo's - Bike share is being used for both recreation and daily transportation DDA does plan to continue to grow the program in 2024 with the addition of adult tricycles and possibly electric bikes. Budget Impact. DDA is asking the City of East Grand Forks to commit to a $10,000 annual sponsorship of the program. Other community partners committed to the program are shown in the attached document provided by the DDA. Altru Recreation Partnership funds have enough money to cover the sponsorship. Recommendation: Seeking approval of $10,000 sponsorship using Altru Partnership funds. Enclosure: Bike Share program update, 2023 23  RESOLUTION NO. 24 – 02 - 22 WHEREAS, the Downtown Development Association (DDA) has maintained operations of the Grand Rides Bike Share program; and WHEREAS, the DDA is once again requesting sponsorships for running the program in both cities since the bikes are located in both cities; and WHEREAS, the DDA is asking the City of East Grand Forks if they would be a sponsor for the 2024 season and requested $10,000; and WHEREAS, the recommendation from staff was to utilize funding from the Altru Recreation Partnership for 2024 because the intent of the funding was for a health and wellness activity in the community; and NOW, THEREFORE BE IT RESOLVED the City Council approves use the of the Altru Recreation Partnership funding for the Grand Bike Share Program for 2024 in the amount of $10,000. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: February 20, 2024 Attest: ______________________________ _______________________________________ City Administrator/Clerk-Treasurer President of Council I hereby approve the foregoing resolution this 20th of February, 2024. ______________________________________ Mayor 24  Powered by: 2023 25 Improving health and creating quality of life together! 569 riders 12,642 hours spent on Grand Rides 6,639 rentals 14,149 miles biked on Grand Rides 17.7% increase in riders 426 new riders this season 7,585,200 calories burned by Grand Rides users! Grand Rides hit milestones in 2023! 1,100+ riders 10,000+ rides 26  Your support in action “Using the Grand Rides bikes has made my life super easy. I love that you can park them anywhere as long as you take a picture of where they are left. Without them I would be walking to work and school so it saves me on my short commute but sure helps me out a lot. The basket on the front is nice too, I’m often bringing food home and it’s nice to not have to carry it on the side.” - Grand Rides user Let's keep the ride going in 2024! 27  #7 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held on January 17, 2024, at 8:00 am in the City Council Chambers. Present: Grinde, Beauchamp, Quirk (Interactive technology), Riopelle Absent: None Also present: Keith Mykleseth, Todd Grabanski, Steve Emery, Todd Forster, Brianna Feil, Jordan Midgarden, Corey Thompson, Karla Anderson It was moved by Commissioner Beauchamp supported by Commissioner Riopelle to approve the minutes of the previous organizational meeting and regular meeting held on January 3, 2024. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Beauchamp to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $1,212,062.02. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Beauchamp to allow two employees to carry 2 hours of vacation leave over the year end limit into 2024, due to a late opening caused by a weather event on 12-26-2023. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None It was recognized that Commissioner Quirk was reappointed for another 3 year term on the Water, Light, Power & Building Commission to expire December 31, 2026. It was moved by Commissioner Beauchamp supported by Commissioner Quirk to adjourn at 8:12 am to the next regular meeting on February 7, 2024, at 8:00 am to be held in the City Council Chambers. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None Kristen Shipes Commission Secretary 28  AGENDA ITEM #__8________ Request for Council Action Date: February 8, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council Members Clarence Vetter, Dale Helms, Brian Larson, Ben Pokrzywinski and Karen Peterson Cc: File From: Steve Emery, P.E. RE: Bid Results – 2023 City Project No. 2 – LaFave Park Improvements Background: We received bids on January 30, 2024 for the above referenced project. We received a total of two (2) bids with the apparent low bidder being R.J. Zavoral & Sons. The Project was bid with three proposals. Proposal 1 included street repairs and a mill and overlay on 1st St, along with ADA Improvements at the softball fields and construction of a picnic shelter along with other misc items. Proposal No. 2 included construction of new boat ramp and parking lot area and other misc items and Proposal No. 3 includes landscaping, topsoiling and seeding the area along the Red River between the new boat ramp area and the Red Lake River. The Council will have the option of awarding the following combination of bids: Proposal No. 1, Proposal No. 1 + Proposal No. 2 or all 3 proposals. With any combination of the 3 bids R.J. Zavoral & Sons are the low bid. Est Total Project Costs: Proposal 1 Proposal 1 & 2 Proposal 1, 2 & 3 Construction: $531,212.45 $1,758,006.75 $1,936,370.55 Engineering (P/S) $102,500.00 $ 102,500.00 $ 102,500.00 Engineering (S/I) $ 42,497.00 $ 123,060.47 $ 135,545.94 Contingencies (3.25%): $ 17,264.41 $ 57,135.22 $ 62,932.04 Total Project Costs: $693,473.86 $2,040,702.44 $2,237,348.53 Additional Project Costs 40’ Dock: $32,000.00 Solar Lighting: $ 3,500.00 Wetland Credits: $6807.57 Wetland Replacement Plan: $7,000.00 29 Funding: DNR Funding: $1,758,758.00 Remaining sales tax fund from pool: $365,000.00 Building Maintenance Fund: $35,000.00 Stormwater Funds: $30,450.00 Local Street Maintenance Funds: $38,242.00 Cabela’s Round up Program: $3800.00 Total Funding: $2,231,250.00 Recommendation: Based on available funding and review with City Staff we are recommending awarding Proposals 1 & 2 to R.J. Zavoral & Sons, Inc. in the bid amount of $1,758,006.75 Enclosures: Bid Tabulation 30  BID TABULATION 2023 CITY PROJECT NO. 2 LAFAVE PARK IMPROVEMENTS EAST GRAND FORKS, MN 1/30/2024 PROPOSAL NO. 1 Engineers Estimate R.J. ZAVORAL & SONS, INC KNIFE RIVER MATERIALS ITEM UNIT UNIT UNIT ITEM NO. DESCRIPTION UNIT QUANTITY PRICE TOTAL PRICE TOTAL PRICE TOTAL 01 1000 Mobilization LS 0.33 $ 80,000.00 $ 26,400.00 $ 120,800.00 $ 39,864.00 $ 460,000.00 $ 151,800.00 01 5526 Traffic Control LS 0.5 $ 15,000.00 $ 7,500.00 $ 4,300.00 $ 2,150.00 $ 3,800.00 $ 1,900.00 01 5713 Inlet Protection EA 11 $ 300.00 $ 3,300.00 $ 170.00 $ 1,870.00 $ 135.55 $ 1,491.05 02 4100 Remove Pavement SY 1514 $ 20.00 $ 30,280.00 $ 15.00 $ 22,710.00 $ 10.00 $ 15,140.00 02 4100 Remove Bituminous Pavement SY 1389 $ 12.00 $ 16,668.00 $ 16.00 $ 22,224.00 $ 10.00 $ 13,890.00 02 4100 Remove Concrete Pavement SY 19 $ 55.00 $ 1,045.00 $ 15.00 $ 285.00 $ 50.00 $ 950.00 02 4100 Remove Concrete Curb & Gutter LF 763 $ 10.00 $ 7,630.00 $ 5.00 $ 3,815.00 $ 15.00 $ 11,445.00 02 4100 Remove Concrete Driveway Pavement SY 97 $ 25.00 $ 2,425.00 $ 15.00 $ 1,455.00 $ 40.00 $ 3,880.00 02 4100 Remove Concrete Sidewalk SF 179 $ 8.00 $ 1,432.00 $ 5.00 $ 895.00 $ 5.00 $ 895.00 02 4100 Remove Casting Assembly EA 13 $ 350.00 $ 4,550.00 $ 300.00 $ 3,900.00 $ 350.00 $ 4,550.00 02 4100 Abandon Valve Box (Water) EA 2 $ 300.00 $ 600.00 $ 245.00 $ 490.00 $ 2,000.00 $ 4,000.00 12 9310 Picnic Shelter with concrete foundations & slab LS 1 $ 90,000.00 $ 90,000.00 $ 88,000.00 $ 88,000.00 $ 72,087.00 $ 72,087.00 12 9310 F & I Wood Post EA 13 $ 275.00 $ 3,575.00 $ 238.00 $ 3,094.00 $ 210.00 $ 2,730.00 31 2200 Common Excavation (P) CY 85 $ 25.00 $ 2,125.00 $ 16.50 $ 1,402.50 $ 30.00 $ 2,550.00 31 2200 Common Borrow (CV) CY 40 $ 25.00 $ 1,000.00 $ 16.00 $ 640.00 $ 15.00 $ 600.00 31 2200 Subgrade Preparation SY 564 $ 6.00 $ 3,384.00 $ 2.25 $ 1,269.00 $ 5.00 $ 2,820.00 31 2200 Compaction Tests EA 10 $ 100.00 $ 1,000.00 $ 30.00 $ 300.00 $ 200.00 $ 2,000.00 32 1123 Aggregate Base Course (CV) CY 208 $ 65.00 $ 13,520.00 $ 45.00 $ 9,360.00 $ 125.00 $ 26,000.00 32 1123 Aggregate Surfacing SY 57 $ 35.00 $ 1,995.00 $ 10.00 $ 570.00 $ 20.00 $ 1,140.00 32 1123 Geogrid Fabric SY 564 $ 5.00 $ 2,820.00 $ 6.30 $ 3,553.20 $ 10.00 $ 5,640.00 32 1216 Mill Bituminous Pavement (2") SY 7209 $ 4.00 $ 28,836.00 $ 3.75 $ 27,033.75 $ 7.00 $ 50,463.00 32 1216 Type SP 4.75 Leveling Course Mixture TON 200 $ 160.00 $ 32,000.00 $ 142.00 $ 28,400.00 $ 175.00 $ 35,000.00 32 1216 Type SP 9.5 Wearing Course Mixture TON 928 $ 160.00 $ 148,480.00 $ 142.00 $ 131,776.00 $ 175.00 $ 162,400.00 32 1600 4" Concrete Sidewalk SF 780 $ 20.00 $ 15,600.00 $ 16.00 $ 12,480.00 $ 22.00 $ 17,160.00 32 1600 6" Concrete Sidewalk SF 152 $ 22.00 $ 3,344.00 $ 18.00 $ 2,736.00 $ 23.00 $ 3,496.00 32 1600 Detectable Warning Panels SF 18 $ 90.00 $ 1,620.00 $ 73.00 $ 1,314.00 $ 100.00 $ 1,800.00 32 1600 6" Concrete Underlayment SY 210 $ 110.00 $ 23,100.00 $ 110.00 $ 23,100.00 $ 103.00 $ 21,630.00 32 1600 Concrete Curb & Gutter, Design B624 LF 426 $ 80.00 $ 34,080.00 $ 72.00 $ 30,672.00 $ 76.00 $ 32,376.00 32 1600 6" Reinforced Concrete Driveway Pavement SY 12 $ 200.00 $ 2,400.00 $ 227.00 $ 2,724.00 $ 205.00 $ 2,460.00 32 9219 Topsoil Borrow (LV) CY 950 $ 26.00 $ 24,700.00 $ 26.00 $ 24,700.00 $ 50.00 $ 47,500.00 32 9219 Turf Establishment SY 4950 $ 2.75 $ 13,612.50 $ 2.40 $ 11,880.00 $ 1.85 $ 9,157.50 33 0561 Manhole Casting Assembly EA 2 $ 2,000.00 $ 4,000.00 $ 1,700.00 $ 3,400.00 $ 1,500.00 $ 3,000.00 33 0561 Catch Basin Casting Assembly, Type A EA 5 $ 2,500.00 $ 12,500.00 $ 1,990.00 $ 9,950.00 $ 2,000.00 $ 10,000.00 33 0561 Catch Basin Casting Assembly, Type B EA 6 $ 2,500.00 $ 15,000.00 $ 1,990.00 $ 11,940.00 $ 2,000.00 $ 12,000.00 33 0561 Manhole Riser Rings EA 4 $ 350.00 $ 1,400.00 $ 315.00 $ 1,260.00 $ 1,000.00 $ 4,000.00 TOTAL BID PROPOSAL NO. 1 $ 581,921.50 $ 531,212.45 $ 737,950.55 31 PROPOSAL NO. 2 Engineers Estimate R.J. ZAVORAL & SONS, INC KNIFE RIVER MATERIALS ITEM UNIT UNIT UNIT ITEM NO. DESCRIPTION UNIT QUANTITY PRICE TOTAL PRICE AMOUNT PRICE TOTAL 01 1000 Mobilization LS 0.33 $ 80,000.00 $ 26,400.00 $ 246,400.00 $ 81,312.00 $ 35,000.00 $ 11,550.00 01 5526 Traffic Control LS 0.5 $ 15,000.00 $ 7,500.00 $ 4,300.00 $ 2,150.00 $ 3,800.00 $ 1,900.00 01 5713 Silt Fence LF 495 $ 4.00 $ 1,980.00 $ 5.30 $ 2,623.50 $ 3.15 $ 1,559.25 01 5713 Floating Silt Fence LF 285 $ 35.00 $ 9,975.00 $ 26.50 $ 7,552.50 $ 35.55 $ 10,131.75 02 4100 Salvage Sign Panel & Post EA 8 $ 400.00 $ 3,200.00 $ 543.00 $ 4,344.00 $ 485.00 $ 3,880.00 02 4100 Remove Bituminous Pavement SY 1571 $ 12.00 $ 18,852.00 $ 16.00 $ 25,136.00 $ 10.00 $ 15,710.00 02 4100 Remove Boat Ramp LS 1 $ 40,000.00 $ 40,000.00 $ 5,000.00 $ 5,000.00 $ 15,000.00 $ 15,000.00 02 4100 Remove Rip Rap SY 297 $ 25.00 $ 7,425.00 $ 10.00 $ 2,970.00 $ 40.00 $ 11,880.00 03 4150 Precast Concrete Planks SY 252 $ 550.00 $ 138,600.00 $ 1,730.00 $ 435,960.00 $ 500.00 $ 126,000.00 12 9310 F & I Wood Post EA 237 $ 275.00 $ 65,175.00 $ 238.00 $ 56,406.00 $ 210.00 $ 49,770.00 12 9310 Solar Powered Light Foundation EA 2 $ 1,750.00 $ 3,500.00 $ 2,375.00 $ 4,750.00 $ 3,000.00 $ 6,000.00 31 2200 Common Excavation (P) CY 4276 $ 15.00 $ 64,140.00 $ 16.50 $ 70,554.00 $ 25.00 $ 106,900.00 31 2200 Common Borrow (CV) CY 1260 $ 18.00 $ 22,680.00 $ 16.00 $ 20,160.00 $ 15.00 $ 18,900.00 31 2200 Subgrade Preparation SY 5701 $ 4.00 $ 22,804.00 $ 2.25 $ 12,827.25 $ 3.50 $ 19,953.50 31 2200 Compaction Tests EA 10 $ 100.00 $ 1,000.00 $ 30.00 $ 300.00 $ 200.00 $ 2,000.00 31 3700 Furnish & Install Rip Rap, Class IV CY 503 $ 175.00 $ 88,025.00 $ 135.00 $ 67,905.00 $ 150.00 $ 75,450.00 31 3700 Geotextile Fabric SY 755 $ 5.50 $ 4,152.50 $ 3.75 $ 2,831.25 $ 5.00 $ 3,775.00 32 1123 Aggregate Base Course (CV) CY 2338 $ 55.00 $ 128,590.00 $ 45.00 $ 105,210.00 $ 85.00 $ 198,730.00 32 1123 Aggregate Surfacing SY 1756 $ 17.00 $ 29,852.00 $ 10.00 $ 17,560.00 $ 20.00 $ 35,120.00 32 1123 Geogrid Fabric SY 5312 $ 5.00 $ 26,560.00 $ 6.30 $ 33,465.60 $ 10.00 $ 53,120.00 32 1216 Construct Bituminous Bikepath SY 323 $ 60.00 $ 19,380.00 $ 60.00 $ 19,380.00 $ 50.00 $ 16,150.00 32 1216 Furnish & Install Sign Panel & Post (Bikepath) EA 4 $ 300.00 $ 1,200.00 $ 317.00 $ 1,268.00 $ 280.00 $ 1,120.00 32 1600 4" Concrete Sidewalk SF 1434 $ 20.00 $ 28,680.00 $ 16.00 $ 22,944.00 $ 22.00 $ 31,548.00 32 1600 Detectable Warning Panels SF 18 $ 90.00 $ 1,620.00 $ 73.00 $ 1,314.00 $ 100.00 $ 1,800.00 32 1600 Concrete Curb & Gutter, Design B624 LF 848 $ 80.00 $ 67,840.00 $ 72.00 $ 61,056.00 $ 76.00 $ 64,448.00 32 1600 Concrete Curb & Gutter, Design D418 LF 201 $ 80.00 $ 16,080.00 $ 72.00 $ 14,472.00 $ 72.00 $ 14,472.00 32 1600 7" Reinforced Concrete Pavement SY 215 $ 185.00 $ 39,775.00 $ 273.00 $ 58,695.00 $ 163.00 $ 35,045.00 32 1600 Concrete Dumpster Pad SY 11 $ 225.00 $ 2,475.00 $ 230.00 $ 2,530.00 $ 200.00 $ 2,200.00 32 1600 Dock Anchoring System EA 4 $ 5,000.00 $ 20,000.00 $ 6,100.00 $ 24,400.00 $ 4,900.00 $ 19,600.00 32 9219 Topsoil Borrow (LV) CY 1476 $ 26.00 $ 38,376.00 $ 26.00 $ 38,376.00 $ 50.00 $ 73,800.00 32 9219 Turf Establishment SY 8047 $ 2.75 $ 22,129.25 $ 2.60 $ 20,922.20 $ 1.85 $ 14,886.95 33 4213 12" CMP Culvert LF 38 $ 85.00 $ 3,230.00 $ 50.00 $ 1,900.00 $ 150.00 $ 5,700.00 33 4213 12" CMP Flared End Sections EA 2 $ 350.00 $ 700.00 $ 260.00 $ 520.00 $ 350.00 $ 700.00 TOTAL BID PROPOSAL NO. 2 $ 971,895.75 $ 1,226,794.30 $ 1,048,799.45 32 PROPOSAL NO. 3 Engineers Estimate R.J. ZAVORAL & SONS, INC KNIFE RIVER MATERIALS ITEM UNIT UNIT UNIT ITEM NO. DESCRIPTION UNIT QUANTITY PRICE TOTAL PRICE AMOUNT PRICE TOTAL 01 1000 Mobilization LS 0.33 $ 80,000.00 $ 26,400.00 $ 64,500.00 $ 21,285.00 $ 3,200.00 $ 1,056.00 01 5713 Silt Fence LF 785 $ 4.00 $ 3,140.00 $ 5.60 $ 4,396.00 $ 3.15 $ 2,472.75 02 4100 Remove Bituminous Pavement SY 807 $ 12.00 $ 9,684.00 $ 16.00 $ 12,912.00 $ 10.00 $ 8,070.00 31 1000 Site Grading SY 17472 $ 2.00 $ 34,944.00 $ 1.00 $ 17,472.00 $ 1.50 $ 26,208.00 32 9219 Topsoil Borrow (LV) CY 2419 $ 26.00 $ 62,894.00 $ 26.00 $ 62,894.00 $ 35.00 $ 84,665.00 32 9219 Turf Establishment - Native Grasses SY 17472 $ 3.00 $ 52,416.00 $ 3.40 $ 59,404.80 $ 1.95 $ 34,070.40 TOTAL BID PROPOSAL NO. 3 $ 189,478.00 $ 178,363.80 $ 156,542.15 TOTAL BID PROPOSAL NO. 1 $ 581,921.50 $ 531,212.45 $ 737,950.55 TOTAL BID PROPOSAL NO. 1 + NO. 2 $ 1,553,817.25 $ 1,758,006.75 $ 1,786,750.00 TOTAL BID PROPOSAL NO. 1 + NO. 2 + NO. 3 $ 1,743,295.25 $ 1,936,370.55 $ 1,943,292.15 33  RESOLUTION NO. 24 – 02 - 23 RESOLUTION ACCEPTING BID AND AWARDING PROJECT FOR 2023 CITY PROJECT NO. 2 – LAFAVE PARK IMPROVEMENTS Council Member _______, supported by Council Member _______, introduced the following resolution and moved its adoption: WHEREAS, the City Engineer advertised for bids for the 2023 City Project No. 2 for LaFave Park Improvements; and WHEREAS, bids were opened on January 30th and two bids were received; and WHEREAS, the engineering estimate projected costs for all three proposals have a total project costs of $1,743,295.25; and WHEREAS, it appears that RJ Zavoral & Sons is the lowest responsible bidder with a price of $2,237,348.53 for all three proposals; and WHEREAS, the recommendation is to only award Proposals 1 and 2; and NOW THEREFORE, BE IT RESOLVED, the City Council of East Grand Forks: 1. Accepts and awards the bid of Proposals 1 and 2 to RJ Zavoral & Sons. 2. The Mayor and City Administrator are hereby authorized and directed to enter into a contract with RJ Zavoral & Sons in the name of the City of East Grand Forks for the 2023 City Project No. 2 – LaFave Park Improvements according to the plans and specifications therefore approved by the City Council and on file in the administration office. 3. This project will be paid out of the following funds: MN Dept of Natural Resources Grant $1,758,758.00 Remaining Pool Sales Tax $365,000.00 Building Maintenance Fund $35,000.00 Stormwater Fund $30,450.00 Local Street Maintenance Fund $38,242.00 Cabela’s Round Up Program $3,800.00 Voting Aye: Voting Nay: The President declared the resolution passed. Passed: February 20, 2024 Attest: ____________________________________ ____________________________________ City Administrator/Clerk-Treasurer President of Council 34 I hereby approve the foregoing resolution this 20th of February, 2024. ____________________________________ Mayor 35  AGENDA ITEM #_______ Request for Council Action Date: 2/7/2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Fire Chief Jeff Boushee RE: Early Warning Sirens Background: Our outdoor early warning system consists of four sirens. These sirens are located throughout the city and provide good coverage except for the campground and downtown area. These sirens are 23 years old; life expectancy is 20 to 30 years. I am requesting to replace and update all four sirens, components, and poles. Also relocate one of the existing sirens to Fire St 1 to improve coverage to the campground and downtown area. Budget Impact: The cost of this project is $107,030.00, which includes all options listed on quote # 121123137 and includes an additional $5,000 to cover the costs of the required electrician on site as stated on the quote. This project has been budgeted for using the one-time Public Safety funds. Recommendation: Approve the replacement and relocation plan requested. Approve quote #121123137 from Federal Warning Systems for equipment and installation. Enclosures: Federal Warning System quote # 121123137 West Shore Services quote # 5348 Product Sheet & Warranty UPDATE - the request for on-site electrician is increased from $5000 to $8000 for this project. -1- 36  Total $102,030.00 37 38 39 40 41 42 43 44 45  AGENDA ITEM #__10_____ Request for Council Action Date: 2/8/2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Jason Stordahl-Public Works Director RE: Motor Grader Transmission Replacement Background: The City purchased unit 117-Volvo Motor Grader in 2012. It has been a very reliable and efficient machine until now. The transmission has failed and is beyond repair. We received two quotations to replace the transmission with a new-rebuilt transmission (see quotations below), both of which come with the same 3-year warranty. Quotations for transmission replacement: Ascendum $51,482.03 Nuss Truck & Equipment (Nuss) $55,147.00 Nuss’s quotation is $3,564.97 higher than Ascendum’s. However, Nuss has an in-house transmission person that specifically works with transmissions, Ascendum does not. Nuss is recommending that we replace all houses and a pump, because metal fragments are most likely embedded in the old hoses and pump, which would degrade our newly installed transmission. For these reasons I am recommending that we award the transmission replacement job to Nuss Truck & Equipment for $55,147.00. The City has adequate funds in the Public Works “snow and ice” and “equipment” budgets to cover the cost of the needed repairs. Recommendation: Award the Volvo motor grader transmission replacement to Nuss Truck & Equipment for $55,147.00. -1- 46 47  Updated at: 2024-01-11 10:21:43 -0600 Nuss Truck & Equipment - Monticello MN (Volvo) 3499 Chelsea Rd Monticello, Minnesota 55362 Case Number: 17872822 Repair Order Number: 17729 Purchase Order Number: N/A Service Advisor: Campbell, Zach - Case Date 2024-01-10 13:57:30 -0600 Customer: City Of East Grand Forks Unit Number: Address: 600 DEMERS AVENUE EAST GRAND Asset: 2012 Volvo G946B Engine Hours: 0 FORKS, MN 56721 Serial Number: 0S575328 Odometer: N/A Miles Phone: (218) 773-2483 VIN: VCEG946BL0S575328 Warranty Start: N/A Fax: (218) 773-9728 Engine: Unknown In Service: N/A Customer Number: BP0013559 Item 1 QUOTE TO REPLACE TRANSMISSION Labor: Parts: Operation Name -(16.0) [15143389] AT102 Transmission Oil -(1.0) [15410028] Hose Assembly AT Parts $31.21 $621.93 Totals $8,640.00 $46,257.00 $499.36 $621.93 -(1.0) [12747643] Hose Assembly -(2.0) [16023968] Hose Assembly -(1.0) [12746144] Hose Assembly -(1.0) [16024064] Hose Assembly -(1.0) [15179405] Oil Cooler -(1.0) [976041] O-ring E $521.35 $590.33 $283.31 $265.92 $3,725.98 $5.91 $521.35 $1,180.66 $283.31 $265.92 $3,725.98 $5.91 -(1.0) [15161942] Pump IM -(1.0) [17418113] Filter Cartridge -(1.0) [9000022559] Hydraulic Transmission -(1.0) [FREIGHT] Inbound Freight $3,906.59 $123.08 $33,622.91 $1,500.00 $3,906.59 $123.08 $57,831.41 $1,500.00 Parts: $46,257.00 Labor: $8,640.00 ES Shop Supplies: $250.00 Total: $55,147.00 T This estimate is subject to teardown and inspection and is valid for 30 days from date above. I, the undersigned, authorize you to perform the repairs and furnish the necessary materials. I understand any costs verbally quoted are an estimate only and not binding. Your employees may operate vehicle for inspecting, testing and delivery at my risk. You will not be responsible for loss or damage to vehicle or articles left in it. AUTHORIZED BY:_________________________ DATE:___/____/____ Nuss Truck & Equipment - Monticello MN (Volvo) 48 Updated at: 2024-01-11 10:21:43 -0600 Page 1 of 1  AGENDA ITEM #_11______ Request for Council Action Date: February 20, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Jeremy King, Parks & Recreation RE: Update on Civic Center Event Background: Leighton Broadcasting has shown interest in leasing the Civic Center for a concert scheduled for Saturday, April 27th, 2024. While negotiations with Leighton Media are still underway and certain details require attention, city staff proposes that City Council authorize the rental of the Civic Center, with an understanding of the rental fee, enabling city staff to operate within that framework. By endorsing this proposal today, it grants Leighton Media the necessary time for planning, promotion, band procurement, and event advertising. Budget Impact: Rental recommendation of $4,500 for the concert. Recommendation: Considering approving Leighton Media rental of the Civic Center in the amount of $4500 for a music concert on April 27, 2024, contingent upon review and final approval of a Facility Use Agreement by the City Attorney and City Administrator Enclosure: Draft of the Civic Center Facility User Agreement Draft of Invoice 49  INVOICE Send Payments to: Date: 4/27/2024 City of East Grand Forks 600 Demers Ave NW East Grand Forks, MN 56721 Bill To: Leighton Media Traffic Control Devices QTY Days Rate Per Day Amount Civic Center - Dry Floor Rental 1 3 $500.00 $1,500.00 Equipment QTY Hours Rate Per Hour Amount Fork Lift 1 16 $30.00 $480.00 Labor QTY Hours Rate Per Hour Amount City Staff 4 16 $30.00 $1,920.00 Police Officers 2 4 $75.00 $600.00 Activities Total: $4,500.00 1. Glass removal and storage - 4 workers and equipment for 6 hours 2. Glass installation and alignment - 4 workers and equipment for 10 hours 3. Police staffing of event - 2 Officers for 4 hours 4. Regular janitorial services during the event - 4 works for 4 hours 50 51  AGENDA ITEM #_12______ Request for Council Action Date: February 15, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice- President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Michael S. Hedlund – Chief of Police RE: Request to Purchase an Unmarked Police Car History: The East Grand Forks Police Department uses unmarked police cars for its investigators. The 2024 Police Department Budget includes $40,000.00 to be used for an unmarked police car to replace the Department’s 2014 Chevrolet Traverse, which is a 2-wheel drive vehicle, with an all-wheel drive SUV. The funds for this purchase will come from the Department’s asset forfeiture account. On February 6, 2024 I contacted the following GF/EGF regional car dealers with a request for proposals for a new or low-mileage used all-wheel drive or 4-wheel drive SUV or Pick-Up Truck: Dahlstrom Motors (Oslo, MN), Nelson Ford (Grand Forks), Rydell Chevrolet, Buick and GMC, Rydell Toyota, Rydell Honda (all of Grand Forks), Kia of Grand Forks and Christian Brothers Ford (Crookston, MN). Dahlstrom Motors, Nelson Ford, Rydell Chevrolet, Buick and GMC and Rydell Toyota all responded with at least one vehicle for us to consider. We received proposals for 21 vehicles from these dealers including 14 used vehicles and 7 new vehicles. After considering the various options, our staff felt a SUV would better fit our needs than a pick-up truck and we also felt that there were significant advantages in getting a new vehicle that would come with a warranty as opposed to a used vehicle. Our staff considered the new vehicle proposals and decided that a proposal from Nelson Ford of Grand Forks for a 2024 Ford Bronco Sport would best fit our needs. The cost of this vehicle is $34,579.00. The vehicle will be outfitted with emergency lights and siren but will be unmarked. Financial Impact: The EGFPD has over $50,000.00 in our asset forfeiture account. The purchase of this vehicle and all related upfitting expenses will be covered through that fund. There will be no impact on the general fund. Recommendations: That the EGF City Council authorize the East Grand Forks Police Department to purchase a 2024 Ford Bronco from Nelson Ford of Grand Forks at a price of $34,579.00. Enclosures: 1) Copy of the RFP. 2) Copy of the information regarding the 2024 Ford Bronco -1- 52 EAST GRAND FORKS ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ POLICE DEPARTMENT Michael Hedlund 520 DeMers Avenue East Grand Forks, MN 56721 Chief of Police Phone (218) 773 – 1104 Fax (218) 773 - 1108 February 6, 2024 To: Grand Forks Regional Motor Vehicle Dealers From: Michael S. Hedlund – Chief of Police Ref.: Request for Proposal – New or Low-Mileage Used SUV or Pick-Up Truck The East Grand Forks Police Department is looking to purchase a new or low-mileage used (under 25,000 miles) all-wheel drive or 4-wheel drive SUV or Pick-Up Truck to be used as an unmarked police car by the East Grand Forks Police Department. The Department has up to $35,000.00 planned for the purchase of this vehicle. Proposals must be received no later than 5:00 PM on Wednesday February 14, 2024. Proposals will be presented to the East Grand Forks City Council on Tuesday February 20, 2024, with the intention of approving a purchase that evening. The City of East Grand Forks reserves the right to reject any and all proposals. Vehicles should meet the following requirements: • New or Used All-Wheel or 4-Wheel Drive SUV (if used less than 25,000 miles) • All-Weather Floor Mats • Navigation System Proposals should be submitted by mail to: East Grand Forks Police Department Attn.: Chief Michael Hedlund 520 Demers Avenue East Grand Forks, MN 56721 Or by e-mail to mhedlund@egf.mn 53 54  AGENDA ITEM #_13______ Request for Council Action Date: February 20, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council members Clarence Vetter, Ben Pokrzywinski, Tim Riopelle, Dale Helms, Mark Olstad, Brian Larson, and Karen Peterson. Cc: File From: Nancy Ellis, Community Development Director RE: Special Use Permit request for a temporary concrete ready mixed plant at the current Strata site when needed PLANNING COMMISSION RECOMMENDATION: The Planning Commission recommends approval of the Special Use Permit to install a second concrete ready mixed plant at the Strata site for temporary use when needed for future road projects with the following conditions: 1) They primarily use the access that enters onto Business Hwy 2 when leaving the site 2) The Community Development Office is notified by Strata when the second temporary plant will be onsite, for how long and any other items related to the project that warrants the temporary plant. This will allow us to monitor and answer questions from the public if asked. GENERAL INFORMATION APPLICANTS/PROPERTY OWNERS: Strata Corporation, property owner REQUESTED ACTION: Applicant is requesting approval/amending of a Special Use Permit to install a second concrete ready mixed concrete plant for temporary use for future road projects when needed. SITE ZONING/LAND USE: I-2 General Industrial is the current zoning. SURROUNDING ZONING/LAND USE: North: I-2 zoning, industrial uses West: I-2 zoning, Public Works property and Water Treatment Plant South: Red Lake River and R-1 zoning East: I-2 zoning, empty lot and warehouses -1- 55  February 20, 2024 Request for Council Action GENERAL COMMENTS Strata Corporation currently owns and operates a ready mixed concrete plant on 2nd St NE, just past the Public Works shop. They would like to install a second temporary ready mixed concrete plant NOT just to use in the summer of 2024 for a MnDOT road project on MN 220; but be able to install the temporary plant whenever needed to complete road projects. As with the 2024 project, the second temporary plant will be removed when the road projects are completed. The property size will not change, nor will the use of the site by the addition of the temporary plant. Concrete mixing plants are allowed in the I-2 General Industrial Zoning District with a Special Use Permit (SUP). The current plant was grandfathered in as a SUP, as it was in operation at the location before zoning/the requirement of the SUP, so they are asking to amend or issue an SUP to move in the secondary plant for temporary use. I have listed the criteria for the special use permit process below and I am including the answers to the SUP from the Strata Corporation. Since this is an existing site, most of the criteria should already be met. Additional questions, such as time of operation, length of operation and noise have also been addressed and included for your review. SPECIAL USE PERMIT PROCESS Within City Code is a section that lists “Criteria for Granting Special Use Permits”. This section states that the applicant must show that the standards and criteria in Section 152.022 of the City Code will be satisfied. These standards and criteria shall include both general requirements for all special uses and, insofar as practicable, requirements specific to each designated special use. In granting a special use permit, the city council shall consider the effect of the proposed use upon the health, safety, and general welfare of occupants of surrounding lands. Among other things, the planning commission and city council shall make the following findings where applicable: 1. The use will not create an excessive burden on public facilities and utilities, which serve or are proposed to serve the area. 2. The use will be sufficiently compatible with, or separated by sufficient distance from, or screened from adjacent land uses so that there will be no deterrence to the use or development of adjacent land and uses. 3. Each structure or improvement is so designed and constructed that it is not unsightly in appearance to the extent that it will hinder the orderly and harmonious development of the district wherein proposed. 4. The use is consistent with the purposes of Chapter 10, and the purposes of the zoning district in which the applicant intends to locate the proposed use. 5. The use is not in conflict with the East Grand Forks Land Use Plan. 6. Adequate measures have been taken to provide ingress and egress so designed as to minimize traffic congestion, provide adequate access to public roads, and provide sufficient on-site parking. In permitting a new special use permit or alteration upon review of an existing special use permit, the planning commission may recommend, and the city council may impose, in addition to these standards and requirements expressly specified by this Chapter, additional conditions which the planning commission or city council considers necessary to protect the interests of the surrounding area or the City as a whole. SITE PLAN COMMENTS Since this site already exists and the use or utilities will not change significantly, I have not made specific site plan comments. 2 56 57 58 59  #14 RESOLUTION NO. 24 – 02 – 24 Council Member ______, supported by Council Member ______, introduced the following resolution and moved its adoption: RESOLUTION RATIFYING CONTRACTS WHEREAS, the City of East Grand Forks purchased from Border States Trophy the goods referenced in check number 42048 for a total of $39.00. WHEREAS, Tim Riopelle, was personally interested financially in the contract, but the purchases were made because the price was as low as or lower than other local vendors. NOW THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF EAST GRAND FORKS: 1. The above mentioned purchase by the City and the claim of the vendor based thereon are confirmed and the Mayor and Clerk are directed to issue an order-check in payment of such claim on the filing of the affidavit of official interest required under Minnesota Statutes, Section 471.89. 2. It is hereby determined that the total price of $39.00 paid for such goods is as low as, or lower than, the price at which they could have been obtained elsewhere at the time the purchase was made. 3. This resolution is passed to comply with the provisions of Minnesota Statutes, Section 471.87-89. Voting Aye: Voting Nay: Abstain: The President declared the resolution passed. Passed: February 20, 2024 Attest: City Administrator President of Council I hereby approve the foregoing resolution this 20th day of February, 2024. Mayor 60 AFFIDAVIT OF OFFICIAL INTEREST CLAIM STATE OF MINNESOTA ) COUNTY OF POLK ) ss CITY OF EAST GRAND FORKS ) I, Tim Riopelle, being duly sworn states the following: 1. I am 3rd Ward Council Member of the City of East Grand Forks. 2. The City of East Grand Forks check number 42048 for a total of $39.00. 3. This resolution is passed to comply with the provisions of Minnesota Statutes, Section 471.87- 89. 4. Resolution passed by unanimous vote of the council on February 20, 2024. Affiant states further that to the best of his knowledge and belief (a) the contract price was as low as or lower than the price at which the services could be obtained from other sources. Affiant further states that the affidavit constitutes a claim against the city for the contract price, that the claim is just and correct, and that no part thereof has been paid. Dated: (Signature of Official) 61  #15 62 63