City Council Agendas & Packets

AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, AUGUST 6, 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 July 16, 2024. 2. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of July 23, 2024. SCHEDULED BID LETTINGS: NONE. SCHEDULED PUBLIC HEARINGS: NONE CONSENT AGENDA: NONE 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. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 3. Regular meeting minutes of the Water, Light, Power, and Building Commission for July 3, 2024. COMMUNICATIONS: 4. The Primary Election will be on Tuesday, August 13th. All polling locations will be open from 7am to 8pm and this time voters from Wards 3, 4, and 5 should use Door 2 to enter the gym for voting. 5. The filing period for city council positions in Ward 1, Ward 3, Ward 5, At-Large, and Mayor is open until 5pm on Tuesday, August 13th and will be completed in the Administration Office at City Hall. The filing fee is $2. 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 OLD BUSINESS: NONE NEW BUSINESS: 6. Consider approving the request to start the hiring process to fill a Truck Driver position in the Public Works Department. 7. Consider approving the Memorandum of Understanding between the City of East Grand Forks and the Independent School District No. 595 for Police Liaison Services through May 31, 2027. 8. Consider approving the Special Event/Facility Use Agreement for the use of the City’s parking lot for the Hot Valley Nights event from August 14th through August 18th. 9. Consider declaring bicycles as surplus property and approve the donation of 10 bicycles to the East Grand Forks Cross Country team and sell the remaining bicycles at an upcoming police auction. CLAIMS: 10. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. COUNCIL/STAFF REPORTS: ADJOURN: SEE NEXT PAGE FOR THE CLOSED MEETING AGENDAS 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  AGENDA OF THE CITY COUNCIL CLOSED SESSION CITY OF EAST GRAND FORKS TUESDAY, AUGUST 6, 2024 – FOLLOWING THE COUNCIL MEETING CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: 1. This meeting will be closed pursuant to the MN Statute 13D.05 Subd. 3(c)3 to develop or consider offers or counteroffers for the purchase or sale of real or personal property that is currently owned by the government entity for parcel 83.00813.00. ADJOURN: AGENDA OF THE CITY COUNCIL CLOSED SESSION CITY OF EAST GRAND FORKS TUESDAY, AUGUST 6, 2024 – FOLLOWING THE CLOSED MEETING CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: 1. Job Evaluation of the City Administrator. The meeting will be closed pursuant to MN Statute 13D.05 Sub. 3(a). ADJOURN: Upcoming Meetings Work Session – Tuesday, August 13, 2024 – Council Chambers – 5:00 PM The meeting on August 13th will be done by 6:00pm due to the Primary Election. Council Meeting – Tuesday, August 20, 2024 – Council Chambers – 5:00 PM Work Session – Tuesday, August 27, 2024 – Training Room – 5:00 PM Council Meeting – Tuesday, September 3, 2024 – Council Chambers – 5:00 PM 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, JULY 16, 2024 – 5:00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, July 16, 2024 was called to order by Council Vice-President Riopelle 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, 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. PLEDGE OF ALLEGIANCE: OPEN FORUM: Council Vice-President Riopelle 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 July 2, 2024. 2. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of July 9, 2024. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER LARSON, TO APPROVE ITEMS ONE (1) AND TWO (2). Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. 4 City Council Meeting July 16, 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 adopting Resolution No. 24-07-54 approving the hiring of Herman Gray as a Police Officer at a salary of $32.43 per hour. 4. Consider approving the Special Event Permit Application to the Iron Pigs Motorcycle Club for the motorcycle ride on the Kenneth M. Olson Memorial Trail in the greenway system on Saturday, August 3, 2024 between 10am and 10:30am. 5. Consider adopting Resolution No. 24-07-55 approving alternate judges for the Primary and General Elections for the 2024 cycle. 6. Consider adopting Resolution No. 24-07-56 entering into an agreement between the City of East Grand Forks and the State of Minnesota for fixed route transportation in East Grand Forks for 2025. 7. Consider adopting Resolution No. 24-07-57 entering into an agreement between the City of East Grand Forks and the State of Minnesota for paratransit services in East Grand Forks for 2025. A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER HELMS, TO APPROVE ITEMS THREE (3) THROUGH SEVEN (7). Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 8. Regular meeting minutes of the Water, Light, Power, and Building Commission for June 18, 2024. COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 9. Consider adopting Resolution No. 24-07-58 authorizing a special election on November 5, 2024 to consider the implementation of the local sales tax and approve the two questions that would be included on the ballot. A MOTION WAS MADE BY COUNCIL MEMBER LARSON, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO ADOPT RESOLUTION NO. 24-07-58 AUTHORIZING A SPECIAL ELECTION ON NOVEMBER 5, 2024 TO CONSIDER THE IMPLEMENTATION OF THE LOCAL SALES TAX AND APPROVE THE TWO QUESTIONS THAT WOULD BE 2|Page 5 City Council Meeting July 16, 2024 INCLUDED ON THE BALLOT. Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. 10. Consider approving the Economic Development Authority to hire an executive search firm for up to the amount of $24,000, contingent upon approval of the EDA Board of Commissioners, should the EDA deem necessary after review of the applicant qualifications and experience collected at the July 23rd meeting of the EDA. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER LARSON, TO APPROVE THE ECONOMIC DEVELOPMENT AUTHORITY TO HIRE AN EXECUTIVE SEARCH FIRM FOR UP TO THE AMOUNT OF $24,000, CONTINGENT UPON APPROVAL OF THE EDA BOARD OF COMMISSIONERS, SHOULD THE EDA DEEM NECESSARY AFTER REVIEW OF THE APPLICANT QUALIFICATIONS AND EXPERIENCE COLLECTED AT THE JULY 23RD MEETING OF THE EDA. Mayor Gander stated this would be needed only if no qualified applications were received. Council member Helms said had been discussed by the EDA Board meeting and would not prolong the process if needed. Council member Peterson asked if the agency would be determined at a later date. Mr. Huttunen told the Council that decision would be made by the EDA Board if they moved forward with hiring a search firm. Council member Larson said process had been extended the process to try and avoid hiring a search firm, but this would let them move forward quickly if needed. Voting Aye: Larson, Peterson, Pokrzywinski, Riopelle, and Helms. Voting Nay: Vetter and Olstad. 11. Consider adopting Resolution 24-07-59 authorizing a $20,000 matching contribution pledge to support the City of Grand Forks application to the USDOT Small Community Air Service Program. A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER LARSON, TO ADOPT RESOLUTION 24-07-59 AUTHORIZING A $20,000 MATCHING CONTRIBUTION PLEDGE TO SUPPORT THE CITY OF GRAND FORKS APPLICATION TO THE USDOT SMALL COMMUNITY AIR SERVICE PROGRAM. Council member Helms asked what the City gained from this. Mr. Huttunen said Mr. Wilfahrt was at the meeting to answer questions and give background information. Mr. Wilfahrt stated a federal grant application was completed requesting $1 million, the City of Grand Forks approved up to $300,000 for a local match, and another $200,000 would be needed from the local communities. He explained the intent was to have Sky West to have flights from Grand Forks to Denver as a daily service and the goal was to expand airplane service to Grand Forks. He added this would be a pledge and at this point they had $130,000 raised including from some businesses in East Grand Forks. He told the Council the local match would make this application more appealing and benefit the communities, this was Mayor Bochenski’s big initiative for the year, and the Grand Forks EDC and the Chamber was tasked with helping raise additional funds for the grant. He informed the Council they had a letter from Sky West to go with the application saying they were willing to provide service, or the application would not be considered. He added it was a fast-moving process and it was a good opportunity they would be able to see service going to Denver. 3|Page 6 City Council Meeting July 16, 2024 Council member Helms asked what the guarantee was that service would continue. Mr. Wilfahrt said they would need to use it, or it would be lost, and it connected to a United hub so it was a separate carrier. Council member Helms asked what the $1 million would be used for. Mr. Wilfahrt said if the service was profitable, they would not use the local funds, but it was a revenue guarantee. He commented hopefully people would be using the service and Fargo had completed four of the grants which had been successful for them. He said if the funds were needed it would not be until 2025, they would have to negotiate with the airline, and a consulting firm had been hired to help with the process. Council member Helms asked how the $20,000 was determined. Discussion followed about how the amount of pledges have varied from $1,000 up to $20,000, applications that did not have a minimum of 40% local match did not get funded, it was the region’s air service, Grand Forks was putting up at least $200,000, and the City participating would help significantly in the grant process. Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, and Olstad. Voting Nay: Helms. CLAIMS: 12. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER VETTER, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK-TREASURER TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL. Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. COUNCIL/STAFF REPORTS: Mayor Gander said he had been asked about what was being put in at the railroad crossing and how safety structures were being installed for the quiet zone. He commended the work being done, the improvements to the traffic lights have helped improve traffic flow, and the work progressed quickly to get things done in a timely fashion. Council Member Helms asked Mayor Gander and Council member Larson if they would be judges for the hotdish contest during Heritage Days and reminded everyone Heritage Weekend was August 9th and 10th this year. Both agreed to be judges. Council Member Larson said he was proud to be a hotdish judge. Mr. Emery informed the Council the sidewalk and multi-use trail project had started the previous week, the concrete work should be completed this week, and the project should be completed by the end of July. He stated the quiet zone project was progressing, by the end of July Central Avenue should be back open to traffic, and by the first of August 3rd Street would be closed. He added they were hoping to have the project completed by August 31st so it was done before school started. Council member Helms asked if they had replaced the traffic lights at 2nd Avenue. Mr. Emery said they did not and that was scheduled for next spring. 4|Page 7 City Council Meeting July 16, 2024 ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER VETTER, TO ADJOURN THE JULY 16, 2024 COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:21 P.M. Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 5|Page 8  #2 UNAPPROVED MINUTES OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, JULY 23, 2024 – 5:00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, July 23, 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, Brian Larson, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Nancy Ellis, City Planner; 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; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. 1. Request to Fill Vacant Position – Jason Stordahl Mr. Stordahl told the Council that Mr. Cletus Landa would be done as of August 30th after almost 40 years of working for the city. He asked to fill the vacancy and start the hiring process. There were no questions. This item will be referred to a City Council Meeting for action. 2. Request Input for Cannabis Ordinance – Reid Huttunen Mr. Huttunen told the Council a work group had been formed to work through the rules and regulations from the State, more information was needed from the State to complete this process, but the City was able to control zoning and where the business types could be located. He explained how the State would be setting the registration fees so the group had spent its time reviewing zoning, buffer zones for areas around schools could be up to 1000 feet, and the buffer zones for day care centers, a residential treatment facility, or an attraction such as a public park or a place used regularly by minors could have a buffer zone up to 500 feet. He stated if they used the largest buffer zones these businesses would be zoned out of the commercial areas, the work group’s suggestion would be to allow the retail business in the commercial areas instead of the industrial areas because the commercial areas were set up for traffic, so the use would be allowed in downtown commercial and highway commercial zones utilizing a 750 foot buffer zone from schools and a 300 foot buffer from a park or child day care center. He added most of the other businesses would be in the industrial park. 9 Work Session July 23, 2024 Council President Olstad asked about the maps that were included in the packet. Mr. Huttunen said the maps showed the buffer zones that were 750 feet from schools and 300 feet from parks or a day care center. Council President Olstad said that buffer would only allow one side of Demers Avenue. Mayor Gander commented how he liked the way this had been laid out and was being done in an orderly way. Mr. Huttunen stated the State would be registering the businesses and there was a requirement for one of these businesses for every 12,500 in population which would be approximately three businesses for Polk County. He added the City could set a minimum or not, or start with one business to understand the market and demand because it would be hard to limit businesses if they started out with no limit. Council member Larson asked to consider starting with two businesses because only having one would be a monopoly. Council member Peterson said she liked the idea of having two businesses because of how they operate. Mayor Gander said he would like to start with one business, see how things go, and roll out a second business in about six months. Discussion followed about having a buffer between the businesses and how they could allow one business in each commercial area. Mr. Galstad stated there were mezzo and micro businesses that did have a retail aspect to them, he submitted questions to the State regarding these businesses, and was still waiting on answers about what limitations or restrictions that could be put on those businesses. Council member Vetter asked if they limit this to one business, how would they decide who got the license. Council member Pokrzywinski asked about the selection process. Mr. Huttunen informed everyone the business would first have to apply with the State, the State would review the application, a retailer would reach out to the City about locating in the city, and the business would not have to have a location picked out. He continued saying the City would have 30 days to review the license, multiple registrations could be received, and there were a few different ways of moving forward such as a lottery system or a first come, first serve system. He added he spoke with someone recently about if the area became oversaturated with these businesses none of them would be profitable. Council member Pokrzywinski said his initial thought was to have two locations but could agree to starting with one and reviewing at 6 months to consider a second location. Council member Vetter asked how they would evaluate things at 6 months. Council member Pokrzywinski said he did not have the answer but made some suggestions on what could be used. Discussion followed about how there were age limits on cannabis purchases, annual compliance checks would be conducted, and driving impaired would be based upon officer observations because there was nothing currently to test the level of concentration. Council member Larson said he was concerned about having only one location, business would eventually slow down, but they have not addressed how to select a business, so it could be challenging, and they should determine what could be reviewed. Mr. Galstad reminded the Council the State licensed the businesses, the City would determine the amount of licenses, and someone applying for a license would have a benefit if they had a criminal record from a marijuana conviction. Council member Larson said it was frustrating there was not more local control. Mr. Galstad stated again he had sent some questions to the State regarding the micro and mezzo businesses, if the retail for those businesses could be restricted and he was still waiting on answers. Council member Vetter said there should be research done on how liquor licenses determined when the number of the licenses were restricted. Council member Peterson commented how the there should not be retail businesses located in the industrial park. Mr. Huttunen said the micro and mezzo businesses would be located in the industrial park, not the retail location for those businesses, and the City was waiting on a response from the State. Council President Olstad said he would prefer having two businesses and it could be revisited later. Council Vice-President Riopelle said the proposed buffers restricted locations to one side of Demers Avenue and it should be allowed on both sides. Mr. Huttunen said it was the same along Highway 220 2|Page 10 Work Session July 23, 2024 and the buffer zone could be changed to allow for both sides. He added that this would just be for the full cannabis stores and the current stores that were selling THC would still be allowed to do so in their current locations. Mr. Galstad reminded the Council the limitations or buffer zones were not required but they were trying to limit this from children but things could be opened up on the corridors. He added that nothing could be located in residential areas. Mayor Gander said many people did not want these businesses in the city and they were trying to do this in an orderly way. Council member Helms said he did not want these businesses, but he would like to see the 750 foot buffer zone. Council member Larson said they could allow the corridors. Discussion followed about how the only way to prohibit an area was by buffer zones so buffer zone would need to be adjusted to allow certain areas and how the operating hours should be set from 10am to 9pm for each day of the week which was allowed by the State. This item will be brought back to a future meeting. 3. Request Direction on Planned Use of General Fund Reserves and 2023 Surplus – Reid Huttunen and Karla Anderson Mr. Huttunen stated the handout was a summary of the building maintenance fund. He explained there was a surplus from 2023, if the 2024 budget was collected and spent as it was budgeted, this would put the fund balance reserve at 55% at the end of 2024. He reminded the Council the 2024 budget included $174,000 being spent from the reserves. He added the State recommendation was to have a reserve of 35% up to 50% of expenditures so the 5% of the 55% would total approximately $675,000. He said staff was working on the proposed 2025 budget which would be brought forward at an August work session and asked if the Council would want to spend, save, or give some direction on how to use some of that funding. He asked for input and if there were questions. Council President Olstad asked if health insurance was determined. Mr. Huttunen said they should have that information in August. Council President Olstad stated he would like to see a 3% tax levy for 2025, reserves at 50%, and asked what had been delayed and how the greensite needed some work. Mayor Gander said if they had a 3% levy increase that could be close to almost no increase to the residents, the City was running lean, the Ad Hoc committee did a good job, and reviewed history of tax levies. Discussion followed about how there was a -1% tax levy in 2012, how $743,000 was being carried over from 2023, and it was unknown where things would end up for 2024. More discussion followed about how the back portion of the greensite needed to be addressed because of how rough the ground was, how concrete could be added, how there are many issues with the gate, and a change could be made to charge everyone for the greensite and not have cards anymore. This will be brought back to a future meeting. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER LARSON, TO ADJOURN THE JULY 23, 2024 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 6:09 P.M. Voting Aye: Peterson, Vetter, Pokrzywinski, Riopelle, Helms, Olstad, and Larson. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 3|Page 11  #3 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held on July 3, 2024, at 8:00 am in the City Council Chambers. Present: Grinde, Beauchamp, Quirk, Riopelle Absent: None Also present: Keith Mykleseth, Brian Johnson, Todd Grabanski, 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 regular meeting held on June 18, 2024. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Beauchamp supported by Commissioner Riopelle to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $266,580.58. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Riopelle supported by Commissioner Quirk to adjourn at 8:16 am to the next regular meeting on July 17, 2024, at 8:00 am to be held in the City Council Chambers. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None Jordan Midgarden Energy & Customer Service Specialist 12  AGENDA ITEM #_6______ Request for Council Action Date: 7/18/2024 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: filling vacant position Background: After nearly 40 years of service with the City’s Public Works Department Cletus Landa is retiring August 30th, 2024. This will leave a vacancy within our Department which we like to fill as soon as possible. Recommendation: Approve Staff to start the hiring process to fill vacant Truck Driver position. -1- 13  AGENDA ITEM #_7______ Request for Council Action Date: 07/24/2024 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 Hedlund – Chief of Police RE: Request to Approve MOU Regarding School Resource Officer Background: The existing MOU between the City of East Grand Forks and the East Grand Forks Public Schools – ISD #595 expired at the end of the 2023/2024 school year. A new MOU has been developed and would cover the next three school years (through the 2026/2027 school year). The East Grand Forks School Board approved this new MOU at their Board Meeting on Monday July 22, 2024. Budgetary Impact: This position is in the City of East Grand Forks budget. Cpl. Nick Gunderson will continue in the role of the SRO. The School District will be paying 65% of Cpl. Gunderson’s base wage and benefits while the City shall pay 35%. The plan is for the City to invoice the District twice per school year in December and in June. A copy of the current LELS Labor Agreement has been provided to the District as required in the MOU. Recommendation: It is my recommendation that the City of East Grand Forks authorize the MOU between the City and ISD # 595 to assign a School Resource Officer to work in the East Grand Forks Public Schools. Enclosures: MOU between the City of East Grand Forks and the East Grand Forks Public Schools -1- 14 15 16 17 18 19 20 21  AGENDA ITEM #_8______ Request for Council Action Date: July 23, 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: Reid Huttunen, City Administrator RE: Hot Valley Nights Concert Agreement Background: Hot Valley Nights (HVN) is holding their summer concert in the City Parking lot on August 16-17, 2024. I’ve had a number of meetings with concert organizers and have proposed putting the event details and event support & logistics that will be provided by the City into a Facility Use Agreement. As part of this agreement, we’ve proposed a fixed rental rate for the agreement, which covers the expenses for City staff time involved with the event. In previous years, the City has been billing for actual costs incurred in the event. HVN organizers have expressed desire for a fixed rate, to help their event budget planning. The proposed rental rate covers the City’s costs for staff involved with event support, set up, and take- down. Recommendation: Approve HVN Facility Use Agreement as written. Enclosures: Hot Valley Nights Facility Use agreement. 22 23 24 25 26 27  AGENDA ITEM #__9_____ Request for Council Action Date: August 1, 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: Chief Michael Hedlund RE: Request to Declare Bicycles as Surplus Property Background: The East Grand Forks Police Department typically acquires a number of bicycles that are abandoned throughout the city. These bicycles are typically sold during the annual police auction. This year, the East Grand Forks High School Cross Country team has requested that we donate approximately ten bicycles to the team to use for lower impact training for the cross country athletes. I feel that this would be a good use of these bicycles and since the bicycles typically sell for a very small amount it would have a minimal impact on the budget. Any bicycles that are not donated to the Cross Country program would be sold during the annual police auction as usual. We currently have approx. 15 bicycles that could be declared as surplus property. Cpl. Jake Schiller is finalizing the list, and I will have it available prior to the Council Meeting. Recommendation: Declare the bicycles as surplus property with the intention of donating approximately ten of them to the East Grand Forks High School Cross Country Team and selling the remaining bicycles at the annual police auction that will be held at a date TBD. Enclosures: List of abandoned bicycles to be provided at the Council Meeting on Tuesday August 6, 2024. -1- 28 29  #10 30 31 32