City Council Agendas & Packets

AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, SEPTEMBER 3, 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 August 20, 2024. 2. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of August 27, 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 Exempt Gambling Permit Application for the Ruffed Grouse Society of America to hold a raffle on December 14, 2024 at the Eagle Club located at 227 10 th St NW East Grand Forks, MN 56721 and waive the 30 day waiting period. 4. Consider approving the Exempt Gambling Permit Application for the Sacred Heart Church and School to hold a raffle on January 13, 2025 at the Sacred Heart School located at 200 3rd St NW East Grand Forks, MN 56721 and waive the 30 day waiting period. 5. Consider approving the Application to Conduct Excluded Bingo for the Red River Snowmobile Club to conduct a bingo event on November 21, 2024 at the VFW Club Post 3817 located at 312 Demers Ave NW East Grand Forks, MN 56721. 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 6. Consider approving the Special Event Application for the Greenwave Sports Boosters to hold a 5K Walk, Roll, and Run on September 29, 2024 from approximately 10am to 3pm. 7. Consider approving the Special Event Application for the Annual City Showcase event and authorize the closure of the parking lot by restaurant row on Wednesday, September 4th from approximately 3pm to 8pm. 8. Consider declaring the list of vehicles from the Police Department as surplus and authorize the list of vehicles to be sold at auction. 9. Consider declaring the list of items from Public Works as surplus and authorize the items to be sold at auction. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 10. Regular meeting minutes of the Water, Light, Power, and Building Commission for August 7, 2024. COMMUNICATIONS: 11. Residents will be receiving an informational flyer with the September utility billing with information about the proposed sales tax for recreation improvements. There will be two questions that residents will vote on at the General Election coming up in November. Anyone with questions can contact the Parks and Recreation Department by calling 218-773-8000 or email egfparks@egf.mn. OLD BUSINESS: NONE NEW BUSINESS: 12. Consider approving the lease for a motor grader for the winter season of 2024-2025 to RDO Equipment for a lease of $6,600 per month and $65 per hour after 250 seasonal hours. 13. Consider awarding the Stormwater Lift Station Maintenance to ICS for approximately $30,960.00. 14. Consider adopting Resolution No. 24-09-63 authorizing the naming of the Council Chambers in City Hall as the Lynn Stauss Council Chambers. CLAIMS: 15. Consider adopting Resolution No. 24-09-64 authorizing the City of East Grand Forks to approve purchases from Border States Trophy the goods referenced in check number 43073 for a total of $18.00 whereas Council member Riopelle is personally interested financially in the contract. 16. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. 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 COUNCIL/STAFF REPORTS: ADJOURN: Upcoming Meetings Work Session – Tuesday, September 10, 2024 – Training Room – 5:00 PM Council Meeting – Tuesday, September 17, 2024 – Council Chambers – 5:00 PM Work Session – Tuesday, September 24, 2024 – Training Room – 5:00 PM Council Meeting – Tuesday, October 1, 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, AUGUST 20, 2024 – 5:00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, August 20, 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; Jeff Boushee, Fire Chief; Nancy Ellis, City Planner; Steve Emery, City Engineer; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director; Charlotte Helgeson, Library Director; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. PLEDGE OF ALLEGIANCE: 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 August 6, 2024. 2. Consider approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of August 6, 2024. 3. Consider approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of August 6, 2024. 4. Consider approving the minutes of the “Special Meeting” for the East Grand Forks, Minnesota City Council of August 13, 2024. 4 City Council Meeting August 20, 2024 5. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of August 13, 2024. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER LARSON, TO APPROVE ITEMS ONE (1) THROUGH FIVE (5). Voting Aye: Vetter, Pokrzywinski, Riopelle, Helms, Olstad, Larson, and Peterson. 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. 6. Consider approving the Facility Use Agreement between the City of East Grand Forks and the Blue Line Club for use of the VFW Memorial Arena from September 9 through October 10, 2024 for a total rent of $14,725.00. 7. Consider approving the Facility Use Agreement between the City of East Grand Forks and the Northern Lights Figure Skating Club for the use of the VFW Memorial Arena from September 9 through October 12, 2024 for a total rent of $6,260.00. 8. Consider declaring the listed items as surplus and authorize them to be sold at a city auction. 9. Consider adopting Resolution No. 24-08-60 approving the summary of the City Administrator’s evaluation which states he consistently meets and/or often exceeds expectations with his job performance. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER HELMS, TO APPROVE ITEMS SIX (6) THROUGH NINE (9). Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 10. Regular meeting minutes of the Water, Light, Power, and Building Commission for July 17, 2024. COMMUNICATIONS: NONE OLD BUSINESS: NONE 2|Page 5 City Council Meeting August 20, 2024 NEW BUSINESS: 11. Consider adopting Resolution No. 24-08-61 approving the plans and specifications and ordering advertisement for bis for the 2024 City Project No. 1 for SCADA System Improvements and setting a bid date of September 10, 2024. A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER LARSON, TO ADOPT RESOLUTION No. 24-08-61 APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS ON 2024 PROJECT No. 1, SCADA SYSTEM IMPROVEMENTS. Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. 12. Consider adopting Resolution No. 24-08-62 approving the proposed fees for the 2024-2025 winter program fees. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO ADOPT RESOLUTION NO. 24-08-62 APPROVING THE 2024-2025 WINTER RECREATION FEES. Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. CLAIMS: 13. 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 the Hot Valley Nights event was a great event, every year it got better, and thanked Jarrod Thomas and Justin LaRoque for what they did to put the event on. He also thanked staff for their part in making the event happen. He said the Greater Grand Forks community section would be coming out in the Grand Forks Herald, some articles were submitted, and the articles would give an update on what was going on in the community. Council Member Helms said things went well for Heritage weekend, he thanked Mayor Gander and Council member Larson for being hotdish judges, and thanked the Mayor for singing during their opening ceremony. He added on a personal note his grandson took second place in a RC Flying competition in Omaha over the weekend. 3|Page 6 City Council Meeting August 20, 2024 Council Member Larson thanked on the EDA Board and Mr. Gorte for the work on selecting a new Executive Director and the new director would be introduced to the city council in the near future. Mr. Emery said all the street work for the quiet zone project by 3rd Street would be completed by next the next week, Hill Street should also be reopened by the end of next week, Zavorals had started on 1st Street NE for the LaFave Park project, and the sidewalk extension by the library had been completed. Mr. Gorte thanked Mr. Huttunen and Ms. Knudson for their help during the interview process. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADJOURN THE AUGUST 20, 2024 COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:08 P.M. Voting Aye: Larson, Peterson, Vetter, Pokrzywinski, Riopelle, Helms, and Olstad. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 4|Page 7  #2 UNAPPROVED MINUTES OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, AUGUST 27, 2024 – 5:00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, August 27, 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 (5:02pm), Council President Mark Olstad, Council Vice-President Tim Riopelle, Council Members Clarence Vetter, Ben Pokrzywinski, Brian Larson, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; 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. Polk County Public Health on MPCA Grant related to American Crystal Sugar Enforcement Action Payment – Sarah Reese, Polk County Public Health Mr. Huttunen introduced Ms. Sarah Reese and said there was a new statute so they would be asking for input to identify proposed project. Ms. Reese informed the Council she had been working closely with Mr. Huttunen since last year on this, Minnesota Statute 16A.151 changed and now allocated 40% of a penalty from Minnesota Pollution Control Agency (MPCA) violations that was more than $250,000 to the local community through a community health board. She stated the funds would be coming through the Polk County Health Board, they would be requesting public input on what project should be completed with the one-time funds, and the Board would then report back to the Legislature on how the funds were used. She asked for the others participating in the meeting to introduce themselves. Mr. Cory Boeck introduced himself as a part of the MPCA. Mr. Doug Emerson introduced himself the Environmental Affairs manager for American Crystal Sugar. Ms. Reese informed the group that Mr. David Jones was from the Minnesota Department of Health. Mr. Boeck explained the violations resulted from on-site inspections at American Crystal Sugar from 2021, he reviewed the testing that was conducted, what the violations were, and how many violations there were. He added in February 2024 American Crystal Sugar agreed to settle the violations and the amount of the settle was over $250,000 so the City would receive 40% of the settlement. He asked if Mr. Emerson had anything to add. Mr. Emerson said the situation was explained well. Mr. Jones stated there is a State and local partnership regarding the 40% funding, the State would help with the process. Ms. Reese told the Council the funds had been accepted and they would be requesting 8 Work Session August 27, 2024 input from the community about a possible project that could be done with the one-time funding. Mr. Huttunen said possible projects were discussed at a staff level, he reviewed how it included replacing funding for the LaFave Park project, adding playground equipment at the Griggs Trailhead area, or have a community wide tree planting effort in addition to what was already done yearly. Ms. Reese asked for questions. Council President Olstad thanked them for the information. Council member Vetter asked if there were specific things that the funds could be spent on. Ms. Reese stated the legislation was vague on what the funds could be spent on. Council member Vetter said this was counter-intuitive and the funding should be spent on correcting the issue. Discussion followed about how a report would have to be done on what the funds were spent on, and the company would have to correct the violations so they were not repeated. Council President Olstad said they would wait for feedback. Ms. Reese said a flyer would be sent out and there would be an online survey. This item will be brought back to a future meeting. 2. Discussion on School Bus Route Safety and Stop Arm Violations – Cody Hlavka, East Grand Forks ISD 595 Mr. Huttunen introduced Mr. Cody Hlavka. Mr. Hlavaka informed the Council he was the transportation director for the school district, they were trying to improve busing, and last year there were many stop arm violations. He reviewed how there were over 40 violations, most happened in the afternoon, 73% of the violations were from oncoming traffic, the area of the highest violations took place at the Brentwood Apartment stop, so had made an adjustment to the stop. He added another area of higher violations was River Road so he was making adjustments to the stops in that area as well. He told the Council the State was starting a trial reporting program to that would help eliminate the guess work to which law enforcement agency the violation should be reported to, the drivers would receive an update on the reported violation, and he was going to request to be included in the trial run of the program. He added they would be posting information and getting information out on social media as reminders to drivers. He asked for questions. Council President Olstad thanked Mr. Hlavka for the information and how they might be able to add additional signs along River Road to help notify drivers. Mr. Huttunen said the City would also be sharing the reminders on social media. Mayor Gander reminded drivers to plan ahead and how kids could be crossing the road. Council member Peterson thanked Mr. Hlavka for analyzing the routes, how he already made changes, so drivers needed to do their part. Council member Larson asked if there were cameras on the buses. Mr. Hlavka stated 24 of the 26 buses had cameras that were always recording. Discussion followed about how the video footage was very helpful in convicting violations, stops would be taking longer with kids scanning in and out of the bus, nothing was posted on the outside of the bus stating there was a camera recording, but there was a statement on the inside of the bus. Mr. Hlavka added he would try to attend the City Showcase event but they were short drivers so he might be driving that day and reminded everyone the first day of school was next Tuesday. 3. 2024-2025 Motor Grader Rental – Jason Stordahl Mr. Stordahl reminded the Council this was an annual request, a motor grader was leased every year for the snow removal season, and two quotes were received from two local vendors. He explained the quotes were higher than last year’s quotes and recommended moving forward with the quote from RDO which was the lower quote received. There were no questions. 2|Page 9 Work Session August 27, 2024 This item will be referred to a City Council Meeting for action. 4. Stormwater Lift Station Maintenance – Jason Stordahl Mr. Stordahl told the Council maintenance work was done on the stormwater lifts every few years, everything in the lift was examined, and in the past there had been issues with rods. He stated two quotes were received, the repairs were costly, NorMinn had worked on the lifts before, ICS built the lifts, the quotes were just estimates because they might find something else that would need to be repaired so the overall costs could increase, and recommended awarding the project to ICS. There were no questions. This item will be referred to a City Council Meeting for action. 5. Consider dedicating City Council Chambers in honor of Mayor Lynn Stauss – Mayor Gander Mayor Gander asked if the Council Chambers could be dedicated to Mayor Lynn Stauss. He stated how he had served as mayor for 21 years, he made a great commitment to the City, and he was supposed to be a part time mayor but worked as a full time mayor. He said one of the walking bridges had been dedicated to Mayor Pat Owens and he would like to put Mayor Stauss’ name on the Council Chambers. He added he had casual conversation with his family and they were supportive of this so if this went forward a spot would need to be found for the dedication and display. Council President Olstad commented how he had talked with Mayor Gander about this, it would be good, and asked the Mayor and staff to put information together and bring it forward for approval. This item will be referred to a City Council Meeting for action. 6. 2025 Budget Presentation –Karla Anderson and Reid Huttunen Ms. Anderson told the Council the budget had been included in the packet so they were able to see each line item. She reviewed the budget summary, it showed actual numbers from previous years, what had been budgeted for 2024, and what was being proposed for 2025 which included a 3% levy increase. She explained how the proposed revenues for 2025 was $13,693,363, expected expenditures were $477,000 higher than revenues, most was for payroll, and health insurance was not included. She added insurance information had been received which included a 17% increase to the premium, other options were being looked into, so there was a potential for savings. She informed the Council the fund balance at the end of 2023 was 55% for both five months of revenues or for expenditures. She listed the items on the capital improvement plan, the parks truck was going to be pushed out, the City would be receiving $400,000 for the Building Maintenance Fund each year, and the list of projects for the next couple years but there were projects planned through 2029. Mr. Huttunen stated the insurance information was received, how the City could consider changing to an Individual Coverage Health Reimbursement Account or ICHRA for employees, and there could be a savings to the City if the change was made. He explained there would no longer be a group policy and each individual would have their own policy, it could be more consistent for increases in future years instead of the large premium increases for the group policy. He added there were still questions that needed to be answered and gave an overview of how an ICHRA would work. 3|Page 10 Work Session August 27, 2024 Council President Olstad thanked staff for looking at alternatives. Mr. Huttunen asked for suggestions for the preliminary levy and if the reserves should be utilized. Discussion followed about the reserves, how the State recommended 35% to 50%, how hard the City had to work to build up the reserves, what the preliminary levy should be set at, and how the Council should set a percentage of where to keep the reserves at and possibly utilize the reserves above that percentage. Council President Olstad said he would not be going back to a -1% levy. Council member Vetter said they need to come to an agreement about the reserves and the levy would be based on if they were above or below that percentage. Mayor Gander suggested setting the preliminary levy at 3%. Council President Olstad said they would talk more about it at the next work session. This item will be brought back to a future meeting. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO ADJOURN THE AUGUST 27, 2024 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 6:24 P.M. Voting Aye: Pokrzywinski, Riopelle, Olstad, Larson, Peterson, and Vetter. Voting Nay: None. Absent: Helms. _______________________________________________ Megan Nelson, City Clerk 4|Page 11  #3 12 13  #4 14 15  #5 16 17  #6 18 19 20  #7 21 22  AGENDA ITEM #__8_____ Request for Council Action Date: 8/30/24 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: Police Department RE: Request to Declare Vehicles as Surplus The East Grand Forks Police Department has acquired vehicles through asset forfeiture. The vehicles on the list have cleared the court process. Recommendation: Declare the vehicles (see attached list) as surplus property and sell them at auction. -1- 23 24  AGENDA ITEM #_9______ Request for Council Action Date: 8/29/2024 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: Surplus Property Background: The following City-owned equipment is no longer functional or needed and could be declared surplus. The following items could be auctioned at the upcoming police auction. Asset ID Description VIN/Serial # 158 Falls 311H Falls One Way Plow None Plow 128 Snow 1970 Snow & Sand Bucket None Bucket 143 2002 Grizzly Mosquito Sprayer 101619 Recommendation: Declare surplus of the above-mentioned equipment Enclosures: Pictures of listed property -1- 25 26 27 28  #10 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held on August 7, 2024, at 8:00 am in the City Council Chambers. Present: Grinde, Beauchamp, Quirk, Riopelle Absent: None Also present: Ron Galstad, 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 Quirk to approve the minutes of the previous regular meeting held on July 17, 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 $894,892.55. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Beauchamp to approve the 2024 MMUA Delegate Appointment of (Keith Mykleseth) and Alternates in ranking order (Todd Grabanski, Brianna Feil, Jordan Midgarden, Josh Grinde and Robert Beauchamp). Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Beauchamp supported by Commissioner Quirk to approve providing complimentary temporary electric for the 2024 Hot Valley Nights outdoor music festival scheduled for August 16 & 17. Voting Aye: Grinde, Beauchamp, Quirk, Riopelle Voting Nay: None It was moved by Commissioner Beauchamp supported by Commissioner Quirk to adjourn at 8:22 am to the next regular meeting on August 22, 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 29  AGENDA ITEM #_12______ Request for Council Action Date: 8/20/2024 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: Jason Stordahl-Public Works Director RE: Rental Grader Background: The Public Works Department leases a motor grader for snow removal each snow season, and we have budgeted accordingly to do so again this season. I received the following quotations for leasing: Butler Machine (Caterpillar) $8,500/month, and $85/hour after 100 seasonal hours RDO Equipment (John Deere) $6,600/month, plus 65/hour after 250 seasonal hours Recommendation: Approve the lease with RDO Equipment. -1- 30 31 32  Make Model Monthly Rate CAT M140 $8,500 * After 100 seasonal hours $85/hour Clay Smaaladen | Butler Machinery Company | Customer Account Manager - Construction 1201 S 46th St | Grand Forks, ND 58201 | P 701-780-7771 | C 701-739-0888 Our Mission | To build long-term relationships, founded on trust, creating mutual growth and success. Butler Values | Our Team • Customer Driven • Integrity • Accountability • Excellence • Safety 33  AGENDA ITEM #__13_____ Request for Council Action Date: 8/21/2024 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: Stormwater Lift Station Maintenance Background: As part of our preventative maintenance program, we have all lift station gate valves and associated operating systems inspected. We have funds budgeted in our Stormwater-lift station-repairs & maintenance fund for the project. The following vendors submitted a quotation to do the necessary maintenance: ICS $30,960.00 NorMinn $39,856.63 Recommendation: Award ICS the “stormwater lift station maintenance” project. -1- 34  To: City Of East Grand Forks Contact: Dillon Nelson - City Of East Grand Forks Address: 1001 Second St NE Phone: 218.773.1313 East Grand Forks, MN 56721 USA Fax: 218.77.5615 Project Name: -City Of EGF - Gate Maintenance Estimate (T&M)5(9,6,21 Bid Number: 2024-11785 Project Location: Gate/Valve Preventive Maintenance & Inspections, East Grand Forks, Bid Date: 4/22/20245(9 MN NorMinn Industrial Is Pleased To Provide This Time & Materials - Cost Plus Mark-Up - Estimate For A Crew Of Two (2) Millwrights To Perform Preventive Maintenance* & Inspection Services To Twenty-Six (26) Gate Valves - Manually Operated Lift Gates - Part Of The East Grand Forks Flood Protection System. All Labor, Basic Consumables (grease Etc.), Tools, Mob/Demob Is Included. Parts, Components, Hardware And Fasteners Provided By Others, Unless Requested Otherwise. Final Billing Based Only On Actual Hours Worked And Cost Incurred Plus Mark-up. This Estimate Reflects The Completion Of An Average Of 2 Valves Per Day, for a total of 15 days to address all 26 gates/valves. Item Description/Scope of Work T&M Estimate Provide A Crew Of Two (2) Millwrights To Perform Preventive Maintenance* & Inspection Services To Twenty-Six (26) $39,856.63 Gate Valves - Manually Operated Lift Gates - Part Of The East Grand Forks Flood Protection System. All Labor, Basic Consumables (grease Etc.), Tools, Mob/Demob Is Included. Parts, Components, Hardware And Fasteners Provided By Others, Unless Requested Otherwise. Final Billing Based Only On Actual Hours Worked And Cost Incurred Plus Mark-up. This Estimate Reflects The Completion Of An Average Of 2 Valves Per Day. Rev#1 Adds Grease Removal and Replacement in Actuator Sections above grade. T&M Estimate $39,856.63 Notes: • Work performed on double-time, night shifts, weekends or Holidays is not included in this estimate. • Pricing valid for 30-days; Subject to Change. • This proposal does not include Sales, Excise and or Use tax. • This proposal excludes any asbestos and/or lead paint abatement. • This proposal excludes liquidated damages, damages for delays, consequential damages and loss of use. • State and Local permits excluded (if applicable) • Lockout Assistance to be provided by the Owner. • NorMinn will require assistance with hot work permit, fire watch and fire protection. • All electrical and controls work by Others. • This proposal reflects full access to the work area as well as the routing to the area. • This proposal excludes cost associated with material delivery delays, design/engineering changes, scope changes, Acts of God, adverse weather conditions, Site/Facility Operations, delays and cost associated with COVID-19 restrictions and limitations. • Valve/Gate Access to be provided by the City of EGF. • Gate Actuator and Equipment provided by the City of EGF. • *Inspection/Preventive Maintenance Tasks Include:  Visual inspection of Gate Valve; Operator, Gearbox, Shaft, Hangers, Bearings, Bushings, Gate Seats, Gate Seal (if applicable).  Grease Operator/Gearbox, Bearings, Seats5HPRYDORI$FWXDWRU&RYHUWRFOHDQDQGUHSODFHLQWHUQDOJUHDVH*UHDVH 3URYLGHG%\2WKHUV XQOHVVUHTXHVWHGRWKHUZLVH  NorMinn will document all findings and work completed per Gate-Valve for record keeping by the City of East Grand Forks. • This proposal does NOT include gate/valve repair services and/or parts. • NOTE: Average Preventive Maintenance Cost Per Gate is only $1,532.94 ACCEPTED: CONFIRMED: The above prices, specifications and conditions are satisfactory NorMinn Industrial, LLC and hereby accepted. Buyer: Signature: Authorized Signature: Date of Acceptance: Estimator: David Enkelaar 701-929-1691 denkelaar@norminn.com 07/09/2024 10:24:22 PM Page 1 of 1 35 36  2500 Mill Road • Grand Forks, ND 58203 (P) 701.775.8480 (F) 701.775.8479 www.icsgf.com Hourly Overtime per day Daily Daily cost Field Superintendent $ 113.00 $ 149.00 $ 1,202.00 Millwright $ 80.00 $ 111.00 $ 862.00 Total Cost $ 2,064.00 per/day x 15 days $ 30,960.00 37 August 13, 2024 Dillon Nelson City of East Grand Forks, MN 1001 2nd St. NE East Grand Forks, MN 56721 Re: 2024 Sluice Gate T&M Rates. Dear Mr. Nelson, The attached rates include small hand tools, and any per diem expenses incurred by each employee. Straight time rates are for up to 40 mh/wk and overtime rates are for over 40 mh/wk. General Clarifications: 1. Items not included in the above rates are material expenses, consumables, or expendables (drill bits, grinding wheels, gloves, ear plugs, welding consumables, Sawzall blades, oxygen, acetylene, propane, cordless tool batteries, power cords, welding lead, rigging, etc.), office/break trailer, dumpsters, portable toilets, fuel, specialty tools, tools other than small hand tools, and any equipment needs. If we provide materials or third-party rental equipment, we will supply them at cost plus 18%. 2. Actual cost of per diem charged for non-working holidays, weather days or non-working days outside of ICS control. 3. Rates are to be confidential and shall not be disbursed to any other parties without the consent of an ICS representative. 4. Union and prevailing rates are excluded from this pricing. 5. ICS shall not in any event be liable for special, incidental, indirect, or consequential damages including, without limitation, lost profits, loss of use, lost business opportunities, lost revenue or loss of depreciation or goodwill, even if it has been advised of the possibility thereof. 6. Crew mobilization (travel time & mileage) will be billed first time in, last time out per call. 7. ICS excludes the cost if a self-quarantine period is required for any incoming staff and will be added (at cost) to the contract if required. 8. Excludes Holiday’s and Emergency calls. If you think Holiday and Emergency calls may be required we can provide rates. Please feel free to contact me with any questions. Sincerely, Kip Langei V.P. Of Operations Grand Forks, ND 38 City of EGF, MN T&M Labor Rates - Effective January 1, 2024 - December 31, 2025 Hourly Overtime Trade Daily Daily FIELD SUPERINTENDENT $113.00 $149.00 FIELD FOREMAN $92.00 $123.00 FIELD LEAD MAN $87.00 $117.00 WELDER $80.00 $111.00 MILLWRIGHT $80.00 $111.00 CARPENTER/CONC. FINISHER $80.00 $111.00 SKILLED LABORER $68.00 $99.00 CRANE OPERATOR $92.00 $123.00 GENERAL OPERATOR $87.00 $117.00 Materials and consumables are cost plus 18%. 39  #14 Request for Council Action Date: August 27, 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: Steve Gander, Mayor RE: Consider dedicating City Council Chambers in honor of Mayor Lynn Stauss ______________________________________________________________________________ Background: Mayor Gander has proposed dedicating the City Council Chambers in honor of former Mayor Lynn Stauss. Stauss served the City as Mayor for 21 years and led the community through the flood fight of 1997 as well as the City’s recovery. Included in dedicating the City Council Chambers in honor of Mayor Stauss, the idea would include an area within chambers to commemorate his service to the City. - Plaque commemorating Mayor Stauss’s service to East Grand Forks - Picture of Mayor Stauss - His famous “USA” Sweater framed in a shadow box Budget Impact: Unknown at this time Enclosures None 40  RESOLUTION NO. 24 – 09 - 63 A RESOLUTION OFFICIALLY NAMING THE CITY HALL COUNCIL CHAMBERS Council Member _______, supported by Council Member _______, introduced the following resolution and moved its adoption: WHEREAS, the Lynn Stauss served the City of East Grand Forks as a council member for eight years before serving as the Mayor for 21 years; WHEREAS, during his time as Mayor, he led the community through the flood of 1997 and recovery efforts in the following years while playing an instrumental role in fighting for funding to rebuild the city; and WHEREAS, Mayor Steve Gander would like to recognize Lynn Stauss’ commitment to the City of East Grand Forks and its residents by naming the Council Chambers in the City Hall in his honor; and NOW THEREFORE, BE IT RESOLVED the City Council of East Grand Forks authorizes the naming of the Council Chambers in City Hall as the Lynn Stauss Council Chambers. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: September 3, 2024 Attest: ______________________________ _______________________________________ City Administrator President of Council I hereby approve the foregoing resolution this 3rd day of September, 2024. _____________________________________ Mayor 41  #15 RESOLUTION NO. 24 – 09 - 64 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 43073 for a total of $18.00. 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 $18.00 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: September 3, 2024 Attest: City Administrator President of Council I hereby approve the foregoing resolution this 3rd day of September, 2024. Mayor 42 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 43073 for a total of $18.00. 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 September 3, 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) 43  #16 44 45