City Council Agendas & Packets

APPROVED MINUTES OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, JANUARY 28, 2025 – 5:00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, January 28, 2025 was called to order by Council President Larson 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 Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council members Tami Schumacher, Dale Helms, Donald Casmey, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Maggie Brockling, Economic Development Director; Nancy Ellis, City Planner; Steve Emery, City Engineer; Ron Galstad, City Attorney; 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. Consider Approval for the Parks and Recreation Commission Bylaw Update – Jeremy King Mr. King stated he was requesting a bylaw update, over the last 8 months the commission discussed changing the monthly meetings to quarterly meetings, and this change would make better use of the commissioners time while allowing time to address important topics. He said the months chosen to hold meetings coincide with the start or end of the summer or winter activities. He added the commission approved the change but approval from Council was also needed for a bylaw change. There were no questions. This item will be referred to a City Council Meeting for action. 2. Consider Awarding the Annual Sewer Cleaning Project – Jason Stordahl Mr. Stordahl introduced Mr. Dillon Nelson who is the lead wastewater/stormwater operator and his responsibilities include storm sewer system, the sanitary system, and the flood control that involves those systems. He added Mr. Nelson oversaw maintenance and operations of those systems. He reminded the Council annual sewer cleaning was started in 2011 by cleaning about a fifth of the city lines each year but it was more like a fourth of the city when including the problem areas. He explained the proposal included project 1 which was the south end of town west of Bygland Road and project 2 was the areas that were cleaned every year due to various issues. He said they had requested proposals, three were received back and had been included in the packet, and the proposal request included an alternate, but they would like to reject that part of the proposal. He added almost all the lines had already been televised in the last few Work Session January 28, 2025 years. He recommended rejecting the alternative and awarding the two project areas to Johnson Jet-Line for a total of $103,952.92 and there were enough funds in the sewer fund to cover the cost. Council member Helms asked if they had worked with this company before. Mr. Stordahl said they had worked with them many times and they had done good work. Council President Larson asked for more detail about the problem areas that were cleaned every year and what could be done so it wasn’t a yearly cost. Mr. Nelson told the Council that a lot of those areas were rear easements, tree roots caused issues, the city lines were open because of regular maintenance, but the roots from private services grew into the city’s line which caused issues. He explained how they would cut roots in the line to keep things open but some of the sanitary lines had liners in them, so they needed other equipment to trim roots. He stated that restaurants tried to keep up with their own preventative maintenance, but grease still got by, so they needed to keep up cleaning those lines. Council President Larson asked about the industrial park area. Mr. Nelson said gravel got into the lines and there were also grease separators in that area as well, so they had the same issues in that area. Mr. Stordahl told the Council they were looking into possible remedies for the problem areas that included pipe relining along with starting a grease program that allowed inspections to make sure businesses were doing what was needed. He added they would include something that would allow them to take action if needed. There were no further questions. This item will be referred to a City Council Meeting for action. 3. Request to Authorize Plans & Specifications for 2025 City Project No. 3 for Lift Station No. 13 Rehabilitation – Jason Stordahl Mr. Stordahl informed the Council the lift had been constructed after the 1997 flood for the temporary housing area, it was located by the intersection 23rd Street NW and 3rd Avenue NW, and was located in a resident’s yard. He explained the piping and fittings were deteriorating and needed to be replaced. He stated they were proposing to install a flow meter and add a building to shelter all the components because the box they were currently in was a stand along electrical box that snow got into which caused problems. He added how this was a unique situation because of the location of the lift station so if the plans and specifications were prepared, they would contact the homeowner to discuss the project, the building placement, and try to match the aesthetics of the building to the home. There were no questions. This item will be referred to a City Council Meeting for action. Council member Helms gave his deepest sympathy to Mayor Olstad and he was sorry for his loss. Council President Larson said the whole council shared that message and prayers were with the Olstad family. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER CASMEY, TO ADJOURN THE JANUARY 28, 2025 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:11 P.M. Voting Aye: Helms, Casmey, Larson, Peterson, Schumacher, and Riopelle. Voting Nay: None. Absent: Pokrzywinski. _______________________________________________ Megan Nelson, City Clerk Page | 2