City Council Agendas & Packets

AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, MAY 20, 2025 – 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 “Council Meeting” for the East Grand Forks, Minnesota City Council of May 6, 2025. 2. Consider approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of May 6, 2025. 3. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of May 13, 2025. 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. 4. Consider adopting Resolution No. 25-05-39 approving the 2025 updates to the Public Transit Agency Safety Plan (PTASP) and the Transit Asset Management (TAM) Plan which is subject to review and approval from the Minnesota Department of Transportation and the Federal Transit Administration. 5. Consider approving the Special Event Application to the Self-Advocates Minnesota Northwest Region to hold the Disability is Not a Bad Word Celebration Event from 10am to 3pm on Saturday, July 26th utilizing a portion of the parking lot by the Veterans Memorial and waive the special event and transient merchant fees for the event. 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 to the Red River Valley Iron Pigs for the motorcycle ride on the Kenneth M. Olson Memorial Trail in the greenway system on Saturday, August 9, 2025 starting at 10:30am for approximately 30 minutes or until all the motorcycles have made it through the greenway. 7. Consider approving the Exempt Gambling Permit Application for the East Grand Forks Home Run Club to hold a raffle on August 13, 2025 at the East Grand Forks City Hall located at 600 Demers Ave NW East Grand Forks, MN 56721 and waive the 30-day waiting period. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 8. Regular meeting minutes of the Water, Light, Power, and Building Commission for April 16, 2025. COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 9. Consider approving the On-sale Weekday and On-sale Sunday Liquor License renewals for the following applicants: a. Blue Moose Bar & Grill located at 507 2nd St NW East Grand Forks, MN 56721. b. Valley Golf Association located at 2407 River Road NW East Grand Forks, MN 56721. c. River Cinema 15 located at 211 Demers Ave NW Suite 4A East Grand Forks, MN 56721. d. The Shire Bar & Grill located at 211 Demers Ave NW Suite 4B East Grand Forks, MN 56721. e. Mike’s Pizza & Pub located at 411 2nd St NW East Grand Forks, MN 56721. f. Eagle’s Club 350 located at 227 10th St NW East Grand Forks, MN 56721. 10. Consider approving the Off-sale Non-intoxicating Malt Liquor License renewals for the following applicants: a. Northdale Oil Inc located at 607 Gateway Dr NE East Grand Forks, MN 56721. b. Orton’s Point Cenex located at 504 Rhinehart Dr SE East Grand Forks, MN 56721. 11. Consider approving the Off-sale Intoxicating Liquor License renewals for the following applicants: a. Hugo’s Wine & Spirits located at 310 14th St NE East Grand Forks, MN 56721. b. Pop’s Liquor located at 122 4th St NE East Grand Forks, MN 56721. 12. Consider approving the Combination On-sale and Off-sale liquor license renewal for Bernie’s Restaurant located at 121 Demers Ave East Grand Forks, MN 56721. 13. Consider authorizing staff to begin negotiations with Construction Engineers for Construction Manager at Risk services for the Facility Improvement Projects. 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 14. Consider adopting Resolution No. 25-05-40 authorizing the interest funds from the EDA revolving loan funds to be allocated into a separate account establishing a discretionary loan account with a beginning balance of $61,143.38 and accrued interest from future years will be allocated into the discretionary loan fund. 15. Consider adopting Resolution No. 25-05-42 approving the year-end transfers for budget year 2024. CLAIMS: 16. Consider adopting Resolution No. 25-05-41 authorizing the City of East Grand Forks to approve purchases from Border States Trophy the goods referenced in check number 44394 for a total of $293.15 whereas Council member Riopelle is personally interested financially in the contract. 17. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. COUNCIL/STAFF REPORTS: ADJOURN: Upcoming Meetings Work Session – Tuesday, May 27, 2025 – Training Room – 5:00 PM Council Meeting – Tuesday, June 3, 2025 – Council Chambers – 5:00 PM Work Session – Tuesday, June 10, 2025 – Training Room – 5:00 PM Council Meeting – Tuesday, June 17, 2025 – 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, MAY 6, 2025 – 5:00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, May 6, 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, Ben Pokrzywinski, 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; Keith Mykleseth, Water and Light General Manager; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. PLEDGE OF ALLEGIANCE: RECOGITION OF THE RETIREMENT OF RON BUBENDORF: Mr. Stordahl stated that Mr. Ron Bubendorf was going to be retiring after over 47 plus years working for the city, he would be truly missed, he had been a mentor, and had worked on every asset of the city over the years. Ms. Perez presented Mr. Bubendorf with a plaque in appreciation for his years of service. Mr. Bubendorf said thank you very much, added he worked for the City for 48 years and four months, and he worked under six mayors, city administrators, and supervisors. He listed the people he had started working with and how he had a goal to work for 50 years but his health did not hold up, so he decided it was time to quit and thanked everyone. Council President Larson thanked Mr. Bubendorf for his service. OPEN FORUM: Council President Larson 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 “Council Meeting” for the East Grand Forks, Minnesota City Council of April 15, 2025. 4 City Council Meeting May 6, 2025 2. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of April 22, 2025. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER CASMEY, TO APPROVE ITEMS ONE (1) AND TWO (2). Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. 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 the East Grand Forks Relief Association to hold a raffle on September 13, 2025 at Valley Golf Course located at 2407 River Road NW East Grand Forks, MN 56721 and waive the 30-day waiting period. 4. Consider approving the Special Event Application for the East Grand Forks Police Association to hold the Law Enforcement 10-78 5K Run/Walk event on Saturday, August 9th to include the closure of the parking lot by restaurant row from 8am to 12pm. 5. Consider approving the Special Event Application for the Red River Valley Catfish Club to hold the Mike Taylor Benefit Catfish Tournament on Saturday, May 17, 2025 from approximately 7:00am to 4:00pm. 6. Consider approving the Special Event Application for Sacred Heart to hold their annual Spring Carnival on Thursday, May 14th and authorize the closure of a portion of 3rd Street NW from approximately 3:30pm to 8:00pm. 7. Consider adopting Resolution No. 25-05-32 authorizing the City Administrator/Clerk-Treasurer to certify the listed account for delinquent utilities to the County Auditor for collection with the 2026 real estate taxes. 8. Consider approving the Special Event Application for Facility Use from the EGF School Readiness group for the Anything Goes Sale scheduled for June 4th and 5th and waive the requirement for any transient merchants participating in the sale. 9. Consider approving the Parade Application for the KEM Shriners to hold the Potato Bowl Parade on September 6, 2025 contingent upon approval from MNDOT for the closure of the Sorlie Bridge. 10. Consider approving the Special Event Application for the Cruz-in Downtown Car Show and authorize the closure of the parking lot by restaurant row on June 26th from 3pm to 8pm and on August 28th from 3pm to 8pm and waive fees associated with these events. 2|Page 5 City Council Meeting May 6, 2025 11. Consider approving the Special Event Application for the Riverside Christian School to block off a portion of 7th Street NE from approximately 10:00am to 2:00pm to be used as a part of the track and field day. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE ITEMS THREE (3) THROUGH ELEVEN (11). Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 12. Regular meeting minutes of the Water, Light, Power, and Building Commission for April 2, 2025. COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 13. Consider adopting Resolution No. 25-05-33 authorizing the Parks and Recreation Department to issue a free single day pass to all the students in kindergarten through eighth grade in all three schools located in East Grand Forks to be used during the 2025 pool season. A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADOPT RESOLUTION NO. 25-05-33 AUTHORIZING THE PARKS AND RECREATION DEPARTMENT TO ISSUE A FREE SINGLE DAY PASS TO ALL THE STUDENTS IN KINDERGARTEN THROUGH EIGHTH GRADE IN ALL THREE SCHOOLS LOCATED IN EAST GRAND FORKS TO BE USED DURING THE 2025 POOL SEASON. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. 14. Consider adopting Resolution No. 25-05-34 entering into an Agreement with the City of Grand Forks for the following purposes: a joint rehabilitation agreement to provide engineering, bid specifications, and supervision of construction for the rehabilitation of City East Grand Forks 2026 City Project No. 1 (26CP1), Minnesota Bridge No. 60506 and North Dakota Structure No. GF02. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER PETERSON, TO ADOPT RESOLUTION NO. 25-05-34 ENTERING INTO AN AGREEMENT WITH THE CITY OF GRAND FORKS FOR THE FOLLOWING PURPOSES: A JOINT REHABILITATION AGREEMENT TO PROVIDE ENGINEERING, BID SPECIFICATIONS, AND SUPERVISION OF CONSTRUCTION FOR THE REHABILITATION OF CITY EAST GRAND FORKS 2026 CITY PROJECT NO. 1 (26CP1), MINNESOTA BRIDGE NO. 60506 AND NORTH DAKOTA STRUCTURE NO. GF02. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. 3|Page 6 City Council Meeting May 6, 2025 15. Consider adopting Resolution No. 25-05-35 ordering improvement and preparation of the plans and specifications for the 2026 City Project No. 1 for the Point Bridge rehabilitation. A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER CASMEY, TO ADOPT RESOLUTION NO. 25-05-35 ORDERING IMPROVEMENT AND PREPARATION OF THE PLANS AND SPECIFICATIONS FOR THE 2026 CITY PROJECT NO. 1 FOR THE POINT BRIDGE REHABILITATION. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. 16. Consider adopting Resolution No. 25-05-36 accepting and awarding the 2025 City Project No. 3 for Lift Station No. 13 Rehabilitation project to ICS Inc for a total of $304,155.00. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO ADOPT RESOLUTION NO. 25-05-36 ACCEPTING AND AWARDING THE 2025 CITY PROJECT NO. 3 FOR LIFT STATION NO. 13 REHABILITATION PROJECT TO ICS INC FOR A TOTAL OF $304,155.00. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. 17. Consider adopting Resolution No. 25-05-37 approving the hiring of Brenna Mathiason as the Parks & Recreation Specialist at a salary of $24.98 per hour. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER PETERSON, TO ADOPT RESOLUTION NO. 25-05-37 APPROVING THE HIRING OF BRENNA MATHIASON AS THE PARKS & RECREATION SPECIALIST AT A SALARY OF $24.98 PER HOUR. Council member Helms said he was going to vote to approve but wished this item would been at a work session first. He added that he would like to discuss future hirings on the scale because why do they have it if it is not going to be used. Mr. Huttunen said they would. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. 18. Consider authorizing the Mayor and City Administrator to sign and send the letter of support to Congresswoman Fischbach requesting the preservation of the federal tax exemption on municipal bonds. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO AUTHORIZE THE MAYOR AND CITY ADMINISTRATOR TO SIGN AND SEND THE LETTER OF SUPPORT TO CONGRESSWOMAN FISCHBACH REQUESTING THE PRESERVATION OF THE FEDERAL TAX EXEMPTION ON MUNICIPAL BONDS. 4|Page 7 City Council Meeting May 6, 2025 Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. CLAIMS: 19. Consider adopting Resolution No. 25-05-38 authorizing the City of East Grand Forks to approve purchases from Border States Trophy the goods referenced in check number 44308 for a total of $40.00 whereas Council member Riopelle is personally interested financially in the contract. A MOTION WAS MADE BY COUNCIL MEMBER CASMEY, SECONDED BY COUNCIL MEMBER SCHUMACHER, TO ADOPT RESOLUTION NO. 25-05-38 AUTHORIZING THE CITY OF EAST GRAND FORKS TO APPROVE PURCHASES FROM BORDER STATES TROPHY THE GOODS REFERENCED IN CHECK NUMBER 44308 FOR A TOTAL OF $40.00 WHEREAS COUNCIL MEMBER RIOPELLE IS PERSONALLY INTERESTED FINANCIALLY IN THE CONTRACT. Voting Aye: Pokrzywinski, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. Abstain: Riopelle. 20. 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 PETERSON, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK- TREASURER TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. COUNCIL/STAFF REPORTS: Mayor Olstad thanked Mr. Bubendorf for his service over the years, how he probably had many stories, and he appreciated the service he provided to the City. He thanked him again and hoped he was able to find a hobby. He stated over the weekend was National Firefighters Day so he wanted to recognize the firefighters and thank them for what they do. He also thanked those that were able to attend the tri-city meeting that was held with Thief River Falls and Crookston, it was a good to meet with them because these meetings had been on hold for a few years, and hopefully they will be able to meet with the State Legislators later this year to discuss issues. He said Happy Mother’s Day which would be coming up over the weekend. Council Member Schumacher congratulated Mr. Bubendorf on his retirement and informed everyone it was teacher appreciation week. She added the school year was winding down and she was looking forward to summer. Council Member Pokrzywinski also congratulated Mr. Bubendorf on his retirement and hopefully one day he would be there as well. He wished the East Grand Forks Robotics team good luck over the next few days while competing in the Worlds competition. 5|Page 8 City Council Meeting May 6, 2025 Council Vice-President Riopelle congratulated Mr. Bubendorf on his retirement and was questioning why the flags were lowered because he didn’t realize it was the National Firefighters Day until after he read about it in the newspaper. Council Member Helms said he had the same question about the flags being at half-staff. He asked Mr. Bubendorf if he knew how much he would be missed because he knew what and how much he did, how he was always there, and that it was probably his second time being at a council meeting in all of the years he worked. Mr. Bubendorf said he had attended a few. Council member Helms congratulated him on his retirement. Council Member Casmey congratulated Mr. Bubendorf and hoped he enjoyed his retirement. Council Member Peterson congratulated Mr. Bubendorf and wished him good luck in his retirement. Mr. Huttunen also congratulated Mr. Bubendorf, thanked him for all his years of service, and welcomed Ms. Mathiason. Mr. Galstad thanked Mr. Bubendorf, how he was able to help him with questions, and he was always there to help anyone. Mr. Emery congratulated Mr. Bubendorf on his retirement and it was something to be proud of. Mr. Stordahl said there would be a retirement party for Mr. Bubendorf next Friday from 1pm to 3pm in the Training Room. Chief Hedlund told everyone that May 15th was the annual Police Memorial Ceremony which would be held at the Police Memorial site off of Cherry Street by Optimist Park in Grand Forks and would be starting at 2pm. He also thanked Mr. Bubendorf for everything he had done for the Police Department and for all the other departments as well. He added Mr. Bubendorf had taken great care of them over the years. Chief Boushee thanked Mr. Bubendorf for his years of service. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER HELMS, TO ADJOURN THE APRIL 15, 2025 REGULAR COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:19 P.M. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 6|Page 9  #2 UNAPPROVED MINUTE SUMMARY OF THE CLOSED MEETING CITY OF EAST GRAND FORKS TUESDAY, MAY 6, 2025 – FOLLOWING THE COUNCIL MEETING CALL TO ORDER: The Closed Meeting of the East Grand Forks City Council for Tuesday, May 6, 2025 was called to order by Council President Larson at 5:31 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, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Staff Present: Ron Galstad, City Attorney and Reid Huttunen, City Administrator. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. 1. The meeting will be closed pursuant to MN Statute 13D.05 Subd. 3(C)(3) to develop or consider offers or counteroffers for the purchase of real or personal property identified as Parcels No. 83.02308.00 and No. 44-2213-00001-000. A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER RIOPELLE, TO MOVE INTO CLOSED SESSION. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. Discussion followed in closed session. A MOTION WAS MADE BY COUNCIL MEMBER CASMEY, SECONDED BY COUNCIL MEMBER RIOPELLE, TO MOVE INTO OPEN SESSION. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER HELMS, TO ADJOURN THE MAY 6, 2025 CLOSED MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 6:08 P.M. Voting Aye: Pokrzywinski, Riopelle, Helms, Casmey, Larson, Peterson, and Schumacher. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 10  #3 UNAPPROVED MINUTES OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, MAY 13, 2025 – 5:00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, May 13, 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, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; 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; 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. Consider Construction Manager at Risk for Recreation Facilities Projects – Jeremy King Mr. King reminded the Council that this process had started back on March 18 th, they had received three proposals from inBYLT, Kraus Anderson, and Construction Engineers, the selection committee conducting interviews, and the committee identified Construction Engineers as the most qualified. He said the next step was to negotiate the contract and once finalized it would be brought to the Council for final approval. Council member Helms asked about no construction spending without council approval. Mr. King stated nothing had been spent at this point and nothing would be spent without the Council approval for the projects. There were no further questions. This item will be referred to a City Council Meeting for action. 2. Consider Approval of the Public Transit Agency Safety Plan (PTASP) and the Transit Asset Management Plan (TAM) – Nancy Ellis Ms. Ellis informed the Council the plans had been updated and how the plans were required by the Federal Government. She reviewed what the plans covered including safety objectives, reporting, record keeping, and the plans were not published online because of the security items that were included. She stated the asset plan included the useful life of the assets and had items that were not public. She added the three- year triannual review was going to take place this year, so they were making sure the plans were up to date and was asking for approval. There were no questions. 11 Work Session May 13, 2025 This item will be referred to a City Council Meeting for action. 3. Consider Creating EDA Discretionary Loan Account using Revolving Loan Fund interest accruals – Maggie Brockling Ms. Brockling explained the Finance Director informed her there was interest accruing on the revolving loan funds totaling $61,143 and they were seeking approval to move the interest amount into a new account. She said if they were able to get the request approved before the completion of the year end audit the fund could be set up and the policy would come later setting up how the funds could be used which would be approved by both the Economic Development Authority (EDA) and the City Council. She told the Council these funds could be used to make the City more competitive with Grand Forks and their economic development lending policies. She listed possible ways to use the funding and how it could build upon the current programs available. She stated there could be small amounts loaned out because the amount of interest varied from $30,000 up to about $50,000 per year. Council Vice-President Riopelle asked if the funds would be allocated by the EDA or by the City Council. Discussion followed about having the EDA allocate the funding because it could be more beneficial and a faster process. Mr. Galstad suggested setting an amount allowed by the EDA and anything over that amount it would be approved by the City Council. Ms. Anderson told the Council the interest funding was from EDA funds and reminded them a policy would be created to determine how the funds could be used. Council member Pokrzywinski commented on how there was $61,000 to start the fund, it would grow each year by $30,000 up to $50,000, an amount could be set that the EDA could approve, and over that amount it would be approved by the Council. Council member Helms stated the EDA was upfront with the Council and most items came before the Council. He added the EDA Board could set the policy. Mayor Olstad stated they needed to have a good discussion to set a good policy so it would not need to be updated in a short amount of time. This item will be referred to the City Council Meeting for action. 4. Consider Special Event Request from the Self Advocates of Minnesota of the Northwest Region – Megan Nelson Ms. Nelson informed the Council staff had received a special event application from the Self Advocates of Minnesota Northwest Region who were looking to host a community event in July. She explained since this was a first-time event so staff had met with the organizers to determine what was needed, they were looking at using the parking lot space by the Veteran Memorial, and because this would be a free community event they were requesting that the fees for the special event and transient merchants would be waived. She stated they would need barricades, picnic tables, and garbage cans and asked if the Council would support the event and waiving the fees. Mayor Olstad said the organizer had reached out to him so he referred her to staff members, this was a good thing to do, it would benefit the community, nothing else was scheduled in that area, and since they were a non-profit he had no issue with waiving the fees. Council member Pokrzywinski said he would support this and asked if it was going to be a rain or shine event or if they had a backup plan in case of inclement weather. Ms. Nelson said that was not something they had talked about so she would ask, she mentioned how they would like to grow this event, and have it be an annual event. Council President Larson asked about using social media to get information out about it. Ms. Nelson said they could look into it and it would be brought up at meetings and being on the agenda would help get the information out 2|Page 12 Work Session May 13, 2025 to the public. Mayor Olstad added it was the same weekend as the Cats Incredible tournament. There were no further questions. This item will be referred to a City Council Meeting for action. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADJOURN THE MAY 13, 2025 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:17 P.M. Voting Aye: Riopelle, Helms, Casmey, Larson, Peterson, Schumacher, and Pokrzywinski. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 3|Page 13  AGENDA ITEM #__4_____ Request for Council Action Date: May 13, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Nancy Ellis, East Grand Forks Transit Manager RE: Approve the Public Transit Agency Safety Plan (PTASP Plan) and the Transit Asset Management Plan (TAM Plan) RECOMMENDATION: Staff recommend approval of the updates to the Public Transit Agency Safety Plan (PTASP Plan) and the Transit Asset Management Plan (TAM Plan). The PTASP Plan and TAM Plans were developed in 2022 and must be updated to meet current requirements/timelines. BACKGROUND: Managing safety and risk is an essential part of our business activities. Cities Area Transit Public Transit Agency Safety Plan (PTASP) is a specific element of the agency’s responsibility and establishes safety policies, identifies hazards, controls risk, allows for goal setting and planning, prioritizes resources, and measures performance. The goal of the PTASP is to increase safety within our transit system by proactively implementing the four components of SMS: Safety Management Policy, Safety Risk Management, Safety Assurance, and Safety Promotion. The PTASP addresses the following elements: • Policy Statement • Safety Objectives • Safety Performance Targets • Safety Accountabilities and Responsibilities - • • Employee Safety Reporting Program • PTASP Review and Record Keeping • Safety Risk Management Approach • Safety Assurance • Safety Training and Communication -1- 14  May 13, 2025 Request for Council Action The Transit Asset Management (TAM) plan is created in compliance with The National Transit Asset Management System Final Rule (49 U.S.C. 625) to establish a strategic and systematic practice for procuring, operating, inspecting, maintaining, rehabilitating, and replacing the agency’s capital assets. This includes the management of performance, risks, and cost over an asset’s life cycle to support safe, cost-effective, and reliable public transportation. The goals of the Asset Management Plan of Cities Area Transit are to support safe, clean, reliable, and high-quality transit services while making maximum use of financial resources. There are four elements that Tier II agencies must have per TAM requirements: • Inventory of Capital Assets: All capital assets that a transit provider owns, operates or manages, including those acquired without FTA funds. • Condition Assessment: Rating of Inventoried assets, collected at individual or asset class level based on the Useful Life Benchmark • Decision Support Tools: Analytical processes used to make investment prioritization • Investment Prioritization: Ranked list of proposed projects and programs ordered by year of planned implementation SUPPORT MATERIALS: Public Transit Agency Safety Plan and Transit Asset Management Plan will be available to review at the East Grand Forks Transit Office. 2 15  RESOLUTION NO. 25 – 05 - 39 Council Member _______, supported by Council Member _______, introduced the following resolution and moved its adoption: WHEREAS, in accordance with Federal Transit Administration, all transit agencies must adopt a safety and security plan for their organization for their facilities, fleet and employees. WHEREAS, the Public Transit Agency Safety Plan (PTASP) is a specific element of the agency’s responsibility and establishes safety policies, identifies hazards, controls risk, allows for goal setting and planning, prioritizes resources, and measures performance; and WHEREAS, The Transit Asset Management (TAM) plan is created in compliance with The National Transit Asset Management System Final Rule (49 U.S.C. 625) to establish a strategic and systematic practice for procuring, operating, inspecting, maintaining, rehabilitating, and replacing the agency’s capital assets WHEREAS, Both the City of East Grand Forks and Cities Area Transit (CAT) developed the PTASP and TAM plans in 2022 and have updated said plans to meet current requirements; and WHEREAS, Both the City of East Grand Forks and Cities Area Transit (CAT) are required to update said plans according to FTA required timelines and submit the PTASP and TAM Plans to the Federal Transit Administration (FTA); NOW THEREFORE, BE IT RESOLVED that the City of East Grand Forks does hereby approves the 2025 Updates to the PTASP and TAM Plans, subject to MnDOT and FTA review and approval. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: May 20, 2025 Attest: ______________________________ _______________________________________ City Administrator/Clerk-Treasurer President of Council I hereby approve the foregoing resolution this 20th day of May, 2025. ______________________________________ Mayor 16  AGENDA ITEM #_5______ Request for Council Action Date: 4/29/25 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Administration Office RE: Disability is Not a Bad Word Celebration Event Request The Self Advocates of Minnesota (SAM) of the NW Region would like to host the community Disability is Not a Bad Word Celebration on Saturday, July 26th from 10am to 3pm. They would like to utilize the parking lot space by the Veterans Memorial. Request from SAM NW Group: To Whom It May Concern: SAM NW aka Self-Advocates Minnesota Northwest Region is looking to a hold a community event on July 26, 2025 from 10am to 3pm. We are a non-profit organization that is ran for and by people with disabilities. We are asking for all fees to be waived and also for the transient vendor fees to be waived as well. This event will benefit the entire community and bridge the gap between community members with and without disabilities. There will be vendors, food trucks, arts and crafts, a DJ and a program that will allow people to perform open mic. This will be the first disability pride event in East Grand Forks, MN and we hope to make it an annual event. Disability Pride, Disability Justice, Olmstead Decision, Side by Side in the community like everyone else is so important for all people. Please help us make this happen. Audra Nikle SAM NW Rep Staff are asking the Council if they would consider approval for this event and if they would support waiving of the special event fees and the transient merchant fees for the vendors. City fees would be required for the food trucks. -1- 17 18 19 20  AGENDA ITEM #_6______ Request for Council Action Date: 05/20/24 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donal Camsey, and Karen Peterson. Cc: File From: Administration Office RE: Annual Kenneth M Olson Memorial Motorcycle Ride The Administration Office has received the request from the Iron Pigs Motorcycle Club to ride on the Kenneth M. Olson section of the greenway. This would be the 13th annual ride and the 8th time the route included riding on a section of the greenway. This ride is a fundraiser for the Kenneth M. Olson Memorial Scholarship fund. The ride will be starting at 10:30am in East Grand Forks, the group would make their way across on the greenway system, and exit the trails on the Grand Forks side. According to the special event application it will take approximately 10 minutes for them to complete the ride on the trail system. A map of the route has been included. -1- 21 22  #7 23 24  #8 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held on April 16, 2025, at 8:00 am in the City Council Chambers. Present: Grinde, Quirk (Interactive Technology), Rapacz, Riopelle Absent: None Also present: Ron Galstad, Keith Mykleseth, Brian Johnson, Tyler Tretter, Steve Emery, Todd Forster, Brianna Feil, Jordan Midgarden, Corey Thompson, Karla Anderson, Tom Schneiderman It was moved by Commissioner Rapacz supported by Commissioner Quirk to approve the minutes of the previous regular meeting held on April 2, 2025. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Rapacz to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $1,413,448.94. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Rapacz to allow staff to advertise a Request for Proposal for new software and solicit proposals from vendors. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None Commissioner Grinde presented Tom Schneiderman with a plaque and recognized him for almost 17 years of service as a Water Distribution Maintenance Operator. It was moved by Commissioner Rapacz supported by Commissioner Quirk to adjourn at 8:15 am to the next regular meeting on May 7, 2025, at 8:00 am to be held in the City Council Chambers. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None Kristen Shipes Commission Secretary 25  #9 26 27 28 29 30 31  #10 32 33  #11 34 35  #12 36  AGENDA ITEM #_13______ Request for Council Action Date: May 13, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Jeremy King, Parks & Recreation RE: Request to start negotiations with Construction Engineers as Construction Manager at Risk for the Facility Improvement projects Background: At the March 18th City Council meeting, the Council approved City Staff to initiate the Request for Qualifications (RFQ) process to select a Construction Manager at Risk (CMAR) for the Facility Improvement Projects. That process is now complete. Following a thorough review of proposals and interviews conducted by the selection committee, Construction Engineers has been identified as the most qualified CMAR candidate, based on their extensive experience with municipal projects and collaborative project approach. City Staff is now seeking authorization to begin contract negotiations with Construction Engineers for CMAR services related to the Facility Improvement Projects. Once contract terms are successfully negotiated, a final agreement will be presented to the City Council for formal approval. Budget Impact: Construction costs will be finalized as the Guaranteed Maximum Price (GMP) is developed and brought to Council for approval. No construction spending will occur without Council approval. Recommendation: Authorize City staff to begin negotiations with Construction Engineers for Construction Manager at Risk services for the Facility Improvement Project, with the intent to bring a finalized contract to the City Council for consideration. Enclosure: None -1- 37  AGENDA ITEM #_14______ Request for Council Action Agenda Item: EDA Discretionary Loan Account Date: May 13, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice- President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Prepared by: Maggie Brockling, Economic Development Director Cc: File Staff Recommendation: 1. Approve request for the Finance Director to move the revolving loan fund earned interest in the amount of $61,143.38 to a new lending account; 2. Authorize EDA and City staff to execute necessary documents. The City’s revolving loan fund with Minnesota Investment Funds have been repaid by past local business borrowers. These funds have been generating interest revenue and are eligible for relending purposes that follow the EDA Act, Minnesota Statutes, 469.090. The current balance of interest is $61,143.38 and there is a desire from the EDA loan committee and staff to move the balance into an account to administer flexible loans to approved local business applicants. The estimated $30,000 -$50,000 of annual interest revenue generated from the revolving loan funds will continue to seed this flexible lending fund. The municipal attorney and MIF regional representative have been consulted on this matter and advised that this is acceptable and the ideal use of this interest revenue. Pros: • ability to offer small loans with flexible terms and rates • builds our competitive edge • offers risk diversification and opportunities for startups Agenda Item: EDA Discretionary Loan Account 1 of 2 38  AGENDA ITEM #_______ Cons: • unable to offer grants from this fund • loan starting amounts may be deemed too small • may take time to generate a larger balance to make bigger economic investments Alternatives: • Do nothing and leave the funds as is, generating interest • Use the funds for one single, internal city initiative that supports economic development Attachment: 1. July 2014 Operating guidelines for revolving loan funds seeded by state Minnesota investment fund awards 2. Springbrook report showing interest revenue Agenda Item: EDA Discretionary Loan Account 2 of 2 39  RESOLUTION NO. 25 – 05 - 40 Council Member _______, supported by Council Member _______, introduced the following resolution and moved its adoption: WHEREAS, the Economic Development Authority has four revolving loan funds that generate interest off the balances; and WHEREAS, the revolving loan funds were derived from State funds and the City’s repayment obligations have been fulfilled; and WHEREAS, per the EDA Act, Minnesota Statute 469.090 allows the interest generated from these funds to be eligible for relending purposes; and WHEREAS, there is approximately $30,000 up to $50,000 of annual interest revenue generated from the revolving loan funds that could be used in a discretionary loan fund; and WHEREAS, the 2024 interest accrual on the four revolving loan funds total $61,143.38; and WHEREAS, there is a desire to establish a separate account for the discretionary loan account using the 2024 interest accrual of $61,143.38 and future interest accrued from the four revolving loan funds; and NOW, THEREFORE, BE IT RESOLVED the City Council of East Grand Forks authorizes the interest funds from the EDA revolving loan funds to be allocated into a separate account establishing a discretionary loan account with a beginning balance of $61,143.38 and accrued interest from future years will be allocated into the discretionary loan fund. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: May 20, 2025 Attest: ___________________________________ ____________________________________ City Administrator President of Council I hereby approve the foregoing resolution this 20th day of May, 2025. ____________________________________ Mayor 40 General Ledger EDA FUNDS 2021-2024 Interest Earnings User: kanderson Had to use Using Using Using Printed: 05/14/25 10:10:26 Fair Market Parr Value Parr Value Parr Value Period 01 - 13 Value for for CD's for CD's for CD's Fiscal Year 2021 - 2024 Investments only only only 2021 2022 2023 2024 Account Number Description Balance Balance Balance Balance 623 EDA TIF 1-2 E of BN Tri 31 Taxes 000 Tax Revenue 623-36-000-36210 Interest Earnings $ (4,480.83) $ 4,120.48 $ 7,591.56 $ 8,776.19 625 EDA IRP Loan Subfund 31 Taxes 000 Tax Revenue 000 Tax Revenue 625-36-000-36210 Interest Earnings $ (2,313.07) $ 2,611.45 $ 6,312.43 $ 8,610.05 626 MIF (DRLF-97-0003-V-FY98) 33 Intergovernmental 000 Tax Revenue 626-36-000-36210 Interest Earnings $ (16,037.70) $ 16,885.61 $ 33,589.34 $ 39,541.13 633 Downpayment Assistance 36 Special Assessment/Misc Rev 000 Tax Revenue 633-36-000-36210 Interest Earnings $ (2,900.64) $ 2,543.58 $ 4,353.76 $ 4,216.01 Interest Earnings Total $ (25,732.24) $ 26,161.12 $ 51,847.09 $ 61,143.38 EDA Interest Earnings 2021 - 2024 Pg 1 of 1 41 General Ledger Summary Trial Balance User: kanderson Printed: 05/13/2025 - 4:35PM Period: 01 to 12, 2024 Account Number Description Beginning Debit This Period Credit This Period Ending Balance Fund 623 EDA TIF 1-2 E of BN Tri ASSETS 623-00-000-10100 Cash In Banks 391,232.40 8,776.19 0.00 400,008.59 ASSETS Totals: 391,232.40 8,776.19 0.00 400,008.59 Fund 623 Totals: 391,232.40 8,776.19 0.00 400,008.59 Fund 625 EDA IRP Loan Subfund ASSETS 625-00-000-10100 Cash In Banks 353,692.58 69,456.23 0.00 423,148.81 ASSETS Totals: 353,692.58 69,456.23 0.00 423,148.81 Fund 625 Totals: 353,692.58 69,456.23 0.00 423,148.81 Fund 626 MIF (DRLF-97-0003-V-FY98) ASSETS 626-00-000-10100 Cash In Banks 1,769,224.56 253,222.60 190,361.16 1,832,086.00 ASSETS Totals: 1,769,224.56 253,222.60 190,361.16 1,832,086.00 Fund 626 Totals: 1,769,224.56 253,222.60 190,361.16 1,832,086.00 Fund 633 Downpayment Assistance ASSETS 633-00-000-10100 Cash In Banks 197,983.53 4,216.01 26,100.00 176,099.54 ASSETS Totals: 197,983.53 4,216.01 26,100.00 176,099.54 Fund 633 Totals: 197,983.53 4,216.01 26,100.00 176,099.54 Report Totals: 4,491,300.20 934,104.97 721,429.89 2,831,342.94 GL-Summary Trial Balance (5/13/2025 - 4:35 PM) Page 2 42 EDA Interest Earnings Cash Balances Pg 1 of 1 July 2014 OPERATING GUIDELINES FOR REVOLVING LOAN FUNDS SEEDED BY STATE MINNESOTA INVESTMENT FUND AWARDS A local unit of government may establish a Revolving Loan Fund (RLF) with funds from a variety of sources. The guidelines outlined in this document pertain only to a RLF seeded with funds received through the repayment of a loan provided from the state-funded Minnesota Investment Fund (MIF) or Economic Recovery Fund programs administered through the Department of Employment and Economic Development or its predecessors. The local government must follow the RLF guidelines that were submitted with the initial MIF application and approved by your DEED Senior Loan Officer. Although the guidelines provide the policies and procedures for the reuse of these funds, the RLF policies and procedures must also adhere to the same requirements that are followed by the state’s Minnesota Investment Fund program. In addition to the local government’s underwriting criteria, the guidelines from Minn. Stat. 116J.8731 (some of which is summarized below) and from the Minnesota Business Subsidy Law (Minn. Stat. 116J. 993 and 116J.994) must be included in the policies and procedures General Purposes and Guidelines for RLFs Seeded by the Minnesota Investment Fund Purpose and Goals The purpose of the RLF is to provide financial and technical assistance for the creation and retention of new employment. These objectives may be accomplished through the following means: 1. Create/retain permanent private sector jobs to fuel above-average economic growth consistent with environmental protection; 2. Investment in technology and equipment that increase productivity and provide for higher wages; 3. Leverage of private investment to ensure economic renewal and competitiveness; 4. Increase the local tax base to guarantee a diversified industry mix; 5. Improve the quality of existing jobs, based on increases in wages or improvements in the job duties, training, or education associated with those jobs; 6. Improve employment and economic opportunities and create a reasonable standard of living; and 7. Enhance productivity growth through improved manufacturing or new technologies. One way to meet these objectives is to assist businesses that have location options outside Minnesota. These firms bring income into the state and raise the overall standard of living. Eligible Expenditures The MIF-seeded funds may be used in a variety of ways include example noted below. More information is available in Minn. Stat. 116J.8731 and through conversations with your loan officer. 1. Provide loans, loan guarantees, interest buy-downs, and other forms of participation, ensuring that RLF funds are matched by private financing. 2. Fund strategic investments in renewable energy market development. Any expenditure for external marketing for renewable energy market development is not subject to the matching requirements listed above. 3. Provide entrepreneurs with training, other technical assistance, and financial assistance as defined by federal guidelines. 1 43 July 2014 Eligible Projects Assistance must be evaluated on the existence of the following conditions as noted in Minn. Stat. 116J.8731: 1. Creation or retention of jobs, or the improvement of jobs as measured by wages, skills or knowledge; 2. Increase in the tax base; 3. Attraction of private funds to the project; 4. Incapacity of local communities and finance partners to finance project; 5. Results in higher wage levels or workforce skills; 6. Supports development of microenterprises, as defined by federal guidelines, through technical assistance or financial assistance. 7. Need for assistance to retain existing business; 8. Importance of assistance to attract out-of-state business; and 9. The project promotes or advances the green economy. The assistance cannot meet solely 7. or 8.; other conditions must also be present. Eligible Activities RLF’s may be used to fund a variety of business activities including: 1. Acquisition of land 2. Construction or rehabilitation of facilities 3. Site improvements 4. Utilities or infrastructure 5. Machinery and Equipment 6. Training 7. Working capital Advance approval from DEED is necessary if the local government would like to provide financing for activities not listed above. Approval is more likely to occur in projects that relate to business development and involve other local government funds. Ineligible Activities In contrast to federal MIF funds, there are industry limitations on how state MIF RLFs may be used. State MIF RLFs may not be used for the operation, construction or expansion of a casino, a sport facility that that has a professional sports team as a principal tenant or any firm engaged in retailing merchandise. All assistance should follow the approved RLF guidelines. Please call your loan officer to discuss any prospective financing. Wage Goals Businesses receiving RLF-State MIF assistance must pay each employee total compensation, including benefits not mandated by law, that on an annualized basis is equal to at least 110 % of the federal poverty level for a family of four, which as of February 1, 2014 is $12.61 per hour. Each year’s compensation level changes and can be found on DEED’s Business Finance MIF website. Other Eligible Uses of the Funds Minn. Stat. 116J.8731 allows local governments to loan or grant RLF funds to a regional development commission, other regional entities, or a certain statewide community capital funds to provide the local match required for capitalization of a regional or statewide RLF. Unlike federal MIF funds, state MIF funds held by local governments never lose their state identify and must follow all applicable laws and regulations. 2 44 July 2014 The local government must request permission from the DEED before it can commit to providing funds to any of these organizations. The local government does not have the authority to turn over to another entity, such as Port Authority, Economic Development Authority, Housing Authority, etc. revolving loan funds for any purpose; these entities may administer MIF transactions provided the MIF grantee still maintains control over the RLF. Conflict of Interest Minn. Stat. 471.87 and 471.88 provide guidance on conflict of interest in a MIF transaction. An actual conflict of interest shall be deemed to exist when a decision on a MIF transaction would compromise a duty to another party or if special advantage is deemed to occur. Potential conflict of interests shouldl also be considered. Business Subsidy Law As mentioned on page 1, Minn. Stat. 116J.993 and 116J.994 must be followed in the administration of RLF-State MIF. These sections pertain to the definition of a business subsidy, public purpose of the subsidy, criteria, subsidy agreements, wage and job goals, timing of the project, public notice and hearing requirements, failure to meet goals, and reporting of information regarding the outcomes of the subsidy. Job Listing Requirements Per Minn. Stat. 116L.66, a business that receives grants or loans in an amount greater than $200,000 must agree to list any vacant or new positions related to the financial assistance on the MinnesotaWorks.net job bank website. Prevailing Wage Per Minn. Stat. 116J.871, laborers and mechanics at the project site during construction, installation,remodeling, and repairs must be paid the state prevailing wage if the financial assistance is greater than $500,000 for a loan. All contracts for publicly owned infrastructure using the RLF must comply with the prevailing wage provisions. Data Privacy The provision of any information related to any applications for assistance is guided by Minn. Stat. 13.591, particularly Subd 1 and 2. These operating guidelines provide a summary of how to administer revolving loan funds seeded with repayments from Minnesota Investment Fund loans. Specific transactions and RLF administration should be discussed with your DEED Senior Loan Officer. Other applicable state and federal laws and rules must also be followed. 3 45  AGENDA ITEM #_15______ Request for Council Action Date: May 16, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Karla Anderson, Finance Director RE: 2024 Year End transfers and Project Fund transfers Attached is a resolution on transfers done/needed as of 12-31-24 for the 2024 Year End and audit. Some of the transfers were budgeted, budgeted amount is stated. Debt Service Fund 539 Bond 2017 Improvement Bond-collection of Special Assessments not keeping up with debt payment. 2001 Improvement Bond is paid off, Fund 531 has a positive cash balance. Transfers were made from Fund 209 State Aid Maintenance for expenses incurred in 2024 even if the project is not completed. Some projects had budgeted transfers from the Building Maintenance fund, General Fund Local Street Maintenance, and Storm Water Fund these are included in the transfers. Sick Leave Accrual was budgeted for $75,000 to get cash balance closer to the liability, $98,000. Recommendation: To accept all the transfers as presented in the Resolution submitted. 46  RESOLUTION NO. 25– 05 - 42 Council member _______ supported by Council Member _______, introduced the following resolution and moved its adoption: WHEREAS, the City Council has passed budget resolution authorizing other transfers occurring in 2024; BE IT RESOLVED, By the City Council of the City of East Grand Forks, Minnesota, that the City Administrator/Clerk-Treasurer is authorized to make the following transfers for budget year 2024 as set out hereafter: Reason Amount Transfer To Transfer From EDA Transfer (Budget $222,363.15) $243,063.87 620-39-000-39201 101-49-300-47230 EDA Admin General Fund Budget ($66,600) for Tax Rebates $38,787.12 101-39-000-39204 280-49-300-47200 General Fund Housing Fund Cemetery Budget($21,234.18) $25,463.71 214-39-000-39201 101-49-300-47260 Transfer Cemetery Fund General Fund 539 Debt Service Fund shortage $90,000.00 539-39-000-39204 101-49-300-47210 2017 Imp Bond General Fund Transit Budget ($100,000) transfer $100,000.00 210-39-000-39201 101-49-300-47220 Transit Fund General Fund 23CPs LaFave Park ADA $12,500.00 415-39-000-39201 209-49-300-47200 Transit Fund State Aid Maint 23CP2 LaFave Park $219,880.66 415-39-000-39201 212-49-000-47200 City Projects Sales Tax Fund 23CP2 LaFave Park Shelters $88,000.00 415-39-000-39201 425-49-300-47200 City Projects Building Maintenance 23CP2 LaFave Park Storm water $46,139.49 415-39-000-39201 609-43-705-47200 City Projects StormWater Fund 23CP5 Sidewalk Multi Use Connection $35,000.00 415-43-000-39201 101-49-300-47200 City Projects General Fund Projects 23CP5 Sidewalk Multi Use Connection $14,293.06 415-43-000-39201 209-49-300-47200 City Projects State Aid Maint 22CP3 Quiet Zone $608,923.48 415-39-000-39201 209-49-300-47200 City Projects State Aid Maint 22CP3 Quiet Zone Storm Water $85,000.00 415-39-000-39201 609-43-705-47200 City Projects StormWater Fund 22CP3 Quiet Zone Gen Fund St Maint $87,887.00 415-39-000-39201 101-49-300-47200 City Projects General Fund St Maint 47  23CP6 HAWK system $123,202.99 415-39-000-39201 209-49-300-47200 City Projects State Aid Maint Sick Leave Benefit(Budget $75,000) $75,000.00 705-39-000-39201 101-49-300-47240 Benefit Accrual General Fund 23CP2 LaFave Park Match $50,000.00 415-39-000-39201 101-49-300-47200 City Projects General Fund 22CP1 Civic Center Sales Tax Project $54,047.04 415-39-000-39201 425-49-300-47200 (Budget $66,000) City Projects Building Maintenance 23CP4 Street ADA Subtarget $14,040.98 415-39-000-39201 209-49-300-47200 City Projects State Aid Maint Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: May 20, 2025 Attest: __________________________________ ____________________________________ City Administrator President of Council I hereby approve the foregoing resolution this 20th day of May, 2025. ____________________________________ Mayor 48  #16 RESOLUTION NO. 25 – 05 - 41 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 44394 for a total of $293.15. 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 $293.15 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: May 20, 2025 Attest: City Administrator President of Council I hereby approve the foregoing resolution this 20th day of May, 2025. Mayor 49 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 44394 for a total of $293.15. 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 May 6, 2025. 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) 50  #17 51 52