City Council Agendas & Packets

AGENDA - AMENDED OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, SEPTEMBER 2, 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 August 19, 2025. 2. Consider approving the minutes of the “Special Meeting” for the East Grand Forks, Minnesota City Council of August 19, 2025. 3. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of August 26, 2025. 4. Council approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of August 26, 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. 5. Consider approving the Exempt Gambling Permit application for the Sacred Heart Church & School to hold raffles on January 6, 2025 at Sacred Heart School located at 200 3rd St NW East Grand Forks, MN 56721 and waive the 30-day waiting period. 6. Consider approving the Special Event Application for the Annual City Showcase event and authorize the closure of the parking lot by restaurant row on September 3rd from approximately 3pm to 8pm. 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 7. Consider approving the Exempt Gambling Permit application for the East Grand Forks Home Run Club to hold bingo on October 16, 2025 at the Eagles Club located at 227 10th St NW East Grand Forks, MN 56721. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 8. Regular meeting minutes of the Water, Light, Power, and Building Commission for August 6, 2025. COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 9. Consider adopting Resolution No. 25-09-65 approving the results of the cannabis retail registration drawing and preliminary registration approval for Red Iris LLC and Skol MN LLC with the final registration contingent upon the businesses completing the necessary steps, meeting all State Statues and City Ordinance requirements, and Skol MN LLC must obtain the retail endorsement with their microbusiness license. 10. Consider approving the request to start the internal hiring process for Police Investigator. 11. Consider adopting Resolution No. 25-09-67 approving the recommendation of installing a new ammonia-based indirect refrigeration system and to move forward with Option 2 as the base bid and include Option 3 as an add alternate in the bidding process for the VFW Memorial Arena. 12. Consider adopting Resolution No. 25-09-68 authorizing the submission of the application to the Mighty Ducks Grant Program for funding for the VFW Memorial Arena Refrigeration Replacement Project and authorize the City Administrator to execute any necessary agreements if the City is awarded. 13. Consider authorizing staff to work with the East Grand Forks Arts & Crafts Council to finalize a facility use agreement for the space needed for the annual Arts & Crafts Show scheduled for October 3rd through October 5th. CLAIMS: 14. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. COUNCIL/STAFF REPORTS: ADJOURN: Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. 2  AGENDA OF THE CITY COUNCIL CLOSED MEETING CITY OF EAST GRAND FORKS TUESDAY, SEPTEMBER 2, 2025 – FOLLOWING THE COUNCIL MEETING CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: 1. The meeting will be closed pursuant to MN Statute 13D.05 Subd. 2(b) for preliminary consideration of allegations or charges against an individual subject to its authority. ADJOURN: Upcoming Meetings Work Session – Tuesday, September 9, 2025 – Training Room – 5:00 PM Council Meeting – Tuesday, September 16, 2025 – Council Chambers – 5:00 PM Work Session – Tuesday, September 23, 2025 – Training Room – 5:00 PM Council Meeting – Tuesday, October 7, 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 MINTUES OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, AUGUST 19, 2025 – 5:00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, August 19, 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, 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. PLEDGE OF ALLEGIANCE: 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 August 5, 2025. 2. Consider approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of August 5, 2025. 3. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of August 12, 2025. 4. Council approving the minutes of the “Special Meeting” for the East Grand Forks, Minnesota City Council of August 12, 2025. 4 City Council Meeting August 19, 2025 A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE ITEMS ONE (1) THROUGH FOUR (4). Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. 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. 5. Consider approving the Exempt Gambling Permit application for the Knights of Columbus Christ the King Council 5341 to hold raffles from November 1, 2025 through June 6, 2026 at Sacred Heart located at 200 3rd St NW East Grand Forks, MN 56721 and waive the 30-day waiting period. 6. Consider adopting Resolution No. 25-08-62 approving the summary of the City Administrator’s evaluation which states he generally exceeds the performance standard with his job performance. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER SCHUMACHER, TO APPROVE ITEMS FIVE (5) AND SIX (6). Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 7. Regular meeting minutes of the Water, Light, Power, and Building Commission for July 16, 2025 and the minute summary from the July 16, 2025 closed meeting. COMMUNICATIONS: 8. A resignation letter has been received from Erika Perez who is stepping down as the Public Works Supervisor as of August 8, 2025. 9. A retirement letter has been received from Kevin Hanson who is retiring as a Mechanic from the Public Works Department as of August 15, 2025. 10. A resignation letter has been received from Joshua Jackson who is stepping down as a Truck Driver from the Public Works Department as of August 22, 2025. 11. The two items that were tabled from the special meeting on August 12th have not been included on this agenda because the Public Works Director is working through a process on staffing for his department. 2|Page 5 City Council Meeting August 19, 2025 OLD BUSINESS: 12. Consider adopting Ordinance No. 48, 4th Series granting to Northern States Power Company permission to erect a gas distribution system for the purposes of constructing, operating, repairing, and maintaining in the City of East Grand Forks, the necessary gas pipes, mains, and appurtenances for the transmission or distribution of gas to the city and its inhabitants and others and transmitting gas into and through the city and to use the public grounds and public ways of the city for such purposes. (2nd Reading). A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADOPT ORDINANCE NO. 48, 4TH SERIES GRANTING TO NORTHERN STATES POWER COMPANY PERMISSION TO ERECT A GAS DISTRIBUTION SYSTEM FOR THE PURPOSES OF CONSTRUCTING, OPERATING, REPAIRING, AND MAINTAINING IN THE CITY OF EAST GRAND FORKS, THE NECESSARY GAS PIPES, MAINS, AND APPURTENANCES FOR THE TRANSMISSION OR DISTRIBUTION OF GAS TO THE CITY AND ITS INHABITANTS AND OTHERS AND TRANSMITTING GAS INTO AND THROUGH THE CITY AND TO USE THE PUBLIC GROUNDS AND PUBLIC WAYS OF THE CITY FOR SUCH PURPOSES. (2ND READING). Mr. Huttunen reminded the Council staff had been working to finalize a few items in the ordinance, it had been finalized that day, and the updated ordinance was in the packet. He explained there were three minor changes that included Section 3.1 dealt with how abandoned gas facilities were handled, Section 5 dealt with tree trimming and how the City needed to be notified if they would be trimming trees in the right-of- way, and Section 6.1 dealt with the indemnity of the City for projects when the City requested it. He said those had been changed since the first reading and were not major or changed the purpose of the ordinance so this could still be the second reading and be publicized. Mr. Galstad said all modifications were made in the favor of the City, the issues were resolved, and thanked Xcel for working through the process. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. 13. Consider adopting Ordinance No. 49, 4th Series implementing a gas service franchise fee on Northern States Power Company for providing gas service within the City of East Grand Forks (2nd Reading). A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER PETERSON, TO ADOPT ORDINANCE NO. 49, 4TH SERIES IMPLEMENTING A GAS SERVICE FRANCHISE FEE ON NORTHERN STATES POWER COMPANY FOR PROVIDING GAS SERVICE WITHIN THE CITY OF EAST GRAND FORKS (2ND READING). Voting Aye: Riopelle, Larson, Peterson, and Schumacher. Voting Nay: Pokrzywinski. Absent: Helms and Casmey. NEW BUSINESS: 14. Consider approving the ordinance summary for Ordinance No. 48, 4th Series to be used for publication in place of the full ordinance. 3|Page 6 City Council Meeting August 19, 2025 A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO APPROVE THE ORDINANCE SUMMARY FOR ORDINANCE NO. 48, 4TH SERIES TO BE USED FOR PUBLICATION IN PLACE OF THE FULL ORDINANCE. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. 15. Consider authorizing the purchase of six new mobile radios from Stone’s Mobile Radio for a total of $46,055.52 for the East Grand Forks Police Department. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER SCHUMACHER, TO AUTHORIZE THE PURCHASE OF SIX NEW MOBILE RADIOS FROM STONE’S MOBILE RADIO FOR A TOTAL OF $46,055.52 FOR THE EAST GRAND FORKS POLICE DEPARTMENT. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. 16. Consider approving the 2025 update to the Title VI and Limited English Proficiency (LEP) Plan which is a joint plan between the City of East Grand Forks and Cities Area Transit. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO APPROVE THE 2025 UPDATE TO THE TITLE VI AND LIMITED ENGLISH PROFICIENCY (LEP) PLAN WHICH IS A JOINT PLAN BETWEEN THE CITY OF EAST GRAND FORKS AND CITIES AREA TRANSIT. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. 17. Consider approving the Solid Waste Disposal and Management Agreement between the City of East Grand Forks and the City of Grand Forks for use of the Grand Forks landfill. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE THE SOLID WASTE DISPOSAL AND MANAGEMENT AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS AND THE CITY OF GRAND FORKS FOR USE OF THE GRAND FORKS LANDFILL. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. 18. Consider adopting Resolution No. 25-08-63 approving the hiring of Ivan Hagen as a Mechanic for the Public Works Department at a salary of $30.29 per hour. 4|Page 7 City Council Meeting August 19, 2025 A MOTION WAS MADE BY COUNCIL MEMBER SCHUMACHER, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADOPT RESOLUTION NO. 25-08-63 APPROVING THE HIRING OF IVAN HAGEN AS A MECHANIC FOR THE PUBLIC WORKS DEPARTMENT AT A SALARY OF $30.29 PER HOUR. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. CLAIMS: 19. Consider adopting Resolution No. 25-08-64 authorizing the City of East Grand Forks to approve purchases from Border States Trophy the goods referenced in check number 44899 for a total of $43.00 whereas Council member Riopelle is personally interested financially in the contract. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER SCHUMACHER, TO ADOPT RESOLUTION NO. 25-08-64 AUTHORIZING THE CITY OF EAST GRAND FORKS TO APPROVE PURCHASES FROM BORDER STATES TROPHY THE GOODS REFERENCED IN CHECK NUMBER 44899 FOR A TOTAL OF $43.00 WHEREAS COUNCIL MEMBER RIOPELLE IS PERSONALLY INTERESTED FINANCIALLY IN THE CONTRACT. Voting Aye: Pokrzywinski, Larson, Peterson, and Schumacher. Voting Nay: None. Abstain: Riopelle. Absent: Helms and Casmey. 20. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK- TREASURER TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. COUNCIL/STAFF REPORTS: Mayor Olstad stated Heritage Days had been held, there was a great turnout, the parade was great, and the hotdish contest was wonderful and had eight contestants. He said the Polish Ruben Hotdish won first prize this year and it was first time the contestant entering the contest. Mr. Huttunen told the Council the cannabis registration closed a couple weeks ago, the drawing for the two registrations was going to be held on Thursday, and it was rescheduled to 2pm which would be taking place in Council Chambers so anyone interested could attend and watch the process. He added there were around 74 entries for both locations. 5|Page 8 City Council Meeting August 19, 2025 Mr. Emery stated Zavorals had started the day before on the sidewalk project on 17th Ave SE and it would be completed by the time school started. He added ICS had been working on the Lift Station 13 rehab project, they had been focused on the control building, and things had been going well. Chief Hedlund stated in 2 weeks it would be the City’s Showcase, it would be the biggest and best yet, there were many agencies and organizations that would be participating, and it would be held from 5:30pm to 7:30pm on September 3rd. Mr. Galstad asked where it would be held. Chief Hedlund said it would be in the parking lot area by restaurant row. Mayor Olstad said they could come out and try to dunk him in the dunk tank. Chief Hedlund said the dunk tank was going to be a fundraiser and food raiser for the East Grand Forks Food Shelf and along with Mayor Olstad, Representative Gander would be participating along with others. Council member Pokrzywinski said he had a follow up question and asked if there would be two applicants per zone regarding cannabis. Mr. Huttunen said it would be one for each zone, an alternate would also be drawn, and just because someone was drawn, it did not mean they would be opening their doors the next day. He explained applicants only had preliminary approval from the State and there were additional steps they needed to complete for both the State and local levels to make sure they were compliant. He added there was one primary for each zone and one alternate for each zone in the case the first applicant was not able to complete the steps and open a business. Council member Pokrzywinski asked if the downtown district was for retail and industrial was for cultivation. Mr. Huttunen explained the lottery was for two retail locations and the application process was open and available for anyone that wanted to apply for manufacturing or cultivating because there was no limit on those types of businesses and they could apply at any time. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO ADJOURN THE AUGUST 19, 2025 REGULAR COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:16 P.M. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. _______________________________________________ Megan Nelson, City Clerk 6|Page 9  #2 UNAPPROVED MINUTES OF THE CITY COUNCIL SPECIAL MEETING CITY OF EAST GRAND FORKS TUESDAY, AUGUST 19, 2025 – FOLLOWING THE COUNCIL MEETING CALL TO ORDER: The Special Meeting of the East Grand Forks City Council for Tuesday, August 19, 2025 was called to order by Council President Larson at 5:24 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, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Maggie Brockling, Economic Development Director; Nancy Ellis, City Planner; 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. Discussion on the 2026 Budget. – The budget information will be brought to and presented at the special meeting. Mr. Huttunen said they would be going through a presentation, at any time it could be stopped to answer questions, and there would be time for discussion at the end. He explained this included a snapshot of how 2024 ended, what had been budgeted for 2025, and a high-level overview of the preliminary budget for 2026. He stated that Ms. Anderson was putting finishing touches on the preliminary budget and it would be sent out after the meeting or first thing the next day so they would have time to review the budget before the next meeting. Mr. Huttunen explained in 2024 the City collected a lot of back taxes from previous years, some expenditures were lower than expected, due to a lack of snowfall there was less overtime, and utilities were lower due to a milder winter. He stated that because of those factors the general fund reserve balance increased by $943,000 to close out the 2024-year end. He added how they did talk a lot about the percentage of reserves available; it was usually a percent of the revenues, the goal was to stay between 35% and 50%, and the estimate at the 2024 year end to be at 62% of revenues. Mr. Huttunen continued with 2025, projected revenues were estimated to be $13,711,000, total expenditures were $14,091,000, the property tax levy was sent at 3% higher than it was in 2024, and the dollar value of the property taxes was $7,137,984. He reminded the Council that in order to balance the budget, they planned to use $478,318 from reserves, and he noted that the value of 1% of the levy in 2024 10 Special Meeting August 19, 2025 was approximately $69,000, and the $478,000 represented a 7% tax levy. He said they would be starting with about a 10% levy increase from 2024 with the combination of tax levy increase and reserve expenditure. He reviewed the tax levy history back to 2002, it showed the ups and downs of tax levies over the years which included a 0% and -1%, and how there were substantial increases in 2016 and 2017. He said it would be important to talk about the best way to use the reserves because they have increased over the years, how they could use the reserves to buy down the levy, but make sure they did not use reserves to the point where another large increase would be needed. Council member Pokrzywinski asked if they had not done the 0% and -1% and maintained an average amount, if they knew what that average number would be. Mr. Huttunen said he had not done that calculation but estimated it might be around 5% or 6% average. Council member Pokrzywinski said that it could help with future planning and how the off years affected budgeting in the years that followed so they were able to avoid that scenario again because that was not sustainable. Mr. Huttunen moved on to 2026 the estimates that had been prepared up to this point. He stated they started with proposed 3% levy increase which was an increase of $214,139 so 1% of the levy would be $71,379. He stated there was a slight increase in local government aid in 2026 so the City would be receiving $2,468,772 which was not quite $6,000 more than the previous year. He reminded everyone that the City’s Local Government Aid (LGA) received in 2026 was still lower than what was received in 2014 by about $50,000. He stated in 2014 LGA represented about 27% of the City’s overall budget, that was now around 16%, so it continued to be an uphill battle for the City. Council member Pokrzywinski said LGA was a talking point regarding the State’s budget and asked where that ended up. Mr. Huttunen said there was no reduction made to LGA so going into 2026 it was left untouched. He added the Coalition of Greater Minnesota Cities thought it would be brought up again while the State is trying to address the budget deficit. Mr. Huttunen moved on to revenues, there was going to be a loss to in what was collected, more work was needed on that, and one of the areas that would be reduced was in ice rentals with the facility improvements that were going to be done. He stated they were still working through the expense side as well with a reduction in utilities and contingency plans while they were working through the schedule for the upgrades to the park facilities. He said the other area of reduction included funding received for staffing from the Drug Task Force. He stated the total increase of proposed expenditures was $638,000 over 2025, there were still variables because they still needed to negotiate with all four labor unions which have not started but would be over the next coming weeks, there was an increase included in the budget totaling $322,000 for both full and part time positions, steps and a cost of living increase, an increase for health insurance which was still an unknown, and that information usually becomes available in October of each year. He added how there would be an increase due to everyone getting older because the plans were based on age and there was a proposed 16% increase to Blue Cross Blue Shield of Minnesota plans. He stated the start of 2026 also included the start of paid family leave which they were estimating $56,000. Mr. Huttunen reminded the Council they had included a 3% increase to the levy, with everything else included, there was an $862,301 deficit, and to balance it, there would be a 15% levy increase if it was all property tax. He asked for questions, there were none, so he continued with the proposed purchases for 2026, and included a new pickup for $60,000 for the Fire Department, a $65,000 for a pickup for the Parks Department, $9,000 for drones that would be used by the Police Department, and continued down the list of other proposed items. He added the list included a new SUV for the Police Department which would replace the pickup which would be used as the School Resource Officer’s vehicle. He said the top six items were not items that were regularly budgeted, the City would need to plan and budget when the Federal Government required the purchase for a new bus for transit services, and the remainder of the list 2|Page 11 Special Meeting August 19, 2025 was annual items which included $290,000 for the annual street maintenance. He told the Council that line item had been increased by $10,000 over the last few years, next year they would plan for $300,000, and pause at that point to see how much work that could get done. He added how they had been successful utilizing those funds over the last couple years. Mr. Huttunen moved on to the Capital Financing fund, it had been brought up when they discussed the purchase of a motorgrader or payloader, and how information showed the payments that would be made in the coming years and was usually paid back over a nine-year period. He said usually the payments come from the general fund, from time to time they did come from enterprise funds, and there were two items that were scheduled to be purchased in 2026 that include the fuel island and a mower with a broom for the Parks Department. Council President Larson asked if this was the fund where the City borrowed from itself and paid it back. Ms. Anderson said that was correct but if they purchased something like radios, that was usually paid back within five years because technology could change so much. Mr. Huttunen told the Council the listed payments were already committed payments going back to that fund, the two proposed purchases were still up for discussion, and the amount coming from the general fund was listed for each year. Mr. Huttunen started in on the Building Maintenance Fund, he reminded the Council that this fund was not specifically tied to the General Fund, Water and Light transfer funds to the City, the first year they transferred $400,000 was in 2025, and the year-end balance would be around $409,000. He explained they were planning to exceed the balance amount if all projects moved forward in 2026, if that was the case they would need to discuss the long-term plans for this fund, and knowing there was a healthy reserve balance as well as knowing the Building Maintenance Fund could be rebuilt after a couple of years. He stated this was a high-level overview, this would be brought back to the next work session to review the information further, and there would also be a discussion on enterprise funds. He said they would need to set the preliminary levy before September 30th and the final budget did not need to be set until the end of December. He reminded the Council how once the preliminary levy was set, they could not go up from there, but they could reduce it. He asked for questions. Mayor Olstad asked if $71,739 was 1% of the levy for 2025. Mr. Huttunen said that was 1% for 2026 based on the levy from 2025. Council President Larson asked if there were questions and there were none. He thanked staff for putting the information together and walking through it in a clear manner. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO ADJOURN THE AUGUST 19, 2025 SPECIAL COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:47 P.M. Voting Aye: Pokrzywinski, Riopelle, Larson, Peterson, and Schumacher. Voting Nay: None. Absent: Helms and Casmey. _______________________________________________ Megan Nelson, City Clerk 3|Page 12  #3 UNAPPROVED MINUTES OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, AUGUST 26, 2025 – 5:00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, August 26, 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; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. 1. Consider Approving Lieutenant Promotion & Request to Fill Police Investigator – Michael Hedlund Chief Hedlund said he needed to correct his comments from the previous week because the City Showcase event was going to be held from 5pm to 7pm on Wednesday, September 3rd, not 5:30pm to 7:30pm. He reminded the Council about the retirement of the Police Lieutenant in July, it created an opening in investigations, the position would now include some administrative tasks, there were three applicants that applied for the position, and Aeisso Schrage was selected to fill the position. He stated all three applicants did a good job and it was a difficult decision. He added how he was the current task force commander so he would be moving out of that position, this would open another investigative position, and it would be open to sergeants, corporals, and officers which could create an opening which would need to be filled. Mr. Galstad asked how the next task force commander would be selected. Chief Hedlund said the Board would have to decide on how to fill that vacancy. Council member Schumacher asked if this was an internal position. Chief Hedlund stated the process was completed with only internal candidates and it did not include an external process. There were no further questions. These items will be referred to a City Council Meeting for action. 13 Work Session August 26, 2025 2. Results of Cannabis Retail Registration Drawing – Reid Huttunen Mr. Huttunen explained the random selection process was held and he thanked the staff that had helped throughout the process. He stated a primary and secondary or alternate was chosen for each zone, next week he would be asking for approval pending approval from the State issuing the full license, and then the City would be able to issue the business registration. He reminded everyone how there were many steps that would still need to be completed before the businesses would be ready to open. He said Red Iris LLC was a registered retail business that was picked for the downtown location, retailers were limited to 250, and Skol MN LLC was a microbusiness which was unlimited, and they would need to obtain the retail endorsement for the highway location. He asked for questions. Council member Pokrzywinski asked what would happen if both the primary and alternate opened and failed or were not able to open and if they would need to restart the process. Mr. Huttunen stated they would have to think about that along with a number of other questions and at some point, the current list should expire. Council member Pokrzywinski asked what would happen with ownership changes and if that would require another process. Mr. Huttunen informed the Council that the State would not allow an ownership change from the time someone was issued their preapproval through when the business opened. Council member Helms asked about them having to be licensed prior to City approval and what the process was. Mr. Huttunen said it was the original process but was changed to a preliminary process because businesses were not going to build out a space if they were not guaranteed registration and that change was made in the last legislation session. Discussion followed about how other cities did things differently than East Grand Forks, it was not known what all other cities were doing, or what their processes were going to be. There were no further questions. This item will be referred to a City Council Meeting for action. 3. Request to Move Forward with Ammonia-Based Refrigeration System & Discuss Addition & Refrigeration System Options – Jeremy King Mr. King stated that he and Mr. Huttunen had met with the steering committee about this item, JLG was available to answer questions, and after discussions it seemed that an ammonia plant was the best fit for the new ice plant for its overall performance, energy efficiency, and that it would not be phased out in the future. He told the Council the recommendation was to move forward with an ammonia system and there were three options to consider. He explained the first option was to use the existing space, Option 2 would add an addition to the building to help with the ice plant, and Option 3 would also include an addition along with an oversized system so it could run both the VFW Arena and the Blue Line Club Arena. He reminded the Council the Blue Line Arena was built in 2008, it was a synthetic system which would last around 20 to 30 years, the plant was commercially sized, and was not industrially sized. Mr. King continued saying each option had its own price point, Option 1 was estimated at $3.5 million, Option 2 was estimated at $3.6 million, and Option 3 was estimated at $4 million. He said after discussing the options with the steering committee, they would like to ask for Option 2 with Option 3 as an alternate and asked for questions. Council President Larson asked if they moved forward with Option 2 and completed Option 3 later. Mr. King said there was a difference in the size of the system, Option 2 was a 90-ton system and Option 3 was a 160-ton system. He added there was a lot to consider. Council member Helms asked where they received their information. Mr. King said it was from B32 consultants. 2|Page 14 Work Session August 26, 2025 Council member Helms stated ammonia was one of the worst systems to move forward with because it was hazardous. He told the Council they should consider moving forward with a CO2 system which was the system that Thief River Falls just changed too. Mr. King stated the CO2 system was considered, there was a higher up-front cost, and because it was a rather new system so it was a proprietary system, and it would also require safeguards and were under higher pressures. He added how the University of Minnesota just changed their system over to ammonia and there were safety protocols in place for all systems. Council member Helms asked if they had talked to Cimco and they should really look at the systems closely before moving forward with an ammonia system. Mr. King told the Council a decision needed to be made soon because they were trying to keep the project on track. Council member Helms said he wanted to make sure they did the correct thing. Mr. Tanner Trosen from JLG commented on how they came to the conclusion for an ammonia plant, how synthetic plants were on their way out due to environmental concerns, CO2 was a good new option, but there were still some unknowns about it because it was new. He added they worked closely with consultants to ensure any plant would be as safe as it could be. He added how a CO2 system was more expensive and for a variety of reasons other places were going back to ammonia systems. Council member Peterson asked about the limitations with a CO2 system. Mr. King said the efficiency of the CO2 system dropped as the system aged and that was not the case with ammonia. Council member Pokrzywinski asked if a cost benefit analysis had been done between Options 2 and 3, how there could be more of an upfront cost, but they could save money over time. Mr. King said the information about the systems had been received on Thursday, they were still working through the information and suggested moving forward with Option 2 and include Option 3 as an alternate. Mr. Huttunen added how they needed to be able to get the bid information out and that process would allow time to look into this further. Discussion followed about the request was to set the option and type of system and including Option 3 should not add much to the design process. Council member Pokrzywinski said he was in favor of Option 3. Mayor Olstad stated after reviewing the information he would push for Option 3 for longevity of the system, and they needed to make sure they looked towards the future. He added how the ammonia system had the best benefits. Mr. Trosen told the Council that Option 3 was the best way to save funding, but the updates needed to be completed within five years or it would be a wash. Council member Helms said Cimco was the best there was, they had a lot of knowledge about these systems, and the City should be willing to talk with them. Mr. King said that Cimco did work with ammonia systems, so they were able to work on the project. Discussion followed about how the reliability and energy efficiency of the ammonia systems, how the City could reach out to Thief River Falls to see how they chose a CO2 system and how it worked, and all ice plant systems have lots of regulations. There were no further questions. This item will be referred to a City Council Meeting for action. 4. Legislative Update from Senator Mark Johnson and Representative Steve Gander State Representative Steve Gander reviewed how the regular legislative session wrapped up on May 19th, a one-day special session was held to vote on 14 items, and thanked State Senator Johnson and others that worked on the bills for the special session. He explained there have been concerns about an omnibus bill, the State required one bill for a single item, and they were able to follow having one bill for one item. He stated how 2023-2024 had a tight budget, there had been an $ 18-billion-dollar surplus in previous year, a $6 billon dollar deficit had been projected, and the State had raised taxes by $10 billion dollars. He said they were able to cut taxes for families, taxes were raised on cannabis, and they had the largest spending 3|Page 15 Work Session August 26, 2025 cut during this last session in Minnesota history. Representative Gander said he had some bad news and some good news. He stated the bad news was the bonding for the south end water tower went nowhere because none of the local bonding dollars considered. He continued saying the sales tax exemption for the park facility improvement project was rejected along with all the other requests because the total amount being requested was too high. He added the cannabis tax was the only tax that was increased, and some fees were increased. He stated that Local Government Aid (LGA) was preserved, East Grand Forks needed that to help with the budget each year, and they were able to maintain $5 million in training funds for police departments statewide. He commented how they worked hard not to shift costs to cities and counties, they blocked an effort to override local zoning ordinances, it was a local issue, and he would not support it. He added the teacher retirement fund had been in a good place, that was no longer the case, and was something they would continue to work on. Representative Gander told the Council they were able to slow the growth of the social spending programs, the groups that were least able to care for themselves would still receive assistance, and they were able to find savings in other places along with the back to work requirement for welfare benefits would help as well. He added they cut the coverage to adults that were undocumented immigrants or illegal aliens, the kids would still be covered, but that would be a savings of $57 million over the next two years. He asked if Senator Johnson had anything else to add. State Senator Mark Johnson said those were the topics he was going to cover, he thanked the Council for the invitation to attend the meeting, and it gave them an opportunity to let people know about their experiences in St. Paul as well as answer questions or bring up issues that they might see in the next session. He commented how Representative Gander had done a great job summarizing the main points of the session and it was good to have him in St. Paul since he understood local government so well. He added he wanted to give a couple shout outs and started with Chief Hedlund and his staff, following the tragic assassination that happened in the Twin Cities, his first call was to the police department, they were on it making sure both he and Representative Gander were okay, and ensuring there was no trouble. He said it was really appreciated that and the work that was being done in town. He said there were some high-level items that did not affect the local governments and asked if there were any questions. Mayor Olstad mentioned that cannabis has been discussed earlier in the meeting and asked what was needed to get the local sales tax portion back. Representative Gander asked to see what the estimated costs were for putting the information together, forming the plan, getting it implemented, and what the costs would be following for compliance. He asked for costs so they could bring it back to the State, the tax was raised by 50%, and then taken away from the cities, so they could bring back that information to the State for further discussion. Mayor Olstad stated how the City was only having 2 places, but Moorhead was going to be unlimited, and he was not sure what the costs would be for compliance along with other things that came with it. He added it would be something the City would need to work on. Council member Helms asked if anything could be done with insurance because it was just going crazy and if something could be done was put a cap on it. Senator Johnson said one of the big issues across all insurances was rising costs for labor and materials, insurance companies profit and loss statements show they were going through some difficult times, and seemed to be putting that on the insurers. He stated he was not sure what the answer was to help reduce costs, public safety had been tied to insurance and could have increased especially because of all issues with property damage in the Twin Cities. Representative Gander explained that Minnesota had re-insurance which totaled around $500 million, where there were huge losses and high claim amounts, the State would use that funding to buy down the cost to help keep 4|Page 16 Work Session August 26, 2025 costs down, and it was just approved again to help keep insurance premiums down. Council President Larson said availability and affordability of housing continue to be a big issue for many people, as the City tried to attract additional employers, there could be a struggle for employees to find housing. He asked if they had success stories or if there were programs the City should be trying to apply for. Senator Johnson said housing was one of the three legs of the stool, it was one of the issues that was holding back Minnesota, the other two were employees and childcare, and former Representative Dan Fabian had developed a program to help buy down infrastructure costs when trying to expand and make things more affordable, the amount of funds depended on the year, and it had been a good program. He added the State Department of Housing seemed to be more focused on homelessness in the Twin Cities and they needed to be reminded there was more to the State. He reminded everyone the next session was not a budget session and if the City had ideas, they needed to be shared. Representative Gander also brought up the forgivable loan program, it was not income based, that was in place following the flood that could help get people into homes and helped incentivize people to build and could be possible if funding was available. Council member Casmey stated that Senator Wellstone saw how well the prison system worked with communities and started the program called the Institution Community Work Group. He explained they rented space from county jails; they moved prisoners in that were ready on work release and had them build homes in communities. He said the program got shut down by the lobbyists because they were competing unfairly with contractors because the prisoners could make $1.50 per hour and they argued the prisoners were not building homes the same contractors, but the program was shut down because they could if they wanted to. He added the recidivism rate for the prison system went from 66% down to 17% for those that participated in the program and saved the State millions. He asked if they would take a look at the program again. Senator Johnson said he would and asked what kind of funding the City needed to get a sidewalk along 10th Street SE and said he was happy to help. He thanked the Council again for the invitation to the meeting. 5. 2026 Preliminary Budget Discussion – Reid Huttunen & Karla Anderson Mr. Huttunen stated that Ms. Anderson was handing out updated budget sheets, he reminded the Council the 3% levy increase was a placeholder, and with all of the revenues and expenditures the remaining deficit was $798,789 which was down from $862,000 from the previous discussion, and they were still around 15% or 14% for an increase for 2026. He said they were looking for directions on what the Council would like to see based on the information they received and that Ms. Anderson was going to be reviewing the enterprise information. Ms. Anderson started with storm water, the actuals for years 2023 and 2024, in 2025 there was small deficit budgeted, and a deficit of $19,456 budgeted for 2026. She reviewed how there were funds collected in 2024 for the flooding in 2022 and some of those funds were paid to the Water and Light Department for their flood costs. Council President Larson asked about the cash balance of $1.4 million and what the average was that was spent out of the account. Ms. Anderson said it was around $750,000. Council President Larson asked if the cash balance was the reserves for the account. Ms. Anderson said it was because they were at about 50% but not all equipment was accounted for under the fund because it was an asset that would lower the cash balance. Council President Larson asked if the cash balance was at an appropriate level. Ms. Anderson said to keep it at that level because of projects and repairs that come up. 5|Page 17 Work Session August 26, 2025 Ms. Anderson moved on to sewer operations, how there was a deficit of $416,502 in 2023, a deficit of $916,450 in 2024, another deficit was budgeted for 2025 of $977,463, and currently a deficit of $859,973 for 2026. She stated they used to budget $300,000 but $700,000 was spent for COSA costs, that had to due with the biosolids that were being sent to Grand Forks, and staff was looking into it. She asked if they should consider implementing fines, how there used to be an issue with rainwater, but that was being addressed so this was due to biosolids. She said the cash balance was $1.7 million which was low, they should at least be at 35%, they needed to get a handle on the biosolids, and consider raising rates. Council President Larson asked if there were targeted rates for customers that were causing the cost increase. Ms. Anderson said that was something that needed to be done. Mr. Stordahl said previous years were due to the equalization basin and the biosolids from that, improvements have been made, they were targeting areas in the industrial park that could be sampled, and trying to find a solution including applying fees to those users. Ms. Anderson continued with refuse and reviewed the deficits of $23,263 in 2023, $140,489 in 2024, the budgeted deficit in 2025 of $248,383, and currently there was a deficit budgeted for 2026 totaling $161,412. She told the Council the 2026 budget did include the residential refuse increase, commercial rates still needed to be updated, and the cash balance needed to be increased. Mayor Olstad said the other two funds were at 50% and at 59% for a cash balance and the refuse fund was at a 2% cash balance. He asked what the trigger would be to bring this information to the Council to be discussed so increases could be planned for. Discussion followed about how the increase to rates has been discussed over the last couple years, the refuse fund should have been brought up years ago, it was losing money every month, and there would be payments for the garbage truck that would be coming out for the next nine years. Council member Pokrzywinski said they were looking at a 15% increase, there was a 3% increase the previous year, and asked what the increase was for the prior year. Mr. Huttunen said it was 5%. Ms. Anderson told the Council the overall average increase was 6.5% over the last 20 years. Council member Pokrzywinski asked what they would actually end at this year. Mr. Huttunen said with costs of personnel and health insurance being unknown at this time, it would be hard to say. He said the goal would be 6% to 8% and did not think he could recommend anything lower than that at this time. He said with 6.5% being the average, that could be the required increase to keep services each year, and anything lower than that could require a higher levy at some point to maintain where things were at. Council member Pokrzywinski said they needed to stop having the same conversation every August, there had to be a better way to going through the budgeting process, and have a way to project future budgets. He said he would much rather have done 5% last year instead of having a bigger spike this year. He asked when it came to next year’s budget, to have a projection for the next three to five years of what the levies would be, and keep things steady. He added this would help residents knowing to plan for 5% to 6% each year. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADJOURN THE AUGUST 26, 2025 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 6:21 P.M. Voting Aye: Riopelle, Helms, Casmey, Larson, Peterson, Schumacher, and Pokrzywinski. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 6|Page 18  #4 UNAPPROVED MINUTE SUMMARY OF THE CLOSED MEETING CITY OF EAST GRAND FORKS TUESDAY, AUGUST 26, 2025 – FOLLOWING THE WORK SESSION CALL TO ORDER: The Closed Meeting of the East Grand Forks City Council for Tuesday, August 26, 2025 was called to order by Council President Larson at 6:23 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; Reid Huttunen, City Administrator; and Megan Nelson, City Clerk. 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 HELMS, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO MOVE INTO CLOSED SESSION. Voting Aye: Riopelle, Helms, Casmey, Larson, Peterson, Schumacher, and Pokrzywinski. Voting Nay: None. Discussion followed in Closed Session. A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER RIOPELLE, TO MOVE INTO OPEN SESSION. Voting Aye: Riopelle, Helms, Casmey, Larson, Peterson, Schumacher, and Pokrzywinski. Voting Nay: None. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADJOURN THE AUGUST 26, 2025 CLOSED MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 6:42 P.M. Voting Aye: Riopelle, Helms, Casmey, Larson, Peterson, Schumacher, and Pokrzywinski. Voting Nay: None. _______________________________________________ Megan Nelson, City Clerk 19  #5 20 21  #6 22 23 24  9TH ANNUAL EAST GRAND FORKS SHOWCASE WEDNESDAY, SEPTEMBER 3RD, 2025 FROM 5PM – 7PM JOIN US IN THE RIVER STREET PARKING LOT! (ON THE RIVER SIDE OF THE BLUE MOOSE, MIKE’S PIZZA & BERNIE’S) A FUN FILLED EVENING OF GAMES, ACTIVITIES, FOOD, INFORMATION & FUN FOR ALL AGES! THERE WILL BE FOOD, TREATS, BOUNCY HOUSE & MUCH MORE! BRING $5 (DONATION) OR 3 NON- PERISHABLE FOOD ITEMS FOR 3 BALLS TO DUMP AN OFFICIAL IN THE DUNK TANK! 25  #7 26 27  #8 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held on August 6, 2025, at 8:00 am in the City Council Chambers. Present: Quirk, Grinde, Rapacz, Riopelle Absent: None Also present: Ron Galstad, Keith Mykleseth, Brian Johnson, Todd Grabanski, Steve Emery, Todd Forster, Brianna Feil, Jordan Midgarden, Corey Thompson, Tyler Tretter It was moved by Commissioner Rapacz supported by Commissioner Grinde to approve the minutes of the previous regular meeting held on July 16, 2025. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Grinde supported by Commissioner Rapacz to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $207,187.70. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None Item #7 Consideration of Project Award – 1 MG Concrete Reservoir Rehabilitation was tabled at this time. Item #8 Construction Recommendation – 2025 Business Highway 2 Lighting Extension was tabled at this time. It was moved by Commissioner Grinde supported by Commissioner Rapacz to approve a donation in the amount $500 to the East Grand Forks American Legion Baseball team to help with expenses for the State Tournament. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Grinde supported by Commissioner Rapacz to adjourn at 8:51 am to the next regular meeting on August 21, 2025, at 8:00 am to be held in the City Council Chambers. Voting Aye: Quirk, Grinde, Rapacz, Riopelle Voting Nay: None Kristen Shipes Commission Secretary 28  AGENDA # _9_______ Request for Council Action Date: August 26, 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: Reid Huttunen, City Administrator RE: Results of Cannabis Retail Registration drawing Background: City staff held the Cannabis Retail Registration drawing on Thursday, August 21st at 2:00 p.m. in the City Council Chambers. The random drawing consisted of four selections, and the business applicants selected were the following: 1. Downtown Commercial Zone: Red Iris LLC at the proposed property location of 302/304 Demers Ave 2. Highway Commercial Zone: Skol MN LLC at the proposed property location of 300 3rd Ave NE And alternate selections to be offered in the event the primary applicant selected cannot meet the requirements to open their location within the required timeframe: 3. Highway Commercial Alternate: Green Meadow Orbit LLC at the proposed property location of 926 Central Ave NE 4. Downtown Commercial Alternate: Boreal Elite LLC at the proposed property location of 304 Demers Ave. The selected applicants all have provided proof of a preliminary license approval from the State Office of Cannabis Management and the proposed business locations are in compliance with local zoning code. With approval of the drawing selection, the primary applicants selected in the drawing will be able to move forward with finalizing any necessary real estate transactions, begin preparing their property for a retail dispensary, and take the necessary steps at the State OCM level to gain approval for full licensure. Following the lottery selection, City Staff are working to contact each of the selected applicants to verify they plan to accept the selection and begin working toward gaining full licensure for their proposed location in East Grand Forks. Recommendation: Seeking approval of the results of the retail registration drawing and preliminary registration approval for Red Iris LLC (a Cannabis Retail license holder) and Skol MN LLC (a Cannabis Microbusiness preliminary approved license holder) 29  AGENDA # ________ Enclosures: Verification of License approval/pre-approval from the selected Cannabis Retail Registration applicants. 30  RESOLUTION NO. 25 – 09 - 65 Council Member ________, supported by Council Member ________, introduced the following resolution and moved its adoption: WHEREAS, the City held a Cannabis Retail Registration drawing was held on Thursday, August 21st at 2pm in the City Council Chambers; and WHEREAS, the random drawing resulted in the following applicants being selected: Primary Applicants Selected: Downtown Commercial Zone: Red Iris LLC at the proposed property location of 302/304 Demers Ave Highway Commercial Zone: Skol MN LLC at the proposed location of 300 3rd Ave NE Alternate Applicants Selected: Downtown Commercial Zone: Boreal Elite LLC at the proposed property location of 304 Demers Ave Highway Commercial Zone: Green Meadow Orbit LLC at the proposed location of 926 Central Ave NE WHEREAS, the selected applicants have all provided proof of a preliminary license approval from the Minnesota Office of Cannabis Management; WHEREAS, the business registration applicants have completed and attested to compliance with local ordinances 43 and 47 4th Series WHEREAS, the primary applicants will now be able to move forward to work on the next steps to open a retail dispensary and obtain full licensure; and NOW, THEREFORE, BE IT RESOLVED the City Council of East Grand Forks approves the results of the cannabis retail registration drawing and preliminary registration approval for Red Iris LLC and Skol MN LLC with the final registration contingent upon the businesses completing the necessary steps, meeting all State Statues and City Ordinance requirements, and Skol MN LLC must obtain the retail endorsement with their microbusiness license. Voting Aye: Voting Nay: The President declared the resolution passed. Passed: September 2, 2025 Attest: ___________________________________ ____________________________________ City Administrator President of Council I hereby approve the foregoing resolution this 2nd day of September, 2025. ____________________________________ Mayor 31  AGENDA ITEM # _10_____ Request for Council Action Date: August 22, 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: Michael S. Hedlund – Chief of Police RE: Request to Begin a Selection Process for a General Crimes Investigator Within the East Grand Forks Police Department Background: The East Grand Forks Police Department normally has three Police Investigator positions. With the retirement of Lt. Rod Hajicek, we were down to two. Sgt. Aeisso Schrage, who was serving as part-time General Crimes Investigator and part-time Drug Task Force Commander, has been selected to move to the Lieutenant position where his duties will include both General Crimes investigations and Administrative Duties for the East Grand Forks Police Department. Cpl. Nick Anderson is currently serving as an investigator and is assigned full-time to the Pine to Prairie Drucg Task Force. We need to fill a position as a full-time General Crimes Investigator. Employees who would be eligible for this selection process would include all sergeants, all corporals and any officer who has at least three years of experience as a police officer (with at least one year at the EGFPD). This position will be a three-year rotational position. Recommendation: That the East Grand Forks City Council authorize a process to select a new General Crimes Investigator for the East Grand Forks Police Department. Financial Impact: Per the LELS contract, officers who serve in the position of Police Investigator will be paid at the level of a Police Sergeant (Grade 17). The exact financial impact will not be able to be determined until the new investigator is selected. Enclosures: None 32  AGENDA ITEM #_11______ Request for Council Action Date: August 26, 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. From: Jeremy King, Parks & Recreation RE: Request to move forward with Ammonia-Based Refrigeration System and Discuss Addition and Refrigeration System Options Background: The Steering Committee has determined that an ammonia-based refrigeration system is the most suitable choice for the new ice plant at the VFW Memorial Arena. This decision is based on the system’s superior overall performance, energy efficiency, long-term maintenance savings, reliability, and the fact that it will not be subject to future EPA phase-outs. We are requesting authorization for staff and project partners JLG Architects and Consulting Engineers to move forward with the next phase of design and planning for the proposed improvements at the arena. This includes the refrigeration system as well as a potential building addition, with the capability to oversize the refrigeration system to support future needs. Below are the preliminary cost estimates for three options related to the ice/refrigeration system replacement and associated facility improvements. Each option includes: Options: Option 1 – Ammonia System Option 2 – Ammonia System Option 3 – Ammonia System (Existing Space) (Addition – Serving VFW) (Addition – Serving both VFW and Blue Line Arena) Base Cost: $3,476,427 Base Cost: $3,616,074 Base Cost: $4,064,825 These improvements are essential to meet building codes, improve energy efficiency, and extend facility life. Budget Impact: Depending on the selected option, the estimated construction cost ranges from $3.47M to $4.06M for the ice plant. Final project costs will be present after project goes out for bid. Recommendation: The Steering Committee recommendation is to move forward with a new ammonia-based indirect refrigeration system and have a discussion on how we lay out the building and size the refrigeration system. Enclosure: VFW Memorial Arena Improvements Ice Estimate Packages Presentation 33  RESOLUTION NO. 25 – 09 - 67 Council Member _______, supported by Council Member ________, introduced the following resolution and moved its adoption: WHEREAS, the Park and Recreation Facilities Improvement project planning has started moving forward; and WHEREAS, the steering committee has met with staff and project partners to discuss the next phase of design and planning; and WHEREAS, the steering committee has determined that an ammonia-based indirect refrigeration system would be the most suitable for the new ice plant at the VFW Memorial Arena; and WHEREAS, the decision was based on the system’s superior overall performance, energy efficiency, long-term maintenance savings, reliability, and that ammonia would not be subject to future EPA phase- outs; and WHEREAS, there are three different options on how the new system would be installed; and WHEREAS, the improvements proposed for any of the three options are to meet building codes, improve energy efficiency, and extend the facility life; and NOW, THEREFORE, BE IT RESOLVED the City Council of East Grand Forks approves the recommendation of installing a new ammonia-based indirect refrigeration system and to move forward with Option 2 as the base bid and include Option 3 as an add alternate in the bidding process for the VFW Memorial Arena. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: September 2, 2025 Attest: ___________________________________ ____________________________________ City Administrator President of Council I hereby approve the foregoing resolution this 2nd day of September, 2025. ____________________________________ Mayor 34 VFW MEMORIAL ARENA IMPROVEMENTS AUGUST 21, 2026 – ICE ESTIMATE PACKAGE 35 AGENDA Project Schedule Ice/ Refrigeration Concepts & Recommendations Structural Recommendations Mechanical Recommendations Electrical Recommendations Choose System that Best Serves the Project and Community 36 PROJECT SCHEDULE 37 PROJECT SCHEDULE 38 PROPOSED MEETING SCHEDULE CORE GROUP MEETING “ARENA IMPROVEMENT DISCUSSION” | AUGUST 18, 2025 • Review project schedule, review system recommendations, and decide which systems to go with. STEERING COMMITTEE | SEP 15, OCT 21, NOV 18, DEC 16, 2025 | JAN 13, MAR 17, 2026 • JLG, The City, and CE to review project questions, deadlines, and decisions prior to Working Sessions. WORKING SESSIONS | AUG 25, OCT 28, NOV 25, 2025 | JAN 27, MAR 24, 2026 • The City to go over Steering Committee considerations for approval. 39 ICE/ REFRIGERATION CONCEPTS Option 1 – Ammonia System – Existing Space 40 ICE/ REFRIGERATION CONCEPTS Option 1 – Ammonia System – Existing Space Demolition of Refrigeration Room • Remove and dispose of existing R22 direct system, existing evaporative condenser, existing refrigerant, refrigeration electrical to panels, ice rink controls, secondary piping, supports and etc.. - $40,000 Demolition of Rink Floor • Existing direct steel ice rink floor, insulation, drain fluids, existing transmission mains to/from rink to refrigeration room, and etc. - $200,000 New Refrigeration System • Reciprocating Compressors, Pumps, Chiller/Surge Drum/HP Receiver, Condenser, Heat Exchanger, Expansion Tanks, Snowmelt mains and coil, Motor Control Center, Ice Rink Controls System, Steel piping and valves, Ammonia and Glycol, Equipment Pads, Gas Monitoring System and etc. ALT BID (Reduce $50,000) for an ammonia skid package. Not included - $1,395,000 41 ICE/ REFRIGERATION CONCEPTS Option 1 – Ammonia System – Existing Space - Continued New Ice Rink / Floor (NHL Size) • 5" Concrete, 3" insulation, HDPE mains and piping for rink and subfloor heat, 6" subfloor sand, expansion joint, and etc. - $900,000 Dasher Board System • Remove and reinstall existing dasher board system. ALT BID (Add $20,000) for modifying and installing existing Civic Arena dasher board system. - $45,000 Option 1 – Ammonia System – Existing Space • Subtotal - $2,580,000 • Estimated related construction work - $168,163 • 15% Design and Construction Contingency - $412,225 • Estimated Owner Soft Costs - $316,039 • Total Estimated Construction Cost (Base Bid) - $3,476,427 42 ICE/ REFRIGERATION CONCEPTS Option 1 – Ammonia System – Existing Space Related Work Estimated Related Construction Work for Existing Space • Estimate includes but is not limited to; existing conditions (demo), insulation, flashing, masonry work, doors, walls, ceilings, new code compliant ships ladder, etc.. • Mechanical, Electrical, and Civil work not factored into Construction Work Estimate. • See Mechanical and Electrical estimates and recommendations in later slides. 43 ICE/ REFRIGERATION CONCEPTS Option 2 – Ammonia System (Serving VFW) – Addition 44 ICE/ REFRIGERATION CONCEPTS Option 2 – Ammonia System (Serving VFW) – Addition Demolition of Refrigeration Room • Remove and dispose of existing R22 direct system, existing evaporative condenser, existing refrigerant, refrigeration electrical to panels, ice rink controls, secondary piping, supports and etc.. - $40,000 Demolition of Rink Floor • Existing direct steel ice rink floor, insulation, drain fluids, existing transmission mains to/from rink to refrigeration room, and etc. - $200,000 New Refrigeration System • Reciprocating Compressors, Pumps, Chiller/Surge Drum/HP Receiver, Condenser, Heat Exchanger, Expansion Tanks, Snowmelt mains and coil, Motor Control Center, Ice Rink Controls System, Steel piping and valves, Ammonia and Glycol, Equipment Pads, Gas Monitoring System and etc. ALT BID (Reduce $50,000) for an ammonia skid package. Not included - $1,395,000 45 ICE/ REFRIGERATION CONCEPTS Option 2 – Ammonia System (Serving VFW) – Addition - Continued New Ice Rink / Floor (NHL Size) • 5" Concrete, 3" insulation, HDPE mains and piping for rink and subfloor heat, 6" subfloor sand, expansion joint, and etc. - $900,000 Dasher Board System • Remove and reinstall existing dasher board system. ALT BID (Add $20,000) for modifying and installing existing Civic Arena dasher board system. - $45,000 Option 2 – Ammonia System (VFW) – Addition • Subtotal - $2,580,000 • Estimated related construction work - $283,300 • 15% Design and Construction Contingency - $423,495 • Estimated Owner Soft Costs - $329,279 • Total Estimated Construction Cost (Base Bid) - $3,616,074 46 ICE/ REFRIGERATION CONCEPTS Option 2 – Ammonia System (Serving VFW) – Addition Related Work Estimated Related Construction Work for Addition • Estimate includes but is not limited to; existing conditions (demo), insulation, flashing, masonry work, doors, walls, ceilings, new code compliant ships ladder, etc.. • Mechanical, Electrical, and Civil work not factored into Construction Work Estimate. • See Mechanical and Electrical estimates and recommendations in later slides. 47 ICE/ REFRIGERATION CONCEPTS Option 3 – Ammonia System (Serving both VFW / Blue Line Club) – Addition 160-180 TON SYSTEM 48 ICE/ REFRIGERATION CONCEPTS Option 3 – Ammonia System (Serving both VFW / Blue Line Club) – Addition Demolition of Refrigeration Room • Remove and dispose of existing R22 direct system, existing evaporative condenser, existing refrigerant, refrigeration electrical to panels, ice rink controls, secondary piping, supports and etc.. - $40,000 Demolition of Rink Floor • Existing direct steel ice rink floor, insulation, drain fluids, existing transmission mains to/from rink to refrigeration room, and etc. - $200,000 New Refrigeration System - VFW • Reciprocating Compressors, Pumps, Chiller/Surge Drum/HP Receiver, Condenser, Heat Exchanger, Expansion Tanks, Snowmelt mains and coil, Motor Control Center, Ice Rink Controls System, Steel piping and valves, Ammonia and Glycol, Equipment Pads, Gas Monitoring System and etc. ALT BID (Reduce $50,000) for an ammonia skid package. Not included - $1,395,000 49 ICE/ REFRIGERATION CONCEPTS Option 3 – Ammonia System (Serving both VFW / Blue Line Club) – Addition New Refrigeration System – VFW / Blue Line Club • This includes upsizing the refrigeration system from 90 tons to 160-180 tons. To upsize the major pieces of equipment and systems, to accommodate the Blue Line Club and prevent rework in the future, including the MCC, the condenser, the evaporator/surge drum/receiver, piping systems, etc. The estimated construction cost of this system is the same as the base option of $1,395,000 + $350,000 (for upsizing systems) - $1,745,000 • Equipment that can be added in the future to the Blue Line Club such as; one compressor, one rink pump, waste heat recovery systems, some control work, some electrical, etc. is NOT INCLUDED IN ESTIMATE. • ALT BID (Reduce $50,000) for an ammonia skid package. Not included 50 ICE/ REFRIGERATION CONCEPTS Option 3 – Ammonia System (Serving both VFW / Blue Line Club) – Addition - Continued New Ice Rink / Floor (NHL Size) • 5" Concrete, 3" insulation, HDPE mains and piping for rink and subfloor heat, 6" subfloor sand, expansion joint, and etc. - $900,000 Dasher Board System • Remove and reinstall existing dasher board system. ALT BID (Add $20,000) for modifying and installing existing Civic Arena dasher board system. - $45,000 Option 3 – Ammonia System (VFW / Blue Line Club) – Addition • Subtotal - $2,930,000 • Estimated related construction work - $283,300 • 15% Design and Construction Contingency - $481,995 • Estimated Owner Soft Costs - $369,530 • Total Estimated Construction Cost - $4,064,825 51 ICE/ REFRIGERATION CONCEPTS Option 3 – Ammonia System (Serving VFW / Blue Line Club) – Addition Related Work Estimated Related Construction Work for Addition • Estimate includes but is not limited to; existing conditions (demo), insulation, flashing, masonry work, doors, walls, ceilings, new code compliant ships ladder, etc.. • Mechanical, Electrical, and Civil work not factored into Construction Work Estimate. • See Mechanical and Electrical estimates and recommendations in later slides. 52 STRUCTURAL RECOMMENDATIONS Ice Plant Structural Recommendations • The existing east and north cmu walls both show signs of cracking/movement. • The east overhead door shows signs of heaving at the base of the door. • The head of the west overhead door appears to be sagging as well. • Based on what was observed on-site, it is our recommendation to replace approximately 16’ of the east wall and all of the north wall. • A portion of the foundation wall and possibly footing might need to be replaced as well where the heaving has occurred at the overhead door. See attached sheet showing the extents of the replacement. – Cost included in Related Construction Work Estimate 53 MECHANICAL SYSTEMS RECOMMENDATIONS Fire Protection System Recommendations • Requirement for fire suppression system is dependent on architectural code analysis. If required, a new 6” water line would be brought into the building to provide a fire protection service with a wet sprinkler system installed throughout. - $6/SF – Probable Cost - $240,000 Plumbing System Recommendations • New water heaters should be provided to replace existing units (two main gas fired water heaters, and one electric unit serving the front entry restrooms and concessions). Existing units are 25+ years old and are past their useful life. • Probable cost: $55,000. Does not include rework of piping outside the water heater connections. • With the current units past their useful life, failure is likely in the near future. This would set up the domestic water plants for continued expected operation. 54 MECHANICAL SYSTEMS RECOMMENDATIONS Recommendations - Continued Plumbing System Recommendations - CONTINUED • All domestic cold, hot & hot water recirculation piping should be insulated with new fiberglass thermal insulation to limit heat loss and condensation on piping. • Probable cost: $50,000. No existing drawings so extents of piping need to be verified and mapped out. • This would address excessive heat loss from piping system and some issues with hot water not reaching fixtures. • A hot water recirculation pump and piping system should be added to the new electric water • heater serving the front entry area to provide hot water quickly to the plumbing fixtures. • Probable cost: $15,000 • This will provide hot water to plumbing fixtures in the area more quickly. 55 MECHANICAL SYSTEMS RECOMMENDATIONS Recommendations - Continued Dehumidification System Recommendations • A dedicated dehumidification unit should be provided for the ice rink to allow for better operation in humid weather. This will allow for the humidity levels to be maintained in the space while the rink is also provided with some code required ventilation. • Cost: $340,000 • This would limit the fogging issues the space currently experienced during late season ice operation. Heating Plant Recommendations • An additional new boiler should be added to the heating plant and the heating water system expanded to serve the entire building. Boiler style would match the high efficiency boiler installed in 2020. Addition pumps and piping will be required to serve the dressing room and locker room areas. Supplemental heating equipment such as unit heaters and radiant panels will be installed to replace electric units within those spaces. • Probable cost: $430,000 • This would provide additional capacity at the hot water plant, allowing the how water system to 56 supply dressing rooms and other spaces that currently have electric heat. MECHANICAL SYSTEMS RECOMMENDATIONS Recommendations - Continued Ventilation and Air Conditioning Systems Recommendations • Replace existing air handling unit serving ice arena with new indoor air handling unit. Basis for new unit would be hot water heat with DX cooling to condition the space and a waste heat coil to utilize rejected heat from the ice system similar to the existing. • Probable cost: $475,000 • Existing unit is past its useful life. Replacing the unit would allow the system to operate for another 30+ years. • New energy recovery air handling units should be provided for locker rooms and restrooms throughout the building to provide the code required ventilation and exhaust. Ductwork would be installed throughout. Units would be hot water utilizing the building boiler plant with DX cooling. • Probable cost: $430,000 • Would provide code required level ventilation to the accessory spaces. Would also provide heating and dehumidification of the outside air as well. 57 MECHANICAL SYSTEMS RECOMMENDATIONS Recommendations - Continued Automatic Temperature Control System Recommendations • A new digital controls (DDC) system with central monitoring capabilities should be installed in the building. The DDC system should control all heating and air conditioning equipment to allow for automatic temperature control, seasonal adjustments, and maximize HVAC system efficiencies. The system shall also alarm all equipment so maintenance personnel can maintain and troubleshoot all equipment remotely with limited staff. • Included in the cost of other recommendations as it will be provided with new equipment. • This would allow for automatic control of equipment and for alarms to alert maintenance staff of issues. 58 MECHANICAL SYSTEMS RECOMMENDATIONS Recommendations - Continued Recommended Level of Importance • Water Heaters • Dehumidification Unit • Dressing Room Energy Recovery Units • Domestic Water Insulation • Arena Air Handling Unit • Boiler Plant Expansion • Hot Water Recirculation Pump 59 ELECTRICAL RECOMMENDATIONS Switchgear Relocation • Existing gear relocate and circuit rerouting - $15,000 - $20,000 • When disconnecting all circuits, disassembling sections, and relocating the gear, there is always the risk of damaging equipment. Switchgear Replacement • It appears as if the current gear was installed after the flood. • It's nearing 30 years old. • New gear and reroute existing circuits to the new gear location. - $75,000 Switchgear Considerations • Switchgear relocation is the most cost-effective, but not most valuable option in in the long-term. • Upgrading the equipment is the best long-term solution. • A new 2000A service entrance panel is more compact while including breakers instead of fused switches. • Could more than likely remove the existing two and install only one. 60 VFW MEMORIAL ARENA IMPROVEMENTS THANK YOU! 61  AGENDA ITEM #_12______ Request for Council Action Date: September 2, 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 Department RE: Request to apply for Mighty Ducks Grant for R22 replacement at VFW Memorial Arena City staff recently learned that $1 million has been allocated to the 2025 James Metzen Mighty Ducks Ice Arena Grant Program, administered by the Minnesota Amateur Sports Commission (MASC). The funding was made available through a $1 million appropriation in the 2025 state bonding bill. Given that planning and design are already underway for the refrigeration system replacement at the VFW Memorial Arena, staff believe this is an ideal opportunity to pursue this grant funding to help offset project costs. This competitive grant program provides financial assistance to Minnesota communities to up to $500,000 for eliminating R-22 refrigerant for direct systems which is the current system in the VFW Memorial Arena. This is a one-to-one dollar matching grant with local source matching funds. Grant applications are due and submitted on August 29, 2025. Budget Impact: Any funds awarded through this grant will directly reduce local funding obligations for the refrigeration system replacement and may also support additional elements within the project scope. Recommendation: Recommend authorization to staff to continue to apply for Mighty Ducks matching funds for VFW Memorial Arena Refrigeration System Replacement Project. Enclosures: Resolution for Mighty Ducks Grant -1- 62  RESOLUTION NO. 25 – 09 - 68 MIGHTY DUCKS GRANT PROGRAM GRANT FUNDING ASSISTANCE FOR THE VFW MEMORIAL ARENA REFRIGERATION REPLACEMENT PROJECT BE IT RESOLVED that the City of East Grand Forks, hereinafter referred to as the “Applicant” act as legal sponsor for the VFW Memorial Arena Refrigeration Replacement Project described in the Mighty Ducks Grant Program application submitted on August 29, 2025 and that City Administrator Reid Huttunen is hereby authorized to apply for the Minnesota Amateur Sports Commission for funding of this project on behalf of the Applicant. BE IT FURTHER RESOLVED that the Applicant has the legal authority to apply for financial assistance, and the institutional, administrative, and managerial capability to ensure adequate acquisition, construction, maintenance and protection of the proposed project. BE IT FUTHER RESOLVED Applicant has the financial capability to provide any required matching funds and that the source of the of Applicant’s matching funds shall be $500,000 from local sales tax funding, and will not include other State funding sources. BE IT FURTHER RESOLVED that the Applicant hereby pledges to complete the project or phase if it exceeds the total funding provided by the Mighty Ducks grant. BE IT FURTHER RESOLVED that the Applicant has not incurred any reimbursable expenses prior to the effective date of the agreement. BE IT FURTHER RESOLVED that the Applicant has not violated any Federal, State, or local laws pertaining to fraud, bribery, graft, kickbacks, collusion, conflict of interest, or other unlawful or corrupt practice. BE IT FURTHER RESOLVED that upon approval of its application by the state, the Applicant may enter into an agreement with the State of Minnesota for the above-references project, and that the Applicant certifies that will comply with all applicable laws and regulations as stated in the contract agreement. NOW, THEREFORE BE IT RESOLVED that the City Administrator is hereby authorized to execute such agreements as are necessary to implement the project on behalf of the applicant. I CERTIFY THAT the above resolution was adopted by the City Council of East Grand Forks on September 2, 2025. Voting Aye: Voting Nay: Absent: 63 The President declared the resolution passed. Passed: September 2, 2025 Attest: ___________________________________ ____________________________________ City Administrator President of Council I hereby approve the foregoing resolution this 2nd day of September, 2025. ____________________________________ Mayor 64  AGENDA ITEM #_13______ Request for Council Action Date: September 2, 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 Department RE: Request to Rent Space to the East Grand Forks Arts & Craft Council Background: The annual Arts & Crafts Show is scheduled for October 3rd, 4th, and 5th, 2025. This year, the event is planned to take place at the Civic Center Arena and the VFW Memorial Arena. Traditionally, the show is held at the Civic Center and when needed the Blue Line Arena is used as a second facility. However, due to an unexpected issue with the ice floor at the VFW Memorial Arena, ice will now be made at the Blue Line Arena earlier than usual. With that change, staff will need to work closely with the East Grand Forks Arts & Crafts Council to identify a revised plan that meets their event needs, most likely including the use of the VFW Memorial Arena in place of the Blue Line. The proposed rental rate is $250.00 per day per facility for dry floor space. In the past, a reduced rental rate has been approved in recognition of the event’s support of East Grand Forks students. Budget Impact: The proposed rental arrangement would generate approximately $1,500 in revenue across both facilities over the three-day event. Recommendation: Authorize staff to work with the East Grand Forks Arts & Crafts Council to finalize a facility use agreement and provide the space needed to host the event. Enclosures: None -1- 65  #14 66 67 68