City Council Agendas & Packets

APPROVED MINUTES OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, OCTOBER 7, 2025 – 5:00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, October 7, 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, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Maggie Brockling, Economic Development Director; Nancy Ellis, City Planner; Steve Emery, City Engineer; Michael Hedlund, Police Chief, Charlotte Helgeson, Library Director; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; Keith Mykleseth, Water and Light General Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. PLEDGE OF ALLEGIANCE: OPEN FORUM: Ms. Holley Jemtrud, 416 1st Ave NE, told the Council she was a concerned resident about the ongoing issues at the property located at 420 1st Ave NE. She explained over the last several years that property had been a consistent source of concern for the neighborhood due to the the volume of foot and vehicle traffic at all hours of suspected drug activity and the frequent presence law enforcement which created a climate of unease among residents. She told the Council one of the residents at the home was currently living in the backyard of the home in a tent along with several homeless individuals that were coming and going at all hours of the night. She stated these incidents were not isolated, neighbors had repeatedly tried to engage with them, but nothing changed. She said the police visits continued, there were suspected drug overdoses, there were aggressive individuals, dogs that were aggressive that ran at large, and there were many cats that wandered the neighborhood. She told the Council the neighbors that no longer felt safe, they did not know if someone staying at that property was dangerous, violent, or involved with criminal activity, and many in the neighborhood had installed security cameras as a precaution but there was constant concern. She stated she was pleading for help so the neighborhood was safe and welcoming for families. She informed the Council she had talked with the police department who directed her to come to a council meeting. She asked for help to take action to restore peace and safety to the community and how that could include increased patrols, code enforcement, outreach with mental health, and homelessness services. She said it was time for the City to take a more active role in this situation. City Council Meeting October 7, 2025 Council member Helms asked if the property was on the corner. Ms. Jemtrud said it was. Mayor Olstad asked Chief Hedlund about what had been done, what could be done, or how the City could help. Chief Hedlund said that residence had been a consistent source of problems for the department and community. He stated he had not talked with Ms. Jemtrud previously, so he did not have the chance to take further action on this situation, the officers responded to the residence on a regular basis, and the situation was being worked on. Mayor Olstad asked if there was anything the Council could do to support the effort and if needed, they could bring something back for the Council to consider. Chief Hedlund said there might be some changes to the city code so he would work with Ms. Ellis and Mr. Galstad. Council President Larson thanked Ms. Jemtrud for bringing this issue to their attention and that he would ask Mr. Huttunen to report back to the Council at a future meeting. APPROVAL OF MINUTES: 1. Consider approving the minutes of the “Council Meeting” for the East Grand Forks, Minnesota City Council of September 16, 2025. 2. Consider approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of September 16, 2025. 3. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City Council of September 23, 2025. 4. Consider approving the minute summary of the “Closed Meeting” for the East Grand Forks, Minnesota City Council of September 23, 2025. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE ITEMS ONE (1) THROUGH FOUR (4). Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: 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 Green Wave Robotics to hold a raffle on December 15, 2025 at the East Grand Forks High School located at 1420 4th Ave NW East Grand Forks, MN 56721 and waive the 30-day waiting period. 6. Consider approving the Exempt Gambling Permit application for the Community Foundation to hold an excluded bingo event on November 12, 2025 at the Eagles Club 350 located at 227 10th St NW East Grand Forks, MN 56721. 2|Page City Council Meeting October 7, 2025 7. Consider adopting Resolution No. 25-10-72 approving the Food Shelf program allowing for street maintenance tickets issued until the end of December 2025 to be paid with either food items or cash, all of which will be donated to the East Grand Forks Food Shelf. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER SCHUMACHER, TO APPROVE ITEMS FIVE (5) THROUGH SEVEN (7). Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: Casmey. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS AND COMMISSIONS: 8. Regular meeting minutes of the Water, Light, Power, and Building Commission for September 3, 2025 and September 17, 2025. COMMUNICATIONS: 9. Fall Clean-up will be held the week of October 13th through October 17th on street maintenance days, which is not the same as garbage pickup days. The street maintenance schedule is o Monday - District 4 - Point Area East of Bygland Road o Tuesday - District 5 – Point Area West of Bygland Road o Wednesday - District 2 - North of Highway 2, South of 17th Street NW o Thursday - District 1 - North of 17th Street NW o Friday - District 3 - South of Highway 2, North of River Hazardous Waste/Electronic Drop off will be held on October 18th from 9am to 3pm at the Public Works Department located at 1001 2nd St NE. 10. Reminder that November 4th is Election Day but there are no Federal, State, County, City, or School elections scheduled for our area. Residents may hear about special elections taking place in Minnesota or other places around the country, but there are none for our area. Anyone with questions may contact Ms. Nelson in the Administration Office by calling 218-773-2483. Council member Pokrzywinski asked about Item 9 and how the advertisement on the radio said regular pickup days. Mr. Stordahl said that was not what had been approved, he would check into it, and get it updated if needed. Council member Pokrzywinski said not everyone would watch the meeting or see the communication and more people would hear about this on the radio so it might cause some issues. OLD BUSINESS: 11. Consider adopting Resolution No. 25-10-74 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 funds. 3|Page City Council Meeting October 7, 2025 A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER SCHUMACHER, TO ADOPT RESOLUTION NO. 25-10-74 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 FUNDS. Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: Casmey. NEW BUSINESS: 12. Consider adopting Resolution No. 25-09-66 approving the promotion of Aeisso Schrage as the Police Lieutenant at a salary of $49.68 per hour. A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL MEMBER LARSON, TO ADOPT RESOLUTION NO. 25-09-66 APPROVING THE PROMOTION OF AEISSO SCHRAGE AS THE POLICE LIEUTENANT AT A SALARY OF $49.68 PER HOUR. Voting Aye: Helms, Larson, and Peterson. Voting Nay: Schumacher, Pokrzywinski, Riopelle, Olstad. Absent: Casmey. 13. Consider adopting Resolution No. 25-10-73 approving the Cable Services Franchise Agreement between the City of East Grand Forks and Bluepeak for a 10-year term. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADOPT RESOLUTION NO. 25-10-73 APPROVING THE CABLE SERVICES FRANCHISE AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS AND BLUEPEAK FOR A 10-YEAR TERM. Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: Casmey. 14. Consider approving the Facility Use Agreement between the City of East Grand Forks and Signature Graphics for the use of the Civic Center Front Concession area for a one-year term. A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE THE FACILITY USE AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS AND SIGNATURE GRAPHICS FOR THE USE OF THE CIVIC CENTER FRONT CONCESSION AREA FOR A ONE-YEAR TERM. Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: Casmey. 4|Page City Council Meeting October 7, 2025 15. Consider approving the purchase of 3,000 pounds of R22 refrigerant for the VFW Memorial Arena from SCR for a total of $84,000.00. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER SCHUMACHER, TO APPROVE THE PURCHASE OF 3,000 POUNDS OF R22 REFRIGERANT FOR THE VFW MEMORIAL ARENA FROM SCR FOR A TOTAL OF $84,000.00. Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: Casmey. 16. Consider approving the employment agreement between the City of East Grand Forks and the City Administrator. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE THE EMPLOYMENT AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS AND THE CITY ADMINISTRATOR. Council member Helms said he had concerns because there was nothing in the packet about this item, there was no information about the numbers or percentages, and it was trying to be shoved through which he was against. He asked to have more discussion on this, there were other issues that needed to be straightened out, and it needed to be brought to a work session. Council President Larson stated the contract with the City Administrator was supposed to be negotiated by the Mayor, Council President, and City Attorney and then be approved by the City Council. He said they were following that process and the total compensation was listed under item 3 in the contract which had been included in the packet on page 69. Ms. Anderson suggested the Council table this item and make corrections to the contract before approving it. Mr. Huttunen told the Council Ms. Anderson had brought some items to his attention, under compensation it did not mention moving up in steps on the anniversary, and previous city administrator contracts were worded the same way. He stated the practice had been the step increase took place on the anniversary date along with a satisfactory performance review and he did not have any objection to include updated language. He continued saying item seven did not get updated from the 2023 contract, the current practice is he was receiving 160 hours of vacation per year, and it was the max that could be earned based on his total years of service as a city employee. He said they could update the language to what he was currently receiving in vacation accrual. Council President Larson asked if the recommendation was to pull the item, make the corrections, and bring it to a future meeting. Council Vice-President Riopelle said they could also amend the motion. Mr. Huttunen said there were simple changes so they could amend the motion if they chose to. Council President Larson asked if the motion should be amended. Council member Peterson asked to amend the motion to include the edits as brought forward by Ms. Anderson. Council Vice-President Riopelle said he would second the motion. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE THE EMPLOYMENT AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS AND THE CITY ADMINISTRATOR INCLUDING THE 5|Page City Council Meeting October 7, 2025 EDITS AS BROUGHT FORWARD BY MS. ANDERSON. Council member Helms asked what the percentage of the increase was. Ms. Anderson stated it was 15% and was not included in the budget for 2026. Council member Helms asked what this would do to negotiations. Mr. Huttunen told the Council he had talked with Mayor Olstad and Council President Larson about this, since the day he was hired, there were four department heads that were being compensated at a higher salary than he was currently being paid, and in the City’s personnel policy it states that if a subordinate made more than the department head in any department, it would not be allowed, and he brought the request forward to have a pay adjustment so he would be compensated at a higher rate than his subordinates. He stated the request being made did that and regardless of the percentage of the increase it was justified. Council member Helms asked if he was supposed to have certifications in place. Mr. Huttunen told the Council that a part of his contract included a requirement for a certification from the International City Manager Association as a credentialed manager. He explained there was no timeline that was included in the contract, it was assumed that it could be completed within a year, but that it was not possible to earn it within one year and it would take at least seven years of being a city administrator before he could receive the certification. He added he was on track to achieve that once he had served that amount of time, he had been working on the training, and again it was not possible to earn the certification before he had served seven years as a city administrator. He commented that it was a recommendation from the hiring firm and they would need to answer for why that would be a hiring standard without understanding how the certification worked. Discussion followed about the placement of the step. Council member Schumacher verified that all the information had been reviewed the week before and there wasn’t any new information. Mr. Huttunen said that was correct. Voting Aye: Schumacher, Pokrzywinski, Riopelle, Larson, and Peterson. Voting Nay: Helms. Absent: Casmey. 17. Consider approving the lease for a motor grader for the winter season of 2025-2026 from RDO Equipment for $6,800 per month and $65 per hour after 250 seasonal hours. A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE THE LEASE FOR A MOTOR GRADER FOR THE WINTER SEASON OF 2025-2026 FROM RDO EQUIPMENT FOR $6,800 PER MONTH AND $65 PER HOUR AFTER 250 SEASONAL HOURS. Council member Pokrzywinski asked if this was the same contract as last year. Mr. Stordahl said it did change from year to year but it was basically the same with a 3% increase. Council member Pokrzywinski asked if they ever went over the 250 hours. Mr. Stordahl said they did not. Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: Casmey. CLAIMS: 18. Consider authorizing the City Administrator to distribute payment for accounts payable invoices by 6|Page City Council Meeting October 7, 2025 issuing 90 checks totaling $546,268.41 and the October 3, 2025 payroll totaling $246,268.42. A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO AUTHORIZE THE CITY ADMINISTRATOR TO DISTRIBUTE PAYMENT FOR ACCOUNTS PAYABLE INVOICES BY ISSUING 90 CHECKS TOTALING $546,268.41 AND THE OCTOBER 3, 2025 PAYROLL TOTALING $246,268.42. Ms. Anderson explained this was being done for security reasons to help prevent fraud because there had been an incident with the Water and Light payables. She added it was thought that State law required the listing of checks and amounts but found out it was not required to provide the check numbers, list of who was receiving a check, and the amounts. She stated that information would be sent to the Council to review but they would list the number of checks and total amount in the packet. Council member Pokrzywinski asked if they could just add the number to previous checks. Ms. Nelson said there were also accounts payable for payroll which were also assigned check numbers so check numbers would not always be consistent. Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: Casmey. COUNCIL/STAFF REPORTS: Mayor Olstad apologized he could not attend the open house at the Fire Department, he had seen the pictures online, and it looked like everyone had a great time. Council President Larson reminded everyone to watch for sugar beet trucks with campaign starting, he asked everyone to be careful, how those trucks could not stop as quickly as a car could, and watch for the extra traffic going through town. Mr. Huttunen reminded the Council he had presented to the Capital Investment House Committee about the proposed improvements to the roads in the industrial park, Representative Gander was also in attendance, there were only two projects that were presented, and the project was received positively so he was hoping they could make good headway during the next session. Mr. King said the accessible deer hunt was going to be held starting Thursday, October 9th, there were going to be two participants, and they would be using Zone 2 which was located behind the greensite. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADJOURN THE OCTOBER 7, 2025 REGULAR COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:31 P.M. Voting Aye: Schumacher, Pokrzywinski, Riopelle, Helms, Larson, and Peterson. Voting Nay: None. Absent: Casmey. _______________________________________________ Megan Nelson, City Clerk 7|Page