City Council Agendas & Packets

APPROVED MINUTES OF THE WORK SESSION CITY OF EAST GRAND FORKS MONDAY, NOVEMBER 10, 2025 – 5:00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, November 10, 2025 was called to order by Council President Larson at 5:00 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council members Tami Schumacher, Dale Helms, Donald Casmey, and Karen Peterson. Staff Present: Karla Anderson, Finance Director; Maggie Brockling, Economic Development Director; Nancy Ellis, City Planner; Ron Galstad, City Attorney; Reid Huttunen, City Administrator; Jeremy King, Parks and Recreation Superintendent; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. 1. Construction Process Overview and Bid Package Timeline for Recreation Improvement Projects – Jeremy King and Tom McDonald, Construction Engineers Mr. King introduced Tom McDonald from Construction Engineers (CE) and explained that Bid Package #1 for the City’s Recreation Improvement Projects are currently out for bid and at a meeting soon the bids would be brought forward for consideration of approval. The agenda item tonight is meant to describe and explain the project bidding process, timeline for decisions, and key decision dates coming up. Tom McDonald then gave an overview of the project design and bidding process. He explained that Bid Package #1 is the ice system at each arena and that this bid needed to go out as quickly as it could because some of the ice plant systems have up to a 50-week lead time. McDonald explained that Bid Package #2 is in Schematic Design right now and as the process moves forward, CE will begin preparing project estimates. Mr. McDonald showed examples of the Bid Book and Schematic Design Book from the Valley Middle School project in Grand Forks, ND. In explaining the process of Design Contingency and Construction Contingency, Council Member Larson asked if any unused Construction Contingency would go back to the owner or the project. McDonald confirmed that is true, the unused Construction Contingency, less a construction savings clause in the contract, would go back to the owner as savings or to be used on project alternates. Mr. Helms asked if the plan is to have both ice floors torn out and replaced at the same time. McDonald answered that potentially yes that would happen. It will largely be dependent upon the contractors that bid the project and their ability to do so within the identified project schedule, and any equipment lead time Work Session November 10, 2025 issues that could arise. Council President Larson asked a question on the procedure of bringing the contracts through the steering committee and to City Council for approval and award. City Administrator Huttunen explained the bidding timeline and that Construction Engineers will prepare bid materials and present to the Steering Committee, made up of Mayor Olstad, Council Member Peterson, Jeremy King, and Reid Huttunen. The Steering Committee will then bring recommendations, on the advisement from Construction Engineers to the City Council of consideration. Mr. Huttunen explained the turnaround time on Bid Package #1 with ice plants will be fairly quick, with bids expected to be presented to City Council on Nov. 25th and voted for approval on Dec. 2nd. Bid Package #2 which is at the beginning stage of Schematic Design by JLG Architects will be brought back to City Council for a presentation at an upcoming Work Session. Council Member Riopelle asked about the scope of the Bid Pckg #1 and #2 and if the project is being planned in phases. Huttunen explained that Bid Package 1 and 2 are specific to the ice systems and existing square footage of the arenas as they stand today. Any additions of building or the proposed baseball field are not part of this project phase and will be a future phase of the project. The baseball field is being designed to a point that a project budget can be developed so that a fundraising campaign can be kickstarted for that project. McDonald added that the timeline to bring Bid Package #2 to bid and approval is early February 2026. 2. Sales Tax Project Bond Sale Schedule and Reimbursement Request for Proceeds of Bonds – Reid Huttunen Mr. Huttunen explained that the Local Sales Tax became effective July 1, 2025 and the City had started receiving revenue from the sales tax. Mr. Huttunen explained that BakerTilly Financial Advisors had presented a schedule of events for the sale of bonds to finance the recreation project, with bonds to be sold in February 2026 and proceeds received by the City in March 2026. Huttunen requested that the City Council consider approval of a resolution for reimbursement of expenses from the proceeds of bonds issued by the City for the Recreation project. The resolution item will be moved to the upcoming City Council meeting for consideration. 3. Discussion on Economic Development Authority Discretionary Loan Fund – Maggie Brockling Economic Development Director Brockling introduced the policy and procedures for the Discretionary Loan Fund with a loan cap of $10,000.00. Seeking approval of the loan policy at the upcoming City Council meeting. 4. Request to offer free Cities Area Transit rides to Food Pantry – Mayor Olstad Mayor Olstad introduced the item and requested the City Council approve a plan to have Cities Areas Transit rides to and from the East Grand Forks Food Shelf to be free through the end of 2025. Community Development Director Nancy Ellis explained the food shelf is on the fixed transit route and that the total impact of fares waived would likely be a few hundred dollars. A resolution approving the donated fares will be on the next City Council meeting for approval. 2|Page Work Session November 10, 2025 ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER POKRZYWINSKI, TO ADJOURN THE NOVEMBER 10, 2025 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:37 P.M. Voting Aye: Larson, Peterson, Schumacher, Pokrzywinski, Riopelle, Helms, Casmey. Voting Nay: None. Absent: _______________________________________________ Reid Huttunen, City Administrator 3|Page