Water & Light Commission Agendas & Packets

WATER & LIGHT COMMISSION MEETING AGENDA August 21, 2025 8:00 a.m., City Hall Council Chambers 1. Call meeting to order 2. Approve minutes from previous meeting – August 6, 2025 3. Bills and payroll 4. Comments from the public 5. Reports a. Widseth i. Todd ii. Steve b. City Attorney 6. Old Business a. Consideration of Project Award - Concrete Reservoir Rehabilitation b. Construction Recommendation - 2025 Business Highway 2 Lighting Extension 7. Tri-Valley ROFW 2025-2026 8. Proposed 2026 Five Year Capital Plan & Operation and Maintenance Budget 9. Department Heads 10. Commissioner’s reports 11. Adjourn to September 3, 2025 at 8:00 a.m. 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. 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  Rebates 8/21/2025 Rebate Name Amount AC Tune-up Gergen $60.00 AC Tune-up Landa $60.00 AC Tune-up Landa $60.00 ECM Clow $150.00 ECM Norton $150.00 ECM Honek $150.00 ECM Hanson $150.00 Washing Machine-Front Load Suazo $100.00 Weatherization - Residential Zimprich $500.00 Total $1,380.00  Request for W&L Commission Action Date: 8/21/2025 To: East Grand Forks Water & Light Commissioners From: Brianna Feil RE: MN Energy Assistance Program Agreement 2025-2026 Tri-Valley ROFW Donation Background: EGF Water & Light works closely with Tri-Valley for the Minnesota Energy Assistance Program and we sign an agreement annually to continue this working relationship. See agreement attached. Tri-Valley has a Reach Out For Warmth (ROFW) Program separate from energy assistance that is funded by donations from local businesses, churches, energy vendors, etc. and helps households that have depleted other resources. The last four years, Water & Light has contributed $2,000 each year to the Tri-Valley Reach Out For Warmth Program. This is included as part of our energy/load management budget. Recommendation: Approve and have staff electronically sign the Minnesota Energy Assistance Program agreement between vendor and service provider. Approve the $2,000 contribution to the Reach Out For Warmth Program. Minnesota Energy Assistance Program Agreement Between Vendor and Service Provider East Grand Forks, City of., East Grand Forks MN 56721 and successor home energy providers, hereafter referred to as “the energy vendor”, hereby agrees to cooperate with (local EAP Service Provider) hereafter referred to as “the Service Provider”, and the Minnesota Department of Commerce (COMM), Energy Assistance Programs, hereafter referred to as “the State” to deliver the Minnesota Energy Assistance Program for Federal Fiscal Year 2026 (FFY 2026), October 1, 2025 through September 30, 2026. I. The vendor and the Service Provider will: 1. Follow Energy Assistance Program (EAP) in the EAP Policy Manual (in particular Chapter 16). 2. Maintain accurate client and consumption information. 3. Comply with the MN Government Data Practices Act (MGDPA), MN Stat. Ch. 13, as it applies to all data provided by the energy vendor, the State, or its contractors under this agreement and as it applies to all data created, collected, received, stored, used, maintained or disseminated by the energy vendor or the Service Provider, in performing the duties under this agreement. To administer this program, the energy vendor and the service provider utilize a secure database with private information on individuals protected under the MGDPA. The energy vendor and Service Provider agree to not release any private data, including from the database, to any third party without written authorization from the subject of the data. By signing the application, applicants consent to the use of their private information for purposes of this agreement. 4. Use information obtained from the energy vendor, the State, or its contractors for the sole purpose of performing responsibilities and duties for energy programs run by the State. Further, Service Provider and the energy vendor shall implement and maintain appropriate and reasonable administrative, technical and physical safeguards to protect such information from accidental or unauthorized access, use, disclosure, and loss or destruction. 5. Negotiate for continuation or reconnection of service to households determined eligible for EAP benefits. 6. Establish a dispute resolution process to resolve issues arising during the term of this agreement. 7. Collaborate and do everything possible to ensure the customer has continuous access to home heating. 8. Minimize the risks of a customer’s home energy crisis through the use of the EAP benefits. 9. Encourage regular payments from the household. 10. Collaborate to reduce home energy costs. 11. Work together to ensure EAP payments are appropriately applied to accounts and used for EAP services as designated by the Service  Provider. II. The Service Provider will: 1. Determine customer eligibility. 2. Provide new and existing energy vendors with information about the eHEAT software system.  Work to ensure all energy vendors become eHEAT users.  Provide necessary and/or ongoing training to energy vendors using eHEAT. 3. Make authorization through eHEAT, telephone, fax or electronic communication of payments for:  Electricity, heating sources and delivery of fuel.  Continuation or reconnection of connected utilities.  Fees including: service deposits, pressure tests, line bleeding, tank setting, tank rental, membership, if applicable.  Removal from load limiters.  Due and past due amounts for electricity and heating fuels. 4. Maintain customer authorizations for exchange of private data between the Service Provider and the energy vendor. 5. Enter account number into eHEAT in the format supplied by the energy vendor. III. The energy vendor will: 1. Ensure EAP eligible households are not treated adversely compared to other households. Oil and propane dealers are required to comply with the Discrimination Prohibition in Minn. Stat. §325E.027. In addition, propane dealers are required to comply with the following: Price and Fee Disclosure, Budget Payment Plan, Propane Purchase Contracts, and Terms of Sale in Minn. Stat. §§216B.0992 - .0995. This includes making available the cash price or other applicable discount programs to EAP households. 2. Supply account number format to the Service Provider. 3. Upon request, provide a written price list of normal and customary services for home energy costs including but not limited to:  Leak seek and pressure tests  Bleeding lines  Tank setting  Service deposits  Reconnection fees  Membership fees  Minimum delivery requirements and costs  Emergency fuel and after hours delivery costs 4. When possible deliver remaining EAP benefit before September 30, 2026 . 5. Timely provide at the request of the customer, the Service Provider or the State, information on applicant households’ home energy costs, dwelling consumption data, delivery dates, bill payment history, arrearage history or post-delivery information. This information will be provided in the format requested. 6. Provide dwelling consumption data within 5 business days of the request in eHEAT. 7. Respond promptly to consumption requests for crisis situations. 8. Register with the State to receive EAP payments. 9. Use the warrant or EFT date as the EAP payment date. 10. Apply all EAP payments to the households account within 5 business days of receipt of payment. 11. Apply EAP payments to the household’s energy costs before applying other energy payments. 12. Accept all customer payments. 13. Use EAP funds to pay for home energy costs, including fuel and other routine and required services as designated by the Service Provider. Expenses such as service contracts, water, sewer, garbage, cable, internet, telephone, gasoline, machine parts, engine oil, etc. cannot be paid with EAP funds. 14. Continue service, reconnect or deliver fuel to households as negotiated by the Service Provider on behalf of the household. 15. When addressing household energy emergencies, when possible, accept eHEAT payment status of “Payable” for payment. When eHEAT is not available, accept early notification authorization by telephone, fax or electronic communication for delivery of fuel, continuation or reconnection of connected utilities, or service deposits, and removal from load limiters. 16. Accept a household application status in eHEAT of “approved” as income eligibility validation for EAP. 17. Report dangerous heating or fuel delivery situations for EAP households to the Service Provider. 18. If an account becomes inactive during the program year in which the payment was made, the energy vendor should make a reasonable effort to contact the applicant and Service Provider to identify and transfer any credit to the new vendor. 19. If an account becomes inactive after the program year, refunds should go to the household or to unclaimed property if the household cannot be located. 20. Process and refund to the State any refunds requested by the Service Service Provider within 10 business days. 21. Notify the Service Provider or State if there is reason to believe EAP funds have been misused as described in the EAP Policy Manual. 22. Allow the Service Provider or State access to fiscal records of EAP transactions for audit purposes for period of three (3) years after payment. 23. Complete and return the vendor Monitoring Report and the EAP Leveraging Report, when requested. 24. Use eHEAT when possible to administer EAP program business, including but not limited to:  Providing consumption  Maintaining household account numbers  Monitoring eligibility and payments  Recording refunds 25. Implement and maintain eHEAT database security policies by:  Limiting access to authorized personnel only  Ensuring each user is assigned a unique user ID  Ensuring email addresses associated with each user ID are current  Deactivating users immediately upon termination of their role in the service delivery of EAP  Deactivating users who are on a temporary leave of absence, extended vacation, etc. IV. Either party to this agreement may terminate it at any time, with or without cause, upon thirty days written notice to each other and the State. V. Signatures: By checking this box you are agreeing to the Terms and Conditions of the Vendor Agreement. eheat NextGen Build #6129238 Build Date: 2025-07-22T16:20:46+0000 Request for Water and Light Commission Action Date: 8-14-2025 To: Water and Light Commission From: Keith Mykleseth RE: Proposed 2026 Five Year Capital Plan & Operation and Maintenance Budget Background: We have completed the proposed 2026 Five Year Capital Plan and Operation and Maintenance Budget. Packets have been provided to Water and Light Commission for Review on 8-14-2025. Key Points document attached. Recommendation: No Commission action is required at this time. This item will be brought up for consideration at the September 3rd, 2025 Water and Light Commission Meeting. KEY POINTS FOR 2026 WATER & LIGHT DEPARTMENT BUDGET PLANNING Electric Expenses  Wholesale Power Cost increases for 2026. • MMPA is presently proposing an overall increase of 2.5% • WAPA is presently proposing 6% increases to demand and energy charges.  Wages and Benefits: Employee union contract and MOUs end 2025. First meeting with labor union is scheduled for August 21, 2025.  Proposed Overall Electric Fund Expenses decrease of $347,994 or 1.94% compared to 2025. Electric Revenue  Assuming rates at 2025 level, 2026 Electric Revenue is presently estimated to come in $434,674 or 2.40% lower than 2025 Electric Revenue. Water Expenses  Wages and Benefits: Employee union contract and MOUs end in 2025. First meeting with labor union is scheduled for August 21, 2025.  Proposed Overall Water Fund Expenses increase of $670,405 or 20.65% compared to 2025. (main reason for increase: Lime Slug Pond Removal Project is O & M cost- $600,000) Water Revenue  Assuming rates at 2025 level, 2026 Water Revenue is presently estimated to come in the same as 2025 Water Revenue. 5 Year Capital Plan  We are proposing to spend $564,824 for Capital Improvements in 2026. $171,824 Buildings and Substations, $143,000 Vehicles and Equipment, $50,000 Water Distribution, $200,000 Office Equipment. See 5 Year Capital Plan for supporting information. Other  Health Care Premium estimated to increase 16.6%.