AGENDA - AMENDED

OF THE CITY COUNCIL

CITY OF EAST GRAND FORKS
TUESDAY, OCTOBER 5, 2021 – 5:00 PM

CALL TO ORDER:

CALL OF ROLL:

DETERMINATION OF 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 “Regular Meeting” for the East Grand Forks, Minnesota City
Council of September 21, 2021.

2. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City
Council of September 28, 2021.

SCHEDULED BID LETTINGS: NONE

SCHEDULED PUBLIC HEARINGS: NONE

CONSENT AGENDA: NONE

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.

ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS, AND COMMISSIONS:

NONE

COMMUNICATIONS: NONE

OLD BUSINESS: NONE

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.

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NEW BUSINESS:

3. Consider approving the lease for a motor grader for the snow removal season from RDO Equipment
for a total of $5,800 per month plus $60 per hour after the first 50 hours.

4. Consider adopting Resolution No. 21-10-68 approving the Food Shelf Program allowing for street
maintenance tickets issued until the end of December 2021 to be paid with either food items or cash,
all of which will be donated to the East Grand Forks Food Shelf.

5. Consider adopting Resolution No. 21-10-69 approving the promotion of Brenden Jones to the Team
Lead, Facility Operations position.

6. Consider approving the request to start the hiring process for a Parks Maintenance Worker position.

7. Consider adopting Resolution No. 21-10-70 authorizing the Police Department to enter into a grant
agreement with the Minnesota Department of Public Safety for traffic safety projects.

CLAIMS:

8. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills

and payroll.

COUNCIL/STAFF REPORTS:

ADJOURN:

SEE NEXT PAGE FOR THE CLOSED MEETING AGENDA

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.

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 AGENDA
OF THE CITY
COUNCIL CLOSED SESSION
CITY OF EAST GRAND FORKS
TUESDAY, OCTOBER 5, 2021 – FOLLOWING THE WORK SESSION

CALL TO ORDER:

CALL OF ROLL:

DETERMINATION OF A QUORUM:

1. Job Evaluation of the City Administrator. The meeting will be closed pursuant to MN Statute
13D.05 Sub. 3(a).

ADJOURN:

Upcoming Meetings
Work Session – Tuesday, October 12, 2021 – Training Room – 5:00 PM
Regular Council Meeting – Tuesday, October 19, 2021 – Council Chambers – 5:00 PM
Work Session – Tuesday, October 26, 2021 – Training Room – 5:00 PM
Regular Council Meeting – Tuesday, November 2, 2021 – 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.

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UNAPPROVED MINUTES
OF THE CITY COUNCIL
CITY OF EAST GRAND FORKS
TUESDAY, SEPTEMBER 21, 2021 – 5:00 PM

CALL TO ORDER:

The Council Meeting of the East Grand Forks City Council for Tuesday, September 21, 2021 was called
to order by Council President Olstad 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 Steve
Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council Members
Clarence Vetter, Dale Helms, Tim Johnson, Marc DeMers, and Brian Larson.

Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Steve Emery, City Engineer;
Ron Galstad, City Attorney; Paul Gorte, Economic Development Director; Michael Hedlund, Police
Chief, Charlotte Helgeson, Library Director; Reid Huttunen, Parks and Recreation Superintendent;
David Murphy, City Administrator/Clerk-Treasurer; Keith Mykleseth, Water and Light General Manager;
Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director.

DETERMINATION OF QUORUM:

The Council President Determined a Quorum was present.

PLEDGE OF ALLEGIANCE:

OPEN FORUM:
President Olstad 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 “Regular Meeting” for the East Grand Forks, Minnesota City
Council of September 7, 2021.

2. Consider approving the minutes of the “Work Session” for the East Grand Forks, Minnesota City
Council of September 14, 2021.

A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL

MEMBER JOHNSON, TO APPROVE ITEMS ONE (1) AND TWO (2).

Voting Aye: Johnson, Olstad, DeMers, Larson, Vetter, Helms, and Riopelle.
Voting Nay: None.

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City Council Meeting September 21, 2021

SCHEDULED BID LETTINGS: NONE

SCHEDULED PUBLIC HEARINGS: NONE

CONSENT AGENDA:
Items under the “Consent Agenda” will be adopted with one motion; however, council members may
request individual items to be pulled from the consent agenda for discussion and action if they choose.

3. Consider approving Bonfire Application for Sacred Heart School to have a bonfire in LaFave Park
on Sunday, September 26, 2021 from 7:30pm to 8:30pm contingent upon approval from the Fire
Department due to possible burning restrictions.

4. Consider approving the request to start a hiring process/register for the position of Police Officer.

5. Consider adopting Resolution No. 21-09-66 approving the promotion of Officer Justin Roue to the
Corporal position.

A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL

MEMBER LARSON, TO APPROVE ITEMS THREE (3) THROUGH FIVE (5).

Voting Aye: Johnson, Olstad, DeMers, Larson, Vetter, Helms, and Riopelle.
Voting Nay: None.

ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS, AND COMMISSIONS:

6. Regular meeting minutes of the Water, Light, Power, and Building Commission for September 1,
2021.

COMMUNICATIONS: NONE

OLD BUSINESS: NONE

NEW BUSINESS:

7. Consider adopting Resolution No. 21-09-67 approving the preliminary 2021 tax levy collectable in
2022 for a total of $6,171,501 and set the Public Budget Meeting for December 7, 2021 at 6:00pm
with a continuance hearing, if necessary, for December 21, 2021.

A MOTION WAS MADE BY COUNCIL MEMBER DEMERS, SECONDED BY COUNCIL

MEMBER JOHNSON, TO ADOPT RESOLUTION NO. 21-09-67 APPROVING THE
PRELIMINARY 2021 TAX LEVY COLLECTABLE IN 2022 FOR A TOTAL OF $6,171,501 AND
SET THE PUBLIC BUDGET MEETING FOR DECEMBER 7, 2021 AT 6:00PM WITH A
CONTINUANCE HEARING, IF NECESSARY, FOR DECEMBER 21, 2021.

Voting Aye: Johnson, Olstad, DeMers, Larson, Helms, and Riopelle.

Voting Nay: Vetter.

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City Council Meeting September 21, 2021

8. Consider approving Lease Agreement No. PS0404 between the City of East Grand Forks and the State
of Minnesota Department of Public Safety for leasing office space to be utilized as a driver exam
station starting January 1, 2022 through June 30, 2025.

A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL

MEMBER VETTER, TO APPROVE LEASE AGREEMENT NO. PS0404 BETWEEN THE CITY
OF EAST GRAND FORKS AND THE STATE OF MINNESOTA DEPARTMENT OF PUBLIC
SAFETY FOR LEASING OFFICE SPACE TO BE UTILIZED AS A DRIVER EXAM STATION
STARTING JANUARY 1, 2022 THROUGH JUNE 30, 2025.

Council member Helms asked if this meant they were going to be offering services again in East Grand
Forks. Mr. Huttunen said the notice sent to the City stated the Legislature has set the date to reopen all
locations by February 1, 2022, they have started hiring and training staff, and was not sure if the East
Grand Forks location would be open before the February 1st date.

Voting Aye: Johnson, Olstad, DeMers, Larson, Vetter, Helms, and Riopelle.
Voting Nay: None.

9. Consider approving the Live Streaming Venue Agreement between the City of East Grand Forks and
Youth Sports Plus allowing the installation of a fully automated sports broadcasting system for the
delivery of live and/or on demand video and audio streaming from the City’s sports facilities.

A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL

MEMBER LARSON, TO APPROVE THE LIVE STREAMING VENUE AGREEMENT
BETWEEN THE CITY OF EAST GRAND FORKS AND YOUTH SPORTS PLUS ALLOWING
THE INSTALLATION OF A FULLY AUTOMATED SPORTS BROADCASTING SYSTEM FOR
THE DELIVERY OF LIVE AND/OR ON DEMAND VIDEO AND AUDIO STREAMING FROM
THE CITY’S SPORTS FACILITIES.

Voting Aye: Johnson, Olstad, DeMers, Larson, Vetter, Helms, and Riopelle.
Voting Nay: None.

10. Consider approving the request to declare the 1999 Chevy S10 pickup as surplus and sell at a future
city auction.

A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL

MEMBER JOHNSON, TO APPROVE THE REQUEST TO DECLARE THE 1999 CHEVY S10
PICKUP AS SURPLUS AND SELL AT A FUTURE CITY AUCTION.

Voting Aye: Johnson, Olstad, DeMers, Larson, Vetter, Helms, and Riopelle.
Voting Nay: None.

11. Consider approving the request to bid with intent to purchase a pickup from the police auction being
conducted through a third party to be used for mosquito control spraying and would be paid for from
the insect fund.

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City Council Meeting September 21, 2021

A MOTION WAS MADE BY COUNCIL MEMBER HELMS, SECONDED BY COUNCIL

MEMBER LARSON, TO APPROVE THE REQUEST TO BID WITH INTENT TO PURCHASE
A PICKUP FROM THE POLICE AUCTION BEING CONDUCTED THROUGH A THIRD
PARTY TO BE USED FOR MOSQUITO CONTROL SPRAYING AND WOULD BE PAID FOR
FROM THE INSECT FUND.

Council member DeMers stated he had a problem with the idea of confiscation and the selling of property
at an auction. He commented it was done through legal channels but this was a bad look for the City or
any government so he would be voting no.

Voting Aye: Johnson, Olstad, Larson, Vetter, Helms, and Riopelle.

Voting Nay: DeMers.

CLAIMS:

12. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills
and payroll.

A MOTION WAS MADE BY COUNCIL MEMBER JOHNSON, SECONDED BY COUNCIL

MEMBER HELMS, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK-TREASURER
TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL.

Voting Aye: Johnson, Olstad, DeMers, Larson, Vetter, Helms, and Riopelle.
Voting Nay: None.

COUNCIL/STAFF REPORTS:
Mayor Gander stated that he, Council President Olstad, and Mr. Kolness would be interviewed this week
for the Small Town Spotlight which will be aired on Friday, September 24th around 6:30pm either on
Channel 4 or 11.

Council Member Helms said he had been asked if the speed limit could be reduced or posted to 25 mph
on the portion of Central Avenue that was currently closed for the watermain project. Chief Hedlund said
staff could look into that and see if it was possible to change. Council member Helms added this section
of road had been closed too long and needed to be opened back up. Mr. Emery told the Council the
concrete work would be finished the following day, landscaping and seeding should be completed by the
end of the week, and the road signs would be replaced so the road should be reopened next week.

Council President Olstad reminded everyone the City Showcase was going to be held Wednesday night
starting at 5pm at the Civic Center and how it will include a dunk tank.

Mr. Emery stated Agassiz Asphalt had been contracted to complete a mill and overlay on a portion of
River Road. He explained this project would tentatively start on Tuesday, September 28th, it was expected
to last up to three days, so this section of River Road would be shut down for this project. He added a
notice about the project was put out on the city website and he had also notified the school bus garage, the
police department, and the fire department about this closure.

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City Council Meeting September 21, 2021

ADJOURN:

A MOTION WAS MADE BY COUNCIL MEMBER JOHNSON, SECONDED BY COUNCIL

MEMBER HELMS, TO ADJOURN THE SEPTMEBER 21, 2021 REGULAR COUNCIL
MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:11 P.M.

Voting Aye: Johnson, Olstad, DeMers, Larson, Vetter, Helms, and Riopelle.
Voting Nay: None.

_______________________________________________
David Murphy, City Administrator/Clerk-Treasurer

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 #2

UNAPPROVED MINUTES
OF THE CITY
COUNCIL WORK SESSION
CITY OF EAST GRAND FORKS
TUESDAY, SEPTEMBER 28, 2021 – 5:00 PM
CALL TO ORDER:

The Work Session of the East Grand Forks City Council for Tuesday, September 28, 2021 was called to
order by Council President Olstad 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 Steve
Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle (5:02pm), Council
Members Clarence Vetter, Dale Helms, Tim Johnson, Marc DeMers, and Brian Larson.

Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Nancy Ellis, City Planner;
Paul Gorte, Economic Development Director; Michael Hedlund, Police Chief, Charlotte Helgeson,
Library Director; Reid Huttunen, Parks and Recreation Superintendent; David Murphy, City
Administrator/Clerk-Treasurer; 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 Indigenous Peoples Day – Mayor Steve Gander

Mayor Gander explained this item came up when there had been a request to change the lights on the
Sorlie Bridge for Indigenous Peoples Day, which would coincide with Columbus Day, the request was
considered, and an effort had started in Grand Forks to make some changes and a guest was present to
start discussing this topic. He stated that Benjamin Franklin has been quoted as saying “half of a truth is
often a great lie.” He said when reviewing the history of North America, in some ways there has been
half of the truth given, there were many untold stories, and Indigenous Peoples Day is an effort to talk
about the other half of the truth that would round out the knowledge of history. He said Ms. Courtney
Davis was there to address the Council.

Ms. Courtney Davis-Souvannasacd introduced herself as a member of the Turtle Mountain Band of
Chippewa. She explained she lived in Grand Forks; she has been back and forth between Belcourt, which
was her hometown and Grand Forks where she now resides. She stated she was a proud homeowner, she
had three children in the Grand Forks school district, and she had done a lot of community organizing on
the Grand Forks side. She said she was there to offer her perspective and answer any questions the Council
may have about Indigenous Peoples Day, the meaning behind it, and why it was important to her.

Council member DeMers asked if this day was recognized by the State. Ms. Davis said it was recognized
by the State, there were cities around the United States that recognized this day, and each year that
continued to grow. Council President Olstad asked if the State recognized both days together. Ms. Davis
said no and a proclamation was issued by the Governor recognizing the second Monday in October as

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Work Session September 28, 2021

Indigenous Peoples Day. Council President Olstad asked if Columbus Day was abolished. Ms. Davis
said she was not sure but there was no language in the proclamation to recognize both days. She explained
the initial request was for lighting the bridge for Indigenous Peoples Day, she was not familiar with process
for the request, and when it was denied, she requested to start a discussion.

Mayor Gander commented that all emails about this have been respectful, constructive, and positive. He
reviewed history of how native peoples had been in North America for around 18,000 years, Christopher
Columbus arrived around 500 years ago, he listed different indigenous groups found throughout regions
in America and in Mexico, and how there were many things that could be learned from and about these
peoples. He suggested setting aside a day for Indigenous Peoples day, Columbus day was to symbolic of
the arrival of Europeans coming to America, it could have been done better, and one half of the truth
should not replace the other half of the truth. He added if they were on the same day, he would like to see
them observed side by side.

Ms. Davis explained it was her intention to educate and have a civil conversation, which was a connecting
point for people to come together in a genuine and authentic way. She thanked Mayor Gander for sharing
some history and she was not familiar with all of it. She explained she had grown up in a Catholic
household, her mother had been sent to a boarding school, and so there were many cultural and traditional
things that had been taken away from her. She said it was after she came to Grand Forks she started to
learn about her traditional customs and beliefs that allowed her to grow as a person and fortified her
identity as an indigenous woman. She added how learning about the atrocities that were committed by
Columbus was a reason why this was representative of replacing Columbus Day, that was up to the
Council, and that was her understanding for Indigenous Peoples Day. She added she would be happy to
have continued conversations on this topic. She explained she was trying to find a space in the community
to have conversations, empower people to do better, and there was a large base of the native people living
in both cities. She added it was not easy to address the Council, she was a community member who was
passionate about this, and she wanted her children to be proud of their heritage.

Council member DeMers thanked Ms. Davis for the information and asked what the vision was for this
day or what the ask was. Ms. Davis said the ask was for official recognition of Indigenous Peoples Day,
she could put together more information for the Council to consider, and she would be hosting a
community event in Grand Forks. She reviewed what happened at the first celebration, how a presenter
went into the East Grand Forks schools and shared with them, and ended the event with a dance using a
drum that had come from Sisseton/Wahpeton. She explained she tried to balance things with all tribal
nations of North Dakota and there were even more tribes in Minnesota. She added she had learned a lot
about governance, she enjoyed community organizing, and she tries to bring things forward in a positive
way.

Council President Olstad asked if there had been any involvement with the school district in East Grand
Forks. Ms. Davis explained she participates on the American Indian Parent committee, they were very
inclusive, and currently they are working with Suraya Driscoll. She added they want to continue to
develop relationships with native families and care givers, and they are trying to bring both cities together.
She added she had worked with the Grand Forks school district as an American Indian liaison and worked
with the City of Grand Forks. She said there was an event planned for Monday, October 11 th at 6:30pm
following the City Council meeting in the Grand Forks City Hall and she welcomed everyone to attend.
Mayor Gander said he appreciated her attending the meeting. Council member Larson said he was
supportive of this initiative, it was something he did not know enough about, and was looking forward to
future conversations regarding how or how not Indigenous Peoples day worked with Columbus day, and
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Work Session September 28, 2021

would like to understand that from her perspective along with other initiatives that could be used in the
community so it can be more welcoming to American Indian population. Council members thanked Ms.
Davis for attending the meeting.

2. Request for Motor Grader Rental – Jason Stordahl

Mr. Stordahl said each year the City rented a motor grader for the winter season and this year the
recommendation was to rent a motor grader from RDO Equipment for the 2021-2022 winter season.
Council member Helms asked if the City owned a motor grader. Mr. Stordahl stated the City owned two
motor graders and rented one each winter season. Discussion followed about the age of the motor graders,
the newest motor grader was purchased in 2012, and the older one was scheduled to be replaced in a
couple years. Mayor Gander asked how the maintenance was handled on the rented machine. Mr.
Stordahl stated it was covered by the company and was not a City expense.

This item will be referred to a City Council Meeting for action.

3. Building Committee Update & Presentation on Recreation Facility Improvement Planning

– Reid Huttunen

Mr. Huttunen told the Council they would be hearing from some of the committee members about the
work that has been done over the last six months, they would hear from Construction Engineers and JLG,
and he was proud of work that had been done up to this point. He commented how there had been
approximately 12 meetings and some of those meetings were four hours long so they were invested in this
process. He reminded everyone how this process was started with a feasibility study in 2019, they have
learned there was a high dollar amount of deferred maintenance in the facilities, the deferred maintenance
does not get any cheaper, and they did not have specific costs but there are estimates to go along with
what was going to be presented. He asked the Council to allow the information to be presented and there
would be time for questions at the end. He added they have felt they have done a well-rounded job of
understanding what the community has said what was important in these facilities. He said the committee
had spent hours discussing needs versus wants and how these facilities could be used in the future. He
added they would talk a lot about programming during the presentation and how the facilities could be
used throughout the year and they would be designed to serve a broad range of activities. He said one of
the resounding items that came through all of the public input that had been gathered was the pride that
people had in the facilities but they need some investment back into them. He said the committee talked
about reinvestment and what that meant to this project. He said committee members were going to start
the presentation and help paint a picture of what reinvestment meant to them.

Marla Wolfe introduced herself to the Council, how she was born and raised in the community, and was
senior in high school when the Civic Center was built. She explained she was one of the first to skate on
the rink because she was a hockey cheerleader, there was no girls hockey or figure skating offered at that
time, and she was proud to be skating because she had wanted to be a hockey player. She said times have
changed because there are activities for everyone of all ages but she has fond memories of watching games
in the snow banks in the different parks in town or on occasion at locations in Grand Forks that were inside
which was a big deal and then the Civic Center was built. She added she was the first class to graduate
out of the Civic Center.

Ms. Wolfe continued saying in 1982 the VFW Arena was built by a large donation and many volunteers
that built the building which was also how Sherlock Park was built. She added Stauss ballfield has not
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Work Session September 28, 2021

changed since she was a kid other than a few cosmetic things. She told the Council it was now their turn
to give back to the community like the people before had given to the community. She said it was time
to reinvest in the facilities and bring them up to the 21st century so they can include everyone and allow
future generations to enjoy.

Karen Peterson introduced herself to the Council. She stated she had explained she grew up in a town
much smaller than East Grand Forks. She told a story about when she was a little girl and received
information about skating lessons but was told it would not work and she was crushed. She said her dad
cleared off a pond with his tractor so she was able to learn to skate. She continued that her and her husband
moved to East Grand Forks in 1999, living here permanently was never a part of their plan, their family
grew, and two decades later, they are still living here. She explained she was sharing her story because
she was the current president of the Northern Lights figure skating club, which gave her the opportunity
to serve on the committee, and what reinvestment meant to her. She explained one of the main reasons
her family has made East Grand Forks their home was largely due to the East Grand Forks Parks and
Recreation Department along with the programs they offer to the community. She said these programs
offered her family the ability to pursue interests in a variety of areas, helped them develop skills, and later
provided them the opportunity to work as seasonal employees.

Ms. Peterson continued saying how important the relationships that were formed between players, co-
workers, and with them as parents. She said it was those relationships that create a community and a
home. She stated reinvestment to her was not about the money to bring the buildings up to code or expand
what was offered, rather it was reinvesting in the community where people were able to develop skills,
explore interests, cultivate passions, and create a home. She reminded the Council about her story and
how they could be the ones to help make a dream come true.

Mr. Dustin Frize introduced himself as a committee member and he would be reviewing the project
statement and goals they were tasked with. He stated it was time to reinvest in the community; this was
something the Council was going to continue to hear in the presentation. He explained the growing needs
for improvements in the current facilities and the demand for new and expanded recreational offerings
have been identified by community members. He said more activities were being requested to promote
an active lifestyle for all citizens. He reviewed how there were four facilities that required extensive
upgrades and improvements to continue to serve the community in a high capacity, various deficiencies
and shortcomings had been identified and documented in the feasibility study that was completed in 2019.
He added how input from residents surveyed in 2020 stressed the importance of reinvesting in the facilities
for the betterment of the community.

Mr. Frize said there were four major goals. He stated the goals were transforming participant and user
experience and performance through upgraded facility amenities, to improve functionality and building
flexibility that promotes expended recreation offerings for the entire community, to improve building
operating efficiency, and improve safety and access for all participants and spectators. He added there
were two sites, there were individual goals for both sites, and they had focused on success metrics while
going through this process. He pointed out that this plan could reduce building operating costs, update
systems and building controls, expand recreation offerings and growth in community participation, and
allow the City to serve as a regional leader with these facilities being frequently used by visitors of the
community for programming, tournaments, and special events, which could generate additional revenue
for the City.

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Mr. Frize said they looked at how things could be expanded, what programs could be offered, and how
things could be more inclusive and diverse based on what the facilities could offer. He stated they
intentionally spent a lot of time on that as a committee and they would see plans and drawings that have
come from these discussions.

Mr. Tom McDonald introduced himself as employed by Construction Engineers and was a resident of
East Grand Forks since 2009 when his family moved back to this area. He explained they wanted to show
the estimated costs to the Council at the beginning of the presentation instead of at the end. He said there
were four facilities, two categories of costs, and one of them was deferred maintenance. He stated the
deferred maintenance is the work that has to be done, there was a lot to be done but not many people
would be able to see what was done or notice the updates done such as the mechanical systems or sprinkler
system. He continued saying the second category they called enhancements and would be the things that
people would see, make the proud when they entered the facilities, and enhance their experience in these
facilities. He reviewed the table of costs, commented how the deferred maintenance was about two-thirds
of the total cost, and the numbers were significant. He said the goal of these budgets was to give the city
council and the community the right information going forward. He turned the meeting over to Mr.
Davidson.

Mr. Adam Davidson introduced himself as an architect from JLG. He said he was very proud and excited
to be able to work in the community and be a part of this project. He reminded everyone that before they
started looking at the concepts that this was just preliminary information. He explained it was visioning
and reimagining on what could be done to these facilities, respecting the history of what was there, and
celebrating a new experience promoting inclusion, diversity, and for the changing times. He said again it
was not concrete. He continued saying they started this process by listening to help establish goals,
visions, objectives, identify problems, and help define the project. He stated they look at it through three
different strategies that include the human experience, positive performance, and financial prosperity. He
said have looked at how to be efficient with the upgrades, address deferred maintenance, and be fiscally
responsible. He said they tried to create an environment that was more inclusive, more diverse, and have
a greater range on involvement from the community at large.

Mr. Davidson said they were going to show what they had come up with and was going to start at the
Civic Center site. He explained there was an opportunity at this location to address the needs that were at
Stauss Park and created a facility that was multi-purpose. He showed the plan for the Civic Center site;
there were safety and drainage issues to work through, and how this could benefit the City and the region
as well. He started reviewing the floor plan, how some spaces would be repurposed, there would be space
added on, and they were trying to create operational efficiency. He added it would help with accessibility
because an elevator would be added; put everything on one level, and enhancing the amenities with the
addition of more locker room spaces, coaching spaces, and more. He then reviewed the concourse level,
the entrance would be re-centered, and the lobby would be more functional.

Mr. Davidson said the different groups that would use the facility would utilize shared amenities like the
locker rooms, concessions, restrooms, and more. He said they were trying to be efficient so they could
satisfy the needs of all users. He said there was an opportunity to lease out some space; they could bring
in a program, and possibly additional revenue. He added there was an opportunity for multiple groups to
utilize these spaces. He showed how the ballfield would connect to the concourse and how they could
combine the old with the new, how the viewing area could be used for many things, again how the entry
would be moved to make it more intentional, and there could be gates to get to the ballfield. He showed
images of what the lobby could look like along with the viewing area that could be used for many things.
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Mr. Davidson continued with the VFW Arena site, they used similar strategies at this site, and there would
be a realignment to the center of the buildings, which would allow for more safety. He said this would
bring two facilities into one that could be used for tournaments, sponsored community events, and other
opportunities. He explained they tried to make this very functional and reviewed where the new entrance
would be located, there would be an open commons space allowing for viewing into either arena,
concessions and restrooms centrally located, and community space available. He added they would
repurpose some of the spaces inside in both the VFW Arena and in the Blue Line Club Arena. He said it
was important celebrate the history and the experience, there were opportunities to enhance what was
already there, and highlight the memorial that was already there. He showed a slide showing the space in
between the two arena spaces and how this could be used many different ways. He ended by saying they
tried to support the reinvestment vision by searching for opportunities, reimagine what was there, and
listening to what they were told. He thanked the Council for their time.

Mr. Brandon Boespflug thanked the Council for allowing him to be a part of the committee. He listed
some words that were used throughout the presentation that included pride, history, vision, opportunity,
reinvestment, passion, relationships, community, inclusive, diverse, experience, fiscal responsibility,
financial prosperity, enhancements, growth, efficiencies, and transformation. He said what he wanted to
focus on was pride, reinvestment, excitement, dreams, and growth. He stated at some point the Council
will be asked to take action, they have shared what they had done, the next step is to share this information
with the entire community, and he asked them to think about the story of the Field of Dreams. He
explained in the movie it was said “if you build it they will come” and by reinvesting they will come. He
said they needed to focus on what they provide to the citizens, the committee did not focus on one specific
group when coming up with this plan, but they did focus on the reinvestment into the community. He said
there was always talk about reinvestment into the community, economic growth, and this was the best
thing for the community. He asked them to remember reinvestment and pride and how this would allow
for many other opportunities.

Mr. Huttunen reminded the Council the committee had been working on this since February, they were
not asking for any formal action, but they would like to schedule forums and sessions to get this
information out to the community as a whole so they are able to get feedback since so much as changed.
He said there were some resources available that can look at economic impact studies so they would be
able to see what the possible return on investment for a project like this. He stated he would like to put
some work into that, see how soon they would be able to get feedback, and include that information with
what had been presented so they were more informed. He asked for feedback or any questions.

Council President Olstad thanked the group for how much time they had put into this, the presentation
was great to see, and he could tell they were passionate about this. He commented how they have talked
about the entire community meaning all ages would be able to utilize the facilities and asked if that had
been discussed. Mr. Huttunen said they listed the current user groups and another list showing the
potential groups that could utilize the facilities based on the presented concepts. He added they did not
go over that in great detail but one idea was to incorporate senior citizen activities in VFW space, they
would be able to walk laps year round, there was a potential fitness space that could be accessed by a key
for residents to use with a membership, and the common area could be utilized throughout the day for a
variety of activities. He reviewed how spaces at the Civic Center could be utilized for a variety of uses
and how the budget included turf or a sports floor at the Civic Center so outside of hockey season along
with a turf field, these spaces could be used all day, all year. He said they tried creating more access and
the ability to meet the needs of the community. Council President Olstad said they had talked about how
they could incorporate the senior citizens which was his main ask. Mr. Huttunen said they are not
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Work Session September 28, 2021

including a commercial kitchen in any of these spaces, which is currently at the Senior Center. Council
President Olstad said they should hold as many meetings as they could but they should also hold some
online in case someone was not able to make it and also make it interactive if those participating had
questions.

Mayor Gander said some pushback they have received was that this was about hockey and baseball, those
were the two biggest programs that they run. He commented how the upgraded facilities at the high school
were great so if the City were able to do something comparable it would be great for all. He added they
may need to spend more than originally thought, he liked the breakdown of the estimates, and they will
have to keep an open mind.

Council member Vetter stated it was a great presentation and the only constructive criticism he had was
to change the term deferred maintenance. He said he took a lot of pride, along with the rest of the Council,
that when a department head needed something for their building the Council worked with them to get it
done. He listed recent projects and how they continually updated all of the city buildings. He said to not
use the term, deferred maintenance, for other than the parking lot at the Civic Center, because it gave a
negative connotation for the public. He said there were basic upgrades that needed to be done, asked them
again not to use deferred maintenance, and it was time to bring this forward to the public.

Council member DeMers said he agreed with Council member Vetter about not using the term deferred
maintenance and how they were focusing on the concepts of needs and wants. He asked if there was going
to be an upgrade done to the girls locker room since there was going to be an upgrade to the boys locker
room. Mr. Huttunen said there were no plans for upgrades to the girls locker room, for more space they
would have to reconfigure the stairs at a large cost, and they were still happy with the updated that was
done in 2015 because everything was still in great condition. Council member DeMers asked about the
possible mediation for the flooding that happens by the Zamboni door. Mr. Davidson said they would be
mitigating the water issues around the building parameter as a part of the project.

Council member DeMers asked what would happen at Stauss Park and if it would be maintained and used.
Mr. Huttunen said nothing was currently being planned for Stauss Park and it would continue to be used
as it was. Council member DeMers asked about operationally if parks staff would grow or stay the same.
Mr. Huttunen said it was too early to answer, no studies have been done yet on that, and conceptually
there would be more to do because the facilities would be used year round. Council member DeMers
asked if these facilities would be able to draw tournaments. Mr. Huttunen said it would and could open
more avenues for things that have not been thought of yet. He commented how East Grand Forks had
been asked about having a junior hockey team in town so these facilities could create opportunities. He
added the City has three sheets of ice and everything to offer in the greater Grand Forks area. Council
member DeMers thanked the group and everyone involved, they have listened, this was a great vision,
there will be hard issues to solve, and there is excitement for the project. He added that visions like this
would sell since it was well done.

Council member Helms thanked the committee members for the work they had done, it was impressive,
and he hoped they taken into account the space that buses need in parking lots. Mayor Gander thanked
Mr. Huttunen for the amazing job he was doing, he has been making the right connections, and keeping
the Council updated. He added he was glad Council member Larson was on the Council because he dealt
with facilities management at this job and he will be a good resource for the Council. Mr. Huttunen
thanked the Council for their comments, he thanked the committee for all the work they had done, and he
would be sharing the presentation once the meeting was over and would be putting the information up on
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Work Session September 28, 2021

the Parks webpage.

ADJOURN:

A MOTION WAS MADE BY COUNCIL MEMBER DEMERS, SECONDED BY COUNCIL

MEMBER LARSON, TO ADJOURN THE SEPTEMBER 28, 2021 WORK SESSION OF THE
EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 6:34 P.M.

Voting Aye: Olstad, DeMers, Larson, Vetter, Helms, and Johnson.

Voting Nay: None.
Absent: Riopelle

_______________________________________________
David Murphy, City Administrator/Clerk-Treasurer

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 3
AGENDA ITEM #_______

Request for Council Action

Date: 9/22/2021

To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council
Vice-President Tim Riopelle, Council members Clarence Vetter, Dale Helms, Tim Johnson, Marc
DeMers, and Brian Larson.

Cc: File

From: Jason Stordahl-Public Works Director

RE: Motor Grader Rental

Background: The Public Works Department leases a motor grader for snow removal each snow season. I
received the following quotations for lease:

Butler Machine (Caterpillar) $6,045/month, plus $65/hour after the first 50 hours

RDO Equipment (John Deere) $5,800/month, plus $60/hour after the first 50 hours

Recommendation: Approve the lease with RDO Equipment.

-1-
17
Snow rates for this winter will be as follows
140M is $5,000 per month 50 hours included excess hours are $51 @ hour
140M AWD is $5,100 per month 50 hours included excess hours are $52@ hour
Add $945 for a snow wing and $14@ hour after 50 hours per month

These are based on availability for committed machines

Thank you

Clay Smaaladen | Butler Machinery Company | Customer Account Manager - Construction

1201 S 46th St | Grand Forks, ND, 58201 | P 701-780-7771 | C 701-739-0888
Butler Values | Our Team • Customer Driven • Accountability • Integrity • Excellence • Safety
Click HERE to sign up for Butler emails

18
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20
 #4

RESOLUTION NO. 21 – 10 - 68

Council Member _______, supported by Council Member _______, introduced the following resolution
and moved its adoption:

WHEREAS, the Police Department is requesting permission to run a program from the start of the winter
season through the end of December 2021 that will benefit the East Grand Forks Food Shelf;

WHEREAS, during this period anyone who receives a street maintenance parking ticket would be given
the option to pay the ticket by donating either food or cash to the East Grand Forks Food Shelf;

WHEREAS, street maintenance tickets have a fee of $25 so a person would have the choice of donating
the $25 in cash or five items that have been approved as acceptable and needed at the food shelf;

NOW THEREFORE, BE IT RESOLVED BY THE Council of the City Of East Grand Forks, Minnesota
that the City Council approves the Food Shelf Program and allows for street maintenance tickets issued
from the start of the winter season until the end of December 2021 to be paid with either food items or
cash all of which will be donated to the East Grand Forks Food Shelf.

Voting Aye:
Voting Nay:
Absent:

The President declared the resolution passed. Passed: October 5, 2021

Attest:

______________________________ _______________________________________
City Administrator/Clerk-Treasurer President of Council

I hereby approve the foregoing resolution this 5th of October, 2021.

______________________________________
Mayor

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 #5
AGENDA ITEM #_______

Request for Council Action

Date: October 5, 2021

To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Vice-
President Tim Riopelle; Council members Clarence Vetter, Dale Helms, Brian Larson, Tim
Johnson, and Marc DeMers.

Cc: File

From: Reid Huttunen

RE: Request to promote Brenden Jones to position of Team Lead; Facility Operations

Background:
The Parks & Recreation Dept. has concluded the interview process for the open position of Team Lead,
Facility Operations. We have offered a promotional hire to Brenden Jones, current Parks Maintenance
employee, to being employment in his new role immediately upon approval of City Council.

Budget Impact:

Recommendation:
Approve the promotion of Brenden Jones to the position of Team Lead; Facility Operations at a Grade
12/Step 5; an hourly rate of $26.19 per hour.

Enclosure:
None

22
 RESOLUTION NO. 21 – 10 - 69

Council Member ______, supported by Council Member ______, introduced the following
resolution and moved its adoption:

WHEREAS, the City of East Grand Forks has advertised internally and externally to fill a vacancy
for the Team Lead, Facility Operations position, and

WHEREAS, candidates were interviewed by the Civil Service Commission and by City Staff, and

WHEREAS, City Staff has recommended the promotion of Brenden Jones to the Team Lead,
Facility Operations position; and

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF EAST GRAND

FORKS, MINNESOTA approves the promotion of Brenden Jones to the Team Lead, Facility
Operations position.

Voting Aye:
Voting Nay:
Absent:

The President declared the resolution passed.

Passed: October 5, 2021
Attest:

___________________________________ ____________________________________
City Administrator/Clerk-Treasurer President of Council

I hereby approve the foregoing resolution this 5th day of October, 2021.

____________________________________
Mayor

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 6
AGENDA ITEM #_______

Request for Council Action

Date: October 5, 2021

To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Vice-
President Tim Riopelle; Council members Clarence Vetter, Dale Helms, Brian Larson, Tim
Johnson, and Marc DeMers.

Cc: File

From: Reid Huttunen

RE: Request to advertise for Parks position opening for Park Maintenance employee

Background:
The internal promotion for the position of Team Lead has created an opening for a Parks Maintenance
employee. This position will primarily work out of the Civic Center in the winter months, and support
maintenance of City Parks and Resurrection Cemetery in the summer months.

Requesting to advertise for this position opening and initiate the Civil Service interview process as soon
as we are able.

Budget Impact:

Recommendation:
Advertise for the position and initiate the interview process for Parks Maintenance Worker.

Enclosure:
Parks Maintenance Worker Job Announcement

24
 7
AGENDA ITEM# _________

Request for Council Action

Date: 09/30/2021

To: East Grand Forks City Council: Mayor Steve Gander, Council President Mark Olstad,
Council Vice-President Chad Grassel, Council members Clarence Vetter, Dale Helms, Tim
Riopelle, Tim Johnson and Marc DeMers

Cc: File

From: Michael S. Hedlund – Chief of Police

RE: Resolution to accept the 2022 TZD Enforcement Grant

______________________________________________________________________________

Background: The East Grand Forks Police Department, in conjunction with the Crookston Police
Department and the Polk County Sheriff’s Office have applied for and received a traffic safety
grant through the Minnesota Office of Traffic Safety’s TZD (Toward Zero Deaths) program. The
grant funding totals $19,900.00 of which $19,100.00 is for overtime expenses for enforcement and
there is no match (other than the use of each agency’s squad cars during the enforcement) for that
portion of the grant. The other $800.00 is designated for the purchase of portable breath testing
devices and requires a 100% match ($800.00). I will work with our partner agencies and we will
make that purchase jointly and divide the expenses and grant funds accordingly.

Recommendations: Approve the resolution to accept the grant and authorize Chief Michael
Hedlund to serve as the grant administrator.

Enclosures: Resolution.

25
 RESOLUTION NO. 21 – 10 - 70

CITY OF EAST GRAND FORKS RESOLUTION

AUTHORIZING EXECUTION OF AGREEMENT

Council Member _______, supported by Council Member _______, introduced the following resolution
and moved its adoption:

BE IT RESOLVED that the East Grand Forks Police Department is authorized to enter into a grant
agreement with the Minnesota Department of Public Safety, for traffic safety projects during the period
of October 1, 2021 through September 30, 2022.

East Grand Forks Chief of Police Michael Hedlund (or his designee) is hereby authorized to execute such
agreements and amendments as are necessary to implement the project on behalf of the East Grand Forks
Police Department and to be the fiscal agent and administrator of the grant.

Voting Aye:
Voting Nay:
Absent:

The President declared the resolution passed.

Passed: October 5, 2021

Attest:

__________________________________ _________________________
City Administrator/Clerk-Treasurer President of Council

I hereby approve the foregoing resolution this 5th day of October, 2021.

__________________________
Mayor

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