6.1 SR FT Center Concessions and Catering Direction
Discussion Item
To Item Number
Multipurpose Facility Advisory Commission 6.1
Agenda Section Meeting Date Prepared by
Discussion April 10, 2023 Tim Dalton, FT Center Superintendent
Item Description Reviewed by
FT Center Concessions and Catering Direction
Reviewed by
Background/Discussion
The FT Center has staffed and managed the concession stand beginning with the high school/MN Squatch games
for the 2022-2023 season. Since then, we have evolved to servicing our customers 7 days a week from January 1
through March. Moving forward, staff is looking for direction on how the Commission would like to proceed with
the concession and catering in the future. Attached are documents regarding the revenue earned during this
season, as well as information on the current approved caterers who may be a resource for food service in the
future.
Financial Impact
Making decisions about the future of the concession stand will affect the FT Center budget and set a precedent for
revenue in the future.
Mission/Policy/Goal
Providing consistent, quality food service will provide a positive experience for our customers encouraging
extended time in the facility and meeting the needs of our various usergroups.
Attachments
6.1 at1 Approved Caterer List
6.1 at2 Catering Contract
6.1 at3 Caterer Agreement Supporting Information
6.1 at4 Caterer Packet
6.1 at5 Concessions Revenue
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity.
Updated: August 2020
Select CaterersContact Information
Big Bore Barbecue
10940 4th St NE
Hanover, MN 55341
www.bigborebarbecue.com/catering
For all catering inquiries-please email
Stevie Blumb -Catering Coordinator
Stevie@bigborebarbecue.com
(763) 344-2184
Rockwoods
9100 Quaday Ave NE
Otsego, MN 55330
www.rockwoodsmn.com
events@rockwoodsmn.com
763.441.6375
Route 65 Catering
18407 Hwy 65 NE
East Bethel, MN 55011
route65pub@gmail.com
www.rout65pubngrub.com
Brad -763-242-1984
UniqueDining Experiences
13545 Martin St.NW
Andover, MN 55304
www.udecatering.com
emily@udecatering.com
763.516.6986
AGREEMENT FOR CATERING SERVICE
THIS AGREEMENT, made and entered into this ____day of ___________, 20____, by and between the
CATERER
RECITALS
1. CATERER represents that it is a Minnesota corporation in good standing with the State of
Minnesota; and its agents, representatives and employees have the necessary education, training, experience,
certification, and licensing for purposes of servicing and performing this catering agreement with the City.
2. The City owns and operates the Furniture and Things Community Event Center
FTCENTERan 85-seat meeting room, dividable into two spaces seating 40 for dining, a
50-seat party room, dividable into two spaces seating 25 each, an open lounge/lobby dining/event area seating
145 persons, and a flex space that seats up to 60 for dining. The FTCENTER also features an attractive Senior
Activity Center, with a fireplace and several full-length windows, suitable for intimate gatherings, mixers, and
events. Additionally, the FTCENTER features a turf field house that can accommodate large, seated events of
over 500. The FTCENTER has a catering kitchen that offers, two sinks, prep space, serving counter with
window, commercial catering refrigerator and warmer. The FTCENTER also has a concession stand, and two
NHL size ice arenas; the Cornerstone Automotive Arena and the Kiser Construction Arena, both can be
configured to host large events when ice is not present.
3. The FTCENTER Community Rooms will be marketed to host meetings, business groups,
weddings, receptions, special events, team parties, corporate gatherings, and other large community activities.
4. The City desires to have CATERER as one of a group of approved food and beverage providers
to perform the food, beverage, and related catering services at the FTCNTER. It is understood that CATERER
is willing and able to provide these services.
In consideration of the mutual promises set forth herein, it is agreed by and between the City and
CATERER as follows:
SECTION I
CATERER DUTIES AND RESPONSIBILITIES
CATERER shall perform catering services at the FTCENTERas follows:
(a) CATERER shall provide clients with price lists and menu selections to accommodate their needs for
events held at the FTCENTER that require food and beverage;
(b) CATERER agrees to meet with prospective FTCENTER clients to agree upon menus and fees for
particular events and return all client phone calls and emails within one business day;
(c)CATERER agrees to provide adequate professional staff to meet the demands of the FTCENTER
client at each and every catered event they host, including bartenders, servers, food preparers, and event
captains. This includes having a minimum of one catering staff person during the event and after meal
service to guarantee room cleanup and removal of catering supplies, unless otherwise approved by the
FTCENTER Management;
(d)CATERER agrees to meet all local, state, federal health regulations, codes, rules, and laws concerning
food and beverage service;
(e)CATERER agrees to provide the City with a copy of its on-sale Liquor License
issued by the State of Minnesota Commissioner of Public Safety prior to performance of catering
services under this Agreement and annually.
(f) CATERER agrees to provide tastings for FTCENTER clients, which may incur a charge to the client;
(g) CATERER shall participate in the sales and marketing of catering services at FTCENTER as well as
participate in up to two expos or similar events held at the FTCENTER per year to promote the facility
and catering services, any costs to the CATERER will be limited in scope and subject to agreement
between the CATERER and the FTCENTER Management.
(h) CATERER shall provide all food and beverages necessary for each event they host;
(i) CATERER shall restrict all food preparation to the kitchen area and not use any other areas without
prior approval from the FTCENTER Management;
(j) CATERER shall keep kitchen, all food preparation areas, and bar areas clean (including counters wiped
off and floors mopped) and shall provide all necessary cleaning products;
(k) CATERER shall assist with cleaning of Rental Rooms in connection with catered events (including
clearing of all tables, tablecloths and skirting);
(l) CATERER shall remove all catering equipment from FTCENTER premises within one (1) hour of the
conclusion of the event. A storage fee of $50.00 per day will be charged for every day after unless prior
written approval has been obtained. The FTCENTER is not responsible for any items left by the
CATERER. Storage space is limited and available only by permission of the FTCENTER Management
on a per event basis;
(m) CATERER shall comply with all procedures and policies set by FTCENTER pertaining to the catering
services provided at the FTCENTER;
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(n) CATERER shall provide any additional food preparation equipment not currently located in the
FTCENTER kitchen and all necessary serving utensils, including plates, glassware, silverware, pots,
pans and linensat their own expense. CATERER will retain all additional equipment purchased or
added to the facility upon termination of this agreement;
(o) CATERER shall properly secure all property stored at the FTCENTER and shall be solely responsible
for such property including lost, damaged, or stolen items;
(p) CATERER shall provide beverages consistent with the terms under any City master contract for
beverage service;
(q) CATERER shall serve alcoholic beverages only within the designated rental spaces and shall prohibit
clients and their guests from removing alcoholic beverages from the designated rental spaces. At its
discretion, the City may require police presence during any event where alcohol is served.
SECTION II
LOCATION OF SERVICES
It is understood that CATERER services will be rendered at the Furniture and Things Community
Event Center, 1000 School Street, Elk River, Minnesota, 55330.
SECTION III
EXCLUSIVITY
The City agrees to restrict the catering services provided at the FTCENTER to CATERER and a group
of approved caterers for the events held at the FTCENTER, except for clients exempted by the City including
recreation programs.
If The City receives a request for food services that the approved caterers agree they cannot fulfill, The
City reserves the right to allow an exception to a licensed caterer.
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SECTION IV
FTCENTER RESPONSIBLITIES
A.The City agrees to provide the following:
1. Community Rooms;
2. Catering Kitchen facilities (at least for the day of the event);
3. CATERERS contact information to all clients needing food and/or beverage;
4. Utilities;
5. Basic custodial services for set-up and clearing the room;
6. Tables and chairs for the Rental Rooms;
7. Ice machine;
8. Maintenance and support as determined by the City.
9. The kitchen other rooms and facilities may not be available at certain times due to
construction, remodeling or making repairs.
B. The City and CATERER jointly shall be responsible for the financial control of all catered events under
this Agreement.
1. At the time a reservation for a catered event is made, a CATERER representative will document
the details of services required and contact the FTCENTER rental coordinator to confirm the
booking;
2. FTCENTER representatives will collect all room deposits, room rental fees, and security fees,
and CATERER will collect all catering charges;
3. On-sale beverage fees shall be collected by CATERER staff when each sale is made at the bar.
CATERER staff will run tapes to close out and balance each cash register at the end of each
event (or similar procedure approved by the City, to assure accuracy of sales). CATERER will
be responsible for the safekeeping of all money from on-sale beverage service.
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SECTION V
PAYMENT
CATERER will
be based on the following formulas:
1. 10% of all charges, excluding bar sales, for services by Caterer for events scheduled Monday
through Friday, 6:00 a.m. to 5:00 p.m.
2. 15% of all charges, excluding bar sales, for services by CATERER for events scheduled Monday
through Friday, 5:00 p.m. to 12:00 a.m. and Saturday, Sunday and Holidays (as defined by the
City) 6:00 a.m. to 12:00 a.m.
3. 20% of all bar sale gross revenues from all events where the bar is open.
4. Gross sales shall exclude tax and service charges.
Payments shall be made to The City of Elk River, in care of the Furniture and Things Community Event
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Center Superintendent, on or before the 15 day of the following month. Delinquent payments will be charged
$50 every 30 days; starting with the first day the payment is late. Billings to clients should not show money due
the City of Elk River. Non-payment by a client to the CATERER for services rendered will not negate payment
of the commission revenue to the FTCENTER.
CATERER agrees to provide appropriate documentation to the satisfaction of the FTCENTER for
review with each monthly payment.
SECTION VI
STATUS OF CATERER
This Agreement calls for the performance of catering services by CATERER as an independent
contractor, and CATERER, its employees, agents or representatives will not be considered employees of the
City for any purposes.
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SECTION VII
INTEREST OF CATERER
CATERER covenants that CATERER has no interest and shall not acquire any interest, direct or
indirect, financial or otherwise, that would conflict in any manner or degree with the performance of services
herein.
SECTION VII
NON-ASSIGNABILITY
CATERER recognizes that this Agreement for food and beverage cannot be transferred, assigned, or
subcontracted by CATERER except by permission of the FTCENTER management to meet client needs not
able to be accommodated by the CATERER.
SECTION IX
IDENTIFICATION OF PERSONNEL
CATERER shall provide appropriate identification of its agents, employees, and representatives during
the performance of this Agreement at the FTCENTER. CATERER acknowledges and recognizes that it is a
fair and equal opportunity employer and that its employees, representative, and agents have had training in
sexual harassment, gender sensitivity, and cultural diversity, in compliance with all applicable federal, state and
local laws and regulations.
SECTION X
By executing this Agreement, CATERER certifies that they have reviewed the provisions of the
CATERER restates that it is an independent
contractor and certifies that CATERER will comply with the
as an independent contractor before commencing the performance of work under this Agreement.
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SECTION XI
INDEMNITY
CATERER shall indemnify the Cityof Elk Riverand the Furniture and Things Community Event
Center against any and all losses, liabilities, damages, costs and expenses, (including costs of defense, settlement
a result of bodily
injury, including death, at any time resulting there from sustained by any person or persons or on account of
damaged property, including lessor, arising out of or as a consequence of performance of the services provided
by CATERER pursuant to this Agreement and caused by the negligent acts or omissions of CATERER.
SECTION XII
INSURANCE AND LIQUOR LICENSE
Prior to performance of catering services under this Agreement, CATERER agrees to provide the City
with annual copies of its Certificate of Insurance for both catering and liquor, naming the City as a co-insured,
and all appropriate licenses, including liquor licenses issued by the City or other government. The amounts of
insurance shall be:
Comprehensive General Liability Insurance including completed operations and product liability coverage
written on an occurrence basis with the following limits:
$2,000,000 combined single limits bodily injury/property damage that will apply exclusively to the
catered event occurring at the Furniture and Things Community Event Center.
City of Elk River listed as an additional named insured with respect to activities involving the
Furniture and Things Community Event Center.
30 day written notice of cancellation.
Automobility Liability Insurance on any automobile including coverage for hired and leased vehicles
$1,000,000 combined single limits bodily injury/property damage.
Statutory limits
$100,000 each accident
$100,000 disease each employee
$500,000 accident or disease policy limit
Liquor Liability Insurance
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Minimum of $1,000,000 in liquor liability insurance
City of Elk River listed as an additional named insured
30 day written notice of cancellation
Furniture and Things Community Event Center specifically shown as a covered location
CATERER shall provide the City annually with certificates of insurance as evidence of compliance.
CATERER
Compensation Acts. CATERER must hold a current license as prescribed in City ordinance.
SECTION XIII
GOALS, PRINCIPALS AND POLICIES
In connection with the exercise of this Agreement, CATERER shall act in a manner consistent with
principals, and policies.
SECTION XIV
IMPLEMENTATION OF AGREEMENT
CATERER will designate personnel whose responsibilities shall be working with the City, in
coordinating and implementing this Agreement.
SECTION XVI
TERM
This agreement shall commence on December 1, 2022, and remain in force until December 31, 2023,
unless terminated as provided in this Section.
The FTCNTER Management and the CATERER representative shall work to positively resolve any
service/performance issues that arise. If the issue is not able to be resolved within 30 days, either party may
terminate this agreement with a thirty (30) day written notification. The City may, based on its sole and absolute
discretion, terminate the agreement on thirty (30) days written notice to CATERER with CATERER retaining
the right to perform any existing contracted business beyond thirty (30) days. The City shall immediately
terminate, without the option to cure, the agreement if there are service, performance, health or safety issues
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that are impeding the success of reserved events, including, but not limited to, lack of license and bonding by
the State of Minnesota and no insurance coverage pursuant to this Agreement.
SECTION XVII
COMPLETENESS OF ENTIRE AGREEMENT
This document contains all the terms and conditions of this Agreement, and any alterations or variations
of the terms of this Agreement shall be invalid unless made in writing and signed by the parties. There are no
other understandings, representations, or agreements, written or oral, not incorporated herein. If any part of
this Agreement is declared null and void by law, the remaining paragraphs of this Agreement shall be valid.
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above
written.
CATERER CITY OF ELK RIVER
________________________________
By: _____________________________ By: __________________________________
Timothy Dalton, Superintendent
______________________ Furniture and Things Community Event Center
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Furniture and Things Community Event Center
Select Caterer Agreement Supporting information
In addition to the signed Select Caterer Agreement, please provide the following items:
1) Name, address, phone, fax, e-mail, and website address of the responding company.
2) Name, address, phone, fax, e-mail, of representative of responding company.
3) History of company.
4) General description of catering services.
5) Sample menus including current prices. Please include all costs.
6) A price list for all alcoholic beverages and services.
7) Identify any additional fees for services.
8) Provide a booklet or handout to use in promoting menus with current prices.
9) Provide three business/professional references.
10) Provide all required state and local liquor licenses.
11) Provide a listing of any alcohol related violations.
12) Provide all required state and local food handling and catering licenses and permits.
13) Provide proof of all required insurance and bonding requirements outlined in the agreement.
14) Statement of a marketing plan with goals and objectives
15) Statement of intent to stay current with license and insurance and adhere to
city/county/state codes applicable to serving food and alcohol.
16) Statement of capability for licensing, bonding, and insurance.
17) Statement of why your company is the best business to fit the needs of the FTCenter.
Send responses and any requests for information to:
Tim Dalton
Furniture and Things Community Event Center
1000 School Street
Elk River, MN 55330
Direct: 763-635-1153
Email: tdalton@elkrivermn.gov