4.8 SR 05-15-2023
Request for Action
To Item Number
Mayor and City Council 4.8
Agenda Section Meeting Date Prepared by
Consent Agenda May 15, 2023 Karen Wingard, Special Events Coordinator
Item Description Reviewed by
Acknowledge: Agreement between Elk River Fire Joe Stremcha, Assistant City Administrator
Foundation and Elk River Farmers Market
Reviewed by
Cal Portner, City Administrator
Action Requested
Adopt, by motion, the agreement between the Elk River Fire Foundation and Elk River Farmers Market for
reimbursement of promotional tokens.
Background/Discussion
From direction of the Office of the State Auditor regarding gift cards (token equivalent) regarding our Public
Purpose Expenditure Policy.
Attached is an agreement for a one-year contract between the city and Elk River Fire Foundation to financially
facilitate the promotional programs at the Elk River Farmers Market in fiscal year end (FYE) 2023.
Financial Impact
The sponsorship money allocated to the promotional programs ($8,000) is redirected to the Elk River Fire
Foundation.
In addition, a donation of at least $1,000 is provided to the Elk River Fire Foundation for their FYE 2023 fund
management services.
The Elk River Farmers Market will cover Fire Foundation expenses necessary to facilitate reimbursement of the
promotional tokens
Mission/Policy/Goal
Opportunity to live, work, and play
Attachments
Agreement
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity.
Updated: January 2023
May 11, 2023
Missy Wilson
President, Elk River Fire Foundation
th
13836 186 Lane NW
Elk River, MN 55330
Dear Missy:
This letter of contract is to formalize the arrangement between the Elk River Fire Foundation and the City of
Elk River Farmers Market regarding the partnership to assist with the promotion and advertisements of the
Elk River Farmers Market by the Elk River Fire Foundation. The Elk River Fire Foundation has undertaken
activities to promote the agricultural and economic resources of the City of Elk River through specific focus on
the Elk River Farmers Market.
The City of Elk River received sponsorship money from local stakeholders to support the Elk River Farmers
Market. Pursuant to Minn. Stat. § 469.191, the City of Elk River will donate the current sponsorship money of
$8,000 to the Fire Foundation. Future sponsorship money will be directed to the Fire Foundation. If at the
conclusion of the market there is not a minimum fund balance of $1,000 in the account of Elk River Farmers
Market sponsorship money operated by the Elk River Fire Foundation, the city shall donate an additional
amount to equal $1,000. Finally, if additional fees are incurred to the Fire Foundation for its promotional
efforts of the Farmers Market, the city shall provide a supplemental donation covering the additional expenses.
If the funds remaining are more than $1,000, the excess funds will be retained by the Fire Foundation for
future Farmers Market promotional activities.
The Elk River Fire Foundation will oversee the promotional token program and shall reimburse vendors for
the promotional tokens three (3) times per season. The Elk River Farmers Market will assist that process by
coordinating invoices for each vendor listing the payment amount due.
For its promotional efforts, the Elk River Fire Foundation shall receive the following:
1. Elk River Fire Foundation logo and name listed as a contributing partner to the Elk River Farmers
Market on all marketing material.
2. Opportunities for the Fire Foundation to attend the market at any time they should choose.
3. Marketing materials for the Elk River Fire Foundation at the main city table.
13065 Orono Parkway
Elk River, MN 55330
763.635.1000
ElkRiverMN.gov
Donation payment for the 2023 series shall be made prior to the start of the 2023 Elk River Farmers
Market.
Sincerely,
Karen Wingard
Special Events Coordinator
City of Elk River
ELK RIVER FIRE FOUNDATION
I hereby accept the terms and conditions as outlined in this agreement to provide reimbursement to vendors
of the Elk River Farmers Market from sponsorship funds donated as noted herein.
By: ______________________________________
(with delegated authority)
Title: ____________________________________
Date: ____________________
CITY OF ELK RIVER
The City of Elk River certifies that the appropriate representatives have executed the contract on behalf of
the city as required by applicable articles or bylaws.
By:_______________________________________ Date: _________________________
John J. Dietz, Mayor
By:_______________________________________ Date: _________________________
Tina Allard, City Clerk