4.11 SR 11-06-2023�,
Elk s �-
River
Request for Action
To Item Number
Ma ror and Cinr Council 4.11
Agenda Section Meeting Date Prepared by
Consent A enda NovembeY 6, 2023 KaYen Win aYd, S ecial Events CooYdinator
Item Description Reviewed by
Agreement between Elk River Fire Foundation and oe Stremcha, Assistant Ci r Administrator
the CityT of Elk River regarding farmers market Reviewed by
promotional tokens Cal PortneY, City Administrator
Action Requested
Adopt, byT motion, the agreement between the Elk River Fire Foundation and City of Elk River for reimbursement
of promotional tokens at the indoor Farmers Market.
Background/Discussion
This is essentiallyT an extension of our agreement `vith the Elk River Fire Foundation this summer to navigate
direction given from the Office of the State Auditor regarding gift cards (token equivalent) and our Public Purpose
Expenditure Policy.
Included is the agreement between the CityT of Elk River and Elk River Fire Foundation to financially facilitate the
promotional programs at the indoor farmers market from November 2023 through MayT 2024.
Financial Impact
A pa�Tment of $1,000 will be made to the Elk River Fire Foundation for their fund management services for the
2023-2024 indoor market dates.
The Elk River Farmers Market will fund the Fire Foundation's expenses necessaryT to facilitate reimbursement of
the pYomotional tokens.
Mission/Policy/Goal
OpportunityT to live, work, and p1ayT
Attachments
■ Elk River Fire Foundation 2023-2024 Indoor Season Farmers Market Agreement
The Elk River Vision
A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional
se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty.
rowEREo ar
�I'1 ����
Update�l• January 2023
Novembex 3, 2023
Missy Wilson
President, Elk River Fire Foundation
13836 186`�' Lane NW
Elk River, MN 55330
Dear Missy:
This lettex of contract is to formalize the continuation of the agreement between the Elk River Fire
Foundation and the City of Elk Rivex regaxding the paxmexship to assist with the financial disbuxsement of
promorional tokens thxoughout the 2023-2024 indoor farmers market season.
The term of the contract shall be for the 2023-2024 indoor farmexs market season (Novembex 2023 — May
2024. The City of Elk River will provide funds to the Elk River Fixe Foundarion to cover the costs of vendor
reimbuxsements and pay the Elk River Fire Foundation $1,000 for the fund management services provided
by the foundation.
If additional fees are incurred by the Fire Foundation due to facilitating reimbursement of the promotional
tokens those fees will be paid by the City of Elk RiveY through a supplemental payment covering the
additional expenses. If funds remaining are more than $1,000, the excess funds will be carried over to the
summer 2024 farmers market season.
In return, the Fire Foundation will reimbutse vendors for the promotional tokens throughout the indoox
season based on a schedule set between the Fire Foundation and Faxmers Maxket Coordinator. The Elk
River Fa�ners Market will provide an invoice for each vendor listing the payment amount due.
Sincerely,
� ��
Kaxen Wii
Special Events Coordinator
City of Elk River
13065 Orono Parkway
Elk River, MN 55330 P 0� E R E D B 1
763.635.1000 �� ��� �
E1kRiverMN.gov
ELK RIVER FIRE FOUNDATION
I hereby accept the terms and conditions as outlined in this agreement to pxovide reimbursement to vendoxs
of the Elk River Farmers Market from sponsorship funds donated as noted herein.
�
By. �1 �.� �,����-��.
(with delegated authority)
Title: ��k.�►,v�P.r �ire ����'l �Cr��s�re.�
Date: l �� 3� ��3
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:
John J. Dietz, Mayor
:
Date:
Date:
Tina Allard, City Clerk