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03/02/2021 03A Minutes 02-01-2021 Special Events Council Ad Hoc CommitteeB US INE S S O F T HE C I T Y C O UNC IL YAK I M A, WAS HI NG T O N AG E ND A S TAT E M E NT I tem No. 3.A . F or Meeting of : March 2, 2021 I T E M T IT L E :Minutes of the Special E vents Council A d Hoc C ommittee S UB M IT T E D B Y:Robert Harrison, City Manager S UM M ARY E X P L ANAT IO N: S ee attached. I T E M B UD G E T E D: S T RAT E G I C P RIO RIT Y: AP P RO V E D F O R S UB M I T TAL B Y T HE C IT Y M ANAG E R RE C O M M E ND AT IO N: A ccept minutes. AT TAC HM E NT S: D escr iption Upload D ate Type minutes 2/18/2021 Cover Memo 1 Minutes of the “Special Events” Council Committee February 1, 2021 Present: Holly Cousens, Bob Harrison, Colleda Monick, Ken Wilkenson, Joe Resenlund, Ryan Bleek, Lt. Jim Moore Colleda discussed the current code/ordinance. It can be changed if Council wants to vote on it. Holly brought up two main points for discussion: 1. The application process and timing regarding need for proof of insurance. Colleda advised that the City can provide application approval up to 30 days prior to the event, giving ample time to applicants. 2. Insurance that must include assault coverage, or group coverage beyond individual car insurance. Can there be a less expensive coverage? Holly suggested for example, DAY and Yakima Fairgrounds carry a year round umbrella that is less expensive. Discussion indicated this is different than single day events like Sunfair Parade and Cinco De Mayo. Holly reported that Sunfair may be able to be included under an umbrella. She has contacted several insurance agents with similar questions. It was agreed that Jeff Widows, city agent, should be included in the discussion. Colleda cited a previous assault event at a large event function brought on the inclusion of “assault & battery” in all event liability packages. The possibility of the city liability policy acting as an umbrella for the events. Ryan Bleek advised against this as the city’s insurance comes with a large deductible per event. Ryan discussed that they might be able to purchase umbrella insurance that met all stipulations for about $25,000 per year. Specifically: 1. Does not include alcohol 2. An early incident may affect city’s ability to get insurance in future 3. Likely would be aggregate limits 4. Litigation of claims is expensive Holly pointed out that as the ordinance stands, the city is to pay ½ of YPD fees for any nonprofit event. If it turns into a large time coverage, the city may not have funds to cover. The Council likely needs to review this for a policy change that would say the city will cover ½ up to a certain dollar amount. All agreed that further conversation is needed, and to include Jeff Widows in the future conversation. 2