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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 5.A.
For Meeting of:August 17, 2021
ITEM TITLE: Discussion about special events
SUBMITTED BY: Robert Harrison, City Manager
SUMMARY EXPLANATION:
The special events subcommittee (Byers and Cousens) met a few times to discuss special
events, permits and insurance. Attached are minutes from the two meetings. Mayor Byers and
Assistant Mayor Cousens will provide Council with an update on their meetings, outcomes and
next steps.
ITEM BUDGETED:
STRATEGIC PRIORITY:
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
ID special events minutes 7/29/2021 Corer Memo
❑ special events minutes 7/29/2021 Corer Memo
0 May 17, 2021 special event notes 8/4/2021 Corer Memo
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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 1/2 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 1/2 up to a certain dollar amount.
All agreed that further conversation is needed, and to include Jeff Widows in the future conversation.
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March 1, 2021
In Attendance:
Council: Mayor Patricia Byers I Holly Cousens
City Staff: Bob Harrison I Ryan Bleek I Ken Wilkinson I Tami Adringa I Lt.Jim Moore I Joseph
Rosenlund I Colleda Monick
Jeff Widdows, Payne West Insurance
Meeting Notes:
Review of previous minutes.
Discussion centered around a possible proposal for the City to offer umbrella insurance
coverage to event applicants at a fee.
Jeff Widdows provided insurance context regarding coverage, the following is a recap of this
hypothetical proposal:
The city could possibly procure a blanket policy, contemplating roughly 35-50 events
and cost roughly$25,000 annually. As the permits were pulled, the city would contact
the carrier and schedule the event so that coverage would be provided for the day(s) of
the event. Coverage would be as follows based on PayneWest's initial discussions with
carriers:
• $1,000,000 for Bodily Injury and Property Damage; and
• $1,000,000 for Non-Owned and Hired Auto Liability
• This coverage would NOT contain the exclusion for assault and battery,
and if need be animal participation could generally be covered.
• This policy would contain a minimal deductible (ex. $1,000) if any at all,
and would name both the City of Yakima, and the event and/or its
sponsor organization, thus complying with existing code.
In the current insurance marketplace, obtaining"one off" coverage for single events
that comply with the code could cost a minimum of$1500 -$3000 per single event (as
stated by PayneWest). As the City's Risk Consultants, PayneWest recommends against
lowering or eliminating the current requirements for special events, because of the
massive potential liability incurred by the city.
To formalize terms and pricing, PayneWest would need to pin down the expected
number, type, and duration of events.
Council requested that city staff provide;
• Special event applicant feedback; is there market interest for the city to
provide this coverage;
• What price would event holders be willing to pay;
• How many events might occur in 2021 vs. 2022
Next meeting proposed for Zoom April TBD, 2021
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MEMORANDUM
To: Yakima City Council Ad Hoc Special Event Committee
From: Colleda Monick,Community Development Specialist
Date: May 17, 2021
Subject: Special Event Information by the Numbers
The following are counts taken from 2019 Special Event Permits, as was requested by the Ad Hoc
Committee and Yakima City Council.
43 Special Event Permits were submitted and issued in 2019
34 were submitted by Non-Profit Organizations
8 were multi-day events
11 were exempted events
19 events used police services—($42,000 approximate YPD costs I $4,300 approximate recoupable;
estimates were provided by Lieutenant James Moore, YPD)
City Insurance
The Ad Hoc Committee requested that staff survey past special event permit holders to see if there was
interest from organizers to purchase 'city insurance'. Results from the survey are below:
3 organizations said yes, they were interested in city insurance
7 said, possibly if insurance was cheaper than they were already purchasing
8 said no to city insurance
26 did not respond to survey (survey was emailed twice over the month of March)
Exempt Events from Special Event Cost Recovery Fees include:
Memorial Day Parade; Cinco de Mayo Parade; (4'of July Celebrations—we've never received a permit
for this event); Sunfair Parade; Veterans Day Parade; Salvation Army Toy Run; YWCA Toy Run; Christmas
Light Parade; Expressive events such as marches: Fighting for Dignity&Justice for All; Women's March
on Yakima; MLK Jr Celebration Walk; 2020 Central Washington Walk-for-Life
Per YMC 9.70.030, the following activities are exempt from having to obtain a special event permit: (1)
parades, athletic events or other special events that occur exclusively in city parks and are sponsored or
conducted in full by any city of Yakima department; (2) Funeral procession by a licensed mortuary; (3)
Gatherings of one hundred or fewer people in a city park, unless merchandise or services are offered for
sale or trade to the public, in which case a special event permit is required; (4)Temporary sales
conducted by businesses, such as holiday sales, grand opening sales, sidewalk sales,or anniversary sales;
(5) Garage sales, rummage sales, lemonade stands and car washes; (6) Private events held entirely on
private property that do not involve the use of or have an impact on public property or facilities and do
not require the provision of city public safety services; (7) Activities conducted by a governmental
agency acting within the scope of its authority or within a building owned by such governmental agency;
(8) Lawful picketing on sidewalks; (9) Activities and events conducted,sponsored or promoted by the
Yakima Convention Center and the Capitol Theatre occurring within and upon their respective facilities;
and (10) Block parties,which must be applied through a separate, streamlined city process.
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Cruising is not required to submit a permit or insurance. Cruising 'events'are limited to the second and
third Saturdays of June,July,August and September, per YMC 9.25.020. This permission does not
prohibit other special events to occur on Yakima Ave during these times unless a special event permit
has been permitted which would preclude cruising. For any additional open cruising events to take
place, they shall be deemed special events and are subject to all provisions and requirements.