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05.A. Discussion about special events 1—coi:oriV41 rr 11 i�O enc u nrry 1 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 2 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. ,Pi"? 3 no, Yq i.„ • se Special Event 1-1 • '` rl COUNCIL COMMITTEE a, o` �< 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 4 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. 5 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.