CC SR 20160719 02 - Special Event Permit FeeCITY OF RANCHO PALOS VERDES
PUBLIC HEARING
Date: July 19, 2016
Subject: Consideration and Possible Action to Enact a Fee Schedule for
Special Event Permits Issued in the Public Right of Way and on
Publicly Owned Property
Subject Property: Citywide
1. Report of Notice Given: City Clerk Morreale
2. Request for Staff Report: Mayor Dyda
3. Staff Report & Recommendation: Senior Administrative Analyst Ramezani
4. Council Questions of Staff (factual only, no opinions):
5. Declare the Hearing Open: Mayor Dyda
6. Public Testimony: Mayor Dyda invites brief comments from the public.
Appellant: N/A
Applicant: N/A
8. Rebuttal: N/A
9. Declare Hearing Closed: Mayor Dyda
10. Council Deliberation: Questions of staff in response to testimony
11. Council Action:
1
RANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 07/19/2016
AGENDA REPORT AGENDA HEADING: Public Hearing
AGENDA DESCRIPTION:
Consideration and possible action to enact a fee schedule for Special Event Permits
issued for events in the public right-of-way and on publicly -owned property.
RECOMMENDED COUNCIL ACTION:
(1) Adopt Resolution No. 2016-_, thereby enacting the Special Event Permit fee
schedule.
FISCAL IMPACT: The intent of the attached fee schedule is to recover the City's
costs to review and issue each permit, based on internal estimates of the work effort.
The fee schedule will be revisited after a one-year trial period and recommendations will
be provided to the City Council for possible adjustments.
Amount Budgeted: $0
Additional Appropriation: None requested
Account Number(s): Not applicable
ORIGINATED BY: Lauren Ramezani, Senior Administrative An t
REVIEWED BY: Michael Throne, PE, Director of Public Works
APPROVED BY: Doug Willmore, City Manager.'
ATTACHED SUPPORTING DOCUMENTS:
A. Proposed Resolution adopting Special Event Permit fee and amending
Master Schedule of Fees (page A-1)
B. Summary of special event permit fees of other communities (page B-1)
C. Staff Time Estimate Schedule Assumptions (Page C-1)
D. Draft Special Event Permit application (page D-1)
E. Draft Insurance Requirements for Special Events (page E-1)
BACKGROUND AND DISCUSSION:
During the recent City Council deliberations to enact the special event permit process, it
was requested that consideration be given to reduce the fees charged for local non-
profit organizations, such as homeowners associations. After reviewing the fee
structures enacted by other communities for similar permits (Attachment B), and
estimating on average how much staff time will be required to process each special
event permit application, Public Works proposes the following fee schedule for the City
Council's consideration:
2
Permit
Proposed Fee
Proposed Fee Waiver or Reduction
Local Non -Profits (Organizations with
90274 or 90275 ZIP codes) = 50% Fee
Waiver [Copy of 501(c)3 documents required]
Special Event
Permit Application
$300
RPV HOAs = 50% Fee Waiver
Fee
[Copy of 501(c)3 documents required]
Indigent Persons = 100% Fee Waiver
[see Municipal Code Section 12.20.030]
Staff proposes to implement this fee schedule for a one-year trial period, during which
Staff will evaluate the City's costs to review and issue each Special Event Permit (SEP),
based on internal estimates of the work effort. At current, Staff estimates on average it
will take 6 hours of Staff time to process each application. The full Staff time estimate
assumptions are included (Attachment C). The proposed fee is not inclusive of other
potential agencies costs such as Fire and Sheriffs.
A 50% fee reduction for local non-profit organizations that have a 90274 or 90275 ZIP
code and for homeowners associations within the City is being recommended, which
could help encourage local events by area non -profits. The review of SEPs will be by
the Special Events Task Force, comprised of staff from Public Works, Recreation and
Parks, and Community Development Departments, with the inclusion of the Sheriff and
County Fire when applicable. The proposed fee would not apply to film permits, or
permits issued by Recreation and Parks Department (R&P) for events and activities
such as birthday parties, weddings, and sports league activities and tournaments at the
parks. However, R&P's special events open to the public—where food, concessions
and/or alcoholic beverages are served/sold, such as Whale of a Day and the 4th of July
Celebration—would require a no -fee application.
After the first year, a report will be provided to the City Council to review the application
process and fee during the trial period, and to recommend modifications and
enhancements for the future. A permit application was developed using the language of
the ordinance and samples acquired from other communities (Attachment D). With
input from the California JPIA, Staff also developed a Draft Insurance Requirements for
Special Events (Attachment E), and is finalizing an Americans with Disabilities Act
Checklist for Special Events. Notices of this public hearing were published in the Palos
Verdes Peninsula News on July 7 and July 14, 2016. It should also be noted that the
SEP ordinance (Ordinance No. 581) took effect on July 7, 2016.
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In addition to the Staff recommendation, the following alternative action is available for
the City Council's consideration:
Direct Staff to alter or otherwise modify the proposed fee schedule and/or
permit application, or Insurance Requirements for Special Events.
9
RESOLUTION NO. 2016-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES AMENDING RESOLUTION
NO. 2010-77 TO AMEND THE MASTER SCHEDULE OF
FEES AND CHARGES FOR CITY SERVICES TO ADD A
NEW SPECIAL EVENT PERMIT FEE
THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES DOES
RESOLVE AS FOLLOWS:
WHEREAS, the City of Rancho Palos Verdes ("City") conducted an extensive
analysis of its services, the costs reasonably borne by the City in providing those services,
the beneficiaries of those services, and the revenues produced by those paying fees and
charges for special services for fiscal year 2008-2009; and,
WHEREAS, after conducting a public hearing, the City adopted Resolution 2010-
77 thereby adopting a Master Schedule of Fees and Charges for City services; and
WHEREAS, on June 6, 2016 the City adopted Ordinance No. 581 adopting
Chapter 12.20 of the Rancho Palos Verdes Municipal Code establishing a Special Event
Permit Ordinance regulating the issuance of Special Event Permits; and,
WHEREAS, City Staff has analyzed the estimated costs of processing the Special
Event Permits and has determined that a Special Event Permit fee of $300 does not
exceed the cost to the City of processing each Special Event Permit; and,
WHEREAS, on July 7 and July 14, 2016, a notice of public hearing to be held on
July 19, 2016 was published on the Palos Verdes Peninsula News; and,
WHEREAS, all interested parties that have requested notice of proposed fee
increases were notified in writing on July 8, 2016; and,
WHEREAS, the proposed amendment to the Master Fee Schedule was made
available to the public ten days prior to the July 19, 2016 public hearing; and,
WHEREAS, on July 19, 2016, the City Council conducted a duly -noticed public
hearing concerning the proposed special event permit fee for City right-of-way and public
property of the City at which it received testimony regarding the Special Event Permit fee;
and,
WHEREAS, the City Council desires to amend the Master Fee Schedule to add a
Special Event Permit Fee.
NOW, THEREFORE, the City Council of the City of Rancho Palos Verdes does
hereby resolve as follows:
A-1
Section 1: The facts set forth in the recitals of this Resolution are true and
correct and are incorporated herein by reference as though set forth in full.
Section 2: The City Council hereby finds that the adoption of this Resolution
amending Resolution 2010-77 establishes a fee for Special Event Permit applications and
is, therefore, exempt from the California Environmental Quality Act (Public Resources
Code Sections 21080 et seq.) pursuant to Public Resources Code Section
21080(b)(8)(A).
Section 3: The City Council hereby finds that Special Event Permit Fee does
not exceed the cost to the City of processing a Special Event Permit application.
Section 4: The City Council hereby approves and adopts the revisions to the
Master Fee Schedule and hereby amends the relevant provisions of Resolution No. 2010-
77 to incorporate the new special event permit fee into the Master Fee Schedule attached
hereto as Exhibit "A".
Section 5: Any person paying a given fee who feels that any fee, charge or rate
determined and set is in excess of the percentage of costs reasonably borne by the City
may appeal in writing to the City Council.
Section 6: The amended Master Fee Schedule specified in this Resolution shall
become effective on September 19, 2016.
Section 7: The City Clerk shall certify to the passage, approval, and adoption of
this Resolution, and shall cause this Resolution and her certification to be entered in the
Book of Resolutions of the City Council of the City.
Resolution No. 2016 -
Page 2 of 4
A-2
PASSED, APPROVED and ADOPTED this 19th day of July 2016.
Mayor
ATTEST:
City Clerk
State of California )
County of Los Angeles ) ss
City of Rancho Palos Verdes )
I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, hereby
certify that the above Resolution No. 2016-_, was duly and regularly passed and
adopted by the said City Council at a regular meeting thereof held on July 19, 2016.
City Clerk
Resolution No. 2016 -
Page 3 of 4
A-3
Exhibit A
Proposed Special Event Permit Fee
Permit
Proposed
Fee
Fee Waiver or Discount
Special Event
Local Non -Profits (organizations with 90274 or
Permit
$300
90275 ZIP codes) = 50% Fee Waiver
Application Fee
[Copy of 501 (c) 3 documents required]
RPV HOAs = 50% Fee Waiver
[Copy of 501 (c) 3 documents required]
Indigent Persons= 100% Fee Waiver
[see Municipal Code Section 12.20.030]
Resolution No. 2016 -
Page 4 of 4
A-4
Attachment B
Summary of Other Cities'
Special Event Permit Processes and Fees
City
Basic Fee
Other Fees, Charges, Exemptions
Benicia
Application Fee=$50
Fees waiver= Local non-profit groups.
Beverly Hills
Permit Fee= $139.20
Additional fees and charges for police, fire, public works,
Partial Street Closure ($974/hr.)
community services, and traffic/parking.
[* website fees are from 2012/13].
Burbank
Permit Fee= $51.35
Additional fees and charges for traffic control plan.
Inspection= $60/hr. (Weekend inspection rate higher)
Long Beach
Three different tiers.
Additional fees and charges for police, fire.
Application Fee= $100 to $400/each
Permit Fee= $150 to $1,000/day
Staff Monitoring= $42/hr.
Administration Fee= 10% of total
San Mateo
Application Fee Non -profits= $100 or $230 depending upon their
Additional fees and charges from police, fire, public works.
complexity.
Commercial Businesses or For -Profit Organizations= $1,000
Fee Waiver= Residential Block Parties.
deposit fee to cover all staff costs related to the processing of the
application.
Santa Monica
Three Event Categories.
Additional fees and charges for police, fire, event monitor,
Application Fee= $50 to $270
transportation/parking, building and safety, neighborhood
Administration fee= $84 to $609 (Depending on the complexity of
notification fee, recycling fee, cleanup deposit.
the application and the staff hours required to process application)
Fee Waiver= Indigent natural persons, city produced or co-
produced events
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Attachment C
City of Rancho Palos Verdes
Staff Time Estimate Schedule Assumptions
Permit
Proposed
Fee
Fee Waiver or Discount
Local Non -Profits (organizations with 90274 or
Special Event
90275 ZIP codes) = 50% Fee Waiver
Permit Application
$300
[Copy of 501 (c) 3 documents required]
Fee
RPV HOAs = 50% Fee Waiver
[Copy of 501 (c) 3 documents required]
Indigent Persons= 100% Fee Waiver
[see Municipal Code Section 12.20.070.a]
Special Events: Include Runs/walks, carnivals, parades, free speech special events in the public right -
of way (streets, sidewalks, walkways, trails, parking lots) and publicly -owned properties.
Fee Calculation: The application fee is estimated based on hourly rates for task force members for
total of 6 hours per application. That includes 2 hours each for two members from Public Works,
Community Development and Recreation and Parks Departments. Estimated at an average fully
burdened hourly rate of $50/pp.
The proposed fee is for a one-year trial period allowing time for staff to evaluate how to recover the cost
to the City to review and issue each special event permit, based on internal estimates of the work effort.
The fee is not inclusive of possible costs associated with the involvement of other agencies such as Fire
and Sheriffs. Those costs will be determined based on the type of application.
More detail such as a security deposit will be developed depending on the nature of the applications.
Exemptions: Some events are exempt from this application process and are addressed by other fees
and permit processes. See below:
o Film permit (City Manager's Department)
o Various events held at City parks and facilities including weddings, parties, sports league activities
(Recreation and Parks Department)
o Events and activities held on private streets
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City of Rancho Palos Verdes
LA SPECIAL EVENT PERMIT APPLICATION
Application Date:
I. TYPE OF EVENT
Please select the activity you are requesting to conduct:
Festival/Celebration Parade
Free Speech Event Street Closure
Event Date:
Run/Walk/Auto Ride/Auto Show/ Bike Tour
Special Park Event Other
II. APPLICANT/ORGANIZATION INFORMATION
Organization Name:
Sponsoring Organization (if different):
Organization Address: City Zip
Contact Person: Position:
Day Phone #: Cell#:
Applicant Name (if different than above):
Day Phone #: Cell#:
E -Mail Address: Fax #
Alternative Contact Person (in case of emergency):
Day Phone #: Cell#:
Purpose of Organization:
City of Rancho Palos Verdes Business License Number:
Non -Profits Only: Are you recognized as a Non -Profit organization: Yes No
If yes, what is your Non -Profit Tax I.D.#?
*Attach a copy of your 501(c) 3 IRS Documentation Letter. Attached Not Attached
Name & Website of Non -Profit:
Executive Director's Name: Contact Person:
Position/Title: Applicant Address:
E-mail: Phone # Ofc: Cell:
Are you a local (Palos Verdes 90275 and 90274 ZIP codes) Non -Profit: Yes No
D-1
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RPV HOAs Only: Are you a Rancho Palos Verdes HOA:
Name of HOA:
Name of HOA President/Authorized Representative:
Applicant Name (if different than above):
Yes No
Position/Title: Applicant Address:
E-mail: Phone #: Ofc:
III. EVENT INFORMATION
Event Title:
Location of Event:
List streets:
Event Start Date:
Day(s) of Week: M T W TH F SA SU
Event Start Time: a.m./p.m.
Set up Start Day:
Cleanup/Tear Down Day:
Briefly Describe the Event:
Event End Date:
Cell:
Event End Time: a.m./p.m.
Set up Start Time: a.m./p.m.
Cleanup/Tear Down End Time: a.m./p.m.
Day of Event/ Name of on-site representative:
Cell Phone # E -Mail:
Is this a one-time recurring event? One-time Recurring Frequency of occurrence
Estimated Attendance Estimated spectators (if any) Estimated Staff/Volunteers
Is the event open to the public? Yes No Will Admission be charged?: Yes No
How will this event be advertised or promoted? Describe promotional plans, including the use of social media,
Web sites:
Attach promotion material from your previous emails. Attached Not Attached
The City required that neighbors in the 500 feet radius of event be notified by mail at least 30 days prior to
event.
Notice Attached Notice not Attached Date of Mailing Notice:
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IV. SPECIAL EVENT SITE PLAN INFORMATION
When completing this section, please be as detailed and specific as possible in regards to your request.
Street Closure:
Full Street Partial Street Lane Temporary No Parking
Start Date: / / From: a.m./p.m. End Date: / / To: a.m./p.m.
Street(s) to be Closed:
Parking Requirements:
Number of Vehicles: Describe types of Vehicles: Other
Parking location of equipment, vendor, staff vehicles:
Parking location of event guests:
Event Traffic management Information:
Serving/Selling food for Public Consumption:
Food sold Food given away Food prepared on site
BBQ or open flame cooking units *Food permit attached
Serving/Selling alcoholic Beverages:
Alcohol will be served Alcohol will be sold
Type: Beer Wine Distilled Spirits *Alcohol permit attached
Amplified Sound/Acoustic Sound/Music (circle all that apply):
Amplified Non -Amplified Live Band Special Lighting Special Effects
From: a.m./p.m. To a.m./p.m.
Stage/Tents or Bleachers: Stage Tents Bleachers # of Structures
Mechanical Rides: Yes No
Animals: Yes No
Comfort Stations: Yes No # of portable toilets Other
Waste Management /Recycling Plan: Yes No Other
Have access to electricity or use of portable generators: Yes No No Need
1st Aid & Emergency Services: Yes No other
Verify compliance with the provisions in "A Planning Guide for Making Temporary Events Accessible
to People with Disabilities. Link: https://adata.org/publication/temporary-events-guide
Sign and Date:
* Required information
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V. Site Plan
You should attach a Site Plan showing any of the applicable items listed below:
The map should show the perimeter of the entire venue, including the names of all adjacent streets or area that
are part of the venue.
Staging locations (including specific street, or lane, or sidewalk closures, or street routes, if any, or
park area requested and parking areas) and the location of fences, barricades, and barriers.
The access and egress points for the venue and for the tents, and structures within the venue.
Emergency exit routes, including a 20 foot wide fire lane (emergency access) throughout the venue,
location of First Aid and Emergency service coordination staff
Any city equipment or personnel requested or required
Any Police or Fire Department personnel requested or required
Location of sound amplification equipment, electrical generators, stages, tents, canopies, cooking
apparatus, food trucks, all alcohol points of sale or distribution, and lights
Location and number of temporary tents, and structures within the venue.
Location of cooking apparatus, food trucks, all alcohol points of sale or distribution
Location of merchandise or service concessions included in the event
Location of mechanical rides, jump houses, animals, or other amusement attractions
Parking locations (staff, vendors, public, VIPs, volunteers) including trailers and large truck storage
Location of mechanical rides, jump houses, animals, or other amusement attractions
Preliminary security plan, crowd management and any monitors to be employed during the event
If a parade: The site plan should additionally show the time when the units of the parade will begin to
assemble, the proposed assembly point for the parade, the proposed parade route, the interval space to be
maintenance between units of the parade, and the number, type and size of floats or other vehicles.
Non -Refundable Fee: $ 300
Note: This fee is for City Staff review. If assistance from other agencies such as Fire or Sheriffs re needed,
there may be additional cost. A security deposit may be required on a case by case basis.
Discounts: Local Non -Profit (90274/5 zip code) = 50% waiver
RPV HOA= 50% waiver
Free Speech= 100% fee waiver
Indigent person= potential 100% fee waiver
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Event Insurance for Special Events on Public Property
Events held on city property, streets, right of ways, sidewalks, and parks must provide a Certificate of
Insurance and Endorsement consistent with the attached Insurance Guidelines.
The undersigned, as an authorized representative on behalf of the applicant, agrees to meet all conditions
required by the City of Rancho Palos Verdes including the conditions in Exhibit A. Any changes in the scope of
the event, including but not limited to, expanded or additional use of park areas, special attractions or
equipment not specifically approved, or changes in the starting or ending times are grounds for this permit to
be revoked immediately. In the event this permit is revoked for failure to meet permit requirements or for
implementation of unapproved activities, any fees paid will be forfeited and the applicant will be liable for any
costs to the City. I agree to indemnify and hold harmless, the City of Rancho Palos Verdes, its elected and
appointed officials, employees and agents for any injury or loss or damages as a result of the event. I agree to
defend the City of Rancho Palos Verdes, its elected and appointed officials, employees and agents from and
against any such claims.
Signature of Applicant:
Date:
If applicable, signature of Executive Director of Non -Profit Agency or other responsible party:
Date:
Mail to or drop off to: City of Rancho Palos Verdes, Special Events — Public Works Department, 30940
Hawthorne Blvd. Rancho Palos Verdes, CA 90275 or Fax to (310) 544-5292.
Copies to: PW
For office use only
P&R CDD
Is there a need for Police and/Fire: Yes
Meeting Date & Time for Review:
Comments from Task Force:
Approved:
Denied
NO PD Fire
Fee
owl
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LA
CITY OF RANCHO PALOS VERDES
DEPARTMENT OF PUBLIC WORKS
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
(310) 544-5252
(310) 544-5292 fax
*STANDARDS FOR INSURANCE FOR SPECIAL EVENTS *
Commercial General Liability (or Comprehensive) and Property Damage Insurance
Coverage Required of All Persons Performing Work or Organizations Holding
Special Events on Public Right -of -Way or Other Publicly Owned Properties
Automobile Liability (if the event will using automobiles, trucks, etc. as part of the
event)
Liquor liability or liquor legal liabilities (required for events where alcohol will be sold)
*May NOT substitute "each accident" for "each occurrence."
Insurance MUST name the City of Rancho Palos Verdes as an additional insured using
the following wording EXACTLY, and insurance certificate MUST show:
"CITY OF RANCHO PALOS VERDES AND ITS APPOINTED AND ELECTED
OFFICERS, OFFICIALS, EMPLOYEES AND AGENTS AS ADDITIONAL INSUREDS"
• Must have 30 -day cancellation clause.
Permittee shall furnish the City with original certificates and endorsements effecting
coverage required by this clause.
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Per occurrence for bodily injury, personal injury
COMMERCIAL
$1,000,000
and property damage. If Commercial General
GENERAL LIABILITY (or
Liability insurance or other form with a general
COMPREHENSIVE)
aggregate limit is used, either the general
aggregate limit shall apply separately to this
event or the general aggregate limit shall be
twice the required occurrence limit.
AUTOMOBILE
$1,000,000
Per accident for bodily injury and property
LIABILITY
damage
LIQUOR LIABILITY OR
No less than
Per occurrence.
LIQUOR LEGAL LIABILITIES
$1,000,000
*May NOT substitute "each accident" for "each occurrence."
Insurance MUST name the City of Rancho Palos Verdes as an additional insured using
the following wording EXACTLY, and insurance certificate MUST show:
"CITY OF RANCHO PALOS VERDES AND ITS APPOINTED AND ELECTED
OFFICERS, OFFICIALS, EMPLOYEES AND AGENTS AS ADDITIONAL INSUREDS"
• Must have 30 -day cancellation clause.
Permittee shall furnish the City with original certificates and endorsements effecting
coverage required by this clause.
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Exhibit A
(Insurance Requirements)
Permittee shall procure and maintain for the duration of the contract insurance against claims
for injuries to persons or damages to property which may arise from or in connection with the
performance for the work hereunder and the results of that work by the Permittee, its agents,
representatives, employees or subcontractors.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additionallnsured Status
The City, elected and appointed, officials, employees, and agents are to be covered as additional
insureds on the CGL policy with respect to liability arising out of work or operations performed by
or on behalf of the Permittees activities pursuant to the Special Event Permit. General liability
coverage can be
provided in the form of an endorsement to the Permittee's insurance (at least as broad as SO
form CG 20 10 1185 or if not available, through the addition of both CG 20 10 and CG 20 37 if a
later edition is used).
Primary Coverage
For any claims related to this contract, the Permittee's insurance coverage shall be primary
insurance as respects the City, its elected and appointed, officials, employees and agents. Any
insurance of self - insurance maintained by the City, its elected and appointed, officials,
employees, or agents shall be excess of the Permittee's insurance and shall not contribute with
it.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except
with notice to the City.
Waiver of Subrogation
Permittee herby grants to City a waiver of any right to subrogation which any insurer of said
Permittee may acquire against the City by virtue of the payment of any loss under such insurance.
Permittee agrees to obtain any endorsement that may be necessary to affect this waiver of
subrogation, but this provision applies regardless of whether or not City has received a waiver of
subrogation endorsement from the insurer.
Acceptabiktyof Insurers
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII,
unless otherwise acceptable to the City.
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Ver cation of Coverage
Permittee shall furnish the City with original certificates and amendatory endorsements or copies
of the applicable policy language effecting coverage required by the clause. All certificates and
endorsements are to be received and approved by the City before work commences. However,
failure to obtain the required documents prior to the work beginning shall not waive the Permittee's
obligation to provide them. The City reserves the right to require complete, verified copies of all
required insurance policies, including endorsements required bythese specif ications, at any time.
Special Risk or Circumstances:
City reserves the right to modify these requirements, including limits, based on the nature of the
risk, prior experience, insurer, coverage, or other special circumstances.
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