6.b) Staff Report-Vinterfest Contingency Plan and Updates
STAFF REPORT
Date of Meeting: January 4, 2016
To: Parks and Recreation Committee
From: Judi Negus, Office Assistant
Re: Vinterfest Contingency Plan and Updates
Background:
At the December 15, 2015 City Council meeting, Mayor Simonson asked if there were any
liability issues with the Vinterfest events being held on the lakes, related to possible thin ice
conditions. Attorney Pratt said that having Certificates of Insurance from the sponsors which
name the City as an additional insured protects the City, along with its general liability
insurance, but the Committee shouldn’t hesitate to scale back activities if weather conditions
are warm. Mayor Simonson also asked if the Parks and Recreation Committee had any
contingency plan in the event of warm weather. Chair Jinks stated that the Committee will
discuss this issue at their January 4th meeting and will select a drop dead date to announce a
cancellation of Vinterfest if warm weather conditions persist.
Issues:
In the event of poor weather conditions, what date should the Committee recommend to
announce the cancellation of any or all Vinterfest events?
Proposal Details:
Staff advises the Committee review the forecast for January 29 through 30, 2016 and consider
Public Works Director’s advice when making a recommendation.
Fiscal Impact:
To date, the following expenses have been incurred:
$77 (Rapid Press); printing buttons
$40 (Rapid Press); 6 button display boxes
$50 (Lee); approximate cost of button making kits
Options:
1) Recommend a date to cancel all Vinterfest events.
2) Recommend a date to cancel some Vinterfest events.
3) Recommend a date to reschedule Vinterfest events.
Recommendations:
Committee should make a recommendation based on the anticipated forecast and Public
Works Director’s advice.
In addition, Committee should review the list of responsibilities included in the meeting
materials and make any updates as necessary.