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~ LMCIT Update Planning for summer events and celebrations Lourdes Sanchez Spring is in the air and swnmer is right around the comet! For many Minnesota cities, summer is the season of community celebrations and festivals. The League of Minnesota Cities Insurance Trust (LMCIT) wants to remind cities of the risks associated with these celebrations and how cities can make sore those risks are met with the appropriate coverage. The memos and informational materials listed in this article can be round on the web site (www.hncit. hnnc.org) under LMClT library or by calling the fax library at (651) 215- 4039. A.__ If your city is planning on sponsoring a Fourth of July fireworks display, you need to contact an LMCIT underwriter to get your liability coverage endorsed. LMCIT can only provide liability coverage fur your fireworks if you apply. Cities should think abont hiring a contractor to do fireworks and should require proof of insurance that names the city as additional insured. State certification is necessary whether the city or a contractor does the fireworks display. LMCIT underwriters can help to make sure your planned firewotks displays meet state requirements. The following memos explain this coverage in detail: . liability Coverage for Fit'eWQl/es Displays (fax doc. 66170) . Applkation for Fireworks Coverage (fax doc. 66180) Liquor liabilitr Many cities allow beer and alcohol to be sold and served in city-sponsored events and celebrations, and sometimes these celebrations are held at city- owned parks and facilities. Also, some cities rent city-owned property ror private events such as weddings and graduation parties. Cines shonld consider liquor liability coverage if selling beer or allowing others to sell beer in the city ---even for a day. The risks associated with selling and serving alcohol are 1arge and complex. Cities should be concerned with having a combination of appro- priate policy, training servers and adequate insurance coverage with additional limits to cover this risk exposure. A number of memos explain LMCITs coverage and the risks associated with serving alcohol: . LMCIT LkJuor liability Coverage (fax doc. 66240) . Akohol in the City - liability and Insurana Issues (fax doc. 66870) . Loss Control RlXOmmendations when Akohol is Served (fax doc. 66960) . Legal Survey for Fire Departments (fax doc. 66570) . Community Centers - IJability and Loss Control Issues (fax doc. 66880) . Spedo1 Events Loss Control Adoisory (fax doc. 66750) Stafllng events with volunteers A city may use volunteers supervised by a city employee to staff an event or celebration. In addition, a group or association may organize a community event. staff it with volunteers and hold the event at a city-owned facility. The difference between these two situations is critical in determining who is or isn't a "city" volunteer. City volunteers work on behalf of the city, perform duties under the city's supervision, and are covered under the city's LMCIT general liability and work comp policies. It is important to make this distinction because the city must decide whether the volunteer group or association should provide coverage for the types of risks associated with the event they are sponsoring. Tbe following memos provide information on coverage and liability issues related to volunteers: . IJability Coverage for Spedd Events (fax doc. 66190) . Covering the City~ Villuntem (fax doc. 66030) . Ao;ident Coverage for City Villunleers (fax doc. 66050) Emergem:y preparedness It isn't bard to imagine a number of catastrophic situations that can arise in an event where a large number of people participate. City emergency preparation is essential to be able to respond to this risk. Does your city have an emergency response pIan? Does your city have mutual aid agreements and are they updated? Have you thought how you'd com- municate with residents, employees, media, and the public in general if a crisis occurs? LMCIT bas a number of resOUrces to help you think through the emergency preparation process: . Providing Assish2nte in Bme1gendes - Coverage and IJability Issues (fax doc. 66840) . Model MutualAidAgreement (fax doc. 66990) . Mutual Aid - Planning Ahead (fax doc. 66980) . Basic Crisis Communkations Guide (available in June at the 2002 LMC Anonal Conference) Page 10 LMC CitIes Bulletin