One of the primary topics was the involvement of vendors in the city’s holiday events. Various issues regarding vendor liability and insurance requirements were debated extensively. The council discussed whether the city’s insurance policy would cover incidents involving vendors operating on city property. It was suggested that vendors should carry their own insurance and possibly sign liability waivers to acknowledge their responsibility, thereby limiting the city’s liability. Concerns were raised about scenarios where vendor equipment, like tents, might cause accidents. The council considered allowing vendors to participate without insurance but emphasized that food vendors would still require inspections.

Another discussion was about utilizing a large circus tent offered by Troy Peterson, a local resident, for the holiday event spanning December 5th through 7th, 2025. The proposal to use Peterson’s 40×60 feet tent instead of renting a 30×60 feet one was seen as a potential cost-saving measure. While the council agreed on the benefits of this arrangement, they underscored the necessity of ensuring the tent met safety regulations through proper inspection and permitting. The fire department had previously confirmed compliance with safety regulations at another site, and the council considered waiving the estimated $1,245 fee associated with the tent setup.

In addition to tents, lighting for the event was a contentious topic. The council explored various options to reduce the $7,000 quote for professional lighting installation. Some members suggested using existing city equipment, such as a boom lift, to cut costs. Debate ensued over whether the city staff should be involved in setting up decorations, with liability and experience concerns strongly influencing the discussion. The council considered exploring alternative decorations, like projectors for seasonal themes, to create an engaging atmosphere without incurring high costs. It was agreed that further quotes would be sought to find more economical solutions.

The meeting also delved into logistical arrangements for the event, including the placement of food vendors and the setup of an outdoor movie screen. Discussions included the possibility of holding some events indoors to improve sound quality and reduce interference from outdoor noise. Additionally, the council discussed the practicalities of using clear carpet runners to protect new surfaces in indoor spaces during the event, with differing opinions on their cost-effectiveness.

Vendor participation was a recurring theme throughout the meeting, particularly concerning insurance requirements that were causing smaller vendors to withdraw. The council acknowledged the need to revisit these policies to encourage greater vendor engagement while safeguarding the city’s liability. The potential implementation of a centralized vendor management system was proposed as a long-term solution to streamline vendor participation and insurance coverage.