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Trustees press for clearer insurance rules for library vendors; legal waiver cited
Summary
Trustees reviewed a new town guidance asking program vendors to provide certificates of liability insurance or sign a legal waiver; trustees asked staff to explore options to avoid losing small local vendors.
Library Director Ryan told trustees that the town's accounting office asked the library to collect certificates of liability insurance from vendors using library property, and that the legal office provided a signed waiver option for vendors that cannot obtain coverage.
Ryan said the town's accountant "asked us to go back and see if it could be added" when certificates did not list the town as an additional insured. He added that legal supplied a waiver "in lieu of providing the certificate." He said larger, statewide vendors typically can supply a certificate quickly, while small local presenters sometimes cannot.
Trustee Mary and others warned that requiring insurance could deter small, local presenters who supply much of the library's programming. "Part of what makes the library so magical is that we can provide a wonderful variety of thematic topics and for all age levels," Mary said. She urged staff to monitor whether vendors decline because of the requirement.
Trustees discussed possible mitigations: asking the Friends of the Library to supply a blanket policy, asking trustees to buy umbrella coverage for small vendors, or using the waiver when insurance is unavailable. Marguerite said she would talk to Town Finance (Carla) about whether an umbrella policy or another solution is feasible and report back.
No formal policy decision was made at the meeting; trustees directed staff to pursue options that preserve small vendors while meeting town risk-management guidance.
