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WeGo board authorizes facility-use agreements to rent transit property for events with insurance requirements
Summary
The board approved a policy allowing leasing of transit facilities for non-transit events, setting fee ranges, requiring certificates of insurance at least 15 days before events and delegating signing authority to the CEO.
WeGo Public Transit’s board approved a facility-use agreement policy permitting non-transit commercial and noncommercial uses of property around transit centers, provided the activity does not conflict with the agency’s operations or code of conduct.
Staff described the policy as intended to increase community use and activation of transit spaces while protecting the agency from liability. The model follows a practice already used by the regional RTA and includes indemnification language and insurance requirements.
Under the draft agreement discussed at the meeting, event fees would range from about $500 to $2,000 per event depending on length and staff needs. Organizers must submit a certificate of insurance (COI) before the event; staff said the application process requires the COI during the packet assembly and recommended a minimum of 15 days’ lead time for the COI. The special events manager verifies details and the chief executive officer signs final agreements; chiefs may approve or disapprove applications during packet review.
Board members asked for clarifications about written-notice procedures, the required timing for COIs, and who signs contracts; staff agreed to clarify that email satisfies written notice and to add the 15-day COI requirement to the agreement text. The board approved the item as amended.
Staff said fees and insurance will be handled by the special events office; insurance must list WeGo as an additional insured when required. The approved authorization gives the CEO the ability to enter facility-use agreements consistent with the terms discussed.
The vote: motion carried (approved).
