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Green River council to negotiate with volunteer group on Flaming Gorge Days after concerns about authority and liability
Summary
The council voted to enter discussions with a newly formed volunteer group to host Flaming Gorge Days and authorized the mayor to oversee negotiations and bring a contract back to the council, after members raised questions about the committee's authority, timing and city liability.
The Green River City Council voted to enter into discussions with a newly formed volunteer group to host Flaming Gorge Days and authorized the mayor to oversee negotiations and bring a contract back to the council.
Council members and city staff spent more than 30 minutes debating how the event should be managed going forward, with questions about whether the volunteer committee had authority to act on behalf of the city, the status of a draft memorandum of understanding and the potential liability the city could face if it provided funding or other assurances without formal approval.
The vote, moved by Councilman Berg and seconded by Councilman Shutran, passed on a voice vote. The motion authorized the mayor to oversee negotiations and direct staff to return to the council with a proposed contract or other formal agreement.
City staff said the city has run Flaming Gorge Days for the past two years and the goal is to transition the event back to a community-run committee or a 501(c)(3) so it can pursue donations and sponsorships independently. Council members said they supported community volunteer involvement but wanted clearer procedures, earlier budgeting and a formal workshop so the council and departments could review any draft agreement together.
Councilman Gilbeck said the draft plan looked “really good” but warned that accepting any plan without formal steps could expose the city to risk. “The liability to the city is high. The liability to the committee is 0,” he said. Several council members asked that staff schedule a workshop to finalize the committee’s role, the scope of city resources, and any contract language before the council approves financial commitments.
Councilwoman Bushman and other council members said volunteers were working on sponsorship packages and time-sensitive vendor commitments, and urged a prompt timetable for review so organizers can secure bands and other services. City staff agreed to circulate scheduling options and set a workshop as soon as possible so the council could review a draft service contract or MOU.
Outcome: The council approved a motion to enter discussions, with the mayor to oversee negotiations and to return with a contract or proposal for the council’s consideration. The council did not approve any funding or sign a contract at the meeting.
Ending: Staff said they will circulate dates for a workshop so council members can review a draft agreement, sponsorship package and proposed city commitments before any final contract is approved.
