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Committee tables request to waive vendor fee for overnight monitor
Summary
A motion to waive a $160 vendor fee for an overnight vendor who offered to monitor the field was made and seconded but was withdrawn and tabled pending written terms and liability clarifications; committee members emphasized insurance and authority limits.
The Old Home Day planning committee discussed, then tabled, a proposal to waive a $160 vendor fee for a vendor who stays overnight and offered to watch the site.
A member moved to waive the fee if the vendor agreed to take on specific night‑time oversight duties; another member seconded the motion. Several members warned that waiving the fee would not remove liability concerns and that a non‑committee vendor cannot be given authority the committee's insurance would expect of a committee member. The proposer withdrew the motion and the committee agreed to draft written expectations and terms to present to the vendor before reconsidering.
Committee members said the next step is to document the duties the vendor would accept (for example: list of emergency contacts, instructions to call 911 for serious incidents, and named committee liaisons). A committee member suggested the group either identify a volunteer from within the committee to serve as a responsible on‑site contact or hire a paid security person rather than rely solely on a vendor's informal monitoring.
The discussion underscored two practical constraints: the committee’s insurance requires a committee member or an officially contracted monitor to accept responsibility, and vendors are not committee members and therefore have limited authority. The committee asked Cindy to follow up with the vendor and return with a proposed written agreement for review.
