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Advisory board weighs tightening outing contracts, deposit and insurance rules
Summary
The advisory meeting reviewed a draft outing contract that would set deposit and signing deadlines, limit refunds close to events and potentially require proof of liability insurance for permittees; members asked staff to consult the town attorney and return refined wording.
The advisory group discussed a draft contract for golf outings that would set firm deadlines for signed contracts and deposits, and clarify cancellation and refund rules. Chair (meeting chair) said the draft currently allows refunds too close to the event and that members want clearer timelines: “It says you can always get your money back so we can cancel anytime,” a member objected, calling for a 90‑day standard for deposits and a signing window after booking.
Staff member (staff member) told the board the intent is to require a deposit at booking, obtain a signed contract within a set window (members suggested 30–60 days), and apply a late fee or a 30% charge if an organizer declines to reschedule a rained‑out outing. “If an outing is rained out, we want them to reschedule … if they do not, they owe us something for the day,” staff said.
The policy discussion also covered whether the town should require proof of liability insurance for event permittees. Several members said a requirement would protect the town and make permittees accountable; one member noted convenience and market effects and asked staff to check common practice at municipal courses. Staff agreed to consult the town attorney (attorney D'Onofrio was named in the discussion) and report back.
Why it matters: The decisions will affect how easily organizations can book events, the town’s exposure to damage claims and the golf course’s ability to recoup costs when events are canceled or cause property damage. Board members stressed that contract language should be clear about deadlines and refund windows so permittees and staff have a single, enforceable process.
Next steps: Staff will revise the draft contract with clearer timelines for deposits and signed contracts, clarify cancellation/rescheduling remedies (including the proposed 30% charge for not rescheduling), and consult the town attorney about insurance requirements before returning the item to the board.
