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Town and OCC move toward online COI/use form, five-day certificate deadline
Summary
Staff proposed a fillable online use-agreement form that would automatically route agreements to town staff and require a certificate of insurance (COI) five days before events; the form would be bookkeeping only, not a preapproval mechanism.
Staff and commissioners discussed streamlining the rental/use process with a fillable online form that would capture event type and basic details and automatically notify town staff; a signed certificate of insurance would still be required prior to the event. The Chair (speaker 3) and presenter (speaker 9) described the form as a check-and-balance tool rather than preapproval: it allows the town to confirm COI matches the activity while protecting private personal information.
"If you're entering into agreements, if you could send me a copy of the agreement, I can create an online form. I can try to make it easy to to get it to us," presenter (speaker 9) said. Commissioners preferred a short-form template for one-off events that aligns with the indemnification and insurance standards used for long-term lessees like the Oxford Kids Camp. The parties agreed the COI should be delivered five days before most events, with narrowly defined exceptions for emergencies or weather-related changes.
Staff will work with OCC representatives to build the fillable form and define what fields are needed to flag potential issues; personal contact data would be redacted from publicly shared records to protect privacy.
