City officials discussed facility rental terms and recurring event arrangements, including use by county partners and 4‑H, emphasizing a 90‑day notice clause in the existing agreement and the city’s recurring costs for utilities and employee time.
The discussion matters for city budgeting because county and third‑party events can require multiple days of setup and teardown and use city employees; unresolved cost sharing and notice practices affect staffing, maintenance and the city’s ability to schedule other users.
Council member (unnamed in transcript) said the agreement with the county includes a notification requirement: “Their agreement says that they're not gonna be charged. That's what that agreement is.” Another council member noted the operational reality that large events require several days of preparation and cleanup: “it takes, you know, 5 or 6 days to get that done,” and that organizers often do not provide the 90 days’ notice the contract anticipates. The council described a recent double‑booking where a grandstand event overlapped with a quinceañera and staff had to clear and reconfigure facilities on short notice. Council members discussed asking the county and event organizers to pay a share of utilities and employee costs for days they actually occupy city facilities, and they proposed renegotiating the existing agreement to clarify notice, cleaning and fee responsibilities.
Council members proposed a workshop to negotiate terms and to prepare an agenda and talking points. One council member suggested identifying one or two spokespeople and circulating a draft comment or negotiation form to stakeholders before meeting. No formal change to the contract was recorded in the transcript; the council planned to call a workshop and reach out to the county and partner organizations to seek clearer commitments and potential partial cost coverage for utility and staffing costs.
Council members also discussed broader facility‑management issues, including ensuring that recurring users such as youth sports move to self‑supplied wells rather than rely on municipal water meters, and reviewing how maintenance responsibilities and rate increases would be communicated to tenants. The council indicated staff should present a clearer schedule of uses, a proposed rental fee structure and possible cost‑sharing models at a future meeting or workshop.