Council narrows library rental rules, declines to partition Meeting Room 1; asks staff to return with MOU

Buellton City Council reviewed a draft community meeting-room rental application for the new Buellton Library (202 Dairy Lane) and considered a proposal from the Friends of the Buellton Library about continued use of Meeting Room 1. After extended public comment and council debate over noise, trash handling, insurance limits and fees, council members gave staff direction to tighten the draft rental rules and agreed by consensus not to install a partition wall in Meeting Room 1; staff were asked to return with a memorandum of understanding (MOU) outlining possible Friends’ administration of that room.

Public Works Director Rose Hess presented the draft application and supporting materials, saying the city “incorporated the templates from CJPIA” and recommended a number of baseline rules, hours and fees. Hess explained staff’s choices about availability and liability limits: “We did pick 3,000,000 because it nearly cost us that much to build it. We did speak with JPIA. That amount is sufficient.” The draft also proposes 30-day advance reservations and limits on how often a single party may reserve a space (typically no more frequently than once a quarter), Hess said.

Council discussion focused on several recurring concerns. Members and public commenters pressed for clarity about trash disposal and whether the city should provide temporary receptacles during events, and about noise controls and amplified music (Bluetooth speakers were permitted in the draft while amplified sound was not). Some council members urged narrowing permitted uses to “professional” or quiet meetings to protect library operations; others said the south lawn is better suited for park-style recreational uses and suggested leaving it primarily for library programming rather than broad rental availability. The draft fees and deposit levels drew pushback: council members called the proposed deposit and insurance totals high for small community users and asked staff to consider a lower-fee structure tied to tightened use restrictions.

Separately, the Friends of the Buellton Library asked the council not to build a dividing wall inside Meeting Room 1. Judith Dale, speaking in person, said she was “very against building the wall because I think it limits what can happen in that room” and argued the Friends are willing to share the space. Ashley Sloan, representing a library-support nonprofit, said continued Friends’ access “has been beneficial to the community” and helps fundraising. Mayor Sierra (participating by Zoom) said the room’s public openings had produced a positive reaction and that Friends’ activities supported outreach and programming.

City Manager Scott Wolf proposed a practical path: remove Community Room 1 from the city’s rental schedule and explore an agreement under which the Friends administer the room, make it available for youth groups without charge, and retain any rental revenue for library-focused programs. Council members expressed general support for that direction and for returning with a formal MOU; council also agreed not to fund construction of a partition wall at this time (staff estimated the wall would cost about $15,000).

Council gave staff direction to incorporate tonight’s comments into a revised rental application and to bring back a proposed MOU and clarified fee schedule at a future meeting. Staff said they would update the application to correct inconsistent rate tables in the packet and to reflect the council’s preference to narrow permitted uses and address trash and noise enforcement.

The city will return a revised application and MOU for council review; no final policy changes or new fees were enacted at the June 26 meeting.