Tourism director proposes hands‑off Cox Building rental rules; commission to update contract language

Caitlin, the tourism director, proposed changes to rental agreements for the Cox Building aimed at shifting event‑planning responsibilities from city staff to event organizers.

“We're the facility that they're renting out. We're not helping them plan their event,” Caitlin said, summarizing the proposed revisions. She told commissioners the department still intends to provide basic facility access and security during events but wants to avoid ongoing event‑management work such as answering extensive planning questions, coordinating linens and hauling them to outside laundries, or serving as the on‑site event coordinator.

Caitlin said the tourism department currently makes a modest margin on some rentals but incurs staff time, linen laundering costs and public‑works setup and teardown that reduce net revenue. She outlined a new worksheet and requirements that would place setup, an on‑site point person, and advance notice of table counts on organizers. She said existing contracts would be honored for bookings already made.

Florence, chair of the tourism commission, told the board the tourism commission unanimously supported the proposed changes. Caitlin said she would circulate updated guidelines and send them to Kelly for legal review and finalization.

Ending: Commissioners did not take a formal vote at the meeting but authorized staff to proceed with contract updates and to return with finalized language if needed.