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Town pilots online pavilion reservations; deposits handled in person to avoid sales tax on holds
Summary
Jill demonstrated the town’s new online reservation calendar for pavilions and community venues; the board agreed on a soft rollout, noted a $200 example booking, and confirmed that security deposits will still be collected in person within seven days to avoid sales tax on deposits.
Park staff demonstrated the new online pavilion reservation system and the board agreed to a soft rollout while staff resolves remaining payment workflow issues.
Jill walked the board through the website calendar, showing park options, availability and an example $200 booking for May 22. She explained that while the site accepts payments for rentals, the town is not collecting security deposits online because deposits could be subject to sales tax; instead, deposit payments must be made in person within seven days of booking unless alternative arrangements are made. The key booking data captured online includes the reservation date, applicant contact information and the rules and cleaning checklist the applicant must accept.
Board members praised the system’s professional presentation and accessibility and asked staff to forward reservation application details to all board members so they can track upcoming events. Members asked staff to notify volunteers and longtime event organizers (for example, Homecoming and Corn ’n’ Cob Festival teams) about the new workflow and to share calendar dates when they are submitted so the board can monitor scheduling conflicts.
Next steps: staff will finish the soft rollout, post instructions on the town website and social channels, and circulate future reservation forms and calendars to board members so everyone can see event dates and permit requests.
