Booking fight: nonprofit seeks exclusive control of ballrooms while Sterling and staff push shared Facilitron model

The committee spent extensive time on item 2: who gets to book the PAC's ballrooms and meeting rooms once operations are split. Renee Raikstra (assistant director, CCS) presented data showing the nonprofit managed roughly 95–97% of meeting‑room rentals (244 rentals in 2025) while Sterling accounted for only a handful (8 rentals), and staff recommended both operators access the city's Facilitron reservation system with city administrative oversight.

OPAC board chair Gary Davis said the nonprofit had proceeded under an expectation that it would manage the two ballrooms and the meeting rooms as part of a dual‑operator model and that allowing Sterling continued direct booking "on a first‑come, first‑served basis" was "not what we thought city council's direction to staff was." Sterling representatives said limited, practical access is necessary to assemble full convention packages and to fulfill ABC kitchen/access requirements tied to alcohol service; staff noted the city can configure Facilitron (visibility, minimum blocks) and mediate conflicts.

After detailed legal, logistic and accounting questions (including ABC and fire rules, deposits, cleanup responsibilities, and how Facilitron minimums would work), the committee directed staff to work with both parties to draft contract language and Facilitron configurations that preserve the dual‑operator model's intent, address kitchen/ABC constraints and provide a clear conflict‑resolution path. Staff estimated contracts could come to council in November after exhibits are finalized.