Agenda - 11-20-2017 - 8-a - Minutes

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9 3) update the Fee Schedules for non-Parks and Recreation spaces; 1 4) ensure adequate meeting space for advisory and quasi-judicial boards according 2 to the Advisory Board Meeting Overflow Policy; and 3 5) update guidelines regarding alcoholic beverages on County premises. 4 5 Commissioner Price referred to number 5 in the reservation adjustments, and asked if 6 there could be clarification. 7 Jeff Thompson said one is now able to make a reservation during the rolling 5-day 8 window, if there is availability. 9 Commissioner Price referred to the cancellation policy, and asked if the County keeps 10 the fee if a cancellation is made within 48 hours of a schedule reservation. 11 Jeff Thompson said yes, the County keeps the fee. 12 Commissioner Price asked if there is a reason that the County keeps the fee. 13 Alan Dorman, Management Analyst, said it is important for customers to be aware of the 14 value of the space and to avoid situations where people book the space simply to “hold” it and 15 then cancel without any repercussion. He said the policy allows all of the public the best 16 chance at having a fair use of the space. 17 Commissioner Price asked if the full amount would have been paid, and thus the full 18 amount kept by the County. 19 Alan Dorman said the space can be reserved with full payment, and if a cancellation is 20 made two weeks prior, a full refund will be provided; and within 48 hours of the event, no refund 21 will be received. 22 Commissioner Price said she disagrees with this policy, and would like there to at least 23 be a partial refund at all times. 24 Commissioner Price asked if the alcohol beverage sale form will replace the state 25 permit. 26 Jeff Thompson said no, the form is the one that the County Manager will approve for 27 alcohol sale or use on County property. He said part of this form calls for permits from 28 municipalities, ABC, insurance, etc. 29 Commissioner Price said this seems duplicative of the state permit. 30 Jeff Thompson said the Manager will not approve any events without the State permits 31 being in hand. 32 Commissioner Rich asked if one must have a state permit for alcohol. 33 Jeff Thompson said if one is selling, one must have a retail permit. He said if one is just 34 pouring, one must have liability insurance and a single use permit to pour. 35 Commissioner Rich said she does not need a permit in her work, and suggested that 36 staff review if a single use permit is indeed necessary. 37 Annette Moore, Staff Attorney, said it depends on the amount of alcohol being poured, 38 and there may be an exception in the amount that caterers are allowed to pour. 39 Commissioner Rich said she can use her own liability insurance to cover an event. 40 Annette Moore said Commissioner Rich’s situation is different than having a large event 41 on County property. 42 Commissioner Rich said sometimes it is easier to hire someone that can come in and 43 pour, rather than events getting permits. 44 Annette Moore said staff will be considering all these details. 45 Commissioner Jacobs referred to the last form at the back of the Board’s packet, and 46 clarified that this will be coordinated with Economic Development. 47 Jeff Thompson said yes, this is called out for suggested revision in the policy. 48 Commissioner Jacobs asked if Economic Development will explain to a vendor that the 49 County and Towns may have different rules. 50