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Veterans Memorial Buildings Advisory Committee
County Of Sonoma › Administrative Support & Fiscal Services › Sonoma Public Infrastructure (formerly GS) › Divisions › Administration › Boards, Commissions, & Committees › Veterans Memorial Buildings Advisory Committee › Veterans Memorial Buildings Advisory Committee Calendar › Minutes - February 16, 2018
Veterans Memorial Buildings Advisory Committee

Minutes - February 16, 2018

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  1. Call to Order
  2. Roll Call
  3. Approval of Minutes
    a. N/A
    4. Public Comments
      a. N/A
    • Old Business
    • a. N/A
    • Correspondence
      a. N/A
    • Auditorium and Building Reports
      a. N/A
    • New Business:
    •  J. Uniack expressed concern for lack of County "staff support" in attendance for answering technical questions on Veterans website and policy documents. T. Leen confirmed only minute-taker was requested for Veteran’s Advisory Committee Special Meeting. 

    • F. Miller agreed with J. Uniack affirming additional County staff should be in attendance for obtaining input. J. Uniack stated County Counsel should be present for elaborating on procedures and discrepancies. T. Leen confirmed current policy is a draft.

    • L. Redfield suggested reservations made more than one year in advance from event date. Referenced Santa Rosa Memorial Building being booked for remaining 2018 and half of 2019. Suggested three year advanced notice for events. Mentioned Santa Rosa having own booking department and suggested third-party wording added to policy.

    • Committee agreed to change policy wording to “Sonoma County will book all regular meetings and Patriotic events until further notified. Reservations shall be completed by each of the respective Veterans associations and/or their representatives, and confirmed by the building representatives of the Veterans Advisory Board, and furnished to the General Services booking office or Veterans buildings with their own booking system by November 10 for the upcoming year.” (Page I, Paragraph III).

    • Committee agreed reservations should not be accepted more than three years in advance of the event date. B. Stewart suggested reservations should be confirmed one year in advance. Committee agreed to revise wording to “To ensure room availability and avoid potential reservation conflicts, General Services shall maintain a reservation management system and require all users to submit reservation forms for all uses. Reservations will not be accepted more than three years in advance of the event date with confirmation one year in advance.” (Page I, Paragraph III).

    • T. Leen confirmed language has been changed for fundraising events open to the public. Buildings can be used free of charge with fees applied for setup/takedown and janitorial services. No charge will be applied for groups setting up own tables and chairs. F. Miller expressed concern for setup and janitorial fees and believed duties are the County’s responsibility. Referenced Bingo Night and how fees for setup would cut into profits. 

    • J. Uniack inquired about reservation forms and license agreements used by veterans groups and whether the same forms are used by the general public. T. Leen confirmed same forms are utilized for both veterans and members of the public.

    • J. Uniack questioned lack of clarity on insurance requirements for serving alcohol. L. Nuñez discussed abilities of veterans groups containing standing liquor licenses for serving alcohol. T. Leen confirmed availability of insurance alcohol riders that can be included with insurance policies. 

    • B. Steward suggested adding a third designation for veteran’s organizations obtaining a veterans building who intend on acquiring a permanent liquor license. Committee agreed to add “3. Any other Veterans organization that obtains a liquor license in the future.” (Page II, Section Non-Restricted Veterans Events, b.).

    • Committee agreed to change policy wording to “Veteran organizations must submit 7 days in advance of any cancellations of meetings or events to appropriate booking agency for that event. Appropriate booking agency may charge a fee for set-up and take down if notification of cancelation is not submitted.” (Page II, Section ‘Cancellation of Meeting or Events’).

    • J. Uniack suggested eliminating section ‘Special extenuating building requirements” due to lack of content within policy. Committee agreed to remove the section. (Page II, Section ‘Special extenuating building requirements’).

    • J. Uniack inquired about security requirements for members of the public to rent Veterans building. L. Redfield confirmed Santa Rosa Veterans Building requires one guard per 50 individuals. T. Leen explained reservation paperwork requiring details about provided security. 

    • J. Uniack questioned ‘Waivers of Reservation and Use Fees’ relevance to the Veterans Use Policy. Committee agreed to remove the section. (Page III, Section ‘Waivers of Reservation and Use Fees).

    • L. Nuñez questioned the insertion of ‘Appendix A United States Patriotic Holidays & Dates”. T. Lee confirmed multiple veterans organizations have requested Appendix A’s inclusion. Committee agreed to allow Appendix A to remain.

    • T. Leen confirmed after policy adjustments are made, the document will go to the Board of Supervisors for input.

    • S. Kemmerle inquired about access of tables and chairs for veterans groups setting up own events. T. Leen confirmed key access should be provided. S. Kemmerle will contact Michael Orme about access. 

    Motion to accept draft policy with revisions J. Uniack, seconded L. Nuñez

    Motion to adjourn by J. Uniack, seconded L. Nuñez 

    Next Meeting: May 1, 2018, Petaluma Veterans Building