Minutes - May 1, 2018

Agenda - May 1, 2018

Call to Order

Roll Call

Approval of February 6, 2018 - Quarterly Meeting and February 16, 2018 - Special Meeting Minutes

• R. Safreno made motion for approval with S. Kemmerle seconding.Committee approved minutes for February 6, 2018 - Quarterly Meeting and February 16, 2018 - Special Meeting.

Introduction of Guests - N/A

• T. Leen requested introduction of guests added as future agenda item.

Public Comments:

• Sandy Paxton expressed concern for handicap signs at Santa Rosa Veterans Memorial Building and their lack of presence on north and east sides. Signs previously installed but removed. Expressed concern for lack of lighting on north of building.

Old Business:

• T. Leen inquired about online calendar for viewing events of the Veteran Memorial Buildings. K. Lew confirmed continued efforts for its establishment.

Correspondence: N/A

Building Reports by Michael Orme, Event Services Supervisor:

Requested updated building capacities on website for Veterans Buildings.

• Guerneville: M. Orme confirmed end of winter shelter. Showers causing moisture issues. Chamber of Commerce event occurred for individuals to use equipment for free. Inquired about needed electronic communication services for computer usage and facsimiles. Expressed concerns for landscaping needing to be trimmed.
• Sonoma: M. Orme expressed concern for ceiling leaks. Auditorium ceiling tiles are falling down. Commended Russel Mortenson for efforts sealing leaks during Sonoma Film Festival. Leak in dining room area with water going into the fire hose box. Sonoma County Regional Parks trimmed bushes in secondary parking lot to lessen garbage left on property. Expressed concerns for attendees at athletic games parking in lots during reserved events. Light board and wheelchair lift repaired. Expressed need for new coat-racks and non-County equipment.  
• Petaluma: M. Orme described roof leaks in auditorium and in front of men’s restroom. Working on cleaning storage areas. New furniture in bar area. Suggested installing portable bar or removing ones currently in place. Stage curtains working on being replaced. Commended Isaac Gentry for replacing wall sconces in women’s restroom.
• Cotati: M. Orme detailed increases in levels of bookings. Working on obtaining schedule of yard maintenance crew. Expressed concerns for parking arising from spots taken by non-Veterans Building events. 
• Santa Rosa: L. Redfield introduced K. Findley-Thorn. Confirmed roof project is complete. Bookings have increased. Vietnam Memorial Wall installed. Landscaping maintenance improving. Extra staff being hired for night and weekend shifts to give L. Redfield more time for drafting policy and procedures. Exterminator hired to spray area periodically. Detailed signage and the informing of event staff and customers to prevent being locked in.  Club room sanitation station now functional. Expressed concern for lack of chairs due to damages. T. Leen recommended looking at contract to confirm who is responsible for chairs. 
• Sebastopol: A. Wilson discussed success of Apple Blossom Festival, Sebastopol Documentary Film Festival, and AARP Tax Aide events. Ran 300 feet of internet cable from main gallery desk to main IT closet to improve main phone line. Broken window glass fixed on northwest of building. Fixed grease trap odor. New landscaper is performing well. Moved three planter boxes to locations that can be irrigated. Bay Alarm conducted annual fire inspection and passed except for a minor water issue currently being looked into. Relationship with veterans continuing to go well. Will repair office door that is jamming. Announced upcoming Memorial Day event.
• Cloverdale: G. Marcinkowski confirmed handicap lift for pool installed. Deck power washed. Veterans conducted spring cleanup for landscaping. City of Cloverdale agreed to sweep parking lot every Friday. Expressed parking concerns for parking taken up by nearby apartment complex. Parking lot handicap sign was damaged by vehicle and needs to be replaced. Leak in club room. Reported incident that trailer abandoned two vehicles and sheet metal at parking lot. Materials were picked up after contact with law enforcement officials. Three year contract ending soon with renegotiations set for June 2018. Conducting efforts for increasing number of contracts for clients. Family night once per month, VFW American Legion Executive Meeting, and memorials coming up.  

Auditorium & Building Status:

New Business:

1. Upcoming Board of Supervisors Item: J. Scannell announced on May 22, 2018 a Board item will be presented to Board of Supervisors and will encompass Veterans Use Policy, the agreement between County and Fairgrounds for management of Santa Rosa Veteran’s Memorial Building, the agreement for management of the Cloverdale Veterans Memorial Building, the agreement for the VFW for the Petaluma and Sonoma Bar, and submitting a new resolution for appointment of the Veteran’s Advisory Committee. T. Leen inquired about length of management agreements. J. Scannell confirmed agreements will be three years with two one year extensions, and the bar agreements for five years.
   
2. Building Keys: J. Scannell discussed complications arising with building keys and necessity for identifying who has and needs possession of keys. Detailed complications regarding keys being made without County consent and potential security issues.

Capital Projects Update:

• Discussion and vote regarding meeting days: T. Leen suggested moving advisory meeting dates from the first Tuesday of the month to the first Wednesday due to Board of Supervisor meetings on Tuesdays. Due to scheduling conflicts, item will be discussed at future date. T. Leen announced removing three minute requirement for public speaking. Item will be voted on at another time.