A significant portion of the meeting was dedicated to discussing Third Chance Animal Rescue’s proposal to contribute pony rides, face painting, and a petting zoo to the holiday festival. The organization proposed an admission fee structure, including $10 per person for rides and face painting, and a $1 entry fee to the zoo. An additional $3 charge would be levied for food cups, with a 15% commission on sales payable to the city as a booth rental fee. However, the proposal raised concerns due to the city’s ordinance on farm animals and potential state requirements for vaccinations and veterinary records. The council emphasized the need for compliance with local and state regulations, as well as proof of insurance from the organization, to ensure public safety and adherence to legal mandates.

The council expressed interest in the animal rescue proposal but acknowledged the logistical challenges of incorporating live animals into the event on short notice. A member recalled a previous incident involving a pig at an event. The council discussed the possibility of situating the petting zoo in a spacious area previously used for a drum circle, to accommodate the animals and visitors safely.

In a move to support nonprofit organizations, the council considered waiving participation fees, provided these groups shared a percentage of their sales with the city. If nonprofits were merely representing their causes without engaging in sales, they would not incur any charges. This decision prompted a brief debate over the implications of waiving fees for nonprofits like the local Runaways organization.

Vendor participation was another focal point of the meeting, with updates shared on confirmed vendors for the festival. Vice Chair Caroline Gonzalez reported that 22 vendors had confirmed attendance, with the number potentially rising to 30 as applications were finalized. The vendor lineup included diverse offerings such as Vietnamese food, gourmet popcorn, and desserts, with a masseuse and a cake specialist also expected to participate. This variety aimed to attract a broad audience and enhance the festival’s appeal.

The council discussed the layout and logistics of vendor spaces, emphasizing the importance of strategic placement to maximize foot traffic and vendor visibility. Food trucks were to be stationed on gravel areas to meet regulatory requirements, with tents set up Friday morning. Members highlighted the necessity of a site map to guide vendor arrangements and optimize the event flow.

Insurance coverage for the festival remained a contentious topic, with discussions on whether to engage the Chamber of Commerce’s annual policy or secure a separate event-specific policy. Concerns were raised about liability coverage for independent vendors, as the city’s insurance carrier would not extend coverage to them. The council deliberated over the costs and benefits of each option.

In addition to logistical planning, promotional efforts were also discussed, with plans to recognize contributions from local businesses like Lowe’s, Home Depot, and Walmart through signage. This initiative sought to underscore the community’s support and enhance the festival’s visibility.

The meeting also addressed potential challenges, such as managing vendor parking to ensure pedestrian safety and preventing vehicle movement in high-traffic areas. Cones would be used to close certain areas, allowing families to safely navigate between attractions. The setup of a tent for the event and its inspection by the building official was confirmed, with fire ratings and safety compliance emphasized.