HomeMy WebLinkAbout04/02/2019 SERC MinsSpecial Events Review Committee
Monday 9:00 Ann — April 2, 2019
Steamboat Landing Conference Room Sanford City Hall 15` Floor 300 North Par ve Sanford, FL
Minutes
Meeting called to order: 9:04 am
Approve Minutes: SERC 03/04/19, motion to approve by Jim Gantt, seconded motion by Marc
Hultin
Attendance:
Jennifer Brooks, Chairperson
Karan Stresen-Reuter, Secretary
Chris Lareau
Marc Hultin
Connie Fowler
Zach Glenn
Fred Alexander
Faye Winfrey
Jerry Sullivan
Alvarise James
Ricky Johnson
Russ Sheibenberger
Jim Gantt
Emily McCabe
Tyrone Lowery
Add On Items/New Business
Discussed construction road closures and midges.
5/5/2019 Otro Nivel 5 Car Show: sound competition must occur before 12 pm(per the
Seminole Towne Center Mall). There will not be any alcohol or food sales. Motorcycles will be
for show only, not demonstrations. COl will come from the sponsoring agency- Klean Society
Products.
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5/12/2019 Venezuelan Mother's Day: The committee recommended the event take place at
Fort Mellon Park, rent green space and pavilions 1, 2 and 3. Invited to come back to SERC to
present footprint. They expect 160 guests, need COI and COI for bouncehouse.
5/31— 6/9/2019 Seminole Mega RV Show: no action taken.
After Action Review: Dr. Martin Luther King Parade and Rally: Mr. Melvin Philpot attended.
Budget of event increased and was discussed. Sgt. Glenn will look at cost comparison between
2018 and 2019. Parks can combine staff to move frm parade to rally to help with costs.
Youth Community Fair: Civic Center has been secured. Would like to have a petting zoo(Noah's
Landing), pony and horses and train ride(Xtreme) outside. An area for the horse and pony
could be east of the Senior Center. COI's are required by Noah's Landing, Xtreme and Sharon
Stallworth. Jennifer Brooks will contact homeless services which takes place Lake Corolla prior
to the event. The community is welcomed. Food tickets will be issued. Alvarise James, Jerry
Sullivan and Sharon Stallworth will visit the the Civic Center. Sharon Stallworth will coordinate
vendors and visit the Civic Center to discuss layout within the next 2-3 weeks.
Airport Lanes Summer Kick Off Party: A COI is needed, will need the Police Department, would
like the Fire Department to attend, need written permission from the old K -Mart property to
utilize the parking space. The City is welcome to have a tent. Airport Lanes will arrange for
extra dumpster pickups.
4/6/2019: Stomp for their Fight- update. Port-o-lets(15 Port -o -lets and 2 handwashing
stations), VIP will have its own air conditioned restroom trailer, all are arriving on Friday. Chad
Hallmark, Wolf 103.1 and Philip Vicor will mc.
Derek Daniels is handling vendors. The following COI's are needed by Wednesday(April 3);
food, zoo, Kids House, bounce houses.
Seminole Harley will be a vendor and have motorcycles on display only. The stage will be the
same set up as July 4th. See attachment regarding VIP and event parking locations.
Parking passes will be provided to; staff, volunteers VIP's .
Vendor can unload by entering eastbound on 1St Street, but will not be able to enter the green
space. They can then park in their designated area east of San Juan Avenue on Seminole
Boulevard.
Volunteers and Security can also park east of San Juan Avenue on Seminole Boulevard.
Staff and VIPs may park west of San Juan Avenue on Seminole Boulevard on the closed street,
but east of the VW's car show space.
Stage Crew and Bands may park on 1st Street, but after their set, they must vacate the area for
more bands to come in.
Kids Zone: Bouncy House Truck and Zoo must also park on 11t Street following their set-up. If
they leave their truck there, they will be able to cart everything out. they park will be too full to
keep their vehicles in the green space and drive out at 5 PM so they must park on 1st Street
following set-up.
20 plus volunteers- how many emptying trash?
Jack Daniels is sponsor and will be set up near beer.
Tent permit will be pulled today.
There will be private security, 8 unarmed.
Need COI's for: Zoo, bounce house, Kids House, other vendors. Insurance needs to start on
April Stn through April 7tn
ATMs will be near food and beer.
Event payment is due. After action meeting will be planned.
6/1 Rescue Run 5K: Set up is at 4am, race starts at Sam.
6/15 First American Fireworks: needs Eileen Hinson to review
11/28 Turkey Day: same footprint as last year
10/19 Fast & Furriest 5K: same footprint as last year
Cost sheet for Rescue Run
Staff Reports/Discussion -
4/6 & 4/7/2019: Hollerbach's Springfest: Parks, 2 staff members, 3pm — midnight, 11am —
7pm.
4/14/2019: Riverside Dash
Next Meeting: April 16, 2019
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