HomeMy WebLinkAbout05/07/2019 SERC MinsSpecial Events Review Committee
Tuesday 9:00 Ann — May 7, 2019
Steamboat Landing Conference Room Sanford City Hall 111 Floor 300 North Park Ave Sanford, FL
Minutes
Meeting called to order: 9:03 a.m.
Review Minutes: SERC 04/16/19, motion to approve Jim Gantt, seconded by LT J'ustiano.
Attendance:
Connie Fowler
Faye Winfrey
Peter Justiniano
Fred Alexander
Ronnie McNeil
Tyrone Lowery
Jim Gantt
Jerry Sullivan
Ricky Johnson
Eileen Hinson
Jennifer Brooks, Chairperson
Karan Stresen-Reuter, Secretary
Add On Items/New Business
1. 10/31/19: Halloween on 13th: Ms. Hartfield will provide COL Close road at Oleander to
Mangoustine, possibly 11 vehicles in attendance, grill out for event, Oscar Redding owns one
parcel, Valerie Mitchell Herring owns other property. Need permission in writing from property
owners. Event 5-11pm.
Applicant would like dance group this year to perform in the street along with a skit
performance. Food preparations are the #1 concern with regards to health and safety.
Applicant could partner with a non-profit for food but the non-profit must provide a COI or a
food truck. Having food at an event requires a dumpster.
2 officers would be needed at the event for road closure(5pm—10pm). May be able to have 1
officer if vehicle is used. Event insurance will be needed naming property owners as
additionally insures. Permission will be needed from Dr. Sherman.
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Trunks or treat could be located on street within closure. Food vehicle could be on street. An
officer is $35.50 per hour with a 4 hour minimum. Ms. Hartfield will find non-profit.
2. 09/28/19: Sanford Jazz in the Park: Paul Williams attended. Jennifer Brooks discussed
several issues with the last Food Truck event. The issues were that the last Food Truck event
turned out to be a Food Truck Wat, 1 officer was scheduled and Chief Smith called for 3
additional officers. Celery City Craft Food Truck catering event has 3 food trucks. Jennifer
Brooks mentioned that perhaps 12 events shouldn't be approved at one time. Paul William's
agreed that there have been some issues with some events and is eager to make it work.
With regards to Sanford Jazz in the Park, the Cultural Arts Center will be used for VIP, the layout
will be flipped from last year. The event will need a dumpster, trash cans and bags. It will be
the same footprint as last year. Last year 150 chairs were used, this year they would like 100.
Again 2 officers will be needed, food trucks will be on both end of road closures. Road closures
will start at 9 a.m. unti 7pm. Permission is needed to park at the church and Cultural Art
Center. The Ladies 327 Supper Club provides the COI and liquor liability.
3. 01/18/20: Puttin on the Ritz: Back to the 80's, may need another car on 3rd. New
insurance will need to be provided after October 2018.
4. 02/02/20: Deviante Wolfe Adventure Race: Will be the same footprint as last year with the
exception of only using Oak, the party will be during the race. The applicant has requested to
add a port o potty, road block will start at 10 a.m., 250 participants are expected, event hours
will be 11 a.m. — 3:30 p.m. Set up for tents and the band will be at 10 a.m.. The first race will
be at 11 a.m. A new 24 hour race is being added.
Recycling, trash cans and liners will be the same as last year. Applicant would like an extra
dumpster pick up. Typically there is 1 police officer at Park and First. Music will be family
friendly. Port o Potty will be in alleyway area. There will not be food vendors on the street.
Alcohol will be sold outside.
5. 07/20/19: Trucks Gone Wild: Eric Thims attended the meeting and relayed that the Barn
has invested in concrete barriers and 6 foot aluminum fencing. 10 % of proceeds will go to
Seminole County and Orange County cancer center, St. Baldrick Foundation. The event will be
trucks pulling each other with military grade rope. ADA parking will be available. Applicant will
have bus to transport attendees from Winn Dixie, Farmers Market, and AOK Tires. Applicant
will need to provide written permission from each business.
Applicant is planning to rip up concrete. Parking lot modification will need further approval. #1
concern is safety. Event is close to 17-92 and perhaps it could be rerouted withing property to
run north and south. The concern is that it will be a visual distraction along 17-92. Rescue
would need to be there. 2000 attendees are anticipated.
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Risk Management would want to evaluate liability.
Eric Thims will need to follow up with Mike Cash in Planning, come up with alternate locations
and examples, provide a schedule for the day, need spectator hold harmless.
This event would require a large footprint for police officer presence. SERC would like Eric to
return in 2 weeks, May 21, 2019.
6. 07/04/19: Star Spangled Sanford: Ms. Jones related that the event will start at 5p.m..
Music and vendors will be along Seminole Blvd(depending on construction). A letter will be
sent to the Marina and marina residents. Jim Gantt mentioned a cancellation policy. The Fire
Department discussed barrels, large maps and IT.
520 on the Water will be open. Pavilions have been blocked for EMTs.
Parking will be limited. 17-92 at First will be closed. The roundabout at Park Avenue and
Seminole will be open and an officer is requested for the location.
Ms. Jones has requested that SERC meet on 05/21/2019 from 10 a.m —11 a.m.
Staff Reports/Discussion - Please be prepared to review upcoming events in detail to ensure we
are meeting our client's expectations.
05/11/19: Tuffy's 1 Year Anniversary
05/12/19:
Venezuela Mother's Day
05/18/19:
Melissa's Race
05/25/19:
Monts Law P.L. Firm Event
05/26/19:
Sanford Indie Market
05/27/19:
Memorial Day
05/31/19:
Seminole Mega RV Show
06/01/19:
Hurricane Party
06/01/19:
Rescue Run Corporate 5k
06/04/19:
EID Al Fitr
06/08/19:
Hispanic Outreach Festival
Next Meeting: 05/21/19
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