HomeMy WebLinkAbout04/16/2019 SERC MinsSpecial Events Review Committee
Monday 9:00 AM — April 16, 2019
Steamboat Landing Conference Room Sanford City Hall 1" Floor 300 North Park Ave Sanford, FL
Minutes
Meeting called to order: 9:04 am
Approve Minutes: SERC 03/04/19, motion to approve by Marc Hultin, seconded motion by
Connie Fowler
Attendance:
Jennifer Brooks, Chairperson
Karan Stresen-Reuter, Secretary
Marc Hultin
Connie Fowler
Fred Alexander
Faye Winfrey
Jerry Sullivan
Ricky Johnson
Jim Gantt
Emily McCabe
Tyrone Lowery
Josh Strobridge
Eileen Hinson
Michael Hernandez
Add On Items/New Business
9/15/19 Race 2 Cure: Turkey Day 5K will be the race course. Jennifer Brooks will share contacts
for race timing and contacts for local food and beer verdors. Since this is the first 5K
coordinated by the applicant, it was suggested the organizers attend a City of Sanford 5K prior
to their event to see how a 5K is operated. Electricity will be needed for food and beer vendors.
Expected attendance will require a minimum of one park staff. Police Department will require a
minimum of four officers for road closures. Greenspace rental will be needed from 7 AM until
NOON. Parks staff will ensure sprinklers are off, lights are on and bathrooms are open by 5 AM.
1
Currently one 8 -yard dumpster, 4 recycle pop -ups, 10 trash cans and 20 trash bags will be
supplied. This could vary, depending on expected attendance. A stage and portable restrooms
may also be needed. The applicant will supply volunteers to maintain the trash. Cost estimates
will be supplied by all City deparments.
6/8/2019 Hispanic Outreach: This is an outreach to the Hispanic community to be held in
McKibbin Park. The outreach will include participation from many local businesses such as
Seminole County Health Department, WIC, Act 2 Act and SafeHouse and will offer guideance in
health, finance, safety, and education as well as other areas of day to day life. Due to limited
amperage in the park, a generator for needed electricity will be supplied by Ladies 327 Supper
Club. Parks staff will stock the bathroom and supply additional supplies prior to the event. The
Police Deparment will restock as needed as well as maintain trash recepticals and put trash in
the dumpster. Food for the event is being donated by Bravo Supermarket. A COI will be needed
for the bounce house.
10/1/2019 National Night Out: This year the City Police Department will be joining with
Seminole County Sheriff's Deparment to host this event. The Police Deparment will try to
secure a variable message board. Parks staff will deliver a lift truck to the Police Department
Thursday, September 26. Jennifer Brooks requested Police Deparments utitlize proper ingress
and egress into Ft. Mellon Park and not drive over curbs. Seminole Boulevard will be closed
from NOON until 9:30 PM for vendor parking. The closure will be handled by the Police
Department. Parks staff will supply 15 tables, 30 chairs, 15 trash containers, 60 trash bags, 4
recycle totes and one 8 -yard dumpster. Pavilion 1 will need to be secured. Parks staff will need
a layout of the event to ensure vendors set-up in the proper location. Jim Gant requested a list
of vendors. COI's will be needed for the bounce house, stilt walkers and other non-
governmental agencies, if any.
After Action Review -
Nancy Sepulveda represented Sanford Porchfest 2019. The event had approximately 1,800
attendees and raised approximately $7,000 to be used for scholarships for kids' summer camps.
The Porchfest Board members have decided to limit the number of participanting homes to ten.
They are open to ideas to improve the event. Jim Gant and the Police Deparment suggested
possible street closures where headliner entertainers perform. Jennifer Brooks suggested using
Police staff to control foot traffic in order to keep roadways clear and possibly using a park for
entertainment that draws larger crowds. It was also suggested to keep participating homes
closer together.
The Porchfest Board will soon be accepting applications for the 2020 event and they expect to
submit their application in July for next year.
Staff Reports/Discussion —
4/20/2019 Run For God: Police Department has volunteers and staff for the event covered.
IN
4/20/2019 Easter Eggstravaganza: Police Department has volunteers and staff for the event
covered.
Next Meeting: May 7, 2019