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HomeMy WebLinkAbout07/30/2019 SERC MinsSpecial Events Review Committee 4 Tuesday 9:00 AM — July 30, 2019 Steamboat Landing Conference Room Sanford City Hall 15L Floor 300 North Ave Sanford, FL Should you require an alternate method to access the information on this agenda or any attachments thereto, please contact ADA@sanfordfl.gov or 407-688-5006 to request information be provided to you in an alternative format. Minutes Review Minutes: SERC 07/16/2019: motion to approve Lt. Peter Justiniano, seconded Connie Fowler. Attendance: Jennifer Brooks, Special Event Supervisor Karan Stresen-Reuter, Secretary Ofc. Eric Rivera Lt. Peter Justiniano Connie Fowler Marc Hultin Jim Gantt Faye Winfrey Alvarise James Fred Alexander Eileen Hinson Ricky Johnson Dale Fisher Add On Items/New Business 1. 11/10/19: Rock for Food: 1:00 pm — 8:00 pm; Benefit for "Soldier's Angels, Attendees will receive free entry with non-perishable food items. Applicant anticipates larger attendance due to lack of competing events. Street closures will include Park Avenue, from 15Y Street to midway point of 3nd Street, and 2nd Street, from Oak Avenue and Magnolia Avenue. An additional barricade will be added to motorcycle parking on the east. Parks will delivered 16 trash receipticals, 20 trash bags to the applicant on 1 Thursday, and these items will be placed in their proper locations on Sunday. Two Parks staff will attend to clean-up. Public Works will provide soft road closure for motorcycle parking areas and will mark each area with signs. Vendors that move barricades for entry should return the barricades. Officers should monitor barricades and ensure they are replaced. The applicant expressed concern with the cost of Police staff. Police staff informed the applicant that officers are required to be on site for the duration of the street closure. Police will supply three officers for closures. Officers will need to be present to move their vehicle in case of an emergency. Clarification will be made regarding the need for officers to be in place at the beginning of the closure or could they arrive later. A spider box will be placed at the southeast corner of 2nd Street and Park Avenue as well as near Wet Spot and at 1St Street and Park Avenue. Stage and sound will begin set-up at 8:30 am. The Alley will supply the liquor license and will request an extention of premise. They will also supply general liability and liquor liability. Jim Gantt recommended the applicant secure Certificates of Insurance from all vendors, but it is not required by the City. The question of organizations wearing their respective colors was addressed. The applicant explained it is not an issue and that organizations are aware it is not allowed. All details will be confirmed prior to the event date. 2. 12/07/2019: Jingle Jams: 4:00 pm —11:00 pm. 3rd Annual Jingle Jams; The event will benefit Sanford Main Street, Inc. The applicant will reach out to 11t Street merchants for participation. Footprint increases to include Hollerbachs and Tuffys. Spider box will be needed for each stage and additional generators will supplied by applicant if needed. Due to the large footprint, eleven officers will be required for street closures and ten for event security. Police department will confirm. Public works has concern for boat access. Suggested route is 17-92 to Fulton Avenue to Commerical Avenue to Palmetto Avenue. The applicants will deliver event notification to local residents on 2nd Street and 4t" Street. Any vendor serving alcohol outside the their establishment will be required to obtain an extension of premise from ATF and display during event. Street closures will include 2nd Street, from Myrtle Avenue to Sanford Avenue; Myrtle Avenue from 2nd Street to 3rd Street; the east and west intersections of Oak Avenue and 2nd Street; Park Avenue, from 1St Street to 2nd Street; Magnolia Avenue from 1ST Street to 3rd Street; Palmetto Avenue from 11t Street to 2nd Street, and Sanford Avenue from 1St Street. The applicant plans to utilize SNAP to maintain trash and clean-up. Additional discussion and details will follow. 3. 07/20/2019: Review of Trucks Gone Wild; The applicant stated the event was successful, but adjustments will be made for future events such as additional staff from the applicant as well as Police. Better distribution of wrist bands for drivers and pit crew would need to be addressed as well as gate control. Estimated 1800 were in attendance. Future plans for signing the hold harmless agreement would be via IPADs to make the process quicker. Additional street closures would also be needed. 2 Upcoming events are expected for October and January. If these events are approved, the applicant would again go door-to-door to notify local residents. 4. 09/29/2019: Sanford Avenue Block Party; Via phone conversation, the applicant request to extend ours from 5 pm to MIDNIGHT and extend event footprint to include Sanford Avenue from midway of 3rd Steet to 5th Street. Public Works will put a spider box at the southwest corner of 4th and confirm outlets at trees are on. The applicant will maintain trash and clean-up. A reminder of noise ordinance was given. 5. 09/24/2019: Magic University; Not in attendance; unclear of the applicants event plans. Staff Reports/Discussion: Concern with thorough clean-up after events was addressed. Going forward make sure applicant is clear about their responsibility. Suggested requiring staff be added to all events to ensure proper clean-up. At the Food Truck/Belgian Independence event, barricades were moved and not replaced. Future instruction to Police staff to make sure moved barricades are returned to the required location. Next Meeting: To be determined.