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Home My WebLink About09/17/2019 SERC MinsSpecial Events Review Committee Tuesday 9:00AM—September 17/2019 Steamboat Landing Conference Room Sanford City Hall 111 Floor 300 North Park Ave Sanford, FL Should you require an alternate method toaccess the information on this agenda or any attachments thereto, please contact mr4O7-G88-5OO6tmrequest information beprovided tmyou in an alternative format. Minutes Call To Order: 9:08 AM Review Minutes: SERC 13: motion toapprove minutes: Jim Gantt; Second: Marc Hu|tin. Attendance: Jennifer Brooks, Special Event Supervisor Faye Winfrey Marc Hu|dn Connie Fowler Sgt. Zach Glenn Jerry Sullivan Jim Gantt Tyrone Lowery Eileen Hinson Add On Items/New Business 1. 12-7-2019: Sanford Historic Trust's Holiday Tour of Homes; Application will be submitted to the City Commission on 9/23/2019. Applicant agreed to distribute Street Closure Notifications this weekend. Applicant expressed concern for the possible need of a crossing guard at the intersections of Magnolia m Avenue and 3rd Street and &4agno|iaAvenue and 4 Street. Golf Carts will beutilized totransport guests from Wayne Densch Performing Arts Center where tickets will be sold to the event. Three golf cart shifts are expected. The applicant will schedule to meet with Police Chief and include Sgt. Glenn for discussion ofstreet closures. Sgt. Glenn will speak tothe Police Chief about the need for police vehicles to operate their lights atthe street closures, The applicant feels it could be distraction and possible hazard. Jennifer Brooks suggested the applicant reach out to CRA for possible financial support of their event. Jim Gant inquired about the vetting of golf cart drivers. The applicant will reach out to the local golf cart Facebook group as well as local volunteers. It will be required that all participating golf carts are properly registered. The applicant will need Z4trash bags delivered to418 Magnolia Avenue onThursday, December S,3O19'The applicant confirmed their use ofthe is' Street banner space. 2. 11-16-2O19;Sanford Food Truck Fi Fun Walk; The "Fun Walk" portion ofthe event isfrom 1:OO—l:3OPm. Street closure will begin atNOON toallow vendors toset-up between NOON and 1Pm. Food Trucks set-up will begin at 2 Pm. Those that arrive early will be held in the West End parking lot, Volunteers will be there to make sure food vendors do not enter event space prior to their set-up time. Ladies 327 will organize food vendors. Parks will supply 150 chairs, 10 trash recepticals and 30 trash bags. The applicant will have volunteers to monitor trash and clean-up and one Park staff will be required tooversee maintenance and clean-up from 6-1OPm. DZ-I5-2O19;6th Annual Mardi Gras; 2-5Pm. The applicant anticipates 4~Sfood vendors. Parks will required one staff to oversee event clean-up from 5 — 7 Pm. The applicant will utilize the same footprint as the Food Truck event. Police will require four officers for road closure and security. Two officers will begin at 1:30 Pm and two will begin at 2:00 Pm. Police staff will close Sanford Avenue at o m � the intersections of3"5treet,3 �treet,4!Streetand6x 6th after the Sashay, officers will relocate to the following locations: 11t Street and Palmetto Avenue; 2nd Street and Palmetto Avenue; one officer will remain at2nd Street and Sanford Avenue and the fourth officer will follow the parade and provide event security. Parks Department will require one staff be on site to assist for clean-up after the event from 5 — 7 Pm. The applicant request 5 trash recepticals and 15 bags. A portion of the proceeds will Qoto Meals on Wheels. 4. O3-14-2O19;3mAnnual Sanford Day Truck Pull & Street Festival; 4nw—vx|ow|GnzThis event will benefit the non-profit organization "SNAP". Street closures will be from 11 AM — I AM. Jennifer Brooks requests a map detailing all areas including any green space, parking lots, etc that will be utilized as event space as well as notification of any vendors not typical to this event. The applicant will check on the availability of the parking lot at the back of West End. Sanford Fire Department truck will beused for the truck pull. Parks Department will required tostaff toassist with clean-up ofthe event. The applicant requests 150 chairs, 10 trash recepticals and 30 trash bags for the event. 5. 03-21-3019; 9th Annual Pints and Paws: 12 — 6 Pm; Applicate states VIP hours will begin at NOON. Dustin will provide the number of VIP tickets that will be available. Jennifer Brooks requested detailed map and timelines outlining event space and schedule. The applicant request one spider box to be located atthe southeast corner ofPalmetto Avenue, IOtrash neceptica|s,and 3Otashbags. Parks Department will require two staff members from 2 — 7 Pm to assist with clean-up. This is a fundraiser event for Judy's Pet Rescue. Dog baths and water bowls will be available for attendees with dogs. It will be mandatory that all dogs beonaleash. Jennifer Brooks made applicant aware that the application cannot be presented to City Commission until a detail map and schedule have been received. 6 10-31-2019; Spooky Hollow: G—OPm; Police Staff will beonsite aL1:30pm for layout ofthe event. Event details are the same as past years. l 12-06-2019; Chrsitmas in the Square; 6 —8 Pm; Annual tree lighting; the event will follow the same set uposprevious years. 8. 12-14-2019; City of Sanford Christmas Parade; 6 — 8 Pm; The Parade will follow the same requirements as previous years. Parks Department will not pavilion rentals for the day. 2 03-21-2019; Jim Payne 5K; 8 — 9 Am; A representative for the event was reached via phone for event details. This is a fundraiser event for Kids' House. irrigation will be turned off for the event. Alcohol sales will only be on Wops Hops property. This event is at the same time as a prayer breakfast being held at the Civic Center. Civic Center parking will not be available for the 5K. 10. 10-19-2019 Dr. Ronald Merthie Day Comm Give -A -Way; This is event was denied as a special event. Staff Reports/Discussion: During discussion of events, applicants were informed that all applications must be completed in full with detailed maps and all event space including parking, green space or any area located within the event. If an application is incomplete, it cannot be processed and advanced to City Commission. Next Meeting: 10/1/2019 Meeting Adjourned: 10:37 AM Please be advised that more than one member of any City Board, Commission, or Committee may attend this meeting. The purpose of this notice is to serve as a contingency in the event of such attendance, but is not intended to encourage attendance or permit participation if attendance occurs. Attendees engaged in the above meeting will ensure that the Sunshine Law of the State of Florida is not violated, in accordance with the Open Meetings Law of the State of Florida. In accordance with the Americans with Disabilities Act, persons with disabilities needing assistance to participate should contact the City Clerk at 407.688.5010 at least 48 hours in advance of the meeting. Advice to the public: If a person decides to appeal a decision made with respect to any matter considered at the above meeting, he or she may need a verbatim record of the proceedings, including the testimony and evidence, which record is not provided by the City, of Sanford. (FS 286.0105) For additional information, please contact Dept. Rep at 407.688.5120 opt. 6