HomeMy WebLinkAbout10/15/2019 SERC MinsSpecial Events Review Committee
Tuesday 9:00 AM — October 15, 2019
Steamboat Landing Conference Room Sanford City Hall Vt Floor 300 North Park Ave Sanford, FL
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Minutes
Call to Order: 9:05 AM
Review Minutes: SERC 09/17/2019: motion to approve minutes Jim Gantt; second Sgt. Zach
Glenn
Attendance:
Jennifer Brooks, Special Event Supervisor
Faye Winfrey
Jim Gantt
Sgt. Zach Glenn
Ricky Johnson
Tyrone Lowery
Fred Alexander
Eileen Hinson
John Hamel
Robin Burris
Emily McCabe
Alvarise James
Add On Items/New Business
1. 01-20-2020; Martin Luther King, Jr. Parade and Festival; Applicant plans the same event
as last year. Jim Gantt confirmed the petting zoo will be provided by the Central Florida
Zoo and suggested the applicant be named as additionally insured on Certificates of
Insurance from all vendors. The bounce house will be manned by event volunteers.
Fred Alexander confirmed the set-up will be the same as last year and City services will
include 25 liners, 50 chairs, 2 dumpsters and green space rental. Stg. Glenn confirmed
same parade route as last year. The applicant inquired about the possible reduction in
the cost of Police staff. Sgt. Glenn explained the new policy that requires Police staff at
every street closure. Sgt. Glenn offered to review for the possible reduction of Police
staff for the Festival in the Park. He will also check for the availability of a School
Resource Officer.
2. 12-28-2019 Crooms 2019 Grand Reunion Parade; Appilcant stated parade staging will be
at the Barn parking lot and is expecting the following participants in the parade: Midway
Elementary kid's marching in the parade; dance drum line; Florida Steppers; step team;
Bo -Key Riders, students from Croom's Academy. Jennifer expressed that the Parade was
looking similar to the Martin Luther King, Jr. Parade and the cost exceeds $5,000 with all
the street closures. All participants need to provide insurance. Jim Gantt asked if the
applicant had approval to use the Barn parking lot; the applicant stated they had a
verbal agreement. Fred Alexander inquired about trash clean-up; the applicant plans to
have volunteers. Sgt. Glenn will provide costs for security and will provide costs for
possible parade routes.
3. 04-05-2020; Riverside Dash 15K & 5K; The applicant was not present. Jennifer tried to
Jennifer asked about the possible road construction. Ricky Johnson will get confirmation
on construction dates. The 5K race will follow the Turkey Day course; confirmation is
needed for the 15K route. Rob Christopher from Race Time Sports is the Race Manager.
The race is scheduled to begin at 7 am and the stage and beer truck are being delivered
on Friday. Sgt. Glenn is undertain about the number of Sheriff Dept. officers that will be
available to assist with the event. Emily stated two dumpsters will be required. Alvarise
James will block out morning civic center rentals.
4. 2020 Celery City Cruisers; The event will follow the same format as previous years and is
scheduled January through October. The applicant was requesting event fees be waived.
Jennifer explained it is against City policy to waive fees. Security is the only City service
required. Sgt. Glenn will inquire about the event being staffed with the CRA officer and
one additional Police officer.
5. 2020 Sanford Avenue Block Party; The applicant was not present; Jennifer contacted via
phone and left a voicemail. Staff discussed the event with details supplied by Jennifer.
The applicant will utilize the same steet closure as past events. One 8 -yard dumpster will
be required by City staff.
6. Sanford Brewing Company 1980's 5K Race; The applicant was no present or available via
phone. Jennifer left a voicemail. Sgt. Glenn noted the applicant did not want street
closures, but wanted to run the 5K on the sidewalk. Jennifer noted the application
needed to be notorized and the race could not be run on the sidewalks. Street closures
would be required.
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7. 2020 Bike Nights at the Alley; The applicant was not present or available via phone.
Jennifer left a voicemail. Staff discussed the need of Police staff to ensure attendees do
not leave the event space with alcohol. Staff also discussed the location on the trash
receptacle in front of Wet Spot and the numerous complaints from Wet Spot regarding
the overflow of trash after Alley events. There are future plans to relocate the trash can.
8. 2-15-2020 Sanford Mardi Gras: (Resubmission): The event will be a Sashay on Sanford
Avenue and lead into the normal Food Truck event. At the Food Truck event, parade
participants will be directed into the Food Truck area; cars and other monotrized
vehicles will be directed to follow the parade leader to a parking area. Jennifer
confirmed that Food Truck vendors are aware to stop serving at 9 Pm. Emily confirmed
dumpster pick-up has been increased and is not requiring an additional dumpster. Ricky
confirmed street closure. Paul Williams requested additional dumpsters for his larger
events, Pints & Paws, Jingle Jam, and St. Paddy's Day Truck Pull.
9. 03-21-2020; Pints & Paws (Resubmission); Same event details as previous years. The
applicant stated attendees will start receiving wrist bands at NOON. There will be no kids'
zone at the event.
Staff Reports/Discussion:
Upcoming events from 10-15-2019 through 11-5-2020 were briefly discussed in order to
address any last minute thoughts or concerns.
Meeting adjourned: 10:27 AM
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