HomeMy WebLinkAbout01/07/2020 SERC Mins1jL"/
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PARKS RECREATION
DEPARTMENT
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Special Events Review Committee
Tuesday 9:00 AM —January 7, 2020 �i`
Steamboat Landing Conference Room Sanford City Hall 15S Floor 300 North Park Ave Sanford, FD
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Minutes
Call to Order: 9:02 AM
Review Minutes: SERC 12/17019: Motion to Approve Minutes Jerry Sullivan; 2nd Ronnie McNeil
Attendance:
Jennifer Brooks, Special Event Supervisor
Lisa Jones
Jerry Sullivan
Jim Gantt
Faye Winfrey
Ricky Johnson
Fred Alexander
Dale Fisher
Emily McCabe
Robert Beall
Robin Burris
Ronnie McNeil
Add On Items/New Business:
Seminole County Fair: Item tabled until later date.
Staff Reports/Discussion:
Hook'd on Lake Monroe Fishing Tournament and Seafood Festival; Review of the special event with applicant, Paul
Williams. Friday 6 — 8 pm Mandatory Check-in for fishing teams; Saturday 7 AM Tournament launch from
anywhere between Blue Springs and S.R. 415; tournament participants cannot begin fishing prior to 7 ANI on
Saturday. Tournament award ceremony between 5 — 6 PNI and Seafood Festival from NOON to 9 PM. Stage
placement for entertainment will be at Sanford Avenue and 2nd Street, facing west. Streets are closed from 9
AXI —10 PSI and are expected to re -open by 10 PM. Approximately 40 — 50 varied vendors are expected. City
services include Parks Dept. delivering 150 chairs, 10 trash liners, and 20 bags for Saturday and 5 liners and
5 bags for Sunday. One officer for road closures at the intersection of 1" Street and Palmetto Avenue from
9 Ali to 10 PM and three officers for event security from NOON to 10 PM. The applicant has declined an
additional officer for boat security as participants will have ample time to secure their boats.
Paul Williams requested the City re-evaluate the requirement of City to have two City staff on-site for trash
maintenance. Paul supplies his own staff and feels they are sufficient. City staff agreed to a trial basis with
only one City staff coming in from 9 to 11 PM to ensure the area is cleaned. This will also be implemented
for the Food Truck events for 2020. If the event space is not maintained properly, City will require
additional staff be on-site during events.
For future events Jennifer notified Paul, per Tom George, the parking lot at the west side of Palmetto
Avenue and 2nd Street cannot be used for event space; the area is needed for public parking.
2. Alive After 5; Certificate of Insurance needs to be updated for this event to indicate Celery City Craft as the
insured. The event is scheduled from 5 to 8 PM this weekend. Magnolia Square rental is from 4:30 to 8:30
Pyl. This event will not be held in July and August; December will possibly be cancelled as well. There is
conversation about the Welcome Center moving and no longer remaining opening during Alive After 5
events.
3. Allariin L.trtl)er King Parade and Celebration; upcoming January 20, 2020; Event is expected to continue as
previous years. No questions.
4. Side by Cider: Event has been cancelled.
5. Trucks Gone Vild; Upcoming on January 25, 2020
6. Food Track Fiesta; January 18, 2020. The first food truck event for 2020
7. Special Event Statistics; 3.5 events per year was stated, but should have been stated as per month; $400,00
event costs; Economic impact is stupendous for the City. Jennifer thanked the staff for their hard work,
dedication, flexibility and professionalism. Specific numbers will be presented at the next SERC meeting.
8. Alive After S; If there are any new and out of the normal event activities at the event, the City will be notified
in advance.
Next Meeting: 1/21/2020
Meeting Adjourned
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accordance with the Open Meetings Law of the State of Florida.
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For additional information, please contact Dept. Rep at 407.688.5120 opt. 6
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