HomeMy WebLinkAbout03/02/2021 SERC Mins1014MI1114A 11411111�
Special Events Review Committee
Tuesday 9:00 AM — March 2, 2021
Teleconference Sanford City Hall 11t Floor 300 North Park Ave Sanford, FL
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Minutes 4L
Call to Order: 9:05 AM
Motion to approve minutes: Motion: Ronnie McNeil; Second -Sgt. Glenn
Attendance:
Jerry Sullivan
Faye Winfrey
Sgt. Glenn
Ofc. Hill
Jim Gantt
Emily McCabe
Kaylee Cochran
Ricky Johnson
Add On Items/New Business:
11/5-11/7/2021 All Souls Community Harvest: Confirmation of banner dates for 11/1-11/8/2021. Parks will
supply 25 trash liners; Solid waste and Police will have a follow-up discussion closer to the event date to
determine dumpster placements and traffic pattern. The applicant request page 7 of the application be
sent again. Risk management request $1M C01 from the church and $31M from Carol Stream Amusement.
06/19-7/6/2021 Four Seasons Fireworks; Repeat event. No City services required. Risk Management noted
the C01 expires prior to the event and will need to be current.
05/05/2021 Cinco De Mayo: The applicant will follow current guidelines for setting up the event. Closure
of Sanford Avenue between 4th and 5th is being requesting. They will have a deejay from approximately 6 —
9 pm) and a mariachi band for an hour. Request for written COVID mitigation plan. The applicant will let us
know about the banner the banner decision. Alcohol sales outside. A noise permit is requested. The
applicant request 10 special event trash containers and an additional dumpster empty will be scheduled
for the day after the event. Two officers will be required for event security and road closure. Risk
Management requested liquor liability.
4/10/2021 36th Annual All British Car Show; Club began 2010; they have website and facebook. 300 — 500
spectors are expected and approximately 150-175 cars. The applicant anticipates utilizing the parking lot at
Ethnos 360 and will supply written consent. A noise permit is requested. Will offer outdoor beer and food
sales. It is recommended the applicant include the closure of Fulton Road in the footprint to allow for
additional parking mfshow cars and guest safety. Three officers would berequired. Awalk through with
the applicant will bgscheduled. Henry's Depot will need to supply alcohol liability. The applicant isnot
requesting Parks staff for clean-up. Henry's Depot would beresponsible for providing the liquor liability
insurance. Due to the anticipated large number of attendees port a lets will be needed. A noise permit will
be required.
10/16/2021 Riverwalk 5K; 91h year event. Race starts at 7 AM. On site check in and late registrations are
typically held in Pavilion 1. The race follows the Turkey Day 5K Course. One spider box is requested. 3SO-
5ODvendors expected. Water and small snack for the runners will beprovided. Race manager for the race
is Mile Stone Racing, Jim Shields. Parks will ensure sprinklers are off and bathrooms are open by5:3OAM.
Pavilion 1 will be needed. The hold harmless agreement is being reviewed by County risk management and
it will be forwarded after review.
1O/9/2O21Fast and Furriest 5K; Repeat event. Applicant will use wave starts to spread out runners.
Participants will be asked to wear mask prior to and after running. Port a lets will be used. Race start 7 AM.
The applicant will confirm Banner dates. We have requested a Certificiate of Exemption if we do not have
current, City COV|DRequirements page, and owritten COV|Dplan. Jerry requested expectation of
noise/sound due tOthe race. Sound will not begin prior to 7AM. Norequirement for a dunnpS±er.
04/17-04/18/2021 Sunday Morning Coming Down Picnic; Two day concert event. Saturday is free, Sunday
is ticketed $l0.Confirmed event time onapplication islprntn7pm. Ethnmsisallowing parking intheir
lot. Saturday i8local bands and deejay. Headliner on Sunday is Driv'n and Cry'O.After Saturday's event the
parking lot at Henry's Depot will be reopened. The stage wil be facing southeast and not in parking spaces.
The applicant does not want to close roads and expects ample parking with Ethnos and City Hall parking.
Sgt. Glenn confirmed event time. The applicant plans torope off the parking lot tosecure entry for paid
guest only oDSunday. Outside alcohol sales. Jerry request aclearer map toindicate the layout more to
scale and how things will be marked off. Staff wants to ensure wait lines will not go toward the road.
Following the Completely Unchained Event, staff may have additional questions regarding this event.
Kaleidoscope isaware Ofconcert event. The British Car show — Andrew was not aware that Henry's Depot
was providing alcohol. He will follow up with the applicant. We will need insurance from Henry's if they
provide alcohol. Jerry informed the applicant vxewill begoing back tothe 6Oday requirement.
StaffReports/Discussion:
lConnnJetelyUnchainedConcert—Nmdiscueinn
]/l4/2O21Kaleidoscope ArLsiansMarket —Nodiscussion
Sgt. Glenn is requesting feedback from staff that work the Porchfest event.
Next Meeting: March 16, 2021
Meeting : 10:49 AM
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