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Home My WebLink About03/16/2021 SERC MinsSpecial Events Review Committee Tuesday 9:00 AM — March 16, 2021 Teleconference Sanford City Hall 1" Floor 300 North Park 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 Call to Order: 9:04 AM Motion to approve minutes: Motion: Jim Gantt; Second Jerry Su iv n Attendance: Jennifer Brooks Jerry Sullivan Faye Winfrey Ofc. Hill Jim Gantt Kaylee Cochran Add On Items/New Business: 5/8/2021 Day of the Deviants Reboot; The applicant will request to close Oak Boulevard between I't Street and 211 Street from 2 —11 Pm. A car show will be on Oak Avenue with live music at the rear of the brewery property in the alley. A clumpster will be delivered and set-up in the parking lot near Magnolia Avenue. The applicant plans to utilize City trash cans on Oak and will be responsible for maintaining and emptying these trash cans. Alcohol sales are anticipated outdoors and will require an alcohol permit. Two officers will be required for the road closure. Jennifer updated the applicant on the new noise ordinance requirements. 5/8-5/9/2021 Seminole Spring Festival; A family friendly event to be held at the Seminole Towne Center in the lower parking lot between Sears and Macys. A letter giving permission to utilize the mall parking lot has been received by the applicant and forwarded to the City. Between 30 — 35 vendors are expected and 5 food trucks. A clumpster will be required. The applicant will coordinate with mall respresentatives for placement. Ten special event boxes are also requested for trash. The applicant plans to utilize food trucks to block entrances to the event space. Caution tape with mark off the vendor location. Port a lets and a handwashing station are being set-up, and guest will have access to bathrooms in the mall. Ladies 327 will host a kids zone. insurance covereage is being supplied by S.N.A.P. Initial discussion to have a car show and have kids from S.N.A.P. judge cars is underway with a local car club. Participation has not been confirmed. 9/19/2021 Riverside Dash 15K, 5K Race; Construction along the Riverwalk is expected until to continue through December. The official start time for the 15K is 7 AM with the 5K beginning approximately 715 AM. The applicant will confirm the antipated race speed per mile for the 15K. A sweeper van will follow runners back from the from the Zoo for clean-up. 400 — 600 antendees are expected. A follow-up with the police staff, putlic works staff and the race manager is expected to review the race course. At this time the applicant is not expecting alcohol or pancake breakfast, but would like to keep the option open. The event will include a kids' race to be held in Ft. Mellon Park. Race Time Sports will provide insurance. Porta lets will be placed along the east wall of the bathrooms on Seminole Boulevard, and a clumpster will be placed on the west side. Emergency EMS will be on standby. Parks department will have bathrooms open at 5 Am and sprinklers will be turned off. 01/22/2022 Puttin' on the Ritz -American Bandstand; A repeat event with road closure from 10 AM — MIDNIGHT, or until the road is cleared at which time police staff can be released. Rental equipment will include two spider boxes. No clumpster is requested, but Waste Pro has been asked to monitor the event space and provide picture if there is a problem. A new business will be opened acrossed the street from the theater, but the applicant does not expect the event to present a problem, 06/14-7/7/2021 First American Fireworks; A repeat event and will require no city services. Discussion of COVID-19 Requirements; Jennifer reviewed information from her phone call with Alan Harris which currently states, the only requirement by Seminole County regarding outdoor events is a mask be worn when social distancing cannot be achieved. Revised COVID-19 Mitigation Event Guidelines were emailed to staff for review and are attached as part of these minutes. Effective 5/1/2021, we will reinstate the 60 day minimum requirement for special events. Staff Reports/Discussion: Police staff is requested for the City's Easter event. There was no other discussion on upcoming events. Next Meeting: April 6, 2021 Meeting Adjourned: 10:33 AM I [Untitledl.pdf 2 Winfrey, From: Brooks, Jennifer Sent: Tuesday, March 162O21 10:32 AM To: Winfrey, Faye,- Beall, Robert; Beard, Jim; Beck, Buffy; Burris, Robin; Cheek, Denver, Cochran, Kaylee; Cole, Monica; Fisher, Dale; Gantt, James; Glenn, Zachary, Hill, Sean; Hinson, Eileen; Houchin, Traci; JAMES, ALVARISE; Jepson, Julia; Johnson, Ricky, Jones, Lisa; JOSEPH, BERNARD; Josue, Bensmn;]ustin|ano, Peter; Lowery, Tyrone; Martinez, KHairyn� McCabe, Emily, McNeil, Ronnie; Neal, Ronny; Perkins,Tnyke||e,- Sullivan, Jerry Subject: RE: FayeVVinfney's RingCentra| Video meeting Attachments: DRAFT 2021 [ovid Mitigation Guidelines 5-1-2021.docx SERC is also reinstating the 60 -day requirement effect May 11L as well. Please let us know any comments, suggestions, recommendations at your earliest convenience. Many thanks! Jennifer J. Brooks Special Event Supervisor Parks & Recreation Department Direct: 407.688.5120, ext. 5 ----- Original AppointmenL'-- Fronn:Winfrey, Faye<Faye)Wlnfnsv@Sanfnrdf.gnv> Sent: Monday, March 15,2O214:U5PIVI To: Winfrey, Faye; Beall, Robert; Beard, Jim; Beck, Buffy; Brooks, Jennifer; Burris, Robin; Cheek, Denver; Cochran, Kaylee; Cole, Monica; Fisher, Dale; Gantt, James; Glenn, Zachary; Hill, Sean; Hinson, Eileen; HouChin,Traci; JAMES, /\LVAR|SE; Jepson, Julia; Johnson, Ricky; Jones, Lisa; JOSEPH, BERNARD; Josue, Benson; Justiniano, Peter; Lowery, Tyrone; Martinez, Mairym; McCabe, Emily; McNeil, Ronnie; Neal, Ronny; Perkins, Trekelle; Sullivan, Jerry Subject: Faye Winfrey'sRimgCentra|Video meeting When: Tuesday, March 16,2O218:OOAW1-11:OOAK8/UTI-US:OO\Eastern Time (US &Canada). Where:httpsi/v.ringcentraicom/jo|n/75QG39402 Applications were mailed on Thursday. Please let me know if you need anything else. Faye Winfrey has invited you to a RingCentral Video meeting. Please join U5iDgthisUOk: CITY SOF ki4ORD -19 MITIGATION PARKS & RECREATION COVID DEPARTMENT EVENT GUIDELINES Applicants must designate a staff person responsible for responding to all COVID-19 related situations and concerns. Applicants will ensure that other staff and volunteers know how to contact this person. Contact Person Name. Mobile Number: Events occurring in Seminole County are required to abide by dated June 29, 2020. Face Coverings are not required at outdoor Special Events IF social distancing (the practice of physical distancing by staying at least six (6) feet apart) can be accomplished. if social distancing cannot be accomplished and maintained, then Face Coverings consistent with the current CDC guidelines are required (see Order for valid exceptions). Guidelines: 0 Develop and share a COVID-19 Mitigation plan to create and disseminate clear messages about behaviors that prevent the spread of COVID-19 to staff, volunteers and attendees such as videos, signage, markings and publish them through websites, email and social media accounts as well as during and at the Special Event. Applicants may find the CDC's EYgnts.and Gatherin s® Readiness and PIg!jpjjng_jq_qj useful to develop a COVID-19 Mitigation Plan tailored to their event. 11 Enhance sanitation throughout event area, focusing on high touch surfaces including tables, chairs, bars, restroom areas, "Kid Zones", etc. on a schedule. Applicants will find the CDC's "Guidance C ean and CDC's informative and applicable for special events. D Vendors are required to wear facial coverings while,intera'ding with guests; to have hand sanitizer at each location; replace bulk condiments by handing out single serve condiment packets; and maintain at least 6' pole- to-pole distance from neighboring vendor. 11 Applicant will ensure a 12' boundary around live music performers is maintained. 0 City reserves the right to Increase requirements to further protect the public's health and safety; remove vendors who are not compliant and close an event not meeting its expectations. Events that do not maintain public safety protocols, even if through no fault of their own, risk additional event approvals and/or revocation of events already approved. 171 1 understand that the event maybe cancelled by a City Official should any conditions/stipulations of the permit or City Ordinance or State Statute or Executive.Order be violated. CERTIFICATION BY APPLICANT: I cortify that I have read and understand the responsibilities and obligations, outlined above, to minimize the spread of COVID-19 at my event. I agree to comply with and be bound by these event requirements. Event Name Signature of Applicant Date Draft Revision dated 3-15-2021