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Home My WebLink About04/20/2021 SERC MinsSpecial Events Review Committee Tuesday 9:00 AM — April 20, 2021 11"k Teleconference Sanford City Hall 1st 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: 9:03 AM Motion to approve minutes: Motion: Sgt. Zach Glenn; Attendance: Jennifer Brooks Jerry Sullivan Faye Winfrey Sgt. Glenn Jim Gantt Ricky Johnson Al James Kaylee Cochran Eileen Hinson Emily McCabe Add On Items/New Business: 03/11/2022 Picnic in the Park cond Jim Gantt • Set up 8 AM —NOON 0 Event Hours 12-5 Pm 0 The applicant plans to hold a motorcycle competition in the green space 0 No alcohol in the park 0 Applicant request: Seminole Boulevard be closed for motorcycles only, 5 trash cans, 10 trash bags and Pavilion 1 in Ft. Mellon Park 0 Estimating 500 guest 06/19/2021 Asociation de Puetorricluenos Viviendo en Florida 0 A new map was requested 0 City staff will have to drive by and review the event space 0 The applicant is en route to the City and will join the meeting upon arrival 0 The applicant will be invited to attend the next SERC meeting 1 City staff will need toreview the event location 05/31/2021 Memorial Day 0 K8onday, May 3l,2O21 0 No parade 0 The City will only hold anI1 arnceremony 0 Requesting Fire Dept tohave atruck atFulton Avenue ««/|arge flag � Requesting closure of: Seminole Blvd from Hood Avenue toCity Hall entry and Fulton Avenue, from Park Avenue to the exit from City Hall; Park Avenue from Commercial to Seminole Boulevard to ensure there isnot 8lot ofnoisy traffic during the ceremony ~ The last page ofthe application includes atimeline * City Hall staff to work the City Hall foyer (Facility Maintenance) to ensure restrooms are available � Parks Dept will need to provide an inventory of unit flags for Veterans Memorial Park We will bring in white chairs, podium and professional sound lPeace Run � This is8Oannual run for schools and youth. This year schools are not attending due b]COV|[; only youth from the running club Victory Track Club will participate along with parents that wish to join. w Request the use of Jeff Triplett Community Center for asmall ceremony and tohonor four Peace Run medal rec8pi2OtS Commissioner Wiggins, Lake Mary Elementary school teacher and two members of the running club program. 0 Expecting approximately 32 student participants and their parents 0 The applicant request electric for sound equipment w Applicant request touse sidewalk on W1eUonviUefrom Seminole toCelery, but this isnot possible and a road closure will be required for the safety ofparticipants. ° Due to an unknown number ofparticipants /a nationwide event) and community members, the City would not allow use of the sidewalk and would require aroad closure per recommendation of public works 0 The run will begin at lakefront 0 The road closure VVnUld be MgllOMVille Avenue, from Seminole Blvd to Celery Avenue a Possibility ofplanting a Peace Tree in honor ofMayor Triplett ~ Chairs will be provided by local church w Parks Dept would need for the applicant to meet and discuss the tree planting 0 Water will be provided for runners at the end of the race; there will not be water stations on the course 0 Risk Management —noquestions w Public Works —Veterans Memorial Point will start; end will bethe Jeff Triplett Center (Close at Park Avenue At Seminole, close mellonville to celery.) Clarification for use of trail on Seminole to W4e||unvi||e and then close K8e||onvi|le Avenue to Celery Avenue w PD —ConMrnned event route is a one-way run * Follow-up with cost will come after the meeting and an estimated invoice provided. 0 Discussion with the City arborist will need to follow regarding the tree planting lJuneteenthAFreedom Festival � Saturday, June 19|11aUl-4pm; Family friendly event w Hosted bySanford Orlando Entertainment 2 � Pavilion 1and 3are requested w Vendors (approximately 25-3O\will beplaced inthe green space atFort Mellon Park (merchandise and food vendors) 0 Space will beallocated for guest tobring chairs and blankets ~ Guest speakers m Live music and adeejay * Parks — will supply 1O - trash cans and trash bags ~ PVV—no questions ~ Only power for the deejay vviUbeneededandtheyp|antousethepovveratthepaviUons � PD—confirmed the event will becontained tOthe park; No security is requested. Sgt. Glenn offered tonotify Police staff and request tostop byand meet and greet � Risk Management — Sanford Orlando Entertainment will provide the liability insurance and list the City ofSanford as additionally insured. Risk Management suggest the applicant acquire COI from their vendors for applicant protection O5/14/2O3lPaint the City Purple • This isafirst time event, but plans tobean annual event \nthe future • Orlando Youth Soccer League; Year-end celebration; award ceremony to celebrate all their youth. They are trying to bring the age groups together with each other as connect to the City of Sanford. � They plan tohold ceremonies atthree City locations /Henn/s Depot, West End and in order to spread out the guest and limit crowds w Scavangerhunt for adults and kids ~ Aroad closure is requested for Myrtle Avenue by Henry's Depot for additional safety • No alcohol permits are requested; sales will only be|Dthe event venues • Parks—nosenvicesrequesiod • PVV—would like toclose the road from 53O-93OPK4 • PD—agrees with the road closure times w Applicant is in the process of securing permission for use of Ethnos parking w Applicant will forward anevent timeline O5/OI-07/3O2lSt. Johns River Festival ofthe Arts 0 Event is completely booked (157 artist, 10 business vendors, 10 food vendors) • Anupdated event map has been provided • Food vendors will be predominantly located in Magnolia Square with a couple of smaller snack vendors located at intersections. • The applicant will have handxvashingstation porto-ets w The applicant request the following: Sspiders boxes, plus two extra; water inMagnolia Square with a spigot handle; remove the two center bollards at Magnolia Square; maintenance of flower beds/planters iDthe square; sprinkler off inthe courtyard atthe Information Center; sidewalks and trash cans at the Alley and Wet Spot be cleaned. 100 Chairs (Kaylee will check on the available quantity); Staff will need tocoordinate the drop-off time and location for chairs with Liz. Applicant would like the construction dun0pste[onPalmetto Ave be removed and the road cleaned; Emily will follow-up on this request. w The applicant inquired about rental of Monroe Hall for four hours. The rate is $420 plus $100 deposit. • Discussion for vendor parking options was discussed. • Hollerbach's will move their outdoor seating during the event 3 • Applicant is concerned about cars in event space during set-up on April 30 and inquired about posting signs early to make the public aware. Police staff feels it could help. • Applicant also concerned about golf carts and DlOtorcyies in the event Space overnight. Police staff will be asked to park cars in the intersection with lights and walk the event space • Jennifer will confirm the location of chalk painting. Also confirming if Farmer's Market will relocate Vrcancel for the event weekend. Next Meeting: May 4,2021 Meeting Adjourned: 11:12 AM 4