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Home My WebLink About05/18/2021 SERC MinsSpecial Events Review Committee TUesdaV9:00AM—MaV18.2071 Teleconference Sanford City Hall 11tFloor 3OONorth Park Ave Sanford, FL Should you require an alternate method to access the information on this agenda or any attachments thereto, please contact or4U7-G88-5OO6tnrequest information 6eprovided toyou [nanalternative format. Minutes Call to0rder'9'O5�xx Order: 9:05 \ ^ Motion to approve minutes: Motion: Sgt. ZaohGlenn; Second Jerry Su||iva \ Attendance: Jennifer Brooks Jerry Sullivan \ ) Faye Winfrey Sgt. Glenn Kaylee Cochran Dale Fisher Add Onke Business: � Event hours 6:30 — 10:30 pm; Ft. Mellon Park green space, will need trash cans, applicant will provide volunteers to maintain trash during the event. Parks staff will assist. � Jennifer noted code prohibits carnival rides within 300' of residential area; ferrisvvhee| will have to be placed on the north side of the park 0 Hay rides —2trailers (16 and 24');research will need tobedone regarding hay rides inthe park and hay rides nnthe road. Applicant would prefer hay rides unthe road. Estimated 5 food vendors * Jerry bconcerned with irrigation inthe Park w Kaylee will follow upregarding tractors inthe Park * PD will dose roads ifrequired 10/8-10/10/2021 Oktoberfest * Oktoberfest will beheld at the Civic Center � Applicant isconcerned about electric supply and would like towalk event space. Agenerator may beneeded. w They would like to use the clumpsters at the Civic Center, but have them emptied additionally as needed. 0 The event will include a noise permit for sound played outside via speakers. � Food vendors will beplaced inthe loop infront ofCivic Center � Kitchen area will beused for warming and prep tOsen;not cooking. * Will utilize tables in the courtyard area * Request ZOcardboard trash boxes * Applicant request use of parking lot at Monroe Hall for extra truck and for set-up. Applicant is aware that Parks staff will need to enter and exit the parking lot for for access to the City shop during the event. Applicant will have avolunteer attend the barricades. 0 The courtyard area will be used ooacraft beer courtyard; applicant anticipates adding lights to the courtyard area. * Desserts, wine and seating will be inside Civic [enter w Band will beonstage ° 1parks employee will beassigned � PDconfirmed road closure will be Sanford Avenue, from 1st toemnino|e m Discussed 24'hourroad closure vstear down atnight w Friday will beset -up 07/10/2021 Success Through Loyalty 0 No discussion. The applicant was not available to join the meeting. 1Cheetah5K ~ Event tobring awareness and race funds for youth travel/participation * Sponsored byBright Light Consulting aSanford Business * Utilizing the Turkey Day 5K w Set-up at5 anl| r8stnoorn5VpgV at 5 am w Race start at7arn w Ages 6and under 8:15anofun Run onSeminole Boulevard toSan Juan 0 RED Pointers Production Training Company is race manager (Contact Joe Maduscszak) 0 Race manager will manage timing and signage 0 One water station; if they have enough volunteers they will add additional water stations 0 Healthy snacks inthe park m Requesting trash receptidesfrom City /4cans and bags) 0 Nicole Brown (Police officer) will provide a car for road block at set-up time * Jennifer explained 8officers are required for aSKrace * PDwill report tostaff meeting otS:3Oarnand post atG:OOann 0 Parks had noquestions * Anestimate ofcost will beprovided after the meeting 0 Event will bepresented toCommission on6/l4 1HurricaneP8rty ° Requesting road closure from 2,d avenue from Sanford Avenue to Palmetto Avenue and utilize the parking lot at2nd and Street and Palmetto; hours noon —11pm; set up starts aL8am. Last band should leave the stage at 10:30 pm, but roads are not anticipated to open until 1 am. This is a gated and ticket event. 2 � Estimate 3Obands on6stages; 3stages atWestend`latCelery City and asatellite stage at Tuff/s. Jennifer ask the applicant to be congnizantof stage directions and noise levels and times aswell asdistances for social distancing. w Vendors will belocated along the perimeterofthe parking lot. � Distancing between tents must still beG'and food trucks islO' � 1Spider box 8t2nd and Palmetto (Southeast corner) Road closure u street from Palmetto to Sanford ~ Event will begated w Two stages will be in the road closure; 1stag2 in parking lot, 1stage at2,d and Sanford, Istag8 at Celery City; lSateUite stage atTufh/s. * Applicant request apick upon Fridaay * Jennifer encouraged the applicant submit all applications for upcoming events lGrandOoening * Applicant was not available, but Jennifer feels it should be turned down as a specialeventdue tothe nature ofthe event and being located onprivate property. • Grand opening with afood truck and vendors intents tomeet and greet clients w Jennifer will follow upwith Planning w PDrequested expected number ofattendees • Staff had noquestions nrconcerns with the event moving forward • The business will d0after market custom improvements tovehicles ° |tisanticipated that the food truck will need toberelocated for the event 3/19/22 St. Vincent dePua)Walk for the Poor ~ The application iSsubmitted to ensure noduplicate events are scheduled w Annual event 0 This isapavilion rental (pavilion #l\ * They walk around the Park asafundraiser for St. Vincent dePaul Staff Discussion: Festival Puertoniquenoy Multicultural —Losttheir location. They will need to relocate the event Kaleidoscope Artisan Market —Three month review ofevent 0 Present for discussion —Catherine Spicer and Sean Kelley m Staff members present: Sgt. Glenn, Jerry Sullivan, Kaylee Cochran, Faye Winfrey, Jennifer Brooks � Weekly event 0nSundays from l2-6pm; restricted toZOvendors oOthe lawn atHenry's Depot. The event benefits Henry's Depot and Sean Kelley gives permission for it to continue. 0 Jennifer is requesting an update on construction, but has no details are currently available. Notice and updates will heprovided asxvereceive them. 0 The applicant asked for COV|Dguide|ine changes; Jerry explained that vve are going back to 60 days and tent spacing as returned to 6' apart and can be directly across; mask are still encouraged 0 Jennifer requested anticipated canellations from Sean Kelley from now until July. At this time, he did not; Jennifer reserves the right to return to the applicants regarding July 4. Security requirements could also impact the event. The applicant does not feel that City plans for the 4th Will impact the Kaleidoscope Market. The City will provide asmuch notice aspossible. 3 0 PD reports therewill bechanges in ingress and egress this year. Typically around Dpm, traffic is only permitted tqleave downtown. Vendors from the Kaleidoscope Market should b8fine. Sean stated they will diligent and mark off extra wide for the Market that day. Review again in July for upcoming Kaleidoscope events. Upcoming Events Weekend of 5/22-5/23/201 Sanford Avenue Block Party Trucks Gone Wild Lupus Walk Kaleidoscope Artisan Market Weekend Of5/I9-5/3l/2O2l Jim Payne 5K Celery City Cruisers Kaleidoscope Artisan Market Memorial Day Rememberance Ceremony July 4 th Discussion meeting will be scheduled Next Meeting: May 18,2021 Meeting Adjourned: 10:25 AM 4