HomeMy WebLinkAbout10/19/2021 SERC MinsSpecial Events Review Committee
Tuesday 9:00 AM — October 19, 2021
Teleconference Sanford City Hall 111 Floor 300 North Park Ave Sanford, F,L
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Minutes
Call to Order: 9:04 AM
Motion to approve minutes: Motion: Sgt. Glenn; Second: Ofc. Sean Hill
Attendance:
Jennifer Brooks
Faye Winfrey
Kaylee Cochran
Rick Johnson
Alvarise James
Sgt. Zach Glenn
Ofc. Sean Hill
James Gantt
Tyrone Lowery
Jim Beard
Pete Wilson
Add On Items/New Business:
Annie Wright Birthday Celebration
Event date 11/24/21
Rental of Pavilion 1. The applicant will not bring the train or vendors to the event, but plans to have two
bounce houses.
No alcohol
Hours 12 — 6 pm (set up 11-12; break down 5-6)
Jen request C01 from bounce company. Company cannot drive on the grass for delivery
Applicant request to bring a fryer; Tyrone will confirm with supervisor
Bathrooms will be open
Jen confirmed it has been allowed in the past, but must be cordoned off for safety. Applicant is
responsible for all clean-up and disposal of cooking oil. The fryer will be placed under a small tent.
Al requested they have a fire extinguisher
Four Seaons Fireworks parking lot of Harbor Freight
TNT Fireworks at Walmart in Sanford
Both are repeat events in the same locations as previous events. No changes in the events.
Riverside Dash
Return event
The past event utilized angw route onthe Riverwalk. The applicant request the same footprint for the
4/3/J2event. The will limit the 15K participants to3OO.and 5OOfor the 5K. Nmchanges tothe event.
Police staff questioned allowing the run on the Riverwalk and the potential of opening the door for future
race applicants. Jennifer has had no resistance orfeedback from departments permitting races on the
Riverwalk. Pete Wilson had questions on the route. Jennifer explained the 5K utilizes the typical 5K route.
The 15K participants utilized the Riverwalk and returned via the Riverwalk and finished the race via the 5K
course. There was signage posted prior to the race notifying residents about the use of the Riverwalk for
the run. Closing the road would not allow all residents access totheir home.
Concern of all race applicants wanting to utilize the Riverwalk for their route was expressed. Utilization of
the Riverwalk would reduce the road closure footprint and be ahuge cost savings tothe applicants. Pete
Wilson would like to revisit this discussion at a later date with additional staff. Pete will talk to additional
staff and get back with Jennifer for further discussion of the Riverside Dash.
Grunge Fest & Sanford VW Festival
10/30/2021 Concert: Jennifer wanted clarification on what the event would be. Admission is being
charged and the parking lot will be blocked off with a similar set-up to previous events. Entry will be
monitored via wristbands and VIP passes.
Confirmation of timeline — event hours 4 — 10 pm; set-up at 3 pm; PD timeline is 4 — 10 pm. No cost from
PW. Ricky will submit today.
Signage for parking and on the boundaries of the event signage needs to be posted to state "No alcohol
beyond this point". Applicant is applying for an extension of premise.
No additional City services are requested.
11/27/2022 Grunge Fest has changed the name to Rock the 90's. Grunge Fest will be moved to February
2OZ2.Rock the 9O/swill be9CYstribute bands. The event will also be charged admission. The applicant is
working tosecure barricades for his events. Until barricades are secured they will continue totape the
boundaries. Event hours 4-1Opm.
No questions from staff. No additional services requested.
D Sanford VWFestival: Event hours 9ann-6pm, but event may end earlier. Expected that
some guest will leave after announcement of awards. Construction updated estimates 1/7/22 road
opening.
Live music and extension mfpremise. Road closure: Closing Myrtle toFulton, and Fulton toOak.
Expected to utilize EthMosparking lot; not using Green Ovkusparking. PVVwill need to barricade this area
with one barricade to allow Dykus customers to enter the parking lot. Possible swap meet in the Gateway
field. Approximately 1O -1S booths. Reminder to applicant to obtain written permission to utilize any
private property. Alcohol will be served. The applicant requested 15 trash cans.
Burpees & Beers
Teams of four will compete in a boot camp type competition. Guest will enjoy craft beer at the brewery.
Closure of Oak from is' to send and use of the alley is being requested. Requesting permission for alcohol
to be in the footprint along 1st Street. Event hours from 9 am — 2 pm. Road closure will begin at 8 am.
Porchfest
Sgt. Glen will have officers at intersections of 9th and Myrtle and 9th and Oak. Jennifer is requesting that
91h Street be closed. Pete Wilson feels closure of 91h is not necessary due to stop signs and speed tables.
In 2021 Jennifer closed 91h because of parking and the large number of attendees. Jennifer also requested
a roving officer to assist with traffic control and provide additional assistance during the event.
The applicant agrees to post additional signage regarding parking.
Estimated attendance for 2021 was 5000 people throughout the day. The same is expected for 2022.
Request is made to have 9th Street ready for road closure in case it is deemed necessary during the event.
The auction will be held on a closed street or a park. Betty Smith Cultural Arts Building will be used for
volunteers.
There is concern of homes being locked in with no access in or out.
House (location) 12 will be added to the map.
Jennifer will provide the estimated cost as soon as possible.
A dumpster will be placed at the Cultural Arts Building.
City Staff requested designated parking for golf carts. Police staff requested no golf cart parking on 9th
Street.
Applicant is seeking to have trash boxes donated from Waste Pro.
There will be port -o -lets placed at each house with a band.
Riverside Dash
Jennifer spoke on behalf of the applicant. The last Riverside Dash utilized the Riverwalk and the applicant
is requesting the same route.
Prior to the race, signage was placed on the trail -alerting guest of the upcoming race. Staff did not receive
complaints after the race.
Staff placed the event on hold to allow for further discussion and the impact of allowing races on the
Riverwalk.
Upcoming Event
Jazz Fest
Electrical issue should be resolved prior to the event; 10 cans, 30 bags will be dropped off for trash
Jennifer reminded staff of the importance of submitting cost sheets in a timely manner.
Next Meeting: 9 AM; November 2, 2021
Adjourned: 11:11 AM