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HomeMy WebLinkAbout09/19/2023 SERC MinsMEETING MINUTES September 19, 2023 All Special Events Review Committee (SERC) members were invited to attend a meeting at 9 AM on Tuesday, September 19, 2023. Minutes I. Call to Order @ 9:09 AM by Jennifer Brooks II. In Attendance Jennifer Brooks, Recreation Department BillieJean Puleo, Recreation Department Alexis Williams, Parks Department Benson Josue, Parks Department Thomas Puleo, Public Works Department Emily McCabe, Public Works Department Jim Gantt, Risk Management Sean Hill, Police Officer George Mercado, Police Officer SGT Zachary Glenn Rose Covin, Code Enforcement Mark Seiferth, Deputy Fire Chief III. Approval of the Minutes — SGT Glenn noted that the previous minutes had an error with his title, and will be reviewed and approved at the next SERC meeting. IV. New Business Sanford Cars & Grub 1. Event Details: • Sanford Cars & Grub is a car show event attracting the car building community. This is similar to Cars and Coffee. They requested the second Friday of each month from November 2023 thru 2024. • Sanford Cars & Grub claimed this new event application is not affiliated with Ladies 327, and is geared more toward adults, car merchandise and car "builds" rather then family oriented activities and merchandise. • There was a collaboration when the Ace Cafe, was closed. Elev8's manager reached out to Sanford Cars & Grub to host the event in their parking lot. • Sanford Cars and Grub increased Elev8 revenue 30% • Ms. Ayers expressed the need to have control over the vendors to align with the theming. She also expressed the last joint event with Ladies 327 did not have the same success as the July event due to the differences of vendors, merchandise offered and turnout. • Ms. Ayers anticipates 300-450 cars, 900 patrons. • No port -o -lits supplied. Patrons directed to use Elev8 Restrooms • Staff at the door not allowing alcohol to leave Elev8 premises. • Tents with staff directing parking and traffic. 2. Permitting Issues: • The Elev8/ Cars and Grub event took place in July without the proper permit. Approximately 600 cars participated in the event. • Police were called due to the high volume of cars in the parking lot. • Ms. Ayers representing Cars and Grub was initially under the impression that Elev8 already had the necessary permitting. It was only after the event that she became aware that the proper permits were not acquired when she attempted to host another event in August. • There was 2 -step Battle at the previous event, which Ms. Ayers plans to omit if the next event is approved, and have a Car Limbo instead. 3. Safety Concerns: • After the event, there were reports from P.D. of patrons "burning out" in the parking lot and while leaving the event. • Sanford Cars and Grub employed 12 staff members to monitor safety and strategically placed garbage cans to deter unsafe driving behaviors. • Ms. Ayers committed to taking future precautions to prevent unsafe driving, racing and burnouts through advertisements and continue staff monitoring. • P.D. was concerned with patrons crossing the upper level of parking to the Elev8 building, and recommended creating a designated pathway for safe crossing. 4. City's Perspective: • Jennifer Brooks emphasized that the City of Sanford does not want to become known as car show capital. • The City does not approve events to be hosted more than once per month, and the Elev8 event too similar to the Ladies 327 Extravag8 event, potentially exhausting the public, and will have no draw long term. • Mr. Ayers mentioned that the City does not own the parking lot, and it is owned by Holdings, Co. Ms. Brooks explained that businesses cannot use their property for purposes other then what it is zoned for and must adhere to the City Commission's guidelines for events a property usage. • Pricing of City services will be given for the completion of this year only, as the City is waiting on reoccurring events to submit their applications for 2024. 5. Discussion: This discussion concluded with the Special Event Committee recommending denial of this application. Sanford Cars and Grub were informed of the process to approach the City Commission. They were informed Elev8 should accompany their attendance. Ms. Brooks noted additional Car Shows in the City of Sanford they could possibly affiliate with. Ms. Ayers inquired with Ms. Brooks whether a withdrawal of Ladies 327 from the event would alter the recommendation for denial, to which Jennifer responded affirmatively. 6. Staff Recommendations: • Police Department recommends 3 officers at the gate, and 2 roaming. As stated earlier SGT Glenn noted that if there were another 2 -Step Battle there would need to be extra services due to the inherent risk of an engine explosion. • Fire Department: None • Risk Management: Proper COIs from all Food vendors and Sanford Cars and Grub. • Code Enforcement: None • Public Works: Confirmed road closures of Elev8 current event schedule, and this event would remain the same. Jingle Jam 1. Event Details: • December 16, 2023, 1-7 pm • Magnolia Square stage only, placed in Magnolia parking lot. Stage size same as Hurricane Party. Stage will be facing the waterfront. (Supplied by ACCESS) Photo Ops near fountain. • Cleaning crew supplied by applicant • (20) Port -o -lits, placement map is not yet complete, waiting for vendors schedule, placement overnight. • Applicant was notified the Farmers market is open until 3pm in Magnolia square, and needs to be contacted for cancellation to use the space. • Hollarbach's doing a German Christmas Market • Businesses encouraged to host indoor entertainment and possibly hold vendor tents in front of storefront. • Alcohol Permit NOON — 7pm. Applicant encouraging vendors to not serve in plastic cups until 1pm. Applicant asking those vendors who would like to participate in the open container permit submit a donation to 1 St Street. • Kids Zone held on corner of Palmetto Ave and 2nd Street, which will feature carnival games, inflatables and Santa Claus. • Supplying clean-up crew of 12 Staff 2. Road Closures 9am — I Opm: a. 1St Street from Myrtle Ave to Sanford Ave b. Myrtle Ave from 2nd Street to 1St Street c. Magnolia Ave from 2nd to pt Street d. Palmetto Ave from 2nd to 1 st Street e. Sanford Ave from 5th to 1St Street f. 2nd Street from Palmetto to Sanford Ave g. Park Ave open for crosswalk h. 3 d Street open for cross through 3. City's Perspective: • Last year there was not enough vendors on roads closed. Some roads had no vendors at all. Agreement between Ms. Brooks and Mr. Gioertz to make sure he can maximize vendors, along with encouraging vendors to facilitate use of their store fronts with tents and merchandise/food for a sidewalk sale. • Last year Ms. Brooks had to use a van and direct parking traffic, and persons were moving barricades. • Alcohol permit beginning at NOON while event starting at 1 p, allows relief to City Staff enforcing alcohol permitting times. 4. Discussion: • Ritz Theater has an event on the requested date, and will not be included with the street closures to facilitate patrons needs to access the building and parking. • The Alley and Wet Spot is not in the footprint- possibly ask to extend the open container to include these vendors. • No Alcohol beyond this Point Signs need to be strategically placed. • Annual Events Hosted by West End will continue, application will be completed in a few days. 5. Staff Recommendations: • Police Department: Recommended Main St Closed early • Parks: o (2) Staff o (10) cans dropped off Thursday, picked up Monday o (3) Liners • Public Works: Streets closed at 9am. All Spider boxes used. • Risk Management: Needs a List of business participating in the open container permit, and all bars that are in the footprint of event. • Fire Department- None • Code Enforcement: Any businesses with violations cannot be included in the open container permit. • Solid Waste: o (1) Dumpster @ Tuffy's o (1) Dumpster @ Wop Stop o (3) Dumpsters @ West End Sanford Ave Block Party 1. Event Details: • 2024 Event Dates 0 1/27,2/24,3/16,4/20,5/18,9/28,10/26,11/30,12/21 • Event Hours: 0 5-10 pm o Road Closures 4pm-1 1pm • Footprint to remain the same from 3`d to 5th Street. • Will take off Summer of 2024 • Concern was brought to P.D. attention that Officers may not have • been present event space. 2. City's Perspective • Dates were reviewed with Dustin Gioertz, "Pints and Paws" and "St. and trash can. Officer will be present as well. Paddy's Day" were only dates of conflict. Discussion will be made 1. Event Details: by applicant and West End to finalize dates. 3. Staff Recommendations: • Parks: None • Police Department: Same officers, alerted the Applicant they have a o Close 1" Street from Oak Ave. to Park Ave contract with outside agencies to man the event along with new Open container requested officers, and addressed the concerns that Officers will be present in Variety of vendors including but not limited to Mother's Day and event space. • Public Works: None • Risk Management: None • Code Enforcement: None • Fire Department: None 4. Discussion: Police Department: None • Applicant asked SERC if she can set up during PorchFest @NOON on 4th Ave, due to it being closed partially @ Palmetto Ave on February 24th, as they would like to offer food. Ms. Brooks stated it should not be an issue. • Applicant was advised regarding patrons with alcohol out of the event space, and she will provide staff to stop this issue with a sign and trash can. Officer will be present as well. Love Your Mother 1. Event Details: • April 13, 2023 11 am - 4pm • Road Closures 9am -5 pm o Close 1" Street from Oak Ave. to Park Ave • Open container requested • Variety of vendors including but not limited to Mother's Day and Earth Day • Live Music 2. Staff Recommendations: • Parks: None • Public Works: None • Police Department: None • Risk Management: None • Code Enforcement: None • Fire Department: None 3. Discussion: • City employee was there to help as volunteer • Event Applicant was self sufficient as far as services needed. Alive After 5: Does on a Cat Walk 1. Event Details: • February 10th, 2024 NOON — 6 pm • Road Closure l Oam — 7 pm o Magnolia ave between 2nd and Yd Street3 2. Discussion • October AA5 and Airshow is possibly to be cancelled. City will ask to reconsider, or at least to limit closures to one block, and limit footprint, due to last two events were poorly attended. • Ms. Brooks has not been asked to attend a meeting by the CRA, but anticipates being asked to attend an event to provide recommendation on the continuance of financial support for AA5. • If AA5 proceeds they will possibly move the location. • Trucks Gone Wild Closinu Discussion • Central Florida Mineral and Gem Show is this weekend. • Trucks Gone Wild scheduled for December 3rd is cancelled. They decided to pull the event due to the noise issue it would cause for Tour of Homes. They have volunteered to donate water in support of their event. • No update from Tour of Homes road closures. Adjourn @ 10:33 AM