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Home My WebLink About09/05/2023 SERC MinsMEETING MINUTES September 5, 2023 All Special Events Review Committee (SERC) members were invited to attend a meeting at 9 AM on Tuesday, September 5, 2023. Minutes I. Call to Order @ 9:25 AM by Jennifer Brooks II. In Attendance Jennifer Brooks, Recreation Department BillieJean Puleo, Recreation Department Tyrone Lowry, Parks Department Alexis Williams, Parks Department Bobby Washington, Facilities Thomas Puleo, Public Works Department Emily McCabe, Public Works Department SGT Zachary Glenn, Deputy Fire Chief Brandon Myers, Code Enforcement III. Approval of the Minutes — SGT Glenn motioned to approve minutes. Seconded by Thomas Puleo. Motion carried unanimously. IV. New Business Jingle Jam Tentative date for the event is Saturday, December 16th from 4 — 9 PM. Mr. Paul Williams was present and explained the event to have one central stage in Magnolia Square, or centrally located. Mr. Williams suggested having less stages then previous Jingle Jam events will contribute to less chaos and push for indoor music with the local businesses. Mr. Williams mentioned shorter street closures due to less stages, and to possible set the stage the opposite direction as last events. There will be a kid's zone, with inflatables and carnival rides, holiday vendors, and many food options. Mr. Williams mentioned if business wanted to have alcohol outside, he would ask for a donation to Main St. and require own state licensing and would request an open container from Commission. P.D. mentioned that last year at Park Ave, there was an overflow of pedestrians and vehicles, and may need additional PD presence. PD mentioned additional light at I" Street will attribute to safer road conditions. Mr. Williams expressed the dream of hosting the next Jingle Jam(s) during the Sanford Tree Slighting and to "marry" the two events. Mr. Williams was notified that if the event was stretched out, it will look like a failure and advised Mr. Williams the space needs to be filled with participating vendors and businesses for a successful event. It was agreed to reduce the footprint if there will be a lack of vendors/ participants. He was also notified that last year barricades were moved and cars were parked in non- designated areas. Mr. Williams will also be contacting the Theater for their schedule, and will stay off of 2nd Street if they have planned events for that date. Mr. Williams also will be contacting the farmers market, and all new vendors to possibly incorporate them in the event. Mr. Williams was informed of private security and reducing costs for an overnight event, he didn't believe they would need overnight security this year. Mr. Williams was given a deadline of September 13th to submit the agenda to Commission Meeting on September 25th. No Recommendations from staff. VW Car Show This event will take place on Saturday January 20th, 2024 from 9 am -3 pm, with set up beginning at 8 am. Applicant requested the additional parking area across Ethnos and Elm. Also, the additional vendor space located in the parking spaces on North side of Commercial. Jennifer was not sure if that was city property, and inquired with Tom Puleo who will find out if that is city property. Applicant asked for trash cans and bags, his staff will attend to those, and will be providing portable restrooms. Parks noted that he does not have a large enough dumpsters for special events. Discussion was made deciding whether parks would set up the trashibags to drop off on Thursday and picked up on Monday. Mr. Kelley asked for a cost of this service, and parks staff noted their preference would be to drop them off. Mr. Kelly said his staff can handle setting up the trash cans/bags. Mr. Kelley requests closure of Myrtle Avenue, from Fulton Ave to 1St Street 8 AM - 4 PM. . • Parks Recommendations — 0 8yd Dumpster o (20) Trash cans and (40)Trash bags, drop off on Thursday, pick up Monday. • Fire Recommendations — No recommendations • Police Recommendations — No Recommendations • Public Works — No recommendations Misfires Groundhog Gala This event is scheduled for February 3, 2024 9 am — 3pm.Mr. Kelley mentioned this event will be identical to the VW car show city services. Road closure will be Myrtle Avenue from 1St Street to 2nd Street. • Parks Recommendations - same amount of trash cans and bags as VW— • Fire Recommendations — No recommendations • Police Recommendations — No recommendations • Public Works — No recommendations Holiday Tour of Homes This event is to take place December 2nd, 2023. They are planning on doing a walk through, the event might have smaller footprint then they submitted with their application. So far, they have five homes committed. It was discussed this date does have a conflict with a Commission Approved Event for Trucks Gone wild. There was discussion that the noise will impact the event, and they will speak to the event coordinators. Applicant would like to use the food trucks to barricade two roads. Applicant was informed to notify the homes as soon as possible, and the commissioners want to make sure the homeowners are in agreement with the event. PD notified the applicant that they may need to hire officers form Winter Springs to accommodate both events. The applicant plans in using the Church of Christ for parking and restrooms, and use volunteers as parking attendants. They would like to use 18th Street parking, but they were notified its unimproved property and would need COI insurance to cover possible injuries. They would like Public Works to quote a parking lot in the large grassy area located off of S Elm Ave, South of Checkers for additional parking and port -o -lits. They will have two food trucks, and were advised they cannot serve alcohol without a permit and COI. They may ask for open container from commission, due to the possibility of homes offering a gift of wine/liquor. They were informed to let the volunteers know about alcohol during the event. • Parks Recommendations — o (10) trash cans o (40) Trash bags o (2) Staff • Fire Recommendations — No recommendations • Police Recommendations — Officers to location @ 11 am • Public Works — Parking lot quote Holiday Jamboree This event will take place on December 2nd, 2023 from 3 — 9 pm. This event will be held outdoors in the Macy's parking lot. They will provide off-duty mall security and volunteers. There will be no alcohol. They estimate 5,000 visitors, up to 1000 at one time. There will be food trucks, holiday vendors and a stage for a Christmas choir. There is no mall access. They will be using the food trucks to block parking lot entrances along with barricades supplied by streets. Applicant and SERC will be re- visiting road closures after they have the full list of vendors and a map. They will have 6 regular port -o -lits, 2 Handicap, and 2 wash stations. • Parks Recommendations — o (1-2) dumpsters (will re -visit) o (10) boxed NO BAGS • Fire Recommendations — No recommendations. • Police Recommendations — No recommendations • Public Works — No recommendations. Dr Merthie Block Party This event it to be held October 31, 2023 from 10 am — 2 pm. This event is celebrating 40 years of Dr. R.W. Merthie's ministry. This will be held in the New World Life Center parking lot. They are using their property on 14th Street grassy area to place a dumpster. They are doing giveaways, food, senior services and kids' area. Applicant requests road closures from 7 AM — 3 PM on S Oak Avenue from W. 13th Street to W 14th Street, and closure of the two entrances of the alley way adjacent to their parking lot. • Parks Recommendations — o (1) dumpsters • Fire Recommendations — No recommendations. • Police Recommendations — (2) Officers to direct traffic and parking • Public Works — No recommendations. Staff Reports/Discussion • Henry's Depot non -permitted event: o Mr. Kelley was notified of an open code enforcement case regarding the Cars and Coffee meet held on July and August. P.D. witnessed street racing on Fulton Ave, loud music and tents. P.D. will be watching this meet -up from now on. Mr. Kelley informed the SERC in attendance that he was not aware of how the non -permitted event was increasing to the size it has. He will be having a discussion/ meeting with Mahogany Brewing next week, noting that from this point forward they need to have a permit and no racing of vehicles. Code enforcement made Mr. Kelley aware that they will wave the code violations, due to being in compliance by submitting a special event application, but will not wave the violation in the future. Mr. Kelley informed the staff that Mahogany Brewing will be in contact with Jennifer if they decide to host another meetup. • Alive After 5 is not having the airshow aspect of their October 26th event. • Extravag8 is adding September 22nd and November 24th, and requesting new hours for 6-10 pm. Adjourn @ 11:04 AM