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HomeMy WebLinkAbout08/15/2023 SERC MinsMEETING MINUTES August 15, 2023 All Special Events Review Committee (SERC) members were invited to attend a meeting at 9 AM on Tuesday, August 15, 2023. Minutes I. Call to Order @ 9:05 AM by Jennifer Brooks II. In Attendance Jennifer Brooks, Recreation Department BillieJean Puleo, Recreation Department Tyrone Lowry, Parks Department Theresa VanCourt, 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 Alvarise James, Recreation Department III. Approval of the Minutes — SGT Glenn motioned to approve minutes. Seconded by Thomas Puleo. Motion carried unanimously. IV. New Business Date Change Food Truck Fiesta Kim Colgrove requested a date change for food truck fiesta from 10/8 to 10/15 due to a conflicting event in Lake Mary. No Recommendations from staff. Sanford Holiday Extravaganza This event will take place on Sunday December, 17 2023 from 2-7 pm, with set up beginning at 10 AM. Food trucks will arrive at NOON then vendors to follow at 1PM. They expect between 4000+ attendees. This event was created to recoup some of the lost funds for Ladies 327 due to Jingle Jam event not to be hosted this year. She is requesting the alcohol to be handled by West End, which Jennifer informed Ms. Colgrove that he would need a catering license. Ms. Colgrove stated Ladies327 will supply the alcohol if West End doesn't have the proper license. There will be 100 minimum vendors. 50 will be outside in the green area (no stakes) and 50 inside the Civic Center. Applicant is undecided if there will be a stage or disc jockey inside. Food Trucks will line Seminole Blvd. A food truck will be placed at one of the road blocks. No food or alcohol will be served in the Civic Center. Applicant was also notified to provide light towers. Kids Zone located in the grass area. Applicant is providing (2) regular port -o -let, (1) Handicap port -o -let, (1) Hand washing station. Applicant shall provide vendor layout closer to event. The Road closures are as follows: 1. Seminole Boulevard, from Sanford Avenue to San Juan Avenue 6AM- 9PM • Parks Recommendations — 0 3 Spider boxes o (2) 8yd Dumpsters o (1) Staff o (10) Trashcans (no bags) • Fire Recommendations — No recommendations • Police Recommendations — (2) Officers • Public Works — No recommendations Sanford Latin Fest This event is scheduled for April 6, 2024 from 2 -7 PM. In Centennial Park. Applicant requests the same layout of Jazz in the Park. This will help fund "Hispanic Outreach", Ladies327 is the main sponsor. Food trucks will be on Park Ave. There will be a salsa contest, stage and Bar. The musicians are set to perform between 2- 7PM and then will move to downtown to continue. Applicant plans to use the dumpster from the Church that is located in the Bettye D Smith parking lot. Applicant will provide written permission. They will have their own volunteer to help with the garbage. Ladies327 will provide own electricity. There will be a VIP area in the Road Closures as follows from 9 AM — 9 PM 1. 5th Street, between S. Oak Avenue and S. Park Avenue 2. S. Park Avenue, from 4th Street to 5th Street • Parks Recommendations — No recommendations • Fire Recommendations — No recommendations • Police Recommendations — No recommendations • Public Works — No recommendations Halloween on 1311 Street This event will be held Tuesday, October 31St, 2023. The applicant requested 7-11 PM but the SERC committee advised to change the event to 6-10 PM. This is a trunk or treat event with entertainment by use of sound system. Road closures as follows: 1. Historic Goldsboro Boulevard, from S. Mangoustine Avenue to Oleander Avenue, from 5:30 PM - 10:30 PM. • Parks Recommendations — Applicant needs cleanup crew • Fire Recommendations — No recommendations • Police Recommendations No recommendations • Public Works — No recommendations 101h Anniversary Shantell's Just Until This event will take place on October 14, 2023 from 4 —10 pm. Similar footprint to Juneteenth, live bands, classic car show and dancing. Applicant stated there were sufficient restrooms inside the building. Applicant was informed Code enforcement may recommend denial. They were not present for the SERC meeting. Road closures as follows from 3 -11 Pm 1. from 5th Street to Oh Street • Parks Recommendations — o Staff o (8) Garbage cans o Schedule extra empty of dumpster • Fire Recommendations — No recommendations. • Police Recommendations — No recommendations • Public Works —1 spider box. Staff Reports/ Discussion: Hero Invasion on from 10 AM -1 PM September 30th, is gaining much traction. The event is growing and in need of expansion. Ladies327 wants to extend the event North to the parking lot on Palmetto. SGT agreed we can limit to (2) Officers, and Ladies 327 needs to provide an agenda change. They do not need any trash cans, they will provide their own and use the library dumpster. Adjourn @ 10:14 AM