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HomeMy WebLinkAbout10/17/2023 SERC MinsMEETING MINUTES October 17, 2023 All Special Events Review Committee (SERC) members were invited to attend a meeting at 9 AM on Tuesday, October 17, 2023. Minutes I. Call to Order cr 9:08 AM by Jennifer Brooks II. In Attendance Jennifer Brooks, Recreation Department BillieJean Puleo, Recreation Department Alexis Williams, Parks Department Thomas Puleo, Public Works Department Emily McCabe, Public Works Department Jiro Gantt, Risk Management Sean Hill, Police Officer SGT Zachary Glenn Brandon Myers, Code Enforcement Mark Seiferth, Deputy Fire Chief Tyrone Lowery — Parks Department Ryan Byrd — Police Department Alvarise James- Recreation Department Bobby Washington — Public Works Department III. Approval of the Minutes — Sean Hill motioned to approve minutes. Seconded by SGT Glenn. Motion carried unanimously. IV. New Business Get Hook'd on Lake Monroe Fishing Tournament 1. Event Details: • Saturday, January 13th. Keeping mostly the same as prior year. • Extending event until 7pm • Extending footprint to include West End; Closure of Sanford Ave. from 2nd Street to 3rd Street 2. Staff Recommendations: • Police Department: Same as Food Truck Fiesta • Parks; (1) Staff for 2 hours from 7-9 pm • Public Works: No questions. • Risk Management: None • Fire Department: Asked if the applicant needs EMS. Answered NO. • Code Enforcement: None. 0 Solid Waste: (2) Dumpsters Hurricane Party 1. Event Details: • Original date on application for May 25, 2024. Date changed to May 18, 2024 • Event to begin at NOON, anticipating most to arrive between 3-4 pm. • Will provide band line-up when confirmed. • The applicant wants to hold event before the rainy season, and allows a 2 -hour window with musicians outside due to rain delays. Resulting in outside music is planned to end by 9 pm, encouraging all spectators to head indoors 2. City's Perspective: • Ms. Brooks mentioned there was a complaint by Lisa Lucas. The traffic was hard to manage vehicles looking for parking. SGT Glenn will find out more information, and report back findings. • Ms. Brooks asked SGT Glenn if 3rd Street should be closed back to Palmetto Ave. and Cypress. • Ms. Brooks voiced concern over the date, as it is the same day as Food Truck Fiesta. Mr. Daniels agreed to change the date to May Ith 3. Staff Recommendations: • Parks: (2) Staff, to clean the parking lot the morning after the event. • Solid Waste: No questions. • Police Department: No questions. • Public Works: Street Closures @ 8am- new time. • Risk Management: No questions. • Code Enforcement: No questions. • Fire Department: No questions. 4. Discussion: • Staff mentioned that the Applicant does a great job of post event clean up. Sanford Mardi -Gras 1. Event Details: • Saturday February 17, 2024 • Similar to previous year event, Sachet starts at Wops Hops, Walk on 2 Street and finish on Sanford Ave. and 2nd Street. • Food trucks and music post Sachet. 2. City's Perspective: • Ms. Brooks was concerned that the applicant may need more time to set up the stage and suggested barricades to be set up @2pm instead of 3pm. 3. Staff recommendations: • Police Department: In agreement to set Barricades @2pm • Public Works: Applicant requested all spider boxes. Electricians to set up on the West side of Palmetto Ave. 4. Discussion: • Mr. Daniels mentioned that the CRA have been in discussion regarding funding electrical work on 2°a Street and more bistro lighting. St. Paddy's day Truck Pull 1. Event Details: • Saturday, March 16, 2024 • New event time then previous year, now 4-9 pm. • Truck pull will be focused on the right side of the road to allow more room for vendors and a walkway. • Same event as last year. 2. Staff Recommendations: • None Pints and Paws 1. Event Details: • March 23, 2024 • Set up @ 8 am • Same event as last year • Applicant will be bringing costs to CRA for funding • Possibly using golf cart fleet to shuttle guests 2. Staff Recommendations: None. Food Truck Fiesta 1. Event Details: • Same Closures and event time as 2023. 10 am -8 pm Closures, and 1-6 pm event time. 2. City's Perspective: • Concern was raised with the parking located in the bank, and possible issues with available parking due to upcoming road closures of 2024. • Cars were towed from that lot. • Tom Puleo was asked to find out more information regarding the parking lot agreement between the former Wells Fargo Bank lot and the City. 3. Staff Recommendations: None. Get Hook'd on Lake Monroe Fishing Tournament 1. Event Details: • January 13th Tournament set up at Sam. Children's Tournament to be held Sunday, January 14th from 11 am —1 pm, fully stocked pond. • After Children's tournament, guests to be encouraged to Food Truck Fiesta at 1pm. 2. City's Perspective: • Concern was raised regarding the renovation on Lake Carola. Parks to update timeline of renovation. • MLK is to be held on January 13th. Parking at the Civic Center needs to be closed during the tournament to keep it available for the banquet guests at 5 pm. 3. Staff Recommendations: None. Cinco De Mayo -Zocalo Restaurant 1. Event Details: • Same event footprint as last year, with same road closures from 3 — 11 pm. • Date requested for Sunday, May 5th. 2. Staff Recommendations: None. Final Discussion • Holiday Jamboree was cancelled • Ladies 327 Holiday Extravaganza was cancelled • Vehicles were towed this past weekend. Sanford Brewing asked a guest to move his car for the closure and the guest argued with the officers moving his car. Ladies 327 towed this past Sunday, and has been towing cars faster. Jennifer noted from this point on to close 2 hours before future event's starting time, as 1 hour is too short to escort cars out of the road closure area. Adjourn @ 9:49 AM