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Home My WebLink About07/18/2023 SERC MinsMEETING MINUTES July 18, 2023 All Special Events Review Committee (SERC) members were invited to attend a meeting at 9 AM on Tuesday, July 18, 2023. Minutes I. Call to Order @ 9:07AM 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 Jeff Detzel, Fire Inspector SGT Glenn, Police Department Tom Puleo, Public Works Department Emily McCabe, Public Works Department III. Approval of the Minutes — SGT Glenn motioned to approve minutes. Seconded by Thomas Puleo. Motion carried unanimously. IV. New Business National Night Out This event will take place on Tuesday, Oct 3, 2023 at Mike Kirby Park 1-8 pm. They will be using Bentley Elementary School Parking. Recreation will forward Indemnification Agreement for our use. • Large Vehicles may be parked at entrance of park, such as the Blood Mobile and Ladder Fire Truck due to limited space. • They will be having approximately 50 vendors • Food and Refreshments such as; hotdogs, Gatorade, water and chips will be served • Bounce House and DJ will be located near the Pavilion. Bounce house will supply own generator. • Pavilion has (1) 110 outlet which cannot support spider boxes. Vendors will not have access to electricity. • Recommended to provide (3) porta-lit, (1) handicap, and (2) hand washing stations • Parks Recommendations — • 10 Garbage Cans • 5 Recycle Bins • 4 City Employees • Decorative Fencing requested from recreation for K9 • Solid Waste: 8 -yard dumpster • Fire Recommendations — N/A • Police Recommendations — K9 requested Decorative Fencing • Public Works — N/A Hispanic Outreach Festival This event will take place at Clifford McKibbin Park From 12-5 pm, with set up starting at 8 am and tear down expected to take one (hour.) They expect between 350- 400 attendees, which most are expected to walk. There will be a 16x20' stage that will be 2' off the ground by the playground gazebo. • The kid zone will be closer to the roadway, but not inflicting on any safety regulations. • Two Food Trucks will be provided by Ladies 327 • Parking will be located at Seminole Highschool. PD is requesting use of Parks and Recreation Van. PD was informed of proper license that the driver needs to possess. (CDL Class A with P endorsement) • Vendor tents need to be in parking lot. • Parks Recommendations — • will provide 6 extra cans, extra restroom supplies in AM and ensure it is closed down with trash taken at the end of the day when they close the park. • Fire Recommendations — No recommendations • Police Recommendations —No recommendations • Public Works — 1 Dumpster Seminole Highschool Homecoming Festival This event is scheduled for Thursday September 28, 2023 from 5pm to 7pm. 1 - 5 PM for staging of the parade participants on: • 1" Street, from Sanford Avenue to San Juan Avenue, and • San Juan Avenue, from 1St Street to Seminole Boulevard, 3 - 8 PM for the Parade Route and Pep Rally in Magnolia Square • 1" Street, from Sanford Avenue to Park Avenue, • Magnolia Square This route is depending on the construction/road closure status of 1St Ave. If the road is still closed by event date, previous route from 2022 will be used. Will reconvene 1 month from event date. Adam Bransfield, Leadership Teacher, was informed that there is a hazard throwing candy in the street, and it is only permitted to pass out candy or toss to spectators on the sidewalk. Use of the PA system at Magnolia Square, also Seminole High to provide approved music one hour before event. 0 Parks Recommendations — PA System use • Fire Recommendations — No recommendations • Police Recommendations — Mr. Bransfield was also recommended to have the football players exit the flatbed truck only after passing the clock tower and have the coach in the street to draw the Pep Rally into the street for more space. Public Works — • Staff • 20 Dumpster bags • Power checked at the NE Corner and the Planter. Sanford Fire Department 15011 Anniversary Mural Ribbon Cutting This event was requested to be changed from August 17th to August 28th for the Battalion Chief, Mayor and City Manager to attend. The event is to take place at 5 pm, and is determined to finish within the hour, the ribbon cutting expected to be 15- 20 min in length. The applicant requests closure of Sanford Avenue, from 1St Street to 2nd Street and a Noise permit. The spectators are expected to be viewing from the park and the street. Jennifer Brooks requested to set up a separate meeting with the Fire Department and Lisa Holder to go over the vision for the event. She would like this event to be a "big deal". Lisa Holder stated that there may be a partnership with the Firehouse Restaurant, and Fireball shots offered / donated. • Parks Recommendations — • Podium • PA • 3 Tents, 2 Tables • Fire Recommendations — Tower Truck • Police Recommendations — no recommendations • Facility Maintenance — check electricity to ensure power is available for sound system. • Public Works — no recommendations Day of the Deviants This event will be held on Saturday November 18, 2023 from 6 -10 pm in the Alley behind the Deviant Wolfe Brewery. They kindly requested to mirror last year's structure; requesting a noise and alcohol permit, and closure of their alley. They were notified to arrange and extra pickup on their own dumpster. City requires Deviant Wolfe Brewing obtain in writing: • Utilizing the parking spaces in the Alley for event • Landlord approval of extra dumpster pickup • Parks Recommendations — No recommendations • Fire Recommendations — No recommendations • Police Recommendations — No recommendations • Public Works — No recommendations British Car Show This event will take place on Saturday, April, 6, 2024 from 9- 4 pm at Henry's Depot. They kindly requested to mirror last year's structure, with road closures of Myrtle Ave, from 1" Street to Fulton Street. Applicant inquired if we can either have an extra Officer for parking or extra barricades to block event goers from parking at neighboring business. He was advised to tow if needed, but they may have employees / customers parking there as well. PW will put up warning barricades. PW will also block the west side of Ethnos Parking lot. • Parks Recommendations — — • 2 Staff split shift: • (1) to set trash out • (1) to pick trash up • 10 cans and 10 bags. • Fire Recommendations — No recommendations • Police Recommendations — No recommendations • Public Works: agreed to place extra barricades where requested. St. Johns River Festival of the Arts This event will take place on Saturday, April 271h - 28th, 2023 from 10 am - 6 pm. The footprint and requests are identical to previous years. Less Vendors on Park Ave due to Wind gusts. • Parks Recommendations — no recommendations • Fire Recommendations — no recommendations • Police Recommendations — no recommendations • Public Works — Use of (3) 8 yard Dumpsters, emptied Saturday and Monday. • Facility Maintenance: • 2 Staff for Friday (2) Hours • 2 Staff for Saturday (3) Hours • 2 Staff for Sunday (3) Hours Staff Reports/ Discussion: • Status unknown: Hollerbach Novemberfest and Jingle Jam. • Jennifer suggested events to be more family friendly. • Inquiry email regarding open container policy • City does not cancel any events. Since 2020 Staff, equipment, collective earnings have gone up which increased pricing of special events. • City requests official cancellation in writing. Upon confirmation of cancellation, Puerto Rican Fest to take over the November 4t" date. AA5 / Rocktoberfest / Airshow This event will take place on Saturday, October 26, 2023 from 5- 9 pm, at the Green Space/Grassy Knoll between N Palmetto and Sanford Ave. Partnered with the Orlando Air Show with parachutes arriving on grass as in previous years. Jennifer Brooks requested to have sufficient vendors on both sides of road closures. Derrick Daniels mentioned they are expecting double the number of vendors they usually have, which range between 30 - 35. Orlando Air Show to drop paratroopers onto the green space. There will be a small stage set with music with a tent. They will be obtaining their own permit for alcohol. They would like to utilize adjacent parking lots for event. After much discussion, the Road Closure request is as follows: 1. Close N. Palmetto from E. Commercial St. to E. Seminole Blvd 2. Close E. Commercial St. from N Palmetto to Sanford Ave. 3. Close Sanford Ave. from E. Seminole Blvd. to E. 1st Street. 4. Close E Seminole Blvd from N. Hood Ave. to San Juan Ave NOTE: After the Drop-in, E. Seminole Blvd will then be re -opened. • Parks Recommendations — no recommendations • Fire Recommendations — No recommendations • Police Recommendations — no recommendations • Public Works— no recommendations • Facility maintenance: stage will provide their own generator. Spider box hookup is available on NE corner, but was not requested. Adjourn @ 10:58 AM