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HomeMy WebLinkAbout03/05/2024 SERC MinsMEETING MINUTES March 5, 2024 All Special Events Review Committee (SERC) members were invited to attend a meeting at 9 AM on Tuesday, March 5, 2024. Minutes I. Call to Order @ 9:01 AM by Jennifer Brooks II. In Attendance Jennifer Brooks, Recreation Department BillieJean Puleo, Recreation Department Thomas Puleo, Public Works Department Mark Seiferth — Fire Department Darrion Huggens — Public Works Tyrone Lowery — Parks Department Mildred Proodian- Police Department Heather Smart — Police Department Jim Gantt — Risk Management Theresa VanCourt — Parks Department Benson Josue — Parks Superintendent Emily McCabe — Solid Waste Rose Covin — Code Enforcement III. Approval of the Minutes — Sean Hill motioned to approve minutes from January 20, 2024. Seconded by Thomas Puleo. Motion carried unanimously. IV. New Business Seminole River Clean Un 1. Event Details: • Saturday April 20th, 8-10 AM • Volunteers to clean up the riverfront to I4 • Dumpster placement on E. side of the court house parking lot • Set up at the Civic Center courtyard • Sanford Parks Department and partnership with Waste -Pro 2. City's Perspective: • No services needed but looking for more volunteers. 3. Staff Recommendations: • No recommendations or services. National Night Out 1. Event Details: • Tuesday, October Is'. • Road closure of San Juan, from I" to Seminole Blvd. and 1" Street, from San Juan Avenue to Lakeview Avenue @ 9 AM • Fort Mellon park, use of shaded area and pavilion. 2. City's Perspective: • Dumpster in parking lot on SE corner of Seminole Blvd, near San Juan. 3. Staff Recommendations: • Parks: o Offered to reserve the event space o Same number of staffing as last year 0 10 Garbage cans/ 10 Liners • Solid Waste: (1) Dumpster • PD: o Concern over availability of using departments barricades, facilitating a vehicle to transport. Will circle back to this subject. o Will provide vehicles to be stationed at each end of the road closure • Public Works: o Backup plan for barricades and road closure if PD cannot use their barricades. o Use of all 3 spider boxes if electric is restored, but at least 2 plugged into one another at the one available electric source if need be. • Facility Maint: o Check electricity in event footprint. Applicant would like all 3 electrical sources working, but unsure if will be completed with Ft. Mellon Construction. 4. Discussion: • Following up with walk through on Tuesday, March 12th 8:30 am. With Jennifer and Theresa for table placements. Lupus Walk 1. Event Details: • Saturday, May 18th, use of sidewalks in and around Coastline Park. • Line up at 8:30 AM, walk to start at 9 AM, event to end at 3:30 PM • 50-60 anticipated walkers • Possible adding vendors. (not food) 2. City's Perspective: • Park ranger utilized last year to maintain restroom and trash. 3. Staff Recommendations: • Facility Maint: o Check electric supply 4. Discussion: • Parks did a good job with making sure the tables and surrounding area was clean and blown of debris. Applicant was pleased with services rendered. Garbage cans were placed along the walk nicely. • Jennifer inquired how the applicant was entering the event space with their supplies. Applicant went through the gate and drove through the park to drop off materials. Jennifer notified the applicant that, if there are vendors at this event, they may not to drive through the park, but will need to park outside of the fence and carry their equipment. • This is a family picnic event, no road closures needed. Last year they utilized Officer Bradshaw as a volunteer, and Officer Sean Hill mentioned that there are other services available through community relations, as Ofc. Bradshaw is not available. • Jennifer and Applicant will re -convene later in the day regarding the possible addition of vendors. Tuffy's Cars and Coffee Brunch and Grand Prix 1. Event Details: • Saturday, May 26`", with road closure for car show. Closure of Myrtle Ave from I" to Yd street and additional closure of 2" d Street, from Elm to Oak Ave. 2. City's Perspective: • 3rd Annual. Adding alcohol extension- those observing the race who may want to come outside to look at cars can do so. 3. Staff Recommendations: • Jennifer noted police to have 4 officers. Discussion 1. Pop Up Shop Applicant is in the process of obtaining a survey and would still like to go ahead with their event in May. 2. FL Emancipation Celebration 3rd Annual, first of the series to make an official special event. Event is backed by Julie Scofield and the Mayor, with the Georgetown Steering Committee. The City is looking for partnership with committees and event such as these. The applicant has asked for city services in the past by directly calling the departments for support. This event is celebrating the official Emancipation Day in the state of Florida. It will save time sending event it through SERC. Jennifer informed police that they offered volunteer services to monitor the hundreds of bicyclists, and the PD stayed for entirety of event. PD is concerned over resources due to other events including the Truck Pull, Lupus Walk and Hurricane Party. They were offered a dumpster last year, but declined it. They asked for cones for bike ride out. Jennifer believes a partial road closure may be needed this year. 3. Sanford Block Parry Theresa VanCourt raised concerns over the large amount of garbage overflow and use of the city's dumpsters. Last few events, duinpsters have been emptied 2-3 times, without charge to the applicant. Jennifer informed Theresa that the applicant is tasked with placing trash cans and maintaining the garbage and use their own dumpsters. Jennifer and Benson notified Theresa to inform city staff to not service the event's footprint, and inform the applicant of said issues. SERC can then re -visit this issue if the applicant will need city services in the future if they cannot keep up with maintaining the cleanliness of the event. Also discuss the possibility of needing support for events that may circulate around other events or large attendance due to upcoming holidays. Jennifer mentioned that West End are the "Girl Scouts" of the city and will respond strictly with any issues that arise with their events, as they have in the past. Following up from last SERC discussion, regarding issues with attendees leaving the event footprint with open containers. Code enforcement and those monitoring open container in last Block party events have noticeably been stepped up. They were commended on enforcing open container regulations having those discard alcohol leaving the footprint. Adjourn @ 9:51 AM