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HomeMy WebLinkAboutSpecial Event Committee Minutes_8-3-21_ SPECIAL EVENTS COMMITTEE MEETING MINUTES August 3, 2021, 10:00 AM 731 S. Lafayette Blvd, South Bend, IN 46601 Members present: Brad Rohrscheib, Toy Villa, Jonathan Jones, Gerard Ellis (virtually), Darwin Shipley. 1. Call to Order The meeting was called to order at 10:02 AM by President Rohrscheib. 2. Approval of minutes Upon a motion by Rohrscheib and seconded by Villa the minutes from the previous meeting held on July 20th, 2021 were approved unanimously. 3. Approval of Special Event Permits a. Back to School Day-August 15, 2021 Back to School Day is an outdoor worship service for children held in front of Sunnyside Presbyterian Church to "Bless Backpacks" for the upcoming school year. Erica Ducret joined the meeting virtually to answer questions from the Committee. The Sunday service will be held outdoors and will include a prayer over the backpacks of the children returning for the new school year The church is requesting the closure of Frances Street between Jefferson and Washington for 8:00 am to 12:30 pm for the safety of the children. The Committee had no additional questions. Upon a motion by Rohrscheib and seconded by Shipley the permit was approved unanimously. b. Clark Block Party-August 21, 2021 Neighborhood event on Haney from Columbia to Fellows similar to previous event. No complaints or issues noted from event in July. Organizer provided signatures of potentially affected neighbors. The Committee had no additional questions. Upon a motion by Rohrscheib and seconded by Villa the permit was approved unanimously. Page | 2 c. Barnaby's Car Show-September 26, 2021 Kirk Philippsen joined the meeting virtually to share details of the upcoming car show to be held in the Barnaby's and Ziker parking lots as well as along the adjacent street. This is the 3rd year that the Studebaker Drivers Club, Michiana Chapter has worked with Jon Stratigos (the owner of Barnaby's on Jefferson). This car show continues to grow with each year. The event is held with the permission of adjoining businesses, including Ziker Cleaners and X-Ray Consultants. ETS to the North on St Louis Blvd has agreed to let the event utilize their lots as well. There were (81) cars at the 2020 event and (80+) cars are expected at this year's event. Mr Philippsen explained to the Committee that other traffic driving thru on St Louis Blvd posed a danger to pedestrians walking around the cars, crossing between Howard Park and the cars, and walking to Barnaby's. Therefore, they have applied for a closure of St Louis Blvd from Jefferson Blvd to Washington Blvd during the hours of 11:00 am to 7:00 pm. Jones confirmed that all adjoining businesses won't be affected by the car show. The Committee had no additional concerns. Upon a motion by Rohrscheib and seconded by Jones the permit was approved unanimously. 4. Other Business a. Rohrscheib mentioned the cancellation (by the event organizer) of the Reese Celebration of Life due to safety concerns. b. Jones discussed a large event held at Kennedy Park over the last weekend. The event blocked off Eclipse and the surrounding area without going thru the Park approval process. Jones said going forward he would like to reach out to try to identify the event organizer to ensure all parties involved with the next event were working together thru the approval process towards a safe and successful outcome. Shift supervisors from SBPD were notified that the large gathering had not been previously approved if the area needed to be cleared. Mom's Against Violence are working with VPA to organize a walk on the West Side in September. c. Deal suggested the City explore having multiple events on the same day as Traffic & Lighting has been spread "thin" trying to cover events on their own. This approach would enlist help from other City Departments such as Parks or DTSB to help distribute/retrieve closure equipment during weeks with multiple overlapping large events. 5. Privilege of the Floor – None 6. Adjournment With no additional business, Rohrscheib motioned for adjournment and Shipley seconded. The meeting ended at 10:25 AM.