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HomeMy WebLinkAbout2-7-23_Special Events Committee Minutes SPECIAL EVENTS COMMITTEE MEETING MINUTES February 7, 2023, 10:00 AM 731 S. Lafayette Blvd, South Bend, IN 46601 Members present: Brad Rohrscheib, Toy Villa, Coby Deal 1. Call to Order The meeting was called to order at 10:21 AM by Mr Villa. 2. Approval of minutes Upon a motion by Rohrscheib and seconded by Villa, the minutes from the previous meeting held on February 7th, 2023, were approved unanimously. 3. Approval of Special Event Permits a. Sunburst Races-June 3, 2023 Courtney Kipker and Travis Bladecki joined the meeting on Teams to discuss this year’s Sunburst Races. The event route has changed this year to start and finish at the South Bend Century Center. Mr Villa identified a potential conflict with ongoing construction at South Bend Avenue/Campeau St/Notre Dame Avenue (northern tip of the race route). The area in question will be under construction beginning in March 2023 and carry thru into August 2023. Mr Rohrscheib said he will find out the scope of the engineering project to establish how far the course will need to be adjusted and pass this information to the event organizers. Mr Villa clarified the timeframe of the project phases and how the route will be affected. Mr Rohrscheib stated that he would contact the Construction Manager of the project to see if runners passing thru at the time of the race was an option, but it was his opinion that this year’s race should avoid the intersection. Mr Bladecki stated that he will revisit the area and adjust the race route. Mr Deal asked about the desired closures and locations for the start/finish lines of the race. Mr Bladecki commented that he would like to have the Jefferson Street Bridge closed at Wayne St and MLK, as well as Jefferson and Niles on Friday prior to the race. Rohrscheib inquired about if the County had been notified about the requested bridge closure. Ms Kipker responded that she has a packet ready to submit to the County for Page | 2 approval. Mr Deal pointed out that if the Jefferson Street Bridge was closed on Friday, it would need to be monitored to insure that no one went around the barricades during the night-time hours. Rohrscheib also commented that some of the jersey walls set up on Friday would need to be moved on Saturday morning to accommodate the race participants. It was agreed that the fine details concerning closures can be decided as the event draws nearer. Mr Villa agreed to contact INDOT concerning potential closures associated with construction on the Cooper Street Bridge that would interfere with the race route. Mr Villa will communicate any additional information to Ms Miller to pass along to the event coordinators. The committee members were comfortable approving the event with the caveat that the race route will potentially need changes. Upon a motion by Rohrscheib and seconded by Villa, the permit was approved (subject to updated route details) unanimously. 4. Other Business None 5. Privilege of the Floor None 6. Adjournment With no additional business to discuss, Rohrsheib motioned for adjournment and Deal seconded. The meeting ended at 10:45 AM.