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HomeMy WebLinkAbout08-12-26 Special Events Committee Minutes Date: August 12, 2026 Time: 1:00 PM – 1:50 PM Location: Microsoft Teams / Streets Conference Room Members Present: • Amy Roush • Brad Rohrscheib • Kyle Ludlow Members Absent: • Derek Erquhart • Coby Deal Agenda Items & Discussion Highlights 1. Call to Order The meeting was called to order at 1:00 PM. Amy Roush, Brad Rohrscheib, and Kyle Ludlow were identified on the record as present, and a quorum was established. City department representatives were also present to provide background information but were not voting members. 2. Approval of Minutes The Committee revisited the July 22, 2026 meeting minutes regarding the withdrawn Sensory-Friendly Touch-a-Truck application. Members discussed the application fee refund and determined that the circumstances differed from an event that was denied or withdrawn because required documents could not be provided. No City services had been used, and the event did not require Special Event Committee approval. Amy Roush motioned to approve the July 22, 2026 minutes as prepared, thereby confirming the refund direction. The motion was seconded by Brad Rohrscheib and passed without opposition. 3. Approval of Special Events Touch-A-Truck Event Date: August 29, 2026 Location: Thomas Street from Chapin Street to Laurel Street The Studebaker Museum requested a one-day street closure beginning at 6:00 AM. The event was scheduled from 9:30 AM to 1:30 PM, with the roadway to re-open by 5:00 PM. The Committee noted that the event had been held previously and identified no construction, Traffic & Lighting, or Streets concerns. Amy Roush motioned to approve the event. The motion was seconded by Brad Rohrscheib and passed without opposition. The approved event was forwarded to the Board of Public Works for further review. Kaley Street Block Party Event Date: September 12, 2026 Location: Kaley Street from Dunham St to Fisher St The Committee reviewed the neighborhood signatures, construction conditions, and requested closure times of Saturday, September 12th at 9:00 AM thru Sunday September 13th at 10:00 AM. The approved schedule for the event CITY OF SOUTH BEND IN DEPARTMENT OF PUBLIC WORKS 2 was amended to a 9:00 AM road closure, the event occurring from 11:00 AM to 10:00 PM, and re-opening of the roadway by 11:00 PM on Saturday, September 12th. Amy Roush motioned to approve the event provided the organizer agrees to the amended times. The motion was seconded by Brad Rohrscheib and passed without opposition. The approved event was forwarded to the Board of Public Works for further review. St. Joseph County CROP Walk Event Date: September 20, 2026 Location: Howard Park and the established sidewalk route Tom Whipkey, Event Coordinator, stated that route marking would begin at approximately 7:00 AM, registration would begin at 1:00 PM, the walk would begin at 2:00 PM, and cleanup would be completed by approximately 5:00 PM. Participants will remain on sidewalks and cross streets along the route. Howard Park staff will be notified prior to the event. Amy Roush motioned to approve the event. The motion was seconded by Brad Rohrscheib and passed without opposition. The approved event was forwarded to the Board of Public Works for further review. Women's Recovery Walk Event Date: September 26, 2026 Location: Life Treatment Center to the Dismas Hub using the designated sidewalk route Kristine Hines presented the second annual community event celebrating recovery from substance use and mental health challenges. Participants will remain on sidewalks. The Committee discussed assistance from on-duty patrol officers at major intersections. Amy Roush motioned to approve the event. The motion was seconded by Brad Rohrscheib and passed without opposition. The approved event was forwarded to the Board of Public Works for further review. Porch-A-Palooza Event Date: August 26, 2026 Location: North Hill Street between East Colfax Avenue and East Washington Street A representative of Purple Porch requested closure of North Hill Street from approximately 3:00 PM to 10:00 PM for the event, scheduled from 5:00 PM to 9:00 PM. The Committee discussed potential impacts from nearby paving work, school traffic, and access concerns. The Committee agreed the event could proceed while acknowledging that City construction activities may affect access and logistics. Amy Roush motioned to approve the event with the understanding that the City would use its best efforts to provide needed access and that the organizer would coordinate around construction conditions. The motion was seconded by Brad Rohrscheib and passed without opposition. The approved event was forwarded to the Board of Public Works for further review. North Coquillard Block Party Event Date: September 7, 2026 Location: North Coquillard Drive between Cherry Tree Lane and Rockne Drive Jay Lewis described the annual Labor Day neighborhood gathering. The roadway was expected to close at approximately 2:00 PM, the event would run from 4:00 PM to 6:00 PM, and the roadway would reopen by approximately 8:00 PM. No construction concerns were identified. Amy Roush motioned to approve the event. The motion was seconded by Brad Rohrscheib and passed without opposition. The approved event was forwarded to the Board of Public Works for further review. CN America 250 Hometown Whistle Stop Tour Event Date: August 18, 2026 Location: South Street from Main Street to Taylor Street, with requested traffic control near Lafayette Boulevard and Bronson Street Jeffrey Price of Canadian National Railroad presented a public event featuring two America 250 locomotives. The event was planned for 10:00 AM to 12:30 PM, with road closures requested by 8:00 AM. The Committee discussed crowd control, pedestrian safety, parking, Four Winds Field operations, and nearby private development. A final layout map CITY OF SOUTH BEND IN DEPARTMENT OF PUBLIC WORKS 3 and remaining paperwork are to be submitted to Denise Miller for distribution to the departments involved. Kyle Ludlow will connect the organizer with the adjacent private developer. Amy Roush motioned to approve the event with the understanding that the paperwork would be completed. Kyle Ludlow seconded the motion. The motion passed without opposition. The approved event was forwarded to the Board of Public Works for further review. Maleni's 8th Birthday Party Event Date: August 22, 2026 Location: Dale Street between Dayton Street and Milton Street The application was submitted fewer than 30 days before the event but was otherwise reviewed by the Committee. Amy Roush motioned to approve the event with the condition that it end by 10:00 PM and that the roadway reopen by 11:00 PM. The motion was seconded by Brad Rohrscheib and passed without opposition. The approved event was forwarded to the Board of Public Works for further review. Children's Museum of South Bend 5th Birthday Celebration (TABLED) Event Date: September 26, 2026 Location: Children’s Museum of South Bend, with a requested closure of Michigan Street adjacent to the museum Museum representatives requested a Michigan Street closure to support safe movement between the museum and parking across the street. The Committee discussed Michigan Street’s traffic volume, the concurrent Fusion Fest event, detour limitations, alternative parking, and possible use of nearby side streets. The Committee stated that it could not support closing Michigan Street as proposed but clarified that the event could still occur on museum property. Amy Roush motioned to table the application so the organizer could consider an alternate layout and complete the application, including the application fee. The motion was seconded by Brad Rohrscheib and passed without opposition. 4. Other Business No additional business was presented for Committee action. 5. Adjournment The scheduled meeting ended and was adjourned at 1:50 PM. Prepared by: Denise Miller Department of Public Works – Streets Division