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HomeMy WebLinkAbout09-09-26 Special Events Committee Minutes-Final Date: September 9, 2026 Time: 1:06 p.m. Location: Microsoft Teams and Streets Department Conference Room • Members Present: • Amy Roush • Coby Deal • Kyle Ludlow • Derek Erqhart • Brad Rohrscheib (arrived after the meeting began). Members Absent: None AGENDA ITEMS & DISCUSSION HIGHLIGHTS 1. CALL TO ORDER Amy Roush called the meeting to order at 1:06 p.m. 2. APPROVAL OF MINUTES The committee approved the August 26, 2026, meeting minutes after a motion was made by Amy Roush and seconded by Kyle Ludlow. Coby Deal was absent for the August 26th meeting, therefore abstained from the vote. 3. APPROVAL OF SPECIAL EVENTS BLOCK PARTY ICE CREAM SOCIAL Date: October 3, 2026 Location: E Colfax Ave from Esther St to Twyckenham Dr Applicant Hanna Deputy described a small neighborhood ice cream social with refreshments, games, and children’s activities. She stated that approximately 75 percent of the block was involved in planning and that the event had strong neighborhood support. The committee confirmed there was no rain date and identified no construction or Notre Dame football conflicts. A motion was made by Amy Roush and seconded by Brad Rohrscheib to approve the event. The motion passed unanimously. This event will be forwarded to the Board of Public Works for further review. BACK TO SCHOOL PICNIC Date: September 25, 2026 Location: Howard Street between St. Louis Boulevard and St. Peter Street The previously tabled application was reconsidered after the applicant submitted the missing fee and neighborhood information. The committee reviewed the requested street closure and raised no additional concerns. Denise Miller was asked to connect applicant Patty Walsh with Derek Erqhart regarding possible Fire Department participation. A motion was made by Amy Roush and seconded by Brad Rohrscheib to approve the event. The motion passed unanimously. This event will be forwarded to the Board of Public Works for further review. SAINT AUGUSTINE NEIGHBORHOOD COOKOUT (No action taken) Date: September 27, 2026 Location: W Washington St from Birdsell Ave to Circle Ave The application remained incomplete because the application fee had not been submitted. The committee waived the neighborhood signature requirement because no residential occupants would be affected. The applicant also requested a shorter closure to avoid disrupting a nearby church. The committee advised that the closure boundaries would be reviewed after the application was complete. No motion was made, and no action was taken. FALL CARNIVAL (No action taken) Date: October 2, 2026 Location: Rear alley behind 1215 Mishawaka Ave The required application fee for the event had not been submitted prior to the meeting and, the applicant was instructed to submit the application fee for further consideration at the September 23, 2026, meeting. No motion was made, and no action was taken. 4. OTHER BUSINESS The Hispanic Heritage Month 5K The committee was informed that the Hispanic Heritage Month 5K, which had previously been tabled at the August 26, 2026 meeting had been withdrawn by the organizer. The event will not move forward. No committee action was required. CMSB’s 5th Birthday Party The committee was informed that the event application that was previously tabled at the August 12, 2026 meeting had been withdrawn by the organizer. The event will not move forward. No committee action was required. 5. PRIVILEGE OF THE FLOOR Game Day Street Closures Johnny Johnson, a resident and business owner near Eddy Street Commons, addressed the committee regarding street closures associated with Notre Dame football game days. Mr. Johnson provided his address as 1124 N Eddy Street and explained that he was concerned about the timing of street closures in the area. Mr. Johnson stated that barriers had been placed as early as 8:00 a.m. for certain events. He explained that the early closures created confusion for customers attempting to reach nearby businesses and residences. He requested that the streets remain open until approximately noon, consistent with practices he had observed in previous years. The committee discussed access to Mr. Johnson’s property and clarified which streets and intersections were affected. Members also explained that some closures within Eddy Street Commons were controlled by Kite Realty rather than directly by the Special Event Committee. The committee advised Mr. Johnson that the game-day events and closure times for the 2026 football season had already been approved by the Special Event Committee and subsequently reviewed by the Board of Public Works. The committee could not change the approved hours unless Kite Realty returned to the committee and requested an amendment. Mr. Johnson was encouraged to contact Kite Realty to discuss his concerns. The committee also suggested that he monitor future Special Event Committee agendas and raise the issue when applications for the 2027 football season are considered. No motion was made, and no committee action was taken. Strawberry Shortcake Fundraiser Jeff Thomas appeared virtually to ask about the approval process for a proposed Strawberry Shortcake fundraiser. He explained that the event would not involve a street closure and that he wanted to understand the appropriate procedures and contacts for this and similar future events. The committee explained that because the proposed event would not affect or close any streets, it did not fall under the jurisdiction of the Special Event Committee. Mr. Thomas was advised to contact the St. Joseph County Health Department regarding food service requirements. The committee also explained that if the event were held in a City park, a park use application would be required. The application would need to be submitted at least 45 days before the event because the Park Board meets once a month. Mr. Thomas stated that he appreciated the guidance and wanted to ensure that he followed the proper procedures. No motion was made, and no committee action was required. 6. ADJOURNMENT The meeting was adjourned at 1:45 pm. The next meeting is scheduled for September 23, 2026.