Special Events Review Committee

CITY OF LACONIA SPECIAL EVENTS REVIEW COMMITTEE Wednesday, August 2, 2017 - 12:00PM City Hall Conference Room 200A 8/2/2017 - Minutes 1. CALL TO ORDER B. Loughlin called meeting to order at 12:03 PM 2. ROLL CALL Staff R. Mora conducted Roll Call with the following present, Brandee Loughlin, Kevin Dunleavy, Cheryl Hebert, and Charlie Roffo. Al Graton enters at 12:08 PM. 3. RECORDING SECRETARY Robert Mora 4. STAFF IN ATTENDANCE Fire Chief Ken Erickson enters at 12:13 PM 5. ACCEPTANCE OF MINUTES FROM PREVIOUS MEETINGS Minutes from meeting 7 May 2017 and 18 July 2017. B. Loughlin asks if anyone has any change requests to the minutes? No requested changes to the minutes were requested, they are considered accepted as presented. 6. CONTINUED PUBLIC HEARINGS, CONSIDERATION AND POSSIBLE VOTE Note: The Purpose Of This Agenda Section Is For The Board To Continue The Public Hearing For The Applicant And The Public To Provide Input. The Board May Also Deliberate The Application, Decide And Conduct A Final Vote At This Time. 6.1. Celebrate Laconia Veteran's Square B. Loughlin opens Celebrate Laconia to the public at 12:04 PM Pamala Clark, Applicant, speaks about event. Applicant discusses layout of event, where port-a-potties will be located. Also discusses that they would like to now have a beer tent run by 405 Pub. Board and Applicant discuss the requirements of adding a Beer tent to the event. Al Graton, states that the applicant needs to go and speak with the Police Chief regarding the need for a Police detail at the event due to the Beer Tent. Charlie Roffe, describes need requirements for Flame Proofing certificates of some of the tents that will be used at the event. Board also discusses need for more porto-potties than what the applicant has requested. Applicant states she will call the contractor and inquire about the need for more porto-potties. K. Dunleavy makes a motion to approve the event with the following conditional requirements. l The event will be held on Saturday, August 19, 2017. l No overnight camping or parking is allowed. l All waste is required to be removed from the site after the event. The applicant will work with the City and DPW on trash and recycling. l A contract for the porto-potties must be submitted at least 2 weeks before the event. Locations and numbers will be included.  l The event will be held on Saturday, August 19, 2017. l No overnight camping or parking is allowed. l All waste is required to be removed from the site after the event. The applicant will work with the City and DPW on trash and recycling. l A contract for the porto-potties must be submitted at least 2 weeks before the event. Locations and numbers will be included. l A plan for the event will be submitted at least two weeks prior to the event. l The location of the generator will be noted on the plans. l The temporary traffic order will be obtained from the City Council. l An entertainment permit and loudspeaker permit will be obtained. l The facility use for Veterans Square will be obtained from the Parks Commission. l Emergency contact is Pamela Clark at (603) 387-1285. l Any food vendors shall obtain all of the appropriate permits. l Certificate of flame proofing for tents by August 9 close of business. l Certificate of Liability and Liquor Commission approval for 405 Pub Beer Tent by August 9 close of business. l Approval from City Council for Liquor Sales on City property l One more Porta-john must be provided. l Complete list of all vendors by August 16 close of business. l Plan for rotunda by August 4 and Fire Safety Inspection coordinated. l Police detail required for Beer tent if approved by City Council (Minimum of 1 Officer) l All temporary structures and signs including but not limited to banners, portable signs, and changeable copy MUST be removed immediately after the event. C. Roffo seconds motion. All voted in favor 5-0 6.2. Pumpkin Festival Downtown B. Loughlin, no one was available to present for Pumpkin Festival. Applicant stated they would be at September meeting. C. Roffo motioned to continue to September Meeting, seconded by K. Dunleavy. B. Loughlin calls for a vote. All voted in favor 5-0 to Continue Pumpkin Festival Public hearing to September 6 Special Events Review Committee. 7. PUBLIC HEARINGS, POSSIBLE CONSIDERATION AND VOTE Note: The Purpose Of This Agenda Section Is For The Board To Have A Presentation From The Applicant And Open A Public Hearing For The Public To Provide Input. The Board May Also Deliberate The Application, Decide And Conduct A Final Vote At This Time. 7.1. Veterans Count B. Loughlin opens Veterans Count to the Public at 12:52 PM. No one from the public spoke. Fire Chief Ken Erickson discussed event with the board. Board discussed requirement for Certificates of Flame Proofing and need to Inspect tents prior to event. C. Roffo states that the tents will need to be set up by 2:00 PM on Friday, September 29. C. Roffo motions to approve Application for Veterans Count with the following conditions. l Tent must be set up by 2:00PM Friday, September 29 for Inspection by Fire Dept. l Certificate of flame proofing for tents by September 29 close of business. l That there be a fire extinguisher at food site. l That a loudspeaker permit shall be applied for.  C. Roffo motions to approve Application for Veterans Count with the following conditions. l Tent must be set up by 2:00PM Friday, September 29 for Inspection by Fire Dept. l Certificate of flame proofing for tents by September 29 close of business. l That there be a fire extinguisher at food site. l That a loudspeaker permit shall be applied for. l All temporary structures and signs must be removed within 5 days after the event. C. Hebert seconds motion. All voted in favor 5-0. 7.2. Laconia Multicultural Festival B. Loughlin opens Laconia Multicultural Festival to the public. Becky Drake, speaks on behalf of the Applicant. She discusses plans and layout for the event. Board discusses requirements for the event and that applicant is responsible for sending a copy of all plans to the City. Board requests more detail as no site plan was submitted with the application. Trash is also discussed as several years ago trash was left at City Hall. Board emphasized this can not happen and that a trash plan needs to be in order. A. Graton motions to approve with the following conditions l The event will be held on Saturday, September 9, 2017. l No overnight camping or parking is allowed. l All waste is required to be removed from the site after the event. The applicant will work with the City and DPW on trash and recycling. l A contract for the porto-potties must be submitted at least 2 weeks before the event. Locations and numbers will be included. l A plan for the event will be submitted at least two weeks prior to the event. l The location of the generator will be noted on the plans. l The plan for the parade route is to be submitted at least 2 weeks before the event. l The temporary traffic order will be obtained from the City Council. l An entertainment permit and loudspeaker permit will be obtained. l The facility use for Rotary Park will be obtained from the Parks Commission. l Emergency contact is Becky Guyer at 520-5084. l Insurance Certificate of Liability for event, showing the City of Laconia as Certificate Holder submitted to the City two weeks prior to the event date. l Any food vendors shall obtain all of the appropriate permits. l All temporary structures and signs including but not limited to banners, portable signs, and changeable copy MUST be removed immediately after the event. C. Roffo seconds motion. All voted in favor 5-0. 8. OTHER BUSINESS No other business 9. ADJOURNMENT Motion to adjourn made by C. Roffo and Seconded by C. Hebert. All voted in favor 5-0, meeting adjourned at 12:59 PM