Special Events Review Committee

CITY OF LACONIA SPECIAL EVENTS REVIEW COMMITTEE Wednesday, October 4, 2017 - 12:00 PM City Hall Conference Room 200A Draft 10/4/2017 - Minutes 1. CALL TO ORDER B. Loughlin calls the meeting to order at 12:01 PM 2. ROLL CALL B. Loughlin conducts roll call with the following present. Bernie Swan, Charlie Roffo, Matt Canfield, Cheryl Hebert, and Kevin Dunleavy 3. RECORDING SECRETARY Robert Mora, Zoning Technician 4. STAFF IN ATTENDANCE 5. ACCEPTANCE OF MINUTES FROM PREVIOUS MEETINGS 5.1. 12:00 PM Draft Minutes From August 2 Special Events Meeting B. Loughlin asks if there are any changes requested to the previous meetings minutes. No changes were requested, B. Loughlin states that minutes will be accepted as presented as no changes were requested. 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. 12:00 PM New Hampshire Pumpkin Festival 2017 B. Loughlin opens NH Pumpkin Festival to the Public at 12:06 PM Applicant: Karmen Gifford discusses Pumpkin Festival. Also submits new map of event. States that she will have an updated vendor list to the City by the end of the day. Karmen, explains locations of vendors, zip line, beer garden, and pumpkins. Karmen also describes that there will be a hay ride and describes the route on the map. Chief Canfield asks whether or not the Public library will be accessible by car? Applicant states that most likely those trying to access the Public library parking lot will have to go through Holy Trinity Parking lot. B. Loughlin: Asks about Beer Garden. Applicant: States that it will be run by the 405 Pub and is licensed through them B. Loughlin: Also states that the City required the Insurance for the Event as soon as possible. Applicant: Explains that there will be a stationary Motorcycle display, rock climbing wall, and a fun house. Charlie Roffo: States that he requires all the information for the fun house for any fire safety issues.  Applicant: Explains that there will be a stationary Motorcycle display, rock climbing wall, and a fun house. Charlie Roffo: States that he requires all the information for the fun house for any fire safety issues. B. Loughlin: Explains to applicant that a building inspector needs to come in and inspect the Pumpkin Tower prior to event as well. Applicant: Continues to describe event and Zombie walk that will occur Friday evening. B. Loughlin: Recommends the following Conditions for approval. 1. All vendors shall comply with City of Laconia vendor code requirements including Appendix A & B. Applicant shall supply food vendors with power and water according to Laconia Health and Safety Codes. 2. All vending sites, including food vendors, and especially trailers, shall be on level ground. Where sites are located along sloping ground, the site or trailer must be provided with blocking or shoring cables in order to support the weight of the unit. 3. There shall be no introduction of fats, oil, and/or grease (FOG) into the sanitary sewer system or stormwater system or spread on the ground. No cooking equipment shall be cleaned without proper disposal of cleaning fluids. No cleaning fluids shall be introduced into the sanitary sewer or stormwater systems. 4. Cord type shall be no less than 15 amp, 125V, UL listed, heavy duty outdoor use. 5. In the event that the length of cord required exceeds the standard length (25’, 50’, 100’) the next longest length cord shall be utilized. Only single cords shall be allowed; no coupling of cords will be allowed. 6. Multi-plus adapters or power strips are not to be used at the end of any cord to power multiple electronic devices. 7. Emergency Contact person is listed as Karmen Gifford, 455-9609. 8. An updated map/plan of the overall layout of the festival will be submitted to the Planning Dept. by October 6. 9. The vendor spreadsheet and location assignments need to be submitted to the Planning Dept. by October 6. 10. The location of all propane locations need to be submitted to the Planning Dept. by October 10. 11. Fire Proof Certifications for all tents need to be provided to the Fire Department at time of Inspection 12. Electrical Inspections need to be done by the electrical inspector on Friday before the start of events. 13. Insurance for event must be provided to Planning Dept. by October 10. 14. Copy of Contract for Porta-Potties also needs to be provided to the Planning Dept. by October 10. 15. Clean up of the pumpkins is done the last night of the event. 16. Dismantling of the tower is done the last night of the event. Chief Canfield: Motions to approve with Conditions stated. Charlie Roffo: Seconds motions to approve. All voted in favor 6-0 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. 12:00 PM Laconia Winter Carnival B. Loughlin opens Laconia Winter Carnival to the public at 12:01 PM Applicant: Amy Lovisek describes plans for Winter Carnival. Would like to keep the event at Opechee Park. Would like to get Gunstock to come and do training on snowshoes and cross country skiing. Would also like to set up some events such a sled pulling, relay races, skillet tosses, ice skating, and other various activities. Would also like to bring in some sled dog activities however, applicant states that she is still working on it. Applicant discusses that parking will be available at the Middle School and Opechee Park lots. Would also like a fire in the parking lot area, states that sand and other protections would be placed on the parking lot to protect the asphalt.  Applicant: Amy Lovisek describes plans for Winter Carnival. Would like to keep the event at Opechee Park. Would like to get Gunstock to come and do training on snowshoes and cross country skiing. Would also like to set up some events such a sled pulling, relay races, skillet tosses, ice skating, and other various activities. Would also like to bring in some sled dog activities however, applicant states that she is still working on it. Applicant discusses that parking will be available at the Middle School and Opechee Park lots. Would also like a fire in the parking lot area, states that sand and other protections would be placed on the parking lot to protect the asphalt. Board discusses need for dumpsters, Kevin Dunleavy states that no dumpers will be required that Parks will provide Garbage cans which will be picked up at the end of the event. B. Loughlin closes discussion to the public at 12:05 PM Cheryl Hebert motions to approve event. Charlie Roffo seconds motions. All voted in favor to approve Laconia Winter Carnival 6-0 8. OTHER BUSINESS No other business 9. ADJOURNMENT Matt Canfield motions to adjourn meeting. Kevin Dunleavy seconds motions. Meeting adjourned at 12:34 PM Minutes respectfully submitted by: Robert Mora Zoning Technician