Special Events Review Committee

City of Laconia Special Events Technical Review Committee Wednesday, february 01, 2023 - 12:00 PM City Hall in the Armand A. Bolduc City Council Chamber 2/1/2023 - Minutes 1. CALL TO ORDER 1.1. Call To Order Call to order 12:01PM 2. ROLL CALL Roll Call: Amy Lovisek (Parks and Recreation), Tim Joubert (Fire Chief), Nate Guerette (Assistant Director, DPW), Nick schwarz (Water Department), Hillary Young (Licensing) and Captain Mike Finogle (Police) 3. RECORDING SECRETARY Recording secretary: Scott Pelchat, Zoning Planner Technician 3.1. Recording Secretary 4. STAFF IN ATTENDANCE 4.1. Staff In Attendance Staff in attendance Sheena Duncan, Conservation Planner Technician Scott Pelchat, Zoning Planner Technician 5. ACCEPTANCE OF MINUTES FROM PREVIOUS MEETINGS 5.1. Acceptance Of Minutes S. Duncan asked if there were any requested changes to the 11/2/2022 meeting minutes, there being none, the minutes were approved. 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. 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  Provide Input. The Board May Also Deliberate The Application, Decide And Conduct A Final Vote At This Time. 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. PL2022-0117SE- 1599 Old N Main St - Sled Dog Races 7.1 PL2022-0117SE -1599 Old N main St- Sled dog Races Jennifer Hollows president of the sled dog association reviewed the application, with little to no changes from the previous year’s approval. She stated the certificate of liability was turned in, and that she met with DPW (regarding barriers etc.) and presented copies of the projected schedule. Contracts for toilets and waste management had been procured. Sheena Duncan opened it to public discussion at 12:06PM, there being none to speak for or against, public comment closed at 12:06PM. Amy Lovisek asked Jennifer Hollows about parking for the event. She stated there would be parking near the musher’s starting line, as well as parking on the right-side breakdown lane of Old North Main St. Nate Guerette inquired about the course layout, Jennifer Hollows stated that there was a primary trail and a secondary, referencing the plan provided. Nate Guerette asked about the expected race timelines, Jennifer Hollows responded that about one and a half hours from start of first sled to start of last sled. Sheena Duncan asked if the Covid guidelines were to be implemented for this event, Amy stated where it was an outdoor event that it was not warranted (Items regarding Covid procedures were to be removed from the conditions of approval). Tim Joubert asked about emergency evacuation plans for certain parts of the course. Jennifer Hollows: There were many trail breaks where access could be met in an emergency. Sheena Duncan motioned to approve PL2022-0117SE, seconded by Nick Schwarz, all in favor. 7.2. PL2023-0001 - 1207 Weirs Blvd - Parking & Vendors 7.2 PL2023-0001-1207 weirs Blvd. -Parking & Vendors Applicant David Chinian was not present for this meeting. Sheena Duncan Opened for public discussion at 12:16 PM Charlie St. Clair of the Motorcycle Race and Rally Association said that the Parking lot and vendors at 1207 weirs Blvd had become problematic, with most vendors leaving the site several days before the event ended, moving to other locations due to poor foot traffic. He Stated that in the past, outbound vendors usually contact him regarding this location in attempt to liaison rectify their issues with Mr. Chinian’s operation, concluding that this had been an ongoing concern over the last decade. Closed to public at 12:23PM Sheena Duncan stated per her discussion with the applicant, that he wished to keep the parking, and space for ten vendors, claiming vendors left on their own. Sheena Duncan stated that it was not the Board’s duty to judge the quality of the applicant’s business model, and it was the Vendor’s  Closed to public at 12:23PM Sheena Duncan stated per her discussion with the applicant, that he wished to keep the parking, and space for ten vendors, claiming vendors left on their own. Sheena Duncan stated that it was not the Board’s duty to judge the quality of the applicant’s business model, and it was the Vendor’s responsibility to make an informed decision prior to making an agreement, something the Board had no jurisdiction over. Noting the Board’s desire for more discussion with the applicant, Sheena Duncan motioned for a continuance, seconded by Amy Lovisek, all in favor. 7.3. PL2023-0002SE - Lakeside Ave - Wake-The-Lake 7.3 PL2023-0002SE- Lakeside Ave -Wake the Lake Sheena Duncan stated that applicant Anthony Santigate applied for 10 vendor locations stating he would be willing to pay for any additional vendors as the event draws closer. Sheena Duncan opened to the public at 12:33 PM. Charlie St. Clair noted that it was a similar plan from previous years, but requesting 10 vendor locations, where 20 had been approved. The applicant was willing to pay fees for additional vendors prior to the event so the fire department could inspect the tents. 1. Chief Joubert inquired about the security plan with the police, fire, and liquor enforcement. C. St. Clair stated this was usually well planned and thought out, remarking that the renovated venue has eliminated a lot of the previous problems and concerns. Sheena Duncan closed to the public @ 12:40 PM Amy Lovisek asked if 20 vendor locations could be approved and paid after the event. Sheena Duncan and Hilary Young agreed that it could. Tim Joubert asked if all tents need to be inspected, and fireproof tents would need inspection. T Joubert stated he would need 48 hours (about 2 days) prior to event start time to schedule inspections for the tents. Sheena Duncan motioned to approve with the following conditions: 1. A license will be obtained through the Licensing Office prior to the event. 2. Fire inspections will be scheduled no later than Wednesday prior to the Friday event. 3. Any additional vendor fees that may be accrued will be reconciled with the Planning office by the Monday following the event. Seconded by Amy Lovisek, all in favor. 7.4. PL2023-003SE - Lakeside Ave - Biketemberfest PL2023-0003se lakeside Ave- Biketoberfest Applicant Anthony Santigate Sheena Duncan opened to the public 12:49; there being none to speak for or against, Closed to the public 12:49 With this event being set up the same as the wake the lake event minimal questions arose. The duration of loudspeaker/ music on this application was changed to 11:00PM in kind with the previous application. Sheena Duncan motioned to approve, seconded by Captain Finogle, all in favor.  Closed to the public 12:49 With this event being set up the same as the wake the lake event minimal questions arose. The duration of loudspeaker/ music on this application was changed to 11:00PM in kind with the previous application. Sheena Duncan motioned to approve, seconded by Captain Finogle, all in favor. 8. OTHER BUSINESS Other Business: Charlie St. Clair stated that the restaurant formerly Faros Italian Grill (now under new ownership) needed to be commanded to erect a fence along the Endicott St. Boundary to prevent passage to and from the lot against their plan approval, noting that this had been a repeated problem in past years. He wished the barrier to be erected before all festivities. Charlie also said the official 100-year bike week will have fireworks on the first Saturday of bike week, Wednesday and again on the Friday of that week. Charlie also inquired on the potential of alcohol consumption outside on lakeside Ave during bike week. Charlie stated such rallies as Daytona and Sturgis have plans in place for this noting that the municipality of Sturgis profits from the sale of their cups that have Sturgis Bike rally logos as to profit from it in some way. 9. ADJOURNMENT Amy Lovisek motioned to adjourn, seconded by Nick Schwarz, all in favor. Meeting Adjourned at 1:07pm.