CITY OF SANTA FE PARK AND RECREATION BOARD SPECIAL MEETING SEPTEMBER 16, 2024 5:30 P.M. COUNCIL CHAMBERS 12002 HWY. 6, SANTA FE, TEXAS  MINUTES  The meeting was called to order at 5:32 p.m. by Chairperson Rebecca Martinez.  Roll Call:  Present:  Chairperson Rebecca Martinez Associate Chairperson John Murello Board Member Mike Winburn Board Member Kara Campbell Board Member Nina Cederburg Board Member Hunter Stollings  Board Member Chris Bozeman, left the meeting at6 6:12p.m.  Absent:  None  Thel Invocation was given by Associate Chairperson Murello, whoi then led those present ini the Pledge of Allegiance IV. Presentation and approval of Minutes: 08/19/2024 Regular Meeting and 09/03/2024 Special Meeting Motion by Board Member Bozeman to approve the Minutes of the August 19, 2024, Regular Meeting and the September 3, 2024, Special Meeting, seconded by Associate Chairperson Murello. The motion passed  tot the U.S. Flag and tot the Texas Flag.  unanimously. V.C Citizens' Comments: There were no comments from citizens. VI. Business: A. Old Business: Market Music Fest  1. Consideration and possible action: Involvement of the Park and Recreation Board for the 2024 Pocket Thel Park and Recreation! Board, along with PocketF Foundation founder Evelyn Hayes and herl husband BrianH Hayes, discussedi the details oft the 2024 Pocket Market Music Festt to bel held on Saturday, September 21,2024, from 2:00 p.m. to 10:00 p.m. at Runge Park. The event is free tot the public, but will charge for entry into the Kids Zone, VIP area, and will also havei food and alcohol sales. The proceeds from the event will benefit the newly-formed Pocket Foundation, which helps local charities such as Backpack Buddies, HIS Ministries, andi the Santal Fe Senior Center. Chairperson Martinez stated that the dumpster located at Runge Park will be usedi for trash, but there has been an issue with citizens illegally placing their trash in it. Mrs. Hayes said that a roll-off dumpster will be delivered and will be used only to put thet filled-up trash bag from the trash cans placed around the festival. Mrs. Hayes asked if any oft the trash cans from Joe A. Tambrella Park can be brought to Runge Park for use during the event, to which    Minutes (cont.) 9/16/2024 Page 2of5  Community Services Director Georgia Argentine responded that the roll-off company may be able to provide Mrs. Hayes advised that trash collection from the cans to the roll-off during and after the event will be handled by the Pocket Market Music Fest Board members, adding that she willl be putting out a call for volunteers tomorrow. It was recommended that a mule be used to collect the trash from the trash cans. Brian Hayes has a mule, but itis Mrs. Hayes said that the site map has been changed to reflect the specifications recommended by Captain Robert Shores and Fire Marshal Ramon Coven for parking due to the mulch piles that are still located at Runge Park and to ensure that vehicles are able to navigate in and out of the parking areas smoothly. Stephen Graschal with Gulf Coast Equine Response Team recommended having only one ingress and one egress per parking lot. Gulf Coast Equine Response Team, which has extensive experience with coordinating parking at the Galveston County Fairgrounds events, will have ten team members to manage the parking by horseback. Chairperson Martinez expressed concern that if there is not enough parking at Runge Park, people will park along the side streets, which could impede the ability of emergency vehicles to get through those streets. Chairperson Martinez recommended running flags along the roadway top prohibit parking. The Board discussed several one-way traffic options to keep traffic flowing smoothly, concentrating primarily ont the four-block perimeter around the park. City Manager Alun Thomas calculated that the blocking off of roads would require sixteen barricades, adding that since the Street Department employees do not work weekends or Fridays, the City would need to pay overtime for any employee/s to be available on Saturday morning for someone to pick up the barricades from the Street Mayor Brandon Noto advised that thel barricades would not be delivered during regular Street Department working hours due to the risk of theft at the park during the interim. Chairperson Martinez suggested storing the barricades inside the community center building at Runge Park. Mrs. Hayes said that she has about ten cones that she is able The Board agreed that there will be approximately 400 parking spaces onsite at Runge Park and will request the use of Arcadia Christian Church's parking lot, located down the street at 14201 Beriton Street as overflow parking for approximately 200 cars. Mayor Notot told Chairperson Martinez to contact Pastor Michael Welch for that request. Mayor Noto also confirmed with Mrs. Argentine that the Little League President has been notified that the parking Mrs. Hayes stated that there will be at least four Emergency Department nurses from University of Texas Medical Mrs. Hayes confirmed with Mrs. Argentine that shel had received three quotes fori fourteen porta potties. Mrs. Hayes said that the site plan reflects that three or four porta potties will be placed behind the Kids Zone and several between the food trucks and the vendors, one near the band, and the air-conditioned porta potty trailer will be Gass Automotivel has donated the use oft two large generators andt two light posts: one generator and light post will be placed near thel Kids Zone and food trucks; one light post near the parking area; and one generator at thes stage.  cardboard trash cans.  not registered for use on the road.  Department, an expense for which the Pocket Market Music Fest would be responsible.  tob bring.  lots will be used ont that date.  Branch (UTMB), and they willl be stationed inside the community center at Runge Park.  located inside the fenced-in VIP area.    Minutes (cont.) 9/16/2024 Page 3of5  Mrs. Hayes advised that the food trucks and vendors will have their own power.  Set up for the event will be as follows, per Mrs. Hayes:  Thursday, September 19, 2024: Preliminary preparation the roll-off dumpster will be delivered Friday, September 20, 2024:  set up 9:00 a.m. until sunset (or until finished)  stage will be delivered the juice truck will set up  12:00 pm., the Gulf Coast Equine Response Team will set up parking  Kids Zone set up (atl least two bounce houses, face painters, Shriners balloon animals, $10 entry fee)  Saturday, September 21, 2024, the day of the event:  9:00 a.m. all other food vendors with tents will start setting up from 10:00 a.m. to 12:00 p.m. all other vendors will set up  live music will begin at 4:30 p.m.  The Kids Zone will consist of between two and four bounce houses (depending on funds), face painters, and the Shriners balloon animals. There will be ai feei for Kids Zone entry, the cost of which is dependent upon the number Mrs. Hayes will confer with Captain Shores to see if he could send Santa Fe Police officers to patrol Runge Park Mrs. Hayes stated that during her most recent meeting with Captain Shores, he required her to hire eight officers for security during the event, according to City Ordinance. Mrs. Argentine expanded on that, stating that Captain Shores is willing to require fewer officers at the beginning of the event and have the eight officers during the live music, but City ordinance requires that officers be present during all times while alcohol is being sold. City Ordinance requires one officer per 100 people and attendance is expected to reach around 3,000 people, though not all at one time. Mayor Noto advised that a minimum of eight officers would be required, with additional Mrs. Argentine stated that once she receives the information from Mrs. Hayes for the mass gathering permit, she Mrs. Hayes asked if the Park and Recreation Board members would be able to help with preparations on Friday andi to attend the event on Saturday to help man the gate and help where needed, including ensuring that attendees do not bring in coolers, outside food or alcohol, glass containers, etc. Mrs. Argentine also suggested having Board members do occasional walk-throughs oft the little league fields to ensure there they remain intact.  oft bounce houses, but is tentatively set at $10.  Friday to deter theft oft the equipment that has been delivered.  reserves available if needed.  will submit to Captain Shores for his review.    Minutes (cont.) 9/16/2024 Page 40f5  Mrs. Hayes stated that Del Papa will provide free water, while Mr. Hayes hasl been exploring options fori ice. Library Director Becky McClain announced thati the Friends of the Library will be hosting al Fun Run at and around  Joe A. Tambrella Park on Saturday, September 21,2024.  The 1K run will begin at 7:30 a.m. and will consist of one loop around the trail att the park. 7th Street. The roads will not be closed, and two water stations have been set up. Awards will be given out at around 9:30 a.m. or when the last person crosses thet finish line. have been received thus far. Proceeds from the event will benefit Mae S. Bruce.  The 5K run will begin at 8:00 a.m. and willf follow thel loop around the trail at the park, and go through 6th Street and  At this time, 75 runners have registered, which is triple the amount from last year. Almost $3,000 in sponsorships They are having T-shirts and awards made. The School of Rock will provide musical entertainment throughout the Ms. McClain also said that, in honor of September being Library Sign-up Month, those in attendance will be given 2. Consideration and possible action: Confirm and schedule event details for October events to be held by Community Services Director Georgia Argentine announced that preparations for the Second Annual Candy Trail, which will be held on Saturday, October 26, 2024, from 3:00 p.m. to 5:00p.m. at Joe A. Tambrella Park, are ready to! begin. Mrs. Argentine asked Board members to arrive by 2:00 p.m. to begin setup fori the event. Mrs. Argentine has created the event flyer and the applications to set up tables at the event, and would like Board members to start soliciting for candy donations. Mrs. Argentine has al list of businesses that participated last year Mrs. Argentine announced that the First Annual Touch a Truck event will take place at Runge Park on Saturday, October 26, 2024, from 9:00 a.m. to 12:00 p.m., with 9:00 a.m. to 10:00 a.m. as the designated sensory hour for 3. Consideration and possible action: Confirm and schedule event details for the Annual Christmas Tree Lighting to be held byt the Park and Recreation Board on December 4, 2024, at. Joe A. Tambrella Park Community Services Director Georgia Argentine, Chairperson Martinez, and Library Director Becky McClain summarized the details of the Annual Christmas Tree Lighting event that will be held at Joe A. Tambrella Park on  event.  the opportunity to sign up for al library card. the Park and Recreation Board  thats she will emailt to the Board members.  those individuals with sensory issues.  Wednesday, December 4, 2024:  B Event will be held from 5:30 p.m. to 7:30 p.m. The tree lighting will take place at 6:00 p.m.  There will be 500 cookies that willl be made bys students from the Santa Fel High School's Culinary Arts Thel Friends oft the Library will provide 500 Rudolph the Red-nosed Reindeer ornaments  Chairperson Martinez will get with Tommy Gass for the light tower    Minutes (cont.) 9/16/2024 Page 50f5  Mrs. Argentine will check the availability of CJ's Stables for the petting ZOO  Mrs. Argentine will secure a stage Santa Claus has been booked  Mrs. Argentine willi invite the students from the Santa Fel High School Theatre Arts department to participate  B. New Business:  1. Discussion and Direction: Review of the City of Santa Fe Code of Ordinances, Chapter 6- Health and Community Services Director Georgia Argentine asked thel Board members to take home ac copy oft the City of Santa Fe code of Ordinances, Chapter 6 - Health and Sanitation, Section 1-0 Park Regulations that she provided and  Sanitation, Section 1-0-Park Regulations review for discussion at the next Regular Meeting. VII. Request for Future Agenda Items IX. Scheduling future meetings  There were no items requested to be added toi the agenda for the next meeting. The next Regular Meeting is scheduled for Monday, October 21, 2024, at 5:30p.m.  Motion to adjourn by Associate Chairperson Murello, seconded by Board Member Campbell. The motion passed  and the meeting adjourned at 6:35 p.m.  Abceaitig Rebeccal Martinez, Chairperson  ATTEST:  EMAqhLe Georgia Argentine, Community Services Director