Meeting Type: BCC Work Session
Meeting Date: 5/14/2019
Item Status: New
From: Commissioner James E. Ball, District 1; Wayne Dyess, County Administrator
Submitted by: Anu Gary, Administration/Records Manager,
Michelle Howard, Administrative Specialist
______________________________________________________________________
ITEM TITLE
Title
Request from North Baldwin Chamber of Commerce - Annual Delta Dash 5K Obstacle Course Race and Christmas Fest Events
Body
STAFF RECOMMENDATION
Recommendation
Take the following actions related to the Annual Delta Dash and Christmas Fest Events held by the North Baldwin Chamber of Commerce:
8th Annual Delta Dash - September 28, 2019
1) Waive Baldwin County Policy 2.23 - Reservation of Live Oak Landing and Bicentennial Park Facilities, and allow the North Baldwin Chamber of Commerce to use the Live Oak Landing park, including the pavilion and trails at no cost on Friday, September 27, 2019 (set-up day) and Saturday, September 28, 2019 (event day), to hold the 8th Annual Delta Dash Event; and
2) Allow the North Baldwin Chamber access to the trails to begin set-up of course no later than one week prior to event, on Saturday, September 21, 2019, one-week post event for full removal and clean-up of course no later than Saturday, October 5, 2019.
3) Authorize the Baldwin County Emergency Management Agency (EMA) to provide support for the event on the day of the event.
Annual Christmas Fest - December 14, 2019
1) Authorize the North Baldwin Chamber of Commerce to use the Bay Minette Courthouse grounds to host the Annual Christmas Fest on the Courthouse Square on Saturday, December 14, 2019 (with set-up for the event beginning at 5:00 p.m. on Friday, December 13, 2019); and
2) Authorize County employees to assist the North Baldwin Chamber of Commerce prior to the event in establishing sources of power/water, mapping the event and to assist in general with any questions or issues that may arise prior to or during the event related to county property.
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: During the May 14, 2019, Ashley Jones Davis, Executive Director of North Baldwin Chamber of Commerce, presented a request to the Commission to move the annual Delta Dash 5K Obstacle Course Race event to Live Oak Landing and a request related to moving the annual Christmas Fest back to the Bay Minette Courthouse Square.
The 8th Annual Delta Dash is set for September 28, 2019. Historically, the 5K obstacle course race event has taken place at Lower Bryant Landing in Stockton. Due to some changes with volunteers and the course, the Chamber of Commerce is requesting to move the event to Live Oak Landing and use the facilities including the trails, parking and pavilion for the day, at no cost. This event draws over 500 runners, nearly 200 volunteers plus spectators. Delta Dash proceeds benefit the North Baldwin Young Professionals Scholarship Fund and the North Baldwin Chamber of Commerce.
The Baldwin County Commission will be listed as a rider on the insurance policies for this event. The North Baldwin Chamber carries event specific liability insurance for Delta Dash, individual participant policies in case of injury and liquor liability insurance. The North Baldwin Chamber holds a special event ABC license for Delta Dash each year. The North Baldwin Chamber will work in partnership with the Baldwin County EMA, Stockton Volunteer Fire Department, Bay Minette Fire Department, North Baldwin Search and Rescue, North Baldwin EMS and Medstar for the event to ensure the safety of all participants, volunteers and spectators.
The 37th Annual North Baldwin County Christmas Fest is scheduled for December 14, 2019. The Christmas Fest has been held in Bay Minette for several years and was moved from the Courthouse Square to the surrounding Bay Minette downtown streets several years ago. At this time, the Chamber of Commerce is requesting to move the event back to its original location at the Bay Minette Courthouse Square (County property) and the streets around the Courthouse.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration
Action required (list contact persons/addresses if documents are to be mailed or emailed): Notify Ashley Jones Davis with North Baldwin Chamber of Commission action - Ashley Jones Davis ashley@northbaldwinchamber.com <mailto:ashley@northbaldwinchamber.com>
cc:
Christmas Fest info cc:d to:
Gazebo Email Group
Delta Dash info cc:d to:
Michel Dorie, Wild Native LOL mdorie@wildnative.com <mailto:mdorie@wildnative.com>
Madison Steele
Joey Nunnally
Keri Green
Gloria Bitto
Donna Bryars
Eva Cutsinger
Zach Hood, EMA
Jessie Peacock, EMA
Additional instructions/notes: N/A