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11a I T , To: The Honorable Mayor & Members of the City Commission Via: Hector Mirabile, Ph.D., City Manager From: Maria E. Stout -Tate, Director !/ Parks & Recreation Department Date: June 14, 2011 Agenda Item No.: Subject: A Resolution of the Mayor and City Commission of the City of South Miami, Florida, authorizing the City Manager to permit the Parks Foundation of Miami -Dade County to host the Taste of the Town on top of the South Miami Municipal Parking Garage by holding its' l't Annual Million Trees Miami fundraising event on July 9, 2011, to provide a venue for fundraising and using the raised funds through the Parks Foundation of Miami -Dade County, for the planting of approved trees in the City of South Miami; providing for an effective date. Background: The Parks Foundation of Miami -Dade County will host the Taste of the Town on top of the South Miami Municipal Parking Garage under the 1St Annual Million Trees fundraising event on July 9, 2011. Resolution number 27- 03- 11576, Section 21 states that all organizations sponsoring a Special Event must receive approval by resolution from the South Miami City Commission. The funs from this event will provide trees to the City of South Miami via the Parks Foundation of Miami -Dade County who is the fiscal agent for the Million Trees Miami program. As a member of the Miami -Dade Community Image Advisory Board the City of South Miami supports the efforts that provide esthetic enhancements and the `greening" of the community. The Parks Foundation of Miami -Dade County is requesting for the City of South Miami to sponsor the event, to waive the requirements of Resolution No. 27- 03- 11576, and to waive all fees for this event in the estimated amount of $986.00. The City and the Green Task Force of South Miami are working towards achieving a healthier and more sustainable urban forest in the City, and the goal is for the City and the County to partnership in planting trees in its parks and open spaces to achieve the community -wide goal of 30 percent tree canopy coverage. Through this event "Taste of the Town " will use restaurants from the City of South Miami, showcase the downtown area, while bringing residents and various visitors from surrounding areas to part-take in this special event. Expense: $986.00 ( Two police officers at $40.00 each X 4 Ins + $6.00 radio fee) ($600.00 deposit fee, $60.00 Application fee) Fund & Account: N/A Attachments: . Proposed Resolution • Special Event Application • Resolution No. 27 -03 -11576 PA 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 RESOLUTION NO. A Resolution of the Mayor and City Commission of the City of South Miami, Florida, authorizing the City Manager to permit the Parks Foundation of Miami - Dade County to host the Taste of the Town on top of the South Miami Municipal Parking Garage by holding its' 1St Annual Million Trees Miami fundraising event on July 9, 2011, to provide a venue for fundraising and using the raised funds through the Parks Foundation of Miami -Dade County, for the planting of approved trees in the City of South Miami; providing for an effective date. WHEREAS, Resolution number 27- 03- 11576, Section 2, states that all organizations sponsoring a Special Event must receive approval by resolution from the South Miami City Commission; and, WHEREAS, the Parks Foundation of Miami -Dade County will host the Taste of the Town on top of the South Miami Municipal Parking Garage under the 1St Annual Million Trees fundraising event on July 9, 2011, and WHEREAS, the funding from this event, will provide trees to the City of South Miami via the Parks Foundation of Miami -Dade County who is the fiscal agent for the Million Trees Miami program; and, WHEREAS, the City of South Miami, as a member of the Miami -Dade Community Image Advisory Board supports the efforts that provide esthetic enhancements and the `greening" of the community; and, WHEREAS, the Parks Foundation of Miami -Dade County is requesting for the City of South Miami to sponsor the event, to waive the requirements of Resolution No. 27 -03- 11576, and to waive all fees for this event; and, WHEREAS, the City of South Miami it's Green Task Force of South Miami are working towards achieving a healthier and more sustainable urban forest in the City; and, WHEREAS, the goal is for the City and the County to partnership in planting trees in its parks and open spaces to achieve the community -wide goal of 30 percent tree canopy coverage; and WHEREAS, this event "Taste of the Town" will use restaurants from the City of South Miami, and showcase the downtown area; and WHEREAS, the total approximate amount of fees waived would be $986.00. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Section 1. The Mayor and City Commission authorize the City Manager to approve the 1St Annual Million Trees Miami fundraising program coordinated through the Parks Foundation of Miami -Dade County hosting the Taste of the Town on top of the South Miami Municipal Parking Garage, in the City of South Miami, Florida, on July 9, 2011. Section 2. The City Commission approves the waiver of all fees for the above mentioned event. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this .2011. CITY CLERK COMMISSION VOTE: READ AND APPROVED AS TO FORM: CITY ATTORNEY Mayor Stoddard: Vice Mayor Newman: Commissioner Beasley: Commissioner Palmer: Commissioner Harris: SUMMARY OF EVENT This section of the permit application is intended to provide the Special Events Permit Committee with an overview of your event. Information you provide in this section is public information and may be used in developing the City of South Miami's Calendar of Special Events. Application must be submitted no less than twenty -one (21) days prior to the effective date of the event with all required documents. TYPE OF EVENT: L--]Filming Charity D Festivals E-] Celebration Promotion Other: NAME OF EVENT:GaS,t� -rte Ord LOCATION OF EVENT: S W 3 Sf (Please note. write complete mailing address, as well as name of any buildings and /or parks if applicable) Is this an annual event? [S7/No C Yes if yes, this is the annual event, previous date EVENT DATE(S): —4K" EVENT DAY(S): C �y ^c Cati ACTUAL EVENT HOURS: 1 v a.m.frm UNTIL: \ a.m p.m (Please note: event may\not begin earlierther °8 a.m. orennYlaterthen it p.m, in residentia(areas, ormidnight in commercial areas ASSEMBLY DATE(S): -]��-kSETUP /DOWN TIMES: 9 a .fp.m.A- /p.m. ANTICIPATED ATTENDANCE: 50(:) TOTAL EVENT DURATION: LA_hrs --kLmins Email: C ea ^a cs:�c �ti rce • c ©J Email: � �tr � cn/ EVENT DESCRIPTbN AND PURPbSE APPLICANTTISPONSOR INTFOPJ TION The applicant for the Special Event Permit must be the authorized representative of the organization /business conducting the special event. This person must be available to work with the City's Special Event Permit Committee throughout the permitting process. A professional event organizer, or other representative, may apply for the Special Event permit on behalf of the organization /business. NAME OF ORGANIZATION: V VS ol�- W\\Ltv'. - ADDRESS OF ORGANIZATION: N J 5� OFFICE TELEPHONE: 132j FAX: S- PRESIDENT:r SECRETARY: J — - ADDRESS: PRES. PHONE: _q- _ T� t 6YWWWAM19104 C01YtVM If the organization is a tenant and /or renter of the event location, please have the property owner complete the following: Applicant/organization owns the event location give permission for the Applicant/Organization to use my property. Comments: Property Owner's Name: Property Owner's Address: Property Owner's Signature: Notary Signature: 2 -16 Phone: Date: SITE PLAN/SKETCH -- A map of the event site is required and should indicate event layout with proposed attractions, recommended street closures, parade or run /walk routes, etc. Please draw you map on the space provided below, or attach your map to the application upon submittal. The following must be identified and labeled: 1. Event Site (label streets, building, etc.) 3. Canopies, tents, stages 5. Fencing /Barricades X -X -X 7_ First aid facilities' 3. Routes (races, parades, etc.) '1� 4 + 4. Restroom facilities R 6. Off duty police officers P S. Parking Area PA 5 -16 CITY OF SOUTH MIAMI POLICE DEPARTMENT 6130 Sunset IOrive, South Miami, FI 33143 (305) 663 -6301 All-AwDrica city Extra -Duty Police Officers Application zona A police officer for employment that is indigenous to their law enforcement authority commonly referred to as "Extra- Duty" employment. The following policies and procedures must conform in order to schedule a police officer for employment on a temporary or infrequent basis: > The South Miami Police Department shall be the final authority in determining the minimum number of officers required to police a particular event. If more than three officers are hired, a supervisor must also be hired. The City Manager Office and South Miami Police Department will determine the supervisor to officer ratio for larger events. 7 The Applicant will be required to compensate the assigned officer for a minimum of three (3) hours even if the event is of a shorter duration. Currently the rate for Extra -Duty Police Officer is $40 per hour & 850 per hour for Supervising Officer, plus a $3.00 charge for radio usage for each officer. The Applicant must compensate the officer(s) for their services at least one (1) day prior to the start of the scheduled event that the officer(s) will be assigned to. No monetary payment will be accepted. No payment by exchange of goods or services is acceptable. >> If, during a scheduled event, the Applicant determines that he /she needs to extend the time an officer(s) works at the assignment, the Applicant shall compensate officers) for a full hour worked if the Officer(s) works for more than 20 minutes and /or less 59 minutes beyond the regularly scheduled time of the event. Applicant must notify of a cancellation request of an Off -Duty Police Officer forty -eight (48) hours prior to the scheduled date of service. Failure to do so will require the Applicant to compensate the assigned officer for a minimum of three (3) hours. INFORMATION Name Applicant Name Business /Organization Address City State Zip Code Phone Number Fax Number E -Maims 0 On Site Contact Person v � o Name of Event _3"L)J__ y %- SIIQ3 Cellular Number ,3 3 aR SW q S- Event Location e,v,J tam Type of Event Cl vQ Anticipated Attendance I acknowledge and accept financial responsibilities to pay all costs and fees associated with this request form prior to the service date(s): Appli6pflt1s1 Signature Date FOR OFFICE USES ONLY: NO. Office: COMMENT: CU' POLICE DEPARTMENT SIGNATURE APPROVED AS PRESENTED i ; DENIED NO. Radio: 11-16 DATE E,I APPROVED WIT{i CONDITION NO. Hours !'i/ Estimated '7 •� jj Total Cost Odlp• INDEMNIFICATION AGREEMENT THIS AGREEMENT ( "Agreement ") is entered into by and between _A-, l =lS ( "Applicant "), and the City of South Miami ( "City ") on the date on which the last of the Parties executes this Agreement. RECITALS WHEREAS, the Applicant has submitted a Special Event Permit Application to the City for (event title) P C'Sy _ (location) on (date(s)) �� - - -. ( "Special Event "); and WHEREAS, pursuant to of the City's Code and the City's Special Event Regulations, the Applicant must execute an indemnification and hold harmless agreement protecting the City from any and all claims which may arise out of the Special Event. NOW, THEREFORE, in consideration of the matters recited above, the mutual covenants set forth herein, and other good consideration the receipt and sufficiency of which is hereby acknowledged, the Parties hereby agree as follows: 1. The above recitals are true and correct. 2. Applicant agrees to indemnify, defend and hold the City, its officers, affiliates, employees, successors and assigns, harmless from and against any and all such claims, suits, actions, damages, or causes of action arising as a result of the Special Event, or of the condition of the site on which the Special Event is held including any personal injury or loss of life, or damage to or loss of property, and from and against any costs, attorney's fees, expenses or liabilities incurred in and about the defense or settlement of any claims, and the investigation thereof. 3. Permits for Special Events must be on event site at all times. 4. No Street shall be closed without authorization from the City of South Miami Public Works Department and Police Department. 5. Traffic shall be maintained in accordance with Florida Department of Transportation (FDOT), Miami - Dade County standards and any additional requirements by the City of South Miami Public Works Department and Police Department. 6. Event areas shall be restored to equal or better condition than they were before the event started. 7. If all restoration work is not performed within 30 days of work completion, the City of South Miami Public Works Department may restore the event area and charge the applicant for the cost of restoration plus a minimum of 15% for administrative fee and any additional incidental fees. S. Applicant must pay all fees prior to the start of their event(s). 9. Applicants that receive approval for their event more than thirty (30) days in advance shall notify the City of South Miami Special Event/Marketing Coordinator at least forty -eight (48) hours prior to start of their event. 10. Any damage to private property shall be restored to its original condition or better and as accepted by the Owner. IN WITNESS WHEREOF, each of the parties hereto has caused this Agreement to be executed and sealed by its duly authorized signatorry(ies) on the date set forth below. (� PRINT NAME APPLICANT APPLICANT'S TITLE x6,40 PO, Notary Public State of Florida irene valfadares 8 -16 My Commission DD740406 Expires 0111 912 01 2 DATE MFE /\ map of the event site isrtquirodand Shot indicate event layout with proposed attractions, recommended street closures, parade or run/walk routes, etc. Please draw you map on the space provided below, or attach ),Out. inap, to the application upon submittal. The followim, must be identified and labeled: l. Event Site (label rrecu' building, mcj3. Canopies. tents, stages iFnnoiu,,/Umrc«dc*x^x^: 7.{icx aid facilities + l8ov|m(,00:s, parades, otcj4� —7� 4 4.8esnmom facilities R 6.Offdu\y police officers P &ymtiu.o Area PA j-l6 o TREES Mark Richman Properties has entered into a rental agreement with the Miami Dade County Parks Department and the Public Works Department (Community Image Office) for the use of the 51h floor of the South Miami Municipal Parking Garage on Saturday, July 91h from 5pm to 12am. The cost of the rental is $0. Mark Richman Properties hereby assumes no liability for the event and the Parks Department or Public Works Department must provide liability insurance for this rental agreement to be legally binding. In addition, the Parks Department and /or Public Works Department are responsible for cleaning the 5`h floor of the garage and other areas that become dirty as a result of the event. Cleaning will include pressure washing of the parking surface if necessary. This must all be done within 7 days of July 9t'. Mark Richman, President Date Allison Diego, Director Parks Department Date SnutO Minml CITY OF SOUTH MIAMI PLANNING & ZONING DEPARTMENT 6130 Sunset Drive, South Miami, Fl 33143 (305) 663 -6326 Fax (305) 668 -7356 nn w� �aeuv Hanging Banner Over Public Street Request Form for Special Event Application for the purpose of requesting approval to display banners over public streets promoting events as set forth in Ordinance No. 10 -07 -1911; LDC Section 20- 4.3(N). Complete this permit application form and submit the application to the Planning & Zoning Department located in the Sylva Martin Building in front of City Hall. This application must be submitted at least 30 days prior to the event date. An application fee of $300 must be paid at time of submittal. If approved by the City Commission, this fee covers installation and removal of banner. If approved, take the permit and the banner to the City's Public Works Department located at 4795 SW 75f1 Avenue Miami, FL 33155, at least one week prior to the installation date. The Public Works Department will install and remove the banner on the dates specified by the approved permit. Name of Non -for - pp, Profit Organization Organization Address Phone No. Authorized Re- presentative Name Rep. Title ,_ &gip.}- �„Q- �.,:,}�{Z Event Name: �CnS�e ice_ Event Date: -,IVM j­ Event Type: _ Approximate Installation Date Requested: thru _ i,a-- - - - - -- - - - -- Banner Location Requested: 800 Sunset Drive 80 Sunset Drive Briefly describe event for which you wish to display a banner in South Miami: T6A _ �,,JN 7S- (i,AA-Z -A- rltilMi1Ve -)Ki -- litcJ. Ci,,j CJ An\�, (-,.4^ -X' of -�.!�t�'JVAi > Applicant understands that the Banner installation is 10 -14 days before the advertised event day. Installation and removal dates are based on workload. The City is not responsible for the condition of the banner during this period. > Applicant agrees to pickup banner within seven (7) days after the event. The city may discard the banner(s) after the specified period. Banner Specifications - Xft X 3-4ft wide, 60ft of /� (half) nylon rope with hooks and the banner must vents. licant's *nature PLANNING & ZONING OFFICE LiSE ONL)': > Illustration of banner showing height, width of the banner, and lettering > Copy of liability and/or property damage insurance required > Application fee $300 (per application) City Commission Approval Resolution No. Comment: 14 -16 Date SUB? [F= REC'D BY: INITIAL. 1 Comm. Date: Stout -Tate, Maria From: Casado, Christina [CasadC @miamidade.gov] Sent: Wednesday, June 08, 2011 3:41 PM To: Stout -Tate, Maria Subject: Fw: Taste of Town Attachments: 20110608151855817.pdf 2011060815185581 7.pdf (684 KB)... Hello Maria, The insurance document is attached. This is the estimate for the insurance that the Parks Foundation is providing, The blurb you need . for the reso: The City of South Miami and the Green Task Force of South Miami are working towards acheiving a healthier and more sustainable urban forest in the city. As a long -time partner of theMiam.i. -Dade Community Image Advisory Board and as a participant in the Million Trees Miami effort, the City is planting trees in its parks and open spaces to acheive the community-wide goal of 30 percent tree canopy cover. This is the first Million Trees Miami fundraising event in the City to raise funds for planting trees throughout the City of South Miami. The City's Green Task Force is managing the tree planting efforts, selecting .locations, and appropriate tree species. Christina M. Casado Miami -Dade County M Community Manager p (305) 375 -Image - - - -- Original Message -- - -- From: Diego, Allison (MDPR) Sent: Wednesday, June 08, 2011 0:3:26 PM To: Casado, Christina Subject: FW: 'Paste of Town - - - -- Original Message---- - From: Casado, Christina Sent: Wednesday, June 08, 2011 3:07 PM To: Diego, Allison (MDPR); Gomez, Angie (MDPR) Subject.: Taste of Town Hi. Allison, Working with the City and they are preparing a resolution for the event. They need a copy of the insurance asap. Do we have it? I hope so, she says their deadline is today. She just found out about the reso. Not fun... Christina M. 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RS( MIL R.Al'k)4:IATTA(:IfADDITIONAi, SN6EIS IF'Nr.Cr_SSARY iO EfiPLAINj, jg rONg CLVA <T S1;q F, "(rU \G ". DATI% NATtlae or Lo" AMOUNT' PAID DR, OUTSTAND)NG L(A{(TS OP LtAB11:IT.Y.DESIRCp? plxm PJC6AUCI`•�'`,!'RAOE 1405T LIQUOR LIABILITY S UI,S)1(P.SI$ "(INCitia ;, AT Nn; nBSIR6U`7 AN 11 NCM1 ?.'t 4 i FS) YES Q NO [j VO Q No q DEDUCTIBLE AA)OIFN7 N, OVEST RQR ADDITIONAL. INS.URI?0(S): RPFGXE$T OF Al? NAM9 AUOfW,SS T1tlS FORM is NUT AN.It4SU((ANGE PO W C`V UR G(w : r.. C'I' OY ItiSplt•AN(:E::A1r1NANGOF 1'ffls OPLIC TION ROBS NOT XCQUIRE,TBC ARPI.KAK t OR 771E *5URERTO IRNU OR I \4UL' A14 iIPSURANf;,g POI.fCY. Awl RESOLUTION NO. 27-03-11576 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, RELATED TO SPECIAL EVENTS, SETTING FORTH A POLICY ON FUNDING SPECIAL EVENTS AND COSTS ASSOCIATED WITH SPECIAL EVENTS AND; PROVIDING AN EFFECTIVE DATE. WHEREAS, public property and public street locations within the City of South Miami are used by organizations for special events which are beneficial to the City and its residents; and WHEREAS, such special evems may require City services and resources to be expended in order to provide security, clean up, banner hanging, street blocking, covering of parking meters; and WHEREAS, the Mayor and City Commission desire set forth a policy requiring reimbursement to the City for all revenues lost or expenditures made for special events. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLOIRDA, AS FOLLOWS: Section I. All organizations sponsoring approved special events using public property or public streets within the City of South Miami must reimburse the City for all City revenue loses, and City expenditures associated with the approved special event. Section 2. All organizations sponsoring special events using public property or public streets within the City of South Miami must receive approval by resolution from the South Miami City Commission. The resolution must include the estimated reimbursement amount to be paid to the City for all City revenue loses and City expenditures associated with the approved special event. Section 3. The resolution described in Section 2 above may also specify an additional monetary contribution to be made by the organization to the City; the resolution shall specify as how the additional monetary contribution is to be used by the City. Section 4. All organizations sponsoring an approved special event which closes a public street within the City of South Miami, must provide in advance, a petition signed by a majority of businesses facing the street affected by the approved special event. Section 5. All organizations sponsoring approved special events using public property or public streets within the City of South Miami must agree in writing as to pay the actual the amount of City revenue loses and final City expenditures associated with the approved special event. 27 -03 -11576 (2) Section 6. All organizations sponsoring approved special events using public property or public streets within the City of South Miami which have been allocated monetary grants in the adopted City Budget, should pay for the required reimbursement from the designated monetary grant. Section 7. This resolution shall be effective immediately after the adoption hereof. PASSED AND ADOPTED this _ ., 18th , day of February 2003. ATTEST: C1000,ERK READ AS TO FORM: �PfTY ATTORNEY i APPROVED: "._ MAAYOR Y67R Commission Vote: 5 -0 Mayor Feliu Yea Vice Mayor Russell Yea Commission Bethel Yea Commission McCrea Yea Commissioner Wiscombe Yea