Res. No. 018-09-12827RESOLUTION NO. 18 -09 -12827
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING
THE CITY MANAGER TO REIMBURSE BARBARA ACKER
FOR HER SERVICES TO THE CITY OF SOUTH MIAMI
DURING JULY IsT THROUGH DECEMBER 15TH 2008 IN THE
PLANNING AND COORDINATING OF THE 2008 SANTA'S
PARADE OF ELVES IN THE AMOUNT OF $6,000.00;
FUNDED $4,000.00 FROM 07/08 FISCAL YEAR ACCOUNT
NUMBER 001- 2100 -519 -9910 AND $2,000.00 TO BE
CHARGED TO THE CURRENT YEAR ACCOUNT NUMBER
001- 2100 -519 -9910, NON - DEPARTMENTAL SPECIAL
EVENTS; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of South Miami annually hosts the Santa's
Parade of the Elves; and
WHEREAS, Ms. Barbara Acker planned and coordinated the 2008 event for the
City.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA;
Section 1. The Mayor and City Commission hereby authorizes the City
Manager to reimburse Ms. Barbara Acker for her services to the City of South Miami,
during July I" through December 15th 2008, in the planning and coordinating of the 2008
Santa's Parade of Elves the amount of $6,000.00; funded $4,000.00 from 07/08 Fiscal
Year account number 001 - 2100 -519 -9910, leaving a remaining balance of $0 and
$2,000.00 to be charged to the current year account number 001 - 2100 -519 -9910, Non -
Departmental Special Events, leaving a remaining balance of $12,103.94.
Section 2. The attached exhibit is incorporated by reference into this
resolution.
PASSED AND ADOPTED this 14 day of 2009.
ATTEST: APPROVED:
Y MAYOR
Commission Vote:
3-2
Mayor Feliu:
Yea
Vice Mayor Beasley:
Nay
Commissioner Newman:
Nay
Commissioner Palmer:
Yea
Commissioner Beckman:
Yea
south Miami
All- AMMUCHY
CITY OF SOUTH MIAMI 11111.1
OFFICE OF THE CITY MANAGER 2001
INTER - OFFICE MEMORANDUM
To: The Honorable Mayor, Vice Mayor and Members of the City Commission
Via: W. Ajibola Balogun, City Manager
From: Matilde G. Menendez, Finance Director
Date: February 3, 2009 Agenda Item:
Subject: PARADE OF THE ELVES
Request: A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING
THE CITY MANAGER TO REIMBURSE BARBARA ACKER
FOR HER SERVICES TO THE CITY OF SOUTH MIAMI
DURING JULY IT THROUGH DECEMBER 15TH 2008 IN THE
PLANNING AND COORDINATING OF THE 2008 SANTA'S
PARADE OF ELVES IN THE AMOUNT OF $6,000.00;
FUNDED $4,000.00 FROM 07/08 FISCAL YEAR ACCOUNT
NUMBER 001- 2100 -519 -9910 AND $2,000.00 TO BE
CHARGED TO THE CURRENT YEAR ACCOUNT NUMBER
001 - 2100 -519 -9910, NON - DEPARTMENTAL SPECIAL
EVENTS; AND PROVIDING AN EFFECTIVE DATE.
Request: Authorizing the City Manager to reimburse Ms. Barbara Acker for her
services to the City of South Miami, during July 1st through December 15th
2008, in the planning and coordinating of the 2008 Santa's Parade of
Elves. The total amounts of Ms. Acker's invoices are $6,000.00. Funding
as follows, $4,000.00 from fiscal year 2007/08 account number 001 -2100-
519 -9910 leaving a remaining balance of $0; and we propose that the
remaining $2,000.00 be charged to the current year account number 001-
2100 -519 -9910, Non - Departmental Special Events, leaving a remaining
balance in the account of $12,103.94.
Reason: The City' annually hosts the Parade of Elves and Ms. Acker planned and
coordinated the 2008 event.
Amount: $6,000.00
Backup Documentation:
• Barbara Acker's invoice for services rendered during July lst
through September 3001 2008.
• Barbara Acker's invoice for services rendered during October 1st
through December 15th 2008.
riki
Additions shown by underlininu and deletions shown by o..>rst. = =� = =s•
Barbara Acker
7222 SW 68' Court
South Miami, Fl. 33143
Bill to:
City of South Miami
6130 Sunset Drive
South Miami, FI.33143
For Services rendered for the "Santa's Parade of the Elves" on December 7th, 2008
For Services from October 13% 2008 through December 1501, 2008
Order Elf ribbons
Santa costume cleaned and delivered to First National Bank of South Miami
Elf costume cleaned and pressed, delivered to Lead Elf
Get parade marshal
Meeting for parade staging area
Press releases
Newsletters
Advertisements
E -mail participants
Record all reply cards for the parade line up
Order walkie-talkies
Line up staging help and marshals
Line up Lead Elf and Santa for float
Prepare line -up
Print and laminate 20 parade line -up sheets
Print 200 line -up sheets
Prepare invoices for vans, buses and bands
Car signs made and laminated for mayor, commissioners, state reps and marshal
Street Numbers 1 -5 for road
Signs made for the day of the parade for the staging area
Set up photographer
Sign up staging help
Return walkie- talkies after parade
Letters after the parade
Certificates mailed out
Photos mailed to participants
Store banner and road numbers for the following year
Pick up Santa costume from bank
Pick up elf costume from lead elf
Have Santa and Elf costumes cleaned and stored for the following year
Have large vinyl banners made for parade entrance and drop -off point
Request two cushman carts for the day of the parade
Due: $2,000.00
Barbara Acker
7222 SW 68th Court
South Miami, Fl. 33143
Bill to:
City of South Miami
6130 Sunset Drive
South Miami, Fl. 33143
For Services rendered for the "Santa's Parade of the Elves" on December 7th, 2008
For services from July 1, 2008 through September 30th, 2008
Print 400 participant letters
Print 400 reply cards
Print 400 float guidelines
Print 1000 maps
Print 150 posters
Print 50,000 flyers
Stuff and mail out 400 packets
Distribute posters to merchants, Rotary, schools
Deliver 12,000 flyers to First National Bank of South Miami
Deliver 2,000 flyers to Chamber South
Letter to DOT for road closing
Labels updated and printed for 400 participants
Address 400 envelopes
Send letters to bands
Change date on banner
Have banner put up before Art Show
Hand out flyers at Safe Street
Deliver 30,000 flyers to 50 daycare and elementary schools
Due: $49000.00
SEP 0 5 2008