5To:
From:
Date:
Subject:
Background:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven J. Alexander, City Manager
February 4,2014 Agenda Item No.:
South Miami
.,;ttxt
;"Oili
2001
A Resolution of the City of South Miami City Commission, authorizing the City
Manager to permit South Miami Citizens for Good Government a non-profit
organization, to hold a Community Gathering on Saturday, February 8, 2014,
on City property near City Hall.
A Special Event Application for South Miami Citizens for Good Government, a 501 {c}
{4} organization, was submitted to hold a Community Gathering on Saturday,
February 8, 2014, from 12:00 p.m. -4:00 p.m. at the metered parking area next to
the South Miami Library. South Miami Citizens for Good Government will be
providing live entertainment and prepared food for all those who participate.
The applicant paid $60 for an application fee and $600 for a deposit {$100
Administrative fee and $500 deposit}; totaling $660.
In addition, the applicant will pay for the following services: Two {2} Police Officers
$480 {$40 per hour @ 6 hours each X 2L and $275 for meters {11 meters @ $25.00
each}. These services will be paid prior to the event.
Recommendation:
Traffic in the area of the metered parking lot, situated near the library, in
combination with this intended event, may create a "bottleneck" as early voting
participants and library customers would share the same parking facilities. The
parking lot area located on the west side of the Sylva Martin Building, adjacent to
SW 61 Court, may be a preferable area in which to hold this event.
City Expense: $lA15 [Should the venue be moved to the west side of the parking lot, then the
cost to the applicant would be reduced by $275.00; for a total of $1,140 for City
services and fees].
Account: Not Applicable
Attachments:
• Proposed Resolution
• Special Events Application
1 RESOLUTION NO. ______ _
2
3 A Resolution of the City of South Miami City Commission, authorizing the City Manager to
4 permit South Miami Citizens for Good Government a non-profit organization, to hold a
5 Community Gathering on Saturday, February 8, 2014, on City property near City Hall.
6
7 WHEREAS, South Miami Citizens for Good Government a 501{c)(4) organization,
8 submitted a special events application to hold an event on February 8, 2014; and,
9
10 WHEREAS, the applicant is asking permission to hold this event in the parking lot area
11 next to the South Miami City Hall from 12:00 p.m. -4:00 p.m. on Saturday, February 8, 2014;
12 and,
13
14 WHEREAS, the applicant will be providing prepared food, and live entertainment for the
15 pubic; and,
16
17 WHEREAS, the applicant paid $60 for an application fee and $600 for a deposit ($100
18 Administrative fee and $500 deposit); totaling $660; and,
19
20 WHEREAS, the applicant will pay for Police services in the amount of $480 ($40 per hour
21 @ 6 hours each X 2), and if applicable based on the specific location, the metered parking fee of
22 $275 (11 parking meters @ $25 each); and,
23
24 WHEREAS, set up time would be from 11:00 a.m. to 12:00 p.m. and clean up would be
25 from 4:00 p.m. to 5:00 p.m.; and,
26
27 WHEREAS, the City Commission may specify that this event could be permitted in the
28 parking lot area located on the west side of the Sylva Martin Building, adjacent to SW 61 Court or
29 in the metered parking lot area next to the South Miami Library.
30
31 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY
32 OF SOUTH MIAMI, FLORIDA:
33
34 Section 1. The Mayor and City Commission authorize the City Manager to approve the
35 Community Gathering event for Saturday, February 8, 2014, from 12:00 p.m. -4:00 p.m. in a
36 location specifically determined by the Commission in the parking lot located near the City Hall.
37
38 Section 2. The applicant will pay up to an additional total of $755 for City services and
39 fees prior to the event for a total of $1,415, provided the site approved is in the location of the
40 metered parking lot area next to the South Miami Library.
41
42 Section 3. If any section clause, sentence, or phrase of this resolution is for any reason
43 held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect
44 the validity of the remaining portions of this resolution.
45
46
Page 1 of2
47 Section 4. This resolution shall become effective immediately upon adoption by vote of
48 the City Commission.
49
50
51
52
53
54
PASSED AND ADOPTED this __ day of _____ , 2014.
55
56
57
58
59
60
61
62
63
64
65
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
EXECUTION THEREOF
CITY ATTORNEY
Page 2 of2
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Liebman:
Commissioner Newman:
Commissioner Harris:
Commissioner Welsh:
i
January 23, 2014
Mr. Stephen J. Alexander
Manager
City of South Miami
6130 Sunset Drive
South Miami, FL 33143
Re: Community Gathering Special Event Application
Dear Steven,
Attached is the South Miami Citizens for Good Government, Inc., application to host a community
gathering on the City Hall Campus on Saturday, February 8, 2014. I understand that a request to use
city property requires a resolution by the City Commission, to wit, I request that our application be
placed on the next regularly scheduled commission meeting of Tuesday, February 4.
We are utilizing the parking area directly adjacent to the Public Library to host a "Block Party" on
Saturday (February 8) from 12n to 4p with a BBQ, live entertainment, bounce house, et al.
South Miami Citizens for Good Government, Inc., is a 501(c)(4), and as such, by virtue of our designation,
does not endorse any particular candidate(s) in the municipal election.
Joh~ Edward Smith
Chrni';'-)
SOUTH IVlIl\MI CITIZI:[\IS FOR. GOOD GOVER.NMENT,INC.
Postal Box 431597 I South M
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 th'e 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 ofthe event with all required documents.
. .,.") •. ",
. EVENt.bAY(S): ",~A n)JL15.A:Vt
• ,< " .• ' " ; ," •. ., ... <> "" 'f"."
ACTUAL EVE~T:~6u'B~:" (2. N' . ,., :a.fllJP''1J~:U!'ltlL/·tf· :: '} !':'" ' a.mJ~
(Please note: ei/ent may not begiilearlier then' 8 a~m. breniJ leiter th~n 11 jw1.' in residential areas, or midnight in commercial areas)
Name: Name: ~~--------------------~--------
Title: 'Title:-
Cell/Phone:' ~ tbo ~'.~ '/C1 0.. -n?D Z ..
Email: J'E:z_~~t\AI@'~T,N~'-· . Ernail:.--,--,--~ ____ =--_______ __
1-16
APPLICA'lIUN LI--i.bCKLIST
Th.is list is to ensure that all necessary documents are included and that all required procedures were followed. The
Special Event Committee will check your application against this simpler checklist use this checklist to ensure all
information was submitted as required.
0?5 APPLICATION:, Completed Special Events Permit Application, with
required attachments, at least 21 days prior to the
proposed event
c;;f FEE:
0"'SIGNA TURE:
GCITY .
MANAGER'S
LETTER:
',:. ';; ."', . .1,
GO OTHI;R
PERMIT:
o INSURANCE:
A $60 Application Payment must accompany your
application upon submission in cash, check or money
order.
Application must be signed and notarized upon
submission.
Briefly. discuss your Organization/Business, the
. pulpos'e:ofyour event, the benefits, if any, that the
eventwil,l have on the City and any adpi.tional .
.iofQrmatbn .9~eri1ed pert!pent.to thi~~prmcafi;6n ..
Cor.npl~te any· .. applicable permit application deemed.
necessary for your event, such as:
. >. . ", ; (Check all that applies)
:·D'HUblio'Hight~,of-:Way; ... i ~"[J,,.Pole.>Bannj3r ,," ,',_ ~ ~ ;>, -, ~,:~",:; ,:'.,~.~ .. ~, ~,~', ," .-.... ~~;~\/~~: "; '> ·:~?\~~/t·:·;~~>lZ· :.: ~~~\'tt·tk~~ .' .... ';:' ·.(.:it~~~~}~f~~··f"~! "'~~~ . .'~':.> .:.;,.:~:;; I.. '.": ' .. ' ~ ~
[2J O,ff-Quty Police Officer 0 8anner(s) Overstreet
~ Parking Meter Rental 0 Clean-Up Deposit
Prior to the .event, the event producer'is required to
submit a Certificate of Insurance naming the event
and also' shall name City of South Miami as an
'. acJditional insur~cJ, in the amo4ntof$tOQO,OOO .. 4:.: .::; " . . ".; ;'~Vi" ~ •. ': .' ,~~:jL;",~,·),.:!i\J'·";i/;;;~t···· :;::.; ",i': ;:VI·(·\e~l,\.,>:;j·i:>:
~ ~ITEA site plan must be submitted with your application
PLAN/SKETCH: which shows intersecting street(s), location of all on-
0' COPY:
site buildings, parking areas, routes, barricades, etc.
It is strongly recommended that you make a copy of
your application for your own record.
VII
APPLIC.c1NT/SPONSOR INFO.L~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: ?~Un~LU\.A\U\ c\ \1'')...€1''-.\~ fC::,Q.. c;.O~J:> ~oJ~ tvtel4'r \~G.
ADDRESS OF ORGANIZATION: 1'0 ~\ -6w (ptf COLH2.,r
M I .AM\ Ft-~ Q 'p ... (. 3
OFFICE TELEPHONE: 305. w.q€> .£10\ 1
PRESIDENT: Jo,.,ijJ 8'pw/~rz,'D ~l rn4-
ADDRESS: 15~, -6 w & 4-ca::vQ..r
-?oUll+~\\AM\. h-q, ~IY:-?
PRES. PHONE: ~ot;. &&0, 'J-0-'?9>
SEC. PHONE: 30~ 4 £:oiP1 . '7Q ~'2
FAX: -------------------------
SECRETARY: AN 1'--1 ~ "'U. ~~
6" 08l)/;j¥-( lof.Ly-~
~e.?u'f¥\ AA l.A.A,t I' ?, ~ 1,\ 3
If the organization is a tenant and/or renter of the event location, please have the property owner complete the following:
D Applicant/Organization owns the event location
~giVe permission for the Applicant/Organization to use my property.
Comments:
Property Owner's Address:
Property Owner's Signature: Date: __________________ _
~ Notary
Signature:
2-16
EVENT FEE QUESTIONNAIRE
POLICE DEPARTMENT
1.
2.
3.
NO
D
D
~,~ ... -"" Iii lI..-(/'::
Will your event obstruct the normal flow of traffic? ,-\ .... ~~~-I
Do you expect the total attendance for your event to be over 150 people
at anyone given time?
D Will you be requesting the use of Extra-Duty Police Officers? If yes,
how many -l-(Please note: if you answered NO, to this question off-duty
officers can still be assigned to your event at a cost to you if deemed necessary)
If NO, please describe why the event will not have a significant impact on the
surrounding public streets and/or property area.
Off-Duty Officer Applicant pg. 11 ISee Special Event Fee Schedule for cost detail
PUBLIC WORKS
YES NO
4. g D Will your event interfere with any public right-of-way, such as roads,
sidewalks, alley, etc.?
5. CiZI f-D Will your event require any full and/or partial road closures? If yes,
please complete the Right-of-Way Application.
(Please note: any right-of-way closures will require at least one off-duty officer
and public works employee.) ~ ~CLE:hi7 ""1C:> yfoSL(Gl Ndj LO'l
6. D [;2(. Will your event require the use of barricades? If yes: how many
____ ; what type _________ _
(Please note: all pubic right-of-way closures must have approved barricades)
7. D g iWould you like the City to provide you with barricades for you event, at a
cost? If yes: how many . ..,f'IO Rt,;v,..zy..../
8. 0 o Will you be applying for a Pole Banner?
Please describe your plans for the cleanup and removal of recyclable goods, waste
and garbage during and after your event.
Public Right-Of-Way Applicant pg.12 IPoie Banner Applicant pg.15
See Special Event Fee Schedule for cost detail
3-16
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:
l. Event Site (label streets, building, etc.) 3. Canopies, tents, stages 5. FencinglBarricades x-x-x
2. Routes (races, parades, etc.) -+ -+ -+ 4. Restroom facilities R 6. Off duty police officers P .-
7. First aid facilities +
8. Parking Area PA
~ VN ~t:::"'-'7 t;::;-
(~ nENb \
1 ~-
'" ~ ~ ..........
j B8~ ~ ~ TA-Btt--z; .~ "-
~ ~ ~
'-
\) --~
'1~~
5-16
PLANNING AND ZONING
YES NO
9. [JI D Are you confident that your event is in the City of South Miami limits?
(Please note: that it is the sole responsibility of the applicant to ascertain the
location is within the city's limit. You may call the Planning & Zoning department
at (305) 663·6326 if you have any question(s).)
10. D L£" 'Nil! you be hanging any banners over public streets? If yes, please
complete the Hanging Banner Application.
D
(Please note: that all requests for banner over public streets must be reviewed
and approvf by the ~ity Commission, which meett only twice a month.)
0' Have you ",otified t e event location neighbo s about your event? N fA-, .
~ Hanging Banner over Street , Plica1t;. .14 /See Special Event Fee
PARKINj DIVISION
~ .
~ YES NO
1~. [Q( D
r""F'0~* , C ••
Will you ~ rentin~ any City parking meters?flf yes, how many _l_\ __
(Please nqle: that if tou are closing or interfering with any right·of·way that
includes p~lrking mllers you are required to pay t~e meter fee as welL) ti
1j.
141
~. 0 Do you 'ave eno1lgh on-site parking to acco~modate your event? . ,
D B Will youB event in olve the use of a shuttle a~d/or alternate parking
't ? ~j)s; ? Sl es.:· if' i;
Parking Meter Rental Applicant pg.13 /See Special Event Fee Sche¢lule for cost detail
~ I I ;' r; t,~
f ~ :r~ " CODE E~FORCEMENT
15.
1t3.
1"1.
YES
cst
~
D
NO ;; i~': ,;
D Will you ~e havinJiany music and/or loud so~nds during your event?
'" r· ". 0'" Will your ~vent b~starting before 8 a.m.? OfU€7 ~:>" ONt..A..f..)
[;:( Will your8~vent e.1~.·.. after 11 p.m. on a week~.~.~y and/or 12 a.m.
weekend~ .~ . .' ~1
-,
PARKS AND RECREATION L". YES NO
18. D [9"'" Will this event take place in any of the South Miami City parks?
(Please note: A rental fee will be applicable if a City Park is being utilized.
Reservations are made through the Parks & Recreation Department (305) 668·
7232).
19. D.~ Will this event require the use of any Parks equipment or staff?
4-16
INDl ANIFICATION AGR::MENT
THIS AGREEMENT ("Agreement") is entered into by and between ~"O'-tA\ lAM, Cl 'tt ~ fV>-st ~ 6ov'l H\,\(
("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)
CO M I\AV tJ \ ~ 0\ ~-h:<l. f~~g? at c.. (!Yl tQP -6es>uf\4 M I Av3A \ (location) on
c-( 'tV) f.+kvc <.'ltYv\ P0'7
(date(s)) ~ fb ~ . ("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 ofthe 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 it minimum of 15% for administrative fee and any additional incidental fees. .
8. 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 EventlMarketing 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
signatory(ies) on the date set forth below and notarized.
P
~~bed d .sworn before m.}, this
. day oL..Y:n~<, ...1{) I =1-' a
Notary Public in and fufi M laJ()t-b)C\~:
Cou nt , e of _t=-..... I.>J-b v"-'I_\i ..... Cc--.o:....--__ _
TARY PUBLIC)
8-16
APPLICANT'S TITLE
Ol. --z,g I I Lf
DATE:
DATE:
~{TY OF SOUTH MIAMI POLICE DEPA_.~MENT
6130 Sunset Drive, South Miami, F133143 (305) 663-6301
Extra-Duty Police Officers
Application
South Miaul.l
Flo .. 1 d a
2.001
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.
~ 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 & $50 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 officer(s) 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.
APPLICANT INFORMATION
PliJ!i£ .j£~ .. ££22 ":£3&1.3.1&,£ L~.n;d1.; .~i2bul£l£ JULJe. LcdL£ ~t_£g&t&iiiL JEhlE 1!. ,,122 _ Kj .iL£2L£&J 1 it 3& .. ~ ,Sl.UEk_J; 12 . ,JincwrL ._.iLl 11 L .,..2.-1. ~ L .. 2£k£ ad.
~ M\AY\i\, ~ ,11.-otJ<;'? 'hJrL '1~'1IJLJr
Business/Organization Name Applicant Name
~nA (..\.;\ \ANlI
Business/Organization Address City State Zip Code
.tsoC ,0,0 .,·~O~ ~ .. :r~_ ~, ®A-rI. ~cr
Phone Number Fax kiUmber E-Mail
EVENT INFORMATION
b£2L £.IkL-.Ll Z E. L 'lil.L ........ 1 ... 21L .t... &£££]; Lit
On-Site Contact Person
CDMM.0 U I Y\ Qj\1~'~ I~
Name of Event
-50 r. "'lct 0 . -rSO"3
Cellular Number
Ct!1 ,~ ~J.pp~
Event Location
3d iL .. J . .HUs. E:£3.k_Sd
Anticipated Attendance
costs and fees associated with this request form prior to the service date(s):
-----f"-d-.,.----:---::-:-----I--=--'---. V ( . 2-7:> . J t .
Signature Date
FOR OFFICE USES ONLY:
NO. Office: ~
D APPROVED AS PRESENTED
:x: NO. Radio: 0
DDENIED
::x:.
D APPROVED WITH CONDITION
NO. Hours o A"s·.
COMMENT: ______________________________________________________________ -r~~~~~~
POLICE DEPARTMENT Estimated I I J (JO DO
SIGNATURE DATE Total Cost ... $ __ ...,_b __ t_~_._.
11-16
CITY OF SOUTH MIAMI
FINANCE DEPARTMENT
""",
.. ,; ,.:"";",, ..
.......... ~. :: .....
Meter/ Space Rental Application
Company Address: 1 S; 01 ~ W ~ L..a>Uj"2.%
Contact Name: --:::(c.{~qebW~b ~1\\4
-::S00'f\4 lAA~.Nu I h.... -3~/~3
Tel: -::3.o£" /:t9b' ~ O~ ,t10 '1 '303
Meter Location Address: _->h=-o.I_:2-'-""O""--_.?..""'-2-=u-'-N_6_E:_T_---"D=-.:e.-'----___________ _
Days of Operation: F£f6Rup>...¥-,/ °/1-0 \4-Meter #s: __________ _
Fees: $25 per meter/ per day
Amount of Meters: _-,-\-=\:-_X Day(s): _-'\~ __ = Total Due: ~ ~ 7 S. 00
IMPORTANT-IF THERE IS A CHANGE IN ANY OF THE ABOVE INFORMATION, IT IS THE
RESPONSIBILITY OF THE APPLICANT TO INFORM THE FINANCE DEPARMENT OF ALL
CHANGES.
Signature: --------------
Approved: ____________ _
Disapproved: _________ _
c: Finap.ce Department
Code Enforcement