4TilE en Y 01: I"Lb\S/li"T LlVIi':C
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
To: The Honorable Mayor & Members of the City Commission
FROM: Steven Alexander, City Manager
Via: Quentin Pough, Director of Parks & Recreation
DATE:
SUBJECT:
BACKGROUND:
February 17,2015 Agenda Item No.: __
A Resolution authorizing the City Manager to institute a policy for the waiver of an
amount not to exceed one half of the standard fees for the use of City Parks by
local high schools under certain conditions.
South Miami Senior High School (SMSHS), a Title 1 school, has submitted an
Athletic Field Rental Application to hold its fast-pitch softball practices and home
games at Palmer Park from January through April 2015. For the past several years,
SMSHS has held its practices and home games at Palmer Park.
The total costs for the applicant's request are $100 for security deposit and $1,650
for a field rental permit (33 days X 2 hours X $25 per hour). However, the applicant
has requested that the following fees be waived:
Field Rental Permit (33 days X 1 hour X $25 per hour) $825
If the above cost of $825 is waived, then SMSHS will pay for half of the field rental
permit in the amount of $825 and $100 for security deposit, with a combined total
of $925.
AMOUNT: Not Applicable
ACCOUNT: Not Applicable
ATTACHMENTS: Resolution
Letter from South Miami Senior High School
Athletic Field Permit Application
SMSHS Softball Schedule
1 RESOLUTION NO. ______ _
2
3 A Resolution authorizing the City Manager to institute a policy for the waiver of an amount
4 not to exceed one half of the standard fees for the use of City Parks by local high schools
5 under certain conditions.
6
7 WHEREAS, South Miami Senior High School (SMSHS) does not have sufficient field space to
8 operate both boys baseball and girls fast-pitch softball simultaneously at South Miami Senior High
9 School; and
10
11 WHEREAS, South Miami Senior High School is a Title 1 school, has submitted an Athletic
12 Field Rental Application to hold its fast-pitch softball practices and home games at Palmer Park from
13 January through April 2015; and
14
15 WHEREAS, the applicant is currently being charged a field rental permit fee in the amount of
16 $1,625 (33 days X 2 hours X $25 per hour), excluding a $100 security deposit; and
17
18 WHEREAS, the applicant has requested a waiver of $825 in field rental permit fees; and
19
20 WHEREAS, ifthe above cost of $825 is waived, then SMSHS will pay for half of the field rental
21 permit fee in the amount of$825 and $100 for security deposit, with a combined total of$925.
22
23 NOW, THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
24 OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
25
26 Section 1. The City Manager is authorized to institute a policy of waiving an amount not to
27 exceed one half of the standard fees for the use of City Parks by local high schools such as South Miami
28 Senior High School based on a demonstration of extraordinary circumstances and such circumstances
29 have been demonstrated in the recitals set forth above.
30
31 Section 2. Severability. If any section clause, sentence, or phrase of this resolution is for any
32 reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect
33 the validity of the remaining portions of this resolution.
34 Section 3. Effective Date. This resolution shall become effective immediately upon adoption by
35 vote of the City Commission.
36
37
38
39
40
41
42
43
44
45
46
47
48
49
PASSED AND ENACTED this __ day of _____ :, 2015.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
LANGUAGE, LEGALITY AND
EXECUTION THEREOF
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Harris:
Commissioner Edmond:
Commissioner Liebman:
Commissioner Welsh:
January 9, 2015
South Miami Senior High
Athletic Department
6856 S.W. 53 rd Street
Miami, FI. 33155
305-666-5871 Ext. 2239, Fax-786-268-1881
Re: Waiver of field rental fees
Dear Mr. Pough:
South Miami Senior High School is a Title 1 school, the majority of our student
population fall below the poverty level. As inflation rises, our athletic resources
continue to shrink. We do not have the same socioeconomic advantages of other area
schools. We are eager to step up the quality of our programs but our resources are
limited. Most of our players are Hispanic or African-American and their families are
financially challenged and cannot contribute to our program. 78% of our student
population is part of the free or reduced lunch program.
The Athletic Department is constantly fundraising to support our teams. Despite
fundraising efforts and stretched athletic budgets, we regularly fall short of having
enough to maintain our teams. Due to the schools size our field space is limited. We are
dependent on outside venues to facilitate our teams. Softball is one of these sports, in
the past we have called Palmer Park home for our practices and games. Our South
Miami community has graciously allowed us use of their fields. We understand the
necessity in cost to upkeep these fields and are asking for a reduction in the cost of our
field usage.
For South Miami Senior High School to use Palmer Park (without lights, not-for-profit
rate $25/hr.) for a total of 33 days x 2 hours will cost us $1,650, excluding a $100
refundable security deposit.
We are requesting to pay $100 security deposit and half of the rental fee in the amount
of $825 to reserve the field. The South Miami Athletic Department is asking for a waiver
of $825 from the City of South Miami.
We appreciate any consideration in this matter,
Thank you,
f.:ar:~
Athletic Director
"~ui-'()ridf~!JfdOfI1 ()/ :'i(;rldf}f~)
A/belto M. Carvalho
Mr. Quentin Pough
City of South Miami
5800 SW 66 th Street
Miami, FL 33143
RE: Practices and games
Dear Mr. Pough:
January 12, 2015
IVlianJi,·j)a{h~ (;ourJtV ,(;'c!Judi nf.l/(rd
Perla Tabares Hantman, Chair
Dr. Lawrence S. Feldman, Vice Chair
Dr. Dorothy 8endross-Mindingal/
Susie V. Castillo
Carlos L. Curbelo
Dr. Wi/belt "Tee" Holloway
Dr. Marlin Karp
Dr. Matta Perez
Raque! A. Rega/ado
This letter is written in response to the request to provide a Certificate of
Insurance for the use of the Palmer Park Softball Field & Brewer Tennis Court by
Miami-Dade County Public Schools on January 12, thru April 9 2015.
Please be advised that the School Board of Miami-Dade County, Florida
maintains an ongoing self-insurance program for Public Liability, Automobile
Liability and Workers' Compensation Insurance covering the School Board's
members, officers and employees.
We ask that you accept this confirmation of our self-insurance program, subject
to the limitations of Florida Statute 768.28, in lieu of submitting a certificate of
insurance.
If you have any questions, please feel free to contact me at (305) 995 7182.
(;t~~
Michael Fox
Executive Director
Risk & Benefits Management
Office of Risk and Benefits Management
School Board Administration Building' 1501 NE 2nd Avenue· Suite 335· Miami, FL 33132
305-995-7129 • 305-995-7170 (FAX) • riskmanagement.dadeschoo/s.net
City of South Miami
5800 SW 66th Street
South Miami, Fl33143
Phone: (305) 668-3876
Fax: (305)668-7388
Athletic Field and Open Space Rental Application
Name: ~~_t'l._U_/._('~ _____________ --L~_e;\._P-_~_o_ttP_/I-_z_~c;",,-~_· vAlef,c /)./I"ecio'l")
(First) (MI) (Last)
Company/Organization: s;,t.1#, f-1,'c.I'I'1/ S'Vt/o~/ /1. ~, 501C(3) Tax ID: 85, f)Q13Ben &> I C> I
Address: ~ tv ~ '3 ~ S' fr~e-;-,S";eJI:l-A ~'A""'I' F t-. "3 '3/.s-r
(Street) (City) (State) (Zip)
Resident: DYes 0 No (2 forms of ID required)
Phone: (Work) G(')s-) (i, ~ ~ --<O"C67! (Cell) 30$. W15". GzS<8'l
Email: f YA.Plcwd, € c/t:tdeS'c),~,,)s. "leI-Drivers License #: ___________ State:
Park Desired:
1. Murray Park
Insurance: Organization events taking place on City property require the event holder to carry liability
insurance for their own protection as well as insurance protection for the City. The event producer shall,
prior to the event, submit a Certificate ofInsurance showing the required insurance limits of $1,000,000
and in effect coverage; the City of South Miami must be listed as an additional insured in the amount of
1,000,000 are required prior to the event. Vendors that employ more than three employees must have
Works Compensation Insurance. No rental will be authorized without proper insurance. Certificate
of Insurance must be provided before rental is approved.
o Small Field o Large Field o Outdoor Basketball Court
2. Dante Fascell Park o Small Pavilion o Large Pavilion o Outdoor Volleyball
3. Brewer Park o Tennis Court 1 o Tennis Court 2
4. Marshall Williamson o Outdoor Tennis Court o Outdoor Basketball Court
5. South Miami Park o Field
6. Fuchs Park o Pavilion 0 Outdoor Volleyball
7. Palmer Park Field o Field 1 0 Field 2 0 Field 3 ~ield 4 0 Field 5 0 Batting Cage
3
City of South Miami
5800 SW 66th Street
South Miami, FL 33143
Phone: (305) 668-3876
Fax: (305)668-7388
Athletic Field and Open Space Rental Application
rllf CI iY or 1'1 FASi\NT LlVINC
Activity Details
Tournament D Party Other: ------Event Type:
Activity/Sport: Football / Basketball / Volleyball, etc. D Adult (18+) Youth
Estimated Attendance: Public use Security: Dyes o
Recurring? yes D No Su
Lighting: Dyes Scoreboard: Dyes Field Lining: No
Requesting Dates
If your request is reoccurring, please use dates below or attach schedule.
Date: __
J?J-pr. '2.C") ~ Start Time: PH End Time: 'I: 3 D PM :j o..Vl _ z..' 30
Date: '\ Start Time: End Time:
Date: \ Start Time: End Time:
Date: \ Start Time: End Time:
Date: \ Start Time: End Time:
Date: \ Start Time: End Time:
'\
4
City of South Miami
5800 SW 66th Street
South Miami, FL 33143
Phone: (305) 668-3876
Fax: (305)668-7388
Athletic Field and Open Space Rental Application ~~ ..
South'Miami
Fee Chart
Facility Requested
Murray Park (small Field)
Murray Park (Large Field)
Murray Park Outdoor Basketball (w lights)
Murray Park Outdoor Basketball (w/o lights)
Palmer Park Batting Cage
Pavilion
(Dante Fascell Park, Fuchs Park, Jean Willis Park &
Brewer Park)
-----~er Park (no LightS))
Palmer Park (with lights)
South Miami Park (no lights)
Sand Volleyball (Fuchs Park & Dante Fascell Park)
Tennis Court (Marshall Williamson & Brewer Park)
SECURITY DEPOSIT
Rental Fee Due: g2-~ $_-----
1 00 Security Deposit Due: $ ______ _
fill CITY OF I'LLi\S;\~T [[\!!He
Resident Non-resident Non-Profit
$36/hr $501hr $30/hr
$60/hr $75/hr $50/hr
$30/hr $40lhr $25/hr
$201hr $30 $15/hr
$25/hr $35lhr $20/hr
$35/hr $70/hr $30lhr
-
$30/hr $36/hr ( $25/hr ~
$40/hr $50lhr $35/hr
$36/hr $501hr $30/hr
$25/hr $35/hr $20
$4/hr $8/hr $3/hr
$110 $200 $100
CRettues"f.J'n~ sf "Z~ Fee-£J&t,'ve..-r ~rc' J1>1 C ri J.'j C~ P? n? ;' <; ~ /e. i>'1 )
(Security deposit checks must be picked up within 5 business days of your event or it will be shreddedfor your privacy/security.)
Total Amount Due: '12S-$_-----
5
City of South Miami
5800 SW 66th Street
South Miami, FL 33143
Phone: (305) 668-3876
Fax: (305)668-7388
Athletic Field and Open Space Rental Application
General Agreement/Release
Tlif CITY OF 1'1 fASANT IIVIHe
In consideration for the City of South Miami Parks and Recreation Department providing the requested facility.
1) Accept, assumes and voluntarily incur all risks of any injuries, damages, or harm which might arise from the use of
the requested facility due to the negligence or other fault of the APPLICANT or anyone acting through or on
behalf of the APPLICANT.
2) Agree to compensate the City of South Miami ("City") for any repair andlor replacement costs for damages to the
requested facility or equipment while in use during the above date and time.
3) Agree to indemnify, defend, save and hold CITY, its officers, affiliates, employees, successors and assigns,
harmless from any and all damages, claims, liability, losses, claims, demands, suits, fines, judgments or cost and
expenses, including reasonable attorney's fees, paralegal fees and investigative costs incidental there to and
incurred prior to, during or following any litigation, mediation, arbitration and at all appellate levels, which may be
suffered by, or accrued against, charged to or recoverable from the City of South Miami, its officers, affiliates,
employees, successors and assigns, by reason of any causes of actions or claim of any kind or nature, including
claims for injury to, or death of any person or persons and for the loss or damage to any property arising out of a
negligent error, omission, misconduct, or any gross negligence, intentional act or harmful conduct of the
APPLICANT, its contractor/subcontractor or any of their officers, directors, agents, representatives, employees, or
assigns, or anyone acting through or on behalf of any of them, which arises out of or is concerning the use of the
requested facility by me or anyone acting for or through me. I agree to pay all losses and expenses of any kind or
nature whatsoever, in connection therewith, including the expense or loss of the CITY andlor its affected officers,
affiliates, employees, successors and assigns, including their attorney's fees, in the defense of any action in law or
equity brought against them.
4) Agree and recognize that neither the CITY nor its officers, affiliates, employees, successors and assigns shall be
held liable or responsible for any claims, including the costs and expenses of defending such claims which may
result from or arise out of actions or omissions of the APPLICANT, its contractor/subcontractor, if any, or any of
their agents, representatives, employees, or assigns, or anyone acting through 01' on behalf of the them, and arising
out of 01' occurring on the CITY's property. In reviewing, approving or rejecting any submissions or acts of the
APPLICANT, CITY in no way assumes or shares responsibility 01' liability for the acts or omissions of the
APPLICANT, its contractor/subcontractor, if any, 01' any of their agents, representatives, employees, or assigns, or
anyone acting through 01' on behalf of them. The APPLICANT has the duty to provide CITY with a defense with
an attorney or law firm approved by the City of South Miami, which approval will not be unreasonably withheld.
5) Understand and agree to abide by all applicable rules and regulations as set forth herein and attached to this form. I
further understand that I may be asked to vacate the premises and may forfeit my security deposit if I fail to abide
by these rules and regulations or any other reasonable request from City of South Miami staff.
6) Understand and agree that rentals, including pavilion rentals operate between sunrise and sunset (excluding rentals
at South Miami Park, Palmer Park and the Gibson-Bethel Community Center).
7) I certify that the above information is correct and that I have read and understand the rules and regulations
governing this permit.
Applicant Signature: Ji.. ,(1, '1:k02=t Date:~d ...... I's-,-· \HI..,.l(:\'---------
Parks and Recreation Director Signature: _______________ Date: __________ _
City Manager: ________________________ Date: _________ _
6
City of South Miami
5800 SW 66 th Street
South Miami, FL 33143
Phone: (305) 668-3876
Fax: (305)668-7388
Athletic Field and Open Space Rental Application
South~Miami
THE CITY OF PLEASANT LIVING
Permit Rules and Regulations
Please initial at each rule indicating you have read and understand the expectations of the City of South Miami.
Permits may not be issued for programs:
• Requiring equipment to be set up in the park or facility.
• With a negative impact on traffic or the public's ability to enjoy the park or facility.
• Considered high risk having a negative impact on the public's health, safety, and welfare.
• Deemed inappropriate by the Parks and Recreation Director.
• With a negative impact on City property; for example, destruction of trees, turf, or other City
infrastructure.
1. ~ Facility Permit/Security Deposit
2.
3.
• Reservations may be requested up to one year in advance and are based upon availability.
• The security deposit and all associated rental fees must be paid at the time of reservation.
• The payment can be made in the form of a personal check, money order or certified check.
• Failure to adequately clean, damage to or loss of park property or violation of park rules, will result in the
loss of all or part of the deposit.
~ Insurance
• Prior to the use of the facility or field, proof of insurance may be required with the policy naming the City
of South Miami as an additional insured for the duration of the event.
• The coverage for the City shall be primary and non-contributory and written on Florida approved forms
by an insurance company licensed by the State of Florida to sell insurance.
• The company shall not be a surplus lines carrier and the insurance shall include colttract liability
coverage. _~ __ Activity
•
•
•
•
Any unusual equipment and/or activity, as may be defined by the City in its sole and absolute discretion,
must be approved by the Director of Parks and Recreation and noted on the facility reservation form.
All equipment must be delivered and removed within the rental period -no storage areas are available.
All delivery vehicles must remain in designated parking areas. Excessive amplified music or other loud
noises, as determined by the City in its sole and absolute discretion, which disturb other park patrons or
adjacent property owners are prohibited. Rides of any kind including pony rides, mechanical and
inflatable rides, petting zoos, etc. are not permitted in any City park.
Use of rentals, including paVilion rentals must be completed by sunset. Use of rentals at Palmer Park and
the Gibson-Bethel Community Center must be completed by 10:00 PM
7
City of South Miami
5800 SW 66th Street
South Miami, FL 33143
Phone: (305) 668-3876
Fax: (305)668-7388
Athletic Field and Open Space Rental Application ~
South'Miami
THE CITY OF Pl.EASANT LIVING
4. Conduct
• Permittee must take all necessary steps to control all of their guests/participants/spectators. Any person(s)
violating any of the Rules and Regulations contained herein, any City ordinances or other laws, or who
are, in the opinion of the Parks and Recreation Department, constituting a public nuisance, potential
hazard to the public or park property, or exhibiting disorderly conduct, may be expelled from the facility
by Parks and Recreation Department staff or Police Department without a refund for the remainder of the
permit period.
• All vehicles must remain in the designated parking lots.
• The consumption of alcoholic beverages and gambling of any form is prohibited in all City parks.
5. ~ Set up/Decoration
• Decorations may be attached with MASKING TAPE ONLY. The use of staples, nails, tacks, etc. is
prohibited. The rental period should include sufficient time for set-up of facility, conducting the event,
and cleanup of the facility to the satisfaction of the Parks and Recreation Department.
• All facilities/furniture/equipment must be returned to its original condition and be placed in its original
position if moved. Any cleanup performed by the City will be deducted from the deposit and/or billed to
the Permitee.
6. ~ Food Service
• Cooking of food must be done in prescribed areas only. No food or drinks will be allowed in the Gymnasium
at the Community Center. The City of South Miami, Miami-Dade County and the State of Florida may
require permits/licenses when food is to be sold. It is the responsibility of the permittee to contact these
agencies for this information and to obtain all required permits.
7. ~ Special Requirements
• Occupancy Limits -30 people per pavilion at Dante Fascell Park; 30 people at Fuchs Park and 80 people in
the Multipurpose Room.
• Additional trash receptacles, cleanup crews, portable toilets, off-duty police officers, or other special
conditions may be required depending on the facility, number of attendees, nature of event or other
miscellaneous conditions as determined by the City in its sole and absolute discretion and/or in the public
interest. The sale of merchandise of any kind is prohibited unless otherwise noted on the application form.
8. ~pets
• With the exception of service animals, animals/pets are not permitted into or upon City parks and facilities
unless otherwise required by law
9. ~ Cancellations and Refunds
Cancellations made 72 hours in advance of scheduled reservation date are eligible for a refund. No refunds
thereafter. Same day cancellations due to inclement weather, and verified by the City, the renter can choose to
obtain a full refund or reschedule for a future date within one calendar year of said date.
8
City of South Miami
5800 SW 66th Street
South Miami, FL 33143
Phone: (305) 668-3876
Fax: (305 }668-7388
Restrictions/Revocation
Athletic Field and Open Space Rental Application
n If ('I rv OF 1'1.[ ASANT I IVI NC
• The Director of Parks and Recreation reserves the right to approve or deny any application on a case-by-case
basis, including but not limited to, limited capacity of park or facility, impact on surrounding neighborhood,
or such application is not consistent with the Parks and Recreation Vision, Mission and/or Values.
• Permits are revocable, without notice at any time by the Parks and Recreation Director or their
designee for a violation of the permit conditions, any park rule, ordinance, Federal or State law or if
the Director of Parks and Recreation determines the permitted use is a threat to the health, safety, or
welfare of the pUblic.
• Should a lapse in the general liability insurance policy occur, the City reserves the right to revoke the
user's permit.
\iJ /" ~ (f) .~ l' I Applicant Signature: ~ ~ Date:.....J/'-Ic...L.I~..::...!.-1'-"'5!......· ____ _
For Office Use Only
Method of Payment:
_ Personal Check (check# ___ _
_ Money Order (MO# _________ _
_ Certified Check (check# ____ _
Application received by: ___________________ Date: ________ _
Staff Signature:, ________________________________ _
9
January 2015
Sun Mon Tue Wed Thu Fri Sat
I 2 3
--
4 5 6 7 8 9 10
I I
i
II 12 13 14 15 16 17
Park-2:30-4:30 Park-2:30-4:30 Park-2:30-4:30
18 19 20 21 22 23 24 I
Park-2:30-4:30 Park-2:30-4:30 Park-2:30-4:30
f---
25 26 27 28 29 30 31
~
MP-r.--2:3()-~'SO Park-2:30-4:30 Park-2:30-4:30
-~------.--------L---------"-----
February 2015
Sun MOil Tue Wed Thu Fri Sat
1 2 3 4 5 6 7
Park-2:30-4:30 8M vs Braddock Park-2:30-4:30
2:30-4:30
8 9 10 11 12 13 14
8M vsSunset Park-2:30-4:30 Park-Z :30-4:30 8M vs Homestead
2:304:30 2:304:30
15 16 17 18 19 20 21
Park-2:30-4:30 Park-2:30-4:30 8M vs Coral Park
2:30-4:30
-
22 23 24 25 26 27 28
Park-2:30-4:30 8M vs Ferguson Park-2:30-4:30
, Z:30-4:30
-..
March 2015
Sun Mon Tue Wed Thu Fri Sat
1 2 3 4 5 6 7
Pa."k-2 :30-4:30 Sm vs Lourdes Park-2:30-4:30 SM vs Southwest
2:30-4:30 2:30-4:30
8 9 10 11 12 13 14
Park-2:30-4:30 SM vsBeach
2:30-4:30
---
15 16 17 18 19 20 21
Park-2:30-4:30 SM vsGables Park-2:30-4:30
2:30-4:30
22 23 24 25 26 27 28
-
29 30 31
Park-2:30-4:30
Apri12015
Sun Mon Tue Wed Thu Fri Sat
1 2 3 4
5 6 7 8 9 10 11
8M vs Miami High
2:30-4:30
12 13 14 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30