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_Add-on b)iSouth'Miami THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM TO: From: Via: Date: The Honorable Mayor &Members of the City Commission Steven Alexander,City Manager Quentin Pough,Director of Parks &Recreation February 2,2016 Agenda Item No.:_AJJ-e*fc) Subject: Background: Revenue: Fees to be Waived: Attachments: A Resolution authorizing the Rotary Foundation of South Miami,Inc.,to holdits 33rd Annual South MiamiRotaryArtFestivalon Sunset Drive from 57th Avenue to South DixieHighwayandwaiving certain special event fees and cost. South MiamiRotary,a501(c)(3),has submitted aSpecialEvent application to hold its 33rd Annual Art Festival on February 20th and 21st,2016. Theapplicanthaspaidthe City $1,260,whichincludes$60applicationfee,$100 administrative fee,$500deposit,$300 banner overpublicright-of-wayand$300 for 7 pole banners. The applicant is responsible forall services rendered by the City: Department Amount Police Department $8,100 Public Works $6,599.11 Street Closure &Mot $1,037.50 Parking Meters ($25x72 Meters X2days)$3,600 Total $19,336.61 The applicant is requesting waivers for the following fees. Department Amount Parking Meters $3,600 Street Closure &Mot $1,037.50 Total amount requested to be waived $4,637.50 If the above estimated fee cost is waived by the City Commission,South Miami Rotary will just make payments forPolice,andPublic Works,totaling $14,699.11. Resolution Special Events Application 1 RESOLUTIONNO.: 2 3 A Resolution authorizing the Rotary Foundation of South Miami,Inc.,to hold its 33rd Annual 4 South Miami Rotary Art Festivalon Sunset Drivefrom 57th Avenue to South Dixie Highway 5 and waiving certain special event feesandcost. 6 7 WHEREAS,the Rotary Foundation of South Miami,Inc.has submitted aSpecialEvent Application to 8 hold its 33rd Annual South Miami Rotary Art Festival on February 20th and 21st,2016 on Sunset Drive (72nd 9 Street)from South DixieHighway to RedRoad(57Avenue);and 10 11 WHEREAS,the applicant haspaida$500 deposit,$100 administrative fee,$60 application fee,and 12 $600 street andpole banner fee,totaling $1,260;and 13 14 WHEREAS,the Rotary Foundation of South Miamiis requesting waivers for the cost ofparking 15 meters in the amount of $3,600,street closure and MOT $1,037.50;and 16 17 WHEREAS,the applicant willpayfor the following services:Police($8,100),PublicWorks 18 ($6,599.11),totaling $14,699.11. 21 NOW,THEREFORE,BEIT RESOLVED BY THE MAYORANDCITYCOMMISSIONOFTHECITYOF 22 SOUTHMIAMI,FLORIDA: 23 24 Section 1.The City Manager is hereby authorized to permit South Miami Rotary to hold its 33rd 25 Annual South Miami Rotary Art Festival on February 20th and 21st,2016,in downtown South Miami on 26 Sunset Drive from South DixieHighway to RedRoad. 27 28 Section 2.TheCity Manager is hereby authorized towaive the parking meter feesin the amount 29 of $3,600 and street closure fee and MOT feein the amount of $1,037.50,totaling $4,637.50. 30 31 Section 3.Ifany section clause,sentence,or phrase ofthis resolution isforany reason held 32 invalidor unconstitutional bya court of competent jurisdiction,the holding shall not affect the validityof 33 the remaining portions of this resolution. 34 35 Section4.This resolution shall become effectiveimmediatelyupon adoption by vote of the City 36 Commission. §§ 40 PASSED AND ADOPTED thisdayof ,2016. 41 42 ATTEST:APPROVED: 43 44 CITYCLERK MAYOR 45 46 READ AND APPROVED AS TO FORM,COMMISSION VOTE: 47 LANGUAGE,LEGALITY AND Mayor Stoddard: 48 EXECUTION THEREOF ViceMayorHarris: 49 Commissioner Liebman 50 Commissioner Edmond: 51 CommissionerWelsh: 52 CITYATTORNEY South MIAMI ROTA RY LARTpSTWAL South Miami Rotary Art FestivalFebruary23^8t^3f2jyri PO Box 430953 South Miami,FL 33243 December 16,2015 Mr.Steve Alexander,City Manager Cityof South Miami Sunset Drive South Miami,FL 33143 Dear Mr.Alexander, With thisletter,I amdeliveringtothecitytheapplication package for the 33rd annual South MiamiRotaryArtsFestivalfor February 20&21,2016 Enclosed are checks inthe amount of$60for the Special Event Application Fee,$600 for the Security Deposit,and $300 for the installation and removal of our street banner and $300 fortheinstallationandremovalofthe7pole banners. We request thatintheResolutiondraftedfortheCommissionyou please include waivers from the following sections of Ordinance 15B ifitisstillin effect: 6.3Whichrequiresustoobtain signatures ofapproval from a majority of the business affected by the street closure. 6.4Thoseprovisions pertaining toroadclosurecostsandlost parking revenue 6.6The requirement that costs ofpoliceandany other department employment be paidpriortothepermit being issued. All ofthewaiversthatwerequestare in keeping with the long standing policy of the City ofSouth Miami which has always recognized thevaluetothe city ofthe South Miami RotaryArtFestival.Webringapproximately 25,000 visitorstothe city overa two day period,manyof whom return throughout theyeartospend money in the downtown area. Kindly note that overall net parking revenues increase in South Miami as a resultofboththeChamberand Rotary Art Festivals.The thousands ofpatrons that visit the festivals fill up the municipal parking garage and other metered locations throughout the Town Center that typically would not be filledduring the same hours of operation. Profitsfromourfestivalare used tofundannual college scholarships fora South Miami student inconjunctionwithBigBrothersBig Sisters.We have been giving scholarships to needy childreninSouth Miami foratleast20years. We would be happy to innumerate some ofourotherprojectswhichvary according to needs of the community and the worldnot the least of which was the lightingof Rotary FieldatMurrayParkin South Miami. Prior to 2011 the Cityof South Miami providedgrantstonon-profits such as RotarytohelpdefrayPoliceand Public Works expenses incurred during the festival.Thoughyounolongerdothat,wecontinuedto show theCityasa sponsor inour publicity asgratitude for thefinejob they doforusandin hopes thatyouwouldbeable once againofferusagranttohelpdefraythe costs at some time in the future..The city has always recognized the value of ourart festivalto bring many return visitorstoSouth Miami raising awareness of all that the city has tooffer. Should you have any questions,please contact me at wendvlapidus@bellsouth.net or call 305-663-7366. Very truly yours, Wendy G.Lapidus Festival Committee Chair South Miami RotaryArtFestival Rotary Foundation of South Miami SUMMARY OF EVENT This section ofthe permit application is intended toprovidethe Special Events Permit Committee withan overview ofyour event.Informationyou provide inthis section ispublicinformationandmaybe used in developing the Cityof South Miami's Calendar of Special Events.Application must be submitted no less than twenty-one (21)days priorto the effective date of the event withall required documents. EVENT INFORMATION ~7|Charity Q^FeTYPEOFEVENT:]Filming [j^Charity [j/Festivals ^Celebration •Promotion Other:_ftgX %&£QjZfcU_ NAME OF EVENT:^0\rft\fy\IftftM ftfrX F^-^OvtM^ LOCATION OF EVENT:^{J^^PK,Wt"W£#K.(/^fc^&i M (Please note:write complete mailing address,as well as name of any buildings and/or parks ifapplicable) Is this an annual event?Q No |y |Yes if yes,this is the \)")annual event,previous date \~$A$r EVENT DATE(S):^fl^-,/U)\Q/\t V)\\>EVENT DAY(S):C^k ±%\/\\t. ACTUAL EVENT HOURS:Ip A/VV\~jfefr&ffflJV UNTIL:|Q /ftA/Vy J,^WV Wm/pm, (P/ease nofe;eve/if may nor begih earlier then 8a.rnrbr end mer then i1p.m.in residential are\a^orj^'ight <|cMmefpafareas) ASSEMBLY DATE(S):^SETUP/DOWNTIMES:fo ^fl^myp.m.()/?a.m>ffix ANTICIPATED ATTENDANCE:^SjOflD TOTAL EVENT DURATION>„„hrs mins EVENT CONTACT PERSON(S) Name:\K)PfiJ"\l^n^JAi Name:^cLld^^l/^ Title:faotiv^J?CM^k^W^^e<(^o>e£W^vCell/Phone:(^Q^jgkir_rfeUg Cell/Phone:ffO^^S^-MX&Z Email:^^A^I^rCJUSg.W^MtiyEmail-|yV\\<£g;fidllAS ^pi <C^flfr EVENT DESCRIPTION AND PURPOSE 1-16 APPLICANT/SPONSOR ENEORMATION The applicant forthe Special Event Permit must bethe authorized representative ofthe organization/business conducting the special event.This person must be available toworkwiththeCity's Special EventPermit Committee throughout the permitting process.A professional event organizer,orother representative,mayapplyforthe Special Eventpermiton behalf ofthe organization/business. APPLICANT DETAILS NAME OF ORGANIZATION: ZW ADDRESS OF ORGANIZATION:fefcfeft^4^0^C?)<^>(\aaV/^W\/f L OFFICE TELEPHONE:(jD?)\,b!>'^T?lfi\o FAX:|&ft ^y J^Q. NAME OF PRINCIPAL OFFICERS AND/OR MANAGER OF ORGANIZATION PRESIDENT:fa ^£%$&0 SECRETARY:^U.^l,VVfetf ADDRESS:\\%^Q ^J gj^&D |S»\/VA\Yvv tfU "3g\rt (^"%b)3qV b<Hl EMAIL:iw^Siztfa^&i^C(m\ SEC.PHONE:^\)l^S^S [\%EMAIL:%U>fL&fyJLLjp\A&d'C0W\ PRES.PHONE: LOCATION AUTHORIZATION Ifthe organization isa tenant and/or renter of the event location,please have the property owner complete thefollowing: ~]Applicant/Organization owns the eyeflflocation t^//*> |11 give permission for the Agpflcant/Organization to use my property. Comments: Property Owner's Name:^V^QtTUA^fWfl/VVi Phone:(3^)J^3li^3g Property Owner's Address:fc^ft ^7X>Y^A~foftW. jSuvrtt.(W^wC,(^u ^1\^ Property Owner's Signature: >Notary Signature: 0*V\%W/tJ*[\Aa^JQ^Date:^kAld^ /,Z4 )-11—t ^r —*•*' mZ [/f\QJr\r^y U^w^kristenthomas i (*P&lftS Notary Public -State ol Florida ' 9 u K'J&Ms5rJ My Comm.Expire*Jul 6.2018 I /_iD j '#2S$F Commission #FF101136 , EVENT FEE QUESTIONNAIRE POLICE DEPARTMENT YES NO 1•Cy O Will your event obstruct the normal flow of traffic? 2.IZj •Do you expectthe total attendance for your eventtobe over 150 people at any one given time? 3-zP B"«Will you be requesting theuseof Extra-Duty Police Officers?If yes, feh Kt£8^W4dWhow mapy (Please note:if you answered NO,to this question off-dutyV>L /*!^^^^officers can still be assigned to your event at acost to you if deemed necessary) "I ^nUo,please describe why the event will not have a significant impact on the surrounding public streets and/orpropertyarea. Off-Duty Officer Applicant pg.11 /See Special Event Fee Schedule for cost detail PUBLIC WORKS _____ YES NO 4.\^C •Will your event interfere with any public right-of-way,such as roads, sidewalks,alley,etc.? 5-EZf •Will y°ur event require any full and/or partial road closures?If yes, please completetheRight-of-Way Application. (Please note:any right-of-way closures will require at least one off-duty officer and public worksemployee.) 6-L_J CH WilLyour event requirejhe useof barricades?If yes:howmany V^\(X X*\(Please note:all pubic right-of-way closures must have approved barricades) 7-l_d O Would you like the City to provide you with barricades for youevent,ata A cost?If yes:how m*~~ I I Will youbeapplying for aPoleBanner? Please describeyourplans for thecleanupandremovalofrecyclablegoods,waste and garbage duringandafteryour event. Public Right-Of-Way Applicant pg.12/Pole BannerApplicant pg.15 See SpecialEvent Fee Scheduleforcostdetail 3-16 PLANNING AND ZONING YES NO 9.l_f •Are you confident that your event is in the City of South Miami limits? (Please note:that itis the sole responsibility ofthe 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 questions).) 10._j •Will you be hanging any banners over public streets?If yes,please complete the Hanging BannerApplication. (Please note:that all requests for banner over public streets mustbe reviewed and approved by the City Commission,which meets only twice a month.) Haveyou notified the event location neighborsaboutyour event? f^? <nrtei overStreet Applicant pg.14/SeeSpecialEventFeeSchedule for costdetail PARKING DIVISIONYES NO/CX^u W^>&WY>v^K^IfWtWi CH\^ Ml you oe renting any City parking meters?If yes,how many ___12.[~[_j Will you "be renting any City parking meters?If yes,howmany (Please note:thatifyou are closing or interfering with any right-of-way that .includes parking meters you are required to pay the meter fee as well.)<-i * 13._f •Do you have enough on-site parking to accommodate your event?(uujTWOsj) •event involve the use of ashuttle and/or alternate parking^A^c- plicant pg.13 /See Special EventFee Schedule for cost detaio ^JParkingMeterRentalApplicantpg.13 /See Special CODE ENFORCEMENT YES NO 15._f •Will you be having any music and/or loud sounds during your event? 16.•[_f Will youreventbe starting before8a.m.? 17-i_l_r Will youreventend after^hTm.ona wej&kcray and/or12a.m. "ty*.weekend? PARKS AND RECREATION YES NO 18-CD L_J Will thiseventtake place in anyoftheSouth Miami City parks? (Please note:A rental fee will be applicable ifa City Park is being utilized. Reservationsaremade through the Parks &Recreation Department (305)668- 7232). 19.•_]Will thisevent require theuseofany Parks equipmentorstaff? 4-16 SITE PLAN/SKETCH Amapoftheeventsiteisrequiredandshouldindicateeventlayoutwithproposedattractions,recommended streetclosures,paradeor run/walk routes,etc.Pleasedrawyoumaponthespaceprovidedbelow,orattach yourmaptotheapplicationuponsubmittal.The following mustbe identified and labeled: 1.EventSite(labelstreets,building,etc.)3.Canopies,tents,stages5.Fencing/Barricades x-x-x 7,Firstaidfacilities+ 2.Routes (races,parades,etc.)"^"^-^4.Restroom facilities R6.Offduty police officers P8.Parking Area PA if •AT HfffiKfc 5-16 NOTIFICATION /PETITION Event Name:feWs /rJT^/T^^P Event Date:"^JX*_j____j__j)It We,the undersigned businesses and/or residents,have been notifiedof street closures associated with the event noted about on said date,and hereby agree or disagree to the closure(s).We are also aware thatthis response maynoteffectthisapplicationbeing approved or disapproved. Resident/Business Name &Signature: .:•.'."... Address Phone No.Check One Approved 1 1 Disapproved 1 1 h\lh Approved 1 1 Disapproved 1 1 \y/Approved 1 1 Disapproved 1 1 Approved 1 1 Disapproved 1 1 Approved 1 1 Disapproved 1 Approved 1 1 Disapproved 1 1 Approved 1 1 Disapproved 1 1 Approved 1 1 Disapproved 1 1 Approved 1 1 Disapproved 1 1 Approved I 1 Disapproved 1 1 6-16 GENERAL REQUIREMENTS Section s When marking any public street,curband/or right-of-way nopermanent marking substancemaybeused. All marking agents mustberemoved immediately afterthe completion ofthe event s Barricades shall reouire anadditionalrentalfee established bythePublicWorks Department ifaCity Sponsored Event.Ifnot sponsored bytheCity,thenyoumustrent barricades through a barricade company. V No pegs,stakes,or anchoring devices shall be driven into the concrete,asphalt,or City hardened right-of- way. V Map ofrouteorsite plan ofthescheduledevent including ail stationsand descriptions of activities. s Any temporarycoverforstationssuchasacanopyshallbe flame retardantand applicant shall provide proofof such certificate. V Review of applicant's paper work to note location,any food sales,volume of noise/music and duration, s 72hournoticegiventoall merchants whose street wouldbeclosed. 9^>Please initial Section II ^ftV ^te/X^JUb s Inthe event ofaparade,apermitfromtheSouth Miami Police Department mustbeobtained. *IfPolice service fortraffic and/or crowdcontrolisrequired,arrangements will be made through theCityof SouthMiamiPolice Department foroff-dutyPoliceofficers.ThePolice Department will determine the number ofofficersrequired.(Please be aware that costs might change onayearlybasis). ^Code Enforcement Department will check on each event to make sure that all codes and regulations are being adhered to. ^Ailparking issues will bereviewedthroughthe Planning DepartmentParkingDepartmentand/orCode Enfofceffieffi >Public liability Insurance coverage certificate naming the City of South Miami as an additional insured for the time,date,place and name of the event in the amount of $1,000*000 is required prior to the event! V Barricades:The average hourlyratefor 125 Barricadesforone(1)day usage isapproximately $80.00. Please initial Section III >Specific Requirements:All organizations sponsoring special events using public property or public streets Within the Cifr of South Miami must receive prior apfrroval byresolution from the South Miami Cite/ Commissiofi Tfie resolution must include the estimated reimbursement amount to be paid to the &ftv for all City revenue loses and City expenditures associated with the approved specialevent. Theadopted Tfesoiution mayalso specify an additional monetary contribution to be madebythe organizationtothe City;theresolutionshallspecifyhowtheadditionalmonetarycontributionisto be used bv the City. v"Amajority vote of approval (one-month in advance)bvtheCity Commission will be required forlarge events. #Deposit of Six Hundred Dollars ($600.00)todefray cost oflitter clean-up,must accompany application, plusapermitfeeof$60.00.If clean-up isnotrequired,deposit maybe refunded.Thelitter deposit may differ depending uponthe event ($100.00 will be retained bytheCity as anAdministrative processing fee deducted from the $600.00 deposit). >(Please be aware that rates shall increase on a yearly basis,due to cost of living increases). >For Grant Recipients:Payment 6f these charges couldbe deducted from the designated grant amount approved bv the City. /PublicWorks-The average hourly rates are approximate $40.00per non-supervising employee,perhour, and $45.00 for supervising employee,per hour. Please initial f^C^> 7-16 INDEMNMCATION AGREEMENT THIS AGREEMENT ("Agreement")is entered into by and between ^hflU ^QV^t&W fr-£fl (VW^•W- ("Applicant"),and the City of South Miami ("City")on the date on which the lasfcAf the Parties executes thisVgreement. RECITALS WHEREAS,theApplicanthassubmittedaSpecialEventPermitApplicationto the.Cityfor(eventtitle) <SOrNU<frVW fefrW)farfortMfrifl at %(/Wut §Pt\^,/Tfejj J2-i&|*ation)on (date(s))IT 0jj~IbD i/l\i'lt)\^.("Special Event");and WHEREAS,pursi/ant to of the City's Code and the City'sSpecialEventRegulations,theApplicantmustexecuteanindemnificationandholdharmlessagreementprotecting theCityfromanyandallclaimswhichmayariseout of theSpecialEvent. NOW,THEREFORE,in consideration of themattersrecitedabove,themutual covenants setforthherein,andothergood consideration thereceiptandsufficiencyofwhichishereby acknowledged,thePartiesherebyagreeas follows: 1.The above recitals are true and correct. 2.Applicant agrees to indemnify,defendandholdtheCity,its officers,affiliates,employees,successors and assigns, harmlessfromandagainstanyandallsuch claims,suits,actions,damages,orcausesofactionarisingasaresultof the Special Event,orofthe condition ofthesiteon which the Special Event isheld including any personal injury or lossoflife,ordamagetoorlossof property,andfromandagainstany costs,attorney'sfees,expenses or liabilities incurredinandaboutthedefenseorsettlementofanyclaims,andtheinvestigationthereof. 3.PermitsforSpecialEventsmustbeoneventsiteatalltimes. 4.NoStreetshallbeclosedwithoutauthorizationfromtheCity of SouthMiamiPublicWorksDepartmentandPolice Department. 5.TrafficshallbemaintainedinaccordancewithFloridaDepartmentofTransportation(FDOT),Miami-DadeCounty standards andany additional requirements bytheCityof South Miami Public Works Department and Police Department. 6.Event areas shall be restored to equal or better condition thantheywere before theevent started. 7.Ifall restoration workisnot performed within 30daysofwork completion,theCityofSouth Miami Public Works Department may restore theeventareaand charge the applicant forthecostof restoration plusa minimum of15%for administrative feeandany additional incidental fees. 8.Applicantmustpayallfeesprior to.the startoftheirevent(s). 9.Applicants that receive approval fortheir event more than thirty (30)days in advance shallnotifytheCityof South Miami Special Event/Marketing Coordinator atleastforty-eight (48)hours priortostartoftheir event. 10.Any damage to private property shallbe restored toits original condition or better andas accepted bythe Owner. IN WITNESS WHEREOF,eachofthe parties hereto has caused this Agreement tobe executed and sealed byits duly authorized signatory(ies)onthedatesetforthbelowand notarized. E APPLICANT IfeteafcW^ NOTARY SIGNATURE Subscribed and sworn before me,this \3\h day of ^Cu^ccy g?0)lp,a Notary\Public frr>and for m\<^r^>Tte^-g.Coynty,StateJofr1 PlcttJi.Xy \^fulf\rt Jf^Y Signature (NOTARY PUBLIC) 8-16 APPLICANT'S TITLE •fc |t» DAfjr;i KRISTIN THOMAS Notary Puttie -Stale erf FlorMa I My Comm.Eipirts Jul 6.201*| Commission#Ff 101136 lV*M-«---V-|-V* .-.-;.'-:•••. CITY OF SOUTH MIAMI POLICE DEPARTMENT 6130 Sunset Drive,South Miami,Fl 33143 (305)663-6301 'Extra-Duty Police Officers Application Sou t.ii Miami 1'"I or1 d a _BE—BJfaS— AH-flinerica GUv 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 bethe 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 usageforeach 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 offtcer(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 ofthe 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 Business/Organization Name \Applicant NaTne vj iss/Orqanization Address City State Zip CodeBusiness/Org< one Number Fax Ntimber E-Mail TJ {/UZJtPhone EVENT INFORMATION (g_U^_i3g^jflular Number ^v ,Type of EventOn-Site ContaQ Persort Celfula;Number ^v .Type of Event Name of Event O Event L\)caTioTiw vAM Anticipated Attendance Event Date(s)Event Tlmetsi Pto;3 Hours)Duration Number ofOfficer(s)Requested IB—a IMMBMWBMMMMWMWBWMWWW I acknowledge and accept financial responsibilities to pay all cost^and fees associated with this request form prior tothe service date(s): —K^fe^W^5 —d___—i i.ii.^.-i..-......j.lm..i.i..ili»rHAniimmii i ••——— FOR OFFICE USES ONLY: NO.Office: COMMENT: POLICE DEPARTMENT SIGNATURE APPROVED AS PRESENTED NO.Radio: |DENIED i I APPROVED WITH CONDITION X NO.Hours DATE Estimated Total Cost 11-16 CITY OF SOUTH MIAMI PUBLIC WORKS DEPARTMENT 4795 SW 75th Avenue,Miami,Fl 33155 (305)668-7205 Fax (305)668-7208 Application to Conduct A Special Event Function on Public Right-of-Way South Miami Florid* M||l' NOTE:ALL FIELDS SHALL BE FILLED.No action canbe taken onthis application until all questions havebeen answered.Asset forth in Ordinance No.21-09-2013;temporary full roadway and sidewalk closure (NO SINGLE LANE ROADWAY CLOSURE PERMITTED)for special events,eight (8)hours max.Schedule offeesis attached.Use blank paperifyou need additional writing space.PLEASE PRINT clearly,except for signature. Contact Information: ^GVlJjdX0Y\ Authorized Representative *«*»*** 331^3r-0-Pfly 4r"5M£3 %>fVwstrYh iness/Organization Address City Phone Number \Fax Ncrmber Zip CodeStateZipC Event Information: Event Name Project Location Event Date(s) Event Start Time Event Setup Time gSkV/.A VI ~0 bZ d &a -w,"xv^ar \^t\\ah j^w?$&ji ^a ~^>1)',., ^flJfcptyDtM Event Day(s){Type of Event Sfa&X ^^dtt V^ft ♦()/(any pm)Event End Time *JZ<*tyQ ^t"/P^Anticipated Attendance ^X.f)flflp L —j n/(aro/pm)Breakdown Time /«fl/\G]j|Aam /Pm)Total Duration (include setup)^(jc~~IL,^)/^-0 gyy^|^ JM -^IM I HEREBY REQUEST A PERMIT FOR THE FOLLOWING. Anticipated effectsonvehicularand pedestrian trafficduring ProjectMaintenanceoftrafficprovisionsarespecific(includesketchifnecessary): The following documents have been submitted with this permit application: ||Site plan /sketch of event.Clearly define boundaries and linear foot of road closures. ||Maintenance of Traffic (MOT)for vehicular and pedestrian traffic during event. 'In signing this application,I understand that separate City and/or County permits may be required for this project Furthermore,I am aware that I am responsible for ensuring that the project is completed in accordance with the plans and specifications as stipulated in the permit approval conditions.As well as acknowledge that anyright-of-way closures will require at least one off-duty officer,public works employee and barricades.' to»*t\pt&o JrMb FOR OFFICE USES ONLY Permit No: Approved/ Disapproved By Date c o o Permit Fee Comments 12-16 Alb <^v&s -jojtt \falr ..• CITY OF SOUTH MIAMI PARKING DJ 313!\Sunset Drive,South Miami,Fl 33143 (305)668^2512£a5T(305)663-6346 Patina Stalls/Meters RerrtaJs^Cpplication South Miami F 1 o r I tj a ftH-Amorics ciiy Pursuant to Section 15C-1(a)(2)(b)of the Codeof Ordinance,"Rental Feesfor Public On/Street curbside spaces(Parkingspace)are$25.00perspaceperday,seveHfckys perweekbasedon twenty-four (24)houruse". Business/Organization Name Business/Organization Addre Phone Number Name of Event: Fax Number Purpose for .Utilizing parking meters: Number of On/Street quroside spaces requested: Number of Day's curbside spaces desired: Applicant Name City State E-Mai TypeofEvent: Start Time: a.m.End p.m.Time: Zip Code a.m. p.m. .-..;ide spaces j Parking Meter r(s) (If necessary,please attach additional sheets) I hereby certifythe above informationistrue,correct and complete as ofthe date ofthis submittal.Itis understood that this applicant will be reviewed and maybe adjusted periodicallybyCityStaff;ifanyinformation should change that I shall amend or supplement this application withinfive business days of the change. Applicant's Signature Date Permit No:FOR OFFICE USES ONLY: I [denied NO.Meter Days: Comment: APPROVED AS PRESENTED •APPROVED WITH CONDITION NO.Meter:X.DailyFee: $ PARKING DIVISION SIGNATURE DATE Estimated Total Cost 14-16 CITY OF SOUTH MIAMI PLANNING &ZONING DEPARTMENT 6130 Sunset Drive,South Miami,Fl 33143(305)663-6326 Fax(305)668-7356 Hanging Banner Over Public Street Request Form for Special Event South Miami Florida wSOStSKM AN-AmartM CHv mil?ii Application for the purpose of requesting approval to display banners over public streets promoting events asset forth in Ordinance No. 10-07-1911;LDC Section 20-4.3(N).Complete this permit application form and submit the application tothe 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 75th 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. ORGANIZATION Name of Non-for- Profit Organization Organization Address Authorized Re presentative Name ^y £fl /V\ifrW\,Irw> &2ttV*£Cjha^vt-VM3UM, Q~6Hf _______/ Phone No. Rep.Title Event Name: Approximate Event Date?^Sk^fyDk.Event Jype:^aiKX ^e^k (e*f atiori Date Rec Banner Location Requested:]5800 Sunset Drive ]5880 Sunset Drive Briefly describeeventfor which youwishtodisplayabanner in South Miami: >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 ofthe 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-30ft X3-4ft wide,60ft of1A (half)nylon rope with hooks and the banner must vents. *Applicaht'sjignattire'\J Date PLANNING &ZONING OFFICE USE ONLY:SUBMITTED >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.Comm.Date: Comment: 15-16 RECD BY:INITIAL ,:'•-CITY OF SOUTH MIAMI PUBLIC WORKS DEPARTMENT 4795SW 75,h Avenue,Miami,Fl 33155(305)663-6350Fax(305)668-7208 Special Event Pole Banner Application South 3VI Ja in I Florida !tesE___d Ail-America CMy w This application must be fully completed and submitted with REQUIRED attachments such as:copy of a public liability insurance policy andcopyofthedesign with thebanner dimensions listed.The$300per10polesfeealso include the installation and removal of banners. ORGANIZATION HOLDING EVENT jsiness/Orga^iizanon Name >/Authorized Representative'Name (J M 3uliness/Organization fteiaress City /State QoS\fMJ±3344?faty W^^tlM^. hone Numfter •Fax Number E-Mail Bu Phone EVENT &BANNER INFORMATION Event Name:jg^£U Event Location: Approximate Installation Date: Banner Size/Dimension: ent Date: J Event Type: Zip Code \mX rS ^d^J^JL^iae X JfaAWb EXAMPLE Sunset Drive 62na Ave to Red Rd 57m Ave.North and South 10 BANNER LOCATIONS Street Name Cross Streets Side of Street Number of Sites (Poles) _] Total Number of Sites (Poles): FOR OFFICE USE ONLY: I |APPROVED AS PRESENTED [ Installation Date: Comment: >Applicant understands that the Banner(s)Installation Period is an estimate.Installation and removal dates are based on workload. >Applicant agrees to pickup banner(s)within seven (7)days after the event.The city may discard the banner(s)after the specified period. Applicant understands the installation locafion(s)are approximate location(s).The installation location(s)is/are based on site availability and .degree of difficulty.The City is not responsible for the condition of the banner(s)during this period. "The applicant agrees toholdthe City ofSouth Miami,freeandharmless from all liability thatmaybeadjustedagainstit andto reimburse the City forall expenses of litigation in connection with the defense ofclaimsassuch liability andclaims mayarise because of negligence intheperformanceofthe operation,service,oractforwhichthepermitwasissued." v printIname \J ^3 »w Applicant signacJre ~\~J date Resolution NO. DENIED APPROVED WITH CONDITION Permit No. Removal Date:Work Order NO. PUBLIC WORKS SIGNATURE DATE 16-16 Estimated Total Cost CITY OF SOUTH MIAMI SPECIAL EVENTS/MARKETING DIVISION 5800 SW 66 Street,South Miami,Fl 33143 (305)663-6319 Fax(305)668-7388 Special Events Clean-Up Deposit Refund Request Application South Miami Florida an-Amorico ony H| In order to receive your clean-up deposit,(oraportionthereof),youmust complete and returnthisformto the Special Events / MarketingDivision,no sooner thantwenty-four(24)hoursafteryourevent.TheDepositofSixHundredDollars($600.00)istodefray cost oflitter clean-up.If clean-up isnot required and your event occurs withoutanycity damages and/or costly issues,$500 ofyour depositmayberefundedbacktoyou.A $100.00 non-refundable administrative feewillbe deducted from the $600.00 deposit Event Name Event Location Event Date(s) Event Start Time Sffvcg.QYvfottH,fcrta^v M"Yo&XnJ} Si/Vafct (fcV\ul ftn><n\ IftW Event Da Event End Time S^t,^nv Type of Event .i5fe£rteott \A *S?nk......„l^TStf-Total Duration -rf-Sm/ irfcnovvtedge;t :*-;\i--V " did you utilize services oftheCityofSouth Miami for clean-up? were unscheduled Police Officer called outto your event? were there any damages to any city and/or private property? have youpaidallthe required fees associated toyour event? Comments,problemsand/or suggestions (ifany): If Refund Request Application is approved,would you like the payment tobe: Refund to: (Full Name &~ Mail Address): _f a _r • Mail Check **sffl&^~* frU*^Ffrn^At^vx ^lSft-(V\^nfil\lfV^OJo^\^^cA>i ,1 iMJ\^m ftK |W/m £k ^.3¥¥%Miiirn/iiiini "In signingthis application,I understand that Refunds will notbe processed untilthisform has been completed and signed offby designated City Departments.If any cost incurredis outstanding,if will be deducted from deposit and that I will be held responsible foranv overages.". F \J Applicant's Signature1 \l M *"Date FOR OFFICE USES ONLY: PoliceDepartment PublicWorksDep. Parks&Recreation CodeEnforcement Planning&Zoning Parking Division Total Amount Deposited:$ Total Amount Returned:$ FinanceDepartmentAuthorizedSignature:^ CITY MANAGER OFFICE USES ONLY: City Manager Authorized Signature: Date: Date: Date Date Date Date Date Date Approved |]Denied ||Amount Due:$_ Approved]|Denied ||Amount Due:$_ Approved ||Denied ||Amount Due:$_ _Approved]|Denied |[AmountDue:$_ ^Approved)|Denied ||Amount Due:$_ Approved ]1Denied ||Amount Due:$__ FINANCE DEPARTMENT USE ONLY:•Return Deposited •Retam Portion Q Outstanding Balance Amount of Service Rendered:$ TotalAmount Owned:$_ Date: Review &Final Approval Date: 17-16 CERTIFICATE OF LIABILITY INSURANCE 7/1/20W jffasfflp THISCERTIFICATE IS ISSUED AS AMATTEROP INFORMATION ONLYANDCONFERSNORIGHTSUPONTHECERTIFICATE HOLDER.THIS CERTIFICATEDOESNOTAFFIRMATIVELYORNEGATIVELYAMEND,EXTENDORALTERTHECOVERAGEAFFORDEDBYTHEPOLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder Is an ADDITIONAL INSURED,the pollcyfios)must be endorsed.If SUBROGATION IS WAIVED,subjectto the farms and conditions ofthe policy,certain policies may require anendorsementAstatementon this certificate doesnotconferrights tothe certificate holder In lieu ofsuch endorsements). producer LOCKTON COMPANIES rSMffiwr 500 West Monroe,Suite 3400 CHICAGO IL 60661 (312)669-6900 ^witfj MAc^USRotaiydubs&Disa^ 5 Attn:Risk Management Department 1560 Sherman Ave. Evanston,IL 60201-3698 COVERAGES ROTIN01 CERTIFICATE NUMBER: PHONE NSURERA: •USURER B: M3URERP: USURER E: Lockton Companies 1-800-921-3172 Rotary@lockton.com Jf—_____ 1-312-681-6769 INSURERS)ArrORPKfi COVERAGE NAtCf Westchester Fire Insurance Company 10.030 REVISION NUMBER; THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTH)BELOW HAVE BEEN ISSUED TOTHE INSURED NAMED ABOVE FORTHEPOUCYPERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OFANY CONTRACT OR OTHER DOCUMENT WITH RESPECTTO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OFSUCH POLICIES.LIMITS SHOWNMAYHAVEBEEN REDUCED BY PAID CLAIMS. lADDtlSUBRlUiSRTYPEOFINSURANCE COMMERCIAL GENERAL LIABILITY CLAIMS-MADE Ig OCCUR X Liquor liability Included GEN!AGGREGATE UMIT APPLIES PER: POLICY LJ ! OTHER: •PRO JECT AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS HIRED AUTOS UMBRELLA UAB EXCESS UAB LOG SCHEDULED AUTOS NON-OWNED AUTOS OCCUR CLAIMS-MADE PEP [RETENTIONS WORKERS COMPENSATION AND EMPLOYERS'LIABILITY ANY FRCPR!-OR/PARTNEREXECl—VE OFFICER/MEMBER EXCLUDED? {MandatoryIn NH) ifye«.d_ffeaund_.__ •N/A wv_POUCY NUMBER mmm^^m PMI023861355 007 7/1/2015 7/1/2016 PMT (323861355 007 7/1/2015 7/1/2016 NOT APPLICABLE NOT APPLICABLE UKJT3 I5ACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea MED EXP (Any one parson! PERSONAL &ADV INJURY GENERAL AGGREGATE PRODUCTS-COMPK3P AGG •^MDSINSLE LIMIT (Ea accident) BODILY INJURY {Perparoon) BODILY INJURY (Peraeddsnt) PROPERTY DAMAGE IPeracctdanft EACH OCCURRENCE AGGREGATE tpe~—I—rIstatute!IER EL EACH ACCIDENT EL DI8EA8E -EA EMPLOYEE EX.DISEASE-POUCY UMIT $zmsm $500.000 s xxxxxxx^ s 2,000,000 1Q.00Q.QQ0 t 4:<mnro 1-ooQ-OOQ rfVXfMMVflA sXXXXXXX SXXXXXXX SXXXXXXX SXXXXXXX *xxxmx SXXXXXXX XXXKKKX SXXXXXXX SXXXXXXX DESCRIPTION OFOPERATIONS /LOCATIONS7 VEHICLES (ACORD101.AdditionalRamarte Sctwdubl riwba attacKa*if mom abac*to f»milradl The Certificate Holder is included as Additional Insured where required bywrittenand signed contract orpermitsubjecttothe terms and conditions ofthe General Liability policy,butonlytotheextentbodily injury or property damage is caused inwholeorin part bytheactsor omissions of theinsured. CERTIFICATE HOLDER City of SouthMiami 6130 Sunset Drive I South Miami,FL 33143 Ph:305-663-6338 CANCELLATION SHOULD ANY OFTHEABOVEDESCRIBEDPOLICIESBECANCELLEDBEFORE THEEXPIRATIONDATETHEREOF,NOTICE WILL BE DELIVEREDIN ACCORDANCE WITH THE POUCY PROVISIONS. AUTHORIZED RCI>R^tAtWe^_~""T^J T^TS ©1988-2C14 ACORD COFVO^TlDN.All rights reserved. ACORD 25(2014/01)The ACORD name andlogoare registered marks of ACORD Submitted To: Name of Event: Event Date (s): THECITYOF PLEASANT LMNC Public Works Jiepmtimmt Event Cost Estimate YvetteValdes 2016 Rotary Arts &Crafts Festival Saturday,February M,WIS #gaq<fay»Eebraaiy 31,3015 Saturday,February 20,2016 Times TMrn-frMtM Hours 14 Cost $630.00 Total isor Efopfeyee#j Bfltptoyeei#2 imMk-vmrn imm-9mm ymm-9m!M Employee #4 -9: February 21,TJnies 7:QQAM-9;00FM Employe #1 #3 75 -9? 7:00AM ~9Mm& 7?-& 7^0AM-9;0OP&t Public Works Fees &Materials $(Up to W per day:) 14 14 $smoo S2£mff0 14 $mm 14 mam Hoars Cost Total 14 $63000 14 14 $560.00 $560,00 $2,870*00 14 $560.00 14 S170JQ0 Grajd Total:$6.599.11 Bate Prepared:01/13/2016 Approved bm Public Works Valdes,Yvette From:Aguiar,Jesus Sent Tuesday,January 12,20161:44 PM To:Valdes#Yvette Cc:Corbin,Larry P. Subject:RE:Special Event Cost Estimate -TeamFootWorks &Rotary Art Festival Hello Yvette: Thefollowingarethecostestimatesrequested: 1)Team FootWorks -$2,050 2)Art Festival-$8,100 £Ueutenantc^esusAguiar Administrative Bureau South Miami Police Department 6130 Sunset Drive South Miami,Florida 33143 Tel:305-663-6309 Cell:305-890-4766 iaQuiar@southmiamifl.aov From:Valdes,Yvette Sent:Tuesday,January 12,2016 12:02 PM To:JohnReese;Egues,Michelle;Aguiar,Jesus;Marenco,Carlos;Martinez,Grizel Cc:Landa,Rene;Kelly Barket Subject:SpecialEventCostEstimate-TeamFootWorks&RotaryArtFestival Good Afternoon All! I justreceivedbothof these applications today forupcoming events downtown.I need to prepare aResolutionand Memofor the February 2,2016 CommissionMeeting.Pleasereview the sections that applytoyouandprovidemewith aCostEstimatefor each event,ifpossiblebyFriday,January 15,2016. Shouldyouhaveany additional questions or concerns please letmeknow. Thankyouandhavea great day! Yvette E.Valdes Special Events Coordinator City of South Miami 5800 SW 66th St. South Miami,FL 33143 Office:(305)668-3873 Fax:(305)668-7388 SOlHJOqMWtH A map ofthe event sate is required andshould indicate event layout with proposed attractions,reeonroended street slosures,parade or run/walk routes,etc.Please draw you map on die space provided below,or at&cfc your map to tte aj^lication upon subjmt&L The following mustbe identified and labe leg k Event Site 0abel streets,bftil<Jmg,etc,)1 Canopies,tents,stages 5.Fenclag/Barrieades x-x-X 7.First aid focilMes ♦ %Rautes (races,parades*etc.)*♦•>■♦4,Kestroom facilities R 6.Off duty pptice offices P 8,Parking Area FA ?*®%U frl$ Valdes,Yvette From:Marenco,Carlos Sent:Monday,January 25,20163:28PM To:Valdes,Yvette Subject:RE:Special Event Cost Estimate -TeamFootWorks &Rotary Art Festival Yvette, Here you go. Footworks^58spacesat$25perspaceequals $1,450.00 perday. RotaryArtFestival=72spacesat$25.00perspaceperday.Forthetwodaysit will be$3,600.00. Letmeknowifyou need anything else. Thank you, Carlos Marenco Parking Operations Manager From:Valdes,Yvette Sent:Tuesday,January 12,2016 12:03 PM To:JohnReese;Egues,Michelle;Aguiar,Jesus;Marenco,Carlos;Martinez,Grizel Cc:Landa,Rene;Kelly Barket Subject:SpecialEventCostEstimate-TeamFootWorks &RotaryArtFestival Good Afternoon All! I justreceivedbothof these applicationstodayforupcomingeventsdowntown.I needtopreparea Resolution and MemofortheFebruary2,2016 Commission Meeting.Pleasereviewthesections that applytoyouandprovidemewith aCostEstimatefor each event,ifpossiblebyFriday,January 15,2016. Shouldyouhaveany additional questions or concerns pleaseletmeknow. Thankyouandhavea great day! Yvette E.Valdes Special Events Coordinator City of South Miami 5800 SW 66th St. South Miami,FL 33143 Office:(305)668-3873 Fax:(305)668-7388 From:Atkins-McGuire,Elisha Sent:Tuesday,January 12,2016 11:33 AM