Res No 019-18-15051RESOLUTION NO. __ 0_1_9_-_18_-_1_5_0_5_1 ___ _
A Resolution authorizing the City Manager to permit Art South to host two (2) South
Miami Arts Cooperative events and to waive certain special event fees.
WHEREAS, Art South (lithe applicantlJ ), a 501 (c)(3) has requested to host two (2) South
Miami Arts Cooperative events; and
WHEREAS, the events have been requested to be held on Sunday, February 25, 2018 and
Sunday, March 25, 2018 from 2:00 p.m. to 4:00 p.m. at Murray Park; and
WHEREAS, South Miami Arts Cooperative will features free arts and culture events that will
include intergenerational activities that engage families in creating art, dance and music activities;
and
WHEREAS, the applicant has completed the special event application and is requesting to
waive certain Special Event fees in the amount of $1,260, as illustrated in the table below.
DEPARTMENT AMOUNT
SPECIAL EVENT FEES ($60 ApPLICATION, $100 $660 ADMINISTRATIVE & $500 REFUNDABLE SECURITY DEPOSIT)
PARKS AND RECREATION DEPARTMENT FEES $600
TOTAL $1,260
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY
OF SOUTH MIAMI, FLORIDA:
Section 1. The City Manager is hereby authorized to permit Art South to host two (2)
South Miami Arts Cooperative events and to waive certain special event fees.
Section 2. The City Manager is hereby authorized to waive special event fees in the
amount of $1,260.
Section 3. If any section clause, sentence, or phrase of this resolution is for any reason
held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect
the validity of the remaining portions of this resolution.
Section 4. This resolution shall become effective immediately upon adoption by vote of
the City Commission.
PASSED AND ADOPTED this 6th day of February, 2018.
A~
MAYO
Pg. 2 of Res. No. 019-18-15051
COMMISSION VOTE: 5-0
Mayor Stoddard: Yea
Vice Mayor Welsh: Yea
Commissioner Liebman: Yea
Commissioner Edmond: Yea
Commissioner Harris: Yea
(,fi" South~iami CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
THE CITY OF PLEASANT LIVING
To:
FROM:
Via:
DATE:
SUBJECT:
BACKGROUND:
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Quentin Pough, Director of Parks & Recreation '-
February 6, 2018 Agenda Item NO.:.l.i2-
A Resolution authorizing the City Manager to permit Art South to host
two (2) South Miami Arts Cooperative events and to waive certain special
event fees.
Art South ("the applicant") a 501 (c)(3), has requested to host two (2)
South Miami Arts Cooperative (SMAC) events. The events have been
requested to be held on Sunday, February 25, 2018 and Sunday, March
25, 2018 from 2:00 p.m. to 4:00 p.m. at Murray Park. Both events will be
free and open to the public.
South Miami Arts Cooperative is an interactive 2-month series of multi-
diSciplinary, intergenerational arts workshops taught by local practicing
artists who will cultivate community strength by capitalizing on the rich
heritage of the South Miami CRA. The program will combine the
neighborhood's historic legacy with the power of artistic expression and
the strength of family. Through SMAC, participants will become engaged
in creating art to gain a better understanding of self, family and
community. Activities include but not limited to making art, dancing
(drumming, Afro-Caribbean/Reggae dance and Hip-hop dancing), playing
music using indigenous instruments such as coffee cans, water bottles,
metal bowls, wooden boxes, etc: Art South will provide all instructional
activities taught by local artists, musicians and dance teachers.
The applicant has completed the special event application and is
requesting a waiver of certain special event fees in the amount of $1,260,
as illustrated in the table below.
DEPARTMENT AMOUNT
SPECIAL EVENT FEES ($60 ApPLICATION, $100 $660
ADMINISTRATIVE & $500 REFUNDABLE SECURITY DEPOSIT)
PARKS AND RECREATION DEPARTMENT FEES $600
TOTAL $1,260
(i',
South'Miami
THE CITY O.F PLEASANT .liVING
ATTACHMENTS: Resolution
CITY OF SOUTH MIAMI
OFFICE OF THE CITV MANAGER
INTER-QFFICE MEMORANDUM
Special Event Application
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So'·' ~tM"" · ·utn .. lam I
~r..:.:~::.;..;1"t---:-'. . THE.OTY of I>~A~T tlVIN<;;
SPECIAL. EVENT APPLICATION .
. . .
. This applicatiCi" must be submitted for special events tl)~t will b~ held On~iiv p~operty orll1quiring dtyservites at
least sixty(6Q) dayspridr . to' the' date of' ttje eyent .. · Please refer to the Special Events HandbooJ( for'more
Information abo~t aPPlying for cuj,eCial even~ in the city of South~l~mi.· ... ". .
ApPUCANTiNFORMATiON .' ..... ..... '. .' ..
APPuCAtiTNAM~~etttrl~ Werr(Y\'Wn~:Bo q.e.D Seere-ttv-y
DAY TlM~ PtiONE:·Y${P ~'i(;). ?~t'e L/ II .'. MOBILE;..,...: ~~ .............. -:--~ ____
EMNL;:l;al/~~Jf?AlfiU60."r'J . ",it: •. .. .... .. .... . .. .. < . 2ndCO~TAcTNAME:D0Y\\S ~.te.;Y"\ .' .. ' TinE: .~oClYcl.qha If
DAVTlMEPHO~E:2>OS":df/-&L/ I.J... . MOBilE: _-...--:--_~~ __ _
.' .. EMAIl:.a(4Ja.Jy~Y¢31U.t(o\ ,:C6 ~ '.
· 'ORGANlZAnON INfORMATION
NAME Of 'ORGA:NliAnON: ..Alrf:S q ()f~. ".
ADPRESS: ':S<646' .$.~) .• &.~ ...•. s-ree--CT .'
"PR~IDENT/M~NA~ER'NAME;' J ~.'j0I:~ '!LLe I~
. . .
. 2u 1~6 ~ /:&0 ~ .. ··r.·
. PHONE: ...,.-;..--..;....",.;,-..,-'--'--~,....
is your ~r8ani~ti~na n~n~pr()fit,501(c)(3) certificate holder?O NO 0 YES . ~ If YES; please provide.8
topyof 'your certif,eate With ~he ap'pli~ation. . .. ..
· '. . . " . . . .
· EVENT INfORM.ATiON .
TYPE OF EVENT: '. ~ESnvAl/cELEBRATIO~ 0 RUN/WALK [j FILM/PHOT() .P,ERMiT
EVENT t)AtE(S): ,,,' .. -tF.-=.~. "'-. ........-=--.......::,...~~""'-#o-----_-. 0 RETURNING evENt
WILL THIS BEAN ANNUAL aiEriJnDNo IF YES, THIS IS THE I S"YEAR OF tHE EVENT
:~:::A::~D*5i,~ kl:;%Als:::::}-~ 11·~
BREAKDOWN DArEc$):zf5/8' /3,P-~Ir-.xDOOffl TIMES:.'-i AM6)o {Q .. AM6)
1
EVENT NARRATIVE
A detailed written description/summary of your event is required. Please describe all activities, schedule
of activities, inventory of any sold items, giveaway items, list of vendors and any other important
information. If additional space is needed please use a blank sheet of paper and attach· to the .
application.
I\rf -l-h
If the .organlzation is a tenant and/or renter of the event location, please have the property owner
complete the following.
Mark all that apply:
~ocation is City of South Miami property (street, sidewalk, right-of-way, park, etc.)
o Applicant/Organization owns the requested event location
o Applicant/Organization will be using private property
Comments: _______________________ --'-____ _
Property Owners Name: ___________ _ Phone: _________ _
Property Address: _. __________________________ -
~'bA_...,/lJ z. /Ie fZl{MkN tU
PRINT APPLICANT'S NAME
PROPERTY OWNER SIGNATURE
NOTARY SIGNATURE
.. J?'
Subscrib.ed and sworn before me, this
___ Day of _____ ---J, a
Notary Public in and for ____ _
County, State of ______ _
Signature (NOTARY PUBLIC)
DATE
2
POUCE DEPARTMENT
Off-duty police officers are required for street closures as determined by the Police Department. You
will be required to hire off-duty police officers if your event includes street closures, alcohol sales or
large crowds.
Yes o
u:t
o
Will your event obstruct the normal flow of traffic or sidewalks?
Do you expect the total attendance for your event to be over 50 people
at anyone given time?
Will you be requesting the use of off-duty police officers?
If YES, how many _. __ (Please note: if you answered NO, to this
question off-duty officers can still be assigned to your event at a cost to
the applicant 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.
STREET, SIDEWALKS AND RIGHT -OF-WAY CLOSURES
List detailed closures you are requesting for your event including street, sidewalks and right-of-ways.
t-)/Pr
Please note: All closures require aty Commission approval by resolution and may take up to two (2)
months to be approved. All street, sidewalk and right-of-way closures must be ·identified on the site
map.
PLANNING AND ZONING
Yes
O·
No
[!{' Will you be hanging any banners over public streets or pole banners? If
YES, a separate Banner Application with the City of South Miami
Planning & Zoning Department will be required.
(Please note: Only 501(c)(3) organizations may apply for a banner
application. All requests for banners over public streets must be
reviewed and pre-approved . .A SOl(c)(3) certificate, insurance and
photos of the banner must be included with the application to the
Planning & Zoning Department)
o Have you notified the event location neighbors or businesses about
your event?
3
CODE ENFORCEMENT
Yes No ut"o Will you be having any music and/or amplified sounds during your
event?
o ~ Will your event be starting before 8:00 AM.
o ~ Will your event end after 11:00 PM?
P~RKS AND RECREATION
o
No o Will this event take place in any of the South Miami City parks and/or
recreation facilities? .
(Please note: A rental fee wi" be applicable if a city park is being used)
o / Will this event require the use of any Department equipment (stage)?
Ef Will this event require the use of any Department staff?
PARKING DIVISION
Yes
o
~
o
PUBUCWORKS
Yes
.0
o
o
~ Ld . Will you be renting any City parking meters? If YES, how many __ _
(Please note: All closures or interference on right-of-ways that includes
parking meters will be required to pay the daily meter fee)
o / Do you have enough on-site parking to accommodate your event?
Ii:t Will your event involve the use of a shuttle and/or alternate parking
sites?
No/, .
/0" Will your event interfere with any public right-of-ways, such as roads,
sidewalks, alleys, etc.?
~ Will your event require any full and/or partial road closures?
rrI
.. "
(Please note: any right-of-way closures will require at least one off-duty
officer per corner)
Would you like the City to provide you with barricades for your event?
If YES, how many ___ _
Please describe your plans for the cleanup and removal of recyclable goods, waste and garbage
during and after your event. .
4
ADDITONAL EVENT FEATURES
o Temporary Fencing o Inflatables/Rides[k(l'ive Music
o Signs/Banners o Additional Barricades 0 Open Flames
o Tents or Canopies o Electrical Services/ Generators 0 Port-A-Johns
o Other: __________ -'--___________ _
(Please note: If any of the following apply, a separate narrative description of each additional feature
may be required by the Oty with this application. Additionally tents, open flames and signs/banners may
require Building Permits at the cost to the applicant.)
FILM/STILL PHOTOGRAPHY
Type of Production:,-." _--'tJ'---tI...:..k'..:.....-___ Special Effects or Weapons: -".L.N-+J.r-.4:'-------
Base Camp location: ____ ....!t--J--+/..:..p..---'.--------------'-------
Cast: jV [.Q--" Crew: -..L.N-t-l p,f}=I-"----Extras: --,tJ~}HfJ-=f-'S----
Total Number: ~ I A: Total Vehicles: N I A: Type of Vehicle: _--,-fU-+l_fhL.>L.._" __
t
DEPARTMENT DIRECTORY
Special Events Division .................................................................. . (305) 668-3873
South Miami Police Department ................................................ .. (305) 663-6301
Public Works Department ........................................................... .. (30S) 403-2067
Parks and Re~reation Department .............................................. . (305) 668-3876
Code Enforcement Department .................................................. .. (305) 668-7335
Rlanning and Zoning Department ................................................ . (305) 663-6326
5
INDEMINIFATION AGREEMENT
THIS AGREEMENT ("Agreement") is entered into by and between ArJ..S 0 vt b
("Applicant"), and the City of South Miami ("Clty") on the date on which. the last of the Parties executes this
Agreement.
RECITALS
WHEREAS, the !\ppllcant has submitted.a Special Event Permit Application to the CiW for (event title)
muir)'\! ,.~f.\5 Coo arah'lfu at (1\\?$Otl ·~12>~}h€A Qoml¥hJIIJ-i C&ott1tn) on
(date(s)) • 1 g' . ("Special Event"); and WHERAS, pursuant to of the City's Code
and the a special Eve t Regulations, the Applicant must execute an indemnification and hold harmless
agreement protecting the City from claims which may arise out of the Special Event.
Now, THEREFORE, in conSideration ofthe matters recited above, the mutual covenants setforth herein, anc;tother
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 ( collectively "Indemnitees") harmless from and against any and a.1I such claims, suits, actions,
damages, or causes of action arising as 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 .included in and about the defense or
settleme.nt ·of any clams, and the investigation thereof, except to the extent caused by indemnitees
. negligence of willful misconduct..
3. No Street shall be closed without approval from the City CommiSSion.
4. Traffic shall be maintained in accordance with Florida Department of Transportation (FOOT), Miami-Dade
County standards and any additional requirements by the City of South Miami Public Works Department
and Police Department.
5. Event areas shall be restored to equal or better condition than they were before the event started. . .
6. Any damage to private property· shall be restored to its original.c.ondition or better and as accepted by the
Owner caused by applicant or any of its agents, s.ervants or employees, invitees and onlookers.
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 and
additional incidental fees .
. 8. Applicant must pay all fees prior to the date of their event(s).
9. Applicants shall notify the city of South Miami Special Event Coordinator at least forty-eight (48) hours
prior to start of their event of any cancellations to be considered for any refunds.
IN WITNESS WHEREOF, each cif the parties hereto has caused this Agreement to be executed and sealed by its duly
authorized signatory(leson the date set forth below and notarized. . S
gOMD e,cg lii!'J&Q. Y
APPLICANT'S nTLE
I) :2.~/ J "]
DATE
MARIAL GARCIA .
MY COMMISSION#GG 115752
EXPIRES: Ootobet te,2021
6
ROUTE/MAP
A map of the event site is required and should indicated the event layout with proposed attractions,
recommended street closures, parade or run/walk routes, etc. Please draw your map on the space
provided below, or attach a map to the application upon submittal. The following must be identified and
labeled
1. Eventsite (streets, bldg., etc.)
2. Routes (races, parades. etc.)
.,--_ ...... ---=:_ .. --.~
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I . f .( 'II ! £.~(~\dV \' I l. .. /\; \.
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L_._. ____ .~~# ..... -.... ~.
3. Canopies, tents, stages 5. Fencing/Barricades 7. First aid facilities
4. Restroom facilities 6. Off duty police officers 8. Parking Area
\ .
.
T.-.-.-.. ·.\. '-\0
\
NOTIFICATION/PETITION
We, the undersigned business and/or residents, have been notified of street closures associated
with the event notec;l about on said date, and hereby agreE! or disagree to the closure(s).· We are also
aware that this response may not effect this application being disapproved. . . , .
ReSident/BuSiness Name Contact ,'-;arne/Tllie Address Phone No Signature
/V
L
/
/
L '-/
/
/
/
/
/
/
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8
· FINALCHECK·UST··
This Ust is to ~nsu(.e th~t all necessary docuOi~ntatlon is included and that ·all requiredproe~uresare
· followed. The 'SpeC1aIEvent Coordinator 'willcheck ~he -appliCation 'against this thetkiiSt.to:ensureall
inforni.a~i()nWa$ $ubm itted corre(:l:ly. .. .' .. .
D'· APPLICATION;
o FEE:'
.[12(' SIGNAT~REs:
0' . EVENT NARAT,VEt
. D· NOTIFICATIO.N FORM:
SITE PLAN: . . . .
AU information h!ls been properly filled out .on the appJiCation
w~h . '~II required documents at least. 21 daYlip~iOrto. the
· prop(jsed event.
A $6~l· application fee and $100 admlnistra~ive fee must
· actompany' your submission in check or money 9rderfOrin. . . . . . . . . .
AppUcati.on must be signed and notarized.
. . . .
8riefIYdis(;~s~yourOi'gimiz~tiQn/BUSiness, t~ purpose of your
. event, the benefits, etc .
The :name, signature, addr~ss. and 'phone number of each
p·erSOriWt.Oi~ • either ~ . prop~rty "owner or les~ee' ~~hin. the ..
requeSted event a tea must appear' on the sheet:.··· . ... ." . .'. '.
. .
A site plan must be .subrnltted with the application that must ..
show: ihter~ecting :streetsjparki.ng arei:ls,tent5;' stages, ro.utesj '.
· b~r:riCades, etc.' .....
'. D· .CQPY:. It. isstrongiy recommended that you mak~. a copy of your
ap'plication' for yOufownrecords .
. . COMPLETED APPLICATION$:' 'Y"etteVilldes, ~pecia"EventS. Coordinator'
· Gibson~8ethel Coriununitv Center . . . . '.' . : . . .. . .
5S00SW66th street South Miami, FL 33143'
Offi~: 305-668-3873 ~. Email:yvaldes@southmiamifl.gov
· Once the.appli~tion ~~s .been approved processed and t~e date has been· rese:rvedthefollowblg n1lJst .
. be submitted priO.rtO the event date.. . . . . .
. .
[]IN$URANCE:
o . EVENT FEES:
. . . . .
The applIcant is required to submit· a Certificate of insurance
naming: the event arid ·t.heCity (If South Miilmi (6130 SU~$~t
[)riveSout~ Mia",i, Fi. 33143) as an additionailnsured, in the
amount of $1,000,009. . .
A $500 refundable· security deposit,andotherapplic.ble . .
chargers such as, but not Jjrnite(i to, street c1o$ures, off-duty
police officer~, etc. will be due and required before any permit
can be issued.
.9
.... (,1') ·
South'Miami
THE CITY OF PLEASANT LIVING
Special Events Division
5800 SW 66 Street
South Miami, FL 33143
TO:
Art South Event~
CITY SERVICE. RENDERED
large Murray Park Field @ $SO/hour
Please make checks payable to ...
City of South Miami
6130 Sunset Drive
South Miami, FL 33143
. .. ....... ~
THANK YOU!
COST ESTIMATE
", "', r'
.
DATE: 1/23/2018
I
QUANTITY PRICE
I r
L
6 Hours x 2 days $600 ·1
Total Amount Due: $600