6SoutOOiami
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM ,
THE CITY OF pLEASANT LIVING
To:
FROM:
Via:
DATE:
SUBJECT:
BACKGROUND:
REVENUE:
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Quentin Pough, Director of Parks & Recreation '"
November 7,2017 Agenda Item No.:--1i...-
A-Resolution authorizing ROK:BRGR to host its 4th Annual Fall Festival on
58th Avenue from 73 rd Street to 74th Street.
ROK:BRGR (lithe applicant") has submitted a Special Event Application to
hold its 4th Annual Fall Festival ("Festival") on Wednesday, November
22 nd , 2017-through Thursday, 11/23)-from 7:00 PM -3:00 AM. The
applicant would like to host a Fall Festival and extend their business onto
58th Avenue from 73 rd Street to 74th Street and requesting an extension of
the time limitations concerning noise as set forth in City Ordinance Article
III, Section 15-83: Operation of radios, phonographs or sound-making
devices; bands, orchestras and musicians -Hours of operation.
ROK:BRGR's Fall Festival will feature live music, food, and beverages sold
under fifteen (15) 10 X 10 tents located along the street and will be
catered and sold by the applicant. Admission into the event is free to the
public and has an anticipated attendance of 400 to 500 people. All
sidewalks will remain open to the public. Barricades and police vehicles
will block traffic on 58th Avenue on two (2) locations, 73 rd Street and 74th
Street.
Upon approval of this event the applicant must provide the City with the
required Certificate of Liability Insurance that complies with the City's
standard insurance requirements, including naming the City of South
Miami as an additional insured prior to the event. The applicant has
completed the Special Event Application and has submitted the necessary
forms. There are no businesses that will be affected by the street closure
The past three (3) festivals held by the applicant were very successful and
no incidents were reported.
The applicant has paid the City $660, which includes $60 application fee,
$100 administrative fee, and the $500 refundable deposit.
The applicant is responsible for all services rendered by the City:
(,fi South~iami
THE city OF PUASANT LIVING
ATTACHMENTS:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
DEPARTMENT
POLICE DEPARTMENT (4 OFFICERS)
PUBLIC WORKS
STREET CLOSURE & MOT .
PARKING METERS ($25 X 17METERS)
TOTAL
Resolution
Special Events Application
City Department Cost Estimates
AMOUNT
$2,240
$942.02
$275
$425
$3,882.02
1 RESOLUTION NO.: ______ _
2
3 A Resolution authorizing ROK:BRGR to host its 4th annual Fall Festival on 58 th Avenue
4 from 73 rd Street to 74th Street.
5
6 WHEREAS, ROK:BRGR r(the applicant") has submitted a Special Event Application to
7 hold its 4th annual Fall Festival on Wednesday, November 22, 20l7-through Thursday,
8 11/23)-from 7:00 PM -3:00 AM; and
9
10 WHEREAS, the applicant is requesting a street closure on 58th Avenue from 73 rd Street
11 to 74th Street; and
12
13 WHEREAS, applicant is requesting i;ln extension of the time limitations concerning noise
14 as set forth in City Ordinance Article III, Section 15-83: Operation of radios, phonographs or
15 sound-making devices; bands, orchestras and musicians -Hours of operation; and
16
17 WHEREAS, the applicant has completed the Special Event Application and has submitted
18 the necessary forms. There are no businesses that will be affected by the street closure; and
19
20 WHEREAS, the applicant has paid the City $660, which includes $500 refundable
21 security deposit, $100 administrative fee and $60 application fee; and
22
23 WHEREAS, the applicant is responsible to pay the City for Police ($2,240), Public Works
24 (942.02), Street Closure and MOT ($275) and Parking Meters ($425), totaling $3,882.02; and
25
26 WHEREAS, upon approval of this event the applicant must provide the City with the
27 required Certificate of Liability Insurance that complies with the City's standard insurance
28 requirements, including naming the City of South Miami as an additional insured prior to the
29 event.
30
31 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
32 CITY OF SOUTH MIAMI, FLORIDA THAT:
33
34 Section 1. The City Manager herby is authorized to permit the applicant to host its 4th
35 annual Fall Festival on 58th Avenue from 73 rd Street to 74th Street.
36
37 Section 2. The City Manager herby is authorized to extend the time limit as set forth in
38 City Ordinance Article III, Section 15-83: Operation of radios, phonographs or sound-making
39 devices; bands, orchestras and musicians -Hours of operation.
40
41 Section 3. Upon approval of this event the applicant must provide the City with the
42 required Certificate of Liability Insurance that complies with the City's standard insurance
43 requirements, including naming the City of South Miami as an additional insured prior to the.
44 event.
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Section 4. 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 ofthis resolution.
Section 5. This resolution shall become effective immediately upon adoption by vote of
the City Commission.
PASSED AND ENACTED this __ day of ____ -', 2017.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM:
LANGUAGE, LEGALITY AND
EXECUTION THEREOF
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Welsh:
Commissioner Edmond:
Commissioner Liebman:
Commissioner Harris:
r;n
SouthfMiami Perm it #: st: '" \\ '1.1J1-()\
THE CITY OF PLEASANT LIVING
SPECIAL EVENT APPLICATION
This application must be submitted for special events that will beheld on city property or requiring city services at
least sixty (60) days prior· to the date of the event. Please refer to the Special Events Handbook for more
information about applying for a special event in the City of South Miami.
APPLICANT IN FORMATION
APPLICANT NAME: N ~ CD \~S C~~ (V\{)(f'd-
DAY TIME PHONE: _-..::.-"?;:::;..~_:"" &;;;...b;:;....::::..:3_-.....Ilb..:...:· 0:::....' ~--".~-.,;. __
EMAIL: !/\~C.D\~S<2. .. fO~b~.j~ . LO",
2nd CONTACT NAME: elk: IDS OIJ'J OI'1CL 'TITLE: As4'@tlA.4 cJ I\A~~r
DAY TIME PHONE: ''3 ch' '" G0 ~ ~ &Oq.q MOBILE: ------------------
EMAIL: eM\O..56:.IFOkb.fj •. C-d ~
ORGANIZATION INFORMATION ,
NAME OF ORGANIZATION: ___ -'-~-=O:;:...IC'---'·. (""",~-'-~i-'{;-=-JIio·f) __ I-MZ-.l..1..;t .:...'0I-VVt-"--"=~ ______ __
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ADDRESS: __ <5o<..::K,--O_D_· _€..,;;;,.;)_W_---/.~:t:...:;;3 ___ ____'Sy.i-"-!'-(=(.p'-+k-------~-
PRESIDENT/MANAGER NAME: N,' LC?> (t;.')
Is your organization a non-profit, SOl{c) (3) certificate holder? 0 NO 0 YES -If YES; please provide a
copy of your certificate with the application.
EVENT INFORMATION
TYPE OF EVENT: . ~IVAL/CELEBRATION o RUN/WALK o FILM/PHOTO PERMIT
. 0 CHARITY 0 OTHER: ___ ~ ________ _
NAME OF EVENT: :f6--l \ q;Hf,v~ I -;)O/'f
LOCATION OF EVENT: 4& t~ All-€?. ~1fr>W'I~3~ ~ir.ed'-it) 9! -Ut.<1r .tv+
EVENT DATE{S):W~J f/\tScltJ/v/ clDV (};)-J ?o)lo NEW EVENT ~ETURNING EVENT
WILL THIS BE AN ANNUAL EVENT? I 0 NO ~ES IF YES, THIS IS THE 4-YEAR OF THE EVENT
ANTICIPATED ATIENDANCE: L/O()~V()ACTUAL EVENT TIME: 1: AM/@to ~ @PM
ASSEMBLY DATE(S): /lr SETUP TIMES: "3 AM,6Uo -::r-AM@
BREAKDOWN DATE{S): . fikJ· BREAKDOWNTIMES:"'-"; ~Mto3-0M I ~ ~
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 ..
u-.r
LOCATION APPROVAL
If the organization is a tenant and/or rel)ter of the event location, please have the property owner
complete the following.
Mark all that apply:
)( Location is City of South Miami property (street, sidewalk, right-of-way, park, etc.)
o Applicant/Organization owns the requested event location '.J-f-
o Applicant/Organization will be using private property
Comments: ____________________________________ ___
Property Owners Name: _____________ _ Phone: ___________ __
Property Address: ________________________________ _
PRINT APPLICANT'S NAME APPLICANT'S TITLE
PROPERTY OWNER SIGNATURE DATE
NOTARY SIGNATURE
Subscribed and sworn before me, this
______ Day of _______ -J
1
a
Notary Public in and for ________ _
County, State of _______ _
Signature (NOTARYPUBLlC)
2
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POLICE 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.
No
o
o
o
Will your event obstruct the normal flow of traffic or sidewalks?
Do you expect the to~al 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/~~
STREET, SIDEWALKS AND RIGHT -OF-WAY CLOSURES
List detailed closures you are requesting for your event including street, sidewalks and right-of-ways. \ .a. C loJ\<'-r£ '5"1 .. ~ fu21t11\ =tk ~c) f ~ I,,, u~
9:5'(~ S11-.wt .-fv dilL LtLf ~/jA 6V\ £yf'h "Sf&;/. .'
Please note: All closures require City 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
tJ 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 & Zbning Department will be required. '
(Please note: Only SOl(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·
1$(
D
No o Will you be having any music and/or amplified sounds during your
event? R' Will your event be starting before 8:00 AM.
o Will your event end after 11:00 PM?
PARKS AND RECREATION
Yes
D
D
D
PARKING DIVISION
No
o
X
D
PUBLIC WORKS
Yes No ..
K 0
y( 0
}( 0
Will this event take place in any of the South Miami City parks and/or
recreation facilities?
(Please note: A rental fee will be applicable if a city park is being used)
Will this event require the use of any Department equipment (stage)?
Will this event require the use of any Department staff?
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)
Do you have enough on-site parking to accommodate your event?
Will your event involve the use of a shuttle and/or alternate parking
sites?
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?
,(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 __ <tu...-__
4
.\li ADDITONAL EVENT FEATURES
o Temporary Fencing
o Signs/Banners
~ents or Canopies
o Inflatables/Rides 0 Live Music
o Additional Barricades 0 Open Flames
. 0 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 City 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' 'Qr">I'<. V \t."J~speCial Effects or Weapon" ________ _
Base Camp location: ___ ---'-____________________ _
~}f"I Extras:
_ (}(;Jcfcd(f(~ -------
Total Number: ____ Total Vehicles: ____ V Type of Vehicle: _--'--_=' ___ _
-Cast: ____ ~ __ Crew: """'--:-;L
DEPARTMENT DIRECTORY
Special Events Division .................................................................. . (305) 668-3873
south Miami Police Department ................................................. . (305) 663-6301
Public Works Department ............................................................ . (305) 403-2067
Parks and Recreation Department ........................................... : .. . (305) 668-3876
Code Enforcement Department .................. ~ ................................. . (305) 668-7335
Planning and Zoning Department ................................................ . (305) .663-6326
5
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INDEMINIFATION AGREEMENT
THIS AGREEMENT ("Agreement") is entered into by and between
("Applicant"), and the City of South Miami ("City") on the date on which the last of th~ Parties executes this
Agreement.
RECITALS
WHEREAS, the Applicant has submitted a Special Event Permit Application to the City for (event title) ~Q.V 1.(.~\ v-c...\ dol'1' at gil. A~ ~£J ' (location) on '
(date(s)) . ("Special Event"); and WHERAS, pursuant to of the City's Code
and the City's Sp ial vent Regulations, the Applicant must execute an indemnification and hold harmless
agreement protec ing the City from claims which may arise out of the Special Event.
Now, THEREFORE, in consideration of the 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 ( collectively "Indemnitees") harmless from and against any and all 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
settlement of any clams, and the investigation thereof~ except to the extent caused by indemnit~es
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 Trimspoitation (FDOT), Miami-Dade
County standards and any additional requirements by the City of South Miami Public Works Department
and Police Department. -
S. 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 condition or better and as accepted by the
Owner caused by applicant or any of its agents, servants or employees, invitees and onlookers.
7. Ifall 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 of the parties hereto has caused this Agreement to be executed and sealed by its duly
authorize s~gna\Ory~ies) olJ.the date set forth below and notarized.
f tev ,~ Lo-{M.d\N.-_
T APPLICA NAME
~! !1tt..,~ t><-
APPLICA r 's TITLE
/oI:P~
DATE 7
I~.," l ~ Marlnn Echeverria
• ~ 'i State of Florida \A: ~1.1 ltiCornmlaslon Expires 0710412021
.... ,,-Co!NnIaslonNo. GG 121083 NOTARY SIGNATURE
Subscribed and sworn before me, this
l~ day of OtoI'oW" , '011 co~"""P!..:.:oc;;.,;ri;.::.,.J'a-=--__ _
Signature (NOTARY PUBLIC)
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nd should indicated the event layout with proposed attractions,
e or run/walk routes, etc. Please draw your map on the space
application upon submittal. The following must be identified and
tents, stages 5. Fencing/Barricades 7. First aid facilities
facilities 6. Off duty police officers 8. Parking Area
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NOTIFICA liON/PETITION
We, the undersigned business and/or residents, have been notified of street closures associated
with the event noted about on said date, and hereby agree ordisagree to the closure(s), We are also
aware that this response may not effect this application being disapproved,
Resident/Business Name Contact Name/Title Address Phone No. Signature
8
. , ./ .. ~
~; ..
FINAL CH ECK LIST
This list is to ensure that all necessary documentation is included and that all required procedures ,are
followed. The Special Event Coordinator will check the application against this checklist to ensute' all
information was submitted correctly.
,; D APPLICATION: All information has been properly filled out on the application
with all required documents at least 21 days prior to the
proposed event.
D FEE: A $60 .application fee and $100 administrative fee must
accompany your submission in check or money order form.
D SIGNATURES: Application must be signed and notarized.
D EVENT NARATIVE: Briefly discuss your Organization/Business, the purpose of your
event, the benefits, etc.
D NOTIFICATION FORM: The name, signature, address and phone number of each
. person who is either a property owner or lessee within the
requested event area must appear on the sheet.
D SITE PLAN:
D COPY:
A site plan must be submitted with the application that must
show intersecting streets, parking areas, tents, stages, routes,
barricades, etc.
It is strongly recommended that you make a copy of your
application for your own records
COMPLETED APPLICATIONS: Yvette Valdes, Special Events CQordinator
Gibson~Bethel Community Center
5800 SW 66th Street South Miami, FL 33143
Office: 305-668-3873 -Email: waldes@southmiamifl.gov
Once the application has been approved processed and the· date has been reserved the following must
be submitted .prior to the event date.
D INSURANCE:
D EVENT FEES:
The applicant is required to submit a Certificate of Insurance
naming the event and the City of South Miami (6130 Sunset
Drive South Miami, FL 33143) as an additional insured, in the
amount of $1,000,000.
A $500 refundable security deposit, and other applicable
chargers such as, but not limited to, street closures, off-duty
police office.rs, etc. will be due and required before any permit
can be issued.
9
Valdes, Yvette
From: Wagner, Darby
Sent:
To:
Tuesday, October 17,20171:42 PM
Valdes, Yvette
Subject: RE: Event Cost Estimate -Rok Brgr Fall Festival
New cost estimate ref: holiday
South Miami Police cost estimate breakdown:
2 Officers (road closure) from 1500-0000 hours
2 Officers(road closure) from 0000-0400 hours
2 Officers (festival) from 1900 -0000 hours
2 Officers (festival) from 0000 -0300 hours
4 Officers in total. 2 for closing road and 2 for the event
$2,240.00 estimate for road closure and event officers
From: Valdes, Yvette
Sent: Monday, October 16, 2017 12:29 PM
To: Wagner, Darby; John Reese; Marenco, Carlos
Cc: Santana, Chelsea·
Subject: Event Cost Estimate -Rok Brgr Fall Festival
Good Morning All,
18 hours X $40.00 hr
8 hours X $80.00 hr
10 hours X $40.00 hr
6 hours X $80.00 hr
42 hours = $2,240.00
ROK: BRGR has submitted a Special Event Application for their Annual Fall Festival. Below is information for the event,
please provide me with a cost estimate when you get a chance. The application is also attached if needed.
ROK:BRGR Fall Festival
Time: 7pm -3am
Street Closure: 58th Avenue from 73 rd street to 74th street
Public Works: Employees; materials & barricades
Police: officers & vehicles
Parking: parking meter fees
Thank you
:Yuetteft: ~
Special Events Coordinator
City of South Miami
5800 SW 66th St.
South Miami, FL 33143
Office: (305) 668-3873
Cell: (305)498-3088
1
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Ro1ti:B~g:rT1t~nk$'gj~ingE.jliv3:l·
w~dn""dav} l~f' ve'" Le, ~!i, ''-''01~t '.' ", ' •. ~~:'.:J';o.o""m~.1t., ."",~".;"'",.",
l\taterialJ:;fllpll~'WQrl<;$ Jl'~~~;~ Mt!~~~~
Equipment: . B'ani~ades @JP;to; UJD:l1~r:;({ij~)
'$52.02,
1,$125.60
IBS.Ull.
Valdes. Yvette
Subject: FW: Street Closure -Cost Estimate
To: Valdes, Yvette
Subject: RE: Street Closure -Cost Estimate
Below are the fees for one day, per the Fee Schedule:
Temporary full road closure: $70 ($0.25 x Approx. 280LF)
The MOT fee for roadway: $200
Grizel Martinez
Engineering & Construction Division
City of South Miami
4795 sw 75 Avenue
Miami, FI 33155
305-403-2063
From: Valdes, Yvette
Sent: Tuesday, March 21, 2017 1:45 PM
To: Martinez, Grizel
Subject: Street Closure -Cost Estimate
Cost Estimate please!
Thank you.
1
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