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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. 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 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-"--"=~ ______ __ ..J F-+ 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 ., , " , 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 , . :' 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) 6 , , « • , ..., .. ~ ~ -\.. I><::. \r o p [J [J 0 P o o· 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 u (J o o .. ~' .. ' . 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 = $2,240.00 ROK: BRGR has submitted a Special Event Application for their Annual Fall Festival. Below is information for the event, please provide me with a cost estimate when you get a chance. The application is also attached if needed. ROK:BRGR Fall Festival Time: 7pm -3am Street Closure: 58th Avenue from 73 rd street to 74th street Public Works: Employees; materials & barricades Police: officers & vehicles Parking: parking meter fees Thank you :Yuetteft: ~ Special Events Coordinator City of South Miami 5800 SW 66th St. South Miami, FL 33143 Office: (305) 668-3873 Cell: (305)498-3088 1 Y:V':lgV~Jd~j Ro1ti:B~g:rT1t~nk$'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 LOCATION MAP NOT TO SCALE .J 0. .c ~ .. ;Ii iii ~. ~..t .. ~~ :+'~ <;>' 2PMKING "''''''' ~~/ ! ~ DELI LANE 2PARKlNG "'- MASTER IPMlUHG l1e~: ~~ . ~~ . ~ " CITY OF 'OF MA~TER SOUTH METERS MIAMI DOWNTOWN AREA II> 4 P.QRKING -MASTER l!f SPACES METER ~ TRAlTORIA ~ SOLE ~ MASTER METER MASTER METER. 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