1TI 1): CITY OF l'lJASAI\i"] lIVINC;
To:
FROM:
Via:
DATE:
SUBJECT:
BACKGROUND:
REVENUE:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven Alexa~der, City Manager
Quentin Pough, Director of Parks & Recreation
Agenda Item No.:L January 4, 2018
A Resolution authorizing the City Manager to permit VolksBlast, Inc. to hold
its annual Car Show event on Sunday, January 28, 2018, on 72 nd Street
(Sunset Drive) from South Dixie Highway to 57'h Avenue (Red Road) and to
waive certain City fees.
VolksBlast, Inc. ("the applicant"), a 501 (c)(3) non-profit organization, has
submitted a Special Event Application to hold its annual VolksBlast Car show
on January 28, 2018 on 72 nd Street (Sunset Drive) from South Dixie Highway
to S7'h Avenue (Red Road).
For the past 18 years, VolksBlast, Inc. has held its annual Volkswagen Car
Show event in the City of South Miami. This reoccurring event showcases
approximately 250 classic Volkswagen cars. This event generates
approximately 10,000 attendees who stimulate South Miami's economy
through various purchases during the event from local merchants and
restaurants.
The applicant has submitted the necessary notification/petition approval
form signed by businesses that will be affected by the requested street
closure. 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 paid the City $660, which includes $60 application fee,
$100 administrative fee and $500 refundable security deposit.
The City's costs and services are as follow:
DEPARTMENT AMOUNT
POLICE DEPARTMENT $2,310
PUBLIC WORKS $1,092.07
STREET CLOSURE & MOT $519
PARKING METERS, INCLUDING LOT B (96 METERS X $25 EACH) $2,400
TOTAL $6,321.07
Sout~~Miami
n 1 E CITY OF PLEASANT LlVINC;
FEES TO BE WAIVED:
SUMMARY:
ATTACHMENTS:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The applicant is requesting for the following fees to be waived:
DEPARTMENT AMOUNT
PARKING METERS (37 METERS IN LOT B $925
BEHIND DR. SMOOD X $25 EACH)
STREET CLOSURE & MOT $519
TOTAL $1,444
Upon approval of the requested fee waivers, the final cost for services
rendered by the City is $4,877.07.
Resolution
Special Event Application
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RESOLUTION NO.: _________ _
A Resolution authorizing the City Manager to permit VolksBlast, Inc. to hold its annual Car
Show event :on Sunday, January 28, 2018, on 720d Street (Sunset Drive) from South Dixie
Highway to 57'" Avenue (Red Road) and to waive certain City fees.
WHEREAS, VolksBlast, Inc., a 501 (c)(3) non-profit organization, has submitted a Special Event
Application for a classic car show event in downtown South Miami on Sunday, January 28, 2018; and
WHEREAS, the applicant has completed the special event application, as well as submitted
the necessary notification/petition form signed by businesses that will be affected by the requested
street closure; and
WHEREAS, the applicant has paid the City $660, which includes $60 application fee, $100
administrative fee and $500 refundable security deposit; and
WHEREAS, the City's costs and services are as follow: Police Department ($2,310), Public
Works ($1,092.07), Street Closure and MOT ($519), Parking Meters ($2,400), totally $6,321.07; and
WHEREAS, the applicant is requesting the following fees to be waived: 37 Parking meters in
lot B behind Dr. Smood ($925), Street Closure and MOT fees ($519), totally $1,444; and
WHEREAS, if City Commission approves said waiver of fees, the applicant will be responsible
for paying the City a total of $4,877.07.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH MIAMI, FLORIDA:
Section 1. The City Manager is authorized to permit the VolksBlast, Inc. event to be held on
Sunday, January 28, 2018, in downtown South Miami area on Sunset Drive.
Section 2. The City Manager is hereby authorized to waive the cost for 37 Parking Meters in
lot B behind Dr. Smood ($925), Street Closure fee and MOT fee ($519), totaling $1,444.
Section 3. Severabilitv. 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. Effective Date. This resolution shall become effective immediately upon adoption.
PASSED AND ADOPTED this __ day of ____ --', 2018.
ATTEST: APPROVED:
CITY CLERK MAYOR
READ AND APPROVED AS TO FORM: COMMISSION VOTE:
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LANGUAGE, LEGALITY AND
EXECUTION THEREOF
CITY ATTORNEY
Mayor Stoddard:
Vice Mayor Welsh:
Commissioner Edmond:
Commissioner Liebman:
Commissioner Harris:
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Sout~iami I permit#:O\\'50l I
THE CITY OF PLEASANT LIVING
SPECIAL EVENT APPLICATION
This application must be submitted for special events that will be held 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 INFORMATION
APPLICANT NAME: AI,/c!JO B<rl~e2.
DAYTIME PHONb3:>6 301 ,5'-15
EMAIL: ~rt.OpCtYk..l1ctl.As1..com
2'd CONTACT NAME: '-/oydo.d\oj (iLLrc. j""
DAYTIME PHONE: .3:J'S '1 te5 CA 15t
EMAIL: '-l(n£) par ILltVA lAS 1.. . CO (Y'l
ORGANIZATION INFORMATION
TITLE: BlEl'l\ ({)o(dlm,:io-e
MOBILE:?a3?>01 , S4'S
TITLE: E:\!'ev\+-c.OQrQ"~+01Z.
MOBILE: :3C:EL_ YI3I'~ -09 l 'b
NAME OF ORGANIZATION: _..J""O"-'\L.:.\t;=::"b-""-"b",-\",C\,,-,~,,,-T.!........ ___________ _
ADDRESS: 5~I9Y tomm..e..rc,\O. lctJ\S2
PRESIDENT/MANAGE~N~ME:kn Y·'CflAC NE\A.fd.d PHONE: oQlQ teI,Q1 maY
'-' .• %
Is your organization a non-profit, 501(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: Q FESTIVAL/CELEBRATION .p RUN/WALK ., '1::1 FILM/PHOTO PERMIT '
o CHA~;TY ',~ O;~E~: ~o be (l()O.fog,~vror,} o(~U\h 0t1
NAME OF EVENT: \/01 "-'?l?IOt'St 7/) I "6'
LOCATION OF EVENT: Sun5!IT 0(. (5lwa. twe -\151"')
EVENTQ~TE(S): '~n. tz..<fi.2,O IS 0 NEW EVENT ¢ RETURNING EVENT
;-{i'
WILL THIS BE AN ANNUAL EVENT? 0 ~O '1:11 YES IF YES, THIS IS THE2n.... YEAR OF THE EVENT
ANTICIPATED ATTENDANCE: '0,00.°, ACTUAL EVEi'JTTIME: 8 Q/PMto 5 AM/€)
ASSEMBLY DATE(S): SAil.2B ;lOIS SE'FLJP TIMES: "5 @/PMto-'fJ"-Gfl)
BREAKDOWN DATE(S): -XAn.2h)OI ~ BREAKDOWN TIMES: q AM&O .. to AM8
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.
LOCATION APPROVAL' '-. n ".1"
If the organization is a tenant and/or renter of the event location, please have the property owner
complete the following.
Mark all that apply:
o Location 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: ___________________________ _
PRINT APPLICANT'S NAME APPLICANT'S TITLE
PROPERTY OWNER SIGNATURE DATE
NOTARY SIGNATURE
Subscribed and sworn before me, this
___ Dayof _____ ---', a
Notary Public in and for ____ _
County, State of ______ _
Signature (NOTARY PUBLIC)
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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
Dl ra
o
No. o Will your event obstruct the normal flow of traffic or sidewalks?
o Do you expect the total attendance for your event to be over 50 people
at anyone given time?
'KI. 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.
f'rom lj':IoI.oo lw.e blAY'?L+-Dr,ve .. ""' Ilsi lV\d (.! II Slclc c;:tYl.u1$.
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
o
No
ftI 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 SOl{c)(3) organizations may apply for a banner
application. All requests for banners over public streets must be
reviewed and pre-approved. A 501(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?
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INDEMINIFATION AGREEMENT . \/0\(.(.<; lo'~ ,
THIS AGREEMENT ("Agreement") is entered into by and between. 1) Il T /tUM. iUIIn T(ZQm.r0
("Applicant"), and the City of South Miami ("City") on the date on which th,e last of the Parties executes this
Agreement,
R.ECITALS
WHEREAS, the Applicant has submitted a Special Event Permit Application to the City for (event title)
"DQ. r I \to\~~ at c;,""VI -"Lt \Jr . (location) on
(date(s)) RbU~ II, 20 Ii',. ("Special Event"); and WHERAS, pursuant to of the City's Code
and the City's SpeCial vent 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 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 o~ 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 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 condition or better and as accepted by the
Owner caused by applicant or any of its agents, servants 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 of the parties hereto has caused this Agreement to be executed and sealed by its duly
authorized signator (ies) on the date set forth below and notarized.
N 1...-
NOTARY SIGNATURE
S~~ibed and s~fJrn befqre me, this
_L.-/'_dayof {/£f:Vv.h-tv 2Cil'1
County, State 0_-11='[:-=::-____ _
Signature (NOTARY PUBLIC)
T";' ~ T T NolaII' Public SIaIe 01 FloIIda fR-iJ~ Fnlnk \MIlam GorrIn ~ '11.' "'I MyCommIIllonGG100154
~ ..... , expires 05lO:!I2021
:;:OJ f'\d.R C I c.oo(i-J..u\cJot
APPLICANT'S TITLE '
, II fzO/zOI7
DATE' I
.. ' , .
FINAL CHECK UST
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 ensure all
information was submitted correctly.
[21. APPLICATION:
o FEE:
o SIGNATURES:
o EVENT NARATIVE:
All information has been properly filled out on the application
with all required documents at least 21 days prior to the
proposed event.
A $60 application fee and $100 administrative fee must
accompany your submission in check or money order form.
Application must be signed and notarized.
Briefly discuss your Organization/Business, the purpose of your
event, the benefits, etc.
o 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.
o SITE PLAN: A site plan must be submitted with the application that must
show intersecting streets, parking areas, tents, stages, routes,
barricades, etc.
o COPY: It is strongly recommended that you make a copy of your
applicati.on for your own records
COMPLETED APPLICATIONS: Yvette Valdes, Special Events Coordinator
Gibson-Bethel Community Center
5800 SW 66th Street South Miami, FL 33143
Office: 305-668-3873 -Email: vvaldes@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.
o INSURANCE:
o 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 officers, etc. will be due and required before any permit
can be issued.
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Valdes. Yvette
1 From:· Wagner, Darby
Sent:
To:
Wednesday, December 27,20179:50 AM
Valdes, Yvette
Subject: RE: Upcoming Events -Cost Estimates
Volksblast estimate is app.roximately $2,310.
If the chief decides that SWAT is needed out there, it wil! add approxim.ately $800 to the total
DRTshow
Estimate will be $5200.00 . .
This is a ballpark figure, as I have·ilOt been able to meet with Cpt. Corbin for the exact amount of ppl needed. Th.is
estimate should be in the area though. ' . ,
~t. f))F 6)f~ne1C
Administrative Support Services
South Miami Police Department
305-668-2489
Dwagner@southmiamifl.gov
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Looking for a career in law enforcement? Please view our current job opportunities by visiting our website at: https:!lfl-
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From: Valdes, Yvette
Sent: Tuesday, December 12, 2017 4:55 PM
To: John Reese;Wagner, Darby; Marenco, Carlos
Cc: Santana, Chelsea; Corbin, Larry P.; Landa, Rene
Subject: Upcoming Events -Cost Estimates
Good Afternoon,
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