7n iF ClfY OF Pl Ei\SANT UVINC
To:
FROM:
Via:
DATE:
SUBJECT:
BACKGROUND:
AnACHMENTS:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Quentin Pough, Director of Parks & Recreation ,...,
January 16, 2018 Agenda Item No.:i
A Resolution authorizing the City Manager to permit Branches South
Miami to hold its annual MLK Remix Black History Festival and to waive
all special event fees and insurance requirements.
In observance of Black History Month, Branches South Miami ("the
applicant") has requested to host its annual South Miami MLK Remix
Black History Festival ("the Remix). The Remix has been requested to be
held on Saturday, February 10, 2018 from 11:00 a.m. to 4:00 p.m. at
Murray Park and the Gibson-Bethel Community Center.
The Remix is a free arts and culture event featuring live music, dance,
exercise classes, face painting, learning activities, food, education on
Marshall Williamson and other prominent, positive Black American role
models and more.
The applicant has completed the special event application and is
requesting a waiver for all Special Event fees in the amount of $3,025.08,
as illustrated in the table below.
DEPARTMENT AMOUNT
SPECIAL EVENT FEES ($60 ApPLICATION, $100 $660
ADMINISTRATIVE & $500 REFUNDABLE SECURITY DEPOSIT)
POLICE DEPARTMENT FEES $480
PARKS AND RECREATION DEPARTMENT FEES $1,885.08
TOTAL $3,025.08
Resolution
Special Event Application
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RESOLUTION NO. __________ _
A Resolution authorizing the City M,mager to Branthes South Miami to hold its
annual MLK Remix Black History Festival and to waive all special event fees and
insurance requirements.
WHEREAS, Branches South Miami ("the applicant") has requested to host its annual South
Miami MLK Remix Black History -Festivar("the Remix"} from 11:00 a.m. to 4:00 p.m. on Saturday,
February 10, 2018 at Murray Park and the Gibson-Bethel Community Center; and
'~
WHEREAS, in observance of Black History Month, the Remix wil be a free outdoor arts and
culture event featuring live music and dance, exercise classes, face painting, learning activities, food
and education; and
WHEREAS, the applicant has completed the special event application and is requesting a
waiver for all Special Event fees in the amount of $3,025.08, as illustrated in the table below.
DEPARTMENT AMOUNT
SPECIAL EVENT FEES ($60 ApPLICATION, $100 $660
ADMINISTRATIVE & $500 REFUNDABLE SECURITY DEPOSIT)
POLICE DEPARTMENT FEES $480
PARKS AND RECREATION DEPARTMENT FEES $1,885.08
TOTAL $3,025.08
26 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY
27 OF SOUTH MIAMI, FLORIDA:
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29 Section 1. The City Manager is hereby authorized to permit Branches South Miami to
30 hold its MLK Remix Black History Festival and to waive all special event fees and insurance
31 requirements.
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33 Section 2. The City Manager is hereby authorized to waive all special event fees in the
34 amount of $3,025.08.
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36 Section 3. If any section clause, sentence, or phrase of this resolution is for any reason
37 held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect
38 the validity of the remaining portions of this resolution.
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40 Section 4. This resolution shall become effective immediately upon adoption by vote of
41 the City Commission.
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1 PASSED AND ADOPTED this __ dayof ,2018.
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3 ATIEST: APPROVED:
4
5 CITY CLERK MAYOR
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7 READ AND APPROVED AS TO FORM, COMMISSION VOTE:
8 LANGUAGE, LEGALITY AND Mayor Stoddard:
9 EXECUTION THEREOF Vice Mayor Welsh:
10 Commissioner Liebman
11 Commissioner Edmond:
12 Commissioner Harris:
13 CITY ATIORNEY
, .
THE CITY OF PLEASANT LIVING
I permit#:'t\o"oti
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: l £.! UI1I!; 14116
DAYTIME PHONE: 2J)). l"n .. ~1-l'1
TITLE: ~YMMJ,e5 PawW11 Mv (
MOBILE: SIND1<' .
. EMAIL: .lka1I\Gl.;¥aI.1c\1~. ,OJ;
2'd CONTACT NAME: Dlo.~e s PYicJ
DAYTIME PHONE: ·1lli. loSS ~w3
TITLE: /keV\Ch'p5 hAe!l'lLbtl
MOBILE: 3avYl e.-
EMAIL: Gbp/\; ~ 1..--G 0vt1lV\clrt(~ {'I.b~
ORGANIZATION INFORMATION
NAME OF ORGANIZATION: ~ v~e> -~ . U·lCl;jlv\.\
ADDRESS: \o~ILP 5\,0 ?i~ £\aa I So U-CCiAVvt, Fk 33lLf3 .
PRESIDENT/MANAGER NAME: !,c6LVv1{, 1i~!\ I PHONE: 3.JY'L~~11
Is your organization a non-profit, SOl(c) (3) certificate holder? 0 NO ? YES -If YES, please provide a
copy of your certificate with the application,
EVENT INFORMATION'
TYPE OF EVENT: !IDFESTIVAL/CELEBRATION 0 RUN/WALK o FILM/PHOTO PERMIT
"M,"m", fAE'~ Dorn"
LOCATION OF EVENT: =~~ ; ~ eJ (\),IMl1Ud't 11 (eMIt (
EVENT DATE(S): Uh ID I WI g 0 NEW EVEN~ QitRETURNING EVENT
WILL THIS BE AN ANNUAL EVENT? 0 NO I[t YES IF YES, THIS IS THE~ YEAR OF THE EVEf\iT
ANTICIPATED ATTENDANCE: Leoo ACTUAL EVENTTIME: II rBp.M.tb Lf A~~
ASSEMBLYDATE(S):CCJ? rO(2PI¥= SETUP TIMES: I @PMto 10 ~M
BREAKDOWN DATE(S): \1:.b 10 '201 ¥-BREAKDOWN TIMES: y
I , AM$O le AM~
i
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 atta'ch to the
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:
'Iii 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 N~me: Cvb" 'tI £ s"M OJKI
, , " \
Property Address: '780 0 sw (e(Pf-t.1. 5'-\--1 S, ULtlAtvt, .. h-, S21Y3
Phone: _________ _
PRINT APPLICANT'S NAME APPLICANT'S TITLE
PROPERTY OWNER SIGNATURE DATE
NOTARY SIGNATURE
Subscribed and sworn before me, this
____ Day of_-'-___ ~. a
Notary Public in and for _--,-__ --'-
County, State of-'-_____ _
Signature (NOTARY Pl!BLlC)
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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
la rge crowds.
Yes
[] p
.~
No
-'8;( Will your event obstruct the normal flow oftraffic or sidewalks?
o Do you expect the total attendance for your event to be over 50 people
at anyone given time?
o 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 Qe .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
andti~E~o)~~ b~{ Wr~rJ]d \A'tt%o 1Vtt f0unJc r
STREET, SIDEWALKS AND RIGHT -OF-WAY CLOSURES
List detailed closures you are requesting for your event including street, sidewalks and right-of-ways.
(\DVlt
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
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 5D1(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?
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INDEMINIFATION AGREEMENT
THIS AGREEMENT ("Agreement") is entered into by and between _~",-:,-=Y\ ... ch6t-L',-e",.~",-_____ _
("Applicant"), and the City. of South Miami ("City") on the date on which the last of the Parties executes this
Agreement.
RECITALS
WHEREAS, the A~plicant has submitted a Special Event Permit Application to the City. for (event title) M L-~ (401 Ii-f I ~ at fur GUL (location) on
(date(s)) y, \9 )0 '~oI1 . ("Special Event"); and WHERAS, pursuant to of the City's Code
and the City's Special ~;;;;nt Regulations, the Applicant must execute an indemnification an·d 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 (flndemnitees") harmless from and against any a~d all such claims, suits, actions,
damages, or causes of action arising as result ofthe 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 require"1ents 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 signatory(ies) on the date set forth below and notarized.
fJJvrtei kh,bn
PRINT PPLI ~ .
Subscribed and sworn before me, this
.~~ daym~Ov~~~
Co ,5t 'PV"\~
TARY PUBLIC)
:W#'k~_, JACLYN C CUESTA f:. '7 MY COMMISSION # GG049427
····.w" "" EXPIRES November 21, 2020
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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. Event site (streets, bldg., etc.) 3. Canopies, tents, stages 5. Fencing/Barricades 7. First aid facilities
2. Routes (races, parades, etc.) 4. Restroom facilities 6. Off duty polie'e officers 8. Parking Area
...
·
r
NOTIFICATION/PEmION
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 or disagree to the closure(s). We are also
aware that this response may not effect this application being disapproved.
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· .
FINAL CHECK 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 ensure all
information was submitted correctly.
qv APPLICATION:
0 FEE:
tlJ SIGNATURES:
'ijJ EVENT NARATIVE:
lb NOTIFICATION FORM:
Etl SITE PLAN:
~ COPY:
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.
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.
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 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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SubiDittedTo:
FICA:.
".
MateriltlSli
~ublie Works Departntent
IilventQost Estimafe·
l\4f,l'{ l>.rade&RelJlix
Sa,rnJid_y,.1l'ebl'1l11ry lOj~,~18
mayl ~PUhlicWl)rkS:FeeS!& Materials
Equipment:
13<ttJ'icllc:fes Flat Rllte(P~Qf4et)
pay I .-:-MQitionaLJee.per'l3'am"1rlic:fe -$3;00 (Oty.100)
Date Prepal'ed:_---"1""2t""14"". 1",,17"-.·· __
'$'Zli·QI)
S3·l)o.oll
r({1,
South'Miami
THE CITY OF PLEASANT LIVING
Special Events Division
5800 SW 66 Street
South Miami, FL 33143
TO:
MLKREMIX
CITY SERVICE RENDERED
Stage Rental Fee
Stage Set-up / Breakdown -Staff
Staff -Clean-up
Large Murray Park Field @ $SO/hour
Multi-Purpose Room @ $55/hour
Arts and Crafts Room @ $55/hour
COST ESTIMATE ,
DATE: 1/8/2018
QUANTITY PRICE
1 $150
2 Staff -6 hours $516.72
2 Staff -3 hours $258.36
6 Hours $300
6 Hours $330
6 Hours $330
Total Amount Due: $1,885.08
The Security Deposit will be returned upon payment ofthe above mentioned City services rendered.
Please make checks payable to ...
City of South Miami
6130 Sunset Drive
South Miami, FL 33143
THANK YOU!