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6(,jl 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.!2- 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 THE CITY OF PLEASANT LIVING ATTACHMENTS: Resolution CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM Special Event Application 1 RESOLUTION NO. __________ _ 2 3 A Resolution authorizing the City Manager to permit Art South to host two (2) South 4 Miami Arts Cooperative events and to waive certain special event fees. 5 6 WHEREAS, Art South ("the applicant"), a 501 (c)(3) has requested to host two (2) South 7 Miami Arts Cooperative events; and 8 9 WHEREAS, the events have been requested to be held on Sunday, February 25, 2018 and 10 Sunday, March 25, 2018 from 2:00 p.m. to 4:00 p.m. at Murray Park; and 11 12 WHEREAS, South Miami Arts Cooperative will features free arts and culture events that will 13 include intergenerational activities that engage families in creating art, dance and music activities; 14 and 15 16 WHEREAS, the applicant has completed the special event application and is requesting to 17 waive certain Special Event fees in the amount of $1,260, as illustrated in the table below. 18 19 20 21 22 23 24 25 DEPARTMENT SPECIAL EVENT FEES ($60 ApPLICATION, $100 ADMINISTRATIVE & $500 REFUNDABLE SECURITY DEPOSIT) PARKS AND RECREATION DEPARTMENT FEES TOTAL AMOUNT $660 $600 $1,260 26 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY 27 OF SOUTH MIAMI, FLORIDA: 28 29 Section 1. The City Manager is hereby authorized to permit Art South to host two (2) 30 South Miami Arts Cooperative events and to waive certain special event fees. 31 32 Section 2. The City Manager is hereby authorized to waive special event fees in the 33 amount of $1,260. 34 35 Section 3. If any section clause, sentence, or phrase of this resolution is for any reason 36 held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect 37 the validity of the remaining portions of this resolution. 38 39 Section 4. This resolution shall become effective immediately upon adoption by vote of 40 the City Commission. 41 42 43 44 45 46 PASSED AND ADOPTED this __ day of ____ -', 2018. 47 48 ATIEST: CITY CLERK APPROVED: MAYOR 49 50 51 52 53 54 55 56 READ AND APPROVED AS TO FORM, LANGUAGE, LEGALITY AND EXECUTION THEREOF CITY ATTORNEY COMMISSION VOTE: Mayor Stoddard: Vice Mayor Welsh: Commissioner Liebman: Commissioner Edmond: Commissioner Harris: (;n SouthlMiami Permit #: ~ -0'1..1.51& 0 \ THE <,:tTY OF PLEASANT LIVING SPECIAL EVENT APPLICATION This appiicatl()n 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. APPUCANT INFORMATION APPLICANT NAME~e~tr '-Z-~eYIrYlCLnnTITLE::B 0 c&tZD 3eire+CLry DA YTI~E PHONE: 73le-tfd-?~ If c.( I , '. MOBILE: -'--__ ---,----'----'~ EMAIL:_btllJ/tJolV1rjjlLc~!2JgU~·~6.!o!O..l:(.V.L.rq.1-.-.·I.J~.~irrL. ~' ~_=-_---,--'-_____ _ 2ndCONTACTNAME:~n\$ '!L\.eih. TITLE: bOCt-l'd Chct, r DAYTIME PHONE: 30s~a-&' 1-& '-I q MOBILE: "":""''''':''''',...---'-"-__ '''':'''''_ EMAIL: a r4la..JysY231Ua.o \ ,OJ rY\ ORGANIZATION INFORMATION NAME OF ORGANIZATION: ~,_' :;:::A!..j;(L:]t-w, ... $!.I.Q'-I'<':)}l.-'h!..:· ~";""~~~~~-,-,-____ ----,"_ ADDRESS: S5?.;l S S, va· &~ s-rece::\ PRESIDENT/MANAGERNAME:. J f-\ J01 ~ Ii. L.£ I ~ PHONE:_~~~~_~ Is your organization a non-profit, SOl(e) (3) certificate holder? 0 NO 0 YES -If YES, please provide a copy of your certificate with the application. EVENT INFORMATION TYPE OF EVENT: [31ESTIVAL/CELEBRATION 0 RUN/WALK o FILM/PHOTO PERMIT EVENT DATE(S):,-'-~4!-~...L~:.j...!:=~-U'--__ _ WILL THIS BE AN ANNUAL EVENT? 0 NO ~ES AM/9 Lf GPMto Iz... AM90 (0 f 0' 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. fr\r-l-+ h +h +- .-1-Sou·}h. wI! I r. { I mYi-1Ii i-!-,.es ;1CLU0h{-. b¥ JOCjl( o.(~(Sk I fY\USIQ/&..ns t Mc,e... .tea(! kwrs. A-{-h30~ ~"I p.COl/lde, 01/ maJenals 9..uppl,es lr\S-\-rUmer*s iA. '5(2; -Up 'e~ulp'mel\+. I I LOCATION APPROVAL 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: [9"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:_' _________________________ _ ~~A__r/ll z. fie t2.~Mkf\') p.) PRINT APPLICANTS NAME PROPERTY OWNER SIGNATURE NOTARY SIGNATURE Subscrib.ed and sworn before me, this _---,_ Day of _____ ~. a Notary Public in and for ____ _ County, State of ______ _ Signature (NOTARY PUBLIC) J:2olt{L h Si?C.Ifl-I?IA~ APPLICANT'0ITLE DATE 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. Yes o rs:( 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. ~/p.. 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 E(' 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 [if o o No o Will you be having any music and/or amplified sounds during your event? ~ Will your event be starting before 8:00 AM. m/ Will your event end after 11:00 PM? PARKS 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 will 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 PUBLIC WORKS Yes o o o 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 meterfee) 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/, Ii2f Will your event interfere with any public right-of-ways, such as roads, sidewalks, alleys, etc.? I1Y' 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 ____ _ 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 [i1"live Music o Signs/Banners o Additional Barricades o Open Flames o Tents or Canopies o Electrical Services/ Generators o 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: N I A-' Special Effects or Weapons: _r.N::..-t-}f::..A--I-... ____ _ Base Camp Location: _____ --!P'--· -+1...!.1l---___________________ _ i Cast: ;J I t,r Crew: _.LN~/.f.>Kt'------- Total Number: ~ I & Total Vehicles: rJ I A- Extras: ---!N=-)HfJ=F='---- Type of Vehicle: _-,t-J~,I-J ..cll--=-__ I I 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 Rlanning and Zoning Department ................................................ . (305) 663-6326 5 INDEMINIFATION AGREEMENT THIS AGREEMENT ("Agreement") is entered into by and between Ar.j..Sou~b ("Applicant"), and the CiW of South Miami ("City") on the date on which the last of the Parties executes this Agreement. RECITALS WHEREAS, the APjlicant has submitted.a Special Event Permit Application to the City for (event title) (YI";lfYIl l~r\:s Coo I2fah-Ju atWOll.:1?>(t,.j~~e,( CPIl1()'1O(lI.!-i C&o'J~t~tn) on (date(s)) • \ . g . ("Special Event"); and WHERAS, pursuant to of the City's Code and the Ci 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 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 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 tharge the applicant for the cost of restoration and additional incidental fees. 8. Applicant must pay all fees priorto 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. S 12-gOMD eCk'~Y PRINT APPLICANT'S NAME APPLICANT'S TITLE 1)2'2-/ P DATE MARIAL. GARCIA MY COMMISSION #GG 115752 EXPIRES: October 16. 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. 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 police officers 8. Parking Area --... ~ \ . NOTIFICA T10N/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 or disagree to the closure(s). We are also aware that this response may not effect this application being disapproved. 8 FINAL CHECK UST . . This list is to ensure that all necessary documentation is included and that all required protedures are followed. The Special Event Coordinatorwill check the application against this checklist to ensure all information was submitted correctly. D APPLICATION: D FEE: B'" SIGNATURES: 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 cheek or money order form. Application must be signed and notarized. 0' EVENT NARA TIVE: 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, ba rricades, etc. ~ . It is strongly recommended that you make a copy of your application for your own records COMPLETED APPLICATIONS:· Yvette Valdes, Special Events Coordinator Gibso.n·Bethel Community Center 5800SW 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 officers, etc. will be due and required before any permit can be issued. 9 THE CITY OF PLEASANT LIVING Special Events Division 5800 SW 66 Street South Miami, FL 33143 TO: Art South Events 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 COST ESTIMATE '. DATE: 1/23/2018 QUANTITY PRICE 6 Hours x 2 days $600 Total Amount Due: $600 THANK YOU!