7.. (4l South~iami CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OfFICE MEMORANOUM
THEcjTY dF~lEASANT lIYING
To:
FROM:
Via:
DATE:
SUBJECT:
BACKGROUND:
AnACHMENTS:
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Quentin Pough, Director of Parks & Recreation 7
February 6,2018 Agenda Item No.: __
A Resolution authorizing the City Manager to permit South Miami Black
Cultural Affairs Foundation to hold its annual MLK Parade and to waive
certain special event fees and insurance requirements.
In observance of Black History Month, the South Miami Black Cultural
Affairs Foundation ("the applicant") has requested to host its annual
South Miami MLK Parade. The MLK Parade has been requested to be held
on Saturday, February 10, 2018 from 9:00 a.m. to 11:00 a.m. beginning
70th Street and 59th Avenue and ending at the Gibson-Bethel Community
Center.
The MLK Parade will consists of various marching bands, sorority and
fraternity alumni groups, schools, businesses, athletic associations and
church groups and will pass through the historic Marshall Williamson
followed by the MLK Remix Black History Festival.
The applicant has completed the special event application and is
requesting to waive all Special Event fees in the amount of $5,729.48, as
illustrated in the table below and insurance requirements.
DEPARTMENT AMOUNT
SPECIAL EVENT FEES ($60 ApPLICATION, $100 $660
ADMINISTRATIVE & $500 REFUNDABLE SECURllY DEPOSIT)
POLICE DEPARTMENT FEES $2,900
59 PARKING METERS X $25 $175
PUBLIC WORKS $844.48
STREET CLOSURE & MOT $1,150
TOTAL $5,729.48
Resolution
Special Event Application
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RESOLUTION NO. __________ _
A Resoilition authorizing the City Manager to permit South Miami Black Cultural
Affairs Foundation to hold its annual MLK Parade and to waive all special event fees
and insurance requirements.
7 WHEREAS, the South Miami Black Cultural Affairs Foundation ("the applicant") has
8 requested to host its annual South Miami MLK Parade; and
9
10 WHEREAS, the MLK Parade has been requested to be held on Saturday, February 10, 2018
11 from 9:00 a.m. to 11:00 a.m. beginning on 70 th Street and 59 th Avenue and ending at the Gibson-
12 Bethel Community Center; and
13
14 WHEREAS, the MLK Parade will consists of various marching bands, sorority and fraternity
15 alumni groups, schools, bUSinesses, athletic associations and church groups and will pass through
16 the historic Marshall Williamson neighborhood; and
17
18 WHEREAS, the applicant has completed the special event application and is requesting to
19 waive all Special Event fees in the amount of $5,729.48, as illustrated in the table below and
20 insurance requirements.
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DEPARTMENT
SPECIAL EVENT FEES ($60 ApPLICATION, $100
ADMINISTRATIVE & $500 REFUNDABLE SECURITY DEPOSIT)
POLICE DEPARTM ENT FEES
59 PARKING METERS X $25
PUBLIC WORKS
STREET CLOSRE & MOT
TOTAL
AMOUNT
$660
$2,900
$175
$844.48
$1,150
$5,729.48
30 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY
31 OF SOUTH MIAMI, FLORIDA:
32
33 Section 1. The City Manager is hereby authorized to permit South Miami Black Cultural
34 Affairs Foundation to host its annual South Miami MLK Parade and to waive all special event fees
35 and insurance requirements.
36
37 Section 2. The City Manager is hereby authorized to waive all special event fees in the
38 amount of $5,729.48.
39
40 Section 3. If any section clause, sentence, or phrase of this resolution is for any reason
41 held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect
42 the validity of the remaining portions of this resolution.
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44 Section 4. This resolution shall become effective immediately upon adoption by vote of
45 the City Commission.
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47
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49 PASSED AND ADOPTED this __ day of ,2018.
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51 ATIEST: APPROVED:
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53 CITY CLERK MAYOR
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55 READ AND APPROVED AS TO FORM, COMMISSION VOTE:
56 LANGUAGE, LEGALITY AND Mayor Stoddard:
57 EXECUTION THEREOF Vice Mayor Welsh:
58 Commissioner Liebman:
59 Commissioner Edmond:
60 Commissioner Harris:
61 CITY ATTORNEY
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SoutOOiami
Permit#: St" -D2 \()It)-Dl
THE qTY OF PLEASANT LIVINC
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.
APPUCANT INFORMATION
APPLICANT NAME: Bout i "" Q tI TITLE: PftfGdC COf);J,''flllfof
, 011
DAYTIME PHONE: '~6"'~"1:L'fq
I
MOBILE: __ St",-",am",,' ""C"---_---'-__
EMAIL: WI"9""f\~A>qol.coWi
2"d CONTACT NAME: L~ "'1'<{GlIy TITLE: ---,!£..::~!!.!!.:~'-lq~~L-
DAYTIME PHONE: 7~6· ~ ~ .. 571' MOBILE: +.!!.!!.--l-~~~Wl!.._
EMAIL: le ... KtIl1~.1c9jmajl.ccm
ORGANIZATION INFORMATION
NAME OF ORGANIZATION: SoMth J1i ami B 10 t.~ Cv[{urql A fr i1'8 fflllflJQH "'1
ADDRESS: b :lEO S.W. (,0 = Avenue
PRESIDENT/MANAGERNAME: Deborab PoWell PHONE: j05 .. ~ga·'flkfo
Is your organization a non-profit, 501(c) (3) certificate holder? 0 NO ~ES -If YES, please provide a
copy of your certificate with the application.
EVENT INFORMATION
TYPE OF EVENT: ~STIVAl/CELEBRATION 0 RUN/WALK o FILM/PHOTO PERMIT
LOCATION OF EVENT: _----,,~M-J4.....,~=!l.ll!.L.J ....... u.u_l_.Y.!CL!...-'-'---L.!!.!.l'4--\J-.+-=--I-+I"'"'""~
EVENT DATE(S): _,--~3chJt:.u..~~:l..::i2t!tllfit/J.'j 0 NEW EVENT ~TURNING EVENT -WILL THIS BE AN ANNUAL EVENT? 0 NO 0 YES I YES, THIS IS THE YEAR OF THE EVENT
ANTICIPATED ATTENDANCE: '100'" ACTUAL EVEI'Il TIIlljE: 10 @/PMto I ~ AM/PM (fllr~dP
c' re-tivoltmi)( I, 10 'I.~ 00 e.11 '
ASSEMBLY DATE(S): I ~I:J[ 0 -5at-tlrd j'SETUP TIMES: 6lfPMto 'f , @j7PM
BREAKDOWN DATE(S): Feb I 0 .s"t BREAKDOWN TIMES: q AM@O" AM/e
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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.
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: .
~ocation 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
Property Address: -,-___ -,-______________________ _
PgrOideCo ora; o(f-h-r
. APPLICANrS TITLE t~
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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NOTIICATION & PETITION ROUTE
Diagram of Community Center Field for
MLK Event
Includes:
• Stage
• Center Tent
• In/ormation Vendor
• Non Food Vendor
• Vendor Parking
• Food Vendors
· . o 100 200 300 400 500 000 700 IlOO !lOO 1.000
Feet "'&
NOTIFICATION/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 t~is response may not effect this application being disapproved.
ST
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NOTIFICA nON/PETITION
We, the undersigned business and/or residents, have been notified of street closures associated
with the event noted about on said date, Clnd hereby agree or disagree to the closure(s). We are also
aware that this response may not effect this application beingdisapproved.
Resident/Business Name Contact Name/Title Address PI10ne No. Signature
--c-
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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 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 caD 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 requesti".f for your event including street, sidewalks and right-of-ways.
. S'ee/1ffar,ht.cl Hop .. .
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 Will you be hanging any bann.ers 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?
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CODE ENFORCEMENT
o
o
No o Win you be having any music and/or amplified sounds during your
event? ~ Win your event be starting before 8:00 AM.
~ Will your event end after 11:00 PM?
PARKS AND RECREATION
No
o
o
PAR~NGDIVISION
Yes o
o
o
PUBLIC WORKS
No
o
o
o
Will this event take place in any of the South Miami City parks and/or
recreation facilities?
(Please note: A rental fee win be applicable if a city park is being used)
Will this event require the use of any Department equipment (stage)?
Win 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 onright-of-ways that includes
parking meters will be required to pay the daily meterfee)
Do you have enough on-site parking to accommodate your event?
Win your event involve the use of a shuttle and/or alternate parking
sites?
Win 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 closwes?
(Please note: any right-of-way closures win 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 St.cftaa . . .
Please describe your plans for the cleanup and remoJal of recyclable goods, waste and garbage
during and after your event.
SifSCAF b~~~¥::~;~~~~iI.J::i¥it1." to:/(1
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ADDITONAL EVENT FEATURES
o Temporary Fencing 0 Inflatables/Rides 0 Live Music
o Signs/Banners 0 Additional Barricades 0 Open Flames
u,r;.ents or Canopies 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: ___ !-'rV-If-L,,-!-___ SPecial Effects or Weapons: ________ _
I
Base Camp Location: _________________________ _
Cast: ______ -Crew: ________ _ Extras: ______ _
Total Number: ____ Total Vehicles: ___ '---Type of Vehicle: ______ _
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 Departmenh.: ........... , .................................. . (305) 663-6326
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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.
o APPLICATION:
o FEE:
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.
o SIGNATURES: Application must be signed and notarized.
o EVENT NARATIVE: Briefly discuss your Organization/Business, the purpose of your
event, the benefits, etc.
o NOTIFICATION FORM: The mime, 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.
0-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 Coordinator
Gibson-Bethel Community Center
5800 sIN 66th Street South Miami, Fl33143
Office: 305-668-3873 -Email: waldes@soutnmiamifl.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 $500 refundable security deposit, and other applicable
chargers such as, but not limited to, street closures, off-duty
police officers, etc. will be due and required before any permit
can be issued.
9
Public W()rksDel;ll1,rtm~nt
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J!lv~~t~Dlft~r~J;" .. .i.1!$¥i 'li'~lJtll3~Jjltljl'~Q($., ii
'$:75.00
S3'IJO.OO.
Valdes. Yvette
From: Aurelio Carmenates .
Sent:
To:
Tuesday, Janual)' 23, 2018 3:27 PM
Valdes, Yvette
Subject: RE: MLK Parade 2018
3800 ft
AURELlOJ. CARMENATES, P.E.
Capital Improvement Project Mana.ger
·1 ' .
Public Works Engineering & Construction Division
4795 SW75,hAvenue
Miami, FI33155
Main: (305)-403-2063
Fax: (305)-668-7208
From: Valdes, Yvette
Sent: Monday, January 22, 2018 2:51 PM
To: Wagner, Darby; Corbin, Larry P.; John Reese; Marenco, Carlos; Aurelio Carmenates
Cc: Landa, Rene; Pough, Quentin
Subject: MLK Parade 2018
Good Afternoon All,
I just received the Special Event Application from the coordinator of the MLK Parade. Below is the general information,
and if needed I have attached the Application and Map. Please provide me with a cost estimate per department as soon
as possible.
MLK Parade
Event Date: February 10, 2018
Assembly: 7 AM -9AM
Event Hours: 9 AM -llPM
Location: Map/Route Attached
Anticipated Attendance: 400
Police -cost estimate for the officers and vehicles needed for the street closure.
Public Works -cost estimate for barricades, staff and supplies.
Aurelio -linear feet for the parade route on the map.
Please feel free to call me if you have additional questions.
1
Valdes. Yvette
From: Pepe, Thomas F.
Sent:
To:
Wednesday, January 10, 2018 12:07 PM
Pough, Quentin
Cc:
Subject:
Atkins-McGuire, Elisha; Valdes, Yvette
RE: Resolution -Fireworks
I approve of the resolution attached to your email as to form and legality which will require 3
votes to be adopted.
Thank you.
Very truly yours,
Thomas F. Pepe
City Attorney, Board Certified by the Fla. Bar
in City, County and Local Govenunent Law.
City of South Miami
1450 Madruga Avenue, Ste 202,
Coral Gables, Florida 33146
Tel: (305) 667-2564
Fax: (305) 341-0584
E-mail: tpepe@southmiamifl.gov
ATTENTION: This e-mail may contains PRIVILEGED AND CONFIDENTIAL INFORMATION intended only for the use of the
addressee named above. If you are not the intended receiver, you are hereby notified that any dissemination of this communication is
strictly prohibited. If you have received this e-mail in error, please inunediately notify us by telephone, call collect if outside of your
area code and delete this e-mail. We will reimburse you for the cost of your long distance call. Thaok you. Please also note: All e-
mails to and from this e-mail site are kept as a public record. Your e-mail communications, including your e-mail address may be
disclosed to the public and media at any time pursuant to Florida Statutes, ch. 119.
From: Pough, Quentin
Sent: Wednesday, January 10, 2018 9:51 AM
To: Pepe, Thomas F.
Cc: Atkins-McGuire, Elisha; Valdes, Yvette
Subject: FW: Resolution -Fireworks
Resending ..... .
Quentin Pough, CPRP
Director, Parks & Recreation Department
City of South Miami
From: Pough, Quentin
Sent: Tuesday, January 9, 2018 10:40 AM
To: Pepe, Thomas F.
1