Res No 109-18-15142RESOLUTION NO. 109-18-15142
A Resolution authorizing the City Manager to permit South Miami Black Cultural Affairs
Foundation to host its annual Juneteenth celebration event and to waive all special event
fees and insurance requirements.
WHEREAS, South Miami Black Cultural Affairs Foundation (lithe applicant") has requested to
host its annual Juneteenth celebration event to be held on Saturday, June 23, 2018 from 10:00 a.m. to
6:00 p.m. at the Madison Square property located at 59th place and 64th street; and
WHEREAS, according to the applicant, Juneteenth celebration activities will consist of music,
dance performances, exhibits, food and education on the history of Juneteenth; and
WHEREAS, the applicant has completed the special event application and is requesting a waiver
of the required liability insurance and all special event fees in the amount of $1,450.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH MIAMI, flORIDA:
Section 1. The City Manager is hereby authorized to permit South Miami Black Cultural Affairs
Foundation to host its annual Juneteenth celebration event to be held on Saturday, June 23, 2018
from 10:00 a.m. to 6:00 p.m. at the Madison Square property located at 59 th place and 64th street.
Section 2. The City Manager is hereby authorized to waive the required liability insurance and
all special event fees in the amount of $1,450.
Section 3. 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. This resolution shall become effective immediately upon adoption by vote of the
City Commission.
PASSED AND ADOPTED this 19th day of June, 2018.
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MAY R
COMMISSION VOTE: 5-0
Mayor Stoddard: Yea
Vice Mayor Harris: Yea
Commissioner Gil: Yea
Commissioner Liebman: Yea
Commissioner Welsh: Yea
City Commission Agenda Item Report
Meeting Date: June 19, 2018
Submitted by: Quentin Pough
Submitting Department: Parks & Recreation
Item Type: Resolution
Agenda Section: CONSENT AGENDA
Subject:
Agenda Item No:2.
A Resolution authorizing the City Manager to permit South Miami Black Cultural Affairs Foundation to host its
annual Juneteenth celebration event and to waive all special event fees and insurance requirements. 3/5
(City Manager-Parks & Recreation)
Suggested Action:
Attachments:
MEMO-Juneteenth 2018 (QP).docx
RESOLUTION -Juneteenth 2018.docx
Juntee nth_applicati on. pdf
Police cost estimate.pdf
Parks cost estimate. pdf
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THE CITY OF PLEASANT LIVING
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
June 19, 2018 Agenda Item No.: __
A Resolution authorizing the City Manager to permit South Miami Black
Cultural Affairs Foundation to host its annual Juneteenth celebration
event and to waive all special event fees and insurance requirements.
The South Miami Black Cultural Affairs Foundation ("the applicant") has
requested to host its annual Juneteenth celebration event to be held on
Saturday, June 23, 2018 from 10:00 a.m. to 6:00 p.m. at the Madison
Square property located at 59 th place and 64th street.
Juneteenth, also known as Juneteenth Independence Day or Freedom
Day, is an American holiday that commemorates the June 19, 1865,
announcement of the abolition of slavery in the U.S. state of Texas, and
more generally the emancipation of enslaved African-Americans enslaved
throughout the former Confederacy of the southern United States.
According to the applicant, celebration activities will consist of music,
dance performances, exhibits, food and education on the history of
Juneteenth Independence Day. The applicant will provide all activities by
local artists, musicians and community leaders.
The applicant has completed the special event application and is
requesting a waiver of the required liability insurance and all special
event fees in the amount of $1,450 as illustrated in the table below.
DEPARTMENT AMOUNT
SPECIAL EVENT FEES ($60 ApPLICATION, $100 $660
ADMINISTRATIVE & $500 REFUNDABLE SECURITY DEPOSIT)
POLICE DEPARTMENT (2 OFF-DuTY OFFICERS) $640
PARKS AND RECREATION DEPARTMENT (STAGE RENTAL) $150
TOTAL $1,450
Resolution
Special Event Application
P&R and Police Cost Estimates
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I Permit#: CXol2>\~ 0 \ I
itted for special events that will be held on city property or requiring city services at
the date of the event. Please refer to the Special Events Handbook for more
~i!l!if.t~Diitit+plyirlg"ffir a special event in the City of South Miami.
APPLICANTNAME:~~
DAYTIME PHONE: 805-t'6~ -q\00
TITLE:~l1:)2lU1
MOBILE: G~
EMAll: __________________________ _
2nd CONTACT NAME: ¥ .. h"llSIOtJ, ~~~V\
DAYTIMEPHONE:'?j) ... &,~ 7Z'!Cf
TITLE:" iCC-~\I>E)J,.T
MOBILE: S"~
EMAll: _________________________ _
ORGANIZATION INFORMATION
NAME OF ORGANIZATlON:~ .. UhMV\l e1ot:v CM K-uta( AftA\($ fo.N\dqkOYl
ADDRESS: roZ,SD S.w.. ~O PNE:.-M\,1\+1s, ~o :331"'2
PRESIDENT/MANAGER NAME: OEl:xrAb :R>w,et..L-PHONE: ______ _
Is your organization a non-profit, SOl(c) (3) certificate holder? 0 NO ~S -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
o CHARITY 0 OTHER: __________ _
NAME OF EVENT: 3' (1~1e£» -r~
LOCATION OF EVENT: C'~.)f.\ \...6r h4r3.~ -,.. 6C(-l~ £L..
EVENT DATE(S): :S'W\1E... 2. ~\ lP\8 0 NEW EVENT ~TURNING EVENT ..
Will THIS BE AN ANNUAL EVENT? 0 NO !2rYES IF YES, THIS IS THE ~ YEAR OF THE EVENT
ANTICIPATED ATTENDANCE: ~ ACTUAL EVENTTIME: \D!'cc? &PMto coro AM/@
ASSEMBLYDATE(S): jUloo2202Dit? SETUP TIMES: ,o~c1J Q/PMto ~·oD A~
BREAKDOWN DATE{S):c lioc:;..21'~ BREAKDOWN TIMES:l!:>~oOi' AM~O 't~2J AM(fjjJ)
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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.
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:
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: c,~ (.R . ~-Pj ~ Str.eG ? ~~.u-. p~~
Property Owners Name: --30C""'.....;-;"..~---!!A:~.:..... ______ _ Phone: ___________ _
Property Address: ____________________________ _
NOTARY SIGNATURE
Subscribed and sworn before me, this
_____ Day of _____ ---'. 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
o
No/. .
a'" 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?
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 closureN ;y~ing for your event including street, sidewalks and right-of-ways.
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 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?
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CODE ENFORCEMENT
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.
Will your event end after 11:00 PM?
PARKS AND RECREATION
Yes
o .~ 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)
o Will this event require the use of any Department equipment (stage)?
o ~ Will this event require the use of any Department staff?
PARKING DMSION
Yes
o
PUBUCWORKS
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 meter fee)
o 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?
No ~ 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 comer)
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.
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~ .......
ADDITONAL EVENT FEATURES
o Temporary Fencing
o ~ns/Banners
121"" Tents or Canopies
o Inflatables/Rides ~e Music
o Additional Barricades 0 Open Flames
o Electrical Services/ Generators ~rt-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: ----II--Ir--Hft---Special Effects or Weapons: _________ _
Base Camp location: ---l-~..L--=----------------------
Cast: _______ _ 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 Department ................................................ . (305) 663-6326
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THIS AGREEMENT ("Agreement") is entered into by and between
("Applicant"), and the City of South Miami ("City") on the date on which the last·
Agreement.
RECITALS
'(VHEREAS the Applicant has submitted a Special Event Permit Application to the City for (event title)
-.luflGiWJT f6$1V~ at~ \...dr "4~L 5, 17(" (location) on
(date(s)) JUilB '&1> I '2D1B . ("Special Event"); and WHERAS, pursuant to of the City's Code
and the City's 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 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. 1"2.
n-IL_Ifo6E~$!..!!.IillIDP~--=--r __ _
NOTARY SIG
Signature
APPLICANTS TITLE
D~~~2tf1
NKENGAA. PAYNE
MV COMMISSION # FF 920975
EXPIRES: October 5,2019
UO"ded Thru No'.ary Pub6c Ullderwrilllr.l
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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 police officers 8. Parking Area
r :ze ~
, ~ ~ ~ ~ " ~ ~
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NOTIRCA TION/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.
Resident/Business Name Contact Name/Title Address Phone No. Signature
. ~
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.. -'" . ~ ,. .
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.
D APPLICATION:
D 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.
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 Coordinator
Gibson-Bethel Community Center
5800 SW 66th Street South Miami, Fl33143
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.
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'r:n
South'Miami n IE Cf1"i or PlEASANT' UViNG
Police DepartDtent
Event Cost'Estimate
"'~.~ To:, Yvette Valdes, 'Special Events Coo~r
. ,,; N_e 'Of ~VeDt: ' Jueteenth ,
~v.t,DaylDaai (.): JUDe 23,:~018
Thi:les Boan' BoarlyCoSt EDeDded Coat Total
.' Officer 1000;.1800 8 4O~OO
, ,'Officer '" lO~1800, 's 4O~OO
$640.00 , ' ,
"
s
" EQ!lipmeat:
s
': ESTIMATED COST:
,·IGrud Total: St4O.00
..
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THE CITY OF PLEASANT LIVING
Special Events Division
5800 SW 66 Street
South Miami, Fl33143
TO:
MLKREMIX
CITY SERVICE RENDERED
Stage Rental
THANK YOUI
COST ESTIMATE
DATE: 5/21/2018
QUANTITY PRICE
1 $150
Total Amount Due: $150
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