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Res No 057-19-15329RESOLUTION NO.: 57-19-15329 A Resolution authorizing the City Manager to permit Rotary Foundation of South Miami, Inc. to hold its 361h annual South Miami Rotary Art Festival on February 22"d and 23d, 2020 and to waive certain special event fees and the necessary Notification/Petition Form. WHEREAS, pursuant to Resolution No. 039-17-14840, South Miami Rotary Foundation of South Miami, Inc. ("the applicant"), a 501(c)(3) organization, gave prior notice that it would request its annual South Miami Rotary Art Festival to be held on February 22"d and 23rd, 2020 on 72"d street (Sunset Drive) from 571h avenue to South Dixie Highway; and WHEREAS, the applicant has requested use of the City Hall parking lot for vendor parking during the Art Festival's event hours; and WHEREAS, the applicant has paid the City $660, which includes $60 application fee, $100 administrative fee and $500 deposit; and WHEREAS, the applicant is responsible for paying the City for Police Services ($12,230) and Public Works Services ($6,315), totaling $18,545; these figures are preliminary estimates and are subject to change; and WHEREAS, the applicant is requesting a waiver for Parking Meter Fees ($3,600) and Street Closure and MOT Fees ($1,658.48), totaling $5,258.48; and WHEREAS, the applicant has requested, pursuant to 15B-6(3), of the City's Code of Ordinances, a waiver for the Notification/Petition Form signed by businesses that will be affected by the requested street closure; and WHEREAS, 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. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1. The City Manager is hereby authorized to permit South Miami Rotary Foundation of South Miami, Inc. to hold its annual South Miami Rotary Art Festival on February 22"d and 231, 2020, and to waive certain special event fees and the necessary Notification/Petition Form signed by businesses that will be affected by the requested street closure. Section 2. The City Manager is hereby authorized to allow the use of the City Hall parking lot for vendor parking during the Art Festival's event hours. Section 3. The City Manager is hereby authorized to waive the cost for 72 Parking Meters Fees ($3,600) and Street Closure and MOT Fees ($1,658.48), totaling $5,258.48. Page 1 of 2 Resolution No. 57-19-15329 Section 4. 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 5. Effective Date. This resolution shall become effective immediately upon adoption by vote of the City Commission. PASSED AND ADOPTED this 7' day of May. 2019. ATTEST: READ AND-APP-R9IVED AS TO FORM: LANGUAG, LEGAI,IITYANLy RNEY Page 2 of 2 APPROVED: 111)"1161UJ MAYOR COMMISSION VOTE: 5-0 Mayor Stoddard: Yea Vice Mayor Harris: Yea Commissioner Gil: Commissioner Liebman: Yea Commissioner Welsh: Yea Yea Agenda Item NoA. City Commission Agenda Item Report Meeting Date: May 7, 2019 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Item Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to permit Rotary Foundation of South Miami, Inc. to hold its 36th annual South Miami Rotary Art Festival on February 22nd and 23rd, 2020 and to waive certain special event fees and the necessary Notification/Petition Form. 3/5 ( City Manager -Parks & Recreation) Suggested Action: Attachments: MEMO- Rotary Art Festival 2020.doc RESOLUTION_-_Rotary_Art_Festival_2020 CArev.docx Res No 039-17-14840.pdf Application - Rotary Art Festival 2020.pdf Rotary Art Festival - Letter for Waivers.pdf Cost Estimates - Rotary Art Festival 2020.pdf South Miami THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER -OFFICE MEMORANDUM To: The Honorable Mayor & Members of the City Commission FROM: Steven Alexander, City Manager Via: Quentin Pough, Director of Parks & Recreation DATE: May 7, 2019 SUBJECT: A Resolution authorizing the City Manager to permit Rotary Foundation of South Miami, Inc. to hold its 361h annual South Miami Rotary Art Festival on February 22"d and 23rd, 2020 and to waive certain special event fees and the necessary Notification/Petition Form. BACKGROUND: On March 7, 2017, as per Resolution No. 039-17-14840, South Miami Rotary Rotary Foundation of South Miami, Inc. ("the applicant"), a 501(c)(3) organization, had reserved its annual South Miami Rotary Art Festival to be held on February 22"d and 23rd, 2020. The applicant would like to host its 36th annual South Miami Rotary Art Festival on 72"d street (Sunset Drive) from 57th avenue to South Dixie Highway and utilize the City Hall parking lot for vendor parking during the event. The applicant will have 10x10 tents located along the street showcasing artwork as well as food vendors. According to the applicant, proceeds will support full college scholarships for at -risk students and other various community programs. The applicant is requesting a waiver of the Notification/Petition form, which requires them to obtain signatures of approval from a majority of the business affected by the 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. REVENUE: The applicant has paid the City $660, which includes a $60 application fee, $100 administrative fee, and $500 refundable security deposit. The applicant is responsible for submitting payment for all services rendered by the City ten (10) business days prior to the event date. DEPARTMENT AMOUNT POLICE DEPARTMENT $12,230 PUBLIC WORKS $6,315 TOTAL $18,545 2 SouthfMiami THE CITY OF PLEASANT LIVING FEES TO BE WAIVED: ATTACHMENTS: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER -OFFICE MEMORANDUM The applicant is requesting fee waivers for the following fees: DEPARTMENT AMOUNT PARKING METERS ($25 X 72 METERS X 2 DAYS) $3,600 STREET CLOSURE & MOT $1,658.48 TOTAL AMOUNT REQUESTED TO BE WAIVED $5,258.48 Resolution Approved Resolution #039-17-14840 Special Events Application South Miami Rotary Art Festival Letter City Services Cost Estimates RESOLUTION NO.: 039-17-14840 A Resolution authorizing the Rotary Foundation of South Miami, Inc., to hold its Annual South Miami Rotary Art Festival on February 24-25, 2018, located at 72"d street (Sunset Drive) from 57t' avenue to South Dixie Highway and waiving certain special event fees. WHEREAS, the Rotary Foundation of South Miami, Inc., ("the applicant") has submitted a Special Event Application to hold its Annual Art Festival ("the Art Festival") on February 24- 25, 2018 and have reserved the dates for the following two years: February 23-24, 2019 and February 22-23, 2020; and WHEREAS, the applicant would like to host the Art Festival on 72"d street (Sunset Drive) from 57t' avenue to South Dixie Highway; and WHEREAS, for the 2018 South Miami Rotary Art Festival, the applicant has paid the City $660, which includes a $60 application fee, $100 administrative fee, $500 deposit; and WHEREAS, the applicant is responsible to pay the City for Police ($8,700) and Public Works ($6,599.11), totaling $15,299.11; and WHEREAS, the applicant is requesting a waiver for Parking Meters Fee ($3,600) and Street Closure and MOT Fee ($1,037.50), totaling $4,637.50; and WHEREAS, the applicant has requested a waiver for the Notification/Petition Form signed by businesses that will be affected by the requested street closure; and WHEREAS, 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. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1. The City Manager is hereby authorized to permit Rotary Foundation of South Miami, Inc., to hold its Annual South Miami Rotary Art Festival on 72"d street (Sunset Drive) from 57t' avenue to South Dixie Highway on February 24^25, 2018. Section 2. The City Manager is hereby authorized to waive the cost for 72 Parking Meters ($3,600), Street Closure fee and MOT fees ($1,037.50), totaling $4,637.50. Section 3. The City Manager Is hereby authorized to waive Notification/Petition Form signed by businesses that will be affected by the requested street closure Section 4. 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. A Par. 2 of Res. No. 039-17-14840 Section S. Effective Date. This resolution shall become effective immediately upon adoption by vote of the City Commission. PASSED AND ADOPTED this 7th day of March , 2017. C RK AYO READ AND APPROVED AS TO FORM: COMMISSION VOTE: 4-0 LANGUAG , EGAL A D Mayor Stoddard: Yea EXE REOF Vice Mayor Welsh: Yea Commissioner Edmond: Yea Commissioner Liebman: absent Commissioner Harris: Yea �IfY A RNEY 7 South Miami THE CITY OF PLEASANT LMNG CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER -OFFICE MEMORANDUM TO: The Honorable Mayor & Members of the City Commission FROM: Steven Alexander, City Manager Via: Quentin Pough, Director of Parks & Recreation DATE: March 7, 2017 Agenda Item No.: SUMEcr: A Resolution authorizing the Rotary Foundation of South Miami, Inc., to hold its Annual South Miami Rotary Art Festival on February 24-25, 2018, located on 72"d street (Sunset Drive) from 57th avenue to South Dixie Highway and waiving certain special event fees. BACKGROUND: South Miami Rotary, a 501 (c)(3), ("the applicant") has submitted a Special Event application to hold its Annual Art Festival ("the Art - Festival") on February 24-25, 2018 and have reserved the dates for the following two years: February 23-24, 2019 and February 22-23, 2020. The applicant would like to host the Art Festival on 72" d street (Sunset Drive) from 57th avenue to South Dixie Highway. The applicant will have 10x10 tents located along the street showcasing artwork. The .applicant is requesting a waiver which requires them to obtain signatures of approval from a majority of the business affected by the 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. REVENUE: For the 2018 South Miami Rotary Art Festival, the applicant has paid the City $660, which includes $60 application fee, $100 administrative fee and $500 deposit. The applicant is responsible for the following services rendered by the City: DEPARTMENT AMOUNT POLICE DEPARTMENT $8,700 PUBLIC WORKS $6,599.11 TOTAL $15,299.11 South Miami THE CITY OF PLEASANT LIVING FEES TO BE WAIVED: ATTACHMENTS: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER -OFFICE MEMORANDUM The applicant is requesting fee waivers for the following fees: DEPARTMENT AMOUNT PARKING METERS ($25 X 72 METERS X 2 DAYS) $3,600 STREET CLOSURE & MOT . $1,037.50 TOTAL AMOUNT REQUESTED TO BE WAIVED $4,637.50 Resolution Special Events Application 'y t Sout h- Miami Rotar-.V - AR.-T F PO Box 430553 South Miami, FL• 33243 February 21, 2017 Mi. Steve Alexander, City Manager City of South Miami Sunset Drive South Miami, FL 33143 Dear Mr. Alexander, With this Ietter, I am delivering to the city the application package for the 34th annual South Miami Rotary Aril Festival for February 24 & 25, 2018. Enclosed are checks in the amount of $160 for the Special Event Application Fee and Administrative Fee and $500 for the City Services Refundable Deposit. We request that in the Resolution drafted for the Commission you please include waivers from the NI -Owing sections of Ordinance 15B if it is still in effect: 63 Which requires us to obtain signatures of approval from a majority of the business affected by the -street closure. 6.4 Those provisions pertaining to road closure costs and lost parking revenue 6.6 The requirement that costs of police and any other department employment be paid prior to the permit being issued. All of the waivers that we request are in keeping with the long standing policy of the City of South Miami which has always recognized the value to the city of the South Miami Rotary Art Festival. We bring approximately 25,000 visitors to the city over a two day period, many of whom return throughout the year to spend money in the downtown area. Furthermore, being the weekend after President's Day when the Coconut Grove Art Festival and the St. Stephen's Art Festival take place, a number of those artists remain in hotels and motels to participate in our festival, something they were unable to do when we were always the last weekend in February. This benefits our local tourist industries. 1 4P Profits from our festival are used to fund an annual college scholarship with preference to a South Maori student at the New World School of the Arts. We have been giving scholarships to needy children in South Miami for at least 20 years. We are currently involved with funding for *a tutoring program as well as a summer swim program both City of South Miami Recreation Department projects. Prior to 2011 the City of South Nfiiami provided financial concessions to non profits such as Rotary to help defray Police and Public Works expenses incurred during the festival. Though you have not done that since then, we have continued to show the City as a sponsor in our publicity as gratitude for the fine job you do for us. We would respectfully request that, because of our loss last year some concession be made this year if it can be found in the budget. The city has always recognized the value of our art festival to bring many return visitors to South Miami raising awareness of all that the city has to offer. Should you have any questions, please contact me at wendvlapidus@bellsouth.met or call 305 542- 3652 Very truly yours, Wendy G. Lapidus Festival Committee Chair South Miami Rotary Art Festival Rotary Foundation of South Miami Always the weekend after President's Day. 1. 11 !Aam-i Rotaify*. i PO Box 430953 South Miami, FL 33243 Please reserve our dates for the next three years as follows: February 24-25, 2018 February 23-24, 2019 February 22-23, 2020 The festival is always the weekend after President's Day. The reason for that is that it is the weekend after the Coconut Grove Art Festival and the St. Stephens Art Festival to allows .some of their artists to stay for our festival. It is usually the third weekend of February, but occasionally it is the last weekend depending on when President s Day falls. Always the weekend after President's Day. 12 In Permit #. South Miami THE On OF RFMMa WNG SPECIAL EVENT APPLICATION This application must be submitted for special events that will be on city property or requiring city services at least s6 ty 160) 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: TITLE: answ v iL, _dAA GZ. DAY TIME PHONE: ��f��'_ 3 "Z G C.. MOBILE: 1 OS - S Z - 345' Z-0 EMAIL: sisQ 1D u S Ca7 o�'T,� 2Rd CONTACT NAME: MAQI 0.44tC- l_ TITLE: DAY TIME PHONE: tj4 el ej I AG MOBILE: ?2 a _'S'" SO 5 EMAIL: ['mil 114A4a__ 6a ORGANIZATION INFORMATION d5o dTJ4 f-[ t+m I ) A-te— NAME OF ORGANIZATION: �,.,Q1.9 Mg . KL Aj ; I ��"���� Am-r F�ST1_ L) L, ADDRESS: O )!C �1 3 C>01 S !�DsgIL4 t ilAmi,T t_ M-5264 3 PRESIDENTAM fR NAME: '9VTiRAT^ egs'-SU PHONE: '7% 449 --95'��} Is your organization a non-profit, 501(c) (3) certificate holder? ❑ NO YES - if YES, please provide a copy of your certificate with the application. WENT INFORMATION TYPE OF EVENT: IWFESTIVAL%--BRATrtOft ❑ RUN/WALK ❑ FILM/PHOTO PERMIT ❑ CHARITY ❑ OTHER: NAME OF EVENT::6 a "TU 1-1 t ArM 1 j�-G _t�►�� _ 1 ErM6_n V A L- LOCATION OF EVENT: :S L.2 M bo� Dwe. G&M r2Da4D '�� V+ S. I EVENT DATE(S): ,r_:y=-,Q% &7'4 24�AS,rZJ0S 2_ ❑ NEW EVENT j5dRETURNING EVENT WILL THIS BE AN ANNUAL EVENT? ❑ NO j$f YES IF YES, THIS IS TH6:! fj" , YEAR OF THE EVENT ANTICIPATED ATTENDANCE: ACTUAL EVENT%#5 i > AM0Wo 5___4@WPM ASSEMBLY DATE(S): SETUP TIMES: AW/PWO 0_ AM/W* BREAKDOWN DATE(S),V REAKDOWN TIMES:y— *k PM to _ IPM rZOIA-a- opMN AAtI44C- -JA*7.Z aRstt 50_551 oru VA-"L- GPM �. 13 Internal Revenue Service Director, Exempt Organizations Rulings and. Agreements Date. NOY 10 2004 Rotary Foundation of South Miami, Inc. c/o David Jacobs 6401 SW 87th Ave., Ste. 204 Miami, FL 33113 Dear Sir or Madam: Department of the Treaanry P.O. Box 2508 Cincinnati, Ohio 45201 Person to Contacta Raran Chao - #31003 Contact Telephone Numbers: 877-829-5500 Phone Toll -Free 513-263-3756 PAR. rederal zdantincation Number: 65-0366159 This modifies our letter dated October 27, 1993. In that letter we determined that your organization is exempt under section 501(a) of the Internal Revenue code, as an organization described in section 501(c)(3) We determined that you were not a private fourAmnc- Alt zn, meaning of section 509(a) of the yuu were an organization described in :,0siak(2) of the Code.- In your letter dated October 2004, you indicated that you.wished consideration for classification as an organization described in section 509(a)(3) of the Code. Based on the information you provided, we have determined that you meet the requirements for the requested foundation classification. Accordingly, 'we have granted your request and modified your foundation status to reflect an organization described in section 509(a)(3). o�- Grantors and contributors may rely on this determination until the Internal Revenue Service publishes notice to the contrary. However; if you lose your section 509(a)(3) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act that resulted in your loss of such status, or acquired knowledge that the Internal Revenue Service had given notice that you would be removed from classification as a section 509(a)(3) organization. Because this letter could help resolve any questions about your exempt status and/or foundation status, you should keep it with your permanent records. if you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely, y�e Lois G. Lerner Director, Exempt Organizations Rulings and Agreements `C1 EVENT NAOTIVE 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. IBS aJS"T kS Iwb c^%� ,ter- will+ 148 S'TA'Ti br+e!,,. Ai .L USI Q A &2v 82s! rE2x j 24 Z-O I e> 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: Location is City of South Miami property (street, sidewalk, right-of-way, park, etc.) ❑ Applicant/Organization owns the requested event location ❑ Applicant/Organlzation will be using private property Comments: Property Owners Name: Properly Address: PRINT APPLICANT'S NAME PROPERTY OWNER SIGNATURE NOTARY SIGNATURE Subscribed and sworn before/,this Day of a Notary Public In and for County, State of Signature (NOTARY PUBLIC) Phone: APPLCANT'S TITLE DATE z 151 Event Narrative continued In 1984 a dedicated group of Red Sunset Merchants Association members conceived an arts and crafts festival as a way to bring shoppers into the area and also to serve the community well by bringing the.arts closer to the local population. • Started as a small show with only 25 booths, it has grown into one of Miami-Dadds most anticipated events.The festival is now wholly produced by the dedicated volunteers of the. Rotary Club of South Miami and its Rotary Foundation of South Miami, Inc., its 501 c(3). The -artists come from all over the United States, the Bahamas, and Canada. This past year the festival received recognition in ArtFair SourcebooWs "AFSB Blue ChiQ 100 Fine Art Events" The only other festival in Miami -Dade to receive this honor was the Coconut Grove Art Festival. Proceeds from -the festival fund a college scholarship at the New World School of the Arts with priority given to a South Miami student. In addition, they have provided funds for both.the tutoring program and the summer swim program of the City of South Miami Recreation Department. In the past they have funded carpeting AfterSchooi House, lighting Murray Field, giving a dictionary to every third grader and an aflas to every fifth grader In South Miami. It is only through the proceeds from this festival that we are able to accomplish these good works. 16 POLICE DEPARTMENT Off -duty police officers are requlred 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 No ❑ Will your event obstruct the normal flow of traffic�er sWewalJ�? ❑ Do .you expect the total attendance for your event to be over 50 people at any one given time? . ❑ Will you be -requesting the of off -duty police officers? If YES, how man Please note: if you answered NO, to this question off -du officers cari still be assigned to your event at a cost to q tY >� 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. PIZ STREET,' SIDEWALKS AND RIGHT-OF-WAY CLOSURES List detailed closures you are requesting for your event including street, sidewalks and right-of-ways. ' ',to 5sr,02 Fgu 6a- pv&L4 c� 2, �� �� S � S u�� t P note: All c osures require City Commi iori approva 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. t PLANNING AND ZONING Yes No 0 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 501(c)(3) certificate, Insurance and photos of the banner must be Included with the application to the Planning & Zoning Department) Have you notified the event. location neighbors or businesses about your event? JL s QR-+ �-- -ca 3 17 CODE ENFORCEMENT Yes No `Q� ❑ Wip you be having any music and/or amplified sounds during your event? ❑ `�( Will your event be starting before 8:00 AM. Did ~ l s V f r ❑ Will your event end after 11:00 PM? PARKS AND RECREATION Yes No ❑ 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) ❑ Tit Will this event require the use of any Department equipment (stage)? ❑ Will this event require the use of any Department staff? PARKING DIVISION Yes No ❑ Will you Oe 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) -f- ❑ 19 Do you have enough on -site parking to accommodate your event? ❑ Will your event involve the . use e4 .a 9but le-andf of alternate parking sites? M VE�r" [ZA 1 t✓ 6A(Z-4 G E-.. LA -A 1 %--PQ i.. �VAD'm � s PUBLIC WORKS�. Yes 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 corner) I❑ Would you like the City to provide you with barricades for you event, at a cost? if YES, how n9any mr4 * $j C. • Please describe your plans for the cleanup and removal of recyclable good ,bwaste and gage during and after your event. 18 ADDITONAL EVENT FEATURES ❑ . Temporary Fencing ❑ inflatables/Rides Live Music Signs/Banners ❑ Additional Barricades ❑ Open Flames (Tents or Canopies El-E'lectrical Services/ Generators QlPort A Johns. H'*'Other. _go VA f4-M�._,,a., .r'�t� At�r..� (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: Base Camp Location: Cast: Total Number: / Vehicles: or Weapons: Extras: Type of Vehicle: DEPARTMENT DIRECTORY Special Events Division ................. .................... a............................. (305) 668-3873 South Miami Police Department ......... N..................................... (305) 663-6301 PublicWorks Department .................... ........................... ............ (305) 403-2067 Parks and Recreation Department ............................................... (305) 668-3876 Code Enforcement Department.................................................... (305) 668-7335 Planning and Zoning Department ................................................. (305) 663-6326 5 19 a INDEMlNlFATION AGREE ���,�� o� go�i �►�I,�N e.. THIS AGREEMENT ("Agreement") is entered into by and betkA 4ou FfBTt v4-L, ("Applicant"), and the City of South Miami ("Cltyl an the date on which the Last of the Parties executes this 'Agreement. RECITALS WHEREAS, the Applicant has submitted a Spedal• Event Permit Application to the City for (event title) a �11'N. is lAa.l iteTJ►+1�f d- anr, „fe"i�'r 2. Ma Et (Location) on (date(s)) fir vdri4 ,a 4—fir mot 8 , ("Special Ever'); and WHERAS, pursuant to of the Citys Code and the City's Special Event Reguiations, the 'Appilcant 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 Balms, 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, attorneys 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 dosed without approval from the City Commission. 4. Traffic -shall be maintained In accordance with Florida Department of Transportation (FDOT), 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 Coordlnator•at least forty-elght (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 duty authorized signatory(Les) on the date set forth below and notarized. NOTARY SIGNATURE Sq§sgibed and swo before me, this day of Court State o a✓A- Signature (NOTARY PUBUC) M ML@IIRi�hC4M W COMMMON OF 21M EXPIRES: AM 26, 2019 8 Hat0) —P�9clh�dc 0to r,-e,�Tt vAt `. APPUCANT'S TITLE vv_:�. 2Z1 Zo rl DATE 6 20 91 I NOTIRCATIONMETITION 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 Address Phone No. Signature i) 24' ` .. ti '.. 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. ✓r APPLICATION: At information has been properly filled out on the application with all required documents at least 21 days prior to the proposed event. FEE: A $60 application fee and $100 administrative fee must accompany your submission in check or money order form. ✓[r SIGNATURES: Application must be signed and notarized. Uv EVENT NARATIVE: Briefly discuss your Organization/Business, the purpose of your event, the benefits, etc. 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. SITE PLAN: A site plan must be submitted with the application that must show Intersecting streets, parking areas, tents, stages, routes, barricades, etc. dCOPY: 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: yvaldes south[Bla i�fl.agv_ Once the application has been approved processed'and the date has been reserved the following must be submitted prior to the event date. INSURANCE: 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 $1,60000. EVENT FEES: 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 11 23 E f i RECENED I el Z0e (7A South Miami SPECIAL EVENT APPLICATION Permit #: �ZZ w 0 1 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: Wf"&, LAM'AJA& DAYTIME PHONE: 3MA JL L EMAIL: &'60j)jj,AAAA(h A/IkQ.� 2"d CONTACT NAME: DAYTIME PHONE: C�"� O 111) _20A t EMAIL: ORGANIZATION INFORMATION NAME OF ORGANIZATION: ADDRESS: PRESIDENT/MANAGER NAME: TITLE: FV i/.L.l' MOBILE: t • :ILE: 1041. Is your organization a non-profit, 501(c) (3) certificate holder? ❑ NO copy of your certificate with the application. EVENT INFORMATION TYPE OF EVENT: ZFESTIVAL/CELEBRATION ❑ CHARITY ❑ RUN/WALK OTHER: PHONE: 21 /YES - If YES, please provide a ❑ FILM/PHOTO PERMIT lov. 'M I Wko 'AM EVENT DATE(S): [ �� O ❑ NEW EVENT �ETURNING EVENT WILL THIS BE AN ANNUAL EVENT? ❑ NO ' eYES IF YES, THIS IS THE YEAR OF THE EVENT ANTICIPATED ATTENDANCE: 15, V ACTUAL EVENT TIME: AM/PM to AM/PM ASSEMBLY DATES):/`�. "VV �'1.[J SETUP TIMES: CYAIPM to 6AN;l/PM BREAKDOWN DATE(Sf--�/NV 'F& ` MWKDOWN TIMES: AM,fPMsto AGPM 24 EVENT NARATIVE 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. .M ARA Fro-ENN"..' avt-ta4j-�wea�j� LOCATION APPROVAL , Of 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: 2/1"Location is City of South Miami property (street, sidewalk, right-of-way, park, etc.) ❑ Applicant/Organization owns the requested event location ❑ Applicant/Organization will be using private property Comments: Property Owners Name: Phone: V Property Address: t d 0 .. ,1 :A:. � . � I ME 11.E .. .lid'-)'IGNATURE NOTARY SIGNATURE Subscribed and sworn before me, this Day of (,tV'4 a Not ry PuLf and for CQu ty, St R up-, In, Signature (NOTARY PUBLIC) 1 % EL�3u V72d ✓/y�` C APPLICANT'S TITLE N�� DATE KRISTEN THiJMAS Notary Put)lic -State of ;lcrida My _ GG 194,' b, y Comm. Expires .ul b. -O[[ Bonded through National Notary Assr, 2 25 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 No QK ❑ Will your event obstruct the normal flow of traffic or sidewalks? Q/ ❑ Do you expect the total attendance for your event to be over 50 people at any one given time? 2' ❑ Will you be requesting the use of off -duty police officers? If YES, how manyf-�PA(Please note: if you answered N0, 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. -Wfij uUA mQx�co---o g(AAA4 [�m be-IMAJAI PJA *0 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 No LK ❑ 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 501(c)(3) certificate, insurance and photos of the banner must be included with the application to the Planning & Zoning Department) [,� ❑ Have you notified the event location neighbors or businesses about your event? 3 26 CODE ENFORCEMENT Yes No ❑ 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 PM7 PARKS AND RECREATION Yes No ❑ 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) ❑ Will this event require the use of any Department equipment (stage)? ❑ Will this event require the use of any Department staff? PARKING DIVISION Yes No ❑ ❑ 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) ❑ ❑ Do you have enough on -site parking to accommodate your event? 0 Will your event involve the use of a shuttle and/or alternate parking sites? �, _ ON� (0, ojW1, M) PUBLIC WORKS'^' Yes No [� ❑ Will your event interfere with any public right-of-ways, such as roads, sidewalks, alleys etc.? ls2r000 ❑ 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 rovi a you with barricades for you event, at a cost? If YES, how many Please describe vour plans for the cleanup and removal of recyclable good, waste and garage MlM 27 ADDITONAL EVENT FEATURES ❑ Temporary Fencing ❑ Inflatables/Rides CR/Live Music gSigns/Banners [Additional Barricades ❑ Open Flames ❑ Tents or Canopies ❑ Electrical Services/ Generators eport-A-Johns ❑ 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: Special Effects or Weapons: Base Camp Location: Cast: Crew: Total Number: Total Vehicles: Extras: 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 5 28 INDEMINIFATION AGREEMENT THIS AGREEMENT ("Agreement") is entered into by and between ("Applicant"), and the City of South Miami ("City") on the date on which the last o he Parties executes this IJ Agreement. RECITALS WHEREAS, the Applicant has submitted a Special Event Permit Application to the City for (event title) at (location) on (date(s)) ("Special Event"); and WHERAS, pursuant to of the City's Code Ci and the 's pecial Event 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 (FDOT), 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 t�� executed and sealed by its duly authorized signato (ies) on the date set forth below and notarized. t"„• [J CIL RINT APPLICANT'S NAME APPLICANT'S TITLE APPLICANT SIGN*VRE NOTARY SIGNATURE Subscribed and sworn before me, this da c ty, St Signature (NOTARY PUBLIC) Mt 12 NVA �► W Ig DATE rn,c� 6 29 xaiSlEh TNCA',AS notary Pub��c -State o Commission : � 1gs136 ``�'+•�� «�' My Comm_ Expires lul 6.2012 ' Bonded through National Notary Assn 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, ctc.) 4. Restroom facilities 6. Off duty police officers 8. Parking Area 30 NOTIRCATIONMETITION We, the undersigned business and/or residents, have been notified of s ireet 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. 31 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. [� APPLICATION: All information has been properly filled out on the application with all required documents at least 21 days prior to the proposed event. FEE: A $60 application fee and $100 administrative fee must accompany your submission in check or money order form. ETe0,00SIGNATURES: Application must be signed and notarized. EVENT NARATIVE: Briefly discuss your Organization/Business, the purpose of your event, the benefits, etc. ❑ 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. Zoo, SITE PLAN: A site plan must be submitted with the application that must show intersecting streets, parking areas, tents, stages, routes, barricades, etc. 30000 COPY: 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: yvaldes@southmiamifl.eov Once the application has been approved processed and the date has been reserved the following must be submitted prior to the event date. ❑ INSURANCE: 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. [� EVENT FEES: 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 32 South Miami Rotary ART festival PO Box 430953 South Miami, FL 33243 March 5, 2019 Mr. Steve Alexander, City Manager City of South Miami Sunset Drive South Miami, FL 33143 Dear Mr. Alexander, With this letter, I am delivering to the city the application package for the 35th annual South Miami Rotary Arts Festival for February 22 & 23, 2020. Enclosed are checks in the amount of $160 for the Special Event Application Fee and Administrative Fee and $500 for the City Services Refundable Deposit. We request that in the Resolution drafted for the Commission you please include waivers from the following sections of Ordinance 15B if it is still in effect: 6.3 Which requires us to obtain signatures of approval from a majority of the business affected by the street closure. 6.4 Those provisions pertaining to road closure costs and lost parking revenue 6.6 The requirement that costs of police and any other department employment be paid prior to the permit being issued. All of the waivers that we request are in keeping with the long standing policy of the City of South Miami which has always recognized the value to the city of the South Miami Rotary Art Festival. We bring approximately 25,000 visitors to the city over a two day period, many of whom return throughout the year to spend money in the downtown area. Furthermore, being the weekend after President's Day when the Coconut Grove Art Festival and the St. Stephen's Art Festival take place, a number of those artists remain in hotels and motels to participate in our festival, something they were unable to do when we were always the last weekend in February. This benefits our local tourist industries. 33 Profits from our festival are used to fund annual college scholarships with preference to a South Miami student at the New World School of the Arts. We have been giving scholarships to needy children in South Miami for at least 20 years. Additionally, we are involved with the South Miami Parks and Recreation Department's after -school tutoring program, swim program, and children's nutrition program The city has always recognized the value of our art festival to bring many return visitors to South Miami raising awareness of all that the city has to offer. Should you have any questions, please contact me at wendylapidus@bellsouth.net or call 305-542- 3652 Very truly yours, 'Wend y G-layidus Wendy G. Lapidus Festival Committee Chair South Miami Rotary Art Festival Rotary Foundation of South Miami Always the weekend after President's Day. 34 South emiami I i 1;1! 1 -% il �, -.."\ 1. O.N." Police Department Event Cost Estimate Submitted To: Yvette Valdes, Special Events Coordinator Name of Event: Twilight SK run Event Day/Datc (s): June_02, 2019 Times Hours Hourb, Cost Extended Cost Total Officers 16-20 Various TBD O.'r. i r $3,300.00 FICA: Equipment: None Prepared: Sgt. Wagner F,S]"IMAUD C'US'f*: :Grand Total: 33300 Approved by. �ieanda 35 e) SouthMiami THE CITY Of PLEASANT LIVING Public Works Department Event Cost Estimate Submitted To: Yvette Valdes Name of Event: Twilight SK Run Event Day/Date (s): Sunday, Junc 2Rd, 2019 Day I Times Hours Hourly Cost Extended Cost Total Employee # 1 5:OOPM — 9:OOPM 4 $40.00 $160.00 S320.00 Emnloyce #2 5:OOPM — 9:00PM 4 $40.00 $160.00 Materials: Day 1 — Public Works Fees & Materials Equipment_: Barricades Flat Rate (Per Order) Day I — Additional fee per Barricade - $3.00 (Qty. 50) Date Prepared: 3/29/2019 $125.00 $75.00 $150.00 LGrand Total: $670.00 Approved by: _ , /.z Public Works 36 Valdes, Yvette From: Aurelio Carmenates Sent: Wednesday, March 27, 2019 4:00 PM To: Valdes, Yvette Subject: FW: Upcoming Event Cost Estimates - Twilight 5K Run 2019 Attachments: Application - Twilight Run 2019.pdf Yvette, Below are the fees for Twilight 5K Run 2019, per the Fee Schedule: Twilight SK Run 2019 Temporary full road closure= $25 ($0.25 x Approx. 100LF) = 8281 LF x .25 = $ 2,070.48 (Note: I deducted the one-way on SW 58th ave totaling 8480.67LF to the total length amount) The MOT fee for roadway = $100 x 4 directions = $400 Total = $ 2,470.48 37 E4 O) CITY OF OF SOUTH MIAMI N MASTER METERS DOWNTOWN AREA Sam r.Iw SUNSET PLACE CHASE CVS DAN MAKINGS LOCATION MAP NOT TO SCALE py • ilaeT o Ire ^ �n e,` i. 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