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Res No 072-19-15344RESOLUTION NO.: 72-19-15344 A Resolution authorizing the City Manager to permit ArtSouth of South Miami to host a South Miami Arts Cooperative event to be held at the Gibson -Bethel Community Center on Saturday, June 22, 2019 and to waive all special event fees associated with it. WHEREAS.. ArtSouth of South Miami "the applicant", a 501(c)(3) registered not -for -profit organization, has requested to host a South Miami Arts Cooperative "SMAC" event in the Multipurpose Room at the Gibson -Bethel Community Center on Saturday, June 22, 2019 from 11:00 a.m. to 3:00 p.m.; and WHEREAS, the event is an intergenerational arts workshop taught by local practicing artists who will cultivate community strength by capitalizing on the rich heritage of the South Miami Community Redevelopment Area; and WHEREAS, the applicant is requesting a one -hundred percent (100%) waiver in the amount of $440 dollars for access to the Multipurpose Room at the Gibson -Bethel Community Center; and FEES AMOUNT APPLICATION FEE $60 ADMINISTRATIVE FEE $100 EXPEDITED FEE (WITHIN 30 DAYS OF EVENT DATE) $60 RENTAL FEE PERMIT —CHARGED AT PAVILION RATE ($55 RENTAL FEE X 4 HOURS) $220 TOTAL REFUNDABLE SECURITY DEPOSIT $440 $500 WHEREAS, upon approval of this event, the applicant must provide the City with a security deposit (refundable) in the amount of $500 dollars and 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 ArtSouth of South Miami to host the South Miami Arts Cooperative event in the Multipurpose Room at the Gibson -Bethel Community Center on Saturday, June 22, 2019 from 11:00 a.m. to 3:00 p.m. Section 2. The City Manager is also hereby authorized to waive special event fees ($440) associated with Art South of South Miami to host the South Miami Arts Cooperative event. Page 1 of 2 Resolution No. 72-19-15344 Section 3. Upon approval of this event the applicant must provide the City with a security deposit (refundable) in the amount of $500 dollars and 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. 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 0 day of June, 2019. ATTEST: l k. ems. CITY CL K READ AND APPROVED AS TO FORM: Page 2 of'2 APPROVED: COMMISSION VOTE: 5-0 Mayor Stoddard: Yea Vice Mayor Harris: Yea Commissioner Gil: Yea Commissioner Liebman: Yea Commissioner Welsh: Yea Agenda Item No:3. City Commission Agenda item Report Meeting Date: June 4, 2019 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Item Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to permit ArtSouth of South Miami to host a South Miami Arts Cooperative event to be held at the Gibson -Bethel Community Center on Saturday, June 22, 2019 and to waive all special event fees associated with it. 3/5 (City Manager -Parks & Recreation) Suggested Action: Attachments: MEMO- ArtSouth SMAC 2019.doc RESOLUTION - ArtSouth SMAC CArev.docx ArtSouth Application.pdf ArtSouth Lette r. pdf Consumers Certificate of Exemption.pdf South Miami THE CITY OF PLEASANT I -WING 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 and Recreation DATE: June 4, 2019 SUBJECT: A Resolution authorizing the City Manager to permit and to waive all special event fees associated with ArtSouth of South Miami to host a South Miami Arts Cooperative event to be held at the Gibson -Bethel Community Center on Saturday, June 22, 2019. BACKGROUND: ArtSouth of South Miami "the applicant", a 501(c)(3) registered not -for - profit organization, has requested to host a South Miami Arts Cooperative "SMAC" event in the Multipurpose Room at the Gibson -Bethel Community Center on Saturday, June 22, 2019 from 11:00 a.m. to 3:00 p.m. The event is an intergenerational arts workshop taught by local practicing artists who will cultivate community strength by capitalizing on the rich heritage of the South Miami Community Redevelopment Area. 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 instruments such as coffee cans, water bottles, metal bowls, wooden boxes, etc. Upon approval of this event, the applicant must provide the City with a security deposit (refundable) in the amount of $500 dollars and 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. REFUNDABLE SECURITY DEPOSIT*: A $500 refundable security deposit is due ten (10) days prior to the event and charged/applied to the applicant if there is any event -related damage or trash remaining post event. FEES TO BE WAIVED: The applicant is requesting a one -hundred percent (100%) waiver in the amount of $440 for access and use of the Multipurpose Room at the Gibson - Bethel Community Center. K South Miami THE CITY OF PLEASANT LIVING ATTACHMENTS: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER -OFFICE MEMORANDUM FEES AMOUNT APPLICATION FEE $60 ADMINISTRATIVE FEE $100 EXPEDITED FEE (WITHIN 30 DAYS OF EVENT DATE) $60 ROOM RENTAL FEE ($55 RENTAL FEE X 4 HOURS) $220 TOTAL $440 REFUNDABLE SECURITY DEPOSIT* $500 Resolution Special Events Application Letter Requesting Waiver Consumer's Certificate of Exemption Permit #: Olo2Ll qo I Y 2 3 2013 South Miami - SPECIAL EVENT APPLICATION This application must be submitted for special events that will be held on city property or requiring city services at least sixty (60) days prior to the date of the event. Please refer to the Special Events Handbook for more information about applying for a special event in the City of South Miami. APPLICANT INFORMATION �- APPLICANT NAME: 4' CH 1� 1 2-015)2,01AIt, �/ TITLE: :' k' 7 DAY TIME PHONE: -�� �' 7 -1 y MOBILE: -7? EMAIL:1, 2Re CONTACT NAME: - r,A: /lam fS L�t I lip / TITLE: DAY TIME PHONE: �� - / Y MOBILE: EMAIL: ORGANIZATION INFORMATION NAME OF ORGANIZATION: ^A kI C. C`r14 4.1 .4 A-1 / ADDRESS: fp I PRESIDENT/MANAGER NAME: PHONE: Is your organization a non-profit, 501(c) (3) certificate holder? ❑ NO 5aYES - If YES, please provide a copy of your certificate with the application. EVENT INFORMATION TYPE OF EVENT: ❑ FESTIVAL/CELEBRATION ❑ RUN/WALK ❑ FILM/PHOTO PERMIT ❑ CHARITY Q4 OTHER: NAME OF EVENT: C LOCATION OF EVENT:-L, k1 /VfX4 t A --)I _7_ y L 5A-TF P�' EVENT DATE(S): [NEW EVENT ❑ RETURNING EVENT WILL THIS BE AN ANNUAL EVENT? ❑ NO YES IF YES, THIS IS THE I 1 YEAR OF THE EVENT ANTICIPATED ATTENDANCE: > L - ACTUAL EVENT TIME: AM/PM to 2 AM/PM ASSEMBLY DATE(S): / A[ SETUP TIMES: _ AM/PM to AM/PM BREAKDOWN DATE(S): h`! BREAKDOWN TIMES: Z -3D AM/PM to 3 -,�o AM/PM 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. 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/Organization will be using private property Comments/Restrictions: Property Owners Name Ci T y Gf' Jc' �' �� AU / Phone:. Property Address: PRINT APPLICANT'S NAME PROPERTY OWNER SIGNATURE NOTARY SIGNATURE Subscribed and sworn before me, this Day of , a Notary Public in and for County, State of Signature (NOTARY PUBLIC) ! C c �%J�� Y APPLICANT'S TITLE DATE 2 7 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 over 50 people. Applicants will be responsible to pay for off -duty officers prior to the event date. Yes No ❑ fg 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 any one 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 you feel the event will not require off -duty officers. STREET, SIDEWALKS AND RIGHT-OF-WAY CLOSURES List detailed closures you are requesting 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 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 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 8 CODE ENFORCEMENT Yes No ❑ c2f Will you be having any music and/or amplified sounds during your event? ❑ ❑ Will your event be starting before 8:00 AM? ❑ ❑ Will any music and/or amplified sounds play past 9:30 PM? PARKS AND RECREATION Ye 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)? (Please note: A stage rental fee will be applicable if the stage is needed) ❑ 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? ❑] Will your event involve the use of a shuttle and/or alternate parking sites? PUBLIC WORKS Yes ❑ No Will your event interfere with any public right-of-ways, such as roads, sidewalks, alleys, etc.? ❑ 0 Will your event require any full and/or partial right-of-way closures? (Please note: any right-of-way closures will require at least one off -duty officer per corner and the rental of barricades) ❑ Would you like the City to provide you with any additional barricades for your event? If YES, how many ❑ Will your event require City Staff to remove recyclable goods, waste and garbage during and after the event? If NO, please describe your plans for the cleanup and removal of recyclable goods, waste and Barba a during and after your event. 4 9 r ADDITONAL EVENT FEATURES ❑ Temporary Fencing ❑ Signs/Banners ❑ Tents or Canopies ❑ Other: ❑ Inflatables/Rides ❑ Live Music ❑ Additional Barricades ❑ Open Flames ❑ Electrical Services/ Generators ❑ Port -A -Johns (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 an additional Building Permit at the cost to the applicant.) FEE WAIVERS Request for fee waivers must be done in the form of a letter and be submitted with the completed Special Events Application. It is at the discretion of the City Commission, to approve or disapprove all fee waiver requests and may take up to two (2) months. Yes No ❑ Will you be submitting a letter for the waiver of fees? If YES, please list all fees that will be requested to be waived: ,5LYLk I f- 1TA(�-4 FILM/STILL PHOTOGRAPHY Type of Production: A Special Effects or Weapons: Base Camp Location: A)/ Cast: L 1A Crew: �/ /t Extras: Total Number: k4l Total Vehicles: Type of Vehicle: I(J DEPARTMENT DIRECTORY Special Events Division (305) 668-3873 South Miami Police (305) 663-6301 Public Works & Engineering (305) 403-2063 Code Enforcement (305) 668-7335 Parks and Recreation Planning and Zoning (305) 668-3876 (305) 663-6326 5 10 or INDEMINIFATION AGREEMENT — u& . �nrrw wrw.r ....t—A ;ntn Fw Mnri K93tV►Io91n / 1 P -T 7 6- L) / H ("Applicant"), and the City of South Miami ("City") on the date on which the last of the Parties executes this Agreement. RECITALS WHEREAS, the Applicant has submitted a Special Event Permit Application to the City for (event title) at A I- I,--rL (location jon (date(s)) ("Special Event"); and WHERAS, pursuant to of the City's Code and the Cityl Special 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. S. 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. ALI PRINT APPLICANT'S NAME APPLICANT'S ITLE c PLICA DATE l: R NOTARY SIGNATURE/ Subscribed and sworn before me, �h^is day of Count ,State o Signature (NOTARY PUBLIC) M.N..IN 6 11 ;} MAM L. MCIA ;. MY COMMISSION # GG 115752 ,{ EXPIRES: October 18, 2021 �i . l WWW nW NoWy t�@C (�IIdd71A7fiQfY 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 12 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 this response may not effect this application being disapproved. Resident/Business Name Contact Name/T-itle Phone No. one ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree 1 ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree !i ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree 13 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. ❑ APPLICATION FEE: A $60 application fee and $100 administrative fee must accompany your submission in check or money order form. ❑ SIGNATURES: Application must be signed and notarized. ❑ EVENT NARATIVE: Briefly discuss your Organ lzation/Business, the purpose of your event, the benefits, etc. ❑ NOTIFICATION FORMA: 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. ❑ COPY: It is strongly recommended that you make a copy of your application for your own records SUBMIT APPLICATION TO: Yvette Valdes, Special Events Coordinator Gibson -Bethel Community Center 5800 SW 66th Street South Miami, FL 33143 Office:305-668-3873 Email: aides southmiamifi. ov 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: All other City service fees including but not limited to, Off -Duty Police, Public Works, Parking Meters, etc. will be due ten (10) days prior to the event date. 9 14 South Miami Arts Cooperative - SMAC South Miami Arts Cooperative (SMAC), a collaborative neighborhood arts enrichment program that benefits families living within in the South Miami Community Revitalization Area. South Miami Arts Cooperative (SMAC) is a 12-month series (April 2019-March 2020) of bi-monthly 2-hour arts -based intergenerational family workshops celebrating the arts. SMAC includes an interactive 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 SMCRA. The program will combine the neighborhood's historic African American 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. 1: Art making: paper mache mask -making, family -tree drawing/painting and collage books 2: Dancing: Afro-Caribbean/Reggae dance and Hip -Hop dancing; Music activities: Percussion/Drumming 3: Playing music: creating indigenous instruments using coffee cans, water bottles, metal bowls, wooden boxes, gourds. Instructors will present lessons that guide families in creating and performing in drumming circles. A culminating art exhibition and performance will take place in March, demonstrating pride in the neighborhood's African American origins and will demonstrate how art can connect families to families and families to the neighborhood culture. The ending event will set a presence for future collective SMAC productions. 15 r ►..�. r w' A F R; I C DRUMMING, ._: AND Si Ili Lesson: Heritage Counts Location: Gibson Bethel Community Center Saturday. Jt_me 22, 2019 Time: 11 - 2:301)m Join us for an afternoon of fun drUnnming, dancing, and singing. Learn to play the instruments, African dance moves, and much more! LEARN - CREATE - UNITE Refreshments Will Be Served Contact 305-662-1423 16 0000008 10/28/17 Ri- RMDA Consumer's Certificate of Exemption Issued Pursuant to Chapter 212, Florida Statutes DR-14 R.10/15 85-801269785SC-8 12131/2017 12/31/2022 501(C)(3) ORGANIZATION r.Rdiiicate Number Effective Date Expiration Date Exemption Category This certifies that ARTSOUTH A NOT FOR PROFIT CORPORATION 5825 SW 68TH ST STE 2 SOUTH MIAMI FL 33143-3611 Is exempt from the payment of Florida sales and use tax on real property rented, transient rental property rented, tangible personal property purchased or rented, or services purchased. Important Information for Exempt Organizations DR-14 R.10/15 1. You must provide all vendors and suppliers with an exemption certificate before making tax-exempt purchases. See Rule 12A-1.038, Florida Administrative Code (FA.C.). 2. Your Consumer's Certificate of Exemption is to be used solely by your organization for your organization's customary nonprofit activities. 3. Purchases made by an individual on behalf of the organization are taxable, even if the individual will be reimbursed by the organization. 4. This exemption applies only to purchases your organization makes. The sale or lease to others of tangible personal property, sleeping accommodations, or other real property is taxable. Your organization must register, and collect and remit sales and use tax on such taxable transactions. Note: Churches are exempt from this requirement except when they are the lessor of real property (Rule 12A-1.070, F.A.C.). 5. It is a criminal offense to fraudulently present this certificate to evade the payment of sales tax. Under no circumstances should this certificate be used for the personal benefit of any individual. Violators will be liable for payment of the sales tax plus a penalty of 200% of the tax, and may be subject to conviction of a third-degree felony. Any violation will require the revocation of this certificate. 6. If you have questions regarding your exemption certificate, please contact the Exemption Unit of Account Management at 800-352-3671. From the available options, select "Registration of Taxes," then "Registration Information," and finally "Exemption Certificates and Nonprofit Entities." The mailing address is PO Box 6480, Tallahassee, FL 32314-6480. 17 013153 �j''pQ Degariutet:t of the Treasury iRS Interaal Revenue Service CINCINNATI. OH' 45999-0038 ARTSOUTH A NOT FOR PROFIT 5825 SW 68TH ST STE 2 202 SOUTH MIAMI FL 33143 Employer ID Number: 65-1016544 Form 990 required: Yes Dear Taxpayer: In reply refer to: 0248188034 Jan. 24, 2017 LTR 4168C 0 65-1016544 000000 00 00013969 BODC: TE This is in response to your request dated Jan. 12, 2017, regarding your tax-exempt status. We issued you a determination letter in January 20019 recognizing you as tax-exempt under Internal Revenue Code (IRC) Section 501(c) (3). Our records also indicate you're not a private foundation as defined under IRC Section 509(a) because you're described in IRC Sections 509(a)(1) and 170(b)(1)(A)(vi). Donors can deduct contributions they make to you as provided in IRC Section 170. You're also qualified to receive tax deductible bequests, legacies, devises, transfers, or gifts under IRC Sections 20550 2106) and 2522. In the heading of this letter, we indicated whether you must file an annual information return. If a return is required, you must file Form 9903 990-EZ, 990-N, or 990-PF by the 15th day of the fifth month after the end of your annual accounting period. IRC Section 60330) provides that, if you don't file a required annual information return or notice for three consecutive years, your exempt status will be automatically revoked on the filing due date of the third required return or notice. For tax farms, instructions, and publications, visit www.irs.gov or call 1-000-TAX-FORM (1-800-829-3676). If you have questions, call 1-877-829-5500 between 8 a.m. and 5 p.m., local time, Monday through Friday (Alaska and Hawaii follow Pacific Time) . 18