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Res No 015-20-15455RESOLUTION NO. 015-20-15455 A Resolution authorizing the City Manager to permit South Miami Black Cultural Affairs Foundation to hold its annual Unity Parade and Festival on Saturday, February 15, 2020 and to waive fees related to special event. WHEREAS, the South Miami Black Cultural Affairs Foundation ('the applicant') has requested to host its annual Unity Parade and Festival on Saturday, February 15, 2020 from 10:00 a.m. to 6:00 p.m.; and WHEREAS, the parade will stage/set-up on SW 72nd Street (from SW 62"d Ave up to US-1/S Dixie Hwy). The Unity Parade will travel north on SW 59th PI., turn east on SW 64 St., turn south on SW 57th Ct., and turn west on SW 66th St., ending at Murray Park where the festival will be held; and WHEREAS, the applicant has completed the special event application and is requesting to waive all applicable fees associated with the event in the amount of $11,309.25; 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: Section 1. The City Manager is herby authorized to permit the South Miami Black Cultural Affairs Foundation to host its annual Unity Parade and Festival to be held on Saturday, February 15, 2020 from 10:00 a.m. to 6:00 p.m. Section 2. The City Manager is hereby authorized to waive all applicable special event fees in the amount of $11,309.25. 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 44<h day of February, 2020. ATTEST: APPROVED: CITY C� MAYOR 1 Resolution No. 015-20-15455 READ AND APPRqM AS TO FORM, COMMISSION VOTE: 5-0 LANGUAGE, LWALIYI AND Mayor Stoddard: Yea EXEC OF j / / I Vice Mayor Harris: Yea n A Commissioner Gil: Yea '/ Commissioner Liebman: tj/Yea I Commissioner Welsh: Yea CITY A O EY 2 Agenda Rem No:1. City Commission Agenda Item Report Meeting Date: February 4, 2020 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Item Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to permit South Miami Black Cultural Affairs Foundation to hold its annual Unity Parade and Festival on Saturday, February 15, 2020 and to waive fees related to special event. 3/5 (City Manager -Parks & Recreation) Suggested Action: Attachments: MEMO -Unity Parade Festival 2020 (QP2).docx RESOLUTION - Unity Parade Festival 2020 (QP2) .docx Unity Parade - Supporting Document.pdf 1 South Miami TNF 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: January 21, 2020 SUBJECT: A Resolution authorizing the City Manager to permit South Miami Black Cultural Affairs Foundation to hold its annual Unity Parade and Festival on Saturday, February 15, 2020 and to waive fees related to special event. BACKGROUND: In observance of Black History Month, the South Miami Black Cultural Affairs Foundation ('the applicant'), a 501(c)(3) non-profit organization, has requested to host its annual Unity Parade and Festival on Saturday, February 15, 2020 from 10:00 a.m. to 6:00 p.m. Staging/set-up will occur on SW 72"d Street (from SW 62"d Ave up to US-1/S Dixie Hwy). The Unity Parade will travel north on SW 59th PI., turn east on SW 64 St., turn south on SW 57th Ct., and turn west on SW 66th St., ending at Murray Park where the festival will be held. According to the applicant, the Unity Parade will include various marching bands, sorority and fraternity alumni groups, schools, businesses, athletic associations and church groups. Moreover, the festival will highlight efforts of local residents' contributions and accomplishments through music and arts. The festival is free and open to the public. The applicant has submitted the necessary Notification/Petition form signed by businesses that will be affected by the requested street closures. 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. FEES TO BE WAIVED: The applicant has completed the special event application and is requesting to waive all special event fees in the amount of $11,309.25, as illustrated in the table below. APPLICABLE EVENT FEES AMOUNT SPECIAL EVENT FEES ($60 APPLICATION, $100 ADMINISTRATIVE & $500 REFUNDABLE SECURITY DEPOSIT) $660 PARKS AND RECREATION (2 STAFF & STAGE) $1,190 POLICE DEPARTMENT FEES $4,834 59 PARKING METERS X $25 $1,475 2 South'`Miami ATTACHMENTS: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER -OFFICE MEMORANDUM PUBLIC WORKS $820 STREET CLOSURE & MOT $2,330.25 TOTAL $11,309.25 Resolution Special Event Application Packet 3 Permit ##• �2 lc) 0 I SoutqhMiami THE CITY OF PLMANT LIVING 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: V TITLE: DAYTIME PHONE: Arl; f MOBILE: EMAIL:I-e'vv 2nd CONTACT NAME: ( TITLE: �' + DAY TIME PHONE: �� O�"�`'� �C-� MOBILE: EMAIL. C-V ORGANIZATION INFORMATION NAME OF ORGANIZATION: ��QU 11-� 1 I A , PAac6A� ADDRESS: �� • V� • �G�/VL N 1 `) I `7 PRESIDENT/MANAGER NAME:'U_JV.-JILYPHONE:7 6�� - q 23 _" Is your organization a non-profit, 501(c) (3) certificate holder? ❑ NO P-qS - If YES, please provide a copy of your certificate with the application. EVENT INFORMATION TYPE OF EVENT: NAME OF EVENT: [}4STIVAL/CELEBRATION ❑ CHARITY LOCATION OF EVENT: ❑ RUN/WALK Q OTHER: ❑ FILM/PHOTO PERMIT EVENT DATE(S):)NEW EVENT 91ETURNING EVENT WILL THIS BE AN ANNUAL EVENT? ❑ NO ❑ YES IF YES, THIS IS THE YEAR OF THE EVENT ANTICIPATED ATTENDANCE: ACTUAL EVENT TIME: AM/PM to A PM ASSEMBLY DATE(S):C�C ,�, r6 Z�Z�� SETUP TIMES: _ . 0 PM to l." •Cz� AM- �1 , BREAKDOWN DATE(S): Z V ZO BREAKDOWN TIMES: -L� CAM/PM to AM/PM 6 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: cation 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: 1 So, n (�D� Property Address: PRINT 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) Phone: WIPLICANT'S TITLE DATE 3 7 1 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 jjj'0'0' � ❑ 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? ❑ Will you be requesting the use of off -duty police officers? If YES, how many (Please note: if you answered NO, to this question off -duty officers can still be assigned to your event at a cost to the applicant if deemed necessary) If NO, please describe why the event will not have a significant impact on the surrounding public streets and/or property area. STREET, SIDEWALKS AND RIGHT-OF-WAY CLOSURES List detailed closures you are requesting for your event including street, sidewalks and right-of-ways. 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 none: 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 CODE ENFORCEMENT Yes No ❑ Will you be having any music and/or amplified sounds during your event? ❑ Ej"� Will your event be starting before 8:00 AM. ❑ Llr� 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) ❑ Will this event require the use of any Department equipment (stage)? ❑ E5' Will this event require the use of any Department staff? PARKING DMSION 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.? Q/ ❑ Will your event require any full and/or partial road closures? (Please note: any right-of-way closures will require at least one off -duty officer per corner) ❑ Would you like the City to provide you with barricades for your event? If YES, how many Please describe your plans for the cleanup and removal of recyclable goods, waste and garbage during and after your event. , � /� 9 4 ADDITONAL EVENT FEATURES ❑ Temporary Fencing ❑ Inflatables/Rides eve Music ❑ 7ents s/ Banners s❑Additional Barricades ❑Open Flames or Canopies U.-Ele'ctrical Services/ Generators ❑ Port -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 10 INDEMINIFATION AGREEMENT THIS AGREEMENT ("Agreement") is entered into by and betweenz,FNtayV1I plea-" A EADCkf2o-S ("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) 2It 000, at Cr t�� = ( Q -YI1Ji llocation) on (date(s)) i - �� •. ("Special Event"); and WHERAS, pursuant to of the City's Code and the City's 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 uthorized si natory(ies) on the date set forth below and notarized. L�L1u�Q,f/ ..e.,r,• n�nr,mcran c APPLICANTS LE ATE NOTARY SIGNATURE W and sworn before me, this day of c iz-1 LDo r _1 I rl Signature z' OTA*Y P NKENGA A PAYNE My Cp► MWION I GG 91823I 11 EXPIRES: odaber 5, 2023 6 ••? .= P"AMTWNderyPueoeuedw~ 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 L Event site (streets. bldg., etc.) 3. Canopies, tents, stages 5. Fencing(Barricades 7. First aid facilities 2. Routes (races, parades, etc.) 4. Restroom facilities S. Ott duty police officers S. Parking Area 12 9 noes , •'--- F- pl :j COD 1 � . M 4489 MS IS 4IL9 MS VS LAVs MS Ls 4tirg ins t 4 LS 410t MS IS 4169 MS is 41" Ms &*MASI PIC9 MS • 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 ContactAddress PhoneNo. tyrdw/-CX /1A75 P�-Ac65V 5 7 fb-5yA—& G �*WO46tlxr 06Ma J2)5V1v c .Mrs Ft G_ d 70 oq • �c�1.�a�aV -ate Y�satr* �.a��-t- 41au 6 fow s Q Pe L. �3o��aba -moo d ,3 '2- .�.— IA LI 14- 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 ail 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. ❑ SIGNATURES: 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. ❑ 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 COMPLETED APPLICATIONS: Yvette Valdes, Special Events Coordinator Gibson -Bethel Community Center 5800 SW 66th Street South Miami, FL 33143 Office: 305-668-3873 - Email: vvaIdes Psouthmiamifl.gov_ 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 S500 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 15 Valdes,, Yvette From: Levy Kelly <levykelly44@gmail.com> Sent: Tuesday, January 14, 202011:38 AM To: Valdes, Yvette Subject; Waving of fee for unity parade This is the request asking that all fee be waved for this event. Thank you iN 1I,Jr '. or QqpWjMgatdState I NY s-on of Go pomtmn, I Search Rrvwd / Deta;l yj2awatwjNw-tmr / Detail by Entity Name Florida Not For Profit Corporation SOUTH MIAMI BLACK CULTURAL AFFAIRS FOUNDATION, INC EWng Information Document Number N16000007066 FEIIEIN Number 81-2392254 Date Filed 07/1812016 State FL Status ACTIVE Principal Address 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 Mailing Address 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 Changed; 03/07/2017 R"istered AgentN—ame & Address Kelly, Levy 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 Name Changed: 03/14/2018 Address Changed: 05/23/2019 Officer/Director Detail Name & Address Tide President Powell, Deborah Christine 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 Tide 2ND Vice President 17 KELLY, ANNETTA 6250 SW 60TH AVE SOUTH MIAMI. FL 33143 Title Secretary Marcel, Cathyana 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 Title Treasurer PRICE, JOYCE, Dr. 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 rile 1st Vice President Griffin, Winston 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 Title Business Manager Kelly, Levy 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 Title Chaplain/Parliamentarian Caley, Joshua, Bishop 6250 SW 60TH AVE SOUTH MIAMI, FL 33143 Annual Reports Report Year Filed Date 2017 03/07/2017 2018 03/14/2018 2019 05/23/2019 Document Imagem j5r23i201g —ANNUAL REPORT 0314f2018--ANNUAL REPORT Q3/07/2017 — ANNy�,i�REPORT Q711E+2Q1E— QgMeiim0 Nnr,-Prarit View mago in PDF format View image in PDF tomtal View image in PDF formel View image in POF tamtat itl South Miami 'l IASANT 11\'ANC, Special Events Division 5800 SW 66 Street South Miami, FL 33143 TO: Unity Parade & Remix February 1, 2020 COST ESTIMATE DATE: 1/14/2020 CITY SERVICE RENDERED QUANTITY PRICE Stage Rental Fee 1 $150 Event Set up / Breakdown & Festival Clean Up 2 Staff - 8 hours $640 Large Murray Park Field @ $50/hour 8 Hours $400 Total Amount Due: $1,190 The Security Deposit will be returned upon payment of the above mentioned City services rendered. Please make checks payable to... City of South Miami 6130 Sunset Drive South Miami, FL 33143 THANK YOU! 19 Submitted To: Name of Event: Event Day/Date (s): h Mi Sout mi a I M ('ITN Ol PH ASAN T I IVIM , Police Department Event Cost Estimate Yvette Valdes, Special Events Coordinator Times Hours Hourly Cost Extended Cost Total 2 officers 0800-1700 18 $47.00 $846.00 17 Officers 0900-1300 68 $47.00 $3,196.00 3 Honor Guard 0900-1300 12 $47.00 $564.00 1 supervisor 0800-1200 4 $57.00 $228.00 FICA: Equipment: Barricades Flat Rate (Per Order) Additional fee per Barricade - $3.00 (Qty. 0 ) (2) Police Vehicle Date Prepared: 01/13/20 $ $ Grand Total: $4,834.00 Approved by: Larry Corbin 20 South�Miami THE CITY OF PLEASANT LIVING Public Works Department Event Cost Estimate Submitted To: Yvette Valdes Name of Event: MLK Parade & Remix Event Date (s): Saturday, Februan' 191, 2020 Day I I Times I Hours Hourly Cost Extended Cost Total Employee. # 1 I 9:OOAM—1:00PM 1 4 $40.00 $160.00 $320.00 Employee # 2 1 9:OOAM — I:OOPM 1 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. 100) Date Prepared: 03/29/19 5125.00 575.00 5300.00 Grand Total: $820.00 _ Approved by:weol Public Works 21 Valdes, Yvette From: Aurelio Carmenates Sent Tuesday, January 07, 2020 2:34 PM To: Valdes, Yvette Subject- FW: Unity Parade Attachments: Application - Unity Parade 2020.pdf Yvette, Please find below the fees for Unity Parade 2020, per Fee Schedule: Unity Pavade 2020 Temporary full road & Sidewalk closure= $25 ($0.25 x Approx. 1001.F) = 5321 LF x .25 = $ 1,330.25 The MOT fee for roadway = $200 x 4 directions = $800 Temporary Staging Area (Bethel Gibson) Flat Fee per day for first 5 days = $200 Total = S 2,330.25 22