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Res No 102-19-15374RESOLUTION NO.:102-19-15374 A Resolution authorizing the City Manager to permit and waive special event fees associated with the Labor Day Picnic hosted by Senator lose Javier Rodriguez to be held at Dante Fascell Park on Monday, September 2, 2019. WHEREAS, Senator Jose Javier Fernandez "the applicant" has requested to host a Labor Day Picnic event at Dante Fascell Park on Monday, September 2, 2019 from 9:00 a.m. to 1:00 p.m.; and WHEREAS, the applicant would like to host this event in celebration of Labor Day 2019 and will consists of food, raffle, bounce houses and other family friendly activities; and WHEREAS, the applicant has indicated that there is no political purpose or motivation for hosting this event; and WHEREAS, the applicant is requesting a one -hundred percent (100%) waiver in the amount of $2,430 as follow; and FEES AMOUNT APPLICATION FEE $60 EXPEDITED FEE $60 POLICE OFF DUTY FEES $320 PARKS & RECREATION FEES (2-PAVILION RENTAL FEE, STAGE FEE & 2- STAFF) $1,990 TOTAL 6= ADMINISTRATIVE FEE* $2,430 1 $100 REFUNDABLE SECURITY DEPOSIT* $500 WHEREAS, upon City Commission approval and ten (10) days prior to event date, the applicant is responsible for paying the City a $100 administrative fee, $500 refundable security deposit, and providing 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. The refundable security deposit shall be assessed to the applicant if there is any event - related damage or trash remaining post 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 Senator Jose Javier Fernandez to host a Labor Day Picnic event at Dante Fascell Park on Monday, September 2, 2019 from 9:00 a.m. to 1:00 p.m. Page 1 of 2 Resolution" No. 102-19-15374 Section 2. The City Manager is hereby authorized to waive special event fees in the amount of $2,430 associated with the Labor Day Picnic. 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. Effective Date. This resolution shall become effective immediately upon adoption by vote of the City Commission. PASSED AND ADOPTED this 20TH day of August 2019. ATTEST: CITY CLERK 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:1. City Commission Agenda Item Report Meeting Date: August 20, 2019 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Item Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to permit and waive special event fees associated with the Labor Day Picnic hosted by Senator Jose Javier Rodriguez to be held at Dante Fascell Park on Monday, September 2, 2019.3/5 (City Manager -Parks & Recreation) Suggested Action: Attachments: MEMO- Senator Rodriguez Labor Day Picnic.docx RESO= _Senator Rodriguez_Labor_Day_Picnic CArev.docx Application - Senator Rodriguez Labor DAy.pdf Letterfor Waiver- Senator Rodriguez Labor Day Picnic.pdf Cost Estimates. pdf SoutYe' hMiami THE CTY 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 and Recreation DATE: August 20, 2019 SUBJECT: A Resolution authorizing the City Manager to permit and waive special event fees associated with the Labor Day Picnic hosted by Senator Jose Javier Rodriguez to be held at Dante Fascell Park on Monday, September 2, 2019. BACKGROUND: Senator Jose Javier Fernandez "the applicant" has requested to host a Labor Day Picnic event at Dante Fascell Park on Monday, September 2, 2019 from 9:00 a.m. to 1:00 p.m. REVENUE & SECURITY DEPOSIT*: FEES TO BE WAIVED: The applicant would like to host this event in celebration of Labor Day with the hard-working families of South Miami. The event will include food, raffle, bounce houses and other family friendly activities. All activities will be held within the park, at and near Pavilion #1(adjacent to playground), including six (6) 10x10 tents along the concrete path towards the playground. Upon City Commission approval and ten (10) days prior to event date, the applicant is responsible for paying the City a $100 administrative fee, $500 refundable security deposit, and providing 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. The refundable security deposit will only be assessed to the applicant if there is any event -related damage or trash remaining post event. The applicant is requesting a one -hundred percent (100%) waiver in the amount of $2,430 as follow: FEES AMOUNT APPLICATION FEE $60 EXPEDITED FEE $60 POLICE OFF DUTY FEES $320 PARKS & RECREATION FEES (2-PAVILION RENTAL FEE, STAGE FEE & 2- STAFF) $11990 TOTAL $2,430 2 South Miami THE CITY OF PLEASANT LIVING ATTACHMENTS: Resolution CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER -OFFICE MEMORANDUM ADMINISTRATIVE FEE* $100 REFUNDABLE SECURITY DEPOSIT* $SOO Special Events Application Letter Requesting Waiver Cost Estimates Permit #: C)g V L%q0 South Miami 1111 CITY (11 PUASAtii MIN(, SPECIAL EVENT APPLICATION This application must be submitted for special events that will be held on city property or requiring city services at least sixty (60) days prior to the date of the event. Please refer to the Special Events Handbook for more information about applying for a special event in the City of South Miami. . APPLICANT INFORMATION APPLICANT NAME: SgY1dof ;JOSC JQVjer &&jq%Xj TITLE: to DAY TIME PHONE: 5) 918 " 9455 MOBILE: (545) 41 % — 94 55 •.1" w .�, u] • 2nd CONTACT NAME: TITLE: DAYTIME PHONE: EMAIL: ORGANIZATION INFORMATION MOBILE: NAME OF ORGANIZATION: Senator Its f u0�R0dt'iquem 11 ADDRESS: 2 100 Calrai wav wile ato. t&ami. v:RL. 3,a145 PRESIDENT/MANAGER NAME: Sen&OLZ ROAf'im 2 PHONE: (PAS) c1l7$ - 945E Is your organization a non-profit, 501(c) (3) certificate holder? BOONO DYES - 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 ❑ OTHER: NAME OF EVENT: L Q LOCATION OF EVENT: UnEde fAsce►1 Fagja EVENT DATE(S): V. S�2nc� 014 R<EW EVENT ❑ RETURNING EVENT WILL THIS BE AN ANNUAL EVENT? E6 NO ❑ YES IF YES, THIS IS THE YEAR OF THE EVENT ANTICIPATED ATTENDANCE: 80 ACTUAL EVENT TIME: QO ®/PM to AM/(!@> ASSEMBLY DATE(S): MmIdam 7M 2,019 SETUP TIMES: W/PM to AM/40 BREAKDOWN DATE(S): Mci Sls>� ZAdWi BREAKDOWN TIMES: I : OO AM/110 to : UO AM/9P FZ r 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. SenartoR Rodgiauez. viould like to most n► ►door &m ,picnic for jbp, C'0MTAun►ty W would l %e to include -ion. r s to, ouom Iftmim- and cj:M ►ec -fun &ay iju _Ckay V r i P.,S 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: 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) Phone: 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. No, El Will your event obstruct the normal flow of traffic or sidewalks? G� ❑ Do you expect the total attendance for your event to be over 50 people at any one given time? 9( ❑ 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 ❑ Q� 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 CODE ENFORCEMENT Yes No ❑ Will you be having any music and/or amplified sounds during your event? ❑ Will your event be starting before 5:00 AM? ❑ Will any music and/or amplified sounds play past 9:30 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) Ed ❑ 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 ❑ L,� 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) L� ❑ 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 El W 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 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) ❑ [e 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 garbage during and after your event. E 4 ADDITONAL EVENT FEATURES ❑ Temporary Fencing ❑ Signs/Banners ❑ Tents or Canopies ❑ Other: WInflatables/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 oequired 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. Ye No 7 Will you be submitting a letter for the waiver of fees? If YES, please list all fees that will be requested to be waived: Renfial Fee S$ae mn�'aI� -fee , asiplicor�ion fee. �tlnsi�tis��ratede lee FILM/STILL PHOTOGRAPHY Type of Production: Base Camp Location: Cast: Total Number: Special Effects or Weapons: Crew: Total Vehicles: DEPARTMENT DIRECTORY Extras: Type of Vehicle: Special Events Division (305) 668-3873 South Miami Police Public Works & Engineering (305) 403-2063 Parks and Recreation Code Enforcement (305) 668-7335 Planning and Zoning r (305) 663-6301 (305) 668-3876 (305) 663-6326 10 5 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 of the Parties executes this 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 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. 5. Event areas shall be restored to equal or better condition than they were before the event started. 6. Any damage to private property shall be restored to its original condition or better and as accepted by the Owner caused by applicant or any of its agents, servants or employees, invitees and onlookers. 7. If all restoration work is not performed within 30 days of work completion, the City of South Miami Public Works Department may restore the event area and charge the applicant for the cost of restoration and additional incidental fees. 8. Applicant must pay all fees prior to the date of their event(s). 9. Applicants shall notify the City of South Miami Special Event Coordinator at least forty-eight (48) hours prior to start of their event of any cancellations to be considered for any refunds. IN WITNESS WHEREOF, each of the parties hereto has caused this Agreement to be executed and sealed by its duly authorized signatory(ies on the date set forth below and notarized. 0.b 4(tq �afflj�� JI 0(.,( �OL V Lfu E44e "4tl�r PRINT APPLICANT' R NOTARY SIGNATURE Subscribed and sworn before me, this,%"' �,V�SACORDOL 1 day of �T���io NOTARY ��� 00 County, State o!g *K_hr I ?,g _ �. PUgLIC m m. a GG 130424 ture (NOTARY PUBLIC) y C0 202pires Ot Aug OF FLO APPLICANT'S TITLE <P1 20�i DATE ,:1 11 Hose F--- G a *M e S 12 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, bidg., 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 13 NOTIFICATIONM ETITIO N 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. Residle . ureCheck, ne ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree ❑ Agree ❑ Disagree 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 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 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: 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: 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. 15 I -tl ell, ce O 00 16 THE FLORIDA SENATE Tallahassee, Florida 32399-1100 SENATOR JOSE JAVIER RODRIGUEZ 37th District August 1, 2019 Dear Ms.Yvette Valdes and City of South Miami Commission, COMMITTEES: Judiciary, Vice Chair Appropnons Subcommittee on Agriculture, Environmabent, and General Government Ethics and Elections Rules Thank you for taking the time to review the application on behalf of my office to host a Labor Day picnic at Dante Fascell Park on September 2nd, 2019. Along with submission of a special event application, I would like to submit a request for fee waivers of the park rental fee, stage rental fee, application fee ($60) and administrative fee ($100) associated with the event. Once again, thank you for consideration in making this event possible. REPLY TO: O 2100 Coral Way, Suite 310, Miami, Florida 33145 (305) 854-0365 O 220 Senate Building, 404 South Monroe Street, Tallahassee, Florida 32399-1100 (850) 487-5037 Senate's Website: www. flsenate gov 17 BILL GALVANO DAVID SIMMONS President of the Senate President Pro Tempore CITY INVOICE � o out iami THE CITY OF PLEASANT LIVING Special Events Division 5800 SW 66 Street South Miami, FL 33143 DATE: 8/12/2019 TO: Senator Rodriguez Labor day Picnic CITY SERVICE AMOUNT Special Event Application Fee $60 Special Event Expediting Fee $60 Special Event Administrative Fee $100 Stage Rental Fee $150 Refundable Security Deposit $500 (2) Park Staff Fee - $40 per hour x 9 hours: 7 am — 4pm $720 (2) Pavilion Rental Fee non-resident $70 per hour X 8 hours $1,120 Total Amount Due: $2,710 Please make checks payable to... City of South Miami 6130 Sunset Drive South Miami, FL 33143 THANK YOU! 18 ,l 1 South? iami lfif ( 1111 (A I'll 1tiN\f 11%,IN'(, Police Department Event Cost Estimate Submitted To: Yvette Valdes, Special Events Coordinator Name of Event: Labor Day Picnic Event Day/Date (s): Monday September 2, 2019 Times Hours Hourly Cost Extended Cost Total Off Duty Officer # 1 0900-1300 4 $80.00 Holiday Rate Off Duty Officer #2 Off Duty Officer #3 Off Duty Officer #4 -Supervisor FICA: Equipment: $ 320.00 Barricades Flat Rate (Per Order) $ Additional fee per Barricade - $3.00 (Qty. 0) $ (2) Police Vehicle $ Date Prepared: Larry Corbin Approved by: rGrand Total: $320.00 Chief Landa 19