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Res No 159-20-15599RESOLUTION NO.: iS9-20-15599 A Resolution authorizing the City Manager to waive the rental and security deposit fees for the use of the Education Room at the Gibson -Bethel Community Center by the South Miami Community Advisory Committee. WHEREAS, the South Miami Community Advisory Committee ("CAC") is requesting a fee waiver in the amount of $540 dollars to host meetings on the 31 Wednesday of the month, beginning November 18, 2020 through September 1% 2021, in the Education Room at the Gibson -Bethel Community Center; and WHEREAS, Community Advisory Committees are utilized to foster and sustain civic engagement, affording residents the opportunity to identify community needs and develop and implement plans to address those needs; and WHEREAS, the South Miami CAC is one of the sixteen (16) targeted area committees within Miami -Dade County which is supported by the Miami -Dade Community Action and Human Services Department. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1. The foregoing recitals are hereby ratified and confirmed as being true and they are incorporated into this resolution by reference as if set forth in full herein. Section 2: The City Manager is authorized to waive rental and security fees in the amount of $540 for the use of the Education Room at the Gibson -Bethel Community Center by the South Miami Community Advisory Committee for fiscal year 2020-2021. Section 3. Corrections. Conforming language or technical scrivener -type corrections may be made by the City Attorney for any conforming amendments to be incorporated into the final resolution for signature. Section 4. Severability. 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 S. Effective Date. This resolution shall become effective immediately upon adoption by vote of the City Commission. PASSED AND ADOPTED this 17th day of November, 2020. Res. No. 159-20-15599 ATTEST: Ol't , CITY CLERK READ AND APPROVED AS TO FORM LANGUAGE, LEGALITY AND EXECUTION THEREOF C TTORNEY APPROVED: COMMISSION VOTE: 5-0 Mayor Philips: Yea Vice Mayor Welsh: Yea Commissioner Harris: Yea Commissioner Liebman: Yea Commissioner Gil: Yea Agenda ftem No:2. City Commission Agenda Item Report Meeting Date: November 17, 2020 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Rem Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to waive the rental and security deposit fees for the use of the Education Room at the Gibson -Bethel Community Center by the South Miami Community Advisory Committee. 3/5 (City Manager -Parks & Recreation Dept.) Suggested Action: Attachments: Memo - SM Community Advisory Committee.docx Resolution - SM Community Advisory Committee (QP).docx SMCAC Application Documents.pdf CITY OF SOUTH MIAMI • OFFICE OF THE CITY MANAGER Sort Miami INTER -OFFICE MEMORANDUM THE CITY OF PLEASANT LIVING To: The Honorable Mayor & Members of the City Commission FROM: Shari Karnali, City Manager Via: Quentin Pough, Director of Parks & Recreation DATE: November 17, 2020 SUBJECT: A Resolution authorizing the City Manager to waive the rental and security deposit fees for the use of the Education Room at the Gibson -Bethel Community Center by the South Miami Community Advisory Committee. BACKGROUND: The South Miami Community Advisory Committee ("CAC") has requested a fee waiver to host meetings in the Education Room at the Gibson -Bethel Community Center on the 31 Wednesday of the month, beginning November 18, 2020 through September 15, 2021, from 6:00 PM to 8:00 PM. FEES TO BE WAIVED: ATTACHMENTS: Community Advisory Committees are utilized to foster and sustain civic engagement, affording residents the opportunity to identify community needs and develop and implement plans to address those needs. CAC members are elected, represent residents in their communities, and service in an advisory capacity. By following the Community Service Block Grant program requirements, citizens are given the opportunity to take action and monitor the condition in which low-income residents live. The South Miami CAC is one of the sixteen (16) targeted area committees within Miami -Dade County which is supported by the Miami -Dade Community Action and Human Services Department. The committee is comprised on thirteen (13) members, all of whom are residents of the City. $540 DESCRIPTION AMOUNT RENTAL FEE ($20 RENTAL FEE X 2 HOuRs X 11 MEETINGS) $440 SECURITY DEPOSIT $100 TOTAL $540 Resolution SMCAC Application Documents 2 I want to reiterate my thanks and appreciation to you and your staff for the assistance and support that we have received over the past several years. Should you have any questions or concerns, please contact me at (786) 469-4798. Sincerely, ZA r. 'OJW r Alton V. Sears, MSW Special Projects Administrator n South Miami Rental Application Form THE CRY Of PLEASANT LIVING A Step by Step Guide Step L, Applicants must download or pick up and complete a facility rental applicatiorf packet. Application packets Include the permit applications, permit policy, rental fees and facility availability schedule. Application packets are available at Gibson Bethel Community Center, located pt 5800 SW 66"' Street, South Miami, FL 33143 and online at viww.southmiamifl.xov. Step 2: Return the corppleted application and any gdd(tional dkicunientation to Gibson' Bethel Community Center, 5800 SW 66's Street, South Miami, FL 33143. Note: Application request must 6b submitted no later than 14 days In advance of the reservation date. Additional documentation requires for the following applicants: f 1. Residents a. Photo I.D. (driver's license, passport, resident I.D.) b. One (1) fdrm of'Podof of .Residency (utility bill, auto registration, mortgage, lease)., A cell phpne bill Is not acceptable proof of residency. 2. Non -Residents a. Photo I.D. (driver's license, passport, resident I.D.) 3. Civic/Non-Proflts/Commercial/Private a. Photo LD. (drivers license, passport, resident I.D.) . Id. Tax Certificate 501(c)(3) c. Insurance/Workers compensation insurand,e (If applicable) Step3: A Department representative will contact applicants within 3-5 business days to notify of permit approval or denial. Special (Jermits may require approval beyond the' Parks and Recreation Department. Incomplete applications will not be processed. Step 4: Applicant pays the refundable security deposit and all associated fees at the time of reservation. Step S: Permit copy is Issued, and additional copy is filed at Gibson -Bethel Community Center. Refund/Cancellation Policy: I. PURPOSE To create a fair and consistent standard by which the City of South Miami Parks and Recreation Department will apply refund processing fees and issue refunds for various activities, programs, facility rentals, memberships, daily entry visits. II, POLICY The City of South Miami Parks and Recreation Department ("the Department") reserves the right to cancel, postpone, or combine classes, events or programs, or change Instructors In order to provide the best service possible. In the event the Department cancels an activity or program for any reason, a full refund will be Issued. Facility Rentals Refunds may be granted if a cancellation notice is received at least seven (7) days prior to the reserved date of the event start (i.e. if the event is on Saturday, the lost day to cancel and receive a refund is Friday, the week prior to the event). No refunds, including the security deposit will be made thereafter. Refunds may be granted only if adverse weather conditions prevail, or if the cancellation notice Is received in writing at least seven 17) days prior to the reserved date of the event or program start, No refunds or credits will be given after this deadline. Rental Application Form Name: (Last) (First) Company/Organization: Address: r)D 1 /V., . N DOB: 5 501C (3) Tax ID: 5q - 21 (3W w A _ (Street) (City) (State) (zip) Resident: ❑ yes EeNo (1 form of ID required) Phone: (Home) (Cell) ! (� Email: QXt�`.Rgy �-fo•.1 Driver's License #: �b �ii � State: D e: Rese 7, d AJAr A. N =KO Reservati n Time: -. - Requeste V ue/Park: N • Ill &Ai T of Activ /Ev nt: (i.. birthday pa , baby shower) Estimated Attendance: N' v - Zv �Sa� Recurring? es FTNa Recurring (every) M Tu Th Fr Sa Su N C Facility rentals receive 1 hour before and after their rental to set up and break down their event. ** Field and open space rentals receive 30 minutes before and after their rental to set up and break down their event. Special Notes: Fee Chart (per hour) Pavilion and gazebo rentals at Brewer Park, Dison Park, lean Willis Park and Marshall Williamson Park costs $35 per hour and must be approved by Director of Parks and Recreation. Resident Non -Resident Non-profit Gibson -Bethel Community Center Education Room ❑$30 Q$40 5K20 Computer Lab ❑$45 ❑$60 ❑$35 Multipurpose Room ❑$60 E]$120 ❑$55 Gymnasium (half court) ❑$50 0$100 []$45 Gymnasium (full court) 0$100 0$200 E]$s0 Muria Park Outdoor Basketball (w/o lights) []$20 ❑$30 ❑$15 Outdoor Basketball w/li hts ❑$30 ❑$40 0$25 Large Field ❑$60 ❑$75 E]$50 Small Field (t-ball field) ❑$36 ❑$50 E]$30 2 Rental Application Form MurrayPark Aquatic Center (pool partyL 0-35 people (3 hours) ❑$265 36-64 people 3 hours) I ❑$315 Additional Hour I ❑$50 Marshall Williamson Park Meeting Room ❑$25 1 ❑$50 ❑$10 (S.M)/$20 OutcoorTennis I ❑$5 ❑$8 ❑$3 Dante Fascell Park Pavilions (1 & 2) ❑$40 0$80 ❑$30 Sane Volleyball ❑$25 ❑$50 ❑$20 Fuchs Park Pavi9lon ❑$40 ❑$80 ❑$30 Sand Volleyball I ❑$25 ❑$50 ❑$30 Brewer Park Tennis Court ❑$5 I ❑$8 I ❑$3 Garebo I ❑$40 I ❑$80 ❑$30 Palmer Park Fields 1, 2, 3, 4, 5 (w/o lights) 0$30 perfield ❑$36 per field 1 ❑$25 per field Fields 1, 2, 3, 4, 5 w lights) ❑$40 per field ❑$50 per field I ❑$35 per field Batting Cage ❑$25 ❑$35 I ❑$20 Jean Willis Park Pavilion 0$40 1 0$80 1 0$30 SECURITY DEPOSIT I ❑$110 1 ❑$200 1 ❑$100 Rental Fee Due: $ 4 4 u Security Deposit Due: $ too — (Security deposit checks must be picked up within 5 business days after your event or it will be shredded for your privacy/security.) Total Amount Due: $ 5 y' 0 (796 sales tax applied to total amount due) Refunds Refunds may be granted if a cancellation notice is received at least seven (7) days prior to the reserved date of the event start (i.e. If the event Is on Saturday, the last day to cancel and receive a refund is Friday, the week prior to the event). No refunds, including the security deposit will be made thereafter. Refunds may be granted only if adverse weather conditions prevail, or if the cancellation notice is received in writing at least seven (7) days prior to the reserved date of the event or program start. No refunds or credits will be given after this d 1 , Applicant Signature U Date ll �� Rental Application Form 44 Release and Waiver of liability I agree: 1) to assumes all risks of any injuries, damages, or harm which might arise from the program or the use of the requested facility or activity due to the negligence or other fault of the Participant or anyone acting through or on behalf of the Participant. 2) to compensate the City of South Miami ("City") for any repair and/or replacement costs for damages to the requested facility or equipment due to the negligence or other fault of the Participant or anyone acting through or on behalf of the Participant. 3) to indemnify, defend, save and hold CITY, its officers, affiliates, employees, successors and assigns, harmless from any and all damages, liability, losses, demands, fines, judgments or cost and expenses, including reasonable attorney's fees, paralegal fees and investigative costs incidental there to, and incurred prior to, during or following any litigation, mediation, arbitration and at all appellate levels, which may be suffered by, or accrued against, charged to or recoverable from the City of South Miami, its officers, affiliates, employees, successors and assigns, by reason of any causes of actions or claim of any kind or nature, including claims for injury to, or death of any person or persons and for the loss or damage to any property arising out of a negligent act or omission, misconduct, or any gross negligence, intentional act of me, the Participant, any contractor or subcontractor of mine or the Participant, or any of their or our officers, directors, agents, representatives, employees, or assigns, or anyone acting through or on behalf of any of them, which arises out of or is concerning the use of the requested facility, the program activities, the program by me, the Participant or anyone acting for or through me or the Participant. I agree to pay all losses and expenses of any kind or nature whatsoever, in connection therewith, including the expense or loss of the CITY and/or its affected officers, affiliates, employees, successors and assigns, including their attorney's fees, in the defense of any action in law or equity brought against them. 4) that neither the CITY nor Its officers, affiliates, employees, successors and assigns shall be held liable or responsible for any claims, including the costs and expenses of defending such claims which may result from or arise out of actions or omissions of me, the Participant, or any of our contractor or subcontractor, if any, or any of their or our agents, representatives, employees, or assigns, or anyone acting through or on behalf of the them or us, and arising out of or occurring on the CITY's property. In reviewing, approving or rejecting any submissions or acts of me or the Participant, CITY in no way assumes or shares responsibility or liability for the acts or omissions of me or the Participant, our contractor or subcontractor, if any, or any of their or our agents, representatives, employees, or assigns, or anyone acting through or on behalf of them or us. 1 and the Participant have the duty to provide the CITY with a defense with an attorney or law firm approved by the City of South Miami, which approval will not be unreasonably withheld. s) to abide by all applicable rules and regulations as set forth herein and attached to this form. I further understand that I may be asked to vacate the premises and may forfeit my security deposit if I fail .to abide by these rules and regulations or any other reasonable request from City of South Miami staff: 6) that rentals, including ,pavilion rentals operate between sunrise and sunset (excluding rentals at South Miami Park, Palmer Park and the Gibson -Bethel Community Center. 4 10 Rental Application Form I certify, under penalties of perjury, that the above information is correct, that I have read and understand the rules and regulations and that I agree to the terms and conditions set forth above. Permit Rules and Regulations Please initial at each rule Indicating you have read and understand the expectations of the City of South Miami. Permits may not be issued for programs: • Requiring equipment to be set up in the park or facility. • With a negative impact on traffic or the public's ability to enjoy the park or facility. • Considered high risk having a negative impact on the public's health, safety, and welfare. • Deemed inappropriate by the Parks and Recreation Director. • With a negative impact on City property; for example, destruction of trees, turf, or other City Infrastructure. 1. Facility Permit/Security Deposit • Reservations may be requested up to one year In advance and are based upon availability. • The security deposit and all associated rental fees must be paid at the time of reservation. • The payment can be made in the form of a personal check, money order or certified check. • Failure to adequately clean, damage to or loss of park property or violation of park rules, will result in the loss of all or part of the deposit. 2. Insurance • Prior to the use of the facility or facility, proof of Insurance may be required with the policy naming the City of South Miami as an additional insured for the duration of the event. • The coverage for the City shall be primary and non-contributory and written on Florida approved forms by an Insurance company licensed by the State of Florida to sell insurance. • The company shall not be a surplus lines carrier and the insurance shall include contract liability coverage. .3. Activity • Any unusual equipment and/or activity, as may be defined by the City in its sole and absolute discretion, must be approved by the Director of Parks and Recreation and noted on the facility reservation form. • All equipment must be delivered and removed within the rental period — no storage areas are available. • All delivery vehicles must remain in designated parking areas. Excessive amplified music or other loud noises, as determined by the City in its sole and absolute discretion, which disturb other park patrons or adjacent property owners are prohibited. Rides of any kind Including pony rides, mechanical and inflatable rides, petting zoos, etc. are not permitted in any City park. • Use of rentals, including pavilion rentals must be completed by sunset. Use of rentals at Palmer Park and 4. aVthe Gibson -Bethel Community Center must be completed by 10:00 PM. � Conduct • Permittee must take all necessary steps to control all of their guests/participants/spectators. Any person(s) violating any of the Rules and Regulations contained herein, any City ordinances or other laws, or who are, in the opinion of the Parks and Recreation Department, constituting a public nuisance, potential hazard to the public or park property, or exhibiting disorderly conduct, may be expelled from the -facility by Parks and Recreation Department staff or Police Department without a refund for the remainder of the permit period. • All vehicles must remain In the designated parking lots. The consumption of alcoholic beverages and gambling of any form is prohibited in all City parks. S. Set up/Decoration S 11 Rental Application Form • Decorations may be attached with MASKING TAPE ONLY. The use of staples, nails, tacks, etc. is prohibited. The rental period should include sufficient time for set-up of facility, conducting the event, and cleanup of the facility to the satisfaction of the Parks and Recreation Department. • Balloons Inflated with lighter -than -air gases shall not be released in the City limits. Any balloons filled with gases shall be tied securely to an object heavier than the balloon and a paper tag shall be attached to the string/ribbon attached to the balloon that states: "Releasing this balloon will harm the environment/Soltando este globo al aire danara la naturaleza". (see ord. 13-16-2246 amending sec. 13A- 22 of the Code of ordinances) • All facilities/fumiture/equipment must be returned to its original condition and be placed in its original position if moved. Any cleanup performed by the City will be deducted from the deposit and/or billed to the Permitee. 6. Food Service • Cooking of food must be done in prescribed areas only. No food or drinks will be allowed in the Gymnasium at the Community Center. The City of South Miami, Miami -Dade County and the State of Florida may require permits/licenses when food is to be sold. It is the responsibility of the permittee to AcontactJV these agencies for this information and to obtain all required permits. 7 Special Requirements • Occupancy Limits - 30 people per pavilion at Dante Fascell Park; 15 people at Fuchs Park and 60 people In the Multipurpose Room. • Additional trash receptacles, cleanup crews, portable toilets, off -duty police officers, or other special conditions may be required depending on the facility, number of attendees, nature of event or other miscellaneous conditions as determined by the City in its sole and absolute discretion and/or in the public interest. The sale of merchandise of any kind is prohibited unless otherwise noted on the application form. 8. Pets • With the exception of service animals, animals/pets are not permitted into or upon City parks and facilities unless otherwise required by law. 9. Cancellations and Refunds • Cancellations made seven (7) days in advance of the scheduled reservation date are eligible for a refund. No refunds thereafter. Restrictions/Revocation • The City Manager reserves the right to approve or deny any application on a case -by -case basis, Including but not limited to, limited capacity of park or facility, Impact on surrounding neighborhood, services for faith -based organizations, or such application is not consistent with the Parks and Recreation Vision, Mission and/or Values. • Permits are revocable, without notice at any time by the Parks and Recreation Director or their designee for a violation of the permit conditions, any park rule, ordinance, Federal or State law or if the Director of Parks and Recreation determines the permitted use is a threat to the health, safety, or welfare of the public. • Should a lapse in the general liability insurance policy occur, the City reserves the right to revoke the I/ user's p . Applicant Signature: Date: j For Office Use Only Method of Payment: Application Received by: Date: 1�0 12n 12 Fora W=9 Am. October 2018) h� tip Sam 1 Name (as shown on your Request for Taxpayer Dive Form to the Identification Number and Certification requester. Do not Go send to the IRS. 0. name, nWe for instructions and the latest tnformatton. on We ttno: do not (save this be blank. 3 Check appropriate boat for federal tax classification of the person whose name is entered on 11ne 1. Check any one of the follawing seven boxes. p ❑ hndlvlduallsole proprietor or © C Corporation ❑ S Corporation ❑ Partnership ❑ Trusttestate single -member LLC ❑ Umtted Habtilty company. Enter the tax claaalftoatlon M—C corporatlon, Sa8 corpemtlon, P=Partnershtp) ► $ Nate Chock the appropriate box In tho lino above for the tax oktsaftloation of the aln&-m� owner. Do not check LLC 9 the LLB to aWasillad as a ahmgtntnembcr LLD darn! Is dWagwdod frctn the awrtor unless the owner of tho LLC is aanother LLC that Is not dWagmded born the owner far U.S. talons! tax purposes. Othotwlso, a atngte-member LLC the Is dlarogarded from the owner should check the appropriato box for the tax clasaiitcatlan ol,b owner. Other (see Um ns) ► 8 Address (number, street, and apt. or tudto non See itstruatiwta. Requester's name 01 NW 1ST COURT 8 City. stets, and ZP code account 4 Exemptions (codes apply only to certain entities, not indlviduale; see instructlone on page 3): Exempt payee code p any+) 501C3 Examptlon from FATCA reporting code Of any) &' n to WG0W15m.dn ~ Ware. Ha uts l td address (optbnaq Er1ter your TIN In the appropriate box. The TIN provided must match the name given on Etna 1 to avoid saataf soctutlyr camber bmkup withholding. For individuals, ttds Is generally your social security rumtber (SSM. However, for a raddertt alien, sole the instructions proprietor, or disregarded entity, saections for Part 1, Wer.-For other , It Is your employer Identification number (EIN). If you do not have a number, see How to get a 7f1V, later. or Note: if the account is In more than one name, see the Instructions for line 1. Also see What Name and Emo ►werwoalioa ;w—� Number To Ohm the Requester for guidelines on whose number to enter. a s .. -, i a i 2 T Under penalties of perjury, I certify that: 1. The number shown on this form Is my correct taxpayer Identification number (or I am waiting for a number to be Issued to me); and 2.1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (ERS) that 1 am subject to backup withholding as a result of a failure to report all Interest or dividends, or (c) the IRS has notified me that 1 am no longer subject to backup withholding: tub 3.1 am a U.S. citizen or other U.S, person (defined below); and 4. The FATCA code(s) entered on this form (If any) indicating that I am exempt from FATCA reporting Is correct. Certification Instructions. You must cross out Stem 2 above If you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report an Interest and dividends on your tax return. For real estate transactlom item 2 does not apply. For mortgage interest paid. acquMthanInterestlrtor ab dtvnttof socured ends a property, cancellation t debt. contributions at rib t� y� an mut individual retirement wangament ORA), and generally. pints other provide your correct TIN. Sea the Instructions for Part n, later. Here slgnature at UAL person i General Instructions Section references are to the Internal Revenue Code unless otherwise rated. Future developments For the West Information about developments related to Form W-9 and he Instructions, such as legislation enacted after they were published, go to www.1rs.gov/FormV0& Purpose of Form An Individual or entity (Form W-9 requester) who is required to fee an Information return with the IRS must obtain your correct taxpayer Wentiffcatlon number (TIN) which may be your social security number (SSN), Indlvklual taxpayer tdetntMaittlon number QTIK adoption U payer Edentilication number (ATIM, or employer Identification rwmber I,F_i1H, to report on an Information return the amount paid to you, or other amount reportable on an infonnailon return. Examples of Information returns Include. but are not limited to, the following. Form 1080-INT (Interest earned or paid) Cat. No.10231X Date ► • Form 1099-DIV (dividends, Including those from stocks or mutual funds) • Form 1089-MISC (various types of Income, prizes, awards, or gross proceeds) • Form 1099-8 (stock or mutual fund sales and certain other transactions by brokers) • Form 109" (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactlons) • Form 1098 (home mortgage Interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1009-C (canceled debt) • Form 1009-A (acquisition or abandonment of secured property) Use Form W-9 only If you are a U.S. person (Including a resident a lon), to provide your correct TIN. if you do not return Foam W-9 to the requester with a TIN, you might be subject to backup withholding. See What Is backup withholding, latar. FbrM W-9 fftev. l a2ot s) 13 I �e��rtrnriil c�` 51BI4 ! �'�iSiU11 of roor�tio_rs / t�'eadL&oLds ? $.Uu h._ y r)l'!y—Name Detail by Entity Name Florida Not For Profit Corporation COMMUNITY HUMAN SERVICE FOUNDATION NON-PROFIT, INC. 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