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Res No 215-18-15248RESOLUTION NO.: 215-18-15248 A Resolution authorizing the City Manager to permit VolksBlast, Inc. to hold its annual Car Show event on Sunday, January 27, 2019, on 72"d Street (Sunset Drive) from South Dixie Highway to 571" Avenue (Red Road) and to waive certain City fees. WHEREAS, VolksBlast, Inc., a 501 (c)(3) non-profit organization, has submitted a Special Event Application for a classic car show event in downtown South Miami on Sunday, January 27, 2019; and WHEREAS, the applicant has completed the special event application, as well as submitted the necessary notification/petition form signed by businesses that will be affected by the requested street closure; and WHEREAS, the applicant has paid the City $660, which includes $60 application fee, $100 administrative fee and $500 refundable security deposit; and WHEREAS, the City's costs and services are as follow: Police Department ($2,730), Public Works ($1,050) Street Closure and MOT ($813.75), Parking Meters ($2,400), totally $6,993.75; and WHEREAS, the applicant is requesting the following fees to be waived: 37 Parking meters in Lot B behind Dr. Smood ($925), Street Closure and MOT fees ($813.75), totally $1,738.75; and WHEREAS, if City Commission approves said waiver of fees, the applicant will be responsible for paying the City a total of $5,255. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: Section 1. The City Manager is authorized to permit the VolksBlast, Inc. event to be held on Sunday, January 27, 2019, in downtown South Miami area on Sunset Drive. Section 3. 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 4. Effective Date. This resolution shall become effective immediately upon adoption. Page 1 of 2 Res. No. 215-18-15248 PASSED AND ADOPTED this 201h day of November, 2018. ATTEST: RTC `2• READ AND A/PRROVYD AS TO LANGUA , LEGAL Y AND 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:6. City Commission Agenda Item Report Meeting Date: November 20, 2018 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Item Type: Resolution Agenda Section: CONSENT AGENDA Subject: A Resolution authorizing the City Manager to permit VolksBlast, Inc. to hold its annual Car Show event on Sunday, January 27, 2019, on 72nd Street (Sunset Drive) from South Dixie Highway to 57th Avenue (Red Road) and to waive certain City fees. 3/5 (City Manager -Parks & Recreation) Suggested Action: Attachments: MEMO- VolksBlast 2019.doc RESOLUTION - VolksBlast 2019.docx Volksblast -Special Event Application.pdf Volksblast - Cost Estimate.pdf CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER iami South MINTER-OFFICE MEMORANDUM THE CITY OF PLEASANT LIVING To: The Honorable Mayor & Members of the City Commission FROM: Steven Alexander, City Manager Via: Quentin Pough, Director of Parks & Recreation DATE: November 20, 2018 SUBJECT: A Resolution authorizing the City Manager to permit VolksBlast, Inc. to hold its annual Car Show event on Sunday, January 27, 2019, on 72nd Street (Sunset Drive) from South Dixie Highway to 57th Avenue (Red Road) and to waive certain City fees. BACKGROUND: VolksBlast, Inc. ("the applicant"), a 501 (c)(3) non-profit organization, has submitted a Special Event Application to hold its annual VolksBlast Car show on Sunday, January 27, 2019 on 72nd Street (Sunset Drive) from South Dixie Highway to 571h Avenue (Red Road). For the past 19 years, VolksBlast, Inc. has held its annual Volkswagen Car Show event in the City of South Miami. This reoccurring event showcases approximately 250 classic Volkswagen cars. This event generates approximately 10,000 attendees who stimulate South Miami's economy through various purchases during the event from local merchants and restaurants. The applicant has submitted the necessary notification/petition approval form signed by businesses that will be affected by the requested street closure. Upon approval of this event the applicant must provide the City with the required Certificate of Liability Insurance that complies with the City's standard insurance requirements, including naming the City of South Miami as an additional insured prior to the event. REVENUE: The applicant has paid the City $660, which includes $60 application fee, $100 administrative fee and $500 refundable security deposit. The City's costs and services are as follow: COST CENTER AMOUNT POLICE DEPARTMENT $2,730 PUBLIC WORKS $1,050 STREET CLOSURE & MOT $813.75 PARKING METERS, INCLUDING LOT B (96 METERS X $25 EACH) $2,400 TOTAL $6..993.75 KA South?Miami THE CITY OF PLEASANT LIVING FEES TO BE WAIVED: SUMMARY: ATTACHMENTS: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER -OFFICE MEMORANDUM The applicant is requesting for the following fees to be waived: COST CENTER AMOUNT PARKING METERS (37 METERS IN LOT B BEHIND DR. SMOOD X $25 EACH) $925 STREET CLOSURE & MOT $813.75 TOTAL $1,738.75 Upon approval of the requested fee waivers, the applicant is responsible for final cost for services rendered by the City is $5,255. Resolution Special Event Application Department Cost Estimates 3 RECEOVD OCT 11 201 Permit #: Ol 211a 01 Sogmiami 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 1 APPLICANT NAME: AI TITLE: DAYTIME PHONE: _��QrJ>3o I - " jGj�tj MOBILE 2�C01--15L1 rj EMAIL: . a Ivan G I ' DMI 2"4 CONTACT NAME: �Rrda1IL CICLIC"I rl TITLE: --alEol ernmig- DAYTIME PHONE: rj Ce 1 D MOBILE:LaiOq t� EMAIL: r , to a) -A ' (gyp i ORGANIZATION INFORMATION NAME OF ORGANIZATION: �Ml('Wasf ADDRESS: &9 i (, 3 n(0 PRESIDENT/MANAGER NAME: ('',�p�_ PHONE: N�'pjd Is your organization a non-profit, 501(c) (3) certificate holder? ❑ NO Ij YES - If YES, please provide a copy of your certificate with the application. EVENT INFORMATION TYPE OF EVENT: �,l`ESTIVAL/CELEBRATION ❑ RUN/WALK ❑ FILM/PHOTO PERMIT ❑ CHARITY OTHER: _ CAS S,�tw.� NW) NAME OF EVENT: LOCATION OF EVENT:�1 n�,c� f- �-�'1il �yi✓ -- V 51 EVENT DATE(S): _ cVLn .(caiAO ❑ NEW EVENT OfRETURNING EVENT WILL THIS BE AN ANNUAL EVENT? ❑ NO WYES IF YES, THIS IS THE YEAR OF THE EVENT ANTICIPATED ATTENDANCE: &I ACTUAL EVENT TIME: 2/PM to _ Af1A M ASSEMBLY DATE(S): UCA`Yl . 2`l�" SETUP TIMES: PM to � AM/9 BREAKDOWN DATE(S): BREAKDOWN TIMES: AM/PM to AM/PM 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 LOCATION APPROVAL If a organization is a tenant and/or renter of the event location, please have the property owner com ete the following. Mark all at apply: Location is City of South Miami property (street, sidewalk, right-of-way, park, etc.) ❑ %Appl ant/Organization owns the requested event location ❑ ant/Organization will be using private property Comments: 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. Yes No ❑ 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 request' t e se of off -duty police officers? If YES, how man Please note: if you answered NO, to this question off -duty icers an still be assigned to your event at a cost to the applicant if deeme 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 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 ❑ Will you be having any music and/or amplified sounds during your event? ❑ Will your event be starting before 8:00 AM. ClJ 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)? ❑ 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 es No ❑ Will your event interfere with any public right-of-ways, such as roads, sidewalks, alleys, etc.? ❑ Will your event require any full and/or partial road closures? (Please note: any right-of-way closures will require at least one off -duty officer per corner) - ❑ Would you like the City to provide you with barricades for your event? If YES, how many.A.5 lV SEI)Et;� Please describe your plans for the cleanup and removal of recyclable goods, waste and garbage during and after your event. f-- 5o�A"lam."lam.1 Affin 140. 4 9 ADDITONAL EVENT FEATURES ❑ Temporary Fencing ❑ Inflatables/Rides ""{� Live Music Signs/Banners ❑ Additional Barricades ❑ Open Flames Tents or Canopies Electrical Services/ Generators 1 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................................................................... South Miami Police Department .................................................. Public Works Department............................................................. Parks and Recreation Department ........................................... Code Enforcement Department ................................................... (305) 668-3873 (305) 663-6301 (305) 403-2067 (305) 668-3876 (305) 668-7335 Planning and Zoning Department ................................................. (305) 663-6326 5 10 INDEMINIFATION AGREEMENT THIS AGREEMENT ("Agreement") is entered into by and between V Mks. BbC4 % Vt( - ("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) V 011(..S 6KAcoy IVT- at C"X&VVS Q t lif. . (location) on (date(s)) t la.v1 . 2"1Zo Iq . ("Special Event"); and WHERAs, pursuant to of the Gillis Code and the Ows 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 g IF,�each of the parties hereto has caused this Agreement to be executed and sealed by Its duly authorized si t () on the date set forth below and notarized. PRINT APPUCA LE �n�a zc�S DATE NOTARY SIGIi'ATURE Subsc�ed and sworn before me, this �_ day o _� Counri. State o.-, ..t kRY PUBLIC) FLOR MARIA SOLANO MY COMMISSION 9 000919S EXPIRES Mwch 12, 2021 11 I 2-00 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. -` G 'Breeze- 5 BIZ sjn 3-667-7677 Pat AIM 5616 SQ 3- W-1092 5&e7,2 3 b �- S�sZ-(e h3 �� r 61 5446 S UV5. ! 6M), lt�, &"Zi . 69M¢°�-e1 PV C1Ur� P�� c C.Iansa Sd� 1 3 soZo ,<25AI" A70L-C4 SB05 r-S( ood l qrs N. Suv) IS/0 r�wx� �Iy 12 NOTIFICATION/PETITION 2.71WIq 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. Contact Name/Title Address Phone No. 0 2W i zip � V"lac V A010,19 y oa geKtA w ha- SgZb y,l✓t�c.1- � u Cs kao Li I d-w Sg 2S� sty n (o- q&5 - R NA-et,�,��e- t�r�'Mwue s4 3z SANS r y4Urtc� s 2 3o5-Ckln9- i AS s9 4! h,e�r6 PROD ev s S6*.40-7-4Z:Z-el �� 4t 1 I - �j�✓tG�Lf FJG�(. �/ r� s1 5c aY Ns 4 3 ' u+-+(Cu 5�1sS eI (3�,)6638 01 Rdlt& A' in vlf4)vd '� �., `5'�b filet+Y Nc�� ► S �s cam+ JLxt ) q lZsf �Uab(( (Zres "A I 13 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. zol� Resident/ l/D �� ]q.-)18-g9R Tot,.N k1"iL+EN �oHN -7� }viol S.u..53 �. �.�`IO�SIB t SW ?� %gb• 63'I-'IY I 3ti5�A NF 3ANt'- �At•( C/ul I'` 730(5uJSj�� T`Iv 51)57 �--�,�,�, t n qI-I S,J 3"t 3oi 46221vY MAy( 5-$16 5 w 73 C✓�4'1C �l• t 6�C� w - 14 NOTIFICATION /P ETITI O 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. Resident/ Su>iness Name C�tacjtN�me/Title Address Phone No. Signature �:�'�/I►/I!/� I , i 15 South'' Miami rl jQ im-y (X-PU ASANT LIVING Police Department Event art Estimate Xvgt e V.aldes,SEecW Events Coordinator VoRublast Jan.27.2014 Imes,;I itovtre ; Hoar ;Cost I Extended Cost Tow Officer X 4 _ Syperri= 4500-180() 0500-) 800 13 1 13 16E✓ 00 ;, — — $2730.00 V • �t 'ry SOUTH bUc Worn Department Event Cyst yagaats Submitted To: Yvette WIdes Name of Event; VoWbIast Event Date (s): St allay Januaq 27, 2019 Stead Jan 27.2019 'limes Hours Cat _ Total S 11: 6 $270OQ' . 1Q # 1 10-.00am - 5:.: m 7 $M&I00 #eriFals 1:- PubliC W h"w"s, $125 00 .go Ingo '$a ri e, fat Rate (Year 0 $75.00 `Day 1- tic�i�al fee per Bar ad $ Q ( . 100) $300 00 Grand Tom: ioso:00 late Prgwed:j. 8 17 Valdes, Yvette From: Aurelio Carmenates Sent: Tuesday, October 16, 2018 3:50 PM To: Valdes, Yvette Cc: John Reese; Gomez, Nelson Subject: RE: Cost Estimates - Upcoming Events Attachments: Chamber South Art Festival - Applicaiton 2018.pdf, Volksblast - Application 2018.pdf; DRT - Application 2018.pdf; DRT - Map 2018.pdf Yvette, Below are the fees for one day, per the Fee Schedule: Temporary full road & sidewalk closure= $313.75 ($0.25 x Approx. 12255LF) Temporary Staging Area = $200 (fee per day for the first five days) The MOT fee for roadway = $100 x 2 directions = $200 Sidewalk fee= $100 Total = $813.75 Temporary full road & sidewalk closure= $313.75 ($0.25 x Approx. 12251F) Temporary Staging Area = $200 (fee per day for the first five days) 18 The MOT fee for roadway = $100 x 2 directions = $200 Sidewalk fee= $100 (NEW Two (2) Day Event) Temporary full road & sidewalk closure= $1028.25 ($0.25 x Approx. 43131-F) Temporary Staging Area = $200 (fee per day for the first five days) The MOT fee for roadway = $100 x 7 directions = $700 Note: Event indicated no sidewalk closure Total = $1928.25 Let me know if you have any questions / comments. Thanks, AURELIO J. CARTEffATES, P.E. Capital Improvement Project Manager SOUt}1�iV�lafTU M)nrAWYMKM Public Works Engineering & Construction Division 4795 SW 75w Avenue Miami, Fl 33155 19