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Res No 100-22-15853RESOLUTION NO. 100-22-15853 A Resolution authorizing the City Manager to permit South Miami Hospital to host a Community Health Fair at Murray Park and the Gibson-Bethel Community Center on Saturday, November 5, 2022 and to waive all special event fees. WHEREAS, in effort to provide a community health initiatives for the residents of South Miami, South Miami Hospital ("the applicant"), a not-for-profit organization, has submitted a Special Event Application to host a Community Health Fair at Murray Park and the Gibson-Bethel Community Center on Saturday, November 5, 2022, from 9:00 a.m. to 12:00 p.m.; and WHEREAS, the applicant is requesting a full fee waiver in the amount of $1,715 for the following City services; and FEE TYPE AMOUNT SPECIAL EVENT APPLICATION & ADMIN FEE $160 PARK RENTAL FEE $840 PARKS AND Rec STAFF $480 POLICE OFF-D TY 1 $235 TOTAL $1,715 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 COMMISSIONERS OF THE CITY OF SOUTH MIAMI, FLORIDA: 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 hereby authorized to permit South Miami Hospital ("the applicant"), a not-for-profit organization, to host a Community Health Fair at Murray Park and the Gibson-Bethel Community Center on Saturday, November 5, 2022, from 9:00 a.m. to 12:00 p.m. Section 3. The City Manager is hereby authorized to waive all special event fees in the amount of $1,715. Page 1 of 2 Res. No. 10 0-22-15853 Section 4. Corrections. Conforming language or tec h nica l sc ri vener-type corrections may be made by th e City Attorney for any conformi ng amendments to be incorporated into the fina l resolution for sig n ature. Section 5. Severability. If any section cla u se, sentence, or phrase of this resolution is fo r any reason held in val id or unconstitutional by a co urt of competent j urisd ictio n, the holding sha l l not affect the validity of th e remaining portions of this reso lution. Section 6. Effective Date. This resolution shall become effective i mmediately upon adopti on. PASSED AND ADOPTED this 16th day of August, 2022. ATTEST: READ A ND APPR OVED AS TO FORM, LANGUAGE, LEGALITY, AND ~;ii@ Pa ge 2 of 2 COMM ISSION VOTE: Mayor Philips: Commissioner Harris: Commissio n e r Li e bman: Commissioner Gil: Commissioner Cor ey: 5-0 Yea Yea Yea Yea Yea Agenda Item No:6. City Commission Agenda Item Report Meeting Date: August 16, 2022 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Item Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to permit South Miami Hospital to host a Community Health Fair at Murray Park and the Gibson-Bethel Community Center on Saturday, November 5, 2022 and to waive all special event fees. 3/5 (City Manager-Parks & Recreation Dept.) Suggested Action: Attachments: MEMO- South Miami Hospital Community Health Fair.docx RESOLUTION- South Miami Hospital Community Health Fair.docx SMH Application.pdf 1 CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM TO:The Honorable Mayor & Members of the City Commission FROM:Shari Kamali, City Manager Via:Quentin Pough, Director of Parks and Recreation DATE:August 16, 2022 SUBJECT:A Resolution authorizing the City Manager to permit South Miami Hospital to host a Community Health Fair at Murray Park and the Gibson-Bethel Community Centeron Saturday,November 5, 2022 and to waive all special event fees. BACKGROUND:In an effort to provide community health initiatives for the residents of South Miami, South Miami Hospital (“the applicant”), a not-for-profit organization, has submitted a Special Event Application to host a Community Health Fair at Murray Park and the Gibson-Bethel Community Center on Saturday, November 5, 2022. The Community Health Fair will be held from 9:00 a.m. to 12:00 p.m. and will consist of healthcare keynote speakers, cooking and exercise demos, health screenings, chair massages, and giveaways. According to the applicant, tents will be located on the perimeter of the large Murray Park field showcasing various activations booths and other special exhibits/vendors. Health screenings will be held indoors at the basketball gymnasium. The total anticipated attendance is one-hundred (100) persons. 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. TOTAL EVENT FEES:$1,715 2 CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM FEES TO BE WAIVED:The applicant is requesting a fee waiver in the amount of $1,715 for the following services rendered: DEPARTMENT AMOUNT SPECIAL EVENT APPLICATION &ADMIN FEE $160 PARK RENTAL FEE (FIELD &GYMNASIUM)$840 PARKS AND REC STAFF $480 POLICE OFF-DUTY (1)$235 TOTAL $1,715 REFUNDABLE SECURITY DEPOSIT $500 ATTACHMENTS:Resolution Special Events Application & Supporting Documents 3 6 Permit#: \ 0 S ;;} :l.() \I THE CITY OF PLEIISIINT 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. Application submitted less than thirty (30) days prior to an event will NOT be accepted. Please refer to the Special Events Handbook for more information about applying for a special event in the City of South Miami . APPLICANT NAME: 01-/i-m,E CoV¥1Mu~l?i_Ji Bza j)u~ DAYTIME PHONE:__.!_~~~!:'.-CL..1!-"~_;;::.,__.1_~-MOBILE: _3._L~ m 6(;13 EMAIL: .LIL.>.q...L,1"'-'--.£....>:"""""-------""e:.i.,:,,.,4+'--=----"---'--"=-":-'=+--4-'-<..:,;."""'-----------.---,------,--1 2nd CONTACT NAME : ~ ~ TITLE: ~,L Wk9 ('aJY~ DAYTIME PHONE : ]fl, 34 D\ MOBILE : 1 ~ ·z,sCJ ~{ EMAIL: __ e-----'&"'--'--------l, ±i,-....C.....1>-=-a.___;=Q'""""""--_bt:--=+-:p/----'---'--1~+-'------"-l,e-=-cJ1h...;.......:...-'--.,---'--V>'-----=-e ............ ~ ___ _ ORGANIZATION INFORMATION I NAME OF ORGANIZATION: ------>..,=----"-'-":::....,,C::,'--'--"'-'--L--...=-.:::..,,,.,C..:..___t_.:....,...:..------,, ____ ----,-----+----tiZL __ ( __ _ ADDRESS: -=---=~-----=o----=o::.._________,.-.=..,~~----0::....:::.....----~------'-""'-'~~:...!..__/ avi,~;---'--~ 3~314-3 PRESIDENT/MANAGER NAME :------,=______,.l~______.~'---+-~~-PHONE: 1 f{p {p(tJ;).. -g>l DD Is your organization a non-profit, SOl(c) (3) certificate holder? D NO DYES -If YES, please provide a copy of your certificate with the application. EVENT INFORMATION TYPE OF EVENT: 0 FESTIVAL/CELEBRAT)ON □ RUN/WALK 0 FILM/PHOTO PERMIT LOCATION OF EVE NT: _=->,"'----'----...f.......L.:._M .:.......:....,=· ,:;__:_-=-------1,--...:;__--=---=----------'L..:._c'-----=---"i...;__:"-"--+----'L-=t..L...X."-- EVE NT DATE(S): N O\f. 5--h--L ~VENT □ RETURNING EVENT WILL THIS BE AN ANNUAL EVENT? CQ/4o O YES IF YES, THIS IS THE_ YEAR OF THE EVENT AN TICIPATED ATTEN DAN CE : 75-/0() ACTUAL EV ENT T IM E: __f.____.@PM t o fr AM ~ ASSEMBLYDATE(S):;Vov? SErUPTIM ES: 7 -'000 ;PM t o 9: tJO t0 1~ BREAKDOWN DATE(S): /JCJY s<fa-BR EAKDOWN TIM ES: /;J .... XflAM/fj)i to /. 'Q() AM/l&f 1 7 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 i lease use a blank e 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: J Location is City of South Miami property (street, sidewalk, right-of-way, park, etc.) D Applicant/Organization owns the requested event location D Applicant/Organization will be using private property Comments/Restrictions: __________________________ _ Property Owners Name: ____________ _ Phone: __________ _ Property Address: ____________________________ _ PRINT APPLICANT'S NAME PROPERTY OWNER SIGNATURE DATE NOTARY SIGNATURE Subscribed and sworn before me, this ____ Day of ______ _, a Notary Public in and for ____ _ County, State of _______ _ Signature (NOTARY PUBLIC) 2 8 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. 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. 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 □ □ 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 9 CODE ENFORCEMENT ~ □ □ No □ ~ 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 □ □ No □ PARKING DIVISION Yes □ rV □ PUBLIC WORKS Yes ~ □ □ ✓ □ ~ □ ~ 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)? If YES, please specify size of the stage requesting: _______ _ Will this event require the use of any Department staff? Will you be renting any City parking meters? If YES, how many __ _ Please note: All clo sures 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? 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. Would you like the City to provide you with any additional barricades for your event? lfYES, 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. 4 10 ADDITONAL EVENT FEATURES □ Temporary Fencing □ Inflatables/Rides □ Live Music □ Signs/Banners □ Additional Barricades □ Open Flames □ Tents or Canopies □ Electrical Services/ Generators □ Port-A-Johns □ Other: Pl ease note: If any of the following app ly, a separate narrative descripti o n of each additiona l feature may be required by the Cit y w it h this app lication . Add itio nally , tents, open flames an d signs /banners ma y require an ad d iti o na l Per m it at the cost to t he applicant . FEE WAIVERS Applicants requesting a fee waiver must complete the below section and must include a letter from the business or organization along with the completed Special Events Application. It is at the discretion of the City Commissioni to approve or disapprove all fee waiver requests and may take up to two (2) months. 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: fu ll ½Ja·1 vu FILM/STILL PHOTOGRAPHY Type of Production : ____________________________ _ Special Effects or Weapons : _________________________ _ Base Camp Location: ____________________________ _ Number of Cast : ------Crew : _______ _ Extras : ________ _ Type of Vehicle: _________________ _ Total Vehicles : _____ _ Parking Location : _____________________________ _ DEPARTMENT DIRECTORY Special Events Division (305) 668-3873 Public Works & Engineering (305) 403-2063 Code Enforcement (305) 668-7335 South Miami Police Parks and Recreation Planning and Zoning (305) 663-6301 (305) 668-3876 (305) 663-6326 5 11 INDEMINIFATION AGREEMENT THIS AGREEMENT ("Agreement") is entered into by and between &o~-n-t Mi (ArY) I Hor ; kQ ("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 ~~cia l Event Permit Application to the City for {event title) ~=til""---"'-'---1'--'-"""-1..U--"-'~:.....:....t.-=--=-><-==-"---;..._c_:-\tct·~t fv\u \-' mtj Par-K ( I ocati On) on (date(s)) ~N_· ·_·D_\l _,_c:=:_0~1_1-_0 _______ . ("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 "lndemnitees") 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 (FOOT), 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 aut or' ed sig ory(l es ) on ri e date set forth below and notarized . /) APPLICANT SIGNATURE ~- Subscribed and sworn before me, this \~ day of AN ~2) )-- County, State of l::\,~'U"'\ ~d ~ureNOT ARY°PU BLIC) l Drnmun :.......---'---=-'---'V-.,1,'---'-1'-4---"=:..,,._,"'-=--=_,:__-' APPLICANT'S T DATE ZULAY ILBERT MY COMMISSION# HH 282317 EXPIRES: September 8, 2028 6 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, bldg., etc.) 3. Canopies, tents, stages 5. Fencing/Barricades 7 . First aid facilities 2. Ro utes (races, parades, etc.) 4. Restroom facil it ies G. Off duty pol ice officers 8 . Parki11g Area 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. ResidenVBusiness Name Contact Name/Title Phone No. Signature Check one D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree ,\~/ D Agree D Disagree l~V D Agree D Disagree '/ D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree D Agree D Disagree 8 14 FINAL CH ECK 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. 0 APPLICATION: 0 APPLICATION FEE: 0 SIGNATURES: 0 EVENT NARATIVE: All information has been properly filled out on the application with all required documents at least 21 days prior to the proposed event. A $60 application fee and $100 administrative fee must accompany your submission in check or money order form. Application must be signed and notarized. Briefly discuss your Organization/Business, the purpose of your event, the benefits, etc. D 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. 0 SITE PLAN: 0 COPY: SUBMIT APPLICATION TO: A site plan must be submitted with the application that must show intersecting streets, parking areas, tents, stages, routes, barricades, etc. It is strongly recommended that you make a copy of your application for your own records Yvette Valdes, Special Events Coordinator Gibson-Bethel Community Center 5800 SW 66th Street South Miami, FL 33143 Office: 305-668-3873 Email: yva ldes@so uthm iam ifl.gov Once the application has been approved processed and the date has been reserved the following must be submitted prior to the event date. 0 INSURANCE: 0 EVENT FEES: 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. 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 15South Miami Hospital Community Health Fair Site Map Saturday, November 5 Community Center Screenings will be done inside gym. Field DD D DD DDDDD Triangles= Tents 7J Q ..... ~ ::, (el 'r 0 ..... 16 II South Miami Hospital BAPTIST HEALTH SOUTH FLORIDA August 2, 2022 Quentin Pough Director City of South Miami Parks and Recreation 5800 SW 66th Street South Miami, FL 33143 Dear Mr. Quentin Pough, South Miami Hospital 6200 SW 73 rd Street South Miami, FL 33143 Please accept this letter as a formal request to waive the permit fee for the upcoming Community Health Fair scheduled on November 5, 2022 at the South Miami Community Center. This event is a community benefit offering free health screenings and health information to the residents of South Miami. Ed, Aran Community Relations 17 Submitted To: Name of Event: ll·lf f'I I Y 01 1'I FASAN I LIVlt✓G Police Department Event Cost Es timate Yvette Valses Community Health Fair Event Day/Oate (s): Saturday November 5, 2022 Officers Times Hours Hourly Cost 1 Officer 0800-Shrs 1300hrs FICA: Equipm ent: Barricades Flat Rate (Per Order) Additional fee per Barricade -$3.00 (Qty . .Q) (2) Police Vehicle $47.00 Extended Cost $235.00 $ $ $ $ Total $235.00 /Grand Total: $235.00 Date Prepared: ___ 7 ____ /2 __ 9 __ /2_2 ____ _ Approved by: _________ _ Chief Landa 18 CITY OF SOUTH MIAMI SoMi Parks PARKS AND RECREATION DEPARTMENT Special Events Division 5800 SW 66 Street South Miami, FL 33143 TO: South Miami Community Health Fair November 5, 2022 Special Event Application CITY SERVICE Special Event Administrative Fee (2) Parks Staff {6 hrs. X $40/hr. X 2 Staff) Murray Park field (6 hrs. X $SO/hr.) Gymnasium (6 hrs. X 90/hr.) CITY ESTIMATE DATE: 7/28/2022 AMOUNT $60 $100 $480 $300 $540 Total Amount Due: $1,480 Please make checks payable to ... City of South Miami 6130 Sunset Drive South Miami, FL 33143 f H~ l "I I Y OF l'I f"i\S,\Nl I 1\/1 ,';( THANK YOU!