Res No 134-22-15887RESOLUTION NO. 134-22-15887
A Resolution authorizing the City Manager to waive rental and security deposit fees for
the use of the Education Room at the Gibson-Bethel Community Center by the Girl Scout
Council of Tropical Florida, Troop #1835 of South Miami.
WHEREAS, in 2018, South Miami Troop #1835 was established for the residents of South
Miami. Since their establishment, the troops have attended camp and participated in various
community service projects, such as picking up litter and assisting seniors at the South Miami
Senior Center; and
WHEREAS, Troop #1835 has requested a fee waiver in the amount of $760 to host
meetings every first and third Monday, beginning October 17, 2022 through September 18, 2023,
from 5:30 p.m. to 7:00 p.m. in the Ed.ucation Room at the Gibson-Bethel Community Center; and
WHEREAS, at the meetings, Troop #1835 will continue to organize community service
projects, engage in various games and ventures, and practice skills that build teamwork and
initiate creativity.
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
correct and are hereby made a specific part of this resolution upon adoption hereof.
Section 2. The City Manager is hereby authorized to waive rental and security deposit
fees on behalf of Troop #1835 in the amount of $760 to host meetings in the Education Room at
the Gibson-Bethel Community Center every first and third Monday, beginning October 17, 2022
through September 18, 2023 from 5:30 p.m. to 7:00 p.m.
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 will
not affect the validity of the remaining portions of this resolution.
Section 5. Effective Date. This resolution will become effective immediately upon
adoption.
PASSED AND ADOPTED this 18th day of October. 2022.
Page 1 of 2
Res. No. 134 -22-15 887
ATTEST:
READ A ND APPROVED AS TO FORM,
LANGUAGE, LE GA LITY, AND
~;;a
COMMISSION VOTE:
Mayor Ph i l ips:
Commissioner Harris:
Comm i ssioner Gil:
Comm issioner Liebman:
Commissioner Corey:
Pa g e 2 of2
5-0
Yea
Yea
Yea
Yea
Yea
Agenda Item No:8.
City Commission Agenda Item Report
Meeting Date: October 18, 2022
Submitted by: Quentin Pough
Submitting Department: Parks & Recreation
Item Type: Resolution
Agenda Section:
Subject:
A Resolution authorizing the City Manager to waive rental and security deposit fees for the use of the Education
Room at the Gibson-Bethel Community Center by the Girl Scout Council of Tropical Florida, Troop #1835 of
South Miami. 3/5 (City Manager-Parks & Recreation Dept.)
Suggested Action:
Attachments:
MEMO-Girl Scout (QP.FY-23).docx
Resolution-Girl Scout (FY-23).docx
Girl Scouts Application FY 23.pdf
Waiver Letter.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 & Recreation
DATE: October 18, 2022
SUBJECT:A Resolution authorizing the City Manager to waive rental and security
deposit fees for the use of the Education Room at the Gibson-Bethel
Community Center by the Girl Scout Council of Tropical Florida, Troop #1835
of South Miami.
BACKGROUND:The Girl Scouts of America was established in 1912, founded by Juliette
Gordon, in Savannah Georgia. Today, Girl Scout troops are around the globe
with 1.8 million members and 800,000 volunteer adults who believe in the
power of every G.I.R.L (Go-getter, Innovator, Risk-taker, Leader). Through
engaging and challenging activities, like earning badges, each troop leads its
own adventure, offering unique and out of the box experiences.
In 2018, South Miami Troop #1835 was established for the residents of South
Miami. Troop #1835 has routinely hosted a majority of its meetings at the
Gibson-Bethel Community Center (“GBCC”) since its establishment. In the
past, Troop #1835 has visited South Miami Little House for its annual
meetings, wildlife education, to walk the trail, and for emergency meetings.
There are approximately 20 girl scouts in the program. A majority of the
current members and leaders reside within a 3- to 5-minute walking distance
from the GBCC, thus making it a convenient and safe location to meet for
Troop #1835. Furthermore, according to the applicant, troop members lack
consistent transportation to the South Miami Little House.
Since its establishment, Troop #1835 has attended camps and participated in
various community service projects, such as picking up litter and assisting
seniors at the South Miami Senior Center.
Troop #1835 has requested a fee waiver to host meetings everyfirst and third
Monday, beginning October 17, 2022 throughSeptember 18, 2023, from 5:30
p.m. to 7:00 p.m. in the Education Room at the Gibson-Bethel Community
Center. At the meetings, Troop #1835 will continue to organize community
service projects,engage in various games and ventures, and practice skillsthat
build teamwork and initiate creativity.
2
THE CITY OF PLEASANT LIVING
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
FEES TO BE WAIVED:$760
ATTACHMENTS:Resolution
Rental Application
Fee Waiver Letter
FEE DESCRIPTION AMOUNT
RENTAL FEE ($20 RENTAL FEE X 1.5 HOURS X 22 MEETINGS)$660
SECURITY DEPOSIT $100
TOTAL $760
3
THE CITY OF PLEASANT LIVING
I I
6
Step 1:
Step 2:
Rental Application Form
fl IE CITY OF PLEASA~T LIVING
A Step by Step Guide
Applicants must download or pick up and complete a facillty rental application 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 at 5800 SW 66 th Street, South Miami, FL. 33143 and online
at www.southmiamifl.goy.
Return the completed application and any additional documentation to Gibson Bethel Community Center, 5800
SW 66 th Street, South Miami, FL 33143. Note: Application request must be submitted no later than 14 days in
advance of the reservation date.
Additional documentation requires for the followi11g applicants:
1. Residents
a. Photo 1.0. (driver's license, passport, resident 1.0.)
b. One (1) form of Proof of Residency (utility bill, auto registration, mortgage, lease). A cell phone bill is not
acceptable proof of residency.
2. Non-Residents
a. Photo 1.0. (driver's license, passport, resident I.D.)
3. Civic/Non-Profits/Commercial/Private
Step 3:
Step 4:
Step 5:
a. Photo 1.0. (driver's license, passport, resident I.D.)
b. Tax Certificate 50l{c)(3)
c. Insurance/Workers compensation insurance (if applicable)
A Department representative will contact applicants within 3-5 business days to notify of permit approval or
denial. Special permits may require approval beyond the Parks and Recreation Department. Incomplete
applications will not be processed.
Applicant pays the refundable security deposit and all associated fees at the time of reservation.
Permit copy is issued, and additional copy ls 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 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 deadline.
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Rental Application Form
Name: V \C \(~ v-S . le. v "' DOB : o , / aol J q(!, S
------(L-as-t) _________ (F-ir-st_) ____ _..; 1 I
Company/Organization: (:\ ,r \ Sco....t\<; o\-~(b. \ FL 501C (3) Tax ID:------
Addre ss : \ \ &4 3-SU..J \~Q~'T Y'."Y:),lO.~i 'PL 3 ~t5-=f-
(Street) (City) (State) (Zip)
Resident: ~Yes 0 No (1 form of ID required)
Phohe: (Home) __________ (Cell) -, <oL, -53 ct-Sso2
Email:fenriV1'cl< rs@1 ,ab;t)(Om Driver'sllcense#:Hut\:t.812?lo 5530 State: l=L
Reservation Date: Reservation Time: •
Requested Venue/Park: C,,~V\ ~ \
Type of Activity/Event: (i.e. birthday party, baby shower) Estimated Attendance:
Recurring? yes No Recurring (every) M Tu W Th Fr D Sa Su
* * 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)
Resident Non-Resident Non -profit
Gibson-Bethel Community Center /
Education Room n s3o 0 $40 5'1$20
Computer Lab 0$45 0$60 0$35
Multipurpose Room 0$60 0$120 I 1$55
Gymnasium (half court) Osso 0$100 0$45
Gymnasium (full court} □s100 0$200 0 $90
Murray Park
Outdoor Basketball (w/o ligh ts ) I 1$20 0 $30 □sis
Outdoor Basketball (w/lights) 0$30 0$40 0$25
Large Field 0$60 0$75 Osso
Small Field (t-ball field) 0$36 Osso 0$30
Murray Park Aquatic Center (pool party)
0-35 people (3 hours) 0$265
36-64 people (3 hours) 0$315
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Rental Application Form
Additional Hour 0$50 I I
Marshall Williamson Park
Meeting Room 0$25 I osso I 0$10 (S.M)/$20
Tennis Court oss I 0$9 I 0$4
Dante Fascell Park
Pavilions (1 & 2) 0$40 I 0$80 I 0$30
Sand Volleyball 0$25 I 1 1$35 I 0$20
Fuchs Park
Pavilion 0$40 I □Sao I 0$30
Sand Vollevball 0$25 I 0$35 I 0$20
Brewer Park
Tennis Court oss I r JS9 I 0$4
Gazebo I 1$40 I I 1$80 I I 1$30
Palmer Park
Fields 1, 2, 3, 4, 5 (w/o lights) 0$30 per field 0$36 per field 0$25 per field
Fields 1, 2, 3, 4, 5 (w lights) 0$40 per field 0$50 per field 0$35 per field
Batting Cage 0$25 0$35 0$20
Jean WIiiis Park
Pavilion 0$40 I O sso I I 1$30
SECURITY DEPOSIT 0$110 I 0$200 I ~100
Rental Fee Due:
Security Deposit Due: $_-'-/ 0-=-={) _____ _
{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: s 7t0
{796 soles 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 ~eadline.
Appl\cant SlgnL.~.,,._~~~i,:;.-=::.J.L.:::=...;;;;i..,..... _________ Date \ 0 /D3/o20~
~ I
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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
I\ , ttb, 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
/'\AM the loss of all or part of the deposit.
2. ~--\l"f"\_ 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
AA ri coverage.
3. »_v_f\Activlty
• 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
/\J ti.A the Gibson-Bethel Community Center must be completed by 10:00 PM.
4. ~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 vehlcles must remain In the designated parking lots.
M'1r The consumption of alcoholic beverages and gambling of any form is prohibited in all City parks.
5. ~ Set up/Decoration
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Rental Application Form
~lagree:
Release and Waiver of Liability
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. I 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.
5) 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.
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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/furniture/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
.M t1L.. ..... the Permitee.
6. c:fJ!L 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
J1.1LiL-contact these agencies for this Information and to obtain all required permits.
7~ Special Requirements
• Occupancy Limits -30 people per pavilion at !)ante 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
q dUPPlication form.
8. ~Pets
• With the exception of service animals, animals/pets are not permitted into or upon City parks and
/1 d!,.-1 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 pse in the general liability insurance policy occur, the City reserves the right to revoke the
p rmit.
For Office Use Only
Method of Payment:---------,--------------
Application Received by: ___ f,~f .... __________________ Oate :._-=-=-.+---1-,,_.....__ __ _
12
girl scouts,t,
of tropical florida
October 03, 2022
John Tyson
Assistant Director of Park and Recreation Department
City of South Miami
5800 SW 66th Street
South Miami, Fl 33143
Re: Use of Gibson/Bethel Community Center
Dear Mr. Tyson:
It was a pleasure speaking with you in references to the City of South Miami considering the request of
the Girl Scout Council of Tropical FL, Inc. to continue conducting its troop meeting at Gibson/Bethel
Community Center. As we all try to return to some normalcy, we are proud to continue to bring
enrichment and leadership development opportunities to the girls in South Miami Community. Girl
Scouting build girls of Courage, Confidence, & Character, who make the world a better place. We strive
to provide the best possible experience for girls ages 5-17.
The Girl Scout South Miami Troop 1835 meetings will be held bi-weekly, by trained program staff in
partnership with volunteers. At each meeting, there will be one or two staff members as well as any
parent volunteer present for the meetings and the meeting will be last approximately an hour and a half
to two hours. The meetings will hold Mondays from 5:30 PM to 7 PM. Since 2018, Girl Scout Troop 1835
has been permitted to conduct troop meetings at Gibson/Bethel Community Center without paying the
customary facility meeting room fee.
The girls of Troop 1835 are residents of the City of South Miami. We are respectfully asking, for
continued consideration and approval to use the facility as a meeting space. We are also asking for a
waiver of the meeting room fee.
Shanea Reed, MBA
Community Troops Senior Manager
Girl Scout Council of Tropical Florida, Inc.
11347 SW 160th Street
Miami, FL 33157
sreed@girlscoutsfl.org