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Res No 162-22-15915RESOLUTION NO. 162-22-15915 A Resolution authorizing the City Manager to waive fees and to issue a special events permit on behalf of the South Miami Black Cultural Affairs Foundation to host its annual Tree Lighting event on SW 59 th Place from 64th Street to the rear parking lot of Family Dollar on Friday, December 9, 2022. WHEREAS, South Miami Black Cultural Affairs Foundation ("the applicant"), a not-for- profit organization, has submitted a Special Event Application to host its annual Tree Lighting event on SW 59 th Place from 64 th Street to the rear parking lot of Family Dollar located at 5978 SW 64 th Street on Friday, December 9, 2022 from 6:30 p.m. to 9:30 p.m.; and WHEREAS, the annual Tree Lighting event ("the event") is a social gathering for local residents to enjoy holiday/Christmas carols and participate in the community tree lighting countdown; and WHEREAS, the applicant is requesting a full fee waiver in the amount of $2,665 for the following services rendered; and EVENT SERVICE RELATED FEES AMOUNT SPECIAL EVENT APPLICATION FEE $60 SPECIAL EVENT ADMINISTRATIVE FEE $100 EXPEDITING FEE $60 REFUNDABLE SECURITY DEPOSIT $500 STREET CLOSURE & MOT $511 PUBLIC WORKS STAFF (3) $840 POLICE OFF-DUTY ( 4} $594 TOTAL S2.665 WHEREAS, the applicant has submitted the necessary Notification/Petition form signed by businesses that will be affected by the requested street closures; and WHEREAS, upon approval of this event, the applicant must provide the City with the required Certificate of 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. Page 1 of 2 Res. No. 162-22 -1 59 15 Section 2. The Cit y Manager is hereby authorized to permit and to waive fees on behalf of the So uth Miami Black Cu ltura l Affairs Foundation ("the applicant"), a not-for-profit organization, to host its annua l Tree Lighting event on SW 59 th Place from 64t h Street to the rear parking lot of Fami ly Dollar on Friday, Dece mber 9, 2022. Section 3. The City Manager is hereby authorized to wa ive al l speci al event fees in the amount of $2,655. Section 4. The City Manager i s he r eby authorized to al low for the requested street clos ure and for the applicant to display the Chri stmas tree until Sunday, January 8, 2023. Section 5 . Corrections. Conforming lan guage or technical scrivene r -type corrections m ay be made by the City Attorney for any conforming amendments to be incorporated into the final resolution for sig n ature. Section 6 . Severability. If any section clause, sentence, or phrase of this resolution is for any re aso n he ld in valid or unconstitutiona l by a court of com petent jurisd i ct ion, the holding shall not affect the validity of the remaining portions of this resolution. Section 7. Effective Date. This resolution shall b ecome effective immediately upon adoption. PASSED AND ADOP TE D this 6t h day of Dec ember, 2022. ATTEST: APPROVED: 0~~0 CITY LERK Cr ~ MAYOR READ AND APPROVED AS TO FORM, COMM ISSION VOTE: 5-0 LANGUAGE , LEGALITY A ND Mayor Fernandez: Yea EX EOF 1 Vice Mayor Bon i ch: Yea Commiss ion er Ca lle : Yea Commissioner Liebman : Yea ' Comm i ssioner Corey: Yea Page 2 of 2 Agenda Item No:5. City Commission Agenda Item Report Meeting Date: December 6, 2022 Submitted by: Quentin Pough Submitting Department: Parks & Recreation Item Type: Resolution Agenda Section: Subject: A Resolution authorizing the City Manager to waive fees and to issue a special events permit on behalf of the South Miami Black Cultural Affairs Foundation to host its annual Tree Lighting event on SW 59th Place from 64th Street to the rear parking lot of Family Dollar on Friday, December 9, 2022. 3/5 (Commissioner Corey) Suggested Action: Attachments: MEMO-Tree_Lighting_2022.docx RESOLUTION-Tree_Lighting_2022.docx Support Docs - Tree Lighting.pdf Tree Lighting Site Map.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: December 6, 2022 SUBJECT:A Resolution authorizing the City Manager to waive fees and to issue a special events permit on behalf of the South Miami Black Cultural Affairs Foundation to host its annual Tree Lighting event on SW 59th Place from 64th Street to the rear parking lot of Family Dollar on Friday, December 9, 2022. BACKGROUND:South Miami Black Cultural Affairs Foundation (“the applicant”), a not-for- profit organization, has submitted a Special Event Application to host its annual Tree Lighting event on SW 59th Place from 64th Street to the rear parking lot of Family Dollar located at 5978 SW 64th Street on Friday, December 9, 2022 from 6:30 p.m. to 9:30 p.m. The annual Tree Lighting event (“the event”)is a social gathering for local residents to enjoy holiday/Christmas carols and participate in the community tree lighting countdown. In the past, the applicant has distributed Christmas trees and bicycles at the event. As per the applicant, the event will have an anticipated attendance of roughly one hundred (100) persons. Barricades and police will block traffic at the affected intersection to ensure the safety of participants and the surrounding area. As done in previous years, the applicant is requesting assistance from the Public Works Department to pick-up, install and decorate the Christmas tree. Furthermore, staff will hang lights and decoratethe SW corner lot on 59th Place and 64 th Street. The Christmas tree will be removed by the applicant by Sunday, January 8, 2023. The applicant has submitted the necessary Location Approval form signed by the property owner that will be affected by the street closure. The applicant is also responsible for providing the City with the required Certificate of 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. 2 THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM FEES TO BE WAIVED:The applicant is requesting a full fee waiver in the amount of $2,665for the following services rendered: EVENT SERVICE RELATED FEES AMOUNT SPECIAL EVENT APPLICATION FEE $60 SPECIAL EVENT ADMINISTRATIVE FEE $100 EXPEDITING FEE $60 REFUNDABLE SECURITY DEPOSIT $500 STREET CLOSURE &MOT $511 PUBLIC WORKS STAFF (3) $840 POLICE OFF-DUTY (4)$594 TOTAL $2,665 ATTACHMENTS:Resolution Special Events Application & Supporting Documents 3 THE CITY OF PLEASANT LIVING 6 Permit#:\ 2 0 Cf 2 2 I SPECIAL EVENT APPLICATION This application must be submitted for special events that will be held on city property or requiring city services at least sixty (GO) days prior to the date of the event. Application submitted less than thirty (30) days prior to an event will NOT be accepted. Please refer to the Special Events Handbook for more information about applying for a special event in the City of South Miami. APPLICANT INFORMATION APPLICANT NAM to$~~(, .. C'.,1_1\-\ivrQ \ ~~r,... \ ¥'.-6 v..V\C\4'!V"1 1..Vl C. TITLE: l3l(& //1..Jt'yS //J~s ~' • '--' DAY TIME PHONE: 7:f:k -4 -:;!--3 -_;77(,.. MOBILE: >A ,vi.,,lc._, EMAi L: ~~ ty wa ~ \'¥},at ~· w i/>;} 2 nd CONTACT NAME;Jl3pbt~ 93vuc¼L- DAYTIME PHONE:{3DS J ~3 -f/80 TITLE: __.~:....:.../ _&_,~=-· ----'D=--------=L-\'-----"---"'Cl-c._::J1------- MO Bl LE: ___________ _ EMAIL: __ -"'"""':::::;::::====-_______________________ _ ORGANIZATION INFORMATION NAMEOF ORGANIZA TIO~be. ,1t1 ~(g I g ('.f 71 ( r Q -lw rtl.tl,un ;o'\(j,_ ADDREss: ft:?~So s-" W. /4> L) &v-B rtv1 , :c.w:i 1 _FL, 33:J t./ 3 PRESIDENT/MANAGER NAME: ~if¥' .Jc_'-/ 11 PHONE: 'lo/3'7-C/ ~5-.{_7?~ Is your organization a non-profit, 501(c) (3) certificate holder? 0 NO ~ -If YES, please provide a copy of your certificate with the application. EVENT INFORMATION TYPE OF EVENT: ~TIVAL/CELEBRATION O RUN/WALK O FILM/PHOTO PERMIT 0 CHARITY O OTHER: ------------- NAME OF EVENT c~~ ,~ cl 'i:f'"hr.Uf LOCATION OF EVENT: t)°1+ ~\ :Pl I '7( bl/ +h tot. EVENT DATE(S): i):EJ(... Cf ) ·tJiJ2Y 0 NEW EVENT ~URNING EVENT WILL THIS BE AN ANNUAL EVENT? □ NO 19-YES IF YES, THIS IS THE~ YEAR OF THE EVENT ANTICIPATED ATTENDANCE: J-tb ACTUAL EVENT TIME:~ :32 AM/eM t{;f <JG-· _A~- ASSEMBLY DATE(S): ~) 1.f)u (_ SETUP TIMES: o/DlY/ /{;)/PM to¥ A~ BREAKDOWN DATE(S): ~i-p ~~ BREAKDOWN TIMES:~ AM/eiJtol O: C,,l) AM@ 1 7 ) EVENT NARRAT IVE A detailed written description/summary of your event is required. Please describe all activities, schedule of activities, inventory of any sold items, giveaway items, list of vendors and any other important information. If additional space is needed please use a blank sheet of paper and attach to the application. 6 W l\!Uilt~ El G:1-liJ rz:t,./-u -/1u:, kfu/lcJay ~ 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: D Location is City of South Miami property (street, sidewalk, right-of-way, park, etc.) D Applicant/Organization owns the requested event location ~pplicant/Organ iza tion will be using private property Comments/Rest ri ctions : 1\/ ~ -----~---------------------- Phone: Property Owners Name: ----------- Property Address : /fa /5,j J\J,vJ, J4J~q ~b---okg_.,~Y')~J L33c;::2f5 I am~ L 7v'ii: Hl l:, la!f [Prin t name of Property Ownec] Under penalties of perjury, I declare that I have read the foregoing application, including the information that inse 'J'to this form, and the facts stated in this document are true. lf!fj:v /_) Subscribed and sworn before me, this --"n __ Dayof N O e mbe r ,a Notary Public in and for Sc• h H, O n1 1 County, State of M,om,. Dad e.. FL l Signature (NOTARY PUBLIC) --~-.--------·--"'? . -----~~~j· 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 SO people. Applicants will be responsible to pay for off-duty officers prior to the event date. No D D Will your event obstruct the normal flow of traffic or sidewalks? Do you expect the total attendance for your event to be over SO 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. If NO, please describe why you feel the event will not require off-duty officers. STREET, SIDEWALKS AND RIGHT-OF-WAY CLOSURES List detailed closures you are requesting for your event including street, sidewalks and right-of-ways. ~q+~ %± ...L'c.) b~ One....-(b\~Gt "jO ::ta,M,r '"~ 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 D 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. D Have you notified the event location neighbors or businesses about 1 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 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? PARKING DIVISION Yes □ □ PUBLIC WORKS □ ~ Will you be renting any City parking meters? If YES, how many __ _ No □ 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? Will your event interfere with any public right-of-ways, such as roads, sidewalks, alleys, etc.? D 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. D Would you like the City to provide you with any additional barricades for your event? If YES, how many ____ _ ~ Will your event require City Staff to remove recyclable goods, waste and garbage during and after the event? If NO, please describe your plans for the cleanup and removal of recyclable goods, waste and garbage during and after your event. 4 10 ADDITONAL EVENT FEATURES □ Temporary Fencing □ Inflatables/Rides Et1Jve Music □ Signs/Banners □ Additional Barricades □ Open Flames □ Tents or Canopies □ Electrical Services/ Generators □ 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 an additional Permit at the cost to the 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 Commission, to approve or disapprove all fee waiver requests and may take up to two (2) months. if 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: 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 INDEM I NIFAT ION AGREEMENT THIS AGREEMENT ("Agreement") is entered into by and between 6 1 (V{, e:,16tlC Cv/.-f.tARJl 7f,1 v-S ("Applicant"), and the City of South Miami ("City") on the date on which the last of the Parties executes this Agreement. RECI TALS WHEREAS, the Applicant has submitted a Special Event Permit Application to the City for (event title) -I Lft / ~ ~ 6,/ Utl: at 0lf-i-li .::,I; 6-..J 6,'t-"' j'I (location) on (date(s))~k u°6 . ("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 Part i es hereby agree as follows: 1. The above recitals are true and correct. 2. Applicant agrees to i ndemnify, defend and hold the City, its officers, affiliates, employees, succe ssors 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 w ith Florida Department of Transportation (FOOT), M i ami-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 sha ll be restored to its original condition or better and as accepted by the Owner caused by applicant or any of it s 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 i ncidental fees . 8. Applicant must pay all fees prior to the date of their event(s). IN WITNESS WHEREOF , each of the parties h ereto has caused this Agreement to be executed and sealed by i ts duly authorized signatory(ies) on the date set forth below and notarized . I am / Q,/y µry [Pdnt name of Applicant] Under pe ties of perjury, I declare that I have read the foregoing application , including the informati on that has ed int th is form, and the facts stated in this document are true . . / ~~A__,.___,v---=-/U/-"------01xh '-i NOTARY SIGNATURE Subscribed and sworn before me, this --""'-day of N 1 V r" tYl r> r , County, State of I"'\ ,am,-Dade , FL Signature (NOTARY PUBLIC) 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. Routes (races, parades, etc.) 4. Restroom facilities 6. Off duty police officers 8. Parking Area 1 ·-.......... \ I 13 NOTI Fl CATION/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. 411-a:--. 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 Disagre e 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 CHECK LIST This list is to ensure that all necessary documentation is included and that all required procedures are followed. The Special Event Coordinator will check the application against this checklist to ensure all information was submitted correctly. □ HANDBOOK: □ APPLICATION: □ APPLICATION FEE: □ SIGNATURES: □ EVENT NARATIVE: □ NOTIFICATION FORM: □ SITE PLAN: □ COPY: SUBMIT APPLICATION TO: Received and reviewed the Special Events Handbook. 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. 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. 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: yvaldes@southmiamifl.gov Once the application has been approved processed and the date has been reserved the following must be submitted prior to the event date. □ INSURANCE: □ 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 15 Mrs. Shari Kamali City of South Miami, City Manager 6130 Sunset Drive South Miami, FL 33143 Dear Mrs. Kama Ii, Please accept this letter as a formal request to waive all City fees for our Annual Tree Lighting Ceremony on Friday, December 9, 2022 from 6:30pm to 9:30pm. Due to limited budget, we are also requesting that two specific support services be provided as well and they are the following: 1. The Department of Public Works transport the selected Christmas Tree to the Family Dollar green space location. 2. A Team of Public Works staff be assigned for the placement of lighting on the selected tree with a lift. The City of South Miami has been an active Community Partner with our organization for over five years with this event as well as our annual unity parade and festival. As an active partner, it would be sincerely appreciated if these requests can be granted. We thank you in advance for your support and South Miami Black Cultural Foundation Inc. 16 '. South .1vt.iami 1Jfaci Cu[tura[ .Jtff airs foundation, Inc. V Syonsors - 2022 Jt\ -----~~ Tree y r g, 2022 • . 'Tlie {i~ Intersect outn o ,_,..,.... 64tli Sp-e t iamt ' 17 Submitted To: Name of Event: Event Date (s): Davl Employee# 1 Employee#2 Emolovee#3 THE CITY OF PLEASANT LIVING Public Works Department Event Cost Estimate Yvette Valdes Christmas Tree Lighting December 9, 2022 Times Hours 7:00AM-2:00PM 7 7:00AM -2:00PM 7 7:00AM -2:00PM 7 Hourly Cost $40.00 $40.00 $40.00 Date Prepared: ______ 1 __ 1/ __ 2 __ 8 __ ;/2 __ 0 __ 22 ____ _ Extended Cost Total $280.00 $840.00 $280.00 $280.00 !Grand Total: $840.00 18 Valdes, Yvette From: Sent: To : Subject: Attachments: Carmenates, Aure lio Tuesday, November 08 , 2022 4:48 PM Valdes, Yvette RE : Chr istmas Tree Lighti ng Specia l Event Appl ication Black Cultu ral Affairs 2022 .pdf Below are the fees for the Christmas Tree Lighting schedule for 12/2/2022, per the Fee Schedule based on St reet Closu r e : 59 th Place from 64 t h Street to 66 th Street (include M OT fee) Christmas Tree Lighting 2022 Temporary full road closure= $25 ($0 .25 x Approx .l00LF)(Both directions) = 1244LF x .25 = $311 The MOT fee for roadway= $100 x 2 directions = $200 Tota l =$ 511 line Path I Polygon Cirde 3D path 3D polygon Measure the distance between two points on the -ground Map Length: 622.06 1 Feet ------- Ground Length: 622.06 Heading: 174.~ degrees Thanks, AllREL/0 J. CARMENA TES, P.E. Capital Improvement Program Project Manager 1 19 Police Department Event Cost Estimate Submitted To: Name of Event: Yvette Valdes, Special Events Coordinator Annual Christmas Tree Lighting Event Day/Date (s): December 02, 2022 Times Hours 2 Officers/ Traffic 5:30pm-3 (Blocking Roadway) 8:30p (3hr min) 2 Officer/ Roving 5:30pm-3 8:30p (3hr min) FICA: Equipment: Barricades Flat Rate (Per Order) Additional fee per Barricade -$3.00 (Qty. ID (2) Police Vehicle Hourly Cost $52.00 $47.00 Extended Cost $312.00 $282.00 $ $ $ $ Total $594.00 !Grand Total: $594.00 Prep~red by: Capt. Lam Corbin Approved 20