Res No 136-23-16069RESOLUTION NO. 136-23-16069
A RESOLUTION OF THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI,
FLORIDA, APPROVING THE WAIVER OF RENT AL AND
SECURITY DEPOSIT FEES FOR THE USE OF THE
JOSEPHINE B. EDUCATION CLASSROOM AT THE
GIBSON-BETHEL COMMUNITY CENTER BY THE GIRL
SCOUT COUNCIL OF TROPICAL FLORIDA, TROOP #1835
OF SOUTH MIAMI; PROVIDING FOR APPLICABILITY OF
OTHER CODE REQUIREMENTS, IMPLEMENTATION,
CORRECTIONS, SEVERABILITY, AND AN EFFECTIVE DATE.
WHEREAS, pursuant to Section 15B-6 of the City of South Miami (the "City") Code of
Ordinances (the "Code"), the City has established policies and procedures related to the use of the
City's parks and/or recreational facilities for organized activities; and
WHEREAS, the Girl Scout Council of Tropical Florida, Troop# 1835 of South Miami (the
''Applicant") has submitted a facility rental application, attached hereto as Exhibit ''A," requesting
to host its meetings in the Josephine B. Anderson Education Classroom at the Gibson-Bethel
Community Center (the ''Facility'') every first and third Monday, beginning October 2, 2023
through September 16, 2024, from 5:30 p.m. to 7:00 p.m.; and
WHEREAS, the Applicant has requested a waiver of the rental and security deposit fees
associated with the use of the Facility in the amount of$760 to host meetings (the "Fees"); and
WHEREAS, pursuant to Section 15B-6( 11) of the Code, the City Commission may waive
fees and costs related to the use of the City's parks and/or recreational facilities imposed by Section
15B-6 of the Code; and
WHEREAS, the City Commission desires to approve the waiver of the Fees for the use of
the Facility by the AppJicant as set forth herein; and
WHEREAS, the City Commission finds that this Resolution is in the best interest and
welfare of the City.
Page 1 of3
Res. No. I 36 -23 -1606 9
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AS FOLLOWS:
Sect ion 1. Recitals . The above -stated reci ta ls are true an d coITect and are incoq1orated
herein by this reference.
Section 2. Waiver of Fees . Pursuant to Sect ion 15B -6(l l) of th e Code, the City
Co mmis s ion hereby waives the Fees assoc iat ed with the use of the Facility as required under the
Co de.
Section 3. Applicability of All Other Requirements. Except as waived and provided
for here in, all oth e r req uirem ent s of th e Code and th e City's fac ility renta l applicat ion rema in
ap plicab le to th e use of th e Faci li ty an d the City Man ager shall ensure co mpli anc e with all
requirement s.
Section 4. Implementation . Th at the City Ma nage r is hereby authorized to take any
and all actio ns nec essa ry to implemen t thi s Reso luti on.
Section 5 . Corrections. Co nfo 1ming language or techni ca l scr ivener-t ype con-ect ion s
may be mad e by th e City Attorney for any co nfonnin g amendments to be incorporated into th e
final reso lution for signature.
Section 6. Severability. If any sect ion c lause, se nte nce, or phrase of thi s Reso luti on
is for any reaso n held inv alid or unconst ituti ona l by a court of compete nt juri sdic tion , the holdin g
sha ll not affect th e va lidit y of the remainin g portion s of th is Resolution.
Section 7.
adoption .
Effective Date. Thi s Reso lu tion sha ll beco me effective immed iately upon
PASSED AND ADOPTED this I 7th da y of October, 2023.
Page 2 of3
Res . No. 136-23 -16069
ATTEST:
CIT~
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
EXECUTION THEREOF
APPROVED:
COMMISSION VOTE:
Mayor Fernandez:
Vice Mayor Boni c h:
Commissioner Calle:
Commissioner Liebman:
4 -0
Yea
Absent
Yea
Yea
Commissioner Corey: Yea
Page 3 of3
Agenda Item No:2.
City Commission Agenda Item Report
Meeting Date: October 17, 2023
Submitted by: Quentin Pough
Submitting Department: Parks & Recreation
Item Type: Resolution
Agenda Section:
Subject:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA,
APPROVING THE WAIVER OF RENTAL AND SECURITY DEPOSIT FEES FOR THE USE OF THE
JOSEPHINE B. EDUCATION CLASSROOM AT THE GIBSON-BETHEL COMMUNITY CENTER BY THE GIRL
SCOUT COUNCIL OF TROPICAL FLORIDA, TROOP #1835 OF SOUTH MIAMI; PROVIDING FOR
APPLICABILITY OF OTHER CODE REQUIREMENTS, IMPLEMENTATION, CORRECTIONS, SEVERABILITY,
AND AN EFFECTIVE DATE. 3/5 (CITY MANAGER-PARKS & RECREATION DEPT.)
Suggested Action:
Attachments:
Memo-Girl_Scout_Meetings (1).docx
47G2824-Resolution Approving Waiver of Fees for Use of City Facility by Girl Scout Council.DOCX
GS Waiver Letter.PDF
GS Application (2).PDF
1
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
TO:The Honorable Mayor, Vice Mayor, and Members of the City Commission
FROM: Genaro “Chip” Iglesias, City Manager
DATE: Tuesday, October 17, 2023
SUBJECT: Waive rental and security deposit fees by the Girl Scout Council of Tropical
Florida, Troop #1835 of South Miami (Girl Scouts).
RECOMMENDATION:Approve waiver for the Girl Scouts for the rental and security deposit
fees for the use of the Josephine B. Anderson Education Classroom
at the Gibson-Bethel Community Center.
BACKGROUND:The Girl Scout Council of Tropical Florida, Troop #1835 of South Miamihas
requested to host its meetings in the Josephine B. Anderson Education
Classroom at the Gibson-Bethel Community Center and to waive therental
and security deposit fees associated with the classroom.
In 2018, South Miami Troop #1835 was established for the residents of
South Miami.Since its development, 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. Through engaging
and challenging activities, like earning badges, each troop leads its own
adventure, offering unique and out-of-the-box experiences.
Troop #1835 has routinely hosted its meetings at the Gibson-Bethel
Community Center 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. Many of the
current members and leaders reside within a three (3) to five (5) minute
walking distance from the Gibson-Bethel Community Center, thus making
it a convenient and safe location for Troop #1835 to meet. Furthermore,
according to the applicant, troop members lack consistent transportation
to the South Miami Little House, resulting in the need for a more accessible
meeting space.
Troop #1835 has requested a fee waiver to host meetings every first and
third Monday of the month, beginning October 2, 2023, through
2
SoutOOi •
THE C ITY OF PLEASA am1 NT LIVING
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
September 16, 2024, from 5:30 p.m. to 7:00 p.m. in the Josephine B.
Anderson Education Classroom 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 skills that
build teamwork and initiate creativity.
FEES TO BE WAIVED:$760
ATTACHMENTS:Resolution
Rental Application
Fee Waiver Letter
FEE DESCRIPTION AMOUNT
RENTAL FEE ($20RENTAL FEE X1.5HOURS X22MEETINGS)$660
SECURITY DEPOSIT $100
TOTAL $760
3
THE CITY OF PLEASANT LIVING
I I
7
girl scouts•
of tropical florida
September 14, 2023
John Tyson
Assistant Director of Park and Recreation Department
City of South Miami
5800 SW 6filh Street
South Miami, FL 33143
Re: Use of Gibson/Bethel Community Center
Dear Mr. Tyson:
It was a pleasure speaking with you in reference 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. We are proud to continue to bring enrichment and leadership development
opportunities to the girls in South Miami Community. Girl Scout builds 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 and any parent
volunteer present for the meetings, and it will last about an hour and a hatf to two hours. The meetings
will be held 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 facllity
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.
Sincerely,
Shanea Reed, MBA
Community Troops Senior Manager
Girl Scout Council of Tropical Florida, Inc.
11347 SW 160th Street
Miami, FL 33157
sreed@girlscoutsfl.org
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Step 1:
Step 2:
Rental Application Form ~ Soutn,Miami
Tri~ CITY Of l'ltASANT llVl~G
A Step by Step Guide
Applicants must download or pick up and complete a facility 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.gov.
Return the completed application and any additional documentation to Gibson Bethel Community Center, SBOO
SW 66th Street, South Miami, FL 33143. Note: Appltcation request must be submitted no later than 14 days in
advance of the reservation date.
Additional documentation requires for the following applicants:
1. Residents
a. Photo 1.D. (driver's license, passport, resident I.D.)
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 I.D. (driver's lfcense, passport, resident I.D.)
3. Civic/Non-Profits/Commercial/Private
a. Photo I.D. (driver's license, passport, resident I.D.)
b. Tax Certificate 501(c)(3}
c. Insurance/Workers compensation insurance (if applicable)
Step 3: 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.
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.
If. 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.
[Type here]
9
Rental Application Form
Name: Vickers
------;;-::=-;----------2T.=e~m~· ____ DOB: __ 0_1_/3_0_/1_9_6_5 ____ _
(Last) (First)
Company/Organization: The Girl Scout Council of Tropical FL, Inc.
501C (3) Tax ID: ______ _
Address: 11347 SW 160th Street Miami FL 33157
--~~-~-~~---~==--_::~--
(Street) (City) (State) (Zip)
Resident: Oves 0 No (1 form of ID required)
Phone: (Home) ------------(Cell) __ 7_8_6_-5_3_9-_8_30_2 ________ _
Ema ·,,. terrivickers@yahoo.com H64081865530 FL
·-------.:.. _______ Driver's License #:. ___________ State: __ _
-Reservation Date: \() jz. / 2.~ OC\ jib J 2.. '1 I Reservation Time: 5 ~ go -T Oo P /VJ
Requested Venue/Park:
Gibson Bethel
Type of Activity/Event: (i.e. birthday party, baby shower) I Estimated Attendance:
,-s -1.O
Recurring? [Kl yes 0No Recurring (e~ery) [x] M Dru OwOrh 0Fr OsaOsu
f ,< St ~ \\.. ~\
1.1..
. . ** Facility rentals receive 1 hour before and afte ~ 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 the ir event.
Special Notes:
Fee Chart (per hour)
I Resident Non-Resident Non-profit
Gibson-Bethel Community Center
Education Room 0$30 0$40 fVl $20
Computer Lab 0$45 0$60 0$35
Multipurpose Room 0$60 0$120 ~$55
Gymnasium (half court) 0$50 os100 0$45
Gymnasium (full court) 0$100 0$200 0$90
Murray Park
Outdoor Basketball (w/o lights) 0$20 0$30 0$15
Outdoor Basketball (w/lights) 0$30 0$40 0$25
Large Field 0$60 0$75 0$50
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
[Type here]
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Rental Application Form
Additional Hour 0$50 I I
Marshall Williamson Park
Meeting Room 0$25 I 0$50 1 0$10 (S.M}/$20
Tennis Court oss I 0$9 I 0$4
• Darite Fascell Park
Pavilions (1 & 2) 0$40 I 0$80 I 0$30
Sand Volleyball 0$25 I 0$35 I 0$20
Fuchs Park····
Pavilion 0$40 I 0$80 I 0$30
Sand Volleyball 0$25 I 0$35 I 0$20
Brewer Park
Tennis Court 0$5 I 0$9 I 0$4
Gazebo 0$40 I 0$80 I 0$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 WiUis Park
Pavilion 0$40 I 0$80 1 0$30
SECURITY DEPOSIT 0$110 I 0$200 I 0$100
Rental Fee Due: $ 660
Security Deposit Due: $._\:.i.D._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 71.o
(7% 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
·i I. . l
-----f-+--~~ ______ Date C, / /lf { ':lS
[Type here]
11
Rental Application Form
e?!_lagree,
Release and Waiver of Liability
1)
2)
3)
4}
5)
6)
[Type here]
to assumes all risks of any iniuries damages or harm which might arise from the program or the ~ , , • • t or use of the requested facility or activity due to the negligence or other fault of the Partic,pan
anyone acting through or on behalf of the Participant. f
to compensate the City of South Miami ("City") for any repair and/or replacement coSt5 or
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. .
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. co~ 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. t 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.
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 anv of their or our agents,
representatives, employees, or assigns, or anyone acting through or on behalf of them or us. l and
the Participant have the duty to provide the CITY with a defense wit~ an attorney or \aw firm
approved by the City of South Miami, which approval will not be unreasonably withheld.
to abide by all applicable rules and regulations as set forth herein and attached to this form. l
further understand that I may be asked to vacate the premises and may forfeit my security deposit
if ! fai! to abide by these rules and regulations or any other reasonable request from City of South
Mramr staff.
that rentals, including pavilion rentals operate between sunrise and suns t (· I d' l . . • e exc u mg renta s at South M1am1 Park, Palmer Park and the Gibson-Bethel Community Center.
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Rental Application Form
I certify under penalti f • h . . .
1 ' es O perJury, t at the above mformat1on 1s correct, that I have read and understand the
ru es a nd regulations and that I agree to the terms and conditions set forth above.
. . . Permit Rules and Regulations
Pleas~ 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
n ) 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 vehicles must remain in the designated parking lots.
f?t..:/ The consumption of alcoholic beverages and gambling of any form is prohibited in all City parks.
5. ~ Set up/Decoration
(Type here]
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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 th e 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 th e
environment/Soltando este globe al aire danara la naturaleza". (see ord. 13-16-2246 amending sec. BA-
22 of the Code of ordinances} ..
• All facilities/furniture/equipment must be returned to its original condition and be placed in its ~nginal
g/ 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 th e
Gymnasium at the Community Center. The City of South Miami, Miami-Dade County and the state of
~ J Florida may require permits/licenses when food fs to be sold. It is the responsibility of the permittee to
ZJ'/ contact 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 unfess 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 Va! ues.
• 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.
• Sho a I pse in the greral liability insurance policy occur, the City reserves the right to revoke the
u r'sp mlt.~
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Applicant Signa re: ---5.of-"'f-__:;;..=----r=.-..c::....--==-------------Date: 7' { '5l ( I J:?
For Office Use Only
Method of Payment: _________________ _
Application Received by: ____________________ _ Date: ---------