Loading...
Res No 054-24-16159RESOLUTION NO. 054-24-16159 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, APPROVING AND AUTHORIZING THE WAIVER OF CERTAIN EVENT-RELATED FEES AND COSTS IN THE AMOUNT OF $2,510 PURSUANT TO SECTION lSB-6 OF THE CITY CODE FOR A SPECIAL EVENT KNOWN AS THE "JUNETEENTH CELEBRATION" PRESENTED BY THE SOUTH MIAMI BLACK CULTURAL AFFAIRS FOUNDATION, INC., TO BE HELD ON JUNE 15, 2024 AT THE GIBSON-BETHEL COMMUNITY CENTER; PROVIDING FOR APPLICABILITY OF OTHER CODE REQUIREMENTS; PROVIDING FOR IMPLEMENTATION, CORRECTIONS, AND AN EFFECTIVE DATE. WHEREAS, the South Miami Black Cultural Affairs Foundation, Inc. ("the Applicant"), a not-for-profit corporation, has submitted an application to the City of South Miami (the "City») to host its annual Juneteenth Celebration on Saturday, June 15th, 2024, from 2:00 p.m. to 6:00 p.m. in the gymnasium at the Gibson-Bethel Community Center (the "Event"): and WHEREAS, the application for the Event is under review and subject to approval by the City Manager pursuant to Section l SB-6 of the City Code; and WHEREAS, provided the application for the Event is approved, the Applicant is requesting a waiver of event-related fees and costs for the Event in the amount of $2,5 IO as follows: AeeLl~DLB EVRfllI EB~ AMQL!fl!I ADMINISTRATIVE $100 APPLICATION $60 PARKS AND RECREATION (2 STAFF) $160 POLICE DEPARTMENT FEES (2 OFFICERS) $1.140 GYMNASIUM RENTAL $900 STAGE RENTAL $150 TOTAL i2,51Q ; and WHEREAS, pursuant to Section 15B-6( 11) of the City Code, the City Commission may waive event-related fees and costs imposed pursuant to Section 15B-6; and WHEREAS, the City Commission desires to approve the waiver of event-related fees and costs for the Event as set forth herein; and Res . No . 054-24-16159 WHEREAS, the City Commission finds that this Resolution is in the best interest and welfare of the City. NOW, THEREFORE, BE lT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AS FOLLOWS: Section 1. Recitals. The above-stated recitals arc true and correct and are incorporated herein by this reference. Section 2. Waiver of Fee. Pursuant to Section l 5B-6( 1 l) of the City Code, the City Commission hereby waives the event-related fees and costs for the Event in the amount of $2,510, provided and conditioned upon the City Manager approving the application for the Event and the Applicant's compliance with all requirements under Section 15B-6 of the City Code. Section 3. Applicability of All Other Requirements. Except as waived and provided for herein, all other requirements of the Code remain applicable to the Event, and the City Manager shall ensure compliance with all Code requirements. Section 4. Implementation. The City Manager is authorized to take any and all actions necessary to implement the purposes of this Resolution. Section 5. 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 6. adoption. Effective Date. This Resolution shall become effective immediately upon PASSED AND ADOPTED this 7th day of May. 2024. ATTEST: CITY READ AND APPROVED AS TO FORM , LANGUAGE, LEGALITY AND EXE TION THEREOF & BIERMAN, P.L. CITY ATTORNEY Page 2 of2 APPROVED : M~ COMMISSION VOTE: Mayor Fernandez: Vice Mayor Bonich: Commissioner Calle: 5-0 Yea Yea Yea Commissioner Liebman: Yea Commissioner Corey: Yea Agenda Item No:6. City Commission Agenda Item Report Meeting Date: May 7, 2024 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 AND AUTHORIZING THE WAIVER OF CERTAIN EVENT-RELATED FEES AND COSTS IN THE AMOUNT OF $2,510 PURSUANT TO SECTION 15B-6 OF THE CITY CODE FOR A SPECIAL EVENT KNOWN AS THE “JUNETEENTH CELEBRATION” PRESENTED BY THE SOUTH MIAMI BLACK CULTURAL AFFAIRS FOUNDATION, INC., TO BE HELD ON JUNE 15, 2024 AT THE GIBSON-BETHEL COMMUNITY CENTER; PROVIDING FOR APPLICABILITY OF OTHER CODE REQUIREMENTS; PROVIDING FOR IMPLEMENTATION, CORRECTIONS, AND AN EFFECTIVE DATE. 3/5 (CITY MANAGER-PARKS RECREATION & CULTURAL DEPT.) Suggested Action: Attachments: Memo-Juneteenth__1_.docx Resolution Approving Juneteenth Special Event Fee Waiver CAv1.docx Special Events Application - L. Kelly.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, May 7, 2024 SUBJECT: The South Miami Black Cultural Affairs Foundation requests to waive fees ($2,510) for a Juneteenth Celebration event. RECOMMENDATION:Approval of the fee waiver request in the amount of $2,510 for the applicant’s Juneteenth Celebration on Saturday, June 15th at the Gibson- Bethel Community Center. BACKGROUND:In observance of Juneteenth, the South Miami Black Cultural Affairs Foundation, Inc. (‘the applicant’), a not-for-profit corporation, has requested to host its annual Juneteenth Celebration (“Celebration”) on Saturday, June 15, 2024, from 2:00 p.m. to 6:00 p.m. in the gymnasium at the Gibson-Bethel Community Center. The Celebration is a free educational event, featuring a catered lunch, vendor booths, music, and community speakers. Local artisans will be on site to showcase and sell art, crafts, and other unique products. The applicant has requested to rent the city’s stage and staff will be on-site for monitoring and general maintenance. Additionally, based on the anticipated attendance—150 persons per the applicant—police officers are recommended to be on-site during the duration of the event. The application for the event is under review and subject to approval by the City Manager pursuant to Section 15B-6 of the City Code. Furthermore, the applicant must provide the City with a refundable security deposit in the amount of $500 and 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 before the event. 2 THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM FEE WAIVER:The applicant has completed the special event application and is requesting to waive all applicable fees in the amount of $2,510, as illustrated in the table below: ATTACHMENTS:Resolution Special Event Application APPLICABLE EVENT FEES AMOUNT ADMINISTRATIVE $100 APPLICATION $60 PRC DEPT (2 STAFF:6PM–8PM)$160 POLICE DEPARTMENT FEES (2 OFFICERS)$1,140 GYMNASIUM RENTAL $900 STAGE RENTAL $150 TOTAL $2,510 3 THE CITY OF PLEASANT LIVING 6 .. Permit#: Oh/t;2.40 f !Hf CITY rn l'I f ASANT I IVINC, SPECIAL EVENT APPLICATION This appl ication m ust be submitted for special eve nts that will be he ld o n city property or requirin g city serv ices at least si xty (60) days prior to the date of the eve nt. Application submitted less than thirty (30) days prior to an event will NOT be accepted. Please refer to the Spec ial Events Handbook for more information about applyi ng for a spec ia l event in t he City of South Miami. APPLICANT IN FORMATION AP PLI CANT NAME: ~e........,,_----1-===------~---4-I _____ TITLE: _!i~tr~/J~6~~/2~---- DAY TIME PHON Au 0 EM AIL /~✓Y/=F~'~ 2nd CO NTAC/4AM~~(e:xo~ TITLE:7l~s£ «((J-: DAYTIM E PHONE:~0S -2l1j,7(~ MOBILE: ---- EMAI L: --------------------------- ORGANIZATION INFORMATION NAM E OF ORGANIZATION:,::P . f¼lf2in11 Pi,f)t(t-&!f!J!Pv Jl.f!/ibfcvnl. LJ) C', ADDRESS: t:1St) j ,uJ .{ctO (J{)k 1/j;~ rt,, 33/f~ PRESID ENT /MANAGER NAME: ¥4? 1 r PHONE: 'f/!3? -P!l-'!P 7 lt,, Is you r o rganization a non-profit, S0l(c) (3) certificate holder? D NO ~S -If YES, please provide a copy of yo ur ce rtificate with the application. EVENT IN FORMATION TYPE OF EVENT: E:}f'ESTIVAL/CELEBRAT ION O RUN/WALK 0 FILM/PHOTO PERMIT ~ARITY O OTHER: ___________ _ NAM E OF EVENT : ~J;V1B~±:'.½ Q.lQ~Q)r-1-(~ LOC AT ION OF EVENT:~~\, ~( b6t1 ~ ur!-k-~ EVENT DATE ~ V")C.--\ ') l 2t>Z ✓14 □ NEW EVENT ~TURNING EVENT l WI LL TH IS BE AN ANNUAL EVENT? 0 NO t'.2rYES IF YES, THIS IS THE ~ YEAR OF THE EVENT A NTICIPAT ED ATTENDANCE: loo ASSEMBLY DATE(S), ra(,'s b .-s I BR EA KDOW N DATE(S): f $/. 2--_li ACTUAL EVENT TIME : l ~tJ/7 AM!&to Co ·co A~ SETUP TIMES: ffXt2 v ~/PM to { •• 80 AM/[iA> BREAKDOWN TIMES: 1,'oiJ AM/~to QJ!il AM /I(@ 1 7 EV ENT NARRATIVE A detailed w r itten des cripti o n/summary of your event is required. Please describe all activities, sc hedu le of activities, i nvento ry of any sold items, giveaway items, list of vend o rs and any other impo rtant informatio n. If addit io nal space is needed plea se use a blank sheet of paper and atta ch to the appl ic ati on . -~ <. <::::,. E"ut: 1--?T \;✓1 LL-lze__ C c..,1.-l-c.vc ( ¼_\J ,,..0'--L<-'\..~ bL< L-?.-'-1 r ;, 1/1 v, • t.,) /v1,v{~, c..1 ::r.::;>?'~0:c:...e: 1 ~?\cc.,vL ~a, h:-:e_.-'l,L-L-S,. ~-( c-<-J.:-W +2 -t;v.e~1-+ \..,A.J l '-L-Gs: ';:::;::o ( c-\ LO CATION APPROVAL If the organizatio n is a t enant and /or rente r of th e ev e nt lo ca tion , pleas e have the pro perty o wner comple t e the following. Mark all t hat apply: ~cation is City of South Miami property (street, sidewalk, right-of-way, park, etc.) D Applicant /Organization owns the reque sted event location D Applicant/Organization will be using private property Comme nts/Res trictio ns : -------------------------- (. Property Ow ners Name: ___.,~,,,,_,_C_tj.,__--+--------Phone: __________ _ Prop erty Address: ___________________________ _ APPLICANT TLE PROPERTY OW NER SIGNATURE DATE NOTARY SIGNATURE Subscribed and sworn before me , this ___ Day of _____ _, a Nota ry Public in and fo r ____ _ County , State of ______ _ Signature (NOTAR Y 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 SO people. Applicants will be responsible to pay for off-duty officers prior to the event date. Yes □ ~- [£(' ~/ (M/" Will your event obstruct the normal flow of traffic or sidewalks? D 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 r~t& are requesting for your event including street, sidewalks and right -of-ways. Please note: All closures require City Commission approval by resolution and may take up to two (2) months to be approved. All street, sidewalk and right-of-way closures must be identified on the site map. PLANNING AND ZONING Yes □ No ~Will you be hanging any banners over public streets or pole banners? If YES, a separate Banner Application with the City of South Miami Planning & Zoning Department will be required. Please note: Only 501(c)(3) organizations may apply for a banner application. All requests for banners over public streets must be reviewed and pre-approved. A 501(c)(3) certificate, insurance and photos of the banner must be included with the application to the Planning & Zoning Department. D 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 if No □ □ □ Will this event take place in any of the South Miami City parks and/or recreation facilities? Please note: A rental fee will be applicable if a city park is being used . Will this event require the use of any Department equipment (stage)? If YES, please specify size of the stage requesting: _______ _ Will this event require the use of any Department staff? PARKING DIVISION Yes □ E( □ PUBLIC WORKS Yes □ □ □ □ No W Will you be renting any City parking meters? If YES, how many __ _ Please note: All closures or interference on right -of-ways that includes parking meters will be required to pay the daily meter fee . D Do you have enough on-site parking to accommodate your event? W 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 road s, 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? 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, wa ste and garbage during and after your event . 4 10 ADDITONAL EVENT FEATURES D Inflatables/Rides D Live Music D Additional Barricades □ D Temporary Fencing [3--Signs/Banners ea---Tents or Canopies g----Electrical Services/ Generators D Open Flames Port-A-Johns D Other: ________________________ _ Pl eas e note : If any of the following apply, a separate narrative description of each additional feature may be re qu ire d by t he City with this appl icat ion. Additionally, tents, open flames and signs/banners may req uire an additi o nal Perm it at t h e cos t to the applican t. FEE WAIVERS Ap plica nts reque sting a fee waiver must complete the below section and must include a lette r from th e busin ess or o rganization along with the completed Special Events Application . It is at the discretion of th e Cit y Co mmission, to approve or disapprove all fee waiver requests and may take up to two (2) months. Yes No ~ D 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: ____________________________ _ Spe cial Effects or Weapons: ---------,JH"'\l,---;('---f,'t-J.,,..J ______________ _ Base Camp Location: _ '-f ---------+,------------------- Number of Cast: ------Crew: _______ _ Extras : ________ _ Type of Vehicle: _________________ _ Total Vehicles: ------ Parking Location: _____________________________ _ DEPARTMENT DIRECTORY Sp e cial 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) 668-387 6 (305) 663-6326 5 11 INDEMINIFATION AGREEMENT THIS AGREEMENT ("Agreement") is entered into by and betwee n5'; (Wf9,ev,c "i2hctC!JJ{[([UYLA(;f;J( IJ5(;, ("Applicant"), and the Ci t y of South Miami ("City") on the date on which the last of the Parti es exec utes this Agr ee ment. RECITALS WHEREAS, the Applicant has submitted a Special Event Permit Application to the City for (event title} ~l'~ SJ.1:e,"~J, Q-"-1' at :flJL.,ai{ · Cd01,,0Y? UW/k-,2 (location) on (d ate(s)) .jMI/\..U L~j uVv3 . ("Spec i al Event"); and WHERAS, pursuant to of the City's Code and t he City's Special Event Regulat ions , the App li cant 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 goo d con sideration the receipt and sufficiency of which is hereby acknowledged, the Parties hereby agree as fo ll ows: 1. The above recitals are true and correct. 2. Appl icant agrees to indemnify, defend and hold the City, its officers, affiliates, employees , successors and assigns ( collectively "lndemnitees") harmless from and aga inst any and all such claims, suits, actions, damages, or causes of action arising as resu lt 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 sha ll be restored to its origina l condition or better and as accepted by th e Owner caused by applicant or any of its agents, servants or employees, invi t ees and onlookers. 7. If all restoration work is not performed within 30 days of work completion, the City of South M iami Publi c Works Department may restore the event area and charge the applicant for the cost of restoratio n and add iti onal in cidental 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 cance ll ations to be cons idered for any refunds . IN W ITNE SS WHEREOF, each of the parties hereto has caused thi s Agreement to be executed and sealed by its duly u thorized signatory(ies) on the date set forth be low and notarized . J /I l~ AP ~~~#<= NOTARY SIGNATURE s ypscr iped and s fore me, this '/,, bY6' d Co unty, Sta a.;;.;..-,r-'-:,r-'--'"-"-'-'--.J---"--"'--- aV/aif, v2-j "Af]2..,;~ DATE • m••iti"';;"··•... ELISHA ATKINS I [!, ,\ ~ottry l'ubll c • Stlt• of Flori da \ .,.! Comm tss lor , rlH 151263 \... ,.,,, My Comm. Expir~ Jul 11, 2025 1 ...... lonied through N1ttoril Notary Ann •• 6 12 13 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 faci li ties 2. Routes (races, parades, etc .) 4 . Restroom fac iliti es 6. Off duty police officers 8. Parking Area -e- 9 B E3 ~ 6 6 ~ I a 14 NOTIFICATION/PETITION We, t he undersigned business and/or residents, have been notified of street closures ass ociated wi t h t he event not ed abo ut on said date, and hereby ag ree or disagree to the closure(s ). We are a lso awa re t ha t t his res ponse may not effect this application being disapproved. ResidenVBusiness Name Contact Name/Title Phone No. Signature Check one D Agree D Di sag ree D Agree D Disa gree D Agree D Disagree D Agree D Dis agree D Agree D Disagr ee D Agree D Di sagree D Agree D Dis agree D Agree D Disa gree D Agree D Di sagree D Agree D Dis agree D Agree D Disagree D Agree D Dis agree D Agree D Dis agree D Agree D Dis agree D Agree D Dis agree D Agree D Dis agree D Agree D Disagree D Agree D Disagree 8 15 . . FINAL CHECK LIST This li st is to ensure that all necessary documentation is included and that all required procedures are foll ow ed. 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 request ed 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 mu st 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. 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 16 Mr. Genaro "Chip" Iglesias, City of South Miami, City Manager 6130 Sunset Drive South Miami, FL 33143 Dear Mr. Iglesias, Please accept this letter as a formal request to waive ALL City fees including special event fees, police, park rental and park staff fees to host our annual Juneteenth event to be held on Saturday, June 15, 2024, from 2 pm to 6pm in the gymnasium at the Gibson-Bethel Community Center. The City of South Miami has been an active Community Partner with our organization for many years for this event and others. As an active partner, it would be sincerely appreciated if the fee waivers can be granted. We Thank you for your support and consideration. Levy Kelly, Business Manager South Miami Black Cultural Foundation Inc. 17 Specia l Eve nts Division 5800 SW 66 St ree t South Miami, FL 33 143 TO: Juneteenth South Miami Blac k Cultur al Affairs Found atio n Inc. June 15, 2024 CITY SERVICE Specia l Ev ent Application Specia l Ev ent Administrative Fee Securi ty Deposit (2) Parks Staff (2 hrs. X $40/hr. X 2 Staff) Park St ag e Full Gymn asium {10 hrs. X $90/hr.) Please make checks payable to ... City of South Miami 6130 Sunset Dr ive South Miami, FL 33 143 Approved by: ~~ Quentin Pough, Dire ctor Parks, Recreation & Cu ltu ral Department CITY ESTIMATE DATE: 4/24/2024 AMOUNT $60 $100 $500 $1 60 $1 50 $900 Total Amount Due: $1,870 Date THE CITY OF PLEASANT I IVING 18 TO: Yve tte Valdes Special Events Coordinator FROM: Captain Junior Vijil DATE: 04-23-2024 Event: Juneteenth Celebration (June 15th 2024) Personnel Times # of Hours Total Hourly Total Commander(s) 0 Supervisor(s) 0 Officer(s) 2PM-7PM Other Administrative Fee: ($10 Per Officer X Day) Equipment: Grand Tota l: Barricades Flat Rate (Per Order) Additional Fee Per Barricade -$3.00 Po l ice Vehicle ($5 Per Vehicle X Per Hour) Hours Cost $ $ $ $ $ $ $55.00 $1,1 00 $1,100 0 $40 0 0 0 $1,140 Date Prepared : Appro ved By:~ □Accreditation □Profess i ona l Comp liance □Attachment s DISTRIBUTION/ ROUTING IZ!Chief's Office □Support Ser vi ces □Commun i cations □Train i ng □CID ~UPD Page 1 of 1