Res No 035-25-16327RESOLUTION NO.035-25-16327
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 AN AMOUNT NOT TO EXCEED $3,935.60
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 SATURDAY,JUNE 21,2025 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’)
(the “Applicant”),a Florida not for profit corporation,has submitted an application to host its
annual Juneteenth Celebration on Saturday,June 21,2025,from 1:00 p.m.to 5:00 p.m.at the
Gibson-Bethel Community Center (the “Event”);and
WHEREAS,the Event application is under review and subject to approval by the City
Manager pursuant to Section 15B-6 of the City Code;and
WHEREAS,provided the application for the Event is approved,the Applicant is
requesting a waiver of all event-related fees for the Event in the amount of $3,935.60 as follows:
Applicable Event Fees Amount
Special Events Application &Admin $160
PRC Dept.Staff $960
PRC Equipment/Facilities $1,468.40
Police Dept (overtime detail)$1,347.20
TOTAL $3.935.60
;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,pursuant to Resolution 002-25-16294,the City Commission has adopted a
Special Events Fee Waiver Policy which establishes guidelines for evaluating requests for fee
waivers;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.035-25-16327
WHEREAS,the City Commission finds that this Resolution is in the best interest and
welfare of the City.
NOW,THEREFORE,BE IT 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 arc incorporated
herein by this reference.
Section 2.Waiver of Fee.Pursuant to Section 1 5B-6(1 1)of the City Code,the City
Commission hereby waives event-related fees and costs for the Event in an amount not to exceed
S3,935.60,provided and conditioned upon the City Manager approving the application for the
Event and the Applicant’s compliance with all requirements under Section 15B 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.Effective Date.This Resolution shall become effective immediately upon
adoption.
PASSED AND ADOPTED this 20th day of May,2025.
ATTEST:
READ AND APPROVED AS TO FORM,
LANGUAGE,LEGALITY AND
EXECUTION THEREOF
&BIERMAN,P.L.
CITY ATTORNEY
APPROVED:
COMMISSION VOTE:5-0
Mayor Javier Fernandez:Yea
Vice Mayor Brian Corey:Yea
Commissioner Lisa Bonich:Yea
Commissioner Steve Calle:Yea
Commissioner Danny Rodriguez:Yea
Page 2 of 2
Agenda Item No:3.
City Commission Agenda Item Report
Meeting Date: May 20, 2025
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 AN
AMOUNT NOT TO EXCEED $3,935.60 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 SATURDAY, JUNE 21, 2025 AT THE
GIBSON-BETHEL COMMUNITY CENTER; PROVIDING FOR APPLICABILITY OF OTHER CODE
REQUIREMENTS; PROVIDING FOR IMPLEMENTATION, CORRECTIONS, AND AN EFFECTIVE DATE. 3/5
(PARKS, RECREATION & CULTURE DEPT.)
Suggested Action:
Attachments:
Memo-_Juneteenth_Celebration_2025.docx
Resolution Juneteenth Celebration Fee Waiver 2025.DOCX
Event Application.pdf
Signed Waiver Request 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:Genaro “Chip” Iglesias, City Manager
DATE:May 20, 2025
SUBJECT:SMBCAF’s Fee Waiver Request ($3,935.60) for Juneteenth Event
RECOMMENDATION:$3,935.60 fee waiver for the South Miami Black Cultural Affairs
Foundation, Inc. to host its annual Juneteenth Celebration on Saturday,
June 21, 2025.
BACKGROUND:In observance of Juneteenth, the South Miami Black Cultural Affairs
Foundation, Inc. (“the applicant”), a not-for-profit organization, has
submitted a request to host its annual Juneteenth Celebration on
Saturday, June 21, 2025, at the Gibson-Bethel Community Center
gymnasium. The event is scheduled to take place from 1:00 p.m. to 5:00
p.m.
This free, educational celebration will include a catered lunch, vendor
booths, music, and community speakers. Local artisans will also be present
to exhibit and sell art, crafts, and other unique items. Approximately 150
attendees are expected.
The event application is currently under review and subject to approval by
the City Manager, pursuant to Section 15B-6 of the City Code. Upon
approval, the applicant must submit a Certificate of Liability Insurance that
meets the City’s insurance requirements.
EVENT BUDGET:The applicant has verbally indicated a budget of $2,000, intended to cover
food and entertainment expenses for the event.
FEES TO BE WAIVED:The applicant is requesting a waiver of all special event fees totaling
$3,935.60, as shown in the table below.
2
SouthTMiami
THE CITY OF PLEASANT LIVING
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
To accommodate this request, police staffing will be handled through the
City’s internal overtime detail system rather than RollKall, since the City
cannot waive RollKall’s administrative fees or pay for officers who are not
City of South Miami employees.
APPROVED FEE WAIVER
BALANCE REPORT:
ATTACHMENTS:Special Events Application
Applicant Fee Waiver Letter
Resolution #002-25-16294 -Special Event Fee Waiver Policy
APPLICABLE EVENT FEES AMOUNT
SPECIAL EVENTS APPLICATION &ADMIN $160
PRC DEPT.STAFF $960
PRC EQUIPMENT/FACILITIES $1,468.40
POLICE DEPT (OVERTIME DETAIL)$1,347.20
TOTAL $3,935.60
3
South’Miami
THE CITY OF PLEASANT LIVING
FY-25 Approved Fee Waiver Report
Event Waived Fees
Somi Kids Marketplace (10/24)$2,472.75
DRT Porsche Car Show (01/25)SI 0,921.00
South Miami Middle School Basketball &Flag Football (Feb-Apr.'25)SI,190.00
SMBCA Unity Festival (02/25)S9.457.83
SoMi Arts Festival (02/25)S19,450.00
Complex Rooftop Yoga (Apr-Sep.'25)S4,670.00
Twilight 5K (06/25)S3,066.84
6
South 'Miami
THE CITY OF PLEASANT LIVING
SPECIAL EVENT APPLICATION
Permit #:
This application must be submitted for special events that will be held on city property or requiring city services at
least sixty (60)days prior to the date of the event.Application submitted less than thirty (30)days prior to an
event will NOT be accepted.Please refer to the Special Events Handbook for more information about applying for
a special event in the City of South Miami.
APPLICANT INFORMATION
APPLICANT NAME:
DAY TIME PHONE:
TITLE:Ma U
MOBILE:bAMS-*
EMAIL:kelly
2nd CONTACT NAME:
DAY TIME PHONE:
TITLE:
MOBILE:
EMAIL:
ORGANIZATION INFORMATION
NAME OF ORGANIZATION:
ADDRESS:SW-Ml A/M/
PRESIDENT/MANAGER NAME:LcVy PHONE:7^-^^"
Is your organization a non-profit,501(c)(3)certificate holder?NO QYES -If YES,please provide a
copy of your certificate with the application.
EVENT INFORMATION
TYPE OF EVENT:0^ESTIVAL/CELEBRATION RUN/WALK FILM/PHOTO PERMIT
CHARITY OTHER:
NAME OF EVENT:ZjlJk^TTB^MT
LOCATION OF EVENT:
EVENT DATE(S):NEW EVENT EfRETURNING EVENT
WILL THIS BE AN ANNUAL EVENT?NO H^YES IF YES,THIS IS THE YEAR OF THE EVENT
ANTICIPATED ATTENDANCE:ACTUAL EVENT TIME:C.Qb -p AM/PM to S'-CTp AM/PM
ASSEMBLY DATE(S):AipnOZb SETUP TIMES:1 \'^p-to I'.&b AM/^^
BREAKDOWN DATE(S):BREAKDOWN TIMES:AM/(^)tO 1 -Qb AM^f’MZ
1
7
EVENT NARRATIVE
A detailed written description/summary of your event is required.Please describe all activities,schedule
of activities,inventory of any sold items,giveaway items,list of vendors and any other important
information.If additional space is needed please use a blank sheet of paper and attach to the
application.
LOCATION APPROVAL
If the organization is a tenant and/or renter of the event location,please have the property owner
complete the following.
Mark all that apply:
[^"Location is City of South Miami property (street,sidewalk,right-of-way,park,etc.)
Applicant/Organization owns the requested event location
Applicant/Organization will be using private property
Comments/Restrictions:
Property Owners Name:(Ji yy &Q.VXlfc (U \Phone:
Property Address:
I am [Print name of Property Owner]
Under penalties of perjury,I declare that I have read the foregoing application,including the information that
has been inserted into this form,and the facts stated in this document are true.
PROPERTY OWNER SIGNATURE
NOTARY SIGNATURE
Subscribed and sworn before me,this1^Davof WUtl .a
Notary Public in and for V^IMtl 1~P&
County,State of _Vx d (I >.wW-Signature (NOTARY PUBLIC)
DATE
1 ELISHA A.WALLACE bJNotaryPublic•State of Florida L
Commission #HH 64 W94 k
1 My Comm.Expires Jul 11,2025 r
fl BonOec tnrcugn National Notary Assn,p
2
8
ADDITONAL EVENT FEATURES
Temporary Fencing Inflatables/Rides Ph 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.
Yes >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
-CAT 4^(7
Type of Production:
Special Effects or Weapons:
Base Camp Location:
Number of Cast:Crew:Extras:
Type of Vehicle:;Total Vehicles:
Parking Location:
DEPARTMENT DIRECTORY
5
Special Events Division (305)668-3873 South Miami Police (305)663-6301
Public Works &Engineering (305)403-2063 Parks and Recreation (305)668-3876
Code Enforcement (305)668-7335 Planning and Zoning (305)663-6326
9
INDEMINIFATION AGREEMENT
THIS AGREEMENT ("Agreement")is entered into by and between
("Applicant"),and the City of South Miami ("City")on the date on which the last of the Parties executes this
Agreement.
RECITALS
WHEREAS,the Applicant has submitted a Special Event Permit Application to the City for (event title)
at (location)on
(date(s)).("Special Event')/and WHERAS,pursuant to of the City's Code
and the City's Special Event Regulations,the Applicant must execute an indemnification and hold harmless
agreement protecting the City from claims which may arise out of the Special Event.
Now,THEREFORE,in consideration of the matters recited above,the mutual covenants set forth herein,and other
good consideration the receipt and sufficiency of which is hereby acknowledged,the Parties hereby agree as
follows:
1.The above recitals are true and correct.
2.Applicant agrees to indemnify,defend and hold the City,its officers,affiliates,employees,successors and
assigns (collectively "Indemnitees")harmless from and against any and all such claims,suits,actions,
damages,or causes of action arising as result of the Special Event,or of the condition of the site on which
the Special Event is held including any personal injury or loss of life,or damage to or loss of property,and
from and against any costs,attorney's fees,expenses or liabilities included in and about the defense or
settlement of any clams,and the investigation thereof,except to the extent caused by indemnitees
>negligence of willful misconduct.
3.No Street shall be closed without approval from the City Commission.
4.Traffic shall be maintained in accordance with Florida Department of Transportation (FDOT),Miami-Dade
County standards and any additional requirements by the City of South Miami Public Works Department
and Police Department.
5.Event areas shall be restored to equal or better condition than they were before the event started.
6.Any damage to private property shall be restored to its original condition or better and as accepted by the
Owner caused by applicant or any of its agents,servants or employees,invitees and onlookers.
7.If all restoration work is not performed within 30 days of work completion,the City of South Miami Public
Works Department may restore the event area and charge the applicant for the cost of restoration and
additional incidental fees.
8.Applicant must pay all fees prior to the date of their event(s).
IN WITNESS WHEREOF,each of the parties hereto has caused this Agreement to be executed and sealed by its duly
authorized signatory(ies)on the date set forth below and notarized.
[Print name of Applicant]
SIGNATURE DATE
Under pqp^lties of perjury,I declare that I have read the foregoing application,including the information that has
ed into this form,and the facts stated in this document are true.
NOTARY SIGNATURE
Subscribed and sworn before me,this i inPhdayof_
County,Stated _
Signature (NOTARY PUBLIC)
1 EUSHAA.WALLACE I
i Mcury Fubllc-State of Florida ..Commission #HH M10M
Comm,Expires Jul 11,2023 1
i Ecnceo tnroujn National Notary Assn.I
6
10
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.)
2.Routes (races,parades,etc.)
3.Canopies,tents,stages 5.Fencing/Barricades 7.First aid facilities
4.Restroom facilities 6.Off duty police officers 8.Parking Area
11
NOTIFICATION/PETITION
We,the undersigned business and/or residents,have been notified of street closures associated
with the event noted about on said date,and hereby agree or disagree to the closure(s).We are also
aware that this response may not effect this application being disapproved.
Resident/Business Name Contact Name/Title Phone No.Signature Check one
Agree D Disagree
Agree Disagree
Agree D Disagree
Agree D Disagree
Agree Disagree
Agree Q Disagree
Agree Q Disagree
Agree D Disagree
A Agree Disagreefl\lpA Agree Disagree
D Agree D Disagree
Agree D Disagree
D Agree O Disagree
Agree Disagree
O Agree Disagree
d Agree Disagree
Agree Disagree
Agree Disagree
8
12
CODE ENFORCEMENT
Yes No
Will you be having any music and/or amplified sounds during your
event?
0 /Will your event be starting before 8:00 AM?
El Will any music and/or amplified sounds play past 9:30 PM?
PARKS AND RECREATION
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:^"MVIP
Will this event require the use of any Department staff?
PARKING DIVISION
No^^-0^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.
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?
PUBLIC WORKS
Yes No
Will your event interfere with any public right-of-ways,such as roads,
sidewalks,alleys,etc.?
0^^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.
0^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
13
POLICE DEPARTMENT
Off-duty police officers are required for street closures as determined by the Police Department.You
will be required to hire off-duty police officers if your event includes street closures,alcohol sales or
large crowds over 50 people.Applicants will be responsible to pay for off-duty officers prior to the event
date.
No s'0^Will your event obstruct the normal flow of traffic or sidewalks?
Do you expect the total attendance for your event to be over 50 people
at any one given time?
Will you be requesting the use of off-duty police officers?
If YES,how many ?Please note:if you answered NO,to this
question off-duty officers can still be assigned to your event at a cost to
the applicant if deemed necessary.
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.
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 zx
Ej 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.
zT Have you notified the event location neighbors or businesses about
your event?
3
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:Received and reviewed the Special Events Handbook.
APPLICATION:All information has been properly filled out on the application
with all required documents at least 21 days prior to the
proposed event.
0 APPLICATION FEE:A $60 application fee and $100 administrative fee must
accompany your submission in check or money order form.
Q SIGNATURES:Application must be signed and notarized.
[J EVENT NARATIVE:Briefly discuss your Organization/Business,the purpose of your
event,the benefits,etc.
NOTIFICATION FORM:The name,signature,address and phone number of each
person who is either a property owner or lessee within the
requested event area must appear on the sheet.
[J SITE PLAN:A site plan must be submitted with the application that must
show intersecting streets,parking areas,tents,stages,routes,
barricades,etc.
COPY:It is strongly recommended that you make a copy of your
application for your own records
SUBMIT APPLICATION TO: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: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.
[J EVENT FEES: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
Mr.Genaro “Chip”Iglesias
City of South Miami,City Manager
6130 Sunset Drive
South Miami FL,33143
March 20,2025
Dear Mr.Iglesias,
Please accept this letter as a formal request to waive fees including event,police,parks
and recreation,public works and code enforcement fees to host our Juneteenth
Celebration to be held on Saturday,June 21,2025 from 1:00 p.m.to 5:00 p.m.at Murray
Park.
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^otrfor your support and consideration.
South Miami Black Cultural Foundation Inc.
revy Kelly,Business Manager
I
Parks, Recreation, and Culture Department
Event Cost Estimate
Submitted To: Quentin Pough
Name of Event: Juneteenth Event
Event Date (s): June 21st, 2025
Day 1 Times Hours Hourly Cost Extended Cost Total
Employee # 1 11:00AM – 7:00PM 8 $40.00 $320.00
$960 Employee # 2 11:00AM – 7:00PM 8 $40.00 $320.00
Employee # 3 11:00AM – 7:00PM 8 $40.00 $320.00
Day 1 Times Hours Hourly Cost Extended Cost Total
Gibson Bethel
Community
Center
Multipurpose
Room
11:00AM – 7:00PM
8 $60.00 $480.00 plus
$14.40 in taxes
$1468.40 Gibson Bethel
Community
Center
Indoor
Gymnasium
11:00AM – 7:00PM
8 $100.00 $800.00 plus
$24.00 in taxes
Stage 11:00 AM – 7:00 PM 8 Flat rate of
$150
100Stage
Grand Total: $2,428.40
Date Prepared: 5/06/2025 Approved by: Manny Alvarez
Parks, Recreation, and Culture
16
SouthTMiami
THE CITY OF PLEASANT LIVING
17SpecialEventCostEstimateSOUTHMIAMIPOLICEDEPARTMENTReoHatfieldIII,ChiefofPohcoTO:NicoleBostickSpecialEventsCoordinatorFROM:CaptainJuniorVijilDATE:05-06-2025Event:Juneteenth2025OvertimeDetail(June21st2025)0FICA:AdministrativeFee:($10PerOfficerXDetail)oEquipment:BarricadesFlatRate(PerOrder)0AdditionalFeePerBarricade-$3.000PoliceVehicle($5PerVehicleXPerHour)0RollKallFee10%:0$1,347.20GrandTotal:05/06/2025ApprovedBy:DatePrepared:DISTRIBUTION/ROUTING^Chief'sOfficeServicesCommunicationsComplianceKUPDPage1of1
18
Mr.Genaro “Chip”Iglesias
City of South Miami,City Manager
6130 Sunset Drive
South Miami FL,33143
March 20,2025
Dear Mr.Iglesias,
Please accept this letter as a formal request to waive fees including event,police,parks
and recreation,public works and code enforcement fees to host our Juneteenth
Celebration to be held on Saturday,June 21,2025 from 1:00 p.m.to 5:00 p.m.at Murray
Park.
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 thankyou-for your support and consideration.
South Miami Black Cultural Foundation Inc.
evy Kelly,Business Manager