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RESOLUTION 88-19321 RESOLUTION NO. 88-19321 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING A SET OF REQUIREMENTS FOR SPECIAL EVENTS TO BE HELD WITHIN THE CITY OF MIAMI BEACH WHEREAS, the City of Miami Beach is desirous of assisting promoters in holding safe and successful Special Events within the City; and WHEREAS, in order to ensure that Special Events are safe and successful, certain guidelines and requirements must be established; and, WHEREAS, the City Commission of the City of Miami Beach is desirous of guidelines and requirements being established, in writing, to notify all perspective Special Events promoters of the City's requirements; and, WHEREAS, the Rules and Special Events Committee of the City Commission has reviewed the requirements at their July 19, 1988, meeting and recommends approval of the said requirements. NOW, THEREFORE BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the City of Miami Beach Commission adopts the recommendation of the Rules and Special Events Committee and approves the attached City of Miami Beach Requirements for Special Events. PASSED and ADOPTED this 2 7 th day of July 1988. Vice Mayor Attest: aat'1" . City Clerk APPROVED AS TO FORM: Legal Department Dated /2-/8 CBT:jh ADOPTED JULY 27, 1988 CITY OF MIAMI BEACH REQUIREMENTS FOR SPECIAL EVENTS I . SPECIAL EVENT PROPOSAL A written proposal must be submitted to the City of Miami Beach 120 days before the event. If the proposed event is to be held on the beach, the proposal must be submitted no later 150 days prior to the event to allow for the appropriate State permits to be obtained. If the event is to be held on Lincoln Road Mall , the proposal should be submitted no later then 150 days prior to the event to allow for approval of the event by the Lincoln Road Development Corporation. The proposal must contain at a minimum the name of the organization requesting the event, resume of the past events held by the organization and/or promoter, the dates of the event, the venue for the event and the type of event proposed. The proposal should be submitted to Mr. Rob W. Parkins, City Manager, 1700 Convention Center Drive, Miami Beach, Fla. 33139. II. FUNDING FOR SPECIAL EVENTS The City of Miami Beach does not directly fund Special Events. The City contributes funds to the Visitor and Convention Authority for the purpose of Special Events funding. Applications for funding are available through the Dade County Cultural Affairs Council, 111 N. W. 1st Street, Suite #625, Miami , Fla. 33128. This application does not constitute notice to the City of Miami Beach and must be submitted separately and, in addition, to the above_proposal. III . INSURANCE REQUIREMENTS General Requirements a. The City of Miami Beach must be named as additional named insured on all insurance. b. All insurance policies must be issued by companies authorized to do business in the State of Florida and must have a rating of B+VI or better per the Best' s Key Rating Guide, latest edition. c. A hold harmless/indemnity agreement must be executed by the promoter/president and the insurance company must be made aware of this agreement. d. Compliance of insurance requirements must be in the form of an original Certificate of Insurance received no later then 30 days prior to the event. e. The Certificate of Insurance should be submitted to Ms. Susan Winn, City Manager' s Office, 1700 Convention Center Drive, Miami Beach, Fla. 33139. The certificate of insurance must state the time, date and place of the event. f. Approval of the Certificate of Insurance will be by the City's Risk Manager and once approved the certificate will be kept on file in the 1 20 ..•. AGENDA ITEM DATE__a:a:J=1.g-- Finance Department, Risk Management Division, 1700 Convention Center Drive, 3rd Floor, Miami Beach, Fla. 33139. g. The City of Miami Beach reserves the right to amend these requirements as necessary to protect the interests of the City. This could result in an increase of the amount and type of coverage required. Comprehensive General Liability a. Minimum amount of $1,000,000 (one million dollars) per occurrence for bodily injury and property damage. Amount may be reduced or increased dependent on the type, location and estimated attendance at the event. This policy must contain coverage for premises/operations, products and contractual liability. Workers' Compensation and Employers' Liability a. Proof of the above coverage in the form of a certificate of insurance should be submitted as above. b. Requirements are as per the State Statute. liquor Liability a. If alcoholic beverages are to be sold or served at the event, liquor liability insurance must be obtained in the amount of $1,000,000 (one million dollars) by the group or individuals selling or serving the alcoholic beverage. The group or individuals must provide proof of coverage in the form of a certificate of insurance and should be submitted as above. _ Construction Contractor Insurance a. If the-event requires the construction of a stage or any other type of construction, the contractor shall provide proof of insurance in the amount of $1,000,000 (one million dollars). This proof shall be in the form of an original certificate of insurance with the City as an additional insured and should be submitted as above. Fireworks Display Insurance a. If the event includes a fireworks display and/or show, comprehensive general l i ab i l i ty or fireworks display liability insurance must be obtained by the firm or individual responsible for the fireworks. b. The policy shall be obtained in the amount of $1,000,000 (one million dollars) with combined single limit coverage. c. The Certificate of Insurance must also state that this "coverage is primary to all other coverages the City has for this special event only." d. If the agent is out of state, the certificate must be countersigned by a Florida Resident Agent. IV. INDEMNITY AGREEMENTS Indemnity Agreements are required for the promoters and all parties required to obtain insurance as listed above. The agreements must be signed by the president of the corporation (both for profit and not for 2 21 profit) , witnessed and notarized. The Agreements should be submitted to Ms. Susan Winn, City Manager' s Office, 1700 Convention Center Drive, Miami Beach, Fla. 33139, no later then 30 days prior to the event. V. SITE PLANS a. A complete site plan for the event shall be drafted and submitted to Ms. Susan Winn, City Manager's Office, 1700 Convention Center Drive, Miami Beach, Fla. 33139, no later then 90 days prior to the event. Should the event be held on the beach and therefore, require State of Florida permitting and approval, the site plan should be submitted a minimum of 150 days prior to the event. This timing is subject to change based on the type of event, the construction required for the event (stage and fencing) and if an admission fee is to be charged. The City will assist the promoter in obtaining the State permits and in the drafting of the site plan for this purpose. b. The site plan should contain, at a minimum, the lay out of the event, the location of concession booths, the location of entertainment, the requirements for electricity and water and the closing of streets, if any. Should the event be held on the beach and therefore, require State of Florida permitting and approval , the site plan must contain the location of the coastal construction line, the erosion control line and the mean high water line. VI. REQUIRED PERMITS State of. Florida _ _ a. Division of Beachesnd__Shores--If the event is to be held on the beach, State permits are necessary for all structures on the beach that are not of a portable nature. This would include but not be limited to the following types of structures: stages, fences, tents, lighting and sound systems. Division of Beaches and Shores permits are required for all of these types of structures constructed west of the erosion control line. The State permit fee is a minimum of $220.00 and is required to be paid by the promoter. The City will assist in obtaining the permit and the permit will be issued in the City' s name. b. Division of State Lands--Should any of the above structures be located east of the erosion control line, approval must be obtained from the Department of Natural Resources, Division of State Lands. If at_ al l possible the event will be approved under the City of Miami Beach' s Management Agreement with the State of Florida. However, depending on the type and nature of the event, the Division of State Lands has the right to negotiate a separate use agreement with the promoter and will charge a fee for the use of the land. This fee could include a contribution to the State Lands Trust fund as well as a use fee and would require State of Florida Cabinet approval . c. Division of Alcoholic Beverages and Tobacco--If alcoholic beverages are to sold or served at the event, a license from the State of Florida, Division of Alcoholic Beverages and Tobacco must be obtained. This can be obtained from the Licensing Office located at 1350 N.W. 12th Avenue, Room 552, Miami , Florida 33136. In order to obtain the 3 .• ._ 22 permit from the State, a letter of authorization must be obtained from the City of Miami Beach. This letter will be issued by the City Manager's Office subsequent to the submittal and approval of liquor liability insurance and completed indemnity agreements. City of Miami Beach a. Electrical Permits--Pursuant to the South Florida Building Code, an electrical permit must be issued by the City of Miami Beach, Building Department for all special events. Fees for the permit are contingent on the type of event to be held and the location of the event. Prior to the permit being issued the event must be inspected by the City of Miami Beach. b. Fireworks permit--The City of Miami Beach Fire Department must issue a permit for the public display of fireworks. A written request for the permit must be submitted to the Fire Department, Fire Prevention Bureau, 2300 Pi netree Drive, Miami Beach, Florida 33140, no later then 45 days prior to the event. The requester will receive an application package to be completed and submitted no later then 15 days prior to the event. Once the application is approved a site inspection will be made by the Fire Prevention Bureau. A minimum of 2 (two) off-duty firefighters will be required to be on site from the time the fireworks are delivered at the site until termination of the display and the removal of all fireworks from the site. In addition, off-duty police officers may be required dependent on the site security of the display area. Payment of the off-duty firefighters and police officers is the sole responsibility of the promoter and/or permittee. The cost of off-duty personnel is $16.00 per hour per firefighter or police officer with a four hour minimum. Miscellaneous Approvals and Permits a. Any type of water activity held adjacent to Miami Beach must have approval of the Florida Marine Patrol and the United States Coast Guard. Proof of such approval must be in the form of a letter to the City of Miami Beach. VII. CITY SERVICES General Requirements a. Based upon the written proposal for the event and the event site plan, an estimate of City services required and their associated cost will be prepared and submitted to the promoter within 60 days of the event. b. If the event does not have funding from the VCA Special Events Committee for City services, the City will require an assurance that the City services will be paid in full prior to the event. This assurance will be in the form of a bond, cashiers check or letter of credit in the amount of the estimated cost for City services to be posted with the City no later then 30 days prior to the event. This security will be released to the promoter subsequent to the event provided that all City services have been paid in full by the promoter. It is not the intent of the City to directly pay for services from this security but to provide the City of Miami Beach taxpayers with an assurance that the cost of the event will be borne solely by the promoter. 4 • 23 c. Payment of all City Services must be made within seven days subsequent to the event and/or receipt of invoice for said services. d. Per hour rates for employees are at double the rate quoted below, if the event is held on the following days: New Years Eve (begining at 6:00 pm) New Years Day Washington' s Birthday Memorial Day Independence Day Labor Day Veterans Day Thanksgiving Day Christmas Eve (begining at 6:00 pm) Christmas Day Beach Patrol a. If the event is held on the Beach, additional lifeguards will be required dependent on the estimated attendance and the hours of the event. The number of additional personnel required will be determined by the Chief of the Beach Patrol . Where practical on duty personnel will be utilized at no cost to the promoter. b. The cost of lifeguard personnel is $15.00 per hour per lifeguard with a four hour- minimum. c. The payment of all off-duty personnel is the sole responsibility of the promoter and/or event organizer. d. Checks are to be written to the individuals that worked- the event and- = - not to the City of Miami Beach. Fire Department a. Dependent on the type of event, site plan for the event and estimated attendance of the event, Fire Rescue personnel may not be required on site. However, should the event prohibit an acceptable response time, above a minimum of one fire rescue vehicle with three off-duty rescue personnel will be required on site. b. As stated above, firefighters will be required for all fireworks display. - c. The cost of off-duty fire personnel is dependent upon the type of apparatus needed for the event. A rescue unit will require two firefighters (paramedic and/or EMT) and a team leader. The cost oe each firefighter will be $16.00 per hour and the team leader will receive $18.00 per hour. If a fire engine or ladder company is required, a minimum of three firefighters will be required and they will be supervised by either a Lietutenant or Captain at the rate of $20.00 per hour. If four or more firefighters are needed for an off-duty detail or special event, an officer should be present. This need will be determined by the Chief of the Fire Department or his designee. the cost of fire personnel is as follows: 5 24 Firefighters: $16.00 per hour Team Leader: $18.00 per hour Lieutenant/Captain $20.00 per hour d. The payment of all off-duty personnel is the sole responsibility of the promoter and/or event organizer. e. Checks are to be written to the individuals that worked the event and not to the City of Miami Beach. Police Department a. Overnight Security--The City of Miami Beach will not provide off-duty police officers for overnight security of the event. The promoter is expected to hire security guards for this function. The City can assist the promoter in this function by hiring the security through its contract at a cost of $6.50 per hour per employee. The City will arrange for the security, if so desired by the promoter, and will bill the promoter for the cost. This cost will be included in the above estimate for City services. b. Back Stage Security--The City of Miami Beach will not provide off-duty police officers for back stage security at a concert. The promoter must arrange for this function. If desired by the promoter, the City will provide off-duty police officers at back stage entrances. c. Police Escorts for-Entertainment--The City - of Miami Beach will supply an off-duty motor cycle escort for entertainment personnel , if so desired. This must be arranged in advance of the event and should be listed in the. proposal for the event, _ _= d. Crowd Control--The City of Miami * Beach will require off-duty police personnel for crowd control , traffic control and general security during the event. The number of police personnel is dependent upon the type of the event, the site plan for the event, the type of entertainment during the event and the estimated attendance of the event. The requirement will be determined by the- Chief of Police or his designee. All personnel will be off-duty and where practical or advantageous .to the City, supplemented with on duty personnel . e. Cost of off-duty police personnel is dependent on the number and rank required. As a general rule, for four or more officers a sergeant is required and for more then eight officers a lieutenant and/or captain is required. The cost of the police personnel is as follows: Officer--$16.00 per hour; Sergeant--$18.00 per hour and Lieutenant/Captain--$20.O0. There is a four hour minimum for police personnel . f. The payment of all off-duty personnel is the sole responsibility of the promoter and/or event organizer. g. Checks are to be written to the individuals that worked the event and not to the City of Miami Beach. Public Services Department a. Dependent on the venue for the event, the type of event and the 6 25 • , • • •,•.. ..• • • . • ,,, • • • , . • electrical requirements for the event, City services may be required from the Building Maintenance Division, Parks Division and/or Recreation Division. b. Cost of personnel varies dependent on the type of personnel needed. As a general rule, personnel cost is approximately $20.00 per hour. c. The City of Miami Beach has a portable stage that can be rented. The rental rate is $300 without covering, $900 with covering. d. The cost of some of the basic services provided by this Department are as follows: Kiosk's rental $72.00 each Hanging of banners $85.00 each Electrical Services $25.00 hr/person Clean up (park venue) $20.00 hr/person e. A bill from the Department will be sent to the promoter for services performed. Payment is due within seven days of receipt of the bill . Sanitation Department a. Beach Clean-up--If the event is to be held on the beach, the City of Miami Beach does not clean the beach area. It is imperative that the promoter contact the Dade County Parks and Recreation Department for clean up of this area after the event. The contact person for Dade County Parks is Mr. Pat Brady, Division Superintendent, at 662-3825. In his absence contact Mr. Jim Hoover, at 868-7075. An estimated cost will be provided by Dade County and a letter must be obtained from the ,___ County as proof of beach clean up arrangements prior to the event. b. If the event is not held on the beach, the promoter will be responsible for cleaning the area during the event and after the event. Should the promoter choose, the City of Miami Beach will provide personnel for this function. The cost of the personnel varies dependent on the individual 's rate of pay. In addition, the promoter will be charged for dumping fees and equipment rental . An estimated cost of the City providing this service will be calculated and transmitted to the promoter. Should the promoter choose to provide clean-up personnel and clean-up not through the City, the promoter will be responsible to provide assurance to the City in the form of a bond, letter of credit or cashiers check in the amount of the estimated City cost of clean-up. This assurance will be required no later than 30 days prior to the event. VIII. OTHER REQUIREMENTS Barricades a. Barricades may be required, dependent upon the site plan of the event, to be placed in the surrounding areas of the event and to close streets to vehicular traffic. b. The number and location of barricades will determined by the City of Miami Beach Police Department. c. The cost of the barricades will be include in the estimated cost for 7 26 City Services and will be order by the City for the event. Port-a-toilets a. Port-a-toilets will be required during the event. The number required will be dependent upon the site plan and the estimated attendance of the event. b. The order and payment of Port-a-toilets will be the sole responsibility of the promoter. Proof of fulfilling the City's requirement will be in the form of a confirmation letter from the sanitation company. Should there be any questions concerning the above requirements, please contact Carla Bernabei Talarico, Assistant City Manager at 673-7010. s • t • S 1 . B • • • • • . 27 . , • . may•'-• 1• • • . . . . • • ....., . • . • • - • •.• • •. t -.• -. - .. •• 4 P -* eeo /4asc I eead PMS e?". FLORIDA 3 3 1 3 9 .zy cy ANGOR RATED* "VACA TIONLAND U. S. A. " OFFICE OF THE CITY MANAGER CITY HALL ROB W.PARKINS 1700 CONVENTION CENTER DRIVE CITY MANAGER TELEPHONE: 673-7010 1 I SION MEMORANDUM NO. l s COMMS DATE: July 27, 1988 TO: Mayor Alex Dao • and City I Members aft C ty Co i /!/if FROM: Rob W. Parki Irda. City Manager SUBJECT: RESOLUTION APPROVING THE REQUIREMENTS FOR SPECIAL EVENTS HELD ON MIAMI BEACH In the past, the City Commission discussed the need for detailed guidelines and requirements to be implemented for Special Events held on Miami Beach. As a result, the Administration has prepared a set of guidelines with time requirements for submittal of proposals and site plans and a requirement for a security deposit in the form of a bond, letter of credit or cashier's check in the amount of the estimated cost of City services when funding for City services is not received from the VCA/Special Events Committee. These requirements, as prepared, include all of the City's current requirements•reduced to writing, as well as the requirements from the State of Florida and Dade County and the additional time and security requirements outlined above. ADMINISTRATION RECOMMENDATION: The Administration recommends the approval of the Requirements for Special Events. RW P:CBT:jh Attachments6! 18 AGENDA �f ITEM . DATE 121- BS BS ORIGINAL RESOLUTION NO. 88-19321 (Approving a set of requirements for Special Events to be held within the City of Miami Beach)