2017-29798 Reso RESOLUTION NO. 2017-29798
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING THE CITY'S SPONSORSHIP OF THE
2017 U.S. CONFERENCE OF MAYORS EVENT, TO BE HELD IN THE CITY OF
MIAMI BEACH FROM JUNE 23, 2017 THROUGH JUNE 26, 2017 (THE "EVENT");
WAIVING SPECIAL EVENT PERMIT FEES FOR THE EVENT IN THE AMOUNT
NOT-TO-EXCEED $53,000; AND FURTHER PROVIDING FUNDING IN THE
AMOUNT NOT-TO-EXCEED $100,000.00, TO OFFSET ESTIMATED CITY
STAFFING AND BUILDING PERMIT FEE COSTS, IF SUCH BUILDING PERMIT
FEES OR OTHER COSTS CANNOT BE WAIVED FOR THE EVENT.
WHEREAS, the United States Conference of Mayors (USCM) is the official non-partisan
organization of cities with populations of 30,000 or more and there are currently 1,407 such U.S.
cities; and
WHEREAS, the primary roles of the USCM include promoting the development of
effective national urban/suburban policy; strengthening federal-city relationships; ensuring that
federal policy meets urban needs; and creating a forum in which mayors from across the nation
can share ideas and information; and
WHEREAS, USCM members speak with a united voice on organizational policies and
goals, and mayors contribute to the development of national urban policy by serving on the
USCM's Standing Committees; and
WHEREAS, the USCM has eleven (11) Standing Committees that discuss, debate, and
draft the USCM's positions on pressing issues of the day, including the environment,
transportation, tourism, global climate change, energy, education, the workforce, health, and
human services; and
WHEREAS, the USCM hosts a Winter Meeting each January in Washington D.C. and an
Annual Meeting each June in a different U.S. city; and
WHEREAS, the 2017 Annual Meeting of the USCM is scheduled to be held in the City of
Miami Beach from June 23, 2017 through June 27, 2017 (the "Event"); and
WHEREAS, the hosting of the Event in the City of Miami Beach will promote tourism, art,
and culture in the City, will provide public benefits and generate revenue for local businesses,
and therefore serves a public purpose; and
WHEREAS, in Resolution No. 2016-29276, the Mayor and City Commission created a
Host Committee to assist in the organization of the Event; and
WHEREAS, the Host Committee has secured approximately $1 million in in-kind
contributions, and $1.3 million in cash sponsorships from both local and national corporate entities
for the Event; and
WHEREAS, the City desires to serve as a sponsor of the Event, and agrees to waive
waiving special event permit fees in the amount not-to-exceed $53,000; and provide funding in the
amount not-to-exceed $100,000.00, to offset estimated City staffing and Building Department
permit fee costs, if such Building permit fees or other costs cannot otherwise be waived.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City
Commission of the City of Miami Beach hereby approve the City's sponsorship of the 2017 U.S.
Conference of Mayors event, to be held in the City of Miami Beach from June 23, 2017 through
June 26, 2017 (the "Event"); waive Special Event permit fees for the Event in the amount not-
to-exceed $53,000; and further provide funding in the amount not-to-exceed $100,000.00, to
offset estimated City staffing and Building permit fee costs, if such Building permit fees or other
costs cannot be waived for the Event.
PASSED and ADOPTED this 1a day of March, 2017.
ATTEST: ,
MAYOR P• LIP./4-iINE
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RAFAEL E. GRANA O, CITY CLERK
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APPROVED AS TO
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City Attorney ;Z-ff Date
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MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: March 22, 2017
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING THE CITY'S SPONSORSHIP OF THE
2017 U.S. CONFERENCE OF MAYORS EVENT, TO BE HELD IN THE CITY OF
MIAMI BEACH FROM JUNE 23, 2017 THROUGH JUNE 26, 2017 (THE "EVENT");
WAIVING SPECIAL EVENT PERMIT FEES FOR THE EVENT IN THE AMOUNT
NOT-TO-EXCEED $53,000; AND FURTHER PROVIDING FUNDING IN THE
AMOUNT NOT-TO-EXCEED $100,000, TO OFFSET ESTIMATED CITY
STAFFING AND BUILDING PERMIT FEE COSTS, IF SUCH BUILDING PERMIT
FEES OR OTHER COSTS CANNOT BE WAIVED FOR THE EVENT.
ANALYSIS
On May 14, 2015, Mayor Levine submitted a proposal to the United States Conference of
Mayors (USCM) requesting consideration of Miami Beach as a Host City for their 2017 or 2018
summer meeting.
At the May 20, 2015 City Commission Meeting, Mayor Levine sponsored Resolution 2015-
29027, which requested that the Mayor and City Commission authorize the Mayor and City
Manager to provide City resources in support of the City's proposal to host USCM. In addition,
the resolution also authorized the Mayor and City Manager to fund transportation and youth and
family programs for attendees, and to retroactively approve the Mayor's execution of the
proposal on behalf of the City. The Mayor and City Commission adopted the resolution on May
20, 2015 and directed the office of Tourism, Culture, and Economic Development to begin
handling all planning and material related to USCM.
At the January 13, 2016 City Commission Meeting, Mayor Levine sponsored Resolution 2016-
29276, which requested the adoption and implementation of an Ad Hoc Host Committee for the
June 2017 U.S. Conference of Mayors. The function of the Ad Hoc Host Committee would be to
raise funds to support the Host City activations during the U. S. Conference of Mayors, June 23-
26, 2017. The resolution would allow the Host Committee to accept donations and provide
authority to the City Manager or his designee to make expenditures and/or reimbursements of
expenses associated with USCM. The Mayor and City Commission unanimously adopted the
resolution on January 13, 2016.
The Mayor and Host Committee have been actively partnering with City staff to advance
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planning for USCM, including the following milestone activities:
Appointed a Sponsorship Director to oversee all major fundraising initiatives in
tandem with the Host Committee.
Expanded of the Host Committee to include ten major stakeholders and community
leaders engaged in both an advisory capacity and active fundraising work on behalf of the
Committee.
Secured and contracted an Events Planner to provide overall planning, execution,
logistics, and special events permitting, as well as supervision and execution of
transportation and tours; family activities; and coordination with all events subcontractors.
Created an internal City staff committee including staff from the City Manager's
office, Mayor's office, Communications, and spearheaded by the office of Tourism,
Culture and Economic Development.
Created and refined four signature evening events (Friday, Saturday, Sunday, and
Monday from 7-10pm) and three after parties (Friday, Saturday, and Monday) to provide
world-class evening experiences for Mayors, delegates and attendees showcasing iconic
Miami Beach.
Curated a series of ten family-oriented tours for spouses and families of attending
mayors to showcase the distinct attractions of Miami Beach.
Created and continue to refine an itemized working budget to encompass all
associated activities, costs, events, collateral, and staffing needs for the Host Committee
activities.
Created a sponsorship deck with multiple levels of sponsorship opportunities and
associated benefits in order to solicit funding.
Secured more than $1 million in in-kind and pro bono services and donations
include in-kind venues; artist performances; spirits; and reduced rates for catering and
event activations.
Secured (as of March 15, 2017) approximately $1.3 million in cash sponsorships
from both local and national corporate entities.
The opportunity for the City of Miami Beach to host USCM presents a significant occasion to
showcase our city on a national stage, underlining our distinct brand as a world-class destination,
enhancing our tourism industry, and sharing the best of Miami Beach with the nation's leading
mayors. More than 1,500 guests are anticipated to attend, including 300 mayors and their
spouses and families, delegates, VIP business leaders, and potentially the Federal
Administration including the President and members of Cabinet. The USCM is attendees have
taken approximately 800 rooms at the Fontainebleau in June, representing a significant off-
season lift for Miami Beach tourism.
The associated costs for Host Committee events and activations include special event
permitting fees; City staffing fees (police, fire, sanitation); and building permitting fees as
follows:
USCM CITY OF MIAMI BEACH COST ESTIMATES as of March 20, 2017)
Special Event Fees
Special Event Application Fee $ 250.00
Special Event Permit Fee $ 500.00
15 Vehicle Beach Access Passes $ 2,250.00
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Square Footage Fee for Beachfront $ 30,602.00
Meter Rental $ 3,750.00
Sand Sifting $200.00
Fire Administration Fee $400.00
Police Administration Fee $ 6,000.00
User fee $8,511.25
Total Special Event Fees $52,463.25
Staffing Costs
Fire Staffing $ 1,990.00
Police Off-Duty Staffing $ 30,055.00
Police Over Time $ 38,600.00
Police Coordination Fee $ 1,200.00
Police Contingency $ 6,865.50
Sanitation Services $ 2,500.00
Total for Staffing $81,210.50
Building Permits (assumption)
Lummus Park-Beach Party $ 15,000.00
Espanola Way $ 3,000.00
Total for Building Permits $ 18,000.00
Grand Total $151,673.75
Administration respectfully requests the Mayor and City Commission consider the waiver of the
special event fees not to exceed $53,000.00; and to provide funding to cover the City staffing
and building permitting fees not to exceed $100,000.00.
The Office of Budget and Performance Improvement has currently identified $100,000 in
expenses that will no longer be incurred in FY 2017 to offset the additional expenses for the
USCM. In the event that the Special Event fees are not waived, an additional $53,000 will have
to be either raised by the Host Committee or identified by the City as additional sponsorship for
this event. It is not recommended to use contingency or reserve funds for the event.
KGB/ES
KEY INTENDED OUTCOMES SUPPORTED
Maximize The Miami Beach Brand As A World Class Destination
Legislative Tracking
Tourism, Culture and Economic Development
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