2002-24731 Reso
RESOLUTION NO. 2002-24731
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ESTABLISHING GUIDELINES
FOR THE APPROVAL OF RENTAL FEE WAIVERS REQUESTED BY
QUALIFIED GROUPS, ORGANIZATIONS OR OTHER USERS OF THE
MIAMI BEACH PARKS AND RECREATION DEPARTMENT'S PARKS
AND RECREATION FACILITIES AND AUTHORIZING THE CITY
MANAGER OR HIS DESIGNEE TO IMPLEMENT SAID GUIDELINES.
WHEREAS, the Parks and Recreation Department's recreational facilities are
regularly being utilized by various groups and organizations for activities including but
not limited to cultural performances and presentations, educational activities, fund
raising events, community meetings and other activities that benefit our residents; and
WHEREAS, often times these users request a waiver of the rental fee; and
WHEREAS, in the past the Administration, via the Parks and Recreation
Department have approved fee waivers for the use of Parks and Recreational Facilities
(including, but not limited to specific parks, fields, multi use courts, community centers,
bandshells, theater and open space areas) for Miami Beach and non Miami Beach
Community Groups, based on a policy recommendation approved by the City Manager
in October of 1984; and
WHEREAS, based on the increasing number of rental fee waiver requests and
the Administration's desire to formalize a rental fee waiver process the Parks and
Recreation Department in conjunction with the Parks and Recreational Facilities Board
began to review this issue and develop a set of guidelines they recommend be
following when considering such a request; and
WHEREAS, a presentation and discussion was held at the September 21,2000,
meeting of the Finance and Citywide Projects Committee and at that time the
Committee was informed of the direction this matter was taking and supported the
Administration proceeding with the plan; and
WHEREAS, this process continued at the Parks and Recreational Facilities
Board meeting on February 14, 2001, when the Board reviewed and voted unanimously
to recommend the fee waivers guidelines as presented be implemented; and
WHEREAS, the review process concluded at a joint meeting of the Finance &
Citywide Projects Committee and Community Affairs Committee held on December 12,
2001 with the Members recommending the acceptance of the guidelines with minimal
modifications which are now incorporated in guidelines; and
WHEREAS, the following are the guidelines for rental waivers as recommended:
Guidelines for Rent Waiver Consideration
A group seeking any adjustment of waiver of cost or rent must first submit a written
request to the City's Parks and Recreation Department for consideration and
recommendation for approval from the Administration (the City Manager or his
designee).
The group must submit a detailed written description of the event, its history, and why
the request should be considered for adjustment.
Financial Information required for non-profit, 501 C-3 organizations
The group must supply financial information, upon request, relative to the use of
funding for its stated service mission.
The group must disclose its efforts in securing corporate and private sponsorships.
Cost or Rent Waiver Amount Guidelines
The Administration may waive up to 100% of the rent, providing the event principally
benefits the citizens of Miami Beach or is based in Miami Beach, or has significant
community impact.
All requests will be forwarded on a case by case basis to City Manager for approval!
disapproval, with a recommendation from the requesting City Department describing
any unique elements or special circumstances of the request. The City Manager shall
have the ability to examine requests that may be outside the guidelines and therefore
considered exceptional and grant the waiver request, if deemed ap'propriate and in the
best interest of the City.
Recommendation will include all direct costs, problems and any other pertinent
information that the recommending City Department is aware of.
No group, organization, business or other user may exceed the total allowed waivers in
a one-year period as stipulated in each of the user categories.
The following criteria shall be used by the appropriate City Department in making its
recommendation:
A. Non-Profit Organizations with 501-c-3 Designation
. Miami Beach Based
-Must provide a copy of 501-c-3 certificate with Miami Beach street address and
contact.
-Up to 100% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 50% waiver (rent only) for pre-set admission/donation "gated" events or
meetings.
-One waiver per month, maximum of 6 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
- Not Miami Beach Based
-Must provide copy of 501-c-3 certificate with organizational street address and contact.
-Up to 100% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 50% waiver (rent only) for admission/donation "gated" event or meeting.
-One waiver per month, maximum 3 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
-In the event of a scheduling conflict any Miami Beach based organization receives priority.
B. "Not for Profit" Organizationsl Groups without 501-c-3 Designation
(Le. PTA's, Booster Clubs, Condominium Organizations/Senior Citizen/social groups,
local sports organizations)
- Miami Beach Based
-Must provide program outline or letter describing community and/or educational value
of usage. To be evaluated by Department.
-Up to 100% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 50% waiver (rent only) for admission/donation "gated" events or meetings.
-One waiver per month, maximum 6 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
-Not Miami Beach Based
-Must provide program outline or letter describing community and/or educational value
of usage. To be evaluated by Department.
-Up to 50% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 25% waiver (rent only) for admission/donation "gated" event or meeting.
-One waiver per month, maximum 3 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
C. Professional andlor Community service organizations, government agencies
or businesses.
-Must provide program outline or letter describing community and/or educational value
of usage. To be evaluated by Department.
-Up to 100% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 50% waiver (rent only) for admission/donation "gated" event or meeting.
-One waiver per month, maximum 3 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
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 herein approve the Guidelines set forth herein for the Approval of Rental
Fee Waivers Requested by Qualified Groups, Organizations or Other Users of the
Miami Beach Parks and Recreation Department's Parks and Recreation Facilities and
A horize the City Manager or His Designee to Implement Said Guidelines.
A S and ADOPTED this 30th day of January, 2002.
wr~
CITY CLERK
JMG/RCM/KS
L:\CMGR\AGENDA\2002\JAN3002\REGULAR\Fee Waiver_1-30-02.2RES..doc
APPROVE", AS TO
FORM & LAI-.JGUAGE
& FOR EJ...=CUTlON
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City Atto Dale
Attachment: A
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Recommend~ Pollcy' foe' U:si.ng Parla ~ ReC"e.auon Oepar:men"t FaciLiue::r
by MUml &-..ac:h Community Cr0up.3
SUSJe:c-r;
The i='arks Cc ii.1!c:r~atlon IJepart."':1ent rec:o'":':mends the tollowing guidellOl~ 1Iotle..'l requesu
are received trom Miat':"li oeach Community Croups to use Oe~artment fadlitie:s tor thek
rru~=tings:
All requests ~ lo~'arded or. a c:a..se-by-ca..se ba.sis to th~ City Mana:er for his
approval/cisapproval, 'If(i~ a recom:nend.auon trom the Department. .
I<~ommel1datiQn VillI indude all direct C:OU.f, ;:("QlJlems, and any other
pertinent .in.formatIon that mar be neC:e3s1tated by the requests.
Tl"oe tollow~g c:riter-ia will b~ u.sed by t:"e .)epart::tent in makins ia
recommendation:
1. . Non-proftt oqa.1.i%adot:
2. Program.s! meetin,~ to !;Je ot an ec!ucational value
3. '.tee~s to be once pet' month
II, :.ieetings 'to oe held between ro:oo a.m. and 3:00 p.m.
,. No.s~inc ot retreshmenu
o. Ally dlre<:t c:osn to be paid by the organizatlOl1. .
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Attachment: C
Parks and Recreation Facilities to be included in Rental Fee Waiver Poticy
The following list comprises those Recreation Division facilities that
have established rental fees that would be eligible for waiver:
· Neighborhood Parks and/or Open Space Areas
· Flamingo Park - Stadiums, fields, courts, pool, tennis, open areas
· North Shore Park - Recreation Center. tennis, fields, open areas
· North Shore Open Space Park - Pavilions, field areas, entire park
· Pools - Flamingo and Normandy Isle
· Scott Rakow Youth Center - individual areas or entire facility
· Community Centers - North Shore Bandshell, Activity Room,
21st Street Community Center, little Acorn Theatre, Auditorium,
\ meeting spaces, exterior courtyard space
· South Pointe Park - Pavilions, field areas, entire park
l:\CMGR\AGENOA\2OO2\JAN3OO2\CONSENnFee Waivers_memo_8tU-30.doc
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
""ii!iEF
Condensed Title:
Resolution establishing a policy for the approval of rental fee waivers requested by qualified groups,
organizations or other users of the Parks and Recreation Department's facilities and authorizing the City
Manager or his designee to implement the policy.
Issue:
Shall the City adopt a policy to provide guidance for fee waiver requests at various Parks and Recreation
facilities.
Item Summary/Recommendation:
The Parks and Recreation Department's recreational facilities are regularly being utilized by various groups
and organizations for activities including, but not limited to, cultural performances and presentations,
educational activities, fund raising events, community meetings and other activities that benefit our
residents. Often times these users request a waiver of the rental fee. Previously, the Administration, via
the Parks and Recreation Department, had approved fee waivers for the use of Parks and Recreational
Facilities (including, but not limited to specific parks, fields, multi-use courts, community centers,
bandshells, theater and open space areas) based on a policy recommendation approved by a previous
City Manager. Based on this policy a total of 132 waivers valued at approximately $85,072 were approved
by the Administration during the period of 10/1/98 and 9/30/01. In this same period the Parks and
Recreation Department collected a total of $146,593 in rental fees from users whom did not meet the
criteria.
The Administration desires to formalize rental fee waiver guidelines that will permit the City Manager or his
designee to approve these requests. The adoption of this Resolution will streamline the park facilities rental
process and enable the City to better serve our citizens.
Advisory Board Recommendation:
September 21, 2000, presentation of concept overview to the Finance and Citywide Projects Committee,
concept supported.
February 14, 2001, Parks and Recreational Facilities Board completed review of recommendations and
unanimously approved them.
December 12, 2001, Joint meeting of the Finance and Citywide Projects Committee and Community Affairs
Committee reviewed the recommendations, made minor modifications and unanimously recommended
approval.
Financlallnfonnation:
Amount to be expended:
Source of
Funds:
D
Finance Dept.
L:\CMGRIAGENDA\2002\JAN3002\CONSEN1Veewalvers_cover.doc
AGENDA ITEM
DATE
R7I
/ - 3o-()d.-
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\cl.miami-beach.fl.us
COMMISSION MEMORANDUM
To:
Mayor David Dermer and
Members of the City Commission
Date: January 30, 2002
From: Jorge M. Gonzalez J~
City Manager 'v . U
Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ESTABLISHING A POLICY FOR THE APPROVAL
OF RENTAL FEE WAIVERS REQUESTED BY QUALIFIED GROUPS,
ORGANIZATIONS OR OTHER USERS OF THE MIAMI BEACH PARKS AND
RECREATION DEPARTMENT'S PARKS AND RECREATION FACILITIES
AND AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO
IMPLEMENT SAID POLICY.
ADMINISTRATION RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
The Parks and Recreation Department's recreational facilities are regularly being utilized
by various groups and organizations for activities including but not limited to cultural
performances and presentations, educational activities, fund raising events, community
meetings and other activities that benefit our residents. Often times these users request
a waiver of the rental fee. In the past the Administration, via the Parks and Recreation
Department have approved fee waivers for the use of Parks and Recreational Facilities
(including, but not limited to specific parks, fields, multi use courts, community centers,
bandshells, theater and open space areas) for Miami Beach and non Miami Beach
Community Groups, based on a policy recommendation approved by the City Manager in
October of 1984. Please see copy of the policy - Attachment A.
Based on this policy a total of 132 waivers valued at approximately $8S,072 were approved
by the Administration during the period of 10/1/98 and 9/30/01. In this same period the
Parks and Recreation Department collected a total of $146,S93 in rental fees from users
whom did not meet the criteria. Please see Attachment B for a comprehensive summary
of waivers.
Since that time, Miami Beach and its many properties, have become venues of choice by
many user organizations for their events, meetings and other programs. Some of these
user organizations and/or agencies have been non-profit, with S01-c-3 designation, some
not for profits without S01-c-3 designations and some have been professional and/or
community service organizations, condominium associations, govemment agencies or area
businesses.
Based on the increasing number of rental fee waiver requests and the Administration's
desire to formalize a rental fee waiver process the Parks and Recreation Department in
conjunction with the Parks and Recreational Facilities Board began to review this issue and
develop a set of guidelines they recommend be following when considering such a request.
A presentation and discussion was held at the September 21, 2000, meeting of the
Finance and Citywide Projects Committee. At that time the Committee was informed of the
direction this matter was taking and supported the Administration proceeding with the plan.
This process continued at the Parks and Recreational Facilities Board meeting on February
14, 2001, when the Board reviewed and voted unanimously to recommend the fee waivers
gUidelines as presented be implemented. The review process concluded at a joint meeting
of the Finance & Citywide Projects Committee and Community Affairs Committee held on
December 12, 2001, with the Members recommending the acceptance of the guidelines
with minimal modifications. The modifications, which are now incorporated in guidelines
included:
· A list of facilities subject to rental fee waiver (see Attachment C);
· A clear understanding that no group, organization, business or other user may exceed
the total allowed waivers in a one-year period;
· The ability of the City Manager to examine requests that may be outside the guidelines
and therefore considered exceptional;
· Professional and or/ Community Service Organizations, government agencies or
businesses category be amended to reflect one waiver per month, maximum 3 per year,
per user organization.
Following are the guidelines for rental waivers as recommended:
Guidelines for Rent Waiver Consideration
· A group seeking any adjustment of waiver of cost or rent must first submit a written
request to the City's Parks and Recreation Department for consideration and
recommendation for approval from the Administration (the City Manager or his designee).
· The group must submit a detailed written description of the event, its history, and why
the request should be considered for adjustment.
Financial Information required for non-profit, 501 C-3 organizations
· The group must supply financial information, upon request, relative to the use of funding
for its stated service mission.
· The group must disclose its efforts in securing corporate and private sponsorships.
Cost or Rent Waiver Amount Guidelines
· The Administration may waive up to 100% of the rent, providing the event principally
benefits the citizens of Miami Beach or is based in Miami Beach, or has significant
community impact.
II
II
if
II
· All requests will be forwarded on a case by case basis to City Manager for approval!
disapproval, with a recommendation from the requesting City Department describing any
unique elements or special circumstances of the request. The City Manager shall have the
ability to examine requests that may be outside the guidelines and therefore considered
exceptional and grant the waiver request, if deemed appropriate and in the best interest
of the City.
· Recommendation will include all direct costs, problems and any other pertinent
information that the recommending City Department is aware of.
· No group, organization, business or other user may exceed the total allowed waivers in
a one-year period as stipulated in each of the user categories.
· The following criteria shall be used by the appropriate City Department in making its
recommendation:
A. Non-Profit Organizations with 501-c-3 Designation
. Miami Beach Based
-Must provide a copy of 501-c-3 certificate with Miami Beach street address and contact.
-Up to 100% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 50% waiver (rent only) for pre-set admission/donation "gated" events or meetings.
-One waiver per month, maximum of 6 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
. Not Miami Beach Based
-Must provide copy of 501-c-3 certificate with organizational street address and contact.
-Up to 100% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 50% waiver (rent only) for admission/donation "gated" event or meeting.
-One waiver per month, maximum 3 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
-In the event of a scheduling conflict any Miami Beach based organization receives priority.
B. "Not for Profit" Organizationsl Groups without 501-c-3 Designation
(i.e. PTA's, Booster Clubs, Condominium Organizations/Senior Citizen/social groups, local
sports organizations)
. Miami Beach Based
-Must provide program outline or letter describing community and/or educational value of
usage. To be evaluated by Department.
-Up to 100% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 50% waiver (rent only) for admission/donation "gated" events or meetings.
-One waiver per month, maximum 6 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
. Not Miami Beach Based
-Must provide program outline or letter describing community and/or educational value of
usage. To be evaluated by Department.
-Up to 50% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 25% waiver (rent only) for admission/donation "gated" event or meeting.
-One waiver per month, maximum 3 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
C. Professional and/or Community service oraanizations. Government aaencies or
businesses.
-Must provide program outline or letter describing community and/or educational value of
usage. To be evaluated by Department.
-Up to 100% waiver (rent only) for an event or meeting with no admission or donation.
-Up to 50% waiver (rent only) for admission/donation "gated" event or meeting.
-One waiver per month, maximum 3 per year, per user organization.
-Must pay all direct costs.
-Must provide insurance as appropriate.
Approval of this Resolution will further enable the City to be a participating partner in local
activities and events that benefit our community and create additional recreational
opportunities for our residents.
JMG/RCMIKSISF/ccI
F:\rcpa\$ALL\KEVIN\Commission 2002\fee waivers memo-II-1-22-02.doc
Attachments