C7F-Accept Donations Of Hotel Rooms Made To The City For Memorial Day WeekendCOMMISSION ITEM SUMMARY
Condensed Title:
A resolution approving and authorizing the acceptance donations of hotel rooms made to the City for
Memorial Dav Weekend.
N/A
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation :
Similar to the City's successful planning efforts for past Memorial Day Weekends, the City has prepared
for the upcoming Memorial Day 2014 Holiday Weekend (Thursday, May 22,2014 - Tuesday, May 27,
2014). lrrespective of any events and based upon early occupancy reports, it is anticipated that this year's
holiday weekend will attract at least as many people as previous Memorial Day weekends, causing the
City's resources to be strained. Various departments enhance their staffing this weekend, including our
Parking, Code Compliance, Public Worksi/Sanitation, Tourism and Cultural Development, Fire/Rescue and
Police Department. My office also works throughout the weekend during various shifts, providing executive
level support, as needed. While staffing plans are prepared in anticipation of expected crowds, these plans
are adjusted, as needed, including decreasing staffing throughout the weekend if appropriate.
ln addition to addressing enhanced staffing to ensure sufficient coverage to address any life safety and
quality of life issues, the MEP addresses everything from transportation (road closures, etc.) to sanitation
(placement of additional waste bins, clean up schedule) and parking. The plan also addresses operational
issues, such as coordinating GoodwillAmbassadors, developing community outreach plans, placement of
VMS signs, production of signage and other informational materials, etc.
City employees work in excess of 12 hours each day throughoutthe weekend. Historically, rooms were
donated on an individual basis for use by City Management, the Police Department and Miami-Dade
County Goodwill Ambassador oversight. Several hotels have offered to donate standard hotel rooms again
this year to help reduce travel time and keep employees rested. The following is a list of hotels donating
rooms for official use:o Ritz Carltono Loews Miami Beach. SLS Hotel South Beach. Shelborne South Beach. The James Royal Palm Hotelo Delano Hotel
There are a total of 35 rooms being donated. These donations are being provided to the City for official
business associated with efforts for Memorial Day Weekend. lt is recommended that these donations be
made to the City instead of individuals. As a result, the donations must be pre-approved by the City
Commission. The allocation of rooms will be centralized.
Advisorv Board Recommendation:
Financial Information :
Source of
Funds:
OBPI
funount Account
1
Total
Financial lmpact Summary:
N/A
AGE},IDA fiEN C7 FE MIAMIBEACH DArE s-2/- /y
213
4 MIAMIBEACH
Ciry of trliomi Beoch, I200 Convention Cenier Drive, Miomi Beoch, Floridq 33139, www,miomibeochfl.gov
COMMISSI MEMORANDUM
TO: Mayor Philip Levine and Members of
FROM: Jimmy L. Morales, City Manager
DATE: May 21,2014
SUBJECT: A RESOLUTION OF THE MAYOR
MIAMI BEACH, FLORIDA,NG AND AUTHORIZING THE
ACCEPTANGE OF DONATIONS OF HOTEL ROOMS MADE TO THE CITY FOR
MEMORIAL DAYWEEKEND.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
FUNDING
N/A
BACKGROUND
Similar to the City's successful planning efforts for past Memorial Day Weekends, the City
has prepared for the upcoming Memorial Day 2014 Holiday Weekend (Thursday, May 22,
2014 - Tuesday, May 27,2014).lrrespective ofany events and based upon early occupancy
reports, it is anticipated that this year's holiday weekend will attract at least as many people
as previous Memorial Day weekends, causing the City's resources to be strained.
By all accounts, the popularity of Miami Beach for Memorial Day Weekend has been the
product of internet promotion of the destination by prior visitors and web sites that promote
certain locations during particular times of the year (e.9. New Years, Labor Day, Spring
Break). For the past few years there has been no formal, organized event(s) in the City
associated with this Major Event Period (MEP), as compared to the MEP for the Super Bowl,
New Yea/s Eve or Art Basel Miami Beach, for example. Usually, most of the visitors enjoy
the weekend at our local hotels, cafes and beach, and our clubs will have private events
within their properties. Memorial Day Weekend generally attracts an estimated 200,000
people to the City over the course of Thursday through Monday, with the busiest period
being Friday, Saturday and Sunday. Needless to say, the influx of so many visitors to the
City requires us to plan for traffic, crowd control, sanitation, code and parking. As a result,
our MEP Planning process looks at prior years in developing the staffing and operational
plan for the current year. The focus is to ensure the safety and welfare of our residents and
visitors, while keeping our streets clean and traffic manageable.
Enhanced Staffing
Various departments enhance their staffing this weekend, including our Parking, Code
Compliance, Public Works/Sanitation, Tourism and Cultural Development, Fire/Rescue and
Police Department. My office also works throughout the weekend during various shifts,
providing executive level support, as needed. While staffing plans are prepared in
anticipation of expected crowds, these plans are adjusted, as needed, including decreasing
staffing throughout the weekend if appropriate.
Gity
GITY COMMISSION OF THE CITY OF
214
City Commission Meeting
Memorial Day Weekend Donations
May 21,2014
Page2ot2
As part of the City of Miami Beach's MEP Plan, in 2003, the City began submitting a request
for ln-Kind Services assistance to Miami-Dade County to provide enhanced public safety
resources, beach maintenance and the participation of members of the County's Goodwill
Ambassador Team, to assist the City of Miami Beach throughout the Memorial Day holiday
weekend. ln 2005, the County included ln-Kind support for Memorial Day weekend in their
annual budget, which eliminates the need for a separate request. Annual in-kind support is
based on actual costs from the previous year. As in the past year, the City's Police
Department will be canceling off-duty assignments and deploying public safety staff on an
alpha/bravo shift assignment. This will be supplemented by mutual aide from Miami-Dade
County and additional assistance from Florida Highway Patrol, City of Miami, Florida
Department of Law Enforcement, Miami-Dade Corrections Department, Coral Gables, Fort
Lauderdale and other jurisdictions. The County's Parks Department also enhances their
beach cleanup staff and schedule.
MEP Scope
ln addition to addressing enhanced staffing to ensure sufficient coverage to address any life
safety and quality of life issues, the MEP addresses everything from transportation (road
closures, etc.) to sanitation (placement of additional waste bins, clean up schedule) and
parking. The plan also addresses operational issues, such as coordinating Goodwill
Ambassadors, developing community outreach plans, placement of VMS signs, production
of signage and other informational materials, etc.
A separate Letter to Commission (LTC) was issued earlier this week summarizing the
detailed MEP for the holiday weekend.
Donations
City employees work in excess of 12 hours each day throughout the weekend. Historically,
rooms were donated on an individual basis for use by City Management, the Police
Department and Miami-Dade County Goodwill Ambassador oversight. Several hotels have
offered to donate standard hotel rooms again this year to help reduce travel time and keep
employees rested. The following is a list of hotels donating rooms for official use:
o Ritz Carlton. Loews Miami Beach. SLS Hotel South Beachr Shelborne South Beachr The James Royal Palm Hotelr Delano Hotel
There are a total of 35 rooms being donated. These donations are being provided to the
City for official business associated with efforts for Memorial Day Weekend. lt is
recommended that these donations be made to the City instead of individuals. As a result,
the donations must be pre-approved by the City Commission. The allocation of rooms will be
centralized.
CONCLUSION
The inistration recommends the adoption of the attached Resolution.
215
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZ]NG THE
ACCEPTANCE OF DONATIONS OF HOTEL ROOMS MADE TO THE CITY
FOR MEMORIAL DAY WEEKEND.
WHEREAS the City has prepared for the upcoming 2014 Memorial Day Holiday
Weekend (Thursday, May 22, 2014 - Tuesday, May 27, 2014) and it is anticipated that this
year's Holiday Weekend will attract at least as many people as previous Memorial Day
weekends, which have attracted 200,000 visitors to the City, causing the City's resources to be
strained; and
WHEREAS, the influx of so many visitors requires the City to plan for traffic, crowd
control, sanitation, code and parking to ensure the safety and welfare of our residents and
visitors, while keeping our streets clean and traffic manageable; and
WHEREAS, in addition to addressing enhanced staffing to ensure sufficient coverage to
address any life safety and quality of life issues, the Major Event Plan addresses everything
from transportation to sanitation, parking, and operational issues such as coordinating Goodwill
Ambassadors, developing community outreach plans, placement of variable message signs,
production of signage, and other informational materials; and
WHEREAS, hotel rooms have been historically donated for use by City Management,
the Police Department, and Miami-Dade County Goodwill Ambassadors during Memorial Day
Weekend in order to facilitate the efficient oversight and management of heighted public
services and responses needed during the Weekend; and
WHEREAS, several hotels have offered to donate standard hotel rooms again this year
and the following is a list of hotels donating a total of up to 40 rooms for official use by the City
of Miami Beach during lhe 2014 Memorial Day Holiday Weekend:
. Ritz Carlton
r Loews Miami Beachr SLS Hotel South Beachr Shelborne South Beach
. The James Royal Palm Hotel. Delano Hotel; and
WHEREAS, as these donatlons are made
by the City Commission.
to the City, the donations must be approved
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 hereby approve and
authorize the acceptance of up to 40 donated hotel rooms to the City of Miami Beach for
Memorial Day Weekend as set forth herein.
PASSED and ADOPTED this 21th day of May, 2014.
ATTEST:
Philip Levine, Mayor .1 '- Lr I) ^r\y/; I ^1 .; ..:- -
)
[i.r-ri,ii J, i.,,,i.l':., ,-,,:
&:Cri*,,,.,rf;i,..;,iRafael E. Granado, City Clerk
T:lAGENOA\20'l4U\Iay\TCEDV\4emorial Day Weekend Hotel Rooms Acceptance RESO **,:Ort*Je"s-
Ctt,y l|Lir:,::-,ay,g(
5- q' t+216