20170322 AM2MIAMI BEACH
City Gommission Meeting
ADDENDUM MATERTAL 2 (3t21 120171
City Hall, Gommission Ghambers, 3'd Floor,lTOO Convention Center Drive
March 22,2017
Mayor Philip Levine
Commissioner John Elizabeth Alem5n
Commissioner Ricky Arriola
Commissioner Michael Grieco
Commissioner Joy Malakoff
Com m issioner Kristen Rosen Gonzalez
Commissioner Micky Steinberg
City Manager Jimmy L. Morales
City Attorney Raul J. Aguila
City Clerk Rafael E. Granado
Visff us at www.miamibeachfl.gov for agendas and video "streaming" of City Commission Meetings.
ATTENTION ALL LOBBYISTS
Chapter 2, Article Vll, Division 3 of the City Gode of Miami Beach entitled "Lobbyists" requires the
registration of all lobbyists with the City Clerk prior to engaging in any lobbying activity with the City
Commission, any City Board or Committee, or any personnel as defined in the subject Code
sections. Copies of the City Code sections on lobbyists laws are available in the City Clerk's office.
Questions regarding the provisions of the Ordinance should be directed to the Office of the City
Attorney.
ADDENDUM AGENDA
C7 - Resolutions
C7 H 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 CITYOF MIAMI BEACH FROM JUNE 23,2017THROUGH
JUNE 26,2017 (THE "EVENT");WAIVING SPECIAL EVENT PERMIT FEES FOR THE EVENT lN
THE AMOUNT NOT-TO-EXCEED $53,000; AND FURTHER PROVIDING FUNDING lN THE
AMOUNT NOT-TO-EXCEED $1OO,OOO, TO OFFSET ESTIMATED CITYSTAFFINGAND BUILDING
PERMIT FEE COSTS, IF SUCH BUILDING PERMIT FEES OR OTHER COSTS CANNOT BE
WAIVED FOR THE EVENT.
Tourism, Culture and Economic Development
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Resolutions - C7 H
COMMISSION MEMOMNDUM
Honorable Mayor and Members of the City Commission
Jirnny L. Morales, City Manager
March 22,2017
MIAMI BEACH
TO:
FROM:
DATE:
SUBJECT A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING THE CITYS 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 ([HE "EVENT");
WAIVING SPECIAL EVENT PERMIT FEES FOR THE EVENT IN THE AMOUNT
NOT-TO-EXCEED $53,000; AND FURTHER PROVIDING FUNDING lN THE
AMOUNT NOT.TO-EXCEED $1OO,OOO, 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 2A17 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. ln 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 tMayor 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 vvork 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 ltllonday) to provide
tarodd-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 shourcase 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 15,2A17) approximately $1.3 million in cash sponsorships
from both localand national corporate entities.
The opportunity for the City of Miami Beach to host USCM presents a significant occasion to
showcase our cihT 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 liftfor 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)
SpecialEvent Fees
Special Event Apolication Fee $ 250.00
Special Event Permit Fee $ 500.00
15 Vehicle BeachAccess Passes $ 2,250.00
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Fee for Beachfront $ 30,602.00
Meter Rental $ 3,750.00
Sand Siftinq $ 200.00
Fire Administration Fee $ 400.00
Police Administration Fee $ 6,000.00
Userfee $ 8,511.25
Total SoeeiaLEvent Fees ,$,5.r*li-83:25
Staffinq Costs
Fire Staffinq $ 1,990.00
Police Off-Dutv Staffinq $ 30,055.00
Police OverTime $ 38,600.00
Police Coordination Fee $ 1,200.00
Police Continoencv $ 6,865.50
Sanitation Services $ 2,500.00
Total foi Staffino $ 81,2{0;50
Buildino PermiG {aSsumotion}
Lummus Park-Beach Partv $ 15,000.00
Espanola Way $ 3,000.00
Total for Buildino Permits $ 18,000.00
Grand Total :::.'.':, ,.. I $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 notto exceed $100,000.00.
The Office of Budget and Performance lmprovement has cunently identified $100,000 in
expenses that will no longer be incuned in FY 2017 to offset the additional expenses for the
USCM. ln 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. lt is not recommended to use contingency or reserve funds for the event.
KGB/ES
KEY INTENDED OUTCOMES SUPPORTED
Maximize The Miami Beach Brand As AWorld Class Destination
Legislative Tracking
Tourism, Culture and Economic Development
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