2007-26429 Reso
RESOLUTION NO. 2007-26429
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, APPROVING, BY 5/7THS VOTE, A WAIVER OF COMPETITIVE
BIDDING, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY,
AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A NEW
MANAGEMENT AGREEMENT BETWEEN THE CITY AND THE MIAMI BEACH
GARDEN CONSERVANCY, INC., SUBSTANTIALLY IN THE FORM ATTACHED
HERETO, FOR THE MANAGEMENT AND OPERATION OF THE MIAMI BEACH
BOTANICAL GARDEN; SAID AGREEMENT HAVING AN INITIAL TERM OF FIVE (5)
YEARS, COMMENCING ON JULY 1, 2007,AND ENDING ON JUNE 30, 2012, WITH
AN OPTION TO RENEW, AT THE CITY'S SOLE DISCRETION, FOR AN ADDITIONAL
FIVE (5) YEAR TERM, SUBJECT AND PURSUANT TO THE TERMS AND
CONDITIONS SET FORTH IN THE AGREEMENT.
WHEREAS, on July 7, 1999, the Mayor and City Commission authorized the execution of a
Concession Agreement with the Miami Beach Garden Conservancy, Inc. (Conservancy), which
permitted the Conservancy use of that certain area in the Miami Beach Botanical Garden, located at
2000 Convention Center Drive, Miami Beach, Florida, known as the Welcome Center, including the
gift shop and the orchidariums; and
WHEREAS, the Conservancy's purpose was to provide volunteer public information, and
horticultural, educational and conservational services, and support the capital improvements,
programming and building/grounds maintenance needs at the Botanical Garden; and
WHEREAS, on April 18, 2001, the City Commission approved a Management Agreement
(Agreement) with the Conservancy for a term of three (3) years, commencing on July 1, 2001 and
expiring on July 20,2004, with an option to renew, at the City's discretion, for an additional two (2)
year term ; and
WHEREAS, on April 14, 2004, two months prior to the expiration of the initial term of the
Agreement, the City Commission adopted Resolution 2004-25534, approving the two (2) year
renewal option and further waiving, by 517ths vote, the competitive bidding requirements, to provide
for one (1) additional year; all for a total renewal term of three (3) years; and
WHEREAS, since the Agreement is due to expire on June 30, 2007, with no renewal
options remaining, the City has been approached by the Conservancy, which has requested a new
Agreement, in order to not only pursue its base mission, but also to see through the implementation
of G.O. Bond funded capital improvements and to achieve full accreditation as a botanical garden;
and
WHEREAS, on November 22, 2006, the Finance and Citywide Projects Committee
unanimously recommended that the Mayor and City Commission waive, by 5/7ths vote, the
competitive bidding requirement and approve a new Management Agreement, with an initial term of
five (5) years, commencing on July 1,2007, and ending on June 30, 2012, with an option, at the
City's sole discretion, to renew and extend the Agreement for an additional five (5) year term.
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,
by 5/7ths vote, a waiver of competitive bidding, finding such waiver to be in the interest of the City,
and authorizing the Mayor and City Clerk to execute a new Management Agreement between the
City and the Miami Beach Garden Conservancy, Inc., substantially in the form attached hereto, for
the management and operation of the Miami Beach Botanical Garden; said Agreement having an
initial term of five (5) years, commencing on July 1, 2007, and ending on June 30, 2012, with an
option to renew, at the City's sole discretion, for an additional five (5) year term, subject and
pursuant to the terms and conditions set forth in the Agreement.
PASSED and ADOPTED this 17th Day of January, 2007.
~ Pcv.~
CITY CLERK
Robert Parcher
T:\Agenda\2007\Jan17\Consent\Botanical Garden Reso.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
4~~~
i
\
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, approving by 5!7lhs
vote, a waiver of competitive bidding, finding such waiver to be in the interest of the City, and authorizing the
Mayor and City Clerk to execute a new Management Agreement between the City of Miami Beach and the
Miami Beach Garden Conservancy, Inc., (Conservancy) substantially in the form attached, for the
management and operation of the Miami Beach Botanical Garden; said Agreement commencing on July 1,
2007, for an initial term of five (5) years, with an option, at the City's sole discretion, to renew and extend this
Agreement for an additional five (5) year term, subject and pursuant to the terms and conditions set forth in
the AQreemenl.
Ke Intended Outcome Su orted:
To ensure well designed quality Capital Projects
Issue:
Should the Commission approving by 5/7ths vote, a waiver of competitive bidding and approve a new
Mana ement A reement with the Conservanc for the mana ement and 0 eration of the Botanical Garden?
Item Summary/Recommendation:
On April 18, 2001, the City Commission approved a Management Agreement with the Conservancy for an
initial term of three (3) years, commencing on July 1, 2001. On April 14, 2004, two months prior to the
expiration of the inilialterm, the City Commission adopted a Resolution approving a two (2) year renewal
option provided for in the Agreement and further waived by 5!7lhs vote, the competitive bidding requirements,
to provide for one (1) additional year, for a total renewal period of (3) years. Since the Agreement is now due
to expire on June 30, 2007, with no renewal options remaining, the Conservancy is requesting a new
management agreement for an initial term of five (5) years with an option to renew for an additional five (5)
years upon expiration of the initial term. Since the Conservancy has already exercised its only renewal option
under the present Agreement, the City Commission shall have to consider waiving by 5/7'h'vote, the formal
competitive bidding requirement, in order to award a new contract to the Conservancy for the continued
management and operation of the Botanical Garden.
In consideration of the Conservancy's efforts in establishing the Botanical Garden as a popular year-round
cultural and recreational resource, as well as its current and planned initiatives to achieve accreditation oflhe
facility, the Administration is fully supportive of executing a new contract the Miami Beach Conservancy to
continue in its role in manaQinQ the Botanical Garden.
Adviso Board Recommendation:
November 22, 2006 - Finance and Citywide Projects Committee voted to recommend waiving, by 5/7ths
vote, the competitive bidding requirements and award the Conservancy a new Management Agreement, with
an initial term of five (5) years, commencing on July 1, 2007, with an option, at the City's sole discretion, to
renew and extend the A reement for an additional five 5 ear term.
Financial Information:
Source of Amount Account Approved
Funds: 1
D 2
3
4
OBPI Total
Financial Impact Summary:
Ci Clerk's Office Le islative Trackin :
Kent Bonde, Redevelopment Coordinator, Ext6363
Si n-Offs:
Redevelopment
oordinator
'.
tD
....
MIAMI BEACH
AGENDA ITEM
DATE
c.7D
/-/7-(77
& MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeachfl.gov
COMMISSION MEMORANDUM
FROM:
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager \ ;' /
January 17, 2007 Q~
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING, BY 5/7THS VOTE, A WAIVER OF
COMPETITIVE BIDDING, FINDING SUCH WAIVER TO BE IN THE BEST
INTEREST OF THE CITY, AND AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE A NEW MANAGEMENT AGREEMENT BETWEEN THE CITY AND
THE MIAMI BEACH GARDEN CONSERVANCY, INC., SUBSTANTIALLY IN THE
FORM ATTACHED HERETO, FOR THE MANAGEMENT AND OPERATION OF
THE MIAMI BEACH BOTANICAL GARDEN; SAID AGREEMENT HAVING AN
INITIAL TERM OF FIVE (5) YEARS, COMMENCING ON JULY 1, 2007, AND
ENDING ON JUNE 30, 2010, WITH AN OPTION TO RENEW, AT THE CITY'S
SOLE DISCRETION, FOR AN ADDITIONAL FIVE (5) YEAR TERM, SUBJECT
AND PURSUANT TO THE TERMS AND CONDITIONS SET FORTH IN THE
AGREEMENT.
TO:
DATE:
SUBJECT:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
On July 7, 1999, the City Commission authorized the execution of a Concession Agreement
with the Miami Beach Garden Conservancy, Inc., (Conservancy) which permitted the
Conservancy use of the area known as the Welcome Center, including the gift shop and the
orchidarium. The Conservancy's purpose is to provide volunteer public information and
horticultural, educational and conservational services and support the capital improvements,
programming and building/grounds maintenance needs at the City of Miami Beach Botanical
Garden.
On April 18, 2001, the City Commission approved a Management Agreement with the
Conservancy for an initial term of three (3) years, commencing on July 1, 2001. On April
14, 2004, two months prior to the expiration of the initial term, the City Commission adopted
a Resolution approving a two (2) year renewal option provided for in the Agreement and
further waived by 517ths vote, the competitive bidding requirements, to provide for one (1)
additional year, for a total renewal period of (3) years. Since the Agreement is due to expire
on June 30, 2007, with no renewal options remaining, the City has been approached by the
Conservancy, to request a renewal of the Agreement in order to not only pursue its base
mission, but also to see through the implementation of G.O. Bond funded capital
improvements and to achieve full accreditation as a Botanical Garden.
January 17, 2007
Commission Memorandum
Miami Beach Garden Conservancy Management Agreement
Page 2 of 3
Since taking over the operations of the Botanical Garden, the Conservancy has initiated
public outreach initiatives, educational programming and has played an important role in
capital planning efforts. The Conservancy has also used its best efforts to increase its
public/private funding contributions towards the operation of the facility, resulting in City
being able to reduce its annual contribution by 25%, from $200,500 in FY 01/02 to $152,475
since FY 03/04.
It should also be noted that in evaluating the Conservancy's request, the Administration
looked into the cost of absorbing the operation in-house. Based on a recent estimate by the
City's Parks Department, the City's cost to operate the facility, providing the same level of
programming and services, would be approximately $228,315 per year, almost 54% more
than the City's current contribution to the Conservancy.
One of the Conservancy's primary goals is to achieve accreditation of the facility through the
American Association of Museums. To this end, it has been working with the City in defining
the scope of capital improvements to achieve this goal. The City identified approximately
$1.5 Million from the Series 2000 General Obligation Bonds to undertake the improvements.
In July, 2003, following an RFQ selection process, EDAW was selected to undertake the
planning and design of the facility. Since this time however, contractual issues between the
City and EDAW have delayed further progress on the final design and improvements. Since
this time, the Conservancy has asked to assume the lead role in taking over and
implementing the Project on behalf of the City. To the extent that the City Commission is
favorable towards renewing the Conservancy's Management Agreement, it is anticipated
that a separate Development Agreement shall be structured with the Conservancy,
governing the design and construction process and the expenditure of the GO Bond funds
related to the Project.
Since the Conservancy has already exercised its only renewal option under the present
Agreement, the City Commission shall have to consider waiving by 517thS vote, the formal
competitive bidding requirement, in order to award a new contract to the Conservancy for
the continued management and operation of the Botanical Garden.
On November 22, 2006, the Finance and Citywide Projects Committee voted in favor of
awarding the Conservancy a new Management Agreement, with an initial term of five (5)
years, commencing on July 1, 2007, with an option, at the City's sole discretion, to renew
and extend the Agreement for an additional five (5) year term. This extended term is
anticipated to facilitate the Conservancy's ability to obtain grants and other long-term funding
commitments for programming, capital improvements and operations.
A summary of proposed terms under the new Management Agreement is included as
Exhibit A to this Memorandum.
Also included to facilitate the City Commission's consideration of the Conservancy's request,
are the following documents:
audited income statements for the first six months (Oct 1 - March 31) FY
2005/06 as Exhibit B
audited year-end income statements for FY 2004/05 as Exhibit C
Operating Budget for FY 2006/07 as Exhibit 0
City's Estimate to operate the Garden Center In-house as Exhibit E
Marketing Plan and Schedule for FY 2006/07 as Exhibit F
Established rental rates, policies and procedures as Exhibit G
January 17, 2007
Commission Memorandum
Miami Beach Garden Conservancy Management Agreement
Page 3 of 3
In consideraticm of the Conservancy's efforts in establishing the Botanical Garden
as a popular year-round cultural and recreational resource, as well as its current
and planned initiatives to achieve accreditation of the facility, Staff is fully
supportive of executing a new contract the Miami Beach Conservancy to continue
in its role in managing the Botanical Garden.
JMGITH/KOBQ;;,
Attachments 7"
T:\AGENDA\2007\Jan 17\consent\Botanical Garden memo.doc
Miami Beach Garden Conservancy Contract
Renewal
Exhibit A
Summary of Key Proposed Terms
Term - Sec. 2
Renewal Option - Sec. 2
Operation and
Management - Sec. 5.1
Hours of
Operation - Sec. 5.2
Base Rent - Sec. 6.1
Financial Records and
Reporting - Sec. 6.3
Budget- Sec. 7.1
Exhibit A
Management Agreement Between
The City of Miami Beach and The
Miami Beach Garden Conservancy, Inc.
Summary ofKev Proposed Terms
Initial Telm of five (5) years, commencing on July 1,2007
through June 30, 2010, plus remaining term in the current
Agreement between the time of rescission and the date of its
expiration on June 30, 2007.
One (l) option an additional five (5) years, subject to
approval by the City.
a) Manage and direct the operations and activities at the
Botanical Garden;
b) Maintain grounds and gardens and provide
housekeeping offacilities;
c) Develop the Botanical Garden grounds consistent with
City-approved Master Plan
d) Develop and implement programs and activities which
support the Facility's mission.
e) Schedule public use ofthe premises consistent and
subject to established policies and procedures.
General admission: 9:30 am - 5:00pm
One ($1.00) per year.
Conservancy to provide on a monthly basis, a report of
receipts and expenditures with a comparison to the stated
budget projection for same period. Within ninety (90) days
after each fiscal year, Conservancy to provide an annual
financial statement, prepared by a certified public accountant.
By July 31 of each year, Conservancy shall submit to City,
a proposed detailed line-item budget for the following
fiscal year for approval by the City Manager and/or his
designee.
Miami Beach Garden Conservan(~v
Proposed Management Agreement
Term Sheet - Page 2 of 2
Programmatic
Plan - Sec. 7.2
Not a Lease - Sec. 8
Alterations - Sec. 9.1
Maintenance - Sec. 9.2
Use of Premises - Sec.IO
City's Level of
Contribution - Sec. II
Insurance - Sec. 21.
Accompanying budget submission described in Section 7.1,
Conservancy shall submit a Programmatic Plan for the next
fiscal year.
The Agreement is a management agreement and not a lease.
In the event that Conservancy deems it appropriate to make
alterations, improvements or additions to the premises, no
such improvements shall be made without written approval
by the City and, if approved, shall be made at Conservancy's
sole cost and expense.
In the event that minor (defined as $5000 or less) capital
and/or infrastructure repairs are required, the Conservancy
may be permitted to proceed, subject to obtaining the prior
written consent of the City, in which case the Conservancy
will also be reimbursed for said repairs. Examples of
"minor" repairs may include, without limitation, minor
electrical and plumbing, HV AC repair, broken windows
and/or doors, and partial painting and touch up of the
building.
City shall have sole responsibility for the maintenance and
repair of all facilities, improvements and infrastructure. The
Conservancy shall maintain the grounds and horticulture
materials.
Conservancy shall follow and adhere to established rental
rates, policies and procedures as set forth in Exhibit 0 of the
Agreement. On a monthly basis, Conservancy shall provide a
written report of events scheduled on the premises.
During term of the Agreement, Conservancy shall include
with its proposed annual budget, the funding that it
anticipates raising through grants, membership contributions,
facility rentals, gift shop sales and other sources of income,
by which the City shall evaluate its level of contribution for
the coming fiscal year, which amount shall be approved as
part of the City's annual Budget process.
Conservancy shall maintain general liability insurance as
described in Section 2 I of the Agreement, with copies
provided to the City.
Miami Beach Garden Conservancy Contract
Renewal
Exhibit B
Audited Statements for the First Six Months
(Oct 1 - March 31) FY 2005/06
STACY A_ SAND, CPA, PA
5775 Collins Ave, Ste 709
Miami Beach, FL 33140
Tel; 305-861-6653
Fax: 305-861-4969
To the Board of Directors of
Miami Beach Botanical Garden
Miami Beach, Florida
Accountant's Compilation Report
We have compiled the accompanying balance sheet of Miami Beach Botanical Garden,
as of March 31, 2006, and the related statement of income for the year then ended, in
accordance with Statements on Standards for Accounting and Review Services issued by
the American Institute of Certified Public Accountants.
A compilation is limited to presenting, in the form of financial statements, information
that is the representation of management. We have not audited or reviewed the
accompanying financial statements and, accordingly, do not express an opinion or any
other form of assurance on them.
Management has elected to omit substantially all of the disclosures required by generally
accepted accounting principals. If the omitted disclosures were included in the financial
statements, they might influence the user's conclusions about the Company's financial
position and the results of operations. Accordingly, these financial statements are not
designed for those who are not informed about such matters.
Stacy Sand, CPA, PA
May 30, 2006
,
,
/
Gl01l08
..""'.1 B..ls
Miami Beach Botanical Garden
Balance Sheet
As of March 31, 2006
ASSETS
Current Assets
Checking/Savings
Colonial Bank
Petty CilSh
Total Checking/Savings
Accounts Receivable
Accounts Receivable
Total Accounts Receivable
Other Current Assets
GRANT RECEIVABLE
MB Cultural Arts Council
Total GRANT RECEIVABLE
Total Other Current Assets
TolalCurrentAssets
Fixed Assets
Accumulated Depreciation
Equipment
Fum & Equip - Outdoor
Furn & Fixtures - Other
Total Fixed Assets
TOTAL ASSETS
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
Accrued Sales Tax
DONATlONS-RESTRICTED
Tree Fund
DONATIONS-RESTRICTED - Other
Total DONATlONS.RESTRICTED
GRANTS-RESTRICTED
MB - Cull Arts Council
MD - Hannibal Cox Grant
GRANTS-RESTRICTED - Other
Total GRANTS-RESTRICTED
Security Deposits
Total Other Current Liabilities
Total Current Liabilities
Tolal Liabilities
Equity
Fund Balance
Net Income
T alai Equity
TOTAL LIABILITIES & EQUITY
.I
Mar 31,06
48,238.76
59.63
48,298.39
17,361.91
17,361.91
9,415.00
9,415.00
9,415.00
75,075.30
(6,754.38)
3,086.54
5,809.36
5,613.27
7,754.79
82,830.09
3,417.22
1,500.00
1,621.00
3,121.00
11,807.61
8,092.20
1,212.00
21,111.81
9,200.00
36,850.03
36,850.03
36,850.03
1,767.88
44,212.18
45,980.06
82,830.09
.I
ft___ ..
Miami Beach Botanical Garden
&101106 Profit & Loss
,ecrual Basis October 2005 through March 2006
Oct '05 - Mar 06
Income
CITY CONTRIBUTION 76,237.50
DONATIONS - UNRESTRICTED 320.00
EVENTS
House Tours 7,839.00
Winter Garden Tour 50.00
EVENTS - Other 2,134.01
Total EVENTS 10,023.01
GIFT SHOP 2,028.95
MEMBERSHIPS 1,035.00
OTHER 584.41
RENTAL INCOME 85,225.65
Total Income 175,454.52
Expense
Accounting & Legal 4,505.00
Bank ChargeslMerchant Charges 1,963.72
Computer Expense 55.00
Dues & Subscriptions 1,020.00
EVENT EXPENSE
Contract Labor 7,840.80
House Tour 425.00
EVENT EXPENSE - Other 390.88
Total EVENT EXPENSE 8,656.68
Facilities Maintenance 66.70
Finance Charges 1.75
Gift shop expense 179.82
HORTICULTURE EXPENSE
Employee lease 33,795.25
lawn Maintenance 23.532.93
Mulch 1,973.55
Plant purchases 758.38
Simple IRA - Katherine 2,100.00
Supplies and equipment 4,765.16
HORTICULTURE EXPENSE - Other 1,213.01
Total HORTICULTURE EXPENSE 68,138.28
Insurance
Health 2,343.60
Properly 512.00
Totallnsuranee 2,855.60
Lease. Phone & Copier 355.18
Management Fees 31,670.00
Marketing Expense 297.00
Meals & Entertainment 81.43
miscellaneous (1,748.36)
Office Expense, Supplies 4,385.22
Personnel
Contract Labor 928.00
Employee leasing 891.00
Total Personnel 1,819.00
Pest Control 608.00
Postage and Delivery (492.12)
RENTAL EXPENSE 930.65
Repairs and Maintenance 2,566.26
/ Security System Expens. / 329.06 J
Taxes and Licenses (115.00)
Telephone I Internet 2,752.97
Training 360.50
Total Expense 131,242.34
....Income 44,212,18
0......_ 4
Miami Beach Garden Conservancy Contract
Renewal
Exhibit C
Audited Statements for Year-end FY 2004/05
STACY SAND, CPA, PA
5775 Collins Ave, Ste 709
Miami Beach, FL 33]40
Tel: 305-86]-6653
Fax: 305-86]-4969
To the Board of Directors of
Miami Beach Botanical Garden
Miami, Florida
Accountant's Compilation Report
We have compiled the accompanying balance sheet of Miami Beach Botanical Garden,
as of September 30,2005, and the related statement of income for the year then ended, in
accordance with Statements on Standards for Accounting and Review Services issued by
the American Institute of Certified Public Accountants.
A compilation is limited to presenting, in the form of financial statements, information
that is the representation of management. We have not audited or reviewed the
accompanying financial statements and, accordingly, do not eKpress an opinion or any
other form of assurance on them.
Management has elected to omit substantialIy all of the disclosures required by generally
accepted accounting principals. If the omitted disclosures were included in the financial
statements, they might influence the user's conclusions about the Company's financial
position and the results of operations. Accordingly, these financial statements are not
designed for those who are not informed about such matters.
Stacy Sand, CPA
January 17, 2006
/
/
MIAMI BEACH BOTANICAL GARDEN
BALANCE SHEET
ASSETS
Current Assets
Colonial Bank
petty Cash
Accounts Receivable
Grant Receivable - MB Cultural Arts
Total Current Assets
Fixed Assets
Equipment
Furniture & Fixtures
Acc_1ated Depreciation
Total Fixed Assets
toTAL ASSETS
LIABILITIES & EQUITY
Liabilities
Current liabilities
Accounts Payable
SaJes Tax Payable
Do_Income
Donations - Restricted
Sec:urity~
Total Current Term liabilities
Total LIabilities
Equity
Fund Balance
Net Income
Total Equity
TOTAL UABILITIES & EQUITY
/
September 200li
617
110
6,805
7,700
15.231
3,987
7,994
(6,754)
5,226
.
2O,.u7
5,531
573
2.580
1,621
13,906
24,211
24,211
31,262
(35,016)
(3,754)
. 20,457
/
MIAMI BEACH BOTANICAL GARDEN
INCOME STATEMENT
October 2004.
September 2(lO5
QnIIIIaIy IncomltlExpense
Income
City Contributions . 152,475
DonaUons~UnnsUi~ 5,686
Events
Bug Ball 18.327
House Tours 5,070
"""" 2,919 26,316
Gift Shop 2,162
OIher 5,813
ftepgllncome 78,629
Totlllncome . 271,081
""_
Accounting & lAp' 11,359
-_&- 4,833
_.~cIIIInt__ 3,889
Con1pUbH' support & Matntllnance 2,668
Dues & h~lptIons 1,495
Event Expenses
Bug Ball 20,151
ContnIct Labor 22,015
House Tour 116
other 2,017 44.305
hclltlles MIIirlleMnce 6._
Gill Shop Ex........ 1,070
Horticulture Expenses
-....... 48.520
~ ~im.n.nce 26,153
Mulch 3,465
....nt Pure"'" 6,S93
_Ios & Equipment 6,074
other 1,692 92,497
Insurance
D'_ 855
H..1lh 5,_
LI_bURy 2,800
- 1,421 10,722
....... - Phone & CopIet" 4,320
MllMlement Fees 54,992
MIIrketing Expense 3,346
Mellis & Errt8rt.tnment 1,.
0IIIce _ & Sapplles .....
............
contract Labor 4,539
Employee Lease 38.689 43,228
Pest Control 599
Postage & Dellnry 35.
Re..ex....._ 306
Repailrs & M_lntenence 4,613
/ Security system Expense 891
T.xes & Licenses ; 437
J j
T.___ 5,160
T__ 306,097
_Income $ '35,011)
Miami Beach Garden Conservancy Contract
Renewal
Exhibit D
Operating Budget for FY 2006/07
...BOTANICAL
,;:~GARDEN
'+,~~'
;'~;~~
<:"!'l
.:J>""
,,?~
Miami Beach Botanical Garden
Projected BUdget for 2006/2007
Fiscal Year October, 2006 - September 30, 2007
Projected Income
City of Miami Beach
Rental Income
Garden $ponsered Events
Grants
Membership
Soda Machine
Gift Cart
Plant Sales
Donations
$ 152,400
127,500
12,500
46,150
9,000
2,000
2,500
2,500
10,000
$ 364,550
Total Projected Income
Projected Expenses
Accounting
Bank Charges/Merchant Charges
Computer Expense
Contingency
Contract Labor
Copier Lease & Maint
Dues & Subscriptions
Employee Leasing
Event Expenses
Facilities Maintenance
Gift shop expense
Horticulture Expenses
Horticulture - Employee Lease and benefits
Insurance
Management Fees
Marketing Expense
Meals & Entertainment
Office Expense, Supplies
Pest Control
Postage and Delivery
Rental Expenses
Repairs and Maintenance
Security System Expense
Telephone 1 Internet
Training
Truck & Auto Expense
$ 7,500
5,200
2,000
38,270
5,500
1,800
2,000
36,000
4,000
3,000
1,000
60,000
79,200
9,000
55,000
12,000
200
6,000
1,380
2,000
24,000
3,000
400
4,800
300
1,000
$ 364,550
Total Projected Expenses
2000 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA 33139 3056737256 WWW.MBGARDEN.ORG
Miami Beach Garden Conservancy Contract
Renewal
Exhibit E
City's Estimate for Providing Same Level of Service
Greenspace Management Division
COST ANALYSIS FOR THE BOTANICAL GARDEN FY 06/07
Miami Beach Botanical Garden
In-house Mainlenance of G,olJnds and Facility Renlals - (Estimate for City to Operate)
~~ ~~~
Salaries
Facility Manager
Park Supervisor
Municipal Service Worker III
Insurance
Pension
Uniforms
58,729
32,971
27,924
16,000
11,961
1,050
Sub- Total
,Operational Items
T oals/Equipment
Office supplies
Copier lease
Telephone
Horticultural Supplies
Facility maintenance
Mowing contract 37 cuts @ 140.
Pest Control
148,635
3,000
3,500
1,800
4,000
57,000
4,000
5,180
1,200
Sub-Total
Grand Total
NOTES:
The costs provided above represent the grounds
maintenance and rental stalling only.
The costs associated wilh the gift shop, fund raising
and grant writing are not reflected.
79,680
$228,315
Miami Beach Garden Conservancy Contract
Renewal
Exhibit F
Marketing Plan and Schedule for FY 2006/07
Public Private Partnership
City of Miami Beach
&
Miami Bcach Garden Conservancy
I) Community resource
mission to serve as community garden
commitment to preserve greenspace
policy of free admission daily
venue for community meetings, weddings and events
2) Increased visibility as City-owned facility
full time horticulturist & educational resource
year-round environmental education and horticulture programs
arts and cultural programming
effective public relations & marketing campaigns
3) Leasehold improvements
Garden painted all interior meeting rooms and offices
installed ceramic tile flooring throughout Banyan Room & kitchen
carpeted Butterfly Room
purchased lighting, microphone, powerpoint projector
enhanced plant collections and planted new trees post-hurricanes
created "vertical wall" project and significant plantings
installed landscape lighting
4) Fiscal responsibility
record of sound financial management
positive cash flow and balanced budget
expanded revenue sources beyond City funding
state and Miami-Dade county grants
private and foundation donors
meeting and event rental income
memberships
plant sales
~
,
MARKETING PLAN 2006-2007
The strategic marketing plan designed to promote the Miami Be'lch Botanical
Garden includes the following elements:
· Ncw releases:
News releases announcing artistic performances, our season schedule of events, free daily
garden tours, lectures and demonstrations, awards and honors, Board appointments, and
"news" items will be written and distributed to the media on a regular basis with 3-4
releases issued each month.
· Press kit:
Our comprehensive Press Kit includes fact sheet, history, news releases, garden photos,
the quarterly Garden newsletter, list of Board of Directors, rack brochure, flyers and
collateral material, including list oflectures and educational programs.
· Journalistic source:
Reporters and editors are regularly contacted to establish the availability of Garden
representatives (Board members, horticulturist and executive director) for interviews and
as a source for cultural events at the Garden, community happenings stories,
environmental education, plant questions
· By-lined articles:
To reinforce the experience and expertise of our Garden staff and community outreach, a
series of articles are tailored for local newspapers and magazines
· Gardcn Brochure:
25.000 copies ofa new Botanical Garden rack card that promotes cultural events, tours,
lectures and demonstrations, and community programs has been designed as in-kind
contribution by Minerva Designs and printed by Royal Caribbean
. Website:
News releases and promotional materials developed for the Garden are posted on our
website to help update and enhance the site wwwl1lbllarden.org
. Newsletter:
3,000 copies of our ncwslctter are printcd and distributed quarterly with feature stories of
performances and cvcnts at thc Gardcn cvcnts, a cultural happcnings calendar, tours,
educational programs, profile ofvo!untccrs, gardening co]unms. (Samplc attachcd)
. E-flyers
A series of e-mail flyers are distributcd to a database of morc than 5,000 individuals to
publicize performanccs, lectures, workshops and events at the Garden. These prove cost
effective public relations when comparcd to cscalating postage rates.
. Cultural Liaison
The Garden's staff and Board serve on a nU!l1ber of high profile community organizations
and are affiliated with such organizations as the Dade Cultural Alliance, the Miami Beaeh
Arts Trust, New World Symphony, Bass Museum and a personally and support the
development of arts in the community.
"Cultivating Arts in the Garden"
Schedule 2006 - 2007
The "Arts in the Garden" prol,'Tam, a year-round series of cultural events at the Miami.
Beach Botanical Garden features visual and performing arts and exhihitions. The venue
includes the Banyan Room and Terrace, accommodating audiences of 120+, the Great
Lawn with open-air performances for audiences of 600+ and the Japanese Garden.
The season schedule of artistic performances and events includes:
October 2006
Art Exhibition. A solo show by internationally acclaimed watercolorist Cassie
Winters - October 19 to 27, 2006 A master of the art of watercolor, her intricate works
explore the Florida everglades and portrays landscapes, trees and botanical subjects in
intimate detail. Each of her works is accomplished with layers ofsuhtle color and takes
months to complete. A native of England, she has exhibited internationally and her works
hang in major collections around the globe.
South Florida Chamber Orchestra performs on Sunday, October 22 at 4PM. In
conjunction with the presentation of the Cassie Winters watercolor exhibition, the Garden
will sponsor a performance of the South Florida Chamber Orchestra, under the direction
of Michael Andrews with a program of classic "water music. ..
"FalI Objects" - a floral workshop at the Garden on Saturday will demonstrate how
natural 'fallen objects' - whimsical seed pods, palm leaf bases called "boots", bamboo
and papyrus, fruits and stems -- can be incorporated into eye-catching floral arrangements
with Parrish Design tlorists.
November 2006
Fantasy Theatre Factory presents an environmental fairy tale for children. The Miami
Beach Botanical Garden partners with the Early Headstart Program to provide a theatre
experience for youngsters which are bussed to the venue. Operated by Miami-Dade
Community Action Agency, Headstart serves 140 children, aged 3 to 5 years, in four
Miami Beach elementary schools - Feinberg Fisher Elementary (40 children), South
Pointe Elementary (20 children), Biscayne Elementary (40 children), and Treasure Island
Elementary (40 children).
A Tastc ofthc Tropics - Novcmbcr 4 Tropical Fruit Tasting and Culinary
Demonstration, a workshop and tasting with cclebratcd local chef's, lecturcs on cooking
with tropical Iruits in cooking. The event will include an art cxhibit oftropicallruit
paintings and photography and a Iecturc by Ian Maguire, a specialist in tropical fruit
photography. As well as a powcrpoint prcsentation of his work, Ian will lead a photo
expedition in the Garden with hands-on demonstration of techniques for botanical
photography.
4'h Dimension of South Beach. The cmerging theatre company, presents a showcase of
song and dance at the Gardcn during the weckends of November 18 and 2S'h.
December 2006
The Gardcn will host Art Basel as the venue for the 2006 Video Lounge and "Art
Conversations" (December I-S) with panel discussions and news confcrenccs daily
during the international art exhibition, as well as outdoor art installations and an Art Cafe
in the Rose Fountain Courtyard.
Decorating for the Holidays, (December 9) - Demonstration with floral designer Israel
Sands presents inspirational ideas in floral centerpieces, bouquets, gift baskets and home
decorating for thc holidays.
January
Art in Bloom - January 4 - 8, 2007
The Sth annual Art in Bloom at Miami Beach Botanical Garden will again be curated by
Carol Jazzar. Held in conjunction with Art Miami, Art in Bloom is dedicated to emerging
local talent and explores the work of a group of cutting edge contemporary artists
working and living in Miami. The exhibit showcases artists chosen for the high evolution
of their work in a variety of media and a range of styles. The caliber of artistic talent is
evident in the artists chosen for Art in Bloom 200S: photographers Maria Caridad Perez,
Brad Kuhl, Jon Davis and Gismo, printmaker Monique Leyton, painters Paul Wagner and
John LaHuis, sketch artist Matthias Saillard. As curator, Carol Jazzar (see attachcd list of
eurated show) will make the final selection based on artistic merit. Art in Bloom will be
free to the public, open daily 10 to 8PM (concurrent with Art Miami hours)
Free performance, Thursday, January 4,8 - 9 PM for the public as part of the "Art in
Bloom" Opening Night Festivities. Momentum Dance Company, (Artistic Director
Delma lies) will perform an environmentally themcd work based upon the natural
movements of flowers and trees as they are impacted by sun, winds, water and natural
elements, natural rhythmic flows and undulations.
Orchids in the Landscape (Date TBA) Lecture and demonstration by Michael
Coronado, orehid specialist with RF Orchids, putting orchids in trees in the Garden
The 10th Annual Jewish Film Festival, (Dates TBA) will present two evening of
outdoor film screening, as well as film panel discussions, lectures, and social receptions.
February, 2007
"Water Gardening in Containers" Workshop (Date TI3A)
Workshop prescntcd by Gardcn Horticulturist Kathcrinc Maidman cxplorcs gardcning for
tetTaCcs and pockct-sizc gardens in thc tradition of Balincsc courtyards. Discussion of
growing watcrlilics. pitchcr plants, aquatic mint, papyrus, and many othcr aquatics in
pots. vats, and vcssels, and the suitability ofcontaincr gardcning for urban South Florida.
Thc Miami Bcach Botanical Gardcn will scrvc as VIP headquarters for the Miami
International Boat Show (Novcmbcr 16-20)
March 2007
Hats OlTto "Herstory" March 4 -a historical photo exhibit from 1928 to present of
Miami Beach Garden Club and Miami Bcach Woman's Club with lecture, demonstration
by Millinery artist Victoria Dinardo-Montefiorc
Everything Orchids - March 6 - "Everything Orchids," a dynamic exhibition
showcases orchids - in painting, photography, sculpture and sketches at the Garden from
March 6 to ]3. Artists participating in the exhibit are South F]orida's premiere botanical
artists, those who specialize in orchid artwork and others with a broader brush of
botanical su~iects. Among the artists for this show will be Mary Ruden (whose Orchid
Flamingo from the 2000 Art in Public Places Flamingos on the Beach program roosts at
the Garden), Lisa Remeny, Rick Cruz, Debra Cortese, Sergio Baradat, Angeline-Marie
Martinez, Amy KuteU, Patsy Rodriguez and Tracey Hagen. These artists participated in
the inaugural "Everything Orchids" Exhibition at the Gardcn in March 2006.
6th Annual Miami Beach Botanical Garden Tour oCPrivate, Residential Gardens
(March 17) highlights the diversity of local gardening from waterfront estates to
conununity plots. Open to the public, the tour showcases six or more distinctive gardens,
including waterfront estates, intimate urban terrace gardens and the retreat of a Miami
Beach Conunissioner. Jazz musician Preston Hollis will perform during the Tour
reception which includes plant sales.
Apri] 2007
"Sustainable G~rdening" Lecture A lecture on low-maintenance principles for a
sustainable South F]orida landscape, presented in partnership with Florida Yards and
Neighborhoods to promote water conservation, and landscape best management practices
in urban landscape systems, and the impact on natural resources.
Friends & Fronds Tea - the annual "Friends & Fronds" Tea Party at the Garden honors
Garden members, the Miami Beach Garden Club, the MOllnt Sinai Garden Club, friends
and volunteers ofthe Miami Beach Botanical Garden and the Miami Beach arts and
cultural community. Join us for "High tea", 4-6 PM with lively conversation and musical
entertainment.
The Youn~ Musicians' Orchestra Performance
The Young Musicians' Orchestra of the Coral Gables Congregational Chureh
Community Arts Program Conservatory Jl)r the Arts will perJl,rm !l)r a Miami Beaeh
audience. The Orchestra perl11rms classical music of Handel, Charpenticr, Elgar, others.
May 2007
Flowers & Flavors An exceptional dining experience, the Garden hosts a sophisticated
gourmet menu leaturing unique dishes created with tlowers and 110ral accents. A
fundraiseI' lor the Garden's education programs, the Flowers & Flavors dinner is one
night only, limited to 100 gucsts with cocktails on the patio, dining in the Banyan Room,
live music, French wines and an exhibition of the work of floral artists.
Tai Chi Workshops
Each Saturday in May, the Garden will presents a T'ai Chi session with exercise and
mediation in the Garden with teacher Rhula.
New World Symphony concert. (Date TBA) A "Musician's Forum" with music
selected and perJonlled by fellows of the orchestra. The Musician's FOrwllS have earned
a reputation as a dynamic perlormance because the leature members urthe orchestra
personally select and perform their own diverse and wlUsual programs of solo and
ensemhle music that they narticlllarlv eniov. find challenging or wish to nresent for
,I .I. J J" ~ ..... .... ...
audience interaction.
JWle 2007
Oriental Art - the Garden presents an att exhibition featuring classic Chinese a1t motifs
and 110ral arranging in conjunction with the City of Miami Beach Sister Cities program
which is launching a campaign to include Changhi as the newest "Sister City" to Miami
Beach. The celebration wiil include classes in ikebana and oriental traditions of flower
arranging, and a tea ceremony in our Japanese Garden.
"CurioiJs Geofl(e" Fantasy TheatTe Factory periimns an adventure story ahout a little
monkey named Clll'ious George who is a bit too curious for his 0\\~1 good, the
perli)rmance, iree and open to the puhlic, is recommended li)r children Irom Kindergarten
to Grade 3. Youngsters follow the escapades of George as he travels from his African
jungle home to a hig eify zoo in the lJnlled Slales where everything is new and exciting.
with a decidedly modern twist, free and open to the public.
.lulv 2001
Celebrating the July 4th weekend, "Flashing on the 60's. a concert of vintage folk and
rock of the Woodstock era, leaturing the Dharma Bomb Band, presented hy the Center
for Eme~in~ Art and the Miami Beach Bota.'1ical Garden, with picnic in the Garden.
""At.ldinJ! Cnln. in the ;..andi'ic~vc"~ a horticultuie le.clure h\" Adnan t:unsheryer on i,.;,"ili
tocus on tlowering plants. both small and large. that arc suitable tor Miami Beach
gardc.ncr:-i. An author and kctuit.."r~ Adrian wrik.:-i a wcekiy gardening coiiiinn 1n the.
Sunday edition o!"thc 1'.1ian1i llcra!d. Her CO]lHlU1 is called the "Plant Clinic" which i~
located in the! !on1c section o!"thc Herald. (Date TBl\.)
AiJ~iJst
Ice in Au;:ust: Au;.:ust 23 - 31. 2007
The: 1\1iami Beai.~h Hotanical (jarden V\."ili prc"sent nfce in r'\iigUSt' , a chilling summer
exhibition ofthe photography of Joseph Pessar. a Miami Beach artist whose porttolio
It~aturcs an e.xtt~.nsive coHeclion of photography of~l'I.,Jorway, his famiiy'"s home. An ideai
antidote to Miami's humid summer. the photography exhibit at the Garden will be ti'ee
and open daily from lOAM to 6PM.
Photo~raphy seminar: Photographer Joseph Pessar ""iii conduct an interactivc
photography seminar. Along with classroom instmction. pat1icipants wi!! bring their
cameras tor a hands-on dcmonstration, taking photos in the landscapc of the Gardcn.
Instmction will include tips tor landscape lighting. close-up photography of plants and
t1owcrs, brightllcss and contrast and dcveloping an cyc tor high impact shots. jhc
seminar wi!! be held on Saturday, August 25th fi'om !O A..II,1 - Noon.
September 2007
. The Meaninl: of Gardens - Workshop by Dr. David Lee !i'om Florida Intemational
1 ]nivt.'"rsity expiores the history of gardens throughout the \vorld and the unlque splrituai
values and personal pleasures of gardcns.
Bi~ Brothers Big Sisters Famiiy Day :\ family picnic tel' Big Brothers and Big Sisters
orMiami includes games. a hands-on planting of peanuts and demonstration of "a
supc~lnarkct gardcn~"; sho\ving youngsters !lO\V to gcrrninatc potatoes, avocadocs and
other common plants. a performance by Gold Coast Theater and picnic in the Garden.
Miami Beach Garden Conservancy Contract
Renewal
Exhibit G
Established Rental Rates, Policies and Procedures
MiaIni Beach Botanical Garden
2006 Facility Rental Rates
Area Description Indudes Rental Rate Add Hours
~utte..tly Room Size- 18' X 35' I Table f 24 Chairs 350.00 I 04 Hours 75.00 1 Hou r
-- Security Deposit (includes foci/ity
5250.00 attendant fee)
Oanyan Room Size- 30' X 50' 12 Tables 1100 ehairs 800.00 I 04 Hou rs 100.00 f Hour
Security Deposit (includesfaci/ity
5400.00 attendant fee)
Great Lawn La!'dscaped Area Sp_ace ror 600 People 3,000.00 I 04 Hours 150.00 f Hour
Security Deposit (include.. fa~ifiiY
51000.00 a/lendantfee)
.Ja~aoese CardeD Landscaped A rea Soaee ror 200 People 550.00 I 04 Hours 75.00 I Hour
f--- Security Deposit (includesfaci/ity
5250.00 attendant eel
Palm Grove Landscaped Area Sj>aee ror 200 PeDDie 550.00 104 Hours 75.001 Hour
Security Deposit (includes facility
5250,00 attendant fee)
Please Note:
~ 07% Sales Tax will be added to all rental amounts due Miami Beach Garden
Conservancy
~ Staffing charges arc $24.00 per hour per person utilized.
~ Insurance premium(s) shall be quoted and charged hased upon projected
number of people in attendance and liquor served, if any, upon Miami Beach
Garden Conservancy premises.
Please direct all inquiries to 305.673.7256 Ext. 202
Miami Beach Botanical Garden
Facility Rental
Thank you for considering the Miami Beach Botanical Gardcn for your cvent. Our 4.5
acre botanical garden otlcrs a quiet oasis in the center of dynamic 'South Beach' and is
locatcd directly opposite the Miami Beach Convention Center. The Miami Beach
Botanical G:mJen is an ideal setting for festivc occasions such as wedding receptions,
gala fund-raisers, art exhibits, concerts, educational and cultural events, as well as
meetings, group retreats seminars and conferences.
The 'Butterfly Room,' 'Banyan Room' with adjoining 'Terrace', 'Great Lawn',
'Japanese Garden', and 'Palm Grove' are for rent year round, subject to prior
reservations.
The 'Butterfly Room' measures 18' X 35' and will comfortably accommodate up to 24
people for seminars and meetings.
The 'Banyan Room' measures 30' X 50' and seats up to 110 banquet style, 120 for
conferences or up to 200 for cocktails. This comfortable tight and airy room with high
vaultcd ceilings and sliding glass doors opens out onto a 25' X 50' flagstone 'Terrace'.
The adjacent lawn includes a heliconia garden and the signature 'Banyan' tree.
The 'Great Lawn' accommodates cultural cvents, galas and larger weddings of 600 to
800 people.
The 'Palm Grove' is ideal for outdoor cocktail parties of up to 200 people.
The 'Japanese Garden' is a wonderful location for truly uniquc Asian-themed festivities
and will accommodate up to 100.
Please Note:
~ No space or date reservation will be held without payment of a deposit as
specified by Miami Beach Botanical Garden.
~ All money duc Miami Beach Botanical Garden for date reservations and space
rental must he paid in full sixty (60) days prior to event date.
Please direct all inquiries to:
Marketing Director Ileana Aguilera
305.673.7256 Ext. 202
l\1ian1i Beach Botanical Garden
Policies and Procedures
-Facility Rental-
The Miami Deach Garden Conservancy has established policies and procedures penaining to space rental
and facilities utiliz~tion at the Miami Beach Botanical Garden. These policies and procedures include,
bul are not necessarily limited to, the following:
I. Miami Deach Dotanical Garden facilities may be renled only when there are no regularly scheduled
events.
2. The Miami Beaeh Botanical Garden Cancellation Policy requires that should Lessee cancel thiny
(30) days or more lrom event dale Lessee shall be obligated for and pay 50% of the rent due to Miami
Beach Botanical Garden. Should Lessee cancel within less than Ihiny (30) days from event dale,
Lessee shall pay 100% of the rent. Notice of Cancellation due 10 weather conditions determined to be
dangerous and or unsuitable for the scheduled event(s) must be made and delivered to Miami Beach
Bolanical Carden no less than twenty.four [24] hours prior to the evenl to receive any refund of rental
money. All rental fees are deemed to be earned due and payable if Lessee does not comply with this
requirement.
3. Lessee must observe the hours of use as specified by Miami Deaeh Dotanieal Garden. Space rental is
valid only tor the dale(s) specified in the executed Rental Agreement.
4. Lessee agrees to abide by all Cily, County, and State Laws while upon and during Lessees use of all
Miami Reach Botanical Garden facilities.
5. Cily of Miami Beach 'Fire Code' provides for the immediate closure of any Miami Beach Botanical
Garden foom exceeding the posted room capacity.
6. Lessee shall be responsible for Ihe conduct of all persons occupying the Miami Deaeh Bolanical
Garden facilities during the hours and date(s) oflhe Rental Agreement
7. Lessee shall maintain reasonable quiet and make no public disturbance.
8. All evenls must close at I :00 AM or sooner on Friday or Saturday. No evenl is allowed beyond II :00
PM Sunday through Thursday.
9. All music must be in the meeting rooms or Ihe 'Banyan Room' with doors closed and shall not exceed
the sound levels established by the City of Miami Dearh. Any music outdoors must have the prior
approval of the Miami Beach Garden Conservanry.
10. II is Ihe sole responsibility of the Lessee to ohtain all proper licensure and permils with regard to Ihe
sale or otherwise dispensing of any alcoholic beverage upon MiamI Beach Botanical Garden
propeny .
I I. Lessee shall be responsible for all damage 10 facilities incurred during the time of facility usage.
12. There shall be no responsibility on behalf of the City of Miami Beach and or the Miami Beach
Carden Conservancy for any lost or stolen or dam'aged propeny belonging to any user or vendor
upon Ihe Miami Beach Botanical Garden premises.
U. l.essrc musl providl~ an original and current CeI1ifi'.'at~ of Insuntncc to lhe Miami 8rach Gardfn
Conser"anc'y at least thirty (30) days prior to Miami Beach Botanical Garden facility usage or event
confirming lhe following insurance has been obtained and is in place:
a. Workers Compensation. per Florida Statute pertaining to same. for any employee of
the Lessee that works in any capaeily upon the Miami Beach Botanical Garden
premises.
b. Commercial General Liability in the amount of one million dollars ($1,000,000.00)
per occurrence lor bodily injury and property damage. Depending on facility usage
or the event, Products Liability and or Liquor Liability may also he required. This
insurance policy must name the City of Miami Beach and the Miami Beach
Carden Conservancy as an . ADDITIONAL INSURED' and be issued by an
insurance company acceptable to the Risk Manager for the City of Miami Beach
14. Lessee is solely responsihle for all setup, breakdown and removal of all decotations and all other
event related items. All events related items and or items belonging to Lessee and or Lessee's vendors
must be removed ITOm Miami Beach Botanical Carden premises immediately following intended
usage. No facility is available for the storage of pre or post event items.
15. Lessee or Lessee's designate shall be on site to receive all event related shipments. vendors and event
production services contractors. The Miami Beach Garden Consenancy staff will not accept
responsibility for deliveries, equipment installation, placement or pick ups.
16. All vehicles loading and unloading shall he through the Miami Beach Botanical Garden gate on 19's
Street. All allowed vehicles must utilize the paved vehicular access roadways ONLY. There are no
exceptions. All vehicles must be removed from premises immediately after loading in or loading out.
There is no vehicular parking on premises. Lessee is solely responsible for any damage to the grass,
foliage, any landscaping items, sprinklers or any other part of the irrigation system or any part of the
on site electrical system caused by any event related vehicle(s).
17. The Miami Beach Carden Conservancy retains the authority to determine the number of employees
required for each event.
18. No payment of any kind shall be made to the order of allY Miami Beach Botanical Carden employee.
] 9. The use of any tape is not allowed upon any interior or exterior wall, ceiling, fencing or any living
plant. The use of 5taples, nails, thUnlotacks or push pins is not allowed. The use of glitter, 'silly string'
or confetti is not allowed.
20. No charcoal grills are allowed. Propane gas cooking is allowed '" Miami Beach Garden
Consenancy designated areas only.
2 I. Open flame is not permitted anywhere on premises unless attended by personnel authorized for such
duty by the City of Miami Beach Fire Marshal. Candles may be used only when protected by
hurricane lamp or similar glass enclosure that does not aJlow tlame to reach above flame enclosure.
22. , ,essee is responsible for the removal of all event related trash. There is no dumpster on sire. Failure to
comply Wilh this requirement will result in Lessee being charged a lrash removal and cleaning fee
against Lessee.s deposit.
23. Lessee is responsible fur the cleaning of all kilchen surfnce areas including Ooors, counter tops, sinks,
refrigerator space, and cooking applianccs, if any, prior 10 departure. Failure to comply with this
requirement will result in L('ssee being charged a cleaning fl'C aguinst Lessee's deposit.
24. All Miami Belich Garden Conservancy approved lenIS, as provided hy Miami Bcach Botanical
Gardens' production services contractors are allowed in specifically designated areas only. There are
no exceptions.
25. The use of any Miami Beach Garden ConSfrvancy approved electrical power gcnerator(s) on site
requires a City of Miami Beach electrical permit. The required electrical pennit must be secured prior
to the event date and posted upon the Miami Beach Botanical Carden premises prior to any use.
26. Lessee may not assign Lessee rights under any Agreement for use of the Miami Bcach Botanical
without Miami Beach Garden Conservancy consent, but will remain bound by all obligations herein.
Lessee may not sublease without Miami Beach Carden Conservancy wrillen permission. Any
purported assignment by Lessee is void.
I have read and fully understand the herein lisled Policies and Procedures.
Lessee Initials
Agreed and Accepted
Lessee:
Lessee Signature
Date:
Miami Beach Botanical Garden
Pol icies and Procedures
Catering and Caterers
The Miami Ileach Garden Conservanc~' has eSlablishcd polkies and prucedurcs pertaining tu space rental
and utilization at the Miami Beach Botanical Garden. These policies and procedures include, bUl arc not
limited to, the following:
1. All Caterers must he licensrd and have current licenses and certificates in hand. Copies of current
liquor license, if any is required, must be given to Miami Beach Garden Cons['rvan("y no later than
thirty (30) days prior to the event load in date. There arc no exceptions.
2. All Calerers must provide an original and current Certificate of Insurance to the Miami Deach
Garden Conservancy at least thirty (30) days prior to Miami .Beach Bolanical Garden facility usage
or event confirming the following insurance has been obtained and is in place:
a. Workers Compensation, per Florida Statute pertaining to same, for any employee of
the Caterer that works in any capacity upon the Miami Beach BOlanical Garden
premises.
b. Commercial General Liability in lhe amount of one million dollars ($1,000,000.00)
per occurrence for bodily injury and properly damage. Depending on facility usage
or the event, Products Liability and or Liquor Liability may also be required. This
insurance policy must name the City of Miami Beach and the Miami Beach
Carden Conservancy as an 'ADDITIONAL INSURED.' and be issued by an
insuraoce company acceptable to the Risk Manager for the Miami Beach Garden
Conservancy.
3. All trash related 10 Caterer catering any event upon Miami Beach Botanical Garden premises shall
be removed ITom premises by Caterer and NOT be placed in any Miami Beach Botanical Garden
trash containers. Failure to comply with this request may result in a suspension of Caterer's eligibility
to cater events at Miami Beach Botanical Garden and a charge against Lessee deposits.
4. The designated kitchen area must be left in the same condition as found. Failure to comply with this
request may result in the suspension of your eligibility to eater any events at Miami Beach Botanical
Garden and a charge against the Lessee deposit.
I have read and fully understand the herein listed Policies and Procedures
Agreed and Accepted
Caterer: Name
Company
Caterer Signature
Date:
Miami Beach Botanical Garden
Facility Rental- Additional Requirements (NEW)
I. Special EVl"nf Permit - Any l'vent that is l1(lt customary or incidental to the permitted main
or accessory ilse of the Botanical Garden requires a Special Event Permit, for which
application mllst be made to the City of Miami Ikach with a minimum of sixty (60) days
nOlice prior to the planned event and pursuant to the provisions set I<,rth in the City's Special
Event Permit Requirements and Guidelines attached as Exhibit "E".
2. "arking - The Miami Beach Conservancy shall notify the Parking Department at least thirty
(30) days in advance of any event that is anticipated to generale significant parking demand,
particularly during times of peak activity at the Miami Beach Convention Center and the
Theater ofthe Performing Arts.
J. Nolie. - the Miami Reach Conservancy shall notify the Holocaust Memorial at least thirty
(30) days in advance of any outduor event that is anticipated to impact the tranquility of the
Memorial and/or any scheduled events or services being conducted at the Memurial.