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Home My WebLink AboutM-81-0802OMMOPMW M09T 0 0: r 1cE 80X *r680481 Y a arlw•* Yi. r1orid'a A `►''i t.'nt :r��t� Alur.�t�i Asscxiatiun P.t1A1Si e•,��r�??cR Augttet 25, 1981 M1A%41. r 1.0010A 52"q 33168 "r1Ti ":NACER-M�IAIV, 1 r 981 AUG 25 PM 3 : 4 i Mr. Howard Gary, Manager City of. Miami 2603 South Bayshurc Drive Miami, Florida 33133 Dear IV. liar In reference to funding for the 49th Annual. Orange Blossom Classic Festival Parade, October 24, 19811 The representations of the Florida A. and M. University Altuimi., Miami Chapter, request: to be placed on the agenda of the City of rJlami Commissioners meeting, to be held on September 10, 1981. Tbany you for obl.i ing our request. Sincerely yours, t�L •?t: fir•?, !tiv/ t� W%� r� Alonzo B. Bruton, Chairvrsen 013C Parade Comnlitrer_ cc Mr. lads i j . Lat inlore m We Stnrr t:rr f •,-ilrnce jl--7�- 81 -802 CITY OF MIAM1. FLORIDA INTER -OFFICE MEMORANDUM To: Howard V. Gary City Manager FROM: Director aAlberet"H. "ow Department of Leisure Services DATE. August 31, 1981 ;:UE3JECT: Orange Blossom Classic Parade Resolution 81-421 REFERENCES ENCLOSURES - FILE: During its final meeting, August 25, 1981, the City of Miami Festival Advisory Committee considered the proposal submitted; by the Orange Blossom Classic Parade Committee. It was the unanimous recommendation of the Committee that the Orange Blossom Classic Parade not be funded by the City. The Committee's reasoning was based on the lack of informationP included in the proposal; they felt that enough information was sufficiently lacking to truly judge the merits of the Parade, and that not enough proposed grant monies would go towards local talent fees to satisfy the requirements of Resolution No. 81-421 attached. It is the recommendation of the staff members of the Committee and this Department that the 49th Annual Orange Blossom Classic Parade receive the support of the City of Miami in the amount of $14,590 from Special Programs and Accounts City-wide Events. We feel the Parade is a long-standing tradition in Miami and that past Parades have been sufficiently high in quality and caliber to make this Parade an asset to the community in which it is held and for Miami as a whole. _ Please advise. AHH/vsd cc: Cesar Odio, Assistant City Manager Dr. A. H. Lizaso, Cultural Coordinator /v 81 -802 RESOLUTION No. v 1 4 2 1 fl A RESOLUTION ESTABLISHING FUNDING GUIDE- LINES FOR THE CITY OF MIAMI FESTIVAL AD- VISORY COMMITTEE AND SAID COWAITTEE'S CONSIDERATION OF FUNDING REQUESTS TO THE CITY FOR COMMUNITY -RUN FESTIVALS. WHEREAS, the City Commission adopted Resolution No. 81-189 on March 17, 1981, establishing the City of Miami Festival Advisory Com- mittee; and WHEREAS, the City of Miami Festival Advisory Committee was established to make recommendations to the Commission concerning City participation in festivals; and WHEREAS, the herein resolution would be most beneficial to the City and said Committee in the processing of such recommendations by the establishment of funding guidelines for proposed festivals and pro- vide basic around rules to determine the best proposals submitted to the City of Miami Festival Advisory Committee; NOW, THEREFOR$, BE IT RESOLVED BY THE C0101ISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The following fiscal guidelines, to be used by the City of Miami Festival Advisory Committee in the evaluation of grant pro- posals to the,City of Miami for community -run festivals, are hereby ap- proved for implementation: A. All applicants shall present a request for funding, submitting the data specified in Section 1, Letters B through H of this resolution, sixty (60) days prior to October 1, of any City of Mimi Fiscal Year. B. All applicants must have a valid non-profit status in good standing. C. Objectives of the festival must be clearly defined in the preliminary proposal and show evidence of the need for the program proposed as well as an evaluation of the benefits to the arts and business communities. D. A complete schedule of proposed events with indications of projected audience attendance, sites, crowd control measures, central planning and audience flow charts. E. Resumes or detailed descriptions of pre -contracted or artists' back proposed grounds and expected performances. g -I�U2 (1) The first $150,000. of the City of tAiami Cash Match Allocation for festival grants shall be allocated to funding arts organizations in Categories K-1 and K-2 on a dollar -for -dollar, cash match basis. The maximum i amount of funding for an organization in Category K-1 shall not exceed $15,000. and the maximum amount of fund- ing for an organization in Category K-2 shall not exceed $24,000. The monies not allocated by the City Commission, during any fiscal year, upon the recommendations of the City of Miami Festival Advisory Committee to the City Manager, in Categories K-1 and K-2, shall be carried over into Categories K-3 and K-4 for the same fiscal year. (2) The amount of $100,000., plus any balance re- maining during any fiscal year from Categories K-1 and K-2, shall be allocated to Categories K-3 and K-4 in the fol- lowing manner: (a) Category K-3: the maximum individual grant to an organization shall not exceed $33,750. to be matched by the organization on a one dollar (City) for one and one-half dollar (applicant), cash match basis. (b) Category K-4: the maximum individual grant to an organization shall not exceed $45,000. to be matched by the applicant on a one dollar (City) for two dollar (applicant), cash match basis. M. All grants shall earmark 60% of total allocated City funds for local talent fees, except for those festivals of a proven touristic or international content that obtain the sanc- tion of the Festival Advisory Committee, as such, by a two- thirds vote. Those specifically sanctioned programs shall ear- mark only 33% of total City allocated funds for local talent fees. N. All police, fire, publicity, showmobiles, city and park facilities, clean-up costs and insurance shall no longer be al- located as in -kind services by the City, but must be defrayed from the grantees' total allocation to their budget. -3- 81 -8U2 F. Rain dates and alternate sites. G. A detailed line -item budget indicating all production costs and sources of revenue. H. A history of the applying organization for the two previous years, a report of events during those years and the audited budgets for those years. I. The Festival Advisory Committee shall meet for three (3) consecutive rounds of evaluation of funding requests during a seven (7) day period forty-five (45) days prior to October 1 of any City of Hiami Fiscal Year and shall submit via the Coor- dinator of the City of Miami Cultural Division, Department of Leisure Services, their funding recommendations, in all cate- gories, to the City Manager for approval. The City Manager may, before submitting funding recommendations to the City Commis- sion, request an extra round of evaluation by the.Festival- Ad- visoiy Committee. At the City Manager's discretion recom- mendations shall be submitted to the City Commission for appro- v�l. Funds shall be made available to selected grantees with- in the first ninety(90) days of any City of Miami Fiscal Year. J. For the purposes of this Resolution, a "round" shall be defined as an evaluative meeting of the full Festival Ad- visory Committee for no less than five (5) hours and no more than eight (8) hours of evaluation and discussion. K. The applicants for possible funding shall be clas- sified based upon the following critera: (1) Community arts organizations with a yearly budget not to exceed $50,000. - Category K-1. (2) Community arts organizations with a yearly budget above $50,000. but not to exceed $80,000. - Ca- tegory K-2. (14) Community Arts organizations with a yearly budget 4bovo $00,000. but not to exceed $125,000. - CAt,ggory K-3. (4) Community arts organizations with a yearly budget abuvo 6125,000. - Category X-4. L. The distribution of monies, funding ranges and levels of required cash matches for the above mentioned categories shall be made upon the followinq basis: A (1) The first $150,000. of the City of :4iami Cash Match Allocation for festival grants shall be allocated to funding arts organizations in Categories K-1 and K-2 on a dollar--for-dollar, cash match basis. The maximum amount of funding for an organization in Category K-1 shall not exceed $15,000. and the maximum amount of fund- ing for an organization in Category K-2 shall not exceed $24,000. The monies not allocated by the City Commission, during any fiscal year, upon the recommendations of the City of Miami Festival Advisory Committee to the City Manager, in Categories K-1 and K-2, shall be carried over into Categories K-3 and K-4 for the same fiscal year. (2) The amount of $100,000., plus any balance re- maining during any fiscal year from Categories K-1 and K-2, shall be allocated to Categories K-3 and K-4 in the fol- lowing manner: (a) Category K-3: the maximum individual grant to an organization shall not exceed $33,750. to be matched by the organization on a one dollar (City) for one and one-half dollar (applicant), cash match basis. (b) Category K-4: the maximum individual grant to an organization shall not exceed $45,000. to be matched by the applicant on a one dollar (City) for two dollar (applicant), cash match basis. M. All grants shall earmark 60% of total allocated City funds for local talent fees, except for those festivals of a proven touristic or international content that obtain the sanc- tion of the Festival Advisory Committee, as such, by a two- thirds vote. Those specifically sanctioned programs shall ear- mark only 33% of total City allocated funds for local talent fees. N. All police, fire, publicity, snowmobiles, city and park facilities, clean-up costs and insurance shall no longer be al- located as in -kind services by the City, but must be defrayed from the grantees' total allocation to their budget. -3- 81. -802 Q • A cl, 1 O. All grantees must comply with Equal Opportunity Employ- ment laws as set forth by Federal, State and Local governments. P. The City of Miami reserves the right to monitor any and all festival activities. Any breach of agreements made with the City shall be reported by the Department of Leisure Services, Cultural Division to the City Manager for appropriate action under the circumstances, which, at the discretion- of the City Manager, may include but not be limited to rescission of the City's agreement to participate in skid festival and also the recovery of any monies paid to said grantees. Q. Each grantee shall agree that it is solely liable and responsible for damages which might arise out of the acts or omission of the grantee, its officers, employees, agents or per- sons under its direction and control and to the City of Miami, its agents, servants, employees and officers who may be named in a suit which arises out of the acts or omissions of the grantee, its officers, employees, agents or persons under its direction or control, the grantee shall indemnify, defend and forever hold the City, its agents, servants, employees and officers harmless from and against any and all damage, penalty, # fine or judgement. Section 2. Prior to the disbursement of any grant monies, each grantee shall execute an agreement embodying the terms of the grant in such form as is acceptable to the City. PASSED AND ADOPTED this 15 day of MAY , 1981. MAURICE A. FERRE MAURICE A. FERRE MAYOR ATTEST: MWAM AM AMOVO BY: If N G. CIF, CITY CLE B � ASSISTANI CITY ATMRNTY APPROVED AS TO FORM GEAR CITY CORREC77JESS : -4- RlA�i rl Pclicv 100-4 September 28, 1978 CITY OF MIAMI (Revised: Feb. 1981) COMMISSION POLICY, ON FESTIVALS, CULTURAL AND SPORTS EVENTS SUBJECT: A policy describing the City's participation in and support of festivals, cultural and sports events which are planned and operated by local citizens' and business organizations. PURPOSE: The City Commission supports and encouraves citizen - sponsored and citizen -run festivals. These events encourage civic pride, promote tourism and areawide recognition of the cultural diversity and heritage that is present in Miami. The extent to which the City of Miami will provide financial or services support for these events should be outlined in a policy statement to ensure that such support can be properly budgeted and planned. This policy will - -also provide for uniform and proper control of City funds. POLICY: It is the policy of the Miami City Commission that support, both direct financial or the provision of services, may be provided to established, recurring festivals and "first time" events if fundina has been identified in the annual budget and if certain specified requirements are met. Budgeted and approved funding will cover both direct financial support and services support, which is provided on an overtime basis. A. The City Commission may authorize the disbursement of cash of the provision of "billable" services only from funds specifically identified in the annual budget for festival support, and only if the following conditions are met: 1. The requesting organization must be a legally constituted entity with officers clearly iden- tified. 2. At least one-half of the total cash resources for the festival or other event must be pro- vided from sources other than the City of Miami. 3. In order for the City Manager to make a proper recommendation, the requesting organization must present the following information at least one month prior to the City Commission's consider- ation of the request: a. A detailed description of the proposed fest- ival, including dates, times, places, nature of events, types of acts, etc. b. A complete and detailed budget for the events, jshowino sources and amounts of anticipated revenue, and showing cateoories and amounts of planned expenditures. i .o 8I -8U2 CITY COMIISSION POLICY Festivals, Cultural and Sports Events 9/28/78 pace 2 (Revised: Feb. 1', c. If the requesting organization has sponsored similar events previously, a summary statement showing co- sponsors, revenue and expenditures must be furnished. d. An agreement, signed by the requesting organization, stating that the above requirements have been met, identifying how the City's cash contribution (if any) will be used, and specifying that an independent auditor, named by the organization and approved by the City Manager, will be engaged to provide a full and complete audit. 4. A final report and an auditor's statement (including a financial statement) must be provided to the City by the requesting organization within 60 days of the closing of the event. B. AMEND: "The City's administrative requirements for these festival, cultural and sports events will be handled through the City Manager's Office or through a coordinator designated by the City Manager. This coordinator will administer this policy and provide liaison to department affected. The sponsor- ing organization is responsible for making all the neces- sary arrangements, secure permits, make reservations, and to ensure that all other requirements are satisfied.", TO READ: "The City's administrative requirements for festivals shall include the following: 1. All requests, including those for funding assis- tance and in -kind services shall be submitted to the Cultural Division, Department of Leisure Ser- vices. It is suggested that written applications setting forth such requests be submitted by local associations that deal in visual and performing arts. The Cultural Division will receive, screen and select applications to be forwarded for eval- uation by an advisory committee which will render its recommendations in writing to the City Manager or assigned Assistant City Manager for proposal to the City Commission. 2. Said advisory committee will be known as the "City of Miami Festival AdvisoW Committee" and will con- sist of 5 members from the community and 2 members designated by the City Manager from City of Miami Staff. Community membership will be by selection and appointment of the City Commission for 1 year terms. The capacity of this Committee is solely advisory and recommendatory; it shall evaluate and render advice to the City regarding the City's participation such as funding assistance and in - kind services. 3. The deadline for applications shall be 60 days prior to the proposed events for fiscal year 1961- 82. For fiscal year 1982-83 and thereafter, these applications must be submitted no later than Au - ....gust 1 of the preceding fiscal year or 60 days prior to the approval of the annual appropriations ord- inance, whichever date is first. The City shall restrict its operations with citizen -operated fe•-t- ivals, to that of a cash and in -kind match :.11ouu- tion, which allocation is to be equally matcnL(l 1,7 the applicant. It is the intent of the City to provide the above -mentioned assistance and not to be the producer of said everts. CITY COMN,ISSION POLICY Festivals, Cultural and Sports Events 9/28/78 page 3 (Revised: Feb. 1981) 4. The City Manager is authorized to employ a consultant to be selected and appointed by the City Commission to advise and assist the"City of Miami Festival Advisory Committee." C. Apart from any support provided and covered in Sections A & B, the following City assistance may be provided with- out charge to organizations sponsoring festival, cultural and sports events: 1. Reduced fees for facilities and equipment as recommended by the City Manager. (For example: Bayfront Auditorium, Marine Stadium, parks, showmobiles, etc.) 2. Labor and other services provided by operating depart- ments during regular hours as work schedules permit. 3. Permission for official closing of streets by resolution. D. Apart from any support provided and covered in Sections A & B, the following services provided must be charged to sponsoring organizations: 1. Any labor or other in -kind services provided during non - routine hours and in overtime situations. 2. All labor, utilities, equipment and insurance costs related to use of City facilities must be paid by the sponsoring organization. E. The City will not provide and pay for off -duty policemen required for an event. No insurance requirement will be waived. All security deposits for damage or clean-up must be paid by organizations sponsoring these events. 9