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Home My WebLink AboutM-78-0675TO: FROM: CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM Joseph R, Grassie City Manager Humberto J. Cortina Assistant City Manager DAtF. SUfjtct: October 24, 1978 FILE: International Folk Festival Budget REPtiaENtti: ENCLOSURES: Request letter of 10-19-78 Regarding the International Folk Festival Budget, we recommend the following: Item #1 - Increasing the cash budget from $19,000 to $22,500 to provide increased food stipends. In kind services as follows: police Dent. Fire Dept. Public Properties Dept. Tourist Promotion Dept. Communications Dept. Leisure Services Dept. $2,700 1,400 3,200 2,000 700 .325 b12,235 This increases in kind services from $10,740 to $12,325 We also recommend that a total Festival budget of $62,125 be appropriated, including $39,625 of Festival revenues. Item #2 - These appropriated funds will be monitored by the Dept. of Tourism Promotion, to be dispersed according to standard City procedures. Item #3 - A11 revenues generating from the Festival are to be placed into an appro- priated Festival Trust Fund, controlled by above guideline #2. Item 04 - As food and bazaar booths are constructed and maintained by the City, the City should retain the prerogative of determining the use of these fixtures in other activities and events, in addition to the International Folk Festival, though the Festival would be given priority on dates of use. 78-675 78-676 78-6i c7 • IMMIL .4 • MM MM MORTY FHEtOMAN GL,ndrdl Chairman Lifu INTERNATIONAL FOLK FESTIVALy Suite 117, 2539 South Bayshore Drive ' Miami, Honda 33133 • Phone: (305) 858-0000 10/19/78 DETAIL ON ITEMS REQUESTED BY FESTIVAL COMMITTEE FOR APPROVAL BY MIAMI CITY COMMISSION Your'International folk Festival Committee, after meeting several tidies and having goine over these items in depth, requests most respectfully, the favorable action of the Cit-Commission on the 'followiny items: 1. Approval of the provosed 1979 Folk :estival Budget --This budget w ui1d expand the Folk Festival and bring more free enter- tainment and cultural programs to the people of the Miami area. A total of $J9,625 of the cash budget would come from funds gener- ated by the Folk Festival Committee and $34,705 would come from the city's cash appropriation. The City would also approve $18,000 in in -Kind Services of which $5,075 would be for the use of a CETA bilingual secretary Ly the Festival for 7 months. Incidentally, prize money and sponsorships obtained through the Festival Committee make it possible to present -- without the use of any City funds -- such events as the Mike Gordom 100 Kilometer Bicycle Race, the Burdine's Dominoes Tournament, the Eastern Air Line Soccer Tour- nament, the Jefferson Stores international Doll Show and parade, arts and crafts and booth prizes donated by Pepsi-Cola.Likewise, the annual City of Miami International Ball, which opens the Folk Festival, is not only self-supporting, but contributes several thousand dollars a year toward our budget. Our Bali ticket price is Structured to cover the cost of the dinner, tip and tax and still leave use a profit of several dollars per person. 2. Permission to transfer funds within our budget --Until last '.year the Festival, under the financial guidance of the Publicity • Dept. controlle. and the City's Finace Dept. and Purchasing Dept. (all our purchases are on bids through Purchasing and all expendi- tures through the Publicity DJept.) was permitted to readjust budget items. For example, if we found that a folkloric group we expected was not coming and would not require the food and board we allocated for them, we could use that amount for additional outdoor booths or more bands tor the Parade of Nations, without adding to the amount of our approved budget. We would appreciate having that flexibility. Incidntall', the record will show that the Folk Festival consistently turns back funds to the City annually. • Folk Festival Rests. 2 1. Permission to expend non -appropriated funds i tach year the Festival expends funds derived from two sources: appropriated funds from the City Commission (this year $19,000) and non -approp- riated funds which are generated by the Festival Committee through booth rentals, International Ball revenue and prize and sponsorship monies. In the past, as soon as our appropriation has been used (through publicity department controller) we must then get a'special resolution of the City Commission to authorize expenditure of the other monies we have collected (which amount to almost 2/3 of the Festival's actual income from all sources. Waiting for the resolut- ion to be approved by all city departments involved and then going to the Comrni:.rsiui, for a vote often takes many weeks. Meanwhile we have pre: -festival items which must be paid for and visiting perform- ers to feed and house. often a supplier of the Festival may not receive his check for months due to this situation. All that we ask is that this reso';t.ion be adojted at the same time the City's budget allocation for the Folk Festiv :l is approved, so that' the non -appropriated funds generated by the Ce,rmittee can he spent in the same manner as the allocated city appropriation. ME IM 4. Adoption of City Policy on Festival Booths -- A 1ai;ge portion of the Folk I'.:Jtival s revenues (13,665 this year) comes from the fee we chaiye iur the use of food and bazaar booths. During the past 6 years the Festival has had designed and built for its use 42 out- door wooden .oths with shed roofs. They are painted in various col- ors and are identified by signs made especially for them and indic- ating thu nationality of the booth operators ("France, Bolivia, etc.) Thu cost of building these booths and their signs and of re -furbishing and repairing them when they a.e datnayed,has come from the Festival's budget. This ye.zr almost $3,000 of our budget wns spent for additional booths anT saes ;. Our i'estiv .1—Cornunittee members were shocked two yours ago to barn that the City of Miami had sent the booths to the Miami Beach Latin Fiesta just a few weeks after we had charged our Folk Festival vendors from $150 to $225 for ''.eir use for 3 dyys. Miami Beach gave them to some of the same vendors free of charge. Some of them told us," we'll skip you next year and get the booths from Miami Beach true. Almost the sank: situation applied this year when they were given free to the Dade County -sponsored Hispanic Week. The Folk Festival Committee would prefer that the booths and signs specially_err eate d to give a particular atmosphes e to the Folk -Festival no'_ be used for ether such events. However, the Folk Festival Committee, by unanimous vote at its last meeting asked that: the City Commission, II it is doing to lead out the booths, charge at least MO per booth rental of which $ 50 would go into a :And for Folk Festival capital outlays such as booths, signs, flays, program booklets, etc. It is also requested that the cost of painting and repairin9 the booths T hich are often dammed when lent out) not come from In -Kind services allocated for the Folk Festival. Our Folk Festival Committee Members, all unpaid volunteers, would greatly appreciate your consideration of the foregoing requests. J l.r�cier4ly_,-�� 'I•lort,y TriPedman Q:itti of Anti, jilori1a INTERNATIONAL FOLK FESTIVAL Suite 117, 2539 South Lhoishore Drive • Miami. Florida 33132 • Phone: (305)858-0000 JP( P()::.0 1979 1L:T21V1,1, BUDGLT MOA4104446MAN General Chairman Intern,.Lional Dail (6u) U,00 L'OOQ..Jooth fees (21') inuoura, 17 outdoors) . A 666 666664 bazar ,00th fees (n outuours): Cest-:.val -operated concesion • Sporniorip o1 „-rivaLe sector Festival . Actual 1979 1978 14,400 $10,306 8,100 ' 8,040 5,625 5,625 3,000 2,829 8,500 8,400 Inorltcjui.t.:ratLd Ly Fel;tival Cohaaittee: 39,625 $35,200 34,705 19,000 74,300 $54,200 City of -TOW.L ... ike Gordon ufli1 1Ta oicyclo 1).acu banner, fee'; 6,950 6,350 international Soccer TournaLient trophies 250 250 iItrLiondli,o1An0 Tournalkient prizu6, :;i0n.3,etC... 750 650 internatjonal Doll no: prizes,LA.(2ns, ctc 750 650 ••:.• Viorlua ::;ales Tax on rental of ..00ths,Laii ticets sales 1,250 1,172 Decorations for sayfront iluditorium,i,a11,Park. •••,•• 500 1,098 Gusician Hall 1-..ental (2 shows)!Ionday, !qay 14,1979 650, 6 • Al • • 8484 at a tauehands, guanis, tiehet takers and sellers, u rs, li9ht and sounu t%:chnicians at Guslaan Hall, • yfront Layfront Park, Owni(Liall) and ;:ain I.A.Orary (:rts 7 Crafts) 3,250 1,880 ===.• =Mk • l i7') Proposed Interr, i+:ional Folk Festival Ludcjc:t ....2 Actual 19.79 1978 , International Ball costs (800 guests at $12.00 ea.) $ $ 9,600 husical Talent (Bali, Gusman iIall, I3ayfront dud.)... 3,500 parade of Nations (1i bands $200 ea. $1,700 float).. 3,300 Food and lodging for visiting performers 11,600 Fees and transportation for special performer 5,700 Local Transportation (3 van, for 10 uays) 1.440 Concession Costs (soLL drinks, but does, labor,etC.) 930 801 i::quipment Rentals (display boards, sound and light- 3r150 1,170 iny, etc Printing and duplicating 2,500 1,988 'cull -color Festival English--Spaniil1 brochures (50,000) for international distribution to travel agents, air- 3,500 2,355 linos 1'rec:uction/distriouti0n, 3,000 1.ucjlish-Spanish posters. 2,000 1,450 Festival Promotion (loan of Festival films) 500 206 t;ic3ns for food c; ba.,:aar booths, ball tables, parade 500 945 Postage, long distance cal' , office: supplies 2,400 953 Consultai.t's fee (::orrty rreediaan i:ssociates, lnc) 8,000 7,000 Contin',� ncy s Itisceliant ous 1,400 1,172 '. U'1 AL L PL.+u1TU1thb....; 74, 330 $54,200 11"r:lnfi.:- `ii:CV1CeS Cit y- Iacpartluents $18,000 $ 7,467 1,200 3,600 8,051 1,000 884 Q.:itti of INTERNATIONAL FOLK FESTIVAL/ Suite 117, 2539 South Bayshure Dre Miami, Florida 33133,Phone:(305)858-0000 MORTYFHLLDMAN General Chairman REQUEST FOR IN -KIND SERVICES VCR 1979 INTERNATIONAL FOLK FESTIVAL 1979 1978 Request Actual POliCe Department (2 additional men at Bay1ront Auditorium and Park $ '3 ,400 $ 2,700 _Fire Department (2 additional men, Auditorium 1,700 1,400 Public Properties (same) 4,800 4,800 Publicity & Tourism (additional advertising in Latin America and Caribbean area) 2,000 1 , 000 Computers & Communications Dept 700 600 parks & Recreation Depts 325 240 City Manager' Of f ice (Assiynment of 1 bilingual CETA se...i.etury (Nov. 1,1978-June ... , 1979.. 5,075 TOTALS cla,000 $10,740 11111111111111111111111111111111111111 1 litil limo NEI \ '411" P • N420 !it u of ,....{Itiztuti,gILiribzt -,„ . i. -Al • ,:iir2 r,i0”, 1,1/4 71 • 1, t..rryll ri•. ,,.,:l.,‘ • ‘ -i ;14 ..1 ; ,, •, I '111 i 4 $ ‘. \ 1/ . 1 , • :,,, ....; , ,,.i ,,,.;„, •1:1 ., • 7 ', ;V • 71-1! ',ITS• 4 n , 1 \ ,J :,,1"3,, • 1 7 • -.i ..1. • i I mxtt • : 41 'Z1 a 4 Suite 117, 2539 South Bayshore Drive . Miami, Florida 33133 . Phone: (305) 445-7829 October 5, 1978 MOATY FREEDMAN General Chairman Mr, Joseph Grassie Miami City Manager City Hall, Dinner Key Miami, Fla. 33.1.33 Dear Mr. Grassie: As per our conversation last Thursday, when a majority of the City Commissioners indicated they favored a substantial in- crease in the International Folk Festival's budget for 1979, you said that you and I should meet with Lew Price to once again go over the proposed Festival budget for the coming year in order that it may be brought before the Commission for final action at their meeting next Thursday, Oct. 12th. I have called a meeting of the Folk Festival Committee for next Tuesday, Oct. 10th to go over our budget once again, and it would be best for me if we could meet on Wednesday, July llth, following our Festival Committee meeting. I await word from you. Incidentally, Mr. Grassie, Aida Levitan of the Dade County Latin Affairs Department, phoned me several weeks ago about borrowing the signs which we use over our food and bazaar booths with the name of the sponsoring nation. I brought the matter before our Committee recently and they voted unanimously not to loan out our signs or booths to any other events since they were created for the Folk Festival, are distinctive to our event, and were paid for out of our City budget. The ComMittee felt it would he most unfair to use the booths and signs for other events since they were charged to us. Hoping to hear from you at your earliest convenience many thanks for your cooperation, I am, Sinc e r jeaman( 'iF/ni (so 78-67 78-67E CITY COMMISSION MEETING OF OCT i 2 1978 ItSOILITION IVO -.•)*• ROARK& ' it .... so •••••• 71°%-tAN 4'"4a' r 7)8JP,76-7-5