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HomeMy WebLinkAboutR-78-0602REC/rb 9/25/78 RESOLUTION NO, A RESOLUTION ESTABLISHING THE POLICY OF THE CITY COMMISSION COVERING CITY PARTICIPATION IN AND SUPPORT OF FESTIVALS, CULTURAL AND SPORTS EVENTS WHICH ARE PLANNED AND OPERATED BY LOCAL CITIZENS AND BUSINESS ORGANIZATIONS IN ACCORDANCE WITH THE HEREIN ATTACHED STANDARDS AND CRITERIA. E IT RESOLVED BY THE COMMISSION OF THE CITY MIAMI, FLORIDA: Section 1. A policy is hereby established regarding the City's participation in and support of festivals, cultural and sports events which are planned and operated by local citizens and business organizations in accordance with the herein attached standards and criteria. PASSED AND ADOPTED this 28 day of September Maurice A. Ferre MAURICE A. FERRE, M A Y 0 AT RALP G. ONGIE, CITY CLERK PREPARED AND APPROVED BY: ROBERT F. CLARK, ASSISTANT CITY ATTORNEY APPROV TO FORM AND CI_RECTNESS: GEORGE FS NOX, JR., 'ITY ATTORNEY ITEM NO. P! 19'78. OEX tt airy COMMISSION 1 MEETING OF S E P 2 3 1973 J i RESOI.U1tON NU. RE WRKB: . •.. • \ MEM MEM s 78 CITY 6F MIAMI COMMISSION POLICY ON FESTIVALS, CULTURAL AND SPORTS EVENTS Sf�,$JE;CT e 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 encourages citizen -sponsored and citizen -run festival, cultural and sports events. These events encourage civic pride, 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 festival, cultural and sports events and to "first time" events if funding 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 or the provision of "billable" services only from funds specific- ally 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 identified. 2. At least one-half of the total cash resources for the festival or other event must be provided 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 infor- mation at least one month prior to the City Commission's con- sideration of the request: a. A detailed description of the proposed event, including dates, times, places, nature of events, type of acts, etc. b. A complete and detailed budget for the event, showing sources and amounts of anticipated revenue, and showing IIIIIIIIIII■1■.IIII IE 1111111111IIIIIIIIIII 1111111111111 IIIIIIIIIII IIIIIII■IIII111111IIIIIIIIIIIIIIIIIIIIIII 17 t'31 COt-U'1ISStON POLICE estivals, Cultural and Spirts Etrents tategOties and amounts of planned expenditures. If the requesting organization has sponsored similar events previously, a summary statement showing co- sponsors, revenue and expenditures must be furnished. • 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. 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. 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 departments affected. The sponsoring organ- ization is responsible for making all the necessary arrange- ments, secure permits, make reservations, and to ensure that all other requirements are satisfied. . Apart from any support provided and covered in Sections A & B, the following City assistance may be provided without 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.) . Labor and other services provided by operating departments during regular hours as work schedules permit. 3. Permission for official closing of streets by resolution. Apart from any support provided and covered in Sections A & B, the following services provided must be charged to sponsoring organiza- tions: 1. Any labor or other in -kind services provided during non -routine hours and in overtime situations. All labor, utilities, equipment and insurance costs related to use of City facilities must be paid by the sponsoring organization. • The City will not provide and pay for off -duty policemen required for an event. No insurance requirements will be waived. All security deposits for damage or clean-up must be paid by organizations sponsoring these events.