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Res 47-04RESOLUTION NO. 47-04 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, SUPPORTING THE ROOTS CULTURAL FESTIVAL, INC. IN THEIR SPONSORSHIP OF THE TWENTY-SEVENTH ANNUAL "ROOTS CULTURAL FESTIVAL" IN THE CITY OF DELRAY BEACH, FLORIDA. WHEREAS, the Roots Cultural Festival, Inc., is sponsoring the Twenty-Seventh Annual Roots Cultural Festival in the City of De[ray Beach from August 6m through August 8, 2004; and WHEREAS, the Roots Cultural Festival presents to the comrnunity, state, and nation a view of the rich cultural heritage of people of African ancestry in our city; and WHEREAS, this festival was originally conceived by the Jefferson Manor Homes Association in an effort to bring people together to develop pride, respect, and appreciation for their community as well as the particular heritage which they bring to the city; and WHEREAS, the Roots Cultural Festival provides an opportunity for exciting experiences for all, reminiscent of the Bahamas, the West Indies, Haiti, and other countries from which people of African ancestry have come to De[ray Beach; and WHEREAS, the activities of the festival are to promote math, language and communication development among our youth; to promote physical fitness through sports tournaments; to promote cultural enrichment and appreciation through exhibits, creative dance and dramatic presentations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS: Section 1. That the City Commission of the City of Delray Beach hereby supports the Roots Cultural Festival, Inc. in their sponsorship of the 27m Annual Roots Cultural Festival in the City of Dekay Beach. Section 2. That the City Commission hereby recognizes the 27th Anniversary of the Roots Cultural Festival, and commends its sponsors and supporters for holding this significant cultural event in the City of Dekay Beach. PASSED AND ADOPTED in reg. l~r session on this the 8e~ day of June, 2004. ATTEST: Acting City Clerk 2 RES. NO. 47-04 [lTV I)F DELRR¥ BERCH DELRAY BEACH AII-AmedcaCity 1993 2001 100 N.W. 1st AVENUE · DELRAY BEACH, FLORIDA 33444 - 561/243-7000 MEMORANDUM TO: FROM: DATE: SUBJECT: David T. Harden, City Manager D~ Robert A. Barcinski, Assistant City Manager June 2, 2004 AGENDA ITEM CITY COMMISSION MEETING JUNE 8~ 2004 APPROVAL RESOLUTION NO. 47-04 AND SPECIAL EVENT REQUEST 27m ANNUAL ROOTS CULTURAL FESTIVAL ACTION City Commission is requested to approve Resolution No. 47-04 supporting and endorsing the 27t" Annual Roots Cultural Festival. Commission is also requested to grant a temporary use permit per LDR's Section 2.4.6(H) for the use of City facilities, rights of way and parking lots, to authorize staff support for security, traffic control, barricading, signage, and cleanup and trash removal and waiver of LDR's Section 4.6.7(C)(5)(a) and (9) to allow banners and flags and to allow event signs to be put up more than one week before the event. BACKGROUND Attached is a letter and event permit from Mr. William Young, Board Chair, requesting a City Resolution supporting and endorsing this year's events, staff support for traffic control, security, barricading and signage, permission to hang banners and flags, use of City facilities, and a waiver to allow signage to be put up more than one week before the event. Estimated overtime costs for this year's event are approximately $35,000 of which $28,600 is estimated for police overtime. Estimates include overtime costs for the final weekend, basketball tournaments, and youth parade. Final costs will depend on traffic control needs on Atlantic Avenue. Last year's actual overtime costs were approximately $30,365. This included additional traffic control costs for the final weekend. This event under provisions of the new policy is classified as a major event sponsored by a non-profit agency. Per event policies, the event sponsor will be required to reimburse the City 50% of all costs over $10,000. THE EFFORT ALWAYS MATTERS SUBJECT: AGENDA ITEM CITY COMMISSION MEETING JUNE 8~ 2004 APPROVAL RESOLUTION NO. 47-04 AND SPECIAL EVENT REQUEST June 2, 2004 Page 2 27nl ANNUAL ROOTS CULTURAL FESTIVAL This year, again the final weekend events will take place on the grounds at Old School Square and the CRA parking lot. The site set up is similar to the Garlic Festival. The Board has agreements with both Old School Square and the CRA. The event sponsor will be responsible for event management, vendor approval, entertainment, banners and signs and fencing of the event site. A minimal fee will be charged for entry to the site with children being free. Parking will be directed to City parking lots at City Hall as well as the Courthouse lot and other municipal parking lots. An event budget, schedule of events, and site plan is attached. RECOMMENDATION Staff recommends approval of Resolution No. 47-04, the temporary use permit for use of City facilities and rights of way, the sign, banner and flag waiver, to be put up no earlier than July 23rd, staff support for security, traffic control, barricading, signage, and clean up and trash removal. Approval would not include blocking or fencing of NE 2naAvenue. Approval will be contingent on receipt of a hold harmless agreement and insurance certificate. RAB/gb Attachments RESOLUTION NO. 47-04 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, SUPPORTING THE ROOTS CULTURAL FESTIVAL, INC. IN THEIR SPONSORSHIP OF THE TWENTY-SEVENTH ANNUAL "ROOTS CULTURAL FESTIVAL" IN THE CITY OF DELRAY BEACH, FLORIDA. Annual Roots and WHEREAS, the Roots Cultural Festival, Inc., is sponsoring the Twenty-Seventh Cultural Festival in the City of Delray Beach from August 6~ through August 8, 2004; WHEREAS, the Roots Cultural Festival presents to the community, state, and nation a view of the rich cultural heritage of people of African ancestry in our city; and WHEREAS, this festival was originally conceived by the Jefferson Manor Homes Association in an effort to bring people together to develop pride, respect, and appreciation for their community as well as the particular heritage which they bring to the city; and WHEREAS, the Roots Cultural Festival provides an opportunity for exciting experiences for all, reminiscent of the Bahamas, the West Indies, Haiti, and other countries from which people of African ancestry have come to Delray Beach; and WHEREAS, the activities of the festival are to promote math, language and communication development among our youth; to promote physical fitness through sports tournaments; to promote cultural enrichment and appreciation through exhibits, creative dance and dramatic presentations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DELRAY BEACH, FLORIDA, AS FOLLOWS: Section 1. That the City Commission of the City of Delray Beach hereby supports the Roots Cultural Festival, Inc. in their sponsorship of the 27~h Annual Roots Cultural Festival in the City of Delray Beach. Section 2. That the City Commission hereby recognizes the 27~h Anniversary of the Roots Cultural Festival, and commends its sponsors and supporters for holding this significant cultural event in the City of Delray Beach. PASSED AND ADOPTED in regular session on this the 8a day of June, 2004. ATTEST: MAYOR City Clerk 2 RES. NO. 47-04 ROOTS CULTURAl, I:'ESTiVAL. INC. A Celebration of Uni~ and Culture April 10, 2004 The Honorable Jeff Pedman, Mayor City of Dalray Beach 100 N.W. 1'~ Avenue Delray Beech, FL 32~?.x. Dear Mayor Perlman: We are excited to announce the celebration of the 27th annual Roots Cultural Festival. Over the years, the Festival has grown in keeping with the ncc. ds and desires of the community. "Roots" has become a household word in South Florida and is synonymous with summer cultural enrichment. This multicultural event has received great support and encouragement from the city, and we are tremendously grateful. This year's theme is, "Roots: A Celebration of Family, Community, and Culture sustained by Imani (the Swahili word for Yaith')". Indeed, we believe that it is the prevailing spirit of faith in our ability to come together and respect our cultural differences that has made Delray Beach a two time recipient of the Ali-America City designation. Despite challenges (that are certain to come when undertaking a monumental effort such as Roots), we will continue in our quest to improve the quality of life in beautiful Delray Beach. We are again requesting a Resolution from the city sanctioning the efforts of this cultural organization through the support of the vadous municipal departments such as the Police, Parks and Recreation, and others. The Roots Festival has become so ingrained in the cultural fabric of South Florida that it draws visitors from through out the countw and the neighboring islands. Vacations and family reunions are frequently scheduled during Roots Festival time. This summer, the Baldwin family - one of the oldest and largest families in Delray Beach - has planned to bring over one hundred of its family members to Routs this year. ....... ,.-, ,.~ecc , r~ ....... / s J'5611 22'4 - 0365 Roots Letter 04 Attached, please find a copy of the support request list and the 2004 summer schedule. Elizabeth J. Wesley, Interim Executive Director, is the contact person. She can be reached at 278-1013. We invite you, the Commissioners, and the city staff to share in the activities which are planned from June 17th through August 8t~. Sin~c~rely yours, William Yo ~hg I) Cha;¢,~mn ~f the I~ard WY:EW:cc cc: Mr. Robert Barcinski Assistant City Manager Attachments THE TWENTY-SEVENTH ANNUAL ROOTS CULTURAL FESTIVAL Presented by THE SUN SENTINEL 2004 SUMMER DAYS of Roots Schedule DATE NAME LOCATION TIME June 17 Dedication Service Christ Missionary 7pm Baptist Church June 25-27 Youth Basketball PompeyPk//Civic Ctr TBA July 15 Youth on Parade Pompey Park 7pm July 16-! 8 Tennis Tournament Delray Tennis Center TBA Kids Day July 17 Coronation/Appreciation Luncheon OSS 12NOON July 18 Gospel Fest OSS 7pm July 19 Spelling Bee Elimination Pompey Park 6pm July 20 Strategies for Servicing those in Need Pompey Park 7pm July 23 Theatrical Presentation OSS 7pm July 25 Oratorical Contest St. Paul Baptist 6pm Church July 26 Essay Contest Pompey Park 6pm Spelling Bee July 27 Geography Bee Pompey Park 6pm Critical Thinking July 28 Math Contest Pompey Park 6pm Environmental Bee July 29 Business Seminar TBA TBA July 30-Aug 1 Adult Basketball Pompey Pk & Civic TBA Ctr August 3 A Gathering of Brother & Sister Pompey Park 7pm Aug 6 Heritage Parade Pompey Park 6pm Aug 6-8 Festival on the Square OSS 8-1 lpm Aug 7 Prayer Breakfast Health Fair OSS 7:30 am Aug 8 Gospel on the Square OSS 12Noon- 8pm ROOTS CULTURAL FESTIVAL, INC. FY 2004 Budget I. Expenses Personnel - Administration $1.00 Academic Component 5,000.00 Kuumba 11,500.00 Classical Series 12,000.00 Strategies for Serving those in need 50.00 Gathering of Brother & Sister 50.00 Theatrical Presentation 500.00 Coronation/Appreciation Luncheon 2,000.00 Heritage Parade 1,000.00 Prayer Breakfast 1,000.00 Office Rental/Utilities Space Rental/Utilities (12mos ~ $500) 8,100.00 Telephone & Fax Services (12mos. ~//175) 2,100.00 Marketing and Advertising 5,000.00 Accounting Fees 4,000.00 Equipment Service & Repair 600.00 Concessions 2,000.00 T-Shirt 3,000.00 Logistics & Facility Layout 10,000.00 Souvenir Booklet 3,000.00 Sound (Indoor Activities) 1,000.00 Sound (Outdoor Activities) 6,000.00 Youth on Parade 500.00 Postal/Mailing 200.00 Insurance (Board & Festival) 3,000.00 Supplies 2,000.00 Auditing 5,000.00 Legal Fees 1,000.00 Printing 1,000.00 Miscellaneous Expenses 1,000.00 Business Seminar 500.00 Artist Fees 50,000.00 Gospel Fest 400.00 Sports Components Basketball Tournament 6,000.00 Tennis Tournament 5,000.00 Golf Tournament 5,000.00 Total Expenses $158,501.00 II. Revenue Festival on the Square(Admission) 46,500.00 Basketball Tournament 10,000.00 Tennis Tournament 8,000.00 Golf Tournament 10,000.00 Booth Space Rental 12,000.00 Souvenir Booklet 4,000.00 T-Shirts 5,000.00 Concessions 3,000.00 Youth on Parade 1,000.00 Gospel Fest 1,251.00 Coronation/Appreciation Luncheon 3,000.00 Business Seminar 1250.00 Prayer Breakfast 1,000.00 Theatrical Presentation 1,000.00 Classical Series 2,500.00 Grants, Foundations, Corporations 49,000.00 Cash Carry-over Total Revenue 158,501.00 ROOTS CULTURAL FESTIVAL FY 2004 SUPPORT LIST 1. Police Security, where applicable 2. The City to allow the display of the Roots flags. 3. The City to waive fees for the use of facilities and staff for all activities schedule at Pompey Park, and other appropriate city facilities. 4. The City to provide Roots signage on Atlantic Avenue and all other appropriate sites from July 19th - August 8th. 5. The City to allow Roots exclusive use of City Hall Parking lots. Representatives of Roots will be charging a parking fee with all proceeds going to Roots organization. City of Delray Beach · 'CEIVED Special Event Permit 1 I 200~ Application MANAGER PLEASE PRINT Event Name/Title: Event Date(s): Event Time(s): Event SponsodProducer: DEL~YB~CH 1993 2001 Event Contact/Coordinator: Address: ~, O, ~ Telephone Number: E-mail Address: J Cellular Number: Sponsor Category (please check) City ~,l~n-Profit/Charitable [] Private [] Co-Sponsor- Non-Profit/Private [] (If Non-profit attach proof of 501c(3) or (d)) Event Location (Describe area boundaries of event/location): Site plan attached (Site plan required for entire event site) Event budget attached (Required for all events) Serving or selling alcoholic beverages yes ~ no yes no yes ~" no (If yes, copy of license and alcohol liability insurance required two (2) weeks prior to event) ] Event certificate of insurance attached yes no (Required two (2) weeks prior to event naming the City as additional insured, also required for vendors) Playing of amplified music yes no (Waiver required) / Requesting Police assistance yes ~ no (traffic control/security) Will supplement with private security yes q~' no (If yes, need plan attached) Requesting Emergency Medical assistance yes no Requesting barricade assistance yes ~ no Requesting trash removal/clean up assistance yes ~// no Requesting trash boxes and liners yes ,~ no Requesting stage use (If yes, check type) Large stage covered [] Half small stage n yes no Largestage no cover [] Small stage [] yes ~ Directional signs Indicate dates required Requesting signage no Type: Event sign' -/' r Banner hanging. ~x' -~o Ud~z~4, ?cC¥ (Waiver required if more than one (l) week prior to event) Food and beverage vendors yes ,~ If yes, approximate number ,;J{~ Health Department approval yes ~ Other vendors yes ~ Tents yes ~ no no no no (If yes, tent permits and fire inspections maybe needed) Will the event include amusement rides yes ~' no (If yes, type and location and copy of liability insurance required) Will the event be gated yes ~/' no (Show on-site map) 2 Will there be fireworks or other pyrotechnics (If yes, contact Fire Marshall) Will there be cooking with compressed gas (If yes, contact Pire Marshall) yes no Will you be providing port-a-lets for the event yes yes / no no. (If yes, locate on-site map. If no, indicate how you will handle restroom needs) Will there be a charge for the event (If yes, indicate ticket prices) Is reserved parking requested (If yes, indicate locations) yes ~x' no yes ~ no C o htr .a ct~o r//(~o~(r,d i n a~_o r Please print. /~/t_~-,u~ i,- _.~ ,~ Please enclose the appropriate non-refundable application fee payable to the City of Delray Beach, 100 N.W. 1st Avenue, Delray Beach, Florida 33444. ForStaffUseO. nl~ Date Received Site map ~ ~ Budget / Certificate of insurance Hold Harmless agreement Security plan Waiver alcoholic beverage Railroad approval Coast Guard approval 501c(3) or (d) certificate or letter Health Department approval Fire Inspector approval Police Department approval Public Works approval Parks and Recreation approval City Commission approval Application fee received