Res 42-07
RESOLUTION NO. 42-07
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF DELRAY BEACH, FLORIDA, SUPPORTING THE ROOTS
CULTURAL FESTNAL, INC. IN THEIR SPONSORSHIP OF
THE THIRTIETH ANNUAL "ROOTS CULTURAL FESTNAL"
IN THE CITY OF DELRAY BEACH, FLORIDA.
WHEREAS, the Roots Cultural Festival, Inc., is sponsoring the Thirtieth Annual
Roots Cultural Festival in the City of Delray Beach being held from July 20, 2007 through August
12, 2007; and
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 Dekay Beach hereby supports
the Roots Cultural Festival, Inc. in their sponsorship of the 30~' Annual Roots Cultural Festival in
the City of Delray Beach.
Section 2. That the City Commission hereby recognizes the 30~' Anniversary of the
Roots Cultural Festival, and commends its sponsors and supporters for holding this significant
cultural event in the City of Dekay Beach.
( \
i
~y of ~y, 2007.
7
RES. N0.42-07
MEMORANDUM
TO: MAYOR AND CITY COMMISSIONERS
FROM: ROBERT A. BARCINSKI, ASSISTANT CITY MANAGER C~
THROUGH: DAVID T. HARDEN, CITY MANAGER ~ ~"~js'S~^~
DATE: JULY 20, 2007 Q ['
SUBJECT: AGENDA ITEM # -1 • i.~ -REGULAR MEETING OF JULY 24, 2007
APPROVAL RESOLUTION NO. 42-07 AND SPECIAL EVENT REQUEST
30 ANNUAL ROOTS CULTURAL FESTIVAL FAMILY DAY IN POMPEY
PARK, ACADEMIC OLYMPICS, PRAYER BREAKFAST, FESTIVAL
PARADE AND WEEKEND FESTIVAL
ITEM BEFORE COMMISSION
City Commission is requested to approve Resolution No. 42-07 supporting and endorsing the 30~'
Annual Roots Cultural Festival. This year's events include the Academic Olympics being held on
July 28, 2007 from 9:00 a.m. to 5:00 p.m. at Pompey Park, Family Fun Day on August 4, 2007 from
9:00 a.m. to 8:00 p.m. at Pompey Park, Parade on August 10, 2007 starting at 6:30 p.m., Prayer
Breakfast on August 11, 2007 from 7:00 a.m. to 10:00 a.m. at Pompey Park, the Festival being held
at Old School Square on August 10, 2007 from 6:45 p.m. to 11:00 p.m. and August 11, 2007, 11:00
a.m. to 11:00 p.m. and the Gospel Fest on August 12, 2007 from noon until 8:00 p.m. Commission
is also requested to grant a temporary use permit per LDR Section 2.4.6(F) for the use of City
facilities, rights-of--way and parking lots, and to authorize staff support for security, traffic control,
EMS assistance, barricading, signage, and cleanup and trash removal.
In addition, Commission is also being requested to waive rental fees and staff overtime costs for the
Family Fun Day and other events at Pompey Park, to waive large stage rental fees and overtime
costs, to provide use of City Hall parking lot for paid parking, reserved parking for vendors,
entertainers and volunteers, and to provide use of the City generator and tables and chairs for use at
Old School Square.
BACKGROUND
Attached is a letter, special event permit application, budget, site plan and support list for the
requested events received from Alberta McCarthy on behalf of Roots Cultural Festival, Inc.
The weekend festival will be gated with a charge of $5.00 per person and alcoholic beverages will
be served. Food and beverage vendors, as well as a children's area, will be on site at Old School
Square and entertainment will be provided.
U:\wwdata\Events\Roots Cultural FestivallAgenda Item Approvol Roots Cultural Fest Family Day etc2007.doc
City costs for each of these activities are approximately as follows:
Academic Olympics -Overtime $0, Rental fees $108
Family Fun Day -Overtime $4,550, Rental fees $0
Parade -Overtime $1,300
Prayer. Breakfast -Overtime $0, Rental fees $48
Festival -Overtime $11,070
Gospel Fest -Overtime $0
Stage Rental - $1,597
Signage - $250
Estimated Total $18,923
Based on event policies and procedures the estimated costs for City services that would be charged
to the event sponsor are as follows:
Academic Olympics - $108
Family Fun Day - $1,420
Parade - $120
Prayer Breakfast - $48
Festival - $3,525
Gospel Fest - $0
Stage Rental - $1,597
Signage - $250
Estimated Total $7,068
We will work with staff and the event sponsor to try to reduce these costs. In the past, City
Commission has waived city facility rental fees and overtime costs for the Pompey Park staff. If
rental fees and Pompey Park staff overtime are waived, the estimated total cost for City services
would be $6,912 without waiving Parks and Recreation Parks Maintenance staff costs, which are
$1,140. In addition, the City does not have available table and chairs for use at Old School Square
as requested. They will either need to rent these or see if they can get some from Old School
Square.
RECOMMENDATION
Staff recommends approval of Resolution No. 42-07, approval of the temporary use permit,
approval of banners on the event sites and event signage (to be placed no more than 10 days prior to
the event), staff support as requested, use of the City Hall Parking lots by the event sponsor for paid
parking, use of other parking lots for reserved parking, use of the City generator, waiver of Pompey
Park rental -fees and Pompey Park staff overtime contingent on the receipt of the Hold Harmless
Agreement, Certificate of Event Liability Insurance, and Certificate of Alcohol Liability Insurance.
U:\wwdata\EventslRoots Cultural Festival\Agenda Item Approvol Roots Cultural Fest Family Day etc2007.doc
RESOLUTION NO. 42-07
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF DELR.AY BEACH, FLORIDA, SUPPORTING THE ROOTS
CULTURAL FESTNAL, INC. IN THEIR SPONSORSHIP OF
THE THIRTIETH ANNUAL "ROOTS CULTURAL FESTIVAL"
IN THE CITY OF DELRAY BEACH, FLORIDA.
WHEREAS, the Roots Cultural Festival, Inc., is sponsoring the Thirtieth Annual
Roots Cultural Festival in the Ciry of Delray Beach being held from July 20, 2007 through August
12, 2007; and
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 Ciry of Delray Beach hereby supports
the Roots Cultural Festival, Inc. in their sponsorship of the 30~' Annual Roots Cultural Festival in
the City of Delray Beach.
Section 2. That the City Commission hereby recognizes the 30`~ 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 special session on this the 24`s day of July, 2007.
MAYOR
ATTEST:
City Clerk
RES. NO. 42-07
Roots Cultural Festival, Inc.
85 S.V. 5t'` Avenue
Delray Beach, FL. 33444
562-2740365 office
561-3301291 faz
www.delrayrootsfestival.or~
rootsfestivaldelrayngmail.com
June 30, 2007
Mayor Rita Ellis ~
City of Delray Beach '
100 N.W. 1~ Avenue
Delray Beach, FL. 33444 ~
Dear Mayor Ellis,
On behalf of Mrs. Elizabeth Wesley, the Board of Directors and all the volunteers of the
Roots Cultural Festival we send you congratulations on your first ninety days as Mayor
of Delray Beach. We are excited to inform you of our celebration of 30 years in Delray
Beach. Over the years, the Festival has grown in keeping with the needs and desires of
our community. "Roots" has become a household word in South Florida and is
synonymous with summer cultural enrichment.
i
This year's theme proclaimed by the Griot {the historian pictured above) is "Everybody's
got Roots". We believe that it is the prevailing spirit of unity in our ability to come
together and respect our cultural differences that has made Delray Beach a two time
recipient of the All-America City designation.
The Roots organization would love a Resolution frazn the City sanctioning the efforts of
this cultural organization through the support of the various municipal departments such
as Police, Pazks and Recreation, Fire and Rescue, Convnunity Improvement and
employees that volunteer.
Attached, please find a copy of the support request list and the 2007 summer schedule.
We invite you and the Commissioners to participate in the parade, and invite all to
participate in the activities which are planned. Please have someone contact us and
advise who will be attending which events so we can be certain to recognize you.
ter lryncs
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City of Delray Beach R.
Special Event Permit
Application
f~~e
_ PLEASE PRIN'T'' ~~;
Event Appiroved/Dertled Date of ApprovaUDeniat
rovediDenied b .Title
• 7. Event Narne/'f'itle: ~{S7tJr.~.~ ~f(-ze{Ce~g
Z. EvQnt Date(s): Event Tkrf s):
~~ - ~ ~ low'
s t V c ; Y.~ ~ ! /~'~
l (~ - ! m
font-~~ U L 4-'I (C Sf - -- ~ r-'1
f~'L'Cz11ST - t1m Per d Pll~t~ iI 7 _ ~ n ~
3. Event SpoiSsar/Pr'aduoer. v~S Cu~~,c 5~v ~-c.. ~.w~.
4_ Event Contact/Caordinabr: ~Lt / 'LL' ~,e t
5. Address• $S ~ i,J ~` ~ ~-_ E.e`A-~ 8 ~{ • 33 y a y -.-.~
B. Telephone Number. • ~laL- ~2~-_ 3b,~,Cellular Number.
7. E-mail Addn3sa: c. v - F ~~ ~.~ - P~r-~
8. Event Descrlptlan:- i~~,e,EoOc,•+i~ ~:- S.re-z.,,., _ ~.-~~-~.,, .,,,~...~ , ~ ~_ _ v
.,..~.w Irv ' Crcaxc.; aJ; -t[ --; fi
(n' eghbot~hood b1 • party, then p18aSe skip gwesticsna 0-35• and to
queaeiorr a~'36} s
8. Sponsor ~aeegory: (please check) City vNon-Profit/CharitaDle 'Private ^
Co- Sponsor -Non-Prot3t/Priva~e o •
(~~von-pro~rt attach proof of ~lc(31, a~I, c161, afar ~ a19}J
10. Event LocatianlAddress: ,~,~ Sirrer~ ~'iJ-1.ML - ~! ~ ~r,J~rLZ~x? ~}-J~.
i r"1-r21~ ST
-
Slte plan attached: yea no~_
(Silo plan hoquin/c/ !br enlFra event site) .
12: Event budget attached: yeq ~ no
(R+ga-r~ed farad ev~enis) -'~"`
13. Serving or salting akohoiic beverages: yes na
(~Y+~, ~`oPY v/ Ifcense and aicohoJ liability Insurance npuired twro (3) wealrs prior
to erer+d
14. Event certificate of insuranos aitnched: yes; n
(Requfr~ed iron (Z) weeks prior to event naming the City as eddiBonai insured', a/so
' -~egvJnd for vendors) ~ '
15. Playing of ampliT~ed music: ~ yes nor
(Waiver rsgcdiedJ
1B: Requesting Police assistance: ~ Yes no
(Tra>Rfc corttroilsocurft~ •
1
4~
17. VVtq euppiement w~h private Yes ~ ~ n°
(1f-yss, nssd plan a~~o~-
'[S. Requesting Emergency iNeaica! assistants: yes n° -
'19. Req"veering ta~Rioade assistance yes ~ o0
20: ' R®questing trash remavaVcleaul up assistance: yes nd
21. t Requesting trash boxes and liners: - ~ yes no
22. RequestMa stage use: Y~~ no---
C~]~s, check typal
~~ s~gg coverr~ Ct Large stags no cover D, Sma!! stags-a Half small
stage a f
23. Requesting signaae: Yom-.-- nO
Typs: Event Sian Directlona! signs
Banner hangl trldirate dabs require ~ ~ cs P2cc,/L
(Waiverrequlred ff chore than on® (tj week pr+~orto ev~snq
24. Food and beverage vepdors: yes~_ na
1# yes. pteaSS Provide trite approximate -number, as well as the name,
address, and contact pflorN Wombat of ~-ch vendar which is due no ixter
than one week prior ~ the events S VE n~*rr. s
25. Health Department approver: (see attached) yes no_~,,,.
28. Other vendors: Yes n0---
27. Tents: - yes nor
(1f yes, tent pe-7nlfs and lfrs inarpoctlons maybe needed]
ZS. 1flfirE the evert include arrwsement rides? requiring stab a prover?
y~ ~ ? ~°
[H ~, tYAe and /ocatlat and copy of listblJlty lnsvrance raegrrfro~(Atso,
p1~4 provide ttre name, address and contacf phony namber far each
amusement provide along with copies oaf their Ifability lnsrrrancej
29. 1fVili the event tie gated? yew - no .
(Show on-alts Wrap]
3p. 1MEI there be fireworks or other pyrotechnics? yesl~ no_~~
' (if yes, contact Firs MaorshalJl
31. Wlil thane rye cooking wish compressed gas? ~ Yes 1~ nO._------
(Hyes, contact Firs IMarYholij
32_ Will you be providing ports-bb for the event'? Yes no
#Jf yes, locate on-site map- ff no, Indicate how you wIN furndle restroom
naiads} G{.51~ /~s;-r~s Cv_ DSS ~.,rn.~:st~%5~.~
3S. Will there be a charge for the event? yes~._ rt4
(/f yam, iirciicats tlckft priees) om /
34. is reserved parking r+ec;uesbed't y~ rJ nOr--------
(!f yes, indicate /oa~onsl . -
2
i
3
'~ `
f
35. Neighborhood Block Parties (Neighborhood block parties: only}
is event sponsored by the Homeowner's Association? yes nom
(!f nof, then lndividua!(sJ subrnifting permit application must also submit a
petifion signed by 59% of the homeowners who live on the block
• Please note the following:1) Approvals will only be given for a one (1)
block area 2} Permit applications must be received in writing by the City
Manager's Office at least thirty (30) days ; prior to the event.3)
Consumption ar sale of alcohol on City rights-af--way will not be
pem~itted.4) S#ructures other than barricades are not allowed in City
rights-of-way.5} Homeowners Association wi11 :be required to pay all
overtime costs that may be incurred as a result of City staff involved in the
event.. ~~ - ~
~~30% 7
Date rr!
Please princ:~d3,~~~ r ~r~.~~~~• ~
Please enclose the appropriate non-refundable application fee payable to the City of
Delray .Beach, 100 N.W. '{St Avenue, Defray Beach, Florida 33444.
For Staff Use Only
Date Received Application #ee received $
Site map
Budget
Certiftcate of insurance
Hold Harmless agreement
Security plan
Waiver alcoholic beverage
Railroad approval
Coast Guard approval
501 c(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
...., ~ ~ .., ., ... ~, N . c
Roots Cultural Festival
Budget Summary
Summer Weekends
July/August 200'7
EXPENSES:
Academic Olympics 53,000
Family Day at Pompey Park $6,000
Parade, Prayer Breakfast, Health Screening $300
Gospel on the Square $12,000
Insurance $ 3,200
Promotions/Marketing $ 3,000
Banners/Sites $ 3,000
Festival days $30.000
$60,500
REVENUES:
Grants $12,750
SponsorshipslDonations $10,000
Ticket/Admission Income $10,000
Food,Beverage,Vendors $26,000
Other S 3.000
$61,750
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ROOTS CULTURAL FESTIVAL
FY 2007
SUPPORT LIST
1. Police security, where applicable
2. The City to display International flags
3. The City to waive fees for the user of facilities and stafffor all activities
scheduled at Pompey Park and other appropriate City facilities
4. The City to provide Roots signage on A#lantic Avenge and all other
appropriate sites from July ZSt~` to August 12ei
5. The City to allow Roots exclusive use of City Hall parking lots (a parking fee
will be charged
6. Request tLh use of County parking garage for festival weekend August 10th --
August i2 .(Roots will charge a fee)
7. Large lighting oa Old School Square grounds for dark areas
8. Reserve parking spaces for vendors, entertainers aad volunteers
9. Need tables and chairs set up at OId School Square for eating area