Members of the Town of Miami Lakes 25th Anniversary ad hoc committee on Sept. 2 reviewed event logistics, approved vendor participation and a band invoice, and agreed to send an amended report and budget summary to the town council for final authorization.

The committee approved an invoice for the headline act and clarified who will be allowed to set up vendor booths at the anniversary event. Members also set small “not to exceed” spending limits for the master of ceremonies and community games and voted to forward a condensed report to council that retains two committee recommendations — creation of a Miami Lakes promotional video and branding for upcoming town events.

Why this matters: Council approval is required to confirm the event and allow the committee and staff to begin marketing and vendor outreach. The decisions set the event’s baseline budget and confirm which vendors and activities the committee will recommend to council.

The committee reviewed the event timeline and entertainment plan, including a live band (listed in meeting materials as Mutt dot com Inc., doing business as Latchkey Kids). A committee member moved to approve the band invoice; the motion was seconded and the committee registered the affirmative vote. Committee members also discussed use of a comedian as potential MC and asked staff to confirm availability and cost before committing further funds.

On vendors, the group approved allowing Trellis College and associated local vendors to set up souvenir booths and asked for a vendor list and W-9s as part of the packet to present to council. The committee confirmed food-truck participation is being coordinated and that the trucks typically pay a vendor fee; game vendors and community activities will be contracted and paid from the event budget.

On budget items, the committee set three specific limits before forwarding the report to council: $500 not to exceed for the master of ceremonies, $500 not to exceed for community games/activities, and $100 not to exceed for a national-anthem performer. The committee’s working total for the closing event was listed in the packet at $25,584 (estimate) and members noted sponsorship and in-kind support could reduce the town’s net cost.

The committee debated a longer list of recommended activities submitted by various residents and stakeholders. After discussion, members moved to strip the council report of the broader list of suggested activities and forward only the two items the committee had formally approved (the video and event branding). The motion to present an abbreviated report to council carried.

Votes at a glance

- Approve invoice from Mutt dot com Inc. (Latchkey Kids) for performance: motion made and seconded; committee registered affirmative vote (record in packet). Outcome: approved.

- Approve Trellis College and affiliated vendors to set up souvenir/vendor booths at the event: motion made, seconded and approved. Outcome: approved.

- Adopt committee recommendation to limit the council report to two items (creation of a Miami Lakes video and branding of upcoming events): motion made and approved. Outcome: approved.

- Approve report to council as amended and adjust event budget with not-to-exceed allocations (MC $500; community games $500; national anthem $100) and forward total estimate ($25,584) to council: motion made, seconded and approved. Outcome: approved.

Discussion vs. decision: Committee discussion included timing, stage logistics, performers, souvenir vendors, food trucks, a proposed beer garden managed by a sponsor, and outreach/marketing (social media, flyers, Laker newspaper). The committee explicitly removed a longer list of suggested activities from the report to council, saying only the video and branding items would be recommended by the committee for council approval. Several follow-up tasks were assigned to staff and committee members, including vendor lists, W-9 collection, and confirmation of performer availability and fees.

What’s next: The committee will submit the amended report and supporting packet to the town council (deadline referenced in meeting materials). Committee members set the next ad hoc meeting for Sept. 24 at 6:30 p.m. to continue planning pending council action.

Ending: The committee adjourned after confirming the packet revisions, the attendance roster corrections, and next meeting date.