Miami Lakes 25th Anniversary Ad Hoc Committee members on Sept. 2 approved a revised event plan, vendor participation and an estimated $25,584 budget for the town’s 25th anniversary closing celebration, and voted to forward the corrected report to town council for formal approval.

The committee approved a $2,000 fee for a live band, authorized vendor participation including Trellis College and related local vendors, set not-to-exceed amounts for several line items, and directed staff to submit an amended report to council by the Sept. 4 deadline so the event can be promoted after the council meeting on Sept. 6.

Committee members debated the draft timeline, entertainment lineup and logistics for the closing ceremony, tenting and the beer garden. The committee set specific spending limits: a $500 cap for a master of ceremonies, $500 for community activities and games, and $100 for the national anthem performer. The plan also assumes fireworks at roughly $1,000 per minute; the draft timeline indicated approximately seven minutes, which the committee used in the estimate.

The committee voted to accept a corrected invoice for the band (Mutt dot com Inc., doing business as Latchkey Kids) that was resubmitted to fix W-9/address discrepancies. The invoice approval was recorded as a voice vote with committee members present voting in favor.

Members confirmed logistics items for the event, currently planned as an anniversary weekend with the formal closing celebration on Dec. 6 (the town’s official anniversary is Dec. 5). The program outline in the committee packet calls for a 4 p.m. start, performances introduced by an MC beginning roughly 4:25 p.m., guest speakers in the early evening, the headline band around 6:15 p.m., a ceremonial cake and brief remarks, and a fireworks countdown near 8 p.m.

Committee members discussed entertainment bookings and availability: a school band was unable to perform on the date, organizers are pursuing local dance schools (Barbara Goldman and Arts for Autism were named as tentative participants), and they will attempt to secure a comedian as MC (interest and fee to be confirmed). Food-truck participation is pending; a local vendor contact (identified as Oscar) is assembling truck options and will propose game and pricing packages for committee approval.

The committee approved allowing Kimberly Trellis (Trellis College) and associated vendors to sell Miami Lakes-related items at a souvenir booth during the event and asked for a vendor list and required W-9s. The committee also agreed the town does not have enough tents to supply all vendors and discussed renting additional tents or partnering with the farmer’s market for setup support.

Nancy, a member of the town’s Public Safety Committee, offered volunteer support for event staffing and clarified that police coverage for a large event would be provided separately by the police department; public-safety volunteers would serve as an additional “eyes-and-ears” layer.

The committee voted to present an amended "Report to Council" that trims the committee’s submission to only the two items the committee had formally approved (creation of a Miami Lakes promotional video and branding for upcoming events) while including the corrected budget, attendance roster and the vendor list. The committee set a next meeting for Sept. 24 at 6:30 p.m. to continue preparations if needed.

Votes at a glance:
- Motion to amend the minutes to state the town (not an individual) will confirm county attendance: Approved (voice vote).
- Motion to approve invoice from Mutt dot com Inc. (Latchkey Kids band): Approved (voice vote).
- Motion to approve Trellis College and associated local vendors as souvenir vendors at the event: Approved (voice vote).
- Motion to move a timeline line item (reordering agenda/program items): Approved (voice vote).
- Motion to submit the amended Report to Council (retain only the two approved items and include corrected budget and attendance roster) with budget adjustments: Approved (voice vote).

Committee members repeatedly emphasized that council approval is required before the committee may begin broad promotion; staff will submit the amended materials to intergovernmental staff and communications to finalize a logo and sponsorship package for outreach.

The committee concluded with standard next steps: collect vendor W-9s, finalize pricing and quantity for games, confirm MC interest and fees, secure the band contract, and submit the amended report by the Sept. 4 deadline so council can consider it at the Sept. 6 meeting.