Felicia Salazar, an ad hoc committee member, and other members of the Miami Lakes ad hoc anniversary committee on Sept. 2 approved a draft timeline, a vendor list and a preliminary budget estimate for the town's 25th-anniversary celebration and agreed to send an amended report to the Town Council for final approval.

The committee approved a draft closing ceremony set for early evening (a draft timeline showed a 4 p.m. start, guest speakers around 5:15 p.m., performances through the evening and a fireworks countdown around 8 p.m.), confirmed primary vendors and community performers, and accepted an updated invoice for one band. Nancy (Staff member) told the committee that the Town Council had already authorized the event in principle but that the ad hoc group must submit a detailed, amended report before the council will allow promotion and final execution.

Why it matters: Approval to move the package to council clears the way for contracts, promotion and sponsorship outreach. The committee set modest spending limits for several line items so staff can finalize bookings while keeping the total near the current estimate.

Key decisions and numbers

- Budget estimate: The committee recorded a preliminary total of $25,584 for the event as currently scoped. That tally includes staging, lighting and sound, LED display, a live band, fireworks and other usual event costs. Committee discussion listed the live band at $2,000 and fireworks at roughly $1,000 per minute; the draft schedule included a roughly seven-minute fireworks show. (Source: Nancy, Staff member.)

- Spending caps: The committee voted on modest "not to exceed" amounts for several items to allow staff to contract without returning for every small purchase: a cap of $500 for the master of ceremonies (MC) or related fees, $500 for community games/activities and up to $500 for the national-anthem performer (the committee discussed $500 as a typical amount). These caps were approved by the committee during the meeting.

- Vendors and entertainment: The committee approved Trellis College (listed in the transcript as a vendor/representative) and other Miami Lakes vendors as souvenir vendors for the event. The committee confirmed Family Food Trucks (referred to in the meeting as a prospective food-truck provider) and Garrison (listed as the beer-garden sponsor) as expected participants. Arts for Autism and Barbara Goldman (dance school contact) were identified as community performers; the committee noted the school band originally contacted was unavailable for the date. Vicki Bakery committed to donate the ceremonial cake; the committee asked staff to confirm a size suitable for roughly 20 people. (Sources: multiple committee members; Nancy, Staff member.)

- Invoice approval: The committee approved an invoice from "Mutt dot com Inc., otherwise known as Latchkey Kids band" after staff confirmed a corrected W-9 and invoice address. The motion to approve the invoice was seconded and carried.

- Scope of the council report: Committee members debated items proposed by outside residents and organizations. After discussion, the committee voted to remove a large set of suggested extras from the package and to keep only two committee-endorsed items in the report to council: (1) creation of a Miami Lakes anniversary video and (2) branding for upcoming events. The committee instructed staff to present an amended, shorter report to council rather than including all external suggestions.

Process and next steps

Nancy (Staff member) said the committee cannot begin broad promotion until the Town Council approves the detailed plan; she set a deadline for committee corrections and additions as Sept. 4 so the report can be placed on the council agenda. The committee set a follow-up meeting for Sept. 24 at 6:30 p.m. to continue logistics and finalize materials to send to council.

Votes at a glance (committee motions and recorded outcomes)

- Amend minutes: Motion to change text that had named William Perez as the person who would confirm county officials, replacing it with "the town will confirm whether any county officials will attend." Outcome: approved.

- Approve invoice: Motion to approve invoice from Mutt dot com Inc. (Latchkey Kids band). Outcome: approved.

- Move timeline item: Motion to reorder an agenda/timeline item (move item referenced as "6a9" to "6a1f"). Outcome: approved.

- Vendor approval: Motion to approve Trellis College and associated Miami Lakes vendors as souvenir vendors for the event and to request a vendor list for council submission. Outcome: approved.

- Spending caps: Motions to set not-to-exceed amounts for event line items (national-anthem performer, master of ceremonies and community games/activities). The committee approved caps in the meeting record (discussion tied these to $500 ranges for MC and games; the national-anthem performer was discussed as typically $500). Outcome: approved.

- Scope of report: Motion (moved by Vivian Levy) to delete recommendation items in the draft report except for the two committee-approved items (video creation and event branding). Outcome: approved.

- Submit amended report to council: Motion to forward the amended committee summary, attendance roster and budget adjustments to Town Council. Outcome: approved.

Discussion highlights and context

- Timeline details: The draft timeline circulated to members shows a 4 p.m. start, an invocation and short chair remarks, performer introductions beginning about 4:25 p.m., guest-speaker block around 5:15 p.m., headline band later in the evening, a ceremonial cake-cutting and a fireworks countdown near 8 p.m. Committee members discussed flex time to absorb performance delays.

- Logistics and partner roles: The group discussed tents (rent vs. borrowing from the farmers market), coordination with the Garrison sponsor for a beer garden and the need to finalize how portable toilets, light towers and cleanup will be handled. The police will provide public-safety coverage for a "big event," while the public-safety committee offered volunteer support as an additional layer of presence; the committee clarified volunteer marshals do not replace police.

- Promotion and creative assets: Communications staff (noted in the meeting as handling the anniversary logo and a proposed social-media video) are responsible for the event logo and the proposed anniversary video; committee members asked staff to ensure a final logo and sponsorship packet are included in the package to potential sponsors.

What the record shows and what it does not

- The committee approved the amended report and multiple spending caps and voted to forward materials to the Town Council for final authorization. The committee did not finalize every contract or sign any vendor agreements that require council approval or formal purchase orders; several items remain "pending" until staff confirms availability and final prices.

- The meeting transcript records the motions and that votes passed but does not include a detailed roll-call tally for each motion; the committee used voice votes ("Aye") on most motions.

Ending

The committee set Sept. 4 as the deadline for corrections to the report to council and scheduled its next meeting for Sept. 24 at 6:30 p.m. to continue logistics. Nancy (Staff member) reminded members that council approval is required before broad promotion or final contracting for the anniversary celebration.