Miami Lakes PSC approves T‑shirt invoice, security pay and event plan for upcoming car show

Members of the PSC met to finalize logistics and spending for an upcoming Miami Lakes car show, approving a new T‑shirt invoice and several event expenses while expanding golf‑cart parking and confirming vendor and volunteer procedures.

The committee voted to approve a $1,100 invoice from Out the Mud Printing for 100 T‑shirts at $11 each and authorized the group to sell the shirts at $15 each, subject to the seller's approval. The committee also approved payment for three deputies (total $1,440) for event security, and approved stage setup and labor estimated at roughly $388–$400. Committee members noted that any disbursement above the town manager's $700 threshold will need formal town council approval before funds are released.

Why it matters: The event is a community fundraiser and promotional event that includes vendor booths, a public car show, demonstrations from multiple municipal departments and a volunteer program with student volunteers. Several approvals affect vendor payouts, on‑site security and revenue streams (shirt and registration sales), and the committee flagged follow‑up steps needed before the town can release funds.

What the PSC approved and why - T‑shirts: The committee approved a replacement invoice from Out the Mud Printing for $1,100 (100 shirts at $11 each). The original quote discussed earlier in planning had been $8.50 per shirt; a last‑minute vendor change raised the per‑shirt cost to $11. Committee members approved proceeding with the $1,100 invoice and a separate motion to sell the available shirts at $15 each, subject to approval from Johnny Torres, who had contracted the shirts. The committee recorded a vote to allow sale of existing/delivered youth shirts if the vendor declines a refund; the sale motion includes the condition that Johnny Torres approve the plan.

- Security: The PSC approved funding for three deputies (Miami‑Dade Sheriff's Office) for the event at a combined cost of $1,440. Members acknowledged that deputies are taking Saturday duty in addition to regular work and reiterated that the spending will require town council sign‑off because it exceeds the manager's $700 approval threshold.

- Stage and related labor: The committee approved stage rental and labor (estimated around $388–$400) including delivery of tables and setup assistance from a third‑party vendor. Committee discussion specified that vendors/committees asked to set up off town premises are expected to bring their own tables and chairs unless covered by the town contractor.

- Golf carts and registrations: PSC members agreed to increase preregistered golf‑cart spots from the prior limit to 50; the committee left open an overflow plan (curb parking) for additional carts on the day of the event. Pre‑registrations recorded in the meeting included 47 cars preregistered and 113 general‑admission registrations at the time of the meeting.

- Vendors and sponsors: The committee approved the vendor and sponsor list presented to the PSC, adding Game Day Health as a vendor (fee $100) and adding Florida Market Group as a no‑charge banner sponsor in recognition of its assistance recruiting vendors. The committee confirmed multiple vendor logistics items (insurance checks, table placement, generator/fuel concerns for food trucks) and assigned vendor coordination tasks to committee members.

Volunteer, payment and on‑site operations The PSC confirmed a volunteer plan using student volunteers (several students were signed up through the town process). Volunteers were scheduled to report at 2 p.m. the day of the event to check in, wear volunteer vests and staff registration, T‑shirt sales and parking. Committee members required parent/guardian signatures for any on‑site volunteer forms completed the day of if pre‑registration was not available.

For payments, the committee confirmed Eventbrite will handle preregistration and T‑shirt sales; the team discussed Square as a backup merchant device borrowed from a town department. Because the borrowed device does not allow passing merchant fees to customers, the PSC discussed raising posted prices slightly (proposed during the meeting as $26 per car and $6 per golf cart) to match actual costs and simplify on‑site transactions; final pricing was left to Isabella (town staff) and the registration team to confirm and post. The PSC also asked for laminated QR codes and multiple backups to reduce mid‑event payment interruptions.

Timeline, publicity and next steps PSC members approved the event timeline and the meeting checklist as presented. Key operational notes included a vendor setup deadline no later than 3 p.m., volunteer check‑in at 2 p.m., music beginning around 4:30 p.m., a Star‑Spangled Banner performance planned during the early evening, voting (people's choice and judge ballots) closing late in the evening and the event concluding at 10 p.m. Committee members agreed to continue day‑of coordination (barricades, signage, parking directions) and to forward any expenditures above the manager's $700 limit to the town council for formal approval before payment.

Votes at a glance - Approve minutes with edits: Motion to approve minutes with the changes offered in the meeting; second recorded; outcome: approved. - Increase golf‑cart preregistration to 50 spots: Motion and second recorded; outcome: approved. - Approve Out the Mud Printing invoice, $1,100, for 100 T‑shirts: Motion and second recorded; outcome: approved; note: payment exceeds manager threshold and will require town council approval before funds are released. - Authorize sale of T‑shirts at $15 each (subject to seller approval): Motion moved by committee members; outcome: approved (subject to Johnny Torres' approval). - Approve stage labor and tables (estimate ~$388–$400): Motion and second recorded; outcome: approved. - Approve payment for three deputies (security), $1,440: Motion and second recorded; outcome: approved; note: will require council approval for disbursement. - Allow Medley, Virginia Gardens, Hialeah and other law‑enforcement vehicles to attend without registration fee: Motion and second recorded; outcome: approved. - Add Florida Market Group to event banner as sponsor (no charge): Motion and second recorded; outcome: approved. - Approve vendors and sponsors as presented and add Game Day Health at $100: Motion and second recorded; outcome: approved. - Approve event timeline and checklist as presented: Motion and second recorded; outcome: approved.

What remains Several operational items were left for staff follow‑up: finalize the release/waiver language with the town attorney, confirm final pricing and the merchant device plan, obtain and distribute laminated QR codes for day‑of sales, confirm pick‑up/delivery times for portable restrooms and signage from Bob's Barricades, and forward disbursement requests above $700 to town council for approval.

The PSC's approvals completed most planning decisions needed for the car show; committee members scheduled additional check‑ins with staff and volunteers in the 24–48 hours before the event to finalize logistics and ensure council action on required disbursements.