Members of the Miami Lakes PSC met to finalize logistics for an upcoming community car show, approving vendor payments, security staffing and an increase to golf-cart preregistration slots while confirming a timeline and volunteer procedures.

The committee approved three vendor- and event-related disbursements, cleared security staffing for the event and voted to raise the permitted number of preregistered golf carts to 50 after discussion of site layout and overflow parking. Committee members also agreed to let participating municipal law-enforcement agencies enter their vehicles without a registration fee and added a local marketplace organization to the event banner at no charge.

Why it matters: The approvals set final operational details — payment for materials and services, on-site safety staffing, vendor placement and public access — that determine whether the show can open on schedule and meet permit conditions. Committee members repeatedly noted that some payments exceeding the town manager’s delegated authority will require town council signoff before funds are disbursed.

Most important actions and details
- Golf-cart preregistration increased to 50 slots. The group said the event’s original golf-cart cap (13) had been raised to 30 and then to 50 to meet demand; overflow parking for carts was identified near the portable-restroom area.
- T-shirt invoice approved: The committee approved a revised invoice of $1,100 (100 shirts at $11 each) from Out the Mud Printing after a last-minute supplier change. The committee also approved a separate motion to allow sale of misprinted youth shirts at $15, subject to the vendor-owner’s final sign-off.
- Security staffing approved: The committee approved payment for three deputies (Miami‑Dade area deputies) to staff the event; the package cost discussed was $1,444. Members noted that any disbursement above the town manager’s $700 threshold will require council approval.
- Stage, tables and labor: An estimated stage-and-labor charge (about $388–$400) was approved so the event will have a platform, two microphones and tables for announcements and presentations.
- Vendors, sponsors and signage: The committee approved the vendor and sponsor list as presented (several new vendors were added) and OK’d listing the Florida Market Group on the event banner at no charge in recognition of in-kind support.
- Law-enforcement vehicles: Medley, Virginia Gardens and Hialeah police — and other law-enforcement agencies that arrive for the event — were approved to participate without paying the vehicle registration fee.

Logistics, volunteers and payments
Committee members walked through a detailed timeline and checklist for the day of the show. Key operational points the committee agreed on include: volunteers meet at 2 p.m. for check-in and to receive vests; vendor and sponsor setup no later than 3 p.m.; registration and participant check-in opening at 4 p.m.; music and programming starting in the late afternoon; a flag/Star-Spangled Banner presentation planned early in the program; voting for awards to end at 7:30 p.m.; and an awards presentation and sponsor remarks later in the evening. The committee emphasized that registration will remain open on Eventbrite through noon the day of the event so staff at the registration desk can print and process the final list.

On payments and onsite sales, committee members said the town’s borrowed merchant device does not allow passing card-processing fees to buyers; members discussed using Eventbrite and a Square backup for t-shirt and day‑of sales. Several vendors will be paid after service delivery; the DJ and portable restrooms will be paid on site the day of the show.

Safety, layout and traffic
Deputy Amador reviewed public-safety assets and on-site placement of first-responder vehicles. He also updated the committee on one expected aerial demonstration that will not happen as planned: “the helicopter was actually crashed 2 weeks ago. So we we don't have the helicopter,” Deputy Amador said, explaining the team is arranging other vehicles and assets to fill the display.

Committee members described how vendors, food trucks and large vehicles will be positioned to avoid generator fumes and to keep emergency access clear. Bob Barricades (traffic control) will deploy variable message boards and barricades; committee members discussed message-board placement to direct visitors to garage parking and avoid misdirecting traffic at the Main Street intersection.

Voting and awards
The committee confirmed multiple award categories (people’s choice, best of show, police/fire-selected awards) and described an on-site voting system that will use QR codes and printed ballots; some categories will also be judged by anonymous judges chosen by the committee.

Next steps and oversight
Committee members noted that some approved disbursements exceed the manager’s $700 threshold and therefore will be sent to the town council for final approval before payment. The committee scheduled a final prep meeting (noted on the checklist) and asked staff to circulate updated vendor layouts, printed registration lists and finalized release forms before the event. The chair reported a preliminary surplus on the event account (figures discussed as tentative) and reiterated that day‑of registrations, t-shirt sales and other on-site revenue were not yet included in the committee’s estimate.

The committee closed by approving the timeline and checklist as presented and confirming follow-ups on wake-up calls with barricade vendors, printing QR codes and distributing volunteer instructions and parent-authorized release forms.

What the committee did not decide
The committee did not change the special-events permit conditions; they noted the permit requires security and other infrastructure and that the town must follow any permit conditions imposed by the permitting authority. A few operational details — such as final pick-up/return logistics for certain equipment and the disposition of misprinted youth shirts if the owner declines to accept them — were left to staff and the named vendor to resolve.

Looking ahead
Committee members said they will send the finalized registration list and printed check-in materials to the registration team by noon the day of the event and will bring backup QR-code and paper systems in case of device or cell‑service failures. The chair also invited committee members and staff to a walk-through the day after the event to confirm clean-up and any follow-up items for council consideration.