Hallandale Beach commissioners directed city staff on Wednesday to sit down with the Civic Association to negotiate an agreement for the citys Martin Luther King Jr. parade and festival after the group was the only respondent to a short solicitation.

The Civic Association presented a proposal that would restore the parade route from B.F. James to O.B. Johnson followed by a festival, but commissioners and staff said financial details, revenue handling and the scope of in-kind services need to be clarified before a final contract can be executed.

Kathy Schantz, Parks and Recreation director, told the commission the city issued a "semi formal request for proposals" and opened it for two weeks. "We only opened it for 2 weeks because we're very sensitive to the timing," Schantz said. She said the Civic Association was the only organization to submit a proposal and that staff had not yet brought a draft agreement because some financial items did not match the citys available funding.

The Civic Associations president described the groups vision as "soaring to greater heights in unity," and told the commission the organizers expect the event to be "bigger and better," which will increase costs. The group said its past volunteer and in-kind work for the event equaled about $22,000 and that its submitted budget included consultant fees and other line items that together total about $44,000 (described in the presentation as "44,000 something odd dollars").

Commissioners said they support moving forward but want a written memorandum of understanding or similar document that sets checks and balances, clarifies how any proceeds are handled and specifies fundraising responsibilities. Mayor (unnamed) asked staff to meet with the Civic Association and report back; several commissioners said they would also assist with fundraising.

City Manager Dr. Earl confirmed staff has scheduled a meeting with the Civic Association for tomorrow at 6:30 p.m. at O.B. Johnson to discuss the proposal and the budget. "We want to see this event happen," Dr. Earl said, "but again... we have to be accountable as well."

City Attorney Jenny advised commissioners that, under the citys procurement code, the city manager can act within delegated spending authority and therefore may not be required to return to the commission unless there are budgetary changes. Jenny said, "No. He doesn't because it's within his delegated spending authority." Commissioners said staff should bring an item back to the commission if the agreement requires additional budget authorization.

Speakers from the Civic Association and allied groups told commissioners the organization has a small working group (six people in recent years) and partners that include local churches, the Legacy Collective and other community members. A representative named Shadi introduced organizational members and said the group needs time to finalize vendor contracts and logistics: "We really need you all to really disturb and meet with us. And if we are the ones that you want to put on this event, time is of the essence."

Commissioners also referenced disruptions to last years event and changes in Civic Association leadership, noting those issues shaped the decision to solicit proposals. The commission said the city seeks a transparent, equitable process that does not "pick and choose winners," and that an MOU should memorialize responsibilities, revenue treatment and accountability measures.

Staff said they hope to have an agreement ready for consideration by the next commission meeting if the parties can resolve outstanding budget and contractual details quickly. If the final terms require additional city funds, staff will return to the commission for approval.