HomeMy WebLinkAboutSR - AGR-5541.A - ANNUAL CAR SHOW ORANGE PLAZA* �.c * AGENDA ITEM
March 10 2015
TO: Honorable Mayor and
Members of the City Council
FROM: Irma Hernandez, a_ `,'—
Deputy City Manager
ReviewedNerified By:
City Manager"
L' -3- `J
Finance Director
To Be Presented By:
Irma Hernandez,
Deputy City Manager
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1. SUBJECT
Four -year Agreement with the Orange Plaza Rotary (OPR) to use the Orange Plaza area for
their Annual Car Show to be held on April 19, 2015, April 17, 2016, April 23, 2017, April 15,
2018.
2. SUMMARY
This Agreement supercedes the expired 2014 Amendment to the 2010 Agreement with Orange
Plaza Rotary (OPR), and authorizes the use of City streets for the production of the Annual Car
Show.
3. RECOMMENDED ACTION
Approve the four -year Agreement and authorize the Mayor and City Clerk to execute on behalf of
the City.
4. FISCAL IMPACT
None. OPR is responsible for paying all City costs incurred with the production of the OPR Car
Show as detailed in the agreement.
5. STRATEGIC PLAN GOAL (S)
3. Enhance and promote quality of life in the community
e. Develop and strengthen collaborative partnerships to enhance and promote quality of life
programs, projects, and services.
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ITEM # � � � 3/10/15
6. GENERAL PLAN IMPLEMENTATION
Cultural Resources and Historic Preservation Element
Goal 5.0
Meet the cultural, civic, recreation needs of residents.
7. DISCUSSION and BACKGROUND
The Orange Plaza Rotary (OPR) has produced their Annual Car Show in the Plaza in April for
over twenty years. Prior to 2010, the annual event was approved annually via the City's Special
Event process. In 2010, the City Council approved a three -year agreement outlining the details of
the event and approving the use of the Plaza for this event. The original agreement between the
City and OPR was for a three year period and expired in 2013. For the last two years, Council
approved the first and second amendments which were one -year extensions to the 2010 agreement
and allowed for the production of the 2013 and 2014 Annual Car Shows.
This event draws thousands of visitors to the City of Orange. City staff works closely with OPR to
help ensure the safety of the event for both visitors and participants while protecting City property.
The projected attendance for this one -day event is 15,000 visitors which requires that Orange
police officers are present during the duration of the event. The Officers will serve as the liaison
with OPR during the event to ensure participants safety and also compliance with the terms of the
agreement.
Attachment A is a Letter from OPR requesting a new four year Agreement. The agreement allows
OPR to operate and run a closed pageant within the Plaza footprint thus allowing them to use
public streets for their event with clauses that protect City property. OPR requested the following
changes from the 2010 Agreement:
1. Requested a four -year Agreement
o Staff has worked well with OPR and supports a four -year Agreement with a
framework that allows for flexibility during the term of the Agreement. The
previous Agreement was for a three -year period.
2. Requested modification of entry time for display vehicles to as early as 4:00 a.m.
o Staff understands OPR's request to allow an early entry for some vehicles to the
Plaza as a means for controlling the vehicle entrance and positioning around the
Plaza. Staff will support this request with a condition and understanding that OPR
includes language in the agreement that requires them to implement a "Quiet Time"
from 4 am to 8 am. This Quiet Time would attempt to control noise from vendors,
car show entrants, and OPR by limiting any music or other type of disruption
during this time frame.
3. Requested the right to close off three public parking lots in the Plaza for exclusive use by
OPR during the event. The public parking lots are on North Lemon Street, South Orange
Street, and South Olive Street. The purpose of this request is to generate additional revenue
by charging $5.00 per car to park in these lots during the event.
o Staff is not in support of this request as available Plaza parking during this event is
limited and allowing parking to be sold at these parking lots may cause other
businesses to sell available Plaza parking as well. Further, by closing parking lots
in the Plaza it may move both attendees and merchants further into the surrounding
neighborhoods in search of parking, thus increasing the footprint of the event.
Recommendation
Staff is recommending approval of this four -year agreement with inclusion of requested OPR
changes number 1 and 2 (listed above). Staff supports the four year term with current language
that allows for minor changes and layout flexibility. Staff is neutral on the request for any early
entry to the Plaza but is in support of the "Quiet Time" which limits noise for Plaza residents. Staff
does not support request number 3, the exclusive use of the three public parking lots, as this will
add an additional burden to event participants.
Item 3 was not included in the attached Agreement. However, Council may direct staff to amend
the Agreement to include the use of these public parking lots. Attachment B is a new four -year
Agreement with OPR to use the Orange Plaza area for their Annual Car Shows to be held on April
19, 2015, April 17, 2016, April 23, 2017, and April 15, 2018. The four -year agreement allows for
some flexibility, and allows for minor changes with approval from the City via signing off on
annual event maps. The annual review of the maps and layout provide staff the vehicle to modify,
redirect layouts, or move /remove obstacles to address any public safety concerns.
8. ATTACHMENTS
Attachment A - Letter from Orange Plaza Rotary
Attachment B — Four -year Agreement with OPR for production of Plaza Car Show