SR - AGR-1071.I - STREET FAIR PRODUCTIONAGENDA ITEM
February 11, 2014
a
tnvTy
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Irma Hernandez
Deputy City Manager
ReviewedNeri d By:
City Manager
Finance Dire or
To Be Presented By:
Irma Hernandez, Deputy City M
ger
Cons Calendar
City Mgr Rpts
Council Reports
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Public Hrgs
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Plan/Environ
1. SUBJECT
Four -year agreement with the Orange International Street Fair, Inc. for production of the
Orange International Street Fair.
2. SUMMARY
This agreement supercedes the current 2011 agreement with Orange International Street Fair, Inc.
(OISF) and authorizes the use of City streets and parking lots for the production of the annual
Street Fair.
3. RECOMMENDED ACTION
Approve OISF's request and direct staff to prepare the OISF 2014 agreement to reflect changes;
authorize the Mayor and the City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
OISF is responsible for paying all City costs for the production of the Street Fair at the actual
compensation rate as detailed in the agreement.
5. STRATEGIC PLAN
3e. Develop and strengthen collaborative partnerships to enhance and promote quality of life
programs, projects, and services.
`�h'Printed on Recycled Paper
ITEM 7 � 2/11/14
6. GENERAL PLAN IMPLEMENTATION
Land Use Element Goal 5.0:
Maintain and enhance the vibrant, transit- accessible, pedestrian- friendly, and livable character of
Old Towne's neighborhoods and commercial core.
Economic Development Element Goal 2.0 and Policy 2.1:
Cultivate a business environment that is conducive and appealing to the commercial and retail
industry, including smaller entrepreneurs.
Policy 2.1: Encourage public - private partnerships that will support business and employment
growth.
7. DISCUSSION and BACKGROUND
The Orange International Street Fair event is an annual event produced by the Orange International
Street Fair, Inc. (OISF), an independent corporation, and is held in The Plaza over the Labor Day
weekend. The use of public streets for this event has been governed by an agreement between the
City and the Street Fair organization which has been in place since 1994. This event draws
hundreds of thousands of visitors to the City of Orange during the Labor Day weekend and is
carefully monitored by City staff prior to, during, and after the event. During the three -day event
over 2,000 hours of staff time are utilized in the production of this event. As outlined in the
agreement, OISF reimburses the City for all costs and expenses incurred by the City.
As part of the renewal of this agreement, City staff from Police, Fire, Public Works, and the City
Manager's Office have been meeting with the OISF President and Board members over the last
three months to discuss additions and /or changes to the current agreement and event layout.
Further, OISF requested that the proposed agreement be brought to Council in the first quarter of
2014 for discussion and policy direction as this proposal contains a new layout that affects many of
the non - profit booths. OISF is committed to sending out booth information to participants by
February 28, 2014, so that they may have time to plan for any changes.
Staff is recommending that the following changes and additions be incorporated into the 2014
proposed agreement. These items have been approved by the City Manager's Office, Police, Fire,
and Public Works Departments. OISF is aware of these proposed changes to the agreement. The
maps and layout included in the proposed agreement have been reviewed by staff and will continue
to be fine -tuned prior to the Labor Day event. As in the past, the agreement provides for the event
layout maps to be approved by the City 45 -days prior to the event. Staff s first layout alternative
had no change to the layout; however, OISF had requested a complete change and configuration in
the layout to improve pedestrian flow. In the spirit of working with OISF, staff came up with a
layout that could work. Moving entire ethnic streets and entertainment stages was an important
factor for OISF and one that staff will closely monitor during the 2014 event to determine any
impacts or adjustments that may be needed for the term of this agreement.
Summary of Changes from 2011 OISF Agreement to 2014 OISF Agreement
• Adding language to permit only beer and wine sales and prohibiting other alcohol sales.
• Inclusion of reimbursement for city equipment used for this event.
• Electrical costs used during /for this event to be paid by OISF.
• Adding the use of Police Explorers with a minimum annual donation of $4,000 to the post.
• Minor updates to Exhibit B which details duties and responsibilities of each agency
pertaining to Public Works support of OISF.
• Increase in staffing level due to footprint expansion.
• Added language to not allow portable food vendors (push carts).
• Changes to the event layout:
• Increase the footprint on Olive Street (by 50 feet) to incorporate an active ethnic
street with stage and food booths.
• Redesign of street, booth, stage layouts, and inclusion of 25 -foot pedestrian buffer
areas in front of stages.
• Relocation of beer and ice trucks.
• Addition of picnic (round picnic style) seating area on south Orange Street.
The above changes have been incorporated into Attachment A within the appropriate sections of
the 2014 proposed agreement. Pending Council discussion and direction on this agreement, staff
will incorporate directed changes and prepare the agreement for execution. The following items
require Council policy direction and have not been included in the proposed agreement. Staff is
not supportive of these requests from OISF and is seeking direction:
• Inclusion of bleachers in front of Main Stage which will require the elimination of some
booths. Staff does not support of this request due to the uncertainties, and strong public
safety concerns that the bleachers may add.
• Staff is requesting a cap of 16 (current) alcohol booths within the footprint during the term
of this agreement. Staff strongly recommends that no further alcohol booths be permitted
within the current OISF layout. Due to the high concentration of other ABC licenses in the
Plaza area, in combination with the large crowds, further alcohol permits would further
intensify alcohol related instances.
• Request for a five -year agreement with an expiration date of December 31, 2018. Staff is
recommending a four -year agreement covering four annual events (2014, 2015, 2016, and
2017) with an expiration date of December 31, 2017. This allows for review and
recommendations by the City Council in a timely manner.
The four -year agreement allows for some modification such as street configuration, and minor
changes with approval from the City via signing off on annual maps. The annual review of the
maps and layout provide staff the vehicle to modify, redirect layouts, change entertainment
locations, or move /remove obstacles to address any public safety concerns. With the support of
OISF, this annual review has been the key to the overall safety and success of this event. In
addition, staff works closely with OISF throughout the year and attends their vendor meeting to
address any safety concerns prior to the event. Staff is an active participant in the planning,
inspection, and operations of the Street Fair and has provided a great deal of input into the
development of the proposed agreement.
8. ATTACHMENTS
Attachment 1 - 2014 proposed agreement for production of the Orange International Street
Fair including preliminary event layout maps