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SR - AGR-1071.I - PRODUCTION ORANGE INTERNATIONAL FAIRAGENDA ITEM March 11, 2014 Meeting a TO: Honorable Mayor and Members of the City Council THRU: John W. Sibley City Manager '&"- J-'ku Fanager FROM: Irma Fernan Deputy City ReviewedNerifi BY: City Manager Finance Director To Be Presented By: Irma Hernandez, Deputy Ci a er X Cons Calendar — City Mgr Rpts Council Reports Leal Affairs Boards /Cmtes _ Public Hrgs Admin Reports Plan/Environ i. susJECr 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 the OISF 2014 agreement and 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. 15. STRATEGIC PLAN 3e. Develop and strengthen collaborative partnerships to enhance and promote quality of life programs, projects, and services. Printed on Recycled Paper ITEM �� 3/11/14 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. At the February 11, 2014, City Council meeting staff presented recommended changes and additions be incorporated into the 2014 proposed agreement. After discussion and further clarification on several items, per Council direction, the following items have been incorporated into the new agreement: • Adding language to permit only beer and wine sales and prohibiting other alcohol sales. • A cap of 16 (current) alcohol booths within the footprint during the term of this agreement. • A four -year agreement covering four annual events (2014, 2015, 2016, and 2017) with an expiration date of December 31, 2017. • Adding the use of Police Explorers to the Public Safety deployment plan 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. • Added language to not allow portable food vendors (push carts). • Approved the new 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. o Relocation of beer and ice trucks. o Addition of picnic (round, picnic - style) seating area on south Orange Street. In addition to these changes, Council directed staff to work with OISF to hold an informational meeting with both merchants and property owners prior to event to review the event's new layout. Further, staff was directed to work with OISF this year to determine the electrical use and its cost associated with the event. Staff will then return to Council prior to year end, for policy direction on reimbursement of the electrical costs. Staff will work with OISF to review the 1994 OISF electrical undergrounding project to determine its continued viability and look at possible electrical infrastructure improvements prior to making recommendations on electrical costs. The four -year agreement allows for some flexibility, and allows for 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 this agreement. 8. ATTACHMENTS Attachment 1 - 2014 agreement for production of the Orange International Street Fair.