SR - AGR-1071.I - PRODUCTION ORANGE INTERNATIONAL FAIRAGENDA ITEM
March 11, 2014 Meeting
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TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
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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
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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.