SR - AGR-5541.2 - ANNUAL CAR SHOW ORANGE PLAZAAGENDA ITEM
�. March 11, 2014
TO: Honorable Mayor and
Members of the City Council
FROM: John W. Sibley,
City Manager
ReviewedNeri ed B
City Manager
Finance Direc r V
To Be Presented By: Irma
andez
Depity/city
Manager
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1. SUBJECT
Second Amendment to the Agreement with the Orange Sunrise Rotary (OSR) to use the
Orange Plaza area for their Annual Car Show to be held on April 13, 2014.
2. SUMMARY
This Amendment extends to March 31, 2015, the current Agreement, which was executed in 2010
with the Orange Sunrise Rotary and provides for the production of the annual OSR Car Show.
3. RECOMMENDED ACTION
Approve the amendment and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
None. OSR is responsible for paying all City costs incurred with the production of the OSR 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
Droarams. Droiects. and services.
16. GENERAL PLAN IMPLEMENTATION
Cultural Resources and Historic Preservation Element
Goal 5.0
Meet the cultural, civic, recreation needs of residents.
7. DISCUSSION and BACKGROUND
Printed on Recycled Paper
ITEM # � � 3/11/14
The Orange Sunrise Rotary (OSR) has produced their Annual Car Show in the Plaza on the third
Sunday in April for over nineteen years. Prior to 2010, the annual event was approved annually via
the City's Special Event process. In order to expedite the process and establish guidelines, the use
of public streets in the Plaza for this event was approved in 2010 by a three -year agreement
outlining the details of the event. The original agreement between the City and OSR was approved
in 2010 for the production of the 2010, 2011, and 2012 car shows. Last year, Council approved
the first amendment to the current agreement to allow for the production of the 2013 event. Again
this year, OSR is requesting another one -year extension on their agreement which will expire on
March 31, 2014. Unfortunately, OSR had some miscommunication within their club and is in
jeopardy of not having the ability to conduct their 2014 event. This one -year extension provides
OSR an opportunity to conduct their car show on Sunday, April 13, 2014 while assessing their
current event to determine any future changes. OSR understands that staff will not be in support of
any further contract extensions beyond allowing for the 2014 event. OSR understands and will be
working with staff this year on a new three -year agreement.
The event draws thousands of visitors to the City of Orange. City staff works closely with OSR to
help ensure the safety of the event for both visitors and participants while protecting City property.
The current agreement establishes the event regulations and provides a framework for establishing
the reimbursement of City services for this annual event. The agreement allows OSR 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. 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 OSR during the event to ensure participants
safety and also compliance with the terms of the agreement.
During the coming year staff will be working with OSR to evaluate possible changes and
determine impacts and costs. It is anticipated that staff will be presenting a new three -year
agreement to Council no later than January, 2015. Staff recommends approval of this one -year
time extension as requested by OSR.
8. ATTACHMENTS
Attachment A - Letter from Orange Sunrise Rotary
Attachment B - Amendment to Agreement for production of Orange Sunrise Rotary Car Show