SR - AGR-5541.B - USE OF ORANGE PLAZA FOR ANNUAL CAR SHOW 2018-2021; CONTINUED FROM 11/14/17 COUNCIL MEETING1. SUBJECT
Four -year Agreement with the Orange Plaza Rotary (OPR) for the use of the Orange Plaza
area for their Annual Car Show.
2. SUMMARY
This four -year Agreement with Orange Plaza Rotary (OPR) authorizes the use of the Orange Plaza
area for the production of the Annual Car Show scheduled for April 15, 2018; April 14, 2019;
April 19, 2020; and April 18, 2021.
3. RECOMMENDED ACTION
Approve the four -year Agreement with Orange Plaza Rotary and authorize the Mayor and City
Clerk to execute on behalf of the City.
4. FISCAL IMPACT
None. Orange Plaza Rotary is responsible for paying all City costs incurred with the production of
their Annual 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.
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 -three years. This event in April draws thousands of visitors to the Old Towne Plaza
for the day. Over the years, City staff has worked cooperatively with OPR to refine the conditions
related to the event including the establishment of several safety measures to ensure the safety of
both visitors and participants. Their most recent agreement expired at the conclusion of this year's
event. Attachment A is a Letter from OPR requesting a new four year Agreement (2018 through
2021) to use public streets for their annual event.
OPR is asking for a similar Plaza closure area as in past years, as well as similar conditions.
However, they have asked that the City consider capping the City's costs at $4,500 for the next
four years to help them contain their expenses.
In recent years, the City's cost for the event has grown as additional police support has been
needed as well as enhanced Plaza closure safety measures. The projected attendance for this one-
day event has grown to 15,000 visitors which requires that additional Orange Police Officers be
present during the duration of the event. The enhanced Plaza closures safety measures for this
event are consistent with other Plaza closures including Street Fair and Treats in the Street events.
The following is a summary of the City Staff costs incurred for the last eight years by Police and
Public Works for support of this event. It is important to note that per past Council direction they
are charged only direct costs for staff support, which involves paying only the actual staff cost.
This is consistent how the City charges other non - profits.
Year
City Staff Hours Worked
Total Cost Invoiced
2017
102
$5,799 (PD $3,390/PW $2,409)
2016
127
$6,234 (PD $2,925/PW $3,309)
2015
100
$5,368 (PD $3,033/PW $2,335)
2014
88
$4,370 (PD $2,121/PW $2,250)
2013
147
$5,177 (PD $956/PW $4,162)
2012
119
$4,172 (PD $643/PW $3,529)
2011
86
$3,070 (PD $866/PW $2,204)
2010
71
$3,067 (PD $1,221 /PW $1,846)
As detailed in their letter, OPR is supported by the downtown merchants for several reasons
including the limited amount of food vendors permitted during their event which then draw
visitors to the Plaza restaurants throughout the day of the event. Furthermore, OPR's Annual Car
Show is an alcohol free event with free parking and a focus on being a family- friendly event which
again benefits the Plaza specialty stores. Lastly, OPR receives prize donations for their raffle from
Plaza merchants and uses funds generated by this event for several community programs while
assisting various non - profits in the City.
The proposed new Agreement requests 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.
Recommendation
Staff supports the four -year term Agreement with current language that allows for minor changes
and layout flexibility. 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. Staff is
recommending that the agreement language remain the same as it pertains to OPR being
responsible for City Costs associated with the production of the event. As such, the proposed
agreement does not include a cap in City costs.
8. ATTACHMENTS
Attachment A - Letter from Orange Plaza Rotary
Attachment B — Four -year Agreement with OPR for production of Plaza Car Show