TO: Honorable Mayor and Members of the City Council
FROM: Tom Kisela, City Manager
1. Subject
title
License agreement for the use of public parking lots by the Rotary Club of Orange Plaza during the Orange Plaza Rotary Club Car Show.
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2. Summary
The Rotary Club of Orange Plaza has produced the annual Car Show for nearly 30 years. However, due to the expected cost increases to produce future car shows, the Rotary Club of Orange Plaza requested authorization to charge $10 per parking spot at the public parking lots at the Main Branch Library and West City Hall lots. Should the City Council approve this license agreement, the Rotary Club of Orange Plaza intends to offset costs to produce the annual car show.
3. Recommended Action
recommendation
Approve the license agreement with the Rotary Club of Orange Plaza to sell parking spaces at the Main Branch Library lot and West City Hall lot during the annual car show on April 13, 2025; and authorize the City Manager and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
None.
5. Strategic Plan Goals
Goal 3: Enhance Public Communication Strategy and Quality of Life.
6. Discussion and Background
The Rotary Club of Orange Plaza (OPR) has produced the annual car show in the Orange Plaza (Plaza) for nearly 30 years. The one-day event continues to attract over 20,000 visitors to the City of Orange (City) requiring coordination between OPR and City staff to ensure visitors’ safety while protecting City property. The current agreement between OPR and the City expires on December 31, 2026.
While the current agreement specifies the City may charge for the “actual costs incurred by the City related to the Car Show,” to support OPR (and other non-profit organizations), the City has traditionally only charged for the services rendered on the actual event. All preparation and post event work, including personnel time and equipment, have not been charged.
To minimize or eliminate the City subsidizing non-City sponsored events, staff met with each non-profit organization that produces annual events and informed each group the City will need to charge for all preparation and post-event services. This will result in cost increases for all non-profit organization events (e.g., the Orange International Street Fair, May Parade, and Car Show).
To help offset the estimated cost increases, OPR requested they be allowed to sell public parking spaces during the car show at the Main Branch Library and West City Hall parking lot. During the Orange International Street Fair (Street Fair), the City takes a similar approach and extends license agreements to different non-profit organizations (via City Council approved agreements and a lottery process) so they may sell parking spaces as a fundraising opportunity. To accommodate OPR’s request, staff proposes an identical license agreement typically issued to non-profit organizations during Street Fair. The proposed agreement includes the following provisions:
• Similar to Street Fair, OPR may only charge $10 per space
• OPR may only use the lots on April 13, 2025
• Only the Main Branch Library and West City Hall parking lots may be used
• OPR is liable for any damage to City property
• OPR must remove any trash from the properties
Should the City Council approve this license agreement, OPR will utilize both parking lots during the annual car show and retain all proceeds to help offset the costs to produce the event.
7. ATTACHMENTS
• License Agreement with Orange Plaza Rotary Club
• License Agreement Guidelines