ỞISF ORANGE INTERNATIONAL STREET FAIR, INC
SEVDAS BEKES PAIR
Honorable Mayor and Members of the City Council 6/20/22 City of Orange
300 E. Chapman
Orange, CA 92866
We are delighted to announce that the 2021 Street Fair was a success. There were challenges of volunteerism, sub-contractor staffing levels, the continued uncertainty of the Covid-19 Pandemic and back-to-back 97-degree days. However, OISF was able to adapt and overcome the challenges and produce the event without a decrease in quality and service levels. OISF represents over 50 local Non-Profit organizations and each raised funds during our event that will be put back into our community through their volunteering and community service projects. Most importantly, we would like to contribute the success to the extensive planning by the Street Fair Board, Committee, and City of Orange Staff.
During our 2019 Contract negotiations, An Agreed-Upon Procedures Audit (AUP) was conducted and OISF was provided a list of recommendations for implementing for all future events. We want to provide and update for the recommended items of the AUP.
Vendor Maintenance and Wait List: In 2019 OISF implemented an area on website where you can apply and see who is on the wait list. The form is date and time stamped and maintained in our generation system with a copy sent to the Chairman and Board members. The Chairman reviews the submission for compliance and then is agendized for approval to the wait list at the next Board meeting. Once approved for the Wait List it will be listed on our website and the participant will be notified of acceptance. If they are not approved OISF will notify the Participant as to the reason why. We averaged 5 wait list applicants in 2019 and 2021.
Alcohol Service Rotations: In 2019 OISF reviewed and made changes for the process of the Alcohol Rotation. In 2019 we surveyed each participant with they would like to participate in the Alcohol Rotation. Out of the 35 eligible 3 declined to participate. The declined groups are able to participate in the rotation by notifying OISF in writing and would be eligible the following year. With the remaining 32 groups who choose to participate they rotate each year with a one year food and one year alcohol sales.
Complaint Resolution: In 2019 we placed an area on our website that allows participates to file a complaint. The submitted form goes to Board Members and is date and time stamped. Our procedure is a Board Member would reach out to them within 72 hours and gather further information and then would be agendized for our next Board meeting for further discussion and action. In 2019 and 2022 none were filed.
Vender Participants: In 2011 OISF developed a Proprietary Vender Management System (VMS). A checklist for each participate is established in the VMS. Applicates are required to submit proof of non-profit status by providing a copy of their Employee Identification Number and Corporate Identification and are both verified through the IRS and Secretary of State websites and are checked off by the assigned Board Member or Chairman in the VMS. The verified and uploaded documents remain on our secure server for a minimum of 7 years.
Cash Disbursements: All payments require Board approval prior to payment. Checks written for over $2000.00 have two signatures. Invoices are kept in paper form and scanned for electronic filing as well.
Bank Reconciliations: In 2018 and forward, OISF Bank reciliations are completed by Treasurer within two weeks of the month end period and are reviewed by the OISF CPA once completed.
Wristband Sales: It has been OIS practices to have two OISF representatives with each wristband participant and count monies in a secure location. These practices include a signed written document by all three parties once count is completed.
Furthermore ,OISF requires participants to sign out for each wristband box certifying they have received the requested number of bands. Any discrepancies would follow our complaint resolution process. In 2019 and 2021 we had no discrepancies.
Booths and Sponsorships: In 2019 OISF established practices where the overseeing Board Member submits a list of the Participants and fees to the Treasurer for invoicing. The numbers are published to the participants through the VMS by the overseeing Board Member and QuickBooks invoicing through the Treasurer. The Participant may view and confirm amounts 112 E. Chapman Avenue Suite G | Orange, CA 92866 | P:714.633.4816 | F: 714.633.4815 | www.orangestreetfair.org ÖISF ORANGE INTERNATIONAL STREET FAIR, INC
owed and paid via QuickBooks online. Weekly an itemized report is sent via QuickBooks to the Treasure and overseeing Board Member showing paid and unpaid balances. OISF has moved to electronic payments and any checks submitted are deposited weekly on Tuesdays.
If there are any further questions, please feel free to reach.
Adam Feliz
President
Orange International Street Fair, Inc
[email protected]
714 917-9781
112 E. Chapman Avenue Suite G | Orange, CA 92866 | P:714.633.4816 | F: 714.633.4815 | www.orangestreetfair.org