CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: May 20, 2026
To: Honorable Mayor and City Council Members
From: Eric Levitt, City Manager
Department: City Manager's Office
Subject: Approval of Fee Waiver and Reimbursement of
Administration Overhead Fee for the National Orange
Show Citrus Fair Event (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2026-056, authorizing the City Manager to waive the administration overhead fee assessed on Police Department invoices for the National Orange Show Citrus Fair event, and to reimburse any such fees paid for the 2025 and 2026 events.
City Manager's Comments
The City Manager recommends the waiver of fees due to the City receiving benefits from the NOS by the use of the facility for training of the Police Department. Thus, the recommended resolution is conditioned upon the continuation of the waiver of the fees for the use of the facility by the Police Department for training.
Executive Summary
The National Orange Show Citrus Fair, an event held in the City of San Bernardino, is organized by the National Orange Show Event Center. City staff recommends approval of Resolution No. 2026-056, granting the City Manager authority to waive the administration overhead fee assessed on Police Department invoices for the event, and to reimburse any such fees already paid for the 2025 and 2026 events.
Background
The National Orange Show Citrus Fair is a long-standing community event held in San Bernardino that draws residents and visitors from throughout the region. Rooted in the city's citrus heritage, the fair has evolved into a recognized tradition featuring family- friendly entertainment and agricultural programming. For more than a century, it has brought local families and the broader community together.
The Fair also benefits the region by generating economic activity, increasing visibility for the City, and providing a meaningful gathering space for residents and visitors. As a longstanding local tradition, it continues to foster community connection and pride.
The City, through the San Bernardino Police Department, provides public safety services for the National Orange Show Citrus Fair to help ensure safe and orderly event operations.
This request is being brought forward in recognition of the ongoing partnership between the City of San Bernardino and the National Orange Show Event Center, which provides in-kind services to the San Bernardino Police Department. The National Orange Show supports the San Bernardino Police Department by providing facilities for a wide range of training, events, and operational activities, reflecting an ongoing and collaborative public safety partnership. Continued provision of these in-kind services is a key factor supporting the proposed fee waiver.
Discussion
Staff is requesting that the Mayor and City Council authorize the City Manager to waive the administration overhead fee assessed on the Police Department invoices for the National Orange Show Citrus Fair event and to reimburse any such fees already paid for the 2025 and 2026 events. This request does not include reimbursement or waiver of the direct costs associated with providing police services for the event, including the Police Department’s paid overtime, payroll and benefits load, and equipment-related charges.
Under the City’s Master Fee Schedule adopted on May 20, 2020, a 20% Administration Overhead Fee is applied to police services for special events when the Police Department is requested to provide law enforcement services. The fee is based on the officer’s current hourly overtime rate, plus 20% overhead, with a four-hour minimum.
The invoices for the 2025 and 2026 events each included a separately identified 20% Administration Overhead Fee, $1,933.65 in 2025 and $2,118.19 in 2026. These fees represented indirect costs.
Waiving this additional fee would recognize the in-kind services provided by the National Orange Show Event Center to the Police Department and support the City’s continued partnership with a longstanding community partner. The Event Center’s support for Police Department trainings and other operational needs provides ongoing value to the City. Because the Police Department trains at the National Orange Show grounds, staff believe it is appropriate to waive the administration overhead fee for the event and reimburse any such fees paid for the 2025 and 2026 events. The proposed fee waiver is contingent upon the continuation of the in-kind services provided to the San Bernardino Police Department.
2021-2025 Strategic Targets and Goals
This request aligns with Strategic Target #2 – Focused, Aligned Leadership and Unified Community by supporting collaboration between the City and a longstanding community partner. It also supports Strategic Target #3 – Improved Quality of Life by helping facilitate a major community event that promotes safe, family-oriented activities for residents and visitors. In addition, the request supports Strategic Target #4 – Economic Growth and Development by recognizing and supporting an event that contributes to visitor activity and community participation in San Bernardino.
Fiscal Impact
Approval of the requested action would result in the City reimbursing the administration overhead fee previously paid for the 2025 National Orange Show Citrus Fair event for $1,933.65 and for the 2026 event for $2,118.19. Approval would also result in the City foregoing the collection of the administration overhead fee for future National Orange Show Citrus Fair events. Staff has indicated that the administration overhead fee represents indirect costs and that waiving it for this single event is not expected to have a meaningful impact on the Police Department's overall budget. The City will continue to receive reimbursement for the direct costs associated with the event, including but not limited to the Police Department’s paid overtime, payroll and benefits load, and equipment costs.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2026-056, authorizing the City Manager to waive the administration overhead fee assessed on Police Department invoices for the National Orange Show Citrus Fair event, and to reimburse any such fees paid for the 2025 and 2026 events
Attachments
Attachment 1 Resolution No. 2026-056
Attachment 2 Letter of Agreement NOS Fair 2026
Attachment 3 National Orange Show Citrus Fair Event 2026 Invoice Attachment 4 Letter of Agreement NOS Fair 2025
Attachment 5 National Orange Show Citrus Fair Event 2025 Invoice Attachment 6 City of San Bernardino Master Fee Schedule Ward:
All Wards
Synopsis of Previous Council Actions:
N/A
CC: Eric Levitt, City Manager