Minutes - Environmental Policy Board - 04/01/2013

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Board Member Valentine stated that perhaps they should reach out to an exhibitor such as the DNR or MPCA to focus on water issues. Board Member Hiatt suggested that an invitation be sent to past exhibitors explaining the theme and asking for their participation to see how many are interested. He stated that he would like preference given to local vendors. Chairperson Max stated that the list should be narrowed down to an A list and B list. He recognized the preference for local exhibitors but noted that additional options could possibly be provided by a larger scale exhibitor. The Board reviewed the list of past and possible exhibitors to provide input to staff. Councilmember Letourneau stated that he felt that perhaps everyone should be invited and either a system should be developed for rating those responses, or it should be setup as a first come first serve basis. Board Member Hiatt stated that perhaps the theme should be included in the invitation and exhibitors could be asked to respond as to how they would fit into the event. Associate Planner/Environmental Coordinator Anderson stated that he would certainly be willing to do whatever the Board would like, but he was just going on the input from the Board as to possibly changing the event. He stated that in the past there has not been exhibitors breaking down the door to join the event and may see the extra steps of responding as to how they would fit the event as a turn off. He noted that staff already has to issue follow up calls to solidify the exhibitors. He stated in all the years that the event has been in the City Hall location the exhibitors have been allowed smaller exhibit spaces. He explained that when it comes closer to the event date, the Board and exhibitors could determine the amount of space they need and whether some of those spaces should be shared or reduced. He confirmed that the Board would like to invite the exhibitors from the previous year as well as Connexus and the entities that were discussed at the previous Board meeting. He recognized that some exhibitors may be better suited for the craft fair or business fair portion of the event. Councilmember Letourneau suggested including language that stressed urgency in response so that exhibitors do not wait until the last minute to respond. Board Member Bentz questioned if the new Ordinance language could be displayed as well. Associate Planner/Environmental Coordinator Anderson noted that information could be included at the Board's booth. He stated that in years past this planning has been done in the winter, when the planning work is lessened and advised that he would welcome any assistance from the Board as the planning will coincide with the busy building season. He confirmed that the event will be run from 11 am to 7 pm and advised that a statement will be made to vendors that attendance will increase before and after the parade. Environmental Policy Board / April 1, 2013 Page 4 of 7