Consider Date for 2013 Environmental Expo Event

During the July EPB meeting, Staff was directed to add a case to the August agenda regarding the date of the 2013 Environmental Expo event and to discuss the potential of separating the expo event from the tree sale.  The Board wished to begin looking at a potential date to assist in lining up a potential keynote speaker.  Also, with the shifting of the tree sale to a 'pre-order' only option, the Board wanted to revisit whether it was necessary to have the two events in unison, which would mean a late April or early May event date.

Traditionally, the tree sale and expo event have been held as one large event.  Vendors would set up their trees/shrubs outside while the expo exhibitors would be inside.  However, after the 2011 expo and tree sale event, two (2) of the three (3) tree sale vendors retired and the third opted not to participate in the 2012 event.  Thus, the tree sale morphed into a new format that consisted solely of pre-ordering, with no material available for purchase the day of the event.  Additionally, both with the pre-order format and the more traditional day-of sale format, the majority of trees offered were bareroot, which have a very narrow window of time for planting (they should be in the ground prior to bud break).  This is the major reason the event has traditionally been held in late April or early May.

It should be noted that the EDA, at their August 2, 2012 meeting, will be asked about their opinion on possibly combining the Business Expo and the Environmental Expo into one large event.  Staff will provide an update to the Board on that discussion at the meeting.  However, if the two events are joined, based on other City-sponsored events, it may be best to keep the date of the Expo event as it is now(other events that require coordination and preparation by Staff include the Business Appreciation event [August], Game Fair [August], Happy Days [September], Business Networking event [Nov] and Employee/Commissioner Appreciation event [Jan]).  Hosting an event in May, June or July also have their own downsides, most notably a likely decline in attendees (due to Mother's Day, fishing opener, Memorial Day, end of school/graduation parties, summer vacations).

There are several items for the Board to consider with this case:

1. Should the Environmental Expo and Tree Sale event continue as one event or should they be separated?
2. Should the City continue to promote and coordinate a Tree Sale event (either as part of the Environmental Expo or as a stand-alone event)?
3. If the Environmental Expo is separated, should it continue to be offered in the spring or, if not, what time of year would be preferred?
    

Based on discussion.