2015-08-03_HRA_Agenda_Packet_Special_Meeting

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46Coordinate and execute Zero Waste efforts o 47Park and Recreation: 12-16 hours 48Staff Kidz Zone activities; deliver and set up Fair supplies o 49Public Works: 4 hours 50Set out of signage the day of the Fair o 51In addition, all City departments have representation at the event by staffing a booth 52including Police, Fire, Park and Recreations (including Arboretum, and Harriet 53Alexander Center) public works, RHRA and Building Codes and Code Enforcement. It 54is estimated that each department spends approximately 8 hours staffing their booth, 55planning for the fair and setup/takedown. City Council, RHRA Board and some of the 56other commissioners do volunteer for assisting with staffing of the booths during the day 57of the event. 58 59Attachments B and C provide the feedback staff has received from both vendors and 60attendees. 61 Fair Alternatives 62 Third-Party Contractor 63 64The RHRA could contract with a third party to put on the Fair. Staff requested a bid 65from Castle Vision, the company that currently manages the North Suburban Home & 66Garden Fair, to execute all aspects of the Fair. Attached is a proposal from Castle Vision 67that shows the cost for the third-party services, which is $9,600-$12,000 and also 68associated Fair Expenses such as postage and printing estimated to be $2,500-$3,500 (see 69Attachment D and E). This cost estimate does not include the RHRA staff time that 70would be needed to provide direction and work on day of event which is estimated to be 7120-30 hours of the Executive Director and 30-40 Hours of HRA Assistant. Additionally, 72the other City staff time noted above would still be needed for setup/takedown and 73putting on some of the activities the day of the event. 74 Join with the North Suburban Home & Garden Fair 75 76Another alternative would be for the City of Roseville/RHRA to participate in the North 77Suburban Home and Garden Fair, which is a partnership between the cities of Blaine, 78Fridley, Mounds View, and Columbia Heights (New Brighton is also considering 79participating in the 2016 North Suburban Fair). That fair is held the first Saturday of 80February at the Blaine National Sports Center. The cost to participate for Roseville 81would be $2,000. In exchange for this fee, the North Suburban Fair would provide a 82booth for the City of Roseville up to 20 feet wide. There would still be some RHRA 83participation to be on the planning committee of the Fair in addition to having 84representation of some Roseville Departments. Because of distance from Roseville to 85Blaine, this alternative may not result in very good Roseville attendance. However, the 86Fair manager has suggested Roseville consider providing shuttle service from Roseville 87to Blaine. The cost of the shuttle service would be in addition to the $2000 fee which is 88estimated to be $1,000-$1,500. 89 Promote other Home & Garden Fairs 90 91Another option would be for the RHRA to promote other Home and Garden Fairs that RHRA_ Discussion of Home and Garden Fair (8-03-15) - Page 2 of 1