Founders Day Commission Meeting

City of Dripping Springs Founder’s Day Commission Bi-Monthly Meeting March 7, 2016 Attending: EvanTaddia, Stephanie Holtzendorf, Trent Edwards, Paul Sanchez, Brad Thomas, DeNae Lee, Brenda Medcalf, Jake Adams. Others: Lal Rambeau (City), Eric Moriss, (PD Productions), Robert Steepe (City). Absent: Mike Monaghan, Chris Nuccio, AJ Bergeron, Sharon Goss I. Call to Order: 6:45 pm by Evan Taddia II. Presentation of Citizens:  None III. Minutes: Minutes of the February 8, 2016 meeting were presented. Trent made a motion to approve the minutes. Chris seconded. Minutes approved as submitted. IV. Business A. 2016 Founders Day Contracts 1. Discussion and Recommendation to City Council Regarding A Contract for Entertainment Sound Productions.  Eric Morris with PD Productions spoke regarding his company receiving the contract for Founders Day for sound production. Eric is local to the Dripping Springs area and did receive the contract for last year’s festival.  Brad spoke regarding several issues from last year. He and Eric could get together to discuss those if needed.  After more discussion Brad recommended that we use Jeremy Parker. Trent made a motion to use Jeremy Parker for the sound production for the 2016 Founders Day Festival. Paul seconded. Motion passed. 2. Discussion and Recommendation to City Council Regarding Entertainment Contracts.  Brad has a contract with People’s Choice to play Friday night. Trent made a motion to accept the contract with People’s Choice to play Friday night at the Founders Day Festival. Chris seconded. Motion passed.  Brad will have the remaining contracts at the next meeting. Standing Committee Reports A. Site Plan:  The DS Cook Off Club would like to allow cookers to leave after the awards are announced. The Cook Off Club will attend the next meeting to discuss.  Robert (City) had questions regarding power need changes and to make sure food vendors will have enough power. 1 Founders Day Monthly Meeting 03/07/2016 B. Food:  There needs to be a staging area for the food vendors as they come in on Friday. C. Entertainment:  There was discussion on using the stage that Jeremy Parker can provide and not use the Home Depot stage. Brad will look at the budget to see if there will be any funds left after entertainment contracts, etc. are finalized.  Most of the bands have been booked and the schedule can go on the website. D. Arts & Crafts:  There was a request from Party Supply that rents equipment, etc. for parties, wanting to have a margarita machine and give away samples of margaritas. Mike will need to check with the City regarding alcohol giveaways. In the past the FD Commission has not allowed food/drink samples to be given away in the arts/crafts vendor section. E. Business Booths:  No report. F. Parade  16 parade entries have been received to date. G. Publicity  $26,750 in sponsorships received to date. 37,250 Budgeted.  Most of this amount is new sponsors. Several sponsors from the past have not committed as yet. H. Sponsorship/Underwriting  $9,750 in sponsorship to date. I. Sanitation  Robert from the City was in attendance and discussion was had regarding electricity, amount of trash barrels, hand washing stations, etc. Also wanted to know if we could keep attendees from bringing in glass bottles. It is posted not glass but there is no way to police this. Paul will be getting the cardboard trash barrels again this year so there will be enough.  More trash barrels need to be stationed around the stage and dance area.  Paul has a bid from Moore cleaning, street sweepers, and they will be returning again this year.  For trash Paul had bids from Tx Waste Partners, United Site Services and TX Disposal. Paul recommended to go with the lowest bid which was United Waste Services.  Youth group will be returning for cleanup of the FD festival area (cook off area still in question at this time) but they would like more money. Would like to increase to $2500. J. Security :  Meeting to be held on 3/10 at City Hall 2 Founders Day Monthly Meeting 03/07/2016 K. Traffic/Parking:  The Rotary Club received permission to use the high school parking lot for parking cars during the festival. They will charge for the parking and shuttle to the administration building. The school district is charging the Rotary Club $1200 to use the parking lot.  The Rotary Club will be responsible for cleaning the high school parking lot.  Have not had contact with Chad regarding parking on Old Fitzhugh. L. Volunteers:  Steve is now in charge of the Burke Center and will have 20 boys available to help with the putting in posts and putting up fencing around the festival area.  Steve would like to have t-shirts for the volunteers. Brenda will see if there is enough money in the budget for 50 shirts. VI. Adjourn  Motion to Adjourn made by Evan. Seconded by Brenda. Meeting adjourned at 8:05 pm.  Next meeting will be March 28 at 6:30pm at City Hall.  Meet Saturday. April 16 at 9:00 am at City Hall to put up fencing.  Parade meeting will be held April 14 at City Hall at 6:30 pm. Respectfully submitted, Stephanie Holtzendorf Stephanie Holtzendorf Founders Day Commissioner 3