Founders Day Commission Meeting

Founders Day Commission Meeting Minutes July 8, 2019 at 6:30 p.m. A Regular Meeting of the Founders Day Commission of Dripping Springs, Texas was held Monday, July 8, 2019 beginning at 6:30 p.m., in the Council Chambers located at City Hall, 511 Mercer Street, Dripping Springs, Texas. I. CALL TO ORDER AND ROLL CALL Commission Members present were: Brenda Medcalf, Chair Jake Adams, Vice Chair Darrell Debish Martin Garza Sharon Goss Clinton Holtzendorf Susan Warwick Commission Members absent were: Brian Daniel Michael Monaghan Brad Thomas Brian Varnell With a quorum of the Commission present, Chair Medcalf called the meeting to order at 6:31 p.m. II. ADMINISTRATION OF OATH OF OFFICE & STATEMENT OF OFFICER A. Administration of Oaths of Office and Statements of Officer for newly appointed Commissioners Martin Garza, Clinton Holtzendorf and Susan Warwick. Andrea Cunningham issued and filed Oaths of Office and Statement of Officer forms for newly appointed Commissioners Martin Garza, Clinton Holtzendorf and Susan Warwick. III. MINUTES A. Discuss and consider approval of the June 10, 2019 Founders Day Commission Regular Meeting Minutes. A motion was made by Commissioner Debish to approve the June 10, 2019 Founders Day Commission Regular Meeting Minutes. Commissioner Goss seconded the motion which carried unanimously 7 to 0. IV. BUSINESS A. Discuss and consider the appointment of a Secretary to the Founders Day Commission to server a term concurrent with their Commission term. Founders Day Commission July 8, 2019 Regular Meeting Minutes Page 1 of 3  A motion was made by Commissioner Goss to appoint Commissioner Warwick to serve as Secretary to the Founders Day Commission to server a term concurrent with their Commission term. Commissioner Garza seconded the motion which carried unanimously 7 to 0. B. Discuss and Consider Approval of the 2020 Founders Day Festival Sponsorship Form. Discussion on the Sponsorship Form • The Sponsorship Committee will review details of the sponsorship levels and possibly rework the format for the descriptions of the various levels. • Suggested: Include wording that parade entry forms and arts & crafts vendor forms must be turned in by the deadline specified on the respective forms. • Suggested: Sponsorship, parade, and vendor booth forms all be presented to prospective sponsors together, whether online or in hard copy packet. • Suggested: Change Mayor/MC to MC. We need a repository for donor information. We will explore implementing an automated digital system to help manage the administration of sponsorship tasks. All 2019 Founders Day forms need to be pulled off the website. A motion was made by Commissioner Garza to postpone approval of the 2020 Founders Day Festival Sponsorship Form to the August 12, 2019 meeting. Commissioner Debish seconded the motion, which carried unanimously 7 to 0. C. Discuss and consider approval of the 2019-2020 Fiscal Year Budget Request for the Founders Day Commission. A motion was made by Commissioner Garza to approve the 2019-2020 Fiscal Year Budget for the Founders Day Commission with $93,150 in Revenue and $93,150 in Expenses with the Balance Forward Monies to go into Contingency. Commissioner Debish seconded the motion, which carried unanimously 7 to 0. V. STANDING COMMITTEE REPORTS The following updates relate to the administration of the 2016 Founders Day Festival. No action to be taken. There were no reports give from Standing Committees. Reports will be given at the next meeting. A. Site Plan Committee Michael Monaghan and Brenda Medcalf B. Entertainment Committee Brad Thomas Founders Day Commission July 8, 2019 Regular Meeting Minutes Page 2 of 3  C. Food Committee D. Arts & Crafts Committee Michael Monaghan E. Parade Committee Brenda Medcalf and Stephanie Holtzendorf F. Publicity Committee Bonnie Gonzalez G. Sanitation Committee Paul Sanchez and Brian Daniel H. Sponsorship & Underwriting Committee Mariana Espinoza, Ginger Faught, Brenda Medcalf, Jake Adams, Brian Daniel and Darrell Debish I. Security Committee Darrell Debish and Brenda Medcalf J. Traffic & Parking Committee Brenda Medcalf and Darrell Debish V. UPCOMING MEETINGS A. Founders Day Commission Meetings August 12, 2019 at 6:30 p.m. September 9, 2019 at 6:30 p.m. October 2019 - TBD B. City Council & BOA Meetings July 9, 2019 at 6:00 p.m. (Workshop 6:00 p.m. / Regular Meeting 6:30 p.m.) July 16, 2019 at 6:00 p.m. August 13, 2019 at 6:00 p.m. (Workshop 6:00 p.m. / Regular Meeting 6:30 p.m.) VI. ADJOURN A motion was made by Commissioner Debish to adjourn the meeting. Commissioner Holtzendorf seconded the motion which carried unanimously 7 to 0. This regular meeting adjourned at 8:30 p.m. Founders Day Commission July 8, 2019 Regular Meeting Minutes Page 3 of 3