Founders Day Commission Meeting

Founders Day Commission Regular Meeting Minutes October 14, 2019 at 6:30 p.m. A Regular Meeting of the Founders Day Commission of Dripping Springs, Texas was held Monday, October 14, 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 Clinton Holtzendorf Michael Monaghan Brian Varnell Susan Warwick Commissioner Members absent were: Brian Daniel Sharon Goss Brad Thomas City Staff/Appointed Officials present were: Mariana Espinoza, Parks & Community Services Director With a quorum of the Commission present, Chair Medcalf called the meeting to order at 6:31 p.m. II. MINUTES A. Discuss and consider approval of the September 9, 2019 Founders Day Commission Regular Meeting Minutes. A motion was made by Commissioner Debish to approve the September 9, 2019 Founders Day Commission Regular Meeting Minutes with the following correction: • III.B.: strike “25,000.00” and replace with “15,000.00”. Commissioner Holtzendorf seconded the motion which carried unanimously 8 to 0. III. BUSINESS A. Discus and consider approval of the Founders Day Commission 2020 Meeting Calendar. Founders Day Commission October 14, 2019 Regular Meeting Minutes Page 1 of 6  A motion was made by Commissioner Garza to approve the Founders Day Commission 2020 Meeting Calendar, rescheduling the October meeting to October 19, 2020. Commissioner Debish seconded the motion which carried unanimously 8 to 0. B. Discuss and consider recommendation regarding Amendments to the Founders Commission Ordinance. A motion was made by Commissioner Garza to recommend amendments to Section 2.04.093 of the Founders Commission Ordinance as proposed in the attached document. Commissioner Debish seconded the motion which carried unanimously 8 to 0. IV. STANDING COMMITTEE REPORTS The following updates relate to the administration of the 2020 Founders Day Festival. No action to be taken. Nothing to report for Standing Committees. A. Site Plan Committee Michael Monaghan and Brenda Medcalf B. Entertainment Committee Brad Thomas C. Food Committee Sharon Goss and Susan Warwick D. Arts & Crafts Committee Michael Monaghan E. Parade Committee Brenda Medcalf and Clint Holtzendorf F. Publicity Committee Brenda Medcalf, Jake Adams, Clint Holtzendorf, Mariana Espinoza and Lisa Sullivan G. Sanitation Committee Martin Garza H. Sponsorship & Underwriting Committee Jake Adams, Darrell Debish, Brian Daniel and Mariana Espinoza I. Security Committee Brenda Medcalf and Darrell Debish J. Traffic & Parking Committee Brenda Medcalf and Darrell Debish K. Volunteer Committee Founders Day Commission October 14, 2019 Regular Meeting Minutes Page 2 of 6  Mariana Espinoza V. UPCOMING MEETINGS A. Founders Day Commission Meetings November 18, 2019 at 6:30 p.m. December 9, 2019 at 6:30 p.m. B. City Council & BOA Meetings October 8, 2019 at 6:00 p.m. (6:00 Workshop/6:30 Regular Meeting) October 15, 2019 at 6:00 p.m. November 5, 2019 at 6:00 p.m. (6:00 Workshop/6:30 Regular Meeting) November 12, 2019 at 6:00 p.m. VI. ADJOURN A motion was made by Commissioner Garza to adjourn the meeting. Commissioner Debish seconded the motion which carried unanimously 8 to 0. This regular meeting adjourned at 7:41 pm. Susan Warwick Susan Warwick Secretary Founders Day Commission Founders Day Commission October 14, 2019 Regular Meeting Minutes Page 3 of 6  CHAPTER 2 ADMINISTRATION AND PERSONNEL ARTICLE 2.04 BOARDS, COMMISSIONS AND COMMITTEES DIVISION 4. FOUNDERS DAY COMMISSION Sec. 2.04.091 Creation There is hereby created the City of Dripping Springs Founders Day Commission. Sec. 2.04.092 Definitions Commission. The City of Dripping Springs Founders Day Commission. District. The Dripping Springs Independent School District. ETJ. The extraterritorial jurisdiction of the City of Dripping Springs, Texas. Sec. 2.04.093 Members (a) The commission shall be composed of twelve (12) fourteen (14) members and a chairperson who are known to be interested in the annual Founders Day celebration and who have contributed to its success in previous years. The members shall represent the Lions Club as representatives of the carnival and the food vendors; the Dripping Springs Cook-Off Club as representatives of the cookers participating in the cook-offs; the St. Martin de Porres Church as representatives of the arts and crafts vendors; and the community at large. The members shall serve without pay. (b) The Lions Club; the Cook-Off Club; and St. Martin de Porres Church shall provide three (3) nominees from each of their respective organizations to serve as commissioners to serve two-year terms. The city council shall select 2 (two) members from each organization to serve two-year terms. (c) The city council shall appoint six (6) five (5) members to serve as at large members for a two-year term. (d) The city council shall annually appoint a commissioner, to serve as chairperson. The city council may appoint co-chairpersons if it deems it appropriate. The commissioners shall annually appoint a vice- chairperson and a secretary. (1) The secretary has the following duties: monthly reporting of financial records and recording of minutes. (2) The vice chairperson has the following duties: coordinating of subcommittee chairs; reports and serves as the chairperson; substitutes for the chairperson in the event of their absence. (3) The chairperson has the following duties: conducts meetings; acts as liaison to the city council; Founders Day Commission October 14, 2019 Regular Meeting Minutes Page 4 of 6  presents yearly wrap-up report to the city council. (e) The commissioners shall serve staggered terms with the term of four (4) seven (7) members to expire on June 1 of each odd-numbered year, the term of 5 (five) seven (7) members to expire on June 1 of each even-numbered year, and the term of the chairperson to expire on June 1 of each year. (f) At the time new appointments are made, the city council shall fill vacancies by requesting no less than two (2) or three (3) nominations from the out-going and current commissioners for each vacancy. Such nominations shall take into consideration all known parties interested in or participating in the Founders Day celebration at the time such nominations are made. Such nominations shall represent fairly the number of representatives from all interested parties and organizations at any given time. (g) Members of the commission may be removed from office by the city council at any time by a simple majority vote of the city council, either: (1) Upon its own motion; (2) Upon recommendation of a simple majority of the Founders Day Commission Members; or (3) Upon recommendation of the Founders Day Commission chairperson and one other Founders Day Commission member. Sec. 2.04.094 Organization and meetings (a) The commission shall meet for organization immediately after appointment of its members and shall adopt such rules as it deems best to govern its actions subject to the general laws of this state, this division and other city ordinances. (b) A quorum shall consist of a simple majority of the members, including the chairperson. The chairperson shall have a vote only in the case of a tie vote by the commission members. (c) The meetings of the commission shall be held on a regular basis, but not less than once a month. Such meetings shall be open to the public as required by the laws of the state and comply with the Open Meetings Act as set forth in chapter 551 of the Texas Government Code, as amended. (d) Meetings may also be called by the chairperson, at the request of two or more of the commission’s members, or at the request of the city council. (e) Commission members unable to attend any meeting shall notify the chairperson and the city secretary as soon as possible, in order to assure a quorum will be present. Any member of the commission absent for three (3) regular consecutive meetings or four regular meetings during the preceding twelve-month period of the commission, without having obtained leave of absence at a regular meeting, unless prevented by sickness, shall be deemed to have vacated his or her their office. Founders Day Commission October 14, 2019 Regular Meeting Minutes Page 5 of 6 Sec. 2.04.095 Functions and duties (a) The commission shall act in an advisory capacity to the city council to plan, promote, arrange and organize Founders Day while complying with all applicable regulations. (b) It shall be the duty of the commission to make recommendations to the city council pertaining to: (1) The maximum utilization of the city parks, streets, and rights-of-way to facilitate the safe and orderly operation of Founders Day; (2) The proper and timely compliance with all applicable regulations, including but not limited to the regulations established by the state department of transportation and the county sheriff’s department; (3) The coordination of Founders Day events with the District, the Dripping Springs Lions Club, city and other local charitable entities; (4) The establishment of a financial book and records which shall include a monthly report, an annual operating budget, and a year-end fiscal statement as of June 1; (5) The establishment of all fees and charges necessary to operate Founders Day; (6) The preparation of all necessary applications for compliance with any necessary regulatory agencies, including but not limited to the state department of transportation and the county sheriff’s department; (7) The scheduling of events and entertainment associated with Founders Day; and (8) The improvement and safe operation of the Founders Day celebration. (c) The commission shall at all times seek to promote the close cooperation between the city, the district, the state department of transportation, the county sheriff’s department and all private citizens, institutions and agencies interested in the conduction of Founders Day activities to the end that Founders Day may be coordinated to secure the greatest public welfare. Secs. 2.04.096–2.04.120 Reserved Founders Day Commission October 14, 2019 Regular Meeting Minutes Page 6 of 6