Founders Day Commission Meeting

Founders Day Commission Regular Meeting Minutes November 18, 2019 at 6:30 p.m. A Regular Meeting of the Founders Day Commission of Dripping Springs, Texas was held Monday, November 18, 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 Brian Daniel Darrell Debish Martin Garza Clinton Holtzendorf Michael Monaghan Brad Thomas Brian Varnell Susan Warwick Commission Members absent were: Jake Adams, Vice Chair Sharon Goss City Staff/Appointed Officials present were: Kelly Schmidt, Parks & Community Services Director Lisa Sullivan, Communications Coordinator With a quorum of the Commission present, Chair Medcalf called the meeting to order at 6:30 p.m. II. MINUTES A. Discuss and consider approval of the October 14, 2019 Founders Day Commission Regular Meeting Minutes. A motion was made by Commissioner Garza to approve the October 14, 2019 Founders Day Commission Regular Meeting Minutes. Commissioner Debish seconded the motion which carried unanimously 9 to 0. III. BUSINESS A. Discuss and consider recommendations regarding newly created seats on the Founders Day Commission. 1. Lions Club Founders Day Commission November 18, 2019 Regular Meeting Minutes Page 1 of 4  A motion was made by Commissioner Garza to recommend Brad Thomas to fill the newly created Lions Club Representative position on the Founders Day Commission. Commissioner Debish seconded the motion which carried unanimously. 2. Cook-Off Club No action or recommendation regarding appointments for the Cook-Off Club. 3. St. Martin de Porres Catholic Church A motion was made by Commissioner Garza to recommend Darrell Debish to fill the newly created St. Martin de Porres Representative position on the Founders Day Commission. Commissioner Thomas seconded the motion which carried unanimously. A motion was made by Commissioner Thomas to recommend Dee Marsh to fill an At-Large position on the Founders Day Commission. Commissioner Debish seconded the motion which carried unanimously. IV. STANDING COMMITTEE REPORTS The following updates relate to the administration of the 2016 Founders Day Festival. No action to be taken. A. Site Plan Committee Michael Monaghan and Brenda Medcalf • Dumpsters and trash cans in the City right-of-way on Wallace Street behind Rippy’s Feed and Hudsons need to be removed. • Arrange lane closures with TxDOT for Hwy 290 during Parade. • Obtain permission to use lot at Mercer and Old Fitzhugh Road for parking. • Lions Club contracts with carnival and DSISD. B. Entertainment Committee Brad Thomas • Entertainment is being arranged and Commission Daniel will help. C. Food Committee Sharon Goss and Susan Warwick • There is no room for new food vendors. D. Arts & Crafts Committee Michael Monaghan • Email to returning vendors will be sent December 15th. • Beginning January 1st, vendor application will be posted on City website for new vendors. Founders Day Commission November 18, 2019 Regular Meeting Minutes Page 2 of 4  • Commission Monaghan will update spreadsheet of vendors accepted every few days and send to the City. E. Parade Committee Brenda Medcalf and Clint Holtzendorf • All parade applications and fees will be turned in to the City. • Chair Medcalf will determine when to stop accepting parade entry applications and this decision will be final. • The Commission will need to decide on a parade theme at the next meeting. • There is limited space allotted for each parade entrant which will be the length of one truck and trailer and the number of walkers per entry will be limited as well. F. Publicity Committee Brenda Medcalf, Jake Adams, Clint Holtzendorf, Kelly Schmidt and Lisa Sullivan • Funds have been budgeted for publicity. • Sponsors need to start as soon as they have signed on. G. Sanitation Committee Martin Garza • Checking to see whether to use Waste Management or Recon. H. Sponsorship & Underwriting Committee Jake Adams, Darrell Debish, Brian Daniel and Kelly Schmidt • Sponsorships need to be secured as soon as possible. I. Security Committee Brenda Medcalf and Darrell Debish • The following measures will need to be added this year: o 300+ additional feet of fencing; o One additional security personnel; and o One additional Gary Job Corps individual. • The City will reach out to AT&T to set up temporary network during event. J. Security Committee Brenda Medcalf and Darrell Debish Duplicate item. K. Volunteer Committee Kelly Schmidt • Commission requests 30 volunteers for the event. Founders Day Commission November 18, 2019 Regular Meeting Minutes Page 3 of 4 V. UPCOMING MEETINGS A. Founders Day Commission Meetings January 13, 2020 at 6:30 p.m. January 27, 2020 at 6:30 p.m. February 10, 2020 at 6:30 p.m. February 24, 2020 at 6:30 p.m. B. City Council & Board of Adjustment Meetings December 10, 2019 at 6:00 p.m. (6:00 Workshop / 6:30 Regular Meeting) December 17, 2019 at 6:00 p.m. January 14, 2020 at 6:00 p.m. (6:00 Workshop / 6:30 Regular Meeting) January 21, 2020 at 6:00 p.m. VI. ADJOURN A motion was made by Commissioner Garza to adjourn the meeting. Commissioner Thomas seconded the motion which carried unanimously 9 to 0. This regular meeting adjourned at 7:29 pm. Susan Warwick Susan Warwick Secretary Founders Day Commission Founders Day Commission November 18, 2019 Regular Meeting Minutes Page 4 of 4