Founders Day Commission Meeting

Founders Day Commission Regular Meeting Minutes December 9, 2019 at 6:30 p.m. A Regular Meeting of the Founders Day Commission of Dripping Springs, Texas was held Monday, December 9, 2019 beginning at 6:00 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 Brian Daniel Darrell Debish Martin Garza Sharon Goss Clinton Holtzendorf Michael Monaghan Brian Varnell Susan Warwick Commission Member absent was: Brad Thomas City Staff/Appointed Officials present were: Parks & Community Services Director Kelly Schmidt Events & Programs Specialist Maggie Martin Communications Coordinator Lisa Sullivan Council Member Place 1 Taline Manassian With a quorum of the Commission present, Chair Medcalf called the meeting to order at 6:33 p.m. Introductions of Commission members and city staff were made. Discussion followed to familiarize new members with the workings of the Commission. 1. All members of the Commission are working members, contributing members, not simply members of a committee. Each and every member of the commission works the entirety of the event, and before and after the event, whenever he/she is needed. Every member takes care of his own responsibilities and also jumps in to help with whatever needs to be done, whether it’s picking up trash, moving a barricade, putting up fencing, etc. 2. Any and all decisions come through the Commission. Telephone calls, emails, communications that come to an individual must be forwarded to the Commission. II. MINUTES Founders Day Commission December 9, 2019 Regular Meeting Minutes Page 1 of 5  A. Discuss and consider approval of the November 18, 2019 Founders Day Commission Regular Meeting Minutes. A motion was made by Commissioner Debish to approve the November 18, 2019 Founders Day Commission Regular Meeting Minutes. Commissioner Garza seconded the motion which carried unanimously 10 to 0. III. BUSINESS A. Discuss and consider approval of Changes to the Parade Rules and Theme regarding the 2020 Founders Day Festival. 1. Parade Rules The Commission discussed issues with the 2019 event related to the number of parade entries and the amount of time the parade took to complete and directed staff to make the following changes to the Parade Rules. Updated Parade Rules and Parade Entry Application are to be to the City Attorney for review before final approval by the Founders Day Commission: 1. Increase entry fee to be reflected on the Parade Application. 2. Limit parade entries to fifty feet (50’) in length and allow only two (2) vehicles within fifty feet (50’). 3. All entries must comply with the Parade Theme. 4. Description of parade entry must be included with the Parade Application, preferably a drawing. 5. Acknowledgement of Parade Rules must be signed by individual in charge of parade day activities. 6. Political and Solicitation signs are not allowed on parade entries. 7. Statement added that failure to comply with the Parade Rules will result in the entry’s removal from participation in the parade. 8. Statement added that the Founders Day Commission has discretionary powers to make changes. 2. Theme The Commission discussed “Drippin’ Through the Decades” as the 2020 Founders Day Parade Theme. No action was taken on this item. B. Discussion regarding Participation Agreement requirements related to individuals and businesses. Participation agreements will be sent to City Council and all parties must be registered businesses in the state of Texas. Founders Day Commission December 9, 2019 Regular Meeting Minutes Page 2 of 5  C. Discuss and consider recommendation regarding Amendments to the Founders Day Commission ordinance related to the appointment of At-Large members. When the Commission decided to increase its membership to add two new open At-Large positions to provide for growth, it was also decided not fill them at this time. The city website should reflect this so that community members don’t get the impression that they can apply at this time for an open position on the Founders Day Commission. Verbiage should be changed in Chapter 2 Administration and Personnel, Article 2.04 Boards, Commissions and Committees, Division 4. Founders Day Commission, Sections 2.04.093 Members (b), (c) and (f) to reflect the following: When any open position is to be filled, the Founders Day Commission will send a recommendation to the City Council. The City Council shall appoint a new member based on the advisement of the Founders Day Commission. A motion was made by Commissioner Debish to recommend amending the Division 4. Founders Day Commission of the Code of Ordinances, Section 2.04.093 Members (b), (c) and (f) to include when any open position is to be filled, the Founders Day Commission will send a recommendation to the City Council. The city Council shall appoint a new member based on the advisement of the Founders Day Commission. Commissioner Monaghan 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 • Request that Lisa Sullivan create a new site plan map. B. Entertainment Committee Brad Thomas No items to report. C. Food Committee Sharon Goss and Susan Warwick • Food Vendor spots are full. D. Arts & Crafts Committee Michael Monaghan • Applications will be emailed on December 15, 2019 to last year’s vendors. Founders Day Commission December 9, 2019 Regular Meeting Minutes Page 3 of 5  E. Parade Committee Brenda Medcalf and Clint Holtzendorf Previously discussed in Business Agenda Item A. F. Publicity Committee Brenda Medcalf, Jake Adams, Clint Holtzendorf, Maggie Martin and Lisa Sullivan • Continued planning regarding logo publication in various local publications. • Membership in Chamber of Commerce will provide opportunities for exposure at their meetings and lunches. G. Sanitation Committee Martin Garza • Port-O-Potty’s will have lighting. H. Sponsorship & Underwriting Committee Jake Adams, Darrell Debish, Brian Daniel and Maggie Martin • Committee is working on sponsorships. I. Security Committee Brenda Medcalf and Darrell Debish Nothing to report. J. Volunteer Committee Maggie Martin • Commission will provide staff with list of volunteer needs. K. Traffic & Parking Committee Brenda Medcalf and Darrell Debish • Committee is working on solutions to parking: o Shuttles; o Parking at Ranch Park with drop off at Old Fitzhugh Road; o Obtaining cost estimates for commercial shuttles and asking local churches or assistance 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. Founders Day Commission December 9, 2019 Regular Meeting Minutes Page 4 of 5  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 Debish to adjourn the meeting. Commissioner Garza seconded the motion which carried unanimously 10 to 0. This regular meeting adjourned at 8:26 p.m. Susan Warwick Susan Warwick Secretary Founders Day Commission Founders Day Commission December 9, 2019 Regular Meeting Minutes Page 5 of 5