Founders Day Commission Meeting

Founders Day Commission Regular Meeting Minutes March 9, 2020 at 6:30 p.m. A Regular Meeting of the Founders Day Commission of Dripping Springs, Texas was held Monday, March 9, 2020 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 Darrell Debish, Interim Vice Chair Martin Garza Sharon Goss Clinton Holtzendorf Michael Monaghan Susan Warwick Dee Marsh Jeff Shindler Commission Members absent were: Brian Daniel Brad Thomas Brian Varnell City Staff/Appointed Officials present were: Programs & Events Specialist Maggie Martin Parks & Community Services Director Kelly Schmidt Communications Coordinator Lisa Sullivan Emergency Management Coordinator Roman Baligad With a quorum of the Commission present, Chair Medcalf called the meeting to order at 6:32 p.m. Roman Baligad presented on the coronavirus situation in the Dripping Springs area. Any decisions made related to the Founders Day Festival will be made with the best interests of the health of the community. North Hays County Fire and Rescue is insisting that cookoff participants and food vendors have approved fire extinguishers and that members of the Cook-Off Club wear sanitary gloves when handling food to the public. A motion was made by Interim Vice Chair Debish to approve the of absence from the March 9, 2020 Founders Day Commissioners Regular Meeting for Commissioners Daniel, Thomas, and Varnell. Commissioner Holtzendorf seconded the motion which carried unanimously 8 to 0. II. MINUTES Founders Day Commission March 9, 2020 Regular Meeting Minutes Page 1 of 4  A. Discuss and consider approval of the February 24, 2020 Founders Day Commission Regular Meeting Minutes. A motion was made by Interim Vice Chair Debish to approve the February 24, 2020 Founders Day Commission Regular Minutes with the following corrections: 1. Standing Committee Reports reference the current year of 2020; and 2. III. Standing Committee Reports, I.: strike “Committee members are continuing to find sponsorships”. 3. III. Standing Committee Reports, H. Sponsorship & Underwriting Committee: add “Committee members are continuing to find sponsorships”. Commissioner Garza seconded the motion which carried unanimously 8 to 0. III. BUSINESS A. Discuss and consider approval of 2020 Founders Day Festival Participation Agreements. A motion was made by Commissioner Garza to approve the following 2020 Founders Day Festival Participations Agreements: • Founders Day Participation Agreement Viking Fence Company • Founders Day Participation Agreement Gate Keeper • Founders Day Participation Agreement Church of the Springs Commissioner Debish seconded the motion which carried unanimously 8 to 0. 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 Commissioner Shindler is preparing two site maps (one will be a working map for the Commission and the City, and the other will be the one posted for the public use). The porta potties on Bluff will be moved slightly to block a No-Parking area and to make room for a few booth spots that were lost to the new driveway on Bluff. B. Entertainment Committee Brad Thomas and Brian Daniel The committee is gathering entertainer contracts. Tommy Mojica is in charge of the second stage. C. Carnival & Food Committee Sharon Goss and Susan Warwick Founders Day Commission March 9, 2020 Regular Meeting Minutes Page 2 of 4  A waiting list of possible future food vendors is being maintained. Requests that have been sent to the city and to the commission need to be forwarded to the DS Lions to be added to the list. Carnival tickets will be on sale approximately two weeks prior to the event. D. Arts & Crafts Committee Michael Monaghan Booth spots have been assigned. Five booth spots are being held back in case a major sponsor asks for one. A waiting list is being maintained for any booth not assigned to future sponsors. E. Parade Committee Brenda Medcalf and Clint Holtzendorf Applications for parade entries are being received. Applications need to include a legible email address and a description of how the Theme is being addressed. The groups in the front of the parade (VFW/American Legion, Grand Marshall, elected officials, Hays County Sheriff, Pct. 4 Constable, ESD 1, Fire dept, Band, high and middle school cheer, Hi- Steppers, and sponsors) do not pay the fee but must submit an application. F. Publicity Committee Brenda Medcalf, Jake Adams, Clint Holtzendorf, Brian Daniel, and Maggie Martin and Lisa Sullivan The triangle banner needs to be designed and made by March 17. G. Sanitation Committee Martin Garza The contract with JBar needs to be redone because we are doubling the number of handwashing stations. H. Sponsorship & Underwriting Committee Jake Adams, Darrell Debish, Brian Daniel, Dee Marsh and Maggie Martin The committee is continuing to secure sponsorships. I. Security Committee Brenda Medcalf and Darrell Debish A security meeting was held last Friday, March 7. Security measures (fencing, street closures, etc.) will be handled largely as they were last year. J. Volunteer Committee Maggie Martin Good progress is being made in signing up volunteers. K. Traffic & Parking Committee Founders Day Commission March 9, 2020 Regular Meeting Minutes Page 3 of 4  Brenda Medcalf and Darrell Debish Committee has determined where the drop-off area for shuttle, Uber, Lyft, etc. is to be located. Street closure signs will be posted prior to the event. V. UPCOMING MEETINGS A. Founders Day Commission Meetings March 23, 2020 at 6:30 p.m. April 13. 2020 at 6:30 p.m. April 27, 2020 at 6:30 p.m. – no meeting on this date May 11, 2020 at 6:30 p.m. B. City Council & Board of Adjustment Meetings March 10, 2020 at 6:00 p.m. (6:00 Workshop / 6:30 Regular Meeting) March 17, 2020 at 6:00 p.m. April 14, 2020 at 6:00 p.m. (6:00 Workshop / 6:30 Regular Meeting) April 21, 2020 at 6:00 p.m. VI. ADJOURN A motion was made by Commissioner Garza to adjourn the meeting. Commissioner Holtzendorf seconded the motion which carried unanimously 8 to 0. This regular meeting was adjourned at 8:18 p.m. Susan Warwick Susan Warwick Secretary Founders Day Commission Founders Day Commission March 9, 2020 Regular Meeting Minutes Page 4 of 4