Founders Day Commission Meeting

FOUNDERS DAY COMMISSION MEETING City of Dripping Springs Council Chambers, 511 Mercer St, Dripping Springs, TX Monday, January 10, 2022 at 6:30 PM MINUTES CALL TO ORDER AND ROLL CALL With a quorum of the Commission present, Chair Medcalf called the meeting to order at 6:34 pm. Commission Members present were: Brenda Medcalf, Chair Jake Adams, Vice Chair Brian Daniel Darrell Debish Sharon Goss Clinton Holtzendorf Michael Monaghan Brian Varnell Susan Warwick Dee Marsh Jeff Shindler Commission Members absent were: Larry Hans Danny Rowe Brad Thomas Staff, Consultants & Appointed/Elected Officials present were: Parks & Community Services Director Kelly Schmidt Community Events Coordinator Caylie Houchin City Council Member Place 5 Sherrie Parks A motion was made by Commissioner Debish to excuse tonight’s absence of Commissioners Hans, Rowe and Thomas. Commissioner Adams seconded the motion which carried unanimously 10 to 0. PRESENTATION OF CITIZENS A member of the public who desires to address the Commission regarding any item on an agenda for an open meeting may do so at presentation of citizens before an item or at a public hearing for an item during the Commission’s consideration of that item. Citizens wishing to discuss matters not contained within the current agenda may do so, but only during the time allotted for presentation of citizens. Speakers are allowed two (2) minutes to speak during presentation of citizens or during each public hearing. Speakers may not cede or pool time. Members of the public requiring assistance of a translator will be given twice the amount of time as a member of the public who does not require the assistance of a translator to address Founders Day Commission January 10, 2022 Regular Meeting Minutes Page 1 of 4 the Board. It is the request of the Board that members of the public wishing to speak on item(s) on the agenda with a noticed Public Hearing hold their comments until the item(s) are presented for consideration. Speaker are encouraged to sign in. Anyone may request a copy of the City's policy on presentation of citizens for the City Secretary. By law no action may be taken during Presentation of Citizens. No one spoke during the Presentation of Citizens. MINUTES 1. Discuss and consider approval of the December 13, 2021, Founders Day Commission regular meeting minutes. A motion was made by Commissioner Daniel to approve to approve the December 13, 2021, Founders Day regular meeting minutes with the correction to the unanimous vote to adjourn the meeting of 11 to 0 (not 11 to 1). Commissioner Debish seconded the motion which carried unanimously 10 to 0. BUSINESS 2. Discuss and consider possible action regarding Shuttles related to the 2022 Founders Day Event. Presenter: Joe Peterson, Dripping Springs Rotary Club After much discussion, a motion was made by Commissioner Debish to authorize Dripping Springs Rotary Club (Joe Peterson, President) to spend up to $4000 to hire two buses and drivers to provide shuttle service from Dripping Springs High School parking lot to the Founders Day event on Saturday, April 23, 2022, and to ask Communications Director Sullivan to greatly publicize the free parking at the high school and the shuttle service. Commissioner Holtzendorf seconded the motion which carried 8 to 2, with Vice Chair Adams and Commissioner Marsh opposed. STANDING COMMITTEE REPORTS The following reports relate to the administration and planning of the Founders Day Festival. The Commission may provide staff direction; however, no action may be taken. 3. Arts & Crafts Committee Commissioner Monaghan Applications were emailed to previous Arts & Crafts vendors and many vendors are returning. Applications for new vendors will be posted on the city website this month. 4. Carnival & Food Committee Commissioners Goss and Warwick The carnival will return. All food vendors slots are filled. 5. Entertainment Committee Commissioners Thomas and Daniel Templates for the contracts for entertainers are needed so that contracts can be prepared. Founders Day Commission January 10, 2022 Regular Meeting Minutes Page 2 of 4  6. Parade Committee Commissioners Medcalf and Holtzendorf Rules and applications will be posted soon. 7. Publicity Committee Commissioners Adams, Holtzendorf, Daniel, Marsh and Lisa Sullivan We will ask Communications Director Sullivan to publicize the free parking at the high school and the shuttle service on Saturday of the event. 8. Sanitation Committee Commissioner Hans No report was given. 9. Security Committee Commissioners Medcalf and Debish The Security Committee met with City of DS Emergency Management Coordinator Roman Baligad today before this meeting to go over security for the event. Commissioner Debish reported on security matters (number of officers, hard closures, check points, etc.). 10. Site Plan Committee Commissioners Monaghan, Shindler and Medcalf The site maps are ready. 11. Sponsorship & Underwriting Committee Commissioners Adams, Debish, Daniel and Marsh The “Accepting Sponsorships” banner will be placed at the triangle at 12 and 290. Hope is for $70,000 in sponsorships by March 4 deadline. 12. Traffic & Parking Committee Commissioners Medcalf and Debish Possible Uber, Lyft, and shuttle bus drop-off locations were discussed. 13. Volunteer Committee Volunteer lists have been and will continue to be turned in to Events Coordinator Caylie Houchin. UPCOMING MEETINGS Founders Day Commission Meetings January 24, 2022, at 6:30 p.m. February 14, 2022, at 6:30 p.m. February 28, 2022, at 6:30 p.m. Founders Day Commission January 10, 2022 Regular Meeting Minutes Page 3 of 4  City Council Meetings January 11, 2022, at 5:00 p.m. (Waivers) January 18, 2022, 6:00 p.m. (CC) January 25, 2022, at 5:00 p.m. (Waivers) ADJOURN A motion was made by Commissioner Daniel to adjourn the meeting. Commissioner Adams seconded the motion which carried unanimously 10 to 0. This regular meeting of the Founders Day Commission was adjourned at 7:57 pm. Susan Warwick Susan Warwick, Secretary Founders Day Commission Founders Day Commission January 10, 2022 Regular Meeting Minutes Page 4 of 4