Founders Day Commission Meeting

FOUNDERS DAY COMMISSION MEETING City of Dripping Springs Council Chambers, 511 Mercer St, Dripping Springs, TX Monday, April 11, 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 6:33 pm. Commission Members present were: Brenda Medcalf, Chair Jake Adams, Vice Chair Susan Warwick, Secretary Brian Daniel Darrell Debish Sharon Goss Larry Hans Clinton Holtzendorf Dee Marsh Michael Monaghan Danny Rowe Jeff Shindler Brad Thomas Brian Varnell Staff, Consultants & Appointed/Elected Officials present were: Community Events Coordinator Caylie Houchin Communications Director Lisa Sullivan City Council Place 5 Sherrie Parks 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 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. Founders Day Commission April 11, 2022 Regular Meeting Minutes Page 1 of 4  No one spoke during Presentation of Citizens MINUTES 1. Discuss and consider approval of the March 28, 2022, Founders Day Commission regular meeting minutes. A motion was made by Commissioner Debish to approve the March 28, 2022, Founders Day Commission regular meeting minutes. Commissioner Holtzendorf seconded the motion which carried unanimously 13 to 0. BUSINESS 2. Discuss and consider a recommendation regarding the reappointment of At-Large Members Dee Marsh, Brian Varnell, and Jake Adams to the Founders Day Commission for terms ending June 30, 2023. A motion was made by Commissioner Daniel to approve the reappointment of At-Large Members Dee Marsh, Brian Varnell, and Jake Adams to the Founders Day Commission for terms ending June 30, 2023. Commissioner Goss seconded the motion which carried unanimously 13 to 0. 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 Commissioner Adams will check with major sponsors to be sure that any one of them wanting a booth will have one before remaining booths are assigned to those on the waiting list. Commissioner Monaghan will be on Mercer Saturday, April 23, at 4:30 am to prepare to admit the Arts & Crafts booths. He asked any other available commission members to be there at 5:00 am to assist him. 4. Carnival & Food Committee Commissioners Goss and Warwick Food vendors go in on Friday, 4/22. Carnival will begin setting up Thursday evening. 5. Entertainment Committee Commissioners Thomas and Daniel Line-ups of entertainment for both stages are finalized and ready for the event. 6. Parade Committee Commissioners Medcalf and Holtzendorf Volunteers are needed to help stage the parade Friday afternoon. Founders Day Commission April 11, 2022 Regular Meeting Minutes Page 2 of 4  7. Publicity Committee Commissioners Adams, Holtzendorf, Daniel, Marsh and Lisa Sullivan No report given. 8. Sanitation Committee Commissioner Hans Dumpsters and portable toilets are scheduled to be delivered early at various times. Portable toilets will be cleaned between 5 and 6 am on Saturday and Sunday mornings. 9. Security Committee Commissioners Medcalf and Debish Security is arranged. 10. Site Plan Committee Commissioners Monaghan, Shindler and Medcalf All is ready. 11. Sponsorship & Underwriting Committee Commissioners Adams, Debish, Daniel and Marsh The high-achieving Sponsorship Committee reached and surpassed the $70,000 goal of sponsorships by raising $81,750. 12. Traffic & Parking Committee Commissioners Medcalf and Debish City Councilwoman Parks brought a message from the City of Dripping Springs stressing the importance of safety for all event participants, particularly on Highway 290 and RR 12. The Commission has arranged for increased presence of Hays County Sheriffs at the event and on surrounding roads. There will be no parking on RR 12. Free parking at the high school and the free shuttle all day Saturday are ready for the event. 13. Volunteer Committee Community Events Coordinator Caylie Houchin Commissioners should continue to request volunteers for the event. Request should include a description of duties. UPCOMING MEETINGS Founders Day Commission Meetings May 9, 2022, at 6:30 p.m. June 13, 2022, at 6:30 p.m. July 11, 2022, at 6:30 p.m. Founders Day Commission April 11, 2022 Regular Meeting Minutes Page 3 of 4  City Council & Board of Adjustment Meetings April 5, 2022, at 6:00 p.m. (CC & BOA) April12, 2022, at 5:00 p.m. (Moratorium Waivers) April 19, 2022, at 6:00 p.m. (CC) April 26, 2022, at 5:00 p.m. (Moratorium Waivers) ADJOURN A motion was made by Commissioner Thomas to adjourn the meeting. Commissioner Hans seconded the motion which carried unanimously 13 to 0. This regular meeting of the Founders Day Commission was adjourned at 8:25 pm. Susan Warwick Susan Warwick, Secretary Founders Day Commission Founders Day Commission April 11, 2022 Regular Meeting Minutes Page 4 of 4