Founders Day Commission Meeting

FOUNDERS DAY COMMISSION MEETING City of Dripping Springs Council Chambers, 511 Mercer St, Dripping Springs, TX Monday, April 10, 2023 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 6:35 pm. Commission Members present Brenda Medcalf, Chair Jake Adams, Vice Chair Susan Warwick, Secretary Darrell Debish Lisa Garza Sharon Goss Clinton Holtzendorf Dee Marsh Michael Monaghan Jeff Shindler Brian Varnell Commission Members absent were: Brian Daniel Larry Hans Brad Thomas Staff, Consultants & Appointed/Elected Officials present were: Parks & Community Services Director Andy Binz Community Events Coordinator Johnna Krantz Content Marketing Specialist Stephanie Hartnett City Treasurer Shawn Cox Emergency Management Coordinator Roman Baligad A motion was made by Commissioner Debish to excuse tonight’s absences of Commissioners Daniel, Hans, and Thomas. Commissioner Marsh 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 Founders Day Commission April 10, 2023 Regular Meeting Minutes Page 1 of 4 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. No citizens spoke during the Presentation of Citizens MINUTES 1. Discuss and consider approval of the March 27, 2023, Founders Day Commission regular meeting minutes. A motion was made by Commissioner Monaghan to approve the March 27, 2023, Founders Day Commission regular meeting minutes. Commissioner Debish seconded the motion which carried unanimously 10 to 0. BUSINESS 2. Discuss and consider recommendation regarding an alternate contractor for Parking Shuttle Transportation during Founders Day, 2023. A motion was made by Commissioner Marsh to approve the contract with a new bus company for an incremental $2000. Vice Chair Adams seconded the motion which carried unanimously 10 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 Eighteen additional Arts & Crafts booths will be added to the parking lot at 299 Mercer St. They will enter from Mercer St. on Friday morning to set up booths and will exit onto Mercer St. Sunday evening. Commissioner Monaghan will manage these booths even though Saint Martin’s has offered to not take the additional revenue from these booths. 4. Carnival & Food Committee Commissioners Goss and Warwick Food vendors are full. Carnival tickets will go on sale this coming Friday, April 14. Locations will be posted on the website. Founders Day Commission April 10, 2023 Regular Meeting Minutes Page 2 of 4  5. Entertainment Committee Commissioners Thomas, Daniel and Holtzendorf The entertainment line-up is all set. 6. Parade Committee Commissioners Medcalf and Holtzendorf Abacus Plumbing, AC and Electrical is the 2023 parade sponsor. The parade meeting (mandatory for parade participants) will be Thursday, April 13, at 6:30 pm in the small room at the back of Dripping Springs Ranch Park. We have 62 entries plus the high school band, hi-steppers, sheriffs, fire, EMS, etc. for a total less than 75. 7. Publicity Committee Commissioners Adams, Holtzendorf, Daniel, Marsh and Lisa Sullivan Posters, banners, etc. are ready. Simplified map of event activities and locations will be posted on A-frames at the event. 8. Sanitation Committee Commissioner Hans Roll-off dumpsters will be delivered on Friday, April 28. Commissioner Hans is planning to attend the Security meeting on April 14. Commissioner Marsh has arranged to provide 2 utility golf carts for Sanitation to use at the event. 9. Security Committee Commissioners Medcalf and Debish Fire came in higher than budgeted at $11,165. EMS came in on budget at $4250. Lighting, barriers, maps, agreements, fencing, bike racks, etc. are all set. Security meeting will be on Friday, April 14 at 10:00 am. 10. Site Plan Committee Commissioners Monaghan, Shindler and Medcalf Map of parking lot at Roxie’s, 299 Mercer St, will show location of 18 additional Arts & Crafts vendor booths in a U-shaped pattern on the Mercer St side, the 30’ by 40’ portion on Wallace St offered by Roxie’s to Brisket Brothers Cookers on the Wallace St side, and the remainder area for the Founders Day Commission. An area in the grass to the right of the Stephenson Building will also be used as a Commissioners’ hub. 11. Sponsorship & Underwriting Committee Commissioners Adams, Debish, Daniel and Marsh The VIP party for sponsors will be at The Station from noon to 2:00 pm on Saturday, April 29. The sponsorship committee has met its new goal for revenue (when all the checks come in). $82,500 was the original amount of sponsorship revenue budgeted but because of increased costs, the new goal was set at $100,000. Founders Day Commission April 10, 2023 Regular Meeting Minutes Page 3 of 4  12. Traffic & Parking Committee Commissioners Medcalf and Debish A reminder was given that Wallace St between San Marcos St and College St will be closed at 9:00 am on Friday and the other streets will be closed at noon on Friday. Parking passes will be given only to major sponsors, entertainers, and Commissioners. 13. Volunteer Committee Community Events Coordinator Johnna Krantz The volunteer link will be up soon. UPCOMING MEETINGS All members of the Founders Day Commission will meet at the Stephenson Building at 9 am on Saturday, April 22 to set-up for the event. This will be a posted meeting to be held in lieu of the Monday, April 24, 6:30 pm. regular Founders Day Commission meeting. Founders Day Commission Meetings Saturday, April 22, 2023, at 9:00 a.m. May 8, 2023, at 6:30 p.m. June 12, 2023, at 6:30 p.m. City Council Meetings April 18, 2023, at 6:00 p.m. May 2, 2023, at 6:00 p.m. May 16, 2023, at 6:00 p.m. ADJOURN A motion was made by Commissioner Monaghan to adjourn the meeting. Commissioner Holtzendorf seconded the motion which carried unanimously 10 to 0. This regular meeting of the Founders Day Commission was adjourned at 8:27 pm. Susan Warwick Susan Warwick, Secretary Founders Day Commission Founders Day Commission April 10, 2023 Regular Meeting Minutes Page 4 of 4