Founders Day Commission Meeting

FOUNDERS DAY COMMISSION MEETING City of Dripping Springs Council Chambers, 511 Mercer St, Dripping Springs, TX Monday, June 12, 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 6:31 pm. Commission Members present: Brenda Medcalf, Chair Jake Adams, Vice Chair Susan Warwick, Secretary Brian Daniel Darrell Debish Lisa Garza Sharon Goss Clinton Holtzendorf Dee Marsh Michael Monaghan Jeff Shindler Brad Thomas Brian Varnell Commission Member absent: Larry Hans Staff, Consultants & Appointed/Elected Officials present: Parks & Community Services Director Andy Binz Community Events Coordinator Johnna Krantz City Treasurer Shawn Cox Deputy Public Works Director Craig Rice Content Marketing Specialist Stephanie Hartnett Council Member 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 Founders Day Commission June 12, 2023 Regular Meeting Minutes Page 1 of 2 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 April 10, 2023, Founders Day Commission regular meeting minutes. A motion was made by Commissioner Debish to approve the April 10, 2023, Founders Day Commission regular meeting minutes. Commissioner Holtzendorf seconded the motion which carried unanimously 12 to 0. BUSINESS 2. Wrap-Up discussion regarding the 2023 Founders Day Event. Topics of discussion included • Placement of barricades at RR12 and Old Fitzhugh • Incidents of bullying at carnival rides • Possibly spreading out the carnival when the old DSISD administration building is demolished • The request of some community members for additional shuttle bus service during the event • Better coordination with security, fire department, and participants on when water barriers are filled with water • The need for an Emergency Management Plan for the event developed by the City • Location of road closure barriers on San Marcos between 290 and Wallace • Two trucks parked in the alley by Vintage Soul were an obstruction Sunday during exit • Participants need to pack up their booths before their truck or trailer comes to load • Some Arts & Crafts and Cook-Off booths were vandalized and ransacked Saturday night • Put all RVs by the Stephenson Building • Cook-Off club is losing its judging location • Supplies (zip ties, chalk paint, etc) for set-up the week prior • More maps on more A-frames at the event • Possibility of a Founders Day Instagram account • Possibility of hiring a vendor to come in to handle the clean-up for the event • Roger Hanks extension could impact the site plan next year • Devise a way for sponsorship committee to know when sponsor pledges have been paid Founders Day Commission June 12, 2023 Regular Meeting Minutes Page 1 of 2  3. Discuss and consider possible action regarding the Founders Day Commission Fiscal Year 2024 Budget recommendation. Proposed Revenue: $160,045.71 Arts & Crafts Booths $6250, Food Booths $1300, BBQ Cookers $4600, Carnival $14,000, Parade $4000, Sponsorship $90,000, Parking Concession $1000, Electric $3300 Carryover from 2023 $35,595.71 We are using the carryover from 2023 simply to balance the budget for right now. Commissioners will keep this in mind and try to cut down on expenses. Proposed Expenditures: $160,025 Publicity $2500, Porta-Potties $15,000, Security $35,000, Health, Safety & Lighting $30,500, Transportation $7000, Barricades/Traffic Plans $6500, Bands, Music & Sound $22,500, Clean-Up $20,000, FD Event Supplies $7750, Sponsorship $6000, Parade $650, Tent, Tables & Chairs $4400, Electricity $2000, FD Electrical Setup $225 A motion was made by Commissioner Thomas to approve a preliminary Founders Day Commission Fiscal Year 2024 Budget. Commissioner Debish seconded the motion which carried unanimously 12 to 0. Via unanimous consent, Business Agenda Items 4 and 5 were considered together. 4. Discuss and consider possible action regarding meeting frequency. 5. Discuss and consider possible action regarding Founders Day Commission Committees. Discussion included the possibility of setting up 11 committees that would meet as often as necessary. The committees would then report to the Commission. Since the committees are meeting as often as necessary, the full commission meetings would not need to be held so frequently. A motion was made by Commissioner Thomas to table items 4 and 5 until the next meeting. Commissioner Holtzendorf seconded the motion carried unanimously 12 to 0. UPCOMING MEETINGS Founders Day Commission Meetings July 10, 2023, at 6:30 p.m. August 14, 2023, at 6:30 p.m. September 11, 2023, at 6:30 p.m. City Council Meetings June 20, 2023, at 6:00 p.m. July 5, 2023, at 6:00 p.m. July 18, 2023, at 6:00 p.m. Founders Day Commission June 12, 2023 Regular Meeting Minutes Page 1 of 2 ADJOURN A motion was made by Commissioner Thomas to adjourn the meeting. Commissioner Holtzendorf seconded the motion which carried unanimously 12 to 0. This regular meeting of the Founders Day Commission was adjourned at 10:00 pm. Susan Warwick Susan Warwick, Secretary Founders Day Commission Founders Day Commission June 12, 2023 Regular Meeting Minutes Page 1 of 2