Founders Day Commission Meeting

FOUNDERS DAY COMMISSION MEETING City of Dripping Springs Council Chambers, 511 Mercer St, Dripping Springs, TX Monday, November 13, 2023, at 6:30 PM MINUTES CALL TO ORDER AND ROLL CALL With a quorum of the Commission present, Community Events Coordinator Krantz called the meeting to order at 6:31 pm. Commission Members present were: Susan Warwick, Secretary Brian Daniel Darrell Debish Lisa Garza Sharon Goss Clinton Holtzendorf Dee Marsh Michael Monaghan Jeff Shindler Brian Varnell Commission Members absent were: Brenda Medcalf, Chair Mark Handley Brad Thomas Staff, Consultants & Appointed/Elected Officials present were: Parks & Community Services Director Andy Binz Community Events Coordinator Johnna Krantz Content Marketing Specialists Stephanie Hartnett Emergency Management Coordinator Roman Baligad Council Member Sherrie Parks A motion was made by Commissioner Debish to excuse tonight’s absences of Commissioners Medcalf, Handley and Thomas. Commissioner Monaghan 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 November 13, 2023 Regular Meeting Minutes Page 1 of 2 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 one spoke during the Presentation of Citizens MINUTES 1. Discuss and consider approval of the October 23, 2023, Founders Day Commission regular meeting minutes. A motion was made by Commissioner Debish to approve the October 23, 2023, Founders Day Commission regular meeting minutes. Commissioner Monaghan seconded the motion which carried unanimously 10 to 0. BUSINESS 2. Discuss and consider the Appointment of a Vice Chair to serve a term ending June 30, 2024. A motion was made by Commissioner Marsh to appoint Commissioner Darrell Debish to the position of Vice Chair of the Founders Day Commission to serve a term ending June 30, 2024. Commissioner Holtzendorf seconded the motion which carried unanimously 10 to 0. 3. Discuss and consider possible alternative use of the Roxie’s Parking Lot for the 2024 Founders Day Festival. If no construction is happening, the CERT cooling tent, Emergency Management Center, trailers with food storage for College Street food vendors, and possibly an RV for the Green Room and utility vehicles will be in the Roxie parking lot. If the Sutton Building on San Marcos is unavailable to house the Cook-Off judging, then that judging could occur under a tent in the parking lot also. The Founders Day Commission and the Cook-Off Club have nothing to do with any private arrangement to set up tents in the lot between individual cook- off teams and the owners. If construction is occurring, the cooling tent and Emergency Management Center will move over by Stephenson Building. We have set March 1 as the deadline to know if the Roxie parking lot is under construction or is available. 4. Discussion and review of property line surveys between the City right-of-ways and private property surrounding the Masonic Lodge at 103 Old Fitzhugh Rd. It is possible the stage and sponsors Abacus and Deep Eddy were on Masonic Lodge property last year. If we are going to be on Lodge property, we need an agreement with the Lodge, or we need to re-locate. A subcommittee will walk the parking lot and consider the location of the stage for site planning. Founders Day Commission November 13, 2023 Regular Meeting Minutes Page 1 of 2  5. Discuss and consider possible locations for the Texas Lottery Commission booth during the 2024 Founders Day Festival. Possible location for their 20-foot trailer might be the Spring Bluff Center driveway opening onto Mercer (between Anytime Fitness and the Carnival). Water barriers would be placed behind the trailer. The dumpsters that have been in that area would be moved to the carnival area. Deputy Public Works Director Craig Rice will be consulted about supplying a 30-amp power drop at that location. 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. 6. Arts & Crafts Committee Commissioner Monaghan Vendor applications are on schedule to be posted in January. Sponsorship has asked that 12 vendor spots be held for interested sponsors. 7. Carnival & Food Committee Commissioners Goss and Warwick Food and carnival arrangements are on schedule. Another dumpster and more portapotties will be in the carnival area. 8. Entertainment Committee Commissioners Thomas, Daniel and Holtzendorf Committee hopes to get contracts with major bands out in December. 9. Parade Committee Commissioners Medcalf and Varnell No report given. 10. Publicity Committee Commissioners Holtzendorf, Daniel, Marsh and Lisa Sullivan Committee will not put an insert flyer in Community Impact this year. 11. Sanitation Committee Commissioners Holtzendorf (Chair), Debish, and Shindler Committee is adding more dumpsters. Sanitation committee will handle the utility vehicles. 12. Security Committee Commissioners Medcalf and Debish One additional security officer will be added. Committee will provide a schedule to the City on when to fill the water barriers. Founders Day Commission November 13, 2023 Regular Meeting Minutes Page 1 of 2  13. Site Plan Committee Commissioners Monaghan, Shindler and Medcalf Site plan committee will meet with DSISD. Some Cook-Off teams need be reminded to lower their awnings for the passage of the parade. Considerations to the site plan that are still pending are as follows: possible voting at a DSISD building, the Roxie parking lot, and the Masonic Lodge parking lot. 14. Sponsorship & Underwriting Committee Commissioners Debish, Daniel and Marsh Sponsorship goal is 90,000. Plans include Early bird sponsorships, Chamber of Commerce ads, 1-2-3 Steps, and the request that each commission member ask 3 to 5 businesses to sponsor. On-line sponsorship sign-ups have encouraged many more small sponsors. The sponsorship packet will be re-designed to encourage each sponsor to sign up for a booth spot and parade entry (if they want them) at the time they commit to being a sponsor (1-2-3 Steps). 15. Traffic & Parking Committee Commissioners Medcalf and Debish The DS Rotary Club will handle the park and ride buses again this year. We will reach out to Ninja Buses again this year. 16. Volunteer Committee Community Events Coordinator Johnna Krantz Committees should submit any needs for volunteers including duties and age requirement to Event Coordinator Krantz. 17. Budget Committee Report Commissioner Medcalf (Chair) and Garza, and Community Events Coordinator Johnna Krantz No report given. UPCOMING MEETINGS Founders Day Commission Meetings December 11, 2023, at 6:30 p.m. January 8, 2024, at 6:30 p.m. January 22, 2024, at 6:30 p.m. City Council Meetings November 21, 2023, at 6:00 p.m. December 5, 2023, at 6:00 p.m. December 19, 2023, at 6:00 p.m. Founders Day Commission November 13, 2023 Regular Meeting Minutes Page 1 of 2 ADJOURN A motion was made by Commissioner Marsh to adjourn the meeting. Commissioner Daniel seconded the motion which carried unanimously 10 to 0. This regular meeting of the Founders Day Commission was adjourned at 7:45 pm. Susan Warwick Susan Warwick, Secretary Founders Day Commission Founders Day Commission November 13, 2023 Regular Meeting Minutes Page 1 of 2