Founders Day Commission Regular Meeting

FOUNDERS DAY COMMISSION REGULAR MEETING City of Dripping Springs Council Chambers, 511 Mercer St, Dripping Springs, TX Monday, October 25, 2021 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 Darrell Debish Sharon Goss Clinton Holtzendorf Michael Monaghan Brian Varnell Susan Warwick Dee Marsh Jeff Shindler Danny Rowe Commission Members absent were: Jake Adams, Vice Chair Brian Daniel Brad Thomas Staff, Consultants & Appointed Officials present Parks & Community Services Director Kelly Schmidt City Council Member Sherri Parks A motion was made by Commissioner Debish to excuse tonight’s absence of Commissioners Adams, Daniel and Thomas. Commissioner Monaghan seconded the motion which carried unanimously 9 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 the Commission. It is the request of the Commission 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 Founders Day Commission October 25, 2021 Regular Meeting Minutes Page 1 of 4 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 Presentation of Citizens. MINUTES 1. Approval of the September 13, 2021, Founders Day Commission regular meeting Minutes. Clarification to the Minutes on Standing Committee Report 10 Security Committee: 18-hour security will be provided on all three days of the event by Vendor for traffic control points. Hays County Sheriff’s Department will provide 24-hour coverage and Gary Job Corps will support traffic control points. A motion was made by Commissioner Debish to approve the September 13, 2021, Founders Day Commission regular meeting minutes with corrections as presented. Commissioner Monaghan seconded the motion which carried unanimously 9 to 0. BUSINESS 2. Update and discussion regarding the 2022 Founders Day Event. Discussion included website, Founders Fun Facts, sponsorships, parade rules, publicity and more. Discussions continued during the Standing Committee Reports. 3. Discuss and consider approval of the 2022 Founders Day Commission Meeting Calendar. A motion was made by Commissioner Debish to approve the 2022 Founders Day Commission Meeting Calendar as presented with the exception of eliminating the April 25, 2022, regular meeting. Commissioner Holtzendorf seconded the motion which carried unanimously 9 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. 4. Arts & Crafts Committee Commissioner Monaghan Applications for vendors will be available on-line closer to the event date. 5. Carnival & Food Committee Commissioners Goss and Warwick Carnival and food vendors are eager to return to the event. 6. Entertainment Committee Commissioners Thomas and Daniel Founders Day Commission October 25, 2021 Regular Meeting Minutes Page 2 of 4  No report given. 7. Parade Committee Commissioners Medcalf and Holtzendorf Theme is ‘Drippin’ Through the Decades’. Parade entry rules will be finalized soon. Rules, theme, fee, etc will be posted on-line prior to the posting of the applications. 8. Publicity Committee Commissioners Adams, Holtzendorf, Daniel, Marsh and Lisa Sullivan Founders Day website will soon be updated. 9. Sanitation Committee New Commissioner Larry Hans representing St. Martin de Porres will join us at our next meeting. He will hopefully serve on the Sanitation Committee. 10. Security Committee Commissioners Medcalf and Debish 18-hour security will be provided on all three days of the event by Vendor for traffic control points. Hays County Sheriff’s Department will provide 24-hour coverage and Gary Job Corps will support traffic control points. 11. Site Plan Committee Commissioners Monaghan, Shindler and Medcalf Commissioner Monaghan will send the new map to Commissioner Shindler in the next few weeks. 12. Sponsorship & Underwriting Committee Commissioners Adams, Debish, Daniel and Marsh Members are working on securing sponsorships. On November 15, 2021, the 2019 sponsors will be taken down the Founders Day website and the new 2022 sponsors will be posted as they are acquired. 13. Traffic & Parking Committee Commissioners Medcalf and Debish Director Schmidt confirmed that the City has permission from TXDOT to close one lane of 290 during the parade. Commissioners Goss and Warwick discussed preliminary plans to work with the Rotary Club to provide shuttles from the high school parking lot to the event. Rotarian Joe Peterson will be invited to our next meeting. Commissioner Debish requested that a separate standing committee (Commissioners Goss and Warwick) be formed to work on this. Founders Day Commission October 25, 2021 Regular Meeting Minutes Page 3 of 4  14. Volunteer Committee A list of volunteer opportunities will be posted on the website closer to the event. UPCOMING MEETINGS Founders Day Commission Meetings November 8, 2021, at 6:30 p.m. December 12, 2021, at 6:30 p.m. City Council & Board of Adjustment Meetings November 2, 2021, at 6:00 p.m. November 16, 2021, at 6:00 p.m. ADJOURN A motion was made by Commissioner Monaghan to adjourn the meeting. Commissioner Marsh seconded the motion which carried unanimously 9 to 0. This regular meeting of the Founders Day Commission was adjourned at 7:20 pm. Susan Warwick Susan Warwick, Secretary Founders Day Commission Founders Day Commission October 25, 2021 Regular Meeting Minutes Page 4 of 4