Founders Day Commission Regular Meeting

Founders Day Commission Regular Meeting Dripping Springs Ranch Park Main Event Room 1042 Event Center Drive – Dripping Springs, Texas Monday, January 13, 2025, at 6:30 PM MINUTES CALL TO ORDER AND ROLL CALL With a quorum of the Commission present, Chair Shindler called the meeting to order at 6:33 p.m. Commission Members present were: Jeff Shindler, Chair Clinton Holtzendorf, Vice Chair Susan Warwick, Secretary Jerome Borges Justin Cornett Lisa Garza Sharon Goss Jordan Searle Michael Ward Commission Members absent were: Mark Handley Scott Phillips Kimberley Rutherford Eric Strang Thomas Toms Staff, Consultants, & Appointed/Elected Officials present were: Parks & Community Services Assistant Director Emily Nelson Community Events Coordinator Johnna Krantz Content Marketing Specialist Stephanie Hartnett Emergency Management Coordinator Roman Baligad Maintenance Director Riley Sublett Council Member Sherrie Parks A motion was made by Commissioner Holtzendorf to excuse tonight’s absence of Commissioners Handley, Phillips, Rutherford, Strang, and Toms. Commissioner Borges seconded the motion which carried unanimously 8 to 0. PRESENTATION OF CITIZENS A member of the public that wishes to address the Commission on any issue, regardless of whether it is posted on this agenda, may do so during Presentation of Citizens. It is the request of the Commission that Founders Day Commission January 13, 2025 Regular Meeting Minutes Page 1 of 5 individuals wishing to speak on agenda items with a public hearing hold their comments until the item is being considered. Individuals are allowed two (2) minutes each to speak regarding issues not on the agenda and two (2) minutes per item on the agenda, and may not cede or pool time. Those requiring the assistance of a translator will be allowed additional time to speak. Individuals are not required to sign in; however, it is encouraged. Individuals that wish to share documents with the Commission must present the documents to the City Secretary or City Attorney providing at least fifteen (15) copies; if fifteen (15) copies are not provided, the Commission will receive the documents the following day. Audio Video presentations will not be accepted during Presentation of Citizens. By law no action shall be taken during Presentation of Citizens; however, the Chair may provide a statement of specific factual information, recitation of existing policy, or direction or referral to staff. No member of the public spoke. MINUTES 1. Discuss and consider approval of the December 9, 2024, Founders Day Commission regular meeting minutes. A motion was made by Commissioner Borges to approve the December 9, 2024, Founders Day Commission regular meeting minutes. Commissioner Holtzendorf seconded the motion which carried unanimously 8 to 0. PARKS & COMMUNITY SERVICES DEPARTMENT REPORTS Reports are for purposes of planning and providing staff direction for activities related to the Founders Day Event, and no action shall be taken. 2. Community Events Coordinator Report Johnna Krantz, Community Events Coordinator Coordinator Krantz reported on progress in obtaining sponsors, a possible second shuttle bus route on the east side of the event, and possible additional parking areas. Any documents that need to be signed by city officials need to be forwarded to Coordinator Krantz as soon as they are obtained so that she can direct them to the proper person for review and signatures. COMMITTEE REPORTS Reports are for purposes of planning and providing staff direction for activities related to the Founders Day Event, and no action shall be taken. 3. Arts & Crafts Committee Commissioners: Handley and Borges Staff: Community Events Coordinator Johnna Krantz Returning vendors registration began on January 2nd. All registrations are now handled on CivicRec. New vendor registration to be placed on a waitlist will begin on February 8th. They will complete the application and email to dsfoundersdayvendors@dsfd.us. More information can be found on the city website. Founders Day Commission January 13, 2025 Regular Meeting Minutes Page 2 of 5  4. Budget Committee Commissioner: Garza Staff: Finance Director Shawn Cox Amounts budgeted for security and safety (security cameras) will need to be increased. Chair Shindler is working on bundling golf carts, bike racks, light plants, fencing, and portacans in order to hopefully get a better quote than dealing with four different vendors. 5. Carnival & Food Committee Commissioners: Goss, Warwick, and Phillips Carnival owner will arrange with DSRP for use of their facilities for staging, parking trucks, and housing RVs during the event. Food vendors are full with a healthy waitlist. 6. Downtown Relations Committee Commissioners: Holtzendorf and Searle Staff: Community Events Coordinator Johnna Krantz Commissioners Searle and Holtzendorf are planning to attend the monthly meetings of the downtown businesses. Adding three additional Cook-Off spots in the Veranda Center with consideration for the businesses there was discussed. 7. Entertainment Committee Commissioners: Holtzendorf and Cornett Staff: Community Events Coordinator Johnna Krantz Commitments from bands are coming in. A meeting about production costs with former commissioner Brad Thomas will be held soon. The committee is considering eliminating the stage on Mercer Street and instead having a smaller spot by the main stage in order to have entertainment between performances on the main stage. 8. Parking & Transportation Committee Commissioners: Garza and Toms Staff: Emergency Management Coordinator Roman Baligad and Community Events Coordinator Johnna Krantz Additional parking on Old Fitzhugh Rd and the best location for Handicapped Parking on Old Fitzhugh Rd were discussed, and options will be explored. Joe Peterson with Rotary Club will attend the next meeting to discuss the shuttle buses. 9. Parade Committee Commissioners: Holtzendorf and Rutherford Staff: Community Events Coordinator Johnna Krantz Applications for parade entries are scheduled to be posted on March 1. The theme for the parade will be determined at a February Regular Commission meeting. Founders Day Commission January 13, 2025 Regular Meeting Minutes Page 3 of 5  10. Publicity Committee Commissioner: Ward Staff: Content Marketing Specialist Stephanie Hartnett Adding an Instagram account as an additional awareness avenue for the event and an additional added value to sponsors was discussed. A meeting with the Commission Publicity and Sponsorship committees and the City Communication personnel will be arranged. 11. Safety, Security & Traffic Control Committee Commissioners: Handley and Strang Staff: Emergency Management Coordinator Roman Baligad Emergency Coordinator Baligad told the Commission that additional safety and security measures will need to be implemented in light of incidents at other public events in the nation. Hays County Sheriff’s Department will work closely with the Commission. 12. Sanitation Committee Commissioner: Phillips Staff: Parks Maintenance Manager Patrick Baglietto The Cook-Off Club needs to know the exact requirements for food handling. A meeting with Cook-Off leaders and city officials will be held soon. 13. Site Plan Committee Commissioner: Shindler Staff: City Maintenance Director Riley Sublett (Electrical Setup and Road Closures) Location for Handicapped Parking on Old Fitzhugh will be explored. A location for Texas Lottery Booth and a ‘sponsor hub’ in the parking lot at Mercer St and RR12 were discussed. The power map will be updated to include power for new vendor/sponsor spaces. No further information on the Roxie’s property is available. 14. Sponsorship & Hospitality Committee Commissioners: Cornett, Garza, and Ward Staff: City Attorney Laura Mueller, Deputy City Attorney Aniz Alani, and Community Events Coordinator Johnna Krantz As of this date, $61,500 in sponsorship pledges and payments have been made. Commissioner Ward requested posters for Early Bird Sponsorship that he can post in Dripping Springs businesses. Nesthaven has offered their space for the Commission to use during the event. 15. Volunteer Committee Commissioner: Rutherford Staff: Community Events Coordinator Johnna Krantz No report given. Founders Day Commission January 13, 2025 Regular Meeting Minutes Page 4 of 5 CLOSED SESSION The Commission has the right to adjourn into closed session on any item on this agenda and at any time during the course of this meeting to discuss any matter as authorized by law or by the Open Meetings Act, Texas Government Code Sections 551.071 (Consultation With Attorney), 551.072 (Deliberation Regarding Real Property), 551.073 (Deliberation Regarding Prospective Gifts), 551.074 (Personnel Matters), 551.076 (Deliberation Regarding Security Devices or Security Audits), and 551.087 (Deliberation Regarding Economic Development Negotiations), and 551.089 (Deliberation Regarding Security Devices or Security Audits). Any final action or vote on any Closed Session item will be taken in Open Session. No closed session was held. UPCOMING MEETINGS Founders Day Commission Meetings January 27, 2025, @ 6:30 p.m. February 10, 2025, @ 6:30 p.m. February 24, 2025, @ 6:30 p.m. City Council Meetings January 21, 2025, @ 6:00 p.m. February 4, 2025, @ 6:00 p.m. February 18, 2025, @ 6:00 p.m. March 4, 2025, @ 6:00 p.m. ADJOURN A motion was made by Commissioner Holtzendorf to adjourn the meeting. Commissioner Borges seconded the motion which carried unanimously 8 to 0. This regular meeting of the Founders Day Commission was adjourned at 8:14 pm. Committees remained after the meeting to work on their varied responsibilities. Susan Warwick Susan Warwick, Founders Day Commission Secretary Founders Day Commission January 13, 2025 Regular Meeting Minutes Page 5 of 5