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, February 10, 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 6:34 p.m. Commission Members present were: Jeff Shindler, Chair Clinton Holtzendorf, Vice Chair Susan Warwick, Secretary Jerome Borges Justin Cornett Lisa Garza Sharon Goss Mark Handley Scott Phillips Kimberley Rutherford Jordan Searle Eric Strang Thomas Toms Michael Ward Staff, Consultants, & Appointed/Elected Officials present were: Parks & Community Services Assistant Director Emily Nelson Community Events Coordinator Johnna Krantz Content Marketing Specialist Stephanie Hartnett Deputy City Attorney Aniz Alani Emergency Management Coordinator Roman Baligad Maintenance Director Riley Sublett Council Member Sherrie Parks 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 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 Founders Day Commission February 10, 2025 Regular Meeting Minutes Page 1 of 6 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. Carnival owner John Hansen spoke with the Commission about the 2025 carnival. MINUTES 1. Discuss and consider approval of the January 27, 2025, Founders Day Commission regular meeting minutes. A motion was made by Commissioner Holtzendorf to approve the January 27, 2025, Founders Day Commission regular meeting minutes. Commissioner Borges seconded the motion which carried unanimously 13 to 0. BUSINESS AGENDA 2. Discuss and consider a theme for the 2025 Founders Day Parade. After a discussion of suggested themes, a motion was made by Commissioner Warwick to designate Viva Las Drippin’ as the theme for the 2025 Founders Day Parade. Commissioner Handley seconded the motion which carried 12 in favor, 0 against, with Commissioner Toms abstaining. 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. Presentation and discussion related to contract and payment procedures. Aniz Alani, Deputy City Attorney Deputy City Attorney Alani shared with the Commission the City’s policies on Contracts and Purchases, Statutory Contract Requirements, Purchasing Policy, and the Contract Process. He strongly encouraged individual commissioners to submit information to the city to allow them to prepare the contracts rather than attempting to prepare contracts on their own. 4. PCS Community Events Coordinator Report Johnna Krantz, Community Events Coordinator Coordinator Krantz reported that City Council has approved the agreement with TxDot for the temporary one lane closure on HWY 290 during the parade. We are using the same route for the parade as before. North Hays EMS has requested 18-foot clearance down Mercer St during the event, which will necessitate moving 41 Arts & Crafts vendors from the middle of Mercer St to another location. We will be able to use the parking lot at Roxie’s, and we will Founders Day Commission February 10, 2025 Regular Meeting Minutes Page 2 of 6  need to develop a plan for its usage during the event so that it is not a dead zone. The plan could include a place for the Cook-Off Club’s 20’ X 40’ judging tent. Locating vendors in this area is a possibility. 5. Communications and Marketing Report Stephanie Hartnett, Content Marketing Specialist Specialist Hartnett is preparing the Sign-Up Genius for volunteers for the event. Committees need to submit requests, including job description, times, etc., as soon as possible. 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. 6. Arts & Crafts Committee Commissioners: Handley and Borges Staff: Community Events Coordinator Johnna Krantz 140 returning vendors have signed up. Of those 140 returning, 27 have requested their spaces back in the middle of Mercer St. A decision will need to be made quickly about where to place these vendors. 7. Budget Committee Commissioners: Garza Staff: Finance Director Shawn Cox Commissioner Garza has adjusted our budget to agree with the budget prepared by City Treasurer Cox, so all is well. 8. Carnival & Food Committee Commissioners: Goss, Warwick, and Phillips The Lions Club requested that it be included in planning sessions concerning the future layout of the festival grounds. Cook-Off Club report Commissioner Garza Planning continues on the layout of the parking lot at the Veranda Center. 9. Entertainment Committee Commissioners: Holtzendorf and Cornett Staff: Community Events Coordinator Johnna Krantz Commissioner Cornett has 20 bands ready to contact for performing. Coordinator Krantz has requested that entertainers’ contact information be submitted soon or at least by early March Founders Day Commission February 10, 2025 Regular Meeting Minutes Page 3 of 6  so that contracts can be prepared. The size and cost of the tent for the entertainment area was discussed. 10. Parade Committee Commissioners: Holtzendorf and Rutherford Staff: Community Events Coordinator Johnna Krantz The application for parade entries will be posted on March 1st. Parade staging will be affected by parking for the early voting scheduled at the DSISD administration building. The parade may need to be shortened slightly. 11. Parking & Transportation Committee Commissioners: Garza and Toms Staff: Emergency Management Coordinator Roman Baligad and Community Events Coordinator Johnna Krantz Adequate signage will be needed to direct people to the parking and shuttle at the high school and the location of handicapped parking. We will reach out to the owner of the Edward Jones parking lot on Old Fitzhugh to see if we can use the lot for Handicapped Parking. 12. Publicity Committee Commissioners: Ward Staff: Content Marketing Specialist Stephanie Hartnett No report given. 13. Safety, Security & Traffic Control Committee Commissioners: Handley and Strang Staff: Emergency Management Coordinator Roman Baligad The commission will continue to use Spiers for security. A meeting with Hays County Sheriff’s Office will be held very soon. The Committee is waiting to hear if Guardsmen and CERT will be able to help, especially on Saturday evening. We are getting bids on cameras in case we need them. 14. Sanitation Committee Commissioners: Phillips Staff: Parks Maintenance Manager Patrick Baglietto Commissioners Phillips and Shindler are getting bids. 15. Site Plan Committee Commissioner: Shindler Staff: City Maintenance Director Riley Sublett (Electrical Setup and Road Closures) Chair Shindler is working with those committees that need help on the site plan. Founders Day Commission February 10, 2025 Regular Meeting Minutes Page 4 of 6  16. Sponsorship & Hospitality Committee Commissioners: Cornett, Garza, and Ward Staff: City Attorney Laura Mueller, Deputy City Attorney Aniz Alani, and Community Events Coordinator Johnna Krantz Sponsorships are coming in. Work continues on obtaining monetary and in-kind sponsorships. 17. Volunteer Committee Commissioners: Rutherford Staff: Community Events Coordinator Johnna Krantz Discussed in item #5. 18. Downtown Relations Committee Commissions Holtzendorf and Searle Staff: Community Events Coordinator Johnna Krantz Commissioner Searle discussed possible plans for an area at the event in which local Dripping Springs businesses could be featured and involved. Parking passes for Mercer St businesses were discussed. 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 February 24, 2025, @ 6:30 p.m. March 10, 2025, @ 6:30 p.m. March 24, 2025, @ 6:30 p.m. Founders Day Commission February 10, 2025 Regular Meeting Minutes Page 5 of 6  City Council Meetings February 18, 2025, @ 6:00 p.m. March 4, 2025, @ 6:00 p.m. March 25, 2025, @ 6:00 p.m. April 1, 2025, @ 6:00 p.m. ADJOURN A motion was made by Commissioner Holtzendorf to adjourn the meeting. Commissioner Toms seconded the motion which carried unanimously 13 to 0. This regular meeting of the Founders Day Commission was adjourned at 8:42 pm. Susan Warwick Susan Warwick, Founders Day Commission Secretary Founders Day Commission February 10, 2025 Regular Meeting Minutes Page 6 of 6