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, May 12, 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 6:38 p.m. Commission Members present were: Jeff Shindler, Chair Clinton Holtzendorf, Vice Chair Susan Warwick, Secretary Justin Cornett Lisa Garza Sharon Goss Mark Handley Scott Phillips Kimberly Rutherford Jordan Searle Michael Ward Commission Members absent were: Jerome Borges 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 City Attorney Laura Mueller City Treasurer Shawn Cox Emergency Preparedness and Homeland Security Director Roman Baligad Council Member Sherrie Parks A motion was made by Vice Chair Holtzendorf to excuse tonight’s absences of Commissioners Borges, Strang, and Toms. Commissioner Handley seconded the motion which carried unanimously 10 to 0. Founders Day Commission May 12, 2025 Regular Meeting Minutes Page 1 of 6 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 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 April 14, 2025, Founders Day Commission regular meeting minutes. A motion was made by Commissioner Phillips to approve the April 14, 2025, Founders Day Commission regular meeting minutes. Vice Chair Holtzendorf seconded the motion which carried unanimously 10 to 0. BUSINESS AGENDA 2. Post-event discussion and review of the 2025 Founders Day Festival Budget. Coordinator Krantz reported sponsorships of $113,700 have been received, and another $17,500 has been pledged but not yet received. Commissioner Garza reported her records show revenue of $174,228 and expenses of $152,661 as of today. 3. 2025 Founders Day Festival wrap-up discussion. Founders Day Festival 2025 was a very successful event. It was also a difficult one for the Commission as eight of our fourteen commissioners were first-year commissioners and four of the returning six commissioners were in new roles. We relied heavily on city employees. Further wrap-up discussion was wrapped into the Committee Reports. Founders Day Commission May 12, 2025 Regular Meeting Minutes Page 2 of 6  4. Discuss and consider approval of a recommendation to City Council for the appointment of the Founders Day Commission Chair for a one-year term ending on June 30, 2026. A motion was made by Commissioner Handley to approve the recommendation of Commissioner Jeff Shindler to the position of Founders Day Commission Chair. Commissioner Ward seconded the motion which carried unanimously 10 to 0. 5. Discuss and consider approval of a recommendation to City Council for the reappointment of Commissioner representatives from St. Martin de Porres, Lions Club, and Cook-Off Club with terms expiring June 30, 2025. A motion was made by Commissioner Cornett to approve the recommendation to City Council for the reappointment of Commissioner representatives from St. Martin de Porres (Handley), Lions Club (Warwick), and Cook-Off Club (Garza) with terms expiring June 30, 2025. Commissioner Goss seconded the motion which carried unanimously 10 to 0. 6. Discuss and consider options for a memorial in recognition of Brenda Medcalf's years of service on the Founders Day Commission. A motion was made by Vice Chair Holtzendorf to dedicate the bench on the corner of Mercer and Bluff facing the beginning of the parade and the Carnival area in recognition of Brenda Medcalf's years of service on the Founders Day Commission. Commissioner Cornett seconded the motion which carried unanimously 10 to 0. The cost of $1250 will be paid for with private donations. 7. Discuss making the Founders Day Commission a committee and give staff direction. The Commission discussed the difference between our being a commission versus our being a committee. A subcommittee of Commissioners Shindler, Holtzendorf, Cornett, Garza, Ward, Searle, and Rutherford and Coordinator Krantz will meet to work on this. The Commission directed the staff to bring the appropriate document to us at the next meeting if the Commission wishes to change to a committee. 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. 8. Arts & Crafts Committee Commissioners: Handley and Borges Staff: Community Events Coordinator Johnna Krantz Everything went great. Vendors were happy. In the future, there will be no vendor booths down the middle of Mercer Street. Founders Day Commission May 12, 2025 Regular Meeting Minutes Page 3 of 6  9. Budget Committee Commissioners: Garza Staff: Finance Director Shawn Cox This year’s budget was discussed in Business Item 2. The budget for next year will be discussed at the next meeting. 10. Carnival & Food Committee Commissioners: Goss, Warwick, and Phillips Printed reports from the Lions Club, the Rotary Club (shuttle bus), the Carnival, and the church groups that feed the carnival workers were presented. 11. Cook-Off Committee Commissioners: Garza, Cornett, and Toms Cook-Off Club was very pleased with Clean-X. More trash cans are needed in the cook-off area. 12. Downtown Relations Committee Commissioners: Holtzendorf and Searle Staff: Community Events Coordinator Johnna Krantz Several Mercer Street businesses were concerned about a drop-off in sales during the event. Ideas for helping the businesses were discussed. 13. Entertainment Committee Commissioners: Holtzendorf and Cornett Staff: Community Events Coordinator Johnna Krantz Successful in all areas: the green room, the stage with banners all around and screen print background, the entertainers and the entertainment, the tents and the beer garden area, the VIP area, the cowboy cabanas, all were great. Possibly might end music an hour earlier each night as the crowd really thins out. 14. Parade Committee Commissioners: Rutherford and Holtzendorf Staff: Community Events Coordinator Johnna Krantz Parade will very probably be a Walking Parade next year for safety and security reasons. 15. Parking & Transportation Committee Commissioners: Garza and Toms Staff: Emergency Management Coordinator Roman Baligad and Community Events Coordinator Johnna Krantz Handicapped Parking spots and improvements for signage were discussed. Founders Day Commission May 12, 2025 Regular Meeting Minutes Page 4 of 6  16. Publicity Committee Commissioners: Ward Staff: Content Marketing Specialist Stephanie Hartnett Commissioner Ward complimented Marketing Specialist Hartnett on super awesome publicity efforts. The additional social media account added much. 17. Safety, Security, & Traffic Control Committee Commissioners: Handley and Strang Staff: Emergency Management Coordinator Roman Baligad The Commission has received positive community support for the security measures taken this year at the festival. Director Baligad indicated we can expect the same support from Hays County Sheriff’s Office. The committee recommends expanding the time for Spears to be present at the event. 18. Sanitation Committee Commissioner: Phillips Staff: Parks Maintenance Manager Patrick Baglietto Clean-X did an outstanding job keeping the area clean. Commissioner Phillips sees changes to be made which will make everything go smoother next year. United may have underestimated what was expected of them and will hopefully do better next year. 19. Site Plan Committee Commissioner: Shindler Staff: City Maintenance Director Riley Sublett (Electrical Setup and Road Closures) There will most probably be a new footprint for the festival next year. 20. Sponsorship & Hospitality Committee Commissioners: Cornett, Garza, and Ward Staff: City Attorney Laura Mueller, Deputy City Attorney Aniz Alani, and Community Events Coordinator Johnna Krantz Massive number of thank you messages will be sent to the sponsors. Commissioner Ward plans to early ask for sponsorships while the sponsors are still excited about the festival. 21. Volunteer Committee Commissioners: Rutherford Staff: Community Events Coordinator Johnna Krantz Ways to recruit and reward volunteers 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 Founders Day Commission May 12, 2025 Regular Meeting Minutes Page 5 of 6 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 June 9, 2025, @ 6:30 p.m. October 27, 2025, @ 6:30 p.m. November 10, 2025, @ 6:30 p.m. City Council Meetings May 20, 2025, @ 6:00 p.m. June 3, 2025, @ 6:00 p.m. June 17, 2025, @ 6:00 p.m. ADJOURN A motion was made by Vice Chair Holtzendorf to adjourn the meeting. Commissioner Phillips seconded the motion which carried unanimously 10 to 0. This regular meeting of the Founders Day Commission was adjourned at 9:15 pm. Susan Warwick Susan Warwick, Founders Day Commission Secretary Founders Day Commission May 12, 2025 Regular Meeting Minutes Page 6 of 6