Board of Directors Regular Meeting Agenda


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Meeting Date: 08/21/2014  

SUBJECT MATTER:
Receive, consider and act upon a Special Event Permit Application for Jingle Bell Run/Walk;
FISCAL IMPACT:
The facility reservation fee related to this event will be $600.
BACKGROUND:
In July of 2013, the Board of Directors adopted the Special Event Policy and Procedures which stipulates Board approval is required for special event permits for certain types of events that may have an impact to the community and surrounding neighborhoods.

A Special Event Permit Application has been received: Jingle Bell Walk/Run (Attachment A)
Date: December 13, 2014. No other race/walk events in the Village of Panther Creek or Research Forest are known to occur on this date.
Description: A walk/run from starting at Northshore Park, on to Lake Woodlands Dr to future Lake Front Circle (Dirt Road) , back to Lake Woodlands Dr to Grogans Mill, right onto Timberloch, turning around at end of the road, heading back to park from Grogran’s Mill to Lake Woodlands Dr.
Location: Lake Woodlands and Northeast Panther Creek
Number of years: 2nd year – using the same park & modification to route.
Area Impacted: Village of Panther Creek, Windward Cove.
Known events at Park / Community: There are no other events on this date. Lone Star Animal Welfare League has a proposed event (Paws with Claus) at Northshore Park the week before, however this event is not a walk.
Time: 6:00 a.m. to 12:00 p.m. Race is 7 a.m. – 10 a.m.
Anticipated Attendance: 1,000
Traffic Control Plan: County has approved the route. Applicant is working with Landplan Engineering and the County to finalize the traffic control plan.
 

Please see Attachment B which includes all events that are classified as Special Events per the Special Event Policy & Procedures for the months of November 2014 - January 2015, some of which do not require Board approval per the Policy. Attachment C includes all events at Northshore Park during the months of November 2014 and January 2015. No events are currently scheduled at Northshore for the month of January 2015.
 
RECOMMENDATION:
As the Jingle Bell Run/Walk event is not known to have a negative impact to the community or immediate neighborhoods, and it has occurred in the past with no known issues, it is recommended to approve the Special Event Application as presented.
Attachments
Attachment A - Special Event Permit Application Jingle Bell Run
Attachment B - Special Event Permit Application Jingle Bell Run Calendar
Attachment C - Northshore Park Special Event Calendar


    

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