Board of Directors Regular Meeting Agenda


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Meeting Date: 01/22/2015  

SUBJECT MATTER:
Receive, consider and act upon a Special Event Permit for TWFG Gran Fondo Texas TMCO;
FISCAL IMPACT:
There is no facility reservation fee related to this event as no portion of the event is conducted on Township property.
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: TWFG Gran Fondo Texas TMCO (attached)
Date: Sunday, March 29, 2015. Other events happening within the community on dates: March 28, 2015 – Earth Day/Green Up (Northshore Park and various other parks within community), March for Missions (Tamarac Park –pending Board review)
Description: 104 Mile Bike Ride, 78 Mile Bike Ride and 12 Mile Bike Ride to raise funds for TMCO and National MS Society.
Location: Various roads through Precinct 1, Precinct 2, Precinct 4 in Montgomery County and Precinct 4 in Walker County.  Limited to SH 242 and FM 1488 in the Township. Race begins and ends at Lone Star College.
Number of years: 1st year
Area Impacted: Villages of College Park and Alden Bridge:  SH242, FM 1488  and various roads through Precinct 1, Precinct 2, Precinct 4 in Montgomery County and Precinct 4 in Walker County
Time: 12:00 p.m. to 8:00 p.m. on 3/28 and 5:00 a.m. to 8 p.m. on 3/29
Anticipated Attendance: 3,000
Traffic Control Plan: Approved by Montgomery County Precinct 2 and Walker County Precinct 4. Currently awaiting approval from Montgomery County Precinct 1 and 4.  As the event in a non-competive event and requires participants to abide by the "rules of the road", uniformed traffic control officers may not be required by the counties.

Please see Attachment B with includes all events that are classified as Special Events per the Special Event Policy & Procedures for the months of February – April 2015, some of which do not require Board approval per the Policy. Additional attachments have been developed to further illustrate the events impact on the community (Route within the Township, Businesses and Churches along the route)
 
RECOMMENDATION:
As the TWFG Gran Fondo Texas TMCO is a new event in the community and county, requring the use of the roads and anticipating substantial participation numbers, the Board of Directors must determine the appropriate action.  If approved, the Board may consider requiring traffic control officers within the Township at the controlled intersections along the route from Lone Star College on SH242/ College Park Drive to FM1488 and at the intersection of FM1488 & Kuykendahl.
Attachments
Attachment A - Special Event Permit Application Gran Fondo
Attachment B - Special Event Schedule Gran Fondo
Attachment C - Route within the boundaries of The Woodlands Township
Attachment D - Businesses with the Township along the route of Gran Fondo
Attachment E - Churches in the Township along the route of the Gran Fondo
Attachment F Traffic Management Plan Draft
Routes


    

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