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05-12-2025 (Parks & Recreation) Agenda PacketCALL TO ORDER PRESENTATIONS COMMENTS ON NON -AGENDA ITEMS Any member of *the public may address Board regarding an item that is not listed on the Agenda. Members of *the public must fill out a form prior to the meeting in order to speak. Board requests that comments be limited to three minutes for an individual, six minutes for a group. In addition, Board is not allowed to converse, deliberate or take action on any matter presented during citizen participation. REGULAR AGENDA 1, Consider and act upon approval of the April 14, 2025 Parks and Recreation Board Regular Meeting Minutes. 2. Consider and act upon approval of the Hope Under the Stars fundraiser event at Olde City Park on October 11, 2025. WS1. Project Updates. WS2. Program and Event Updates. RECONVENE INTO REGULAR SESSION EXECUTIVE SESSION RECONVENE INTO OPEN SESSION Take any action as a result from Executive Session. CERTIFICATION I certify that this Notice of Meeting was posted on May 9 2025, at 5:00 p.m. on the outside bulletin board at Wylie City Hall, 300 Country Club Road, Building 100, Wylie, Texas, a place convenient and readily accessible to the public at all times. age 11 1 Stephanie Storm, City Secretary Date Notice Removed The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972.516.6020. Hearing impaired devices are available from the City Secretary prior to each meeting. If during the course of the meeting covered by this notice, the Board should determine that a closed or executive meeting or session of the Board or a consultation with the attorney for the City should be held or is required, then such closed or executive meeting or session or consultation with attorney as authorized by the Texas Open Meetings Act, Texas Government Code § 551.001 et. seq., will be held by the Board at the date, hour and place given in this notice as the Board may conveniently meet in such closed or executive meeting or session or consult with the attorney for the City concerning any and all subjects and for any and all purposes permitted by the Act, including, but not limited to, the following sanctions and purposes: Texas Government Code Section: § 551.071— Private consultation with an attorney for the City. § 551.072 — Discussing purchase, exchange, lease or value of real property. § 551.073 — Discussing prospective gift or donation to the City. § 551.076 — Discussing deployment of security personnel or devices or security audit. 2 0511212025Item 1. Department: Parks and Recreation Prepared By: Janet Pieper Wylie Parks and Recreation Board Account Code: 1. Consider and act upon approval of the April 14, 2025, Parks and Recreation Board Regular Meeting Minutes. to approve Item as presented. minutes are attached for your consideration. 0 0511212025Item 1. Wylie Parks and Recreation Board Regular Meeting Minutes April 14, 2025 — 5:30 pm Council Chambers - 300 Country Club Road, Building #100, Wylie, Texas 75098 MR CALL TO ORDER Board Chair Beaux Dyson called the regular meeting to order at 5:32 p.m. The following Parks and Recreation Board members were present: Board Vice -Chair Nick Puente, Board Member Gloria Suarez, Board Member Brian Arnold, Board Member Tarah Harrison, and Board Member C'Ne Turner. Board Member Scott Hevel was absent. Staff present included: Parks and Recreation Director Carmen Powlen; Assistant Parks and Recreation Director Brent Stowers; and Recreation Supervisor Julie Pannell. PRESENTATIONS No presentations. CITIZEN COMMENTS ON NON -AGENDA ITEMS No citizens came forward. REGULAR AGENDA 1. Consider and act upon, approval of the April 14, 2025, Parks and Recreation Board Regular Meeting Minutes. Board Action A motion was made by Board Vice -Chair Puente and seconded by Board Chair Suarez to approve the April 14, 2025, Regular Parks and Recreation. Board Meeting Minutes. A vote was taken, and the motion passed 6-0 with Board Member Hevel absent. WORK SESSION WSl. Project Updates. Assistant Director Stowers provided updates on the department's current and future projects. WS2. Program and Event Updates. Director Powlen provided updates on the department's recent and upcoming programs and events. ADJOURNMENT A motion was made by Board Member Arnold and seconded by Board Vice Chair Puente to adjourn the meeting at 5:51 p.m. A vote was taken, and the motion passed 6-0 with Board Member Hevel absent. Beaux Dyson, Board Chair ATTEST: Janet Pieper, Administrative Assistant Page 11 0 0511212025 Item 2. Department: Parks and Recreation Account Code: Prepared By: Janet Pieper 2. Consider and act upon approval of the Hope Under the Stars fundraiser event at Olde City Park on October 11, 2025. to approve the Item as presented. its is the third year for the Hope's Gate Organization, a non-profit group, to host the Hope Under the Stars fundraiser event Olde City Park. The event includes a five -course dinner with appetizers and wine pairings. Live music, raffles, and other tertainment are also planned during the event. applicant is requesting permission to provide alcohol to ticketholders during their event, which must go through the wing process: 1) Submit a Non -Profit Park Event Application, which is included in this Agenda Packet. 2) Receive Wylie Parks and Recreation Board approval for recommendation to Council. 3) Receive Wylie City Council's final approval. 4) Receive written permission from the City Manager or his designee for the allowance of possession and consumption of alcoholic beverages during the requested event. See Ordinance No. 2021-25, Chapter 10, Article lI, Section 10-21. 5] 0511212025 Item 2. IAICI"' OF WYLIE Parks & Recreation Department 300 Country Club Rd, Building 100 Wylie, TX 75098 972-516-6340 1 Parks@wylietexas.gov Please note that this application is NOT required in order to reserve a pavilion or gazebo for typical private group parties, meetings, reunions, or family events. It is also NOT required to reserve an athletic field for practices or pick up games; instead click on the following link to make a reservation: hftps.,//anc.apm.activecommunities.com/wylie Submission of this Non -Profit Park Event Application is required for special public non-profit events, 5KIfun runs, fundraisers, events with food and/or merchandise vendors, and all events wherein items will be sold. This form is reviewed by staff for approval prior to the requested event and must be submitted a minimum of twelve weeks in advance, and no sooner than 6 months prior to the event date being requested, After City staff reviews the application, a Non -Profit Park Event Application may be considered for recommendation of approval by the Wylie Parks and Recreation Board, with the final review for approval completed by Wylie City Council if staff finds that: ® Priority use is given to City Events and private rentals; * All fees have been paid; * The event does not., a. Conflict or compete with another approved non -City event, in consideration of event size, location, expected attendance, etc,, as determined by staff,, b. Conflict or compete with City events and programs, as determined by staff (no car shows permitted 30 days prior to or 14 days after the City -sponsored Bluegrass on Ballard event); c. Present an unreasonable danger to health or safety; d. Cause loss or damage to City property, e . Interfere with or place a burden on Public Safety services; f. Interrupt the safe and orderly movement of pedestrians and vehicles. ® For events including food items, applicant provides documentation from the Collin County Environmental Services indicating whether or not a Food Service/Health permit is required for the event. This includes all food items: sold, free, food trucks, catering, homemade, prepackaged, etc.; a. Please contact the Environmental Services Specialist at 972-548-5528 or 972-548-5585. The Collin County website is www, collincountytx.gov for further information. b. If permit is required by Environmental Services, provide staff with a list of all planned food vendors and a copy of their current Collin County Food Service/Health permit, or intent to receive a Temporary/Short-Term Event Food ServicelHealth Permit. ® There will be adequate sanitation available in or adjacent to the event, in addition to the City facilities as deemed necessary, such as port -a -lets, wash stations, and other required health facilities. * The event is not being conducted for unlawful or discriminatory purposes. The event is in adherence to all Parks and Recreation rules and City Ordinances. Please call the Parks and Recreation Department at 972-516-6340, prompt 1, if you have any questions pertaining to the Park Event Application. Applicant Information 6] 0511212025 Item 2. Name of Organization* Website Hope's Gate www.hopesgate.org Are you a non profit?* Please upload 501c3 Documents Yes No W9 and 501c3 declaration,pdf 2,67MB Contact Information Primary Contact Name* Kendra Medina Event Information Event Name/Title * Hope Under the Starts Purpose of event* Fundraiser for Hope's Gate annual budget for operations and education fund Event Location 01de City Park Proposed Event Date* 10/11/2025 Start Time* 08:00:00 AM include Serup 112 S Ballard Avenue Alternative Event Date* 10/11/2025 End Time* 11:00:00 PM Include Clewwp Do you plan to sell items of any kind? exarnple: drinks, food items, t-shirts, snow cones, rnernberships, registrations etc, Yes No Please specify all items you plan to sell raffle tickets/ auction items Will there be food items provided? Yes No Please specify the types of food items to be provided 5 course dinner plus appetizers and drinks, prepared by local chefs Who is providing the food? Applicant Food Vendor Other 7] 0511212025 Item 2. Anticipated number of Participating Vendors* Anticipated Event Attendance 5 130 Event Target Audience* Wylie and surrounding areas MIRIMM This is Hope's Gate's 5th annual fundraiser, and 3rd year to present it right here in Wylie, TX Our event will be October 11 th from 5:45 to 9 approximately, and includes a Hope's Gate presentation, appetizers, live music, raffles, and a chef prepared 5 course meal. Drinks and a limited wine tasting are also included with the meal. Event Announcement and/or Flyers Date * 04/09/2025 1 0511212025 Item Department: Parks and Recreation Prepared By: Janet Pieper ect Updates. Wylie Parks and Recreation Board FAcl 4�� ;14 ;Lei A i Account Code: the Parks and Recreation Department's ongoing and upcoming projects. 0 1 0511212025 Item Department: Parks and Recreation Prepared By: Janet Pieper gram and Event Updates. Wylie Parks and Recreation Board FAcl 4�� ;14 ;Lei A i Account Code: the Parks and Recreation Department's recent and upcoming programs and events.