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Item 8 - Narrative and ExhibitsPride Kel-So SUP Permit - Response to Review Summary City Case #: ZA26-0037 Promoter(s): April and Shaina Dreyson Event: Pride Kel-So Festival Date: Saturday, October 3rd, 2026 from 2 pm to 6 pm Location: St. Martin in the Fields Episcopal Church - 223 S. Pearson Ln, Southlake, TX Expected Attendance: 2,500 guests (come and go, not all at once) Performers: The Bikini Whales (a B-52s cover band) - the address is a private home address that can be provided if necessary and with assurance it will not be made public. 45.13 MASS GATHERING EVENT This will be our second year to put on this event, in the same location as last year. Land to be used is 13 acres. The festival will consist of about 150 vendors, 6-7 food trucks, a stage that will be in the parking lot of the church for live music entertainment, and a few yard games for activities. Also attached to this email: 1. A comprehensive safety plan, which was successfully executed at last year ’s event. 2. A rendering showing the general layout of the mass gathering area, including activities area and facilities. 3. A letter from the property owner with permission for us of said property. There will be no formal public event parking at the event. We will enter agreements with nearby businesses, such as Keller United Methodist Church, to have parking available there and will have shuttles bring guests over to the venue. Shuttles will be accessible for disabled individuals. The off-site temporary parking will only be for Pride Kel-So. The public will be aware of the off site parking, and there shouldn’t be pedestrians crossing public roadways. Drainage is not an issue in the area of the property we use for Pride Kel-So. The event is during the day, removing the need for lighting to provide illumination at night. Case No. ZA26-0037 1 Promoters will provide bottled water for all attendees, free of charge, to prevent dehydration. Food vendors will have food available for purchase. Two paramedics will remain on site to address any medical concerns. Important to note that no one in year one sought medical assistance. Food Safety All food vendors hold permits through Tarrant County and will be prepared for the fire inspection morning of. They follow the requirements of the Texas State Department of Health. There were no issues with food vendors last year through the fire inspection. Water Supply An adequate, safe supply of potable water will be provided. Sanitation We will provide the number of toilets required by the Texas State Department of Health, both through facilities already provided in the buildings on site as well as portable facilities. Refuse Disposal Trash cans will be placed around the property, with volunteers checking and emptying as necessary at least once an hour. All trash will be placed in the church dumpster. Any overflow (which we did not have last year) will be taken off property by the end of the night of the event. Vermin Control We don’t anticipate there being any issues with vermin as our sanitation practices prevent vermin. The grounds stayed exceptionally clean throughout the festival last year. Safety All electrical will be in accordance with the provisions of the state and city. Food vendors bring their own generators and the stage area is run off of a generator. Tents will be set up in accordance with fire prevention regulations. Only tents that will be on property are 10x10 vendor tents. Our safety plan is attached. The only change from last year to this year is that we plan to use all private security officers as opposed to using Southlake PD for our security. Information regarding private security company is included in the attached plan. Case No. ZA26-0037 2 We will have an on-site command center for communications, and will meet with city personnel from police and fire as needed, ensuring adequate communication. Medical Signage will direct attendees to designated medical area. This will be located inside of the church building, in a conference room that will be cleaned out for this purpose. Our paramedics will also have an ambulance on site. Noise We will have live music, which will end by 6 pm. We are moving the live music to the parking lot of the church to lessen the impact it has on surrounding neighborhoods. Lighting Event will take place during the day, ending by 6 pm, removing the need for any artificial lighting. Insurance We will provide, whether required or not, evidence of public liability insurance with the amounts outlined in the review. The City will be added as an AI. Additional Notes After our first year, we were able to learn some valuable lessons that will allow for this year to be even safer and more enjoyable. We did not need to utilize the full 13 acres, and plan to bring the footprint in significantly closer to the church building. Privacy fencing will cover more of the border this year, and we will bring it into the private property to prevent protestors from standing on the edge of fencing to taunt attendees. Private security will stay posted at the edges of the fence to ensure no one enters through these areas, and only enters through security. This will also result in less ground needing to be covered by security. Case No. ZA26-0037 3 August 3, 2026 To Whom it May Concern, I am writing on behalf of St. Martin-in-the-Fields Episcopal Church to clarify the nature of Pride Kel-So and its relationship to our ongoing mission and ministry. The festival is an authorized accessory use of our congregation. St. Martin’s has long opened its doors to the broader community as part of our ministry of hospitality. Our campus regularly hosts a variety of gatherings, including neighborhood associations, addiction recovery groups, sports teams, and civic organizations. We believe our facilities and elds are a resource not only for our congregation but for all those seeking a safe and welcoming space in the name of compassion and mutual respect. Pride Kel-So is one such event. It aligns with our values of inclusion, love, and dignity for all people, and we consider it an authorized accessory use of our property. As with other events hosted on our campus, it serves to foster connection, understanding, and community well-being. We remain committed to being a good neighbor and a faithful partner in the shared life of this city and region. If you have any questions or require further information, please do not hesitate to contact me. Sincerely, The Rev. Alan D. Bentrup St. Martin-in-the-Fields Episcopal Church 223 S. Pearson Lane; Keller, Texas 76248 Pride Kel-So 2026 Event Summar y Pride Kel‑So is a one‑day, family‑friendly LGBTQ+ Pride festival scheduled for October 3, 2026, from 12:00 p.m. to 6:00 p.m. on the grounds of St . Martin in the Fields Episcopal Church in Southlake. The event will feature approximately 150 vendors (local small businesses, nonprofits, and community resources), food trucks, kid and family activities, and a live‑music stage with scheduled performances throughout the day. Alcohol will be served by TABC certified bartenders, and ONLY in the VIP tent. Alcohol will not be permitted to be taken outside of that tent. We anticipate approximately 2,500 attendees over the course of the day. To support traffic flow and minimize neighborhood impact, attendees will park at Keller United Methodist Church and Westlake Town Hall, with clearly marked shuttle service and ADA‑accessible transportation to the event site. We are contracting private professional security through Alpha & Omega Mounted Patrol and KEL Executive Services. KEL Executive Services has experience in safety plans for large-scale music festivals such as Bonaroo. We will have a written safety plan covering site access, crowd management , and emergency procedures. All stages, vendors, and activities will be contained within the event footprint on church property, with clearly marked entrances/exits, restrooms, and basic first aid. Signage for prohibited items, as well as required firearms signage (30.06 and 30.07) will be prominently displayed at entrances. Water bottles are available for free to stay ahead of any dehydration concerns. There were no medical needs during our first festival last year. Event Timeline: 8:00am - 11:00am: Food Truck & Vendor Set Up (Some items will be set up prior to event day on October 1-2) 12:00pm: Event Officially Opens to Public 6:00pm: Event Closes 6:00pm - 9:00pm: Breakdown & Clean Up for all vendors **Live Music, cultural arts performances, and speakers will be spread out over 12-6pm. Exact timeline is not confirmed yet** **Fire Marshal to be present roughly from 8-11am time frame to check all fire break requirements, tent permit/requirements, and food truck vendor permit/requirements** **Private security will be on property once items for the day of the event start to be delivered (Approximately October 1-2)** 1 ST. MARTIN-in-the-FIELDS VESTRY MEETING October 19 2025 Present: Alan Bentrup - Rector, Mary Beth Butler -Senior Warden, Dick Seeber – Jr. Warden, Carlie Briggs, Shawn Casey, Bob Garrity, Bryan Hedrick via Zoom, Tina Morehead, Jeanne Neill, Thomas Schloer, John Wieden, Glenda Morehead – Clerk, DJ Mitchell – Treasurer, Gary Wilkinson – Finance Committee Chair. Not Present: Elizabeth Jordan, Rebecca Haynes, Michael Yackira – Endowment Committee Chair. Also Present: Liza Goodner - Scout Liaison, Leigh Ann Johnson McDowell – Scout Leader, Linda Seeber. A regular meeting of the Vestry of St. Martin-in-the-Fields Episcopal Church was held October 19, 2025, in the conference room. The meeting opened at 11:55 AM with prayer by the Rector who chaired the meeting. Liza Goodner introduced Eagle Scout Candidate Aydin Ashrafian who outlined his proposed project to paint the walls of the large Parish Hall room in an eggshell color to match the walls of the newly renovated area of the Parish Hall building. As the Senior Troop Leader elected by the members of the troop he plans to engage the work of all members of the troop and plans to complete the work in two days. Bob Garrity moved the vestry approve the project as presented, Dick Seeber seconded the motion and the project was approved. Consideration of the Minutes: John Wieden moved the minutes of the September 21, 2025 meeting be approved as distributed. Bob Garrity seconded the motion and the motion carried. Transfer of Property to the Episcopal Diocese of Texas The required documents have been sent to and acknowledged by the Diocese of Texas. Certificate of Formation Approved The necessary document for St. Martin's to be incorporated under the Diocese of Texas was presented at the September meeting. John Wieden moved the Incorporation Document be approved. Mary Beth Butler seconded the motion and the motion was approved. The document will be forwarded to the Diocese. Revision of Bylaws The recommended Bylaws Revision received from the Diocese of Texas were presented at the September vestry meeting. Jeanne Neill moved the new bylaws be adopted. Bob Garrity seconded the motion and the motion carried. The new bylaws must be signed by the Senior Warden and attested to by the Clerk. The document will be forwarded to the Diocese. After being signed by the Rt Rev C. Andrew Doyle the new Bylaws will go into effect. It is important to remember that although some matters regarding governance of the Parish are not mentioned in the Bylaws, the Parish is governed by the Constitution and Canons of the Diocese of Texas and the same documents of the Episcopal Church. Financial Matters Gary Wilkinson -Chair of the Finance Committee stated that St. Martin's finances still show money on hand. He reminded the vestry that the bills for Phase 1 Renovation come from the Building Fund and are not from the General Fund. Treasurer’s Report Accepted: John Wieden moved the Treasurer’s Report be accepted. Dick Seeber 2 seconded the motion and the report was accepted. Master Plan Update DJ Mitchell announced that he is confident that there will still be monies left in the funds set aside for the project when all bills have been paid. Shawn Casey moved that the remaining funds be used for paying the same companies to provide estimates for any further renovations. Dick Seeber seconded the motion and the motion carried. DJ Mitchell, the Rector and Michael Yackira participated in a call with the Diocese giving a general outline of renovation plans for the future. Junior Warden Report Dick Seeber’s written report and the minutes of the Building and Grounds Committee are attached to and made a part of these minutes. He reported that he has found that the water that has been found on floors is caused by Crepe Myrtles and other large trees that hang over the gutters causing leaks. He plans to call a tree removal expert St. Martin's has used in the past to learn how much it will cost to remove the offending trees and the large shrubs that prevent “line of sight” views from inside the buildings and cause problems with safety in the parking lot. He hopes to have estimates for the work at the November vestry meeting. Senior Warden’s Report The written report of Senior Warden Mary Beth Butler is attached to and made a part of these minutes. VPIC Duties List: She posts the changing duties of VPICs and asked that vestry members contact her if they have problems. She stated that the person who will be providing food for the meeting will be listed at the bottom of the minutes going forward. Rector’s Report The Rector’s written report is attached to and made a part of these minutes. Pride Keller Southlake Festival 2026: Carlie Briggs moved the vestry approve hosting of the Festival in 2026; Jeanne Neill seconded the motion and the motion carried Stewardship Season: Stewardship has begun and the Ingathering will be November 16. Meeting Adjournment and Closing Prayer John Wieden moved the meeting be adjourned, Thomas Schloer seconded the motion and the meeting ended with prayer by the Rector at 1:40 PM. Respectfully submitted, Glenda Morehead, Clerk SPECIAL MEETING WITH BISHOP DOYLE SUNDAY NOVEMBER 9, 12 PM IN THE CONFERENCE ROOM NEXT REGULAR VESTRY MEETING NOVEMBER 23, 2025, 12 PM IN THE CONFERENCE ROOM VESTRY FOOD – CARLIE BRIGGS