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12.07.22 CEC MinutesISPER OWN OF Prosper is a place where everyone matters. 1. Call to Order/Roll Call Minutes Community Engagement Committee Prosper Town Hall -Executive Conference Room 250 W. First Street, Prosper, TX 75078 Wednesday, December 7, 2022 This meeting was called to order at 6:02 p.m. Committee Member Present: Christine Strobush, Vice -Chair Josh Carson Brent Kirby Maona Ngwira Trovette Tottress Kristin Meier Chris Wardlaw Gretchen Darby Kari Willis Britt Beene Grant Mendeljian Councilmembers Present: Councilmember Marcus Ray Councilmember Amy Bartley Councilmembers Absent: Councilmember Jeff Hodges Staff Members Present: Robyn Battle, Executive Director of Community Services Devon Jett, Community Engagement Specialist 2. Approve Minutes from November 2, 2022 (CS) [Decide] Kari Willis made a motion and Gretchen Darby seconded the motion to approve the minutes from the November 2, 2022, CEC Meeting. The motion was approved unanimously. 3. CEC 2022 Key Accomplishments [Discuss] The Committee agreed to narrow down key accomplishments at upcoming Boards & Commissions Reception with a focus on calling to mind the CEC's purpose to listen, understand and engage with the community and focusing on successful implementation of the first ever New Resident Mixer. 4. Feedback on Special Events (CS) [Discuss]: • Veterans Day 5K and Fun Run Although no Committee members were able to attend the event, they agreed the feedback on the Veterans Day 5K event was overall positive Page 1 of 4 and commented that the event was well -advertised. They recommended giving participating veterans a different color shirt to distinguish themselves from other participants. Prosper Christmas Festival The Committee members offered positive feedback on their experiences at the Christmas Festival stating that the tree lighting and fireworks timing was perfect. Having lights in the individual booths at night and the photo booths were a very nice addition. They heard a lot of praise for the Kids Christmas Shoppe and thought having the large red ball to identify Santa photos was effective along with the Emcee on stage doing a wonderful job. The items handed out at the Council/CEC booth were very popular including the magnet providing essential town phone numbers, chip clip magnets, and gift bags. The Committee members offered feedback for possible additions and areas of improvement: o Dancers that were gathering to perform took over the area by the tree and around the sleigh, which interfered with attendees trying to take family photos at the sleigh. Consider staging large groups in a different area. o Signage needed around sleigh/tree area to identify photo queue o Parking attendants to be supplied with directional/safety items for nighttime parking such as flashlights and vests and consider the addition of a light tower. Cars were not parked in an organized manner in the unpaved area west of Town Hall. o QR code poster at Council/CEC booth to easily access information about CEC o Invite a cell company such as Verizon to boost signal for better service o Better coordination and communication on the timing of the performance of dancers as one group was skipped o Booth that handed out light up bracelets closed before 7. Remind booths to stay open through the end of the event. o Consider not putting a cap on number of booths or sponsors. o Expand to Broadway/Main and have retail shops open so when people are waiting for a table at The Gin or in line at food trucks, they can be shopping. o More booths with items for purchase and more overall shopping as opposed to businesses/vendors. This would help attract more adults and those who don't have small children. Possibly add Spirit Wear booths by PISD PTOs. o Provide a larger variety of items in Kids Christmas Shoppe especially more items for adults so children can purchase gifts for parents. o Place additional speakers strategically around the festival so everyone can hear what is happening on the stage o Raise the red ball that identifies Santa to a higher level o Add a Letters to Santa mailbox o Add Christmas Lights along fences in darker areas Page 2 of 4 5. Review Work Plan/Activity Schedule (CS) [Discuss/Decide] The Committee reviewed the work plan with an emphasis on discussing the upcoming State of the Community no longer being open to the public. They suggested renaming the event so there's no confusion or offering a second event that is free and open to the public. Items to add to Calendar: • Winter -Coffee with a Cop • Jan -Mayor's Fitness Challenge • Feb -Kickoff of 2023 Citizens Academy • Spring -Ribbon Cutting for Central Fire Station 6. Subcommittee Updates: • Survey Subcommittee (CW) [Discuss] Chris Wardlaw provided an update on the progress of the Survey Subcommittee stating that Google forms have been created to identify key areas of focus. The idea was discussed on how to create a single document to capture feedback in a consistent and timely way and questions were raised on how to get quantitative information from attendees. Suggestions were to put surveys in the weekly newsletters asking for feedback or to offer surveys as guests are leaving events by providing a QR code they can scan upon exit and receive a free item in return. The Committee agreed it is best to get feedback in the moment. The suggestion was made to pilot the event surveys at the February Fishing Derby but if not ready by then the pilot would move to the spring 2023 New Resident Mixer. Prosper Passport Subcommittee (BK) [Discuss] Brent Kirby stated that the Prosper Passport Subcommittee will be meeting in December to wrap up their proposal and have it ready to submit in January. The consensus was that once approved, it will take February and March to prepare for the target launch in conjunction with the spring 2023 New Resident Mixer. 7. Measuring Success (CS) [Discuss/Decide] The Committee discussed how best to measure their success and visibility and in doing so, utilizing ways to keep it simple. Metrics they considered using to gauge effectiveness were number of app downloads, number of website hits and reviewing Facebook comments and feedback. Councilmember Amy Bartley expressed that the Town Council finds CEC valuable in their recommendations and value is added by making CEC a formal Commission. Council welcomes the feedback CEC provides. As more residents are aware of CEC and which committee member represents them, the feedback can become more centralized. 8. Community Map Update (BK) [Discuss] Brent Kirby gave an update on the Community Map and Committee members provided information of who lives in each neighborhood to help better facilitate the funneling of information. The Committee explored the usefulness of the map and there was a consensus that utilizing HOAs to disseminate the map provided little to no traction. A suggestion was made to have GIS make the map interactive where people can click within their neighborhood and see their corresponding CEC ambassador. The consensus was to leverage existing avenues of communication by involving residents who actively post in their Page 3 of 4 neighborhood Facebook groups to be a neighborhood ambassador. This would allow the CEC to be more looped in and able to promote their top three social media posts each month. 9. CEC "Top 3" (CS) [Discuss/Decide] The CEC Top 3 was narrowed down to the Top 1 with an emphasis on spreading the word on the CEC as well as promoting themselves as CEC Committee members. Kari Willis agreed to create a graphic with the Town logo, so the members have a consistent graphic to go along with their message. The graphic may include a photo and simple bullet points that can be easily shared. Robyn will send the Town logo to Kari and once created, Kari will provide the Town's Communications department a sample to approve. 10. Future Agenda Items (CS) [Discuss] • Review Communications and Community Engagement Plan • Invite Todd Rice from Communications Dept. to take head shots for Committee members to be used in graphic • In January or February, Kari will be in attendance to present draft CEC marketing materials 11. Adjourn The meeting was adjourned at 7:41 p.m. on Wednesday, December 7, 2022. APPROVED: I Christine Strobush, Committee Chair ATT STED: ARobynPftletExecutive Director of Community Services Page 4 of 4