01.04.23 CEC MinutesISPER
OWN OF
Prosper is a place where everyone matters.
1. Call to Order/Roll Call (CS)
Minutes
Community Engagement Committee (CEC)
Prosper Town Hall -Executive Conference Room
250 W. First Street, Prosper, TX 75078
Wednesday, January 4, 2023
This meeting was called to order at 6:07 p.m.
Committee Members Present:
Christine Strobush, Chair
Josh Carson
Brent Kirby, Vice Chair
Maona Ngwira
Kristin Meier
Chris Wardlaw
Gretchen Darby
Kari Willis
Britt Beene
Committee Members Absent:
Trovette Tottress
Grant Mendeljian
Councilmembers Present:
Jeff Hodges
Councilmembers Absent:
Marcus Ray
Amy Bartley
Staff Members Present:
Robyn Battle, Executive Director of Community Services
Devon Jett, Community Engagement Specialist
2. Approve Minutes from December 7, 2022 (CS) [Decide]
Chris Wardlaw made a motion and Britt Beene seconded the motion to approve
the minutes from December 7, 2022. The motion was approved unanimously.
3. Review Work Plan/Activity Schedule (CS) [Discuss/Decide]
The Committee reviewed the work plan and reiterated their suggestion of holding
a State of the Town event, similar in format to those held in the past. As the
January 24th State of Community will now be a Chamber hosted event, the
Committee felt it important to offer an additional event that is free and open to
Prosper residents. The Committee will assist in promoting the Citizen's Academy
which will kick off on February 16 as well as the Prosper Fishing Derby being
held on February 18. Robyn also asked the CEC to serve as a focus group for
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the update on the Town's comprehensive plan. Items to add to calendar with
finalized dates:
• Winter -Coffee with a Cop
• January -Mayor's Fitness Challenge
4. Communications & Community Engagement Plan Update (RB) [Inform)
Robyn Battle gave a broad overview of the 2022-2024 Communications and
Community Engagement plan covering the 5 major goals along with objectives,
strategies, and status for each item. As it gets closer to 2024, the plan will likely
be due for an update. The Committee will be asked to give more specific
feedback regarding Goal 4: Community Engagement.
5. Subcommittee Updates:
• Survey Subcommittee (CW) [Discuss]
Chris Wardlaw provided an update on the progress of the Survey
Subcommittee stating they were on schedule to pilot the surveys at the
February 18 Prosper Fishing Derby. Questions included on the feedback
surveys will vary in how they are phrased with some offering an answer
with a rating scale while others may be more open-ended. The Committee
agreed to utilize the February 1 CEC meeting to finalize the 5-10 questions
to be featured. Also discussed was the best tool for capturing the
information with the Committee agreeing that iPads and their ability to offer
an instant means of communication would be the best option. Chris
confirmed that Survey Monkey has a kiosk mode with the ability to collect
the participant's answers without the use of data or Wi-Fi, which could then
be downloaded post event. It was also noted that there should be a survey
sent out to those residents who are not attending to find out why. After the
initial pilot, the CEC will explore how and if they should upscale the surveys
to bigger events.
• Prosper Passport Subcommittee (BK) [Discuss]
Brent Kirby gave an overview of the Prosper Passport initiative, stating that
it is on schedule for an April 6 launch at the spring New Resident Mixer.
Overall, the goal of Prosper Passport is to be a helpful tool to allow
residents to become easily informed on all aspects of the Town. Ideally,
residents attending the New Resident Mixer would collect stamps for action
items completed and it was agreed that offering a gift such as a Prosper hat
would be a great way to incentivize attendees to participate. Once a
general idea on number of pages and design is established, a budget
estimate will follow. The Committee offered the following ideas on
formatting, design, and purpose:
• Passport book to be pocket -sized
• Passport to be a consolidated source of information and include
QR codes for easy scanning
• Passport should include all social media handles as well as option
for downloading e-newsletter and downloading the myProsper
mobile app
• Passport should include the year or consider using color to
differentiate years
• Passport to have option for download such as a pdf file
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Councilmember Jeff Hodges suggested a presentation to Town Council and
Brent agreed to assemble a phase one concept with a general overview of the
program, what the incentive would be for those who participate, and how the
program will launch. The presentation is slated for the January 24 Town Council
meeting. This timeframe allows time to make changes should the Council
suggest any, as well provide an opportunity for the CEC to have an update by the
February 1 CEC meeting. Although this is phase one, there is a goal of seizing
the opportunity to reach more people and possibly roll out an alternate version to
different groups.
Maona Ngwira joined the Prosper Passport Subcommittee.
6. Community Map Update (BK) [Discuss]
Brent Kirby gave an overview of the Community Map, with emphasis on how the
map was formatted and who will oversee each corresponding neighborhood. The
Committee concluded that an interactive map available on the Town's website
would be helpful in streamlining communication and educating residents on their
CEC representative. It was decided that Artesia be removed, as that
neighborhood is a MUD district which is not represented by Town Council nor
paying Prosper taxes. Robyn will email updated map and asked for feedback
with any changes to be submitted by Wednesday, January 11. The goal is to
finalize the map in the month of January and utilize the month of February for
exploring options on building the program. Josh Carson offered to review the
CEC Community map at the February 9 HOA Presidents Meeting.
7. CEC "Top 3" (CS) [Discuss/Decide]
1. Citizens Academy
2. Fishing Derby
3. Coffee with a Cop and Mayor's Fitness Challenge pending date
confirmation
8. Future Agenda Items (CS) [Discuss]
1. Regarding the Survey initiative, finalize the 5-10 survey questions and
discuss best process for finding out why people aren't attending events.
2. Discuss best use of the Community Map to create value for residents.
3. Arrange a separate meeting for CEC members to provide feedback on
new website design and branding.
4. Arrange a separate meeting to discuss CEC communications, how best to
use headshots and the process for communicating CEC's purpose. These
items to be discussed once website launches and branding is
established.
5. Invite Todd Rice to take CEC member photos at next months meeting.
9. Adjourn
The meeting was adjourned at 7:56 p.m. on Wednesday, January 4, 2023.
These minutes were approved on February 8, 2023
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APPROVED
C nstine trobush, Chair
ATTESTED
" 7�-
Devon tt, Wnmunity Engagement Specialist
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