08.02.23 CEC MinutespRtowN ate
SPER
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, Texas
Wednesday, August 02, 2023
The meeting was called to order at 6:00 p.m.
Committee Members Present:
Christine Strobush, Chair
Brent Kirby, Vice Chair
Stacy Cate
John Hamilton
Chris Wardlaw
Britt Beene
Kristin Meier
Grant Mendeljian
Committee Members Absent:
Kari Willis
Trovette Tottress
Gretchen Darby
Councilmembers Present:
Jeff Hodges
Mayor David Bristol
Councilmembers Absent:
Marcus Ray
Amy Bartley
Staff Members Present:
Robyn Battle, Executive Director
Devon Jett, Community Engagement Coordinator
David Hoover, Director of Development Services
2. Consider and act upon the minutes of the July 12, 2023, Community
Engagement Committee (CEC) meeting.
John Hamilton made a motion and Brent Kirby seconded the motion to approve the
July 12, 2023, CEC minutes. The motion was approved unanimously.
3. Comments from the Public.
No comments made.
4. Subcommittee Updates:
a. Mayor's Youth Advisory Council Subcommittee (CS)
Christine Strobush delivered an update from the Mayor's Youth Advisory
Subcommittee. Their initial plans for the program launch include defining eligibility
criteria, determining the targeted grade level, and outlining the application process.
The Subcommittee has been studying successful approaches from other cities to
ensure the best practices. Consequently, they decided to invite high school juniors
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or seniors enrolled in Prosper ISD, attending private school, or being
homeschooled, and residing within Prosper city limits, including the neighborhood
of Artesia, to apply for the program.
Applicants will be required to submit a 3-minute video responding to questions
about why they love living in Prosper and their interest in joining the MYAC. The
proposed timeline aims to launch the pilot program in January 2024, exclusively
for the spring semester. The launch process begins in October with a program
promotion event, and applications are due in November. By December 15th, the
candidate selection will take place, and onboarding will begin in January. It's
important to note that this timeline is applicable only to the pilot program, while the
next full launch is planned to align with the 2024/2025 school year, with the
application process taking place during the summer.
Mayor Bristol attended the meeting and reiterated his reasons for initiating a youth
advisory council. His primary motives are to tap into the youth's innovative ideas,
as they have previously engaged with the Council, and to involve them more
actively in the community. Mayor Bristol fully endorsed the Subcommittee's ideas,
expressing his confidence in their progress. John Hamilton has initiated the
creation of the bylaws, while the Subcommittee continues to fine-tune the
candidate application requirements. Town staff will provide assistance in the
following areas:
• Develop promotional materials, including flyers
• Create a dedicated webpage on the Town website
• Leverage existing newsletters and social media platforms to raise
awareness about the program
• Facilitate the application process, including creating the application form
and selecting the appropriate platform for video submissions
■ Creation of a dedicated email address (example: myac@prospertx.gov)
The advisory council will consist of 11 students, ensuring a 1:1 ratio to the CEC for
enhanced mentoring opportunities. The Subcommittee will conduct a pre-
screening to narrow candidates, and finalists will undergo interviews with the CEC.
Mayor Bristol and the Subcommittee further discussed the name of the council and
how it would be referred to going forward as it has been referred to in several
different variations. After consideration, they reached a consensus and decided to
name it the "Mayor's Youth Advisory Council." This title keeps the council's main
objective at the center which is to provide advisory input.
Prosper PACT
In attendance was Gavin Hernandez, the initiator of Prosper PACT, a pledge
aimed at keeping Prosper beautiful and being a good neighbor overall. He
delivered a presentation in July, and the CEC invited him back to discuss his ideas
further. The CEC expressed one concern about the name Prosper PACT, as it
could be confused with the Prosper Political Action Committee (PAC). Gavin
considered the CEC's suggestion and worked on coming up with an alternative
and ultimately landed on Prosper ACT. The logo he created features a "P" with the
word "ACT" inside it. The Committee found it to be a powerful representation, as it
motivates action and engagement just by its design.
Over the past three weeks, Gavin made significant progress. He drafted a website
for the pledge, including a dedicated area for sign-ups, and organized a soft launch
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to take place during the Windsong Ranch back -to -school event on August 6.
Additionally, Gavin wrote an article promoting the pledge in Windsong Living
magazine. He also plans to promote the program at the Town -hosted New
Resident Mixer and the October 28 Fall Festival in Windsong Ranch. The staff will
be in touch with Gavin to coordinate his participation in the New Resident Mixer
and provide him access to the Town's approved colors through the Brand Logo
catalog.
Gavin emphasized that Prosper ACT is intended for anyone, but its primary focus
is on students of all ages. The CEC remains committed to supporting Gavin in his
efforts and hopes to incorporate the pledge into the Mayor's Youth Advisory
Council program. As a token of recognition, Mayor Bristol presented Gavin with a
Mayor's Challenge coin.
b. Downtown Advisory Subcommittee (CW)
This item was not discussed.
c. Prosper Passport Subcommittee (BK)
This item was not discussed.
d. Survey Subcommittee (CW)
This item was not discussed.
5. Receive an update on the Comprehensive Plan (AB)
Daniel Harrison and Rhys Wilson with Freese and Nichols, Inc. gave a presentation
on the Comprehensive Plan Update. The Town Council will hear the presentation
about the plan at the August 22nd Town Council meeting.
6. Finalizing New Resident Mixer time and details (CS)
The Committee discussed their suggestion of a new time frame being introduced for
the September 28 New Resident Mixer and after some consideration decided to hold
the event from 4 pm-7 pm in order to capture the after -school crowd. Previously, the
Mixer was held from 6 pm to 8 pm, but the CEC wanted to experiment with a different
time frame and see if it promoted more attendance.
7. Brainstorming Ideas for Life in Prosper/CEC Ideation Matrix (CS)
This item was not discussed.
8. Feedback on Special Events (CS)
a. Coffee & Chrome
During the Coffee and Chrome event organized by Parks & Rec on July 22nd, Grant
Mendeljian from the CEC was present. He provided a lot of positive feedback,
expressing how impressed he was with the event and the effort that went into it even
in the face of a pop-up rainstorm that morning. Grant emphasized the potential of this
gathering due to its high turnout and the participation of car enthusiasts seeking such
engaging programs. He particularly praised the promotional video featuring Dan
Baker, the Director of Parks & Rec.
Grant suggested a valuable addition to the event's promotion by utilizing the "Park
Up Front" app, which also has a social media platform attracting attendees interested
in such events. He hoped for more frequent occurrences of this event and proposed
the option of on -site registration to allow for more participants. Additionally, he
suggested expanding on the music that was playing and having additional speakers
to create an even more enjoyable experience.
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9. Review Work Plan/Activity Schedule (CS)
The Committee conducted a review of the work plan, focusing on the upcoming
National Night Out program scheduled for Tuesday, October 3rd. Initially, the
Committee's intention was to create a playbook for Prosper neighborhoods, aimed at
providing ideas for organizing block parties and being an overall good neighbor.
However, as sign-ups were approaching, they decided to establish a Subcommittee to
quickly develop ideas and recommendations within a simplified document.
Grant Mendeljian, Britt Beene, and Brent Kirby joined the National Night Out
Subcommittee. Their main objective is to gather information on how current HOAs host
block parties and explore strategies to encourage neighbor participation. Robyn Battle
will seek input from HOA Board members during the HOA Quarterly meeting.
Specifically, she will inquire about their top three best practices to recommend for
inclusion in the CEC's document.
10. Discuss and receive any updates regarding:
a. Community Map (BK)
This item was not discussed.
b. Social Media Graphics (KW)
This item was not discussed
11. Discuss and consider CEC "Top 3" & Save the Date (CS)
1. Moonlight Movie -August 11
2. Freedom Fest-September 2
3. New Resident Mixer -September 28
12. Request for future agenda items.
13. Adjourn.
Chris Wardlaw made the motion and Kristin Meier seconded the motion to adjourn
the meeting. The motion was approved unanimously. The meeting was adjourned at
8:18 p.m. on Wednesday, August 2, 2023.
These minutes were approved on September 6, 2023.
APPROVED
Brent Kirby, Vice Chair
ATTESTED
evon Jett, Community Engagement Coordinator
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