10.09.23 CEC Minutes■
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pRLO W N 11 1"
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A Place Where Everyone Matters
Call to Order / Roll Call.
MINUTES
Community Engagement Committee
Prosper Town Hall, Executive Conference Room
250 W. First Street, Prosper, Texas
Monday, October 9, 2023
This meeting was called to order at 6:01 p.m.
Committee Members Present:
Brent Kirby, Vice Chair
Stacy Cate
Jai Muthu
Kristin Meier
Chris Wardlaw
Andy Franco
Arsenio Aaron
Kimberly Smith
Committee Members Absent:
Kari Willis
Gretchen Darby
Councilmembers Present:
Marcus Ray
Jeff Hodges
Councilmembers Absent:
Amy Bartley
Staff Members Present:
Devon Jett, Community Engagement Coordinator
2. Consider and act upon the minutes of the September 6, 2023, Community
Engagement Committee (CEC) meeting.
Kristin Meier made a motion and Stacy Cate seconded the motion to approve the
minutes from the September 6, 2023 CEC meeting. The motion was approved
unanimously.
3. Comments from the Public.
No one from the public was in attendance.
4. Consider and act upon appointments to Chair and Vice Chair (BK)
The committee voted to table the Chair and Vice Chair appointments until the
November 2023 meeting. Brent Kirby made a motion and Kristin Meier seconded the
motion to table the Chair and Vice Chair appointments. The motion was approved
unanimously.
5. Review Subcommittee Membership (BK)
The committee assessed each subcommittee, evaluating its purpose and necessity.
Their decisions regarding each subcommittee are as follows:
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• New Resident Mixer/Prosper Passport: After deliberation, the committee opted to
discontinue this subcommittee. However, they will continue to offer feedback and
input for both the New Resident Mixer and Prosper Passport as needed.
Prosper Event Survey: The committee chose to shift towards gathering feedback
organically at events instead of using one-on-one surveys. They suggested that
the Town establish an ongoing survey where residents can select the event they
wish to review and provide feedback. Parks & Recreation was recommended to
oversee the creation and monitoring of this survey. They also proposed using a
QR code for easy access, allowing residents to scan it before leaving any event.
• Downtown Advisory: With the recent establishment of the Ad Hoc Downtown
Advisory Committee, the committee decided to discontinue this subcommittee.
• National Night Out: The Committee concluded that this subcommittee was only
created for quick reference during this year's National Night Out, and chose to
discontinue it.
Mayor's Youth Advisory Council (MYAC): The committee decided to retain the
MYAC Subcommittee, as the program is still in the process of being launched.
The subcommittee's most pressing task is to develop selection criteria for
applicants. Stacy Cate was the only remaining member of the originally formed
subcommittee. Arsenio Aaron, Jai Muthu, and Kristin Meier all joined the
subcommittee.
6. Brainstorming Ideas for Life in Prosper/CEC Ideation Matrix (BK)
a. Connecting with other organizations/non-profits.
This item was not discussed.
b. Defining CEC goals and how to get residents to engage.
The committee conducted a review of the Ideation Matrix and decided to close
out certain ideas that they believed had been explored but not currently
considered a priority. The following items were closed out:
BBQ Cook -Off
• National Night Out
• Ask Josh Series
• Expanding Prosper Passport
• Multi -Cultural Festival
• Hot Air Balloon Launch
• Performing Arts Center
• Prosper Pledge
However, they decided to keep "mobile enhancements" as an agenda item for
future discussion. The committee expressed a desire to explore methods of
enhancing engagement through the mobile app, such as through push
notifications or by providing more interactive features. They proposed the
inclusion of additional content, such as events, on the app to boost engagement.
Over the next month, the committee plans to brainstorm ideas for prioritizing
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app features and effectively communicating the app's availability to residents.
Suggestions for promoting the app included dedicating a month to the mobile app
education or featuring an article in "Check Out Prosper" to encourage residents to
download it.
7. Review Mayor's Initiatives (RIB)
In Robyn Battle's absence, Devon Jett gave an overview of the 3 upcoming Mayor's
Initiatives, including the Mayor's Youth Advisory Council, Mayor's Teen Government
Academy, and Prosper Partners in Faith.
8. Subcommittee Updates:
a. Mayor's Youth Advisory Council Subcommittee (SC)
This item was not discussed.
b. Downtown Advisory Subcommittee (CW)
This item was not discussed.
9. Feedback on Special Events (BK)
a. Discover Downtown -Paws on Broadway
Marcus Ray was in attendance at Discover Downtown -Paws on Broadway and
gave feedback that it was well attended, and the pools for the dogs were great for
cooling off. He felt they were light on vendors and should offer some more grassy
spots if possible.
b. New Resident Mixer
During the New Resident Mixer, three CEC members were in attendance and the
feedback indicated that the early start time was unnecessary. However,
they appreciated the experiment to see if it would attract more attendees. They
observed that a start time around 5:30 p.m. seemed to be when the event saw the
most significant increase in attendance. They expressed a desire for the CEC tent
to be positioned closer to the other tents but did appreciate the presence of a
dedicated welcome tent. They suggested the possibility of using signage, such as
"start here" indicators or balloons, to identify the welcome tent. The "Welcome to
Prosper" yard signs received a positive response, with many families taking photos
with them. They also indicated a preference for returning to the original tent
configuration from the first New Resident Mixer.
c. National Night Out
The feedback on National Night Out was that there was a good turnout at each
neighborhood and it was well organized for the various first responder groups to
visit each community.
d. Celebrate Prosper
Celebrate Prosper feedback included, having more veggie burgers and making
sure that if a vegetarian option is offered, only that item is cooked on the grill.
It was also discussed that it could have been better attended if it didn't fall during
PISD's fall break.
10. CEC Shirt Selection (RIB)
The committee chose polo shirts that staff will order for CEC members to wear
to future events.
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11. 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.
12. Discuss and consider CEC "Top 3" & Save the Date (BK)
1. Veterans Day 5K & Fun Run
2. Mayor's Youth Advisory Council
3. Christmas Festival
13. Request for future agenda items.
1. Mobile App Enhancements
2. Robyn to give a condensed presentation on the Communications Plan.
They also would like the Communications plan printed for new CEC members.
14. Adjourn.
Chris Wardlaw made the motion and Kristin Meier seconded the motion to adjourn
the meeting. The motion was approved unanimously. The meeting adjourned at 8:00
p.m. on Monday, October 9, 2023.
These minutes were approved on November 1, 2023.
APPROVED
Brent Kirby, Vice Chair
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Devon Jet , Community Engagement Coordinator
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