11.01.23 CEC Minutes■
r
OW N OF
pR-tSPER
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, November 1, 2023
This meeting was called to order at 6:00 p.m.
Committee Members Present:
Brent Kirby, Vice Chair
Kristin Meier
Chris Wardlaw
Andy Franco
Kimberly Smith
Kari Willis
Gretchen Darby
Committee Members Absent:
Stacy Cate
Jai Muthu
Arsenio Aaron
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 October 9, 2023, Community
Engagement Committee (CEC) meeting.
Chris Wardlaw made a motion and Gretchen Darby seconded the motion to approve the
minutes from the October 9, 2023 CEC meeting. The motion was approved
unanimously.
3. Comments from the Public.
No one from the public was present.
4. Consider and act upon appointments to Chair and Vice Chair (BK)
Chris Wardlaw nominated Brent Kirby as Chair, Gretchen Darby seconded the motion,
and the motion passed unanimously. Kari Willis nominated Kristin Meier as Vice Chair,
Brent Kirby seconded the motion, and the motion passed unanimously.
5. Communications Plan Presentation (TR)
Todd Rice, Communications and Media Relations Manager, presented an overview of
the Town of Prosper Communications and Community Engagement Plan 2023-2025.
The purpose of the presentation was to acquaint new members with the functioning of
the Communications team and to provide a comprehensive overview of the plan. Copies
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of the plan will be disseminated to the committee after it goes to final print. Following the
presentation, the Community Engagement Committee (CEC) inquired about their role in
supporting the Town's communication plan and what their function is within the broader
structure. The primary takeaways for the CEC included the following actions they can do
to assist in amplifying the messaging:
1. Promoting the messaging by liking and sharing it on their personal social media
accounts.
2. Participating in Town events and actively promoting these events to residents.
3. Listening for resident feedback and relaying any opportunities where the Town can
assist.
6. Brainstorming Ideas for Life in Prosper (BK)
a. Serve Prosper Event (AB)
This item was not discussed and will be moved to the December meeting agenda.
b. Connecting with other organizations/non-profits.
The discussion revolved around the coordination of volunteers and identifying the groups
that require volunteer assistance. The Prosper Historical Society was highlighted as a
potential beneficiary, particularly in terms of finding ways to better support the
communication of their organization. There was a proposal to facilitate a connection
between the Mayor's Youth Advisory Council and the Prosper Historical Society, aiming
to bridge generational gaps and cultivate a sense of ownership among young individuals
concerning the town's history.
Additionally, the committee explored the possibility of reviving traditional events, such as
the "Dance on the Square," while infusing them with a modern twist. To conclude, there
was consideration of extending an invitation to the Prosper Historical Society for a future
meeting to better understand their specific needs.
7. Subcommittee Updates:
a. MYAC Subcommittee Update (SC)
The committee discussed the Mayor's Youth Advisory Council (MYAC) as its
applications became available on 10/23, and promotional efforts have started.
Conversations centered on strategies to enhance program visibility and ensure that the
intended students become aware of it. Recommendations were made to reach out
individually to counselors, teachers, student councils, various clubs, and specific high
schools in the vicinity. Staff confirmed that the PISD has received information regarding
the MYAC and will distribute it to students, but will follow up with any additional avenues
to pursue. A subcommittee member emphasized that, following the pilot program, we will
gain insights on necessary improvements, and the program's recognition is expected to
grow through word of mouth.
8. Discuss and receive any updates regarding:
a. Community Map (BK)
This item was not discussed but remains on the agenda for future consideration.
b. Social Media Graphics (KW)
This item was not discussed but remains on the agenda for future consideration.
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9. Discuss and consider CEC "Top 3" & Save the Date (BK)
1 Nancy Lieberman Dream Court
2. Mayor's Youth Advisory Council
3. Veterans Day 5K
4. Prosper Christmas Festival
10. Request for future agenda items.
The committee requested to add an item that included "brainstorming small town feel
through historical society" to the December agenda. The committee also requested to
invite the new Emergency Management Coordinator to discuss Rave/Smart 911 as an
addition to the app discussion that will already be taking place.
11. Adjourn.
Chris Wardlaw made the motion and Kimberly Smith seconded the motion to adjourn the
meeting. The motion was approved unanimously. The meeting adjourned at 7:05 p.m.
on Wednesday, November 1, 2023.
These minutes were approved on December 6, 2023
APPROVED
Brent Kirby, Vice Chair
ordinator
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