12.06.23 CEC Minutest
MINUTES
Community Engagement Committee
n R wN O��; Prosper Town Hall, Executive Conference Room
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W. First Street, Prosper, Texas
Wednesday, December 6, 2023
A Place Where Everyone Matters
1. Call to Order / Roll Call.
This meeting was called to order at 6:02 p.m.
Committee Members Present:
Brent Kirby, Chair
Kristin Meier, Vice Chair
Chris Wardlaw
Andy Franco
Kimberly Smith
Stacy Cate
Jai Muthu
Committee Members Absent:
Kari Willis
Gretchen Darby
Arsenio Aaron
Councilmembers Present:
Marcus Ray
Amy Bartley
Councilmembers Absent:
Jeff Hodges
Staff Members Present:
Devon Jett, Community Engagement Coordinator
2. Consider and act upon the minutes of the November 1, 2023, Community
Engagement Committee (CEC) meeting.
Andy Franco made a motion and Kimberly Smith seconded the motion to approve the
minutes from the November 1, 2023 CEC meeting. The motion was approved
unanimously.
3. Comments from the Public.
No one from the public was present.
4. Discuss January CEC meeting date. (BK)
The committee discussed whether the January 31 CEC meeting date would need to be
adjusted and concluded it would remain unchanged.
5. Brainstorming Ideas for Life in Prosper (BK)
Before their brainstorming session, Brent Kirby provided an overview of CEC's
accomplishments in 2023. Following this, the committee built upon these achievements,
discussing strategies to enhance resident engagement. They agreed to develop 2-3
concepts to refine during their monthly meetings. Brent shared an encounter with the
Town's customer service while resolving a neighborhood issue. This prompted him to
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urge the committee to explore ways to extend this level of service to all residents,
fostering a deeper connection between the Town and its residents. The committee
focused on ways to proactively engage residents rather than solely relying on events
and programs. They outlined two key ideas, the first being a Road Show/Town Hall
where Town officials partner with neighborhoods during their events to provide education
and awareness. This type of event would be used to educate residents about Town
Services and features, resembling a Town Hall 101 approach. The second idea involved
a location -based notification system, potentially through an app, informing residents
about upcoming developments. They envisioned it as a tool to inform and excite
residents about coming projects like parks and businesses. Residents would be able to
scan a QR code located at the site of the construction or park and discover what new
projects were in progress, addressing a common resident query about upcoming
developments.
a. Serve Prosper Event (AB)
Amy Bartley provided an overview of the former "Serve Prosper" volunteer event that
used to take place in the area. In the past, this initiative involved residents collaborating
with non-profit organizations and code enforcement to identify and address service
projects for those in need. Participating residents would gather, receive their
assignments, and dedicate a day to volunteering, assisting their neighbors and the wider
community. Tasks ranged from cleaning up litter to painting building exteriors and more.
The committee explored the idea of resurrecting this event, considering the involvement
of churches or other groups for support. Amy will be following up with the local non-
profits and the code enforcement team and will provide the CEC with an update in 2024,
6. Subcommittee Updates:
a. MYAC Subcommittee (SC)
Two members of the MYAC Subcommittee provided an update on the progress of the
MYAC applicant selection. They indicated that they had narrowed down the choices to
13 students and presented an overview of the criteria guiding their selection process.
Their criteria included assessing the quality of responses to questions, the presence of
thoughtful ideas, the extent to which students understood the town's existing events and
developments, creativity, and the presentation of their video application. The committee
decided to eliminate the teacher recommendation form as it did not contribute to the
decision -making process. The subcommittee will wait for the next steps once staff has
reviewed the applications with Mayor Bristol next week. Additionally, suggestions for
incoming MYAC members included participating in council and CEC meetings as
potential activities.
7. Feedback on Special Events (BK)
a. Veterans Day 5K/Fun Run
The committee reviewed the Veterans Day 5k and fun run event held on November 11th.
Suggestions included outfitting veterans in distinct -colored shirts for easy identification
among participants and organizing post -race activities such as music or food to
encourage them to stay longer.
b. Prosper Christmas Festival
The committee gave a lot of positive feedback regarding the Prosper Christmas Festival
held on December 2 and enjoyed many of the festival elements, including the newly
added drone show, the substantial number of attendees, the yellow shirts worn by Parks
staff, and the diverse vendor offerings. Regarding suggestions for any improvements,
the committee gave the following recommendations:
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• More parking
• Additional Shuttle on the west side of town
• Drone show to be higher so the view closer to the Christmas tree isn't obstructed
• Barricade Christmas tree closer to lighting time so that children/patrons aren't
disturbing electrical wires
• More food trucks
• Spread out the food trucks from First to Broadway
• Locate the attractions for younger children to a different area
• Provide a QR code of the map for those that missed the handout
• Santa moved to the beginning of the parade so he won't be late for photos
• Don't limit the number of booths
• Spillover to Broadway to accommodate more booths
8. 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.
9. Discuss and consider CEC "Top 3" & Save the Date (BK)
1. Police vacation watch
2. Smart 9-1-1
3. Water Usage (winter averaging)
4. Solid Waste Transition
10. Request for future agenda items.
1. Serve Prosper -continue discussion
2. Road Show/Town Hall
3. Take the engagement to the residents.
11. Adjourn.
Kristin Meier made the motion and Kimberly Smith seconded the motion to adjourn the
meeting. The motion was approved unanimously. The meeting adjourned at 7:42 p.m.
on Wednesday, December 6, 2023.
These minutes were approved on January 3, 2024
APPROVED
Brent Kirby, Vice Chair
r74
n Jett, Community Engagement Coordinator
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