02.07.24 CEC Minutes.S
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A Place Where Everyone Matters
MINUTES
Community Engagement Committee
Prosper Town Hall, Executive Conference Room
250 W. First Street, Prosper, Texas
Wednesday, February 7, 2024
Call to Order / Roll Call.
This meeting was called to order at 6:03 p.m.
Committee Members Present:
Kristin Meier, Vice Chair
Andy Franco
Kimberly Smith
Stacy Cate (arrived at 6:23 p.m.)
Jai Muthu
Kari Willis
Committee Members Absent:
Brent Kirby, Chair
Chris Wardlaw
Gretchen Darby
Councilmembers Present:
Marcus Ray
Jeff Hodges
Amy Bartley
Staff Members Present:
Robyn Battle, Executive Director
Devon Jett, Community Engagement Coordinator
Wilson Haynes, Senior Communications Specialist
Todd Rice, Communications & Media Relations Specialist
Randall Gurney, Emergency Management Coordinator
Leigh Johnson, Director of Information Technology
2. Consider and act upon the minutes of the January 3, 2024, Community
Engagement Committee (CEC) meeting.
Andy Franco made a motion and Kimberly Smith seconded the motion to approve the
minutes of the January 3, 2024 CEC meeting. The motion was approved unanimously.
3. Comments from the Public.
No one from the public was present at the meeting.
4. "Now You Know Prosper" Video Series Overview- Wilson Haynes, Senior
Communications Specialist (WH)
Wilson Haynes provided an overview of the "Now You Know Prosper" series, clarifying
its purpose as a video initiative aimed at enhancing residents' understanding of the
town's services. These concise, 30-second videos, tailored for Instagram and Facebook
reels, highlight specific issues and their resolutions. They are designed to be easily
shareable across both platforms. The Community Engagement Committee (CEC) was
tasked with brainstorming ideas for the video series, which will now be a standing
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agenda item. Potential starting points for ideas include addressing common social media
complaints or providing educational content about town services. Immediate ideas
proposed for upcoming topics included:
Sprinkler Evaluation
Fire Department car seat installation
Friends & Family CPR classes
5. Rave Products Presentation- Randall Gurney, Emergency Mgmt. Coordinator (RG)
Randall Gurney
Randall Gurney provided an overview of the Rave Emergency Alert system, highlighting
its various service offerings. These include Rave Alert, which delivers emergency auto
alerts for severe weather; Rave 911, a supplementary information system accessible
only when 911 is called; and Rave Prepare, which facilitates the generation of reports
based on submitted information and enables the sending of automated messages. The
Communications department will begin promoting Rave across all platforms, aiming to
educate residents about the current offerings and provide guidance on how to sign up for
alerts.
6. Civic Plus Notify Me Presentation -Todd Rice, Communications & Media Relations
Manager (TR)
Todd Rice provided an overview of the Civic Plus Notify Me feature, which serves as an
opt -in notification system currently offered in Civic Plus, the Town's existing website
platform. Residents have the option to receive alerts for various topics, including Events,
Town Facility & holiday closures, as well as the posting of minutes for boards and
commissions. The CEC was given the steps to sign up for alerts and suggested a link to
the Notify Me page be added to the Special Events weopage.
7. myProsper Mobile App Presentation -Leigh Johnson, IT Director & Kristen Drews,
Customer Success Mgr. (LJ/KD)
Kristen Drews and Leigh Johnson presented an overview of the myProsper mobile app
and its current features within the existing contract. They explained the functionality of
the ticketing system for service requests submitted by residents through the app, as well
as the limited push notifications included in the current contract, which currently only
includes trash collection reminders.
8. Brainstorming Ideas for Life in Prosper (BK)
a. Notifications & App Discussion
The CEC suggested that staff explore pricing a separa-e module to support notifications
within the mobile app, which would consolidate all notifications through the app rather
than requiring residents to sign up separately for notifications through other platforms.
They proposed that this streamlined approach would simplify the process for residents
and increase participation.
Staff will follow up with the mobile app provider to obta n pricing information for the
module and compare it with the current offerings. Additionally, CEC members will
compile a list of the top five notification topics they believe would be most beneficial for
residents.
b. Take the Engagement to the People/Interactive Map
This item was not discussed.
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c. Road Show/Town Hall
This item was not discussed
d. Serve Prosper (AB)
Councilmember Amy Bartley reported on the success of Serve Prosper in past years,
noting its popularity as an event for residents to serve others. The Town previously
partnered with non-profit organizations and churches in Prosper. To be sure we have
time to communicate and organize the event with these organizations, as well as with
the newly formed Partners in Faith (PIF) and the school district, more time is required to
ensure a successful event.
The decision was made to table the item, with plans to revisit it in August. This delay will
allow time for more planning with an expected launch of Spring 2025.
9. Subcommittee Updates:
a. MYAC Updates/CEC Volunteers for February 28 MYAC meeting (SC)
The MYAC held its kickoff meeting on January 24th, and Stacy Cate provided a review
of the night. She reported that the meeting was successful, with students taking the lead
in discussions and electing a chair, vice chair, and secretary.
Volunteers from the CEC for the February 28th MYAC meeting are Jai Muthu, Andy
Franco, and Kari Willis.
10. Discuss and receive any updates regarding:
a. Community Map (BK)
This item was not discussed.
b. Social Media Graphics (KW)
This item will be discussed in a future meeting
11. Discuss and consider "Top 3" & Save the Date (BK)
1. Prosper Fishing Derby -February 17
2. Raymond Community Park Groundbreaking -Feb. 22
3. P-Town Pickleball Throwdown-March 23
12. Discuss CEC membership and quorum requirements. (RB)
Robyn Battle communicated to the CEC that the Town Council will be considering
an ordinance requirement to reduce the number of CEC members to nine, thereby
reducing the quorum requirement to 5. Staff will communicate any official changes to the
CEC at the March 6 meeting.
13. Request for future agenda items.
Add "Now You Know Prosper" Top 3 as a standing agenda item.
14. Adjourn.
Andy Franco made the motion and Kari Willis seconded the motion to adjourn the
meeting. The motion was approved unanimously. The meeting adjourned at 7:30 p.m.
on Wednesday, February 7, 2024.
These minutes were approved on March 6, 2024.
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APPROVED
Brent Kirby, Chair
ATTESTED
Devo tt, Community Engagement Coordinator
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