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03.24.21 CEC Minutes f Minutes TOWN OF Community Engagement Committee Wednesday, March 24, 2021 S P E Via Zoom Prosper is a place where everyone matters. 1. Call to Order/Roll Call. (SH) The meeting was called to order at 6:03 p.m. Committee Members Present: Sekou Harris, Chair Rodolfo Sierra, Vice-Chair Brent Kirby Damon Jackson Shy Tottress Maona Ngwira Grant Mendeljian Christine Strobush Kim Loveland D'Oyle Clark Committee Members Absent: Josh Carson Council Liaisons Present (Non-Voting Members): Councilmember Jeff Hodges Councilmember Marcus Ray Councilmember Amy Bartley Staff Members Present: Robyn Battle, Executive Director of Community Services 2. Consider and act upon the March 3, 2021 Meeting Minutes (RB) Sekou Harris made a motion and Kim Loveland seconded the motion to approve the March 3, 2021 minutes. The motion was approved by a vote of 10-0. 3. Discuss Committee Structure, Quorum, Voting (BK) Brent Kirby presented a chart outlining the structure of the five standing Boards and Commissions for the Town. The Committee discussed several points of the meeting structure and made the following decisions regarding the rules of order for the Committee: Number of Board Members The Committee agreed that eleven members is appropriate for now since it provides a broad reach in the community. The number of members may be revisited at a later date, subject to Council approval. Page 1 of 5 Brent Kirby made a motion and Damon Jackson seconded the motion to set the number of committee members at eleven residents. The motion was approved by a vote of 10-0. Selection of Members The Committee did not take action on the selection of members, which occurs through appointment by the Town Council. Additional Members The Committee members agreed that additional non-voting or ex officio members is not necessary for this Committee. Damon Jackson made a motion and Grant Mendeljian seconded the motion that there will be no additional non-voting or ex officio members of the Committee. The motion was approved by a vote of 10-0. Term Length and Staggering of Terms The Committee members agreed that terms would be for two years, as stated by Council. Members will be eligible to reapply for additional terms if and when their terms expire. Terms will most likely be staggered if and when the Committee is made an official standing Committee of the Town. Damon Jackson made a motion and Grant Mendeljian seconded the motion to set Committee member terms at two years, with terms to be staggered at the time the Committee is made an official standing Committee of the Town. The motion was approved by a vote of 10-0. Term Limits/Max Terms The Committee members agreed that there should be no term limits instituted at this time. Brent Kirby confirmed that the other standing Boards and Commissions of the Town generally do not have term limits. Brent Kirby made a motion and Christine Strobush seconded the motion to have no term limits on Committee members. The motion was approved by a vote of 10-0. Qualifications The Committee discussed residency requirements for Committee members. The standing Boards and Commissions for the Town are open to Prosper residents, or residents of the Town's extraterritorial jurisdiction (ETJ). After discussion, the Committee agreed that Committee membership should be open to Prosper residents. Brent Kirby made a motion and Maona Ngwira seconded the motion to require Committee members to be Prosper residents. The motion was approved by a vote of 10-0. Meeting Location, Frequency, and Time Shy Tottress made a motion and D'Oyle Clark seconded the motion to set the Community Engagement Committee (CEC) meetings for the first Wednesday of every month at 6:00 p.m., with the option to attend either in person or via Zoom. The motion was approved by a vote of 10-0. Vacancies The filling of vacancies is determined by the Town Council. The Committee took no action on this item. Page 2 of 5 Removal from Office The removal of a Committee member from office is determined by the Town Council. The Committee took no action on this item. Attendance at Meetings The Committee discussed the attendance policy for the other Town Boards and Commissions, which states that missing more that 25% of scheduled meetings in a year, or three consecutive meetings, is grounds for removal by the Town Council. The Committee recognizes that the attendance policy, as well as the other rules of order they have established, would be subject to change if and when the Committee is made an official standing committee of the Town. At that time, the Committee rules of order would be subject to the Town's Board and Commission Appointment Policy, and Council approval. Brent Kirby made a motion and Christine Strobush seconded the motion to set the attendance policy for the Committee so that if a Committee member misses 25% of scheduled meetings within a 12-month period, or three consecutive meetings, that member would be subject to removal by the Town Council. The motion was approved by a vote of 10-0. Quorum A quorum of members is needed in order to hold a Committee meeting. Damon Jackson made a motion and Shy Tottress seconded the motion to establish that six resident members of the Committee shall constitute a quorum. The motion was approved by a vote of 10-0. Alternate Members The Committee members agreed that Alternate Members are not necessary for this Committee. No action was taken on this item. Officers Sekou Harris was appointed as Chair and Rodolfo Sierra was appointed as Vice-Chair of the Community Engagement Committee on March 3, 2021. Officer terms will be for one year, and will be determined by a majority vote of the Committee members. Robyn Battle will continue to provide staff support by taking meeting minutes and assisting with agenda preparation. The position of Committee Secretary may be reconsidered at a later time. Brent Kirby made a motion and Maona Ngwira seconded the motion to establish a Committee Chair and Vice-Chair as officers, each to serve one year terms, and selected by a majority vote of the committee. The motion was approved by a vote of 10-0. Powers and Duties The Committee discussed the Proposed Scope and Purpose that was presented at the March 3, 2021, meeting. The Committee agreed to adopt the language from this document, with the understanding that the Committee has flexibility to change the powers and duties as needed at any time by adding an item to a future meeting agenda for discussion and possible action. Page 3 of 5 D'Oyle Clark made a motion and Damon Jackson seconded the motion to adopt the following Powers and Duties for the Community Engagement Committee, with flexibility to make amendments as needed: The Community Engagement Committee is established for the purpose of providing residents an opportunity to enhance the Town's interaction with the public. The Community Engagement Subcommittee shall: • Act in an advisory capacity to the Town Council regarding Community Engagement activities • Identify topics of interest and methods or techniques to improve community engagement • Evaluate, provide feedback, and make recommendations on selected Town programs, events, and activities • Serve as a focus group for selected pilot projects or programs that may require or benefit from public input before implementation • Serve as social media ambassadors for the Town by engaging with the Town's social media platforms • Inform the Subcommittee of community events that may be of interest to the Town Council (multicultural celebrations, large neighborhood events, nonprofit events, etc.) The motion was approved by a vote of 10-0. Voting Requirements Brent Kirby made a motion and Rodolfo Sierra seconded the motion to require a majority of a quorum of voting members is required for a motion to pass. The motion was approved by a vote of 10-0. Minutes Damon Jackson made a motion and Kim Loveland seconded the motion to require that minutes will be taken at all Committee meetings. The motion was approved by a vote of 10-0. Rules and Regulations Brent Kirby made a motion and Shy Tottress seconded the motion that the Committee has the authority to adopt rules and regulations for its own governance and meeting procedures. The motion was approved by a vote of 10-0. 4. Discuss Map of Neighborhood Representation (RS) Rodolfo Sierra presented a map showing Committee member representation in the Town's neighborhoods and subdivisions. While the Committee has broad coverage within the Town, members discussed how they can improve community engagement by connecting with all Prosper neighborhoods. Members discussed representation of the Committee within Artesia and other areas that are considered to be in Prosper's (ETJ). The Committee discussed several options for engaging with neighborhoods that are not represented by the CEC, including the quarterly HOA Presidents Meetings. 5. Discuss Board & Commission Recognition Event (SH) Sekou Harris reminded the Committee members about the upcoming Board and Commission Virtual Recognition Event on March 25. All Committee members are Page 4 of 5 welcome to attend to learn more about the Town's Board and Commissions and to be recognized for their service. 6. Discuss Future Agenda Items (SH) Items discussed as possible future agenda topics include: • Communication/Community Engagement Activities • May 2021 HOA Presidents Meeting • Town of Prosper Social Media Platform • Town of Prosper Special Events • Communications Monthly Report • Analytics/Performance Measures on Community Engagement Activities • Development Update • Roundtable on Committee Members' Strengths and Capabilities • Priorities for the next 2-3 months • Diversity and Equality • Prosper Community Picnic Robyn Battle will work with Town staff to create prospertx.gov email addresses for the Committee and develop a Committee web page on the Town website. Sekou Harris thanked Brent Kirby for his work compiling information on the Town Boards and Commissions, and Rodolfo Sierra for his work in creating the map of the CEC representation in Prosper. 7. Adjourn The meeting was djourned at 7:36 p.m. on Wednesday, March 24, 2021. These mi utes ere approved on Wednesday, April 7, 2021. S ou Harris, Committee Chair Robyn B le, xecutive Director of Community Services Page 5 of 5