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07.21.21 CEC Minutes P ���� Minutes Community Engagement Committee TOWN O F Via Zoom sSPERWednesday, July 21, 2021 Prosper is a place where everyone matters. 1. Call to Order/Roll Call. The meeting was called to order at 6:05 p.m. Committee Members Present: Rodolfo Sierra, Chair Christine Strobush, Vice-Chair Brent Kirby Maona Ngwira Sekou Harris (arrived at 6:09) Grant Mendeljian Shy Tottress Kim Loveland Committee Members Absent: D'Oyle Clark Damon Jackson Josh Carson Councilmembers Present Councilmember Jeff Hodges Councilmembers Absent Councilmember Marcus Ray Councilmember Amy Bartley Staff Members Present: Robyn Battle, Executive Director of Community Services Haley Alsabrook, Community Engagement Specialist 2. 2021 Event Calendar(Shy Tottress) [Inform/Discuss] Shy Tottress briefed the Committee on this project. A draft calendar will be sent out for Committee review when it is ready. 3. Inventory of Community Groups (Brent Kirby) [Inform/Discuss/Decide] Brent Kirby proposed a Community Coverage Plan which outlines the CEC Ambassadors' role in the Town's Communication and Community Engagement Plan. He reviewed target audiences within the Town and provided an overview of the Town's Communication Strategy, as provided by Robyn Battle, Executive Director of Community Page 1 of 3 Services, at a previous meeting. The goal of the Community Coverage Plan is to create new communication channels to residents and community organizations by maintaining an inventory of major organizations with which the CEC can engage; maintaining an inventory of communities within Prosper (62 have been identified thus far); and identifying CEC members to act as primary points of contact for each stakeholder group. Mr. Kirby reviewed a draft list of organizations that have been identified so far and presented a draft map showing CEC member assignments to geographic areas within the Town. The Committee discussed different methods and strategies for connecting with various community groups and organizations, and the purpose of the communication. Generally, the Committee agreed that the overall purpose of the Community Coverage Plan is to establish relationships between CEC members and residents by connecting with existing stakeholder groups. The CEC can act as a conduit to promote two-way communication between residents and the Town on events, issues, and concerns. The Committee agreed to continue the conversation on the Community Coverage Plan at the next meeting. No further action was taken. 4. QR Handout & Promotional Items (Kimberly Loveland) [Inform/Discuss] This item was not discussed. 5. Discussion of CEC Vision and Outcomes (Rodolfo Sierra) [Inform/Discuss] Rodolfo Sierra introduced this item to the Committee to identify what good community engagement looks like, and to discuss the end goals and desired outcomes the CEC wants to accomplish. The Committee has already established a Mission Statement: Listen. Understand. Engage. Below are the ideas offered by Committee members: • Connect with the tag line "a place where everyone matters" • Keep a finger on the pulse of the community • Maintain Prosper's unique culture • Attract and retain incredible residents • Maintain a small-town feel • Facilitate communication and awareness • Be visible, approachable, and responsive at community events • Build and maintain relationships with community organizations • Facilitate communication and awareness • Be a point of contact for neighbors, as an alternative to Town staff or Town Council • Be a resource for residents • Connect at the neighborhood level and move outward • Be an additional communication channel for the Town • Create a high-relationship community • Enhance the lives of the people in Town • Share information on events and good news • Mobilize, galvanize and participate in Town events, activities, and issues Page 2 of 3 The Committee discussed the possibility of conducting a visioning exercise and creating a Vision Statement for the CEC to help define the role and desired outcomes of the committee. The Committee agreed to discuss this topic further at the next meeting. No further action was taken. 6. Discussion of Recent and Future Events [Inform/Discuss/Decide] Robyn Battle reminded the Committee that registration is open for the Citizens Academy this fall. Committee members are encouraged to take the Broadband Survey Ms. Battle distributed last week. CEC t-shirts are on order and should be delivered within two weeks. 7. Discuss Future Agenda Items [Discuss] • Event calendar • Community Coverage Map • QR handouts • Vision and Outcomes Discussion • CEC Video Schedule 8. Adjourn The meeting was adjourned at 7:30 p.m. on Wednesday, July 21, 2021. These minutes were approved on Wednesday, August 4, 2021. Rodolfo S a, Committee Chair Robyn Batt! , Executive Director of Community Services Page 3 of 3