05.04.22 CEC MinutesM '
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Prosper is a place where everyone matters.
Call to Order/Roll Call
This meeting was called to order at 6:01 p.m.
Committee Members Present:
Rodolfo Sierra, Chair
Christine Strobush, Vice -Chair
Josh Carson
James Creedon
Brent Kirby -
Grant Mendeljian
Maona Ngwira
Chris Wardlaw
Committee Members Absent:
Kim Loveland
Shy Tottress
Councilmembers Present:
Councilmember Marcus Ray
Councilmembers Absent:
Councilmember Amy Bartley
Councilmember Jeff Hodges
Minutes
Community Engagement Committee
Wednesday, May 4, 2022
Staff Members Present:
Haley Alsabrook, Community Engagement Specialist
2. Approve Minutes from April 6, 2022 [Decide]
Rodolfo Sierra made a motion and Chris Wardlaw seconded the motion to
approve the minutes from April 6, 2022. The motion was approved.
3. New Resident Mixer [Discuss]
Brent Kirby reviewed the notes taken and sent to the group after the April
meeting. The group presented additional options that they would like included at
the event. A proposed engagement tactic includes having a photo wall or station
that is branded with the Town logo. Core nonprofits located in and around the
Town of Prosper and the Town's water and trash service providers will be invited
for awareness and education. In addition to previously noted Prosper Police
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Department representation and vehicle presence, the group would like to have
the armored police truck. The group would like to uncover where people are
moving from. Potentially gathering information at the biannual mixers.
The Committee members agreed that next steps include passing of the proposed
event details to the designated Town staff members.
4. New Resident Letter [Discuss]
Haley Alsabrook presented the graphic created for the New Resident Letter and
provided an update on the printing vendor. This graphic will be placed on the
front of a 5x7 bi-fold card. The general consensus was to crop the image to avoid
excess land space, as it does not represent the Town of Prosper in its current
state.
Rodolfo Sierra updated the group on the letter's status. The letter is almost ready
and lacks slight verbiage adjustments.
A motion to approve the graphic and letter was approved and amended to
include the following details. The cut off for the first round of letters will be
January 1, 2022, and going forward there will be a six month cap. The group will
aim to send out the letter six months prior to the new resident mixer. For
example, the spring mixer will include residents who moved to Town between
July and December. The group will finalize the letter by the June meeting and will
work on digitizing member signatures. New residents who moved between
January — August will receive an invite for the September New Resident Mixer.
After the initial letter and invite are sent out, the process for mailing letters and
invites will be adjusted. The letter will be sent monthly and the invite will be
mailed 30 days in advance of the event. The letter will have a note discussing
that an invite to the biannual mixer will be sent closer to the event.
Haley and Robyn Battle will verify if a copyright note needs to be added to or
near the graphic. They will also get the number of new residents from January 1,
2022 — current and dating back to the start of the pandemic in March 2020.
Christine Strobush will create a calendar of action items. The only open item is
approving the final letter.
5. CEC Work Plan/Activity Schedule [Discuss/Decide]
Haley Alsabrook provided an update on the HOA Presidents Meeting and
recapped the update in communications, reminding the members that they are
now receiving emails sent to the HOA board members, including an invite to the
quarterly HOA Presidents Meeting.
Christine Strobush presented the drafted social calendar. In addition to the
adjustments presented in item 4, the State of Community date will be adjusted
and Boots on Broadway will be added.
The general consensus of the group is to update the social calendar before each
meeting from the Town's event calendar to determine events that need to be
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added and which events should be focused on. The group decided to focus on
Boots on Broadway and Fun in the Sun.
6. Communication Plan Expansion [Discuss]
This item was deferred to the June 2022 meeting.
7. Discussion of Recent and Future Events [Inform/Discuss]
This item was partially discussed item 5. The group discussed the outcome of the
US 380 Bypass Opposition and next steps. When more information is made
available, communication will be sent to the Committee.
8. CEC "Top 3" [Discuss/Decide]
This month's CEC Top 3:
• Status update of US Highway 380 Bypass Opposition
• Voting
• Update on Town Hall's Honor Wall
• Social calendar
9. Future Agenda Items [Discuss]
■ New Resident Mixer
• New Resident Letter
• Communication Plan Expansion
10. Adjourn
The meeting was adjourned at 7:41 p.m. on Wednesday, May 4, 2022.
Rodolfo Sierra, Committee Chair
Haley Als rook, Community Engagement Specialist
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