HomeMy WebLinkAboutMinutes_SPCS_11.11.2015Minutes of the Meeting of the
Strategic Partnerships for Community Services Advisory Board
City of Georgetown, Texas
November 11, 2015
The Strategic Partnerships for Community Services Advisory Board of the City of
Georgetown, Texas, met on Wednesday, November 11, 2015 at 5:00 p.m.
Members Present: C.O. Smith, Suzy Pukys, Larry Gambone, and Barbara Rauch
Members Absent: Severine Cushing
Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager
MINUTES
Legislative Regular Agenda
A Call to Order--C.O. Smith, SPCS Advisory Board Chair
The Meeting was called to Order at 5:00 p.m.
B Roll Call --C.O. Smith, SPCS Advisory Board Chair
A Quorum of the Board was present for the meeting, including: C.O. Smith, Suzy
Pukys, Larry Gambone, and Barbara Rauch
C Consideration and possible action to approve the Minutes from the September 9,
2015 SPCS Advisory Board Meeting—Severine Cushing, SPCS Advisory Board
Secretary
Motion by Smith, second by Gambone to approve the Minutes, as amended, for the
September 9, 2015 SPCS Advisory Board Meeting. Approved 4-0 (Cushing Absent)
D. Report from Suzy Pukys regarding the results of the Survey that was provided to all
of the agencies that applied for funding with the Common Grant Application either
through the City of Georgetown, the Georgetown Health Foundation, United Way of
Williamson County, or Seeds of Strength to assess the use of the Common Grant
Application and Program Abstracts—Suzy Pukys, SPCS Vice -Chair
SPCS Advisory Board Minutes
November 11, 2015
Page 1 of 4
Pukys provided an overview and report of the results of the Survey.
E. Report from Suzy Pukys regarding proposed changes to the Common Grant
Application utilized by the City of Georgetown, the Georgetown Health Foundation,
United Way of Williamson County, and Seeds of Strength as an outcome of results
and comments received from the Survey outlined in Item D—Suzy Pukys, SPCS Vice -
Chair
Suzy Pukys provided an overview of the changes that were made to the Common
Grant Application that will be utilized in FY 2016-17 by the City of Georgetown, the
Georgetown Health Foundation, United Way of Williamson County, and Seeds of
Strength as an outcome of results and comments received from the Survey results.
The redlined revised Common Grant Application is attached (Attachment A).
F. Discussion and possible action regarding possible revisions and/or updates to the
Common Grant Application, Program Abstract, and Scoring Rubric for the City of
Georgetown for use during the FY 2016-17 Grant Application Cycle--C.O. Smith,
Board Chair
Motion by Pukys, second by Rauch to approve the following revisions to the Program
Abstract of the City of Georgetown for use during the FY 2016-17 Grant Application
Cycle:
City of Georgetown
STRATEGIC PARTNERSHPS FOR COMMUNITY SERVICES
Program Alastrast Addendum
Responses to the prompts below will be reviewed to make an initial determination
regarding an organization's eligibility for City of Georgetown Funding.
Name of Organization:
Amount Requested ($10,000-$50,000):
I. DeseFibe the pmgFam f9F whieh yeu aFe Feeluesting funding,
the
and the taFget pepulatien.- 1,000 character max.
1. Describe how the proposed program aligns with one or more of the
City's priority areas (Public Safety, Transportation, Housing, Veteran's
Services, Parks & Recreation, Safety Net). 500 character max.
SPCS Advisory Board Minutes
November 11, 2015
Page 2 of 4
2.To what extent do you educate and empower your target population
toward self-sufficiency? If this question does not apply to your request,
insert "N/A". 500 character max.
3.
Does your organization currently
receive any other monetary or in-kind assistance from the City of
Georgetown, including, but not limited to, subsidies for utilities, rent, or
other services. 500 character max.
4. Does this program provide opportunities for matching or incentive
funds within your organization or from other grantees? 500 character
max.
5. Provide the total numbers served and the total number of Georgetown
citizens served.
Approved 4-0 (Cushing Absent)
Motion by Pukys, second by Rauch to accept the proposed Program Budget
(Attachment B) to be utilized with the FY 2016-17 Common Grant Application and to
also postpone any discussion or action regarding any revisions to the Evaluation
Rubric for the City of Georgetown for use during the FY 2016-17 Grant Application
Cycle until the next meeting.
Approved 4-0 (Cushing Absent)
G. Discussion and possible action regarding proposed revisions to Bylaws related to
meeting schedule—C.O. Smith, Board Chair
Motion by Gambone, second by Smith to replace the last sentence in Section 4.1 of
the Bylaws as follows:
Section 4.1. Time and Date of Regular Meeting. The BeaFd shall Fneet
enrze a menth on the same week ef the Fnenth, the same day of the week,
at the same time, and at the same plaee. The FegulaF date, time and place
of the BeaFd meeting will be deeided by the MembeFs at the first meeting
of the BeaFd afteF the annual appointment pFoc�. The Board shall
schedule all regular meetines in accordance with the requirements of the
Board's responsibilities.
Approved 4-0 (Cushing Absent)
SPCS Advisory Board Minutes
November 11, 2015
Page 3 of 4
I
Ii. Discussion and possible action on future meetings and topics—C.O. Smith, SPCS
ai • :r. rulmm
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ne Cushing, Board Secretary C.O. Smith, Board Chair
SPCS Advisory Board Minutes
November 11, 2015
Page 4 of 4
Instructions: Complete and submit this application along with attachments listed on the last page of
this application. Refer to individual funder's grants processes to determine the deadline to submit this
complete application.
Organization Name
Le&al Name j'if different
Year Founded
Mailing Address
Phone
Website
Federal Tax ID #
CEO or Executive Director (include title
if other than 'CEO" or "ED")
Phone Number & Email Address
Organization Mission
Organization Vision
Total Request Amount
Organization (unduplicated#ndividuals
and Aeo raRhic area sL—cities; counties
.etc::
#pf Pro osed Po ulation Servedved
through this Program Request
junduplicated individuals and Peograghic
area(s) —cities, countieletc.1
Program Name
Brief Description of the Request_sjoo
charactermax.1
. . . ... . .
Name, Title
Email, Phone
ATTACHMENT A
,V
The first five questions in this section were adopted from Charting Impact, developed by the Better
Business Bureau Wise Giving Alliance, GuldeStar USA, and Independent Sector. We chose to use these five
questions because they have been thoroughly tested and encourage strategic thinking.
_Rerqinkq to answer questions uqstlons in this section at the n ��rqoaizatiolevel, NOT the pro 1rqqrqip Formatted: Highlight
_ _- - - - - - - - - - - - - -- - . . . . . . . - - - - - -
level. Be sure to cite all statistics and research in a separate attachment.
Note: Character maximums include spaces. 2,l10tt characters with spores is apuroximatedy equtva(ent to 325 warcls.
1. What is your organization striving to accomplish?
Clearly and concisely state your organization's ultimate goal for intended impact. Identify the groups or communities
you aim to assist, the needs your work is addressing, and your expected outcomes. Examine how your goals for the
next three to five years (or an alternate timeframe specified in your answer) fit within your overall plan to contribute
to lasting, meaningful change. When finished ask yourself, "If someone unfamiliar with our work were to read this,
would they have a clear definition of what long-term success means for my organization?" (2,000 character max.)
2. What are your strategies for making this happen?
Describe your organization's strategies for accomplishing the long-term goals you cited in your previous answer.
Specify the broad approaches you employ and why your organization believes these methods will benefit your target
population or advance your issue. State near-term activities that serve as important building blocks for future
success, explaining how these elements strengthen your organization's strategic approach. (2,000 character max.)
3. What are your organization's capabilities for doing this?
Detail the resources, capacities, and connections that support your progress toward long-term goals. While
describing your organization's core assets, identify both internal resources (including, but not limited to, staff,
budget, and expertise) and external strengths (including partnerships, collaborations, networks, and influence) that
have contributed to, or will contribute in the future to, the accomplishment of these goals. (2,000 character max.)
4. How will your organization know if you are making progress?
Explain how your organization assesses progress toward your intended impact. Identify milestones that signal
progress and success. Describe your assessment and improvement process: the methods you use as you monitor
key indicators and how your organization uses that information to refine your efforts. (2,000 character max.)
5. What have and haven't you accomplished so far?
Demonstrate recent progress toward your long-term goals by describing how your near-term objectives are
propelling your organization toward your ultimate intended impact. Go beyond the outputs of your work to make
clear how these outcomes are contributing to fulfilling long-term goals. In describing both outcomes achieved and
those not yet realized, include what your organization has learned about what does and doesn't work, what risks
and obstacles exist, and what adjustments to goals, strategies, or objectives have been made along the way. (2,000
character max.)
1. Describe the program for which you are requesting funding, and the cause/issue it seeks to address.
Detail the strategies, resources, capacities, and connections that support your progress toward long-term goals.
Provide evidence to support the strategies you employ within the program, and whether such strategies have
been proven effective by research. (2,000 character max.)
2. Present data that substantiates the need for the services you wish to provide. Describe the need for
services and the tools you use to identify need. If you have wait lists for your services, describe the reasons or
conditions that necessitate the wait lists, and how you prioritize them. (2,000 character max.)
3. Provide program service costs in the table below. If you quantify your service in units, please define what
is meant by "unit."
- - Formatted: Font: 12 pt, Bold, Italic, Highlight
Formatted: Font: 12 pt, Bold, Italic
Program Service Costs 1Nate Table below will expand should you need to include additional comments&larifications.l Formatted: Font: 9 pt
Formatted: Left
individuals/Units of Service Total Program Costs Individual/Unit Costs I
If the program is new to the community and your target population, how do you plan to promote
it? How will you make the program visible to those who would benefit from it? if this question does
not apply to your request, insert "N/A." ,(1,000 character max.) - - - - - - - - - - - - - - - - - - - - -- - - - - - -
Formatted: Font: 10 pt
5. How do you coordinate, cooperate, or collaborate with other agencies to achieve your program
goals? Specifically highlight those organizations with which vou have formalized agreements, such
as Letters of Commitment or �lemoranda of l)nderstanding..(2,000 character max.) Formatted: Font: 10 pt
Coordination. Harmonious functioning of parts for effective results. Helping each other -but -not -changing -the -basic-wa-y ofdoing
business.
Cooperation. Common effort and association for the purpose of common benefit. Helping each other in specific ways.
Collaboration. To work jointly with others on a common goal that is beyond what any one group can accomplish alone.
(adapted from Forest, C. Empowerment skills for family workers: A worker handbook. Cornell University, 2003.)
6. Briefly describe what sets you apart from other nonprofits in the area and why your organization is
best situated to provide this service. (2,000 character max.)
M.
----_--_-__-__-------__---_-_---__-_ - _-
499WGOAL.- What will this funding help you accomplish? low-income adults in Williamson gayn�y
Activities; What activities will support maccomplish your
Outputs: What do you expect these activities to produce? Outputs are often quantitative measures
f#�uchuas It of participants, wofsessions held,
benchmarks that will eauee your ommress. Example: Present 24 financial literacy -classes (2 per month
serving 200 adults. Regular attendance and number otporticEpants Lot least 20 per sessionj serve as keZ
benchmarks in determining the success oLtheproQram.
Outcomes: What benefits, impact, or changes in behavior, knowledge, skills, and/orattitudes for
participants do you anticipate will result from completion of the activities? fxam le: 85% a he 200
,gortic�gants in the Linancial literacy program will exhibit increased financial literacy knowledge and skills
as determined bZ are- and Post-testina.. ~--__--~~~~~~-~-_~_----_-__-_---__
Performance 311c, Font color: Dark Blue
Measures: How in you know whenhave accomplished your goe4g2ml?xw dewillpost-test, Mular attendance, and number of attendees, °---
rovernent from pLe-test to
_-_-_---- ---_ -_- - __--- -- ~ -
Activities
Outputs (include
quantitative projectLio—ns
(include quantitativ—
projections, such as
anticipated numbers servedl
Outcomes
Performance
Measures
Activities
Outputs (include
quantitative projectLio—ns
such as anticigated numbers
Outcomes
Performance
Measures
GOAL:
Activities
Outputs (include
quantitative proiections,
such as anticipated numbers
served
Outcomes
Performance
Measures
What are your plans to ensure that the work described above is continued and supported beyond this
grant cycle?11,000 character max.) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - _ - j Formatted: Font: 10 pt, Not Bold
SOURCES OF ORGANIZATIONAL SUPPORT (Previous Fiscal Year)
The purpose of this section is to provide a top line overview of your funding.
Sources
Name(s) of Funder(s)
Amount
Foundation Grants
Individual
Contributions
N*nLA - no need to disclose the names of individual
donors.
Corporate
Foundations
Government Grants
Fundraising Efforts
Program Service
Revenue
Investment Income
Membership Income
Other (specify)
TOTAL REVENUE
WIT.WT1111111F �1-1 10 �-,
In your current fiscal year, what are your top 5 external sources of organizational support? Please list
furidep*ames and award amounts—,jacligating whether the funds are pending
or in -hand. If atop source is an individual donor, state "individual donor" with award amount,
S.
.---4—F,rm,tt,d. Normal
What are your cash reserves? How many months could you operate at your continued budget level?
[]ProgramZProject Budget (Excel template provided),
mama
aey S - taff list, - Include - titles, short - bio, and length of time enployecl�. PleasespeakFormatted: Indent: Left: 0.51', No bullets EEEEq
specifically to the staff member(s) who will be directing the program and explain why her/his Formatted: Font: 11 pt
oversight positions the program for success.
4 DBoard list. Specify the percentage of Board members that make a financial - - - Formatted: Indent: Left: 0.5", No bullets or numbering
contribution to your organization. Under each individual Board member's name, include:
• place of business;
• home address;
• years with the organization.
OCItations and additional information,_ILif applicable}, This attachment may be used Formatted: Indent: Left: 0.5", No bullets or numbering
to cite any statistics/research, and may include critical detail about your organization or
program(s) not already in the grant.
Dis fict stpff andLor students, attach, the 'Districes Letter of Lkpproval of the PIE
Partnership Proposal.
[]501(c)(3) IRS determination letter.
-Left:—.ttd-�Indent. Left. �O.F, No�Wlet or �Lrmbefl.g
Oprevious fiscal year financials: in PDF format: Include: Formatted: Indent: .Left: 0.5", No bullets or numbering
I& []balance sheet; Formatted: Indent: Left: I", No bullets or num N�ring
[]income statement;
Dyear-to-date financials (balance sheet and income statement);
* pF9peseEJ eFganizatienal budget fef44i&��;
* aetual evgariizatieR budget for last AsEal VeaF;
ClAudited financials and Form 990. Refer to specific funder's requirements., - - - - - - — - - Formatted: Indent: Left: 0.5", No bullets or numbering
- I Formatted: Font: 11 pt
Pro ram Budget Ci I ty of Georgetown Grant Application for 2016-17
This format is required. Please enter your information into the shaded cells for rows applicable to your program1project.
Use the "Other" sections to provide data for other types of revenue or expense in your program or project budget
Show specifically how our grant is used. Include narrative at the bottom to explain your numbers & assumptions, as needed.
Name of Organization:
Budget Period From: To:
Revenue/Support for this Program or Project
Individual contributions
Fundraisers & Special Events
Program/Service Revenues
Government, Foundation, Corporate Grants or Other
Total Revenue/Support (calculated for you or enter your ow
Total Program or
Detail for this
Project Budget
Grant Request
below; describe in narrative/notes if more
space is needed)
n total)
Expenses for this Program or Project
Salaries, benefits and related taxes
Consultants and professional fees
Professional development including travel, lodging
Equipment
Supplies and supporting materials
Printing, copying, phone, internet, fax, postage
Mortgage or Rent, and Utilities
Fundraising Expenses
Other (list below and describe in narrative/notes if more space is needed)
Total Amount
Grant Request
Total Expense (calculated for you or enter your own total) $ $
Difference (Revenue/Support less Expense) $ $
Narrative/Notes: Please use as many lines as needed for further explanation of budget items above.
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