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HomeMy WebLinkAboutMinutes_SPCS_03.29.2016Minutes of the Meeting of the Strategic Partnerships for Community Services Advisory Board City of Georgetown, Texas March 29, 2016 The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Tuesday, March 29, 2016 at 3:30 p.m. Members Present: Suzy Pukys, Larry Gambone, Barbara Rauch, Alexia Griffin, and George Porter Members Absent: None Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager MINUTES Legislative Regular Agenda A. Call to Order --Suzy Pukys, SPCS Advisory Board Chair The Meeting was called to Order at 3:30 p.m. B. Roll Call --Suzy Pukys, SPCS Advisory Board Chair Pukys addressed Items B & C simultaneously. All Members were present. C Welcome and Introduction of New Board Members —Suzy Pukys, SPCS Advisory Board Chair The Board recognized the new Board members, George Porter and Alexia Griffin, and made introductions. There was also a brief discussion regarding conflicts of interests and non-profit affiliations and how those relationships were handled during board and council deliberations. D. Nominations and election of Vice -Chair of the SPCS Advisory Board. —Suzy Pukys, SPCS Advisory Board Chair Pukys addressed Items D & E simultaneously. Motion by Gambone, second by Griffin to elect Barbara Rauch as Vice Chair. Approved 5-0 Nominations and election of a Secretary of the Strategic Partnerships for Community Services (SPCS) Advisory Board. —Suzy Pukys, SPCS Advisory Board Chair Motion by Gambone, second by Griffin to elect George Porter as Secretary. Approved 5-0 SPCS Advisory Board Minutes March 29, 2016 Page 1 of 3 F. Review and discussion regarding the By-laws for the Strategic Partnerships for Community Services and the City Council Attendance Policy for Board Members --Suzy Pukys, SPCS Advisory Board Chair and Shirley Rinn, Board Liaison Pukys and the staff liaison, Shirley Rinn, provided an overview of the By -Laws and the Attendance Policy to the Board. G. Consideration and possible action to approve the Minutes from the February 3, 2016 SPCS Advisory Board Meeting—Suzy Pukys, Advisory Board Chair Motion by Gambone, second by Rauch to approve the Minutes, as amended, from the February 3, 2016 SPCS Advisory Board Meeting. Approved 5-0 H. Overview and review of the grant cycle timeline and review of the Policy, Guidelines, Application, and Evaluation and Recommendation Process for the FY 2016-17 Strategic Partnerships for Community Services Grant Cycle -- Suzy Pukys, SPCS Board Chair and Shirley J. Rinn, Board Liaison Pukys and Rinn provided an overview of the history and current process for the annual grant application cycle. The Board discussed the City's policy regarding presentations to the City Council and its Advisory Boards. There was a discussion as to whether or not an agency could come and speak if they requested to under the Council Policy for "Citizen's Wishing to Address the Council or Advisory Boards" and whether the Board could deny that request since the policy is to not hear presentations from the agencies who apply. Rinn told the Board she would confer with the City's legal department regarding this issue. The consensus among the Board was that they would prefer not hear individual presentations from each agency who applies for grant funding and that only written grant application materials should be considered when making recommendations, regardless of whether a presentation was made to the Board. There was also extensive discussion regarding the timeline, application process and application materials. The Board indicated that it would like to meet after the annual Final Reports are submitted in October to review them. There was also consensus among the board that any agency that did not complete the performance measures required in the final reports may not be considered for funding in the following year. The Board also indicated that it would like language included in the application materials that "incomplete applications will not be considered for funding" and that "only materials submitted with the applications would be reviewed for funding consideration". Rinn told the Board she would provide the last audit reports that were submitted (FY 2014-15) for their review. SPCS Advisory Board Minutes March 29, 2016 Page 2 of 3 Discussion and possible action regarding possible revisions and/or updates to the City of Georgetown Evaluation Rubric for use during the FY 2016-17 Grant Application Cycle. --Suzy Pukys, Board Chair The Board began a review and discussion regarding the evaluation tool for the grant application review. Rinn will provide an updated version of the evaluation tool including only the rating questions provided by Pukys at the previous board meeting be included on the worksheet, as well as the other revisions discussed. The Board will further discuss the weights of each category at the next Board Meeting to finalize the evaluation tool. 1 Consideration and possible action to set dates and times for 2016-17 Partnerships for Community Services Advisory Board Meetings --Suzy Pukys Board Chair The next meeting will be on Wednesday, June 1, 2016 at 3:30 p.m. in the City Hall Main Floor Conference Room at 113 E. 8th Street, Georgetown, Texas 78626. The Board will also meet on Wednesday, July 6, 2016 beginning at 9:00 a.m. City Hall Main Floor Conference Room at 113 E. 8th Street, Georgetown, Texas 78626 to begin deliberating funding recommendations. K Adjourn Motion by Gambone, second by Griffin to Adjourn. Meeting was adjourned at 5:10 p.m. Attest: George Porter, Board Secretary SPCS Advisory Board Minutes March 29, 2016 Page 3 of 3 Suzy'- 6kys, BoaO Chair