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
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March 29, 2016
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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.
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March 29, 2016
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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
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March 29, 2016
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Suzy'- 6kys, BoaO Chair