The URL can be used to link to this page

Home My WebLink AboutMinutes_SPCS_08.29.2017Minutes of the Meeting of the Strategic Partnerships for Community Services Advisory Board City of Georgetown, Texas August 29, 2017 The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Tuesday, August 29, 2017 at 4:15 p.m. Regular Session – To begin no earlier than 4:15 p.m. The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA), If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Members Present: Suzy Pukys, Michael Douglas, Jaquita Wilson, Alexia Griffin, and George Porter Members Absent: None :staff Present: Shirley J. Rinn, Executive Assistant to the City Manager MINUTES Regular Session A. Call to Order --Suzy Pukys, SPCS Advisory Board Chair The Meeting was called to Order at 4:20 p.m. B. Roll Call --Suzy Pukys, SPCS Advisory Board Chair All Members were present. C. Consideration and possible action to approve the Minutes from the July 6, 2017 SPCS Advisory Board Meeting—Suzy Pukys, Advisory Board Chair Motion by Douglas, second by Griffin to approve the Minutes from the July 6, 2017 SPCS Advisory Board Meeting. (Approved 5-0) D. Consideration and possible action to review and clarify observations made by the Advisory Board during the review of FY 2017-18 grant applications-- --Suzy Pukys Board Chair Discussion regarding the possibility of dividing up the applications that are received in the future and assigning each board member a certain number of applications for them to review as a "Primary Reviewer". Doing the review in this manner would remove the burden of each board member having to review in depth all of the applications received. Then when the Advisory Board meets to discuss the applications and make recommendations, the board member that was SPCS Advisory Board Minutes August 29, 2017 Page 1 of 2 assigned to review a particular application would be able to provide a complete in depth overview of their analysis of the application to the entire board for its discussion and assessment, E. Discussion and possible action regarding the future reporting format for the Annual Reports, and inclusion of the reporting format for the Annual Reports as an attachment to the Funding Agreement —Suzy Pukys, Advisory Board Chair The Advisory Board discussed the future reporting format for the Annual Reports that each of the agencies that receive funding will be required to provide to the City each year. The approved format is attached as Exhibit "A" to these minutes. Shirley Rinn told the Advisory Board that an example of the new reporting format will be included with FY 2017-18 Funding Agreements. She also told the Board that even though the Annual Reports that are due in October 2017 aren't required to be in the new format, she would send the new reporting format to the agencies who received funding for FY 2016-17 and request that they use the new format if possible. F. Discussion and possible action regarding review of the Strategic Partnerships for Community Services Grant Program Policies and Guidelines, Application Process, and possible recommendations to the City Council --Suzy Pukys Board Chair The Advisory Board will meet on January 17, 2018 to review the Annual Reports for the FY 2016-17 Grant recipients so that the current members of the Advisory Board have the opportunity to review the Annual Reports prior to any new members being appointed to the Advisory Board in February. G. Adjourn Motion by Wilson, second by Griffin to adjourn. Meeting was adjourned at 5:31 p.m. Attest: George Porter, Board Secretary SPCS Advisory Board Minutes August 29, 2017 Page 2 of 2 Suzy Pu s, Board Oair EXHIBIT A SPCS ADVISORY BOARD MINUTES AUGUST 29, 2017 CHECKLIST OF ATTACHMENTS ❑Budget Information. How were the City's funds used? Include: ❑Actual Expenditures compared to Planned Budget ❑ An analysis of the goal(s) set forth in the evaluation section of the grant application, including outputs and outcomes. ❑ The Total numbers served and the total number of Georgetown Citizens served. FY 2017-18 Annual Report Strategic Partnerships for Community Services Grants Page 1 EXHIBIT A SPCS ADVISORY BOARD MINUTES AUGUST 29, 2017 Organization Name Mailing Address CEO or Executive Director (include title if other than "CEO" or "ED") Phone Number & Email Address Organization Mission Organization Vision Total Grant Awarded Program Name Primary Grant Writer Name, Title Email, Phone FY 2017-18 Annual Report Strategic Partnerships for Community Services Grants Page 2 EXHIBIT A SPCS ADVISORY BOARD MINUTES AUGUST 29, 2017 GOAL: What will this funding help you accomplish? Inputs: What resources (human, financial, organizational, and/or community) were committed to this grant request? Activities: What activities supported or accomplished your goal(s)? Outputs: Did your activities produce the expected outputs? Outputs are often quantitative measures (# of participants, # of sessions held, # of encounters). Outcomes: What benefits, impacts, or changes in behavior, knowledge, skills, and/or attitudes for participants resulted from the completion of the activities? Performance Measures: Did you accomplish your goal(s)? How did you measure your result(s)? How did your monitoring methods help you correct errors, remedy problems and/or refine your work? GOAL: Inputs Activities Outputs Outcomes Performance Measures GOAL: Proposed in Grant Request Actual Update/Results Inputs Activities Outputs Outcomes Performance Measures GOAL: FY 2017-18 Annual Report Strategic Partnerships for Community Services Grants Page 3 EXHIBIT A SPCS ADVISORY BOARD MINUTES AUGUST 29, 2017 Planned Program Budget vs. Actual City of Georgetown 2017-18 Annual Report This format is required. Please enter your information into the shaded cells for rows applicable to your grant request. 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 was used. Include narrative at the bottom to explain your numbers & assumptions, as needed. Name of Organization: Budget Period From: To: Revenue/Support for this Grant Request Planned Budget Actual Expenditures Individual contributions $ $ - Fundraisers & Special Events $ $ Program/Service Revenues $ $ - Government, Foundation, Corporate Grants or Other (list below; describe in narrative/notes if more space is needed) 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. 1 2 3 4 FY 2017-18 Annual Report Strategic Partnerships for Community Services Grants Page 4 Total Revenue/Support (calculated for you or enter your own total) $ - $ Expenses for this Grant Request Total Amount Grant Request 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 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. 1 2 3 4 FY 2017-18 Annual Report Strategic Partnerships for Community Services Grants Page 4