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HomeMy WebLinkAboutMinutes_SPCS_04.11.2018Minutes of the Meeting of the Strategic Partnerships for Community Services Advisory Board City of Georgetown, Texas April 11, 2018 The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Wednesday, April 11, 2018 at 5:00 p.m. Members Present: Jaquita Wilson, Michael Douglas, Alexia Griffin, Natalia Ornelas, and Jerry Haecker Members Absent: None :Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager MINUTES Legislative Regular Agenda A. Call to Order—Jaquita Wilson, SPCS Advisory Board Chair The meeting was called to order. B. Roll Call --Jaquita Wilson, SPCS Advisory Board Chair It was determined that all members were present. C. Welcome and Introduction of New Board Members–Jaquita Wilson, SPCS Advisory Board Chair Wilson welcomed the new board members, Natalia Ornelas and Jerry Haecker to the Advisory Board. Everyone introduced themselves to each other and provided a little background about themselves. D. Nominations and election of Vice -Chair and Secretary of the SPCS Advisory Board. –Jaquita Wilson, SPCS Advisory Board Chair Motion by Griffin, second by Wilson to nominate and elect Michael Douglas as the Vice -Chair of the SPCS Advisory Board. (Approved 5-0) Motion by Wilson, second by Haecker nominate and elect Alexia as the Secretary of the SPCS Advisory Board. (Approved 5-0) Item G was discussed at this time. Rinn provided an overview of the history as to how the Strategic Partnerships for Community Services Grant Program was established and is administered. She also told the Advisory Board that the current funding that is allocated in the budget won't increase until the population growth catches up with $5.00 per capita. Rinn went on to provide an overview of the Policy, Guidelines, Application, Evaluation and Recommendation Process for the FY 2018-19 Strategic Partnerships Grants. She let the board know that there were some issues in the last funding cycle with some agencies that didn't provide complete applications and were disqualified from receiving funding. She let them know that in the future staff will SPCS Advisory Board Minutes April 11, 2018 Page 1 of 3 review the applications as they are turned in for completeness and if the applications are received in advance of the day of the deadline the agencies would have the opportunity to amend their applications to include any missing documentation. In addition to that, the Advisory Board will also meet to do an additional review of the applications for completeness prior to making any recommendations for funding. There was discussion regarding the Common Grant Application and the reasons the City opted to utilize this application form along with several other funders in the Williamson County, including Seeds of Strength, Georgetown Health Foundation, and United Way. Griffin let the Board know that Seeds of Strength is offering training classes for the Common Application to all of the agencies applying for funding. Rinn also went over the proposed timeline for the FY 2018-19 Grant Application Cycle with the Advisory Board. Rinn told the Advisory Board the recommendations would go to the City Council at one of the meetings in July for its consideration. During that discussion, Wilson and Douglas requested that if possible they would like to see a workshop with the City Council prior to the recommendations being considered by the City Council, especially if there are any controversial issues related to the recommendations. There was also a discussion as to whether or not the City Council members could attend one of the SPCS Advisory Board meetings. Rinn told the Board that their meetings are public and anyone who wants to attend is able to do so. However, if a quorum of City Councilmembers plan to attend the meeting, it would have to be posted that way. Wilson clarified that if we had a workshop with the City Council there could be a full discussion as opposed to them just listening at one of the SPCS meetings. Rinn told the Board she would talk to the City Manager about the possibility of having a workshop along with the meeting. E. Review and discussion regarding the By -Laws for the Strategic Partnerships for Community Services and the City Council Attendance Policy for Board Members--Jaquita Wilson, SPCS Advisory Board Chair and Shirley Rinn, Board Liaison Rinn provided an overview of the SPCS Advisory Board's By -Laws as well as the City Council's Attendance Policy for Board Members. F. Consideration and possible action to approve the Minutes from the January 17, 2018 SPCS Advisory Board Meeting—Jaquita Wilson, Advisory Board Chair Motion by Douglas, second by Griffin to approve the Minutes from the January 17, 2018 SPCS Advisory Board Meeting. (Approved 5-0) G. Overview and review of the grant cycle timeline, the Policy and Guidelines, the Application, and Evaluation & Recommendation Process for the FY 2018-19 Strategic Partnerships for Community Services Grant Cycle--Jaquita Wilson, SPCS Board Chair and Shirley J. Rinn, Board Liaison This item was discussed after Item D. There was additional discussion related to applications that are received from agencies that also receive in-kind assistance from the city such as rental and utility assistance and how the Advisory Board has handled those situations in the past. Rinn told the Advisory Board that there would be an application from Opportunities for Williamson and Burnet Counties (OWBC) for utility assistance for the Madella Hilliard Neighborhood Center (Meals on Wheels) and Mary Bailey Head Start facilities. She explained that while it was confusing for both the Advisory Board, as well as the City Council, per their lease agreement with the City they are required to request this assistance through the annual Strategic Partnerships for Community SPCS Advisory Board Minutes April 11, 2018 Page 2 of 3 Services grant process. She explained that the Advisory Board in the past has not felt that this request should come through the Advisory Board and it would then go to Council for approval. Rinn explained that hopefully in the future the city will be able to work with OBWC to incorporate the rental assistance into the Lease Agreements, but OWBC would have to request the modification to the Lease Agreement and that any modifications would need to be approved by the City Council. However, at this time, they would need to go through the same process as they have in the past until such time any changes to the Lease Agreements are made. Rinn told the Advisory Board that she wanted to let them know about this particular application so that they were aware of it when it comes in and will know the background on it. During this discussion, Rinn clarified that since Natalia Ornelas was employed by Girls Empowerment Network she would need to recuse herself from any discussions or actions related to their grant application. H. Discussion and possible action to confirm the observations related to review of the FY 2016-17 Annual Reports and direct staff to provide the information to the agencies who have received SPCS Grant Funds— Shirley J. Rinn, Board Liaison Rinn told the Board that at the last Advisory Board meeting the Annual Reports were reviewed and there were some observations that the Advisory Board wanted to provide to the agencies to give them guidance to strengthen their grant applications and related reporting. Rinn told the Advisory Board that prior to providing that information to the agencies she wanted to provide an overview of her understanding of what was discussed to ensure that the correct information is provided to the agencies and get authorization from the Advisory Board to provide that information to the agencies. Motion by Wilson, second by Griffin to confirm the observations related to review of the FY 2016-17 Annual Reports and direct staff to provide the information to the agencies who have received SPCS Grant Funds for FY 2016-17. (Approved 5-0) Consideration and possible action to set dates and times for the 2018-19 Strategic Partnerships for Community Services Advisory Board Meetings--Jaquita Wilson Board Chair The Advisory Board will meet on Tuesday, May 1, 2018 at 5:00 p.m. to review the SPCS Grant Applications that are received for FY 2018-19 for completeness to determine their eligibility for funding consideration. J. Adjourn Motion by Wilson, second by Douglas to adjourn. Meeting was adjourned at 6:30 p.m. Attest: Alexia Gri in, Board Sec a SPCS Advisory Board Minutes April 11, 2018 Page 3 of 3 qui Wilson, Boa Chair