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HomeMy WebLinkAboutMinutes_SPCS_06.10.2019Minutes of the Meeting of the Strategic Partnerships for Community Services Advisory Board City of Georgetown, Texas June 10, 2019 The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Monday, June 10, 2019 at 5:45 p.m. Members Present:, Alexia Griffin, Michael Douglas, Natalia Ornelas, Jaquita Wilson, Jerry Haecker Members Absent: Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager MINUTES A. Adjourn Item A was moved to the end of the Agenda. B. Roll Call--Jaquita Wilson, SPCS Advisory Board Chair All members were present, as well as staff liaison, Shirley Rinn. C. Call to Order--Jaquita Wilson, SPCS Advisory Board Chair The meeting was called to order by President, Jaquita Wilson, at 6:10 p.m. D. Consideration and possible action to approve the Minutes from the March 21, 2019 SPCS Advisory Board Meeting—Jaquita Wilson, Advisory Board Chair Motion by Douglas, second by Ornelas to approve the Minutes from the March 21, 2019 SPCS Advisory Board Meeting; Haecker noted that he was not at the previous meeting and could not have made the motion to approve the March 21, 2019 Minutes. It was determined that Douglas made the motion to approve the March 21, 2019 Minutes. There was discussion to clarify that Mayor Ross appointed Wilson as the Chair and the SPCS Advisory Board nominated and voted to approve the Vice Chair and the Secretary. Motion by Douglas, second by Wilson to amend the March 21, 2019 minutes as discussed (Approved 5-0); Motion by Douglas, second by Orneles to approve the March 21, 2019, as amended. (Approved 5-0) E. Discussion and possible action to review all of the Strategic Partnerships for Community Services Grant Applications that were received for FY 2018-19 for completeness -- Jaquita Wilson, SPCS Advisory Board Chair and Shirley Rinn, SPCS Advisory Board Liaison SPCS Advisory Board Minutes June 10, 2019 Page 1 of 5 Rinn let the Advisory Board know that we received 21 applications requesting $661,000 and that there is $400,049 available in the FY 2019-20 budget to disburse. She let the Board know that the following agencies applied for funding: Backpack Buddies BIG (Brookwood in Georgetown) Boys & Girls Club of Georgetown Boy Scouts of America (San Gabriel District, Pack 2935) CASA Faith in Action Girls Empowerment Network (GEN) Georgetown Caring Place Georgetown Project Helping Hands of Georgetown, Inc. Literacy Council of Williamson County The Locker Lone Star Circle of Care R.O.C.K. (Ride on Center for Kids) Sacred Heart Community Clinic Stonehaven Senior Center Samaritan Center for Counseling and Pastoral Care Opportunities for Williamson & Burnet Counties, Inc. United Way of Williamson County Williams County Crisis Center dba Hope Alliance Williamson County Children's Advocacy Center Rinn told the Advisory Board that Williamson County Children's Advocacy Center applied for a SPCS grant for the first time, and that they also receive funding from the Police Department. She also told them that United Way of Williamson County was another agency that applied for funding for the 15t time also. She also told them that Goodwill did not apply. Rinn also told the Advisory Board that she also went through the applications twice for completeness and felt like they all looked complete. Rinn also told them Opportunities for Williamson & Burnet Counties, Inc. (OWBC) submitted 2 different applications, one for $10,000 for Meals on Wheels and the other for the utility assistance it requests for every year per the terms of their Lease Agreement for the Madella Hilliard Neighborhood Center. Rinn also told the Advisory Board that OWBC met with city staff and in the future would like to amend their Lease Agreement to include the utilities so they don't have to come back to the City Council every year to receive them. Rinn also told the Advisory Board that OWBC officials told city staff that their most recent financial audit came back with no deficiencies. She also reiterated that the utility assistance is funding in a different account than the SPCS funding. Orneles disclosed to the Advisory Board that she recently took a new position with the Williamson County Children's Advocacy Center and that she would recuse herself from making and recommendations for funding for the agency. Douglas also let the Advisory Board know that works with a Foundation that works with the after school programs and does use supplies from the Boy Scouts from time to time and that he would also recuse himself from making and funding recommendations for the agency. Rinn provided a clarification regarding the difference between an "Organizational Budget" vs. "Program Budget". SPCS Advisory Board Minutes June 10, 2019 Page 2 of 5 Rinn also provided some clarification with regard to the Helping Hands' grant application. She told the Advisory Board that the City Council had requested that staff reach out to any agency whose grant application was missing any information to give them an opportunity to turn it in prior to the deadline. Rinn told them she requested some additional financial information from Helping Hands and they provided it. There was a brief discussion regarding the difference between "Audited" and "Reviewed" financials. Rinn clarified to the Advisory Board that the City was not requiring the smaller agencies to have an "Audited" financial statement due to the expense of having one done. She did however discuss with the Advisory Board having someone review their financials and get a letter from them certifying that a CPA or a committee of sorts reviewed them. The Advisory Board members reviewed all of the Grant Applications and found them to be substantially complete. The Advisory Board did request some additional information from the following agencies for clarification: Boy Scouts of America (San Gabriel District, Pack 2935) Obtain a letter from GISD/Partners in Education giving the Boy Scouts permission to conduct their program in the schools. Helping Hands of Georgetown, Inc. Georgetown Backpack Buddies Chisholm Trail Community Foundation Since Helping Hands has not yet had an opportunity to have a financial audit done, the Advisory Board asked for them to submit a "reviewed" letter from their CPA with regard to the agency's finances. Since Georgetown Backpack Buddies is under the umbrella of Chisholm Trail's 501c(3) and the Form 990 and Audited Financials the city received with the grant application are for Chisholm Trail. The Advisory Board requested that the agency provide a "reviewed" letter from their CPA specific to Georgetown Backpack Buddies' financials. The Advisory Board asked that Rinn contact Chisholm Trail to see if they have the agency's December 31, 2018 and 2017 Financial Audit Rinn provided an overview of how the funding dollars were established and clarified that the funding would not increase until the population levels hit $5.00 per capita. There was a question about when the Advisory Board would get a report on the Georgetown Project's Summer Jobs Program. Rinn let them know they would get the report for FY 2018-19 in October 2019. SPCS Advisory Board Minutes June 10, 2019 Page 3 of 5 Discussion and possible action regarding the process for reviewing the Strategic Partnerships for Community Services Grant Applications that were received for the FY 2019-20 Grant Cycle--Jaquita Wilson, SPCS Advisory Board Chair and Shirley Rinn, SPCS Advisory Board Liaison The Advisory Board agreed that they would like to use the same process that was used last fiscal year, whereby each board member would be responsible for 4 or 5 Grant Applications to review and then they would come back as a group to vet the all of the applications as a group to make funding recommendations to the City Council. Rinn randomly distributed the grant applications to each board member, ensuring they did not receive an application where there may be a conflict. The grant applications were dispersed as follows: Alexia Griffin Jaquita Wilson Natalia Ornelas Jerry Haecker Michael Douglas Backpack Buddies Literacy Council The Locker BIG Faith In Action Girls Empowerment Network CASA Sacred Heart Boys & Girls Club Georgetown Project Lone Star Circle of Care Helping Hands Stonehaven Boy Scouts ROCK Williamson County Crisis United Way Samaritan Center Georgetown He4pwg Hands Center dba Hope Alliance Caring Place Williamson County Advocacy Center**As Amended OWBC (2) There was discussion as to whether or not a grant application was received from Habitat for Humanity. Rinn told the Advisory Board that Habitat did not receive funding last fiscal year because they received funding from the City's Home Repair Program, so they may not have submitted a grant application for FY 2019-20. Rinn said that she would confirm whether or not a grant application was received from Habitat or not. **As Amended G. Discussion and possible action related to review of the Annual Reports submitted by Agencies who received SPCS Grants in FY 2017-18-- Jaquita Wilson, SPCS Advisory Board Chair and Shirley Rinn, SPCS Advisory Board Liaison Rinn provided the FY 2017-18 Annual Reports to the Advisory Board. She told them she was still working on the Summary Chart and would get it to them as soon as she could. Rinn also provided an update with regard to A Gift of Time, based on the information in their reports to the Advisory Board. The agency is having difficulty in locating a site or building to establish the program. There was a general discussion about the how the growth in the area has had a huge impact on the cost of real property. Rinn told the Advisory Board know that the agency still has the money in their bank account, and that the agency is requesting that it be allowed to use $2,000 for a grant writer. There was also a general discussion about what would happen to the funding if the agency had to return it to the City. Rinn told them it would go back into the General Fund and not the Strategic Partnerships for Community Services fund. Rinn clarified that A Gift of Time is holding the funding in a bank account, so they do have it should the City Council ask that it be returned. The Advisory Board felt that this was a decision that the City Council needed to make. The Advisory Board thought that the agency needed to make its request in writing from A Gift of Time's Board of SPCS Advisory Board Minutes June 10, 2019 Page 4 of 5 Directors. Rinn told them that she would let losie Zamora know and that as soon as they provide the letter to the City and that she would prepare the request for City Council consideration. H. Consideration and possible action to set any future dates and times for Strategic Partnerships for Community Services Advisory Board Meetings--laquita Wilson, SPCS Advisory Board Chair The next meeting date will be on Tuesday, August 6, 2019 at 9:00 a.m. The funding recommendations will go to the City Council on August 13, 2019. Adjournment Motion by Douglas, second by Griffin to adjourn. Meeting was adjourned at 7:57 p.m. Attest: , n Alexia Gri in, Board Sec. f"Y' SPCS Advisory Board Minutes June 10, 2019 Page 5 of 5 Ailqi'ta son, Board it