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Home My WebLink AboutMinutes_SPCS_06.15.2020Minutes of the Meeting of the Strategic Partnerships for Community Services Advisory Board City of Georgetown, Texas June 15, 2020 The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Monday, June 15, 2020 at 9:36 a.m. iMembers Present:, Jaquita Wilson, Michael Douglas, Natalia Ornelas, Jerry Haecker, Stacy Mading Members Absent: 'Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager MINUTES A. Roll Call --Jaquita Wilson, SPCS Advisory Board Chair All members were present, as well as staff liaison, Shirley Rinn. B. Call to Order--Jaquita Wilson, SPCS Advisory Board Chair The meeting was called to order by President, Jaquita Wilson, at 9:36 a.m. C. Welcome and Introduction of New Board Members—Jaquita Wilson, SPCS Advisory Board Chair Introductions were made by everyone to the Advisory Board's new member, Stacy Mading. D. Nominations and election of Vice -Chair and Secretary of the SPCS Advisory Board. —Jaquita Wilson, SPCS Advisory Board Chair Motion by Douglas, second by Wilson to nominate and elect Natalia Ornales as Vice Chair. Approved 5-0 Motion by Mading, second by Haecker to nominate and elect Michael Douglas as Secretary. Approved 5-0 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 By -Laws for the Strategic Partnerships for Community Services Advisory Board and the City Council Attendance Policy for Board Members. F. Consideration and possible action to approve the Minutes from the December 12, 2019 SPCS Advisory Board Meeting—Jaquita Wilson, Advisory Board Chair SPCS Advisory Board Minutes June 15, 2020 Page 1 of 4 Motion by Wilson, second by Douglas to approve the Minutes from the December 12, 2019 SPCS Advisory Board Meeting. Approved 5-0 G. Discussion and possible action to review all of the Strategic Partnerships for Community Services Grant Applications that were received for FY 2020-21 for completeness -- Jaquita Wilson, SPCS Advisory Board Chair and Shirley Rinn, SPCS Advisory Board Liaison Rinn let the Advisory Board know that the City received 26 applications requesting $843,603 and that there is $400,049 available in the proposed FY 2020-21 budget to disburse. She let the Board know that the following agencies applied for funding: 1. A Gift of Time Adult Daycare 2. Annunciation Maternity Home 3. Backpack Buddies 4. BIG (Brookwood in Georgetown) 5. Boys & Girls Club of Georgetown 6. CASA of Williamson County 7. Faith in Action 8. Girls Empowerment Network (GEN) 9. Georgetown Palace Theater 10. Georgetown Caring Place 11. Georgetown Project 12. Georgetown Family YMCA 13. Family Independence Initiative 14. Habitat for Humanity for Williamson County 15. Literacy Council of Williamson County 16. The Locker 17. Lone Star Circle of Care 18. Messiah Echad 19. Opportunities for Williamson & Burnet Counties, Inc. 20. R.O.C.K.(Ride on Center for Kids) 21. Sacred Heart Community Clinic 22. Stonehaven Senior Center 23. Samaritan Center for Counseling and Pastoral Care 24. Texas Science Education Foundation 25. Williams County Crisis Center dba Hope Alliance 26. Williamson County Children's Advocacy Center It was noted that the checklist for the Grant Applications needs to be the first page of the application. Rinn told the Board she would make that modification to the Grant Application. The Advisory Board reviewed all of the grant applications for completeness and determined that there were quite few of the grant applications that were incomplete. After some discussion, the Advisory Board determined that that due to the unprecedented pressures that COVID-19 has placed on the community's non-profit organizations, the City should provide each of them the opportunity to provide the missing information by June 18, 2020. Rinn will follow up with each of the agencies and let them know what they are missing in their grant applications and the deadline for them to get the documentation to the City to complete their applications. The following chart includes the status of each agencies grant application and whether or not it is complete or is missing information: ORGANIZATION NAME A Gift of Time Adult Daycare Annunciation Mo ternity Home Backpack Buddies SIG (Brookwood in Georgetown) Boys & Girls Club of Georgetown CASA of Williamson Covnty Faith in Action Family Independence initiotiw Girls Empowerment Network SPCS Advisory Board Minutes June 15, 2020 Page 2 of 4 SUPPLEMENTAL DOCUMENTATION Missing Form 990 Provided a Progrom Budget Application Complete Missing list of Board of Directors Mlssing Actual Budget for FV2018-19 Application Complete Application Complete Application Complete Application Complete Provided 2018 Form 990 ORGANIZATION NAME Georgetown Caring Place Georgetown Family YMCA Georgetown Palace Theater Georgetown Project Habitat for Humanity of Williamson County Literacy Council of Williamson County Lone Star Circle of Care Messiah Echad Opportunities for Williamson & Burnet Counties, Inc. (OWrIc j R.O.C.K. (Ride on Center for Kids) Sacred Heart Community Clinic Samaritan Center for Counseling & Pastoral Care Stonehaven Senior Center Texas Science Education Foundation The Locker Williamson County Children's Advocacy Center Williamson County Crisis Center dba Hope Alliance SUFPLEM£NMAL DOCUMENTATiON Program Budge r missing Missing key stuff list Missing information related to current and previous grants received from the City Missing the organizations 501(C)3 Determination Letter Missing GISD approval letter Missing 2018 Form 990 Need to confirm that the Financial Audit included in Grant Application is the mostcurrent Application Complete Application Complete Application Complete The 2017 Form 990 is the most recent. Provided an e-mail outlining the timing of their fiscal year and how it impacts the filling of their Form 990 Confirm if 2017 Form 990 is the most current Missing Key Staff list Need current year financials Missing 2018 Form 990 Missing Program Budget Application Complere Missing 2019 Financial Audit I and Form 990. Missing YTD Financials I Application Complete Application Complete Missing GiSD Approval Letter Confirm whether the 2017 Form 990 is the most recent Application Complete H. Discussion and possible action regarding the process for reviewing the Strategic Partnerships for Community Services Grant Applications that were received for the FY 2020-21 Grant Cycle--Jaquita Wilson, SPCS Advisory Board Chair and Shirley Rinn, SPCS Advisory Board Liaison The Advisory Board agreed that it 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 of interest. The grant applications were dispersed as follows: Jaquita Wilson Natalia Drnelas Stacy Mading [Michael Douglas Jerry Haecker Boys & Girls Club Samaritan Center Palace Theater A Gift of Time Adult Williamson County Daycare Advocacy Center Georgetown Project CASA of Williamson Opportunities for Willlomson Stonehaven Family Independence County and Burnet Counties, inc. Initiative The Locker Hope Alliance Backpack Buddies Faith in Action Habitat for Humanity Georgetown Family YMCA Sacred Heart Community Literacy Council BiG {Brookwood In The Caring Place Clink Georgetown) Girls Empowerment R.O.0 K, (P.ide on Center Messiah Echad Lonestar Circle of Care Annunciation Maternity Network for Kids) Home Texas Science Education Foundation SPCS Advisory Board Minutes June 15, 2020 Page 3 of 4 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 told the Board that the IY 2017-18 Annual Report notebooks and Summary Report had not yet been completed. She apologized to the Advisory Board for notebooks not being ready for their review. She told them that agencies have submitted their information, but due to the impacts on city operations because of COVID-19, she just had not been able to get them completed yet. She indicated that she would get them to the Board so they could review them along with their grant application review. Consideration and possible action to set any future dates and times for Strategic Partnerships for Community Services Advisory Board Meetings—Jaquita Wilson, SPCS Advisory Board Chair The next meeting date will be on Thursday, August 6, 2020 at 9:00 a.m. The Advisory Boards funding recommendations will be presented to the City Council on August 11, 2020. Adjournment Motion by Wilson, second by Douglas to adjourn. Meeting was adjourned at 11:28 a.m. Attest: Karen Frost, Assistant City Secretary SPCS Advisory Board Minutes June 15, 2020 Page 4 of 4 Shirley Rinn, SPCS Adv o B rd Liaison