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Strategic Partnerships for Community Services Advisory Board
Workshop Minutes ‐ April 5, 2022
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Minutes of the Meeting of the
Strategic Partnerships for Community Services Advisory Board
City of Georgetown, Texas
April 5, 2022
The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Tuesday, April 5,
2022 at 11:00 a.m. in the City Hall Community Room located at 808 Martin Luther King Jr. St., Georgetown, Texas 78626.
Members Present: Paul Secord, Alexia Griffin, Jennifer Ridings‐Myhra
Members Absent: Carly J. Kehoe, Jerry Huffman
Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager, Amy Mertink, Business Process Analyst, Seth Gipson,
Performance Management Program (PMP) Manager
Visitors: Jaquita Wilson, Leslie Janca, Pat Schneider, Suzy Pukys, Ginna O’Connor, Jerry Haecker
MINUTES
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings
Act, Texas Government Code 551.)
Meeting was called to order at 11:00 a.m.
A Strategic Partnerships for Community Services Grant Program Process Improvement Work Session
Rinn told the group thank you for helping the City with this brainstorming session. She asked everyone to introduce themselves
and which agency they were with. Rinn told them that the group included representatives from city staff, current and past
members of the SPCS Advisory Board, representatives from both small and large non‐profit groups in the community.
Rinn, Mertink, and Gipson provided a quick overview of the business process improvement exercises that have been taking place
with regard to city operations and specifically the Strategic Partnerships for Community Services Grant Application process. The
group was told that city staff put together a process map that identified all of the steps involved to complete the SPCS grant
application process from beginning to end. This process map was utilized to identify areas of waste within the process such as
transportation, inventory, motion, waiting, overprocessing, defects, and skills, as well as identifying pain points within the process.
Strategic Partnerships for Community Services Advisory Board
Workshop Minutes ‐ April 5, 2022
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This processing map was utilized to analyze and find opportunities to improve the process and potential areas of waste and pain
points were identified. A Value‐add Analysis was also performed to identify steps as follows:
Value‐added (VA)
‐ Any step in the process that the customer is willing to "pay" for, experience, or endure. (The step must be done right
the first time and it must transform the product or service)
Business Necessary Opportunity to Improve (BN/OTI)
‐ Steps that include constraints introduced by an outside entity (those out of our control). We need to understand what
we can and cannot change. Policy, procedures, and ordinances are within our control. We can change these; therefore,
these are not BN/OTI. Examples of BN/OTI include state/federal mandates, regulations, and laws. Improvements may
still be made but will have heavy constraints; ask will I get in trouble with the law? (for example)
Opportunity to Improve (OTI)
‐ Steps that do not contribute to the product or the process and should therefore be eliminated or minimized; non
value‐added steps are waste.
They were then told that Value‐added Analysis Chart Exercise was performed to analyze the steps involved in the process and how
much time is utilized to complete those steps.
Strategic Partnerships for Community Services Advisory Board
Workshop Minutes ‐ April 5, 2022
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Rinn, Mertink, and Gipson told the group who attended the meeting that they were being asked to review and brainstorm ideas
based on the Process Map and the Value‐added Analysis Chart to identify potential areas to improve the process. A Plus/Delta
Exercise was then performed by the group to analyze the process, identify what works well with the process today, identify what
should be considered for change or what doesn’t work well today, and analyze and find opportunities to improve the process.
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Workshop Minutes ‐ April 5, 2022
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An Impact/Effort Matrix was utilized to identify potential improvements and whether or not the improvement ideas were:
High Impact, Low Effort “Quick Wins”
High Impact, High Effort “Major Projects”
Low Impact, Low Effort “Low “Hanging Fruit”
Low Impact, High Effort “Revisit Later”
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Workshop Minutes ‐ April 5, 2022
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Rinn told the group thank you for participating and that their input was very valuable to this process.
Adjournment
Meeting was Adjourned at 12:10 p.m.
ATTEST:
Shirley Rinn, SPCS Advisory Board Liaison Alexia Griffin, SPCS Advisory Secretary