HomeMy WebLinkAboutAgenda_SPCS_01.20.2016Notice of Meeting for the
Strategic Partnerships for Community Services Advisory Board
of the City of Georgetown
January 20, 2016 at 5:00 PM
at City Hall, Main Floor Conference Room, 113 E. 8th Street, Georgetown, Texas
78626
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 at least four (4) 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.
Legislative Regular Agenda
A Call to Order--C.O. Smith, SPCS Advisory Board Chair
B Roll Call --C.O. Smith, SPCS Advisory Board Chair
C Consideration and possible action to approve the Minutes from the November 11, 2015 SPCS
Advisory Board Meeting—Séverine Cushing, SPCS Advisory Board Secretary
D Discussion and possible action regarding possible revisions and/or updates to the Common Grant
Application, Program Abstract, and Evaluation Rubric for the City of Georgetown for use during
the FY 2016-17 Grant Application Cycle. --C.O. Smith, Board Chair
E Review and possibly recommend changes to the requirements/qualifications to serve on the
Strategic Partnerships for Community Services Advisory Board--C.O. Smith, Board Chair
F Discussion and possible action on future meetings and topics—C.O. Smith, SPCS Advisory Board
Chair
G Adjourn
CERTIFICATE OF POSTING
I, Shelley Nowling, City Secretary for the City of Georgetown, Texas, do hereby certify that this
Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general
public at all times, on the ______ day of __________________, 2016, at __________, and remained
so posted for at least 72 continuous hours preceding the scheduled time of said meeting.
____________________________________
Shelley Nowling, City Secretary
Page 1 of 40
City of Georgetown, Texas
Strategic Partnerships for Community Services
January 20, 2016
SUBJECT:
Call to Order--C.O. Smith, SPCS Advisory Board Chair
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for C. O. Smith, Board Chair
Page 2 of 40
City of Georgetown, Texas
Strategic Partnerships for Community Services
January 20, 2016
SUBJECT:
Roll Call --C.O. Smith, SPCS Advisory Board Chair
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for C. O. Smith, Board Chair
Page 3 of 40
City of Georgetown, Texas
Strategic Partnerships for Community Services
January 20, 2016
SUBJECT:
Consideration and possible action to approve the Minutes from the November 11, 2015 SPCS
Advisory Board Meeting—Séverine Cushing, SPCS Advisory Board Secretary
ITEM SUMMARY:
ATTACHMENTS:
1. Draft Minutes for the November 11, 2015 SPCS Advisory Board Meeting.
FINANCIAL IMPACT:
None
SUBMITTED BY:
Shirley J. Rinn for Severine Cushing, SPCS Advisory Board Secretary
ATTACHMENTS:
Description Type
DRAFT Minutes Backup Material
Attachment A Backup Material
Attachment B Backup Material
Page 4 of 40
SPCS Advisory Board Minutes
November 11, 2015
Page 1 of 4
Minutes of the Meeting of the
Strategic Partnerships for Community Services Advisory Board
City of Georgetown, Texas
November 11, 2015
The Strategic Partnerships for Community Services Advisory Board of the City of
Georgetown, Texas, met on Wednesday, November 11, 2015 at 5:00 p.m.
Members Present: C.O. Smith, Suzy Pukys, Larry Gambone, and Barbara Rauch
Members Absent: Severine Cushing
Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager
MINUTES
Legislative Regular Agenda
A Call to Order--C.O. Smith, SPCS Advisory Board Chair
The Meeting was called to Order at 5:00 p.m.
B Roll Call --C.O. Smith, SPCS Advisory Board Chair
A Quorum of the Board was present for the meeting, including: C.O. Smith, Suzy
Pukys, Larry Gambone, and Barbara Rauch
C Consideration and possible action to approve the Minutes from the September 9,
2015 SPCS Advisory Board Meeting—Séverine Cushing, SPCS Advisory Board
Secretary
Motion by Smith, second by Gambone to approve the Minutes, as amended, for the
September 9, 2015 SPCS Advisory Board Meeting. Approved 4-0 (Cushing Absent)
D. Report from Suzy Pukys regarding the results of the Survey that was provided to all
of the agencies that applied for funding with the Common Grant Application either
through the City of Georgetown, the Georgetown Health Foundation, United Way of
Williamson County, or Seeds of Strength to assess the use of the Common Grant
Application and Program Abstracts—Suzy Pukys, SPCS Vice-Chair
Page 5 of 40
SPCS Advisory Board Minutes
November 11, 2015
Page 2 of 4
Pukys provided an overview and report of the results of the Survey.
E. Report from Suzy Pukys regarding proposed changes to the Common Grant
Application utilized by the City of Georgetown, the Georgetown Health Foundation,
United Way of Williamson County, and Seeds of Strength as an outcome of results
and comments received from the Survey outlined in Item D—Suzy Pukys, SPCS Vice-
Chair
Suzy Pukys provided an overview of the changes that were made to the Common
Grant Application that will be utilized in FY 2016-17 by the City of Georgetown, the
Georgetown Health Foundation, United Way of Williamson County, and Seeds of
Strength as an outcome of results and comments received from the Survey results.
The redlined revised Common Grant Application is attached (Attachment A).
F. Discussion and possible action regarding possible revisions and/or updates to the
Common Grant Application, Program Abstract, and Scoring Rubric for the City of
Georgetown for use during the FY 2016-17 Grant Application Cycle--C.O. Smith,
Board Chair
Motion by Pukys, second by Rauch to approve the following revisions to the Program
Abstract of the City of Georgetown for use during the FY 2016-17 Grant Application
Cycle:
City of Georgetown
STRATEGIC PARTNERSHPS FOR COMMUNITY SERVICES
Program Abstract Addendum
Responses to the prompts below will be reviewed to make an initial determination
regarding an organization’s eligibility for City of Georgetown Funding.
Name of Organization:
Amount Requested ($10,000-$50,000):
Proposed Program Abstract Addendum
1. Describe the program for which you are requesting funding, the
cause/issue it seeks to address, the need for services in your target area,
and the target population. 1,000 character max.
1. Describe how the proposed program aligns with one or more of the
City’s priority areas (Public Safety, Transportation, Housing, Veteran’s
Services, Parks & Recreation, Safety Net). 500 character max.
Page 6 of 40
SPCS Advisory Board Minutes
November 11, 2015
Page 3 of 4
2. To what extent do you educate and empower your target population
toward self-sufficiency? If this question does not apply to your request,
insert “N/A”. 500 character max.
3. What are your plans to ensure that the program is continued and
supported beyond this grant cycle? Does your organization currently
receive any other monetary or in-kind assistance from the City of
Georgetown, including, but not limited to, subsidies for utilities, rent, or
other services. 500 character max.
4. Does this program provide opportunities for matching or incentive
funds within your organization or from other grantees? 500 character
max.
5. Provide the total numbers served and the total number of Georgetown
citizens served.
Approved 4-0 (Cushing Absent)
Motion by Pukys, second by Rauch to accept the proposed Program Budget
(Attachment B) to be utilized with the FY 2016-17 Common Grant Application and to
also postpone any discussion or action regarding any revisions to the Evaluation
Rubric for the City of Georgetown for use during the FY 2016-17 Grant Application
Cycle until the next meeting.
Approved 4-0 (Cushing Absent)
G. Discussion and possible action regarding proposed revisions to Bylaws related to
meeting schedule—C.O. Smith, Board Chair
Motion by Gambone, second by Smith to replace the last sentence in Section 4.1 of
the Bylaws as follows:
Section 4.1. Time and Date of Regular Meeting. The Board shall meet
once a month on the same week of the month, the same day of the week,
at the same time, and at the same place. The regular date, time and place
of the Board meeting will be decided by the Members at the first meeting
of the Board after the annual appointment process. The Board shall
schedule all regular meetings in accordance with the requirements of the
Board’s responsibilities.
Approved 4-0 (Cushing Absent)
Page 7 of 40
SPCS Advisory Board Minutes
November 11, 2015
Page 4 of 4
H. Discussion and possible action on future meetings and topics—C.O. Smith, SPCS
Advisory Board Chair
The Board will meet in January 2016.
I. Adjourn
Motion by Rauch, second by Gambone to Adjourn
The meeting was adjourned at 6:12 p.m.
Attest:
Severine Cushing, Board Secretary C.O. Smith, Board Chair
Page 8 of 40
ATTACHMENT A
SPCS ADVISORY BOARD NOVEMBER 11,2015 MINUTES
COMMON PROGRAM GRANT APPLICATION
Williamson County Funders
Instructions: Complete and submit this application along with attachments listed on the last page of
this application. Refer to individual funder’s grants processes to determine the deadline to submit this
complete application.
Organization Information
Organization Name
Legal Name (if different)
Year Founded
Mailing Address
Phone
Website
Federal Tax ID #
CEO or Executive Director (include title
if other than “CEO” or “ED”)
Phone Number & Email Address
Organization Mission
Organization Vision
Total Request Amount
# of Current Population Served by
Organization (unduplicated individuals
and geographic area(s) – cities, counties,
etc.)
# of Proposed Population Served
through this Program Request
(unduplicated individuals and geographic
area(s) – cities, counties, etc.)
Program Name
Brief Description of the Request (500
character max.)
Contact Information
Name, Title
Email, Phone
Page 9 of 40
Organization Background
The first five questions in this section were adopted from Charting Impact, developed by the Better
Business Bureau Wise Giving Alliance, GuideStar USA, and Independent Sector. We chose to use these five
questions because they have been thoroughly tested and encourage strategic thinking.
Remember to answer all questions in this section at the organization level, NOT the project/program
level. Be sure to cite all statistics and research in a separate attachment.
Note: Character maximums include spaces. 2,000 characters with spaces is approximately equivalent to 325 words.
1. What is your organization striving to accomplish?
Clearly and concisely state your organization's ultimate goal for intended impact. Identify the groups or communities
you aim to assist, the needs your work is addressing, and your expected outcomes. Examine how your goals for the
next three to five years (or an alternate timeframe specified in your answer) fit within your overall plan to contribute
to lasting, meaningful change. When finished ask yourself, "If someone unfamiliar with our work were to read this,
would they have a clear definition of what long-term success means for my organization?" (2,000 character max.)
2. What are your strategies for making this happen?
Describe your organization's strategies for accomplishing the long-term goals you cited in your previous answer.
Specify the broad approaches you employ and why your organization believes these methods will benefit your target
population or advance your issue. State near-term activities that serve as important building blocks for future
success, explaining how these elements strengthen your organization's strategic approach. (2,000 character max.)
3. What are your organization's capabilities for doing this?
Detail the resources, capacities, and connections that support your progress toward long-term goals. While
describing your organization's core assets, identify both internal resources (including, but not limited to, staff,
budget, and expertise) and external strengths (including partnerships, collaborations, networks, and influence) that
have contributed to, or will contribute in the future to, the accomplishment of these goals. (2,000 character max.)
4. How will your organization know if you are making progress?
Explain how your organization assesses progress toward your intended impact. Identify milestones that signal
progress and success. Describe your assessment and improvement process: the methods you use as you monitor
key indicators and how your organization uses that information to refine your efforts. (2,000 character max.)
5. What have and haven't you accomplished so far?
Demonstrate recent progress toward your long-term goals by describing how your near-term objectives are
propelling your organization toward your ultimate intended impact. Go beyond the outputs of your work to make
clear how these outcomes are contributing to fulfilling long-term goals. In describing both outcomes achieved and
those not yet realized, include what your organization has learned about what does and doesn't work, what risks
Formatted: Highlight
Page 10 of 40
and obstacles exist, and what adjustments to goals, strategies, or objectives have been made along the way. (2,000
character max.)
Page 11 of 40
Program Request Information
NoteThis section focuses on the program(s) for which you are requesting funding. If you are applying
for multiple programs, complete this section for one program, and complete the Supplemental Program
Request Information document for each additional program. Submit Supplemental Program Request
Information documents as attachments.
NOTE: If you have already provided appropriate responses to any of the questions below in the
previous Organization Background section, simply type, “Answered in #___ of the Organization
Background section.”
This section focuses on the program(s) for which you are requesting funding.
1. Describe the program for which you are requesting funding, and the cause/issue it seeks to address.
Detail the strategies, resources, capacities, and connections that support your progress toward long-term goals.
Provide evidence to support the strategies you employ within the program, and whether such strategies have
been proven effective by research. (2,000 character max.)
2. Present data that substantiates the need for the services you wish to provide. Describe the need for
services and the tools you use to identify need. If you have wait lists for your services, describe the reasons or
conditions that necessitate the wait lists, and how you prioritize them. (2,000 character max.)
3. Provide program service costs in the table below. If you quantify your service in units, please define what
is meant by “unit.”
Program Service Costs (Note: Table below will expand should you need to include additional comments/clarifications.)
Individuals/Units of Service Total Program Costs Individual/Unit Costs
4. If the program is new to the community and your target population, how do you plan to promote
it? How will you make the program visible to those who would benefit from it? If this question does
not apply to your request, insert “N/A.” (1,000 character max.)
5. How do you coordinate, cooperate, or collaborate with other agencies to achieve your program
goals? Specifically highlight those organizations with which you have formalized agreements, such
as Letters of Commitment or Memoranda of Understanding. (2,000 character max.)
Coordination. Harmonious functioning of parts for effective results. Helping each other but not changing the basic way of doing
business.
Cooperation. Common effort and association for the purpose of common benefit. Helping each other in specific ways.
Collaboration. To work jointly with others on a common goal that is beyond what any one group can accomplish alone.
(adapted from: Forest, C. Empowerment skills for family workers: A worker handbook. Cornell University, 2003.)
Formatted: Font: 12 pt, Bold, Italic, Highlight
Formatted: Font: 12 pt, Bold, Italic
Formatted: Left
Formatted: Font: 9 pt
Formatted: Font: 10 pt
Formatted: Font: 10 pt
Page 12 of 40
6. Briefly describe what sets you apart from other nonprofits in the area and why your organization is
best situated to provide this service. (2,000 character max.)
Page 13 of 40
Evaluation
Specifically defineDefine the primary goal or goals (up to 3) you hope to achieve through this funding for
your program. The goal identified below should be attainable within a 12-month period, and must also
relate to goals/outcomes articulated in the Organization Background and Program Request
sectionssection of this proposal.
GoalGOAL: What will this funding help you accomplish? Example: Increase financial literacy for 200
low-income adults in Williamson County.
Activities: What activities will support or accomplish your goals? Example: Deliver financial literacy
classes.
Outputs: What do you expect these activities to produce? Outputs are often quantitative measures
(#such as # of participants, # of sessions held, # of encounters)., so be sure to include anticipated
benchmarks that will gauge your progress. Example: Present 24 financial literacy classes (2 per month)
serving 200 adults. Regular attendance and number of participants (at least 20 per session) serve as key
benchmarks in determining the success of the program.
Outcomes: What benefits, impact, or changes in behavior, knowledge, skills, and/or attitudes for
participants do you anticipate will result from completion of the activities? Example: 85% of the 200
participants in the financial literacy program will exhibit increased financial literacy knowledge and skills
as determined by pre- and post-testing.
Performance Measures: How will you know when you have accomplished your goalsgoal? How dowill
you measure yourand quantify results? How will your monitoring methods help you correct errors,
remedy problems, and/or refine your work?Example: % of participants’ improvement from pre-test to
post-test, regular attendance, and number of attendees.
GOAL:
Activities
OutputsOutputs
(include quantitative
projections, such as
anticipated numbers served)
Outcomes
Performance
Measures
GOAL:
Activities
Outputs (include
quantitative projections,
such as anticipated numbers
served)
Formatted: Highlight
Formatted: Font: Bold, Highlight
Formatted: Highlight
Formatted: Highlight
Formatted: Highlight
Formatted: Highlight
Formatted: Left
Formatted: Font: Italic, Font color: Dark Blue
Formatted: Left
Formatted: Left
Formatted: Font: Italic, Font color: Dark Blue
Formatted: Left
Formatted: Font: Italic, Font color: Dark Blue
Page 14 of 40
Outcomes
Performance
Measures
GOAL:
Activities
Outputs (include
quantitative projections,
such as anticipated numbers
served)
Outcomes
Performance
Measures
What are your plans to ensure that the work described above is continued and supported beyond this
grant cycle? (1,000 character max.)
Formatted: Font: 10 pt, Not Bold
Page 15 of 40
Budget/Budget Narrative
Organizational Support
SOURCES OF ORGANIZATIONAL SUPPORT (Previous Fiscal Year)
The purpose of this section is to provide a top line overview of your funding.
Sources Name(s) of Funder(s) Amount
Foundation Grants
Individual
Contributions
N/AN/A – no need to disclose the names of individual
donors.
Corporate
Foundations
Government Grants
Fundraising Efforts
Program Service
Revenue
Investment Income
Membership Income
Other (specify)
TOTAL REVENUE
CURRENT FISCAL YEAR DATES:
In your current fiscal year, what are your top 5 external sources of organizational support? Please list
funder namesspecific funding entities and award amounts. , indicating whether the funds are pending
or in-hand. If a top source is an individual donor, state “individual donor” with award amount.
1.
2.
3.
4.
5.
Formatted: Normal
Page 16 of 40
What are your cash reserves? How many months could you operate at your continued budget level?
PROGRAM BUDGET TEMPLATE
Beneath each line item, provide a brief explanation of the methodology used to estimate each item. Include all
assumptions behind your computations.
Indirect/administrative costs: Where applicable, include the indirect cost rate in the appropriate narrative space
below. An indirect cost rate is a device for determining fairly and conveniently within the boundaries of sound
administrative principles, what proportion of indirect cost each program should bear (source: U.S. Department of
Labor website).
Grantors recognize that, particularly with smaller organizations, the recovery of indirect costs is a necessity. It is
acceptable for organizations to include their negotiated indirect rate if they have one with a state or federal
agency, OR a percentage for indirect costs as a part of your grant application. Please be sure to include this
negotiated rate OR your indirect cost percentage within the narrative section of any indirect/administrative line
item.
Salaries, insurance, benefits, and other related taxes $
Narrative:
Consultants and professional fees $
Narrative:
Professional development $
Narrative:
Travel, lodging $
Narrative:
Equipment $
Narrative:
Supplies/support materials $
Narrative:
Printing, copying, phone, fax, postage $
Narrative:
Rent, utilities $
Narrative:
Fundraising costs $
Narrative:
Advertising and marketing $
Narrative:
In-kind expenses $
Narrative:
Other (specify) $
Narrative:
TOTAL EXPENSES $
Page 17 of 40
List of Attachments
• Supplemental Program Request Information [if applicable]. For organizations applying for funding
for more than one (1) program.
Page 18 of 40
Checklist of Attachments
Budget Information. Include:
Program/Project Budget (Excel template provided);
Actual Program/Project Budget for last fiscal year (if applicable);
Proposed Organizational Budget for current fiscal year;
Organization budget for last fiscal year.
• Key Staff list. Include titles, short bio, and length of time employed. Please speak
specifically to the staff member(s) who will be directing the program and explain why her/his
oversight positions the program for success.
• Board list. Specify the percentage of Board members that make a financial
contribution to your organization. Under each individual Board member’s name, include:
o place of business;
o home address;
o years with the organization.
• Citations and additional information. (if applicable). This attachment may be used
to cite any statistics/research, and may include critical detail about your organization or
program(s) not already in the grant.
If this proposal will fund collaborative work with Georgetown Independent School
District staff and/or students, attach the District’s Letter of Approval of the PIE
Partnership Proposal.
• 501(c)(3) IRS determination letter.
• Previous fiscal year financials. in PDF format. Include:
o balance sheet;
o income statement;
o year-to-date financials (balance sheet and income statement);
o proposed organizational budget for this fiscal year;
o actual organization budget for last fiscal year;
o actual program budget for last fiscal year (if applicable).
• Audited financials and Form 990. Refer to specific funder’s requirements.
Formatted: Indent: Left: 0.5", No bullets or numbering
Formatted: Font: 11 pt
Formatted: Indent: Left: 0.5", No bullets or numbering
Formatted: Indent: Left: 0.5", No bullets or numbering
Formatted: Indent: Left: 0.5", No bullets or numbering
Formatted: Indent: Left: 0.5", No bullets or numbering
Formatted: Indent: Left: 1", No bullets or numbering
Formatted: Indent: Left: 0.5", No bullets or numbering
Formatted: Font: 11 pt
Page 19 of 40
Program Budget City of Georgetown Grant Application for 2016-17
This format is required. Please enter your information into the shaded cells for rows applicable to your program/project.
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 is used. Include narrative at the bottom to explain your numbers & assumptions, as needed.
Name of Organization:
Budget Period From: To:
Total Program or Detail for this
Revenue/Support for this Program or Project Project Budget Grant Request
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 Revenue/Support (calculated for you or enter your own total)-$ -$
Expenses for this Program or Project 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
ATTACHMENT B
Page 1 of 3
Page 20 of 40
Program Budget Seeds of Strength Grant Application for 2016
This format is required. Please enter your information into the shaded cells for rows applicable to your program/project.
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 is used. Include narrative at the bottom to explain your numbers & assumptions, as needed.
Name of Organization:
Budget Period From:6/1/2016 To:5/31/2017
Total Program or Detail for this
Revenue/Support for this Program or Project Project Budget Grant Request
Individual contributions -$ -$
Fundraisers & Special Events 1,000.00$ -$
Program/Service Revenues 10,000.00$ -$
Government, Foundation, Corporate Grants or Other (list below; describe in narrative/notes if more space is needed)
Foundation Grants 25,000.00$ 15,000.00$
City of Anytown 5,000.00$ -$
XYZ Corporation 8,000.00$ -$
Member Dues 1,000.00$ -$
-$ -$
-$ -$
-$ -$
Total Revenue/Support (calculated for you or enter your own total)50,000.00$ 15,000.00$
Expenses for this Program or Project Total Amount Grant Request
Salaries, benefits and related taxes 19,000.00$ 5,000.00$
Consultants and professional fees -$ -$
Professional development including travel, lodging 500.00$ -$
Equipment -$ -$
Supplies and supporting materials 200.00$ -$
Printing, copying, phone, internet, fax, postage 200.00$ -$
Mortgage or Rent, and Utilities -$ -$
Fundraising Expenses -$ -$
Other (list below and describe in narrative/notes if more space is needed)
General Liability Insurance 100.00$ -$
Scholarships 30,000.00$ 10,000.00$
-$ -$
-$ -$
-$ -$
-$ -$
-$ -$
-$ -$
-$ -$
-$ -$
-$ -$
-$ -$
-$ -$
Total Expense (calculated for you or enter your own total)50,000.00$ 15,000.00$
Difference (Revenue/Support less Expense)-$ -$
Narrative/Notes: Please use as many lines as needed for further explanation of budget items above.
1 Applied for $10,000 grant from the X Foundation. Response due May 1.
2 Salaries for: Part-time coordinator $9,000; Part-time instructor $10,000
3
4
ABC Organization
Page 2 of 3
Page 21 of 40
Page 3 of 3
Page 22 of 40
City of Georgetown, Texas
Strategic Partnerships for Community Services
January 20, 2016
SUBJECT:
Discussion and possible action regarding possible revisions and/or updates to the Common Grant
Application, Program Abstract, and Evaluation Rubric for the City of Georgetown for use during
the FY 2016-17 Grant Application Cycle. --C.O. Smith, Board Chair
ITEM SUMMARY:
The Board will review and consider revisions to the Common Grant Application as outlined in
Item E, as well as review the Program Abstract and Scoring Rubric for the City of Georgetown for
possible revisions for the FY 2016-17 Grant Application Cycle.
ATTACHMENTS:
1. City of Georgetown Program Abstract
2. City of Georgetown Evaluation Rubric
3. Revised Common Grant Application
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for C. O. Smith, Board Chair
ATTACHMENTS:
Description Type
Common Grant Application Backup Material
Program Addendum Backup Material
Evaluation Rubric Backup Material
Page 23 of 40
COMMON PROGRAM GRANT APPLICATION
Williamson County Funders
Instructions: Complete and submit this application along with attachments listed on the last page of
this application. Refer to individual funder’s grants processes to determine the deadline to submit this
complete application.
Organization Information
Organization Name
Legal Name (if different)
Year Founded
Mailing Address
Phone
Website
Federal Tax ID #
CEO or Executive Director (include title
if other than “CEO” or “ED”)
Phone Number & Email Address
Organization Mission
Organization Vision
Total Request Amount
Current Population Served by
Organization (unduplicated individuals and
geographic area(s) – cities, counties, etc.)
Proposed Population Served through
this Program Request (unduplicated
individuals and geographic area(s) – cities,
counties, etc.)
Program Name
Brief Description of the Request (500
character max.)
Contact Information
Name, Title
Email, Phone
Page 24 of 40
Organization Background
The first five questions in this section were adopted from Charting Impact, developed by the Better
Business Bureau Wise Giving Alliance, GuideStar USA, and Independent Sector. We chose to use these
five questions because they have been thoroughly tested and encourage strategic thinking.
Remember to answer all questions in this section at the organization level, NOT the project/program
level. Be sure to cite all statistics and research in a separate attachment.
Note: Character maximums include spaces. 2,000 characters with spaces is approximately equivalent to 325 words.
1. What is your organization striving to accomplish?
Clearly and concisely state your organization's ultimate goal for intended impact. Identify the groups or
communities you aim to assist, the needs your work is addressing, an d your expected outcomes. Examine how
your goals for the next three to five years (or an alternate timeframe specified in your answer) fit within your
overall plan to contribute to lasting, meaningful change. When finished ask yourself, "If someone unfamil iar with
our work were to read this, would they have a clear definition of what long -term success means for my
organization?" (2,000 character max.)
2. What are your strategies for making this happen?
Describe your organization's strategies for accomplishing the long-term goals you cited in your previous answer.
Specify the broad approaches you employ and why your organization believes these methods will benefit your
target population or advance your issue. State near-term activities that serve as important building blocks for
future success, explaining how these elements strengthen your orga nization's strategic approach. (2,000 character
max.)
3. What are your organization's capabilities for doing this?
Detail the resources, capacities, and connections that support your progress toward long -term goals. While
describing your organization's core assets, identify both internal resources (including, but not limited to, staff,
budget, and expertise) and external strengths (including partnerships, collaborations, networks, and influence)
that have contributed to, or will contribute in the future to, the accomplishment of these goals. (2,000 character
max.)
4. How will your organization know if you are making progress?
Explain how your organization assesses progress toward your intended impact. Identify milestones that signal
progress and success. Describe your assessment and improvement process: the methods you use as you monitor
key indicators and how your organization uses that information to refine your efforts. (2,000 character max.)
5. What have and haven't you accomplished so far?
Demonstrate recent progress toward your long-term goals by describing how your near-term objectives are
propelling your organization toward your ultimate intended impact. Go beyond the outputs of your work to make
Page 25 of 40
clear how these outcomes are contributing to fulfilling long-term goals. In describing both outcomes achieved and
those not yet realized, include what your organization has learned about what does and doesn't work, what risks
and obstacles exist, and what adjustments to goals, strategies, or objectives have been made along the way.
(2,000 character max.)
Page 26 of 40
Program Request Information
Note: If you have already provided appropriate responses to any of the questions below in
the previous Organization Background section, simply type, “Answered in #___ of the
Organization Background section.”
This section focuses on the program(s) for which you are requesting funding.
1. Describe the program for which you are requesting funding, and the cause/issue it seeks to
address. Detail the strategies, resources, capacities, and connections that support your progress toward
long-term goals. Provide evidence to support the strategies you employ within the program, and whether
such strategies have been proven effective by research. (2,000 character max.)
2. Present data that substantiates the need for the services you wish to provide. Describe the need for
services and the tools you use to identify need. If you have wait lists for your services, describe the reasons or
conditions that necessitate the wait lists, and how you prioritize them. (2,000 character max.)
3. Provide program service costs in the table below. If you quantify your service in units, please define
what is meant by “unit.”
Program Service Costs
Individuals/Units of Service Total Program Costs Individual/Unit Costs
4. If the program is new to the community and your target population, how do you plan to promote
it? How will you make the program visible to those who would benefit from it? If this question
does not apply to your request, insert “N/A.” (1,000 character max.)
5. How do you coordinate, cooperate, or collaborate with other agencies to achieve your program
goals? Specifically highlight those organizations with which you have formalized agreements,
such as Letters of Commitment or Memoranda of Understanding. (2,000 character max.)
Coordination. Harmonious functioning of parts for effective results. Helping each other but not changing the basic way of
doing business.
Cooperation. Common effort and association for the purpose of common benefit. Helping each other in specific ways.
Collaboration. To work jointly with others on a common goal that is beyond what any one group can accomplish alone.
(adapted from: Forest, C. Empowerment skills for family workers: A worker handbook. Cornell University, 2003.)
6. Briefly describe what sets you apart from other nonprofits in the area and why your organization is
best situated to provide this service. (2,000 character max.)
Page 27 of 40
Page 28 of 40
Evaluation
Define the primary goal or goals (up to 3) you hope to achieve through this funding for your program.
The goal identified below should be attainable within a 12-month period, and must relate to
goals/outcomes articulated in the Program Request section of this proposal.
GOAL: What will this funding help you accomplish? Example: Increase financial literacy for 200 low-
income adults in Williamson County.
Activities: What activities will support or accomplish your goals? Example: Deliver financial literacy
classes.
Outputs: What do you expect these activities to produce? Outputs are often quantitative measures
such as # of participants, # of sessions held, # of encounters, so be sure to include anticipated
benchmarks that will gauge your progress. Example: Present 24 financial literacy classes (2 per month)
serving 200 adults. Regular attendance and number of participants (at least 20 per session) serve as key
benchmarks in determining the success of the program.
Outcomes: What benefits, impact, or changes in behavior, knowledge, skills, and/or attitudes for
participants do you anticipate will result from completion of the activities? Example: 85% of the 200
participants in the financial literacy program will exhibit increased financial literacy knowledge and skills
as determined by pre- and post-testing.
Performance Measures: How will you know when you have accomplished your goal? How will you
measure and quantify results? Example: % of participants’ improvement from pre-test to post-test,
regular attendance, and number of attendees.
GOAL:
Activities
Outputs (include
quantitative projections,
such as anticipated numbers
served)
Outcomes
Performance Measures
GOAL:
Activities
Outputs (include
quantitative projections,
such as anticipated numbers
served)
Outcomes
Performance Measures
Page 29 of 40
GOAL:
Activities
Outputs (include
quantitative projections,
such as anticipated numbers
served)
Outcomes
Performance Measures
What are your plans to ensure that the work described above is continued and supported beyond this
grant cycle? (1,000 character max.)
Page 30 of 40
Organizational Support
SOURCES OF ORGANIZATIONAL SUPPORT (Previous Fiscal Year)
The purpose of this section is to provide a top line overview of your funding.
Sources Name(s) of Funder(s) Amount
Foundation Grants
Individual
Contributions
N/A – no need to disclose the names of individual
donors.
Corporate
Foundations
Government Grants
Fundraising Efforts
Program Service
Revenue
Investment Income
Membership Income
Other (specify)
TOTAL REVENUE
CURRENT FISCAL YEAR DATES:
In your current fiscal year, what are your top 5 external sources of organizational support? Please list
specific funding entities and award amounts, indicating whether the funds are pending or in-hand. If
a top source is an individual donor, state “individual donor” with award amount.
1.
2.
3.
4.
5.
Page 31 of 40
What are your cash reserves? How many months could you operate at your continued budget level?
Page 32 of 40
Checklist of Attachments
Budget Information. Include:
Program/Project Budget (Excel template provided);
Actual Program/Project Budget for last fiscal year (if applicable);
Proposed Organizational Budget for current fiscal year;
Actual organization budget for last fiscal year.
Key Staff list. Include titles, short bio, and length of time employed. Please speak specifically
to the staff member(s) who will be directing the program and explain why her/his oversight
positions the program for success.
Board list. Specify the percentage of Board members that make a financial contribution to
your organization. Under each individual Board member’s name, include:
o place of business;
o home address;
o years with the organization.
Citations and additional information (if applicable). This attachment may be used to cite
any statistics/research, and may include critical detail about your organization or program(s) not
already in the grant.
If this proposal will fund collaborative work with Georgetown Independent School
District staff and/or students, attach the District’s Letter of Approval of the PIE
Partnership Proposal.
501(c)(3) IRS determination letter.
Previous fiscal year financials in PDF format. Include:
balance sheet;
income statement;
year-to-date financials (balance sheet and income statement);
Audited financials and Form 990. Refer to specific funder’s requirements.
Page 33 of 40
City of Georgetown
STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES
Program Abstract
Responses to the prompts below will be reviewed to make an initial determination regarding an
organization’s eligibility for City of Georgetown funding.
Name of Organization:
Amount Requested ($10,000-$50,000):
Proposed Program Abstract
1. Describe how the proposed program aligns with one or more of the City’s priority areas
(Public Safety, Transportation, Housing, Veteran’s Services, Parks & Recreation, Safety Net).
500 character max.
2. To what extent do you educate and empower your target population toward self-sufficiency? If this
question does not apply to your request, insert “N/A”. 500 character max.
3. Does your organization currently receive any other monetary or in-kind assistance from the
City of Georgetown, including, but not limited to, subsidies for utilities, rent, or other
services. 500 character max.
4. Does this program provide opportunities for matching or incentive funds within your organization or
from other grantees? 500 character max.
5. Provide the total numbers served and the total number of Georgetown citizens served. 500 character
max.
Page 34 of 40
1
2016 Williamson County Common Application Evaluation Rubric Agency Name:
City of Georgetown
Evaluation Form Sections & Scoring
Instructions
This evaluation form is designed to assess the Common Application as a comprehensive document, as well as its distinct sections. Please offer comment to justify your score
throughout each section. Provide the total score of all sections combined, as well as your recommendation for funding.
Maximum Score
Organization Background 20
Program Request 20
Evaluation 15
Budget 10
Risk of Investment Analysis & Program Abstract 35
TOTAL POINTS POSSIBLE 100
Final Comments:
Total Score for Proposal: out of 100
PROPOSAL DECISION
Fully Funded $
Partially Funded $
Proposal Not Funded. Summary of Rationale:
Page 35 of 40
2
Organization Background (20 points max.)
• Are the needs the Organization is addressing and ultimate goal for impact clear?
• Are methods of assessment sound? Do they demonstrate progress?
• Can the Organization articulate near- and long-term goals?
Comments:
Total Score:
Rationale:
Request Information (20 points max.)
• Does the Proposal provide clear rationale for its strategies in addressing the need/problem, as well as evidence to support the choice of strategy?
• Does the Organization have the resources and capacities needed to carry out the Program(s)?
• Does the Organization demonstrate that it cultivates and maintains working relationships with other organizations in order to achieve program goals?
Comments:
Total Score:
Rationale:
Evaluation (15 points max)
• The evaluation plan is solid, i.e., activities, outputs, and outcomes logically build upon one another. Expected results are clear.
Comments:
Total Score:
Rationale:
Budget (10 points max.)
Page 36 of 40
3
• Does the organization have diverse resources?
• Are proposed expenses appropriate and indirect/admin costs reasonable?
Comments:
Total Score:
Rationale:
Risk of Investment Analysis and Program Abstract (35 points max.)
• What do the attachments reveal about the health of the organization? Review makeup of Board leadership, staff qualifications, and financial
information. How sustainable is this organization?
• How well does the organization/program(s) align with the City of Georgetown’s priorities?
• Do this organization and its programs seem promising for success? Do they demonstrate a clear value to their target population and are important to
this community?
• Do this organization and its programs work collaboratively with other agencies to provide a maximum benefit to the community members it serves?
Do they demonstrate innovation?
Comments:
Total Score:
Rationale:
Page 37 of 40
City of Georgetown, Texas
Strategic Partnerships for Community Services
January 20, 2016
SUBJECT:
Review and possibly recommend changes to the requirements/qualifications to serve on the
Strategic Partnerships for Community Services Advisory Board--C.O. Smith, Board Chair
ITEM SUMMARY:
The City Council approved Ordinance No. 2015-63 related to the membership and residency
requirements for City Commissions, Committees and Boards. Section 7 of Ordinance 2015-63
addresses the membership requirements for the Strategic Partnerships for Community Services
Advisory Board:
Section 7. Chapter 2.114, Section 2.114.010 of the Code of Ordinances is amended as shown
below.
Sec. 2.114.010. - Created; membership.
A. There is created the "Strategic Partnerships for Community Services Advisory Board" of the
City of Georgetown (the "Board"). This Chapter supplements the provisions of Code of
Ordinances Chapter 2.36 City Commissions, Committees, and Boards.
B. The Board shall consist of five members. Members shall be appointed in accordance with the
City Charter. Members shall be selected from the following categories including:
1. One member who is a CPA or Accountant, preferably with nonprofit financial
background; and
2. One member with a strong working knowledge of local nonprofits; and
3. One member with expertise in grant writing and/or grant evaluation; and
4. Two citizens-at-large with relevant expertise in fields such as health care, including
vision and dental healthcare, education, etc.
If no qualified individuals are available, appointments shall be made in accordance with the Code
of Ordinances Chapter 2.36.030(G).
C. The members shall reside in the corporate City limits or the extraterritorial jurisdiction of the
City.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for C. O. Smith, Board Chair
Page 38 of 40
City of Georgetown, Texas
Strategic Partnerships for Community Services
January 20, 2016
SUBJECT:
Discussion and possible action on future meetings and topics—C.O. Smith, SPCS Advisory Board
Chair
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for C. O. Smith, Board Chair
Page 39 of 40
City of Georgetown, Texas
Strategic Partnerships for Community Services
January 20, 2016
SUBJECT:
Adjourn
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for C. O. Smith, Board Chair
Page 40 of 40