Loading...
HomeMy WebLinkAboutAgenda_SPCS_03.18.2015Notice of Meeting for the Strategic Partnerships for Community Services Advisory Board of the City of Georgetown March 18, 2015 at 6:00 PM at the 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 Welcome and Introduction of New Board Members – C. O. Smith, SPCS Advisory Board Chair D Nominations and election of Vice-Chair of the SPCS Advisory Board. – C. O. Smith, SPCS Advisory Board Chair E Nominations and election of a Secretary of the Strategic Partnerships for Community Services (SPCS) Advisory Board. – C. O. Smith, SPCS Advisory Board Chair F Review and discussion of board by-laws and attendance policy for board members--C.O. Smith, SPCS Advisory Board Chair and Shirley Rinn, Board Liaison G Overview and review of the grant cycle timeline and review of the Policy, Guidelines, Application, Scoring Rubric, and Recommendation Process for the FY 2015-16 Strategic Partnerships for Community Services Grant Cycle--C.O.Smith, SPCS Board Chair and Shirley J. Rinn, Board Liaison H Consideration and possible action to set dates and times for 2015 Partnerships for Community Services Advisory Board Meetings--C.O. Smith, SPCS Board Chair I Adjourn CERTIFICATE OF POSTING I, Jessica Brettle, 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 __________________, 2015, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. ____________________________________ Jessica Brettle, City Secretary City of Georgetown, Texas Strategic Partnerships for Community Services March 18, 2015 SUBJECT: Welcome and Introduction of New Board Members – C. O. Smith, SPCS Advisory Board Chair ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for C. O. Smith, Board Chair City of Georgetown, Texas Strategic Partnerships for Community Services March 18, 2015 SUBJECT: Nominations and election of Vice-Chair of the SPCS Advisory Board. – C. O. Smith, SPCS Advisory Board Chair ITEM SUMMARY: Per the Bylaws of the Strategic Partnerships for Community Services Advisory Board (SPCS): “Section 3.1 – Officers. The Board Officers are Chairman, Vice-Chairman and Secretary. The Chairman is appointed by the City Council during the annual appointment process. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process.” The Chair of the Board, Mr. C. O. Smith, will take the nominations from the floor, for position of Vice-Chair. FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for C. O. Smith, Board Chair City of Georgetown, Texas Strategic Partnerships for Community Services March 18, 2015 SUBJECT: Nominations and election of a Secretary of the Strategic Partnerships for Community Services (SPCS) Advisory Board. – C. O. Smith, SPCS Advisory Board Chair ITEM SUMMARY: Per the Bylaws of the Strategic Partnerships for Community Services Advisory Board (SPCS): “Section 3.1 – Officers. The Board Officers are Chairman, Vice-Chairman and Secretary. The Chairman is appointed by the City Council during the annual appointment process. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process.” The Chair of the Board, Mr. C. O. Smith, will take the nominations from the floor, for position of Secretary. FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for C. O. Smith, Board Chair City of Georgetown, Texas Strategic Partnerships for Community Services March 18, 2015 SUBJECT: Review and discussion of board by-laws and attendance policy for board members--C.O. Smith, SPCS Advisory Board Chair and Shirley Rinn, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for C. O. Smith, Board Chair ATTACHMENTS: Description Type Board By-Laws Backup Material Strategic Partnerships for Community Services Advisory Board Established February 2015 Page 1 of 6 CITY OF GEORGETOWN STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES ADVISORY BOARD BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. Strategic Partnerships for Community Services Advisory Board (“Board”). Section 1.2. Purpose. The City of Georgetown values partnerships with organizations that are committed to addressing our community’s greatest public challenges. The purpose of City funding to the nonprofit sector is to cultivate and sustain partnerships with 501(c)3 organizations that strengthen the City’s key priorities in the following areas: Public Safety; Transportation; Housing; Parks and Recreation; Veteran Services; and Safety Net. The Board will participate in the grant funding process, will review and evaluate applications submitted for City funds, and will make recommendations to the City Council in accordance with the policies and guidelines established by the City Council. See Ordinance Chapter 2.114. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Board will be comprised of five (5) Members. Section 2.2. Eligibility. Each Member shall reside in the City of Georgetown corporate limits. Members shall be selected from the following categories including: 1. One member who is a CPA or Accountant, preferably with nonprofit financial background; 2. One member with a strong working knowledge of local nonprofits; 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, education, etc. If there are no applicants who meet the above categories, appointments may be made in accordance with the Code of Ordinances Chapter 2.36. Section 2.3. Appointment of Board Members. Members of the Board shall be appointed pursuant to and in accordance with the City Charter. Strategic Partnerships for Community Services Advisory Board Established February 2015 Page 2 of 6 Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two (2) years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section 2.36.030A for additional provisions regarding terms of office. Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same manner as an appointment in accordance with the City Charter. If possible, the Member shall continue to serve until the vacancy is filled. An appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board and its Members have no authority to expend funds or to incur or make an obligation on behalf of the City unless authorized and approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members, including but not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Committees and Boards Ordinance Chapter 2.36. Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. ARTICLE III. BOARD OFFICERS Section 3.1. Officers. The Board Officers are Chairman, Vice-Chairman and Secretary. The Chairman is appointed by the City Council during the annual appointment process. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process. Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice-Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, a Board Officer shall continue to serve until the vacancy is filled. Strategic Partnerships for Community Services Advisory Board Established February 2015 Page 3 of 6 Section 3.3. Duties. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. b. The Vice-Chairman shall perform the duties delegated to the Vice-Chairman by the Board. The Vice-Chairman presides at Board meetings in the Chairman’s absence. The Vice-Chairman shall perform the duties of the Chairman in the Chairman’s absence or disability. c. The Secretary shall perform the duties delegated to the Secretary by the Board. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The Board shall meet at least once per year and whenever necessary to carry out its responsibilities and purpose. The 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 necessary regular meetings on the same week of the month, the same day of the week, at the same time, and at the same place as decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items included on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at which the agenda item will be considered. Agenda packets for regular meetings will be provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by three (3) Members. Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Strategic Partnerships for Community Services Advisory Board Established February 2015 Page 4 of 6 Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if absent, by the Vice-Chairman. In the absence of both the Chairman and Vice-Chairman, the meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordinance Chapter 2.24. Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City’s Ethics Ordinance, or other applicable Laws, Rules and Policies. In such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member’s option, while the matter is being considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. Members are required to attend Board meetings prepared to discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action under Council policy and may result in the Member being replaced on the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a Member is removed from the Board that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.5 above. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy of the Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another Strategic Partnerships for Community Services Advisory Board Established February 2015 Page 5 of 6 individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Staff Liaison no later than one week before the scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may be asked to leave and be removed. Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by law, on properly noticed closed session matters, such as consultation with attorney on legal matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. ARTICLE V. REPORTS TO CITY COUNCIL The Board shall meet with City Council, as requested, to determine how the Board may best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. ARTICLE VI. SUBCOMMITTEES Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non-Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Strategic Partnerships for Community Services Advisory Board Established February 2015 Page 6 of 6 Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. ARTICLE VII. BYLAW AMENDMENTS These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board’s proposed amendments to the Bylaws must be approved by City Council at the next Council meeting after the Board’s approval. Bylaw amendments are not effective until approved by City Council. Approved and adopted at a meeting of the City Council on the _____ day of ____________________, 2015. ATTEST: THE CITY OF GEORGETOWN _____ _____ City Secretary Mayor Approved and adopted at a meeting of the Board on the ______ day of _________________, 2015. ATTEST: BOARD _____ _____ Board Secretary Board Chairman City of Georgetown, Texas Strategic Partnerships for Community Services March 18, 2015 SUBJECT: Overview and review of the grant cycle timeline and review of the Policy, Guidelines, Application, Scoring Rubric, and Recommendation Process for the FY 2015-16 Strategic Partnerships for Community Services Grant Cycle--C.O.Smith, SPCS Board Chair and Shirley J. Rinn, Board Liaison ITEM SUMMARY: Shirley J. Rinn will provide an overview of the Strategic Partnerships for Community Services Grant Process and will review the timeline and all related materials related to the grant application process. FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for C. O. Smith, Board Chair ATTACHMENTS: Description Type Timeline Backup Material Policy and Guidelines Backup Material Common Application Backup Material City of Georgetown Program Abstract Backup Material City Evaluation and Scoring Rubric Backup Material STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES FUNDING PROPOSED TIMELINE FY 2015-16 Dates Task February 24, 2015 Board Appointments March 18, 2015 First Meeting for the new Board to provide an overview of the grant application process for the FY 2015-16 Strategic Partnerships for Community Services Grant Cycle, to elect officers, set meeting schedule, review bylaws, policy and guidelines, grant cycle timeline, application and scoring materials for Grant process. April 1, 2015 Grant Applications mailed to current recipients and others who have requested information during course of the year. April 1, 2015 Ad placed in Williamson County Sun and on Website May 15, 2015 Deadline for Return of Applications May 25, 2015 Provide Board with Completed Applications and Scoring Rubric. July 1-15, 2015 Schedule SPCS Advisory Board Meetings in order for the Board to receive grant applications, review, and make grant allocation recommendations to be presented to the City Council. July 28, 2015 Recommendations from the SPCS Advisory Board to be presented to the City Council for approval. September 8, 2015 or September 22, 2015 Approval of Funding Agreements (After 2nd Reading of Budget Ordinance) October 1, 2015 New Budget Year FY 2015/16 Strategic Partnerships for Community Services Grant Funding Policies and Guidelines Page 2 of 2 STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES GRANT FUNDING POLICIES AND GUIDELINES FY 2015-16 I. CRITERIA FOR SUPPORT – CURRENT STANDARDS: A. Purpose Statement for City of Georgetown funding to the nonprofit sector The City of Georgetown values partnerships with organizations that are committed to addressing our community’s greatest public challenges. The purpose of City funding to the nonprofit sector is to cultivate and sustain partnerships with 501(c)3 organizations that strengthen the City’s key priorities in the following areas: • Public Safety; • Transportation; • Housing; • Parks & Recreation; • Veteran Services; and, • Safety Net. B. Key Priority Areas Defined Public Safety. • While the City is Georgetown’s Public Safety leader (Fire & Police), public safety also encompasses a broad scope of work that makes this community safe for all. Eligible organizations and programs may include those that contribute to safe neighborhoods such out of school time, youth empowerment, and neighborhood community centers. Transportation. • Eligible organizations include those that assist in meeting the transportation needs of Georgetown residents unable to access private transportation such as homebound seniors and youth under the age of 16 years. Housing. • Eligible organizations include those that offer emergency shelter, transitional or temporary housing, and affordable housing. FY 2015/16 Strategic Partnerships for Community Services Grant Funding Policies and Guidelines Page 2 of 2 Parks & Recreation. • Eligible organizations include those that provide affordable, accessible activities that enhance Georgetown residents’ health and well-being, including sports, fitness, and other recreational programs. Veteran’s Services • Support veteran programs and services within the community. Safety Net. • The City recognizes its responsibility to support efforts to address this community’s most pressing basic needs. Examples of basic needs include food insecurity, emergency financial assistance, mental/behavioral health care, substance abuse, domestic/family violence, and health care, including, but not limited to, dental and vision. Safety Net priorities will be based on ongoing analysis of unmet existing needs and emerging needs in this community, and may change over time. II. IMPLEMENTATION POLICIES: A. Appropriation of funds for Strategic Partnerships for Community Services does not encumber subsequent councils to continue appropriations for such funding, and does not imply that subsequent councils may provide such funding. Organizations receiving Strategic Partnerships for Community Services grants from the city are encouraged to identify additional and alternative sources of funding. B. When evaluating applications for Strategic Partnerships for Community Services grant funding, the Council shall consider the portion of funding each organization receives from the City, with the objective of encouraging reliance on funding sources other than the City. III. POLICY FOR ESTABLISHING FUNDING AMOUNTS A. Expenditure targets per Fiscal and Budgetary Policy approved by the City Council: The City has targeted funding for these programs to be $5.00 per capita, which may be adjusted to offset the effects of general inflation based upon CPI. If previous funding levels are higher than the targeted amount, and to avoid significant reductions in levels of funding, the City Council shall seek to attain this target chiefly through population growth. These funds will be allocated and paid according to the City Council’s policies and guidelines for Strategic Partnerships for Community Services that were approved by the City Council on April 8, 2014. The proposed funding level for 2015/16 is $400,049, which is the same as in the previous year. B. The Minimum Grant that may be applied for is $10,000. C. The Maximum Grant that may be applied for is $50,000. FY 2015/16 Strategic Partnerships for Community Services Grant Funding Policies and Guidelines Page 2 of 2 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 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 Program Name Brief Description of the Request Contact Information Name, Title Email, Phone 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. 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 and obstacles exist, and what adjustments to goals, strategies, or objectives have been made along the way. (2,000 character max.) Program Request Information This 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.” 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? (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.) Evaluation Specifically define the primary goal 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 sections of this proposal. Goal: What will this funding help you accomplish? Activities: What activities will support or accomplish your goals? Outputs: What do you expect these activities to produce? Outputs are often quantitative measures (# of participants, # of sessions held, # of encounters). 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? Performance Measures: How will you know when you have accomplished your goals? How do you measure your results? How will your monitoring methods help you correct errors, remedy problems, and/or refine your work? GOAL: Activities Outputs 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.) Budget/Budget Narrative 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 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 sources of organizational support? Please list funder names and award amounts. 1. 2. 3. 4. 5. 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 $ List of Attachments • Supplemental Program Request Information [if applicable]. For organizations applying for funding for more than one (1) program. • 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. 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. • 501(c)(3) IRS determination letter. • Previous fiscal year financials. 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. 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 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. 2. 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. 3. 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. 4. What are your plans to ensure that the program is continued and supported beyond this grant cycle? 500 character max. 5. Does this program provide opportunities for matching or incentive funds within your organization or from other grantees? 500 character max. 1 2015 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: 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.) 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: City of Georgetown, Texas Strategic Partnerships for Community Services March 18, 2015 SUBJECT: Consideration and possible action to set dates and times for 2015 Partnerships for Community Services Advisory Board Meetings--C.O. Smith, SPCS Board Chair ITEM SUMMARY: Per the Bylaws of the Strategic Partnerships for Community Services Advisory Board (SPCS): "Section 4.1. Time and Date of Regular Meeting. The Board shall meet at least once per year and whenever necessary to carry out its responsibilities and purpose. The 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 necessary regular meetings on the same week of the month, the same day of the week, at the same time, and at the same place as decided by the Members at the first meeting of the Board after the annual appointment process." After reviewing the grant cycle timeline the SPCS Advisory Board will determine the necessary meetings to complete the FY 2015 Grant Cycle recommendations to the City Council. FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for C. O. Smith, Board Chair