HomeMy WebLinkAboutAgenda_SPCS_03.29.2016Notice of Meeting for the
Strategic Partnerships for Community Serv ices Adv isory Board
of the City of Georgetown
March 29, 2016 at 3:30 PM
at City Hall, Main Floor Conference Room, 113 E. 8th Street, Georgetown, Texas 78626
The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le
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fo ur (4) d ays prior to the sc heduled meeting d ate, at (512) 930-3652 or City Hall at 113 East 8th Street for
ad d itional informatio n; TTY users ro ute thro ugh Relay Texas at 711.
Legislativ e Regular Agenda
A Call to Ord er--Suzy Pukys , SP CS Advis ory Board Chair
B Ro ll Call --Suzy Pukys , SP CS Advis o ry Board Chair
C Welc o me and Intro d uc tion of New Board Members – S uzy P ukys, SPCS Advis o ry Bo ard Chair
D No minations and elec tion of Vice-Chair of the S PCS Ad visory Board. – S uzy P ukys, S PCS Ad visory
Board Chair
E No minations and elec tion of a Secretary of the S trategic P artners hips for Community Services (SPCS)
Ad visory Bo ard . – S uzy P ukys, SPCS Advis o ry Bo ard Chair
F Review and d is cus s io n regarding the By-Laws fo r the Strategic Partners hips fo r Co mmunity Servic es and
the City C o unc il Attendance Polic y fo r Bo ard Members--S uzy Pukys, SP CS Advis o ry Bo ard Chair and
Shirley Rinn, Board Liaison
G Co nsideration and possible actio n to approve the Minutes fro m the Feb ruary 3, 2016 S PCS Ad visory
Board Meeting—S uzy P ukys, Advis o ry Board Chair
H Overview and review of the grant c yc le timeline and review o f the Polic y, Guid elines, Applic ation, and
Evaluation and Rec o mmendatio n Proc es s fo r the FY 2016-17 Strategic Partners hip s for Community
Servic es G rant C yc le--Suzy Pukys , SPC S Bo ard Chair and Shirley J. Rinn, Board Liaison
I Dis cus s ion and pos s ible actio n regarding pos s ible revisions and /or upd ates to the City of Geo rgeto wn
Evaluation Rub ric fo r us e during the FY 2016-17 Grant Applic ation Cyc le. --S uzy P ukys, Board Chair
J Co nsideration and possible actio n to s et dates and times for 2016-17 Partners hip s for Community
Servic es Ad vis ory Board Meetings--Suzy Pukys Board Chair
K Ad jo urn
CERTIFICATE OF POSTING
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2016, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
____________________________________
S helley No wling, City Sec retary
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 29, 2016
SUBJECT:
Welcome and Introductio n o f New Bo ard Memb ers – Suzy Pukys , SPCS Ad vis ory Board Chair
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for Suzy Pukys , Bo ard Chair
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 29, 2016
SUBJECT:
Nominations and electio n o f Vic e-Chair of the SP CS Advis o ry Bo ard . – Suzy Pukys , SP CS Advis o ry
Bo ard Chair
ITEM SUMMARY:
Per the Bylaws of the S trategic P artners hips for Community Services Ad vis o ry Bo ard (S PCS):
“S ectio n 3.1 – Officers . The Board Officers are Chairman, Vic e-Chairman and S ecretary. T he Chairman is
ap p o inted by the C ity Co uncil d uring the annual ap p o intment proc es s . The other Bo ard Offic ers are
elected by a majority vote of the Members at the firs t meeting after the annual ap p o intment proc es s .”
The Chair of the Bo ard , Suzy Pukys , will take the no minatio ns fro m the floor, fo r pos itio n o f Vic e-Chair.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for Suzy Pukys , Bo ard Chair
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 29, 2016
SUBJECT:
Nominations and electio n o f a Sec retary of the Strategic Partnership s for C o mmunity S ervic es (SPCS)
Advis o ry Board. – Suzy Pukys , SPCS Advis ory Board Chair
ITEM SUMMARY:
Per the Bylaws of the S trategic P artners hips for Community Services Ad vis o ry Bo ard (S PCS):
“S ectio n 3.1 – Officers . The Board Officers are Chairman, Vic e-Chairman and S ecretary. T he Chairman is
ap p o inted by the C ity Co uncil d uring the annual ap p o intment proc es s . The other Bo ard Offic ers are
elected by a majority vote of the Members at the firs t meeting after the annual ap p o intment proc es s .”
The Chair of the Bo ard , Suzy Pukys , will take the no minatio ns fro m the floor, fo r pos itio n o f S ecretary.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for Suzy Pukys , Bo ard Chair
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 29, 2016
SUBJECT:
Review and dis c us s ion regard ing the By-Laws for the S trategic P artners hip s for Community Services and
the City Co unc il Attend anc e P o licy for Bo ard Memb ers --Suzy Pukys , SPC S Ad vis ory Board Chair and
Shirley Rinn, Bo ard Liais o n
ITEM SUMMARY:
The Bo ard Bylaws and City Co uncil Attendanc e P o licy for Bo ard Members is reviewed annually.
The mo s t recent s et of Bylaws for the Strategic Partnership s for Community S ervic es Advis o ry Bo ard was
ap p ro ved b y the City Counc il on December 8, 2015. Tho s e By-Laws are attac hed fo r reference.
On January 20, 2016, the S PCS Ad visory Bo ard rec o mmended changes to the bylaws related to the
req uirements for b o ard membership as fo llows :
Mo tion by Cus hing, sec o nd b y Pukys to rec ommend to the City Counc il that the membership
req uirements for the S trategic Partners hip s for Community Services b e mo d ified as fo llo ws:
"S ec . 2.114.010. -Created; memb ers hip.
A. There is created the "Strategic P artners hips fo r Co mmunity Services Ad visory
Board" o f the City o f Georgetown (the "Bo ard "). This Chap ter s up p lements the
provis io ns o f Co d e of Ord inances C hapter 2.36 City Commissio ns , C o mmittees , and
Boards .
B. T he Bo ard shall c o nsist of five members. Members s hall be ap p o inted in
ac c ordance with the City Charter. Memb ers shall be s elected fro m the fo llo wing
catego ries includ ing:
1. One memb er who is a C PA o r Ac countant, p referab ly with no nprofit financ ial
b ac kground; and
2. One Two memb ers with a s tro ng wo rking kno wledge o f loc al no nprofits ; and
3. One memb er with exp ertis e in grant writing and/o r grant evaluation; and
4. Two One citizens-at-large with relevant exp ertise in fields s uc h as health c are,
inc luding vision and dental healthc are, educatio n, etc. If no qualified ind ividuals are
available, appointments s hall be mad e in ac cordance with the Code o f Ordinanc es
Chap ter 2.36.030(G).
C. The members s hall res id e in the c o rp o rate City limits o r the extraterritorial
juris d ic tio n o f the City.
Ap p ro ved 5-0
These b ylaw revis ions will be cons id ered by the C ity Co uncil p rio r to the Boards & Commissions Board
Memb er appo intment proc es s for FY 2016-17.
Sec tion 4.9 Attend anc e of the Bylaws o f the S trategic P artners hips fo r Community Services Ad visory
Bo ard states:
"Section 4.9. Attendance. Members are req uired to attend Bo ard meetings p rep ared to
disc us s the is s ues o n the agenda. A Member s hall notify the Chairman and the S taff Liaison
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if the Memb er is unab le to attend a meeting. Exc es s ive ab s enteeis m will be s ubjec t to
ac tion und er Counc il p o licy and may res ult in the Member being rep laced on the
Board . See Ord inance Sec tion 2.36.010D. Exc es s ive ab s enteeis m means failure to attend at
least 75% of regularly sc heduled meetings , inc luding Bo ard meetings and Sub committee
meetings . If a Member is removed from the Bo ard that positio n shall b e c o nsidered
vacant and a new Memb er shall be appointed to the Board in acc ordanc e with Sec tion 2.5
above."
Chap ter 2.36 CITY COMMIS SIONS, COMMITTEES , AND BOARDS , Sec tion 2.36.010(D) – Duties of
Memb ers of the City o f Georgetown Code of Ord inances, also ad d res s es the C ity Co uncil’s p o licy on
attendance for Bo ard Members:
SEC 2.36.010 DUTIES OF COMMISSION, COMMITTEE & BOARD MEMBERS
“D. Attendance b y Memb ers is integral to s ucc es s of the c o mmis s ion, c ommittee o r
b o ard. It is Counc il polic y to req uire a minimum of 75 perc ent attendanc e o f eac h Memb er
at eac h regularly s ched uled meeting inc lud ing sub committee meetings . A Memb er shall be
allo wed two exc used ab s enc es for the Memb er's personal medic al c are, required medic al
care of a Member's immed iate family member (as defined by City O rd inance), or
Member's military S ervic e that shall not c o unt agains t the 75 p ercent attend anc e
req uirement. Written no tic e shall be s ent to a Member and the Memb er's C ity Co uncil
rep res entative when it ap p ears the Member may violate the attendanc e polic y b y b eing
ab s ent fro m more than 25 perc ent o f regularly sc heduled meetings , inc lud ing sub committee
meetings . Excessive absenteeism may res ult in the Member b eing rep lac ed b y the Co uncil.
If a Member is removed from a c ommittee, c o mmis s io n o r board, that p o s ition shall be
cons idered vac ant and a new Memb er s hall be ap p o inted to the Board in acc o rd anc e with
Sec tio n 2.36.040”
The City Sec retary and the Mayo r review attend anc e and determine if warning or remo val letters need to b e
s ent to a Member that is in danger o f or has vio lated the 75% Council mandated attendance policy.
Absences are exc us ed fo r medic al reasons o r military reas o ns. City Co uncil and S taff Liaisons are notified
if any letters are s ent to a Member.
Absences for any S p ecial Meetings that are s c hed uled d o no t count to ward the 75% Attend anc e Po licy.
The C ity of Georgetown values the vo lunteers that serve o n its C o mmis s io ns, Committees o r Bo ard s and
is fo rtunate to have a multitude of c itizens who apply to b e a p art o f the p ublic proc es s b y s erving on
them. Ac c o rd ingly, it is very important that the members who are ap p o inted to b e o n a City of
Geo rgeto wn Co mmis s io n, Co mmittee or Bo ard und ers tand the imp o rtance o f their attend anc e and their
p artic ip ation at the regularly sc heduled meetings o f these Commission, Committee or Bo ard meetings .
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for Suzy Pukys , Bo ard Chair
ATTACHMENTS:
Description Type
Bylaws Backup Material
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 29, 2016
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the Minutes from the Feb ruary 3, 2016 SP CS Advis o ry
Bo ard Meeting—Suzy Pukys , Ad visory Board C hair
ITEM SUMMARY:
ATTACHMENTS:
1. Draft Minutes for the F eb ruary 3, 2016 SP CS Advis o ry Bo ard Meeting.
FINANCIAL IMPACT:
None
SUBMITTED BY:
Shirley J. Rinn fo r S uzy P ukys, S PCS Ad vis o ry Bo ard Chair
ATTACHMENTS:
Description Type
DRAFT Minutes Backup Material
Page 13 of 41
SPCS Advisory Board Minutes
February 3, 2016
Page 1 of 2
Minutes of the Meeting of the
Strategic Partnerships for Community Services Advisory Board
City of Georgetown, Texas
February 3, 2016
The Strategic Partnerships for Community Services Adviso ry Board of the City of
Georgetown, Texas, met on Wednesday, February 3, 2016 at 5:30 p.m.
Members Present: C.O. Smith, Suzy Pukys, Severine Cushing, Larry Gambone and Barbara
Rauch
Members Absent: None
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 5:30 p.m.
B Roll Call --C.O. Smith, SPCS Advisory Board Chair
Present: C.O. Smith, Suzy Pukys, Severine Cushing, and Larry Gambone
Absent: Barbara Rauch
C Consideration and possible action to approve the Minutes from the January 20, 2016
SPCS Advisory Board Meetings—Séverine Cushing, SPCS Advisory Board Secretary
Motion was made by Pukys, second by Cushing to approve the Minutes from the
January 20, 2016 SPCS Advisory Board Meeting. Approved 4-0 (Rauch Absent)
Page 14 of 41
SPCS Advisory Board Minutes
February 3, 2016
Page 2 of 2
D. Discussion and possible action regarding possible revisions and/or updates to the City
of Georgetown Evaluation Rubric for use during the FY 2016-17 Grant Application Cycle.
--C.O. Smith, Board Chair
The Board reviewed the example of a new proposed evaluation tool provided by
Cushing for the Board’s review. There was extensive discussion regarding the format
and how it would be utilized. It was determined that the staff liaison, Shirley Rinn,
would work with Cushing to mesh the questions included in the current Evaluation Tool
with the new format and that the SPCS Board would then review it at the next meeting
when the new board members are appointed.
F. Discussion and possible action on future meetings and topics—C.O. Smith, SPCS
Advisory Board Chair
The next meeting will be held in March 2016 after the new board members are
appointed by the City Council on February 23, 2016.
The Board thanked the outgoing Chair, C.O. Smith, for his service on the Board.
G. Adjourn
Motion by Gambone, second by Pukys to Adjourn (Approved 4-0) (Rauch Absent)
The meeting was adjourned at 6:26 p.m.
Attest:
_____________________ , Board Secretary Suzy Pukys, Board Chair
Page 15 of 41
City of Georgetown, Texas
Strategic Partnerships for Community Services
March 29, 2016
SUBJECT:
Overview and review o f the grant cycle timeline and review of the Po licy, G uidelines , Ap p licatio n, and
Evaluatio n and R ec ommend ation P ro cess for the F Y 2016-17 Strategic Partners hips fo r Co mmunity
Services Grant Cyc le--S uzy P ukys, SPCS Board Chair and S hirley J. Rinn, Bo ard Liais o n
ITEM SUMMARY:
Shirley J. Rinn will p ro vide an o verview o f the S trategic P artners hips fo r Community Services Grant
Proc es s and will review the timeline and all related materials related to the grant applic ation proc es s .
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for Suzy Pukys , Bo ard Chair
ATTACHMENTS:
Description Type
Timeline Backup Material
Policy and Guidelines Backup Material
Common Grant Application Backup Material
Application Addendum Backup Material
Program Budget Backup Material
Page 16 of 41
STRATEGIC PARTNERSHIPS FOR
COMMUNITY SERVICES FUNDING
PROPOSED TIMELINE FY 2016-17
Dates Task
February 23, 2016 Board Appointments
March 29, 2016 First Meeting for the Board to elect officers, set
meeting schedule, review bylaws, policy and
guidelines, grant cycle timeline, application and
scoring materials for Grant process.
April 1, 2016 Grant Applications mailed to current recipients and
others who have requested information during
course of the year.
April 1, 2016 Ad placed in Williamson County Sun and on
Website
May 16, 2016 Deadline for Return of Applications
May 27, 2016 Provide Board with Completed Applications and
Evaluation Rubric.
July 1-15, 2016 Schedule SPCS Advisory Board Meeting(s) in
order for the Board to review and discuss grant
applications, and make grant allocation
recommendations to be presented to the City
Council.
July 27, 2016 Recommendations from the SPCS Advisory Board
to be presented to the City Council for approval.
September 13, 2016 or September 27, 2016
Approval of Funding Agreements by the City
Council (After 2nd Reading of Budget Ordinance)
October 1, 2016
New Budget Year
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FY 2016/17 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 2016-17
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.
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FY 2016/17 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 14, 2015.
The proposed funding level for 2016/17 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.
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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 20 of 41
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
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and obstacles exist, and what adjustments to goals, strategies, or objectives have been made along the way. (2,000
character max.)
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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 (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.)
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.)
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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
Page 25 of 41
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.)
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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.
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What are your cash reserves? How many months could you operate at your continued budget level?
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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:
balance sheet;
income statement;
year-to-date financials (balance sheet and income statement);
Audited financials and Form 990. Refer to specific funder’s requirements.
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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-$50,000):
Proposed Program Abstract
1. Describe how the proposed program aligns with one or more of the City’s priority areas
(Public Safety, Transportation, Housing, Veteran’s Services, Parks & Recreation, Safety Net).
500 character max.
2. To what extent do you educate and empower your target population toward self-sufficiency? If this
question does not apply to your request, insert “N/A”. 500 character max.
3. Does your organization currently receive any other monetary or in-kind assistance from the
City of Georgetown, including, but not limited to, subsidies for utilities, rent, or other
services. 500 character max.
4. Does this program provide opportunities for matching or incentive funds within your organization or
from other grantees? 500 character max.
5. Provide the total numbers served and the total number of Georgetown citizens served. 500 character
max.
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Program Budget City of Georgetown Grant Application for 2016-17
This format is required. Please enter your information into the shaded cells for rows applicable to your program/project.
Use the "Other" sections to provide data for other types of revenue or expense in your program or project budget.
Show specifically how our grant is used. Include narrative at the bottom to explain your numbers & assumptions, as needed.
Name of Organization:
Budget Period From: To:
Total Program or Detail for this
Revenue/Support for this Program or Project Project Budget Grant Request
Individual contributions -$ -$
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
Page 1 of 3
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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
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 29, 2016
SUBJECT:
Disc ussion and p o s s ib le ac tion regard ing po s s ib le revis io ns and/o r up d ates to the City o f Georgetown
Evaluatio n Rubric for us e d uring the FY 2016-17 Grant Ap p licatio n Cycle. --Suzy Pukys , Bo ard Chair
ITEM SUMMARY:
The Bo ard will c ontinue its review of and co ns ider revisions and /or updates to the C ity of Geo rgeto wn
Evaluatio n Rubric for us e d uring FY 2016-17 Grant Applic ation Cyc le.
ATTACHMENTS:
1. Current City of Geo rgeto wn Evaluation Rub ric
2. P ro p o s ed Draft Evaluation To o ls for Review
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for Suzy Pukys , Bo ard Chair
ATTACHMENTS:
Description Type
Current Evaluation Rubric Backup Material
Propos ed Evaluation Rubric DRAFT Backup Material
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1
2016 Williamson County Common Application Evaluation Rubric (CURRENT) 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:
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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.)
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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:
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 29, 2016
SUBJECT:
Cons id eration and p o s s ib le ac tion to set dates and times fo r 2016-17 Partners hips fo r Co mmunity Servic es
Advis o ry Board Meetings--S uzy P ukys Bo ard Chair
ITEM SUMMARY:
Per the Bylaws of the S trategic P artners hips for Community Services Ad vis o ry Bo ard (S PCS):
"Sec tion 4.1. Time and Date o f Regular Meeting. The Board s hall s ched ule all regular
meetings in ac c ordance with the requirements o f the Bo ard 's respons ib ilities ."
The SPCS Ad vis ory Board will meet at leas t onc e p er year and whenever nec es s ary to c arry o ut its
res p o nsibilities and p urpose. The date, time and plac e of the Board meetings will be d ecided b y the
Memb ers at the firs t meeting of the Board after the annual ap p o intment proc es s .
After reviewing the grant cycle timeline the S PC S Ad visory Board will d etermine the necessary meetings to
complete the F Y 2016-17 Grant Cyc le rec ommend ations to the City Counc il.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley Rinn for Suzy Pukys , Bo ard Chair
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