HomeMy WebLinkAboutAgenda_SPCS_03.02.2017Notice of Meeting for the
Strategic Partnerships for Community Serv ices Adv isory Board
of the City of Georgetown
March 2, 2017 at 3:50 PM
at City Hall Main Floor Conference Room located at 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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Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th
Street fo r add itional info rmation; TTY us ers ro ute through 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 and S ecretary o f the SPCS Advis ory Board. – Suzy Pukys ,
SPCS Advis o ry Bo ard Chair
E 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
F Co nsideration and possible actio n to approve the Minutes fro m the January 19, 2017 S PCS Ad visory
Board Meeting—S uzy P ukys, Advis o ry Board Chair
G 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 2017-18 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
H Overview and d is cus s io n o f future review of FY 2015-16 Annual Rep orts and proc es s regard ing the future
reporting fo rmat fo r the Annual Reports —S uzy P ukys, Advis o ry Bo ard Chair and S hirley Rinn, Bo ard
Liais o n
I Review and d is cus s io n regarding City Leas e Agreements to loc al no n-p ro fits —Suzy Puky, Advis o ry
Board Chair and Shirley J. Rinn, Bo ard Liais on
J Co nsideration and possible actio n to s et dates and times for 2017-18 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 __________________, 2017, 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.
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____________________________________
S helley No wling, City Sec retary
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 2, 2017
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 2, 2017
SUBJECT:
Nominations and electio n o f Vic e-Chair and Sec retary of the S PCS Ad viso ry Bo ard . – S uzy P ukys, SPCS
Advis o ry 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 Vic e-Chair
and Sec retary.
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 2, 2017
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 Oc tober 11, 2016. Tho s e By-Laws are attac hed fo r reference.
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
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
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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
SPCS Advis ory Board Bylaws Backup Material
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 2, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the Minutes from the January 19, 2017 SP CS Advis o ry
Bo ard Meeting—Suzy Pukys , Ad visory Board C hair
ITEM SUMMARY:
ATTACHMENTS:
1. Draft Minutes for the January 19, 2017 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 January 19, 2017 Backup Material
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SPCS Advisory Board Minutes
January 19, 2017
Page 1 of 3
Minutes of the Meeting of the
Strategic Partnerships for Community Services Advisory Boa rd
City of Georgetown, Texas
January 19, 2017
The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas,
met on Wednesday, Thursday, January 19, at 3:30 p.m.
Members Present: Suzy Pukys, Larry Gambone, Barbara Rauch, Alexia Griffin, and George Porter
Members Absent: None
Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager
MINUTES
Legislative Regular Agenda
A. Call to Order--Suzy Pukys, SPCS Advisory Board Chair
The Meeting was called to Order at 3:40 p.m.
B. Roll Call --Suzy Pukys, SPCS Advisory Board Chair
All Members were present. Councilmember John Hesser was also present.
C. Consideration and possible action to approve the Minutes from the July 6, 2016 SPCS Advisory Board
Meeting—George Porter, Secretary
Motion by Porter, second by Griffin to approve the Minutes from the June 1, 2016 SPCS Advisory Board
Meeting, as amended. (Approved 5-0)
A. Consideration and possible action to adopt the Second Amended Bylaws for the Strategic
Partnerships for Community Services Advisory Board approved by the City Council on October
11, 2016—Suzy Pukys, Board Chair
Motion by Porter, second by Gambone to adopt the Second Amended Bylaws for the Strategic
Partnerships for Community Services Advisory Board approved by the City Council on October
11, 2016. (Approved 5-0)
B. Discussion and possible action regarding a review and evaluation of all of the relationships that the City
has with local nonprofits to clearly identify which agencies are benefiting from the City of Georgetown’s
monetary and/or in-kind resources—John Hesser, Councilmember, District 3
John Hesser provided an overview of how the Strategic Partnerships for Community Services Advisory
Board was established and wanted to circle back around with the Board to see how the process is
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SPCS Advisory Board Minutes
January 19, 2017
Page 2 of 3
working since we have utilized the Advisory Board for two full grant cycles. He wanted to know if the
process and methodology was working and if not whether there were any recommendations to
improve the process. He also wanted to get the Board’s insight as to whether we were accomplishing
what we set out to do.
There was a discussion regarding the board’s potential role with regard to vetting in-kind grants for free
rent, land leases and/or utilities and also the need for transparency for the public to be able to disclose
the full impact of the types of grants the City awards, whether they were monetary or in-kind subsidies
of utilities, rent, or land, and which agencies receive those monetary or in-kind subsidies or both. The
Board inquired whether it could receive a comprehensive overview of this type information.
Rinn provided an overview of why the Board referred Williamson Burnet County Opportunities’ (WBCO)
Grant Request for utilities and rental of the Madella Hilliard facility back to the City Council for approval
for its FY 2016-17 grant request. There was discussion about the benefit of having a comprehensive
overview of all of this type of information so that the Board could make more informed decisions. They
told Hesser that if Rinn had not been able to fill them in on WBCO’s receiving the in-kind benefits they
would have probably provided them additional grant monies a couple of years ago and that it would be
helpful to have this information in advance of the review of the grant applications so that this type of
situation doesn’t occur. Rinn and Hesser told the Board know the City recently compiled a listing of all
of the properties that were being leased by non-profit organizations. The Board indicated that they
would like to see a copy of the comprehensive list. Rinn told the Board that it included some property
valuations and estimated rental values for each of the facilities and that this information had been
presented to the City Council in Executive Session and that she would need to get permission to provide
that information to the Board. However, she would be able to provide a comprehensive list of all of the
Lease Agreements and the terms of those agreements to the Board.
There was some discussion whether or not the oversight of the lease agreements and property should
reside with this Advisory Board or another so that each of them could be properly vetted prior to
approval. There was discussion that if that occurred it would mean changing the City Council’s Charge
for this Advisory Board.
There was additional discussion regarding the need to include in future lease agreements of this nature
provisions for maintenance responsibility of the city owned facilities so that they don’t deteriorate and
to ensure that the properties are sustaining themselves. Hesser also told the Board that one of the
things that the Council wanted to look at was how to approach the renewals of each of these leases as
they come due in the long term to ensure that the city’s facilities continued to be maintained over time.
As an example, Hesser described the situation with the Grace Church Lease Agreement. Rinn told the
Advisory Board that we had City staff that were monitoring the Grace Church Lease Agreement.
The Board discussed the potential need to sit down and review all of this information and come up with
some guiding principles with regard to how to award grants to organizations that also receive in-kind
subsidies. The Board discussed the additional need to review the lease agreements each year to vet
whether there were any issues with each of them that needed to be addressed. Rinn told the Board
that she could provide them with a list of the Lease Agreements the City has with various organizations
in the community. It was clarified that the in-kind subsidies were not included in the $400,049 that is
currently allocated for Strategic Partnerships for Community Services grants.
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SPCS Advisory Board Minutes
January 19, 2017
Page 3 of 3
The Board discussed the current process of recommending and allocating the Strategic Partnerships for
Community Services Grants, and all agreed that the process is working well. Hesser told the Board that
the Council is pleased with the current processes and how the Board has vetted the applications.
C. Discussion and possible action regarding the FY 2015-16 Annual Reports and the future reporting
format for the Annual Reports—Suzy Pukys, Advisory Board Chair
Rinn provided an overview of the Annual Reports that were received for from the Agencies that
received grants for FY 2015-16.
Discussion regarding the need to find a way to standardize the Annual Reports in the future. The Board
discussed adding an exhibit to the Performance Agreements to provide an example of a standardized
reporting format for the Annual Reports. Additional discussion regarding the actual need for all of the
auditing information and whether having a shorter report that specifically shows how they used the
funding they received.
Further discussion about how to get more valuable reporting from the agencies that specifically
addresses how they used the funding they received.
D. Adjourn
Meeting was adjourned at 5:20 p.m.
Attest:
George Porter, Board Secretary Suzy Pukys, Board Chair
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City of Georgetown, Texas
Strategic Partnerships for Community Services
March 2, 2017
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 2017-18 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
Common Grant Application Backup Material
COG Program Addendum Backup Material
Program Budget Backup Material
Policy and Guidelines Backup Material
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STRATEGIC PARTNERSHIPS FOR
COMMUNITY SERVICES FUNDING
PROPOSED TIMELINE FY 2017-18
Dates Task
February 22, 2017 Board Appointments
March 2, 2017 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.
March 15, 2017 Grant Applications mailed to current recipients and
others who have requested information during
course of the year.
March 15, 2017 Grant Application Materials placed on the City of
Georgetown Website
May 1, 2017 Deadline for Return of Applications
May 3, 2017 Board Meeting to review grant applications for
completeness.
May 17, 2017 Completed Applications and Evaluation Rubric to
Boardmembers.
June 15-July15, 2017
Schedule SPCS Advisory Board Meeting(s) as
necessary in order for the Board to review and
discuss grant applications, and make grant
allocation recommendations to be presented to the
City Council.
July 26, 2017 Recommendations from the SPCS Advisory Board
to be presented to the City Council for approval.
July 15-August 14, 2017 Review of format for Annual Reports to be included
as an addendum to the Funding Agreements and
discussion regarding the required elements of the
Annual Reports and ramifications of incomplete or
late reports.
September 12, 2017 or September 26, 2017
Approval of Funding Agreements by the City
Council (After 2nd Reading of Budget Ordinance)
October 1, 2017
New Budget Year
November 2017 SPCS Advisory Board Meeting to review Annual
Reports
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2017 COMMON PROGRAM GRANT APPLICATION
Williamson County Funders
COVER PAGE
Instructions: Complete and submit this application along with attachments listed below. Refer to individual
funder’s grants processes to determine the deadline to submit this complete application, and to determine
whether certain financial documents are required.
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, to define key terms and/or acronyms, and may include critical detail about your
organization or program(s) not already in the grant (no marketing material, please).
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 19 of 33
Key Terms Defined
Please refer to these terms as you respond to requests for information in the Organization Information, Organization
Background, Program Request Information, and Evaluation sections of this application.
MISSION A statement of the overall purpose of an organization – what you will do
every day to make your vision a reality
VISION A picture of the “preferred future;” a statement that describes how the
community’s future will look if the organization achieves its ultimate aims.
VALUES or GUIDING PRINCIPLES General guidelines which set the foundation for how an organization will
operate and run mission-related activities.
GOALS Broad, long-term aims that define accomplishment of the mission (in a
particular work area).
STRATEGIC DIRECTION The main themes/focuses/areas that will lead the organization toward
accomplishing its MISSION.
STRATEGY A plan/activity required to achieve and OUTCOME.
ACTION STEPS Specific steps to be taken to implement a strategy: who is involved, what is
needed, when this will happen
OUTCOME Specific, attainable, realistic result that shows the accomplishment of a
strategy.
From: “United Way Williamson County Strategic Planning terms defined”
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 Target Population Served through
this Program Request (unduplicated
individuals and geographic area(s) – cities, counties,
etc.)
Program Name
Description of the Request (1000 character
max. Include main objectives, rationale, methods
to accomplish your objectives, and anticipated
results.)
Contact Information
Name, Title
Email, Phone
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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 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 the program’s
identified goals. Provide evidence to support the strategies you employ within the program that reinforce your
organization’s long-term goals, 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 and describe how you arrived at your service cost. 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. How will you make the program visible to those who would benefit from it? Specify whether the
program is new or existing. If the program is new, how do you plan to promote it? If the program already
exists, how are you currently promoting it? (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.
Inputs: Resources – human, financial, organizational, community – that a program or organization commits to
an effort. Example: One part-time coordinator, 4 trained volunteers, classroom space, materials (see Program
Budget for more detail).
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: Specific, attainable, realistic result that shows the accomplishment of the strategy. 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:
Inputs
Activities
Outputs (include quantitative
projections, such as anticipated
numbers served)
Outcomes
Performance Measures
GOAL:
Inputs
Activities
Outputs (include quantitative
projections, such as anticipated
numbers served)
Outcomes
Performance Measures
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GOAL:
Inputs
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 24 of 33
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.
What are your cash reserves? How many months could you operate at your continued budget level?
Page 25 of 33
City of Georgetown
STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES
FY 2017-2018 Program 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-$50,000):
Program Addendum
1. Describe how the proposed program aligns with one or more of the City’s priority areas
(Public Safety, Transportation, Housing, Veteran’s Services, Parks & Recreation, Safety Net).
500 character max.
2. To what extent do you educate and empower your target population toward self-sufficiency? If this
question does not apply to your request, insert “N/A”. 500 character max.
3. Does your organization currently receive any other monetary or in-kind assistance from the
City of Georgetown, including, but not limited to, subsidies for utilities, rent, or other
services. 500 character max.
4. Does this program provide opportunities for matching or incentive funds within your organization or
from other grantees? 500 character max.
5. Provide the total numbers served and the total number of Georgetown citizens served. 500 character
max.
Page 26 of 33
Program Budget City of Georgetown Grant Application for 2017-18
This format is required. Please enter your information into the shaded cells for rows applicable to your program/project.
Use the "Other" sections to provide data for other types of revenue or expense in your program or project budget.
Show specifically how our grant is used. Include narrative at the bottom to explain your numbers & assumptions, as needed.
Name of Organization:
Budget Period From: To:
Total Program or Detail for this
Revenue/Support for this Program or Project Project Budget Grant Request
Individual contributions -$ -$
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 2
Page 27 of 33
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 2
Page 28 of 33
FY 2017-2018 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 2017-2018
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.
Page 29 of 33
FY 2017-2018 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 the City of Georgetown’s Fiscal and Budgetary Policy approved by
the City Council on December 13, 2016:
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 grant funding 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 2017/18 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.
Page 30 of 33
City of Georgetown, Texas
Strategic Partnerships for Community Services
March 2, 2017
SUBJECT:
Overview and dis c us s ion of future review of F Y 2015-16 Annual Reports and p ro ces s regarding the future
rep o rting fo rmat for the Annual Rep o rts —Suzy Pukys , Ad visory Board Chair and Shirley Rinn, Board
Liaison
ITEM SUMMARY:
A brief o verview will be p ro vided to the Advis ory Board regarding the review of the Annual Rep o rts that
were s ubmitted from the agenc ies who received Strategic Partnership for C o mmunity S ervic es Grants from
the City of Georgetown. This review will take p lac e at a future date to be determined b y the Advis o ry
Bo ard .
The Ad visory Bo ard will also fo rmat that will be req uired fo r all Annual Rep o rts , as well as the
ramificatio ns for inc o mp lete and/o r late Annual Reports .
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley J. Rinn fo r S uzy P ukys, S PCS Ad vis o ry Bo ard Chair
Page 31 of 33
City of Georgetown, Texas
Strategic Partnerships for Community Services
March 2, 2017
SUBJECT:
Review and dis c us s ion regard ing City Leas e Agreements to lo cal non-p ro fits —S uzy P uky, Ad visory Board
Chair and Shirley J. R inn, Bo ard Liais o n
ITEM SUMMARY:
Shirley Rinn will provid e an overview of the Leas e Agreements the City of Georgetown has with lo cal non-
p ro fits.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Shirley J. Rinn fo r S uzy P ukys, S PCS Ad vis o ry Bo ard Chair
Page 32 of 33
City of Georgetown, Texas
Strategic Partnerships for Community Services
March 2, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion to set dates and times fo r 2017-18 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 2017-18 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
Page 33 of 33