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HomeMy WebLinkAboutAgenda_SPCS_04.11.2018Notice of Meeting for the Strategic P artnerships for Community Serv ices Adv isory Board of the City of Georgetown April 11, 2018 at 5:00 P M at City Hall Community Room, 808 Martin L uther K ing, Jr. St. T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 113 Eas t 8th S treet for additional information; T T Y users route through R elay Texas at 711. L egislativ e Regular Agenda A R eview and dis cus s ion regarding the By-Laws for the S trategic P artners hips for C ommunity S ervic es and the C ity C ounc il Attendance P olicy for Board Members--Jaquita Wils on, S P C S Advis ory Board C hair and S hirley R inn, Board Liais on B Adjourn C C ons ideration and possible action to approve the Minutes from the January 17, 2018 S P C S Advis ory Board Meeting—Jaquita Wilson, Advis ory Board C hair D C ons ideration and possible action to s et dates and times for F Y 2018-19 P artners hips for C ommunity S ervices Advis ory Board Meetings --Jaquita Wilson Board C hair E O verview and review of the grant c yc le timeline and review of the P olic y, G uidelines, Application, and Evaluation and R ecommendation P roc es s for the F Y 2018-19 S trategic P artnerships for C ommunity S ervices G rant C yc le--Jaquita Wilson, S P C S Board C hair and S hirley J. R inn, Board Liais on F C all to O rder--Jaquita Wils on, S P C S Advis ory Board C hair G Nominations and elec tion of Vic e-C hair and S ecretary of the S P C S Advisory Board. – Jaquita Wils on, S P C S Advis ory Board C hair H R oll C all --Jaquita Wils on, S P C S Advis ory Board C hair C E RT IF IC AT E O F P O S T IN G I, S helley Nowling, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of Meeting was pos ted at C ity Hall, 113 E. 8th S treet, a plac e readily ac cessible to the general public at all times, on the ______ day of __________________, 2018, at __________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said meeting. ____________________________________ S helley Nowling, C ity S ecretary Page 1 of 36 City of Georgetown, Texas Strategic Partnerships for Community Services April 11, 2018 S UB J E C T: R eview and disc ussion regarding the By-Laws for the S trategic P artnerships for C ommunity S ervices and the C ity C ouncil Attendanc e P olic y for Board Members --Jaquita Wilson, S P C S Advisory Board C hair and S hirley R inn, Board Liaison IT E M S UMMARY: T he Board Bylaws and C ity C ouncil Attendanc e P olic y for Board Members is reviewed annually. T he most rec ent set of Bylaws for the S trategic P artnerships for C ommunity S ervices Advis ory Board was approved by the C ity C ouncil on O c tober 11, 2016. T hose By-Laws are attac hed for reference. S ection 4.9 Attendance of the Bylaws of the S trategic P artnerships for C ommunity S ervices Advis ory Board s tates : "S ec tion 4.9. Attendanc e. Members are required to attend Board meetings prepared to disc uss the issues on the agenda. A Member s hall notify the C hairman and the S taff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to ac tion under C ouncil policy and may result in the Member being replaced on the Board. S ee O rdinance S ection 2.36.010D. Exc es s ive abs enteeis m means failure to attend at least 75% of regularly s cheduled meetings, including Board meetings and S ubcommittee meetings. If a Member is removed from the Board that pos ition shall be cons idered vacant and a new Member shall be appointed to the Board in acc ordanc e with S ec tion 2.5 above." C hapter 2.36 C I T Y C O MMI S S I O NS , C O MMI T T EES , AND BO AR DS , S ection 2.36.010(D) – Duties of Members of the C ity of G eorgetown C ode of O rdinanc es , als o addresses the C ity C ouncil’s policy on attendanc e for Board Members: S E C 2.36.010 D UT IE S OF C OMMIS S ION, C OMMIT T E E & B OAR D ME MB E R S “D. Attendanc e by Members is integral to s uc cess of the commission, committee or board. It is C ouncil policy to require a minimum of 75 perc ent attendanc e of each Member at each regularly sc heduled meeting including subcommittee meetings. A Member shall be allowed two excus ed absences for the Member's pers onal medical care, required medic al care of a Member's immediate family member (as defined by C ity O rdinance), or Member's military S ervice that s hall not c ount agains t the 75 percent attendance requirement. Written notic e shall be s ent to a Member and the Member's C ity C ouncil repres entative when it appears the Member may violate the attendanc e polic y by being abs ent from more than 25 percent of regularly sc heduled meetings , inc luding s ubc ommittee meetings. Excessive absenteeism may res ult in the Member being replac ed by the C ouncil. If a Member is removed from a committee, c ommis s ion or board, that position s hall be cons idered vacant and a new Member s hall be appointed to the Board in ac cordance with S ection 2.36.040” T he C ity S ecretary and the Mayor review attendanc e and determine if warning or removal letters need to be s ent to a Member that is in danger of or has violated the 75% Council mandated attendance policy. Abs enc es are exc used for medic al reasons or military reasons . C ity C ounc il and S taff Liaisons are notified if any letters are s ent to a Member. Abs enc es for any S pec ial Meetings that are sc heduled do not c ount toward the 75% Attendance P olicy. T he C ity of G eorgetown values the vo lunteers that serve o n its C o mmis s io ns, C o mmittees or Boards and is fortunate to have a multitud e o f citizens who apply to be a part o f the pub lic proc es s by serving on Page 2 of 36 t h e m. Ac cordingly, it is very imp o rtant that the memb ers who are ap p o inted to b e on a C ity of G eorgetown C ommission, C ommittee o r Board unders tand the imp o rtance of their attendance and their partic ipation at the regularly s cheduled meetings of these C ommis s ion, C ommittee or Board meetings . F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: S hirley R inn for Jaquita Wils on, Board C hair AT TAC H ME N T S: Description Type By-Laws Backup Material Page 3 of 36 Page 4 of 36 Page 5 of 36 Page 6 of 36 Page 7 of 36 Page 8 of 36 Page 9 of 36 City of Georgetown, Texas Strategic Partnerships for Community Services April 11, 2018 S UB J E C T: C onsideration and pos s ible ac tion to approve the Minutes from the January 17, 2018 S P C S Advisory Board Meeting—Jaquita Wils on, Advisory Board C hair IT E M S UMMARY: AT TAC HME N T S : 1. Draft Minutes for the January 17, 2018 S P C S Advis ory Board Meeting. F IN AN C IAL IMPAC T: None S UB MIT T E D B Y: S hirley J. R inn for Jaquita Wils on, S P C S Advis ory Board C hair AT TAC H ME N T S: Description Type DRAFT Minutes Backup Material Page 10 of 36 SPCS Advisory Board Minutes January 17, 2018 Page 1 of 7 Minutes of the Meeting of the Strategic Partnerships for Community Services Advisory Boa rd City of Georgetown, Texas January 17, 2018 The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Wednesday, Thursday, January 17, 2018, at 4:00 p.m. Members Present: Suzy Pukys, Michael Douglas, Jaquita Wilson, 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 4:07 p.m. B. Roll Call --Suzy Pukys, SPCS Advisory Board Chair All Members were present. C. Consideration and possible action to approve the Minutes from the August 29, 2017 SPCS Advisory Board Meeting—George Porter, Secretary Motion by Douglas, second by Wilson to approve the Minutes from the August 29, 2017 SPCS Advisory Board Meeting (Approved 5-0) D. Consideration and possible action to amend and modify the Annual Report format approved at the August 29, 2017 SPCS Advisory Board Meeting –George Porter, Secretary Discussion with Board whether or not any changes needed to be made to the reporting format that was discussed at the August 29th Meeting. Several members indicated that they were concerned about the reporting format because some of the recently received reports did not utilize the new reporting format nor the checklist. Rinn explained that the reports the Board received for this reporting cycle (FY 2016-17) were not required to utilize the new reporting format, but that she had requested that they do so if they were able to. In making that request some of the reports that were received utilized the new reporting format, and others did not. It was noted that when reviewing the reports and comparing them to the contract terms, it was noticed that many of the agencies didn’t really explain how they “coordinated as appropriate with the City and other community service providers in the provision of services to Georgetown residents”. There was discussion that if these terms were something that was important to the City to know, that we needed to Page 11 of 36 SPCS Advisory Board Minutes January 17, 2018 Page 2 of 7 emphasize to the agencies that these terms are in the contract and that they need to be sure and address it in their annual reports. The Board reviewed and discussed the Annual Reports that were provided by the agencies for the 2016-17 fiscal year. There was discussion that in the future it needed to be emphasized to the agencies that they need to provide better details for the budgets for the programs for which they were requesting as opposed to the entire budget for the agency and that the City wants to know “how” the agencies utilized the funds that they were awarded. Boys and Girls Club There was concern that while the report was very detailed with their outputs and provided lots of good information about their programs, the report didn’t really focus on or tie to the program goals that the Boys and Girls Club listed on their grant application. There was also concern that the Program Budget Report that was provided didn’t detail or provide a specific breakdown on what the grant funds were spent on, only that they were spend in certain areas. The Board indicated that it was important that someone should follow up with the agency to provide them with feedback on what could be done to improve the agency’s reporting in the future. Pukys indicated that since she was the board member who had the most concerns about the reporting, she would be happy to meet with the agency staff to provide them with some feedback that would improve their reporting in the future. The Board felt that it was important for the agencies who receive funding do what they say they are going to do in their grant applications or provide the program the city asked them to do in lieu of their grant request and follow it up with accurate reporting. There was additional discussion by the Board that it was important that all of the agencies understand that it was important for them to detail and itemize how they are specifically spending the grant funds and not just lump it all into a “category” such as “operating costs”, but rather detail the specific type of operating cost. This is especially important when the local agency is part of a larger organization. There was additional discussion regarding whether or not there was a need to set up additional training sessions on the requirements of the Common Grant Application. Pukys clarified to the Board that these trainings have been done multiple times and the agencies know what the requirements are and what to do. It’s just a matter of them doing it. Brookwood in Georgetown There was a discussion about the need provide a more detailed breakdown on how the scholarships were distributed. While the Board is not asking for the names of who received the scholarships, they would like to see a breakdown of how many scholarships were award, whether they were partial or full scholarships, and an assurance that the scholarships went specifically to Georgetown residents. The Board was also concerned that the Program Budget Report provided the agency’s entire Operating Budget and not a specific breakdown of how the City’s grant funds were utilized for the scholarship program, which was the purpose of the grant award. The Board members did indicate they were pleased to see a breakdown on the process BIG uses to award the scholarships. Page 12 of 36 SPCS Advisory Board Minutes January 17, 2018 Page 3 of 7 CASA The Board acknowledged that CASA provides many services in Williamson County. However, they would like to see more specific details about how the city’s grant funds are utilized specifically in Georgetown and for Georgetown citizens. The Board felt like the Annual Report focused more on the agency as a whole as opposed to reporting specifically about the program aspects in Georgetown and for Georgetown citizens. The Board also noted that the Program Budget Report also provided the budget for the entire program and that it did not specifically detail how the city’s grant funds were actually specifically spent. Faith in Action The Board felt like the agency did a really good job on reporting their outcomes and outputs. They noted that the agency recently changed leadership and they have definitely ramped up their outreach. There was discussion that Faith in Action was also working with the City to apply for another grant to help increase their outreach. The Board noted that the services this organization provides is the only one of its kind in the area. Caring Place The Board was impressed with the number of Georgetown Families the Caring Place provides services to. There was some discussion about how the Caring Place coordinates with other agencies, but the Board acknowledged that most who live in Georgetown are familiar with the Caring Place operations and that they do work with other agencies to provide the services they do. The Board noted that the annual report did a good job focusing on the program that they applied for the grant for. The Program Budget Report needs to provide more specific details about what the city’s grant funds were specifically spent on as opposed to the whole agency budget. The Georgetown Project The Board was impressed with the Georgetown Project’ programs and the impact that they have the kids they serve. However, there was some concern about how the information about the summer camp program (Kid City) is advertised. There is a perception that there are many parents who would like to have their kids participate in Kid City, but they don’t know how to go about getting information on how to enroll their children in this program, or who to go to in order to inquire about it. It’s important to parents to know about this type of curriculum based program for their children. There was discussion that this particular issue is not a problem at the Nest. There seems to be a pretty good network disseminating information about that program. The Board would like to see more information about how the agency promotes Kid City. The Agency did a really good job of detailing their outputs and outcomes in the annual report. They also did a good job on detailing how the grant funds were utilized in their Program Budget Report. Girls Empowerment Network There was a brief discussion about the current relationship between GISD and GEN and how it is much improved this year compared to last since GEN hired a much more experienced staff person who has the educational and related work experience to facilitate the big difference in how the program is administered. GISD is now supportive of the program with the improvements they have seen this past year and have indicated that they would like to see funding continue for this program. Page 13 of 36 SPCS Advisory Board Minutes January 17, 2018 Page 4 of 7 The Board felt like they did a good job detailing their outputs and outcomes in their annual report. The Board also noted that GEN did a really good job in breaking out this program in Georgetown from the larger organization. They also did the same thing in the Program Budget Report. Habitat for Humanity The Board noted that while our grant funding was limited to Home Repair they still reported on their other programs as well. The Board did note that they exceeded their goal of repairing 5 houses by doing repairs on 11 houses. They felt like Habitat did a good job on the annual report and Program Budget Report. There was a brief discussion on the income levels needed to qualify for Habitat’s programs, as well as the ongoing concerns about the increasing values of Habitat homes that can hinder the owner’s abilities to pay the rising taxes. They also indicated that they are comfortable with the City’s decision to provide the grant funds specifically for the Home Repair Program. They felt like this program is a good place for the city to ask Habitat to use its grant funds. The Locker There was a brief discussion about how the program is being utilized in the schools. There was some concern about the parameters the agency utilizes to accurately track their outputs/outcomes when there really isn’t a mechanism to track the actual number of kids that utilize the Locker at the schools. There was an acknowledgement that the program is probably utilized a lot more because they don’t closely monitor who goes in and out to get the supplies they need than if it were more closely monitored. There is no way to know whether a student goes once or multiple times a day to utilize the Locker’s services. There was also discussion how the Locker was able to help a homeless student this past year. In discussing this situation, they noted it was difficult to facilitate that situation because that while the Nest is a resource, they do not have overnight facilities. It was also noted that a portion of the funding was used to pay for extra-curricular activities and AP Testing in addition to providing supplies to the kids. Wilson indicated to the Board that there is a real need for this type of program in the schools, but it is really hard for the agency to adequately track its outputs. She also mentioned the Locker may be able to also assist parents with the cost of make-up classes and ROTC. It was noted that the agency didn’t spend as much as it planned to on the entire program for the year. Because of this, was a question as to how well the program is promoted in the schools to ensure as many kids know about it as possible so that the program is adequately utilized? There was some discussion about the advantage this agency has over others by having direct access to the students to help with fundraising at the schools, as well as the amount of the salaries for an organization of this size, given the scope of its services and utilization of student and school staff volunteers. The Board also expressed a desire to see more details about the types of Service Learning Projects the students are working on with the Locker. The Program Budget Report did not specifically detail what the city’s grant fund were spent on. The reporting that the agency provides need to be more focus on the Program that the agency plans to use the grant funds for and not the entire organizational budget. There was also some discussion regarding the percentage of the budget that goes to salaries given the scope and size of the organization. Page 14 of 36 SPCS Advisory Board Minutes January 17, 2018 Page 5 of 7 Lone Star Circle of Care The Board noted that this was an agency that the city restricted the use of the city’s grant funds to uninsured adult dental care. It was noted that they did a good job in their reporting on the number of dental patients in Georgetown they served. There was some discussion about the scope of the total care that Lone Star provides to its patients in addition to the dental services. It was also noted that Lone Star is a primary care provider and they do not provide any specialty care. There was additional discussion regarding the gap in needed specialty services for underserved populations in the community. It was noted that the city’s funding was utilized to pay salaries and the Board had a brief discussion on whether that was a proper use for the funding. There was additional discussion that payment of salaries was part of the organization’s operational expenses which are utilized to provide the dental services and therefore a valid use of the grant funds. A concern was noted that if salaries increase then there would be fewer patients. There was additional discussion regarding the viability challenges of the provision of dental care to the uninsured in the area. R.O.C.K. The Board noted that this was the only Veteran Program that received funding. The Agency did a very good job on the reporting of their Performance Measures. They also did a good job breaking out how the city’s funds were spent. There was additional discussion as to whether or not Lone Star could breakout the costs of each dental encounter in the same manner. It was noted that it is much easier to track and breakout the specific costs for 17 veterans vs. a larger scope of services provided too many of dental patients. Stonehaven They did a really good job of tracking all of their activities. They also did a good job breaking out the expenses on the Program Budget Report as well. Opportunities for Williamson Burnet Counties Rinn told the Board that they recently hired their new Executive Director, Marco Cruz, who has an extensive background relative to OWBC’s programs. She also told them that OWBC does the things they the way do them because the terms of their lease agreements for the facilities basically forces them to do it this way. Rinn told the Board that she had talked to the Interim Executive Director about amending their Lease Agreements to incorporate the utility assistance into the agreements so that OWBC would not have to go through this process each year. She told them that in order to accomplish that OWBC would need to make the written request to the City to modify the agreements. Until that time, the current process would remain in place. She did acknowledge that the current process does cause some confusion for both the Board and the City Council. There was a clarification that the city’s funding is for utility assistance for Meals on Wheels and Head Start. There was additional discussion that OWBC reached out to staff to make sure that they did everything they were supposed to meet the reporting requirements. She indicated that the primary point of complying with the reporting is for them to be sure to acknowledge the value of the utility assistance being provided to them by the City. Rinn indicated to the Board that it is difficult to quantify the reporting due to the nature of the assistance, which is why it would be best to incorporate it into the terms of the Lease Agreements. She also indicated that if that were to happen, OWBC will still probably apply for grant Page 15 of 36 SPCS Advisory Board Minutes January 17, 2018 Page 6 of 7 funding in addition to the utility assistance, much like they have done in the past and in doing so they would still need to incorporate into the grant application that they do receive the rent and utility assistance from the City, which is a substantial compared to other grant awards. There was also a discussion about the importance of being aware of market rental value of a number of the city’s lease agreements with other non-profit agencies in the community, especially if they request funding through the SPCS Grant Program. Rinn also told the Board how much the City Council appreciates and values the work that the SPCS Advisory Board does in vetting all of these issues and making the funding recommendations. Williamson County Master Gardeners The agency did a really good job reporting their activities, outputs, outcomes, and performance measures. They also did a good job detailing their expenses in the Program Budget Report as well. Rinn told the Board that they did not apply for funding in FY 2017-18. There was a brief discussion about the review of the Annual Reports and how that will assist the Board moving forward as they begin to vet the grant applications received in the next fiscal year. The Board indicated that they appreciated the work done by staff in providing the spreadsheets to assist with the review. Rinn told the Board that Linda White’s help was instrumental in putting all this information together. Rinn told the Board she would contact the agencies to provide them feedback for next year’s grant cycle. There was also a brief discussion about what may happen in the future if agencies don’t meet the compliance requirements of the funding agreements. E. Farewell comments and appreciation of Suzy Pukys and George Porter’s years of service—Shirley Rinn, Staff Liaison Rinn and the members of the Board told Pukys and Porter how much they appreciated their service on the Advisory Board. Pukys and Porter told the Advisory Board how much they appreciated their time on this Advisory Board. There was additional discussion about the vetting process this past year and the concern that one of the councilmembers felt that the vetting process was arbitrary. Rinn did let the Board know that in future years if staff noticed that there were pieces missing from the grant applications that we would be contacting the agencies to provide them the opportunity to get the missing pieces submitted prior to the deadline (unless the application is submitted on the last day). They went on to discuss the process for providing the City Council the recommendations prior to the City Council meetings. Rinn explained to the Board that the City Council receives the Agenda and all the backup material, including the funding recommendations, for the City Council meeting a week in advance of the meeting for them to review. She also clarified that it would not be appropriate to provide that information to them outside of that process in that the funding recommendations are coming from the Advisory Board and that a single councilmember would not be able to ask the Advisory Board to adjust their recommendations prior to taking them to the City Council as a whole for their consideration. Page 16 of 36 SPCS Advisory Board Minutes January 17, 2018 Page 7 of 7 Rinn briefly provided an overview of how the process has changed in the 19 years she has been working with this Program and that she has heard from several councilmembers that they thought the vetting process runs a lot smoother than it has in the past. It was also discussed that the City Council as whole very much appreciates the time and care the Advisory Board members put into reviewing the applications and making their recommendations to the Council. There was also some discussion as to whether or not a councilmember was able to attend the SPCS Advisory Board meetings, and Rinn told them that that these are public meetings and that if they wanted to attend a meeting to observe the process they could. The Board indicated that it might be a good idea so they would be aware of all the work the advisory board members put into this process. F. Adjourn. Motion by Griffin, second by Wilson to adjourn Meeting was adjourned at 5:34 p.m. Attest: _________________________, Board Secretary Jaquita Wilson, Board Chair Page 17 of 36 City of Georgetown, Texas Strategic Partnerships for Community Services April 11, 2018 S UB J E C T: C onsideration and pos s ible ac tion to set dates and times for F Y 2018-19 P artnerships for C ommunity S ervic es Advisory Board Meetings--Jaquita Wils on Board C hair IT E M S UMMARY: P er the Bylaws of the S trategic P artnerships for C ommunity S ervices Advis ory Board (S P C S ): "S ection 4.1. Time and Date of R egular Meeting. T he Board shall sc hedule all regular meetings in acc ordanc e with the requirements of the Board's res ponsibilities ." T he S P C S Advis ory Board will meet at leas t onc e per year and whenever necessary to c arry out its res ponsibilities and purpos e. T he date, time and place of the Board meetings will be dec ided by the Members at the first meeting of the Board after the annual appointment proc es s . After reviewing the grant cycle timeline the S P C S Advisory Board will determine the necessary meetings to complete the F Y 2018-19 G rant C ycle recommendations to the C ity C ounc il. F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: S hirley R inn for Jaquita Wils on, Board C hair Page 18 of 36 City of Georgetown, Texas Strategic Partnerships for Community Services April 11, 2018 S UB J E C T: O verview and review of the grant cycle timeline and review of the P olicy, G uidelines , Applic ation, and Evaluation and R ec ommendation P rocess for the F Y 2018-19 S trategic P artners hips for C ommunity S ervic es G rant C ycle--Jaquita Wils on, S P C S Board C hair and S hirley J. R inn, Board Liaison IT E M S UMMARY: S hirley J. R inn will provide an overview of the S trategic P artnerships for C ommunity S ervices G rant P rocess and will review the timeline and all related materials related to the grant applic ation proc es s . F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: S hirley R inn for Jaquita Wils on, Board C hair AT TAC H ME N T S: Description Type Policy & Guidelines Backup Material Common Application Backup Material COG Program Addendum Backup Material Timeline Backup Material Program Budget Report Backup Material Page 19 of 36 FY 2018-2019 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 2018-2019 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 20 of 36 FY 2018-2019 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 2018/19 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 21 of 36 2018 COMMON PROGRAM GRANT APPLICATION Williamson County Funders 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. INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED. CHECKLIST OF ATTACHMENTS (PLEASE SUBMIT WITH APPLICATION) Addendum (specific to Funder). Funder Name: City of Georgetown Budget Information. Include: Program/Project Budget (Excel template provided); Actual Program/Project Budget for prior fiscal year (if applicable); Proposed Organizational Budget for current fiscal year; Organization budget for prior 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 (both documents should reflect the same fiscal year). Refer to specific funder’s requirements. audited financials; Form 990; N/A. Page 22 of 36 Williamson County Funders 2018 Common Program Grant Application Page 2 of 10 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. Page 23 of 36 Williamson County Funders 2018 Common Program Grant Application Page 3 of 10 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 Page 24 of 36 Williamson County Funders 2018 Common Program Grant Application Page 4 of 10 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 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.) Page 25 of 36 Williamson County Funders 2018 Common Program Grant Application Page 5 of 10 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. Be sure to include the most recent data you have available to support your request. 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 (direct and indirect) in the table below and describe how you arrived at your service cost. Program Service Costs (Note: Table below will expand should you need to include additional comments/clarifications.) Unduplicated Individuals Served Total Program Costs Cost Per Unduplicated Individual 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.) Page 26 of 36 Williamson County Funders 2018 Common Program Grant Application Page 6 of 10 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. In this section, state your goal and provide your rationale for why it is ambitious both externally and internally. To demonstrate that the goal is attainable, outline the inputs, activities, outputs, outcomes, and performance measures. Definitions of each are listed below. GOAL: What will this funding help you accomplish? Example: Provide dental services to 34 unduplicated Granger residents who are living in poverty and who have not received dental care in the past 12 months. Ambitious-External: Why did you select this number/percentage as your goal? Please provide current, comparative data that demonstrates that your goal is ambitious in light of the situation in your area. Credible data sources include www.healthywilliamsoncounty.org, Georgetown Health Foundation’s 2015 Southeast Georgetown Needs Assessment, US Census, American Community Survey, Data USA, etc. Example: According to DATA USA, which pulls data from the 2015 American Community Survey, there are 1,583 residents in Granger and 21.7% or 344 residents are living in poverty. Our goal to provide dental services to 34 unique Granger residents who are living in poverty and who have not received dental care in the past 12 months or more is ambitious externally because it will provide services to 10% of Granger’s residents living in poverty. Further, the Centers for Disease Control show that only 58% of all Texas adults have visited a dentist in the past year, which is lower than the national average of 62%. (Note: Because of Granger’s size and location, this is the best data we are able to compile.) Our goal to provide services to Granger residents will increase the percentage of adults receiving dental care in Texas, which is lower than the national average. Ambitious-Internal: Why did you select this number/percentage as your goal? Please explain why this goal is ambitious in light of your organization’s capacity. Example: Our goal of serving Granger residents is ambitious internally because it will be our first attempt at serving a rural community outside of our usual Round Rock/Taylor service area. Inputs: Resources – human, financial, organizational, community – that a program or organization commits to an effort. Example: If funded, this grant will allow us to hire an additional part-time Health Navigator from the Granger community. The Health Navigator will have access to all organizational and community resources including professional development opportunities, office equipment, administrative support, materials (see Budget for more detail). Activities: What activities will support or accomplish your goals? Example: The additional part-time Health Navigator will conduct outreach presentations at the three Granger churches, at family activities at the Granger School and at community events at Granger Lake. The Health Navigator will also provide case management to the 34 Granger residents served through this grant. Page 27 of 36 Williamson County Funders 2018 Common Program Grant Application Page 7 of 10 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: 34 unique Granger residents who are living in poverty and who have not received dental care in the past 12 months or more will receive dental care during this grant period. 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: The percentage of Granger residents who are living in poverty and who receive dental care during the 12 months of this grant period will increase by 10%. Performance Measures: How will you know when you have accomplished your goal? How will you measure and quantify results? Example: Number of unique Granger residents who receive dental care through our organization’s services during this grant period. GOAL: Ambitious - External Ambitious - Internal Inputs Activities Outputs (include quantitative projections, such as anticipated numbers served) Outcomes Performance Measures GOAL: Ambitious - External Ambitious - Internal Inputs Activities Outputs (include quantitative projections, such as anticipated numbers served) Outcomes Performance Measures Page 28 of 36 Williamson County Funders 2018 Common Program Grant Application Page 8 of 10 GOAL: Ambitious - External Ambitious - Internal Inputs Activities Outputs (include quantitative projections, such as anticipated numbers served) Outcomes Performance Measures Page 29 of 36 Williamson County Funders 2018 Common Program Grant Application Page 9 of 10 Organizational Support SOURCES OF ORGANIZATIONAL SUPPORT (Prior 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 Foundation Support/Grants Government Grants Fundraising Efforts Program Service Revenue Investment Income Membership Income Other (specify) TOTAL REVENUE CURRENT FISCAL YEAR DATES: In your current fiscal year, what are your top 5 external sources of organizational support? Please list specific funding entities and award amounts, indicating whether the funds are pending or in-hand. If a top source is an individual donor, state “individual donor” with award amount. 1. 2. 3. 4. 5. Page 30 of 36 Williamson County Funders 2018 Common Program Grant Application Page 10 of 10 What are your cash reserves? How many months could you operate at your continued budget level? What are your plans to ensure that the work described in this proposal is continued and supported beyond this grant cycle? (1,000 character max.) Page 31 of 36 City of Georgetown STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES FY 2018-2019 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 32 of 36 STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES FUNDING PROPOSED TIMELINE FY 2018-2019 Dates Task February 27, 2018 Board Appointments March 15, 2018 Grant Applications mailed to current recipients and others who have requested information during course of the year. March16, 2018 Grant Application Materials placed on the City of Georgetown Website April 11, 2018 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. May 1, 2018 Deadline for Return of Applications May 2-4, 2018 Board Meeting to review grant applications for completeness. May 11, 2018 Completed Applications and Evaluation Rubric to Boardmembers. June 18-July13, 2018 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 24, 2018 or August 14, 2018 Recommendations from the SPCS Advisory Board to be presented to the City Council for approval. September 11, 2018 or September 25, 2018 Approval of Funding Agreements by the City Council (After 2nd Reading of Budget Ordinance) October 1, 2018 New Budget Year November-December 2018 or January 2019 SPCS Advisor y Board Meeting to review Annual Reports Page 33 of 36 Program Budget City of Georgetown Grant Application for 2018-19-18 This format is required. Please enter your information into the shaded cells for rows applicable to the program for which you are requesting funding. Use the column titled "Detail for this Grant Request" to show specifically how our grant will be used in your Program Budget. If needed, there is space at the bottom to include narrative explaining your numbers & assumptions. 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 -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ 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 Government, Foundation, Corporate Grants or Other (list below; describe in narrative/notes if more space is needed) Page 1 of 2 Page 34 of 36 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:10/1/2018 To:9/30/2019 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$ -$ 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 Government, Foundation, Corporate Grants or Other (list below; describe in narrative/notes if more space is needed) Page 2 of 2 Page 35 of 36 City of Georgetown, Texas Strategic Partnerships for Community Services April 11, 2018 S UB J E C T: Nominations and election of Vice-C hair and S ec retary of the S P C S Advis ory Board. – Jaquita Wilson, S P C S Advisory Board C hair IT E M S UMMARY: P er the Bylaws of the S trategic P artnerships for C ommunity S ervices Advis ory Board (S P C S ): “S ec tion 3.1 – O ffic ers . T he Board O fficers are C hairman, Vice-C hairman and S ecretary. T he C hairman is appointed by the C ity C ouncil during the annual appointment process. T he other Board O fficers are elected by a majority vote of the Members at the first meeting after the annual appointment proc es s .” T he C hair of the Board, Jaquita Wilson, will take the nominations from the floor, for position of Vice- C hair and S ecretary. F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: S hirley R inn for Jaquita Wils on, Board C hair Page 36 of 36