HomeMy WebLinkAboutAgenda_SPCS_06.16.2021Notice of Meeting for the
Strategic P artnerships for Community Serv ices Adv isory Board
of the City of Georgetown
June 16, 2021 at 2:30 P M
at City Hall Community Room, 808 Martin L uther K ing Jr. St., Georgetown, Texas
78626
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 808 Martin
Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay
Texas at 711.
The City of Geor getown Str ategi c P ar tne rshi ps for C ommunity S er vice s
Advisor y B oar d i s now me e ting in per son. A quorum of the Str ategic
P ar tne rships for C ommunity Se rvic es Advisor y B oar d will be in atte ndanc e
on Wedne sday, J une 16, 2021 at2:30 p.m. at the C i ty H all C ommuni ty R oom,
locate d at 808 M ar tin L uthe r K ing, J r. St., Geor getown, Te xas 78626.
It is possi bl e that one or more boar d me mbe r s may attend via video
Confe re nc e using the Zoom clie nt.
To allow for as much c iti ze n par tic ipation as possible, ci tizen c omments ar e
ac ce pte d e ither in pe rson or via the Zoom c lient.
F ac e masks ar e e nc our aged. U se of pr ofani ty, thr e ate ning language,
slande rous r e mar ks or thre ats of har m are not allowed and wil l r esul t in you
being immediate ly r emove d from the me eting.
If you have questions or ne ed assistanc e, ple ase contact Shir le y R inn at
shirley.rinn@geor getown.or g or at 512-930-3723.
To parti ci pate vir tually, pl ease copy and paste the following webli nk into
your browse r:
https://geor getowntx.zoom.us/j/91224280322?
pwd=e WdP Witse U psa3 F W TG R Q T0 V H c zF P Q T09
M e eting I D: 912 2428 0322
Page 1 of 12
P assc ode : 162649
O r by phone , 888-475-4499 U S Tol l-fre e, 833-548-0276 U S Toll-fr ee , 833-548-
0282 U S Toll-fre e, or 877-853-5257 U S Toll-fr ee
Citizen comme nts are acc epted in the following for mats:
Submit written comme nts to shir le y.r inn@ge orge town.org by 12:00
p.m. on the date of the me eting and the R e c or ding Se cr etar y will
forward your comme nts to the boar d before the me eting.
To join a Zoom mee ting, c li ck on the l ink pr ovi de d and join as an attende e.
You wil l be asked to e nte r your name and e mail addr ess (this is so we c an
ide ntify you whe n you are c all e d upon). To spe ak on an ite m, c li ck on the
“Raise your H and” opti on at the bottom of the Zoom me eting we bpage onc e
that i tem has opened. Whe n you ar e cal le d upon by the R e cor di ng Se cr etar y,
your de vi ce wil l be re mote ly un-mute d by the Administr ator and you may
spe ak for thre e minute s. P l e ase state your name c le arl y, and whe n your time
is over, your de vice will be muted again.”
Regular Session
(T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose
authorized by the O pen Meetings Act, Texas G overnment C ode 551.)
A R oll C all --P aul S ec ord, S P C S Advisory Board C hair
B C all to O rder--P aul S ec ord, S P C S Advisory Board C hair
C Nominations and elec tion of Vic e-C hair and S ecretary of the S P C S Advisory Board. – P aul S ec ord,
S P C S Advis ory Board C hair
D C ons ideration and possible action to approve the Minutes from the May 27, 2021 S P C S Advisory Board
Meeting—P aul S ecord, S P C S Advis ory Board C hair and S hirley R inn, S P C S Advis ory Board Liais on
E Disc ussion and possible action to review all of the S trategic P artnerships for C ommunity S ervices G rant
Applic ations that were rec eived for F Y 2021-22 for c ompletenes s -- P aul S ecord, S P C S Advis ory Board
C hair and S hirley R inn, S P C S Advisory Board Liaison
F Disc ussion and possible action regarding the proc es s for reviewing the S trategic P artnerships for
C ommunity S ervic es G rant Applications that were received for the F Y 2021-22 G rant C yc le--P aul
S ec ord, S P C S Advisory Board C hair and S hirley R inn, S P C S Advisory Board Liaison
G Disc ussion and possible action related to review of the Annual R eports s ubmitted by G rant R ecipients
who received a S trategic P artnerships for C ommunity S ervices G rant in F Y 2019-20-- P aul S ec ord,
S P C S Advis ory Board C hair and S hirley R inn, S P C S Advis ory Board Liais on
H C ons ideration and possible action to s et dates and times for F Y 2021-22 P artners hips for C ommunity
S ervices Advis ory Board Meetings --P aul S ecord, S P C S Advis ory Board C hair and S hirley R inn, S P C S
Advis ory Board Liais on
Page 2 of 12
Ce rtificate of Posting
I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of
Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily
acc es s ible to the general public as required by law, on the _____ day of _________________, 2021, at
__________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said
meeting.
__________________________________
R obyn Dens more, C ity S ec retary
Page 3 of 12
City of Georgetown, Texas
Strategic Partnerships for Community Services
June 16, 2021
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. – P aul S ecord,
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, P aul S ecord, will take the nominations from the floor, for pos ition of Vic e-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 P aul S ec ord, S P C S Advisory Board C hair
Page 4 of 12
City of Georgetown, Texas
Strategic Partnerships for Community Services
June 16, 2021
S UB J E C T:
C onsideration and pos s ible ac tion to approve the Minutes from the May 27, 2021 S P C S Advis ory Board
Meeting—P aul S ec ord, S P C S Advisory Board C hair and S hirley R inn, S P C S Advisory Board Liaison
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
None
S UB MIT T E D B Y:
S hirley R inn for P aul S ec ord, S P C S Advisory Board C hair
AT TAC H ME N T S:
Description Type
DRAFT Minutes Backup Material
Page 5 of 12
Minutes of the Meeting of the
Strategic Partnerships for Community Services Advisory Board
City of Georgetown, Texas
May 27, 2021
The Strategic P artnerships for Community Services Advisory Board of the City of Georgetown, Texas,
met on Thursday, May 27, 2021, at 4:00 p.m. in the City Hall Community Room located at
808 Martin Luther King Jr. St., Georgetown, Texas 78626
Members Present: Andy Webb, Paul Secord, Natalia Ornelas, Jerry Haecker, Stacy Mading
Members Absent: None
Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager
Visitors: Christopher De Los Santos, Williamson County Sun Reporter
MINUTES
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose
authorized by the Open Meetings Act, Texas Government Code 551.)
A Roll Call -- Shirley J. Rinn, SPCS Advisory Board Liaison
All members were present.
B Call to Order--Paul Secord, SPCS Advisory Board Chair
Meeting was called to order at 4:09 p.m.
C Welcome and Introduction of New Board Members – Shirley J. Rinn, SPCS Advisory Board Liaison
The new and current board members introduced themselves to each other, as well as the staff liaison.
D Review and discussion regarding the By-Laws for the Strategic Partnerships for Community Services
and the City Council Attendance Policy for Board Members-- Shirley J. Rinn, SPCS Advisory Board
Liaison
Rinn went over the current by-laws and addressed the requirements of the City Council Attendance
Policy.
Page 6 of 12
E Consideration and possible action to approve the Minutes from the August 6, 2020 and August 10,
2020 SPCS Advisory Board Meetings—Shirley J. Rinn, Liaison for the SPCS Advisory Board
Motion by Haecker second by Mading to approve the Minutes from the August 6, 2020 and August
10, 2020 SPCS Advisory Board Meetings. (Approved 5-0)
F Discussion and possible action related to review of the Annual Reports submitted by Grant Recipients
who received a Strategic Partnerships for Community Services Grant in FY 2019-20-- Shirley J. Rinn,
SPCS Advisory Board Liaison
Rinn provided an overview of the Annual Reports of the Grant Recipients who received a Strategic
Partnerships for Community Services Grant in FY 2019-20. She also told them that she was preparing
a summary of the reports and would get that summary to the board members at a later date.
She told them board that they could also use these reports as a resource as they begin reviewing the
applications for FY2021-22 Grant Applications.
G Overview regarding the review of the grant cycle timeline, the Policy, Guidelines, Application, and
Evaluation and Recommendation Process for the FY 2019-20 Strategic Partnerships for Community
Services Grant Cycle--Shirley J. Rinn, SPCS Advisory Board Liaison.
Rinn told the advisory board members that in the essence of time she went ahead and made the Grant
Applications for FY2021-22 available. She told them that normally the advisory board would meet in
advance of that happening, but with COVID, etc. the advisory board has not been able to meet yet.
There was a brief discussion regarding whether or not incomplete applications would be accepted.
Rinn told the advisory board they could discuss that topic at the next meeting we have when we are
vetting the applications for completeness. She told them that the applications are due back by June
12, 2021. Rinn told the advisory board that the agencies have 5-6 weeks to get the applications turned
in by the deadline. Rinn told the board she would remind the agencies to provide complete
applications.
Rinn provided an overview of the history of the Strategic Partnerships for Community Services grant
program.
There was additional discussion regarding placing an item on a future agenda regarding bias and
advisory board member experiences, and how they play a role in determining funding
recommendations for the agencies who apply for the grants. There was also an extended discussion
regarding the grant application itself and whether or not it is successful in providing the specific
information the advisory board is looking for to make those recommendations.
There was discussion regarding whether or not there was a directive from the City Council to fund all
of the agencies who apply or how much they would get. Rinn told the advisory board that there was
not a directive from the City Council to fund all of the agencies. She told them that the minimum grant
was $10,000 and the maximum is $50,000. Rinn also clarified that the grant funds can be used for
operational costs as well as programming. There was discussion regarding the operational expenses
being part of the program. There was also clarification that the advisory board has recommended in
the past that the funding the agencies received be used for a different purpose than what they applied
Page 7 of 12
for. The advisory board also discussed some of the parameters and/or restrictions that have been put
in place regarding the funding over the years, as well as the process for implementing them.
The advisory board also discussed the current application form and whether or not it was to complex
of a form and whether or not it might hinder smaller agencies from applying for funding. They also
discussed how the current form was formulated utilizing information from Seeds of Strength and
Georgetown Health Foundation’s application forms and that prior to finalizing the current application
form, the advisory board had to determine whether or not all of the information that those two (2)
agencies were requiring was absolutely necessary in our grant application form and whether or not it
would actually be utilized to make our funding recommendations. There was also some discussion as
to whether or not our current application form asks for redundant information.
Rinn told the advisory board that the city organization has implemented a process improvement
program for all employee to look at their workload and programs to see if there are ways to improve
that process. She told the advisory board that she is working with the city’s Organizational &
Operations Excellence Team to review the current process and make improvements. She told the
advisory board that she would also like to include them as well as members of the non-profit group in
our community for their input as well. She also told them that all of the items that were just discussed
regarding the grant application form were items that could be addressed during this process.
Rinn told the advisory board that the grant applications are due on June 12, 2021. She also clarified
that she intended them to be due on Friday, June 11, 2021, but that there was an error on the wall
calendar she looked at while she was working on the grant application materials. June 12 is on a
Saturday. She told the advisory board she was going to extend the deadline to Monday, June 14, 2021
since City Hall is not open for business on Saturday.
There was additional discussion and clarification regarding the total amount of funding ($400,049)
that is available for the FY 2022 grants, as well as the history of how that amount was determined.
H Consideration and possible action to set dates and times for FY 2021-22 Partnerships for Community
Services Advisory Board Meetings--Shirley J. Rinn, SPCS Advisory Board Liaison
There was discussion regarding possible dates to have our next meetings. Rinn will send potential
dates to board members to schedule the next meetings.
Adjournment
Meeting was Adjourned at 5:15 p.m.
ATTEST:
Shirley Rinn, SPCS Advisory Board Liaison Paul Secord, SPCS Advisory Board Chair
Page 8 of 12
City of Georgetown, Texas
Strategic Partnerships for Community Services
June 16, 2021
S UB J E C T:
Dis cus s ion and pos s ible ac tion to review all of the S trategic P artners hips for C ommunity S ervic es G rant
Applications that were received for F Y 2021-22 for completeness -- P aul S ec ord, S P C S Advisory Board
C hair and S hirley R inn, S P C S Advis ory Board Liais on
IT E M S UMMARY:
T he Advisory Board will review all of the S trategic P artners hips for C ommunity S ervic es G rant
Applications that were received for F Y 2021-22 to ens ure that all of the grant applic ations include all of the
required documentation in order to be c onsidered for possible funding.
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
S hirley R inn for P aul S ec ord, S P C S Advisory Board C hair
Page 9 of 12
City of Georgetown, Texas
Strategic Partnerships for Community Services
June 16, 2021
S UB J E C T:
Dis cus s ion and pos s ible ac tion regarding the process for reviewing the S trategic P artners hips for
C ommunity S ervices G rant Applic ations that were rec eived for the F Y 2021-22 G rant C ycle--P aul S ec ord,
S P C S Advisory Board C hair and S hirley R inn, S P C S Advisory Board Liaison
IT E M S UMMARY:
T he Advisory Board will determine a proc es s for reviewing S trategic P artners hips for C ommunity
S ervic es G rant Applications that were received for the F Y 2021-22 G rant C yc le.
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
S hirley R inn for P aul S ec ord, S P C S Advisory Board C hair
Page 10 of 12
City of Georgetown, Texas
Strategic Partnerships for Community Services
June 16, 2021
S UB J E C T:
Dis cus s ion and pos s ible ac tion related to review of the Annual R eports submitted by G rant R ec ipients
who rec eived a S trategic P artners hips for C ommunity S ervic es G rant in F Y 2019-20-- P aul S ecord,
S P C S Advisory Board C hair and S hirley R inn, S P C S Advisory Board Liaison
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
S hirley J. R inn, S P C S Advis ory Board Liais on
Page 11 of 12
City of Georgetown, Texas
Strategic Partnerships for Community Services
June 16, 2021
S UB J E C T:
C onsideration and pos s ible ac tion to set dates and times for F Y 2021-22 P artnerships for C ommunity
S ervic es Advisory Board Meetings--P aul S ec ord, S P C S Advisory Board C hair and S hirley R inn, S P C S
Advisory Board Liaison
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 2021-22 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 P aul S ec ord, S P C S Advisory Board C hair
Page 12 of 12