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HomeMy WebLinkAboutAgenda_SPCS_06.01.2016Notice of Meeting for the Strategic Partnerships for Community Serv ices Adv isory Board of the City of Georgetown June 1, 2016 at 3:30 PM at City Hall, 2nd Floor Conference Room, 113 E. 8th Street, Georgetown, Texas 78626 The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City at leas t fo ur (4) d ays prior to the sc heduled meeting d ate, at (512) 930-3652 or City Hall at 113 East 8th Street for ad d itional informatio n; TTY users ro ute thro ugh Relay Texas at 711. Legislativ e Regular Agenda A Call to Ord er--Suzy Pukys , SP CS Advis ory Board Chair B Ro ll Call --Suzy Pukys , SP CS Advis o ry Board Chair C Co nsideration and possible actio n to approve the Minutes fro m the Marc h 29, 2016 S PCS Ad visory Board Meeting—S uzy P ukys, Advis o ry Board Chair D Dis cus s ion and pos s ible actio n regarding any q ues tio ns fro m the Bo ard Memb ers related to the review o f the grant c yc le timeline and the Po licy, G uidelines , Ap p licatio n, Evaluatio n, and Recommend ation Proc es s for the FY 2016-17 S trategic P artners hips for Community Services Grant Cycle that were p res ented at the Marc h 29, 2016 SP CS Advis o ry Bo ard Meeting-- --Suzy Pukys , Bo ard Chair E Dis cus s ion and pos s ible actio n regarding any ad d itional revis io ns and/or updates to the City o f Georgetown Evaluation To o l for use d uring the FY 2016-17 Grant Ap plic ation C yc le. --Suzy Pukys , Board Chair F Co nsideration and possible actio n to s et any future d ates and times fo r 2016-17 P artners hips fo r Co mmunity Services Ad visory Board Meetings --Suzy Pukys Board Chair G Ad jo urn CERTIFICATE OF POSTING I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times , on the ______ d ay o f __________________, 2016, at __________, and remained so p o s ted fo r at leas t 72 c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting. ____________________________________ S helley No wling, City Sec retary Page 1 of 30 City of Georgetown, Texas Strategic Partnerships for Community Services June 1, 2016 SUBJECT: Cons id eration and p o s s ib le ac tion to approve the Minutes from the Marc h 29, 2016 SP CS Advis o ry Bo ard Meeting—Suzy P ukys , Advis o ry Bo ard Chair ITEM SUMMARY: ATTACHMENTS: 1. Draft Minutes for the Marc h 29, 2016 SPCS Advis o ry Bo ard Meeting. FINANCIAL IMPACT: None SUBMITTED BY: Shirley J. Rinn fo r S uzy P ukys, S PCS Ad vis o ry Bo ard Chair ATTACHMENTS: Description Type DRAFT Minutes Backup Material Page 2 of 30 SPCS Advisory Board Minutes March 29, 2016 Page 1 of 3 Minutes of the Meeting of the Strategic Partnerships for Community Services Advisory Boa rd City of Georgetown, Texas March 29, 2016 The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Tuesday, March 29, 2016 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 3:30 p.m. B. Roll Call --Suzy Pukys, SPCS Advisory Board Chair Pukys addressed Items B & C simultaneously. All Members were present. C Welcome and Introduction of New Board Members – Suzy Pukys, SPCS Advisory Board Chair The Board recognized the new Board members, George Porter and Alexia Griffin, and made introductions. There was also a brief discussion regarding conflicts of interests and non-profit affiliations and how those relationships were handled during board and council deliberations. D. Nominations and election of Vice-Chair of the SPCS Advisory Board. – Suzy Pukys, SPCS Advisory Board Chair Pukys addressed Items D & E simultaneously. Motion by Gambone, second by Griffin to elect Barbara Rauch as Vice Chair. Approved 5-0 E. Nominations and election of a Secretary of the Strategic Partnerships for Community Services (SPCS) Advisory Board. – Suzy Pukys, SPCS Advisory Board Chair Motion by Gambone, second by Griffin to elect George Porter as Secretary. Approved 5-0 Page 3 of 30 SPCS Advisory Board Minutes March 29, 2016 Page 2 of 3 F. Review and discussion regarding the By-Laws for the S trategic Partnerships for Community Services and the City Council Attendance Policy for Board Members--Suzy P ukys, SPCS Advisory Board Chair and Shirley Rinn, Board Liaison Pukys and the staff liaison, Shirley Rinn, provided an overview of the By-Laws and the Attendance Policy to the Board. G. Consideration and possible action to approve the Minutes from the February 3, 2016 SPCS Advisory Board Meeting—Suzy Pukys, Advisory Board Chair Motion by Gambone, second by Rauch to approve the Minutes, as amended, from the February 3, 2016 SPCS Advisory Board Meeting. Approved 5-0 H. Overview and review of the grant cycle timeline and review of the Policy, Guidelines, Application, and Evaluation and Recommendation Process for the FY 2016-17 Strategic Partnerships for Community Services Grant Cycle-- Suzy Pukys, SPCS Board Chair and Shirley J. Rinn, Board Liaison Pukys and Rinn provided an overview of the history and current process for the annual grant application cycle. The Board discussed the City’s policy regarding presentations to the City Council and its Advisory Boards. There was a discussion as to whether or not an agency could come and speak if they requested to under the Council Policy for “Citizen’s Wishing to Address the Council or Advisory Boards” and whether the Board could deny that request since the policy is to not hear presentations from the agencies who apply. Rinn told the Board she would confer with the City’s legal department regarding this issue. The consensus among the Board was that they would prefer not hear individual presentations from each agency who applies for grant funding and that only written grant application materials should be considered when making recommendations, regardless of whether a presentation was made to the Board. There was also extensive discussion regarding the timeline, application process and application materials. The Board indicated that it would like to meet after the annual Final Reports are submitted in October to review them. There was also consensus among the board that any agency that did not complete the performance measures required in the final reports may not be considered for funding in the following year. The Board also indicated that it would like language included in the application materials that “incomplete applications will not be considered for funding” and that “only materials submitted with the applications would be reviewed for funding consideration”. Rinn told the Board she would provide the last audit reports that were submitted (FY 2014-15) for their review. Page 4 of 30 SPCS Advisory Board Minutes March 29, 2016 Page 3 of 3 I Discussion and possible action regarding possible revisions and/or updates to the City of Georgetown Evaluation Rubric for use during the FY 2016-17 Grant Applicatio n Cycle. --Suzy Pukys, Board Chair The Board began a review and discussion regarding the evaluation tool for the grant application review. Rinn will provide an updated version of the evaluation tool including only the rating questions provided by Pukys at the previous board meeting be included on the worksheet, as well as the other revisions discussed. The Board will further discuss the weights of each category at the next Board Meeting to finalize the evaluation tool. J Consideration and possible action to set dates and times for 2016-17 Partnerships for Community Services Advisory Board Meetings--Suzy Pukys Board Chair The next meeting will be on Wednesday, June 1, 2016 at 3:30 p.m. in the City Hall Main Floor Conference Room at 113 E. 8th Street, Georgetown, Texas 78626. The Board will also meet on Wednesday, July 6, 2016 beginning at 9:00 a.m. City Hall Main Floor Conference Room at 113 E. 8th Street, Georgetown, Texas 78626 to begin deliberating funding recommendations. K Adjourn Motion by Gambone, second by Griffin to Adjourn. Meeting was adjourned at 5:10 p.m. Attest: George Porter, Board Secretary Suzy Pukys, Board Chair Page 5 of 30 City of Georgetown, Texas Strategic Partnerships for Community Services June 1, 2016 SUBJECT: Disc ussion and p o s s ib le ac tion regard ing any ques tions from the Board Members related to the review of the grant c yc le timeline and the Polic y, Guidelines , Applic ation, Evaluatio n, and Rec o mmendatio n Proc es s fo r the FY 2016-17 Strategic Partnership s fo r C o mmunity S ervic es Grant C yc le that were presented at the March 29, 2016 S PC S Ad visory Board Meeting-- --S uzy P ukys, Board Chair ITEM SUMMARY: The SPCS Ad vis ory Board was p ro vided an overview of the grant cycle timeline and the P o licy, Guidelines , Applic ation, Evaluatio n, and Rec o mmendatio n Proc es s for the FY 2016-17 S trategic Partnership s fo r C o mmunity S ervic es Grant C yc le at its Marc h 29, 2016 Meeting. This item will provid e the Advis o ry Board memb ers the o p p o rtunity to vet any additio nal q uestions or c larific ation of the SPCS Grant Applic atio n, Evaluation, and Rec o mmend ation proc es s . FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for Suzy Pukys , Bo ard Chair ATTACHMENTS: Description Type Timeline Backup Material Policy and Guidelines Backup Material Common Grant Application Backup Material Application Addendum Backup Material Program Budget Backup Material Page 6 of 30 STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES FUNDING PROPOSED TIMELINE FY 2016-17 Dates Task February 23, 2016 Board Appointments March 29, 2016 First Meeting for the Board to elect officers, set meeting schedule, review bylaws, policy and guidelines, grant cycle timeline, application and scoring materials for Grant process. April 1, 2016 Grant Applications mailed to current recipients and others who have requested information during course of the year. April 1, 2016 Ad placed in Williamson County Sun and on Website May 16, 2016 Deadline for Return of Applications June 1, 2016 Provide Board with Completed Applications and Evaluation Rubric. July 1-15, 2016 First Meeting – July 6, 2016 at 9:00 a.m. 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 27, 2016 Recommendations from the SPCS Advisory Board to be presented to the City Council for approval. September 13, 2016 or September 27, 2016 Approval of Funding Agreements by the City Council (After 2nd Reading of Budget Ordinance) October 1, 2016 New Budget Year November 2016 SPCS Advisory Board Meeting to review Annual Reports Page 7 of 30 FY 2016/17 Strategic Partnerships for Community Services Grant Funding Policies and Guidelines Page 2 of 2 STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES GRANT FUNDING POLICIES AND GUIDELINES FY 2016-17 I. CRITERIA FOR SUPPORT – CURRENT STANDARDS: A. Purpose Statement for City of Georgetown funding to the nonprofit sector The City of Georgetown values partnerships with organizations that are committed to addressing our community’s greatest public challenges. The purpose of City funding to the nonprofit sector is to cultivate and sustain partnerships with 501(c)3 organizations that strengthen the City’s key priorities in the following areas: • Public Safety; • Transportation; • Housing; • Parks & Recreation; • Veteran Services; and, • Safety Net. B. Key Priority Areas Defined Public Safety. • While the City is Georgetown’s Public Safety leader (Fire & Police), public safety also encompasses a broad scope of work that makes this community safe for all. Eligible organizations and programs may include those that contribute to safe neighborhoods such out of school time, youth empowerment, and neighborhood community centers. Transportation. • Eligible organizations include those that assist in meeting the transportation needs of Georgetown residents unable to access private transportation such as homebound seniors and youth under the age of 16 years. Housing. • Eligible organizations include those that offer emergency shelter, transitional or temporary housing, and affordable housing. Page 8 of 30 FY 2016/17 Strategic Partnerships for Community Services Grant Funding Policies and Guidelines Page 2 of 2 Parks & Recreation. • Eligible organizations include those that provide affordable, accessible activities that enhance Georgetown residents’ health and well-being, including sports, fitness, and other recreational programs. Veteran’s Services • Support veteran programs and services within the community. Safety Net. • The City recognizes its responsibility to support efforts to address this community’s most pressing basic needs. Examples of basic needs include food insecurity, emergency financial assistance, mental/behavioral health care, substance abuse, domestic/family violence, and health care, including, but not limited to, dental and vision. Safety Net priorities will be based on ongoing analysis of unmet existing needs and emerging needs in this community, and may change over time. II. IMPLEMENTATION POLICIES: A. Appropriation of funds for Strategic Partnerships for Community Services does not encumber subsequent councils to continue appropriations for such funding, and does not imply that subsequent councils may provide such funding. Organizations receiving Strategic Partnerships for Community Services grants from the city are encouraged to identify additional and alternative sources of funding. B. When evaluating applications for Strategic Partnerships for Community Services grant funding, the Council shall consider the portion of funding each organization receives from the City, with the objective of encouraging reliance on funding sources other than the City. III. POLICY FOR ESTABLISHING FUNDING AMOUNTS A. Expenditure targets per Fiscal and Budgetary Policy approved by the City Council: The City has targeted funding for these programs to be $5.00 per capita, which may be adjusted to offset the effects of general inflation based upon CPI. If previous funding levels are higher than the targeted amount, and to avoid significant reductions in levels of funding, the City Council shall seek to attain this target chiefly through population growth. These funds will be allocated and paid according to the City Council’s policies and guidelines for Strategic Partnerships for Community Services that were approved by the City Council on April 14, 2015. The proposed funding level for 2016/17 is $400,049, which is the same as in the previous year. B. The Minimum Grant that may be applied for is $10,000. C. The Maximum Grant that may be applied for is $50,000. Page 9 of 30 COMMON PROGRAM GRANT APPLICATION Williamson County Funders Instructions: Complete and submit this application along with attachments listed on the last page of this application. Refer to individual funder’s grants processes to determine the deadline to submit this complete application. Organization Information Organization Name Legal Name (if different) Year Founded Mailing Address Phone Website Federal Tax ID # CEO or Executive Director (include title if other than “CEO” or “ED”) Phone Number & Email Address Organization Mission Organization Vision Total Request Amount # of Current Population Served by Organization (unduplicated individuals and geographic area(s) – cities, counties, etc.) # of Proposed Population Served through this Program Request (unduplicated individuals and geographic area(s) – cities, counties, etc.) Program Name Brief Description of the Request (500 character max.) Contact Information Name, Title Email, Phone Page 10 of 30 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 Page 11 of 30 and obstacles exist, and what adjustments to goals, strategies, or objectives have been made along the way. (2,000 character max.) Page 12 of 30 Program Request Information Note: If you have already provided appropriate responses to any of the questions below in the previous Organization Background section, simply type, “Answered in #___ of the Organization Background section.” This section focuses on the program(s) for which you are requesting funding. 1. Describe the program for which you are requesting funding, and the cause/issue it seeks to address. Detail the strategies, resources, capacities, and connections that support your progress toward long-term goals. Provide evidence to support the strategies you employ within the program, and whether such strategies have been proven effective by research. (2,000 character max.) 2. Present data that substantiates the need for the services you wish to provide. Describe the need for services and the tools you use to identify need. If you have wait lists for your services, describe the reasons or conditions that necessitate the wait lists, and how you prioritize them. (2,000 character max.) 3. Provide program service costs in the table below. If you quantify your service in units, please define what is meant by “unit.” Program Service Costs (Note: Table below will expand should you need to include additional comments/clarifications.) Individuals/Units of Service Total Program Costs Individual/Unit Costs 4. If the program is new to the community and your target population, how do you plan to promote it? How will you make the program visible to those who would benefit from it? If this question does not apply to your request, insert “N/A.” (1,000 character max.) 5. How do you coordinate, cooperate, or collaborate with other agencies to achieve your program goals? Specifically highlight those organizations with which you have formalized agreements, such as Letters of Commitment or Memoranda of Understanding. (2,000 character max.) Coordination. Harmonious functioning of parts for effective results. Helping each other but not changing the basic way of doing business. Cooperation. Common effort and association for the purpose of common benefit. Helping each other in specific ways. Collaboration. To work jointly with others on a common goal that is beyond what any one group can accomplish alone. (adapted from: Forest, C. Empowerment skills for family workers: A worker handbook. Cornell University, 2003.) 6. Briefly describe what sets you apart from other nonprofits in the area and why your organization is best situated to provide this service. (2,000 character max.) Page 13 of 30 Page 14 of 30 Evaluation Define the primary goal or goals (up to 3) you hope to achieve through this funding for your program. The goal identified below should be attainable within a 12-month period, and must relate to goals/outcomes articulated in the Program Request section of this proposal. GOAL: What will this funding help you accomplish? Example: Increase financial literacy for 200 low- income adults in Williamson County. Activities: What activities will support or accomplish your goals? Example: Deliver financial literacy classes. Outputs: What do you expect these activities to produce? Outputs are often quantitative measures such as # of participants, # of sessions held, # of encounters, so be sure to include anticipated benchmarks that will gauge your progress. Example: Present 24 financial literacy classes (2 per month) serving 200 adults. Regular attendance and number of participants (at least 20 per session) serve as key benchmarks in determining the success of the program. Outcomes: What benefits, impact, or changes in behavior, knowledge, skills, and/or attitudes for participants do you anticipate will result from completion of the activities? Example: 85% of the 200 participants in the financial literacy program will exhibit increased financial literacy knowledge and skills as determined by pre- and post-testing. Performance Measures: How will you know when you have accomplished your goal? How will you measure and quantify results? Example: % of participants’ improvement from pre-test to post-test, regular attendance, and number of attendees. GOAL: Activities Outputs (include quantitative projections, such as anticipated numbers served) Outcomes Performance Measures GOAL: Activities Outputs (include quantitative projections, such as anticipated numbers served) Outcomes Page 15 of 30 Performance Measures GOAL: Activities Outputs (include quantitative projections, such as anticipated numbers served) Outcomes Performance Measures What are your plans to ensure that the work described above is continued and supported beyond this grant cycle? (1,000 character max.) Page 16 of 30 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. Page 17 of 30 What are your cash reserves? How many months could you operate at your continued budget level? Page 18 of 30 Checklist of Attachments Budget Information. Include: Program/Project Budget (Excel template provided); Actual Program/Project Budget for last fiscal year (if applicable); Proposed Organizational Budget for current fiscal year; Organization budget for last fiscal year. Key Staff list. Include titles, short bio, and length of time employed. Please speak specifically to the staff member(s) who will be directing the program and explain why her/his oversight positions the program for success. Board list. Specify the percentage of Board members that make a financial contribution to your organization. Under each individual Board member’s name, include: o place of business; o home address; o years with the organization. Citations and additional information (if applicable). This attachment may be used to cite any statistics/research, and may include critical detail about your organization or program(s) not already in the grant. If this proposal will fund collaborative work with Georgetown Independent School District staff and/or students, attach the District’s Letter of Approval of the PIE Partnership Proposal. 501(c)(3) IRS determination letter. Previous fiscal year financials in PDF format. Include: balance sheet; income statement; year-to-date financials (balance sheet and income statement); Audited financials and Form 990. Refer to specific funder’s requirements. Page 19 of 30 City of Georgetown STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES Program Abstract Responses to the prompts below will be reviewed to make an initial determination regarding an organization’s eligibility for City of Georgetown funding. Name of Organization: Amount Requested ($10,000-$50,000): Proposed Program Abstract 1. Describe how the proposed program aligns with one or more of the City’s priority areas (Public Safety, Transportation, Housing, Veteran’s Services, Parks & Recreation, Safety Net). 500 character max. 2. To what extent do you educate and empower your target population toward self-sufficiency? If this question does not apply to your request, insert “N/A”. 500 character max. 3. Does your organization currently receive any other monetary or in-kind assistance from the City of Georgetown, including, but not limited to, subsidies for utilities, rent, or other services. 500 character max. 4. Does this program provide opportunities for matching or incentive funds within your organization or from other grantees? 500 character max. 5. Provide the total numbers served and the total number of Georgetown citizens served. 500 character max. Page 20 of 30 Program Budget City of Georgetown Grant Application for 2016-17 This format is required. Please enter your information into the shaded cells for rows applicable to your program/project. Use the "Other" sections to provide data for other types of revenue or expense in your program or project budget. Show specifically how our grant is used. Include narrative at the bottom to explain your numbers & assumptions, as needed. Name of Organization: Budget Period From: To: Total Program or Detail for this Revenue/Support for this Program or Project Project Budget Grant Request Individual contributions -$ -$ Fundraisers & Special Events -$ -$ Program/Service Revenues -$ -$ Government, Foundation, Corporate Grants or Other (list below; describe in narrative/notes if more space is needed) -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Total Revenue/Support (calculated for you or enter your own total)-$ -$ Expenses for this Program or Project Total Amount Grant Request Salaries, benefits and related taxes -$ -$ Consultants and professional fees -$ -$ Professional development including travel, lodging -$ -$ Equipment -$ -$ Supplies and supporting materials -$ -$ Printing, copying, phone, internet, fax, postage -$ -$ Mortgage or Rent, and Utilities -$ -$ Fundraising Expenses -$ -$ Other (list below and describe in narrative/notes if more space is needed) -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ Total Expense (calculated for you or enter your own total)-$ -$ Difference (Revenue/Support less Expense)-$ -$ Narrative/Notes: Please use as many lines as needed for further explanation of budget items above. 1 2 3 4 Page 1 of 2 Page 21 of 30 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 22 of 30 City of Georgetown, Texas Strategic Partnerships for Community Services June 1, 2016 SUBJECT: Disc ussion and p o s s ib le ac tion regard ing any additio nal revisions and /or up d ates to the City of Geo rgeto wn Evaluatio n Tool fo r us e during the F Y 2016-17 Grant Applic atio n Cycle. --S uzy P ukys, Board Chair ITEM SUMMARY: The Bo ard reviewed and disc ussed the evaluation to o l for the grant applic atio n review at its Marc h 29, 2016 Meeting. R evis ions were made to the Evaluatio n Tool b as ed on that d is c us s io n. The revised Evaluation To o l is attached to this c o vers heet and the Board will c o ntinue its review and further d is cus s and finalize the weights o f eac h catego ry c ontained in the Evaluation To o l for its use in evaluating the Grant Applic ations that have b een received fo r the FY 2016-17 Grant C yc le. FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for Suzy Pukys , Bo ard Chair ATTACHMENTS: Description Type Propos ed Revis ed Evaluation Tool- DRAFT/SAMPLE Backup Material Page 23 of 30 DRAFT/SAMPLE Total $ Requested $471,000 Total $ Available $400,000 Total $ Remaining $106,800 Applicants Score Funded? Y, N or P (Partial) % Funded $ Funded Total $ to Fund Amount Requested Notes Agency 1 Sample 5.58 P 60% $60,000 $60,000 $100,000 Duplication of Services Agency 2 Sample 4.27 P 82% $12,300 $12,300 $15,000 200k rev from own thrift shop Applicant 3 4.96 N 0% $0 $0 $50,000 National Organization; No Georgetown Boardmembers Applicant 4 5.66 Y 100% $18,000 $18,000 $18,000 Applicant 5 7 P 70% $17,500 $17,500 $25,000 Applicant 6 8.08 P 80% $40,000 $40,000 $50,000 Applicant 7 8.34 P 83% $24,900 $24,900 $30,000 Applicant 8 9.8 Y 100% $33,000 $33,000 $33,000 Applicant 9 4.9 P 49% $24,500 $24,500 $50,000 Applicant 10 6.32 P 63% $63,000 $63,000 $100,000 Input values in yellow cells only. Use blue cells to manipulate data. INPUT PERCENTAGE (%) Page 24 of 30 DRAFT Applicant Name Agency 2 Sample Score (1 - 5) Weight Weighted Score 1. Duplicate Effort?1 0.03 0.03 2. Other Funding Sources (total $)5 0.02 0.1 3. Rate the value of the service(s) described in this proposal to Georgetown residents. Consider value in the context of need, numbers served, and the potential impact of the service(s) to yield positive results.5 0.05 0.25 4. Rate how essential this organization is to its target population, the City of Georgetown's target population, and to the community. 4 0.15 0.6 5. Rate the impact of the funding. Are there specified measures (indicators) to be collected and a plan to do so?5 0.05 0.25 6. Rate the organization’s capacity to evaluate itself. Consider how the organization monitors progress in meeting its goals/objectives and accomplishing its mission.3 0.1 0.3 7. Rate the financial health of the organization, including the diversification of funding streams, cash reserves, budget(s), financials, and review of audit/990.4 0.15 0.6 8. Rate the proposal’s alignment to the City of Georgetown Policy and Guidelines. . Does it meet one or more of our strategic priorities (Public Safety, Transportation, Housing, Parks & Recreation, Veteran Services, and Safety Net)?5 0.15 0.75 Notes Input values in yellow cells only. Use blue cells to manipulate data. GISD, Georgetown Health Foundation, Seeds of Strength, Fundraisers Provide after school care Summary Request Notes Duplication of Services 5.58Final Score Name of other agencies doing duplicate services Page 25 of 30 DRAFT Applicant Name Agency 2 Sample Input values in yellow cells only. Use blue cells to manipulate data. 5.58Final Score 9. Rate the stability of the organization. Consider its lifecycle stage and ability to adapt to a changing environment. Is it a learning organization? What does staff and board turnover look like? Does it demonstrate an understanding of external forces that impact its work?3 0.15 0.45 Score (1 - 15) 10. Rate how strongly you view this organization and proposal overall. Clarify whether to fund, and to what extent. 15 0.15 2.25 1 Page 26 of 30 DRAFT Applicant Name Agency 2 Sample Score (1 - 5) Weight Weighted Score 1. Duplicate Effort?2 0.03 0.06 2. Other Funding Sources (total $)3 0.02 0.06 3. Rate the value of the service(s) described in this proposal to Georgetown residents. Consider value in the context of need, numbers served, and the potential impact of the service(s) to yield positive results.3 0.05 0.15 4. Rate how essential this organization is to its target population, the City of Georgetown's target population, and to the community. 2.7 0.15 0.405 5. Rate the impact of the funding. Are there specified measures (indicators) to be collected and a plan to do so?4 0.05 0.2 6. Rate the organization’s capacity to evaluate itself. Consider how the organization monitors progress in meeting its goals/objectives and accomplishing its mission.5 0.1 0.5 7. Rate the financial health of the organization, including the diversification of funding streams, cash reserves, budget(s), financials, and review of audit/990.2.5 0.15 0.375 8. Rate the proposal’s alignment to the City of Georgetown Policy and Guidelines. . Does it meet one or more of our strategic priorities (Public Safety, Transportation, Housing, Parks & Recreation, Veteran Services, and Safety Net)?4 0.15 0.6 Input values in yellow cells only. Use blue cells to manipulate data. Name of other agencies doing duplicate services 20k thrift shop, 20k fundraiser, 20k fundraiser, 10k donations, 30k Provide appropriate school clothing and shoes (partnership with Walmart) to qualified students, identified by the Federal Free lunch program Notes Summary Request Notes 200k rev from own thrift shop 4.27Final Score Page 27 of 30 DRAFT Applicant Name Agency 2 Sample Input values in yellow cells only. Use blue cells to manipulate data. 4.27Final Score 9. Rate the stability of the organization. Consider its lifecycle stage and ability to adapt to a changing environment. Is it a learning organization? What does staff and board turnover look like? Does it demonstrate an understanding of external forces that impact its work?3 0.15 0.45 Score (1 - 15) 10. Rate how strongly you view this organization and proposal overall. Clarify whether to fund, and to what extent. 9.8 0.15 1.47 1 Page 28 of 30 DRAFT Applicant Name Agency 3 Sample Score (1 - 5) Weight Weighted Score 1. Duplicate Effort?3 0.03 0.09 2. Other Funding Sources (total $)1 0.02 0.02 3. Rate the value of the service(s) described in this proposal to Georgetown residents. Consider value in the context of need, numbers served, and the potential impact of the service(s) to yield positive results.5 0.05 0.25 4. Rate how essential this organization is to its target population, the City of Georgetown's target population, and to the community. 5 0.15 0.75 5. Rate the impact of the funding. Are there specified measures (indicators) to be collected and a plan to do so?5 0.05 0.25 6. Rate the organization’s capacity to evaluate itself. Consider how the organization monitors progress in meeting its goals/objectives and accomplishing its mission.3 0.1 0.3 7. Rate the financial health of the organization, including the diversification of funding streams, cash reserves, budget(s), financials, and review of audit/990.3 0.15 0.45 8. Rate the proposal’s alignment to the City of Georgetown Policy and Guidelines. . Does it meet one or more of our strategic priorities (Public Safety, Transportation, Housing, Parks & Recreation, Veteran Services, and Safety Net)?3 0.15 0.45 Input values in yellow cells only. Use blue cells to manipulate data. Name of other agencies doing duplicate services Fundraisers, National Organizaation Summary Description Summary Request Notes National Organization; No Georgetown Boardmembers 4.96Final Score Notes Page 29 of 30 9. Rate the stability of the organization. Consider its lifecycle stage and ability to adapt to a changing environment. Is it a learning organization? What does staff and board turnover look like? Does it demonstrate an understanding of external forces that impact its work?3 0.15 0.45 Score (1 - 15) 10. Rate how strongly you view this organization and proposal overall. Clarify whether to fund, and to what extent. 13 0.15 1.95 1 Board Members are not residents of Georgetown Page 30 of 30