HomeMy WebLinkAboutAgenda_SPCS_08.06.2019Notice of Meeting for the
Strategic P artnerships for Community Serv ices Adv isory Board
of the City of Georgetown
August 6, 2019 at 9:00 AM
at City Hall Community Room, 808 Martin L uther K ing Jr. St., Georgetown, Texas
78626
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Texas at 711.
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 C all to O rder--Jaquita Wils on, S P C S Advis ory Board C hair
B R oll C all --Jaquita Wils on, S P C S Advis ory Board C hair
C C ons ideration and possible action to approve the Minutes from the June 10, 2019 S P C S Advisory Board
Meeting—Alexia G riffin, S P C S S ec retary
D Disc ussion and possible action regarding the alloc ation rec ommendations to be made to the C ity C ouncil
for funding of the S trategic P artners hips for C ommunity S ervic es (S P C S ) G rants for F Y 2019-20—
Jaquita Wils on, S P C S Advis ory Board C hair
E Adjourn
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 _________________, 2019, 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
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City of Georgetown, Texas
Strategic Partnerships for Community Services
August 6, 2019
S UB J E C T:
C onsideration and pos s ible ac tion to approve the Minutes from the June 10, 2019 S P C S Advis ory Board
Meeting—Alexia G riffin, S P C S S ecretary
IT E M S UMMARY:
AT TAC HME N T S :
1. Draft Minutes for the June 10, 2019 S P C S Advisory Board Meeting.
F IN AN C IAL IMPAC T:
None
S UB MIT T E D B Y:
S hirley J. R inn for Alexia G riffin, S P C S Advisory Board C hair
AT TAC H ME N T S:
Description Type
DRAFT Minutes Backup Material
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SPCS Advisory Board Minutes
June 10, 2019
Page 1 of 5
Minutes of the Meeting of the
Strategic Partnerships for Community Services Advisory Board
City of Georgetown, Texas
June 10, 2019
The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas,
met on Monday, June 10, 2019 at 5:45 p.m.
Members Present:, Alexia Griffin, Michael Douglas, Natalia Ornelas, Jaquita Wilson, Jerry Haecker
Members Absent:
Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager
MINUTES
A. Adjourn
Item A was moved to the end of the Agenda.
B. Roll Call ‐‐Jaquita Wilson, SPCS Advisory Board Chair
All members were present, as well as staff liaison, Shirley Rinn.
C. Call to Order‐‐Jaquita Wilson, SPCS Advisory Board Chair
The meeting was called to order by President, Jaquita Wilson, at 6:10 p.m.
D. Consideration and possible action to approve the Minutes from the March 21, 2019 SPCS Advisory
Board Meeting—Jaquita Wilson, Advisory Board Chair
Motion by Douglas, second by Ornelas to approve the Minutes from the March 21, 2019 SPCS
Advisory Board Meeting;
Haecker noted that he was not at the previous meeting and could not have made the motion to
approve the March 21, 2019 Minutes. It was determined that Douglas made the motion to approve
the March 21, 2019 Minutes. There was discussion to clarify that Mayor Ross appointed Wilson as
the Chair and the SPCS Advisory Board nominated and voted to approve the Vice Chair and the
Secretary.
Motion by Douglas, second by Wilson to amend the March 21, 2019 minutes as discussed
(Approved 5‐0); Motion by Douglas, second by Orneles to approve the March 21, 2019, as
amended. (Approved 5‐0)
E. Discussion and possible action to review all of the Strategic Partnerships for Community Services Grant
Applications that were received for FY 2018‐19 for completeness ‐‐ Jaquita Wilson, SPCS Advisory
Board Chair and Shirley Rinn, SPCS Advisory Board Liaison
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SPCS Advisory Board Minutes
June 10, 2019
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Rinn let the Advisory Board know that we received 21 applications requesting $661,000 and that
there is $400,049 available in the FY 2019‐20 budget to disburse. She let the Board know that the
following agencies applied for funding:
Backpack Buddies
BIG (Brookwood in Georgetown)
Boys & Girls Club of Georgetown
Boy Scouts of America (San Gabriel District, Pack 2935)
CASA
Faith in Action
Girls Empowerment Network (GEN)
Georgetown Caring Place
Georgetown Project
Helping Hands of Georgetown, Inc.
Literacy Council of Williamson County
The Locker
Lone Star Circle of Care
R.O.C.K. (Ride on Center for Kids)
Sacred Heart Community Clinic
Stonehaven Senior Center
Samaritan Center for Counseling and Pastoral Care
Opportunities for Williamson & Burnet Counties, Inc.
United Way of Williamson County
Williams County Crisis Center dba Hope Alliance
Williamson County Children's Advocacy Center
Rinn told the Advisory Board that Williamson County Children's Advocacy Center applied for a SPCS
grant for the first time, and that they also receive funding from the Police Department. She also
told them that United Way of Williamson County was another agency that applied for funding for
the 1st time also. She also told them that Goodwill did not apply.
Rinn also told the Advisory Board that she also went through the applications twice for
completeness and felt like they all looked complete.
Rinn also told them Opportunities for Williamson & Burnet Counties, Inc. (OWBC) submitted 2
different applications, one for $10,000 for Meals on Wheels and the other for the utility assistance
it requests for every year per the terms of their Lease Agreement for the Madella Hilliard
Neighborhood Center. Rinn also told the Advisory Board that OWBC met with city staff and in the
future would like to amend their Lease Agreement to include the utilities so they don’t have to
come back to the City Council every year to receive them. Rinn also told the Advisory Board that
OWBC officials told city staff that their most recent financial audit came back with no deficiencies.
She also reiterated that the utility assistance is funding in a different account than the SPCS
funding.
Orneles disclosed to the Advisory Board that she recently took a new position with the Williamson
County Children’s Advocacy Center and that she would recuse herself from making and
recommendations for funding for the agency.
Douglas also let the Advisory Board know that works with a Foundation that works with the after
school programs and does use supplies from the Boy Scouts from time to time and that he would
also recuse himself from making and funding recommendations for the agency.
Rinn provided a clarification regarding the difference between an “Organizational Budget” vs.
“Program Budget”.
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SPCS Advisory Board Minutes
June 10, 2019
Page 3 of 5
Rinn also provided some clarification with regard to the Helping Hands’ grant application. She told
the Advisory Board that the City Council had requested that staff reach out to any agency whose
grant application was missing any information to give them an opportunity to turn it in prior to the
deadline. Rinn told them she requested some additional financial information from Helping Hands
and they provided it.
There was a brief discussion regarding the difference between “Audited” and “Reviewed” financials.
Rinn clarified to the Advisory Board that the City was not requiring the smaller agencies to have an
“Audited” financial statement due to the expense of having one done. She did however discuss with
the Advisory Board having someone review their financials and get a letter from them certifying that
a CPA or a committee of sorts reviewed them.
The Advisory Board members reviewed all of the Grant Applications and found them to be
substantially complete. The Advisory Board did request some additional information from the
following agencies for clarification:
Boy Scouts of America (San Gabriel District, Pack 2935)
Obtain a letter from GISD/Partners in Education
giving the Boy Scouts permission to conduct
their program in the schools.
Helping Hands of Georgetown, Inc. Since Helping Hands has not yet had an
opportunity to have a financial audit done, the
Advisory Board asked for them to submit a
“reviewed” letter from their CPA with regard to
the agency’s finances.
Georgetown Backpack Buddies Since Georgetown Backpack Buddies is under
the umbrella of Chisholm Trail’s 501c(3) and the
Form 990 and Audited Financials the city
received with the grant application are for
Chisholm Trail. The Advisory Board requested
that the agency provide a “reviewed” letter
from their CPA specific to Georgetown Backpack
Buddies’ financials.
Chisholm Trail Community Foundation The Advisory Board asked that Rinn contact
Chisholm Trail to see if they have the agency’s
December 31, 2018 and 2017 Financial Audit
Rinn provided an overview of how the funding dollars were established and clarified that the
funding would not increase until the population levels hit $5.00 per capita.
There was a question about when the Advisory Board would get a report on the Georgetown
Project’s Summer Jobs Program. Rinn let them know they would get the report for FY 2018‐19 in
October 2019.
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SPCS Advisory Board Minutes
June 10, 2019
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F. Discussion and possible action regarding the process for reviewing the Strategic Partnerships for
Community Services Grant Applications that were received for the FY 2019‐20 Grant Cycle‐‐Jaquita
Wilson, SPCS Advisory Board Chair and Shirley Rinn, SPCS Advisory Board Liaison
The Advisory Board agreed that they would like to use the same process that was used last fiscal year,
whereby each board member would be responsible for 4 or 5 Grant Applications to review and then they
would come back as a group to vet the all of the applications as a group to make funding
recommendations to the City Council. Rinn randomly distributed the grant applications to each board
member, ensuring they did not receive an application where there may be a conflict. The grant
applications were dispersed as follows:
Alexia Griffin Jaquita Wilson Natalia Ornelas Jerry Haecker Michael Douglas
Backpack Buddies Literacy Council The Locker BIG Faith In Action
Girls Empowerment Network CASA Sacred Heart Boys & Girls Club Georgetown Project
Lone Star Circle of Care Healing Hands Stonehaven Boy Scouts ROCK
Hope Alliance United Way Samaritan Center Caring Place Helping Hands
OWBC (2)
G. Discussion and possible action related to review of the Annual Reports submitted by Agencies who
received SPCS Grants in FY 2017‐18‐‐ Jaquita Wilson, SPCS Advisory Board Chair and Shirley Rinn, SPCS
Advisory Board Liaison
Rinn provided the FY 2017‐18 Annual Reports to the Advisory Board. She told them she was still working
on the Summary Chart and would get it to them as soon as she could.
Rinn also provided an update with regard to A Gift of Time, based on the information in their reports to
the Advisory Board. The agency is having difficulty in locating a site or building to establish the program.
There was a general discussion about the how the growth in the area has had a huge impact on the cost
of real property.
Rinn told the Advisory Board know that the agency still has the money in their bank account, and that
the agency is requesting that it be allowed to use $2,000 for a grant writer. There was also a general
discussion about what would happen to the funding if the agency had to return it to the City. Rinn told
them it would go back into the General Fund and not the Strategic Partnerships for Community Services
fund. Rinn clarified that A Gift of Time is holding the funding in a bank account, so they do have it should
the City Council ask that it be returned.
The Advisory Board felt that this was a decision that the City Council needed to make. The Advisory
Board thought that the agency needed to make its request in writing from A Gift of Time’s Board of
Directors. Rinn told them that she would let Josie Zamora know and that as soon as they provide the
letter to the City and that she would prepare the request for City Council consideration.
H. Consideration and possible action to set any future dates and times for Strategic Partnerships for
Community Services Advisory Board Meetings‐‐Jaquita Wilson, SPCS Advisory Board Chair
The next meeting date will be on Tuesday, August 6, 2019 at 9:00 a.m. The funding recommendations
will go to the City Council on August 13, 2019.
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SPCS Advisory Board Minutes
June 10, 2019
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Adjournment
Motion by Douglas, second by Griffin to adjourn. Meeting was adjourned at 7:57 p.m.
Attest:
Alexia Griffin, Board Secretary Jaquita Wilson, Board Chair
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City of Georgetown, Texas
Strategic Partnerships for Community Services
August 6, 2019
S UB J E C T:
Dis cus s ion and pos s ible ac tion regarding the allocation recommendations to be made to the C ity C ounc il
for funding of the S trategic P artnerships for C ommunity S ervices (S P C S ) G rants for F Y 2019-20—
Jaquita Wilson, S P C S Advisory Board C hair
IT E M S UMMARY:
T he S trategic P artners hips tor C ommunity S ervices Advis o ry Bo ard Members were provid ed copies of the
grant applic ations that were rec eived by the C ity for the F Y 2019-20 grant c yc le, a copy o f the G rant
F unding P o licy and G uid elines fo r F Y 2019-20, and an Evaluatio n To o l for eac h grant applic ation for the
Board Members to review and analyze in p rep aration for the group d is cus s io n and deliberatio n regarding
final allocation recommendations to the C ity C ounc il.
As part of the review and dis cus s ion, eac h Board Member will dis close any c onflic ts of interests they may
have with regard to any of the agencies that applied for funding.
F IN AN C IAL IMPAC T:
T he F unding for S trategic P artners hips for C ommunity S ervic es is allocated in the propos ed F Y 2019-20
Budget.
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
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