Notice of Meeting for the Strategic Partnerships for Community Services of the City of Georgetown April 21, 2015 at 3:00 PM at the City Hall Main Floor Conference Room, 113 E. 8th Street, Georgetown, Texas 78626 The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Legislative Regular Agenda A Call to Order--C.O. Smith, SPCS Advisory Board Chair B Roll Call --C.O. Smith, SPCS Advisory Board Chair C Consideration and approval of the minutes for the Strategic Partnerships for Community Services Advisory Board for the Regular Meeting held Tuesday, March 18, 2015 --Severine, Cushing, SPCS Advisory Board Chair D Discussion and possible action regarding any questions from the Board Members related to the review of the grant cycle timeline and the Policy, Guidelines, Application, Scoring Rubric, and Recommendation Process for the FY 2015-16 Strategic Partnerships for Community Services Grant Cycle that were presented at the March 18, 2015 SPCS Advisory Board Meeting-- C.O. Smith, SPCS Advisory Board Chair E F Review and discussion regarding a mock scoring of a sample Strategic Partnerships for Community Services Grant Application utilizing the current Policies and Guidelines and Scoring Rubric C.O. Smith, SPCS Advisory Board Chair and Suzy Pukys, SPCS Advisory Board Vice Chair Consideration and possible action to set additional dates and times for 2015 Partnerships for Community Services Advisory Board Meetings--C.O. Smith, SPCS Board Chair G Adjourn CERTIFICATE OF POSTING I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the day of, 2015, at, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Jessica Brettle, City Secretary
City of Georgetown, Texas Strategic Partnerships for Community Services April 21, 2015 SUBJECT: Consideration and approval of the minutes for the Strategic Partnerships for Community Services Advisory Board for the Regular Meeting held Tuesday, March 18, 2015 --Severine, Cushing, SPCS Advisory Board Chair ITEM SUMMARY: ATTACHMENTS: 1. Draft Minutes for the Regular Meeting held Tuesday, March 18, 2015 FINANCIAL IMPACT: None SUBMITTED BY: Shirley J. Rinn for Severine Cushing, SPCS Advisory Board Secretary ATTACHMENTS: Description SPCS Advisory Board Minutes Type Backup Material
Minutes of the Meeting of the Strategic Partnerships for Community Services Advisory Board City of Georgetown, Texas March 18, 2015 The Strategic Partnerships for Community Services Advisory Board of the City of Georgetown, Texas, met on Wednesday, March 18, 2015 at 6:00 p.m. Members Present: C.O. Smith, Suzy Pukys, Severine Cushing, Barbara Rauch, Larry Gambone Members Absent: None Staff Present: Shirley J. Rinn, Executive Assistant to the City Manager Call to Order at 6:00PM MINUTES A Call to Order--C.O. Smith, SPCS Advisory Board Chair The meeting was called to order by C.O. Smith. B Roll Call --C.O. Smith, SPCS Advisory Board Chair All Members were present at the meeting. C Welcome and Introduction of New Board Members C. O. Smith, SPCS Advisory Board Chair Board Chair, C.O. Smith asked the members of the Board to introduce themselves to the rest of the Board and in addition to their names to provide some background information about themselves. Smith then provided an overview of the history and background of the purpose and mission of this Board. He explained that the Council had appointed a Task Force to review the old policies and procedures related to the former program referred to as Social Services and Youth Program Funding for the City of Georgetown. The Task Force then made recommendations to the City Council to implement changes to the Policies and Guidelines, rename the program to Strategic Partnerships for Community Services Grant Funding, and to also appoint an Advisory Board to make recommendations to the City Council for future funding. SPCS Advisory Board Minutes March 18, 2015 Page 1 of 3
D Nominations and election of Vice-Chair of the SPCS Advisory Board. C. O. Smith, SPCS Advisory Board Chair Motion by Smith, Second by Gambone to nominate Suzy Pukys as Vice Chair. Approved 5-0 E Nominations and election of a Secretary of the Strategic Partnerships for Community Services (SPCS) Advisory Board. C. O. Smith, SPCS Advisory Board Chair Motion by Gambone, Second by Rauch to appoint Severine Cushing as Secretary. Approved 5-0. F Review and discussion of Board Bylaws and attendance policy for board members--c.o. Smith, SPCS Advisory Board Chair and Shirley Rinn, Board Liaison Shirley Rinn provided an overview of the City Council s attendance policy for all of the members of its Boards and Commissions. Members must attend 75% of the regularly scheduled Board Meetings. If a Special Meeting is called and a board member is not able to attend, it does not count against the attendance. C.O. Smith also provided a brief overview of the current Bylaws that were approved by the City Council for this Board. There was some discussion whether it was necessary to amend the by-laws as they pertained to the meetings times. Shirley Rinn let the Board know that she spoke with the City Attorney and that she had indicated that she drafted the by-laws for this Board to include some flexibility in the establishment of their meetings times and that it shouldn t be necessary to amend the bylaws. G Overview and review of the grant cycle timeline and review of the Policy, Guidelines, Application, Scoring Rubric, and Recommendation Process for the FY 2015-16 Strategic Partnerships for Community Services Grant Cycle--C.O. Smith, SPCS Board Chair and Shirley J. Rinn, Board Liaison C.O. Smith, Suzy Pukys, and Shirley Rinn provided an overview and review of the Strategic Partnerships for Community Services Policy, Guidelines, Application, Scoring Rubric, and Recommendation Process for the FY 2015-16 Strategic Partnerships for Community Services Grant Cycle. They provided historical background related to the development of the current process. It was determined by the Board that at the next SPCS Advisory Board meeting that the Board would review a Sample Application along with the Scoring Rubric in order to be better prepared to review and score the applications that are received for the FY 2015-16 Grant Cycle. Suzy Pukys told the Board she would prepare a Sample Application for the Board to work with. Shirley Rinn told the Board that the applications for this year s cycle are due on May 15, 2015. She also told the Board that in addition to providing them with the current year applications, she would also provide them with the compliance documents received from the current year recipients, as well as summary compilation of the information provided by the agencies for their review as well. SPCS Advisory Board Minutes March 18, 2015 Page 2 of 3
There was also some additional discussion regarding having a financial section added to the the Scoring Rubric. H Consideration and possible action to set dates and times for 2015 Partnerships for Community Services Advisory Board Meetings--C.O. Smith, SPCS Board Chair The next meetings for the SPCS Advisory Board will be held on Tuesday, April 21, 2015 at 3:00 p.m. and on Tuesday, May 19, 2015 at 3:00 p.m. in the City Hall Main Floor Conference Room, located at 113 E. 8 th Street, Georgetown, Texas 78626. The Board discussed having an all-day session to review and score the applications that are received for the FY 2015-16 Grant Cycle. Additional Meeting Dates will be determined at a future meeting. I Adjourn The meeting was adjourned at 7:15 p.m. ADJOURNMENT Attest: Severine Cushing, Board Secretary C.O. Smith, Board Chair SPCS Advisory Board Minutes March 18, 2015 Page 3 of 3
City of Georgetown, Texas Strategic Partnerships for Community Services April 21, 2015 SUBJECT: Discussion and possible action regarding any questions from the Board Members related to the review of the grant cycle timeline and the Policy, Guidelines, Application, Scoring Rubric, and Recommendation Process for the FY 2015-16 Strategic Partnerships for Community Services Grant Cycle that were presented at the March 18, 2015 SPCS Advisory Board Meeting-- C.O. Smith, SPCS Advisory Board Chair ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Shirley Rinn for C. O. Smith, Board Chair ATTACHMENTS: Description Timeline Policy and Guidelines Common Application City of Georgetown Program Abstract City Evaluation and Scoring Rubric Type Backup Material Backup Material Backup Material Backup Material Backup Material
STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES FUNDING PROPOSED TIMELINE FY 2015-16 February 24, 2015 Dates Board Appointments Task March 18, 2015 April 1, 2015 April 1, 2015 May 15, 2015 May 25, 2015 July 1-15, 2015 July 28, 2015 September 8, 2015 or September 22, 2015 First Meeting for the new Board to provide an overview of the grant application process for the FY 2015-16 Strategic Partnerships for Community Services Grant Cycle, to elect officers, set meeting schedule, review bylaws, policy and guidelines, grant cycle timeline, application and scoring materials for Grant process. Grant Applications mailed to current recipients and others who have requested information during course of the year. Ad placed in Williamson County Sun and on Website Deadline for Return of Applications Provide Board with Completed Applications and Scoring Rubric. Schedule SPCS Advisory Board Meetings in order for the Board to receive grant applications, review, and make grant allocation recommendations to be presented to the City Council. Recommendations from the SPCS Advisory Board to be presented to the City Council for approval. Approval of Funding Agreements (After 2 nd Reading of Budget Ordinance) October 1, 2015 New Budget Year
I. CRITERIA FOR SUPPORT CURRENT STANDARDS: STRATEGIC PARTNERSHIPS FOR COMMUNITY SERVICES GRANT FUNDING POLICIES AND GUIDELINES FY 2015-16 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. FY 2015/16 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 8, 2014. The proposed funding level for 2015/16 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. FY 2015/16 Strategic Partnerships for Community Services Grant Funding Policies and Guidelines Page 2 of 2
FY 2015/16 Strategic Partnerships for Community Services Grant Funding Policies and Guidelines Page 2 of 2
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 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 Program Name Brief Description of the Request Contact Information Name, Title Email, Phone
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. 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.)
Program Request Information This section focuses on the program(s) for which you are requesting funding. If you are applying for multiple programs, complete this section for one program, and complete the Supplemental Program Request Information document for each additional program. Submit Supplemental Program Request Information documents as attachments. 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. 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 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? (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.)
Evaluation Specifically define the primary goal you hope to achieve through this funding for your program. The goal identified below should be attainable within a 12-month period, and must also relate to goals/outcomes articulated in the Organization Background and Program Request sections of this proposal. Goal: What will this funding help you accomplish? Activities: What activities will support or accomplish your goals? Outputs: What do you expect these activities to produce? Outputs are often quantitative measures (# of participants, # of sessions held, # of encounters). 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? Performance Measures: How will you know when you have accomplished your goals? How do you measure your results? How will your monitoring methods help you correct errors, remedy problems, and/or refine your work? GOAL: Activities Outputs 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.)
Budget/Budget Narrative 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 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 sources of organizational support? Please list funder names and award amounts. 1. 2. 3. 4. 5. What are your cash reserves? How many months could you operate at your continued budget level?
PROGRAM BUDGET TEMPLATE Beneath each line item, provide a brief explanation of the methodology used to estimate each item. Include all assumptions behind your computations. Indirect/administrative costs: Where applicable, include the indirect cost rate in the appropriate narrative space below. An indirect cost rate is a device for determining fairly and conveniently within the boundaries of sound administrative principles, what proportion of indirect cost each program should bear (source: U.S. Department of Labor website). Grantors recognize that, particularly with smaller organizations, the recovery of indirect costs is a necessity. It is acceptable for organizations to include their negotiated indirect rate if they have one with a state or federal agency, OR a percentage for indirect costs as a part of your grant application. Please be sure to include this negotiated rate OR your indirect cost percentage within the narrative section of any indirect/administrative line item. Salaries, insurance, benefits, and other related taxes $ Consultants and professional fees $ Professional development $ Travel, lodging $ Equipment $ Supplies/support materials $ Printing, copying, phone, fax, postage $ Rent, utilities $ Fundraising costs $ Advertising and marketing $ In-kind expenses $ Other (specify) $ TOTAL EXPENSES $
List of Attachments Supplemental Program Request Information [if applicable]. For organizations applying for funding for more than one (1) program. 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. 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. 501(c)(3) IRS determination letter. Previous fiscal year financials. Include: o balance sheet; o income statement; o year-to-date financials (balance sheet and income statement); o proposed organizational budget for this fiscal year; o actual organization budget for last fiscal year; o actual program budget for last fiscal year (if applicable). Audited financials and Form 990. Refer to specific funder s requirements.
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 the program for which you are requesting funding, the cause/issue it seeks to address, the need for services in your target area, and the target population. 1,000 character max. 2. 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. 3. 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. 4. What are your plans to ensure that the program is continued and supported beyond this grant cycle? 500 character max. 5. Does this program provide opportunities for matching or incentive funds within your organization or from other grantees? 500 character max.
2015 Williamson County Common Application Evaluation Rubric Agency Name: City of Georgetown Evaluation Form Sections & Scoring Instructions This evaluation form is designed to assess the Common Application as a comprehensive document, as well as its distinct sections. Please offer comment to justify your score throughout each section. Provide the total score of all sections combined, as well as your recommendation for funding. Maximum Score Organization Background 20 Program Request 20 Evaluation 15 Budget 10 Risk of Investment Analysis & Program Abstract 35 TOTAL POINTS POSSIBLE 100 Final Comments: Total Score for Proposal: out of 100 PROPOSAL DECISION Fully Funded $ Partially Funded $ Proposal Not Funded. Summary of Rationale: 1
Organization Background (20 points max.) Are the needs the Organization is addressing and ultimate goal for impact clear? Are methods of assessment sound? Do they demonstrate progress? Can the Organization articulate near- and long-term goals? Comments: Total Score: Rationale: Request Information (20 points max.) Does the Proposal provide clear rationale for its strategies in addressing the need/problem, as well as evidence to support the choice of strategy? Does the Organization have the resources and capacities needed to carry out the Program(s)? Does the Organization demonstrate that it cultivates and maintains working relationships with other organizations in order to achieve program goals? Comments: Total Score: Rationale: Evaluation (15 points max) The evaluation plan is solid, i.e., activities, outputs, and outcomes logically build upon one another. Expected results are clear. Comments: Total Score: Rationale: Budget (10 points max.) 2
Does the organization have diverse resources? Are proposed expenses appropriate and indirect/admin costs reasonable? Comments: Total Score: Rationale: Risk of Investment Analysis and Program Abstract (35 points max.) What do the attachments reveal about the health of the organization? Review makeup of Board leadership, staff qualifications, and financial information. How sustainable is this organization? How well does the organization/program(s) align with the City of Georgetown s priorities? Do this organization and its programs seem promising for success? Do they demonstrate a clear value to their target population and are important to this community? Do this organization and its programs work collaboratively with other agencies to provide a maximum benefit to the community members it serves? Do they demonstrate innovation? Comments: Total Score: Rationale: 3