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7-8-13GOLDEN VALLEY HUMAN SERVICES FUND July 8, 2013 6:45 pm Brookview Community Center Conference Room 1. Call to Order 2. Agenda Changes or Additions 3. Approval of the June 10, 2013 mi 4. By -Law Review 5. Application Packet Final 6. Upcoming Events a. July 12 �.Gctlf:Classic Upd i.. � Sponsc�Ys: Door pre�,solicitat iii :mod/betieiaees Please call Jeanne if unable to attend 763-512-2340 or e-mail ifackler@goldenvalleymn.gov by July 8th, 3 PM Golden Valley Human Services Fund (GVHSF) Meeting Minutes June 10, 2013 Present: Amy Clements, Hilmer Erickson, Kathryn Frommer, Elissa Heilicher, Connie Sandler, Toots Vodovoz and Peggy Watkins. Also present: Joanie Clausen, Council Liaison and Jeanne Fackler, Staff Liaison. Not Attending: Katie Hart, Alan Ingber. Call to Order: Sandler called the meeting to order at 6:46 p.m. Agenda Changes or Additions: No agenda changes or additions. May 13 minutes: Erickson moved and Vodovoz seconded the motion to approve the minutes from May 13. The motion passed unanimously. By -Law Review: The by-laws were distributed to attending members=asked members to review the by-laws for the July 8th meeting. Application Packet: Fackler distributed the application following questions: How many communities does your clients for each community that you served in 2012. Upcoming Events: July 12 — Golf Classic Sponsors: Letters have been sent to sponsors. So.°fa_j Door prizes: Gift cards have been received from llic, ask for prizes and table goodies. Food and Beverage: Heilicher and Fackler will meet Volunteers: Members volunteered forAheJollowing Heilicher— Costco run. Contac .0s i 44hd Cros: Watkins, Heilicher— breakfasta d:,lunch set u fclea Frommer—volunteer registration ,,_ Vodovoz, Clausen and Clements r6gy ration n „lA Erickson — Hole-In-Q0e'A ster, Heilicher, Sandler ,IUi7ch serves';, , TCGMC: Heilicher"hS left messages�i October.�tth the „ iacOt t,4ttending members.e Members would like to add the 10e6ey'serve? List the communities. Provide the number of 500 has been sent by sponsors. god Day Cafe ap#d Best Wishes Floral. Members will continue to finalWtEe, food and,,yerage order. itions n -up ch set of the TCGMC. Hoping a concert date may be set for September or Other Business: Community Foundation: Sandler stated thatthe GVCF is continuing to fundraise. =4 r The Board and Commission trainii,will be held on Wednesday, June 10. Erickson, Sandler and Watkins will be attending the training. The Board and Commissiori,dinner will be held on Wednesday, June 26 at Brookview. Invitations will be mailed the week of June 10. Sandler reminded the members that the next meeting is scheduled for Monday, July 8. Adjournment: Erickson moved to adjourn the meeting, Vodovoz seconded the motion. The meeting was adjourned at 7:45 p.m. Respectfully submitted, Connie Sandler, GVHSF Chair Jeanne Fackler, Staff Liaison 2014 Allocation Parket due August 23, 2013 at 4 pm GVHSF Providing A Hand Up The Golden Valley Human Services Fund (GVHSF), appointed by the City Council, is a volunteer board comprised of citizens -at -large, community and business members, and one City Council member. Each year, this board of citizen volunteers reviews funding requests and allocates 100% of the funding raised by the GVHSF through various annual fundraisers, such as Run the Valley in April and the Golden Valley Golf Classic in July. The GVHSF also receives 10% of the pull tab monies collected in the city. Mission Identify the community's needs for human services. Develop guidelines to evaluate funding requests, and allocate funds to human service organiza- tions that meet the identified needs of the community. Determine funds needed and strategies to provide funding through charitable gambling proceeds, fundraisers, or community events. Encourage and enlist participation from the greater Golden Valley community. Guidelines For Funding • The service provided is for Golden Valley residents at a time of crisis or need. • The services must not be duplicated by a level of government. • The service must include cooperation or collaboration between organizations. • The organization should use the funds granted by the GVHSF to serve Golden Valley citizens. • Funding shall be granted to human service organizations and not to an individual or individuals. • Funding will not be granted to any organization licensed in the City for lawful gambling operations. • Funding is not intended to be used for salaries or general operating expenses. Each organization that requests money must fill out an application, send in the required documents asked for by the GVHSF, and be available to present the application information to GVHSF members at the September meeting, if needed. In 2013, the meeting date is September 9. The GVHSF is happy to be able to help your organization financially and would appreciate your help in volunteering your time at any of our fundraisers. GVHSF Funding Standards To receive funding from the GVHSF, applicants must: • provide a program, project, or service that contributes to the City of Golden Valley and serves clients located in the City of Golden Valley • be incorporated as a non-profit organization • have operated and delivered services consistently for a minimum of one year, evidenced by an established record of meaningful service utilization levels and adequate support through financial and/or volunteer contributions • operate on a non-discriminatory basis, according to federal, state, or Golden Valley ordinances, as appropriate according to the jurisdiction consistent with the applicant's service area • demonstrate that administrative management, general, and fundraising costs do not exceed 15% of revenue in any year for which the applicant has received funding from GVHSF without special GVHSF review and concurrence in the appropriateness of the particular unique circum- stances which resulted in these costs exceeding 15%; and GVHSF together with the applicant agree upon a strategy for reducing these costs within the following fiscal year. Whenever appli- cant management, general, and fundraising costs exceed 15%, applicant representatives must justify to GVHSF. Required Documents All applicants must submit 10 copies each of the: • GVHSF Application for Funding • Minnesota Common Grant Application Form (download at www.mcf.org/mcf/grant/applicat. htm#Form) In addition, all applicants must submit one copy of the following organizational documents: • letter of determination of tax exempt status under Section 501 (c) (3) of the Internal Revenue Code filed by the applicant • articles of incorporation • constitution and bylaws • approved operating budget (including revenue and expenses) • Affirmative Action policy • most recent annual IRS Report #990 on Report of Organization Exempt From Income Tax • most recent annual Charitable Organization Finance Statements filed with the appropriate State of Minnesota Agency or Office of Attorney General • most recent annual certified total audit (organizations that are not required to submit an au- dited financial statement to the State of Minnesota may submit an audited balance sheet) I fall documents and copies are notincluded, submission maybe withheld. Please direct all information or questions to: Jeanne Fackler, GVHSF Staff Liaison City of Golden Valley 200 Brookview Parkway Golden Valley, MN 55426 763-512-2340 jfackler@goldenvalleymn.gov GVHSF Fundraising The Golden Valley Human Services Fund (GVHSF) raises funds by hosting two annual events—Run the Valley in April and the Golden Valley Golf Classic in July—and soliciting support from the community through the Golden Valley Community Foundation. The GVHSF also receives 10% of the pull tab monies collected in the city. Run The Valley Run the Valley, the GVHSF's annual SK/10K race and 5K walk, has become a successful spring fundraiser and a popular community activity. Starting at Brookview Community Center, the race/walk winds through residential Golden Valley. The 2013 event drew 541 runners and walkers and raised approximately $18,700. Corporate sponsors for 2013 were Liberty Carton Company, Bassett Creek Dental, and the Golden Valley Community Foundation. Other sponsors included AI's Coffee, Channel 12/NWCT, Chiquita Banana, City of Golden Valley, Einstein Bros Bagels, Finken Great Glacier Water, Go Health Chiropractic, Old Fashioned Donut Shoppe, Perkins Family Restaurants, Road ID, Valley Pastries, and Yoplait USA. Participants receive Run The ValleyT shirts, and commemorative medallions are awarded to the top male and female runners in each age group for both the SK and 10K Runs. Golden Valley Golf Classic The Golden Valley Golf Classic, held each year at Golden Valley's Brookview Golf Course, raises thousands of dollars each year for the GVHSF. Participants enjoy a day of fun and prizes, including continental breakfast and lunch. The 2012 event drew 116 golfers and raised around $13,500. The 2013 event is scheduled for Friday, July 12. Corporate sponsors for 2012 were Allianz Life Insurance Company of North America, Best & Flanagan LLP, Central Bank, Preferred One, SEH (Short, Elliott, Hendrickson, Inc), McDonald's of Golden Valley, Morrie's Cadillac Saab, and WSB and Associates. Other sponsors include AI's Coffee, Brookview Golf Course, Channel 12/NWCT, City Looks Salon, Crossroads Delicatessen, Davanni's, Einstein Bros Bagels, GVHSF, Liberty Diversified Industries, and Pat Ryan Golf. For more information about the GVHSF and its fundraising activities, go to www.goldenvalleymn.gov/boards/gvhsf/ or contact staff liaison Jeanne Fackler at 763-512-2340 orjfackler@goldenvalleymn.gov. Golden valley Human services Fund ,��yN �sP(`'�� Application For Funding 2014 SF Name of Agency/Organization Address City State ZIP Phone Contact Person Contact Person Title Contact Email What other funding sources provided money to your agency/organization for the last three years? Briefly describe how the GVHSF funds will be used by your organization (ie, program or service, etc). Describe how Golden Valley residents directly benefit from the project/services you provide. Describe the scope of services to Golden Valley residents your organization provides in a year (eg, the number of households served and the number of times on average a household receives help in a year). If you received funds from the GVHSF in 2013, how were the funds used by your organization? If you do not receive funds from the GVHSF in 2014, how would this affect your program? Are you aware of any other agencies providing this project/services to Golden Valley residents? ❑ No ❑ Yes : I fyes, explain why they are not fulfilling the current needs: Signature Title *Attach additional sheet if needed. Date BY-LAWS OF THE HUMAN SERVICES FUND CITY OF GOLDEN VALLEY ADOPTED BY THE CITY COUNCIL —September 2011 Article I: Mission Statement The Human Services Fund exists to study human service needs in the community and recommend action to the City Council regarding funding those needs. With these goals in mind, the Fund Board will: 1. Identify the community's needs for human services. 2. Develop guidelines to evaluate funding requests and allocate funds to human service organizations that meet the identified needs of the community. 3. Determine funds needed and strategies to provide funding through charitable gambling proceeds, fundraisers, or community events. 4. Encourage and enlist participation from the greater Golden Valley community. Article II: Membership, Meetings and Attendance 1. Membership A. The Human Services Fund membership shall consist of the following: 1. Seven citizens -at -large 2. Five business or community organization members Emphasis in appointments will be based on knowledge of human service needs in the community through participation in community organizations, experience and knowledge of fundraising, and evidence of personal commitment to the delivery of human service needs. B. Persons involved with agencies or groups that anticipate soliciting funds from the GVHSF should not seek appointment. 2. Meetings 1. The GVHSF will hold monthly meetings on the second Monday of the month or as needed. 2. A quorum consists of a majority of the current membership and is necessary to transact the business of the GVHSF. 3. The GVHSF may hold special meetings to complete or initiate business at the call of the chairperson or at the request of three members. 4. Each member shall be notified at least 48 hours in advance of a special meeting regarding the time, place, and purpose of the meeting. 5. All meetings will be open to the public. 3. Attendance Attendance is required at all meetings. Absence from three meetings per calendar year may result in removal from the GVHSF. Members are responsible for notifying the staff liaison or chair if they cannot attend a meeting. Article III: Appointment, Terms and Vacancies Appointments Appointments shall be for terms extending through May 1 and the Council will appoint the appropriate members. 2. Terms Members will serve three year staggered terms, except for the Council Member who will be appointed annually. Terms extend until May 1 or when a successor is appointed and confirmed. 3. Vacancies If a vacancy occurs before the end of the term, interim appointments will be made by the Council. Article IV: Officers, Elections, and Duties 1. Officers The Human Services Fund will have two officers: a chairperson and vice chairperson. City staff shall serve as secretary. 2. Election of Officers The GVHSF will elect officers at the May meeting each year. Officers will serve until the next election. 3. Duties of Officers The GVHSF chairperson will: develop meeting agendas and give final agenda to staff liaison member ten business days before each meeting conduct and preside over monthly meetings in a productive, timely manner monitor and ensure the progress of the GVHSF • report to the City Council • assure that the GVHSF conducts its activities within its mission and by-laws. The GVHSF Vice Chairperson will: • preside over any meeting in the Chairperson's absence Article V: Reporting 1. Annual Allocation Report The GVHSF shall recommend allocations for the upcoming year to the City Council for approval by November. 2. Fundraising Report The GVHSF shall recommend all fundraising events for approval by the City Council. 3. By -Laws Any changes to the GVHSF's by-laws will be approved by the City Council. 4. Special Reports The GVHSF can make special reports to the Council to consider emergency requests or adjustments because of revenue shortfalls, but it must justify the need outside the parameters of the annual allocation report. Article VII: Amendments and Revisions The GVHSF will review these by-laws annually at the June meeting with a majority of members present, and members will present recommendations for changes and amendments. These by-laws can be altered or amended at any regular quarterly GVHSF meeting, provided that notice of the proposed changes and amendments is mailed to each member at least ten business days before the meeting.