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06-09-14 GOLDEN VALLEY HUMAN SERVICES FUND June 9, 2014 6:45 pm Brookview Community Center Conference Room 1. Call to Order 2. Agenda Changes or Additions rt 3. Introduction of New Commission Members 4. Approval of the May 12, 2014 minutes 5. By-Law Review 6. Application Packet 7. Upcoming Events-July 11 Golf Classic Update a. Sponsors b. Door prize solicitation c. Food/beverages, d. Volunteers 8. Other Business a. Board and Commission'Dinner bSolicitation Letter Update c. Roster Update d. Anything Else? Please call Jeanne if unable to attend 763-512-2340 or e-mail Ifackler@'goldenvalleymn.gov by June 6th, 4 PM Golden Valley Human Services Fund (GVHSF) Meeting Minutes May 12, 2014 Present: Kathryn Frommer, Alan Ingber, Carolyn Kaehr, Craig McDaniels, Connie Sandler, Peggy Watkins,Toots Vodovoz and Andrew Wold.Also present:Jeanne Fackler, Staff Liaison. Not Attending: Hilmer Erickson, Elissa Heilicher, Call to Order: Sandler called the meeting to order at 6:47 p.m. Agenda Changes or Additions: No additions or changes to the agenda. April 7 minutes: Vodovoz moved and Kaehr seconded the motion to approve the minutes from April 7.The motion passed unanimously. Election of Chair/Vice-Chair: Sandler made the motion to elect Andrew Wold as Chair and Kathryn Frommer as Vice Chair by acclamation. Motion passed unanimously. Run the Valley: Fackler reported that 455 runners and walkers participated in Run the Valley. To date $15,320 has been raised. Expenses were $4,533. Net is$10,786. Commission members thought the event was successful despite the cool weather and short training season. Kid's Fun Run had 24 participants. Members liked the packets of t-shirts/race numbers and felt it sped up the race day pick-up process. Sandler thanked the Commission members for their work on the event. The 2015 date was discussed. Passover is April 4-11 and Easter is April 5. The date was set for Saturday, April 11. Fackler will inform city staff and the timing company. Upcoming Events July 11th—Golf Classic. Letters tolast year's sponsors are ready to-be sent.:Sandie.r encouraged members to talk up the tournament since Allianz will not be a sponsor.;this year. Wold will ask Clements if LIVE will promote the event. Other Business: Solicitation Letter:Asof today,$10,154 has been received. Board and Commission Dinner: The annual Board and Commission Dinner is scheduled for Thursday,June 12 at Brookview. Invitations are being mailedto current and retiring members. Application packet:The application packet was distributed to members. Sandler asked the members to review the packet and bring suggestions/changes to the next meeting. Sandler reminded the members that the next meeting is scheduled for Monday,June 9. Adjournment: Ingber moved to adjourn the meeting,Vodovoz seconded the motion.The meeting was adjourned at 7:30 p.m. Respectfully submitted, Connie Sandler, GVHSF Chair Jeanne Fackler, Staff Liaison 2014 human Sir Allocation Packet due August 23,2013 at 4 pm 2014 Golden Volley Hu an Services Furul Allocation Packet 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. 21114 Gallen Valley Human Sefvices Fund Allocation Packet 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) !fall documents and copies are not included,submission may be 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 2,014 Golden Valley Human S vlc 5 Fund Allocation Packet 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 5K/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, _ F, and the Golden Valley Community Foundation. Other sponsors included Al's .7. :110411. �ti �� ,,,.. Coffee, Channel 12/NWCT, Chiquita Banana, City of Golden Valley, Einstein Bros ,t4,„1- tin _ SAE, 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 Valley T-shirts, and commemorative medallions are awarded to the top male and female runners in each age group for both the 5K 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 0.1,"/V,......7. ,r''''''''... .-1.4,0:34, 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, ‘4 ,,, 0 0-0' 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 3 sponsors include Al'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. NumarrSQ``r � c s , Golden Valley Human Services Fund e- Application For Funding 2014 o � Name of Agency/Organization SF 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). How many communities does your organization serve? Please list, and provide the number of clients for each community served in 2012. 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 lfyes, explain why they are not fulfilling the current needs: city of golden1� valley 200 Brookview Parkway y,MN 55426 Signature Date Golden Vall763-512 2340 www.goldenvalleymn.gov Title *Attach additional sheet if needed. 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 Ill: Appointment, Terms and Vacancies 1. 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.