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Before I make my recommendations regarding how I would like the site visit/interviews <br /> <br /> phase of the Grant Review Process to be conducted, I would be remise if I did not address <br /> <br /> the general provisions under which the site visiUinterview process is delineated: <br /> <br /> Chapter 2, Article 25, Section 2-139 (Procedure for awarding grants) states: "Site <br /> <br /> visitations of nonprofit organizations submitting complete applications may be conducted <br /> <br /> by the council and its designated staff, as deemed necessary by the chair of the <br /> appropriate committee, after January 31 but prior to final action on the operating budget <br /> <br /> by the council. Any site visitations shall be publicly noticed and conducted in a manner <br /> <br /> that allows flexible councilmember participation and designated staff support." <br /> Historically, the purpose of such site visits has been to inspect facilities as needed, <br /> inquire about program objectives and clarify any information not readily understood upon <br /> summary review of the application. Accordingly, a site visit is afact-finding undertaking, <br /> not a "meeting" or "decision-making" deliberation of a board. <br /> While conducting the site visits/interviews, Council Members must comply with Chapter <br /> 92-2.5, Hawaii Revised Statues, which states: <br /> §92-2.5 Permitted interactions of members. (a) Two members <br /> of a board may communicate or interact privately between <br /> themselves to gather information from each other about official <br /> board matters relating to official board business to enable them <br /> to perform their duties faithfully, as long as no commitment to <br /> vote is made or sought and the two members do not constitute a <br /> quorum of their board. <br /> (b) Two or more members of a board, but less than the <br /> number of members which would constitute a quorum for the board, <br /> may be assigned to: <br /> (1) Investigate a matter relating to the official business <br /> of their board; provided that: <br /> (A) The scope of the investigation and the scope of <br /> each member's authority are defined at a meeting <br /> of the board; <br /> (B) All resulting findings and recommendations are <br /> presented to the board at a meeting of the board; <br /> and <br /> (C) Deliberation and decision making on the matter <br /> investigated, if any, occurs only at a duly <br /> noticed meeting of the board held subsequent to <br /> the meeting at which the findings and <br /> recommendations of the investigation were <br /> presented to the board; or <br /> (2) Present, discuss, or negotiate any position which the <br /> board has adopted at a meeting of the board; provided <br /> that the assignment is made and the scope of each <br /> member's authority is defined at a meeting of the <br /> <br />