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J �SV Of �. <br /> K. Angel Pilago cf'.• �:+., Phone: (808) 327 -3642 <br /> HSSPSC Chair � Fax: (808) 329 -4786 <br /> Email: apilago @co. hawaii. hi. us <br /> err uF•M�,r+ <br /> HAWAII COUNTY COUNCIL <br /> County of Hawai <br /> Kailua Trade Center <br /> 75 -5706 Hanama Place, Suite 109 <br /> Kailua -Kona, Hawai'i 96740_. <br /> January 19, 2011 <br /> MEMORANDUM - <br /> TO: Dominic Yagong, Chair <br /> and Members of the Hawai'i County Council <br /> FROM °, / K. Angel Pilago, Chair <br /> Human Services, Social Services and Public Safety Committee <br /> SUBJECT: FY 2011 -12 Nonprofit Grant Review Process; Formation of Ad Hoc Committee <br /> This communication is to apprise Council Members, applicant nonprofit agencies, and the public <br /> of the upcoming grant review process undertaken by your Human Services, Social Services and Public <br /> Safety Committee (HSSPSC) and also to request time on the February 1, 2011, agenda for the HSSPSC <br /> to convene for the purpose of the formation of an ad hoc committee. <br /> 1. FY 2011 -12 Nonprofit Applications <br /> As in past years, copies of signed and eligible applications received by the Department of Finance will be <br /> forwarded to all Council Members in the form of a spiral -bound booklet. All supporting (or pre - qualifying) <br /> documents such as financial statements, current audit, IRS Forms 990 and 501(c)(3) tax - exempt <br /> verification, current liability insurance certificate, articles of incorporation and by -laws will be maintained in <br /> the Department of Finance, but shall be available for inspection. <br /> 2. Grant Review Process <br /> Publicly noticed site visits /interviews with eligible nonprofit applicants will be held on March 17, beginning <br /> at 8:00 AM in the Kona Council Office Conference Room (West Hawai'i Civic Center, 74 -5044 Ane <br /> Keohokalole Hwy., Kailua -Kona, Hawaii 96740) and March 21 and 22, beginning at 8:00 AM in the <br /> County of Hawai'i Aupuni Center Conference Room (101 Pauahi Street, Hilo, Hawai'i 96720). <br /> Before I make my recommendations regarding how I would like the site visit/interview phase of <br /> the Grant Review Process to be conducted, I would be remiss if I did not address the general provisions <br /> under which the site visit/interview process is delineated: <br /> Chapter 2, Article 25, Section 2 -139 (Procedure for awarding grants) states: "Site visitations of <br /> nonprofit organizations submitting complete applications may be conducted by the council and its <br /> designated staff, as deemed necessary by the chair of the appropriate committee, after January 31 but <br /> prior to final action on the operating budget by the council. Any site visitations shall be publicly noticed <br /> and conducted in a manner that allows flexible councilmember participation and designated staff support." <br /> Historically, the purpose of such site visits has been to inspect facilities as needed, inquire about <br /> program objectives and clarify any information not readily understood upon summary review of the <br /> application. Accordingly, a site visit is a fact - finding undertaking, not a "meeting" or "decision- making" <br /> deliberation of a board. This is also the case for interviews conducted by the ad hoc committee, where a <br /> Serving the Interests of the People of Our Island Comm. No. G 3 <br /> Ref. To; 145 5 PS C <br /> Ref. Date JAN 11 701 1 <br />