COM 0562.000 2010-2012 - Laserfiche WebLink

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Before I make my recommendations regarding how I would like the site visit /interview phase of the Grant Review Process to be conducted, I would be remiss if I did not address the general provisions under which the site visit/interview process is delineated: Chapter 2, Article 25, Section 2 -139 (Procedure for awarding grants) states: "Site visitations of nonprofit organizations submitting complete applications may be conducted by the council and its designated staff, as deemed necessary by the chair of the appropriate committee, after January 31 but prior to final action on the operating budget by the council. Any site visitations shall be publicly noticed and conducted in a manner that allows flexible councilmember participation and designated staff support." Historically, the purpose of such site visits has been to inspect facilities as needed, inquire about program objectives, and clarify any information not readily understood upon summary review of the application. Accordingly, a site visit is a fact - finding undertaking, not a "meeting" or "decision- making" deliberation of a board. This is also the case for interviews conducted by the ad hoc committee, where a site visit has been determined to be unnecessary due to award of nonprofit grant monies during the previous fiscal year. While conducting the site visits and interviews, Council Members must comply with Chapter 92 -2.5, Hawai`i Revised Statutes, which states: [ §92 -2.51 Permitted interactions of members. (a) Two members of a board may communicate or interact privately between themselves to gather information from each other about official board matters to enable them to perform their duties faithfully, as long as no commitment to vote is made or sought. (b) Two or more members of a board, but less than the number of members which would constitute a quorum for the board, may be assigned to: (1) Investigate a matter relating to the official business of their board; provided that: (A) The scope of the investigation and the scope of each member's authority are defined at a meeting of the board; (B) All resulting findings and recommendations are presented to the board at a meeting of the board; and (C) Deliberation and decision making on the matter investigated, if any, occurs only at a duly noticed meeting of the board held subsequent to the meeting at which the findings and recommendations of the investigation were presented to the board; or (2) Present, discuss, or negotiate any position which the board has adopted at a meeting of the board; provided that the assignment is made and the scope of each member's authority is defined at a meeting of the board prior to the presentation, discussion or negotiation. (c) Discussions between two or more members of a board, but less than the number of members which would constitute a quorum for the board, concerning the selection of the board's officers may be conducted in private without limitation or subsequent reporting. (d) Discussions between the governor and one or more members of a board may be conducted in private without limitation or subsequent reporting; provided that the discussion does not relate to a matter over which a board is exercising its adjudicatory function. 2