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HomeMy WebLinkAboutCOM 0384.000 2012-2014 J YOSHIMOTO ' y1,4 Phone: (808)961-8272 Chair& Presiding Officer ;�i �, : 4*.��/�:, Fax: (808)961-8912 Council District 2 Email: jyoshimoto@co.hawaii.hi.us HAWAII COUNTY COUNCIL County of Hawai`i Hawai`i County Building o ti) 25 Aupuni Street, Suite 1402 L-`., :D C7 Hilo, Hawai`i 96720 cn O 3 -t--.a 1 i September 6, 2013 0. ,--‹ a '1f� ...0 _:,,r-t3 7 M ro TO: Members of the Hawai`i County Council FROM: c' JJ Yoshimoto, Council Chair Hawaii County Council SUBJECT: Transmittal of Final Report of the County of Hawai`i Emergency Food (COHEF) Program Bill No. 199 Ordinance No. 12-35 ($200,000) Resolution 229-12 (75,000) Attached is The Food Basket's, Inc.'s final report. You will find a narrative and spreadsheet detailing the implementation of the County grant, total pounds distributed to date, persons served and the agencies, schools, or other entities receiving such food, as well as a copy of the previous report sent to the prior Council Chair, Dominic Yagong. This will be placed on the next available committee agenda. Thank you. JY/el Comm.No. 3g , Ref.To:_.,E4.. „� Ref.Date_ AUG, t 2. g 013 Hawai`i County is an Equal Opportunity Provider and Employer COUNTY CLERK TI LE FOOD BASKET Inc. COUNTY r7 HAWAII All i ; i , , i „ !. 2013 AUG -6 AM It 38 August 5,2013 MEMORANDUM TO: The Honorable J Yoshimoto, Chair and Presiding Officer Hawai'i County Council I;a;,rti ,,t•I?iresriu; FROM: En.Young, Executive Director The Food Basket, Inc. RE: Transmittal of Final Report of the County of Hawaii Emergency Food(COHEF) Bill No. 199 Ordinance No. 12-35 ($200,000) Resolution 229-12 ($75,000) r' t.'I,uic-1t.,i 1.01•0 1',:11,1.\ Ch ' ' s imoto, r•,-t,,,.,i 1r \7;,1'iii ?idnu-Sunnc•II Per the Agreement approved and executed by the previous Council, please find enclosed The Food Director Basket, Inc.'s final report. On behalf of the people of Hawaii County we continue to serve through your rihea re,. generous grant, allow me to say "Thank You." Your emergency appropriation is truly serving the most needy in our community. Braadee A9c"iao Director Within you will find a narrative and spreadsheet detailing the implementation of the County grant,total pounds distributed to date,persons served and the agencies, schools, or other entities receiving such food,i1 Tarashi11,1 and copies of pertinent invoices and bank statements reconciling the use of funding. You will also find a copy of the previous report sent to prior Chair Yagong. rob) Taniguchi Director To facilitate future partnerships and increase accountability, below are added some recommendations that `t"'; 1°E, PII.D.I hope will assist the Council in improving outcomes should they wish to again allocate emergency r:.,•,uriee Director funding in the future. We believe this experience has taught us the value of public/non-profit partnership, and paved the way for government that can be immediately responsive to the needs of its citizens. If this information contained in this report is insufficient to meet your needs or the needs of the public, please direct further inquiries to myself at(808)933-6030 or En.Young.Foodbaskethina,gmail.com. Enclosures: Summary Program Report Letter to Dominic Yagong, 6/28/12 cc: The Honorable William Kenoi,Mayor Hawaii Tribune-Herald United t Way jv, 11... 6 t`i`" t �lillllilll I1iiiloLI•S IIIoil(filllff ldrninistration / East Hawaii Warehouse: 140-B II iIon.tua S .. Hilo Ili 00%2(1 Phone: i$08 -1'i•i-(iU'i) Fax 808' y'i -0i(I iffloppowi Hawaii Island's FanO auk Final Report Executive Summary The County Council of Hawaii,through two(2)mechanisms, a bill and a Council resolution released $275,000 to The Food Basket, Inc in the amounts of$200,000 and $75,000, respectively. These funds were released with the stipulation that they be used solely for the purpose of purchasing food. Food distribution was left to The Food Basket, Inc.,with the County's permission to charge 18 cents a pound for the storage, handling,and delivery of such items as provided by law. To date, 113,427 lbs. of food have been distributed, and a total of$275,012.33 was spent in food purchases on behalf of the County of Hawaii. This translates into 20,546 people being directly served through either partner agencies or during low-income school deliveries. With many of our citizens served having families,the Agency Background The Food Basket, Inc. (TFBI)is a 501 (c) 3 approved public charity who acts as a wholesaler of food items to partner agencies and also distributes food directly to the needy.. TFBI is the only agency in the County of Hawai'i who meets the extensive criteria necessary to be a recognized food bank. Through two (2) locations, one in East Hawai'i and one in West Hawai'i, TFBI services the entire island of Hawai'i from Kapa'au to Ka'alu'alu. Implementation and Distribution County of Hawaii Emergency Food is being distributed in two(2)ways, direct drops to needy schools, and standard purchase of service through partner agencies. Direct drops were not charged to schools, while partner agencies were charged the standard'18 cents/pound. Product was weighed upon receiving and again upon delivery to reconcile poundage. With such a small staff, The Food Basket relies heavily on volunteer involvement in order to carry out effective public service. Two(2)schools indicated they would be willing to do the necessary paperwork for the COHEF program. TFBI structured drop patterns similar to our Keiki Backpack program. The COHEF grant allowed TFBI to double the number of schools participating to four(4) schools. Schools selected encompassed portions of the districts of South Kona, South Hilo, and Ka'u. TFBI places a priority in serving rural communities where resources and services are scarce. Because of limited staff available for the program,schools were asked to provide volunteers to supervise food deliveries and ensure equity in distribution among children. Schools were selected based upon poverty level as indicated by the utilization of the United States Department of Agriculture's National School Lunch Program, which generates statistics locally through the Hawaii Department of Education, Office of Hawaii Child Nutrition Programs. As shown in the attached spreadsheet,Kapi'olani Elementary participated for seven(7)months,and received 20,125 lbs. of food. Na'alehu Elementary participated for six(6)months, and received 13,110 lbs. of food. A shorter duration of participation as well as lower enrollment contributed to Na'alehu receiving less food. Because the County allotments are nearly exhausted, TFBI decided not to renew schools on the COHEF program, as TFBI could not fulfill an entire year's worth of deliveries with the remaining COHEF food. For agency partners,the process remained much the same as TFBI's standard warehousing and distribution programs. Unlike donated commodity or USDA food material, COHEF products were ordered ahead of time to align with the County guidelines on liquidation of funds for the fiscal year. 2 lfff fppDOA8I fI J Mang Islands flog Bank With this product being accounted for beforehand, COHEF participating agencies are able to order in advance and pick-up commodities more efficiently. Order forms are distributed to participants several weeks before the food is due to be picked up, staff prepares orders and places them in receiving when agencies indicate they are ready for pick-up. Much like USDA commodities, COHEF foods cannot simply be purchased at the whim of the agency. The agency must demonstrate both their capacity to safely store the amounts requested and that the amount requested correlates to the actual number of people served. This is demonstrated through the use of monthly reports detailing poundage and people number of persons served. Amounts allowed for purchase are adjusted based upon the number of meals and persons served, as needed. Because of the amount of agencies participating, please see the attached spreadsheet for details on poundage and number of persons served by agency. Purchasing T. Hara& Co. was selected as the provider because TFBI sought to engage with a locally owned wholesaler for the food purchases. Additionally, T. Hara did allow TFBI to purchase items and store a portion on premises until TFBI completed our move, which no other wholesaler would allow. This was necessary because of time constraints in spending the funds. Individual items for purchase were selected from commonly requested stock and in speaking to partner agencies. Nutrition and price were also factors; fruit and vegetables along with starches were also purchased in addition to highly coveted (and expensive)proteins. Checks were cut from specific COHEF accounts directly to T. Hara on an invoice-based disbursement system. Check cut reconciled with specific, itemized invoices to avoid confusion and maintain transparency in purchases. This arrangement also assisted TFBI in identifying and preparing inventory. Storage/Warehousing COHEF product pallets are individually labeled with the program identifier and the date of receipt. COHEF foods, like USDA materials, are stored apart from donated foods. Soft-sided goods or those packaged in paper are kept in wire cages to discourage rats and other large vermin. Because of the extreme influx of food coupled with the TFBI move, TFBI rented a warehouse at an additional$2,000/month to store overage. The gradual rate at which COHEF foods were distributed exacerbated this condition,and forced TFBI to rent the warehouse for a full year. Finances Two(2) accounts were opened specifically for the COHEF grants, one at Central Pacific Bank, and one at First Hawaiian Bank. County checks were deposited to the individual accounts representing the above- mentioned resolution and bill, and statements generated to record the transactions. As mentioned in the section "purchasing," disbursements were made based on invoices from the food wholesaler. Checks were cut based on these invoices. In the case of the invoice for$250,791.96, insufficient funds were available in the First Hawaiian Bank account. Therefore,two(2)checks were cut to pay the invoice, one from First Hawaiian Bank in the amount of$175,719.96 and one from Central Pacific Bank in the amount of$75,000. TFBI incurred costs of$275,012.33 and,to date, has received funds from the County of Hawaii in the amount$273,000. This resulted in a direct loss of$3;012.33 absorbed by TFBI. 3 111OGPE U 0 40" j Mall Island's FM end Challenges A number of factors contribute to TFBI's continued ability to completely distribute food and serve all areas. Firstly,the County proposed a restrictive set of guidelines for COHEF-purchased foods. TFBI already follows a number of State and Federal regulations regarding the distribution of donated and USDA-purchased product. These regulations include frequent inspection of the food safety conditions of the sub-agencies based on the product they receive, collection of statistical and demographic data, and eligibility criteria for both recipient agencies and residents. The chief governing regulations in question are 7 CFR 250 and 7 CFR 251. These regulations were crafted over a number of years to give the correct balance of accountability and flexibility,as the Federal government does not intend to create restrictive paperwork requirements for needy homeless persons, those without ID, or those who do not necessarily have income verification readily available, such as in a natural disaster. Although TFBI believes the County's requests for information are reasonable,they do not align with the current,tested regulatory framework. As such,this difference creates duplicative paperwork that is burdensome to partner agencies. Although it is TFBI who is accountable under the grant, it is the partner agencies, in many cases,who directly service clients and ultimately must adhere not only to the current data collection schema, but also the responsibilities passed on through the COHEF funding. This has resulted in limited participation by agencies in the program. Of the over eighty(80)agencies currently participating in TFBI's various feeding programs, only seventeen(17)chose to participate,primarily because of the increased record-keeping burden. This underscores the effect that imposing additional burdens can have on the success of the program. Secondly,the County Council issued funding on a timeline convenient for the fiscal year,however incompatible with the storage of perishable food. TFBI is fully aware of governmental constraints on funding and the expedient execution of measures proposed in the approved mayoral budgets to avoid lapse. We are also aware of the difficulties in extending funds beyond biennia in which allotment occurs, and the internal controls necessary to adhere to regulation and Generally Accepted Accounting Principles. With this being said, TFBI would like to draw a distinction between salaries,equipment,capital improvement, and food. Salaries are drawn based on payroll records, and can be budgeted through any number of time periods with a minimum and maximum incurred liability. Equipment and capital improvements are depreciable assets which, once purchased,have useful lives, can most likely can be stored, and often do not exhibit time-sensitivity. Food cannot be budgeted for based on the same principles other governmental purchases are. Food is perishable,the demand can fluctuate immensely depending on not only population but external environmental factors,and must be stored in specific ways to ensure safety. TFBI is a food wholesaler, and like any wholesaler of perishable merchandise, success depends upon efficient rotation of food. Unlike other food wholesalers or grocery stores TFBI did not have control over how many agencies would be available to purchase commodities, The County guidelines mandated expedient expenditure of funds. TFBI, thus,had to estimate which types of product to purchase and extrapolate the demand for the product over a period of time. An accurate estimate must also include the variables of what type of product would be donated by both the public and the USDA, and the level of need of the community from month-to-month. TFBI also had to clear floor space for the immediate influx of a large quantity of food. 4 T0EFOOO posh{ Msweli Wools food Book TFBI, therefore, bought a large quantity of food with little analysis of real world data and in great quantities at once, severely reducing available floor and handling space. As the report shows, 19,387 lbs. were salvaged as unusable. Some product is salvaged due to damage during delivery or handling, some for factory defects in packaging, and some for spoilage. In this case, a fair amount of rice was salvaged because rice had already been donated by the community and the USDA, and the heat during handling and storage over a long period of time caused the early emergence of dwarf flour beetles already present in the rice. Had TFBI been able to purchase the rice and other dry, perishable product over a period of time rather than all at once, less salvage would have occurred. Finally,ambiguities in the contract made it difficult to comply. Without a specified expectation or format for reporting, it is impossible to know what the minimum thresholds for compliance are. Although a "final report"was specified, this specification did not offer details on what would constitute the final accounting for the project. In our attachments TFBI has included agencies, schools, and number of individuals served, however none of this is mandatory. TFBI has designed and collected monthly data, compiled herein, but again these were designed in reaction to the County's guidelines, not because any of the monthly reports stipulated by contract were required to contain this information. Because the monies provided by the County were expended prior to July, 2012,the financial report sent to Chair Yagong dated June 28, 2012 is, indeed, a final accounting of what the funds were used to purchase. It is erroneous to say,therefore,that these funds are not accounted for. In fact,the trail of purchasing cannot be any more simple or clear. To ensure the trail is substantiated, we have enclosed bank statements and checks reconciling the invoices. However, TFBI does acknowledge monthly reports were not filed with the County. We submit that if the expectation was fiscal reporting from month to month,the abovementioned report should suffice as a "final" accounting. Recommendations 1. Establish a process to provide clarity and set expectations Currently, procurement law does provide for the use of emergency funds through crisis purchasing under Hawaii Revised Statues Chapter 103F, Section 406. Although no bidding was done for the funds,the duration of deliberation by the Council does suggest ample time existed for practicable competition and consultation with the Chief Procurement Officer. It is well within the Council's authority to prioritize the needs of the citizens of Hawai'i Island,however crisis services may be readily available from a number of different sources. In this instance no administrative funds were provided, suggesting this was not a health or human service procurement, but rather a purchase of goods and services. If the County simply wished to purchase and distribute food, a non-profit intermediary was not necessary. By utilizing some sort of soliciting document with a short application window, such as a crisis RFP,the County can clearly define outcomes and set expectations in writing. Non-profits or for-profits in this case could then offer their services in a format demonstrating their planned expenditures eliminating confusion and speculation. Once the expectations are clear and outcomes set,reports and other communication detailing the implementation and success of the program follow from the outcomes. The correct data can then be collected from the community without asking extraneous questions and increasing the time and paperwork burden on the individuals and families. 5 1UUIIDA811[J _40" corm9, Ilauii Island's rao0 Boob 2. Include County personnel in the purchase process For small purchases, discretion should be given to grantees to expend funds in a timely manner. For larger acquisitions, such as bulk food purchases, the County may want to consider playing a more active role in the approval process. For example, a Finance department employee with signatory authority for the County could have been added as a co-signer to any check over$10,000. This process would allow the County to be involved when large purchases were made, ensuring the purchases fit the intent and Cost Principals of the approved measures. Furthermore, TFBI and the County would be in communication regarding purchases, eliminating speculation as to the destination of the funds. 3. Release funds in measured allotments TFBI is aware most County grants are disbursed in allotments on a quarterly basis. For the bill and resolution in question, this practice was not adhered to. Quarterly allotments would have allowed TFBI to determine demand and compare this to inventory on hand to make more informed purchases. It would have cut TFBI's storage costs and eliminated much of the salvage product. Disbursements over time would also allow TFBI to be more immediately responsive to the needs of the community during the specific time period. Since quarterly allotments are the County standard, further discussion is not warranted. 4. Researching current regulations Non-profits already are subject to Federal, State, and local law,as well as stipulations required from private funders. Because of safety issues with regard to food, extensive regulation currently exists. TFBI understands that trust is not considered an auditable control and some measure of accountability must be put into place. However if the County aligned their paperwork and eligibility with our USDA program or our standard soup kitchen or pantry programs,the enrollment of agencies in the COHEF program would most likely have been above the 20%participation we are currently experiencing. Additional paperwork means additional staff time to process and check, and this costs non-profits money. 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O O )- 01 I d a O m a '- =co - - 3 0. 3 7 Cs. 3 C. ro N A A N O d — V VI N 0 A I-+ - W N N V7 , W N O N A CO W 0 I-, 0 N - 1I 00 to lD N Ln Cl CO A O A W QQ ...4 N U'1 V1 N V 0 N V NJ V1 rD q ' PTA==1 = big' ..'".,- CM= MO • `,,0 • FIRST HAWAIIAN BANK SERVICE * SOLUTIONS * SECURITY YES WE CARE HILO 05/11/2012 11:49A 0200O25 CO1 DD *************11111 009 CHECK DEP $199,000.00+ Please keep this receipt until you receive your statement, as amounts deposited are subject to bank verification. **************************************** Our Wealth Advisory Officers can help you plan for a secure financial future. Inquire today at any branch. **************************************** THANK YOU FOR BANKING WITH FIRST HAWAIIAN BANK. MEMBER FDIC -1-1E FOOD BASKET INC. 59.101/1213 'a►I ISLAND'S FOOD BANK IIO(1O UA ST. DATE 05 j0- PAY TO THE J. I /O © 7. ORDE�OF /J /}` / CMG rt`�(_y/{//' Aer PIG{/ .ft/ ` DOLLARS / / � Fe.lur On.tlt M Gc.. at First Hawaiian Bank. HILO BRANCH 1205 KILAUEA AVENUE y-it HIILLOO,HAWAII 96720 FOR ePii t _ 50 1. , -0�.®,Qi........vaYM'.n....a5,�.. .�__ _. __ r.- - ...ti�.s._i-_s's..'3 ^3.�CLST`8�•: I THE FOOD BASKET INC. I11-101/i:,1 , HAWAII ISLAND'S FOOD-BANK Z ' 140 B HOLO#ACM ST. HILO,HI 08720 M , T&rti 7, 2°11-* ' I DATE PAY �-` L/ r .aA.%, ro THE / • /7Q/Cf/ I $ Cr/y2.(7 . .. owoH or - '' '�r 1 1 04.tQ/1Li 0R.e..AwIck 6) w"' '�'Gr/i c" .DOLLARS �, I at First Hawaiian Bank.WARN III RRLAU*AAVINIM r 101.0.14Ww.06720 FOR /'lU, /185 -' �o I Date:06/13/2012 Account:UMW Amount:$6,142.67 ED, : c. r' • I, I I i • • THE F000 BASKET INC. IF101AI13 • HAWAII ISLAND'S FOOD BANK _ 3 140 B HOLOIIAUAST. ! 1 HILO,H1 98720 I JI(J,e/ 19, 2_0/2— I, DATE • TPC T+E T, h/q�� # Co. LL c_ COCEII o,t• I $ 7s, y/•9� �. VA.e/4cid/P�-<<v.r.. / _.t• • -fe✓IA. 14 . nrtl, <} Ii/17/rj ARS A I__ At First Hawaiian Bank. (�( 1?/ 4j/y/}/ ' �r.�w10.1uWAR UM ,• I FCR Gc'! - p�LCi _ 1.1.I 41111111111■111111i. allillik.- .i , Date:06/26/2012 Account: Amount:$175,791.96 - - i 7. • • i L. a • 6" "first Hawaiian Barlk Statement FREE BUSINESS CHECKING THE FOOD BASKET INC 020 140-B HOLOMUA ST HILO HI 967200000 Xe:FM; 004770 x; p Page 1 of 2 Statement Period: June 01, 2012 thru June 30, 2012 CHECKSTORAGE Account# Direct Inquiries or Report Errors to: First Hawaiian Bank It is important to examine your statement and report any discrepancies promptly. HILO BRANCH You must report any error involving electronic fund transfers for personal 1205 KILAUEA AVE accounts within 60 days. For any other item, you will lose any claim against us HILO HI 96720 for unauthorized signatures or alterations land any claims for subsequent Phone: (808) 969-2211 unauthorized signatures or alterations by the same wrongdoer) that you do not report within 30 days after the first statement showing that item is made available. EARN CASH BACK WITH EVERY PURCHASE MADE WITH THE NEW CASH REWARDS BUSINESS CREDIT CARD. YOU'LL AUTOMATICALLY RECEIVE YOUR CASH REWARDS EVERY MONTH AS A STATEMENT CREDIT TO YOUR ACCOUNT. APPLY AT ANY BRANCH. SUMMARY - FREE BUSINESS CHECKING Account#- Balance at Beginning of this Statement Period on 06/01/2012 $ 180,922.30 Plus: . Deposits and Other Credits Totaling + 1,012.33 Less: Checks and Other Debits/Withdrawals Totaling - 181,934.63 Balance at End of this Statement Period on 06/30/2012 S .00 For this Statement Period: Average Balance 5 148, 106.75 Minimum Balance $ .00 Monthly Item Activity (Accountholders entitled to 25 items free) 2 Checks Written + 1 Deposit Tickets + 1 Deposit Items = 4 Items Charged This Month: 0 CHECKS PAID Date Check # Amount Date Check # Amount 06/13/12 0 6, 142.67 06/26/12 0 175,791.96 First Hawaiian Statement FREE BUSINESS CHECKING THE FOOD BASKET INC 020 140-B HOLOMUA ST HILO HI 967200000 wrt+!f!i 004693 ka Page 1 of 2 Statement Period: May 11, 2012 thru May 31, 2012 CHECKSTORAGE Account# _ Direct Inquiries or Report Errors to: First Hawaiian Bank It is important to examine your statement and report any discrepancies promptly. HILO BRANCH You must report any error involving electronic fund transfers for personal 1205 KILAUEA AVE accounts within 60 days. For any other item, you will lose any claim against us HILO HI 96720 for unauthorized signatures or alterations (and any claims for subsequent Phone: (808) 969-2211 unauthorized signatures or alterations by the same wrongdoer) that you do not report within 30 days after the first statement showing that item is made available. EARN CASH BACK WITH EVERY PURCHASE MADE WITH THE NEW CASH REWARDS BUSINESS CREDIT CARD. YOU'LL AUTOMATICALLY RECEIVE YOUR CASH REWARDS EVERY MONTH AS A STATEMENT CREDIT TO YOUR ACCOUNT. APPLY AT ANY BRANCH. SUMMARY - FREE BUSINESS CHECKING Account#1111.1111. Balance at Beginning of this Statement Period on 05/11/2012 $ .00 Plus: Deposits and Other Credits Totaling + 199,000.00 Less: Checks and Other Debits/Withdrawals Totaling - 18,077.70 Balance at End of this Statement Period on 05/31/2012 $ 180,922.30 • For this Statement Period: Average Balance $ 197,278.31 Minimum Balance $ 180,922.30 Monthly Item Activity (Accountholders entitled to 25 items free) 1 Checks Written + 1 Deposit Tickets + 1 Deposit Items = 3 Items Charged This Month: 0 CHECKS PAID Date Check # Amount 05/30/12 0 18,077.70 C LENDER Mcmhnr FDIC Soo tho rnuereo oido of nano 1 of that otatomnot fnr Hokum Road VNV Ctatoment Rornnriliatinn Fnrn, And In race of rrrnre nr nneetinne thmrt Your Flertrnnir C„ndr Tronefe.e -run n..n.,...,n_.. CENTRAL PACIFI AK Stätemeñt N Member FDIC• cificbankcom - Totally Free Business Checking Page 1 of 1 THE FOOD BASKET INC COHEF ACCOUNT viimmumMOS 140 HOLOMUA ST STE B HILO HI 96720 2 # Statement Period: From 5-31 -12 Through 6-30-12 Account Number: ACCOUNT SUMMARY Beginning lBala Deposits -12 74,000.00 + .00 Other Credits 1 000.00 - 1 Checks Paid 75, 000.00 Other Debits Current Balance 6-30-12 .00 DEPOSITS; DATE REF# DESCRIPTION AMOUNT 6-26 CUSTOMER DEPOSIT 1,000. 00 .. GHECICS:PA.ID NUMBER DATE AMOUNT NUMBER DATE AMOUNT 1 6-27 75,000.00 I7A11Y B, LA1 SthAnlfA€iY ..... .. .. . . DATE BALANCE DATE BALANCE DATE BALANCE 5-31 74,000.00 6-26 75,000. 00 6-27 SAFE. SECURE. GREEN. ENROLL IN ONLINE STATEMENTS AT CENTRALPACIFICBANK.COM. The Food Basket Inc. '• ' 00100ie-is7tt 3 COHEF Account IC( = t 140 1-Iolomua St.Unit B DATE CIt't-k'J ! 202 NO. / Hilo,HI 96720 F PAY TO THE r ,V�,._ / + GD LL� ( $ 7S000,0V i ORDER OF �C/ f E. r J e Ve rl 6 Ail/71h oUS(inf./ 'f r‘A' /f Dollars o this vaRAL M.onc BANK i4" m.....,mc -7('.4',./.•',:ye FOR C.Of/E �1 1.N Danl./.?eon•1.• uw_Io ou_ euwo Ws WWI(..r 3...coo...a NW Al ea Sr{o.*,wnaa. r,s•+0*avr.a.1t.v._u._a_rru._. ..� •_ro.q•r Cana( Acct #: - Ck#: 1 - Amt: $75, 000.00 - Seq#: IIIIIIIID- 06/27/2012 • a 0 0 C . ,- m • Fl 9 m tn •i.Nis i I.r.mii•m 0.1.a minuip . g •0 1 • 0 ?71 i_N C . =Ia r ::ii, r m Acct #: aIIIIIIIIIII. - Ck#: 1 - Amt: $75, 000.00 - Seq*#:-'- 06/27/2012 .1_t i. f (_)( [: BASK i1- inc. June 28, 2012 Mr.Dominic Yagong Chairman,Hawaii County Council 25 Aupuni Street Hilo,HI 96720 Re: COH Emergency Food Grant Bill No. 199 Ordinance No. 12-35 ($200,000) Board of Directors Resolution 229-12 ($75,000) • Roland Higashi Dear Chairman Yagong: Chairperson Brandon Gonzales On behalf of the hungry on the Island of Hawai'i,we would like to thank you and the Vice Chair County Council for assisting The Food Basket through Bill No. 199 and Resolution 229-12. Debra chins-Maiava To date, The Food Basket received two(2)checks: $199,000 (less $1,000) and$74,000 Secretary (less $1,000). The balance of the COH Emergency Food Grant will be released upon our Dave Honma submission of the fmal report. Treasurer Please find enclosed the invoices totaling$275,012.33 (183,770 pounds of food) for the Margo Mau-Bunnell purchase of food,pursuant to the Grant Agreement with the County. While the invoices Director • exceed the grant amount,The Food Basket is absorbing the overage. Karyl Franks Director Please find attached the following invoices for food purchased through T. Hara& Co.: Rhea Lee Director Invoice 1184031 dated 05/29/12 Sales 17,354.70 Brandee Menino Tax 723.00 Director Total 18,077.70 Ian Takashiha Director Total Weight of Food Purchased: 16,819 pounds Toby'Taniguchi Director Invoice 1174346 dated 06/07/12 Sales 5,897.00 Nani Lee,Ph.D. Tax 245.67 Executive Director Total 6,142.67 Total Weight of Food Purchased: 4,438.50 pounds Invoice 1184673 dated 06/19/12 Sales 240,761.82 Tax 10,030.14 Total 250,791.96 CPC Total Weight of Food Purchased: 162,512.15 pounds United Way;, Hawaii Island %.111.■111.I t.,1 hill I 144.1•1 \:111-'. t l i. ; 1 , 1 'it, i ':1: 1• : 1 i 1\. .I !1:1',4..1, l\u tr•',,, F, �. ii 52912 I N V O I C E 11:38AM T. SARA & CO. , LLC. Page 1 of 2 51 MAKAALA STREET Territory HILO, HAWAII 96720 (808) 935-5424 FAX(808) 961-0170 Invoice Date Invoice 05/29/2012 1184031 Sold To: 000000122200 Order Ship To: 216298 HAWAII ISLAND FOOD BASKET HAWAII ISLAND FOOD BASKET C/0 NANI LEE 430-2554 Ship Date: 05/08/12 Entered By: 16 Ship Via: PICK UP Picked By: STE PO Number: Salesman: OFF Ordered Ship UOM Pack Size Item No. Description Price Total Amount ON ARRIVAL 50 50 CA 12/26.5 02400001026 DM SPAGHETTI TRADITIONAL 1026 16.56 Less Discount Per Unit -3.36 660.00 50 50 CA 12/26.5 02400001110 DM SPAGHETTI MUSHROOM 1110 16.56 Less Discount Per Unit -3.36 660.00 50 50 CA 12/26.5 02400001123 DM SPAGHETTI SCE MEAT 1123 16.56 Less Discount Per Unit -3.36 660.00 50 50 CA 24/15 (BIGGE 02400003421 DM MANDARIN ORNG 150Z3421/2289 41.07 Less Discount Per Unit -6.24 1,741.50 75 75 CA 24/14.5NEW 02400016286 DM BEANS CUT GREEN 16286 32.25 Less Discount Per Unit -6.24 1,950.75 50 50 CA 24/14.5 02400016297 DM BEETS SLICED NEWPACK 16297 32.25 Less Discount Per Unit -6.24 1,300.50 75 75 CA 24/15.25 02400016302 DM CORN WHOL KERNEL 16302 32.25 Less Discount Per Unit -6.24 1,950.75 50 50 CA 24/15.25 02400016704 DM FRUIT COCKTAIL 16704 NEW!" 41.07 Less Discount Per Unit -6.24 1,741.50 *** Continued On The Next Page *** EXHIBIT"A" 6712 I N V O I C E 8:11AM T. HARA & CO. , LLC. Page 1 of 1 51 MAKAALA STREET Territory HILO, HAWAII 96720 (808) 935-5424 FAX(808) 961-0170 Invoice Date Invoice 06/07/2012 1184346 Order Sold To: 000000122200 Ship To: 216769 HAWAII ISLAND FOOD BASKET HAWAII ISLAND FOOD BASKET Ship Date: 05/22/12 Entered By: 16 Ship Via: PICK UP Picked By: PER PO Number: Salesman: OFF Ordered Ship UOM Pack Size Item No. Description Price Total Amount ON ARRIVAL - HOLD • 50 50 CA 24/15 06414404315 CBAD BEEF RAVIOLI 4315 33.37 Less Discount Per Unit -1.92 1,572.50 50 50 CA 24/15 06414404322 CBAD SPAGH & MEATBALL 4322 * 33.37 Less Discount Per Unit -1. 92 1,572.50 50 50 CA 12/24 03760011444 DMOORE BEEF STEW(21583) 11444^ 33.67 Less Discount Per Unit -0.80 1,643.50 50 50 CA 12/150Z (ITE 03760023973 HORMEL CHILI W/BNS23973/22318 22.17 1,108.50 All Claims Must be Made Within 3 Day SALE AMOUNT 5, 897.00 Total Line Items: 4 LESS DISCOUNT 0.00 Total Cases Shipped: 200 + FREIGHT/MISC 0.00 Total Each Shipped: + TAX 245.67 Total Weight Shipped: 4,438.50 + BOTTLE FEES 0.00 Total Cube Shipped: 44.76 0. 00 Terms: COD Net Amount Due By 6/7/2012 6, 142 . 67 * For Delivery Within 2 Mile Radius Order Must Exceed $300.00 * ** A Penalty of 1.5% Per Month Charged on all Past Due Amounts ** EXHIBIT"B" 61912 I N V O I C E 9:44AM T. HARA & CO. , LLC. Page 2 of 4 51 MAKAALA STREET Territory HILO, HAWAII 96720 (808) 935-5424 FAX (808) 961-0170 Invoice Date Invoice 06/19/2012 1184673 Order Sold To: 000000122200 Ship To: 217682 THE FOOD BASKET THE FOOD BASKET HAWAII ISLAND'S FOOD BANK HAWAII ISLAND'S FOOD BANK 140-B HOLOMUA STREET, HILO C/O NANI LEE 430-2554 Ship Date: 06/18/12 Entered By: 16 Ship Via: PICK UP Picked By: PER PO Number: Salesman: OFF Ordered Ship DOM Pack Size Item No. Description Price Total Amount 300 300 CA 24/15.25 02400016302 DM CORN WHOL KERNEL 16302 32.25 Less Discount Per Unit -6.24 7,803.00 500 500 CA 24/15.25 02400016704 DM FRUIT COCKTAIL 16704 NEW!^ 41.07 Less Discount Per Unit -6.24 17,415. 00 400 400 CA 24/15.2 02400016717 DM PEACH SLICED YC 16717 41.07 Less Discount Per Unit -6.24 13, 932.00 400 400 CA 24/15.25 02400016725 DM PEAR HALVES 15.250Z 16725 41.07 Less Discount Per Unit -6.24 13,932.00 300 300 CA 18/3.75 02010000310 BCLIFF SARDINE IN SOYBN OIL 19.26 Less Discount Per Unit -1.44 5,346.00 300 300 CA 48/50Z WIC 08660000020 BB CHUNK TUNA IN WATER #20 52.46 Less Discount Per Unit -5.28 14,154.00 300 300 CA 24/7.5 WIC 08660000073 BB SALMON PINK! #73 WIC 46.84 14,052.00 100 100 CA 12/16.3 WIC 04800100643 SKIPPY 16.3 CREAMY 643^ WIC 39.59 Less Discount Per Unit -5.40 3,419.00 *** Continued On The Next Page *** 61912 I N V O I C E 9:44AM T. HARA & CO. , LLC. Page 4 of 4 51 MAKAALA STREET Territory HILO, HAWAII 96720 (808) 935-5424 FAX(808) 961-0170 Invoice Date Invoice 06/19/2012 1184673 Order Sold To: 000000122200 Ship To: 217682 THE FOOD BASKET THE FOOD BASKET HAWAII ISLAND'S FOOD BANK HAWAII ISLAND'S FOOD BANK 140-B HOLOMUA STREET, HILO C/O NANI LEE 430-2554 Ship Date: 06/18/12 Entered By: 16 Ship Via: PICK UP Picked By: PER PO Number: Salesman: OFF Ordered Ship UOM Pack Size Item No. Description Price Total Amount All Claims Must be Made Within 3 Day SALE AMOUNT 240,761.82 Total Line Items: 25 LESS DISCOUNT 0.00 Total Cases Shipped: 6,602 + FREIGHT/MISC 0.00 Total Each Shipped: + TAX 10,030.14 Total Weight Shipped: 162,512.15 + BOTTLE FEES 0.00 Total Cube Shipped: 476.52 0 . 00 Terms: COD Net Amount Due By 6/19/2012 250, 791. 96 * For Delivery Within 2 Mile Radius Order Must Exceed $300.00 * ** A Penalty of 1.5% Per Month Charged on all Past Due Amounts **