HomeMy WebLinkAboutCOM 0068.000 2014-2016William P. Kenoi
Mayor
County of Hawaii
Nancy E. Crawford
Director
Deanna S. Sako
Deputy Director
Finance Department ^; ;-)
25 Aupuni Street, Suite 2103 • Hilo, Hawaii 96720
(808) 961 -8234 Fax (808) 961 -8569 -
January 5, 2015
Dru Kanuha, Council Chair and
Members of the Hawaii County Council �?
� .I1
Hawaii County Council o
25 Aupuni Street 0
Hilo, Hawaii 96720
Re: Operating Budget
The Hawaii Tourism Authority (HTA) is providing state funds of $50,000 to support the
Department of Parks and Recreation's Little Fire Ant (LFA) Control program. The funds from this
grant will be used to hire up to three staff and to provide them with equipment and such necessities
as bait.
Enclosed is a resolution to authorize the Mayor to enter into an agreement with the Hawaii
Tourism Authority for this grant. Also enclosed is a bill for an ordinance amending the Operating
Budget by appropriating this $50,000 grant.
The Department of Parks and Recreation is requesting to waive the Finance Committee review,
and to have this bill placed on the January 23, 2015 Council Agenda due to time limitations
imposed by the HTA to execute the agreement.
If there are any questions, please do not hesitate to call Reid Sewake of the Department of
Parks and Recreation at 961 -8560.
Nancy rawford
Director of Finance
Enc.
cc: Parks and Recreation
< —�es- L�i-kgj St �t kci� Comm. No.
Ref. To: �Fe-
Hawaii County is an Equal Opportunity Provider and Employer Rcf. Date JAN 5 01
Form #: B -52
7/18/91
DEPARTMENT
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
Parks & Recreation
STAFF CONTACT: Reid Sewake
A. REQUEST:
DATE
12/16/14
PHONE: 961 -8560
Requesting a bill for an ordinance to create a revenue and expenditure account under 010.500.5505 in the
Parks Maintenance budget entitled "LFA Control -HTA" in the amount of $50,000 as well as accept a grant
from the Hawaii Tourism Authority (HTA) in the same amount.
The contract must be executed within 90 days from the receipt of the application. The Department is
requesting to waive Finance committee to expedite the appropriation process.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
The Hawaii Tourism Authority (HTA) has awarded the County of Hawaii Department of parks and Recreation
$50,000 to fund a Little Fire Ant (LFA) control program for the department facilities.
Funding will be used to hire up to 3 staff and provide them the equipment as well as the necessary bait. The
staff will be tasked to identify infected areas and bail on a 6 week cycle at 15 County of Hawaii park sites.
SIGNED: aM014- DATE: 44-&
Department Head
GRANT SUMMARY
(Sunnlement to R -52_ Rennrct far Cnnnril Artinnl
Type of Grant Appropriation bein requested: (New or an additional appropriation)
® New (for this fiscal year period).
OR
❑ Additional appropriation (to an existing grant);
Is a draft agreement attached?
Has the original grant notification been transmitted to
® Yes ❑ No
Council? ❑ Yes ❑ No
Name of Grant Program: LFA Control -HTA
Grantor: Hawaii Tourism Authority
County Grantee Department or Agency: Parks & Recreation
County Grantee Contact Person: Reid Sewake Phone Number: 961 -8560
Amount of Grant: $50,000.00
Grant Period (Commencement & Completion): January 1, 2015 through December 31, 2015
Purpose of Grant: To provide funding for staff and equipment to assist with the Little Fire Ant
Program.
County Match required ?: ® Yes ❑ No
If yes, Matching Amount? $50,000.00 Budgeted in account#
010.500.5505.78 & 79
In -kind? Explain: Two (2) positions funded by another grant for the LFA program.
Explanation:
County's personnel requirements: Amount of new position(s)?
Qty: Permanent: ❑ Temporary: ❑, Duration:
Full -time: ❑ Part-time: ❑, Time Element:
Qty: Contractual: ❑ Explain:
Explanation:
Additional Comments about Grant:
B -52 Grant Summary Form
4Aw,j&,i I i TOURISM
AUTHORITY
December 12, 2014
Mr. Jason Armstrong
Public Information Officer
County of Hawaii Department of Parks and Recreation
101 Pauahi Street, Suite 6
Hilo, HI 96720
Dear Mr. Armstrong:
0V�
HAWAII COMMUNITY FOUNDATION
On behalf of the Hawaii Tourism Authority (HTA) and the Hawaii Community Foundation (HCF), we are
pleased to inform you that a grant from the Hawaii Tourism Authority's Natural Resources Program
has been awarded to your organization. You are now part of a cohort of grantees under the HCF -HTA
partnership and we look forward to working with you. We are excited about your project and believe it is the
kind of work that can help to make a difference in Hawaii.
Grant ID #: 14ADVC -73283
Grant Amount: $50,000.00
HCF Fund: Hawaii Tourism Authority Fund
Grant Purpose: Controlling little fire ants at County of Hawaiipark sites frequented by visitors
Grant Period: 01/01/2015-12/31/2015
Report Deadlines (Progress /Final):
• 7/31/2015 - Progress Report Due
•
1/31/2016 - Final Report Due
Please carefully review the enclosed Grant Terms and Conditions Agreement (GTA) and the Reporting
Guidelines. Return a signed o * rial GTA to HCF. Please keep a copy for your files. Once we receive the
signed GTA, we will send you a check for the grant amount.
Should you have any questions, please feel free to contact Larissa Kick of HCF at 808 - 537 -6333 or lkick
hcf- hawad.or . We wish you great success and look forward to hearing about your project.
Sincerely,
W
Ronald Williams
President and CEO
Hawaii Tourism Authority
Enclosures
cl�
Josh Stanbro
Program Director
Hawaii Community Foundation
AWAI�I TO U K I S AA
AUTHORITY
HAWAII COMMUNITY FOUNDATION
2015 HTA Hawaiian Culture & Natural Resources Program
Grant Terms and Conditions Agreement (rTAI
Award Date:
December 12, 2014
Grant ID:
14ADVC -73283
Grantee:
County of Hawaii Department of Parks and Recreation
Grant Purpose:
Controlling little fire ants at County of Hawaii park sites frequented by visitors.
Grant Amount:
$50,000.00
Grant Period:
1/1/2015— 12/31/2015
HCF Fund:
Hawaii Tourism Authority Fund
The grantee organization understands and agrees to the following terms and conditions:
Terms and conditions specific to the HTA /HCF grant:
A. Grantee has been approved for a grant in the amount stated above. If you are not able to proceed with your
project based on this award, please contact HCF staff immediately. If you are awarded an amount that is less
than the original amount requested in your application to HTA /HCF, we ask that you amend your original
budget to allow for implementation of project /program with awarded funds and submit this amended
budget with your Progress Report (due mid -year) to HCF. Awarded grant funds must be used for original
grant purpose.
B. Grantee understands and acknowledges that a check in the amount of the grant will be released only after
any and all condition /contingencies have been met and the signed original of the GTA has been received by
HCF.
C. If this grant agreement is not executed in ninety (90) days, the grant offer will be voided. Please contact
HCF staff immediately if you cannot execute on the grant award.
D. Any request to extend the period of this grant must be in writing and submitted no later than thirty (30)
calendar days before the grant expires. Please contact HCF staff to request a no -cost extension to your
grant HCF reserves the right to deny a request for extension of the grant period.
E. Grantee will submit a required Progress Report (due mid -year) and Final Report (due one -month after the
grant end date). In addition to the Progress Report and Final Report, grantees must include a Financial
Expenditure report for all activities held within the project period. Reporting Guidelines for progress /final
reports are provided by HCF. Report due dates are indicated on your award letter. Please contact HCF if
you cannot submit the report by this date. The timeliness and quality of your reports will be considered in
future HTA /HCF grant requests. Organizations funded by HCF with overdue reports are not eligible to
apply for future HCF funding.
F. If the organization project lead or contact person for the HTA /HCF grant changes, we request that you
notify HCF in writing of the change and provide us with the new project lead or contact person's
information. HCF keeps in close communication with out grantees and will send out informational notices
and reminders to grantees.
G. HCF /HTA staff and /or advisory group members may visit your project site at some point during the grant
period. By visiting your project, we can see in person the good work you are accomplishing for the
community. If we conduct a visit, we will contact you ahead of time to schedule a site visit with your
organization.
P
�AWAI�I
TOURISAN �vj�
AUTHORITY HAWAII COMMUNITY FOUNDATION
II. Grant Terms and conditions for all HCF grants:
A. This grant is to be used only for the purposes set forth in the original proposal. Any changes to the nature
of the activities and /or budget for which these funds were granted must be approved in writing before the
funds may be expended.
B. The grantee acknowledges that the services provided in connection with the grant are provided solely as a
grantee and there is no prinapal /agent or employee /employer relationship between the grantee and HCF.
C. The grantee must notify HCF immediately if any of the following situations should occur:
1. Performance under the grant does not comply with the Proposal and /or this Agreement;
2. The grantee organization anticipates unexpended funds at the end of the grant period;
3. The grantee organization changes or loses its exemption from federal income taxes under Section
501(c)(3) of the Internal Revenue Code;
4. The grantee organization materially changes its programs, activities or mission;
5. The grantee organization changes designated program staff.
D. Should you publicize your project, we appreciate that you include information about the receipt of this
HTA /HCF grant. Please send a copy of any articles, videotaped television coverage, annual reports, or
similar publications to the HCF Communications Team. For more information on publicizing your HCF
grant, please contact Lynelle Marble at 566 -5564 or Imarble @hcf- hawaii.org.
Hawaii Community Foundation reserves the right to delay payment and /or terminate the grant for failure to comply
with any part of this Agreement
I hereby agree to coVly urdth the ahovegrant terms and conditions.
Two signatures required:
Date
Print Name
Non -profit Executive Director
(or chief compensated staff)
Government Project Lead /Coordinator
*Please amend signatory category as necessary.
Date
Print Name
Non -profit Board President (chief volunteer)
Government Official /Department Head
lr you nave any questions on the above, please contact Larissa Kick at lkick &hcf- hawaii.org.
Please make a copy for your records & mail signed original Grant Terms and Conditions Agreement to:
Hawaii Community Foundation
HTA GRANT PROGRAM
827 Fort Street Mall
Honolulu, Hawaii 96813
4AwA,l�I To vRISM �jY
AUTHORITY HAWAII COMMUNITY FOUNDATION
Hawaii Tourism Authority
2015 Hawaiian Culture & Natural Resources Program
Reporting Guidelines
We appreciate your work and look forward to learning more about it. Below are guidelines for the progress /final
reports that you are required to submit to HCF as indicated on your Grant Terms and Conditions Agreement The
guidelines are designed to serve two primary functions: first, to give you an opportunity to convey the information and
stories which you feel best capture the work that was done during the grant period, and second, to allow us to gather
information about the overall impact of grants through this fund in our communities. The real value of these reports
falls more on the side of learning than oversight. Your candor about what worked and what didn't is what makes these
reports useful.
Please include the following information:
1. Report Cover Sheet (see attached
2. Narrative - The Project (Max 2 pages)
a. Activities: What issue is your program or project designed to address? What did you do? Who
benefited from your project?
b. Results: What is the impact or accomplishments of your project? What indicators are you
using to measure the impact? Include actual numbers of individuals served (specify number
residents & tourists).
c. What did you learn and what will happen next? Describe challenges encountered, unexpected
benefits, and lessons learned. Describe future plans for the project or program.
3. Financial Report: The financial report should include: (ree attached template)
a. The total HTA grant awarded and the actual project expenditures to date.
b. Match sources of income (including in -kind) used for the project.
4. Photos & Video: Please share any photos, links to online images, or videos that help illustrate the work of
your program /project. This helps inform HTA /HCF of the good work you are doing for the community.
Please submit with your Final Report:
1. Project Matrix Form
As part of your proposal to HTA /HCF, you submitted a project matrix form. Please complete the project
matrix by filling out the last column titled "Actual Measures of Success" and attach with your final reties ort.
If you lost your matrix and need a copy of what you submitted, please contact HCF staff at hta a)hcf-
hawaiior .
We hope these guidelines are clear and useful. We look forward to receiving your report and reading about the work
you have done. Please email your report by the deadline indicated on your award letter to HCF staff at
htana hcf- hawaii.org.
4AWAl I TOURISM
hy0op
AUTHORITY HAWAII COMMUNITY FOUNDATION
2015 HTA Hawaiian Culture & Natural Resources Program
Report Cover Sheet
Please Print or Type
L Project Information
Title:
Progress Report ❑ Final Report ❑
HCF Grant ID#:
Amount Awarded: $
Grant Period of Award:
2. Organization Information
(If you have used a fiscal ponsor that is a 501(c)3 tax-exempt organisation, you must also complete Section.5�
Organization:
Address:
Phone:
Fax:
Website:
Email:
3. Organization's Chief Staff or Project Lead
Name:
Phone:
Title:
Fax:
Email:
4. Contact for this reg nest i diferentfim chief staff
orPmjeetL--ad
Name:
Title:
Address:
Phone:
Fax:
Email:
5. Collaborating Organization anclude names of all collaboratin ,g o ani ationrand their p?imxy contacts
Organization:
Address:
Phone:
Fax:
Contact
Name:
Title:
Email:
4Aw/41 TOURISM �j
AUTHORITY HAWAn COMMUNITY FOUNDATION
2015 HTA -HCF Financial Report Form
Organization Name:
Check one: Progress Report Final Report
*Ifyou were awarded agrant amount that is less than the original amount requested inyour application to HCF /HTA, we ask thatyou
amendyour original budget to allow for implementation ofprojealprogram with the awarded fundr and submit this amended budget with
your Progress Report to HCF. Awarded grant funds must be used for the original grant purpose. (See Grant Terms and Conditions
Agreement, IA.)
In Column A, describe the expenses for your project.
In Column B, indicate expenses related to the HTA grant funds received
In Column C, indicate all match sources used for your project, including other funding sources and in -kind
contributions used for the project
In Column D, indicate the actual amount expended to date. (If this is a final report, all grant monies must be expended
by end of the grant term. If not, you can request a no -cost extension from HCF.)
At the bottom of the table, provide a total for each column.
*Please refer to the grant budget submitted in your grant application to HCF for reference.
A B C D
Project Expense:
Total HTA Grant
Awarded
MATCH SOURCES
Other funding
sources /In -Bind
contributions:
Actual
Expenditures
to Date*:
2.
$
$
$
3.
$
$
$
4.
$
$
$
5.
$
$
$
6.
$
$
$
7.
$
$
$
8.
$
$
$
Total for each column:
$
$
$
2. Budget Narrative.
1. If you received any additional resources for your project, please share what those sources were and
how they benefited the project.
2. Please note any modifications that were made to your original budget and explain how and why the
changes were made.
KAREN EOFF
Chairperson
VALERIE T. POINDEXTER
Vice Chair
HAWAII COUNTY COUNCIL
County of Hawai 'i
Hawaii County Building
25 Aupuni Street
Hilo, Hawai'i 96720
January 5, 2015
Dru Mamo Kanuha, Chairperson
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
AARON S. Y. CHUNG
MAILE "MEDEIROS" DAVID
GREGGOR ILAGAN
DRU MAMO KANUHA
DENNIS "FRESH" ONISHI
DANNY PALEKA
MARGARET WILLE
RE: Resolution No. 44 -15 : Resolution Authorizing the Office of the Mayor to Enter
into an Agreement with the Hawaii Tourism Authority Pursuant to HRS 46 -7, for a Grant
to the Department of Parks and Recreation for their Little Fire Ant Control Program; and
Bill No. 19 : An Ordinance to Amend Ordinance No. 14 -81 as Amended, the
Operating Budget for the County Of Hawaii for the Fiscal Year ending June 30, 2015.
Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of
Hawaii, this written request is submitted with my approval that the above - referenced matter be
waived from the Committee on Finance to the full Council for immediate action. In reviewing
this matter, timely approval is crucial. It is therefore advantageous that approval is granted and
the matter be placed onto the next Council agenda for review. However, in the event this request
is denied, for whatever reason, I understand the matter shall be referred to the Committee on
Finance for placement on its future agenda.
Sincerely,
V Karen Eoff, Chair
Committee on Finance
pprove ate /Waive to Council:
Dru Mamo Kanuha, Chairperson
V Hawaii County Council
KE /wb
Disapproved /Date /Refer to FC:
Dru Mamo Kanuha, Chairperson
Hawaii County Council
Hawai `i County is an Equal Opportunity Provider and Employer