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HomeMy WebLinkAboutMIN HSSSC 2021/11/16 2020-2022 Committee on Human Services and Social Services 11th Session West Hawaii Civic Center 75-5044 Ane Keohokalole Highway, Building A Kailua-Kona, Hawaii November 16, 2021 CALL TO The regular meeting of the Committee on Human Services and Social Services ORDER: was called to order at 1:00 p.m. in the Council Chambers, Kona, by Ms. Susan L. K. Lee Loy, Chair. ROLL CALL: Present: Ms. Susan L. K. Lee Loy, Chair Ms. Ashley L. Kierkiewicz, Vice Chair Mr. Aaron S. Y. Chung, Member Ms. Maile Medeiros David, Member Mr. Holeka Goro Inaba, Member Mr. Matt Kaneali`i-Kleinfelder, Member (via videoconference from Hilo) Ms. Heather L. Kimball, Member Mr. Herbert M. "Tim" Richards HI, Member Ms. Rebecca Villegas, Member (came in later) STATEMENTS The Chair directed the Committee to proceed to the next order of business, FROM THE Statements from the Public on Agenda Items. PUBLIC ON AGENDA ITEMS: (There were none.) CHR. LEE LOY: If we could start at the top of the agenda, Mr. Clerk. COMMUNI- The Chair directed the Committee to proceed to the next order of business, CATIONS: Communications. Comm. 225: REQUESTS THE FORMATION OF AN AD HOC COMMITTEE TO PROVIDE AN ORIENTATION PROCESS FOR THE FISCAL YEAR 2021-2022 NONPROFIT GRANT PROGRAM AWARDEES From Council Member Susan L. K. Lee Loy, dated April 16, 2021,providing notice of the intent to establish an ad hoc committee pursuant to Hawaii Revised Statutes Section 92-2.5(b) and Council Rule No. 7, which would develop a proposed orientation process for nonprofit grant awardees to include: (1)requests to collect community data; (2) identifying barriers for nonprofits; and (3)potential refinements to the application and reporting processes. Postponed: May 4 and 18, and November 9, 2021 HSSSC-11 November 16,2021 (Note: There is a motion by Mr. Inaba, seconded by Mr. Richards, to close file on Comm. 225.) ; and Comm. 225.2 From Council Member Susan L. K. Lee Loy, dated October 22, 2021, transmitting a report and recommendations from the ad hoc committee. (Note: At this time, Hawaii State Senator Joy Buenaventura came forward to address the members of the Committee.) CHR. LEE LOY: Thank you, Mr. Clerk. And then just to remind my colleagues—and thank again the Clerk's staff and our staff for putting together our meeting last week, to keep us on track with this committee report. As we shared at our last meeting how we arrived at our recommendations, what I'd like to do at this time is turn it over to Council Member Kierkiewicz. MS. KIERKIEWICZ: Mahalo nui, Chair. Colleagues, if you could just take a look at the second page,page two, of the communication attached to this, that's Communication 225.2. I want to move forward through some of the recommendations that have been elevated by the ad hoc committee. And it's been a pleasure to work with everyone. I'm actually going to start at the bottom, with Rebrand and refresh of the GIA (Grant-in-Aid)program. Two things I want to highlight: moving away from calling this program the County nonprofit grant-in-aid and really coming up with a specific brand that really identifies and elevates what this funding actually does. We battered around a number of different terminologies, and really, landed on the County of Hawaii Waiwai grants. And we think about Waiwai, that's representative of wealth, of abundance, and water. And we really see all the incredible work that the nonprofit partners, our community partners do in community, to be these positive ripple effects throughout the island. And so that was something that we wanted to really brand and own for this particular program. And another big shift that we are making, and this really highlights to what has happened across the board, not just in government but in all sectors of community during the pandemic, the shift to go digital, to do things virtually. And so in years past applicants would have to file, printed copies of their application with the Finance Department in Hilo. And we're talking massive amounts of paper. Hundreds and hundreds of applications are submitted on an annual basis. And we saw an opportunity to use tools that are available to us such as Google Form, and to use that as a portal for applicants to be submitting their applications, which would help the Finance Department and grant reviewers significantly, because Page 2 HSSSC-11 November 16,2021 there's a lot of time spent manually entering the data that's contained in this printed applications. And so, if we're just able to create Google forms, that allows us to capture the information. It's easily put into a spreadsheet that can be reviewed and sorted by members of this body, by the Finance Department. And what's beautiful about Google as well is they have settings that allow us, depending on how we frame questions, to really extrapolate data. And we'll dive into what some of these data sets look like. And why we're going there, is we want to make sure that as we move through this grant-making process we are able to articulate out into the community how every single one of these $2.5 million is driving positive impact, the kind of ripple effect it's having in community. Thank you, Chair. CHR. LEE LOY: Thank you, Ms. Kierkiewicz. And I just want to ask Mr. Inaba, Mr. Kaneali`i-Kleinfelder, if they have any questions around the recommendations. We're going to step through them one-by-one, but if you have any questions, I kind of wanted to take it in context with the specific bulleted items. And so I'm going to check over here. MR. INABA: Not right now. CHR. LEE LOY: Not right now. Mr. Kaneali`i-Kleinfelder? Thank you. With that, I'm going to turn it over to Ms. Kimball. MS. KIMBALL: Thank you, Chair. So Council Member Kierkiewicz already set the stage a little bit about moving this into the digital format, putting it into Google Forms. Creating these spreadsheets that we can then manipulate and analyze the data from is one of the reasons to motivate a change to a different set of data collection when we actually do the application process. And there's a couple things that we're hoping to gain out of that. The first is that if you really want to change things, if you want to move the needle, if you want to make progress, the first place you really need to start is, what do we need to measure to determine whether or not we're successful in making that change? And so that's what it's really about. The big shift and the application is about taking these specific items identified within the change framework as being the keys to how we really make progressive movement in the grant-in-aid sector. We put those elements into the application process so that we can really clearly establish within this framework, what is each nonprofit doing. And the other thing that presents is an opportunity for the nonprofits to say, "Okay, this is what the County is interested in seeing supported. Maybe I can tweak my program a little bit, to adjust to start covering this area of the change framework that we haven't thought of before." An example of that might be—we noticed with our last set of grant-in-aid applications it was a very small number Page 3 HSSSC-11 November 16,2021 related to civic engagement, and yet, that is one of the portions of the change framework. So maybe some of those groups out there that are doing other things that don't have a civic-engagement component can now add that in to their program and therefore enhance the reach of their program. So we're looking at more specific data-collection along the change framework. We're also looking at more succinct demographic and geographic information, so that as we have results from future grant-in-aid applications, we can really share with you folks more clear information about where are the gaps; where are the opportunities to provide services to particular areas, particular age groups, particular capacity. So those are really the main two. And then we're also wanting to look at where there's alignment between other organizations, and that ties in to this ripple effect that Council Member Kierkiewicz is talking about, is where can amplify each dollar because of the social capital that's out there, because of the relationship. So, happen to answer any questions about that recommendation in terms of what data collection would be, the application process. CHR. LEE LOY: Thank you, Ms. Kimball. Not seeing any, I'll go ahead and take the next recommendation. As Ms. Kierkiewicz mentioned, setting the foundation of rebranding this nonprofit committee and creating that ripple effect. And then, as Ms. Kimball mentioned, how do we measure, what do we measure, how do we collect that data? And during our orientation process with the awardees, we launched a post-survey to ask them really if they understand the logic model, which we hope to implement through this next round of applications. Because in addition to what Ms. Kimball is mentioning, as far as how to measure, what do we measure, we want to make sure that they're measuring, and we have a common-shared understanding of what the outcomes and outputs are. And all too often throughout a lot of grant-in-aid programs, those two words are used interchangeably, but they mean very different things. And so we saw this as an opportunity to really lean in on those applying for next year's awards, to begin to collect the information but also tell it to us in a story. In a story that actually shows that data pictorially and how it's collected, so that everyone is collecting it with the shared understanding. So, that just kind of blends into this entire story that we're trying to retell through community, and all the good work that our nonprofits do. Again, amplifying the dollars. Collecting information that matters so that we can start to lift up communities in areas that have been underserved, or in programs like civic engagement or our natural resources, and lift those programs up in those Page 4 HSSSC-11 November 16,2021 areas because we know that the best way for communities to move forward is if all these sectors are lifted up together. And I'll be happy to answer any questions around not only the rebranding, what we measure, but the logic model that we hope to implement. Thank you. Go ahead, Ms. Kierkiewicz. MS. KIERKIEWICZ: Thank you, Chair. And if I could just build upon the logic model piece. People wonder like, "Why is this necessary?" If you take a look at grants that are—grant applications across the country, specifically within the federal government, they're asking for logic models. They want to know what your theory of change is. They want to know what your inputs/your outputs, are. They want to know what you're hoping to achieve, your outcomes. And this is really common-sense approach to identifying and drilling down all those details, what's needed to make that change happen. So if we can build proficiency in that area, we're helping our nonprofit partners better articulate what their needs and their goals are, which sets them up for further success for funding opportunities in the future. I'm going to take my time, so I'm going to ask for a little bit of discretion here, latitude. What I'm going to be sharing now doesn't require Code change, and all of this has been grounded in a lot of the talk-story that we've had with various stakeholders, Finance Department as an ad hoc committee with various nonprofits. And we just want to make sure that we're doing our best to strengthen this program, and also being really transparent about some of the changes that we are recommending as a body. At this point and time, we have a pie of$2.5 million. And I think we do a really good job. We've done—other members of this body have done excellent jobs of divvying up that pie as much as possible. What we heard from our partners in the nonprofit community is, when I ask you for $21,000 and you only give me a third, when you only give me $7,000 and I have to redo the entire application, that is hard on me. That is hard on me and my operation, and so I would rather you just tell me yes or no. I would rather tell you, "I need $21,000, can you give it to me, yes or no?" And so what we've done in this application is propose. Because we also know, in talking with some folks, I wouldn't say they're gaining the system, but they're finding ways in which to acquire as many dollars as possible, and so they submit multiple applications for multiple programs in multiple communities. But it's the same program, it's just being delivered in multiple communities. So if you need $30 grand($30,000)to run your program, apply for $30 grand, and we will tell you yes or no. And so starting off at levels of$2,500, because some people just need a little bit, for a one-year or one-time annual event that they're doing in their Page 5 HSSSC-11 November 16,2021 community. They just need $2,500. And having tiers of$2,500, $5,000, $7,500, of nonprofits applying for specific amounts, and making a yes-no determination. This is new. The brand new idea. But in consultation with our this is new for the County. It's not new for other organizations that are either yes-no. You go to a foundation like HCF (Hawai`i Community Foundation) or R&D (Department of Research and Development) Innovation grant, you apply, it's a yes-no scenario. And so this, I think, is a way to kind of move in that direction, and ensure that when people are applying for funding, we're able to give them everything they need to advance their program and service. So that's one recommendation that we're making in terms of awards. The other thing is reporting. So at this point and time, the Finance Department does not review if six-month reports are submitted, or final reports are submitted. And this kind of segues into some of the stuff that Tim (Richards) is going to bring up a little later. But I think failure to report and close out what your project has done and the impact it has made is so key; and if you're not doing that, that simple request from the County, to let us know how you finished spending those dollars, a policy where failure to do this, you're going to have to reimburse the County because we don't know how you spend that money. We don't know. And these are taxpayers dollars that we're stewarding. So,just ensuring that there's a lot of accountability and support around this. And so in addition to reinvesting, not allowing that particular nonprofit to apply for one fiscal year,just so that we're sending a strong message around. We want to support you and here's a clear and transparent process. But there's a lot different needs in community that we're trying to meet, and we just to encourage folks to submit their reporting. Finally, with some of the changes we're making to the application and going virtual, recognizing that this might be new for some folks, and not wanting to take any chances around where people are at in terms of filling out forms online. Like we hosted the online webinar to orient folks around this particular program. Also, taking the time to hold space online to walk people through the application question by question to ensure that there's clarity among what's being asked and to ensure that they have all the support they need to complete and successfully file. And then for folks that have been awarded, making sure that there is a follow-up webinar to let them know, and to walk them through the agreement they're entering into with the County. I think oftentimes people are just, you know, signing their John Hancock without really reading through the agreements. We want to make sure that should we be implementing some of these recommendations, we're walking our nonprofits through every step of the way so Page 6 HSSSC-11 November 16,2021 they understand what the reporting expectations are and what the grant-making facilitation process entails. Thank you, Chair. CHR. LEE LOY: Thank you, Ms. Kierkiewicz. I'm glad you took your time. What we also discovered is our funding cycles tend to impact these nonprofit organizations. And all too often they build their budget for a whole year. But the funding comes in different times, which is why what Ms. Kierkiewicz described of this yes-no, immediately would help them better financially plan. I'm going to hand it over to Mr. Richards. And I also asked Senator Joy San Buenaventura to join us because she is our counterpart up at the State, in Human Services. In addition to the work that this committee has done, a number of us had reached out to our own networks. And I just thought it would be a wonderful opportunity for us to share with our colleagues what we intend to do, but how we're also trying to align a whole lot better with our legislative partners, who are also funding. This past year they didn't because of COVID and the budget. But to have Senator speak to those alignments. So go ahead, Mr. Richards, and then I'll give it over to Senator. MR. RICHARDS: Okay, thank you, Chair. And yeah,just to carry on and echo some of the comments that have already been made by our colleagues on this ad hoc committee. If you listen, essentially what we're talking about is efficiencies, and this is the theme that we all have been carrying through and discussing for several years now. How do we make it better? How do we get more bang for the buck? How do we do that? Our GIA is $2.5 million, Ms. Kierkiewicz reminded us of that. And how do we better approach this? Something that Ms. Kimball said, you know, we're talking about the amplification of the dollars. And rather than administer these dollars in silos, how do we see the synergy between the different awardees, and how do we get that synergy to work for us so we don't have redundancy of effort? Again making more bang for the buck on everything that we do. That's what we're striving to do, and some of these recommendations are for that coming forward. I think it's also important to remember, and Ms. Kierkiewicz pointed this out, the awarding of funds. When it comes to budgeting, it's important to award for success, and not necessarily just to divide the money by the number of applicants, because then you're not necessarily assuring success. A yes or no answer, we fund or we don't fund; and that's the tough part, that's the decisions that are hard to made. But that being said, that's the direction that we're headed with all of this. And to that end, one of the things that comes through, of course, is the data collection, as has been articulated by Ms. Kimball, and then analysis of that data collection. Page 7 HSSSC-11 November 16,2021 One of the concepts put forth is, and has actually worked out pretty well for us this last year, Chair, is you had been GIA for a long time, Chair of GIA, but the helpfulness of your staff coming forward has been without question. So the concept going forward is potentially using Chair's staff when it comes to GIA; because with that, as Council Members change, as membership of committee changes, we have institutional knowledge that stays within staff, and thereby we can again amplify—and our former efficient going forward. And even as Chair staff changes, there will be institutional knowledge to train as that comes forward. So that concept is to ask for the help Chair's staff. We have a dedicated staff to the program in and itself. Duties of that staff would include talking about this six-month reporting; following up with our awardees, making sure that they're there; and getting those reports back. And one of the things I really like is, you know, six-month field trip. Maybe we go out and actually look at one out of two of the three or a dozen of these programs and see if the County money is actually making a difference for the community. I think making these shifts and changes you know, it's interesting that this morning we listened to a several-hour discussion on EPIC (Electronic Processing & Information Center), they are shifting and making the program more online with the ultimate goal of efficiency. Essentially that's what we're doing here, trying to make that shift so it's online, easier. We discussed this before, by having all the Zoom meetings, so they're just sequential and go right through. You get a broader perspective, and so you get a better feeling of what everything is coming through. So, those are some of the recommendations coming forth. And yes, there are a lot of changes we have to make, but the idea is striving for that efficiency. So with that, Chair, I'll yield. CHR. LEE LOY: Thank you, Mr. Richards. And for the rest of my colleagues, as you can see, a lot of thought went into the work that we did along with these recommendations. But it wasn't done in a vacuum, which is why I asked Senator Joy San Buenaventura to be here and share a little bit about it how it interplays between a nonprofit work grant-in-aid programs that we have here; and then the funding that's lined up through her committee, her Human Services Committee. And how we hope to, as the rest of my colleagues, continue to mention, amplify the dollars, and really start the underbelly of community. Go ahead, Senator. (Note: At this time, Hawaii State Senator Joy San Buenaventura came forward to address the members of the Committee.) Page 8 HSSSC-11 November 16,2021 MS. SAN BUENAVENTURA: Yeah, thank you for the invitation, Chair. Just to do a recap for those who are unaware, I'm Chair of Human Services, which basically means the Department of Human Services is under my bailiwick, which include Medicaid, which is Medi Quest; SNAP (Supplemental Nutrition Assistance Program); some Farm to School type programs; and basically, you know, Child Protective Services, Kupuna care, Kupuna services, Kupuna caregivers. And the big thing back when I was House Chair, the entire homelessness issue is in my bailiwick. So it's interesting about the discussions you folks are having. And basically like Chair Lee Loy has pointed out, last year because we were at that time facing a multi-year $1.4 billion deficit before ARPA (American Rescue Plan Act) funds came in, we basically stopped GRA benefits, I mean GIA. But it looks more and more that the economy is looking better. We are still looking for the report of the Council on State Revenues that the UH (University of Hawaii) in Hilo analysis that comes out right before session, to see how much monies we are expecting to have to spend for the State budget. So, it's looking more and more likely that we are going to open up GIAs. So how do GIAs work? Generally in the State level, applications go out. What you do is you go into the State Capitol website, you apply. Usually—and I'm not sure how they're going to do it this year, whether or not State Capitol is going to be open, but if the State Capitol is open, then other than the actual application, there is an in-person request made as to why their proposals should be granted. I don't know how much the GIA allocation is this year, and really both Finance Committee in the House and the WAM Committee, which means Ways and Means Committee in the Senate, has not formerly said whether or not there's going to be GIAs this year. But it's looking more and more likely, because we are doing better. So how does it get distributed out? It gets usually the GIA Chairs, which in the Senate, is Gilbert Keith-Agaran; over in the House, it's Representative Nishimoto (Scott). They do their best to divvy it up among the State, among the districts. So the State Senator or the State Representative who represents the you know, whoever the GIA applicant is, can make an informal pitch to the GIA Chairs as to why this person or this particular nonprofit should have—should be considered. I believe they do their best, but at least have one per district approved. But, and here's the big but, because I'm hearing you folks discussion as to efficiency, and the duplication, and the like. In the State,just because a GIA Chair approves an applicant, doesn't mean there's going to be an actual disbursal of money. There is another hurdle that they need to jump, and that's with Department of Finance, to show whether or not the viability of their grant actually Page 9 HSSSC-11 November 16,2021 coming into fruition. Same thing with our CIPS (Capital Improvement Projects). A lot of our CIPS and our GIAs don't actually get funded. And so my request to you at County Council people, is don't look at what the State actually funds in allocating your $2.5 million, but do your best within your own purview as County Council people to determine what's best for the island. Because like I said,just because we are going they may have chunked the first group of having their GIA approved. I know of a number of nonprofits in my district who had their GIAs approved, but did not actually end up getting funded because they were not able to comply with the accounting steps required by Budget and Finance, to assure the State that they will actually be able to spend the monies for the purpose that they were granted, okay. So that's my first request, is that don't look at us. Second is, as Chair of Human Services, I can say though that there has been federal funding of childcare. Huge, in fact I think within the last month we had tens of millions of dollars in childcare grants. And a website just went up a couple of weeks ago, where the childcare providers can actually ask for the funds themselves. It doesn't have to go through the County or the State. Where the State is the one that manages the funds through the website, but it goes directly through them. And we're talking about like $30 million. And so if there is any but what constitutes childcare? Like Boys and Girls Club may not qualify for those childcare grants because they are—it requires you to be a licensed childcare provider. And one of my requests was we need to help people—we need to help some nonprofits become licensed childcare providers so that they can qualify for these grants. And I don't know whether or not there's any monies allocated to help those mom and pop, smaller childcare providers to qualify for these childcare grants. Because we know in order for us to survive this COVID economic depression, that childcare needs to be provided so that the labor force can go back to work, right? The other thing I wanted to point out, and this is as Chair of Human Services, I was just recently alerted to just last week, is that during COVID we had opened up SNAP benefits to almost anybody, okay, and they didn't need to deal with asset requirements that was required pre-COVID. There's normally asset limits and income limits to qualify for SNAP. Those federal waivers that normally require those asset-income benefit limits have now terminated. So there are going to be a lot of formally SNAP beneficiaries who will no longer be able to qualify for SNAP. So if there is any allocation on your $2.5 million for food insecurity or food baskets and the like, I think that is money well-spent if you folks can help out. Because as you folks all know, food insecurity is huge on our island. A lot of, especially people in my district, they may not be able to comply with the hoops Page 10 HSSSC-11 November 16,2021 required. Because there's a lot of under-the-table type of income-cash economy, that they won't be able to do the documents necessary to continue to qualify for SNAP." That was waived before. I think that's basicallyoh, homelessness. I'm sorry, I just want to point out one more thing. Our `ohana zones funding of$30 million that was allocated in 2018 is also going to be running out, and that was a pilot project. There is going to be a request to extend it and to add more monies to it, and I don't know whether or not that request and those monies will be granted. So,there's a lot of need. Thank you. CHR. LEE LOY: Thanks, Senator. And actually—and thank you. What she really did highlight for us was how our nonprofits actually stepped in when the State funding backed out. And for—Ms. David, I know specifically, a lot of these applications come in identifying those sources of funding. So during COVID, when that got removed, a lot of our nonprofits were really struggling, and why I know for me and the rest of my colleagues on the ad hoc are so passionate about adjusting this program, to make it available with certainty. Because if they know what they're getting from us at the County, they can go ahead and plan a better program that serves our community. And as Senator mentioned, you know, a lot of barriers were lowered during COVID, but those barriers are going to go back up specifically with the SNAP benefits. So with that, I know for myself, Ms. Kierkiewicz, Ms. Kimball, Mr. Richards, we stand ready to answer any questions that the rest of my colleagues may have. MS. DAVID: Chair? CHR. LEE LOY: Go ahead, Ms. David. MS. DAVID: Thank you, Senator, for that explanation, and thank you for being here today. So, anyone from the ad hoc, this process or this communication is forming the ad hoc committee to discuss the things that you folks are explaining? CHR. LEE LOY: So this communication actually is the report of the formation of the ad hoc we had. And then we're going to actually, on a subsequent communication, form another ad hoc committee to march through all the recommendations. So this was the opportunity to report to others on the dais of all the work we did and how we arrived at this and why we're making these recommendations. MS. DAVID: So the following communication is the one that would have the recommendations that you folks worked on for this, okay, nonprofit. So this other one right now, what we're discussing is basically to revamp the whole process? Okay, and so if I'm getting this—if I'm understanding this, we usually Page 11 HSSSC-11 November 16,2021 get like requests for $6 million or even more, or in that range, no, to our $2.5 million. So under this program, I mean under this revised process, how would we in giving, awarding set amounts so that the committee would be determining which organizations—and they're asking will be funded, and not even—and the rest would not even brought into the discussion. Is that the ? Thank you, Chair. CHR. LEE LOY: Sure. Sure. And I'll take a part of this, but I'm also going to hand it over to Ms. Kierkiewicz and Ms. Kimball. As you know, Chair, the grant-in-aid process starts the day after Thanksgiving with the application form. And so our first step—and part of the recommendation is to completely revamp that application form, which is why we're—we had back-mapped a little bit, and because of the meeting two weeks ago and getting canceled, it really forced us up against this very hard deadline. So the first step will be definitely to retool the application form, working with the Department of Finance. So that when that information is pushed out, all of the applicants will now fold into this new process with the Google Forms, how we intend to measure what the expectations are, and as Ms. Kierkiewicz mentioned, some of that tiered approach on the funding. MS. DAVID: Okay. And so CHR. LEE LOY: Ms. Kierkiewicz? Yeah, go. MS. KIERKIEWICZ: Yeah, thank you, Chair. Chair David, another thing we're taking a look at, is because there are some organizations that are applying for one program but in multiple communities, this is a burden for the Finance Department. Like say you're a nonprofit, you're administering a feeding program in nine communities, so you submit nine applications. Those are nine agreements and nine separate checks Finance must cut out. And so another way to streamline this is to say one application per program. That is another way in which we are able to kind of streamline and make some better think-fiscal decisions because we'll see in totality what an organization needs to run its program. MS. DAVID: Okay, could I ? CHR. LEE LOY: Ms. Kimball. MS. KIMBALL: Yeah, I'll just add, too. And Kierkiewicz kind of alluded to this, is that we do have a sense from talking with some of the nonprofits, they always ask for more, maybe even double what they want, knowing that they'll get at least half that. So I think with a more refine and robust process, we'll see less of that and more clear asks for specific amounts. Page 12 HSSSC-11 November 16,2021 The other thing that I'll say, you know, Council Member Richards talked about, or I think it was Council Member Lee Loy actually, about making sure we're covering all the elements of the change framework, it also works in the opposite way. For like this last set of grants, we collectively made the decision we needed to feed kids with COVID going on and all the economic impacts. And so with this collection of data around the change framework, we can also as aI think we make that decision as a body, okay, because of the current circumstances at the time, and maybe what Senator San Buenaventura was saying, you know, the SNAP situation, maybe again next year we're making that same decision, we need to feed kids and support those programs. So that's how it ties in together with your question, I hope. CHR. LEE LOY: Go ahead, Ms. David. MS. DAVID: Yeah, and I understand that you folks are going to be working on the new application. It's hard to kind of grasp what it is without seeing the new process you folks are talking about. And I'm just kind of wondering, that the ad hoc committee now, under this new system, would be basically screening applications for one general program that includes all the different programs. So you guys are trying to cut down the multiple—like Boys & Girls Club, they come in with like 10 or 12 different programs because they service different areas. So in that situation, you're looking for one application that encompasses all of their programs for a bulk lump sum. MS. KIERKIEWICZ: Chair, if I could just clarify. I'll use Boys & Girls an example because you brought them up. So Boys & Girls Club, again hypothetically speaking, they run and a food program and an afterschool program. MS. DAVID: Right. MS. KIERKIEWICZ: Those are two separate programs that are implemented in multiple communities. We would ask or two applications. MS. DAVID: Okay. MS. KIERKIEWICZ: One or the food program; one for afterschool program. And in each, they may be serving similar communities, different communities, but it's in those applications, they would literally check the box and let us know what neighborhood, what subdivision, they are serving. That way we can map it and show the reach around the island. MS. DAVID: And then your decisions on who—which organizations to grant, that process will be based on this new application? Page 13 HSSSC-11 November 16,2021 MS. KIERKIEWICZ: Yes. MS. DAVID: How would you determine out of maybe 200 applicants, the 50 or the 75 that will be funded, that will total $2.5 million. MS. KIERKIEWICZ: Yeah, thank you for that. And I invite my colleagues to contribute, as well. But as Council Member Kimball had alluded to, there might be really pressing issues we are facing as an island community, so we would look to the entire Council body, all nine members, to help set those priorities in alignment with the change framework. So ifagain, if we're still in pandemic mode or some other natural disaster occurs on the island, it makes sense to shift our priorities because we have that flexibility, and ask for nonprofits to submit applications based on meeting the priorities at hand. But they would be aligned change framework, which is something that has been architected by Hawaii Community Foundation, with stakeholders from various sectors around the State. A lot of data to kind of support these different components of it; and it just goes to show how things may or may be working or not working within the system, and allows us to use data to our advantage and redirect where capital is flowing. MS. DAVID: Thank you. And I understand the private nonprofit donors, like Hawaii Community Foundation, what they do, the funding sources that they get, and where they get that from. And then the only thing that I'm thinking about is that in choosing certain nonprofits, the County grant-in-aid comes from the entire taxpayer base for this island. And so I'm just—and this is just discussion purposes, yeah, I'm just thinking about that as we decide which organizations provide needed services using the entire community's funding, and that's my question. And I'm glad that we're going to be discussing this further because I think it needs further discussion. And then I'm very excited to see that the new process will be in the new application forms because it's going to take a—it's a big job to inform all our 200-plus nonprofits that have been participating all this time that there's a big change coming in, and they have to readjust. So I'm very excited to see what comes up next in this discussion. And for now, I'm going to yield. Thank you. CHR. LEE LOY: And thank you for rumbling with that, Ms. David, because that definitely was the struggle of the committee. The questions that you're asking now and how do we get them ready for this new application process? And as Ms. Kierkiewicz mentioned, it really is intended to help streamline them to a place where they could apply here. But a lot of the information that they include, would be trigger-ready for other philanthropical dollars, such as Hawaii Community Foundation. As Ms. Kierkiewicz mentioned,just so many other Page 14 HSSSC-11 November 16,2021 people who want to give. And the paperwork as you know, Ms. David, is enormous. I think two and a half five-inch binders is just a lot for them. I wanted to give it to Mr. Richards because I know he had thoughts too, around the application process. MR. RICHARDS: Yeah, thank you, Chair and Chair David. I think I hearI think I'm understanding the concern you're raising. And this new process does not preclude from anybody applying. It's not like we're trying to weed them out at the gate. That's not the intention. You know, we always talk about the group from Ka`u. And you know, that is the group that takes care of the porta potties for the town and down at the pier, and that's the kind of organization that if we don't fully fund them, the program doesn't work. And that's kind of how the structure that we're talking about. Is this group—does a phenomenal job, and that's the kind of group and the efficiency that we're striving towards. And so I hear what you're saying, you know, we don't want to preclude anyone from participating, and this doesn't. What it does do, is it allows the Council to select a priority for going forward. Feeding people, or housing, or whatever the case we decide to go, using this change framework that allows us to make better, probably more unified decisions, that will then get more funding efficiency there. So I just wanted to echo that. Thanks, Chair, I yield. CHR. LEE LOY: And then, Ms. David, as you know, oftentimes when we're reviewing these applications, as the entire body does, there's other networks we have, right, and other trust philanthropies. And so oftentimes, you know, maybe we can't give it all, and we could actually shepherd them into another program. But because they filled out our application with all of the 501(c)(3) documents, a lot of those compliance documents, we have it for them. And so it's available for them to take to other sources of funding. I see Ms. Kierkiewicz's light on. Go ahead. MS. KIERKIEWICZ: Thank you, Chair. And Chair David, I just wanted to speak to, and like recognize a couple of things that you mentioned. One, the first being speak to, hard to kind of weigh in on an application that you're not seeing. I think we're happy to provide that to you in like in confidential packets, but what we didn't want to do was put something out into the record that nonprofits start using to start filling out. And that doesn't become the actual application. We didn't want to cause any confusion or put out any misinformation in community. It's more or less the same line of questioning,just a couple of different questions here, in terms of like check the neighborhood that you're serving so that we can, again, map where all these dollars could potentially flow, Page 15 HSSSC-11 November 16,2021 or where the needs are. Because I think our distribution is going to be really grounded in equity, right? Like, what is happening in community? Where is the most need? Where are resources flowing right now, and how can our $2.5 million be used to help fill in those gaps. So it's really about using—it's just improving the tools that we have already, that application, and just helping it go virtual. And then something that, you know, Chair Lee Loy brought up, about having all the documentation from nonprofits. I don't know about you guys, but like let's say HCEOC (Hawai`i Economic Opportunity Council), they need money for citric acid, right? We ask them for all the same materials for CRF (Contingency Relief Funds). So what we're looking to do with the Finance Department is have a centralized repository, similar to professional service vendors, where every year they submit all of their paperwork and get vetted by the County. Through this nonprofit grant-in-aid process, we will have all of that material so that nonprofits aren't having to resend the same information to every single one of our offices, or to say, Research and Development, other grant opportunities. The final thing I wanted to note was, at the end of the day we have to make decisions, right? We have to make tough decisions. Did we all wish that we had this never-ending pot of money to help very worthwhile community causes? But there are other funding-opportunities out there. And our job, as we look through the data and the applications because we're having to do a capital scan, right? What are the community capitals that you're leveraging to make your project happen? Who are the partners you're working with? When we have that data, we'll then be able to know. If not this Waiwai grant, maybe an R&D (Department of Research and Development) grant, maybe a state GIA grant, maybe something from HCF, or African Foundation or wherever. But we'll have a good sense of where all the grant funding opportunities are, and be able to shepherd them in those directions. Thank you, Chair, for the latitude. CHR. LEE LOY: Thank you. And also the value of being a recipient, it validates the nonprofit that they are in compliance and that they can deliver a program that makes them incredibly valuable to the next request of funding. I see Ms. Villegas' light on. Go ahead, Ms. Villegas. MS. VILLEGAS: Yeah, I just had a quick question for clarification. Just wondering, and I may have misunderstood the way it was stated, but it sounded like we as the Council might be creating a specific, for a lack of a better term, topic of need or area of need that then dictates the focus or prioritization of granting for that next year? CHR. LEE LOY: I'll go ahead—Ms. Kimball can answer that. MS. KIMBALL: Yeah, that's actually one of the things that we've discussed, as a proposal. Now that we're collecting all these really detailed bits of information Page 16 HSSSC-11 November 16,2021 about these different programs, we could put forward the process where as a Council we vote by resolution on some set of priorities, and then we can map that to the data that we've collected through the applications. So we as a Council put forth a resolution that says this year we want to support, you know,programs that provide (inaudible), and that will guide the ad hoc committee in terms of the approval of those applications. MS. VILLEGAS: I can see where that could seem to be a great way to provide focus, but I would just caution because once again, these are the nonprofits that function within our community that know a lot more about what their needs are. And I would hate to have any kind predisposed assumption on our parts, then eliminate an ask because I feel like the purpose of this was to make funds available for the nonprofits on our island to apply. So then we're like saying okay, we have this money available, but now we're going to tell you what you have to use it for, too. And having done grant-in-aid two years in a row, the diversity, and the ask, and the reasons for those asks and where their funds were allocated, I would just I would feel a little uncomfortable in trying to dictate or micromanage that. So I would just—I'm trying to have a broader understanding, but also feeling kind of cautionary on our sphere of influence on this, and wanting to make sure we don't overstep and forget our role as a legislative branch versus a grant management kind of a thing. Hawaii Community Foundation does a great job in what they do, and that is specifically what they do. So utilizing the templates and the formats that are available by very successful organizations I think is great. And also having this repository of information, I know nonprofits that had applied the year before and forgot a document and then were eliminated, even though that document was a part of their application from the year prior. So those synchronicities are wise and helpful in the long run, but I want to be careful of what precedence is created for this program to open itself up to be seen as the dictatorial or like too directed for the nonprofits who are very diverse in their capacities and capabilities. Yeah, because really, it's the big ones that tend to be able to write the prettier packages, and put together the more streamlined, seamed, efficient programs, but they also tend to have higher price tags for their executives versus volunteer workers. So,just doing that dance. So thanks for allowing me just an opportunity to share a couple of viewpoints and concerns. I yield. CHR. LEE LOY: Yeah, thank you for that concern. I'm going to hand it over to Ms. Kierkiewicz. But that definitely—was we didn't want to—we don't want to overstep. We just want these nonprofits to meet their missions, but we also want Page 17 HSSSC-11 November 16,2021 to set them up for success, if not with us, with others. Go ahead, Ms. Kierkiewicz. MS. KIERKIEWICZ: Thank you, Chair. And I just want to address a couple of things that Council Member Villegas put forward, because I can hear there being concern around being overly prescriptive with this sort of approach. I do want to emphasize, and if you take a look at all of the elements of the change framework—and we all know it, right? We know what this means, but maybe the community doesn't. It pretty much covers everything under the sun. Kupuna care, education, health and wellness, government civics, right, like climate change. Everything that matters is an important element of community. It's there. I think we as an ad hoc were considering because historically, prior to our Council adopting new section of Code or revising Code to increase the grant award from $1 million to $2.5 million. We have a little money to play with, and so yes we want all nonprofits to apply. But if there's something you're really passionate about, if there's something, say related to climate change that we really want to support our nonprofits in and focus on next year, we should—as this body, who runs this program this is a Council program we should have the ability to say, "Of the $2.5 million out there, we want to dedicate a chunk, $500,000, $1 million, to nonprofits that are working on climate change initiatives." And so it still allows room for the other nonprofits doing the great work to apply. But we've also told community this is really important for our County to move forward in, and we invite you, we invite you to make your contribution in this space. So I hope that provides a little bit more clarity. Thank you. Chair, I yield. CHR. LEE LOY: Thank you. And one thing—and, Ms. Villegas, because you sat on the committee, before they used to just come through, and there wasn't any real rhyme or reason as to who we were seeing, one applicant could be Kupuna Care, the very next applicant could be Natural Resources, right? And adopting this change framework, we put all like organizations together on one day, so we were actually able to see how many nonprofits are doing similar work across the entire island, rather than bouncing around throughout, as you know, three, four days of work. I see Mr. Inaba's light on. Mr. Inaba. MR. INABA: Yeah, thank you. So just to clarifyI mean, I do appreciate that we're using a model now, right? And if there's some kind of system to what—to the madness that I've not experienced in this grant-in-aid program. But is it—am I correct when I say that we're only accepting one application per organization moving forward, or it's one application per ? Page 18 HSSSC-11 November 16,2021 MS. KIERKIEWICZ: Organizational program. So your nonprofit could be administering three programs in various communities around the island. What we have been seeing is a nonprofit will submit multiple applications for every community they're administering a program in. So we can be getting 12 applications for three programs, because they're in 12 different communities. So it's a lot of paperwork and processing on grant reviewer side, and also Finance's side to generate the agreements and cut the checks. MR. INABA: Okay. And then if an organization, say services eight different communities across the island and there is a similar organization who applies for a similar service in that same community, what is the plan there? Because are we going to say no to that one and yes to the one that serves seven different communities? MS. KIERKIEWICZ: This is what we're going to talk story about it. I mean, it's hard to make a to answer that and make a determination based on those details. We would want to see the reach of both of the organizations' budget, find ways in which they can collaborate and work together. And that was some of the work that we tried to initiate with this particular process, was understanding, "Who are your partners?" How do we further strengthen and build our community, and connect like-minded and like-mission oriented groups together? CHR. LEE LOY: Mr. Inaba, and that's why the logic model becomes a critical piece to this, because that's where we begin to measure the outputs and the outcomes. And so as this program rolls along with this new framework, this new logic model, this way to collect data, some of that will actually flesh itself out. Because you might have one organization serving a community and something smaller in that community servicing it, and it will be an opportunity for us to look at that and say, "Hey, who is doing it better?" Who is delivering the outcomes that we want? Not just outputs. We're not just delivering meals. We're seeing families thrive. And so that's how—it really is a comprehensive new approach on giving out this money. MR. INABA: And if we have organizationsI mean, logically, we're going to have organizations that are larger, that probably do have more partners and more connections in the greater communities. So at what point—you know, we're going to do this first round, and how are we going to decide? Because it's tricky, we're using this as a tool, but it can also be a barrier to certain organizations from expanding the services, who might do their job better in that community. And if we're saying—if what I heard was correct, we're going to say either yes or no. We're not going to lower the amount or give partial amounts, is that right? MS. KIERKIEWICZ: I think that's the goal and the intention. And so it helps nonprofits be really laser-focused and realistic about what their funding needs are. Don't ask me for $30 (thousand) and roll the dice, because you know we're going Page 19 HSSSC-11 November 16,2021 to give you seven, right? Like if you just need seven, ask for seven. And let's take a look at the merits of your application, the amazing work you're done in community, because that merit is out there from all of the previous applications that you submitted, and their ability to articulate what they plan to do with those dollars. CHR. LEE LOY: Right. And then, Mr. Inaba, for some of those smaller nonprofits,just really focused, in Ka`u, we love them. We actually can provide them the help, so that when they're applying, we can help take some of that work off for them, where they can actually just get back into community and do what they do best, which is serve community. And they don't collect the paycheck. Whereas, some of these bigger organizations, we see a lot of salary and wages in those grants. I see Ms. Kimball's light. I think she wants to add to this. MS. KIMBALL: Yeah, I did. MR. INABA: And then you know what, I just want toI don't have any further questions. I think I just want to add. Because we're coming up—we're late already. But somewhere in this process, we need toI hear the yes-no concept, and I like that. Ask what you need only, and hopefully we can just say yes and streamline it all. But at the same time, if somebody is—like we're talking about this example of nonprofits doing the good work in that specific community only, then there might need to be room for some adjustments on the yes-no concept. So that we can maybe provide $7,000 to a community organization based only in that community, whether it's in North Kohala, or Hamakua, or wherever it is, rather than an island-wide nonprofit, and obviously based on the metrics on what we're trying to do. But it's a good thing, and it's potentially bad thing. So I mahalo you folks for all of these efforts here, and look forward to seeing this streamlined process, and ultimately the greatest impact and good for the community. So, thank you so much. CHR. LEE LOY: Thank you, Mr. Inaba. Ms. Kimball. MS. KIMBALL: Yeah, I do want to chime in on that. Because I think point is well-taken, Council Member Inaba. And I think I should frame a little bit of what we did as part of the process, about thinking about how we would retool the application; was really considering, how is it that we make some of these decisions in the first place? And things like you're talking about, a very narrowly specific program that has a huge impact in a specific community. You know, that is something we do make decisions around. So we're collecting that data, that allows us to have the information, at least to make those decisions on. Page 20 HSSSC-11 November 16,2021 And I would say rather than shifting the focus so that it's more likely that the larger organizations will have a successful application, I think our approach is actually made it more equitable and made it more transparent as to how we're trying to focus these dollars. So at one level, we're trying to build in a more accessible, more productive program; at the same time, we're also trying to provide greater transparency about how decisions are made so that they're defensible. Because although we are not grant managers, we are fiscally responsible for these dollars. And I feel like if we have a more robust program, that we can justify how we've spent those funds, maybe we'll get a little bit more than $2.5 million. But I think we need to have the data behind what we do to show that it's a successful program. And I just want to reiterate, that part of our objective as well, is to—if folks are successful and getting a grant from us, it's kind of a seal of approval that other granting agencies can look at and say, okay, these have met the goal standard of Hawaii County, we're going to support them, as well. Thank you, Chair. I yield. CHR. LEE LOY: Thank you. Go ahead, Ms. David. MS. DAVID: Last question. Okay, so this discussion, how does—where are we in the process for the current recommendations? Is it part of this communication or will it come next? CHR. LEE LOY: So this was us telling or sharing our recommendations after all of our findings. And as we get into the next communication, we go ahead and set those goals. You know, first and foremost is the application process; and getting that fleshed out with the Department of Finance, so we can get that out by the end of this month. That was something Deanna called me on, and said, "If we prioritize, that application form, it has to be a priority." MS. DAVID: And that was my next question. Will Finance be here to weigh in when the new proposal or the new application process? I would like to hear from them, and their input into this new method. CHR. LEE LOY: You know, I'll get them to come in. But when we get to that communication, maybe we can table it because we're waiting on the next committee. MS. DAVID: Yes. CHR. LEE LOY: We'll table that item. MS. DAVID: Okay. Page 21 HSSSC-11 November 16,2021 CHR. LEE LOY: And pick that up after this meeting. MS. DAVID: All right. Mahalo. CHR. LEE LOY: Go ahead, Ms. Kierkiewicz. MS. KIERKIEWICZ: Thank you, Chair. You know, we want to make sure that we're minding the time. Because we started the permitted interaction group for this work, our last—our Special Committee meeting that we convened around this was just to publicly showcase the recommendations we are putting forward. We couldn't talk about it until now. So we're talking about it now. And because there isn't a lot of time, like being really transparent, right, about what our Code prescribed, this application goes live Thanksgiving weekend. And so—Judge Strance,jump anytime if I am, you know, messing around with Sunshine Law or something here. But would it possible for my office, you know blind-copying all Council Members? To send them a copy of the virtual application, which mimics pretty much what we have already in place, with the exception of couple more detailed questions related the change framework, the logic model, and other demographic information, such as (inaudible) the folks you are serving, and then the communities program is being administered to. Anything preclude me from sending that to them so that they can visualize and see what we have been talking about? (Note: At this time, Corporation Counsel Elizabeth Strance came forward to address members of the Committee.) MS. STRANCE: Thank you, Council Member. Elizabeth Strance, Corporation Counsel. As you folks have been discussing this matter, and looking at the agenda, I did have some concerns about Sunshine Law. If you're intending to create another ad hoc committee and have them overlap with each other—so you have an ad hoc committee that is you're discussing your findings,pursuant to your Rule 7, and one of the purposes of that ad hoc committee is to recommend potential refinements to the application and reporting process. Your next communication is the creation of another ad hoc committee that works on revising the procedure for applying for grants. So there appears to be some overlap on what you're discussing now and then what you're intending in another agenda item. So I would just caution the Council in having multiple ad hoc committees regarding the same topic, because the danger of that is that you have tag-teaming outside of the Sunshine Law, of more than the permitted number of people for an ad hoc committee discussing the same matter. So, that's not your question, it's a concern related to your question. It's not clear to me whether the County Council has to approve the form for the grant-in-aid Page 22 HSSSC-11 November 16,2021 application, or whether that is the process that takes place outside of the ad hoc committee and outside of the Council committee. I don't know what your process has been in the past. If your intent is to circulate information to your colleagues for their approval and feedback, then because you believe that that's necessary to proceed, then that would be activity taking place in violation of the Sunshine Law, because you're essentially taking an informal vote outside of Council meeting. MS. KIERKIEWICZ: So, Judge Strance, I just want toI'm going to poke the bear too hard on this one. Our Code is very clear in terms of what the nonprofit grant-in-aid process looks like and what is required for nonprofits to submit. The application is not dictated per se, line by line by the Code, and so there's wiggle room for us to design something that works. Not looking for approval, looking more so for feedback, and so in that vein, is it okay to send them a copy of the application? Or, am I sending it to them as an fyi (for your information)? MS. STRANCE: I would be more comfortable with the latter. MS. KIERKIEWICZ: Okay. MS. STRANCE: With aif the Council—if there is approval on utilizing the logic model, as you folks have discussed and are recommending, then to go ahead and have the application set up according to that model, then your you have been given authority to do that. There's no further approvals required. And so, you've taken action. But once you start circulating things for input and feedback, the Sunshine Law prohibits these serial types of conversations outside of Council meetings. So I would be much more nervous about that, because the potential would be that there would be serial communications on this, and exchange on the same thing. MS. KIERKIEWICZ: Okay. Thank you for that insight and the recommendation. I'll be sharing information for your information purposes only, just want to make sure that's clear for the record. Or, Judge Strance, is it cleaner for me to send everything to you and you send it out to my colleagues? I know, this is when Sunshine Law gets so ridiculous. MS. STRANCE: There is a rule against that. MS. KIERKIEWICZ: Okay. I do not want to belabor this because I know we're running short on time. MS. STRANCE: It's important, though. It goes to your transparency. So one of the purposes of your existing ad hoc committee is to present potential Page 23 HSSSC-11 November 16,2021 refinements. This new application is one of the potential refinements that you are suggesting. I hear what you're saying, that you don't want something out in the public that could be relied upon, and so in that vein, the Council would be giving what you're seeking in, is the Council's direction and approval of your recommendation to include that logic model as part of that ad hoc application process, and then leave it to whatever process there is to create the application. But if the belief is that you need approval of the Council to implement it, then it needs to take place in a transparent Sunshine Law meeting. MS. KIERKIEWICZ: Okay, thank you. CHR. LEE LOY: Just so—my intentions here was to provide this body a recommendation. Go ahead and sunset this permitted interaction group, and then go ahead and pick up another permitted interaction group based on these recommendations. That was just very linear to me. We were tasked with three things for this permitted interaction group, that's what we're providing. We're going to sunset it, and then take it on to the next step. MS. STRANCE: I think that is cleaner. Because the next ad hoc committee would be one of the recommendations made, as a result, is the implementation of one of the recommendations of the current ad hoc committee. And so, the new ad hoc committee would be tasked with that, publishing the form,pursuant to the prior committee's recommendation. CHR. LEE LOY: Thank you, Judge Strance for that; and thank you, for me, providing that clarity. So what we have now is a motion on the floor related to this permitted interaction group. We've shared how we arrived at our recommendations. Go ahead and take the vote. And if it's okay with this body, I want to set this meeting in recess. We have a couple of people waiting to testify for the next committee, and then pick up the formation of another permitted interaction group, around that next communication. So with that, Mr. Clerk, if we could take the vote. MR. INABA: Chair, real quick. CHR. LEE LOY: Okay. MR. INABA: Before we close on this one, how will we go about closing off this current ad hoc committee? CHR. LEE LOY: I apologize I have to get us back to the agenda. Because we already have a motion on this communication, motion is already on the floor to close file on Communication 225 and all the subsequent communications around that. We have a motion by you, Mr. Inaba, a second by Mr. Richards. So all those in favor, please say "aye." Page 24 HSSSC-11 November 16,2021 Vote on Comm. 225: The motion to close file on Comm. 225 and all related Filed communications was carried by the following voice vote: Ayes: Committee Members Chung, David, Inaba, Kaneali`i-Kleinfelder, Kierkiewicz, Kimball, Richards, Villegas, and Chair Lee Loy —9. Noes: None. Absent: None. Excused: None. CHR. LEE LOY: With that, I'm going to set the Committee on Human Services and Social Services in recess to after Regenerative Agriculture, Water, Energy, and Environmental Management Committee. This meeting is in recess at 2:16 p.m. Thank you. Recess: At 2:16 p.m., the Chair called for a recess. Reconvene: The meeting reconvened at 5:00 p.m. CHR. LEE LOY: Aloha and thank you, everyone. I'm going to take the Committee on Human Services and Social Services out of recess. The time now is 5:00 o'clock. Real quick roll call. I have Council Members Kierkiewicz, Kimball, Villegas, David, Inaba; Mr. Kaneali`i-Kleinfelder in our Hilo Chambers; Mr. Richards; and Mr. Chung will join us shortly. I am Sue Lee Loy. With that, go ahead, Ms. Kierkiewicz. MS. KIERKIEWICZ: Thank you, Chair. I'd like to motion to reconsider the vote on close file of Communication 225.2. Motion to Ms. Kierkiewicz moved to reconsider the vote to close Reconsider: file on Comm. 225 and all related communications. Seconded by Ms. Kimball CHR. LEE LOY: Ms. Kierkiewicz. MS. KIERKIEWICZ: Yeah, thank you, Chair. The reason for this is to reopen discussion on this particular communication, the recommendations. When we moved to close file, what we neglected to do was put forward a motion accepting the recommendations that were forward in this particular communication. In years past, as nonprofit ad hocs have convened, they've accepted the findings of committee, the recommendation, say of the nonprofit grant award. So, this was a step that is being recommended to us by Corporation Counsel so that if it (inaudible) exists in Laserfiche as that it is something that this body has Page 25 HSSSC-11 November 16,2021 considered, and is supportive of the Council pursuing. So that's the reason for reconsideration of opening the vote. Thank you. CHR. LEE LOY: Thank you, Ms. Kierkiewicz. Anyone else? Seeing none, thank you. And I do appreciate us perfecting the record to ensure that as these communications is stored in Laserfiche it's very clear as to the intentions. With that, we have a motion to reconsider Communication 225. All those in favor, please say "aye. Vote on Motion: The motion to reconsider the vote to close file on to Reconsider: Comm. 225 and all related communications was (Approved) carried by the following voice vote: Ayes: Committee Members David, Inaba, Kaneali`i-Kleinfelder, Kierkiewicz, Kimball, Richards, Villegas, and Chair Lee Loy —8. Noes: None. Absent: Committee Member Chung— 1. Excused: None. CHR. LEE LOY: Ms. Kierkiewicz, go ahead. MS. KIERKIEWICZ: Thank you, Chair. Motion to Close File Ms. Kierkiewicz moved to close file on Comm. 225.2 and Accept and accept the recommendations therein. Seconded Recommendations: by Ms. Kimball. CHR. LEE LOY: Ms. Kierkiewicz. MS. KIERKIEWICZ: Thank you, Chair. I just really appreciate the dialogue that we had earlier today in Committee. Hopefully, all of the ad hoc committee members provided enough clarity in terms of how we propose to move forward. I'm just looking for everybody's support as we continue to refine this really important and crucial program for our community partners. Thank you, Chair. CHR. LEE LOY: Thank you, Ms. Kierkiewicz. Anyone else? Thank you. Taking the vote on motion to approve the recommendations as defined by Communication 225 (225.2). All those in favor, please say "aye." Page 26 HSSSC-11 November 16,2021 Vote on Motion to The motion to close file on Comm. 225.2 and accept the Close File and Accept recommendations therein was carried by the following Recommendations: voice vote: (Approved) Ayes: Committee Members David, Inaba, Kaneali`i-Kleinfelder, Kierkiewicz, Kimball, Richards, Villegas, and Chair Lee Loy —8. Noes: None. Absent: Committee Member Chung— 1. Excused: None. CHR. LEE LOY: Mr. Clerk. Comm. 475: REQUESTS THE FORMATION OF AN AD HOC COMMITTEE TO DEVELOP A REVISED PROCEDURE FOR THE COUNTY'S NONPROFIT GRANT-IN-AID PROGRAM From Council Member Susan L. K. Lee Loy, dated October 25, 2021, requesting formation of an ad hoc pursuant to Hawaii Revised Statutes 92- 2.5(b) for the purpose of developing and providing a revised procedure for applying for grants and for the processing of received applications, prior to the Fiscal Year 2022-2023 grant program period. Motion to Close File: Ms. Kierkiewicz moved to close file on Comm. 475. Seconded by Ms. Kimball. CHR. LEE LOY: Go ahead, Ms. Kierkiewicz. MS. KIERKIEWICZ: Thank you, Chair. Just to be clear for the record, the last vote that we took on the prior communication, 225.2, dissolved the ad hoc, that was created for that very specific scope of taking a hard look at the nonprofit grant-in-aid process, and suggesting ways in which we can refine and strengthen the program. I wanted to make the motion on this particular communication to start discussion. I do, however, suggest, Chair, that we postpone activation of a new ad hoc, at least for a couple of weeks so we can take a look at this scope, and ensure that it reflects the dialogue we had as a committee. And so, definitely want to hear from my other colleagues. But when the time is ready, I do want to put forward a motion to postpone, unless we can take this UP at our next Committee meeting, which is I believe slated for Tuesday, December 7. But hoping folks are in agreement with that, so that we have a little bit more time to refine the scope based on what was discussed today. Thank you. Page 27 HSSSC-11 November 16,2021 CHR. LEE LOY: Thank you, Ms. Kierkiewicz. I also know Ms. Sako is in the chambers. Part of this process, again, is a very hard deadline to get this application out. And I know Ms. David had some questions for Ms. Sako. (Note: At this time, Finance Director Sako came forward to address the members of the Committee.) CHR. LEE LOY: Thank you, Ms. Sako. I'm going to turn it over to Ms. David. MS. DAVID: Thank you, Chair. And given the fact that Ms. Kierkiewicz actually made that motion to postpone in anticipation of bringing something forward in two weeks, so that we could discuss this process in depth—Director Sako, thank you for staying around. And if we were going to move forward with the second communication, my questions would be totally related to the process and the new procedures that we discussed. Just briefly you have folks have been involved with the discussions, and that's all I really wanted to know and have an opinion. But because this is going to be postponed, I think we'll all be in a better position to ask more detailed questions in the next time. And I'm sorry, I didn't anticipate this being a MS. SAKO: No, that's fine. MS. DAVID: So yes, generally you can just respond. MS. SAKO: Yeah, we have been talking with the Council Members. I think we're meeting again later this week to try and finalize the application forms to get them online around Thanksgiving time, no later than the end of this month. I know many people have been calling us and are ready to start the application process. I believe it's going to be advertised in the newspaper next week. MS. DAVID: Thank you. And I thinkI know the timeframe, and the deadlines are very, very tight. So I appreciate everything that you folks are doing, Ms. Kierkiewicz, Ms. Lee Loy, Ms. Kimball, and Mr. Richards, and the department too. So with that, thank you so much for allowing me this time to say something. Mahalo. CHR. LEE LOY: Thank you, Ms. David. Anyone else? Ms. Kierkiewicz. MS. KIERKIEWICZ: Thank you. I just wanted to take this opportunity to mahalo Director Sako and her staff, especially Ted, Lisa, Kelsey, for all of their support and willingness to just engage in these conversations, and be really honest about where you folks are at in the process, where we could help you help the County a bit more. And so thank you for being willing to take this next step and Page 28 HSSSC-11 November 16,2021 this program to the next level with us. We really appreciate the collaboration. Thank you, Chair. CHR. LEE LOY: Thank you, Ms. Kierkiewicz. Anyone else? I'm going to take a minute to thank Deanna. Deanna, thank you so much. You know, we had a bit of hiccup two weeks ago, when we didn't have the meeting, and so it really caused a lot of jam a little bit. But I did, too, want to thank you, Ted and Lisa, who has kept us on-task about refining this application. And maybe at the end of the day, it's our hope that the Council really owns this nonprofit grant-in-aid committee, and we've been very lucky that Finance has helped so much. But looking forward is an opportunity for us to take ownership of that. I thank the Finance Department for all the hard work that do for us with these applications, but may get something housed here for the Council. With that, I'm going to turn it over to our Clerk. I think there's something we need to do before we go any further. MR. BROWN: Chair, if you don't mind, if you guys were looking to move this agenda item forward and then continue with the ad hoc process, you guys would postpone this agenda item. After we take that vote, I would recommend we go back. So basically when we reconsidered the vote on the motion for Communication 225, the main motion was to close file. Then you guys had a subsidiary motion to approve and accept the ad hoc committee recommendations, so that was voted on and approved. But we need to go back to the main motion of closing file on 225. So I think what we can do is look at Communication 475, should someone make a motion to postpone, we would entertain that first, and then we'll go back to the main motion of Communication 225, and we'll take that vote. Parliamentary procedure. CHR. LEE LOY: Process, process. Well, let's go ahead and start there. Ms. Kierkiewicz,. MS. KIERKIEWICZ: Thank you, Chair. Page 29 HSSSC-11 November 16,2021 Vote on Motion Ms. Kierkiewicz move to postpone Comm. 475 to to Postpone: December 7, 2021. Seconded by Ms. Kimball and carried (Approved) by the following voice vote: Ayes: Committee Members Chung, David, Inaba, Kaneali`i-Kleinfelder, Kierkiewicz, Kimball, Richards, Villegas, and Chair Lee Loy —9. Noes: None. Absent: None. Excused: None. Return to CHR. LEE LOY: Now back to Communication 225, Mr. Clerk. Comm. 225: MR. BROWN: So this is the main motion to close file on Communication 225. There's already a motion on the floor by Mr. Inaba and Mr. Richards, so you can go ahead and take the vote, yeah. CHR. LEE LOY: All right. As stated by our Clerk, motion to close file on Communication 225, all those in favor, please say "aye." Vote on Comm. 225: The motion to close file on Comm. 225 was carried by Filed the following voice vote: Ayes: Committee Members Chung, David, Inaba, Kaneali`i-Kleinfelder, Kierkiewicz, Kimball, Richards, Villegas, and Chair Lee Loy —9. Noes: None. Absent: None. Excused: None. ORDER OF The Chair directed the Committee to proceed to the next order of business, RESOLUTIONS: Order of Resolutions. (There were none.) BILLS FOR The Chair directed the Committee to proceed to the next order of business, ORDINANCES: Bills for Ordinances. (There were none.) CHR. LEE LOY: I believe that gets us to the end. Page 30