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HomeMy WebLinkAboutMIN HSSSC 2022/03/08 2020-2022 Committee on Human Services and Social Services 15th Session Hawaii County Building 25 Aupuni Street Hilo, Hawaii March 8, 2022 CALL TO The regular meeting of the Committee on Human Services and Social Services ORDER: was called to order 1:36 p.m. in the Council Chambers, Hilo, by Ms. Susan L. K. Lee Loy, Chair. ROLL CALL: Present: Ms. Susan L. K. Lee Loy, Chair Ms. Ashley L. Kierkiewicz, Vice Chair(came in later) Mr. Aaron S. Y. Chung, Member(came in later) Ms. Maile Medeiros David, Member Mr. Holeka Goro Inaba, Member Mr. Matt Kaneali`i-Kleinfelder, Member Ms. Heather L. Kimball, Member(came in later) Mr. Herbert M. "Tim" Richards HI, Member Absent& Excused: Ms. Rebecca Villegas, Member 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: The Chair called Carolyn Pellet, who registered to comment on Comm. 633, and came forward when called. CHR. LEE LOY: On to Communications. Mr. Clerk, please lead us in. COMMUNI- The Chair directed the Committee to proceed to the next order of business, CATIONS: Communications. Comm. 633: FORMATION OF AN AD HOC COMMITTEE TO REVIEW NONPROFIT GRANT-IN-AID APPLICATIONS FOR FISCAL YEAR 2022-2023 From Human Services and Social Services Committee Chair Susan L. K. Lee Loy, dated February 10, 2022. The ad hoc committee would conduct application reviews and report its findings and recommendations for grant awards to the Human Services and Social Services Committee. ; and Comm. 633.1: From Finance Director Deanna S. Sako, dated February 17, 2022, transmitting the applications from eligible nonprofit organizations. HSSSC-15 March 8,2022 CHR. LEE LOY: With that, I'll be entertaining a motion to close on Communication 663 and 663.1. Motion to Close File: Mr. Inaba moved to close file on Comms. 663 and 663.1. Seconded by Mr. Richards. CHR. LEE LOY: Thank you, gentlemen. With that, I just want to level-set everyone. This committee has seen a number of ad hoc committees over time here, as we began to refine our nonprofit grant-in-aid program, which is actually now our Waiwai Grant Program. And what you guys will find in Communication 633 is the scope outlined for this next round of applications, along with in Communication 633.1, all of the applicants that have applied and have been deemed eligible for this program. With that, I do want to recognize for the minutes Ms. Kimball has joined us, along with Mr. Chung. I'll look forward for any input and discussion. What we are seeking is for members to be part of this ad hoc committee, for this next round applicants with this new Waiwai program. Mr. Richards. MR. RICHARDS: Yeah, thank you, Chair. Question on the communications. We have a list of potential—well, we have a list of applicants, potential grantees. By accepting this as written, does that limit any additions to this list? CHR. LEE LOY: It does not. We actually know of a couple of programs that are being re-evaluated, and maybe in a future communication from the Finance Department. However—and Mr. Clerk, please guide me, we're not going to close file, actually. We're going to take that step, where actually stand up the ad hoc committee and then hold this until a future meeting. Mr. Clerk? (Note: At this time, Deputy County Clerk Aaron Brown came forward to address the members of the Committee.) MR. BROWN: Yes, that's correct. Today's meeting would clearly set the scope of what the ad hoc committee is going to do. We would also make sure the membership in the ad hoc committee is clearly stated by the Chair. And then we would basically postpone this communication so that the ad hoc committee can do its work. There will be a second meeting, where they present their findings and the recommendations. At that second meeting, no action would be taken, giving both the public and the Council time to review that report. And then at the third meeting, then the Council as a body can take up the recommendations, and take action on those. Page 2 HSSSC-15 March 8,2022 CHR. LEE LOY: Thank you for that guidance. And Mr. Richards, as part of that Communication 633, towards the very end of the paragraph is, "Once the ad hoc committee is established,"pursuant to "HRS (Hawai`i Revised Statutes)," and we would do the work, and then make our recommendations and findings, which is anticipated on April 5h. And as the Clerk has described, that would be kind of that just presentation, and then deliberations would happen all around April 191h This is all within alignment of our budgetary calendar. I know we'll be gearing up for that in April with our program review and departmental review along with the next iteration of our May budget for all of us to do the work and get it adopted before June 30. MR. RICHARDS: Okay. Thank you, Chair. I just wanted to verify because there are some applicants, and said there's been some stutter-steps as we go through the new process, so I just want to be sure this doesn't limit it. Thank you, Chair. I yield. CHR. LEE LOY: Thank you, Mr. Richards. Ms. Kierkiewicz. MS. KIERKIEWICZ: Mahalo nui, Chair. I'm not sure if you're entertaining folks kind of offering up to serve at your pleasure as part of this ad hoc, but I would like to put my name forward. You know, I sat on the first sort of nonprofit ad hoc review committee for the first time this term, and have worked very diligently with yourself and other members of this body and the Finance Department to digitize the process, and so I'd like to continue to shepherd that work along. I think I would be an incredibly valuable asset with what the kinds of changes we have in store, with really ensuring just that we are able to build capacity of our nonprofit partners, but also getting the data that we need to tell their story so that people really understand what$2.5 million to the nonprofit arena looks like in Hawaii Island. So I'd like to serve at your pleasure, if you will have me. Mahalo nui. I yield. CHR. LEE LOY: Thank you, Ms. Kierkiewicz. And I'm trusting your staff is supportive in that also, because we do rely heavily on staff. MS. KIERKIEWICZ: We do, and they are willing and ready to step up no matter how tall the order is. So, thank you. CHR. LEE LOY: Thank you, Ms. Kierkiewicz. Ms. Kimball, go ahead. MS. KIMBALL: Yeah, I'll just echo Council Member Kierkiewicz's statements. I've enjoyed serving in the past ad hoc with regard to the grant program, and feel like I really want to continue to see this through in terms of the data we collect Page 3 HSSSC-15 March 8,2022 and the type of reporting that we can ultimately do from it. I certainly encourage other folks if they're interested to step up. But I'm happy to continue serving in this capacity. Thank you, Chair. CHR. LEE LOY: Thank you, Ms. Kimball. Mr. Inaba. MR. INABA: Thank you. Yeah, I'll volunteer myself and my office, as well. And while I have the floor, I don't know if it's the appropriate time or if this is part of the postponement discussions. If I recall correctly,part of what we were doing with the grant-in-aid was boil down I think the number of programs and the way that some of the organizations were applying for the funds. And I still see multiple programs for an organization listed in these applications. Is that something that was kind of cleaned up? My apologies, if that question is not on the table today. CHR. LEE LOY: Mr. Inaba, I have no problem clarifying. Yes, we do see repetitive names, but they are different programs. And so ultimately, with the requested amount that you see in Communication 633.1, is the request for that particular program. They may have other programs that have different missions and goals, and that's how it's been organized within that communication. MR. INABA: Okay. Is there a change currently from what was previously done to clean up the number of applications from one organization? And if so, how was it done? CHR. LEE LOY: Yeah, absolutely. So in you know, some of these multiple names, normally what would happen is they would identify a program, and then they would replicate that program in nine different districts, so what we did is condense it down. So the one program of feeding kids is actually one program. And so yes, this is a very refined list, and actually less applicants. However, the amount—the requested amount is still beyond what we can give. MR. INABA: Okay. Okay, thank you for taking me back and us back to what the point of"cleaning up"was. And then last question,just in terms of the public being able to review this numerical order versus sort order, could you share what that means here, as people go through this? CHR. LEE LOY: Thank you. All of their applications can be found on our Laserfiche and on the website. And so the particular numeric order is how they came in, but then we sorted alphabetically, and so we had to connect their actual application when it came in to where we put it on our list. So those two numbers actually correlate to one another, where it is in the batch and then how we reorganized the list alphabetically. Page 4 HSSSC-15 March 8,2022 MR. INABA: Thank you very much. That is all I have for now. I yield. CHR. LEE LOY: Anyone else? MS. KIERKIEWICZ: Chair, if I could just add one more thing? I think when we hosted the informational webinar on this program,we walked the applicants through every single question under just so that they were clear on what was being asked of them. And we did provide a robust Q&A (Question and Answer) list based off of their questions, that was vetted by Corporation Counsel and Finance. And we just encourage them, if you have questions, don't make assumptions. Reach out because we're all friendly. We don't bite. We want to help you, but we also want to make sure you understand your kuleana for the application. That being said, one of the things we underscored was, "Please tell us honestly how much you need for your program?" Because in the past, we have seen nonprofits try toI don't want to say game the system, but there was strategy in their ask, where I'm going to inflate because I know based on history you have provided me, you know, 30 percent in the past. And so I think with this list we have a much clearer sense of what the community need really is. And Chair, if I'm veering off of the scope of this discussion, please rein me in. One of the other things we did was just understand their capacity: have they applied for this particular grant before, do they have other agreements with the County? Just so that we know what their relationship is and understanding of this process looks like. And then the other thing which was optional, was completing questions around the change framework. We've had Diane Chadwick, Michelle Kauhane, from Hawaii Community Foundation here before, and we're the only County in the State leading the way in this partnership between County and philanthropy, with the intention of how do we make our dollars go further? So every single one of the folks that completed the application, they also checked "yes"to the question related to, "Can we share a copy of your application with HCF (Hawaii Community Foundation) so they can vet it with their donor pool?" Everyone said, "yes." Because who's going to say no to one application and the potential for two awards? So another innovation that we are bringing forward. We are also intentional around gathering data for these applicants; the demographics they are serving as well as where exactly, by zip code and community. They are administering this work. And because everything was submitted digitally, we now have the ability to just take that information, and I know Council Member Kimball is peeking out over here, but we can map it out. And we can see from a visual perspective how all of these dollars are being Page 5 HSSSC-15 March 8,2022 deployed on the island and what's sort of activities are occurring in every single community. So I wanted to provide a little bit more texture to some of the work that was done to kind of get us to the point of this particular fiscal year grant program. Thank you, Chair, for the latitude. CHR. LEE LOY: Thank you, Ms. Kierkiewicz. Mr. Richards. MR. RICHARDS: Yeah, thank you, Chair. And I just want to echo what has been done previously and what I look forward to seeing going forward, is the capturing of that data, and we've talked about this for years, as far as amplifying and having the synergy between the different groups. And this is the first real swing at it as far as trying to get that data so we can get a bigger bang for the buck, so I look forward to the data and this next process. I yield. CHR. LEE LOY: Thank you, Mr. Richards. And thank you for elevating the conversation, Ms. Kierkiewicz, because I also need to thank Chair David. Earlier today we had a conversation with Senator Schatz, and there's money out there, and there's programs actually on this list that we could actually help guide them and/or as Ms. Kierkiewicz said, he put them in touch with other not only philanthropic dollars but big federal dollars that could really move the needle. But not only move the needle for their programs, for Hawaii Island as a whole. Membership And so with that Ido want to begin with selection of the ad hoc members and of Ad Hoc: having heard three members already volunteer themselves, I'd like to recognize Ms. Kierkiewicz, Ms. Kimball, and Mr. Inaba, along with myself to be on this ad hoc committee. With that, Mr. Clerk, I think the next motion we have is to postpone Communication 633 to is April 5h or April 19''? MR. BROWN: Kind of based on the schedule that we had put together, if we wanted to make sure that the recommendations of the ad hoc committee was included in the May budget—and I want to thank Donna(Eckersley) at LRB (Legislative Research Branch) who helped us with the scheduling. But I think if the ad hoc committee was able to complete the report and have it ready for the April 5h meeting, then it would be presented to the Council and the public. And then on the April 19'h committee meetings in Kona, then the whole body could take up the recommendations of the ad hoc. And yeah, I think there would be enough time to make the May budget at that point. CHR. LEE LOY: Thank you for that guidance. I'm going to see if the rest of my colleagues would consider postponement to the call of the Chair, because I also think we can still meet some of these deadlines. However, we're going to see a bunch of new information come to the Council related to the budget and Page 6 HSSSC-15 March 8,2022 programming monies, and so perhaps maybe a motion to the call of the Chair might help us provide us that flexibility. Motion to Postpone: Ms. Kierkiewicz moved to postpone Comm. 633 to the call of the Chair. Seconded by Ms. David. CHR. LEE LOY: Discussion on the postponement? Seeing none MS. KIERKIEWICZ: Chair, I was going to say, you know, I support this. I certainly don't want to tie ourselves to a specific date. I mean, yes it is a goal that we are working towards; but you're right, it's an evolving situation. We know of many different funding sources that are coming through, other potential partnerships, and so we want to take all of that into consideration before we file our support; which is why I made the motion, and voting in support of it. Thank you. CHR. LEE LOY: Thank you. You know, I do want to highlight, as Ms. Kierkiewicz and Ms. Kimball mentioned, they are new to this process. The last time we did this work, Mr. Richards was actually with us, and I want to say he was part of the old system, and so he helped evolve that system. So having Mr. Inaba join us, having gone from nothing—well, having gone from the old system to the new system I think will be incredible feedback for us as a whole, but also balance out the entire island. We have Hamakua, Puna, Hilo, and now Kona represented in this committee. So with that, a motion on theoh, Ms. David, go ahead. MS. DAVID: Thank you. Before you call for the vote, I just wanted to thank all of you for your hard work, and then look forward to the new members of your ad hoc committee; and also to congratulate and thank Mr. Richards. I served with him for many years. I really appreciate your forethought and your contributions. So,just wanted to say thank you to the new committee and the outgoing junior kupunas. All right. Aloha. CHR. LEE LOY: Thank you for those comments, Ms. David. We have a motion to postpone Communication 633 to the call of the Chair. All those in favor, please say "aye." Page 7