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HomeMy WebLinkAboutCOM 0303.002 2022-2024DR. HOLEKA GORO INABA Chair MICHELLE GALIMBA Vice Chair CINDY EVANS JENN KAGIWADA MATT KANEALI`I-KLEINFELDER ASHLEY L. KIERKIEWICZ HEATHER L. KIMBALL SUSAN L.K. LEE LOY REBECCA VILLEGAS HAWAII COUNTY COUNCIL Legislative Approvals and Acquisitions Committee County of Hawai `i West Hawai `i Civic Center, Bldg. A c.� y (-I 74-5044 Ane Keohokalole Hwy.�'v,' Kailua-Kona, Hawai'i 96740 CID c ; DATE: September 8, 2023 w TO: Heather L. Kimball, Chair And Members of the Hawaii County Council FROM: Dr. Holeka Goro Inaba, Council Member '�"'� -c Council District 8 SUBJECT: Submits draft documents for discussion regarding Communication No. 303.1 regarding the upcoming Waiwai Nonprofit Grant cycle Please see the documents attached and listed below for discussion with regard to Communication No. 303.1 as it relates to the work of the Waiwai nonprofit grant ad hoc committee that was created on June 6, 2023 via Communication No. 303 regarding the upcoming County Waiwai Grant cycle. • Waiwai Grant Application DRAFT • Waiwai Rubric DRAFT • Waiwai Budget Narrative Form — Fillable Word DRAFT • Waiwai Logic Model Form — Fillable Word DRAFT The information to be presented by the ad hoc committee is within the scope of the permitted interaction group as was created: 1. To evaluate and review the 2023-2024 application process; and 2. To discuss and provide recommendations for improvements to the 2024-2025 application process; and 3. To make recommendations on the six-month progress report and review process. This report/presentation will conclude the work of this ad hoc committee. Please place this communication on the September 19, 2023 LAAC agenda. Thank you. ry� HGLwpb Commi Na�J' .Ref. To: P Ref. Date SEP -- 8 2023 FY 2024-25 Application Form The purpose of the County of Hawaii Nonprofit Grants -in -Aid (Waiwai Grants) is to support qualified nonprofit organizations to carry out work that improves the quality of life on Hawai'i Island. This grant is coordinated by the Hawai'i County Council, in partnership with the Department of Finance. A total of no less than $2.5 million is available on an annual basis through this grant program. Applications will be accepted and can be modified/corrected until submitted to the County of Hawai'i. Deadline for submission is 11:59 PM HST on January 31, 2024. What you submit electronically is what the County of Hawaii will receive. Applicants have full responsibility to ensure all documents are complete and accurate prior to submittal. Errors, missing documents and/or other areas of noncompliance will result in the immediate disqualification of your application. We urge you to review your submission with extreme care. To resolve any technical problems you might encounter, we encourage you to begin the application process as soon as you can. Each organization is permitted to submit a total of two applications. Each application is limited to a request of up to $50,000. Applications submitted through a nonprofit fiscal sponsor are not counted towards the sponsoring organization's two limit application limit. Any application shall be disqualified if: 1. Travel funding for training/conferences are requested 2. The total score of the application is less than 70% 3. Administrative and overhead costs exceed 15% of the total application request IMPORTANT NOTICE: Please ensure that you are providing the correct email address to save your application progress prior to submittal. Upon saving your application progress (prior to submittal), you will receive an email containing a link to take you back to your application. Do not lose or delete that email. The link that is provided cannot be retrieved or duplicated by our system. If your application is in progress and your link is lost, you will have to start the application process over. Each time your progress is saved, you will be sent a new link via email. Only the most current link will be active. Once a new link is generated, all prior links become inactive. For questions regarding documents required to be submitted with your application, contact: Lisa Tada, Budget Specialist, at (808) 961-8489. For questions regarding the preparation and submission of the application or concerning the overall grant process, contact Council Services, at (808) 961-8255. ***BEGIN NEW SECTION— "Organization/Contact Information"*** Organization/Contact Information 1. Nonprofit Organization Name as It Appears on IRS Forms 2. Nonprofit Organization Director Title First Name Last Name Suffix 3. Nonprofit Organization Mailing Address Street Number and Name Unit Number City State/Province/Region Postal/ZIP Code 4. Email for Nonprofit Organization 5. Phone Number for Nonprofit Organization ( J _- ext. 6. Are you serving as a fiscal sponsor for this application? Yes No 7. If you answered "yes" to the previous question, provide the following information: a. Program/Service Contact Person. This person will be the primary point of contact for all communication related to this grant proposal and award. Title First Name Last Name Suffix b. Phone Number for Contact Person ext. c. Email Address for Contact Person ***BEGIN NEW SECTION— "Program/Service Information"*** Program/Service Information 1. Program/Service Name 2. Number of years the program/service you are applying for has been in operation. 3. For the program or service for which you are applying, do you currently have or anticipate having any other contracts/agreements with any other department of the County of Hawai'i during the fiscal year of this grant cycle (July 1, 2024 - June 30, 2025)? ❑ Yes ❑ No 4. If you answered "yes" to the previous question, please tell us with what department and briefly describe the contract/agreement deliverables. 5. Have you previously applied for and received a County Nonprofit Grant Award within the last five years? ❑ Yes ❑ No If you answered yes, please list the programs/services and award amounts within the last five years. 6. Select all areas of Hawai'i Island where the program/service will be administered, delivered, and implemented. ❑ Puna ❑ South Hilo ❑ North Hilo ❑ Hamakua ❑ North Kohala ❑ South Kohala ❑ North Kona ❑ South Kona ❑ Ka'G 7. If multiple boxes were checked in the previous question, please briefly describe your capacity and plan to outreach to those geographic areas. 8. Identify the age group of the target audience(s) the program/service will serve. ❑ Infancy (0-3) ❑ Play Age (3-5) ❑ School Age (6-11) ❑ Adolescence (12-17) ❑ Young Adulthood (18-39) ❑ Middle Adulthood (40-59) ❑ Kupuna (60+) 9. Identify the primary services or activities to be provided. ❑ Educational concerns ❑ Culture and the arts ❑ Needs of the poor ❑ Victims of Health or Social Crises ❑ Youth ❑ Aged ❑ Victims of Crimes ❑ Physical/Emotional Disabilities ❑ Public health and welfare of the people and the environment In years past, applicants were asked to provide the County with an amount needed to advance their program or service. The County receives more than 200 applications for grants-in-aid each year, resulting in nearly every applicant getting a "slice" of what they requested and some not being able to advance on their proposal. We recognize this grant is a small piece of your larger operation. So, please identify a realistic amount that accurately reflects your need to carry out your program or service. Be thoughtful in what you need as the County will make a yes/no determination on the amount you are applying for. 10. Identify the amount of funds you are applying for. Must be equivalent to or less than your estimated expenditures. ❑ $2,500 ❑ $5,000 $7,500 ❑ $10,000 ❑ $15,000 ❑ $20,000 ❑ $25,000 ❑ $30,000 F-1$35,000 ❑ $40,000 ❑ $45,000 ❑ $50,000 ***BEGIN NEW SECTION —"Tracking CHANGE & Ripple Effect"*** Tracking CHANGE & Ripple Effect Does your program/service advance any of the following? CHANGE Framework Sections: Please select indicators from only ONE sector of the CHANGE framework that best applies to the program/service you are requesting funds for (Community & Economy, Health & Wellness, Arts & Culture, Natural Environment, Government & Civics or Education). Do not select indicators from more than one sector. (Note for programmer: Allow for only one section to be selected.) Community & Economy Sector Your program/service works to build a diverse and growing economy that allows people to earn incomes and build assets while also affording opportunities for quality of life. 1. Community & Economy—Select all indicators that apply to your program/service. ❑ Diversifies economy ❑ Builds income, wealth, assets ❑Increases housing security/affordability ❑ Builds community network ❑ Reduces or address the cost of living ❑ Increases community safety ❑ Increases community capacity to adapt and/or be self-sufficient Health & Wellness Sector Your program/service works to provide access to care that improves the quality of life on Hawai'i Island and keeps'ohana safe and thriving. Health & Wellness - Select all indicators that apply to your program/service. ❑ Addresses physician shortages ❑ Reduces healthcare costs ❑ Increases access to nutrition ❑Addresses childhood poverty ❑ Provides resources for kupuna care ❑ Provides services for at -risk youth ❑Improves access to mental/behavioral health services Arts & Culture Sector Your program/service cultivates Hawai'i's rich culture and arts, which enriches the social, economic, and physical elements of community. 1. Arts & Culture - Select all indicators that apply to your program/service. ❑ Supports arts education for youth ❑ Promotes Native Hawaiian Culture ❑ Provides access and opportunities to participate and practice arts and culture ❑ Supports economic opportunities in the arts Natural Environment Sector Your program/service works to protect and preserve our natural resources and to keep Hawaii, Hawai'i. 1. Natural Environment - Select all indicators that apply to your program/service. ❑ Builds resilience to climate change ❑ Promotes renewable resources ❑ Reduces dependency on fossil fuels ❑ Protects water resources ❑ Promotes local food resources and security ❑ Protects biodiversity ❑ Protects watersheds and important natural environments ❑ Protects reef and ocean health Government & Civics Sector Your program/service works to position Hawai'i as a model for local and global civic responsibility and collaborative policy development. 1. Government & Civics - Select all indicators that apply to your program/service. ❑ Builds community volunteerism ❑ Helps to develop community leaders ❑ Increases voter participation ❑ Increases civic engagement ❑ Promotes government transparency ❑ Builds trust in government ❑ Promotes community investment Education Sector Your program/service works to educate the next generation properly so we can hope to find solutions to our most persistent and disruptive challenges. 1. Education - Select all indicators that apply to your program/service. ❑ Reduces truancy ❑ Increases earning potential ❑ Increases high school graduation rate ❑ Increases literacy ❑ Increases access to STEAM education ❑ Provides workforce development ❑ Improves access to post -secondary education ❑ Increases quality and access to early childhood education ***BEGIN NEW SECTION - "Program/Service Details"*** Program/Service Details Please keep in mind that character counts include punctuation and spaces. Note: organizations are required to have at least one year of experience with the proposed program/service OR can demonstrate sufficient expertise. 1. Provide your organization's mission statement. 2. In 500 characters, provide a brief narrative about your organization's experience, knowledge, and capacity to carry out the proposed program/service . 3. In 1,000 characters, briefly describe the program/service you are seeking grant funds for. ***BEGIN NEW SECTION— "Program/Service Objectives & Performance"*** Program/Service Objectives & Performance The next set of questions will provide grant application reviewers a clear sense of what your proposal is designed to accomplish and what is needed to get there. Please keep in mind that character counts include punctuation and spaces. 1. In 1,000 characters, explain the community need the program/service intends to fulfill. Evidence (data/citations) documenting the need must be provided. 2. In bullet form, describe the ways your program/service advances the CHANGE category you selected? (500 character limit) 3. Complete the fillable logic model template and upload it here. 4. In bullet form, describe a sustainability plan to support the proposed program beyond the grant period to include: a. One or more strategies to be implemented, b. If any, who the sustainability partner(s) is/are (and their roles/responsibilities), c. Any other business planning efforts to be undertaken, and d. Major challenges and/or barriers you anticipate encountering (or are encountering) and how the program will address those challenges/barriers. ***BEGIN NEW SECTION— "Program/Service Budget"*** Program/Service Budget 1. Complete the program/service budget, which clearly identifies how your organization will utilize the grant funds being sought. a. Program/Service Income ***Insert Program/Service Income Excel Table Here INCOME SOURCE FORM 0Fq;h0ixati0r Nair: Prograi Nair: ANTICIPATED INCOME CASH Anticipated Committed Total Proposed Income 'Yaiwai Grant Award $ Applicant Organization $ Other Funding Sources list : $ $ TOTAL $ $ IN-KIND CONTRIBUTION List tgpe of contribution Anticipated Committed Value Value Total Proposed Value TOTAL # # # }ROiGRAM INCOME # # # b. Program/Service Expenses 'Insert Excel Program/Service Expenses Table Here PROGRAM SUMMARY BUDGET FORM GRANT PRCP DSAL Organization Namq Program Name: Summary expense line items should be fully described in the Budget Narrative Farm. c. Budget Narrative ***Insert Excel Budget Narrative Table Here ***BEGIN NEW SECTION —"Forms to Review and Sign"*** Forms to Review and Sign When uploading your file, please be sure that all fields are complete and that it is the correct and final document. 1. Please review and upload a signed copy of the Certificate of Understanding 2. Please review and upload a signed copy of the County of Hawai'i Disclosure Form ***BEGIN NEW SECTION —"Required Organizational Documents"*** Required Organizational Documents Each document section will allow for only one file to be uploaded. Please combine all documents for each section into one file for that document type (ex. two years financials must be scanned into one file for upload). When uploading your file, please be sure that it is the correct and final document. 1. Upload your Proof of Authorization (Bylaws, Resolution, etc.) for binding signature. Must be authorized by Board to sign contracts. 2. Upload copies of your Annual Financial Statements for the two most recent years. You are required to provide Financial Statements (Comprehensive Profit & Loss Statement or better required; Audited Statements if available) from the two most recent years. They must reflect financial operations within the past three-year period (1/1/2021-12/31/2024). Name, title, address, and signature of preparer must appear on statement. If not prepared by a licensed CPA, must be signed by the Executive Director or authorized member of your organization (title must be indicated, with explanation to certify accuracy.) A waiver may be granted to provide (a minimum of) one year's information if organization's date of incorporation is after January 1, 2022. 3. Upload a copy of pages 1 and 2 of your IRS Form 990. If you filed electronic (e -Postcard) version (990N) provide receipt of filing. Must be for a period within the past 24 months (1/1/2022 — 12/31/2023). 4. Upload a copy of your organization's IRS letter of determination verifying agency's IRS 501(c)(3) tax exempt status. 5. Upload a copy of your Articles of Incorporation. This must have a signature of the Executive Director or highest-ranking member of the organization (title must be indicated, with explanation to certify validity). This signature may be from the initial documents of incorporation or by the current Executive in charge if these are not available. 6. Upload a copy of your organization's By-laws. This must have a signature of the Executive Director or highest-ranking member of the organization (title must be indicated, with explanation to certify validity). This signature may be from the initial documents of by-law adoption or by the current Executive in charge if these are not available. 7. Upload a copy of your organization's nepotism clauses (either contained in By-laws or organization policies). 8. Upload a copy of your organization's conflict of interest clauses (either contained in By-laws or organization policies). ***BEGIN NEW SECTION— "Acknowledgements"*** Acknowledgements 1. Do you give the County permission to share information contained in your application with other County Departments and with philanthropic groups, with the goal of increasing possible funding opportunities for your organization? ❑ Yes ❑ No 2023-2024 Waiwai Grant Scoring Rubric Program/Service Details 1. The organization's mission is provided. No (0) Yes (1) 2. The brief narrative of the organization demonstrates its experience, knowledge, and capacity to carry out the proposed program/service. Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5) 3. The program/service needing funding is described in a clear and comprehensive manner. Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5) Program/Service Objectives and Performance 1. The community need the program/service is designed to address is clearly explained and supported by evidence (i.e. data/citations). Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5) 2. Ways that the CHANGE category will be advanced are clearly and comrehensively explained in bullet form. Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5) 3. All sections of the Logic Model template (Inputs, Activities, Outputs, and Outcomes) are completed clearly and comprehensively in bullet form. (Note: Evaluators shall provide explanations for scores "6" or below). Strongly Disagree (4-6) Neutral (7-9) Agree (10-12) Strongly Disagree (1-3) Agree (13-15) 4. A sustainability plan to support the proposed program/service including all required information is provided. Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5) Program Budget 1. Income information for the program/event budget is complete. Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5 2. Income information is responsible and realistic. Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5) 3. Expense information for the program/event is complete. Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5) 4. Expense information for the program/event is responsible and realistic. Strongly Disagree (2) Neutral (3) Agree (4) Strongly Disagree (1) Agree (5) 5. The budget narrative form for the program/event is clearly and comprehensively completed. Strongly Disagree (4-6) Neutral (7-9) Agree (10-12) Strongly Disagree (1-3) Agree (13-15) BUDGET NARRATIVE FORM Please provide as much detail about each budget line item as possible. Totals should match the Program Budget Form summary line items. A. SALARY & WAGES Annual Position/Title Salary & Wages % of Annual Amount from Hours for Waiwai Grant Program Other Sources Total Salary & Wages Cost Total Professional Fees Expenses Total Salary & Wages Costs Please provide a brief narrative justification for each position. B. PROFESSIONAL FEES Professional Fee Basis for professional fees Amount from Description calculation Waiwai Grant Other Sources Total Professional Fees Cost Other Total Operations Sources Cost Total Professional Fees Expenses Please provide a brief narrative justification for each professional fees expense. C. OPERATIONS Travel Description Basis for operations calculation Amount from Waiwai Grant Other Total Operations Sources Cost Total Operations Expenses BUDGET NARRATIVE FORM — WAIWAI GRANT Please provide a brief narrative justification for each operations expense. D. SUPPLIES Supplies Description Basis for supplies expense Amount from Other Total calculation Waiwai Grant Sources Supplies Cost Total Supplies Expenses Please provide a brief narrative justification for each supplies expense. E. EQUIPMENT Basis for equipment expense Amount from Other Total Equipment Description calculation Waiwai Grant Sources Equipment Cost Total Equipment Expenses Please provide a brief narrative justification for each equipment expense. F. OTHER BUDGET NARRATIVE FORM — WAIWAI GRANT Basis for other expense Amount from Other Total Other Other Description calculation Waiwai Grant Sources Cost BUDGET NARRATIVE FORM — WAIWAI GRANT Total Other Expenses Please provide a brief narrative justification for each other expense. 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