HomeMy WebLinkAboutCOM 0667.005 1998-2000Stephen K. Yamashiro
Mayor
Coulltp Df'c1biRU
DEPARTMENT OF FINANCE
25 Aupum Street, Itoom 119 • Hilo. Hawaii 96720.4252
(809) 9618234 • Paz (8081961-8248
HAWAII COUNTY NONPROFIT GRANTS (FY 2000-01)
HUMAN SERVICES NONPROFIT GRANTS REVIEW COMMITTEE (HSNPGRC)
FISCAL YEAR ENDING:June 30, 2001 DATE OF APPLICATION: January28, 200
GRANT APPLICATION FOR: HIV and AIDS Care Services
(Program Title)
Legal Name of Organization:
Mailing Address:
Facility/Site Address:
Director/Site Manager:
Organization President:
Contact Person (Grant Writer)
Big Island AIDS Project
15'%22W1*T -RrM- RUNNUMNOT,1
Mary Hyslop Phone: 981-2428
Chuck Lopez Phone: 935-3388
Mary Hyslop Phone: 981-2428
Amount of request for County funds: $ 10,750
Total annual budget of organization: $ 437,289
Has the applicant applied for any other funds from the County of Hawaii this fiscal year?
J Yes Source/Department:
Agency/Progratn(s): Social Services Q) Youth Programs Elderly Programs
Check Category ties) Culture and Arts 0 Education Other
Briefly, define the program for which funding is being requested:
Case Management for people living with HIV and AIDS and their families and support networks
Harry A. Takahaph,
Drrrthn
S. K. Schutte
Deputy
Comm. No.
File No./jAM �y 214
,
Ref. To: s1 sFZC
Ref. Date FEB 2 3 2000
I. QUALIFYING STANDARDS FOR APPLICANTS
- An applicant must meet all of the following standards:
Be chartered or otherwise authorized to do business in the State for charitable purposes and
exempted from the Federal income tax by the Intemal revenue Service.
Have a governing board whose members serve without compensation and have no conflict of
interest between their regular occupations and the services provided.
Have bylaws or policies which describe the manner in which business is conducted, including
management, audit, fiscal policies and procedures, policies on nepotism, and policies on
management of potential conflict of interest.
1
Have at least one year's experience with the service or activity for which the appropriation is
sought or can otherwise demonstrate to the satisfaction of the County sufficient expertise to
successfully carry out the service or activity.
Be licensed and accredited in accordance with applicable requirements of Federal, State and
County laws.
II. GRANT CONDITIONS
The applicant
agrees to comply with the following terms & conditions prior to receiving a grant award.
A.
Comply with applicable Federal and State laws prohibiting discrimination against any person on
the basis of race, color, national origin, religion, creed, sex, age, or handicap.
B.
Agree not to use any public funds for purposes of entertainment or perquisites.
C.
Comply with such other requirements as the Director of Finance may prescribe to ensure adherence
by the nonprofit organization with Federal, State, and County laws, and established standards for
fiscal and program management.
D.
Allow the Director of Finance, the committees of the council and their staffs, and the Legislative
Auditor access to records, reports, files, and other related documents in order that the program,
management, and fiscal practices of the nonprofit organization may be monitored and evaluated to
assure the proper and effective expenditure of public funds.
III. RECORDS AND REPORTS
A.
The applicant shall follow generally accepted accounting procedures and practices and shall
maintain books, records, documents, and other evidence, which sufficiently and properly account
for the expenditure of County funds. The books, records and documents shall be subject at all
reasonable times to inspection, reviews, or audits by the County expending agency, the Director of
Finance, and the Legislative Auditor, or by their representatives.
B.
The County expending agency, Director of Finance, or County Council may request periodic
written reports on the use of County funds.
C. The nonprofit organization shall submit a final written report to the Legislative Auditor within
sixty (60) days after June 30 of the fiscal year. The report shall include an explanation of the
public benefits derived from the awarding of the grant and a listing of other funding sources and
amounts obtained during the award period.
IV.
V.
VI.
VII.
VII.
QUARTERLY ALLOCATION
Under no circumstances shall grant funds be disbursed in a lump sum payment. Grant funds will be
disbursed to Grantees only through a quarterly allocation process. The disbursement of grant funds can be
formulated on an equal quarterly apportionment basis.
GRIEVANCE PROCEDURE
The applicant will adopt and maintain a grievance procedure to assure proper accounting for any concerns
and complaints about its programs or services that may arise from its members, employees, clients or from
other members of the public.
DISCLOSURE OF INFORMATION
All information, data, or any other material provided to the County by virtue of this application shall be
subject to the Uniform Information Practices Act (UIPA), ch. 92F, Hawaii Revised Statutes. All such
material is deemed government record and shall be open to the public and may be provided to other public
and/or private funding sources.
CONTINUED ELIGIBILITY
Any applicant or recipient who withholds or omits any material facts or deliberately misrepresents
such facts to the County of Hawaii shall: 1) Immediately be disqualified from consideration for Nonprofit
Grant funding; OR 2) be in violation of the terms of the Grant Agreement of County funds in which case a
grant agreement can be terminated by the County and the recipient or provider may be liable to reimburse all
or a portion of any funds received therein.
ACKNOWLEDGMENT
ZslurrL F1 D.S. B�jeC
of Organization)
hereby agrees to administer the LIMY. )tW1 CQ.d
Title)
DS
in accordance with the regulations, policies and procedures prescribed by the Hawaii County Finance
Department. Distribution of grant funds is limited to grantees, which are in compliance with County
regulations, policies and procedures. The County reserves the right to withhold grant distributions at any
time the grantee is not in compliance. It is the policy of the County of Hawaii and for those who do business
with the County to provide equal employment opportunities to all persons regardless of race, physical
disabilities, color, religion, sex, age, or national origin as mandated by the Federal Civil Rights Acts, as
amended, and any other federal or state laws relating to equal employment opportunities.
IX. AMENDMENTS TO THE APPLICATION/EVALUATION
The applicant assures that it will submit to the HSNPGRC for prior review and approval, a written request
and justification for any changes, additions, or deletions to any portion(s) of the grant application or a duly
executed Grant Agreement of County Funds. The applicant will cooperate and assist in any effort
undertaken by the HSNPGRC to evaluate, inspect or otherwise monitor the effectiveness, feasibility, and/or
cost efficiency of any and all practices, policies and procedures or activities pursuant to this application or
any grant designation or allocation received as a result of this application.
X. AUTHORITY AND CAPACITY OF APPLICANT
The applicant certifies that it has the authority and capacity to develop and submit this application, and to
fully administer the program(s) pursuant to this application.
UNSIGNED PROPOSALS WILL NOT BE ACCEPTED!
7
Signatur of Pre ' ent/Ch ' erson
/ ZL /O—
Date
a 660
Signature Exec ive D ector/Manager Date
M
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
PROGRAM/SERVICE DESCRIPTION
A. Overview:
1) Describe the program for which funding is being requested.
Big Island AIDS Project is requesting funding for ten hours of HIV/AIDS case
management for care services to men, women and children with HIV or AIDS and their
families or support systems. The goal of case management is to maximize the quality of
life for all people with HIV. In order to do this, case managers work directly with people
with HIV and AIDS and their families to make certain necessary services are accessed.
These services include: Health care, client and family support, benefits, housing, intake
and assessment, legal assessment and advocacy, transportation, emergency financial
assistance, advocacy, information and referral, etc. Some people with HIV and AIDS are
self-sufficient and able to meet their own needs. Others, especially people who are newly
diagnosed, multiply diagnosed, homeless, substance abusers or those who are end stage
have many needs and present many challenges. Case managers, along with agency
volunteers and other community organizations, work together to assure that needs are
met. Volunteers provide a number of services including transportation, grocery
shopping, childcare, home health assistance, respite care and companionship.
2) What unique or significant service will be provided?
Big Island AIDS Project is the only agency providing comprehensive services to
people with HIV and AIDS in East Hawaii. Services include identifying needs: Making
certain clients receive quality medical care, housing, food, primary and secondary
prevention and a support system. Big Island AIDS Project links clients and their families
to existing agencies in an effort to meet the needs. When a needed service cannot be
provided through another organization, staff and volunteers provide these services. Big
Island AIDS Project has a food pantry, emergency client financial assistance, nutritional
supplements, etc. for people with HIV and AIDS. Big Island AIDS Project works closely
with physicians in education and support of their HIV clients.
3) What specific outcomes are to be achieved?
There are three specific outcomes in providing care services to people with AIDS.
1. Immediate outcome: Case managers will do a needs assessment and develop a
written service plan with eighty (80) men, women and children who have HIV/AIDS.
Big island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
2. Intermediate outcome: Improved quality of life for people and their families, who
are living with AIDS, through the access of needed services with the help of case
management.
3. Ultimate outcome: Death with dignity, through the client's defined care plan, will be
provided to all end stage clients.
4) How will the proposed program empower participants/clients to
become self-sufficient and facilitate positive social change?
For some people with HIV/AIDS, the new combination medicines are working well
enough so that they are able to return or continue to work. Case management provides
the referrals and linkages to facilitate employment or retraining. Clients are empowered
through service/care plans that are developed by themselves and their families with the
assistance of case management. Service/care plans identify client needs and the steps
clients must take to fulfill these needs. When clients take the necessary steps to improve
their quality of life — exercising, taking nutritional supplements, working with their
physician on their own treatment plan, going back to school or becoming active in the
program as a volunteer, they are also taking steps to self empowerment. For clients, who
are end stage, making the necessary plans and arrangements for the end of life can also be
positive and empowering.
B. Problem/Need:
1) What is the problem/need the proposed program is designed to meet?
The number of people with HIV infection continues to increase nationally,
statewide and locally in East Hawaii. In 1998, Big Island AIDS Project assisted eighty-
three (83) individuals infected with HIV/AIDS. In 1999, ninety-one (91) individuals
received case management services.
Combination drug therapies have helped some people; however, the complicated
drug treatments bring with them a serious need for close monitoring and assistance with
adherence to the treatments. Resistant strains of 141V have appeared when people have
stopped taking their treatments of thirty to forty pills a day. Case management, by
closely monitoring client's needs and continuous collaborations with physicians are able
to assist clients with maintaining their drug regimes and maximizing their health.
Individuals infected and families affected with HIV/AIDS require assistance in accessing
a variety of local, state and federal programs in the areas of medical, psychological and
social support, financial assistance, legal assistance, advocacy and end of life care
including final arrangements for adoption of minor children, living wills, etc. It is often
overwhelming for families to negotiate their way through the requirements of these
needed services.
In the last year, Big Island AIDS Project has seen an increased client load of men
and women who are homeless, mentally ill and or substance abusers. Thirty-eight
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
percent of clients seen in 1999 fall into chronically homeless, multiply diagnosed,
mentally ill or substance abusers. Last year, twenty-five percent were in one or more of
these categories. This population requires many, many hours of assistance and constant
monitoring to ensure they continue prescribed treatment.
2) Who are the target populations and what are the specific needs?
The target population is men, women and children with IBV or AIDS and their families.
Specific needs include quality medical care, adherence to prescribed treatment plans,
housing, food, transportation, education, primary prevention and emotional support.
3) What is the geographical area to be served, facility and hours of
operation?
Big Island AIDS Project serves East Hawaii, from Na'alehu to but not including Waimea.
Services are provided at 2043 Kino'ole Street in Hilo, Monday through Friday from 8:15
a.m. to 4:30 p.m. Case management services are also provided at the hospital, client
homes and care facilities. Emergency assistance is available and flexible scheduling is
required of all personnel.
C. COLLABORATION/COORDINATION
1) What specific measures will be taken to collaborate/coordinate with
other community resources to achieve maximum program efficiency
and cost effectiveness?
Big Island AIDS Project is primarily a coordinator of services for HIV and AIDS clients.
Services are coordinated with a variety of providers and resources, both locally and
statewide, to ensure client needs are met. BIAP is a member of the statewide AIDS
Community Care Team (ACCT), which provides a statewide forum for communication
and coordination of state and federal services. Through ACCT, state nutritional and drug
programs are accessed to provide cost effective treatment and eliminate duplication of
service. Locally, Big Island AIDS Project coordinates the quarterly meetings of the East
Hawaii AIDS Related Services (EAHRS) team. This team is composed of the Hawaiian
Health Care provider, Hui Malama, DASH and CHOW (Drug Services and needle
exchange), Department of Health counselor and tester, Department of Health Prevention
Educator, East Hawaii Coalition for the Homeless and Caravan. Big Island AIDS Project
is in the process of developing a work plan with Caravan and Chow to address the growth
of homeless and substance abusers with HIV and AIDS.
BIAP is also a member of the East Hawaii Health and Human Services Council and
United Way's Council of Agency Directors. By participating in these agency forums,
BIAP case managers continue to be up to date on what is available for clients in an effort
to reduce duplication of services. Financial assistance that the agency has to offer clients
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
is federal money of last resort. All other avenues must be tried before this money can be
used for emergency client needs.
BIAP continues to collaborate w$h Kokua nurses, Hospice, Nursing Home Without
Walls in an attempt to provide a seamless transition of end stage care for people with
AIDS.
2) How will these measures reduce or eliminate any existing duplication
of services to your designate target group?
Big Island AIDS Project does not directly provide or duplicate the services of other local
and state agencies but assists HIV/AIDS clients in accessing already established services.
If services are not available in the community, staff and volunteers of the agency assist in
providing those services.
D. Goals and Objectives:
1) What are the major goals/benchmarks of the proposed program?
BIAP proposes three major goals or outcomes.
1. Immediate outcome/goal: The immediate outcome/goal is a needs assessment.
Specific steps/objectives: This assessment is done with each individual client
and a service plan is developed with the client and case manager that identifies the needs
of the client and his or her family. Areas of need may include: Dental, financial, housing
utilities, medications, medical insurance, legal assistance, nutrition, addictions and harm
reduction, counseling, alternative therapies, transportation, employment etc. The service
plan is written out and a checklist is used to assist with determining needs. Ninety -day
goals and steps to reaching those goals are set with each client. The goals are reviewed
and updated quarterly. Clients sign and agree to the service plan and are given a copy of
this plan.
Timeline: Service plans will be developed within two weeks of the initial intake
and will be reviewed quarterly. Executive Director reviews service plans with case
managers once at month at clinical reviews. Eighty (80) service plans will be developed.
One hundred percent of clients served will have a written service plan. All service plans
will be updated quarterly.
2. Intermediate outcome/goal: Quality ofLife. Work with the client and family to
access critical and necessary services to improve and maintain a quality of life.
Specific steps/objectives: In order to help clients and their families achieve a
quality of life, needed services must be accessed. Once the immediate outcome (service
plan) has been developed, case managers begin the work necessary to see that these needs
4
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
are met. They advocate with other agencies, provide crisis intervention, provide medical
liaison, benefits counseling, funeral and estate coordination, financial planning, make
emergency financial requests to Big Island AIDS Project's client financial committee,
provide or arrange for transportation, assist with paper work and filing of essential legal
papers, agcess volunteers through BIAP's volunteer coordinator. Case managers work
with the client and the client's family every step of the way to making certain services are
in place. If no other agency, private or governmental, is able to fill a critical need,
BIAP's financial and human resources are used.
Timeline: The timeline for intermediate goaWoutcomes on services provided is
ongoing. The following service units will be the baselines to determine if services are
being delivered. These service activities will be accomplished by the end of the grant
year.
Service units:
Development and updates of service plans:
Client and family counseling:
Crisis intervention:
Home and hospital visits:
Housing assistance:
Medical information and advocacy:
Liaison assistance with financial benefits,
health care treatments,
legal assistance:
Service coordination with other agencies:
80 plans.
64 sessions
100 intervention units
160 visits
60 units
400 units
250 units
400 units
Total service units: 1214 (one unit =1 service)
3. Ultimate outcome/goal: Because AIDS is a terminal disease, the ultimate outcome is
death with dignity and the continued support of the client and family through this end
stage period.
Specific steps/objectives: Case managers working with the client and family
design a care plan to meet the medical, emotional, legal and financial needs of the family.
Linkages are made with other care providers including Kokua Nurses, Nursing Home
Without Walls, Hospice, etc. with case managers doing the necessary paperwork with the
client and the client's physician. BIAP volunteers are organized and trained to provide
respite home care, childcare, transportation, etc. Legal papers, living wills, social
security benefits and funeral arrangements are coordinated with case manager assistance.
Bereavement counseling is provided to both the client and family members. Benefit
assistance and psychological support to the family continues after a client's death. Every
client at end stage will be closely monitored and linked with Hospice, Kokua Nurses and
Nursing Home Without Walls. Case managers will ensure that a client's living will is
followed and that the family receives the support needed.
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
Timeline: No timeline can be developed for this outcome. Implementation
begins at the request of the client, client's family or physician.
2) What specific objectives/action steps are planned for each
goal?
Steps for specific outcome objectives are described above D.1.
3) What is the timeline for each step?
Timeline for steps is described above A1.
4) What significant client -centered outcomes(s) will the program
achieve?
Eighty (80) clients and their families will be able to access critical services
including medical, financial, social, care givers, legal, nutritional, etc. through BIAP's
case management and volunteer team. A minimum of 1213 units of service will be
provided by case managers to meet these critical needs. Because critical needs will have
been met, the client and his or her family will experience an improved quality of life and
death with dignity. Quality of Life outcome will be evaluated at this time by using an
anonymous. client survey developed by the state wide AIDS Community Care Team
The Center for Disease Control in Atlanta is struggling to define outcomes based on a
medical model, which include T cell count, viral load and hospitalizations. Once this
outcome model becomes available to AIDS Service Organizations, BIAP will begin to
implement it. In the meanwhile, to help clients achieve quality of life, case managers will
closely assist clients with medical adherence, if they wish and monitor T cell counts and
viral load.
E. Service Delivery:
What methodology will be used in the proposed program's delivery of service?
Immediate Outcome: Service Plan/Needs Assessment
A written service plan will be developed by case managers and clients, which
identifies client needs and actions. This plan shall include the steps that need to be taken
in order to accomplish the stated goals and objectives of the clients. This plan is updated
quarterly until the client is discharged. Between updates of the service plan, clients are
contacted minimally once a month. Clients with greater needs are contacted by
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
telephone, office or home visit three to four times a week. Eighty (80) service plans will
be developed or revised during the grant period.
Intermediate outcome: Quality of Life - Case management assistance for accessing
critical services to improve the quality of life for HIV/AIDS clients and their families.
Case management services to clients are entered into a computer program under a
variety of areas that include: Intake, assessment, benefits counseling and assessment,
buddy referrals, telephone and home visits, medical liaison, counseling referrals, crisis
intervention, emergency assistance, housing assessment and referrals, in home support
liaison and referral, transportation assistance and referral. This computer tracking system
is used by all the AIDS service organizations in Hawaii and is called COMPIS (CD4 On-
line Management and Patient Information System). This computer program tracks the
types of services provided and how many units within each service category were
provided by case managers. One thousand two hundred and fourteen (1213) units of
service deliveries will be provided during the grant period.
Ultimate outcome: Death with Dignity.
During the last six months of a person's life, case managers provide intensive
services that are coordinated with BIAP's volunteer coordinator and other care providers
including Nursing Home Without Walls, Kokua Nurses, chore services, private
counselors and Hospice. Medical supports are increased, well checks are made at least
three times a week, and home visits increase to at least once a week. Legal situations
become immediate including living wills, continued care for minor children who will be
orphans, coordinating care teams with other agencies, funeral arrangements, bereavement
counseling — both with family, minor children and the person who is dying. After the
funeral, BIAP staff and volunteers provide the following services including: restructuring
social security and other financial benefits, cleaning houses and apartments, arranging
yard sales and auctions, assisting with placements of minor children and continued
counseling and support for family members. These activities improve the quality of He
for clients and their families and permit death with dignity.
F. Evaluation:
1) What process will be used to evaluate the program and services?
2) How will this process measure the outcomes in Item D, (1-4)?
Immediate outcome: Data collection will consist of counting and reviewing the number
of written service plans that are developed or revised quarterly. If eighty (80) service
plans are developed or updated quarterly, the service will be considered successful.
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
Intermediate outcome: Quality of Life
Computer generated reports of numbers of services delivered by each case
manager will be tabulated on a monthly basis. This proposal states that case management
will provide 1214 units of service. If this number is met or exceeded this service
component will be considered successful. A state wide, anonymous client satisfaction
survey is mailed to all clients annually. Surveys are tabulated and results of the survey are
presented to the BIAP Board of Directors, BIAP staff and state organizations. Eighty
percent (80%) of clients returning survey will indicate satisfaction with services provided
by case managers. Big Island AIDS Project is also working closely with the Department
of Health, STD/AIDS Prevention Branch as they develop in collaboration with the Center
for Disease Control in Atlanta an outcome evaluation based on T cell count, viral load
and hospitalizations.
Ultimate outcome: Death with Dignity
End stage care will be evaluated by family members in oral reports back to case
management. A written assessment of end stage care will be done by BIAP case
managers and volunteer observations, using a simple checklist and the client's living will.
Based on these tools BIAP will be able to determine if there were gaps in care or if all
parties felt that quality care had been provided.
G. Program Fees:
Big Island AIDS Project charges no fees for membership or services. This
proposal has no charges or fees for services.
H. Viabili :
1) What is your justification or rationale for the expenditure of public
funds for the proposed program?
Most of the clients receiving case management services from Big Island AIDS
Project have never accessed federal, state or county agencies for assistance prior to
diagnosis. AIDS impoverishes people and as their health declines, people with AIDS and
their care givers are often overwhelmed with the requirements and procedures needed to
obtain clinical studies, medical treatment, insurances, disability assistance, etc. Case
management provides this coordination and support to people who are often too ill to act
on their own behalf.
People with HIV infection or AIDS, who receive early medical treatment and
education, will often remain productive and independent members of society. They will
usually be able to continue to work for a number of years and will in the long run need
less in patient care. Dollars spent helping people retrain healthier and living
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
independently, dollars spent supporting return to work efforts and dollars spent helping
people and their families experience the end of life with care and dignity seem to be a
wise use of human service resource dollars.
The longer people live with HIV and AIDS the more likely the disease will
spread. Primary and secondary prevention provided by case managers and health
educators is the best way to prevent the spread of this fatal disease.
2) What are your financial and programmatic plans to sustain the
proposed program beyond the upcoming fiscal year?
Big Island AIDS Project receives assistance from the State Department of Health
to provide a variety of Prevention programs especially community, group and individual
interventions to change high risk behavior. Some of this financial aid goes into the
established case management services, but more money is provided by the state and the
federal government for prevention programming. The Paradise Ride to stop AIDS is now
in its third year and promises to be the biggest fundraiser for Big Island AIDS Project.
Last year, BIAP participated in the first Bike Hawaii to Stop AIDS (Paradise Ride). In
1998, the Big Island AIDS Project raised $7,000 through fund raising efforts. This year
the agency will passed the $20,000 goal in fundraising.
I. Budget:
Attached
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
ORGANIZATION/AGENCY INFORMATION
A.. Board of Directors:
1) Has the organization's Board of Directors received formal training within
the past two fiscal years?
In 1996, three current members of the Board of Directors received training through East
Hawaii Health and Human Services Council. In 1997, the Board President and one other
director received board training. Two new board members and one present member
including the Executive Director attended the training held on January 22, 2000
sponsored by Hawaii Island United Way. Newton Chu, a board member is a trainer of
board members and has met one on one with new members. Board members have
received an extensive board manual (recently revised in 1998) spelling out the roles and
responsibilities of directors. New Board members receive mentoring from an
experienced board member, an orientation training, which includes the board manual. An
annual board training has been written into the Board of Director's job description in the
new board manual.
2. Primary roles and responsibilities of the Executive Director:
The Executive Director is the chief executive officer of the Project, and as such is
responsible for overall management of all aspects of the organization. The Executive
Director serves at the pleasure of the Board. The specific duties of the Executive
Director fall into several categories: Program planning and evaluation, personnel
development and maintaining a human resource system including interviewing, training,
hiring, firing and evaluating, establishing a fiscal management system including
budgeting, contract negotiation and compliance, fundraising, and along with the Board of
Directors, developing policy, promoting the organization to the general public, health and
human service agencies and other government agencies.
3. Primary role of the Board of Directors:
The primary role of a board member is to (1) contribute to the defining of the
organization's mission and govern the fulfillment of that mission and (2) to carry out the
functions of the office of board member as stated in the by-laws. A board member's
primary focus is on the development of broad policies that govern the implementation of
plans and purposes of the Big Island AIDS Project. This role is separate and distinct
from the role of the Executive Director, who determines the means of implementation.
Board responsibilities also include evaluating and supporting the Executive Director,
setting policy, guiding long range planning and development, raising money, monitoring
finances and working cooperatively with other board members.
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Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
B. Past Performance:
1. How effective has your organization/agency been in achieving program
goals is the past two (2) fiscal years? Include quantitative data and qualitative data.
The Big Island AIDS Project set program goals to provide comprehensive case
management services to a minimum of eighty (80) people with HIV or AIDS. In 1997 -
1998 fiscal year, eighty-nine clients received case management services and eighty-nine
service plans were developed or revised. During the 1998-1999 fiscal year, the agency
provided services to ninety-one people with HIV/AIDS. From July 1999 through
December 1999, (six months) eighty-three (83) clients have been provided services. This
goal has already been surpassed. A total of 1200 units of care including benefit
assessment and counseling, client and family advocacy and support, crisis intervention,
home and hospital visits, housing assistance, liaison with financial benefits, health care,
legal assistance and other agencies, food bank deliveries, etc. were proposed in BIAP's
1998-1999 county grant. During the past fiscal year, 4806 units of service were provided
to people with HIV. Big Island AIDS Project has met the program goals.
One of the ways the agency has measured the effectiveness of client services is to
administer an annual client survey. The AIDS Community Care Team, a statewide
coalition of AIDS service providers developed in December a client satisfaction survey.
This survey has been sent out to all clients by the Board of Director's Planning
Committee. The survey results have not been tabulated but results are expected by
February 1 and are due to the state at that time. Last year, forty-three clients (over half)
responded to the June 1998 survey. Forty-two clients gave BIAP good marks for the
response time of case managers. The quality of services the client received rated thirty-
three for good, no marks for unsatisfactory
C. Financial:
1) Have your organization's current program operations remained the
same as last year?
Yes
What major program or financial changes will be incurred neat year?
Big Island AIDS Project expects the continued growth of HIV/AIDS clients who are
chronically homeless, substance abusers or multiply diagnosed. A major financial
change will be the award of the federal HUD SPINS grant to the four neighbor island
AIDS Service Organizations. This will be approximately $90,000 in additional revenues
to provide long term housing and support services for people living with HIV and AIDS.
This is a three-year grant. The Prevention Branch of the Department of Health is
11
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
suggesting that there will be more money for prevention activities in the next fiscal year
from the federal government.
2) What is the status of all your organization's major contracts or
agreements for the coming year?
Office lease: Big Island AIDS Project has a five-year lease.
Major grants: At this time, we are in the first half of a two-year cycle of the State Care
and Prevention contracts. In April 2000, we will receive our contract for federal Ryan
White funds. As mentioned before, we were awarded a HUD grant for housing people
with HIV and AIDS. This money should be here by February 1, 2000. Federal
Prevention dollars have been awarded beginning January 1, 2000 and will continue until
December 30, 2000.
3) How does the proposed program fit into your organization's
long range financial plan?
Big Island AIDS Project recognizes that county funds are limited and may not continue to
be available unless the economy improves. Care for people with HIV and AIDS,
outreach and education to prevent the spread of AIDS are the goals of the agency's
mission statement. Big Island AIDS Project has joined the Neighbor Island Hawaii AIDS
Coalition to increase collaborative funding opportunities. Because of this collaboration,
the Maui AIDS Foundation, Malama Pono of Kauai, West Hawaii AIDS Foundation and
BIAP were the recipients of the one million HUD SPINS grant. These four small
organizations are actively pursuing other collaborative funding.
Monitoring:
1) During the past two (2) fiscal years, what financial and/or
administrative monitoring has your organization received from any
and all funding sources?
Big Island AIDS Project has an annual financial audit. The auditor for the last two years
has been Alex J. Smith CPA (877) 257-6484
Fiscal and administrative monitoring are done annually by the Ryan White Oversight
Committee of the AIDS Community Care Team. Contact: Lori Miller (808) 591-8810.
Administrative monitoring of Prevention and Care Grants from the Department of Health.
Contact: Peter Wbiticar, Branch Chief (808) 733-9010
IVA
Big Island AIDS Project
County of Hawaii Human Services Non Profit Grant
2000-2001
E. Alcohol Tobacco and Drug Free Workplace Policies and Information:
1) How does your organization address alcohol, tobacco,
and other drug prevention information dissemination as part
of your workplace and/or program environment?
Big Island AIDS Project is an alcohol, tobacco and drug free workplace. A copy of the
agency's policies on alcohol, tobacco and drugs is included in the personnel policies.
Each employee receives a copy of this policy. Each employee signs that they have
received, read and understood the policies.
13
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Stephen K. Yamashiro
Mayor
Countp of 'aijaii
DEPARTMENT OF FINANCE
25 Aupuni 5treet. Room 118 • Hilo, Hawaii 96720-4252
(808) 961-8233 1 Fax (808) 9618248
HAWAII COUNTY NONPROFIT GRANTS (FY 2000-01)
FINANCIAL QUESTIONNAIRE
Harry A. Takaha,hi
Dm,,tar
Please include as an attachment an explanation for all "NO" answers to questions 91 thru I 1 below:
Yes No
S. K. Schutte
Dep,dy
As the grant applicant, I certify that the agency has satisfactorily responded to each of the above questions and explained as
needed I hereby certify that this information is true and correct to the best of my knowledge.
Agency: ;n,s(�r /3t�S P��n;ec; _ Phone:
Prepared by: JU MV K (Inn, /�%V)�r o� �cf— �ti �1i/rJo
Print Name/Title r mature Date'
Certified by: YJ p" I4 , 5Lo F I -M— (1
_a_
1.
Has the agency operated continuously for the past three (3) years?
2.
Has the agency operated with a positive cash flow for the past (3) years?
3.
Does your Board of Directors approve a detailed cash flow budget before the beginning of
each fiscal year?
4.
Do your Board meeting minutes show that quarterly financial statements are approved?
5.
Is your equity balance at least 20% of your Total Liability balance?
C�(
6.
Is your Total Current Asset balance larger than your Total Current Liability balance?
7.
Are bank reconciliations and accounting performed by someone other than the check signatory?
8.
Are you fully insured for the agency's vehicle(s) and building(s)?
C�
9.
Is your Workers' Compensation at least 2% of payroll?
10.
Are you current (not delinquent) on all payroll and payroll tax payments?
11.
Is the agency free of any pending litigation, liens or judgments?
12.
Within the past 12 months, has the agency applied for vendor or bank credit and was
denied credit? If yes, please explain.
As the grant applicant, I certify that the agency has satisfactorily responded to each of the above questions and explained as
needed I hereby certify that this information is true and correct to the best of my knowledge.
Agency: ;n,s(�r /3t�S P��n;ec; _ Phone:
Prepared by: JU MV K (Inn, /�%V)�r o� �cf— �ti �1i/rJo
Print Name/Title r mature Date'
Certified by: YJ p" I4 , 5Lo F I -M— (1
_a_
BIG ISLAND A.I.D.S. PROJECT
FINANCIAL STATEMENTS FOR THE
YEARS ENDED JUNE 30, 1999 AND 1998
AND INDEPENDENT AUDITOR'S REPORT
Alex J. Smith
CERTIFIED PUBLIC ACCOUNTANT
INDEPENDENT AUDITOR'S REPORT
The Board of Directors
Big Island A.I.D.S. Project:
I have audited the accompanying statements of financial position of Big Island A.I.D.S. Project (a
nonprofit organization) as of June 30, 1999 and 1998, and the related statements of activities, cash
flows, and functional expenses for the years then ended. These financial statements are the
responsibility of Big Island A.I.D.S. Project's management. My responsibility is to express an
opinion on these financial statements based on my audits.
I conducted my audits in accordance with generally accepted auditing standards. Those standards
require that I plan and perform the audit to obtain reasonable assurance about whether the financial
statements are free of material misstatement. An audit includes examining, on a test basis, evidence
supporting the amounts and disclosures in the financial statements. An audit also includes assessing
the accounting principles used and significant estimates made by management, as well as evaluating
the overall financial statement presentation. I believe that my audits provide a reasonable basis for
my opinion.
In my opinion, the financial statements referred to above present fairly, in all material respects, the
financial position of Big Island A.I.D.S. Project as of June 30, 1999 and 1998, and the changes in its
net assets and its cash flows for the years then ended in conformity with generally accepted
accounting principles.
My audit was made for the purpose of forming an opinion on the basic financial statements of Big
Island A.I.D.S. Project taken as a whole. The accompanying Schedule of Grant Awards and
Expenditures, State of Hawaii, Department of Health (Schedule 1) is presented for purposes of
additional analysis and is not a required part of the basic financial statements. Such information has
been subjected to the auditing procedures applied in the audit of the basic financial statements and,
in my opinion, is fairly stated in all material respects in relation to the basic financial statements
taken as a whole.
J
November 15, 1999
OAHU - 2439 FERDINAND AVENUE, HONOLULU, HAWAII 96822 (877) 257-6484 FAX: (808) 951-9527
HILO - 301 NENE STREET, HILO, HAWAII 96720
BIG ISLAND A.I.D.S. PROJECT
Statements of Financial Position
June 30, 1999 and 1998
Assets
Current assets
Cash (Note 1)
Grants receivable (Note 3)
Restricted promise to give (Note 1 & 4)
Prepaid expenses
Deposits
Total current assets
Noncurrent assets
Restricted cash (Note 1)
Property and equipment, net (Note 1 & 5)
Total assets
Liabilities and Net Assets
Current liabilities
Accounts payable
Accrued payroll and related liabilities
Accrued vacation payable
Total current liabilities
Net assets
Unrestricted
Temporarily restricted
Total net assets
Total liabilities and net assets
1999 1998
$ 63,773
$ 85,763
50,479
28,093
2,250
2,250
1,409
2,490
950
1,400
118,861
119,996
4,554
123,241
940
2,304
9,805
10,508
$ 129,606
$ 132,808
$ 3,253
$ 3,643
3,112
10,473
-
5,924
6,365
20,040
120,051
108,214
3,190
4,554
123,241
112,768
$ 129,606 $ 132,808
The accompanying notes are an integral part of these financial statements.
2�
BIG ISLAND A.I.D.S. PROJECT
Statements of Activities
Years Ended June 30, 1999 and 1998
Changes in Unrestricted Net Assets
Public support and revenues
Public support:
State of Hawaii, Department of Health
Federal grants:
HIV/STD Prevention Services
Ryan White Comprehensive AIDS Resources
Housing Opportunities for Persons with AIDS
County of Hawaii
Contributions:
Individual gifts and donations
Hawaii Community Foundation
Revenues:
Fundraising
Other
Total unrestricted revenue
Net assets released from restrictions
Satisfaction of time restrictions for United Way funding
Satisfaction of grant restrictions
Total unrestricted revenues and other support
Expenses
Program services
Support services
Total expenses
Change in unrestricted net assets
Changes in Temporarily Restricted Net Assets
Contributions:
Hawaii Island United Way
Atherton Family Foundation
Net assets released from restrictions
Change in temporarily restricted net assets
Change in net assets
Net assets, beginning of year
Net assets, end of year
1999 1998
$ 256,240 $ 256,240
71.578 102,734
50,485 61,694
11,660 24,284
133,723 188,712
8,000
7,500
11,624
18,289
5,850
5,850
11,726
7,639
1,559
626
428,722
484,856
4,500
4,163
4,364
437,586
489,019
295,536 328,359
130,213 138,883
425,749 467,242
4,500
3,000
(8,864)
t 1,3b4)
21,777
4,500
(4,163)
337
10,473 22,114
112,768 90,654
$ 123,241 $ 112,768
The accompanying notes are an integral part of these financial statements.
9,-
BIG ISLAND A.I.D.S. PROJECT
Statements of Cash Flows
Years Ended June 30. 1999 and 1998
Cash flows from operating activities:
Cash received from public support
Cash received from contributions
Revenue and other income received
Cash paid to employees
Cash paid to suppliers
Net cash provided (used) by operating activities
Cash flows from investing activities:
Purchase of property and equipment
Change in restricted cash
Net cash used by investing activities
Net change in cash
Cash, beginning of year
Cash, end of year
Reconciliation of change in net assets to net cash provided (used)
by operating activities:
Change in net assets
Adjustments to reconcile change in net assets to net
cash provided (used) by operating activities:
Depreciation
Decrease (increase) in grants receivable
Decrease (increase) in restricted promise to give
Decrease (increase) in prepaid expenses
Decrease in deposits
Increase (decrease) in accounts payable
Decrease in accrued payroll and related liabilities
Increase (decrease) in accrued vacation payable
Net cash provided (used) by operating activities
Supplemental disclosure of cash flow information:
Non-cash contributions
1999 1998
$ 375,577
22,174
13,285
(295,681)
(133,443)
$ 452,866
28,302
8,265
(272,573)
(183,817)
(18,088) 33,043
(5,266) (3,987)
1,364
(3,902) (3,987)
(21,990) 29,056
85,763 56,707
$ 63,773 $ 85,763
$ 10,473 $ 22,114
5,969
7,641
(22,386)
414
-
(337)
1,081
(258)
450
1,566
(390)
486
(7,361)
(1,579)
(5,924)
2,996
$ (18,088) $ 33,043
$ 2,800 $
The accompanying notes are an integral part of these financial statements.
bat
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BIG ISLAND A.I.D.S. PROJECT
Notes to Financial Statements
Years ended June 30, 1999 and 1998
NATURE OF OPERATIONS
Big Island A.I.D.S. Project (BIAP) is a nonprofit organization incorporated under the Hawaii
Revised Statues on January 11, 1989. The purpose of BIAP is to provide advocacy,
information, support, educational counseling, and financial assistance to persons with HIV or
AIDS in East Hawaii on the Island of Hawaii. In addition, BIAP provides educational services
to the general public.
BIAP is governed by a Board of Directors, with eleven (11) members as of June 30, 1999 and
1998. The minimum required members as of June 30, 1999, is five (5) and the maximum is
fifteen (15), of which up to two (2) shall be members of the Client Caucus. Directors serve
one-year terms. The Executive Director is appointed by and is responsible to the Board of
Directors for the overall administration of BIAP.
BIAP receives substantially all of its funding through government grants, fundraisers, and
contributions from the public.
NOTE 1. SIGNIFICANT ACCOUNTING POLICIES
The financial statements of BIAP have been prepared on the accrual basis of accounting in
accordance with the AICPA Audit and Accounting Guide, "Not -for -Profit Organizations."
The significant accounting policies followed are described below to enhance the usefulness of
the financial statements to the reader.
Cash
Cash is comprised of cash on hand and in checking and savings accounts.
Promise to give
Unconditional promises to give that are expected to be collected within one year are recorded
at net realizable value. (See also NOTE 4). Unconditional promises to give that are expected
to be collected in future years are recorded at the present value of their estimated future cash
flows. Conditional promises to give are not included as support until the conditions are
substantially met.
Restricted cash
Restricted cash represents the remaining funds restricted by the donor for the purchase of
automated equipment.
Property and equipment
Property and equipment are carried at cost or at the fair market value at the time of donation.
Maintenance and repairs are charged to expense, and betterments are capitalized. Depreciation
is provided over the estimated useful lives of three (3) to seven (7) years on a straight-line
basis. (See further details at NOTE 5).
631
BIG ISLAND A.I.D.S. PROJECT
Notes to Financial Statements, Continued
Years ended June 30, 1999 and 1998
NOTE 1. SIGNIFICANT ACCOUNTING POLICIES, Continued
Property and equipment, Continued
If donors stipulate how long contributions of buildings and equipment are to be maintained, the
contributions are recorded as restricted support. In the absence of such stipulations,
contributions of buildings and equipment are recorded as unrestricted support.
Temporarily restricted net assets
Temporarily restricted net assets are those whose use by BIAP has been limited by donors to a
specific time period or purpose.
Contributions
Contributions received and unconditional promises to give are measured at their fair values
and are reported as an increase in net assets. BIAP reports support of cash and other assets as
restricted support if they are received with donor stipulations that limit the use of the donated
assets, or if they are designated as support for future periods. When a donor restriction expires,
that is, when a stipulated time restriction ends or purpose restriction is accomplished,
temporarily restricted net assets are reclassified to unrestricted net assets and reported in the
statement of activity as net assets released from restrictions.
Donated services
A number of volunteers have donated their time to BIAP's program services. However, these
donated services have not been reflected in BIAP's financial statements inasmuch as no
objective basis is available to measure the value of such services.
Advertising costs
Advertising costs are expensed as incurred.
Income taxes
No provision has been made for federal or state income taxes because BIAP has obtained tax-
exempt status under the Internal Revenue Code Section 501 (c)(3) and applicable provisions of
the Hawaii Revised Statutes.
NOTE 2. USE OF ESTIMATES IN PREPARATION OF FINANCIAL STATEMENTS
The preparation of financial statements in conformity with generally accepted accounting
principles requires management to make estimates and assumptions that effect the reported
amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of
the financial statements and the reported amounts of revenues and expenses during the
reporting period. Actual results could differ from those estimates.
a3a
BIG ISLAND A.I.D.S. PROJECT
Notes to Financial Statements, Continued
Years ended June 30, 1999 and 1998
NOTE 3. GRANTS RECEIVABLE
Grants receivable represents conditional contributions directly from or passed through the State
and other agencies, and for which the conditions had been substantially met as of year-end.
Management expects that these amounts are fully collectible, therefore no allowance has been
set up related to this account. A summary as of June 30, 1999 and 1998, follows:
1999 1998
State of Hawaii - HIV Support & Case Management $ 21,353 $ 16,647
Federal funds - Ryan White AIDS Resources 13,660 8,914
Federal funds - HIV/STD Prevention Services 14,180 2,532
Federal funds — HOPWA 1,286
$ 50,479 $ 28,093
NOTE 4. RESTRICTED PROMISES TO GIVE
Restricted promises to give represents the Hawaii Island United Way allocation restricted for the
second half of the calendar year. Management also expects that this amount is fully collectible,
therefore no allowance has been set up related to this account.
NOTE 5. PROPERTY AND EQUIPMENT
A summary of BIAP's investment in property and equipment as of June 30, 1999 and 1998, is
set forth hereunder:
Office equipment
Furniture and fixtures
Leasehold improvements
Less accumulated depreciation
NOTE 6. OPERATING LEASES
Estimated
Useful Lives
1999
1998
3-7 years
$ 41,433
$ 36,970
7 years
13,661
13,661
7 years
5,206
5,206
60,300 55,837
50,495 45,329
$ 9,805 $ 10,508
BIAP entered into a new facility rental agreement on November 1, 1998. The lease is for two
(2) years for $950 per month with three (3) one-year options to renew for an additional year.
The fair market value rent was estimated at $1,300 per month, therefore $350 per month is
recognized as a non-cash contribution. BIAP rented its previous facility under a lease that
expired in April 1998, and subsequently continued on a month to month basis. Rental
expense for the years ended June 30, 1999 and 1998, was $16,952 and $17,472, respectively.
a 33
BIG ISLAND A.I.D.S. PROJECT
Notes to Financial Statements, Continued
Years ended June 30. 1999 and 1998
NOTE 7. FUNCTIONAL CLASSIFICATION OF EXPENSES
The costs of providing the various programs and supporting services have been summarized
6n a functional basis in the statement of functional expenses. Accordingly, certain costs have
been allocated among the programs and supporting services benefited.
NOTE 8. RECLASSIFICATIONS
Certain reclassifications have been made to the 1998 financial statements to conform to the
1999 presentation.
Grant Award
' Expenditures charged against the
grant award during the fiscal year:
Personnel expenses:
Salaries
Payroll taxes
Fringe benefits
Other expenses:
Client services
Rent
Travel and training
Office supplies and expenses
Professional fees
Depreciation
Consulting 8 contract services
Repairs and maintenance
Telephone
Utilities
Fundraising expenses
Insurance
Educational materials
Purchase equipment
Miscellaneous and other
Total expenses
Carryover grant award from prior years
Carry -forward to next fiscal year
BIG ISLAND A.I.D.S. PROJECT
Schedule of Grant Awards and Expenditures
State of Hawaii. Department of Health
Year Ended June 30, 1999
Health Care Services
Federal State
Prevention DOH
$ 171,408 $ 512,480
Less amounts
charged against
Total other programs Grant Grant
Expenses and funds Expenditures Expenditures
$ 234,476 $
36,872
$ 42,911
$ 154,693
26,127
4,646
4,951
16,530
21,793
850
3,171
17,772
282,396
42,368
51,033
188,995
60,536
41,358
4,526
14,652
22,791
4,200
1,584
17,007
10,217
-
3,399
6,818
9,910
449
3,761
5,700
7,000
-
-
7,000
5,969
5,969
5,577
-
3,075
2,502
5,346
-
948
4,398
5,060
-
1,044
4,016
3,748
-
844
2,904
3,082
3,082
-
_
2,587
1,052
1,535
1,088
-
375
713
-
(989)
989
-
442
442
-
_
$ 425,749 $
97,931
$ 71,578
$ 256,240
k
$ 38,808 $ 256,240
$ 138,638 $ -
Schedule 1
Form 990 I Return of Organization Exempt From Income Tax
Under section 501(c) of the Internal Revenue Code (except black lung benefit
trust or private foundation) or section 4947(a)(1) nonexempt charitable trust
Department of the Treasury
lntemal Revenue SeMre Note: The organization may have to use acopy of this return to satisfy stale reoortino reouirement:
A For the 1997 calendar year, OR tax year period beginning JULY
B Check if.
Change Of add,ess
Initial return
Final return
Amended return
(required also to,.
State reporting)
1 1997, and ending JUNE 30
OMB No. 1545-0047
1997
This Form is
Open to Public
Inspection
.19 9ft
Please
C Name of organization
D Employer Identification number
use IRS
label err
BIG ISLAND AIDS PROJECT
99-0270925
print or
Number and street (or P.O. box if mail is not delivered to street address)
Room/suite
E State registration number
typ
sae e'
P.O. BOX 11510
c Government contributions (grants) .................... 1c 452, 452
spa.rn
nshuo
City or town, state or country. and ZIP+4
F CheckerEl if exemption application
tens.
HILO HI 96721
is pending
G Type of organization —► ® Exempt under section 501(c) ( ) .4 (insert number) OR ► Q section 4947(a)(1) nonexempt charitable trust
Note: Section 501(c)(3) exempt organizations and 4947(a)(1) nonexempt charitable trusts MUST attach a completed Schedule A (Form 990).
H(a) Is this a group return filed for affiliates? ............................... Yes [@ No I If either box in His checked 'Yes,' enter four -digit group
exemption number (GEN) ►
(b) U'Yes,' enter the number of affiliates for which this return is filed:...... ► J Accounting method. El Cash Accrual
(c) Is this a separate return filed byan organization covered by a group ruling?... ❑ Yes E] No n Other (specify) ►
K Check here P ❑ if the organization's gross receipts are normally not more than $25,000. The organization need not file a return with the IRS: but if it received a
Form 990 Package in the mail, it should file a return without financial data. Some stales require a complete return.
Note: Form 990 -EZ may be used by organizations with gross receipts less than $100,000 and total assets less than $250,000 at end of year
Part 1 I Revenue, Expenses, and Changes in Net Assets or Fund Balances (See Specific Instructions on Daae 11.1
For Paperwork Reduction Act Notice, see page 1 of the separate instructions. ISA
STF FEDt923F t
Form yyV (toad
1 Contributions, gifts, grants, and similar amounts received:
a Direct public support ............................... 1a 24,139
b Indirect public Support .............................. 1b 4,500
c Government contributions (grants) .................... 1c 452, 452
d Total (add lines 1a through 1c) (attach schedule of contributors)
(cash$ 481, 091 noncash $ )......................
1d
481,091
2
2 Program service revenue including government fees and contracts (from Part VII, line 93)
3 Membership dues and assessments ........................................
3
4 Interest on savings and temporary cash investments ............................
4
626
5 Dividends and interest from securities .......................................
5
6a Gross rents ...................................... 6a
b Less: rental expenses .............................. 6b
c Net rental income or (loss) (subtract line 6b from line 6a) ........................
6c
7 Other investment income (describe ► )
7
r,
8a Gross amount from sale of assets other (A) Securities (B) other
IX
than inventory ................... 8a
to Less: cost or other basis and sales expenses . 8b
c Gain or (loss) (attach schedule)...... 8c
d Net gain or (loss) (combine line 8c, columns (A) and (B)) ........................
Sd
9 Special events and activities (attach schedule)
a Gross revenue (not including $ 0 of
contributions reported on line 1a) ..................... 9a 7 639
b Less: direct expenses other than fundraising expenses ..... 9b 2 672
c Net income or (loss) from special events (subtract line 9b from line 9a) ..............
9c
4 967
10a Gross sales of inventory, less returns and allowances ...... I 10a I_
b Less: cost of goods sold ............................ 110b
C Gross profit or (loss) from sales of inventory (attach schedule) (subtract line 10b from tine 10a) .......
10c
11
11 Other revenue (from Part VII, line 103) ......................................
12
486 684
12 Total revenue (add lines 1d, 2, 3, 4, 5, 6c, 7, 8d, 9c, 10c, and 11) .................
13 Program services (from line 44, column (B)) ........... 4 ........ 4 .............
13
3281`3b9
N14
Management and general (from line 44, column (C)) ............................
14
13 6, 211
15
a15
Fundraising (from line 44, column (D)) ......................................
><
w
16 Payments to affiliates attach schedule .... 4 ...... 4 ............
Y
16
_
17
4 64 570
17 Total expenses (add lines 16 and 44, column (A)) .............................
M
18 Excess or (deficit) for the year (subtract line 17 from line 12) ......................
18
22, 114
19
90 654
19 Net assets or fund balances at beginning of year (from line 73, column (A)) ..........
a
20 Other changes in net assets or fund balances (attach explanation) .................
20
z 1
21 Net assets or fund balances at end of year combine lines 18, 19, and 20
21
112 768
For Paperwork Reduction Act Notice, see page 1 of the separate instructions. ISA
STF FEDt923F t
Form yyV (toad
Form 990 (1997)
Part II Statement of
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
b
c
d
e
44
Page 2
All organizations must complete column (A). Columns (S), (C), and (D) are required for section 501(c)(3) and (4) organizations
t-unctiona) Expenses and section 4947(a)(1) nonexempt charitable trusts but optional for others. (See Specific Instructions on page 15.)
Do not include amounts reported on line
6b, 8b, 9b, 10b, or 16 of Part L
Grants and allocations (attach schedule) ......
(cash $ noncash S )
Specific assistance to individuals (attach schedule) .....
Benefits paid to or for members (attach schedule) ......
Compensation of officers, directors, etc....... .
Other salaries and wages ................. .
Pension plan contributions .................
Other employee benefits ..................
Payroll taxes ...........................
Professional fundraising fees ...............
Accounting fees .........................
Legal fees .............................
Supplies...............................
Telephone .............................
Postage and shipping .....................
Occupancy .............................
Equipment rental and maintenance ..........
Printing and publications ..................
Travel ................................
Conferences, conventions, and meetings ......
Interest ...............................
Depreciation, depletion, etc. (attach schedule) . .
Other expenses (itemize): a STATEMENT 4
Total functional expenses (add lines 22 through 43) Organizations
27
28
EU
(A) Total(13) (B) Program I (C) Management I (D) Fundraising
services and general
9
I
completing columns (S) -(DI carry these totals to lines 13-15 144 1 464,5701 328, 3591 136,211
Reporting of Joint Costs. — Did you report in column (B) (Program services) any joint costs from a combined
educational campaign and fundraising solicitation? ............................................ ► ❑ Yes ® No
If 'Yes," enter (i) the aggregate amount of these joint costs S ; (ii) the amount allocated to Program services $ ,
(iii) the amount allocated to Management and general $ and (iv) the amount allocated to Fundraising S
Part III Statement of Program Service Accomplishments (See Specific Instructions on page 18.)
Whl
All o
publi
chaff
a
M
c
I! is the organization's primary exempt purpose? Iii. SEE STATEMENT 5 -
ganizations must describe their exempt purpose achievements in a clear and concise manner. State the number of clients served,
ations issued, etc. Discuss achievements that are not measurable. (Section 501(c)(3) and (4) organizations and 4947(a)(1) nonexempt
able trusts must also enterthe amount of grants and allocations to others.)
Program service
Expenses
(Required nd (4) ror 501 orgs. and
a
49w(apt>optional forw ew
,
t:r:e 1,.l
CASE MANAGEMENT – COMPREHENSIVE COMMUNITY BASED HUMAN
IMMUNODEFICIENCY VIRUS (HIV) SPECIFIC CLIENT SERVICES
(Grants and allocations $ )
163,296
EDUCATION SERVICES – EDUCATION PROGRAMS REGARDING HIV AND
AIDS FOR CLIENTS, STAFF, AND THE COMMUNITY.
(Grants and allocations $ )
134 418
VOLUNTEER COORINATION – TRAINING, SCHEDULING, AND FOLLOW–UP
FOR VOLUNTEERS INVOLVED IN CLIENT AND EDUCATION SERVICES.
(Grants and allocations $ )
30, 645
(Grants and allocations $ )
Other program services (attach schedule) (Grants and allocations $ )
e
f Total of Program Service Expenses (should equal line 44 column (B) Program services) ► 328 359
SIrF FE D1923E2
37
Form 990 09'.
Part N Balance Sheets (See Specific Instructions on page 18.)
Note: Where required, attached schedules and amounts within the description
column should be for end -of -year amounts only.
(A)
Beginning of year
(B)
End of year
45 Cash — non-interest-bearing .................................
59,011
45
88,06-7
46
46 Savings and temporary cash investments .......................
47a Accounts receivable .................. 47a
b Less: allowance for doubtful accounts ..... 47b
47c
48a Pledges receivable ................... 48a 2 250
b Less: allowance for doubtful accounts ..... 48b
1,913
48c
2,25-0,
49 Grants receivable .........................................
28,507
49
28,093
50 Receivables from officers, directors, trustees, and key employees
(attach schedule) ..........................................
50
51a Other notes and loans receivable (attach
N
m
Q52
schedule) .......................... 51a
b Less: allowance for doubtful accounts ..... 51b
Inventories for sale or use ...................................
53 Prepaid expenses and deferred charges ........................
51c
52
2,232
53
2 4 9 0
54
54 Investments — securities (attach schedule) ......................
55a Investments — land, buildings, and
equipment: basis ..................... 55a
b Less: accumulated depreciation (attach
schedule) .......................... 55b I
55c
56
56 Investments — other (attach schedule) .........................
57a Land, buildings, and equipment: basis..... 57a 55, 837
b Less: accumulated depreciation (attach
schedule) .......................... 57b 45 329
14,162
57c
10,508
2 966
58
1,400
58 Other assets (describe ► DEPOSITS )
59 Total assets add lines 45 through 58 must equal line 74 .........
108,791
59
132,808
60 Accounts payable and accrued expenses ........................
18 137
60
20,640
61
61 Grants payable ...........................................
62
62 Deferred revenue ..........................................
63
m
63 Loans from officers, directors, trustees, and key employees (attach
schedule) ...............................................
64a
64a Tax-exempt bond liabilities (attach schedule) .....................
b Mortgages and other notes payable (attach schedule) ..............
64b
65
65 Other liabilities (describe )o )
66 Total liabilities add lines 60 through 65 .......................
18,137
66
20 040
Organizations that follow SFAS 117, check here ► ® and complete lines
m
67 through 69 and lines 73 and 74.
67 Unrestricted ..............................................
68 Temporarily restricted ......................................
86,437
67
108 214
4 217
68
4 554
69
m
69 Permanently restricted ......................................
70
LL
0
w
w
N
a
Organizations that do not follow SFAS 117, check here ► Q and
complete lines 70 through 74.
70 Capital stock, trust principal, or current funds ....................
71 Paid -in or capital surplus, or land, building, and equipment fund ......
72 Retained earnings, endowment, accumulated income, or other funds ..
73 Total net assets or fund balances (add lines 67 through 69 OR lines
71
72
0
Z
70 through 72; column (A) must equal line 19 and column (B) must
equal line 21) ...........................
74 Total liabilities and net assets / fund balances add lines 66 and 73
90, 654
73
112 768
132,808
108, 791
74
Form 990 is available for public inspection and, for some people, serves as the primary or sole source of information abour a
particular organization. How the public perceives an organization in such cases may be determined by the information presented on its
return. Therefore, please make sure the return is complete and accurate and fully describes, in Part 111, the organization's programs and
accomplishments.
STF FE01923F.3 38
Form 990 (1997)
Part IV -A Reconciliation of Revenue per Audited
Financial Statements with Revenue per
Return (See Specific Instructions, page 20.)
Part IV -B Reconciliation of Expenses per Audited
Financial Statements with Expenses per
Return
a Total revenue, gains, and other support per
audited financial statements......... P�
b Amounts included on line a but not
a
489,356
a Total expenses and losses per
audited financial statements .... )r
b Amounts included on line a but not
a
4 67 2 4
on line 12, Form 990:
on line 17, Form 99D:
(1) Net unrealized gains
(1) Donated services
on investments.... $
and use of facilities $
(2) Donated services
and use of facilities $
(2) Prior year adjustments
reported on line 20,
(3) Recoveries of prior
Form 990 ....... $
year grants....... $
(3) Losses reported on
(4) Other (specify):
line 20, Form 990 . $
(4) Other (specify):
DIRECT EXP $ 2,672
Add amounts onlines (1)through (4)►
to
2,672
DIRECT EXP $ 2,672
c
486,684.
c Line a minus line b............
d Amounts included on line 12,
Add amounts on lines (1) through (4)i�
c Line a minus line b........... P
d Amounts included on line 17,
b
c
2 672
464 570
Form 990 but not on line a:
Form 990 but not on line a:
(1) Investment expenses
not included on line
(1) Investment expenses
not included on line
6b, Form 990 ..... $
6b, Form 990 .... $
(2) Other (specify):
(2) Other (specify):
$
$
Add amounts on lines (1) and (2)
e Total expenses per line 17, Form 990
(line c plus line d) ............ ►
Add amounts on lines (1) and (2) . ►
e Total revenue per line 12, Form 990
(line c plus line d) ............ ► I
d
d
e 1
486,6841
e
464,570
Part V
List of Officers, Directors, Trustees, and Key Employees (List each one even if not compensated;
see Specific Instructions on page 20.)
(A) Name and address
(13) Title and average hours per
week devoted to position
(C) Compensation
(Ir not paid,
enter •0..)
(D) eonhibmions to
employee benefit pians a
de/erred compensation
(E) Expense
account and other
allowances
SEE STATEMENT 8
75 Did any officer, director, trustee, or key employee receive aggregate compensation of more than $100,000 from your organization and
all related organizations, of which more than $10,000 was provided by the related organizations? .................... ► ❑ Yes CXI No
If "Yes," attach schedule — see Specific Instructions on page 20.
Sff FE01923F.4
Form 990 (1997) Page $
Part VI I Other Information (See Specific Instructions on page 21.) Yes No
76 Did the organization engage in any activity not previously reported to the IRS? If "Yes; attach a detailed description of each activity ..
76
X
77 Were any changes made in the organizing or governing documents but not reported to the IRS? ...........
77
X
If "Yes," attach a conformed copy of the changes.
instructions for line 81 .............................................. 81a 1 0
78a Did the organization have unrelated business gross income of $1,000 or more during the year covered by this return? ...........
78a
Did the organization file Form 1120-POL for this year? ..........................................
X
to If "Yes," has it filed a tax return on Form 990-T for this year? ......................................
78b
82a
Did the organization receive donated services or the use of materials, equipment, or facilities at no charge or
79 Was there a liquidation, dissolution, termination, or substantial contraction during the year? If "Yes," attach a statement ..........
79
X
80a Is the organization related (other than by association with a statewide or nationwide organization) through common membership,
82a
X
governing bodies, trustees, officers, etc., to any other exempt or nonexempt organization? ............................
80a
X
b If "Yes," enter the name of the organization ►
as revenue in Part I or as an expense in Part II. (See instructions for reporting in
STF FED 1923F.5 1/0
and check whether it is ❑ exempt OR nonexempt.
81a
Enter the amount of political expenditures, direct or indirect, as described in the
instructions for line 81 .............................................. 81a 1 0
b
Did the organization file Form 1120-POL for this year? ..........................................
81b
X
82a
Did the organization receive donated services or the use of materials, equipment, or facilities at no charge or
at substantially less than fair rental value? ....................................................
82a
X
to
If "Yes," you may indicate the value of these items here. Do not include this amount
as revenue in Part I or as an expense in Part II. (See instructions for reporting in
PartIII.)......................................................... 82b I N/A
83a
Did the organization comply with the public inspection requirements for returns and exemption applications?. .
83a
X
b
Did the organization comply with the disclosure requirements relating to quid pro quo contributions? ........
83b
X
84a
Did the organization solicit any contributions or gifts that were not tax deductible? ......................
84a
X
b
If "Yes," did the organization include with every solicitation an express statement that such contributions or
gifts were not tax deductible?..............................................................
84b
85
501(c)(4), (5), or (6) organizations. — a Were substantially all dues nondeductible by members? ...........
85a
In
Did the organization make only in-house lobbying expenditures of $2,000 or less? ......................
85b
If "Yes" was answered to either 85a or 85b, do not complete 85c through 85h below unless the organization
received a waiver for proxy tax owed for the prior year.
c
Dues, assessments, and similar amounts from members ....................
85c
d
Section 162(e) lobbying and political expenditures .........................
85d
E,
Aggregate nondeductible amount of section 6033(e)(1)(A) dues notices .........
85e
If
Taxable amount of lobbying and political expenditures (line 85d less 85e)........
85f
g
Does the organization elect to pay the section 6033(e) tax on the amount in 85f? .......................
85g
h
If section 6033(e)(1)(A) dues notices were sent, does the organization agree to add the amount in 85f to its reasonable estimate of
dues allocable to nondeductible lobbying and political expenditures for the following tax year? ..........................
85h
86
501(c)(7) organizations. — Enter: a Initiation fees and capital contributions
included on line 12 .................................................
86a
b
Gross receipts, included on line 12, for public use of club facilities .............
86b
87
501(c)(12) organizations. — Enter: a Gross income from members or shareholders
87a
b
Gross income from other sources. (Do not net amounts due or paid to other
sources against amounts due or received from them.) ......................
87b
88
At any time during the year, did the organization own a 50% or greater interest in a taxable corporation or
partnership? If "Yes," complete Part IX .......................................................
88X
89a
501(c)(3) organizations. — Enter: Amount of tax imposed during the year under:
section 4911 ► 0 ; section 4912 ► 0 ; section 4955 p.0
b
501(c)(3) and 501(c)(4) organizations. — Did the organization engage in any section 4958 excess benefit
transaction during the year? If "Yes," attach a statement explaining each transaction ....................
89b
X
c
Enter: Amount of tax imposed on the organization managers or disqualified persons during the year under
sections 4912, 4955, and 4958 ......................................................... 0-
0
d
d
Enter: Amount of tax in 89c, above, reimbursed by the organization ............................. ►
N/F.
90a
List the states with which a copy of this return is filed ►
to
Number of employees employed in the pay period that includes March 12, 1997 (See instructions.) ......... I
90b
91
The books are in care of►JOANNE BLINN, BUSINESS MANAGER Telephone no. ► (808) 935-6711
Locatedat► P.O. BOX 11510, HILO, HI ZIP + 4►96721
92
Section 4947(a)(1) nonexempt charitable trusts filing Form 990 in lieu of Form 1041— Check here .................
► ❑
and enter the amount of tax-exempt interest received or accrued during the tax year ► 192
STF FED 1923F.5 1/0
Form 990 (1997)
Page 6
Part VII I Analysis of Income -Producing Activities (See Specific Instructions on page 25.)
Enter gross amounts unless otherwise Unrelated business income Excluded by section 512, 513, or 514 (E)
indicated. (A) (B) (C) (p) Related or
93 Program service revenue: Business code Amount Exclusion code Amount exempt function
a
b
c
d
e
f Medicare/Medicaid payments ...........
g Fees and contracts from government agencies .....
94 Membership dues and assessments ......
95 Interest on savings and temporary cash investments . 14
96 Dividends and interest from securities .....
97 Net rental income or (loss) from real estate:
a debt-financed property .................
b not debt-financed property ..............
98 Net rental income or (loss) from personal property ...
99 Other investment income ...............
100 Gain or (loss) from sales of assets other than inventory
101 Net income or (loss) from special events
102 Gross profit or (loss) from sales of inventory
103 Other revenue: a
b
c
d
e
104 Subtotal (add columns (B), (D), and (E)) .. .
105 Total (add line 104, columns (B), (D), and (E)) .....
Note: (Line 105 plus line Id, Part 1, should equal the amount on line 12, Part l.)
PrtwII RI
5.5
a e attonshlp of ActIV!Ues to the Accomplishment of Exempt Purposes (See Specific Instructions on page26.)
Line No. Explain how each activity for which income is reported in column (E) of Part VII contributed importantly to the accomplishment of the
Y organization's exempt purposes (other than by providing funds for such purposes).
Part IX I Information Regarding Taxable Subsidiaries (Complete this Part if the "Yes" box on line 88 is checked.)
Name, address, and employer identification Percentage of Nature of Total End -of -year
number of corporation or partnership ownership interest business activities income assets
N/A
Under penal s of perjury, I declare that I have examined this return, including accompanying schedules and statements, and to the best of my knowled
Please and belief, is true, "Arect, a5 complete. Declaration of preparer (other than officer) is based on all information of which preparer has any knowledge.
Sign General �struction/Cf on pa X104
Here ���1
Signalture ofofficer Date ' Type or print name and title.
Dale Check if Preparer's SSN
Paid Preparers' — self-
Preparer's "gnature _ S 9 employedl►[K 563-65-4684
Use Only Firm's name (or , LEX J. SMITH CPA EIN 1.
yours if self-employed)
and address 2439 FERDINAND AVE. HONOLULU, H ZIP+4 ► 96822
STP FE01923F 6
T f
Internal Revenue Service
'District Director
P 0 BOX 2350 ROOM 5127 ATiN: E.O.
LOS ANGELES, CA 900532.350
Date: AUG. 9, 1990
BIG ISLAND AIDS PROJECT
75-5766 KUAKINI HNY NO 101
KAILUA-KONA, HI 96740
Dear �.pplicant:
Department of the Treasury,
Employer Identification Number:
99-02.70925
Caso Number:
950205035
Contact Person: %
CAROL IIOCIII'LUKI
Contact Telephone Number;
(213) 894-4763
Accounting Period Ending:
December 31
Foundation Status Classification:
See Attached
Advance Ruling Period Begins:
January, 11, 1989
Advance Ruling Period Ends:
Dec. 31, 1993
Addrndum App I in!;:
No
Based on information supplied, and assuming your operations will be as
stated in your application for recognition of exemption, rio have determined you
are exempt from Federal income: tar, under section 501(x) of the Internal
Revenue Code as an organization described in section ;i01(c)(3).
Because you nre a neHly created organisation, He are not now making a c
final determination of your foundation status under t;ection 509(a) of the Code.
However. He have deLermined that you can rea:;onably be expected to be n public-
ly supported organization described in sections 509(1)(1) and 170(b)(1)(1)(vi).
Accordingly, you hill be treated as a publicly supported organization,
and not as a private foundation, during an -advance ruling period. This
advance ruling period begins and cords on the dates shoHn above.
Hithin 90 days after the end of your advatrce ruling period, you must
submit to us information needed to determine Hhethr.r you have met the require-
ments of the applicable support test during the advance ruling period. If you
establish that you have been a publicly supported organization, you Hill be
classified as a section 509(o) (1) or 509(x)(2) organization as long as you con-
tinue to meet the requirements of the applicable support test. .If you do nal
meet the public support requirements during the advance ruling period, you Hill
be classified as a private foundation for future periods. Also, if you are
classified as a private foundation, you Hill be treated as a private foundation
from the dato of your inception for purposes of sections b07(d) and 4940.
Grantors and contributors may rely on the determination that you are not a
private foundation until 90 days after the end of your advance ruling period.
If you submit the required informnLion Hithin the 90 clays, grantors and contri-
butors may continue to rely on the advance determination until the Service
Letter 1045(CG)
dti'foZ
AcoRD„ CERTIFICATE'OF.LIAE
INSURED
Big Island AIDS Project
Attn: JoAnne Blinn
2043 4noole Street
Hilo HI 96720
DATE (MM/DD/YY)
05/03/99
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORM—.e
TIL ONLY AND CONFERS NO RIGHTS UPON THE': CERTIFI
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTENT
ALTER THE COVERAGE AFFORDED BY THE POLICIES BE
COMPANY
A Northfield Insurance Co/SSW
COMPANY
B
COMPANY
C
COMPANY
D
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
CO TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS
LTR DATE (MMIDDNY) DATE (MM/DDNY)
A GENERAL LIABILITY CP348669 5/01199 7101/00 GENERAL AGGREGATE i 1000666
X COMMERCIAL GENERAL LIABILITY PRODUCTS - COMP/OP AGO i Included
—� CLAIMS MADE FX] OCCUR PERSONAL 6 ADV INJURY i
1606066
OWNER'S L CONTRACTOR'S PROT „ !^� EACH OCCURRENCE S 1666666
FIRE DAMAGE (Any one fire) 6 106006
MED EXP (Any one Der Fon? i 5006
AUTOMOBILE LIABILITY _
ANY AUTO CON16INEO SINGLE LVdIT i
ALL OWNED AUTOS `, �- - BODILY INJURY
�.. _..,..... :.' ... .. - Perron) i
SCHEDULED AUTOS .�� IPer
�. ., :. _ ........ I ... _. 1 ....... .:
HIRED AUTOSL�,
BODILY INJURY
(P.,
NONOWNED AUTOS IPer ¢.identl i
PROPERTY DAMAGE i
CARACE LIABILITY AUTO ONLY - EA ACCIDENT i
ANY AUTO OTHER THAN AUTO ONLY:
EACH ACCIDENT i
AGGREGATE i
EXCESS LIABILITY EACH OCNRRENCE i
UMBRELLA FORM AGGREGATE i
OTHER THAN UMBRELLA FORM i
TH-
WORKERS COMPENSATION AND WC MATT ER
EMPLOYERS' LIABILITY TORY LIMITS R
EL EACH ACCIDENT i
THE PROPRIETOR/ INCL EL DISEASE -POLICY OMIT i
PARTNERS/EXECUTIVE
OFFICERS ARE: EXCL EL DISEASE - EA EMPLOYEE I IF
OTHER
I
i
IIPTION OF OPERATIONS/LOCATIONSNEHICLES/SPECIAL ITEMS
Certificate holder is named as Additional Insured, but only to the
extent set forth in the general liability policy provisions.
County of Hawaii
Department of Finance
25 Aupuni St, Room 118
Hilo, HI 96720
J�VLLLMIIVIY ,., ,.,, •. .... - -
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL
30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY
Oh•L.tiAU41�::iUNdit:IEF (�d'utiil EiNCarIlStZNY. ITS AGENTS OR REPRESENTATIVES.
E
Filinci Fx E< $25.00
'Certifiad wpy, it desirad: $10 plus 251_ F:' �Se
jc,:o�ored Check 57;50 , I STATE OF HAWAII •�
DEPARiTdLNT OF COMMERCE AND CONSUMER AFFAIR -
Business Registration Division
1010 Richards Street
Mailing Address: P. 0. Box 40. Honolulu, Hawaii 96810
1 JAN I I t� I�f
ia:adov
ARTICLES OF INCORPORATION
(Section 41513-34, Hawaii Revised Statutes)
DOMESTIC NONROFIT /q
I HEREBY CERTIFY that this is a true and carred
Copy of the original recorded in this utflce.
® DIRECTOR OF COMMERCE AND
CONSUMER AFFAIRS
B ) a � 1�✓
C{jN�M G 1I tR OF SECURt7SEg
Date✓
The undersigned, desiring to form a nonprofit corporation under the laws of the State of Hawaii, certify as
follows:
I
The name of the corporation shall be:
BIG ISLAND A.I.D.S. PROJECT
19
The address of the corporation's initial office is:
75-5766 Kuakini Hwy. 9101
Kailua-Kona, Hawaii 96740
II
The p.aiod of its duration is perpetual.
IV
Sect:cn 1. The pun cs () I= which the c^ .ra!;sn is a.a,e-:
(a) To raise funds in order to provide ed-cational, counseling, and
financial assistance to persons with A.I.D.S. and other related
conditions. In addition, to provide educational services to the
general public.
(b) The transaction of any or all lawful activities for which nonprofit corporations may be incorporated under
Chapter 4158, Hawaii Revised Statutes.
Section 2. And in furtherance of said purposes, the corporation shall have all powers, rights, privileges and
immunities, and shall be subject to all of the liabilities conferred or imposed by law upon corporations of this nature, and
shall be subject and have all the benefits of all general laws with respect to corporations.
02.1
915-0915-0a (FN)
7.97 44 9154915 �tl ICri,lca�xsnl
V
Thi numb3r of diracters constituting tha initial Board of Directors is 3 (Three) The following are the
names and rasidenca strc3t 2ddress33 of tho initie: ofiicers and directors:
Nano 2nd Office
Richard Kocb
President
Stuart Warren
Vice -President
Richard Franey
Secretary- Treasurer
[ ] The corporation has tnembors.
[ X ] The corporation has no members.
VI
VII
P.esidence Street Address
RR 2 Box 4500
Pahoa, Hawa&i 96778
P.O. Box 98
Hawi, Hawaii 96719
75-5766 Kuakini Hwy. n-'101
Kailua-Kona, Hacraii 96740
Thi corporation is nonprofit in nature, and shall not authorize or issue shares of stock. No dividends shall he paid
and no part of the income or pfofit of the corporation shall b3 distributed to its members,, directors, or ofiicers, except for
services ectuaily rendered to tate corpo.ation, and a �cept upon iigoldation of its pro„or;j in case of corporate dissolution.
We certify under th3 p3nalties of Section 4150-158, Hawaii Revised Statutes, that wo have read the above statements
and that the same are trU3 and correct.
Witness our hands this 19th day of December , 19 88 .
Richard Koob-
(TypefPnr, a�llfx/orpp/a for)
fslpneNtof 1.007 cral0%)
Richard Franey,
q6
Stuart Warren-
(rype/Pfinf Nva of Incorporator)
�� WC)L' D�,�
JS gnatum of Incorporator)
CERTIFICATION BY THE SECRETARY OF
BIG ISLAND A.I.D.S. PROJECT
I HEREBY CERTIFY that I am the duly elected, qualified
and acting Secretary of the above-named non-profit corporation
and that the attached amended and restated By -Laws were duly
adopted by said corporation and are currently effective.
Date:
.'WIM
Arthur No t-Hopki s
Secretary
BY-LAWS OF
BIG ISLAND A.I.D.S. PROJECT
ARTICLE I
PURPOSES AND NON-PROFIT CHARACTER
SECTION 1.1. Purposes. The purpose of the corporation
shall be as specifically set forth in Article IV of the Articles
of Incorporation.
SECTION 1.2. Non -Profit Character. The corporation
shall be a non-profit corporation, and any net income or earnings
which may be derived from its operations, in pursuance of the
purposes of the corporation, shall not be distributed to any
director'or officer of the corporation but shall be used to
promote the purposes of the corporation.
ARTICLE II
PRINCIPAL OFFICE
SECTION 2.1. Principal Office. The principal office
of the corporation shall be maintained at such place within the
State of Hawaii, and the corporation may have other offices
within or without the State of Hawaii, as the Board of Directors
shall determine.
SECTION 2.2. Place of Meetinqs. All meetings of the
Board of Directors shall be held at the principal office of the
corporation, unless some other place is stated in the call. Any
meeting, regular or special, of either the Board of Directors may
rn7 47
J
be held by conference telephone or similar communication
equipment, so long as all directors participating in the meeting
can communicate with one another, and all such directors shall be
deemed to be present in person at the meeting.
ARTICLE III
BOARD OF DIRECTORS
SECTION 3.1. Election. There shall be a Board of
Directors of the corporation, to consist of not less than five
(5), nor more than fifteen (15) persons, of which up to two (2)
persons shall be members of the Client Caucus. The number of the
directors for the ensuing year shall be fixed by the directors at
each annual meeting, within the foregoing limitations. The
number so designated shall be elected by the out -going directors
at that annual meeting. The Board of Directors may, in its
discretion, provide for the election of directors by mail
immediately prior to the annual meeting rather than at the
meeting itself. Each director shall serve for a term of one (1)
year, until his successor is elected and qualified at the next
annual meeting.
SECTION 3.2. Annual Meeting. The annual meeting of
the directors of the corporation shall be held at such time and
on such day within ninety (90) days following the close of each
fiscal year as the Board of Directors shall designate, or, if the
Board of Directors shall not have designated such clay by the end
of May following the close of the fiscal year, the annual meeting
for that year shall be held at 5:00 p.m. on the third Wednesday
in the third month following the close of the fiscal year.
SECTION 3.3. Reqular Meetings. The Board of Directors
may establish regular meetings to be held in such places and at
1.
such times as it may from time to time by vote determine, and no
further notice thereof shall be required.
SECTION 3.4. Special Meetings. Special meetings of
the Board of Directors may be called at any time by the President
of the corporation or by any five (5) directors.
SECTION 3.5. Notice of Meetings. Except as otherwise
expressly provided, notice of any meeting of the Board of
Directors shall be given to each director (other than the person
or person's calling the meeting and other than the person giving
notice of the meeting) by the Secretary or by the person or one
of the persons calling the meeting, by advising the director of
the meeting by word of mouth, by telephone or by facsimile at
least twenty-four (24) hours before the meeting or by mailing
written notice to him at his residence address as shown on the
records of the corporation at least three (3) days prior to the
date of the meeting. Any director may, prior to, at the meeting,
or subsequent thereto, waive notice of any meeting in writing,
signed by him.
SECTION 3.6. Notice Unnecessary. The presence at any
meeting of any director shall be the equivalent of a waiver of
the requirement of the giving of notice of said meeting to such
director, unless the director attends only for the express
M
purpose of objecting to the transaction of any business because
the meeting was not lawfully called or convened.
SECTION 3.7. Quorum. A majority of the total number
of directors meeting in person or by means of a conference
telephone call in which all of the board can simultaneously hear
each other shall constitute a quorum to transact business, and,
in order to be valid, any act or business must receive the
approval of a majority of such quorum.
SECTION 3.8. Adjournment. In the absence of a quorum
at a meeting duly called, the President or a majority of the
directors present may adjourn the meeting from time to time
without further notice, and may convene or reconvene the meeting
when a quorum shall be present.
SECTION 3.9. Action by Consent. Any action by the
Board of Directors may be taken without a meeting if a written
consent thereto is signed by all the directors and filed with the
records of the meetings of the Board of Directors. Such consent
shall be treated as a vote of the Board of Directors for all
purposes.
SECTION 3.10. Permanent Vacancies. If any permanent
vacancy shall occur in the Board of Directors through death,
resignation, removal, or other cause, the remaining directors, by
the affirmative vote of a majority of all remaining members of
the Board, may elect a successor director to hold office for the
unexpired portion of the term of the director whose place shall
be vacant.
"!Y6
SECTION 3.11
Temporary Vacancies, Substitute
Directors. If any temporary vacancy shall occur in thcs Board of
Directors through the absence of any director from the State of
Iiz,4:aii or the sickness or disability of any director, the
remaining directors, whether constituting a majority or a
minority of the whole Board, may by the affirmative vote of a
majority of such remaining directors appoint some person as a
substitute director, who shall be a director during such
absence, sickness, or disability and until such director shall
return to duty or the office of such director shall become
permanently vacant.
SECTION 3.12. Proxies. Voting by proxy shall not be
permitted at any meeting of the Board of Directors or of any
committees, boards, or bodies created by the Board.
SECTION 3.13. Powers. The Board of Directors shall
manage the property and business of the corporation and shall
have and may exercise all of the powers of the corporation except
such as are reserved to or may be conferred from time to time by
law or by the Articles of Incorporation and any amendments
thereto or by the By -Laws upon the directors of the corporation.
SECTION 3.14. Committees. The Board of Directors may
create and appoint such general or special committees of any kind
as the business of the corporation may require and define the
authority and duties of such committees; except that such
committees shall not have the power to fill vacancies in the
rri S-/
Board of Directors, or any such other powers as may be reserved
to the Board of Directors by statute or otherwise.
SECTION 3.15. Gifts and Contributions. The Board of
Directors may accept on behalf of the corporation any
contribution, gift, bequest, or devise for the general purposes
or for any special purpose of the corporation.
SECTION 3.16. Procedure. The Board of Directors shall
fix its own rules of procedure which shall not be inconsistent
with these By -Laws.
ARTICLE IV
OFFICERS AND MANAGEMENT
SECTION 4.1. Appointment, Term, Removal. The officers
of the corporation shall be a President, one or more Vice
Presidents, an Executive Director, a Secretary, a Treasurer,.and
in addition thereto, in the discretion of the Board of Directors,
one or more Assistant Secretaries, one or more Assistant
Treasurers, and such other officers, with such duties, as the
Board of Directors shall from time to time determine. The
officers shall be elected annually by the Board of Directors at
the first meeting thereof after the annual or special meeting at
which the Board is elected and shall hold office at the pleasure
of the Board until the next annual meeting and thereafter until
their respective successors shall be duly elected and qualified.
Any person may hold more than one office provided that there be
at least two (2) persons as officers of the corporation. All
Officers shall be Directors of the corporation with the exception
of the Executive Director who shall not sit of the Board as a
Director. The Board of Directors may, in its discretion, from
time to time limit or enlarge the duties and porters of any
officer appointed by it.
SECTION 4.2. President. The President shall preside
at all meetings and shall insure that the will of the Board of
Directors is faithfully executed. This individual shall call all
meetings and appoint all committees, subject to the approval of
the Board of Directors. This person shall also serve as an ex -
officio member of all standing committees and committees with no
voting powers. The President shall also appoint an independent
auditor to verify financial records prior to the annual meeting.
SECTION 4.3. Vice President or Vice Presidents. The
Vice President or Vice Presidents shall, in such order as the
Board of Directors shall.determine, perform all of the duties and
exercise all of the powers of the President provided by these
By -Laws or otherwise, during the absence or disability of the
President or whenever the office of President shall be vacant,
and shall perform all other duties assigned to him or them by
the Board of Directors or the President. The Board of Directors
may designate one of the Vice Presidents as Executive Vice
President and the Vice President so designated shall be first in
order to perform the duties and exercise the power of the
President in the absence of that officer.
-SECTION 4.4. Secretary.
The Secretary shall attend
all meetings of the Board of Directors and shall record the
proceedings thereof in the minute book or books of the
corporation. He shall give notice, in conformity with these
By -Laws, of meetings of the Board of Directors. In the absence
of the President and the Vice President, or Vice Presidents if
more than one, he shall have the power to call such meetings and
shall preside thereat until a President pro tempore shall be
chosen. The Secretary shall perform all other duties incident to
his office or which may be assigned to him by the Board of
Directors or the President.
SECTION 4.5. Treasurer. The Treasurer shall have
custody of all of the funds, notes, bonds, and other evidences of
property of the corporation. He shall deposit or cause to be
deposited in the name of the corporation all monies or other
valuable effects in such banks, trust companies, or other
depositories as shall from time to time be designated by the
Board of Directors. He shall make such disbursements as the
regular course of the business of the corporation may require or
the Board of Directors may order. He shall perform all other
duties incident to his office of which may be assigned to him by
the President of the Board of Directors.
SECTION 4.6. Assistant Secretary and Assistant
Treasurer. The Assistant Secretary or Assistant Secretaries and
Assistant Treasurer or Assistant Treasurers, if elected, shall,
in such order as the Board of Directors may determine, perform
a4S`f
all of the duties and exercise all of the powers of the Secretary
and Treasurer, respectively, during the absence or disability of,
and in the event of a vacancy in the office of the Secretary or
Treasurer, respectively, and shall perform all of the duties
assigned to him or them by the President, the Secretary in the
case of Assistant Secretaries, the Treasurer in the case of
Assistant Treasurers, or the Board of Directors.
SECTION 4.7. Executive Director. The Executive
Director shall be the chief executive officer of the corporation.
He or she shall be selected by and report to the Board of
Directors. Subject to the directions and control of the Board
of Directors, the Executive Director shall:
(a) be in personal charge of the daily operations of
the principal office of the corporation;
(b)
have the
general
management, supervision,
and
control
of all of
the property, business,
and
affairs of the corporation, and exercise such
other powers as the Board may from time to time
confer upon him or her; and
(c) have the power to retain such persons or firms as
he or she deems necessary to render professional
services for the corporation.
(d) carry out all policies established by the Board of
Directors and advise on the formation of these
policies.
76 5S
(e) develop and submit to the Board of Directors for
approval a plan of organization for the conduct of
the corporation.
(f) prepare an annual budget showing the expected
revenue and expenditures as required by the Board
of Directors or its finance or executive
committees.
(g) supervise business affairs to ensure that funds
are collected and expended to the best possible
advantage.
(h) present to the Board of Directors, or its
authorized committee, periodic reports reflecting
the fundraising and financial activities of the
corporation.
(i) attend all meetings of the Board and serve on
committees thereof.
(j) prepare a plan for the achievement of the
corporation's specific objectives and periodically
review and evaluate that plan.
(k) perform other duties that may be necessary or in
the best interest of the corporation.
The Executive Director shall at all times keep the Board of
Directors fully advised as to all of the corporation's business.
SECTION 4.8. Absence of Officers. In the absence or
disability of the President and Vice President, or Vice
Presidents if more than one, the duties of the President shall be
M
SG
performed key such persons as may be designated for such purpose
by the Board of Directors. In the absence or disability of the
Secretary and of the Assistant Secretary, or Assistant
Secretaries if more than one, or of the Treasurer and the
Assistant Treasurer, or Assistant Treasurers if more than one,
the duties of the Secretary or of the Treasurer, as the case may
be, shall be performed by such person or persons as may be
designated for such purpose by the Board of Directors.
SECTION 4.9. Salaries. The salaries and compensation,
if any, of officers, agents, and employees shall be determined by
the Board of Directors.
ARTICLE V
REMOVALS AND VACANCIES
The Board of Directors may at any time, for or without
cause, remove from office or discharge from employment any
officer, subordinate officer, executive director, agent, or
employee appointed by it or by any person under authority
delegated by it. The Board of Directors may elect a successor
for any officer whose office becomes vacant for any reason.
ARTICLE VI
CLIENT CAUCUS
SECTION 6.1. Purposes. The purpose of the Client
Caucus shall be to facilitate communication between clients and
the Board of Directors. The Client Caucus will assist the Board
W
WA
on matters. -concerning client services, client needs, and client
priorities. The Caucus shall work toward:
a. improving the quality of life for clients;
b. facilitating communication between the clients,
Board, and Staff.
C. identifying problem areas within the corporation
and to suggest solutions to the Board to improve
operations and services;
d. making services more known and inviting to all
clients;
e. sensitizing Staff and Board to clients' needs.
SECTION 6.2.. Membership. Any client, and any legal
guardian of a minor, of the corporation residing on Hawaii island',
is automatically a member of the Client Caucus. Participation at
scheduled Caucus meetings is required if the client wishes to
become an active member of the Caucus. The Caucus shall consist
of no less than five (5) active members.
SECTION 6.3. officers. Officers of the Caucus shall
consist minimally of a Chairperson and a Recording Secretary.
Additional officers such as a Vice -Chairperson and a Treasurer
may also be elected if the Caucus deems it necessary. The Caucus
Chairperson shall not sit on the Board as the Caucus
Representative.
SECTION 6.4. Caucus Representatives to the Board of
Directors. Two (2) active Caucus members shall be elected by the
Caucus to serve as full, voting members of the Board. To be
0
eligible for consideration, the client must have attended at
least three (3) board meetings and have completed the volunteer
intake process.
SECTION 6.5. Elections. Elections for Caucus
Officers and Caucus Representatives to the Board, shall occur
during a regularly scheduled Caucus meeting at least one (1)
month prior to the Board of Directors' annual meeting.
SECTION 6.6. Term of Office. The term of office for
Caucus Officers and the Caucus Representatives to the Board shall
be one (1) year, commencing with the annual meeting of the Board
of Directors and ending on the date of the next annual meeting.
In the event of removal, resignation, disability or death of a
Caucus Officer or Caucus Representative to the Board, a
replacement shall be elected at the next scheduled Caucus meeting
to serve out the remainder of the term.
SECTION 6.7. Quorum. A minimum of five (5) Caucus
members shall be present at Caucus meetings in order to conduct
Caucus business. A simple majority of the Caucus members present
if required to pass a vote on any issue and elect Caucus Officers
and Caucus Representatives to the Board.
SECTION 6.8. Proxies. For absent active members, a
written Proxy will be accepted during the Call to Order of any
duly constituted Caucus meeting. The Proxy must state whether it
is (1) unrestricted, or (2) restricted to specific issues.
SECTION 6.9 b:eetings. Monthly meetings shall be
scheduled by the Caucus Chairperson. The meetings will be open
only to Caucus members and invited guests. Special meetings may
be called by the request of five (5) active Caucus members.
Notice of special meetings will be given to all Caucus members
seven (7) days prior to the meeting. The Chairperson shall
preside at all regular monthly meetings and any special meetings.
ARTICLE VII
CONTRACTS, CHECKS, DEPOSITS AND FUNDS
SECTION 7.1. Contracts.
(a) The Board of Directors may by general or special
resolution authorize the President and/or any other officer or
officers of the corporation to enter into any contract or to
execute and deliver any document, instrument, or writing of any
nature in the name of and on behalf of the corporation, and such
authority may be general or confined to specific instances.
(b) •No contract or other transaction between the
corporation and any other person, firm, corporation, association
or other organization, and no act of the corporation, shall in
any way be affected or invalidated by the fact that any of the
directors or officers of the corporation are parties to such
contract, transaction or act or are pecuniarily or otherwise
interested in the same or are directors or officers or members of
any such other firm, corporation, association or other
organization, provided that the interest of such director shall
be disclosed or shall have been known to the Board of Directors
authorizing or approving the same, or to a majority thereof. Any
CO.
6O
director of the corporation who is a party to such transaction,
contract, or act or who is pecuniarily or otherwise interested in
the same or is a director or officer or member of such other_
firm, corporation, associations or other organization, may be
counted in determining a quorum of any meeting of the Board of
Directors which shall authorize or approve any such contract,
transaction or act, and may vote thereon with like force and
effect as if he were in no way interested therein. Neither any
director nor any officer of the corporation, being so interested
in any such contract, transaction or act of the corporation which
shall be approved by the Board of Directors of the corporation,
nor any such other person, firm, corporation, association or
other organization in which such director or officer may be
interested or of which such officer or director may be a
director, officer or member, shall be liable or accountable to
the corporation, or to any stockholder or member thereof, for any
loss incurred by the corporation pursuant to or by reason of such
contract, transaction or act, or for any gain received by any
such other party pursuant thereto or by reason thereof.
(c) No contract or other transaction between the
corporation and any director of the corporation shall be amended,
modified, suspended, terminated, or otherwise altered in any
manner whatsoever by the corporation without, in each case, the
affirmative vote of not less than a majority of the directors
entitled to vote.
0
SECTION 7.2. Checks, etc. All checks, letters of
credit, drafts, or orders for the payment of money, notes, or
other evidences of indebtedness shall be signed by the President
and/or such other officer or officers of the corporation and in
such manner as shall from time to time be determined by general
or special resolution of the Board of Directors. In the absence
of such determination by the Board of Directors, such instruments
shall be signed by the President.
SECTION 7.3. Facsimile Signatures, The Board may from
time to time by resolution, provide for the execution of any
corporate instrument or document, including, but not limited to
checks, letters of credit, drafts, and other orders for the
payment of money, by a mechanical device or machine or by the
use of facsimile signatures under such terms and conditions as
shall be set forth in any such resolution.
SECTION 7.4. Funds. All funds of the corporation
shall be deposited from time to time to the credit of the
corporation in such banks, trust companies, or other depositories
as the Board of Directors may select.
ARTICLE VIII
INSPECTION OF CORPORATE RECORDS AND BY-LAWS
SECTION 5.1. Inspection of Corporate Records. The
books of account and the minutes of proceedings of the directors
shall be open to inspection upon written demand of any director,
at any reasonable time, and for a purpose reasonably related to
his intere"sts as a director
Demand of inspection other than at
a meeting shall be made in writing upon the President, the
Secretary, or any other officer designated by the Board of
Directors.
SECTION 8.2. Inspection of By -Laws. The corporation
shall keep in its principal office for the transaction of
business a copy of the By -Laws of the corporation as amended or
otherwise altered to date, which shall be open to inspection by
the directors at all reasonable times during office hours.
ARTICLE IX
LIABILITY AND INDEMNIFICATION
SECTION 9.1. Liability. No director, officer,
employee, or agent of the corporation and no heir, executor, or
administrator of any such person shall be liable to this .
corporation for any loss or damage suffered by it on account of
any action or omission by him as such director, officer,
employee, or agent if he acted in good faith and in a manner he
reasonably believed to be in or not opposed to the best interests
of this corporation, unless with respect to an action or suit by
or in the right of the corporation to procure a judgment in its
favor such person shall have been adjudged to be liable for gross
negligence or willful misconduct in the performance of his duty
to this corporation.
2*
63
SECTION 9.2. Indemnification
(a) The corporation shall indemnify each person who
was or is a party or is threatened to be made a party to any
threatened, pending, or completed action, suit, or proceeding,
whether civil, criminal, administrative, or investigative (other
than an action by or in the right of the corporation) because he
was a director, officer, employee, or agent of the corporation or
any division of the corporation, against expenses (including
reasonable attorneys' fees), judgments, fines, and amounts paid
in settlement actually and reasonably incurred by him in
connection with such action, suit, or proceeding if he acted in
good faith and in a manner he reasonably believed to be in or not,
opposed to the best interests of this corporation, and, with
respect to any criminal action or proceeding, had no reasonable
cause to believe his conduct was unlawful. The termination of
any action, suit, or proceeding by judgment, order, settlement,
conviction, or upon a plea of nolo contendere or its equivalent,
shall not, of itself, create a presumption that the person did
not act in good faith and in a manner which he reasonably
believed to be in or not opposed to the best interests of this
corporation and, with respect to any criminal action or
proceeding, had reasonable cause to believe that his conduct was
unlawful.
(b) The corporation shall indemnify each person who
was or is a party or is threatened to be made a party to any
0
6�
threatened=, pending, or completed action, suit by or in the right
of the corporation to procure a judgment in its favor because he
is or was a director, officer, employee, or agent of the
corporation or of any division of the corporation, against
expenses (including reasonable attorneys' fees) actually and
reasonably incurred by him in connection with the defense or
settlement of such action or suit if he acted in good faith and
in a manner he reasonably believed to be in or not opposed to
the best interests of this corporation, except that no
indemnification shall be made in respect of any claim, issue, or
matter as to which such person shall have been adjudged to be
liable for gross negligence or willful misconduct in the
performance of his duty to this corporation unless and only to
the extent that the court in which such action or suit was
brought shall determine upon application that, despite the
adjudication of liability but in view of all the circumstances of
the case, such person is fairly and reasonably entitled to
indemnity for such expenses which such court shall deem proper.
(c) To the extent that a director, officer, employee,
or agent of the corporation or of any division of the corporation
has been successful on the merits or otherwise in defense of any
action, suit, or proceeding referred to in paragraphs (a) and (b)
of this Section, or in defense of any claim, issue, or matter
therein, he shall be indemnified against expenses (including
reasonable attorneys' fees) actually and reasonably incurred by
him in connection therewith.
@!5 GS
(d) Any indemnification under paragraphs (a) and (b)
of this section (unless ordered by a court) shall be made by the
corporation only as authorized in the specific case upon a
determination that indemnification of the director, officer,
employee, or agent is proper in the circumstances because he has
met the applicable standard of conduct set forth in paragraphs
(a) and (b). Such determination may be made (1) by the Board by
a majority vote of a quorum consisting of directors who were not
parties to such action, suit, or proceeding, or (2) if such a
quorum is not obtainable, by independent legal counsel in a
written opinion to the corporation.
(e) Expenses incurred in defending a civil or criminal
action, suit, or proceeding may be paid by the corporation in
advance of the final disposition of such action, suit, or
proceeding as authorized by the Board of Directors in a
particular case upon receipt or an undertaking by or on behalf of
the director, officer, employee, or agent to repay such amount
unless it shall ultimately be determined that he is entitled to
be indemnified by the corporation as authorized in this Article.
(f) The indemnification provided by this Article shall
not be deemed exclusive of any other rights to which those
indemnified may be entitled, shall continue as to a person who
has ceased to be a director, officer, employee, or agent, and
shall inure to the benefit of the heirs, executors,
administrators, and personal representatives of such person.
K
(g) The corporation may purchase and maintain
insurance on behalf of any person who is or was a director,
officer, employee, or agent of the corporation or any division
of the corporation against any liability asserted against or
incurred by him in any such capacity or arising out of his status
as such, whether or not the corporation would have the power to
indemnify him against such liability under the provisions of this
Article. Any such insurance may be procured from any insurance
company designated by the Board.
ARTICLE X
ACCOUNTING YEAR
The accounting year of the corporation shall begin on
July 1 and end on June 30 or such other period as may from time
to time be established by the Board of Directors.
ARTICLE XI
AMENDMENT TO BY-LAWS
The By -Laws, and every part thereof, may from time to
time and at any time, be amended, altered, repealed, and new or
additional By -Laws may be adopted, by an affirmative vote of a
majority of the Board of Directors.
r.Jc\bia?byla.laW
/��e fo ki in C14US 1
BOARD SERVICE COMMITMENT PLEDGE
1 , recognizing the
important responsibility I am undertaking in serving as a member of the Board of Directors of the
Big Island AIDS Project, hereby pledge to carry out in a trustworthy and diligent manner the
duties and obligations in my role as a board member.
My Role
I acknowledge that my primary role as a board member is (1) to contribute to the defining of the
organization's mission and govern the fulfillment of that mission, and (2) to carry out the functions
of the office of board member and/or officer as stated in the bylaws.
My role as a board member will focus on the development of broad policies that govern the
implementation of plans and purposes of the Big Island AIDS Project. This role is separate and
distinct from the role of the executive director, who determines the means of implementation.
My Commitment
I will exercise the duties and responsibilities of this office with integrity, collegiality, and care.
I Pledge
1. To establish as a high priority my attendance at all meetings of the board, committees, and task
forces on which I serve.
2. To come prepared to discuss the issues and business to be addressed at scheduled meetings,
having read the agenda and all background material relevant to the topics at hand.
3. To work with and respect the opinions of my peers who serve on this board, and to leave my
personal prejudices out of all board discussions.
4. To always act for the good of the Big Island AIDS Project.
5. To represent the Big Island AIDS Project in a positive and supportive manner at all times and
in all places.
6. To observe the parliamentary procedures and display courteous conduct in all board,
committee, and task force meetings.
7. To refrain from intruding on administrative issues that are the responsibility of management,
except to monitor the results and prohibit methods that conflict with board policy.
i6s
To avoid conflicts of interest between my position as a board member and my personal life. If
such a conflict does arise, I will declare that conflict before the board and refrain from voting
on matters in which I have conflict.
9. To support in a positive manner all actions taken by the Board of Directors, even when I am in
a, minority position on such actions.
10. To agree to serve on at least one committee or task force, attend all meetings, and participate
in the accomplishment of its objectives. If I chair the board, a committee, or a task force, I
will:
a) call meetings as necessary until objectives are met;
b) ensure that the agenda and support materials are mailed to all members in advance of the
meetings;
c) conduct the meetings in an orderly, fair, open, and efficient manner;
d) make committee progress reports/minutes to the board at its scheduled meetings, using the
adopted format.
11. To participate in (1) Board Trainings as mandated by contracts, (2) agency events as
necessary or appropriate, and (3) board development workshops, seminars and other
educational events that enhance my skills as a board member and further the agenda of the
Big Island AIDS Project.
If, for any reason, I find myself unable to carry out the above duties with the best of my abilities, I
agree to resign my position as a board member/officer of the Big Island AIDS Project.
Board member signature
M
Date
`You're Invited.
WHAT: Seminar on Board Development, co-sponsored
by the East Hawaii Health and Human Services
Council (EHHHSC) and Hawaii Island United Way (HIUW)
WHO: Steven Bader, Executive Director, East Hawaii Coalition
for the Homeless, on "Essentials of Successful Boards"
Newton Chu, Esq., Director of the Firm and Managing Attorney, Hilo
office of Torkildson, Katz, Fonseca, Jaffe, Moore & Hetherington, on
"Fiduciary Duties: The Director's Role in a Non -Prof[ Corporation"
FOR WHOM:
All interested persons
WHEN:
Saturday, January 22, 8:00 a.m. to 12 noon -
WHERE:
UH -Hilo, Campus Center, Marriott Dining Room
COST:
$10. Includes refreshments and handouts.
Make check payable to- EHHHSC
Mail/deliver check and registration form below to:
HIUW, P. O. Box 745, Hilo, HI 96721 or
deliver to 29 Shipman Street, Rm 102.
REGISTRATION DEADLINE:
Thursday, January 13, 2000
SPECIAL ASSISTANCE: The site is accessible to disabled persons.
Requests for special assistance must be submitted at least one week in
advance of the seminar.
CONFIRMATION: If you mail or deliver your check, assume that you are registered for the
seminar.
QUESTIONS: Contact Paul Supp at 961-5536, Susan Labrenz at 935-7141,
Lee Lord at 935-2188, or Helen Hemmes at 935-6393.
------------------------------------------------- ---------------------
A1aiUdeliver to HIUW, P. O. Box 745, Hilo, HI 96711 with check jor 510 perperson.
Name: ! ��rJ f�� ! ..4°�(.� l�! //I��,C ��/// 71•�/ f
(PI ea3'e print.) Will be used for name tag. 5—r /',-
Address: t
Non -Profit Agency
rr
or Organization: i i L\ ! %rY-,y'-
Telephone: FAR:
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