HomeMy WebLinkAboutCOM 0934.002 2022-2024HOLEKA GORO INABA
Chairperson
MICHELLE M. GALIMBA
Vice Chair
CINDY EVANS
JENN KAGIWADA
MATT KANEALI'l-KLEINFELDER
ASHLEY KIERKIEWICZ
HEATHER L. KIMBALL
SUSAN L.K. LEE LOY
REBECCA VILLEGAS
HAWAPI COUNTY COUNCIL
LEGISLATIVE APPROVALS AND ACQUISITIONS COMMITTEE
County ofHawai'i
West Hawai'i Civic Center, Bldg. A
74-5044 Ane Keohokalole Hwy.
Kailua-Kona, Hawai'i 96740
DATE: September 12, 2024
TO: Heather L. Kimball, Chair
And Members of the Hawaii County Council
FROM: Dr. Holeka Goro Inaba, Council Member
Council District 8
SUBJECT: Submits draft documents for discussion regarding Communication No. 934.1
Regarding the upcoming Waiwai Nonprofit Grant cycle
Please see the documents attached and listed below for discussion with regard to Communication
No. 934.1 as it related to the work of the Waiwai nonprofit grant ad hoc committee that was
created on July 23, 2024, via Communication No. 934 regarding the upcoming County Waiwai
Grant cycle.
• Recommendations Report of the Permitted Interaction Group on County Waiwai Grants
• FY 2025-2026 Waiwai Grant Application DRAFT
• FY 2025-2026 Waiwai Grant Application Logic Model Reference
• FY 2025-2026 Waiwai Grant Application Scoring Rubric DRAFT
• Guidelines for the Use of Grant Funds: Waiwai Grants -in -Aid DRAFT
• FY 2024-2025 Waiwai Six -Month Progress and Final Reports DRAFT
• FY 2024-2025 Waiwai Report Budget Form DRAFT
The information to be presented by the ad hoc committee is within the scope of the permitted
interaction group as was created:
1. To evaluate and review the 2024-2025 application process; and
2. To discuss and provide recommendations for improvements to the 2025-2026 application
process; and
3. To develop a scoring rubric for the 2025-2026 application process; and
4. To make recommendations on the six-month progress and final reports and review
processes. Comak. N�FE_
HGI.jv.wpb Ref. To:
Ref. Date 2024
Recommendations Report
Of the Permitted Interaction Group on County Waiwai Grants
Communication No. 934, transmitted by Vice Chair Dr. Holeka Goro Inaba, dated July 2, 2024,
established a permitted interaction group for the County Waiwai grants program. The group met
on August 30, 2024, to discuss various improvements and developments. These
recommendations are put forward for consideration and discussion.
1. Recommendations for Improvements to the 2025-2026 Application Process
The group emphasized the importance of ensuring that all components of the grant
application are included as part of the contract. There was a discussion on clarifying the
distinctions between the missions of fiscal sponsors and the programs they support.
Additionally, the group focused on enhancing training and resources to prevent errors in the
application process, particularly concerning the logic model, required forms, and requested
expenses. The need for standardizing the budget template across grant programs was also
considered, along with the need for pre -determined funding priorities and clear definitions
for budget categories. It was proposed that administrative and overhead costs be defined as
expenses that would be incurred by the organization, regardless of a specific program or
service being offered by the organization.
To address these points, the group proposed incorporating language into the Certificate of
Understanding to clarify that all parts of the application are part of the agreement. They
recommended revising the application to include a separate question addressing the mission
of programs under fiscal sponsors. The development of new training materials on allowable
and unallowable expenses was suggested, along with a revamp of existing resources. The
budget template was to be improved to include descriptions for income sources and expenses,
a line for administrative and overhead costs, and provisions for applicants to self -determine
the allowability of grant requests.
2. Scoring Rubric for the 2025-2026 Application Process
The group stressed the need for alignment with the application and accessibility to applicants
before the application period begins. It was recommended that the lowest possible rating on a
6-point Likert scale be a zero score for deficient application responses. Furthermore, the
inclusion of a subjective metric to assess programs based on community priorities was
suggested. The action items included revising the scoring rubric for alignment and scale,
adding a notes section for reviewers, detailing scoring criteria for the logic model,
sustainability plan, and budget, and incorporating a +/- 5% bonus section for addressing
underserved needs. Additionally, training on the revised rubric and scoring was proposed for
reviewers
3. Recommendations on Six -Month Progress and Final Reports and Review Processes
Regarding six-month progress and final reports, the group highlighted the need for clear
budget sheets in reports and discussed clarifications on program funding, administrative
costs, and reporting requirements. To address these issues, the group proposed developing a
budget template for grantees to track awarded versus actual funds and circulating six-month
and final report templates with upcoming grant contracts.
FY 2025-26 Application Form
The purpose of the County of Hawai'i Nonprofit Grants -in -Aid (Waiwai Grants) is to support qualified
nonprofit organizations to carry out programs or services that yield direct benefits to the public and
accomplish public purposes within the County of Hawai'i.
This grant is coordinated by the Hawai'i County Council in partnership with the Department of Finance.
A sum of at least $2.5 million is available on an annual basis through this grant program.
Applications will be accepted and can be modified/corrected until submitted to the County of
Hawaii. The deadline for submission is 11:59 PM HST on January 31, 2025. What you submit
electronically is what the County of Hawaii will receive. Applicants are responsible for ensuring all
documents and information provided are complete and accurate before submission. Errors, missing
documents, and/or other noncompliance areas will result in your application's immediate
disqualification. We urge you to review your submission with extreme care. To resolve any technical
problems you might encounter, we encourage you to begin the application process as soon as possible.
Each organization is permitted to submit a total of two applications. Each application is limited to a
request of up to $50,000. Applications submitted through a nonprofit fiscal sponsor are not counted
towards the sponsoring organization's two limit application limit.
Any application shall be disqualified if:
• Travel funding for training/conferences is requested.
• The total score of the application is less than 70%.
• Administrative and overhead costs exceed 10% of the total application request. Administrative
costs are those incurred by grant recipients or sub -recipients in support of the day-to-day
operations of their organization. These overhead costs are the expenses that are not directly
tied to a specific program purpose.
IMPORTANT NOTICE:
Please ensure that you provide the correct email address to save your application progress before
submission. Upon saving your application progress (before submittal), you will receive an email
containing a link to take you back to your application. Do not lose or delete that email. The link that is
provided cannot be retrieved or duplicated by our system. If your application is in progress and your
link is lost, you will have to start the application process over.
For questions regarding documents required to be submitted with your application, contact:
Lisa Tada, Budget Specialist, at (808) 961-8489.
For questions regarding the preparation and submission of the application or concerning the overall
grant process, contact Jessica Valdez at jessica.valdez@hawaiicounty.gov or 808-961-8387.
***BEGIN NEW SECTION —"Contact °***
Contact Information
Organization/Contact Information
1. Nonprofit Organization Name (As KAppears onIRS Forms)
%. Nonprofit Organization Mailing Address
Street Address
Address Line 2
City State/Province/Reg/on
PostokZ/P[nde Country
3. Nonprofit Organization Physical Address (if different from above)
Street Address
Address Line J
City State/Province/Reg/on
PostokZYP[ode Country
Nonprofit Organization Director
4. Title Suffix
First Name Lost Name
Contact Person for Grant Correspondence
This person will be the primary point of contact for all communication related to this grant proposal
and award.
5. Title Suffix
First Name Last Name
6. Phone Number for Contact Person for Grant Correspondence
7. Email Address for Contact Person for Grant Correspondence
8. Are you serving asafiscal sponsor for this application?
o Yes o No
***BfGINhUEWSECT7ON— °***
Progranm/SerwiceInfmrn,ation
1. Program/Service Name
2. Number of years the program/service you are applying for has been in operation.
3. Has your organization submitted, or does it plan to submit, two Waiwai Grant applications for a
pro0ram/semiceon its own behalf? Please note that applications submitted through
nonprofit fiscal sponsor do not count toward your organization's two -application limit.
o Yes o No
�
(Note for the programmer: Only allow question #4 to be prompted if the applicant selects "Yes"' for
question #3.)
4. Please name which program/service your organization is applying for under the Waiwai Grant
that you consider the highest priority for funding.
5. For the program/service for which you are applying, do you currently have or anticipate having
any other contracts/agreements with any other department of the County of Hawai'i during
the fiscal year ofthis grant cycle (July 1,2O2G'June 3O,2O26\?
o Yes o No
6. if you answered "yes" to the previous question, please tell us with what department and briefly
describe the contract/agreement deliverables.
7. Have you previously applied for and received a County Nonprofit Grant Award within the last
five years?
o Yes o No
8. If you answered yes, please complete this table:
Program/Service Name
Amount of Grant Award
9. Select all areas of Hawai'i Island where the program/service will be administered, delivered,
and implemented.
F]Puna F-]H5m5kua [—lNorthKona
F� F� [�
�_/SouthHi|o North ��5outhKona
10. If multiple boxes were checked in the previous question, please briefly describe your capacity
and plan to outreach to those geographic areas.
11.Identify the age group ofthe target audience(s) the program/service will serve.
F-1 Infancy (0-3) 0 Play Age (3'5) F-1 School Age (6-11)
[:] Adolescence (12-17)oYoung Adulthood (1O-39) F1Middle Adulthood (40-59)
F—lKupuna(GO+)
12. Identify the primary services oractivities tobeprovided.
Educational concerns [—lCu|tureandthearts
Needs ofthe poor E:]Victims ofHealth orSocial Crises
Youth R Aged
F-1victims ofCrimes F-1Physical/Emotional Disabilities
F� Public health and welfare of the people and the environment
|nyears past, applicants were asked to provide the County with an amount needed to advance their
program orservice. The County receives more than 200 applications for grants-in-aid each year,
resu|tinginnear|yeveryapp|icantgettinAa"s|ice"ofvvhattheyrequestedandsornebeingunab|eto
advance ontheir proposal. VVerecognize this grant isasmall piece ofyour larger operation. So,
please identify a realistic amount that accurately reflects your need to carry out your program or
service. Be thoughtful in what you need as'the County will make a yes/no determination on the
amount you are applying for.
13. Identify the amount of funds you are applying for. Must be equivalent to or less than your
estimated expenditures.
o $25,000
n $30,000
o $35,000
o $40,000
o $45,000
o $50,000
***8EG/NNEW SECTION - K]HARGE& Ripple **
Tracking CHANGE & Ripple Effect
CHANGE Framework Sections: Please select indicators from only ONE sector ofthe CHANGE
framework that best applies to the program/service you are requesting funds for (Community &
Economy, Health &VVeUness, Arts& Culture, Natural Environment, 6overnnnent& Civics, or
Education). Donot select indicators from more than one sector.
(Note for the programmer: Allow only one section to be selected.)
1. Does your program/service advance any of the following?
o Community & Economy Sector
o Health & Wellness Sector
o Arts & Culture Sector
• Natural Environment Sector
o Government & Civics Sector
• Education Sector
Community & Economy Sector
Your program/service works to build a diverse and growing economy that allows people to earn
incomes and build assets while also affording opportunities for quality of life.
2. Community & Economy - Select all indicators that apply to your program/service.
[-1Diversifies economy F-1Builds income, wealth, assets
[-]|noreaseshousing security/affordability [-1Reduces oraddress the cost ofliving
Builds community network F-1 increases community safety
[l increases community capacity to adapt and/or be self-sufficient
Health & Wellness Sector
Your program/service works to provide access to care that improves the quality of life on Hawai'i Island
and keeps 'ohana safe and thriving.
Health & Wellness ' Select all indicators that apply toyour proQnam/service.
F-
|Addressesphysidanshortages Reduces healthcare costs
[-1 increases access to nutrition Provides resources for kupuna care
[-]Addresseschildhood poverty [-lProvides services for at -risk youth
R|nnprovesaccess tu mental/behavioral health services
Arts & Culture Sector
Your program/service cultivates Howmi?xrich culture and arts, which enriches the social, economic,
and physical elements of community.
4. Arts&Culture -Select all indicators that apply tnyour progranvsenice.
F]Supportsarts education for youth RPromotes Native Hawaiian Culture
| Provides access and opportunities to participate and practice arts and culture
��Supports economic opportunities inthe arts
Natural Environment Sector
Yourprogrann/sprvice works to protect and preserve our natural resources and to keep Hawmil
Natural Environment - Select all indicators that apply to your program/service.
Fl Builds resilience toclimate change [—1 Promotes renewable resources
[—] Reduces dependency onfossil fuels F—lProtectswater resources
[-1Promotes local food resources and security ElProtects biodiversity
[-1Protects watersheds and important natural environments
F-1Protects reef and ocean health
Government & Civics Sector
Your program/service works to position Hawai'i as a model for local and global civic responsibility and
collaborative policy development.
6. Government & Civics-SelectaUindicators that apply to yourprogram/senvice.
F-1Builds community volunteerism FlHelps todevelop community leaders
[—\ Increases voter participation F7 increases civic engagement
F-1Promotes government transparency F-7Builds trust ingovernment
| |Prornotescornmunityinveutment
Education Sector
Your program/service works to educate the next generation properly so we can hope to find solutions
to our most persistent and disruptive challenges.
l Education - Select all indicators that apply toyour prograrn/senvioe.
[—1 Reduces truancy 1:1 Increases earning potential
F� Increases high school graduation rate F-1 Increases literacy
F-1Increases access tnSTEAM education [—1Provides workforce development
1-1Improves access topost-secondary education
[—] increases quality and access toearly childhood education
***BEGIN NEW SECTION - "Program/Service Details"***
Please keep in mind that character counts include punctuation and spaces. Note: organizations are
required to have at least one year of experience with the proposed program/service OR can
demonstrate sufficient expertise.
1. Provide the nonprofit organization's mission statement.
2. If this application is for a program/service using a nonprofit organization as a fiscal sponsor,
provide the mission statement of the organization carrying out the program/service.
3. In 500 characters, provide a brief narrative about your organization's experience, knowledge,
and capacity to carry out the proposed program/service.
4. In 1,000 characters, briefly describe the program/service you are seeking grant funds for.
***BEG/NNEW SECTION — O8jectiwes& ce°***
Program/Service Objectives & Performance
The next set of questions will provide grant application reviewers a clear sense of what your proposal is
designed to accomplish and what is needed toget there. Please keep in mind that character counts
include punctuation and spaces.
1. In 1,000 characters, explain the community need the program/service intends to fulfill.
Evidence (data/oitatiuns) documenting the need must beprovided.
2. |nbullet form, describe the ways your program/service advances the CHANGE category you
selected? (500 character limit)
Please reference the table below when filling out the following questions:
LOGIC MODEL for
INPUTS
ACTIVITIES
OUTPUTS
MEASUREABLE OUTCOMES
What resources do Dyau
What major things will you
What q—til7ableres.1ts will
What are the measurable outcomes for the puDbficond
need to carry out activities
do to achieve your
your activiti� achieve In
participants based on your activities?
to achieve outputs?
indicators?
order to meet Indicators?
^ Click or tap here to
enter inputs.
~ /nuudem-mna
services, contributions.
Examples:
° 1program m=namer'
50mFTE (20hrs/wk
° zprogram staffers —
1o0%rre(4oxrs/wW
° Clickmtap hereto
enter activities.
° What will your program
do?
Exmmoles�
, 2-mm,mmmunxv
awareness workshop
. Local school
presentations
, Click or tap here to
enter outputs.
° Outputs usually begin
with anumber and
correlates with ^
specific activity,
= 4commun/ty
awareness workshops
conducted. Ave.
�
� auermanceop*o
SHORT-TERM
, Click aruap here to
emer^m,rt-term
meaummeoutcnme5,
" What are the
immediate changes
that will occur within
the following weeks
and months?
# After attending the
LONG-
TERM
° Click "/ tap here to
enter medium to long-
term measurable
outcomes,
, what are the intended
changes that will occur
vwm/nthe following
years and decades'
ExarnpW
8. Input
in bullet form, what resources do you need to carry out the activities to achieve outputs?
4. Activities
In bullet form, what major things will you do to achieve your indicators?
S. Outputs
In bullet form, what quantifiable results will your activities achieve to meet indicators?
6. Measurable Outcomes
in bullet form, what are the measurable outcomes for the public and participants based on
your activities?
7. In bullet form, describe a sustainability plan to support the proposed program beyond the
grant period 1oinclude:
a. One or more strategies to be implemented,
b. If any, who the sustainability partner(s) is/are (and their roles/responsibilities),
c. Any other business planning efforts to be undertaken and
d. Significant challenges and/or barriers you anticipate encountering (or are
encountering) and how the program/service will address those challenges/barriers.
***BEGIN NEW SECTION — "Program/Service Budget"***
Program/Service Budget
Complete the program/service budget, which clearly identifies how your organization will utilize the
grant funds being sought.
Program/Service Income
CASH Anticipated Committed Total Income Income
Description
Waiwai Grant
$0.00
$0.00
$0.00
Awa rd
Applicant
$0.00
$0.00
$0.00
Organization
Other Funding
Sources (list):
$0.00 1 $0.00 1$0.00
Add
TOTAL 1$0.00 $0.00 $0.00
IN -KIND Anticipated Value Committed Value Total Income
CONTRIBUTION
al is
List type of
contribution
Add
M91
TOTAL
1 $0.00
$0.00
$0.00
INCOME TOTAL
1 $000
$0.00
$0.00
Proeram/Service Expenses
Allowable
EXPENSE Grant
Expense?
A.
Administrative/
Overhead (list):
Waiwai Grant Other Sources Total Expense Expense
Description
LI 1 $0.00 1 $0.00 1 $0.00 _ I
Add
TOTAL $0.00 $0.00 $0.00
B. Salary and
Waees (list):
Ll 1 $0.00 1 $0.00 1 $0.00 1 1
Add
TOTAL $0.00 $OA0 $0.00
C. Professional
Fees (list):
Add
TOTAL $0.00 $0.00` $0.00
D. Operations
Add
E.Supp|ies
Add
TOTAL $0.00
F.Equipnnent
Add
Add
*Administrative/overhead expenses are limited to 10% of the total Waiwai grant request.
***BEGIN NEW SECTION —"Forms to Review and Sign"***
Forms to Review and Sign
When uploading your file, please be sure that all fields are complete and that it is the correct and final
document.
1. Please review and upload a signed copy of the Certificate of Understanding.
Complete the Agency and Program Name at the top of the form. Do not complete one
form and use it for multiple applications. Ensure that the Program Name on the
uploaded document is consistent with the program within the application.
2. Please review and upload a signed copy of the County of Hawai'i Disclosure Form.
Complete the Agency and Program Name at the top of the form. Do not complete one
form and use it for multiple applications. Ensure that the Program Name on the
uploaded document is consistent with the program within the application.
***BEGIN NEW SECTION— "Required Organizational Documents"***
Required Organizational Documents
Each document section will allow for only one file to be uploaded. Please combine all documents for
each section into one file for that document type (ex. two years financials must be scanned into one file
for upload). When uploading your files, please be sure that it is the correct and final document. All
required documents must be in the current organization name or supporting documents provided with
the name change(s) filed with the Department of Commerce & Consumer Affairs (DCCA).
"Note: Corporate/Board resolutions, minutes, and other documents of this nature submitted as a
requirement must indicate that the policy was adopted at a duly noticed meeting on a specified date
and be signed and certified by an authorized member of the Board.
1. Upload your Proof of Authorization (Bylaws, Resolution, etc.) for binding signature. Must be
authorized by Board to sign contracts.
2. Upload copies of your Annual Financial Statements for the two most recent years. You are
required to provide Financial Statements (Comprehensive Profit & Loss Statement, or better,
required; Audited Statements, if available) from the two most recent years. They must reflect
financial operations within the past three-year period (1/1/2022—12/31/2024). The preparer's
name, title, address, and signature must appear on the statement. If not prepared by a
licensed CPA, it must be signed by the Executive Director or authorized member of your
organization (title must be indicated, with an explanation to certify accuracy).
• A waiver may be granted to provide (a minimum of) one year's information if the
organization's date of incorporation is after January 1, 2023.
• Financial statements for both years must fall completely within the three-year period.
• If your organization does not have two years of audited statements that fall within the
three-year period, it is acceptable to submit one year of audited statements and a
Comprehensive Profit & Loss Statement or better for the second year.
• If your organization does not have any audited statements within the three-year
period, it is acceptable to submit a Comprehensive Profit and loss Statement, or better,
for both years.
3. Upload a copy of pages 1 and 2 of your most recent IRS Form 990 filing. Provide the filing
receipt if you filed the electronic (e-Postcard) version (990N). Must be for a period ending
within the past 24 months (the filing period end date must be after January 31, 2023).
• Copies marked as drafts are not acceptable. Submissions must be copies or
confirmation of documents filed with the IRS.
4. Upload a copy of your organization's IRS letter of determination verifying the agency's IRS
501(c)(3) tax-exempt status.
Upload a copy of your Articles of Incorporation. This must have the signature of the Executive
Director or highest-ranking member of the organization (title must be indicated, with an
explanation to certify validity). This signature may be from the initial incorporation documents
or by the current Executive in charge if these are unavailable.
• Include all name change documents filed with the DCCA if applicable.
• Include copies of the Application for Certificate of Authority for Foreign Corporation
filed with the DCCA if applicable (a Foreign Nonprofit Corporation is a corporation not
for profit organized under laws other than Hawaii state laws).
6. Upload a copy of your organization's current Bylaws. This must have the signature of the
Executive Director or highest-ranking member of the organization (title must be indicated, with
an explanation to certify validity). This signature may be from the initial documents of Bylaw
adoption or by the current Executive in charge if these are unavailable.
7. Upload a copy of your organization's nepotism clauses (either contained in Bylaws or
organization policies).
• The nepotism clause must be a policy prohibiting nepotism. Providing only a definition
of "Nepotism" is not acceptable.
• The document must clearly state where the policy is contained within the
organization's policies.
8. Upload a copy of your organization's conflict of interest clauses (either contained in Bylaws or
organization policies).
• The Conflict of Interest clause must apply to the Governing Board and any other
member in a position of authority.
• The Conflict of Interest clause must indicate the organization's policy on managing
potential conflicts of interest. Providing only a definition of "conflict of interest" is not
acceptable.
• The document must clearly state where the policy is contained within the
organization's policies.
***BEGIN NEWSECTION— "Acknowledgements"***
Acknowledgments
1. Do you give the County permission to share information contained in your application with
other County Departments and philanthropic groups to increase possible funding opportunities
for your organization?
o Yes o No
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E
FY 2025-2026 Waiwai Grant Scoring Rubric
All Council Members shall have the opportunity to evaluate all applications forwarded by the
Finance Department. All scores shall be submitted to the Chair of the permitted interaction
group. Any application scoring an average of less than 70% shall not be recommended for
funding.
Regardless of the award amount, any organization receiving Waiwai Grant funding must meet
the outputs and outcomes proposed in its original application.
1. Program/Service Sort Order Number:
Program/Service Details
2. The mission statement(s) is clear and relevant to the specific program/service seeking
funding.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0)
Disagree 2)
Agree 3)
Agree (5)
3. Notes:
4. The brief narrative provided evidence of organizational experience, knowledge, and
capacity to carry out the program/service in terms of scale, target population, and area of
impact.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
A ree 3
Agree 5)
5. Notes:
6. The program/service needing funding is described clearly and comprehensively, aligns
with the objectives of the Waiwai Grant program, demonstrates direct benefits to the
public, and accomplishes public purposes within the County.
Strongly
Somewhat
Somewhat
Strongly
Disagree 0)
Disagree (1)
Disagree 2
Agree 3
Agree (4)
Agree 5
7. Notes:
Program/Service Objectives and Performance
8. The community need the program/service is designed to fulfill is demonstrated and
supported by evidence such as data and citations.
Strongly
Disagree (1)
Somewhat
Somewhat
1
Agree (4)
Strongly
Disagree 0
Disagree 2)
Agree 3)
Agree 5
9. Notes:
10. How the program/service will advance the applicable CHANGE category has been
clearly and comprehensively explained in bullet form.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
Agree 3
Agree 5
11. Notes:
12. The inputs are identified with specific quantities and types of resources and aligned with
the program/service.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
Agree 3
Agree 5
13. Notes:
14. The activities are clearly outlined, feasible given the identified inputs, and aligned with
the program/service.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
Agree 3
Agree 5
15. Notes:
16. Outputs specify quantifiable results directly linked to the program/service's identified
activities.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
Agree 3
Agree S
17. Notes:
18. Outcomes are identified and measurable and demonstrate the program/service's lasting
impact on the public and participants.
Strongly
Somewhat
Somewhat
Strongly
Disagree 0
Disagree (1)
Disagree 2
Agree 3
Agree (4)
Agree 5
19. Notes:
20. The proposed strategies for sustaining the program/service beyond the grant period are
clear and comprehensive and demonstrate a viable path to long-term success.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
Agree 3
Agree 5
21. Notes:
22. The identified sustainability partners and their roles/responsibilities are clearly defined
and are aligned with supporting the program/service's ongoing needs.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
Agree 3
A ree 5
23. Notes:
24. The business planning efforts described are clear and comprehensive and effectively
support the program/service's sustainability and growth beyond the grant period.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2)
Agree 3
Agree 5
25. Notes:
26. The anticipated challenges and barriers are identified, and the strategies to address them
are practical and well -thought-out.
Strongly
Disagree (1)
Somewhat
Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
Agree 3
Agree 5
27. Notes:
28. Income sources are delineated and described in detail.
Strongly
Somewhat
Somewhat
Strongly
Disagree (1)
Agree (4)
Disagree 0)
Disagree 2
Agree 3)
Agree 5
29. Notes:
30. Income sources are aligned with the program/service's description and logic model,
demonstrating how each source supports the program's goals and objectives.
Strongly
Somewhat
Somewhat
Strongly
Disagree 0
Disagree (1)
Disagree 2
Agree 3
Agree (4)
Agree 5
31. Notes:
32. Line item expenses from all income sources are detailed, specific, and categorized
appropriately.
Strongly
Disagree (1)
Somewhat
I Somewhat
Agree (4)
Strongly
Disagree 0
Disagree 2
Agree 3
Agree 5
33. Notes:
34. Line item expenses align with the program/service's description and logic model, with
each expense supporting the program's goals and objectives.
Strongly
Somewhat
Somewhat
Strongly
Disagree 0
Disagree (1)
Disagree 2
Agree 3
Agree (4)
Agree 5
35. Notes:
3 6. Each line item expense includes a description that justifies the necessity of the cost in
supporting the program/service as it relates to yielding direct benefits to the public and
accomplishing public purposes within the County.
Strongly
� Disagree (1)
Somewhat
�
Somewhat
Agree
Strongly
Disagree (0)
Disagree (2)
Agree (3)
Agree (5)
37. Notes:
38. The budget reflects a reasonable allocation of the requested funds, considering the scope
and needs of the program/service, and ensures that the total Waiwai Grant expenses are
within the requested grant amount.
Strongly
Disagree (1)
Somewhat
Somewhat
�
Agree (4)
Strongly
Disagree (0)
Disagree (2)
Agree (3)
Agree (5)
39. Notes:
40. The overall budget demonstrates that the program/service can be feasibly carried out with
the proposed income, supporting all identified expenses.
Strongly
Somewhat
Somewhat
Strongly
Disagree (0)
Disagree (1)
Disagree (2)
� Agr e (3)
Agree (4)
Agree (5)
41. Notes:
Minimum Score: 0/100; 0%.
Maximum Score: 100/100; 100%.
Additional Questions
42. Bonus Question: Community Priority and Critical Need
To what extent do you feel the program/service proposed by the applicant addresses a
critical or underserved need in the County at this time?
o Essential: The program/service is highly critical and addresses an urgent,
underserved, or unserved community need. (+5%)
o Not Critical: The program/service is not critical or addresses a lower priority need
in the community. (-5%)
43. Notes:
44. Please indicate if the application should not be recommended for an award due to any of
the following reasons:
o Exceeds 10% for administrative/overhead expenses
o Request for travel for training/conference
o Request for capital improvements
o Not aligned with public purpose
o Risk of double-dipping
o Acting as a passthrough to multiple organizations
45. Notes:
Guidelines for the Use of Grant Funds: Waiwai Grants -in -Aid
The following guidelines are intended to ensure that public funds provided through the Waiwai
grant are used in accordance with the County of Hawai`i's standards and legal requirements.
While some guidelines are mandated by law, others are discretionary and made to align with
public purpose. This document outlines key considerations, but it is not exhaustive. Applicants
are encouraged to review their proposals carefully to ensure compliance.
Public Purpose Requirement
All grant payments made by the County to nonprofit organizations are intended to support
programs and services deemed by the County to be in the public interest. The County may only
grant an award when the program or service proposed in the grant application yields direct
benefits to the public and accomplishes public purposes within the County (§2-138, Hawaii
County Code 1983, 2016 Edition, as amended).
"Public purpose" means a benefit to, improvement of, or promotion of the interests of
educational concerns, culture and the arts, needs of the poor, youth, the aged, those with physical
or emotional disabilities, victims of crimes, victims of health or social crises, or public health and
welfare of the people and the environment (§2-136, Hawaii County Code 1983, 2016 Edition, as
amended).
Application and Funding Limitations
• Minimum Application Score: Applications receiving a total score of less than 70% will
not be recommended for funding.
• Program/Service Duplication: Organizations may not submit applications for the same
program or service serving multiple communities under this grant program.
• Application Limits: Each organization is permitted to submit a total of two applications.
Each application is limited to a request of up to $50,000. Applications submitted through
a nonprofit fiscal sponsor are not counted toward the sponsoring organization's two -
application limit.
• Double Dipping: Organizations should not seek County funding for the same expense
through multiple Waiwai grant applications or other County grants, as this would result in
being funded more than once for the same costs. While it is acceptable for shared or
overlapping expenses, such as administrative staff or operational costs, to appear in
multiple grants, allocating these costs proportionately to each program is crucial. Ensure
that each program's budget is separated and detailed breakdowns are provided to show
how expenses are divided to avoid duplication of funding. Contract deliverables for each
grant should also be distinct to prevent any confusion.
Unallowable Expenses
The following expenses are not eligible for funding under the County of Hawai`i's Waiwai
Grants -in -Aid program as they do not align with ensuring broad, equitable, and direct benefits to
the public:
Capital Improvements on Private Properties
Funds cannot be used for capital improvements unless authorized by law. This includes:
• Construction costs.
• Materials for construction.
• Insurance or securities tied to construction projects.
Sub -Grants, Scholarships, and Stipends
Funds may not be used for sub -grants, scholarships, or stipends that pass funds directly to
individuals or organizations.
Sub -granting or Pass -Through Funding:
Funds cannot be used for transferring money to another individual(s) or organization(s),
unless serving as a nonprofit fiscal sponsor.
• Direct financial awards, gifts, incentives, or prizes for individuals or groups are
prohibited.
Scholarships and Stipends:
• Scholarships are prohibited under all circumstances.
• Stipends cannot be used for participants where eligibility is not open to the public.
• Stipends cannot be used to pay for participation in the same program being funded by the
Waiwai Grant. Funds should be used to reduce program costs for all participants, not to
provide financial benefits to select individuals.
Purchase of Items for Specific Individuals
Funds cannot be used to purchase items intended for personal use by specific individuals or as
gifts.
Purchasing Items for Fundraising
Funds cannot be used to purchase items intended for resale in fundraising activities.
Personal Entertainment & Perquisites
Nonprofit organizations to whom any grant is awarded shall agree to not use any public funds for
purposes of personal entertainment or perquisites before receiving the grant (§2-138, Hawaii
County Code 1983, 2016 Edition, as amended).
"Perquisite" means a privilege furnished or a service rendered by an organization to an
employee, officer, director, or member of that organization to reduce the individual's personal
expenses (§2-136, Hawaii County Code 1983, 2016 Edition, as amended).
Patents, Publications, and Intellectual Property
Funds cannot be used for expenses related to creating or securing intellectual property, such as
patents or book publications, when the resulting item will financially benefit an individual or
organization beyond the program/service's duration.
Travel for Training/Conferences
Any application requesting funds for travel related to training or conferences will not be
recommended for an award.
Allowable Expenses with Restrictions
The following expenses are subject to restrictions under the County of Hawai`i's Waiwai Grant
Program. Each request will be assessed based on its direct public benefit and compliance with
guidelines.
- Administrative and Overhead Costs
No more than 10% of a grant may be used for administrative and overhead costs (§2-138,
Hawaii County Code 1983, 2016 Edition, as amended).
These costs refer to expenses that would be incurred by the organization, regardless of a specific
program or service being offered by the organization. Applications in which the administrative
costs exceeding 10% of the total grant request will not be recommended for an award.
General Liability Insurance
General liability insurance is only eligible for funding if an increase in coverage is directly
required by the program/service funded through the grant. In such cases, it will be classified as
an administrative/overhead cost.
Marketing and Advertising
Expenses related to marketing and advertising are eligible if they directly benefit the public and
align with the grant's public purpose. However, funds cannot be used for promotional activities
primarily intended for fundraising purposes.
Salary and Wages
Salary and wage expenses must be directly related to the program being funded. Salaries for staff
dedicated explicitly to the grant -funded program, such as program coordinators or field workers,
should be categorized as salary and wage expenditures.
However, if a role, such as that of an Executive Director, supports multiple programs or
organizational functions beyond the grant's scope, the application must specify the percentage of
time or amount of salary allocated to the program, including the percentage of position salary
and the total Full -Time Equivalent (FTE) per position funded by the grant.
Salaries for roles that support multiple functions should be classified as administrative/overhead
for the portion not directly tied to the program.
First Name
Contact Email *
example@example.com
Contact Phone *
(000) 000-0000
Please enter a valid phone number.
Total Waiwai Grant Award Amount ($)
e.g., 23
Last Name
Percentage of Waiwai Grant Award Claimed *
O 50%
0 100%
0 Other
Please click the link below to download the Waiwai Grant Report
Budget template.
Waiwai Grant Report Budget Template
Once completed, please upload the template using the prompt
Waiwai Grant Report Program Budget *
--------------------------------------------------
Browse Files ;
Drag and drop files here
----------------------------------------------------------------------------------------------------------------------------
List your program's activity outputs as outlined from your initial application and
indicate measurement of accomplishment for each. Please explain if there is a
more than 10% deviation +/-. *
Font Size.., Font Family. Font Forma
— —
List your program's short-term outcome measures as outlined in the Logic Model
from your initial application and indicate a quantative measurement of progress
for each. Please explain if there is more than 10% deviation +/-. *
_ = Font Size... Forst Family. Font Format ��a I§P �u
Please explain the progress of your program/project relative to your project
timetable and describe next steps. *
Please upload a photo or document to illustrate your progress towards meeting
your outcome measures and the public benefits derived from use of the County
of Hawaii Waiwai Grants -in -Aid funds: *
---------------------------------------------------------------------------------------------------------------------------
Browse Files
Drag and drop files here
Provide a short narrative describing the file you're submitting. *
Save
ACCESSIBILITY
Waiwai Grant Final Report FY 24-25
This final report is provided pursuant to the contract by and between the County
of Hawai'i as Grantor and the Organization named as Grantee.
All fields marked with * are required and must be filled.
Nonprofit Organization (Grantee) Name
Program Name
Contact Person Name for Report Correspondence
First Name Last Name
[)■ ■c]
Contact Person Email
example@example.com
Contact Person Phone
(000) 000-0000
Please enter a valid phone number.
Total Waiwai Grant Award Amount ($}
e.g., 23
Percentage of Waiwai Grant Award Claimed
O 50%
Q 100%
0Other
Please click the link below to download the Waiwai Grant Report
Budget template.
Waiwai Grant Report Budget Template
Once completed, please upload the template using the prompt
provided below.'
Waiwai Grant Report Program Budget
---------------------------------------------------------------------------------------------------------------------------
Program Budget Form: Income
County of Hawaii • Waiwai Grants -in -Aid
Organization Name:
Program Name:
CASH
Anticipated
Committed
TOTAL
Waiwai Grant Award
Applicant Program Budget:
Individual Contributions
$ -
$ -
Membership Fees
$ -
Earned Income
$ -
Current Cash Assets
Other Funding Sources:
$ -
TOTAL CASH INCOME
$ -
$ -
$ -
IN -KIND CONTRIBUTION
Anticipated
Committed
TOTAL
TOTAL IN -KIND
$ -
$ -
$ -
TOTAL PROGRAM INCOME
$ -
$ -
$ -
Program Budget Form: Expenses
County of Hawaii e Waiwai Grants -in -Aid
Organization Name:
Program Name:
EXPENSE
Proposed
Grant
Expense
Actual
Grant
Expense
Other Cash
Source
In -Kind
Contribution
TOTAL
Salary and Wages
$
Professional fees
$
Operations
$
Supplies
$
Equipment
$
$
TOTAL PROGRAM
EXPENSES
$
$