HomeMy WebLinkAboutCOM 0474.000 2000-2002
Nancy Pisicchio Tel: (808) 326-5684
CouncriMember •b~• b~r~'ae Fax: (808) 326-5697
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COUNTY COUNCIL
County of Hawai `i
Kona Council Office
77-6399 Nalani Street, Suite 104
Kailua-Kona, Hawaii 96740-8980 '
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January 11, 2002
1VIE1~®~iAN1~iJIVd -
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TO: James Y. Arakaki, Chair, and Council Members
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FROM: Nancy Pisicchio, Chai~~'~''~ ~ ;
Human Services and E _
c~ev~p e
SUBJECT: FY2002-03 Nonprofit Application and Grant Review Process
1. FY 2002-03 Nonproffit Applicatiion
Attached please find a copy of a newly developed application form for nonprofit organizations that apply
for county grant funds under the provisions of Chapter 2, Article 25, Hawaii County Code. The new
application was designed by the Legislative Auditor's Office to abbreviate a previously hefty application
package and to implement performance-based measurements in keeping with the grant-making evaluation
of such organizations as the United Way and the Hawaii Community Foundation.
The new grant application was reviewed by the Office of the Corporation Counsel. In a memorandum
dated October 23, 2001 Deputy Corporation Counsel Patricia K. O'Toole stated: "We see no problem
with the legality of the forms and the procedure proposed."
The new application has been provided to applicants in both hard copy and Microsoft Word diskette
formats. A "Nonprofit Grant Application's Submittal Checklist" has also been provided to applicants to
ensure the completeness of submissions and requested documentation. To facilitate the application
process, the Legislative Auditor's Office held two publicly noticed workshops for potential applicants on
November 13, 2001 in Hilo and November 14, 2001 in Kona. The new application -and its brevity -has
been well received by applicants to date.
This year, copies of signed applications received by the Department of Finance will be forwarded to all
Council members in the form of a spiral-bound booklet. All supporting (or pre-qualifying) documents
such as financial statements, current audit, IRS Forms 990 and 501(c)(3) tax-exempt verification, current
liability insurance certificate, articles of incorporation and by-laws will be maintained in the Department
of Finance, but shall be available for inspection.
As the Council annually awards grants, not purchase-of-service contracts, the application requests
estimated program expenditures in broad expense categories -salaries and wages, operations, equipment,
etc. In effect, the application acknowledges that a grantee has no specific obligation under our County
Code to expend grant funds in precise accordance with a proposed budget reviewed by the Council.
File ~'s. ,,.s„
Accordingly, the application puts more emphasis on each agency's (1) mission; (2) program objectives;
(3) prior year program highlights; and (4) quantifiable performance measures. For those nonprofit
organizations awarded grants, ayear-end expenditure report of County grant funds is required as specified
in Chapter 2, Article 25, §2-142.
2. Grant Review Process
As in past years, publicly noticed site visits to nonprofit applicants will be held on March 11, 12 and 13`n
HSEDC committee meetings for presentations by nonprofit organizations and Q&A by Council members
are scheduled on March 21, 2002 at 10:00 a.m. in Kona and April 1, 2001 at 10:00 a.m. in Hilo.
For clarification, I wish to carefully delineate the role of your HSEDC chair and support staff in
evaluating applications for County grants.
Chapter 2, Article 25, Section 2-139 (Procedure for awarding grants) states: "Site visits of nonprofit
organizations submitting complete applications maybe conducted by the Council and its designated staff,
as deemed necessary by the chair of the appropriate committee, after January 31 but prior to final action
on the operating budget by the council. Any site visitations shall be publicly noticed and conducted in a
manner that allows flexible councilmember participation and designated staff support."
Historically, the purpose of such site visits has been to inspect facilities, inquire about program objectives,
and clarify any information not readily understood upon summary review of the application.
Accordingly, a site visit is afact-finding undertaking, not a "meeting" or "decision-making" deliberation
of a board. However, in conducting site visits, it is necessary for Council members to thoughtfully
comply with relevant requirements of Chapter 92, Hawaii Revised Statutes, which states:
[92-1 .51 Permitted interactions of members.
(al Two members of a board may communicate or interact privately between themselves to gather
information from each other about official board matters to enable them to perform their duties
faithfully, as long as no commitment to vote is made or sought.
(b) Two or more members of a board, but less than the number of members which would constitute
a quorum of the board, may be assigned to:
(1) Investigating a matter relating to the official business of their board; provided that:
(A) The scope of the investigation and the scope of each member's authority are defined at
a meeting of the board; and
(B) All resulting findings and recommendations are presented to the board at a meeting of
the board; and
(C) Deliberation and decision making on the matter investigated, if any, occurs only at a duly
noticed meeting of the board held subsequent to the meeting at which the findings and
recommendations of the investigation were presented to the board; or
(2) Present, discuss, or negotiate any position which the board has adopted at a meeting of the
board; provided that the assignment is made and the scope of each member's authority is
defined at a meeting of the board prior to the presentation, discussion or negotiation......
(f) Communications, interactions, discussions, investigations, and presentations described in this
section are not meetings for the purposes of this part. [L 1996, c 267, §2]
For the purpose of assuring compliance with this section of Chapter 92, H.R.S., our HSEDC meeting of
January 23`d shall serve to notice "assignment" of the site visit study group convened by the Human
Services and Economic Development Committee.
In order that the Council satisfies the requirement to have less than a quorum of its members present at
any site visit, I request that each Council member provide me sufficient notice of your intent to
accompany our study group at any site visit(s) held during the period of March 11-13, 2002. With the
consent of the Chair and the Council, I wish to reserve the right to deny the presence of five or more
Council members at any site visit. Traditionally, this has never been a problem, as members have limited
their presence during this assignment.
All findings and corrected application information gathered by the site visit study group will be
assembled in a single communication to Council members prior to its committee meetings to hear
nonprofit applicant presentations on March 21 S` and April 1 S`
I hope this procedural clarification is helpful and welcome your support for its implementation.
NP/rf
Attachments
(Click horn and enter Agency Name)
(Click hero and enter I~rograrn Narne)
Agency ®irector:
i!liailing Address:
Facility/Site Address:
Phone iVumber: fax dumber:
Email Address:
Amount of bequest for County funds: $
Prior Year i=unding:
J9-00 00-01 01-02
$ $ $
Agency 9~iission Staterrrent:
Prograev~ iJescription:
(Please briefly describe the program for which you are seeking funding)
`Total budget and Position Count
Total Program budget dotal Program Position Count
fiotal Agency budget Total Agency Position Count
(Click hero and enter Agency Name)
(Click here and enter ~rograrn Narne)
Pr®grarr~ Objectives:
(basks or projects to be accomplished in specific, well-defined, and measurable
terms and that are achievable within a specific time frame. please number and
have al! objectives begin with a verb.)
1)
Pr®gram 9~ighlights:
(,4ccomplishments from the previous fiscal year. A/ease number and begin all
highlights with a verb.)
1)
Perf®rmance ~Aeasures
(Quantifiable indicators of public and consumer benefits from your program's
actions, and/or the number of goods or services your program produces.)
FY 200001 FY 2001 ~02 FY 2002-03
Actual budget estimate
(Click hero and enter e~gancy Narno)
(Click here and enter Program Name)
~rogra~ ~xpanditures
FY 2000-01 FY 2001-02 FY 2002-03
actual budget ~stirnate
Salaries and Wages
professional Fees
Operations
Equipnnent
Other*
Total
*Please explain in detail on separate sheet
Progra~rs Funding Sources
(List all sources of funding, including specific grants, fundraising events, etc.
relating to the program only)
revenue Source FY 2000-01 FY 2001-02 FY 2002-03
Actual budget estimate
fiotal
(Click hero and enter agency Name)
(Click here and enter grogram Name)
I (we) have read and understood all of the eligibility requirements; grant
conditions; award procedures; and records, reporting and fiscal accountability
requirements as mandated in Article 25, Sections 2-135 - 2-142.2, Hawaii
County Code, relating to Appropriation of funds to Nonprofit Organizations.
(we) hereby certify that information supplied herein including all supporting
documents is correct and that I (we) have the authority and ability to fully
administer the program(s) pursuant to law.
I (we) understand that information supplied herein shall be made public
according to Chapter 92F, Hawaii Revised Statutes.
Signature of Soard Rresident/Chair Date
Signature of executive Director Date
IUNSIGRI~D RR®P®S~4LS WILD N®l° ~E ACC~R~~®!
Completed applications should be returned via floppy disk* along with one (1)
signed hard copy of the application and one (1) copy of each of the following
required documents:
FINANCIAL STAT`~MENTS: Agency's past two (2~years annual financial
statements prepared by a qualified accountant and approved/signed by the
Executive Director; OR prepared and signed by a Certified Public
Accountant.
~ Cl1RREN~ AlJ®IT`: All nonprofit organizations must have had an audit
prepared by an independent CPA within the last three (3) years.
~ IRS FORM 990: Most current document for fiscal/calendar year.
~ `TAX-1=X~MPT VFRIFICa4.TION: IRS 501 c3 tax-exempt verification for
nonprofit organizations.
~ LIABILI'T'Y INSURANCE CERTIFICATE: Current and valid to include the
County of Hawaii as additional insured with a general liability of $1 million
and $50,000 for each occurrence. (New applicants should wait until the
County confirms grant award prior to submitting.)
~ ARTICLES OF INCORIaORATION: Signed and dated.
~ 13Y-LAWS: Signed and dated. Must contain specific clauses regarding
nepotism and conflict of interest.
*For agencies applying for funding of more than one program, please provide a
separate floppy disk and signed hard copy for each program. It is not necessary
to provide additional copies of the aforementioned required documents.
Your disk, signed hard copy and all required supporting documents must be
submitted to and received by the Department of Finance at the above address no
later than fi uesday, January 31, 2002 at ~:30pm. Please allow yourself sufficient
time to submit a complete application, as incomplete applications will not be
acce tp ed.
2
Nonpro#it Grant Application's Submittal Checklist:
(To ensure a complete packet is submitted, please go through each item on this checklist and verify its submittal and
its completeness. Include comment(s) if you're unable to submit requested documentation or to explain special
circumstances, financial cycle, etc. Return this checklist with your application.)
~ Disk containing Application.
Comments:
~ Application.
Comments:
Signed.
Supporting Documentation:
~ Annual Financial Statements.
Comments:
® Past 2 years
1) For Period:
2) For Period:
Prepared by qualified accountant and approved/signed by Executive Director OR
prepared/signed by CPA.
Current Audit (inde endent CPA within the past 3 years
Comments:
For Period:
~ IRS Form 990 (most current for fiscal/calendar year).
Comments:
For Period:
IRS letter verifying agency's tax-exempt status.
Comments:
Dated:
Liability Insurance Certificate (current & valid).
~gae Comments:
Expiration Date:
General Liability of $1 million and $50,000 for each occurrence.
Articles of Incorporation.
Comments:
Signed.
Dated:
B -laws.
Comments:
contains nepotism clause.
Q contains conflict of interest clause.
Signed:
Dated: