HomeMy WebLinkAboutCOM 0621.000 2004-2006 SV
FRF,D C. HOLSCHUH, M.D. ~p?!'•'~
~``b•'!W,, Phone No.: (SOS) 961-8264
Council Member W"~ Fax No.: (808) 96J-8912
. •.rf O!'N~~'
MAWAI`I COUNTYCO(1NCIL
County of Hawaii
Hawaii County Building
25 Aupuni Street , -
Hila. Hawaii 96720
December 30, 2005
MEMORAND(IM =
TO: Stacy K. Higa. Chair, and Council Members
FROM: Fred C. Holschuh, M.D., Chair
Human Services and Economic Development Committee
SUBJECT: FY 2006-07 Nonprofit Grant Review Process
This communication is to apprise Council Members, applicant nonprofit agencies and the public
of the upcoming grant review process undertaken by your Human Services and Economic
Development Committee.
1. FY 2006-07 Nonprofit Applications
As in past years, copies of signed and eligible applications received by the Department of
Finance will be forwarded to all Council Members in the forn~ 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.
2. Grant Review Process
Publicly noticed site visits/interviews with eligible nonprofit applicants will be held on March 16
and l7, beginning at 8:00 a.m. in the County of Hawaii Aupuni Center Conference Room (101
Pauahi Street, Hilo, Hawaii 96720) and March 23 and 24, beginning at 8:00 a,m. in the Kona
Council Office Conference Room (Kona Council Office, Kailua Trade Center, 75-5706 Hanama
Place, Suite 109, Kailua-Kona, Hawaii 96740).
]n order to maximize efficiency during the nonprofit grant review process, I would like to return
to the method of application review conducted prior to Fiscal Year 2005-06.
Comm. No~~_--
Ref, To: ,Q
~.~0---~b
Ref. Cate li`~'1~
~
~
Huwui'i County Ls An Equal Opportunity Provider And Employer
Before I make my recommendations regarding how I would like the site visit/interview phase of
the Grant Review Process to be conducted, I would be remiss if 1 did not address the general
provisions under which the site visit interview process is delineated:
Chapter 2, Article 25, Section 2-139 (Procedure for awarding grants) states: "Site visitations of
nonprofit organizations submitting complete applications may be 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 as needed, 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.
While conducting the site visits/interviews, Council Members must comply with Chapter 92-2.5,
Hawaii Revised Statutes, which states:
(§92-2.5] Permitted interactions of members. (a) 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 for the board, may be assigned to:
(1) Investigate 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;
(8) 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 def ned at a meeting of the board prior to the presentation, discussion or
negotiation.
(c) Discussions between two or more members of a board, but less than the number of members which
would constitute a quorum for the board, concerning the selection of the board's officers may be
conducted in private without limitation or subsequent reporting.
(d) Discussions between the governor and one or more members of a board may be conducted in private
without limitation or subsequent reporting; provided that the discussion does not relate to a matter over
which a board is exercising its adjudicatory function.
(e) Discussions between two or more members of a board and the head of a department to which the
board is administratively assigned may be conducted in private without limitation; provided that the
discussion is limited to matters specified in section 26-36.
(f) Communications, interactions, discussions, investigations, and presentations described in this section
are not meetings for purposes of this part. [L 1996, c 267, §2]
For the purpose of assuring compliance with subsection (1-A) of HRS Chapter 92, our HSEDC
meeting of January 19, 2006 shall serve to notice "assignment" of the site visit study group
convened by the Human Services and Economic Development Committee.
I am recommending this site visit study group to be comprised of the undersigned HSEDC chair,
HSEDC Vice Chair Jimmy Arakaki (or his designated representative) and Council Legislative
Assistants Jon Henricks, Amy Miwa and Susan Caseria.
This proposed site visit study group conforms to the requirements of HRS Chapter 92-2.5
subsection (b), "Two or more members of a board, but less than the number of members which
would constitute a quorum for the board, may be assigned to:
(1) Investigate a matter relating to the official business of their board
(2) Present, discuss, or negotiate any position which the board has adopted at a meeting of the
board."
Pertinent information and findings gathered by the site visit group along with recommendations
for the committee's consideration will be assembled in a single communication to Council
Members prior to its committee meeting on April 18, 2006.
Sincerely, -
~ ~ ,
-
Fred C. Holschuh, M.D., Chair
Human Services and Economic Development Committee
FCH/jdh