HomeMy WebLinkAboutCOM 0157.001 2006-2008 YY Oi
EMILY NAEOLE ~ Phone: (808) 961-8267
Council Member FAX: (808) 961-89]2
HAWAI `I COUNTY COUNCIL
County of Hawaii
Hawaii County Building
25 Aupuni Stree!
Hilo, Hawaii 96720 r~>
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February 1, 2007 rr.
MEMORANDUM 3
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TO: Pete Hoffman, Chair and Council Members
FROM: Emily Naeole, Chair
Human Services and Economic Development Committee
SUBJECT: FY 2007-2008 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 2007-2008 Nonprofit Applications
As in the past years, copies of signed and eligible applications received by the Department of
Finance will be forwazded to all Council Members in the form of a spiral-bound booklet. All
supporting (orpre-qualifying) documents such as financial statements, current audit, IRS Forms
990 and 501(c)(3)tox-exempt verification, current liability insurance certificate, azticles of
incorporation and by-laws will be maintained in the Depaztment of Finance, but shall be
available for inspection.
2. Grant Review Process
Publicly noticed site visits/interviews with eligible nonprofit applicants will beheld on March 15
and 16, beginning at 8:00 a.m. in the County of Hawaii Ben Franklin Building Conference
Room, 333 Kilauea Avenue, Hilo, Hawaii 96720 and March 22 and 23, beginning 8:00 a.m. in
Kona Council Office Conference Room (Kona Council Office, Kailua Trade Center, 75-5706
Hanama Place, Suite 109, Kailua-Kona, Hawaii 96740).
In order to maximize efficiency during the nonprofit grant review process, I would like to use the
same method of application review conducted for Fiscal Year 2006-07. ~ ~-1
Comm, No.~----
Ref. To:
Ref. Date fEB
Hawaii County is an Equal Opportunity Provider and Employer
Before I make my recommendations regarding how I would like the site visit/interviews
phase of the Grant Review Process to be conducted, I would be remise if I did not address
the general provisions under which the site visiUinterview 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 Statues, 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 relating to official board business to enable them
to perform their duties faithfully, as long as no commitment to
vote is made or sought and the two members do not constitute a
quorum of their board.
(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;
(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.
(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
26-35.
(f) Communications, interactions, discussions,
investigations, and presentations described in this section are
not meetings for purposes of this part. [L 1996, c 267, §2; am L
2005, c 84, ~1]
For the purpose of assuring compliance with subsection (1-A) of HRS Chapter 92, our
HSEDC meeting of, Februazy 21, 2007 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 Angel Pilago (or his designated representative) and
Council Legislative Assistants Barbara Hale, Maile David and Amy Miwa.
This proposed site visit study group conforms to the requirements of HRS Chapter 92-2.5
subsection (b), "Two or more members of a boazd, 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 17, 2007.
A list of the scheduled interview/site visit dates and times will be provided to you prior to
Mazch 8, 2007. Because the agencies will not be appearing before the full council or
committee, if you have questions or concerns regarding one or more of the agencies, you
may wish to participate in their interview(s) and/or site visit(s). In order to comply with
the Sunshine Law, I request that each Council Member provide me sufficient notice of
your intent to be present at any interview or site visit held during the period of
Mazch 15-23, 2007. 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 interview/site visit.
I hope this procedural announcement is helpful. If you have any questions, please do not
hesitate to contact me.
Sincerely - -~--¢~t
Emily Naeole, hair
Human Services and Economic Development Committee
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