HomeMy WebLinkAboutCOM 0063.000 2010-2012 J �SV Of �.
K. Angel Pilago cf'.• �:+., Phone: (808) 327 -3642
HSSPSC Chair � Fax: (808) 329 -4786
Email: apilago @co. hawaii. hi. us
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HAWAII COUNTY COUNCIL
County of Hawai
Kailua Trade Center
75 -5706 Hanama Place, Suite 109
Kailua -Kona, Hawai'i 96740_.
January 19, 2011
MEMORANDUM -
TO: Dominic Yagong, Chair
and Members of the Hawai'i County Council
FROM °, / K. Angel Pilago, Chair
Human Services, Social Services and Public Safety Committee
SUBJECT: FY 2011 -12 Nonprofit Grant Review Process; Formation of Ad Hoc Committee
This communication is to apprise Council Members, applicant nonprofit agencies, and the public
of the upcoming grant review process undertaken by your Human Services, Social Services and Public
Safety Committee (HSSPSC) and also to request time on the February 1, 2011, agenda for the HSSPSC
to convene for the purpose of the formation of an ad hoc committee.
1. FY 2011 -12 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 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.
2. Grant Review Process
Publicly noticed site visits /interviews with eligible nonprofit applicants will be held on March 17, beginning
at 8:00 AM in the Kona Council Office Conference Room (West Hawai'i Civic Center, 74 -5044 Ane
Keohokalole Hwy., Kailua -Kona, Hawaii 96740) and March 21 and 22, beginning at 8:00 AM in the
County of Hawai'i Aupuni Center Conference Room (101 Pauahi Street, Hilo, Hawai'i 96720).
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 I 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 a fact - finding undertaking, not a "meeting" or "decision- making"
deliberation of a board. This is also the case for interviews conducted by the ad hoc committee, where a
Serving the Interests of the People of Our Island Comm. No. G 3
Ref. To; 145 5 PS C
Ref. Date JAN 11 701 1
site visit has been determined to be unnecessary due to award of nonprofit grant monies during the
previous fiscal year.
While conducting the site visits and 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;
(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]
For the purpose of assuring compliance with subsection (b)(1)(A) of HRS Chapter 92, our
HSSPSC meeting of February 1, 2011, shall serve to notice "assignment" of the ad hoc committee
created by the Human Services, Social Services and Public Safety Committee.
I am recommending this ad hoc committee be comprised of the undersigned HSSPSC chair and
three other council members that desire to serve on this ad hoc committee (to be determined by
deliberative proceedings during the February 1, 2011, HSSPSC meeting).
This proposed ad hoc committee 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."
District 8 staff, and perhaps support staff from other offices, will be enlisted to facilitate this
process. These staff members will attend the site visits and interviews to lend clerical, technical, and other
required support.
Pertinent information /findings gathered by the ad hoc committee along with recommendations for
the Human Services, Social Services and Public Safety Committee's consideration will be assembled in a
single communication to Council Members prior to the HSSPSC meeting on May 3, 2011.
KAP /sdl
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