HomeMy WebLinkAboutCOM 0263.000 2010-2012 MT V os N;
'* % Nancy E. Crawford
William P. Kenoi \I� %¢, Director
Mayor , •(R ��, ; ', '/ I. .
""� Deanna S. Sako
y••. ,`Mq +��.` Deputy Director
County of Hawaii
Finance Department
25 Aupuni Street, Suite 2103 • Hilo, Hawai`i 96720
(808) 961-8234 • Fax (808) 961 -8569
July 6, 2011
Dominic Yagong, Council Chair and - - -
Members of the Hawaii County Council '' T '
Hawaii County Council o) `
25 Aupuni Street
Hilo, Hawai'i 96720
, ., i
Re: Operating Budget - ::,,r1 . -•
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The County of Hawaii has been awarded a $50,000 state grant through the Hawaii
State Coalition against Domestic Violence. These funds are for the purpose of the
coordination of the Oversight Body and Task Forces, as well as the implementation,
management and monitoring for compliance with the Strategic Plan.
A Domestic Violence Strategic Plan account was appropriated for $40,000 in
anticipation of grant funding for FY2011 -12. Enclosed is a bill for an ordinance
amending the Operating Budget by appropriating the additional funds into this account,
bringing the total grant appropriation to $50,000.
If there are any questions, please do not hesitate to call Nancy Kelly of the Prosecuting
Attorney's office at 934 -3315.
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Nancy Crawford
Director of Finance
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cc: Prosecuting Attorney
< at I 1 (17 4 3 >
Comm. No. u 3
Ref. To= �C
Hawaii County is an Equal Opportunity Provider and Employer Ref. Dote
Form #: B -52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Prosecuting Attorney DATE: 6/23/2011
t
STAFF CONTACT: Nancy Kelly PHONE: 934 -3315
A. REQUEST:
Appropriate additional revenue in the amount of $10,000 and distribute to designated accounts for the
disbursement of funds for the Hawaii State Coalition Against Domestic Violence Grant.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
We have been approved to receive $50,000 through the Hawaii State Coalition Against Domestic Violence
for the purpose of the coordination of the Oversite Body and Task Forces, as well as implementation,
management, and monitoring for compliance with the Strategic Plan. Our budget appropriation is for
$40, 000.
We are requesting $8,000 be distributed to account 010.271.5271.82.104, and $2,000 be distributed to
account 010.271.5271.82.341.
ztd. 9
SIGNED: L `` DATE: 6/23/2011
D partment Head
GRANT SUMMARY
(Supplement to B -52, Request for Council Action)
Type of Grant Appropriation being requested: (New or an additional appropriation)
n New (for this fiscal year period). OR ® Additional appropriation (to an existing grant);
Is a draft agreement attached? Has the original grant notification been transmitted to
n Yes ❑ No Council? Yes n No
Name of Grant Program: Domestic Violence Strategic Plan
Grantor: Hawaii State Coalition Against Domestic Violence
County Grantee Department or Agency: Prosecuting Attorney
County Grantee Contact Person: Nancy Kelly Phone Number: 934 -3315
Amount of Grant: $10,000
Grant Period (Commencement & Completion): July 1, 2011 - June 30, 2012
Purpose of Grant: Coordinate Oversite Body and Task Forces, and implement, manage, and monitor
compliance with the Strategic Plan.
County Match required ?: n Yes ® No
If yes, Matching Amount? Budgeted in account# :
In -kind? Explain:
Explanation:
County's personnel requirements: Amount of new position(s)?
Qty: Permanent: ❑ Temporary: ❑, Duration:
Full -time: n Part-time: n, Time Element:
Qty: Contractual: ❑ Explain:
Explanation:
Additional Comments about Grant:
B -52 Grant Summary Form
Memorandum of Understanding FY 2012
The Hawaii State Coalition Against Domestic Violence (HSCADV) enters into this Memorandum of
Understanding (MOU) with the Hawaii County Office of the Prosecuting Attorney, to serve as a Task
Force Administrator for the Hawaii County Domestic Violence Task Force. In response to the five -year
domestic violence strategic plan, "Navigating a Course for Peace, 2007 - 2012" (the plan), HSCADV
entered into an agreement with the Hawaii State Department of Health (DOH) to provide oversight and
leadership in the implementation of the strategic plan. HSCADV oversaw the creation of an Oversight
Body, to ensure that the plan gets implemented, and Domestic Violence Task Forces in each county, to
address domestic violence intervention and prevention, as established by the plan.
For fiscal year 2012, DOH will provide funding for HSCADV to support the coordination of the Oversight
Body and Task Forces, as well as overall implementation, management, and monitoring for compliance
with the Strategic Plan.
Section 1.01. Project Term.
The service provider shall complete the project within the period of twelve (12) months or earlier,
commencing on July 1, 2011.
Section 1.02. Compensation.
HSCADV will pay the service provider $50,000, on a reimbursement basis, in accordance with approved
expenditure reports, following receipt of funding from DOH.
Section 2.01 HSCADV agrees to provide:
1. Project Management
a. Provide logistical arrangements and facilitation and keep meeting notes for the Oversight
Body.
b. A Task Force Quality Assurance Consultant (TFQAC) to oversee and coordinate the work of
the County Task Force Coordinators for the purpose of implementation of the Statewide
Strategic Plan.
i. Oversee County Task Force project implementation.
ii. Obtain signed MOUs for six Task Forces: Oahu, Kauai, Hawaii, Maui, Molokai, and
Lanai; which include support for the West Maui, East Maui and Kona
Subcommittees.
iii. Establish and maintain effective communication with the community based
Domestic Violence Task Forces statewide.
1. Attend at least one task force meeting per island for support and
consultation.
1 JYF revision 6/10/11
Memorandum of Understanding FY 2012
2. Fiscal Monitoring
a. Prepare and submit to DOH an annual budget for all Task Forces and HSCADV projected
expenditures. TFQAC will:
i. Provide guidance for Task Forces in the development of their annual budgets and
policy for completing expenditure reports.
ii. Prepare and submit to the HSCADV Administrative Manager an annual budget and
monthly financial reports for all Task Forces.
iii. Monitor Task Force budgets and expenditure reports.
b. Prepare and submit monthly financial reports, and documentation as needed, for all
expenditures to DOH.
3. TFQAC Technical Assistance and Training for the Task Forces
a. Provide guidance in developing and implementing annual work plans based on the Strategic
Plan Performance Measures; which include substantiating data, measurable objectives and
benchmarks, and strategies for measuring progress and change.
b. Provide Technical Assistance and Training as determined by community need and quality
assurance reviews to ensure implementation of the approved work plan.
c. Organize, coordinate, and facilitate statewide task force coordinator meetings and training
events.
4. TFQAC Reporting and Review for the Task Forces
a. Review Task Force work plans, quarterly progress reports on Plan Performance Measures,
and report quarterly to Oversight Body.
b. Prepare and submit quarterly program evaluation and project reports to HSCADV, including
charting Plan Performance Measures, and providing documentation as required.
c. Maintain Task Force records; copies of plans, meeting minutes, reports, budgets, etc., for all
Task Forces.
d. Act as liaison between the Task Forces and the Oversight Body for the Strategic Plan,
including helping to prepare the agendas, attending quarterly meetings, and making reports.
e. Participate with DOH in the annual review of all Task Forces.
2 JYF revision 6/10/11
Memorandum of Understanding FY 2012
Section 3.01 Task Force Administrator:
1. Task Force Fiscal Management
a. Approve and sign task force annual budget and monthly fiscal reports.
2. Coordinator supervision
a. Appoint or hire Task Force Coordinator.
b. Provide supervision to Task Force Coordinator.
Section 4.01 Task Force Coordinator agrees to provide:
1. Task Force Management
a. Actively recruit and encourage diverse membership on an ongoing basis from across all
disciplines and sectors including, but not limited to:
i. the criminal justice system (police, prosecution, Victim Witness, and probation)
courts /Judiciary,
ii. victim advocacy, shelter providers, and survivors,
iii. batterers intervention programs,
iv. legal programs,
v. health and social service; healthcare providers /DOH, mental health organizations,
child welfare services /DHS, substance abuse treatment, sexual assault programs,
homeless programs /Public Housing, and civic groups,
vi. religious institutions and faith communities,
vii. universities and schools /public and private schools,
viii. business community,
ix. the military, and
x. others, as appropriate to the community.
Participants must be reflective of community data related to domestic violence. Task Forces
must demonstrate that there is inclusion by those populations being addressed as "priority" and
reflected by incidence /prevalence data.
b. Hold Task Force meetings no less than quarterly, keep meeting minutes, and submit the
minutes to TFQAC with quarterly reports.
i. Quarterly reports are due to the TFQAC on the tenth calendar day of the month
following the end of the quarter, or the next working day, if the tenth day falls on a
weekend or holiday: 10/10/11, 1/10/12, and 4/11/12.
The final report is due on 7/10/12 but is considered to be part of the scope of work
for fiscal year 2012.
3 JYF revision 6/10/11
Memorandum of Understanding FY 2012
c. Develop and implement an effective communication system with Task Force members and
share information from TFQAC, the Oversight Body, and DOH with Task Force members.
i. Facilitate the attendance of the TFQAC at least one task force meeting for support
and consultation.
d. Assist the Task Force in the development and implementation of a plan for membership and
fiscal sustainability.
2. Develop and Implement Annual Work plan
a. Select at least one Plan Performance Measure of the Strategic Plan. When selecting the
targeted strategy, the Task Force must demonstrate what data was used to make their
decision.
b. Develop an overarching work plan, using the HSCADV Work plan template, for the selected
Plan Performance Measure which identifies the goals, benchmarks, and measurable
outcomes for the fiscal year, for each Task Force. Task Forces have the option to select
other objectives and outcomes to build capacity in their specific communities with approval
by HSCADV and DOH. Work plans must be culturally appropriate and based on community
data related to sexual assault and domestic violence. Each work plan must also address the
social determinants that impact the desired positive outcomes.
c. Submit the work plan with the first quarterly report, to be reviewed and approved by
HSCADV and DOH.
3. Technical Assistance and Training
a. Seek training and technical assistance from the TFQAC as needed.
b. Participate in statewide quarterly Task Force meetings, including making the logistical
arrangements (airline reservations, ground transportation, hotel reservations, parking
arrangements, etc.) for Task Force members, advance financing to Task Force members as
needed, and request reimbursement as available. This includes but is not necessarily limited
to:
i. HSCADV Annual Meeting and Conference on Oahu (9/2/11)
ii. Quarterly statewide Task Force meetings.
iii. Install equipment provided by HSCADV that facilitates video /web conferencing.
4. Fiscal and Program Reporting
a. Prepare an annual budget and submit it to TFQAC, which includes funding for staffing by
July 31, 2011.
i. Changes to the annual budget must be approved by TFQAC.
4 JYF revision 6/10/11
Memorandum of Understanding FY 2012
ii. Requests to carry over funds between fiscal years must be requested using the
template provided by TFQAC.
b. Submit monthly expenditure reports to HSCADV.
c. Submit quarterly progress reports of the work plan benchmarks and objectives in the format
prescribed by HSCADV and provided by TFQAC.
Section 5.02. Other Parties.
Nothing in this Agreement shall be construed as giving any person, firm, corporation or other entity,
other than the parties hereto, any right, remedy or claim under or in respect of this MOU or any
provision hereof. This MOU cannot be transferred to another without the expressed approval of
HSCADV.
Section 4.01 Other Terms and Conditions
1. Amendments
This MOU may be amended upon mutual agreement of the parties. Any such amendment shall not be
valid unless in writing and signed and dated by parties hereto.
2. Conflict Resolution
If any disagreements regarding either performance or payment for services arise, the following
procedure will be implemented.
Step 1: The disgruntled party will put her /his concerns in writing and submit the written document to
the TFQAC.
Step 2: The TFQAC will schedule a meeting time and place, to take place within ten (10) working days,
for both parties to discuss the concerns.
Step 3: If the concern is not resolved, the matter will be taken to the HSCADV Executive Director, who
will set up a meeting, for both parties to discuss their concerns, to take place within ten (10)
working days.
Step 4: If the concern is still not resolved, and at the written request to the Executive Director of
HSCADV, the two co- chairs of the Oversight Body shall meet with all parties concerned, within
ten (10) days, and recommend a resolution. This decision will be binding.
5 JYF revision 6/10/11
Memorandum of Understanding FY 2012
3. Termination of MOU
This MOU may be terminated upon the occurrence of the following:
a. The mutual agreement in writing of the parties to terminate this MOU;
b. HSCADV informing the service provider in writing that it wishes to terminate this MOU.
HSCADV shall not owe the service provider anything further under the MOU, incurred after the
date of termination. The service provider may retain any fees paid to the service provider by
HSCADV prior to termination of this agreement;
c. The death, permanent disability, or the insolvency of the service provider. HSCADV shall not
owe the service provider /the service provider's estate anything further under the MOU incurred
after the date of termination. The service provider may retain any fees paid to the service
provider by HSCADV prior to termination of this agreement;
d. The expiration of the term of this MOU and any extensions thereof.
Approval
The Hawaii State Coalition Against Domestic Violence and Hawaii County Office of the Prosecuting
Attorney have reviewed this MOU and agree to the roles and responsibilities stated above.
By:
Veronika Geronimo, Interim Executive Director William P. Kenoi, Mayor
Hawaii State Coalition Against Domestic Violence County of Hawaii
Date Date
Approval Recommended: Approved as to form and legality:
Charlene Y. Iboshi Lincoln S. Ashida
Prosecuting Attorney Corporation Counsel
Date Date
6 JYF revision 6/10/11