HomeMy WebLinkAboutCOM 0562.000 2010-2012K. ANGEL PILAGO
Council Vice Chair
Council District 8 — North Kona
January 24, 2012
HAWAI`I COUNTY COUNCIL
County of Hawai`i
West Hawai`i Civic Center, Bldg. A
74 -5044 Ane Keohokalole Hwy.
Kailua -Kona, Hawai'i 96740
MEMORANDUM
Phone: (808) 323 -4280
Fax: (808) 329 -4786
Email: apilago @co.hawaii.hi.us
TO: Dominic Yagong, Chair
and Members of the Hawai`i County Council
FROM: . Angel Pilago, Chair
J Human Services, Social Services and Public Safety Committee
SUBJECT: Formation of Ad Hoc Committee;
FY 2012 -13 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, Social Services and
Public Safety Committee (HSSPSC) and also to request time on the February 14, 2012, agenda
for the HSSPSC to convene for the purpose of the formation of an ad hoc committee.
1. FY 2012 -13 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 15
and 16, 2012, beginning at 8:00 AM in the County of Hawai`i Aupuni Center Conference Room
(101 Pauahi Street, Hilo, Hawai`i 96720) and March 19, 2012, beginning at 8:00 AM in the
Kona Council Office Conference Room A (West Hawai`i Civic Center, 74 -5044 Ane
Keohokalole Hwy., Kailua -Kona, Hawai`i 96740).
Serving the Interests of the People of Our Island
Hawaii County Is an Equal Opportunity Provider And Employer
ttfriun.
Ref. To: kt 5S PSG.
Ref. Date JAN 2 5 2012
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 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, Hawai`i Revised Statutes, which states:
[ §92 -2.51 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.
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(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 14, 2012, 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 14, 2012, 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 and 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.
KAP /ke
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