HomeMy WebLinkAboutCOM 0092.000 2012-2014 Eoff t!' ...w••.
Karen Eo �o.�� ,,� Phone: (808) 323-4280
HSSSC Chair p 4V,17," Fax: (808) 329-4786
•�r�rs,.'%r:•% Email: keoffra;co.hawaii.hi.us
HAWAII COUNTY COUNCIL
West Hawaii Civic Center
Council Building A -
74-5044 Ane Keohokalole Highway
•
Kailua-Kona, Hawai'i 96740
January 16, 2013
MEMORANDUM
TO: J Yoshimoto, Chair
and Members of the Hawaii County Council
FROM: Karen Eoff, Chair
Human Services and Social Services Committee M.4
SUBJECT: Formation of Ad Hoc Committee: FY 2013-14 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 the Human Services and Social Services Committee
(HSSSC) and also to request time on the February 5, 2013, agenda of the HSSSC for the purpose of the
formation of an ad hoc committee.
1. FY 2013-14 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. 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 March 14 and 15 in the
County of Hawaii Council Chambers (25 Aupuni Street, Hilo, Hawaii 96720), and March 18 in the Kona
Council Office Conference Room (West Hawaii Civic Center, 74-5044 Ane Keohokalole Highway, Kailua-
Kona, Hawaii 96740).
Hawaii County Code, Chapter 2, Article 25, Section 2-139 (a)(1)(C)(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.. Z
Comm. No.
Serving the Interests of the People of Our Island Ref.To: S S$L
Ref. Date JAN 1 8
While conducting the site visits and interviews, Council Members must comply with Section 92-2.5,
subsection (b) Hawaii Revised Statutes, which states:
"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."
For the purpose of assuring compliance with subsection (b)(1)(A) of HRS Chapter 92, our HSSSC
meeting of February 5, 2013, shall serve to notice "assignment" of the ad hoc committee created by the
Human Services and Social Services Committee.
I am recommending this ad hoc committee be comprised of the undersigned HSSSC chair and
three other council members that desire to serve on this ad hoc committee (to be determined by
deliberative proceedings during the February 5, 2013, HSSSC meeting).
Scope of members duties are to review applications, conduct interviews and site visits for the
purpose of ensuring that the committee makes sound recommendations regarding appropriations of the
total grant amount.
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 and Social Services Committee's consideration will be assembled in a single
communication to Council Members prior to the HSSSC meeting on April 30, 2013.
KE/jks