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Home My WebLink AboutCOM 0578.000 2012-2014 William P.Kenoi ' .`p-•„ ,,I�;�' Nancy E. Crawford• Mayor ;*�n.`.,I' fv/::*': Director Deanna S. Sako ?' +;�"•��`�. Deputy Director County of Hawaii Finance Department Y-7, 25 Aupuni Street,Suite 2103 • Hilo,Hawai`i 96720 �� 'C") (808)961-8234 • Fax(808)961-8569 r,-. `` , December 18, 2013 _ c� . -4, ._ J Yoshimoto, Council Chair and = Members of the Hawai`i County Council �? ._ Hawai`i County Council ^' ao 25 Aupuni Street Hilo, Hawai`i 96720 Re: Resolution Accepting Grant Enclosed is a resolution accepting a grant award of$35,000 from the HMSA Foundation, P.O. Box 860, Honolulu, Hawai`i 96808-0860. This money will be given to the Hawai`i Fire Department to subsidize the cost of a vehicle to be used for community outreach, education and emergency response. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $35,000 grant award. If there are any questions, please do not hesitate to call Battalion Chief Lance Uchida from the Hawai`i Fire Department at 961-8319. Fc14144-6/v1 Nancy rawford Director of Finance Enc. cc: Fire < Res. a(QO- 14) 1, t1 t69 Comm. No. c 7S Ref. To: .•1� _ Hawaii County is an Equal Opportunity Provider and Employer Ref. Date 1 1 9 1 Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Fire DATE: 11/25/13 STAFF CONTACT: Battalion Chief Lance Uchida PHONE: 961-8319 A. REQUEST: Please prepare a resolution to accept a $35,000.00 grant(Term: 7/1/13 - 6/30/14)from the HMSA Foundation and send a letter of appreciation to: Mr. Mark L. Forman Executive Administrator HMSA Foundation P.O. Box 860 Honolulu, HI 96808-0860 Please also prepare a complimentary bill as follows: 010.3607.13 Fire Dept Private Contributions $35,000.00 010.221.5228449 (*NEW ACCT*) HMSA Foundation EMS Vehicle-Priv, Motor Vehicle $35,000.00 B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): This grant was awarded to the Fire Department's Emergency Medical Services (EMS) Bureau to subsidize the cost of a vehicle to be used for community outreach, education and emergency response. The EMS Bureau is responsible for the coordination of emergency ambulance and rotor-wing aeromedical services, and also acts as the department's liaison with the many health care agencies of our community. The HMSA Foundation was established in 1986 by the Hawaii Medical Service Association to stimulate research of issues that confront Hawaii's health care industry. The Foundation is dedicated to improving health in Hawaii through grantmaking, strategic initiatives, publications, and community-wide programs. Since they began grantmaking in 1998, the Foundation has awarded millions of dollars annually. SIGNED: DATE: NOV 272013 Department Head GRANT SUMMARY (Supplement to B-52, Request for Council Action) Type of Grant Appropriation being requested: (New or an additional appropriation) 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 ® Yes n No Council? ❑ Yes n No Name of Grant Program: HMSA Foundation Grant Grantor: HMSA Foundation County Grantee Department or Agency: Fire County Grantee Contact Person: Battalion Chief Lance Uchida Phone Number: 961-8319 Amount of Grant: 35,000.00 Grant Period (Commencement & Completion): 7/1/13 - 6/30/14 Purpose of Grant: To subsidize the cost of a vehicle to be used for community outreach, education, and emergency response. County Match required?: ❑ Yes ® No If yes, Matching Amount? Budgeted in account# : In-kind? Explain: Explanation: County's personnel requirements: Amount of new position(s)? Qty: Permanent: n Temporary: n, Duration: Full-time: n Part-time: n, Time Element: Qty: Contractual: n Explain: Explanation: Additional Comments about Grant: B-52 Grant Summary Form HMSA RECEIVED Foundation HAWAII FIRE DEPT. 2013 JUL -3 Af 11: 32 July 2,2013 Mr.Darren Rosario Fire Chief Hawaii Fire Department 25 Aupuni Street,#2501 Hilo,HI 96720 Subject: Grant#021306,Community Outreach/EMS Response Vehicle Dear Mr.Rosario: I am pleased to inform you that the HMSA Foundation has approved a grant of$35,000 to the Hawaii Fire Department for the proposal entitled,Community Outreach/EMS Response Vehicle. This grant is in response to your letter we received on March 28,2013. The terms which apply to your organization's use of this grant are explained in the enclosed grant contract. Payment of grant funds will be made after receipt by the Foundation of a signed copy of the contract and after any respective special conditions are met. Pursuant to federal law and the Foundation's Articles of Incorporation,grant funds may be expended only for charitable,scientific,literary or educational purposes. Your grant is made only for the purposes stated in the grant contract and in your letter of request or proposal,and it is understood that grant fiords will be used solely for such purposes and in accordance with the approved budget. It is also understood that there shall be no material variation from the terms of your proposal,the grant contract or the approved budget without the Foundation's prior written approval. The Foundation or an auditor of its choice may monitor and conduct a review of operations under this grant,which review may include,but shall not be limited to,an on site visit to observe your program,discuss the program and finances with your personnel,and review financial and other records and materials connected with the activities financed by this grant. If this letter and the attached contract correctly set forth your understanding of the terms of this grant,please indicate your organization's agreement to such terms by having the enclosed grant contract signed by an appropriate officer of your organization and returned to me. It should also be understood that by signing this contract,your organization confirms that there has been no change in its representation that it is qualified as an organization exempt from income taxation because it is properly classified as a unit of government. Your organization further confirms that receipt of this grant will not result in a change in this classification. If at any time you become aware of a change in your organization's status as a unit of government,or become aware of a circumstance likely to result in the loss of such status,you must notify the Foundation immediately. On behalf of the Foundation,best wishes for a very successful project. Sincerely, Mark L.Forman Executive Administrator Enclosure cc:Mr.Jesse Ebersole,EMS Captain 818 Keeaumoku St. Phone: (808)948-5585 www.hmsafoundation.org P.O. Box 860 Fax: (808)948-6860 Honolulu, HI 96808-0860 MIDO mail 01■115, A ■ GRANT#021306 HMSA FOUNDATION GRANT CONTRACT 1. Organization: Hawaii Fire Department 25 Aupuni Street,#2501 Hilo,HI 96720 2. Primary Contact: Mr.Darren Rosario Fire Chief Mr.Jesse Ebersole EMS Captain 3. Telephone: 808-938-5081 4. Fax: 808-961-8048 5. Email Address: jebersole@co.hawaii.hi.us 6. Amount of Grant: $35,000 7. Term of Grant: 7/1/2013 -6/30/2014 8. Program Title: Community Outreach/EMS Response Vehicle 9. Description: Funds will be used to subsidize the cost of a vehicle to be used for community outreach,education and emergency response. The following terms are agreed upon as conditions for this grant: 1. The tax exempt status verified in your proposal(including your organization's classification as a unit of government)is still valid and the receipt of this grant will not result in a change in that status. You must immediately notify the Foundation of any change in your organization's status as a unit of government or of any circumstance likely to result in the loss of such status. 2. Grant funds will be used by your organization solely for the agreed purposes,and there shall be no material variation from the terms of your proposal,the grant contract,or the approved budget without the Foundation's prior written approval. 3. Your organization will keep and maintain records of expenditures adequate to readily verify the use of all grant funds. 4. A written report signed by an appropriate officer of your organization is to be submitted to the executive administrator of the HMSA Foundation no later than ninety(90)days following the end of the grant period. The report should contain: (1)a narrative account of what was accomplished by the expenditure of grant funds,including a description of progress made toward achieving the goals of the grant;(2)a financial accounting of all grants;and(3)copies of any publications resulting from the grant that have previously appeared or are presently in preparation. 1 GRANT#021306 5. Should your organization fail to comply with any condition or requirement of the grant contract or should it be determined that your organization is other than a tax exempt organization properly classified as a unit of government,your organization will,upon demand,repay to the HMSA Foundation any and all grant funds previously received and the Foundation shall be relieved of any and all obligations it may have to your organization with respect to the grant contract. 6. Your organization will send the Foundation copies of any printed publicity regarding the awarding of the grant or the program supported by the grant. Your organization shall refer to the support of the HMSA Foundation in any such publicity per the following statement: "Funding for this project was provided by the HMSA Foundation." 7. Your organization gives the HMSA Foundation the right and permission to use any program participant's name(or any fictional name),picture(photograph,video or illustration),and/or written or spoken words for reproduction in any publication or media prepared by the HMSA Foundation. Your organization and/or program participants waive any right to inspect or approve the finished materials that include the name,picture,and/or written or spoken words of any participant in this HMSA Foundation funded program. 8. The Foundation or an auditor of its choice may monitor and conduct a review of your organization's operations under this grant,which review may include,but shall not be limited to,an on site visit to observe your program,discuss the program and finances with your personnel,and review financial and other records and materials connected with the activities financed by this grant. 9. The following special terms will be observed: A. There are no special terms. 10. Receipt of this grant does not imply any future funding commitment by the Foundation. The terms of this contract are accepted by: Signature Name Title Date 2 HMSA Foundat ion _� July 29,2013 r Mr.Darren Rosario -n rn Fire Chief — Hawaii Fire Department m M 25 Aupuni Street,#2501 N 0 0 Hilo,HI 06720 m c 0 Subject: Grant#021306,Community Outreach/EMS Response Vehicle Dear Fire Chief Rosario: On behalf of the HMSA Foundation and its Board of Directors, I am pleased to present you with a check in the amount of$35,000.00 to support the Community Outreach/EMS Response Vehicle program. Kindly acknowledge receipt of this check including the amount of the award in writing within two weeks. IRS guidelines for this acknowledgement letter are included for your information. If you choose to publicly acknowledge this grant,please reference the HMSA Foundation as suggested in Paragraph 6 of your grant contract, "Funding for this project was provided by the HMSA Foundation." Further,we would appreciate advanced notice of any press release or media correspondence that references the HMSA Foundation. Please call us if you would like any assistance in developing a public announcement of your project or have any questions. Best of luck with your project. Sincerely, Mark L. Forman Executive Administrator Enclosure 818 Keeaumoku St. Phone: (808)948-5585 www.hmsafoundation.org P.O.Box 860 Fax: (808)948-6860 Honolulu, HI 96808-0860 HMSA Foundation Pursuing.Quality in Health Care IRS Guidelines—Acknowledgement of receipt for contributions of$250 or more Grantees should provide HMSA Foundation with a written acknowledgement containing the following: 1. Acknowledgement dated AFTER funds are distributed; 2. Date of receipt of funds; 3. Amount of cash received; 4. An indication of whether the organization provided goods or services in consideration for the cash (in almost all cases with the HMSA Foundation, there will be no exchange of goods or services). If goods or services have been provided by the organization, a description and good faith estimate of the value of those goods/services are required; 5. Printed name, signature and title of the Individual authorized to sign recipient organization's letter. At a minimum, your letter should look something like this: [DATE(Please be sure to date after funds were received)] Dear HMSA Foundation, ABC Organization would like to acknowledge the HMSA Foundation for its grant of AMOUNT RECEIVED(Please indicate the actual amount received in this payment)] which we received on [DATE FUNDS wERE RECEIVED]. No goods or services were provided to the HMSA Foundation in exchange for this cash. [SIGNATURE] Jane Doe President ABC Organization If you have any questions, please call HMSA Foundation staff at 948-5585. VALERIE T. POINDEXTER .--0-1+11-5!!N.., KAREN EOFF Chairperson BRENDA FORD ;.I DRU KANUHA GREGGOR ILAGAN ZENDO KERN Vice Chair +f,�•.,; •••••�. DENNIS"FRESH"ONISHI `Of" MARGARET WILLE J YOSHIMOTO HAWAII COUNTY COUNCIL County of Hawaii Hawaii County Building 25 Aupuni Street Hilo, Hawai`i 96720 December 18, 2013 J Yoshimoto, Council Chair Hawai`i County Council 25 Aupuni Street Hilo, Hawai`i 96720 RE: Resolution No. 260-14 : Resolution Authorizing the Acceptance of a Grant Award of$35,000 to the Hawai`i Fire Department to Subsidize the Cost of an Emergency Medical Services (EMS) Vehicle; and Bill No. 169 : An Ordinance to Amend Ordinance No. 13-65, as Amended, the Operating Budget for the County of Hawai`i for the Fiscal Year ending June 30 2014. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawai`i, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, /„.<176'e*./'1,)eiD Valerie T. Poindexter, Chair Committee on Finance Approved/Date/Waive to Council: Disapproved/Date/Refer to FC: J Yoshimoto, Council Chair J Yoshimoto, Chairperson Hawai`i County Council Hawai`i County Council VP/sc Hawai`i County is an Equal Opportunity Provider and Employer