HomeMy WebLinkAboutCOM 0112.000 2014-2016Maile "Medeiros "David
HSSSC Chair
Phone: (808) 323 -4277
Fax: (808) 329 -4786
Email: made. david(a7hawaiicounry.gov
HAWAII COUNTY COUNCIL
West Hawai `i Civic Center
Council Building A
74 -5044 Ane Keohokalole Highway ,� r
Kailua -Kona, Hawai'i 96740
MEMORANDUM,
January 29, 2015 ;
TO: Dru Mamo Kanuha, Council Chair
LLand Members of the Hawaii County Council
FROM: *"Maile "Medeiros" David, Council Member
Council District 6
SUBJECT: Ad Hoc Committee Formation: FY2015 -2016 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 to request time on the February 17, 2015, agenda of the HSSSC for
the purpose of forming an ad hoc committee.
FY 2015 -2016 Nonprofit Applications. Copies of signed and eligible applications
received by the Department of Finance will be forwarded to all Council Members.
All supporting (or prequalifying) 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. Interviews with eligible nonprofit applicants will be held
March 5" and 611 at the County of Hawaii Council Chambers located at 25 Aupuni
Street, Hilo, Hawaii 96720, and March 9` at the Kona Council Office, Conference
Room A, located at the 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."
Comm. N
Reif. To S �-
Serving the Interests of the People of Our Island Ref. Date JAN 2 9 2015
Hawai `i County is an Equal Opportunity Provider and Employer
Dru Mamo Kanuha, Council Chair
and Members of the Hawaii County Council
January 29, 2015
Page 2
The purpose of the site visits are to inspect facilities as needed, inquire about program objectives.
and clarify information not readily understood. While conducting the site visits and interviews,
Council Members must comply with Chapter 92, Section 92 -2.5, Subsection (b) of the Hawaii
Revised Statutes (HRS), which states:
"(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."
For the purpose of assuring compliance with HRS Section 92- 2.5(b)(1)(A), the HSSSC meeting
of February 17, 2015, shall serve to provide notice of the duties and objectives of the ad hoc
committee, which is to be created by the HSSSC.
I am recommending that 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, which will be
determined by deliberative proceedings during the February 17, 2015, HSSSC meeting. The
scope of the members' duties are to review applications and to conduct interviews and site visits
for the purpose of ensuring that the ad hoc committee makes sound recommendations regarding
appropriations of the total grant amount.
Staff from Council District 6, and perhaps support staff from other offices, will be enlisted to
facilitate this process. These staff members will attend the interviews and site visits to lend
clerical, technical, and other required support.
Pertinent information/findings gathered by the ad hoc committee along with recommendations
for the HSSSC's consideration will be assembled in a single communication to Council
Members prior to the HSSSC meeting to be scheduled on March 31, 2015.
MD /dmm