HomeMy WebLinkAboutCOM 0745.000 2016-2018 el:7.of �`��' Phone: (808) 323-4277
•Maile Medeiros David :v••� � •., •.
Council District 6 "„�� 'j ': Fax: (808)329-4786
Portion N S. Kona/Ka`u/Volcano ,*�4t * ' Email: maile.david@hawaiicounty.gov
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HAWAI`I COUNTY COUNCIL
County of Hawai`i
West Hawai`i Civic Center, Bldg. A
74-5044 Ane Keohokalole Hwy. C=I C?;
Kailua-Kona, Hawai'i 96740 '='
MEMORANDUM c• c-f•
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February 6, 2018
__
TO: Valerie T. Poindexter, Council Chair
and Members of the Hawai`i County Council 4
FROM: Maile David r19 r w
Council Member, District 6
SUBJECT: Ad Hoc Committee Formation: FY2018-19 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 20, 2018, agenda of the
HSSSC for the purpose of forming an ad hoc committee.
1. FY2018-19 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 15th and 16th at the County of Hawai`i Council Chambers located at 25
Aupuni Street, Hilo, Hawai`i 96720, and March 19th at the Kona Council Office,
Conference Room A, located at the West Hawai`i Civic Center, 74-5044 Ane
Keohokalole Highway, Kailua-Kona, Hawai`i 96740.
Hawai`i 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 council member participation and designated staff support.” -y
Comm. No. !tir
Serving the Interests of the People of Our Island Ref• To• 14 S 5 S
Hawaii County Is an Equal Opportunity Provider And Employer '---"FEBIT2 1 8
Ref. Dote
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 Hawai`i Revised Statutes, 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 Subsection (b)(1)(A) of HRS Chapter 92,
our HSSSC meeting of February 20, 2018, 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 20, 2018, 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 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 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 Human Services and Social Services Committee's consideration will be
assembled in a single communication to Council Members prior to a Human Services and Social
Services Committee meeting to be scheduled on April 10, 2018.
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