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HomeMy WebLinkAboutCOM 0397.000 1998-2000Stephen K. Yamashiro Mayor July 26, 1999 Countp of 'abuaii DEPARTMENT OF FINANCE 25 Aupum Street, Room 118 • Hilo, Hawaii 96720-4252 (808)961-8234 • Fax(808)961-8248 Honorable James Arakaki, Chairperson and Members of the County Council Hawai'i County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Operating Budget Harry A. Takahashi For the fourth year, the County of Hawai'i has received a federal grant for the Child Care Development Program. This fiscal year's grant is for $55,760. This grant is to be used to fund a position linking the County to the Good Beginnings Alliance and the State's Master Plan for Early Childhood Education. Enclosed is a bill for an ordinance appropriating the $55,760. Also enclosed is a resolution authorizing the County of Hawaii to enter into an agreement with the State Department of Human Services. If there are any questions, please do not hesitate to call the Office of the Mayor. Harr. T ahashi Director o Finance APPROVD: , j Jh�eft. Y biro Mayor Enc. BN/ I/S kes, /.17-99 Comm. N0. 3`77 File No. Rat, T9'�ovN Rat. AatA (0Director cD S. K. Schutte 00 C •-n Deputy CD Z C: N r For the fourth year, the County of Hawai'i has received a federal grant for the Child Care Development Program. This fiscal year's grant is for $55,760. This grant is to be used to fund a position linking the County to the Good Beginnings Alliance and the State's Master Plan for Early Childhood Education. Enclosed is a bill for an ordinance appropriating the $55,760. Also enclosed is a resolution authorizing the County of Hawaii to enter into an agreement with the State Department of Human Services. If there are any questions, please do not hesitate to call the Office of the Mayor. Harr. T ahashi Director o Finance APPROVD: , j Jh�eft. Y biro Mayor Enc. BN/ I/S kes, /.17-99 Comm. N0. 3`77 File No. Rat, T9'�ovN Rat. AatA JAMES Y. ARAKAKI Chairman & Presiding Officer AL SMITH Vice Chairman August 2, 1999 James Y. Arakaki, Chair Hawai'i County Council 25 Aupuni Street Hilo, Hawai'i 96720 COUNTY COUNCIL CounrvofHawai i Hawai i County Building 25 Aupuni S[reel Hilo, Hawai i 96720 AARON S.Y. CHUNG BOBBY JEAN LEITHEAD-TODD LENINGRAD ELARIONOFF JULIE JACOBSON NANCY PISICCHIO J. CURTIS TYLER, III DOMINIC YAGONG RE: Resolution authorizing the County of Hawaii to enter into an agreement with the State Department of Human Services, Pursuant to HRS 46-7, for a Child Care Development Program Grant. Pursuant to Section 1(e) 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 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, 0 1� �:� Aaron S.Y. Chung, Chair Committee on Finance Approved/Date/Waive . Ariik-aki, Chair i County Council Disapproved/Date/Refer to FC: James Y. Arakaki, Chair Hawai i County Council n CO OQ CJ X 7 D ;n � r N w RE: Resolution authorizing the County of Hawaii to enter into an agreement with the State Department of Human Services, Pursuant to HRS 46-7, for a Child Care Development Program Grant. Pursuant to Section 1(e) 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 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, 0 1� �:� Aaron S.Y. Chung, Chair Committee on Finance Approved/Date/Waive . Ariik-aki, Chair i County Council Disapproved/Date/Refer to FC: James Y. Arakaki, Chair Hawai i County Council Form :': R-52 7/18/91 DEPARTMENT: Mayor's Office STAFF CONTACT: Jean Viernes DATE: 7/23/99 PHONE: 961-8211 To establish by ordinance an account in the anticipation of receiving a federal "Child Care Development Block Grant" in the amount of $55,760 due in FY 1999- 2000. zTelm a • \• 1 •. Mum 4r;,%•• 1b lowa.' s This is the fourth year the County has received these funds. In FY 1998-99, the grant was for $57,000, in FY 1997-98, $60,000, and the original grant in FY 1996-97 was for $65,000. This request is for a fourth year of funding with a very strong likelihood that a fifth year will follow. The grant will be used to continue to fund a Child Care Coordinator position for Hawaii County. This position links the county to the Good Beginnings Alliance and the State's Master Plan for Early Childhood Education. The role of the coordinator includes the convening of a community council to implement a five- year county plan. The council includes early childhood professionals and stakeholders, and the plan was completed in May of 1997. The community council operates as a subcommittee of the Mayor's Committee on Children and Youth and a member of the MCCY serves on the Good Beginnings Alliance Board representing the interests of Hawaii County and the community council. SIGNED: Department Head DATE: SCJJAMIN J. CAYETANO GOVERNOR a• •� ��y • Iy/ a STATE OF HAWAII DEPARTMENT OF HUMAN SERVICES 1390 Miller Street Honolulu, Hawaii 96813 July 6, 1999 MEMORANDUM SUSAN M. CHANDLER, M.S.W., Ph.D. DIRECTOR KATHLEEN O. STANLEY DEPUTY DIRECTOR TO: The Honorable Steven Yamashiro, Mayor County of Hawaii FROM: Susan M. Chandler Director SUBJECT: FY 2000 - SUPPLEMENTAL AGREEMENT RELATING TO NEGOTIATED AGREEMENT FOR SERVICES (GOCY 96-08-05) Enclosed is the FY 2000 Supplemental Agreement No. 3 between the Department of Human Services and the County of Hawaii. This Supplemental Agreement extends the services to provide an Early Childhood and Care Coordinator for the children and families of the County of Hawaii. Please review the Agreement and sign the signature pages and notarize the Contractor's Acknowledgement page of the Agreement (tabbed pages). It is important that the aforementioned documents be returned as soon as possible. We look forward to another productive period of early childhood education and care services to the community. If you have any questions or concerns, please contact Employment Child Care Program Administrator Gail Kkudome, at 586-7062. �01 Director Enclosure C: Angela Thomas Jean Viernes Leilani S. Hino AN EQUAL OPPORTUNITY AGENCY STATE OF HAWAII SUPPLEMENTAL AGREEMENT NO. 3 TO AGREEMENT GO= 96-08-5 (ZW6VWMW;0;W- OFFICE OF THE MAYOR, CITY & COUNTY OF HAWAII This.Suppiementai Agreement No. 3 . executed on the respective dates indicated below, is effective as of JulY 1 . 1995 between the Department of Human Services State ~ nW* of sbb a8prwrK 690W 60r4 wm�sraoon/ of Hawaii (hereinafter'STATE'), by its Director .x.mwsv»m whose address is P.O. Boz 339 Honolulu, Hawaii 96813 and Office of the Mayor. CitY t County of Hawaii (hereinafter "CONTRACTOR'), a Municipality mneue'=PCM peprNnrshiK'wofM.rpramaa»emm.ero.) under the laws of the State of Hawai'i whose business address and taxpayer identification number are as follows: 25 Auouni Street Hilo Hawaii 96720 A. WHEREAS, the STATE and the CONTRACTOR entered into an Agreement GOCY 96-08-5 (hartgv&vWnWnWaeVw a 01 gNwmponl OFFICE OF THE MAYOR, COUNTY OF HAWAII dated JANE 15 . 199.6 which was amended by Supplemental Agreement NO(s). Ao.swvOI1 1 JULY 1, 1997 Z , dated JULY 1, 1998 (hereinafter collectively referred to as "Agreement") whereby the CONTRACTOR agreed to provide the goods or services described in the Agreement, and B. WHEREAS, the parties now desire to amend the Agreement, NOW, THEREFORE, the STATE, and the CONTRACTOR mutually agree to amend the Agreement as follows: (Check applicable bc*es)) B Amend the SCOPE OF SERVICES according to the terms set forth in Attachment S1, which is attached hereto and is incorporated herein. ff Amend the TIME OF PERFORMANCE according to the terns set forth in Attachment SZ, which is attached hereto and is incorporated herein. 13 Amend the COMPENSATION AND PAYMENT SCHEDULE according to the terms set forth in Attachment S3, which is attached hereto and is incorporated herein. ❑ Amend the SPECIAL CONDITIONS according to the terms set forth in the Suppiemental Special Conditions, which is attached hereto and incorporated herein. A tax clearance certificate from the State of Hawaii 0 is M is not required to be submitted to the STATE prior to commencing any performance under this Supplemental Agreement. A tax clearance certificate from the Internal Revenue Service ❑ is ibis not required to be submitted to the STATE prior to commencing any performance under this Supplemental Agreement. Unless amended herein, the Agreement shall remain in full force and effect- 2 ffect 2 AGSWPO/M IN VIEW OF THE ABOVE, the STATE and the CONTRACTOR execute this Supplemental Agreement No. 3 by their signatures on the dates below. STATE: By Print Name Susan M. Chandler Title Director Date FUNDING AGENCY (to be signed by head of funding agency If other then the Aftnwy Genera) By Print Name Susan M. Chandler Title Director Date CONTRACTOR: By Print Name Title Date *E*Wnm of SOXMy of on Cates ro&VnOft SuppW="Ap =Wb@MW*d. APPROVED AS TO FORM: Deputy Attorney General CONTRACTOR'S ACKNOWLEDGMENT State of ) SS. County of On this day of 199. before me personally appeared , to me personally known, who being by me duly sworn, did say that he/she is the of . the CONTRACTOR named in the.foregoing instrument, and that he/she is authorized to sign said instrument on behalf of the CONTRACTOR, and acknowledges that he/she executed said instrument as the free act and deed of the CONTRACTOR. Notary Public, My commission expires: A&swP (IM) CER71FICATION OF EXEMPTION FROM CIVIL SERVICE By Heads of State Departments or Agencies Pursuant to Delegation - of the Director of Human Resources Development' Pursuant to the delegation of the authority by the Director of Human Resources Development, I certify that the services provided under this Agreement, and the person(s) providing the services under this Agreement are exempt from the civil service, pursuant to Hawaii Revised Statutes §76-16. (•mow••) (e+•) Susan M. Chandler Prtrd Nau Director Print rdN 2. By the Director of Human Resources Development, State of Hawa!12 I certify that the services provided under this Agreement, and the person(s) providing the services under this Agreement are exempt from the civil service, pursuant to Hawaii Revised Statutes §76-16(x. PrUd Nama PMI nee, it desWm of Manor of Huhn Raoucm DevNopment 'This part of the form may be used by all department heads and others to whom the Director of Human Resources Development has delegated authority to certify Hawaii Revised Statutes section 76-16 civil service exceptions. The specific paragraph(s) of section 76-16 upon which an exemption is based should be noted in the contract file. NOTE: Authority to certify exceptions under Hawaii Revised Statutes sections 76-16(2) and 76-16(3) has not been delegated: only the Dfrector of Human Resources Development may certify sections 76-16(2) and 76-16(3) exceptions . 'This part of the form may be used only by the Director of Human Resources Development or the Director's designee. See NOTE at footnote 1. STANDARDS OF CONDUCT DECLARATION For the purposes of this declaration: "Agency' means and includes the State, the legislature and its committees, all executive departments, boards, commissions, committees, bureaus, offices, the University of Hawaii, and all independent commissions and other establishments of the state government but excluding the courts. 'Controlling interest' means an interest in a business or other undertaking which is sufficient in fact to control, whether the interest is greater or less than fifty per cent (50%). 'Empioyee means any nominated, appointed, or elected officer or employee of the State, including members of boards, commissions, and committees, and employees under contract to the State or of the constitutional convention, but excluding legislators, delegates to the constitutional convention, justices, and judges. On behalf of _ . CONTRACTOR, the undersigned does declare as follows: 1. CONTRACTOR 0 is 0 is not a legislator or an employee or a business in which a legislator or an employee has a controlling interest.' 2. CONTRACTOR has not been assisted or represented by a legislator or employee for a fee or other compensation to obtain this Supplemental Agreement and will not be assisted or represented by a legislator or employee for a fee or other compensation in the performance of the Supplemental Agreement, if the legislator or employee had been involved in the development or award of the Supplemental Agreement. 3. CONTRACTOR has not been assisted or represented for a fee or other compensation in the award of this Supplemental Agreement by an Agency employee or, in the case of the Legislature, by a.legislator. 4. CONTRACTOR has not been represented or assisted personally on matters related to the Supplemental Agreement by a person who has been an employee of the Agency within the preceding two (2) years and who participated while in state office or employment on the matter with which the Supplemental Agreement is directly concerned. 5. CONTRACTOR has not been represented or assisted on matters related to this Supplemental Agreement, for a fee or other consideration by an individual who, within the past twelve (12) months, has been an Agency employee, or in the case of the Legislature, a legislator. 6. CONTRACTOR has not been represented or assisted in the award of this Supplemental Agreement for a fee or other consideration by an individual who, a) within waswv0PM the past twelve (12) months, served as an Agency employee or in the case of the Legislature, a legislator, and b) participated while an employee or legislator on matters related to this Supplemental Agreement. CONTRACTOR understands that the Supplemental Agreement to which this document is attached is voidable on behalf of the STATE if this Supplemental Agreement was entered into in violation of any provision of chapter 84, HRS, commonly referred to as the Code of Ethics, including the provisions which are the source of the declarations above. Additionally, any fee, compensation, gift, or profit received by any person as a result of a violation of the Code of Ethics may be recovered by the STATE. DATED: Hawaii, 19 CONTRACTOR By Title 'Reminder to Agency: If'is' is checked, the Agency is required, under section 8415, HRS, to file with the State Ethics Commission, ten (10) days before the Supplemental Agreement is entered into, a written justification as to why the Supplemental Agreement was not required to be competitively bid. AO -Supp (1/M Attachment S1 SCOPE OF SERVICES This Scope of Service replaces scope as set forth in the original agreement dated June 15, 1996, and Supplemental Agreement Number 1 dated July 1, 1997. The CONTRACTOR shall, in a proper and satisfactory manner, as determined by the STATE, provide a Child Care Coordinator (hereinafter Coordinator) for the County of Hawaii who shall be under the supervision of the Office of the Mayor, County of Hawaii, in cooperation with the Mayor's Advisory Committee on Children and Youth. The Coordinator shall continue to work with the Department, the Mayor's Advisory Committee, the County of Hawai'i Community Council, and the Good Beginnings Alliance, in the collaborative effort to accomplish the priority outcomes as outlined in the original Good Beginnings Five Year Plan for the County of Hawaii developed in 1997. These outcomes are accomplished by the County of Hawaii Community Council's identification of goals, measurable objectives, activities to meet the objectives, identified target groups to be served, accomplishment of the outcomes, and measurement of the outcomes, as defined within five general areas: Families in the System; Assuring Quality Programs and Service; System Coordination and Accountability; System Financing and Resource Development; and, Public Education and Engagement. A. The Coordinator shall be responsible for facilitating the second year implementation phase of the plan's priority outcomes, to include activities, resources and training that improve the availability, affordability, and quality of child care for children ages birth to five (5) years old, including children with special needs, with emphasis on, but not restricted to the following: Provide leadership and the convening of the County of Hawaii Community Council; 2. Facilitate coordination of the community council's efforts by increasing membership, establishing subcommittees for project implementation, preparing monthly reports, and assisting in the definition, promotion and accomplishment of initiatives that address the needs of the county's young children and their families; 3. Staff meetings of and prepare monthly reports for the Mayor's Advisory Committee on Children and Youth and assist in promoting the committee's initiatives in addressing the needs of children from birth to the age of five (5) years old, including children with special needs in the County of Hawaii. AG -Supp (1/98) Attachment S1 4. Coordinate record keeping and collection of data for the project, as required by the County and the State; 5. Participate on the Department of Human Service's Statewide Child Care Advisory Committee for improving the availability, affordability, and quality of child care; 6. Review and analyze state and county legislation pertaining to children and appropriations for services on their behalf. In regard to such legislation, submit findings and appropriate recommendations to the Department, Mayor, County Council, Good Beginnings Alliance, and/or the County of Hawaii's representatives to the State Legislature; 7. Develop grant proposals for the county in an effort to increase the availability of public and private funds for county level ECEC system development. Facilitate ECEC resource sharing and in-kind support within the county; 8. Participate in the following meetings: Four coordinator meetings with the Department, once a quarter, or as otherwise specified by the Department; and, four Good Beginning's Alliance meetings on Oahu, once a quarter. (The total number of inter -island travel will not exceed eight trips, that is, two per quarter, unless requested by the Department.) 9. Submit optional community education project description to the department for approval, in the case that the community council and coordinator choose a community activity instead of, or in addition to a conference; reference budget, EXHIBIT A. B. The Coordinator and the Community Council shall; In collaboration with the Mayor's Advisory Committee on Children and Youth, review, refine and update, the incremental five year action plan for early childhood education and care in the County of Hawaii. The plan identifies areas of need, and recommends activities to fill those needs or gaps in services; 2. For each identified initiative/goal for FY 2000: Establish measurable objectives, corresponding activities to meet the objectives, identify the targeted population group to be served, define anticipated outcomes, and outcome measurements; AG -Supp (1/98) Attachment S1 3. Accomplish implementation of identified initiatives/goal for FY 2000, and update a corresponding Timeline Table; 4. Compile, maintain, and disseminate information on existing child care resources and available funding sources, and demand for services data; 5. Develop, plan, and implement activities and programs to increase public awareness and involvement concerning the value of early childhood education and care; 6. Assess the social, economic and physical data on the demand for services to support the implementation of strategies as needed; 7. Facilitate ECEC resource sharing and in-kind support within the county to promote shared goals. C. The STATE shall provide: a. Quarterly meetings to support the collaborative exchange between counties; b. Technical assistance to the coordinator for the definition of county goals, objectives and measurable outcomes for FY 2000; C. Review findings and recommendations of state and county legislation pertaining to children and appropriations for services on their behalf. D. The CONTRACTOR shall provide to the STATE the following reports: Quarterly written progress reports which include: a. Quantitative information about the number of contacts and agencies they are working with, number of meetings attended and purpose of meeting, data on community council projects in Hawaii County; b. Descriptive summaries of progress in developing items A -B of the Scope of Services. C. Financial report of actual monthly expenditures in each of the budget categories as listed in EXHIBIT A; AG -Supp (1/98) Attachment S1 d. Updated strategies/action steps form and corresponding timetable; e. One copy of the Big Island Community Council's meeting minutes for meetings held during the quarter; One copy of GBA meeting minutes/notes for quarter's attendance, and minutes/notes from any other significant meeting pertinent to the implementation and continuance of initiatives; and the collaborative growth of the Big Island's child care efforts; g. Other information as may be requested by the STATE. 2. The CONTRACTOR shall provide the STATE with a final written summary report to include: a. Cumulative data for the Agreement period; Summary descriptions of activities in cooperation and collaboration with other community agencies; C. Narrative assessment of the success in meeting the goals and objectives of the five year plan for early childhood education and care and this Agreement; d. Updated listing of initiatives/activities defined in the following five general areas: Families in the System, Assuring Quality Programs and Service, System Coordination and Accountability, System Financing and Resource Development, and Public Education and Engagement; details to show FY 2000 accomplishments, and defined initiatives for FY 2001; e. Activities timetable that corresponds to the initiatives/activities for FY 1999, and defined for FY 2000; An inventory of all supplies and equipment purchased with funds furnished under this Agreement. E. The CONTRACTOR shall agree to abide by all the Federal regulations as legislated by Public Law 104-193, Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996 which incorporates technical corrections to PRWORA made by the Balance Budget Act 1997 (Public Law 105-33). AG -Supp (1/98) Attachment S1 F. Upon termination of this Agreement, title to all equipment costing $50 or more purchased with funds provided under this agreement shall be transferred to the STATE at the request of the STATE. G. The CONTRACTOR shall, at the request of the STATE, meet with representatives of the STATE to discuss the progress of this Agreement. AG -Supp (1/98) Attachment S2 TIME OF PERFORMANCE The CONTRACTOR shall provide the services required under this Agreement from June 15, 1996 through June 30, 1997, July 1, 1997 through June 30, 1998. July 1, 1998 through June 30, 1999 and extended HEREIN from July 1, 1999 through June 30, 2000, provided funds are available, or unless this Agreement is sooner terminated as hereinafter provided. The State may, at its option, extend the period, to be determined on a year to year basis, subject to availability to funds, the State's determination of need, extensions shall not exceed five, If the performance period is extended, the State may adjust the Scope of Services with a commensurate adjustment in compensation. In the case of noncontinuance, CONTRACTOR will be given written notice 30 days before contract termination, that is May 31, 2000. A plan for implementation of services is outlined is Attachment S1. Service hours include normal week hours, as well as evening and weekend hours. The CONTRACTOR shall submit quarterly written progress reports no later than thirty (30) days after the end of a quarter. Quarterly reports are due: a. October 30, 1999 b. January 30, 2000 C. April 30, 2000 d. July 30, 2000 The CONTRACTOR shall submit the final Subgrantee's Invoice and Expenditure Report (hereinafter SIER) no later than July 30, 2000. The CONTRACTOR shall submit the final summary report no later than thirty (30) days after the end of this Agreement, or July 30, 2000. Except for the change noted above, shall be no' other changes with respect to the Time of Performance as set forth in the Negotiated Agreement for Child Care Coordinator services. Attachment S3 COMPENSATION AND PAYMENT SCHEDULE In full consideration for the services satisfactorily performed, according to the State's determination, by the CONTRACTOR under this Agreement, the STATE agrees, to pay the CONTRACTOR a total sum of money not to exceed FIFTY- FIVE THOUSAND SEVEN HUNDRED SIXTY NO/100 ($55,760.00) for the extended Agreement period of July 1, 1999 through June 30, 2000. All other terms and conditions of the compensation and payment schedule shall remain valid and enforceable. In addition to the change noted above, there shall be respective changes in the Compensation Budget, EXHIBIT A AS ATTACHED, for Child Care Coordinator services, extended Agreement period of July 1, 1999 through June 30, 2000. HAWAII COUNTY CHILD CARE COORDINATOR COMPENSATION BUDGET FOR THE PERIOD OF 7/1/98 TO 6/30/99 PERSONNEL SERVICES EXHIBIT A $50,000 INTER -ISLAND TRAVEL 1,360 ($170/day air & taxi for two trips per quarter) MAINLAND CONFERENCE 2,000 (Out-of-state, travel, registration, hotel) MILEAGE 2,000 INFORMATION DISSEMINATION 400 (Postage, ads, copies/printing) TOTAL $55,760 (Note: Each category above, shall be a line item expense recorded on the SIER)