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Susan L.K. Lee Loy c
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Office: (808)961-8396
Fax: (808)965-8912CouncilMemberji
District 3 Email: sue.leeloy@hawaiicounty.gov
HAWAII COUNTY COUNCIL en
25 Aupuni Street,Hilo,Hawai`i 96720 C
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DATE: January 18, 2022
TO: Maile David, Council Chair; and 9?
Members of the Hawaii County Council a
FROM: Susan L.K. Lee Loy, Chair, Human Services and Social : e
SUBJECT: Report from ad hoc committee regarding application and process
recommendations for the FY 22-23 Nonprofit Grants Program
On December 7, 2021, at a meeting of the Human Services and Social Services Committee and
pursuant to Hawai`i Revised Statutes Section 92-2.5(b), an ad hoc committee, hereinafter
ADHOC"), was formed for the purposes of developing and providing a refined application and
process for the FY 2022-2023 nonprofit Grant-in-Aid program, hereinafter("GIA") awardees.
The scope of the ADHOC was limited to:
Conducting an informational virtual presentation for interested grants program applicants
Providing support to efforts to pilot online submissions of grant applications
Providing support to digitize required reports (six month and annual)to the County
Drafting a list ofresponsibilities to support contract monitoring ofthe grants program
Members of the ADHOC were Sue Lee Loy, Chair, and Council Members Ashley Kierkiewicz,
Heather Kimball, and Tim Richards.
An announcement regarding the informational presentation was posted with the application
packet. A copy of the flyer is attached hereto as Exhibit A.
On December 13, 2021, the informational virtual presentation was held via Zoom with over 100
registered participants from across the island. During this presentation, the participants were
introduced to the online application and process. The Frequently Asked Questions document is
accessible on the webpage of the Finance Department along with a link to the recording of the
presentation.
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Committee members and their staff have been providing ongoing support to this pilot effort of
online submissions for grants applications as well as the digitization and online submission of
required reports. The online application and instruction packet is accessible on the webpage of
the Finance Department.
Committee members Lee Loy, Kimball, and Kierkiewicz met via Zoom on January 14, 2022, to
finalize the list of responsibilities to support contract monitoring of the grants program. The list
is attached hereto as Exhibit B.
Recommendations
The ADHOC recommends the following:
Continue to support online submissions for grants applications
Continue to support online submissions of required reports
Identify and evaluate existing position(s) to assist with contract monitoring
responsibilities
I would like to thank our Council Members Heather Kimball, Ashley Kierkiewicz, and Tim
Richards, for their continued service on this ADHOC, as well as our staff and Council Services
for their contribution in helping us make this ADHOC process an efficient undertaking. I also
extend my gratitude towards Finance Director Deanna Sako, Lisa Tada, Ted Schrey, and their
staff for their assistance and feedback in this process.
It has been my privilege and honor to continue to serve as Chair of the ADHOC and trust this
report is satisfactory.
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Att.
Exhibit A—Informational presentation flyer
Exhibit B —List of Contract Monitoring responsibilities
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EXHIBIT A
CONTRACT MONITORING Responsibilities
The Council is seeking the services to support the Waiwai Grant Program, pursuant to Hawai`i
County Code, Article 25, and specifically in Section 2-139(a)(1)(C). This grant program
supports a wide range of community nonprofit programs throughout the County of Hawaii.
Summary of Services:
The position works closely with the Human Services and Social Services Committee [HSSSC]
Chair and Vice-Chair to manage and monitor the implementation of the Waiwai Grant Program.
The position will provide the following services:
1. Works as a member of the team to manage and monitor the scope of work of the
Waiwai Grant Program. Collaborates to increase effectiveness and efficiency in the
service integrationand delivery as we strive for collective impact, Provides timely
coordination between Dept of Finance and the HSSSC team on developing and
negotiating contract scope of services, work plan modifications, and approvals for
requests for payment. Coordinates between Finance and HSSSC and contractors to
provide an integrated approach for the Waiwai Grant Program.
2. Manages and monitors implementation of the Waiwai Grant contracts. Reviews and
provides approval for requests for payment based on progress and completion of
deliverables. Oversees archiving of documents and products produced. Provides timely
reporting on contract progress and issues that require attention and approval by Finance
and/or HSSSC. Performs contract performance quality assurance and assists with
development of corrective action plans.
3. Coordinates and assists HSSSC in developing evaluation plans for the Waiwai Program.
4. Organizes, supports and responds to training requests. Develops reports, presentations,
briefs and other materials to represent and advance the implementation of the Waiwai
Grant program. Occasionally participates in off-site monitoring of contracts and off-hours
meetings and production activities.
5. Performs other duties as requested.
Other provisions:
1. Oversight: HSSSC Chair
2. Day-to-day work managed by: HSSSC Chair
3. Location: Hilo preferred. Frequent interaction with Finance staff(based in Hilo) will be
required, remotely through virtual platforms, and in-person at HSSSC Chair's discretion.
4. Budgetary and/or Fiscal Responsibilities: Review and approval of request for payment;
providing financial reports and information related to Waiwai Grant Program contracts.
5. Other responsibilities: Regularly reports to the HSSSC Chair. Complies with and ensures
compliance with policies, practices, and procedures relevant to the Waiwai Grant
Contracts. Keeps accurate data and is able to apply appropriate technology to complete
EXHIBIT B
tasks. Seeks to develop relationships in the nonprofit organization community. Has
integrity and good judgment. Plans and organizes work effectively. Keeps current, has
situational awareness, and ability to apply knowledge to projects. Must use data to drive
results.
6. Hours: The time to perform services is expected to vary from week to week, probably
ranging between 5-20 hours per week.
Primary Qualifications:
1. Education/Training: graduation from high school and some training in basic accounting
2. Experience: one to three years of experience in managing large projects, grants or
contract monitoring.
3. Knowledge: Knowledge of financial accountability, contract monitoring, and writing.
Knowledge of basic accounting principles.
4. Abilities/Skills: Good verbal and written communication skills, including oral
presentations. Proficient skills in MS Word, Excel, Google Suite and PowerPoint. Ability
to keep accurate data and to apply appropriate technology to complete tasks. Must
possess leadership, initiative and partnership building skills. Must be a team player, be
flexible, and be open to collaboration. Ability to plan and organize work effectively.
Ability to attend off-site meetings and participate in production activities.
EXHIBIT B