2018/07/10 City of Rohnert Park Foundation Agenda PacketCITY OF ROHNERT PARK FOUNDATION BOARD
SPECIAL MEETING NOTICE AND AGENDA
NOTICE IS HEREBY GIVEN THAT A SPECIAL MEETING
will be held on Tuesday, July 10, 2018
Open Session: 5:00 p.m.*
*or soon thereafter recess of the Rohnert Park City Council/RPFA/Successor Agency to
CDC Joint Regular Meeting
MEETING LOCATION: CITY HALL - COUNCIL CHAMBER
130 Avram Avenue, Rohnert Park, California
SIMULTANEOUS MEETING COMPENSATION DISCLOSURE (Government Code § 54952.3):
Members of the City Council receive no additional compensation as a result of convening meeting of the
City of Rohnert Park Foundation.
PUBLIC COMMENTS: Provides an opportunity for public comment on items not listed on the agenda,
or on agenda items if unable to comment at the scheduled time (limited to three minutes per appearance
and a 30 minute total time limit, or allocation of time determined by Presiding Officer based on number
of speaker cards submitted). PLEASE FILL OUT A SPEAKER CARD PRIOR TO SPEAKING
NOTE: Time shown for any particular matter on the agenda is an estimate only. Matters may be
considered earlier or later than the time indicated depending on the pace at which the meeting proceeds.
If you wish to speak on an item under discussion by the Board which appears on this agenda, after
receiving recognition from the Chair, please walk to the rostrum and state your name and address for the
record. Any item raised by a member of the public which is not on the agenda and may require Board
action shall be automatically referred to staff for investigation and disposition which may include placing
on a future agenda. If the item is deemed to be an emergency or the need to take action arose after
posting of the agenda within the meaning of Government Code Section 54954.2(b), the Board is entitled
to discuss the matter to determine if it is an emergency item under said Government Code and may take
action thereon.
DISABLED ACCOMMODATION: If you have a disability which requires an interpreter or other person
to assist you while attending this Board meeting, please contact the City Clerk's Office at (707) 588-
2227 at least 72 hours prior to the meeting to ensure arrangements for accommodation by the staff.
Please notify the City Clerk's Office as soon as possible if you have a visual impairment requiring
meeting materials to be produced in another format (Braille, audio -tape, etc.)
AGENDA REPORTS & DOCUMENTS: Copies of all staff reports and documents subject to disclosure
that relate to each item of business referred to on the agenda are available for public inspection at City
Hall located at 130 Avram Avenue, during regular business hours, Monday through Friday from 8:00 am
to 5:00 pm. Any writings or documents subject to disclosure that are provided to all, or a majority of all,
of the members of the Board regarding any item on this agenda after the agenda has been distributed will
also be made available for inspection at City Hall during regular business hours.
ANNOUNCEMENT: Please turn off all pagers, cellular telephones and all other communication devices
upon entering the Council Chamber.
Board Members: Pam Stafford, Chair
Amy O. Ahanotu, Director
Gina Belforte, Director
1. CALL TO ORDER/ROLL CALL
2. PRESENTATIONS
3. PUBLIC COMMENTS
Joseph T. Callinan, Vice Chair
Jake Mackenzie, Director
Persons wishing to address the Board on Foundation business not listed on the Agenda may do so at
this time. Each speaker will be allotted three minutes. Those wishing to address the Board on any
business item listed on the Agenda should submit a "Speaker Card" to the Secretary before
announcement of that agenda item.
4. APPROVAL OF MINUTES
A. Approval of Minutes of Board Special Meeting held on June 26, 2018
5. ACTION ITEMS
A. Consideration of Grant Awards to Selected Participants of the Small Grants
Program and Authorizing the Executive Director to Enter Into Grant Agreements
1. Staff Report
2. Public Comments
3. Resolution for Adoption:
a. 2018-2 Authorizing Executive Director to Enter Into City of Rohnert Park
Foundation Small Grants Program Agreements for Fiscal Year
2018/2019
1. Board motion/discussion/vote
6. REPORTS AND INFORMATIONAL ITEMS
7. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD
Copies of communications may have been provided to the Board for review prior to this meeting.
Board Members desiring to read or discuss any communication may do so at this time. Prior to
agenda publication, any Board Member may place an item on this portion of the agenda. Upon the
concurrence of two Members, the item may be added to a subsequent agenda for deliberation and
action. In accordance with the Brown Act, at the Board meeting, Board Members may not add items
hereunder, except for brief reports on his or her own activities or brief announcements regarding an
event of community interest.
8. ADJOURNMENT
RECONVENE TO CITY COUNCIL MEETING
CERTIFICATION OF POSTING OF AGENDA
I, JoAnne Buergler, Secretary for the City of Rohnert Park Foundation, declare that the foregoing agenda for the July 10,
2018, Meeting of the City of Rohnert Park Foundation was posted and available for review on July 5, 2018, at Rohnert Park
City Hall, 130 Avram Avenue, Rohnert Park, California 94928.
Executed this 5' day of July 2018, at Rohnert Park, California.
JoAnne M. Buergler, Secretary
CITY OF ROHNERT PARK FOUNDATION BOARD
SPEAKER CARD
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Item No. 4A
MINUTES OF THE CITY OF ROHNERT PARK FOUNDATION BOARD MEETING
Tuesday, June 26, 2018
Rohnert Park City Hall, Council Chamber
130 Avram Avenue, Rohnert Park, California
1. CITY OF ROHNERT PARK FOUNDATION BOARD MEETING - CALL TO
ORDER/ROLL CALL
Chair Pro Tempore Callinan called the Special Meeting to order at 6:58 p.m., the notice for
which being legally noticed on June 21, 2018.
Present: Board Members
Joseph T. Callinan, Vice Chair
Amy O. Ahanotu, Director
Gina Belforte, Director
Jake Mackenzie, Director
Absent: Pam Stafford, Chair
2. PRESENTATIONS
None.
3. PUBLIC COMMENTS
None.
4. APPROVAL OF MINUTES
A. Approval of Minutes of Board Special Meeting held on February 13, 2018
B. Approval of Minutes of Board Special Meeting held on April 24, 2018
Recommended Action(s): Approve the Minutes.
Public Comment: None.
ACTION: Moved/seconded (Belforte/Mackenzie) to approve the Minutes of Board
Special Meetings held on February 13, 2018 and April 24, 2018.
Motion carried by the following unanimous 4-0-1 vote: AYES: Ahanotu,
Belforte, Mackenzie, and Callinan; NOES: None, ABSTAINS: None,
ABSENT: Stafford.
5. ACTION ITEMS
A. Review and Consideration of Adoption of City of Rohnert Park Foundation
Operating Budget for FY2018-19
Senior Analyst L. Tacata presented the item. Recommended Action(s): Adopt a
Resolution Approving and Adopting the Operating Budget for the City of Rohnert
Park Foundation for Fiscal Year 2018-19.
City of Rohnert Park Foundation Board Meeting June 26, 2018
Page 2 of 2
Public Comments: None.
ACTION: Moved/seconded (Mackenzie/Belforte) to approve Resolution 2018-001
Approving and Adopting the Operating Budget for the City of Rohnert
Park Foundation for Fiscal Year 2018-19.
Motion carried by the following unanimous 4-0-1 vote: AYES: Ahanotu,
Belforte, Mackenzie, and Callinan; NOES: None, ABSTAINS: None,
ABSENT: Stafford.
6. REPORTS AND INFORMATIONAL ITEMS
None.
7. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD
None.
8. ADJOURNMENT
Chair Pro Tempore Callinan adjourned the Special Meeting at 7:04 p.m.
Caitlin Saldanha, Secretary Pam Stafford, Chair
City of Rohnert Park Foundation Board City of Rohnert Park Foundation Board
ITEM NO. 5A
CITY OF ROHNERT PARK FOUNDATION
BOARD OF DIRECTORS AGENDA REPORT
Meeting Date:
July 10, 2018
Department:
Administration
Submitted By:
Darrin Jenkins, Executive Director
Prepared By:
Leonardo Tacata, Senior Analyst
Agenda Title:
Consideration of Grant Awards to Selected Participants of the Small
Grants Program and Authorizing the Executive Director to Enter Into
Grant Agreements
RECOMMENDED ACTION:
Consideration of Small Grants Program Awards to Selected Participants and Authorizing the
Executive Director to Enter Agreements to Selected Awardees
Background:
On May 2, 2017, the Foundation Board authorized a memorandum of understanding to accept
on-going Casino Mitigation Community Investment donations provided by the City's Agreement
with the Federated Indians of Graton Rancheria consistent with Foundation By -Laws to accept
donation amounts exceeding $50,000 from any single entity. Contributions from the City of
Rohnert Park's Memorandum of Understanding with the Federated Indians of Graton Rancheria
for casino mitigation and community investment purposes began in the fourth quarter of Fiscal
Year 2016/2017 and have been received every quarter in Fiscal Year 2017/18. The amount of the
annual contribution is approximately $300,000. The Foundation expects to continue receiving
the casino mitigation/community investment quarterly contributions from the City for FY
2018/2019.
On February 13, 2018, the City of Rohnert Park Foundation Board approved an annual
framework to spend the Community Investment funds, and directed that 33% of those funds
($100,000 per year) be budgeted for the Small Grants Program, which invites community
organizations to apply for grant awards to support projects that will benefit or improve the
Rohnert Park community. Through the Small Grants Program, the Foundation hopes to fund a
variety of projects that contribute to making our Rohnert Park community a safe, enjoyable place
to live, work and play. The application round of the Small Grants Program was planned for
Spring Quarter 2018, with projects to begin in the new 2018/2019 Fiscal Year (July 1, 2018).
On June 26, 2018, the Board approved the Foundation's 2018/2019 Annual Budget. $100,000
was appropriated for the Small Grants Program expenditures related to this Board item.
Analysis:
On May 1St, 2018, the Foundation opened its application period for its first cycle of the Small
Grants Program. The grant program was advertised on many channels: It was announced in the
City Manager's Community Voice columns and on the Community Center sign, published on the
ITEM NO. 5A
City website and on all the City's social media channels (Facebook, Twitter, and NextDoor),
announced at the City Council and Town Hall meetings, and emailed to all commissioners of the
Parks and Recreation Commission, the Planning Commission, the Bicycle and Pedestrian
Advisory Committee, and the Senior Citizens Advisory Commission.
Applications were accepted online and through submission at City Hall. Applicants were asked
to describe their projects, describe how the projects benefit or improve the community of
Rohnert Park, describe who will benefit from the projects, and explain how each project will
spend its grant funds and how outcomes will be reported. Thirty-nine applications were received
by the May 31" deadline, with requests totaling $176,143.
The Executive Director appointed City staff from all departments to form a Small Grants
Steering Committee which was tasked to review the grant applications and form
recommendations on which projects to fund. Focused on the purpose of the program, and in
consideration of the $100,000 budget limit, the Steering Committee focused on recommending
projects that offered the most meaningful impact on the Rohnert Park Community. When the
Board approved the program, it directed that these funds should not encourage any organization
to be reliant on the Small Grants Program. In the spirit of this direction, the Steering Committee
also focused its recommendations on term -limited project activities that will be concluded by the
end of the 2018/2019 fiscal year.
Recommendations for Grant Awards
Of the thirty-nine applications, twenty-eight projects totaling $100,000 in grant awards are
recommended for funding. In order to maximize the pool of funding, the Committee created
three tiers of recommendations: (1) Projects; (2) Services; and (3) Conferences/Outreach. For the
most part, the "Projects" and the "Services" applicants are recommended their full grant
requests, with exceptions to parts of certain proposals that requested funds for activities that
would have been conducted outside of the grant term (a requirement of the grant is that a project
must be completed between July 1, 2018, and June 30, 2019), or parts of certain projects that
appeared to relate to the organization's administrative functions. Programs recommended for
partial funding are also noted in the following tables.
Project Recommendations
Eleven awards are recommended for projects that propose one-time, unique activities of the
respective applicants. Recommendations in the "Project" category involve the funding of
materials, equipment, or project management. The total expense of Project awards, if awarded, is
$46,875 (47% of available awards).
PROJECT RECOMMENDATIONS
Recommended Award
Organization and Project Description
1. ArtStart
$4,900
Coordinate volunteers to design and create a mural for the
Senior Center. Funds will be used for ArtStart project
management and materials for the project.
Continued on next page
2
ITEM NO. 5A
2. Council on Aging
$3,250
Conduct an "Age Friendly Assessment" that will provide
an analysis of assets and challenges specific to older
residents to access activities, events, and public spaces in
Rohnert Park. Funds will be used for materials to support
volunteers (safety equipment, food, water), conduct the
analysis, and produce printed materials.
3. Daily Acts Organization
$5,000
Conduct rapid trash assessments and clean-up projects
along Hinebaugh and Copeland Creeks. Funds will be
used for materials and equipment, coordinate the events,
and produce the reports. Daily Acts will work with
volunteers from JUMP, a Sonoma State student service
organization. This project helps the City meet its storm
water permit requirements.
4. Girl Scouts Troop 106
$5,000
Clean-up, paint, and upgrade of the Scout Hut located in
Alicia Park. Funds will be used for painting and landscape
materials, kitchen appliances, tables, chairs, and tools.
5. Hahn Elementary School
$4,975
Development of "Imagination Playground" at Hahn
Elementary School. Funds will be used to purchase large-
scale playground building blocks that will be used to
create houses or other imaginative structures in the play
yard.
6. Richard Crane Elementary School
$5,000
Build an outdoor table tennis table at the Richard Crane
Elementary School campus. Funds will be used toward
the purchase and construction of a concrete table tennis
table that will be available not only for the students but
also for use in after-school and weekend hours.
7. Rising Sun Energy Center
$1,750
Conduct a Rohnert Park open house event to showcase
(partial funding)
residential energy and water conservation improvements.
Funds will be used to distribute energy-efficient
equipment and printed materials to Rohnert Park residents
in the course of the 2018/19 California Youth Energy
Services campaign.
8. Rohnert Park Community Chorale
$2,000
Funds will be used to repaint the interior of the Burton
(partial funding)
Recreation Center, which the Chorale uses for practice
and to hold its concerts.
Continued on next page
ITEM NO. 5A
9. Rohnert Park Historical Society
$5,000
Catalog and curate the Historical Society collection and
$5,000
establish a display case in the Community Center. Funds
will be used for rental storage space and towards the
purchase of a cabinet to house a rotating exhibit that will
be maintained by Historical Society volunteers.
10. Rohnert Park Pickleball Club
$5,000
Upgrade and maintain the City's new pickleball courts.
$1,825
Funds will be used to install court windshields and to
(partial funding)
purchase and store equipment required to prepare the
courts for play (blowers, brooms, water removers).
11. Rotary Club of Cotati and Rohnert Park
$5,000
Phase 2 construction of the Burton Recreational Center
Peace Park/Garden. Funds will be used to purchase
landscape and hardscape materials.
Service Recommendations
Ten awards are recommended for projects that would support an applicant's current services.
The proposed activities under this category differ from the Project recommendations in that the
Projects propose new and one-time activities, whereas Services seek support for activities that
the applicants may want to continue in future years. The Board provided direction that the Small
Grants Program funds should not be used to foster an organization's reliance on the grant
program due to the non -guaranteed nature of the source funding. To discourage operational
reliance on Small Grants funds, the award guidelines state that no organization will be funded for
consecutive years. The Service projects recommended below will only support activity in
2018/2019, and will not be eligible for award in the next fiscal year if the Small Grants Program
continues. Awardees will need to seek other sources of support to continue their funding
activities next year. The total amount of Service awards, if approved, is $43,325 (43% of
available awards).
SERVICE RECOMMENDATIONS
Organization and Project Description
Recommended Award
12. Animal Shelter League of Rohnert Park
$5,000
2018/2019 Pet Wellness Clinics to be held at the Senior
Center and the Rancho Verde Mobile Home Park. The
clinics will target low/limited income pet owners and will
offer veterinary exams, vaccinations, parasite control, and
microchipping/ID tags.
13. Armed Forces Banner Program
$1,825
Installation and maintenance of banners honoring active
(partial funding)
duty Rohnert Park citizens. Funds will be used to
subsidize limited -income families that need help to
participate in the program in the 2018/2019 year. Banner
renewal/maintenance will also be provided during the
year.
Continued on next page
2
ITEM NO. 5A
14. California Parenting Institute
$5,000
Provide expanded on-site trauma counseling at a Cotati-
Rohnert Park Unified School District campus. Funds will
also serve as a match to leverage additional grant funding
for services at CRPUSD.
15. Education Foundation of Cotati and Rohnert
$5,000
Park
Contribution toward the 2019 EFCRP Grant Campaign.
EFCRP raises approximately $50,000 per year to make
grants for Cotati-Rohnert Park Unified School District
teachers. Grant funds will be used to purchase classroom
technology and materials.
16. Friends of the Family Resource Center
$3,500
Provide stipends for short-term emergency assistance or
one-time housing support to Rohnert Park families
involved in the Petaluma Adult School. Grant funds will
be reserved for stipends to families that live in the
Rohnert Park zip code.
17. Neighbors Organized Against Hunger
$5,000
Provide food assistance to local residents at the weekly
NOAH Pantry. Funds will be used to purchase foods from
the Redwood Empire Food Bank.
18. Petaluma Bounty
$5,000
Conduct the "Produce Rx Treatment" (Produce
Prescription) program, which encourages families that
face multiple barriers to access high quality and local food
by introducing them to local food sources. Funds will be
used to distribute vouchers for the Rohnert Park Farmers'
Market to families in need. Families will be identified in
partnership with the Rohnert Park Health Center.
19. Rohnert Park Community Band
$3,000
Funds will be used to purchase materials (music sheets),
(partial funding)
event insurance fees, and advertising expenses in support
of the Community Band's 2018/2019 concerts, which will
be offered on Veteran's Day, winter, spring, and
Memorial Day.
20. Rohnert Park Health Center
$5,000
Expansion of the School -Based Dental Program to the
Cotati-Rohnert Park Unified School District. Funds will
be used to offset the out-of-pocket costs associated with
restorative and emergency treatment services offered to
CRPUSD students who receive services at the Rohnert
Park Health Center and the mobile school-based program.
Continued on next page
ITEM NO. 5A
21. Sonoma County Bicycle Coalition $5,000
Offer Safe Routes to School events in at least one Rohnert
Park elementary school. Funds will be used to offer Safe
Routes to School activities (bike rodeo, bike & ped
encouragement assembly, Helmet Safety Day). The
organization is currently working with the school district
to finalize which campuses will hold Safe Routes to
School events in the 2018/19 year.
Conference/Outreach Recommendations
Seven awards are recommended for projects that would support conferences and outreach
activities, most of which will be held on the Sonoma State campus. The proposed projects are
eligible for funding under grant guidelines; however, the Steering Committee believed that the
activities of these applicants would benefit a population broader than the residents of the City.
Providing full funding to these groups, in addition with the Project and Service activities above,
would exceed the Foundation's Small Grants Program budget. Priority recommendations,
therefore, were made to projects that specifically benefitted residents of Rohnert Park. The
Committee, however, does recognize that conferences and outreach can be beneficial to our
community, and appropriate activities do warrant consideration. In order to provide funding to
the most number of eligible applicants, the Committee chose to recommend that these
Conference/Outreach projects be offered the same level of award. It is also important to note that
not all conference and outreach project applicants were recommended for funding: Some
applications are not recommended because the proposed activities were not in line with grant
guidelines, and some applications requested funding that should be provided by more appropriate
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The total amount of recommended funding for Conference/Outreach projects is $9,800 (10% of
available awards).
CONFERENCE/OUTREACH
RECOMMENDATIONS
Organization/Project
Recommended Award
22. Awakening Entelechy (Credo High School)
$1,400
Host the 2019 One Planet Summit at Credo High School.
(partial funding)
The One Planet Summit offers workshops on projects that
enhance local conservation habits and sustainability
efforts. Funds will be used for materials to promote and
host the event.
23. Sonoma County Black Forum
$1,400
Funds will be used to support the 2018 Youth Summit
(partial funding)
event on Sonoma State, which invites low-income and
underserved middle school and high school students of
Sonoma County to participate in resume writing, job
interviewing, and college application workshops. The
event in held in collaboration with the Black Student
Union at Sonoma State University.
Continued on next page
on
ITEM NO. 5A
24. SSU Alpha Lambda Delta Honor Society
$1,400
Funds will be used to support the Safe Trick -or -Treat
(partial funding)
event held on the Sonoma State Campus in October. The
event invites the broader community to attend the event,
and the host organization arranges for logistics, treats, and
parking.
25. MALCS de SSU
$1,400
Funds will be used to support the North Bay Women of
(partial funding)
Color Conference, which invites participants to discuss
issues affecting women of color in academia and in the
community.
26. SSU Nursing Department
$1,400
Funds will be used toward the purchase of a medical
(partial funding)
model that is used for elementary, middle, and high
school presentations. Rohnert Park schools, as well as
other Sonoma County schools, will host the Nursing
Department presentations.
27. SSU Student Veterans Club
$1,400
Funds will be used to support networking that connects
(partial funding)
military veteran students with Sonoma County veteran -
related services.
28. SSU Virtual Reality Club
$1,400
Funds will be used to purchase equipment in support of
(partial funding)
the VR Club's "360 Degree Tour" project which will
include campus highlights as well as popular places and
landmarks in Rohnert Park. The project, which will allow
internet users to experience the tour, will be shared with
Rohnert Park to be posted to the City website.
Projects Not Recommended for Funding
The Foundation received more than $76,000 in requests in excess of the Small Grants Program
budget. The general reasons why certain applications were not recommended include:
- Minimal public benefit in relation to other projects;
- Minimal impact on Rohnert Park citizens in relation to other projects;
- Improvements on private property;
- Requests to fund personal certification;
- Requests to fund general operations such as permits and certificates.
In total, eleven applicants were not recommended for funding. Due to the broad nature of eligible
funding, none of the reasons listed above were cause to disqualify an applicant. However, in
recommending projects within the framework of the approved budget, the Steering Committee
had to make difficult decisions in establishing priorities which resulted in a number of activities
that could not be recommended in this round of awards.
7
ITEM NO. 5A
Awardee Distribution Summary (Proposed)
The recommended applications compose a diverse set of projects that promise to be beneficial to
the Rohnert Park community. The following pie charts illustrate the distribution of funding for
the recommended Small Grants Program awards:
Projects
$46,875
47%
Conference/Outreach
$9,800
10%
Recommended Award by Type
Services
$43,325
43%
Distribution of Small Grants Funding
(Recommended)
Children/Youth
27% MbL Social Services
24
Other
4%
Military & Veterans
2%
I Recreation
L
Workshops and
Outreach
5%
Feautification & ■
Environment
L 9% J
8
Seniors
11%
Arts & Culture
15%
ITEM NO. 5A
Grant Awards
Successful applicants will receive grant awards through a contract agreement with the
Foundation. The standard grant agreement is provided as Attachment 2. The Agreement requires
an awardee to provide appropriate documentation for funds spent and activities performed. The
Agreement also requires the awardee to report the outcomes of the project to the Foundation.
OPTIONS CONSIDERED:
(1) Option 1: Authorize the Executive Director to enter into City of Rohnert Park Foundation
Small Grants Program Agreements with the recommended applicants;
(2) Option 2: Decide not to fund any Small Grants Program projects at this time. The Board
will continue to consider case-by-case requests to the Foundation for funding as ideas and
opportunities arise.
Foundation Treasurer Approval Date: 6/29/2018
City Attorney Approval Date: N/A
Foundation Executive Director Approval Date: 6/29/2018
Attachments (list in packet assembly order):
1. A Resolution of the City of Rohnert Park Foundation Authorizing Executive Director to
Enter into City of Rohnert Park Foundation Small Grants Program Agreements
2. Exhibit A: Standard form of Rohnert Park Foundation Small Grants Program Agreement
3. Exhibit B: Organizations Approved for FY 2018/2019 Small Grants Program Awards
9
RESOLUTION NO. 2018-002
A RESOLUTION OF THE CITY OF ROHNERT PARK FOUNDATION
AUTHORIZING EXECUTIVE DIRECTOR TO ENTER INTO
CITY OF ROHNERT PARK FOUNDATION SMALL GRANTS PROGRAM
AGREEMENTS FOR FISCAL YEAR 2018/2019
WHEREAS, the City of Rohnert Park Foundation desires to award community grants that
benefit the Rohnert Park Community through its Small Grants Program for the fiscal year
2018/2019; and,
WHEREAS, from May 1, 2018, to May 31, 2018, the Foundation accepted applications for its
Small Grants Program; and,
WHEREAS, on June 26, 2018, the City of Rohnert Park Foundation Board appropriated
$100,000 in the annual budget for the Small Grants Program for fiscal year 2018/2019.
NOW, THEREFORE, BE IT RESOLVED, by the Board of Directors of the City of Rohnert
Park Foundation, that City of Rohnert Park Foundation authorizes the City of Rohnert Park
Foundation Executive Director to enter into City of Rohnert Park Foundation Small Grants
Program Agreements, attached hereto as Exhibit A, and incorporated by this reference, for the
City of Rohnert Park Foundation for Fiscal Year 2018/2019, with the applicant organizations that
have been approved for Fiscal Year 2018/2019 Small Grants Program Awards, attached hereto as
Exhibit B.
DULY AND REGULARLY ADOPTED this 10" day of July, 2018.
CITY OF ROHNERT PARK FOUNDATION
Pam Stafford, Chair
ATTEST:
Caitlin Saldanha, Secretary
Attachments: Exhibit A and Exhibit B
AHANOTU: BELFORTE: MACKENZIE: CALLINAN: STAFFORD:
AYES:( ) NOES: ( ) ABSENT:( ) ABSTAIN: ( )
2018-002
EXHIBIT A: CITY OF ROHN ERT PARK FOUNDATION SMALL GRANTS PROGRAM AGREEMENT
CITY OF ROHNERT PARK FOUNDATION
SMALL GRANTS PROGRAM AGREEMENT
This Small Grants Program ("Agreement") is made effective , 2018 between
the City of Rohnert Park Foundation, a California nonprofit public benefit corporation ("Foundation") and
("Grantee").
Recitals
A. The Foundation instituted its Small Grants Program ("Program") to encourage organizations to do
projects that will benefit or improve the Rohnert Park community.
B. Grantee submitted an application for a Program grant to assist in completing
("Project").
C. Applications to the Program were competitively selected by the Foundation, and Grantee's project
was selected on the basis of Grantee's proposal, attached to this Agreement as Exhibit A and
incorporated herein.
D. The parties would like to memorialize the terms of the grant.
Agreement
The parties agree as follows:
1. Grant. Subject to the terms and conditions in this Agreement, the City agrees to provide to
Grantee a grant in an amount not exceeding _(amount) (the "Grant"). Grant funding
may not exceed the amount stated herein, regardless of the cost of the Project.
2. Purpose of Grant. The Grant may be used by Grantee solely for the purpose(s) described in
Grantee's proposal, attached to this Agreement as Exhibit A and incorporated herein. Grant Funds
will be disbursed in one lump sum.
3. Prohibited Uses of Grant Funding. Grantee shall not use the Grant to take any action or carry on any
activity not permitted to be carried on by an organization exempt from Federal income tax under
Section 501(c)(3) of the Internal Revenue Code. Additionally, grant funding shall not be used for
lobbying, carrying on propaganda, or otherwise attempting to influence legislation, or for
participating in any political campaign on behalf of any candidate for public office.
4. Project Completion/Grant Period. The Project and all reports required pursuant to this Agreement
must be completed by Grantee no later than June 30, 2019.
5. Grant Reporting. Grantee shall provide a report regarding the completion of the Project and
documentation of the expenditure of Grant funds on the Project no later than June 30, 2019. Such
report shall be in the form prescribed by the Foundation. Additionally, the Foundation may request
at any time, and Grantee agrees to promptly provide, documentation that Grant funding is being
used for the purpose of the Grant as set forth in Paragraph 2.
6. Records. Grantee shall maintain records regarding the Project and records of all uses of Grant
funding for a period of 5 years after the end of the Grant term. Grantee shall maintain adequate
records for the Project to enable the Foundation to easily determine how the Grant funds were
expended, consistent with the compliance requirements set forth in the Agreement and the scope
of the Project. Grantee's books and records must be made available for inspection by the
OAK #4822-1176-6632 v1
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EXHIBIT A: CITY OF ROHN ERT PARK FOUNDATION SMALL GRANTS PROGRAM AGREEMENT
Foundation or its designee at reasonable times to permit the Foundation to monitor and conduct an
evaluation of operations under this Grant.
7. Intellectual Property. Intellectual property developed by Grantee under this Grant Agreement shall
be owned by Grantee, subject to the terms herein. Grantee shall communicate with and cooperate
with the Foundation in the identification and protection of all intellectual property developed under
the Project. The Foundation shall have the opportunity to comment on patent applications or other
legal protection with Grantee's reasonable cooperation. Grantee shall, upon completion of the
Project, inform Foundation whether Grantee will pursue legal protection of any intellectual property
developed under the Grant. In the event that Grantee elects not to file patent protection or pursue
other appropriate legal protection, or fails to fully prosecute patent protection, or otherwise fail or
cease to protect intellectual property developed under the Project, the Foundation shall have the
right to claim ownership of and protect such intellectual property. In such case, Grantee agrees to
execute all necessary documents to effect transfer of ownership of intellectual property rights to
the Foundation in order to allow the Foundation to protect such intellectual property. Grantee shall
grant the Foundation the nonexclusive right to practice all intellectual property rights developed
under the terms of this Grant, as well as the ability to grant licenses for other not-for-profit
organizations to practice such intellectual property rights.
8. Revocation of Grant. The Grant may be revoked by City in the event Grantee breaches any
provision of this Agreement, including the failure to provide reports, properly document
Project expenses or contributions or expend Grant funds for Project related expenses or failure to
make reasonable progress on completing the Project. In the event the Grant is revoked, Grantee
agrees to promptly return funds to the Foundation.
9. Publicity. The Foundation encourages publicity of the Grant in all of Grantee's relevant published
materials— brochures, programs, annual reports, etc. In materials specific to the Project, Grantee
agrees that it will include the following language: "Made possible in part by a grant from the City
of Rohnert Park Foundation" and list the Foundation and the Grant in all published lists of Project
donors.
10. Subcontracting. Subgrantees and subcontractors may only be used for the Project if identified in
the Grantee's proposal, as attached in Exhibit A, and approved by the Foundation. Grantee is
responsible for ensuring that all subgrantees and subcontractors use grant funds consistent with
this Grant Agreement and the Proposal.
11. Indemnification. To the fullest extent allowed by law, Grantee shall indemnify, defend and hold the
Foundation harmless from and against any and all liability, loss, and expense (including reasonable
attorneys' fees and expenses) or claims for injury or damages arising out of or resulting from, or that
are alleged to arise out of or result from the Grant or Project, except where caused by the sole
negligence or willful misconduct.
12. General Provisions.
The Grant is solely a monetary contribution and not a co-sponsorship of the Project or
partnership with the City of Rohnert Park or the Foundation.
Grantee shall comply with any applicable regulations and permit requirements for the Project.
Grantee is ineligible to receive Program grants in the consecutive fiscal year.
This Agreement and any of the rights or obligations under this Agreement may not be assigned
without the Foundation prior written consent. An assignment includes (a) any transfer of the
Project; (b) an assignment by operation of law, including a merger or consolidation, or (c) the
sale or transfer of all or substantially all of Grantee's assets.
This Agreement is the entire agreement and supersedes any prior oral or written agreements
or communications between us regarding its subject matter. The provisions of this Agreement
are severable so that if any provision is found to be invalid, illegal, or unenforceable, such
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EXHIBIT A: CITY OF ROHN ERT PARK FOUNDATION SMALL GRANTS PROGRAM AGREEMENT
finding shall not affect the validity, construction, or enforceability of any remaining provision.
This Grant Agreement may be amended only by a mutual written agreement of the parties.
f. This Agreement shall be interpreted, construed, and enforced in accordance with the laws of
the State of California.
Executed as of the day and year first above stated.
Grantee Signature
Print Name and Title
OAK #4822-1176-6632 v1
Page 3
City of Rohnert Park Foundation
Executive Director
EXHIBIT B
APPLICANT ORGANIZATIONS APPROVED FOR
FISCAL YEAR 2018/2019 SMALL GRANTS PROGRAM AWARDS
1. Animal Shelter League of Rohnert Park
2. Armed Forces Banner Program
3. ArtStart
4. Awakening Entelechy (Credo High School)
5. California Parenting Institute
6. Council on Aging
7. Daily Acts Organization
8. Education Foundation of Cotati and Rohnert Park
9. Friends of the Family Resource Center
10. Girl Scouts Troop 106
11. Hahn Elementary School
12. MALCS de SSU
13. Neighbors Organized Against Hunger
14. Petaluma Bounty
15. Richard Crane Elementary
16. Rising Sun Energy Center
17. Rohnert Park Community Band
18. Rohnert Park Community Chorale
19. Rohnert Park Health Center
20. Rohnert Park Historical Society
21. Rohnert Park Pickleball Club
22. Rotary Club of Rohnert Park-Cotati
23. Sonoma County Bicycle Coalition
24. Sonoma County Black Forum
25. SSU Alpha Lambda Delta Honor Society
26. SSU Nursing Department
27. SSU Student Veterans Club
28. SSU VR Club
SIM r- I 1 -1 WAII tot
-a ,, J�11 G41�G1.7 I-,z;I IV11111111A
m
---- .. _ TFv
V
Small Grants Program
r Invites community organizations to apply
for grant awards
ilk, Supports projects that will benefit or
improve the Rohnert Park community
�► $5,000 maximum funding (one year)
i► Budget: $100,000 (FY 18/19)
1b, Source: MOU Community Investment
Contributions
I i M-�_M
on
Grant Guidelines
� Non -Guaranteed Funds
I Organizations should not become reliant
on Small Grants funding
01 An organization cannot receive Small
Grants funding in consecutive years
07 07 1 v UEr
m
-----------
;ih W�:!,
...........
Evaluation
Small Grants Program Steering Committee
Six City staff representing
Public Safety
Public Works
► Administration
► Community Services
1�- Animal Services
Development Services
► Note: no Senior Center representative in this round (vacancy)
Evaluation �
General Reasons Why Some Projects Were Not Recommended
Minimal public benefit in relation to other projects;
Minimal impact on Rohnert Park citizens in relation to other projects;
Improvements on private property;
Requests to fund personal certification;
Requests to fund general operations such as permits and certificates
1F'1
} _
*,�._ ,� res'• :� - .
AAL
CITY OF ROHNERT PARK
--SCOUT HUT -
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4 �
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j
f- --
Recommendations
0o. Projects
5. Hahn Elementary- Imagination
Playground, $4,975
6. Richard Crane Elementary -
Outdoor Table Tennis, $5,000
7. Rising Sun- Energy Et Water
Conservation Open House, $1,750*
8. Rohnert Park Community
Chorale- Burton Recreation Center l
Interior Painting, $2,000*
*partial funding
Recommendations
Projects
9. Rohnert Park Historical
Society- Catalog Collection
and Community Center
Display, $5,000
10. Rohnert Park Pickleball
Club- Wind Screens and
Equipment Shed, $5,000
11. Rotary Club of Rohnert
Park and Cotati - Peace
Garden at Burton
Recreation Center, $5,000
Recommendations
I4 Services
12. Animal Shelter League of Rohnert Park -
Wellness Clinics, $5,000
13. Armed Forces Banner Program- Banners,
$1,825*
14. Education Foundation of Cotati-Rohnert
Park- Teacher Grant Program, $5,000
15. California Parenting Institute- On
Campus Trauma Counseling, $5,000
*partial funding
`�WIhert Plafk
HONORS
IMC-odore L'
Clark
iffln M.
o rnand
Recommendations
► Services
16. Friends of the Family Resource Center -
Family Short -Term Assistance, $3,500
17. Neighbors Organized Against Hunger -
Food Distribution, $5,000
18. Petaluma Bounty- Produce Prescription
Program, $5,000
19. Rohnert Park Community Band -
2018/19 Concerts $3,000*
*partial funding
Recommendations
Services
20. Rohnert Park Health Center -
School -based Dental Program, $5,000
21. Sonoma County Bicycle Coalition -
Bike Rodeos, $5,000
Award condition: No organization will
be awarded Small Grants Funds in
consecutive years
c
11
k
Recommendations �
oo� Conferences and Outreach: All projects $1,400*
22. Awakening Entelechy
Conservation conference at Credo High School
23. Sonoma County Black Forum
2018 Youth Summit at SSU
24. Alpha Lambda Delta Honor Society
Safe Et Sober Community Halloween at SSU
25. MALCS de SSU
Women of Color Conference at SSU
partial funding
Recommendations �
® Conferences and Outreach: All projects $1,400*
26. SSU Nursing Department
High School Presentations
27. SSU Veterans Club
Veteran Assistance
28. SSU Virtual Reality Club
� 360 Degree Tour
partial funding
Recommendations
Projects
$46,875
47%
Conference/Ou
$9Y800
10%
Service!
(,'Al 32!
, .
43%
Recommendations
Children/Youth
27%
Other
4%
[Military Et
Veterans
2%
Recreation
3%
Workshops and
Outreach
5%
Beautification Et
Environment
9%
Seniors
11%
Social Services
24%
Arts tt culture
15%
Next Steps
oo� Board Consideration and Direction
Award Process
�® Project Completion Reports
Recommendation
► Authorize the Executive Director to enter into City of
Rohnert Park Foundation Small Grants Program
Agreements with the recommended applicants