2018/12/11 City Council Resolution 2018-157 RESOLUTION NO. 2018-157
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK,
CALIFORNIA,ADOPTING THE AMENDED CO-SPONSORSHIPS AND FEE
WAIVERS POLICY
WHEREAS, the City of Rohnert Park routinely receives requests from various non-profit
organizations to co-sponsor various activities,or to waive temporary use permit fees and/or rental
fees for the use of City facilities; and
WHEREAS, the City Council of the City of Rohnert Park recognizes the value of
partnering with other organizations to provide additional services of benefit to the community,
while still upholding its fiscal responsibilities; and
WHEREAS, the City Council approved the Co-Sponsorships and Fee Waivers Policy in
August,2017; and
WHEREAS, the City desires to amend the policy to expand the number of fee waivers
available to organizations per year,expand the list of organizations eligible for fee waivers,expand
the authority of the City Manager to provide fee waiver and co-sponsorship contributions to the
Founder's Day and Chamber of Commerce Holiday Lights, and make clarifying revisions to the
Policy to ensure fee waivers are not provided for routine or recurring events(such as administrative
meetings); and
WHEREAS, the City Council now desires to adopt the revised Co-Sponsorships and Fee
Waivers Policy.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby adopt the attached Co-Sponsorships and Fee Waivers Policy attached
hereto as Exhibit"A."
DULY AND REGULARLY ADOPTED this 11th day of December,2018.
CITY OF ROHNERT PARK
Pam Stafford,Mayo
ATTEST:
Caitlin Saldanha,Assistant City Clerk
Attachment: Exhibit A
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CITY COUNCIL POLICY
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SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
CO-SPONSORSHIPS AND FEE ❑ RESO NO:
WAIVERS
1. PURPOSE
The City of Rohnert Park receives requests from non-profit organizations and service clubs to co-
sponsor activities and to waive rental fees for City facilities,special event fees for events held on
City property, and waive temporary use permit fees for events held on private property.
Examples include sporting events,school events,festivals,toy drives,community events, lunches
and dinners.
Recognizing the value of partnering with other organizations to provide services of benefit to the
community, while still upholding its fiscal responsibilities,the City has established this policy on
when fees may be waived or co-sponsorships approved.This policy applies to events of a short
duration, and not to long-term or on-going uses for which rentals of City property are more
appropriate.
2. POLICY
Organizations eligible for fee waivers and co-sponsorships include:
1. Government agencies whose use is consistent with its normal functions, including public
schools in Rohnert Park not managed by the Cotati-Rohnert Park School District. Any
requests from schools managed by the Cotati-Rohnert Park Unified School District shall
follow any Use Agreement with the School District.
2. Local nonprofit organizations, an organization that has been conferred eligible for
nonprofit status by the Internal Revenue Service under United States Internal Revenue
Code Section 501(c)(3), 501(c)(4), or 501(c)(6), and maintains an office or provides
services within the City of Rohnert Park.
3. Fees may be waived, or co-sponsorships approved, by the City Manager or his/her
designee, based on the following criteria:
a. The program or events is of significant value to the community (City of Rohnert
Park and/or Sonoma County) and is open to the public.
b. The waiver/co-sponsorship will not be detrimental to the City's financial situation.
c. There is no conflict of interest or perception of a significant conflict of interest for
the City.
d. The proposed event or program shall not have a significant impact on City facilities
or other City activities,and any minor impacts shall be mitigated by the applicant.
e. Fee waivers and co-sponsorships may not exceed $1,000 in total cash/in-kind
value per event,with the exception of the Project Graduation, Founder's Day and
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CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
CO-SPONSORSHIPS AND FEE 0 RESO NO:
WAIVERS
Chamber of Commerce Holiday lights events, for which additional amounts may
be granted at the discretion of the City Manager.
f. The following events are eligible for future fee waivers and/or co-sponsorships
based on their history of events in Rohnert Park,subject to the limit of"e"above:
• Cotati Rohnert Unified School District Middle School Career Fair
• Credo High School Dance
• Fishing Derby at Roberts Lake
• Child Parent Institute Day Camp
• Rotary Club Toy Drive
Activities which are ineligible for waivers and co-sponsorship include those which:
i. Enhance private businesses or generate profit for a business, even if some proceeds are
donated to non-profits
ii. Are held on behalf of, in support of, or in opposition to any political candidate or ballot
measure or advocate a political position
iii. Advocate or promote the sale or use of tobacco,alcohol,controlled substances,firearms
or other weapons
iv. Promote adult-oriented businesses or include pornography
v. Solicit criminal activity
vi. Are held on private property
vii. Are held at the Performing Arts Center, unless part of"f" above.
viii. Are regular events hosted by an organization, are events requiring recurring use of the
same or similar City-property or facilities, or are events of long-term duration lasting
longer than 2 days.
Religious organizations with the required IRS status for charitable or social welfare organizations
may apply if the proposed event neither promotes religious messages nor advocates for or
promotes religious beliefs.
Co-sponsorship or fee waivers granted by the City are not intended to create public forums for
general speech and/or public expression.
Availability of a non-profit or other reduced rate shall not affect eligibility for a fee waiver or
sponsorship.
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SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
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3. ADMINISTRATION OF POLICY
All applicants must follow the requirements in the City's standard use agreement. The event or
program will comply with the City's non-discrimination policy and all other applicable City
policies.
Applications for fee waivers must be submitted at the time a facility is reserved and must include
all required information no less than 60 days in advance of the event. Security deposits will be
refunded if a fee waiver application is denied.
The City reserves the right to access all activities at any time to ensure all rules, regulations,
conditions of use, City and health and safety laws are not violated. Co-sponsorships and fee
waivers can be revoked at any time,effective immediately,if the recipient agency or organization
fails to comply with this policy or any other local,State or Federal regulation.
Upon agreeing to co-sponsor or waive fees for an event,program or project,the City may provide
some or all of the following:
a. City staff assistance with planning,organizing,and/or conducting of the activity;
b. Use of the City's name, logo, or other imagery on promotional materials;
c. Use of City resources including equipment and supplies,which may be at additional cost;
d. Assistance with the promotion of the activity via the City's website,social media channels,
Rohnert Park Cable Television, Recreation Activity Guide, email lists, digital billboards, or
other sources;
e. Display space for promotional materials at City facilities.
Applicants denied a fee waiver or co-sponsorship may deliver a written appeal for consideration
by the City Manager or other members of the City's Executive team as designated by the City
Manager within one week of the denial, along with the application for facility use, fee waiver,
and any supporting documentation.The decision then made by the City Manager shall be final.
Staff shall provide annual reports to the City Manager regarding fee waivers and co-sponsorships
approved or implemented during the past fiscal year. The City Manager shall provide the report
to City Council no later than sixty(60) days following the close of the fiscal year.
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CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
CO-SPONSORSHIPS AND FEE ❑ RESO NO:
WAIVERS
REVISION HISTORY:
8/22/2017 ADOPT BY MINUTE ORDER POLICY NO.2.06.004, RESCINDING RESOLUTION NO.
2011-26
7/26/2011 RESOLUTION NO.2011-66 ADOPTING A FEE WAIVER AND CO-SPONSORSHIP
POLICY NO.490.13
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