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2019/10/22 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 October 22, 2019 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: Gina Belforte, Chair Joseph T. Callinan, Vice Chair Susan H. Adams, Director Jake Mackenzie, Director Pam Stafford, Director 1. CALL TO ORDER/ROLL CALL 2. PRESENTATIONS 3. PUBLIC COMMENTS 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. CONSENT CALENDAR All items on the Consent Calendar will be considered together by one or more action(s) of the Board Members of the City of Rohnert Park Foundation unless any Board Member or anyone else interested in a consent calendar item has a question about the item. Board Motion/Vote: A. Approval of Minutes of Board Special Meeting held on September 10, 2019 B. Acceptance of 2019 Financial Report 5. ACTION ITEMS 6. REPORTS AND INFORMATIONAL ITEMS 7. COMMUNICATIONS/MATTERS TO AND FROM 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 CERTIFICATION OF POSTING OF AGENDA I, Elizabeth Machado, Office Assistant for the City of Rohnert Park, declare that the foregoing agenda was posted and available for review on October 17, 2019, at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928. Executed this 17th day of October 2019, at Rohnert Park, California. ___________________________________________ Elizabeth Machado, Recording Secretary MINUTES OF THE CITY OF ROHNERT PARK FOUNDATION BOARD MEETING Tuesday, September 10, 2019 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 Chairperson Belforte called the Special Meeting to order at 5:55 p.m., the notice for which being legally noticed on September 5, 2019. Present: Board Members Gina Belforte, Chair Joseph T. Callinan, Vice Chair Susan Hollingsworth Adams, Director Jake Mackenzie, Director Pam Stafford, Director Absent: None. 2.PRESENTATIONS None. 3.PUBLIC COMMENTS None. 4.APPROVAL OF MINUTES A.Approval of Minutes of Board Special Meeting held on February 12, 2019 Recommended Action(s): Approve the Minutes. Public Comment: None. ACTION: Moved/seconded (Stafford/Callinan) to approve the Minutes of Board Special Meeting held on February 12, 2019. Motion carried by the following unanimous 5-0 vote: AYES: Adams, Mackenzie, Stafford, Callinan and Belforte; NOES: None; ABSTAINS: None; ABSENT: None. 5.ACTION ITEMS A.Receive Informational Update on 2019 Small Grants Program and Approve Eligibility Requirements for 2020 Small Grants Program Senior Analyst L. Tacata presented the item. Recommended Action(s): Receive report on 2019 Small Grants Program and approve eligibility requirements for 2020 Small Grants Program. Public Comment: None. Board Director Mackenzie left the dais at 6:17 p.m. and returned at 6:20 p.m. ITEM NO. 4.A. City of Rohnert Park Foundation Board Meeting September 10, 2019 Page 2 of 3 ACTION: By Consensus (none opposed), the Board accepted the report. By Consensus (none opposed), the Board directed staff to send item 5A’s PowerPoint presentation and a letter thanking the Federated Indians of Graton Rancheria for their generosity. ACTION: By Consensus (Mackenzie abstained), the Board approved eligibility requirements. B. Consideration of Amending the Bylaws of the City of Rohnert Park Foundation to Add Consent Calendar to Order of Business Senior Analyst L. Tacata presented the item. Recommended Action(s): Approve the amended bylaws of the City of Rohnert Park Foundation to incorporate a consent calendar to the Foundation’s Order of Business. Public Comment: None. ACTION: Moved/seconded (Callinan/Stafford) to approve the amended bylaws of the City of Rohnert Park Foundation to incorporate a consent calendar to the Foundation’s Order of Business. Motion carried by the following unanimous 5-0 vote: AYES: Adams, Mackenzie, Stafford, Callinan and Belforte; NOES: None; ABSTAINS: None; ABSENT: None. C. Consideration of a Budget Amendment to Fund Field Light Replacement at Benicia and Eagle Parks Senior Analyst L. Tacata presented the item. Recommended Action(s): Approve a budget amendment in the amount of $300,000 to fund the replacement of field lights at Benicia and Eagle Parks. Public Comment: None. ACTION: Moved/seconded (Callinan/Stafford) to approve a budget amendment in the amount of $300,000 to fund the replacement of field lights at Benicia and Eagle Parks. Motion carried by the following unanimous 5-0 vote: AYES: Adams, Mackenzie, Stafford, Callinan and Belforte; NOES: None; ABSTAINS: None; ABSENT: None. By Consensus (none opposed), the Board directed staff to inspect the lights at the other parks to see if they need to be replaced. By Consensus (none opposed), the Board directed staff to notify the Federated Indians of Graton Rancheria of the use of funds for field light replacement at Benicia and Eagle Parks. City of Rohnert Park Foundation Board Meeting September 10, 2019 Page 3 of 3 6. REPORTS AND INFORMATIONAL ITEMS None. 7. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD None. 8. ADJOURNMENT Chairperson Belforte adjourned the Special Meeting at 6:28 p.m. _____________________________________ __________________________________ Elizabeth Machado, Recording Secretary Gina Belforte, Chair City of Rohnert Park Foundation Board City of Rohnert Park Foundation Board ITE M NO. 4.B. CITY OF ROHNERT PARK FOUNDATION BOARD OF DIRECTORS AGENDA REPORT Meeting Date: October 22, 2019 Department: Administration Submitted By: Tony Clark, Treasurer Prepared By: Tony Clark, Treasurer Agenda Title: Submission of 2019 Financial Report RECOMMENDED ACTIONS: Accept the Treasurer’s 2019 Financial Statements and Report. STAFF REPORT: The City of Rohnert Park Foundation By-Laws require the submission of an annual financial report that provides the corporation’s assets, liabilities, revenues, and disbursements during the prior fiscal year. The Rohnert Park Foundation is a component unit of the City of Rohnert Park, and is included in the City’s Comprehensive Annual financial Report (CAFR). Section 1501(a) of the California Corporation Code requires a corporation to issue financial statements no later than 120 days after the close of the fiscal year. Given the CAFR will not be issued until the end of the 2019 calendar year, the financial statements included in this report are unaudited, and are for informational purposes only. In accordance with the Memorandum of Understanding with the Federated Indians of Graton Rancheria, the Foundation received four quarterly Community Investment Recurring Contributions, totaling $346,086. In addition, the foundation received concessions and donations revenue from the Spreckels Performing Arts Center (PAC) in the amount of $53,416, and interest earnings in the amount of $8,107 for a total of $407,609. In the 2018-2019 Fiscal Year, the primary budgeted activity of the Foundation was to purchase supplies and receive donations on behalf of the Performing Arts Center through concessions donations and proceeds from the sale of those concessions. The main expense for the PAC donations activity is for the alcoholic beverage license to sell and serve wine at PAC concessions. The activity also incurs some expense for supplies (such as serving utensils and condiments) to serve the concessions. In FY 2018-19, $45,778.12 was earned in concessions revenue, $4,915 was expended in permits and licenses, $200 was expended in legal services, and approximately $880 w as expended in concession supplies. The transfer of the net of the proceeds for the PAC concessions donations will be reflected in the FY 2019-2020 financial statement. In March 2018, the Board authorized a new program from the Community Investment contributions. The small grants program provides funding to encourage organizations to do ITE M NO. 4.B. projects that will benefit or improve the Rohnert Park community. In FY2019, $107,000 was spent on the grant program. In conclusion, the Foundation ended the fiscal year with a cash balance of $651,212, an assigned fund balance of $75,000, and an unassigned fund balance of $575,196.97. Foundation Treasurer Approval Date: 10/9/2019 City Attorney Approval Date: N/A Foundation Executive Director Approval Date: 10/15/2019 Attachments (list in packet assembly order): 2019 Financial Statements Attachment: 2019 Financial Statements City of Rohnert Park Foundation Balance Sheet For the Year Ended June 30, 2019 ASSETS Cash $ 651,212.20 TOTAL ASSETS $ 651,212.20 LIABILITIES Accounts Payable $ 1,015.23 TOTAL LIABILITIES $ 1,015.23 FUND BALANCE Unassigned Assigned $ 575,196.97 $ 75,000.00 TOTAL FUND BALANCE $ 650,196.97 TOTAL LIABILITIES AND FUND BALANCE $ 651,212.20 Attachment: 2019 Financial Statements City of Rohnert Park Foundation Statement of Revenues, Expenditures, and Changes in Fund Balances For the Year Ended June 30, 2019 REVENUES Graton MOU Contributions $ 346,086.00 Concessions 45,778.12 Donations 7,638.00 Interest Income $ 8,107.07 Total Support Revenue $ 407,609.19 EXPENDITURES Concession Purchases $ 10,278.33 Donations 47,013.86 Small Grants Program 107,593.00 Legal Services 200.20 Licenses, Permits, and Fees 4,915.00 Miscellaneous $ 880.59 Total Expenditures $ 170,880.98 Net Change in Fund Balance $ 236,728.21 Fund Balance Beginning of Year $ 413,468.76 Fund Balance End of Year $ 650,196.97 Attachment: 2019 Financial Statements City of Rohnert Park Foundation Budget Comparison schedule For the Year Ended June 30, 2019 Original Budget Final Budget Actual Amount REVENUES Graton MOU Contributions $ 336,236.00 $ 336,236.00 $ 346,086.00 Concessions 15,650.00 15,650.00 45,778.12 Donations 3,000.00 3,000.00 7,638.00 Interest Income $ 525.00 $ 525.00 $ 8,107.07 Total Support Revenue $ 355,411.00 $ 355,411.00 $ 407,609.19 EXPENDITURES Concession Purchases $ 5,950.00 $ 5,950.00 $ 10,278.33 Donations 143,000.00 143,000.00 47,013.86 Small Grants Programs 183,000.00 183,000.00 107,593.00 Legal Services 200.20 Licenses, Permits, and Fees 4,000.00 4,000.00 4,915.00 Miscellaneous $ 1,480.00 $ 1,480.00 $ 880.59 Total Expenditures $ 337,430.00 $ 337,430.00 $ 170,880.98 Net Change in Fund Balance $ 17,981.00 $ 17,981.00 $ 236,728.21 Fund Balance Beginning of Year $ 413,468.76 Fund Balance End of Year $ 650,196.97