2023/04/25 City Council Resolution 2023-030 RESOLUTION NO. 2023-030
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AMENDING THE CITY OF ROHNERT PARK CO-SPONSORSHIP AND FEE
WAIVERS POLICY NUMBER 2.06.004
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 an amended Co-Sponsorships and Fee Waivers
Policy in December, 2018; and
WHEREAS, the City desires to amend the policy to define the difference between a Co-
Sponsorship and a Fee Waiver and clarify the City's role in each; and
WHEREAS, the City desires to include certain organization's events as eligible for a fee
waiver or co-sponsorship in perpetuity based on the history of hosting events in the City.
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 25th day of April, 2023.
CITY OF ROHNERT PARK
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ATTEST:
Elizabeth Machado, ssistant City Clerk
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CITY OF ROHNERT PARK
CITY COUNCIL POLICY
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SUBJECT/TITLE: POLICY
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APPROVED BY: APPROVAL DATE:
CO-SPONSORSHIPS AND FEE WAIVERS 2.06.004 ☒ RESO NO: 2023-030 4/25/2023
1. PURPOSE
The City of Rohnert Park receives requests from non-profit organizations and service clubs to co-
sponsor activities and/or 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.
2. DEFINITIONS
1. Fee Waiver – Full or partial release from the requirement of payment for certain fees for
use of City facility or park. Fee waivers are available for activities that span no more than
two days.
2. Co-Sponsorship – Joint sponsorship of a program, event, or activity that the City
determines to have significant value to the City of Rohnert Park residents. Co-sponsored
activities may be one-time or ongoing.
3. 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. Professional organizations/associations that provide professional development, training
or certifications for City staff.
3. 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.
4. 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.
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
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CO-SPONSORSHIPS AND FEE WAIVERS 2.06.004 ☒ RESO NO: 2023-030 4/25/2023
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. The following events are eligible for future fee waivers based on their history of
events in Rohnert Park, subject to the limit of “e” above:
• Fishing Derby at Roberts Lake
• Child Parent Institute Day Camp
• Rotary Club Toy Drive
• Local Non-Competitive Youth Sports Organization League Events (eg Opening Day; End
of Season Tournament)
f. The following events are eligible for future co-sponsorships based on their history of events in
Rohnert Park:
• Project Grad – Board Meetings and Grad Night Event
• Rohnert Park Chamber of Commerce Holiday Lights
• Council on Aging Senior Games – Pickleball Tournament
• Fun After 50 – Senior Center Activity Group
• Sonoma County Registrar of Voters – Election Centers
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” or “g” above.
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.
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
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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.
4. 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 or co-sponsorships 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 a fee-waiver for an event, program or project, the City will:
a. Waive hourly rental fees for City facility or park use in an amount not to exceed $1,000
per event, per year;
b. Provide City’s name, logo, or other imagery on sponsor recognition materials for in-kind
sponsorship
Upon agreeing to co-sponsor for an event, program or project, the City will waive all fees
associated with City facility or parks use, and 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
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
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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.
REVISION HISTORY:
04/25/2023 RESOLUTION NO. 2023-030 AMENDING THE CITY OF ROHNERT PARK CO-
SPONSORSHIP AND FEE WAIVERS POLICY NUMBER 2.06.004
12/11/2018 RESOLUTION NO. 2018-157, ADOPTING THE AMENDED CO-SPONSORSHIPS
AND FEE WAIVERS POLICY
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