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2024/08/13 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 August 13, 2024 Open Session: 5:00 p.m. *or soon thereafter the Rohnert Park City Council/RPFA/Successor Agency to CDC Joint Regular Meeting is adjourned 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. Members of the public are encouraged to observe the meeting on Cable Channel 26, by visiting meeting central on our website https://www.rpcity.org/city_hall/city_council/meeting_central or at our YouTube channel at https://www.youtube.com/CityofRohnertPark 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 Members of the public may also provide advanced comments by email at publiccomment@rpcity.org Comments are requested by 3:00 p.m. on the day of the meeting, but can be emailed until the close of the Agenda Item for which the comment is submitted. Email comments must identify the Agenda Item Number in the subject line of the email. The emails will not be read for the record but will be provided to Board. Please note that all e-mails sent to the Board are considered to be public records and subject to disclosure under the California Public Records Act. 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. AMERICAN DISABILITY ACT ACCOMMODATION: Any member of the public who needs accommodations should email the ADA Coordinator at jcannon@rpcity.org or by calling 707-588-2221. Notification at least 72 hours prior to the meeting will enable the ADA Coordinator to use her best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety in accordance with the City procedure for resolving reasonable accommodation requests. Information about reasonable accommodations is available on the City website at https://www.rpcity.org/city_hall/departments/human_resources/a_d_a_and_accessibility_resources AGENDA REPORTS & DOCUMENTS: Paper copies of all staff reports and documents subject to disclosure that relate to each item of business referred to on this agenda are available for public inspection at City Hall, 130 Avram Avenue, Rohnert Park, California 94928. Electronic 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 on https://www.rpcity.org/city_hall/city_council/meeting_central 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 be made available for inspection at City Hall and on our website at the same time. Any writings or documents subject to disclosure that are provided to the Board during the meeting will be made available for public inspection during meeting and on our website following the meeting. ANNOUNCEMENT: Please mute pagers, cellular telephones and all other communication devices upon entering the Council Chamber. 1. CALL TO ORDER/ROLL CALL Susan H. Adams, Chair Gerard Giudice, Vice Chair Jackie Elward, Director Samantha Rodriguez, Director Emily Sanborn, Director 2. 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: Elward:______ Rodriguez:______Sanborn:______ Giudice:______ Adams:______ a. Approval of City of Rohnert Park Foundation Special Meeting Minutes, June 25, 2024 (This is not a project under California Environmental Quality Act (CEQA)) 3. ACTION ITEMS a. Receive Informational Report on Small Grants Program Background and Data Analysis 1) Staff Report 2) Public Comments 3) Discussion/Direction b. Discuss and approve the Rohnert Park Small Grants Program Guidelines 4) Staff Report 5) Public Comments 6) Discussion/Direction c. Approve a Logo and Branding Options for the Rohnert Park Foundation 7) Staff Report 8) Public Comments 9) Discussion/Direction 4. 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. 5. ADJOURNMENT CERTIFICATION OF POSTING OF AGENDA I, Sylvia Lopez Cuevas, City Clerk for the City of Rohnert Park, declare that the foregoing agenda for the August 13, 2024 Meeting of the City of Rohnert Park Foundation was posted and available for review on August 8, 2024, at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928. Executed this 8th day of August, 2024, at Rohnert Park, California. Sylvia Lopez Cuevas Foundation Recording Secretary MINUTES OF THE CITY OF ROHNERT PARK FOUNDATION BOARD SPECIAL MEETING Tuesday, May 28, 2024 Rohnert Park City Hall, Council Chamber 130 Avram Avenue, Rohnert Park, California 1. CITY OF ROHNERT PARK FOUNDATION BOARD SPECIAL MEETING - CALL TO ORDER/ROLL CALL Chairperson Adams called the Special Meeting to order at 7:16 p.m., the notice for which being legally noticed on May 24, 2024. All Directors Present: Susan H. Adams, Chair Gerard Giudice, Vice Chair Jackie Elward, Director Samantha Rodriguez, Director Emily Sanborn, Director 2. CONSENT CALENDAR None. 3. ACTION ITEMS A. Discussion/Direction regarding Fiscal Year 2024/2025 Operating Budget for the City of Rohnert Park Foundation. Executive Director Piedra presented the item. Recommended Action(s): This item is for discussion and direction. PUBLIC COMMENT: Diane Borr spoke about this item. DIRECTION: By consensus (none opposed), the Foundation Board directed staff to move forward with the budget as proposed. 4. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD None. 5. ADJOURNMENT Chair Adams adjourned the Special Meeting at 7:30 p.m. _____________________________________ __________________________________ Elizabeth Machado, Recording Secretary Susan H. Adams Chair City of Rohnert Park Foundation Board City of Rohnert Park Foundation Board ITEM NO. 3.A._____ 1 CITY OF ROHNERT PARK FOUNDATION BOARD OF DIRECTORS AGENDA REPORT Meeting Date: August 13, 2024 Department: Administration Submitted By: Marcela Piedra, Executive Director Prepared By: Paul Carey, Senior Analyst Agenda Title: Informational Item – Small Grants Program Background and Data Analysis RECOMMENDED ACTION: None. This agenda report is an informational item. BACKGROUND: On May 2, 2017, the Foundation Board authorized a Memorandum of Understanding (MOU) to accept on-going “Community Investment” contributions from the Federated Indians of Graton Rancheria (FIGR). These on-going community investment contributions continued with the Second Amended and Restated Memorandum of Understanding by and between the City of Rohnert Park and FIGR, dated June 27, 2023. On February 13, 2018, the Foundation Board approved the creation of the Foundation’s Community Small Grants Program. The Small Grants Program is a competitive grant-making program that has historically provided up to $5,000 to organizations to enhance the City. The first cycle of the Small Grants Program was funded in Fiscal Year 2018/19; a second cycle was funded in 2020 (spanning part of Fiscal Year 2019/20 and Fiscal Year 2020/21); and a third cycle was funded in 2021 (spanning part of Fiscal Year 2020/21 and Fiscal Year 2021/22). ANALYSIS There have been several inquiries regarding previous Rohnert Park Foundation Small Grants awards in 2018, 2019, and 2021. This informational report examines past grant funding amounts and their respective categories of projects. Grant Funding Uses. There have been three grant cycles since 2018, supporting $323,000 of community non-profit projects. Cumulatively, “Program Support” received the highest percentage of funds (57%), followed by “Education” (22%), “Community Beautification” (12%), and Community Artwork (9%). While the percentage of funds varies over time (2018, 2019, 2021), the proportion of funds to each type of funding remains consistent. ITEM NO. 3.A._____ 2 It is difficult to determine the exact reason why certain categories are more likely to apply/receive funding, but based on data, we can likely extrapolate the following: a. “Program Support” dominates spending throughout the years. a. Why? Unknown, but a likely answer is programs are likely already administratively set up, they just need funding (i.e. easier to fund). b. Art and community beautification together often represent the least funded. a. Why? Unknown, but it could be due to: i. Art and beautification may require permits which are difficult to get; groups may be put off by bureaucracy. ii. Art and beautification can be polarizing features in a community; groups might be hesitant to put themselves in a potentially difficult position1 2. iii. Groups may not know what the community wants/needs and are hesitant to forge ahead without input. c. Education support is also comparatively underfunded compared to “Program Support”. a. Why? Unknown, however, it could be a lack of awareness among Cotati-Rohnert Park Unified School District (CRPUSD) schools and other education non-profits in Sonoma County doing business in Rohnert Park. Historic Examples. Attachment 1, slides 5 through 18, illustrate and describe examples of the four types of projects that have been historically funded by the Small Grants Program: community artwork, community beautification, program support, and education. These categories were established in 2024 during the Small Grants Procedure Guide rewriting. There may be inconsistencies with historical data, as we are implementing priorities and projecting them backward (i.e. today’s categories may not neatly fit). Grant Amounts. Slides 19 through 21 illustrate the consistent demand for Small Grants funds for community projects. In the previous three cycles, the maximum grant funds allocated was $100,000 and the maximum any one grantee could receive was $5,000. These slides show that not only has the yearly requested amount total matched or exceeded the maximum, but 60% of grantees requested funds at or near the maximum of $5,000. This underscores the need for continued non-profit support in Rohnert Park; these graphs were one of the catalysts for staff recommending increased grant amounts per cycle, from $5,000 to $10,000 and recommending an increased funding amount of $300,000 per cycle. Next Steps for Data Collection. The Small Grants Program will be hosted on Survey Monkey Apply at: https://rohnertparksmallgrants.smapply.us/. Purchasing software as a service (SaaS) will allow Foundation staff to seamlessly receive grant applications, communicate with grantees, and submit applications to the grant review committee for further review. Additionally, 1 Palmer, K. (2020, January 31). Petaluma Art Board Miffed at Bathtub Project Holdup. Petaluma Argus-Courier. https://www.petaluma360.com/article/news/petaluma-art-board-miffed-at-bathtub-project-holdup/ 2 Baig, Y. (2019, January 18). Petaluma’s Bathtub Art Project elicits strong emotions. Petaluma Argus-Courier. https://www.petaluma360.com/article/news/petalumas-bathtub-art-project-elicits-strong-emotions/ ITEM NO. 3.A._____ 3 Foundation staff will use the platform to identify trends among grantee applications including, but not limited to: • Tracking the number of grants in each district over time. This enables staff to better identify demand in Rohnert Park on a more granular level. • Tracking if grantees were denied and why. Identifying why a particular application wasn’t approved helps all grantees strengthen their future applications. • Establishing a post-grant survey to applicants. The best people to identify flaws in our system are going to be the people who use the system. OPTIONS CONSIDERED: This agenda report is informational only. FISCAL IMPACT: None. Foundation Treasurer Approval Date: 7/17/2024 City Attorney Approval Date: 8/6/2024 Foundation Executive Director Approval Date: 7/25/2024 Attachments: 1. Small Grant Background and Analysis PowerPoint Background on the Rohnert Park Small Grants Program Paul Carey Grant Administrator, Small Grants Program 1 2018-2021 Grant Funding Uses 2018, 2019, 2021 $27,400 $40,000 $185,609 $70,391 8.5% 12.4% 57.4% 21.8%Community Artwork Community Beautification Program Support Education $323,000 of community support over three cycles 2 Categories of Grants* •Community Artwork – a project centered on providing artwork within public spaces…a specific subset of Community Beautification •Community Beautification – a project centered on improving the look and feel of the community. •Program Support – a project centered around providing a service to the community •Education – a project centered on providing an educational program to the community…a specific subset of Program Support *These categories were established in 2024 during the procedures rewriting. There may be inconsistencies with historical data, as we are implementing priorities and projecting them backward. Categories may not neatly fit 4 Community Artwork – Historical List Recipient Amount Project Year ArtStart $4,900 RP Senior Center Art Beautification 2018 American Panna Championship $2,500 Mural at Santa Alicia Futsal Court 2019 ArtStart $5,000 Bench painting at “Rohnert Bark” dog park 2019 Envirichment $5,000 Storm Drain Art 2019 3 Feet of Air $5,000 RP Community Center “Tiny Gallery”2021 ArtStart $5,000 Mural painting on Hinebaugh creek bridge 2021 5TOTAL - $27,400 Community Beautification – Historical List Recipient Amount Project Year CRPUSD, Richard Crane Elementary $5,000 Concrete tennis tables 2018 Girl Scout Service Unit 106 $5,000 Girl Scout hut improvements; chairs, exterior painting, flowers and garden space 2018 Rohnert Park-Cotati Rotary Foundation $5,000 Burton Recreation Center landscape enhancement and rehabilitation 2018 Rohnert Park Community Chorale $2,000 Burton Recreation Center interior rehabilitation – ceiling and trim 2018 Sweet Pea Gift Shop $4,000 Sweet Pea Gift Shop interior and exterior rehabilitation 2019 CRPUSD (An Eagle Scout Project to benefit the Elementary schools)$5,000 Gaga Ball pits in CRPUSD elementary schools 2021 Expeditionary Learning Parent Association $5,000 Outdoor workspace, art work, native plants to study 2021 Rohnert Park Chamber of Commerce DBA The Friendly City Labyrinth $5,000 Meditation, contemplation labyrinth at Dorotea Park 2021 CRPUSD, Hahn Elementary $4,000 Garden bed rehabilitation, enhancement 2021 6TOTAL - $40,000 Program Support – Historical List Recipient Amount Project Year Animal Shelter League $5,000 Wellness and Microchip Program 2018 Associated Students at Sonoma State University $4,000 Student body support 2018 Child Parent Institute $5,000 Cotati Rohnert Park Unified School District Child Abuse Treatment Program 2018 Council on Aging $3,250 Livable Communities Assessment 2018 Daily Acts $5,000 Rohnert Park Stormwater Creek Assessment 2018 Education Foundation of Cotati-Rohnert Park $5,000 2018 Neighbors Organized Against Hunger (NOAH)$5,000 Food Drive Campaign 2018 Petaluma Health Center $5,000 Rohnert Park Health Center School-Based Oral Health Program 2018 Petaluma People Service Center $8,500 2 projects: 1. Friends of Family Resource Center: Rohnert Park Emergency Assistance Program 2. Petaluma Bounty: Rohnert Park Produce Rx Program 2018 Rising Sun Energy Center $1,750 California Youth Energy Services Project 2018 Rohnert Park Chamber of Commerce $1,825 Armed Forces Banner Program 2018 Rohnert Park Community Band $3,000 Rohnert Park Community Band Concert Season 2018 Rohnert Park Historical Society $5,000 Rohnert Park Historical Society Collection Project 2018 Rohnert Park Pickleball Club $5,000 Implementation of Pickleball Activities in Rohnert Park 2018 Sonoma County Bicycle Coalition $5,000 Safe Routes to School Program 2018 Sonoma County Black Forum $2,800 2 projects: 1. Awakening Entelichy Project 2. Youth Summit 2018 2018 7 Program Support – Historical List Recipient Amount Project Year Sonoma State University Nursing Department $1,400 SSU Nursing Outreach Project 2018 Boys and Girls Club of Sonoma-Marin $5,000 Funding to serve more kids during 2020 summer camp 2019 Center for Volunteer and Nonprofit Leadership $5,000 Youth Impact Program (community service projects) 2019 CRPUSD, Hahn Elementary $3,000 Water foundation at Marguerite Hahn Elementary 2019 Farmster $3,000 SSU Sustainability Club Pilot Program 2019 Gateway Christian Church $3,000 2020 Trunk or Treat event 2019 Heartwood Church $2,500 Backpack giveaway 2019 Neighbors Organized Against Hunger (NOAH)$5,000 Emergency generator 2019 On Campus Ministries $2,000 Chromebooks and printers 2019 Sonoma County Bicycle Coalition $3,300 Bike valet parking program at Farmer’s Market 2019 Technology High School PTSA $5,000 Implementation of Safe School Ambassadors Program 2019 The Frame4Project $5,000 Career counseling (distance learning)2019 THS Titans Boosters, Inc.$5,000 New sports team uniforms and equipment 2019 Black Equity and Equality Co.$1,500 Antiracism, diversity, and inclusion workshop for community members 2021 Boys and Girls Club of Sonoma-Marin $5,000 Supplies for the Rohnert Park Summer Camp 2021 Crossfire Baseball (Rohnert Park Baseball Club)$2,500 New uniforms and equipment, and tournament fees 2021 8 Program Support – Historical List Recipient Amount Project Year CRPUSD, Technology Middle School $12,835 3 projects: 1. Room C2 2. Athletics Booster Club 3. Library 2021 Education Foundation of Cotati-Rohnert Park $3,000 Issued grants to Rohnert Park and Cotati teachers for various school projects 2021 Food for Thought $5,000 Provided meals through their COVID-19 Nutrition Program to 68 Rohnert Park residents impacted by COVID-19 2021 Habitat for Humanity of Sonoma County $5,000 Aging in Place: Neighborhood Revitalization projects 2021 Neighbors Organized Against Hunger (NOAH)$5,000 Food to stock the NOAH food pantry 2021 On Campus Ministries $5,000 Hosted a talent show for local students and purchased ice cream freezer 2021 Petaluma Health Center $5,000 Walk -in COVID vaccine enrollment station at the Rohnert Park Health Center 2021 Petaluma People Service Center $10,000 2 projects: 1. Petaluma Family Resource Center Emergency Fund 2. Mentor Me 2021 Raizes Collective $5,000 Performed COVID educational outreach to reach underserved and BIPOC community members 2021 Rohnert Park in Motion $2,449 Hosted community bike riding events in Rohnert Park 2021 9 TOTAL - $185,609 Education – Historical List Recipient Amount Project Year CRPUSD, Hahn Elementary $4,975 Imagination playground 2018 CRPUSD, Rancho Cotate High School $8,350 Engineering course, hospitality course 2019 CRPUSD, Technology High School $7,300 Music department education, ASB support 2019 Green Music Center $5,000 Meet the artists (distance)2019 Rohnert Park Community Chorale $5,000 Piano/music education 2019 CRPUSD, John Reed Elementary $4,400 Sensory hallway 2019 The Sitting Room Community Library $3,500 poetry/media education 2019 CRPUSD, Technology Middle School $1,600 Athletic booster support 2019 Soccer Stars $1,550 Community center classes, equipment 2019 CRPUSD, Richard Crane Elementary $5,000 Book vending machine 2021 LIME Foundation $5,000 NextGen trade academy, workforce development 2021 Middle School Performing Arts Booster Association $5,000 Battle of the bands – music education 2021 Sonoma County Dancers United (SCDU)$5,000 Youth outreach dance lessons – LJ middle and Tech Middle 2021 Marguerite Hahn Parent Teacher Association (PTA)$3,717 Flexible seating 2021 THS Titans Boosters, Inc.$3,199 Baseball batting cage installation 2021 CRPUSD, Technology High School $1,800 Book club education support 2021 10TOTAL - $70,391 Next Steps For The Small Grants Program •New grant platform will assist with seamless transitions between grant cycles •Collecting “district” project data •Tracking # grants in each district over time. •Determine demand of projects in respective districts •Collecting approved and denied grant applications •Tracking who wasn’t approved and why •Helps grantees strengthen their future applications •Track trends •Post -Grant Survey to Applicants •If we want to know how we are doing, ask the people who use our system 11 Questions? 12 ITEM NO. _3.B.____ OAK #4884-8671-0485 v1 1 CITY OF ROHNERT PARK FOUNDATION BOARD OF DIRECTORS AGENDA REPORT Meeting Date: August 13, 2024 Department: Administration Submitted By: Marcela Piedra, Executive Director Prepared By: Paul Carey, Senior Analyst Agenda Title: Discuss and Approve the Rohnert Park Small Grants Program Guidelines RECOMMENDED ACTION: Discuss and Approve the Rohnert Park Small Grants Program Guidelines. BACKGROUND: On May 2, 2017, the Foundation Board authorized a memorandum of understanding to accept on-going “Community Investment” contributions from the City of Rohnert Park’s MOU between the Federated Indians of Graton Rancheria (FIGR). These on-going community investment contributions continued with the Second Amended and Restated Memorandum of Understanding by and between the City of Rohnert Park and FIGR, dated June 27, 2023 (the “MOU”). On February 13, 2018, the Foundation Board approved the creation of the Foundation’s Community Small Grants Program. The Small Grants Program is the Foundation’s community grant program, with the goal of focusing resources on and providing funding to areas of need in the community of Rohnert Park. This in turn enhances new partnerships with community members, nonprofits, foundations, public agencies, and similar entities and sustain or enhance the community. The Small Grants Program is a competitive grant-making program that has historically provided up to $5,000 to organizations to enhance the City. The first cycle of the Small Grants Program was funded in Fiscal Year 2018/19; a second cycle was funded in 2020 (spanning part of Fiscal Year 2019/20 and Fiscal Year 2020/21); and a third cycle was funded in 2021 (spanning part of Fiscal Years 2020/21 and 2021/22). ANALYSIS Purpose. To clarify the operations of the Rohnert Park Small Grants Fund program, Foundation staff developed the Rohnert Park Foundation Small Grants Guidelines with the dual purpose of advising grant applicants and providing guidance to staff with respect to the review, approval, processing, and monitoring of the Rohnert Park Small Grants program. Below is a list of the most pertinent recommended changes to the program: ITEM NO. _3.B.____ OAK #4884-8671-0485 v1 2 a. Increase the per-year authorized grant amount from $5,000 to $10,000; b. Move the Small Grants Program cycle to a two-year grant cycle; c. Adopt a scoring rubric to objectively measure proposal performance; d. Host the grant application on the Rohnert Park Small Grants online portal at https://rohnertparksmallgrants.smapply.us/; e. Incorporate a semi-annual reporting period for grantees; and f. Move the grant cycle to align with the Foundation’s fiscal year (July). Grant Cycle. The Small Grants Program is intended to operate on a two-year fiscal-year cycle. The Foundation will only accept grant applications following the issuance of the Small Grants Notice of Funding Availability (NOFA). The maximum amount for a grant award is $10,000, while the minimum amount is $5,000. All applicants are required to confer with Foundation staff regarding a potential project prior to applying; such communication may avoid unnecessary costs of grant application preparation. Application Process. IRC 501(c)(3) nonprofit organizations that intend to deliver a service or to offer a project in Rohnert Park and which are legally able to execute a contract with the Foundation are eligible for funding. All applications will complete an “Eligibility Screening Form” to determine eligibility. As the initial, formal step in the grant application process, the applicant shall apply via the Rohnert Park Small Grants portal at https://rohnertparksmallgrants.smapply.us/. All applicants must have a contact e-mail address that is regularly monitored. Primary communication regarding the status of an application will be via electronic mail. Application Contents. An application must include: 1. a detailed scope of work including a list of specific tasks; 2. a detailed budget; 3. a timeline for project implementation (including a completion date for each task); and 4. a detailed description of the need for the grant. Eligible Projects. While the Small Grants Program wants to encourage community creativity in what types of projects they propose, the following provides examples of eligible costs for programming and community projects: 1. Program support; 2. Education; 3. Community Artwork; 4. Community beautification projects. Grant Reporting. In grant reporting, grantees are expected to describe and evaluate the activities undertaken and to account for the use of grant funds during the reporting period. The project status report tracks and communicates how a project is progressing against the formal project plan as approved and will include: 1. The original amount of the grant and the current remaining balance; ITEM NO. _3.B.____ OAK #4884-8671-0485 v1 3 2. The full project budget as approved, or as agreed to in an approved amendment; and 3. Expenditures for the reporting period using the same expense categories set forth in the executed agreement or as agreed to in an executed amendment. The final project completion report will be a comprehensive summary and will include the following: 1. Progress made toward the expected outcomes of the grant and any other significant accomplishments using quantitative and/or qualitative analysis; 2. Any setbacks or challenges to the progress of the grant activities; 3. An aggregated report on any program evaluations; 4. A narrative explanation of any significant variances between proposed spending and actual spending in each category; 5. Any additional information as listed in the executed agreement; 6. Lessons learned by the organization for the grant-funded activities; 7. Pictures if available; and 8. Any additional information that the Foundation should know about. On a periodic basis, the Grant Administrator will recommend to the Executive Director a list of those grants that should be subjected to post-grant monitoring, and the Executive Director will adopt or approve a list of grants for post-grant monitoring. The Executive Director will review any finding of substantial deficiencies made by the Grant Administrator following post-grant monitoring, and if he or she sustains such finding, then the Executive Director shall issue an “informal request for compliance” to the applicant/grantee detailing the specific deficiency(s) as identified in the post grant monitoring report and will provide a schedule for the applicant/grantee to remediate the deficiency(s).. If the applicant/grantee has not corrected the deficiency(s) identified in a post grant monitoring report within the time schedule provided in the informal request for compliance, the Executive Director shall issue a Notice of Noncompliance to the grantee. Reimbursement of awarded grant funds may be required if, following a failure to correct the deficiencies and a notice and opportunity to be heard before the Foundation Board, the Foundation Board affirms that the use of grant funds was inappropriate. The Foundation also reserves the right to avail itself of all available legal remedies if an applicant/grantee has not corrected a deficiency within the required time frame. Noncompliant grantees may be deemed ineligible for future grant awards. Grant Restrictions. The following are not eligible for the Rohnert Park Small Grants Program: 1. Applicants who discriminate on the basis of race, religion, sec, national origin, sexual orientation, age, or disability; 2. Applications requesting excessive honoraria or salaries for the project team; 3. Activities that do not serve a public purpose; 4. Activities that directly fund any private, sectarian school, or any school not under the exclusive control of officers of the public schools; 5. Activities that advocate or promote a specific religion; ITEM NO. _3.B.____ OAK #4884-8671-0485 v1 4 6. Activities that aid or promote political candidates, parties, ideologies, or campaigns; 7. Activities that aim to raise funds for a specific cause other than grant recipient per Agreement terms; 8. Activities that are prohibited by law, or in the determination of the City, would be deemed illegal by a court of competent jurisdiction; 9. Applicants who are unable to meet necessary insurance requirements; and 10. Applicants whose overhead/administration costs will exceed 10% of the total grant request. OPTIONS CONSIDERED: (1) Option 1: Approve the draft Small Grants Guidelines as written; (2) Option 2: Modify /amend the draft Small Grants Guidelines; (3) Option 3: Do not authorize Small Grants Guidelines. The absence of guidelines is not a recommended option. FISCAL IMPACT: The Foundation approved the Fiscal Year 2024/2025 budget at the June 25, 2024 special Foundation Board meeting. Fiscal Year 2024-25 expenses were proposed and approved at $326,500, which included $300,000 expenditures for the Small Grants Program. Foundation Treasurer Approval Date: 7/17/2024 City Attorney Approval Date: 8/2/2024 Foundation Executive Director Approval Date: 7/25/2024 Attachments: 1. F01_Rohnert Park Small Grant Program Guidelines_Draft 2. F02_Presentation_Rohnert Park Small Grant Program Guidelines Presentation Program Guidelines UPDATED AUGUST 2024 Point of Contact: Paul Carey, Senior Analyst/Grant Administrator pcarey@rpcity.org Rohnert Park Small Grants Program 2 Table of Contents 1. Introduction and Definitions……………………………………………………………………………….3 2. Grant Program and Pre-Application Consultation……………………………………4 3. Application Process………………………………………………………………………………………………..5 4. Grant Monitoring and Audit………………………………………………………………………………..10 5. Final Certification and Post-Grant Monitoring…………………………………………10 Exhibit A – Sample Timeline……………………………………………………………………………………12 Exhibit B – Eligibility Form (example shown…please fill out online)…………………………..14 Exhibit C – Grant Application (example shown…please fill out online).……….…………..15 Exhibit D – Insurance Requirements…………………………………………………………………..19 Exhibit E – Reporting Requirements……………………………………………………………………21 Exhibit F – Grant Restrictions…………………………………………………………………………………23 Exhibit G – Scoring Rubric……………………………………………………………………………………….24 Exhibit H – Small Grants Program Agreement………………………………………………25 Exhibit I – Project Status Report…………………………………………………………………………..27 Exhibit J – Project Completion Report………………………………………………………………28 Exhibit K – Project Budget Example…………………………………………………………………..29 3 1. Introduction and Definitions 1.0. Purpose. These program guidelines serve the dual purpose of advising Grant applicants and providing guidance to staff with respect to the review, approval, processing, and monitoring of the Rohnert Park Small Grants program, offered by the Rohnert Park Foundation. 1.1. Role of Grants. The Rohnert Park Foundation is a nonprofit, public benefit corporation and is organized under the California Nonprofit Public Benefit Corporation Law for charitable purposes. The specific purpose of the Foundation is to raise funds in connection with the development of civic projects in Rohnert Park. The Small Grants Program is the Foundation’s community Grant program. Its purpose is to focus resources on and to provide funding to areas of need in the Rohnert Park community that enhance new partnerships with community members, nonprofits, foundations, public agencies, and similar entities and which sustain or enhance the community. Rohnert Park City staff will administer the Small Grants Program on behalf of the Foundation. Funding for the program comes from the Second Amended and Restated Memorandum of Understanding by and between the City of Rohnert Park and the Federated Indians of Graton Rancheria, dated June 27, 2023. 1.2. Definitions. Unless otherwise indicated by their context, the following definitions apply: “Executive Director” shall refer to the City Manager of Rohnert Park. “Foundation” shall refer to the Rohnert Park Foundation. “Foundation Board” shall refer to the Rohnert Park City Council. “Foundation Staff” shall refer to Rohnert Park city staff, specifically the Grant Administrator and staff on the Grant Review Committee. “Grant” shall refer to funds that have been awarded for the purpose of implementing a community benefit Project pursuant to this Small Grant Program. “Grant Administrator” shall refer to the Senior Analyst for the City of Rohnert Park. “Grant Agreement” shall mean a contract entered into between a Grantee and the Foundation after the Foundation Board awards the Grant to the Qualified Applicant. “Grantee” shall refer to a Qualified Applicant that has been awarded a Grant from the Foundation pursuant to this Small Grants Program and has executed a Grant Agreement. 4 “Grant Performance Period” shall refer to the time period that begins when Foundation Staff issues a Notice to Proceed to implement the project and ends with the deadline set forth in the Notice to Proceed for the Grantee to submit its Project Completion Report on the grant project to the Foundation. “Informal Request for Compliance” shall refer to the notice that the Executive Director shall send to the Grantee detailing all specific deficiencies identified as part of the Grantee’s Post-Grant Monitoring, which provides a schedule for the Grantee to remedy the deficiencies. “MOU” shall refer to the Second Amended and Restated Memorandum of Understanding by and between the City of Rohnert Park and the Federated Indians of Graton Rancheria, dated June 27, 2023. “Notice of Funding Availability” or “NOFA” shall refer to the public notice the Foundation publishes following the Foundation Board’s adoption of a budget and determination that funding is available for a Program Cycle of Grants for the purpose of notifying potential Qualified Applicants of the opportunity to apply for a Grant. “Notice of Noncompliance” shall refer to the notice the Executive Director will issue to a Grantee if Grantee fails to timely correct any deficiencies that were identified in the Informal Request for Compliance as part of the Post-Grant Monitoring of the project. “Notice to Proceed” shall refer to the notice that Foundation Staff will issue to a Grantee following the execution of a Grant Agreement that allows the Grantee to proceed with implementing the Project and to receive Grant funding for that implementation. ““Post-Grant Monitoring Report” shall refer to a report prepared by the Grant Administrator, following the certification of the completion of the Project, which summarizes the findings by the Grant Administrator regarding the performance of Grantee in implementing the Project and Project results. . “Pre-Application Consultation” shall refer to the meeting that Qualified Applicants must initiate with Foundation Staff during the Pre-Application Period to discuss their eligibility for and interest in applying for a Grant. “Pre-Application Period” refers to the time beginning with the Foundation’s publication of the NOFA and ending when the Grant Application deadline closes as set forth in the NOFA. 5 “Program Cycle” refers to the two-year cycle starting with FY 2024-2025 and ending in FY 2025-2026 (July 1, 2024-June 30, 2026) that begins when the Foundation Board adopts a budget that allocates funding for the Small Grants Program and continues until the Grantee submits its Project Completion Report as required under the Grant Agreement. “Project” shall refer to the activities and product(s) Grantee has proposed in its Grant application or agreed to perform in its Grant Agreement that are funded by the Small Grants Program. “Project Manager” shall refer to the individual a Grantee has designated in the Grant Agreement to act on their behalf for all purposes related to the implementation of the Project, including but not limited to all Grant reporting, monitoring, auditing and post-Grant compliance. “Project Completion Report” shall refer to the final report Grantee is required to file with the Grant Administrator no later than June 30 of the second year of the Program Cycle signifying completion of the Project. “Project Status Report” shall refer to one of two (2) interim reports each Grantee is required to file with the Grant Administrator during the Grant Performance Period to provide information on the progress of the Project. Project Status Reports shall be filed no later than June 30 following the award of the Grant and January 1 of the following year. “Qualified Applicant” shall mean any IRC 501(c)(3) nonprofit entity that the Internal Revenue Service has determined qualifies as a charitable organization that is exempt from taxes which has submitted or intends to submit a Grant application to the Foundation and which is legally capable of executing a contract with the Foundation. “Review Committee” shall refer to Rohnert Park staff who, through their technical expertise or other unique qualifications, are assigned to review Small Grants Program applications. “Small Grants Program” shall refer to the Rohnert Park Foundation Small Grants Program funded through the MOU for qualified third-party charitable organizations to enhance and sustain communities in need in Rohnert Park. 6 2. Grant Programs and Pre-Application Consultation 2.0. Authority for Grants. .The MOU provides for annual funding to the Foundation for the purpose of supporting communities of need in Rohnert Park through projects that enhance and sustain the community. 2.1. Program Cycle and Funding. The Small Grants Program operates on a two- fiscal-year cycle. The Foundation will only accept Grant applications following the issuance of the NOFA until the Grant application period closes as set forth in the NOFA. . Grant applications should anticipate community benefit projects that can be achieved with a minimum amount of funding of $5,000 and a maximum amount of $10,000. Funding for the Small Grants Program shall be determined at the beginning of each Program Cycle and will be contingent upon funding availability. 2.2. Pre-Consultation with Staff. To avoid unnecessary costs of applying for a Grant for which they may not be eligible or interested, all Qualified Applicants are required to contact the Grant Administrator during the Pre-Application Period to confer with Foundation Staff regarding their proposed project and Grant application. Grant applicants are advised that, in addition to Small Grants Program requirements, other statutory and regulatory requirements may apply to their proposed Project, and the Foundation will not be responsible for any Qualified Applicants’ conformance to such other legal requirements. A Qualified Applicant should research any other legal requirements that may apply to their proposed Project and must advise the Foundation Staff during the pre-consultation whether any other laws or regulations apply to the Project. During the Pre-Application Period, Foundation Staff will provide technical advice to Qualified Applicants as to the potential suitability of their Project and may also provide recommendations on approaches and modifications that might improve the likelihood that the Foundation Board would approve an application for such a Grant. A Qualified Applicant should be aware, however, that notwithstanding Foundation Staff comments and recommendations, all decisions regarding Grant applications are at the discretion of the Foundation Board. For purposes of setting up the required pre-consultation, the Grant Administrator may be contacted at: Paul Carey, Grant Administrator City Manager’s Office pcarey@rpcity.org (707) 585-6754 7 3. Application Process 3.0. Eligible Applicants. Qualified Applicants must be Internal Revenue Code Section 501(c)(3) charitable organizations that intend to deliver a service or offer a Project in Rohnert Park. Qualified Applicants must provide a copy of their Internal Revenue Service determination letter and a completed “Eligibility Screening Form” to establish their eligibility. The Eligibility Screening Form can be found in EXHIBIT B. 3.1. Submission of Application. Following the Pre-Application Period, a Qualified Applicant shall apply via the Small Grants Program portal at https://rohnertparksmallgrants.smapply.us/. All Qualified Applicants must have a contact e-mail address that is regularly monitored. Primary communication regarding the status of an application will be via electronic mail. If a Qualified Applicant does not have any access to e-mail or requires a different method of accessible communication, the Qualified Applicant must notify the Foundation to develop an alternative communication protocol. 3.2. Contents of Application. All Grant applications must include: 1. a detailed scope of work, including a list of specific tasks; 2. a detailed budget; 3. a timeline for Project implementation, including a completion date for each task; and 4. a detailed description of the purpose and need for the Grant. If a Qualified Applicant requests advance funds as necessary to implement their proposed Project, the Qualified Applicant must include a written justification for advancement of the Funds as part of their Grant application. Determination of whether to advance funds shall be in the sole discretion of the Executive Director. Qualified Applicants should be aware that Grant funds will only be advanced after a Grant Agreement is executed and the Executive Director approves the request. Qualified Applicants shall certify as part of their Grant application and the Grant Agreement that they will comply with all applicable laws and will obtain all necessary approvals as required for the Project. Qualified Applicants should be aware that, following completion of the Project, if Foundation Staff becomes aware from any source that the Project is noncompliant, the Project may be terminated, and the Grantee may be required to reimburse all Grant funds that have been disbursed. Qualified Applicants shall also indemnify the Foundation for potential liability as part of the Grant Agreement. 8 3.3. Initial Review. The Grant Administrator performs initial review of Grant applications. If an application is deemed incomplete, the Qualified Applicant will be notified at the e-mail address supplied in the application within two weeks of initial receipt of application. 3.4. Review of Grant Applications. The Grant Administrator reviews applications for consistency with the intent of the Small Grants Program which is to benefit or improve the Rohnert Park community. As part of this consistency review, the Grant Administrator may request that a Qualified Applicant submit additional information regarding any part of its Project. 3.5 Permits, Licenses, or other Fees Associated with Projects. Applicants are required to secure all permits necessary to implement their Project (e.g., City, County, food distribution permits, etc.). No waivers will be considered for City permits. 3.6. Recommendation by Small Grants Review Committee. The Small Grants Review Committee will review the application and other pertinent documents prepared under Section 3.2, and other pertinent information about the Project, and determine whether to recommend the Grant application for consideration by the Executive Director and Foundation Board. If the Small Grants Review Committee deems an application ineligible, the Qualified Applicant shall be notified in writing and any Qualified Applicant may appear at the Foundation Board meeting and comment on the Review Committee’s decision. 3.7. Agendizing the Grant Application for Board Consideration. When the Review Committee determines that an application should be submitted to the Foundation Board for consideration, Foundation Staff will prepare a staff recommendation for consideration at a Foundation Board meeting. 3.8. Notice to Proceed. No Qualified Applicant may proceed with implementing their Project nor will they receive any Grant funds until the Grant Administrator has issued a Notice to Proceed. The Grant Administrator will issue a Notice to Proceed only after the Foundation Board has approved the Grant and a Grant Agreement has been executed. Any expenditure of funds on the implementation of a Project prior to issuance of a Notice to Proceed shall be at the Qualified Applicant’s or Grantee’s own risk. Once the Grant has been approved, the Foundation Staff will send three (3) copies of the Grant Agreement to the primary contact person designated in the Grantee’s application for signature (a sample Grant Agreement is available as EXHIBIT H). All three (3) copies must be returned to the Foundation Staff with original signatures. In 9 addition to the approvals listed above, additional approvals may be necessary as determined by the Executive Director. When all required approvals and the executed Grant Agreement has been received, the Grant Administrator will issue a Notice to Proceed. Costs incurred before or after the Grant Performance Period are not eligible for reimbursement. 3.9. Grant Documentation and Billing. Upon issuance of the Notice to Proceed, the Grant Administrator shall provide Grantee with templates necessary for Grant documentation and reimbursement. All reimbursement requests must include adequate backup documentation consistent with IRS guidelines and generally accepted accounting principles supporting the request. No payment request shall be processed without a current and complete Project Status Report. A Project Status Report shall be required semi-annually (EXHIBIT I). No payment request shall be processed without a current and complete Project Status Report. Upon completion of the Project, and with the request for final payment, the Grantee must submit a Project Completion Report (EXHIBIT J) to the Grant Administrator. This report shall include a summary of the Project, as well as any photos, brochures, or materials as appropriate. All Grant documentation shall be maintained by the Grant Administrator. Unless otherwise indicated, the sufficiency of all Grant documentation and reimbursement requests shall be determined in the sole discretion of the Grant Administrator after consultation with the Executive Director. 3.10. Eligible Costs. The following provides examples of eligible costs for Projects: 1. Program support 2. Education 3. Community Artwork 4. Community beautification projects Examples of ineligible costs: 1. Actions taken outside the Grant Performance Period 2. Grantee’s fixed or ordinary operating costs such as rent, insurance, etc., including but not limited to indirect overhead business expenses unless included in the Grant application as approved 3. Mortgage payments 4. Property taxes or utilities unless included in the Grant application as approved 5. Outside Project site boundaries, fundraising, food or Grant writing 10 6. Salary, benefits, and administration costs exceeding 10 percent of the total Grant amount 3.11. Grant Amendments. If, following the Foundation’s approval, a Grantee desires to amend the scope of the approved Project or to increase the amount of the Grant awarded, the Grantee shall submit an amended application form to the Grant Administrator. The Executive Director may approve in their sole discretion any amended applications which involve budgetary changes within the approved Grant amount or deadline extensions for compliance with the Grant guidelines. 3.12. Best Practices. Below are some best practices to use before, during, and after the application submittal process. a. Do you intend to propose a Project at a public school? If you do not already have an established partnership with the school, reach out to the school principal or district staff early so they have time to ask questions, seek clarity, and learn more about your program before responding to the endorsement form you will submit to them. Ask about any required insurance or items that may add expenses to your budget. b. Do you intend to propose a Project at a park or park facility? If you do not already have an established partnership with Rohnert Park Community Services, reach out to the park staff early so they have time to ask questions, seek clarity, and learn more about your program before you apply. Ask about any forms that may be required to implement your Project such as a permit or facility use form. Ask about any required insurance or items that may add expenses to your budget. c. Applications must be submitted online. Prepare your answers before completing the application. Some Internet browsers can “time out” if they think you are inactive on a page. All the application questions are listed here in this document and can be found in EXHIBIT C. d. Before pressing the submit button at the end of the online application, review your application. You can also add a collaborator to view/edit your application. If you need assistance with this, please contact the Grant Administrator at pcarey@rpcity.org. e. The Grant portal accepts file attachments. If you are concerned about sending any attachments, please contact the Grant Administrator at pcarey@rpcity.org. f. A member of the Foundation Staff will acknowledge that your application has been received. If you do not hear from a staff person directly within 24 hours 11 (excluding weekends) of submitting your Grant application, please contact the Grant Administrator to verify it has been received at pcarey@rpcity.org. g. Do you want to determine when a particular topic like the Small Grants Program will be discussed at Foundation Board meetings? Sign up to receive notifications when Foundation Board meeting agendas are posted. You can do that by registering your email at this link: https://lp.constantcontactpages.com/sl/wKTCwHB/CouncilMeetingAgendas After email registration, select City Council meetings and other items you may want specific updates on. h. Sign up for general E-News from the City of Rohnert Park at this link: https://www.rpcity.org/newsletter/One.aspx 4. Grant Monitoring and Audit 4.0. Grant Monitoring. All approved Grants are subject to monitoring and audit. By submitting a Grant application, all Grantees agree to provide the Foundation Staff reasonable access to inspect Project-related records for monitoring and auditing purposes. Additionally, a Grantee must retain all Grant application and Project records for a period of seven (7) years after the Project has been certified as complete pursuant to Section 5 below. As part of the Foundation’s ongoing Grant monitoring, Grantees are required to submit semi-annual Project Status Reports as discussed in 3.9 above . Project Status Reports shall include a detailed description of the status of the Project and compliance with Project milestones. In addition, the Foundation Staff may request copies of all contracts, subcontracts, and work products related to the Project. Finally, the Foundation conducts in-house audits of a representative sample of Grants on a two -year cycle. By applying, Grantee understands and agrees that 1. Grantee’s Project may be audited as part of the Foundation’s regular auditing process, and; 2. Grantee will cooperate with the Foundation Staff and auditors to complete such an audit. 12 5. Final Certification and Post-Grant Monitoring 5.0. Final Certification of Grant Completion. The Grantee’s designated Project Manager must certify that the Project has been completed. By certifying the Project’s completion, the Grantee’s Project Manager is representing that they have personally reviewed the planning documents, the interpretation materials, and/or program results submitted. No special form of certification is required other than the signature of the Project Manager on the Project Completion Report. 5.1. Post-Grant Monitoring. Many Grants impose ongoing, continuing responsibilities and obligations on the Grantee, including, in many cases, a requirement that the Grantee adequately and appropriately maintain the Project. On a periodic basis, the Grant Administrator will recommend to the Executive Director a list of those Grants that should be subjected to Post-Grant Monitoring. The Grant Administrator shall prioritize for Post-Grant Monitoring high-dollar-value Grants and those Projects with unusual or problematic implementation. 5.2. Procedure for Post-Grant Monitoring. Exhibit E details reporting requirements for all Grantees receiving Foundation funds. In addition to those requirements, the Executive Director may determine additional requirements for Post-Grant Monitoring on a case-by-case basis for those Projects that have been designated by the Grant Administrator for Post-Grant Monitoring. For a particular Project, Post- Grant Monitoring may include, but is not limited to : • site visits • review of program materials • review of visitor satisfaction surveys • constituent/visitor polling to ensure that the Project has been implemented and Grant funds have been utilized in accordance with the Grant application as approved by the Foundation. Where site visits are required, the Grantee shall be given reasonable notice (not less than 48 hours) and afforded an opportunity to accompany the Foundation monitoring officer during the site visit. 5.3. Reporting of Post-Grant Monitoring. For Projects subjected to Post-Grant Monitoring, a Post-Grant Monitoring Report shall be filed by the Grant Administrator in the original Grant file, only if it is determined that substantial deficiencies exist in the Grantee’s performance which finding will be reported to the Executive Director. 5.4. Procedure Upon Finding Substantial Deficiencies. The Executive Director shall review any finding of substantial deficiencies made pursuant to Sec. 5.3 and, if the Executive Director sustains such a finding, then the Executive Director shall send, or 13 cause to be sent, an Informal Request for Compliance to the Grantee detailing the specific deficiency(s) as identified and providing a schedule for the Grantee to remedy the deficiency(s). 5.5. Notice of Noncompliance. If the Grantee has not corrected the deficiency(s) identified in a Post-Grant Monitoring Report within the time schedule provided by the Executive Director in the Informal Request for Compliance, the Executive Director shall issue a Notice of Noncompliance to the Grantee. If the Grantee does not remedy the deficiencies within the time provided, a hearing will be scheduled with the Foundation Board to determine whether the Grant funds were spent in accordance with the terms and conditions of the Grant Agreement. If the Foundation Board determines that Grant funds were inappropriately spent, Grantee will be required to repay all Grant funds The Foundation reserves the right to pursue all available legal remedies against a Grantee that has not corrected a deficiency within the required timeframe. In addition, any Grantee that fails to remedy post- monitoring deficiencies as required may be deemed ineligible for future Grant awards. 14 EXHIBIT A - SAMPLE TIMELINE The following is the timeline for the Rohnert Park Foundation Small Grants Program. This timeline follows one complete Grant cycle, from the initial brief to the Rohnert Park Foundation Board to the final reports received from Grantees. The years 202x, 202y, and 202z are meant to denote consecutive years. The Small Grants Program operates on a two-year cycle that conforms to the Foundation’s fiscal year, as outlined here: June 202x – Foundation Board approves Foundation budget and allocates funding for the program July 202x – Advertisements for 202x-2020z Small Grants Program and the upcoming publication of the NOFA . August 202x – Publication of the NOFA for the 202x Cycle. • Begin mandatory pre-consultation meetings with prospective Qualified Applicants. September-November 202x. Receive/process Grant applications. • Continue mandatory pre-consultation meetings with prospective Qualified Applicants. November 202x – 202x Grant Application window closes. November/December 202x – Grant applications reviewed by Small Grants Review Committee. January 202y – Foundation Board consideration and award of Grants January 202y – Contact Grantees • Execution of Grant Agreements • Discuss Grant disbursement procedures with Grantees • Review reporting guidelines with Grantees January 202y - July 202z– Foundation monitoring of Projects • Receive updates from Grantees • Answer questions from Grantees June 1, 202y and December 1, 202z – Receive semi-annual Project Status Reports from Grantees , including but not limited to: • Photos • Videos • Excel spreadsheets • Word documents May-June 202z – Receive final Project Completion Reports from Grantees, including but not limited to: 15 • Photos • Videos • Excel spreadsheets • Word documents July 202z – Present end-of-Grant cycle report to Foundation Board 16 EXHIBIT B – GRANT ELIGIBILITY FORM 17 18 EXHIBIT C – GRANT APPLICATION 19 20 21 22 23 24 EXHIBIT D - INSURANCE REQUIREMENTS Before a funding agreement can be executed and before beginning any work, the Grant recipient, at its own cost and expense, shall procure appropriate insurance. Insurance must be maintained by the Grant recipient throughout the term of the funding agreement. The City may approve reduced coverage amounts after review by the Risk Manager and City Attorney. • In general, the following types and limits are required: o Workers’ Compensation and Employer’s Liability Insurance with an amount no less than one million dollars ($1 million) per accident. § This requirement may be waived by the City upon written verification that the Grant recipient does not have any employees. o General/Commercial Liability Insurance in an amount no less than one million dollars ($1 million) per occurrence. o Sexual Molestation and Abuse coverage in an amount no less than five hundred thousand dollars ($500,000). § This requirement may be waived by the City if the Grant recipient is not providing direct services to children under the funding agreement. o Automobile Liability Insurance in an amount no less than one million dollars ($1 million) per occurrence. § Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001, Code 1. • Waiver of Subrogation in favor of the entity for all work performed by the Grant recipient, its employees, agents, and subcontractors. • Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: o City and its officers, employees, agents, and volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Provider (Grant Recipient), including the insured’s general supervision of Provider; products and completed operations of Provider; premises owned, occupied, or used by Provider; and automobiles owned, leased, or used by the Provider. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or volunteers. o The insurance shall cover an occurrence or an accident basis, and not on a claims- made basis. o An endorsement must state that coverage is primary insurance with respect to the City and its officers, officials, employees, and volunteers, and that no insurance or 25 self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. o Any failure of Provider to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers. o An endorsement shall state that coverage shall not be canceled except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to the City. The provider shall notify City within fourteen (14) days of notification from Provider’s insurer if such coverage is suspended, voided or reduced in coverage or in limits. • Insurance requirements may differ between Grant recipients. The City reserves the right to waive, modify, or require different levels of coverage at its discretion. • Please ask City staff for assistance or clarification if you have any questions. 26 EXHIBIT E - REPORTING GUIDELINES General Information The Rohnert Park Foundation appreciates your time and effort in preparing reports regarding your Rohnert Park Small Grant (“Grant”). These reports: • Provide the Foundation with valuable information about progress towards goals and objectives of the Grant; • Document what is being accomplished and what challenges must be overcome; and • Ensure accountability for the use of Grant funds. The Foundation requires that narrative and financial reports be submitted together on a schedule established in EXHIBIT A of the executed Grant Agreement, or as modified in subsequent correspondence. If unusual circumstances arise that may delay the submittal of reports and supporting documentation, please promptly inform Foundation Staff. Reports may be submitted through the Small Grants Portal (preferred), in hardcopy format to the Rohnert Park Foundation (130 Avram Ave, Rohnert Park, CA 94928), or electronically by e-mailing Paul Carey at pcarey@rpcity.org. If submitting these reports via e-mail, your report will be acknowledged once received. Please note that the Foundation’s e-mail system will not accept e- mails 10MB or larger in size. If necessary, send attachments in separate emails. In addition, each Grant recipient must clearly document all expenditures made with the Grant funding. Such documentation may include receipts, cancelled checks, credit card statements, or other evidence acceptable to the Foundation. Please do not hesitate to contact the Grant Administrator with any questions regarding these guidelines. Reporting Components In Grant reporting, Grantees are expected to describe and evaluate the activities undertaken and to account for the use of Grant funds during the reporting period. The Project Status Report (EXHIBIT I) should include: A. The original amount of the Grant and the current remaining balance; B. The full Project budget as approved, or as agreed to in an approved amendment; and C. Expenditures for the reporting period using the same expense categories set forth in the executed agreement or as agreed to in an executed amendment. The Project Completion Report (EXHIBIT J) should include the following: A. Progress made toward the expected outcomes of the Grant and any other significant accomplishments; B. Any setbacks or challenges to the progress of the Grant activities; C. Plans and/or goals for the upcoming reporting period; D. An aggregated report on any program evaluations; 27 E. A narrative explanation of any significant variances between proposed spending and actual spending in each category; F. Any additional information as listed in EXHIBIT H of the Grant Agreement; G. Lessons learned by your organization for the Grant-funded activities (final reports only); H. Pictures if available; and I. Any additional information that the Foundation deems necessary. Do’s and Don’ts Do • Provide a summary sheet in EXHIBIT I and EXHIBIT J that identifies to which category each expense belongs. • Put receipts/invoices in the same order as they appear on the corresponding summary sheet. • Use spreadsheet software (such as Microsoft Excel) if possible. Don’t • Provide receipts/invoices that are not related to the Grant unless requested to show matching funds or in-kind sponsorships. • Provide a check reconciliation from a bank account. Each expense is looked at individually. It does not matter where the Grant award check was deposited. • Group together receipts on summary sheets. List each expense individually. • Use cash. • Handwrite or accept any handwritten receipts. • Supply invoices that are unpaid or are quotes. Anticipated Balance at End of Grant Period Approval of the use of unexpended funds beyond the agreement term or for uses not outlined in EXHIBIT H is at the Foundation Board’s discretion. Additionally, Grant funding outside of the amount allocated by the Foundation Board requires Board approval and potentially may require further Board action. The Board at its option may address unexpended funds as follows, or in any other manner it deems appropriate: Option A. Return unspent funds to the Foundation. If any Grant funds advanced to the Grantee remain unexpended at the end of the Grant term, the Grantee shall return the unexpended funds within thirty (30) days prior to the expiration of the agreement. Option B. Grant Extension: The current Grant period may be extended if the Executive Director determines that the Project is generally on track but progress toward the objectives has been slower than anticipated. If you would like to request an extension, please notify the Grant Administrator, Paul Carey at pcarey@rpcity.org or (707) 585-6754 to receive a form. 28 In the event the costs to perform the items of work exceed the amount of Grant funds, the Grantee is responsible for the payment of the excessive costs. If you anticipate unexpended funds or costs greater than anticipated, please inform the Grant Administrator. 29 EXHIBIT F – GRANT RESTRICTIONS The following are not eligible for the Rohnert Park Small Grants Program: • Applications for Projects located outside the City of Rohnert Park; • Applications for Projects that cost less than the minimum Grant award of $5000 or more than the maximum award of $10,000; • Applicants who discriminate on the basis of race, religion, sec, national origin, sexual orientation, age, or disability; • Applications requesting excessive honoraria or salaries for the Project team; • Activities that do not serve a public purpose; • Activities that directly fund any private, sectarian school, or any school not under the exclusive control of officers of the public schools; • Activities that advocate or promote a specific religion; • Activities that aid or promote political candidates, parties, ideologies, or campaigns; • Activities that aim to raise funds for a specific cause other than Grant recipient per Agreement terms; • Activities that are prohibited by law, or in the determination of the Foundation, would be deemed illegal by a court of competent jurisdiction; • Applicants who are unable to meet necessary insurance requirements. • Applicants whose overhead/administration costs will exceed 10 percent of the total Grant request. 30 EXHIBIT G – SCORING RUBRIC 1-Far Below Expectations 2-Below Expectations 3-Meets Expectations 4-Exceeds Expectations Budget The application does not include a budget for the Project. The application includes the total amount of funding requested, but no details are provided. The application contains an itemized budget, but evidence of research into costs is unclear. The application contains an itemized budget that clearly shows evidence of research into costs Return on Investment (Alignment with Foundations’ Goals) • Lack of alignment between the Foundation’s mission and the goals of the work described in the Grant’s application. • Somewhat of an alignment between the Foundation’s mission and the goals of the work described in the Grant’s application. • Significant evidence of an alignment between the Foundation’s mission and the goals of the work described in the Grant’s application • Clear and strong alignment between the Foundation’s mission and the goals of the work described in the Grant’s application. Feasibility/Timeline (ability to carry out the Project in the proscribed period) • Insufficient information about personnel, Project activities timeline, or budget expenditures to gauge feasibility. • Project’s assembled personnel, timeline, or budget expose weaknesses in plan design. Outcomes unlikely to be achieved in Project’s current form. • Deficiencies or overestimations exist in personnel, timeline, or budget within tolerable range, outcomes appear achievable despite gaps or leaps. • Personnel, Project activities timeline, and budget expenditures congruent with Project description and outcomes. Project Goals/Metrics (progress in reaching goals can be measured • The description of the Project or initiative is vague or unclear. • The goals of the Grant are not addressed or clearly stated. • The goals do not align with the need stated. No outcomes are described. •The description of the Project or initiative is somewhat clear and includes details. • The goals of the Grant are addressed but not clearly stated. • Goals and desired outcomes are minimally described and are somewhat aligned with the need described. •The description of the Project or initiative is very clear with Detailed descriptions of the work to be completed. • The goals of the Grant are clearly stated. • Outcomes of moderate impact and value are described. • There lacks some specificity in what is measurable in outcomes. • The description of the Project or initiative is exceptionally clear and provides detailed information. • The specific outcomes of each goal are stated clearly and are directly aligned to the described need. • All goals and outcomes are measurable both qualitatively and quantitatively. Sustainability/Longevity • Weak or no sustainability plan created to ensure a continuation of the work beyond life of the Grant. • Somewhat of a sustainability plan created to ensure a continuation of the work beyond life of the Grant. • A significant sustainability plan created to ensure a continuation of the work beyond life of the Grant. • A comprehensive and clear sustainability plan created to ensure a continuation of the work beyond life of the Grant. 31 EXHIBIT H – ROHNERT PARK FOUNDATION SMALL GRANTS PROGRAM AGREEMENT This Small Grants Program Agreement (“Agreement”) is made effective , 202_ 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 based on Grantee’s proposal, attached to this Agreement as Exhibit A and incorporated herein by this reference; and D. The parties desire to memorialize the terms of the Grant. Agreement NOW, THEREFORE, in consideration of their mutual covenants, the parties agree as follows: 1. Grant. Subject to the terms and conditions in this Agreement and the Rohnert Park Foundation’s Small Grant Program Guidelines, which are incorporated herein by this reference, the Foundation agrees to provide to Grantee a Grant in an amount not to exceed (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 the form of reimbursement unless otherwise stated. Grant funds shall be spent according to the Scope of Services, attached to this Agreement as Exhibit B and incorporated herein. 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 501I(3) of the Internal Revenue Code. Additionally, Grant funding shall not be used for the following: • Projects or Project components located outside the City of Rohnert Park; • Activities that discriminate on the basis of race, religion, sec, national origin, sexual orientation, age, or disability; • Excessive honoraria or salaries for the Project team; • Activities that do not serve a public purpose; • Activities that directly fund any private, sectarian school, or any school not under the exclusive control of officers of the public schools; 32 • Activities that advocate or promote a specific religion; • Activities that aid or promote political candidates, parties, ideologies, or campaigns, including but not limited to 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; • Activities that aim to raise funds for a specific cause other than those included in the Grant approval; • Activities that are prohibited by law, or in the determination of the Foundation, would be deemed illegal by a court of competent jurisdiction; or • Overhead/administration costs that exceed 10 percent of the total Grant. 4. Project Manager. Grantee hereby designates [insert name] as Grantee’s “Project Manager” for purposes of exercising overall responsibility for the progress and execution of the Project subject to this Agreement on Grantee’s behalf. Grantee’s Project Manager can be reached at: [Address] [City, State, Zip] [Telephone] [Email Address] 5. Project Completion/Grant Period. The Project and all reports required pursuant to this Agreement must be completed by Grantee no later than June 30, 202_. 6. Grant Reporting. Grantee shall provide semi-annual Project reports to the Foundation, to be completed no later than January 1, 202_, July 1, 202_, and January 1, 202_. Grantee shall also provide a Project Completion Report for the Project and documentation of the expenditure of Grant funds on the Project no later than June 30, 202_. 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. 7. Records. Grantee shall maintain records regarding the Project and records of all uses of Grant funding for a period of seven (7) 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 Foundation or its designee at reasonable times to permit the Foundation to monitor and conduct an evaluation of operations under this Grant. 8. 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. If 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 33 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 to allow the Foundation to protect such intellectual property. Grantee shall grant the Foundation a nonexclusive license to 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 use such intellectual property rights. 9. Revocation of Grant. The Grant may be revoked by Foundation 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 all funds advanced or reimbursed for the Project to the Foundation. 10. 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. 11. Subcontracting. Sub-Grantees 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 sub-Grantees and subcontractors use Grant funds consistent with this Grant Agreement and the Proposal. 12. 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 of the Foundation. 13. General Provisions. a. 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. b. For the purposes of this program, if funding for any fiscal year is reduced or deleted by the budget act or by other provision of statute, the Foundation shall have the option to either cancel this contract with no liability occurring to the Foundation or offer a contract amendment to the Grantee to reflect a reduced Grant amount. c. Grantee shall comply with any applicable regulations and permit requirements for the Project. d. This Agreement and any of the rights or obligations under this Agreement may not be assigned without the Foundation’s 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. e. 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 finding shall not affect the validity, construction, or enforceability of any remaining provision. This Grant Agreement may be amended 34 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 City of Rohnert Park Foundation Executive Director Print Name and Title Approved as to Form: City Attorney 35 EXHIBIT I – PROJECT STATUS REPORT (available on the Small Grants Portal) 36 37 EXHIBIT J – PROJECT COMPLETION REPORT (available on the Small Grants Portal) 38 EXHIBIT K – PROJECT BUDGET EXAMPLE Project Budget Example Project Name: Department: Supervisor Name: Labor Materials BALANCE Planned Actual Hours $/HR UNITS $/UNITS Travel Equipment Misc.BUDGETED ACTUAL UNDER/OVER Work Breakdown Schedule Project Tasks Assigned To:-$ -$ -$ 1.0 Task - - 2.0 Task - - 3.0 Task - - 3.1 SubTask - - - 3.2 SubTask - - - 3.3 SubTask - - - 3.4 SubTask - - - 4.0 Task - - - 5.0 Task - - - $0.00 $0.00 0.0 $0.00 0.0 - $0.00 - Fixed SUBTOTAL Rohnert Park Foundation Small Grants Procedures Overview Marcela Piedra, Executive Director 1 Agenda •Purpose •Staff Members •Timing •Grant Amounts •Eligibility •Eligible Costs •Ineligible Costs •Grant Reports/Supplemental Information •Scoring Rubric •Questions 2 Purpose •Focus resources on and provide funding to areas of need in the community of Rohnert Park •Funding for the Small Grants Fund comes from the Second Amended and Restated Memorandum of Understanding by and between the City of Rohnert Park and the Federated Indians of Graton Rancheria. 3 Staff Members •Rohnert Park city staff will administer the Small Grants Program on behalf of the foundation. •The review committee will be appointed by the Executive Director, and will be comprised of Rohnert Park City Staff who, through their technical expertise or other unique qualifications, are able to objectively review grant submissions Name City Staff Position Foundation Position Marcela Piedra City Manager Executive Director Paul Carey Senior Analyst Grant Administrator Designated City Staff Various Grant Review Committee 4 June 2024 •Foundation Board approves Foundation budget and allocates funding for the program July 2024 •Prepare Notice of Funding Availability (NOFA) for the 2024-20206 Cycle •Advertise NOFA through multiple advertising channels August 2024 •Release Notice of Funding Availability for the 2024-2026 Cycle •Mandatory meeting with prospective small grantees, prepare Notice of Funding Availability (NOFA) for the 2024-2026 Cycle September 2024 •2024-2026 Grant Application Cycle Opens November 2024 •2024-2026 Grant Application Cycle Closes Nov-Dec 2024 •Grant applications reviewed by Small Grants Review Committee December 2024 •Foundation agenda report – recommended Grant awardees2024-2026 TIMELINE5 January 2025 •Foundation resolution awarding grantees January 2025 •Contact Grantees •Sign contracts •Discuss grant money procedures •Review reporting guidelines July 2025 •Semi-annual progress report January 2026 •Semi-annual progress report June 2026 •Final grant report from grantees July 2026 •End of cycle report to Foundation2024-2026 TIMELINE6 Grant Funding •$300,000 was authorized on June 25, 2024 for the 2024-2026 Small Grants Cycle •The maximum amount any non-profit may request is $10,000 •The minimum amount any non-profit may request is $5,000 7 Eligibility •Nonprofit organizations who intend to deliver a service or offer a project in Rohnert Park. •Must qualify under Section 501(c)(3) of the Internal Revenue Code. •All applicants will complete an “Eligibility Screening Form” to determine eligibility. 8 Eligible Costs 1.Program support 2.Education 3.Community Artwork 4.Community beautification projects 9 Ineligible Costs 10 1.Actions taken outside the grant performance period, 2.Indirect overhead business expenses of the grantee’s fixed or ordinary operating costs such as rent, insurance, etc… 3.Mortgage payments, 4.Property taxes or utilities (this does not apply to costs included in the overhead policy submitted and approved with the grantee’s application), 5.Outside project site boundaries, fundraising, food or grant writing. 6.Salary, benefits, and administration costs exceeding 10% of the total grant amount. Grant Reports/Supplemental Information •The Project Status Report •Tracks and communicates how a project is progressing against your formal project plan •Every six months after grant awarding •June 2025, January 2026 •The Final Project Report •Comprehensive summary delivered upon the completion of the project •Pictures, videos, quantitative data •July 2026 •The Project Budget •Detailed financial plan - outlines estimated expenses of proposed project or program 11 1-Far Below Expectations 2-Below Expectations 3-Meets Expectations 4-Exceeds Expectations Budget The application does not include a budget for the project. The application includes the total amount of funding requested, but no details are provided. The application contains an itemized budget, but evidence of research into costs is unclear. The application contains an itemized budget that clearly shows evidence of research into costs Return on Investment (Alignment with Foundations’ Goals) • Lack of alignment between the Foundation’s mission and the goals of the work described in the grant’s application. • Somewhat of an alignment between the Foundation’s mission and the goals of the work described in the grant’s application. • Significant evidence of an alignment between the Foundation’s mission and the goals of the work described in the grant’s application • Clear and strong alignment between the Foundation’s mission and the goals of the work described in the grant’s application. Feasibility/Timeline (ability to carry out the project in the proscribed period) • Insufficient information about personnel, project activities timeline, or budget expenditures to gauge feasibility. • Project’s assembled personnel, timeline, or budget expose weaknesses in plan design. Outcomes unlikely to be achieved in project’s current form. • Deficiencies or overestimations exist in personnel, timeline, or budget within tolerable range, outcomes appear achievable despite gaps or leaps. • Personnel, project activities timeline, and budget expenditures congruent with project description and outcomes. Project Goals/Metrics (progress in reaching goals can be measured • The description of the project or initiative is vague or unclear. • The goals of the grant are not addressed or clearly stated. • The goals do not align with the need stated. No outcomes are described. •The description of the project or initiative is somewhat clear and includes details. • The goals of the grant are addressed but not clearly stated. • Goals and desired outcomes are minimally described and are somewhat aligned with the need described. •The description of the project or initiative is very clear with Detailed descriptions of the work to be completed. • The goals of the grant are clearly stated. • Outcomes of moderate impact and value are described. • There lacks some specificity in what is measurable in outcomes. • The description of the project or initiative is exceptionally clear and provides detailed information. • The specific outcomes of each goal are stated clearly and are directly aligned to the described need. • All goals and outcomes are measurable both qualitatively and quantitatively. Sustainability/Longevity • Weak or no sustainability plan created to ensure a continuation of the work beyond life of the grant. • Somewhat of a sustainability plan created to ensure a continuation of the work beyond life of the grant. • A significant sustainability plan created to ensure a continuation of the work beyond life of the grant. • A comprehensive and clear sustainability plan created to ensure a continuation of the work beyond life of the grant. 12 Grant Scoring Rubric Questions? Paul Carey, Grant Administrator pcarey@rpcity.org 707-585-6754 13 ITEM NO. _____ 1 CITY OF ROHNERT PARK FOUNDATION BOARD OF DIRECTORS AGENDA REPORT Meeting Date: August 13, 2024 Department: Administration Submitted By: Marcela Piedra, Executive Director Prepared By: Paul Carey, Senior Analyst Agenda Title: Approve a Logo and Branding Options for the Rohnert Park Foundation RECOMMENDED ACTION: Approve a new logo for the Rohnert Park Foundation. BACKGROUND: The Rohnert Park Foundation (the “Foundation”) was originally founded on November 10, 2008, as the “Focus Rohnert Park Corporation.” The purpose was to raise funds in connection with development of civic projects in the City of Rohnert Park. On October 24, 2011, the Foundation’s Articles of Incorporation were amended to rename the corporation to the “City of Rohnert Park Foundation.” The Articles of Incorporation were further amended on October 24, 2016. Article II(B) was amended to read: “The specific purpose of this corporation is to raise and manage funds in connection with civic purposes and projects.” ANALYSIS Since its founding, the Foundation has never had a logo or other unique branding to quickly identify the Foundation as the City’s nonprofit corporation. Logos and brands serve several functions. • Brand recognition: A good logo can help customers instantly remember a brand. • Communicating values: A logo can convey specific messages about a brand’s values. • Influencing decision making: People may judge an organization based on its logo and its aesthetics. • Brand loyalty: Familiarity with a logo can encourage consumers to seek out a company again and again. • Consistency: Using a logo consistently across marketing channels helps ensure that a brand’s message, values, and image are reliable. ITEM NO. _____ 2 • Defining brand value: A logo and visual identity can help define a company’s brand value. • Adaptability: A logo should be adaptable to changes in a brand’s purpose. For example, if a health food company expands into cosmetics, a logo shaped like bread or fruit may no longer be representative. Foundation staff developed two options for consideration. The Foundation ad hoc committee selected these two logos for final approval after reviewing several different options of branding. Logo option 1 (slides 5 and 6) features two green pentagons (in the shape of a house) with a small leaf in the center of the pentagons. The second adaptation features the same pentagons, one is brown, and the other is green. The logo is open to interpretation, but the intent is to symbolize a greenhouse growing the seeds of community within the boundaries of Rohnert Park (the wider pentagon). Logo option 2 (slides 7 and 8) features the Rohnert Park Foundation initials (RFP) along with an icon of a tree. The logo leans more on the professional and corporate side of logos, advertising the Foundation’s professional nonprofit work. The block below the “P” is altered in subsequent adaptations to show how different trees look in the logo. The first logo has a green circle with a white tree symbolizing community growth. Adaptation 1 illustrates a redwood tree, as redwood trees are a striking part of our community. OPTIONS CONSIDERED: Figure 1 - Foundation logo option 1 Figure 2 - Foundation logo option 1 adaptation 1 Foundation logo option 2 Figure 3 - Foundation logo option 2 Figure 4 - Foundation logo option 2 adaptation 1 ITEM NO. _____ 3 (1) Option 1: Choose option 1 for the Foundation logo. (2) Option 2: Choose option 2 for the Foundation logo. (3) Option 3: Do not authorize a Foundation logo. The absence of logos/branding is not a recommended option. FISCAL IMPACT: There are no fiscal impacts directly related to choosing a logo at this juncture. Future advertising channels might incur a cost if printed and distributed. Foundation Treasurer Approval Date: 7/17/2024 City Attorney Approval Date: 8/6/2024 Foundation Executive Director Approval Date: 7/25/2024 Attachments: 1. G01_Foundation Branding and Logo Options_Presentation Paul Carey Grant Administrator, Small Grants Program Logo/Branding Options Rohnert Park Foundation 1 Purpose •The Foundation does not have a logo or a brand •Logos/Branding serve several functions •Brand Recognition •Communicating Values •Consistency •Defining value •Advertising e-mails/flyers from the Foundation would include this logo 2 Foundation background •Established Nov 10, 2008 as “Focus Rohnert Park Corporation:” •Specific purpose: raise funds in connection with the development of civic projects in the City of Rohnert Park •Articles of Incorporation Amended Oct 24, 2011 •“The name of this corporation is “City of Rohnert Park Foundation” •Articles of Incorporation Amended Oct 24, 2016 •Article II(B) amended to read: “The specific purpose of this corporation is to raise and manage funds in connection with civic purposes and projects.” 3 What makes a good logo? •Memorable •Direct •Versatile •Adaptable to purpose •Resistant to trend changes •Widespread 4 Foundation Logo Option 1 ***Note – several logos were presented to the Ad Hoc committee; Logo Options 1 and 2 were selected due to their simplicity, adaptability, and memorability. 5 6 VARIATION SIMPLIFIED LOGOMAIN LOGO Foundation Logo Option 2 7 MAIN LOGO SIMPLIFIED LOGOVARIATION Questions? 9