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2024/10/08 City of Rohnert Park Foundation Agenda PacketCITY OF ROHNERT PARK FOUNDATION BOARD SPECIAL MEETING NOTICE AND AGENDA NOTICE IS HEREBY GIVEN THAT A SPECIAL MEETING will be held on October 8, 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.PUBLIC COMMENTS 3.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, September 10, 2024 (This is not a project under California Environmental Quality Act (CEQA)) b. Adopt Resolution 2024-002 Approving and Adopting a Budget Appropriation in the Amount of $25,000 to Reimburse the City for Fee Waivers for Nonprofit Organizations’ Use of City Facilities Consistent with the Fee Waiver and Co-Sponsorship Policy for Fiscal Year 2024-2025 (This is not a project under California Environmental Quality Act (CEQA)) 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 was posted and available for review on October 3rd, 2024, at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928. Executed this 3rd day of October 2024, at Rohnert Park, California. Sylvia Lopez Cuevas Foundation Recording Secretary MINUTES OF THE CITY OF ROHNERT PARK FOUNDATION BOARD SPECIAL MEETING Tuesday, September 10, 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 7:48 p.m., the notice for which being legally noticed on September 5, 2024. All Directors Present: Susan H. Adams, Chair Gerard Giudice, Vice Chair Jackie Elward, Director Samantha Rodriguez, Director Emily Sanborn, Director 2.CONSENT CALENDAR A.Approval of City of Rohnert Park Foundation Special Meeting Minutes, June 25, 2024 B.Approval of City of Rohnert Park Foundation Special Meeting Minutes, August 13, 2024 Public Comments: None. ACTION: Moved/seconded (Giudice/Rodriguez) to adopt the consent calendar. Motion carried by the following unanimous 5-0-0-0 voice vote: AYES: Elward, Rodriguez, Sanborn, Giudice, and Adams, NOES: None, ABSENT: None, ABSTAINS: None. 3.ACTION ITEMS A.Approve the Rohnert Park Small Grants Program Guidelines. Senior Analyst Carey presented this item. Recommended Action(s): Approve the Rohnert Park Small Grants Program Guidelines as written or modify /amend the draft Small Grants Guidelines. Public Comments: None. Chair Adams left the Dais at 7:47 p.m. and returned at 7:50 p.m. ACTION: Moved/seconded (Adams/Rodriguez) to approve the Foundation Board approved the Rohnert Park Small Grants Program Guidelines. City of Rohnert Park Foundation Board Special Meeting September 10, 2024 Page 2 of 2 Motion carried by the following unanimous 5-0-0-0 voice vote: AYES: Elward, Rodriguez, Sanborn, Giudice, and Adams, NOES: None, ABSENT: None, ABSTAINS: None. 4. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD None. 5. ADJOURNMENT Chair Adams adjourned the Special Meeting at 8:01 p.m. _____________________________________ __________________________________ Sylvia Lopez Cuevas, Recording Secretary Susan H. Adams Chair City of Rohnert Park Foundation Board City of Rohnert Park Foundation Board ITEM NO. _2.B.____ OAK #4868-2119-6777 v1 1 CITY OF ROHNERT PARK FOUNDATION BOARD OF DIRECTORS’ AGENDA REPORT Meeting Date: October 8, 2024 Department: Administration Submitted By: Marcela Piedra, Executive Director Prepared By: Paul Carey, Senior Analyst Agenda Title: Adopt a Resolution Approving and Adopting a Budget Appropriation in the Amount of $25,000 to Reimburse the City for Fee Waivers for Nonprofit Organizations’ Use of City Facilities Consistent with the Fee Waiver and Co-Sponsorship Policy for Fiscal Year 2024-2025. RECOMMENDED ACTION: Adopt a Resolution Approving and Adopting an amendment for $25,000 to reimburse the City toward fee waivers for nonprofit organizations’ use of City facilities consistent with the Fee Waiver and Co-Sponsorship Policy for Fiscal Year 2024-2025. 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 the 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.” 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 August 22, 2017, the Rohnert Park City Council approved and adopted a revised Co- Sponsorship and Facility Waiver Policy, which recognizes the importance of supporting local nonprofit organizations in their efforts to help create community within the city of Rohnert Park through events in City parks and facilities. The fee waivers apply to the hourly/base rental rate and can be waived up to $1,000 per event. Throughout the year, Community Services considers fee waivers for eligible local organizations. Any fee waivers provided to local nonprofit organizations are reimbursed to the City by the Rohnert Park Foundation. On June 25, 2024, the Foundation Board approved and adopted the Operating Budget for the City of Rohnert Park Foundation for Fiscal Year 2024-2025; however, it did not allocate funds to reimburse the City for fees waived through Fee Waiver and Co-Sponsorship Program. ITEM NO. _2.B.____ OAK #4868-2119-6777 v1 2 ANALYSIS Fiscal Year 2023-2024 allocated $15,000 toward the Fee Waiver and Co-Sponsorship Policy. The FY 2023/24 Annual Budget provides that the Foundation will reimburse up to $15,000 to the City toward the Facility Fee Waiver Program. For the first time since adopting the Fee Waiver Policy, the Fee Waivers exceeded the budgeted amount, so the General Fund covered the $807 of fee waivers. To continue supporting nonprofit groups, who in turn support the Rohnert Park community through their tireless efforts in planning, organizing, and offering various events to support various youth and community activities, staff recommends adding a $25,000 appropriation to the Foundation budget to reimburse up to $25,000 to the City toward the Facility Fee Waiver and Co-Sponsorship Program. Most events hosted by nonprofits seeking fee waivers are events designed as fundraisers. Waiving the fees for these events helps the non-profits net higher in their proceeds that are then put back into the community. Other fee waivers that were awarded this past fiscal year were events that benefited the overall community. OPTIONS CONSIDERED: (1) Option 1: Approve the $25,000 Budget Appropriation to support the Fee Waiver Policy (2) Option 2: Do Not authorize the $25,000 Budget Appropriation and consider limiting the amount of fees that can be waived in a fiscal year, to stay under the $15,000 cap. Not recommended, as event timing could lead to equity issues between groups. FISCAL IMPACT: Fiscal Year 2024-2025 revenues of $1,495,900 are expected from three sources: (1) $1,418,500 from cumulative Graton Mitigation Fund Community Investment quarterly contributions. (2) $24,000 in revenue from Spreckels Performing Arts Center (PAC) concessions sales. (3) $53,400 in interest income. Fiscal Year 2024-2025 expenses are proposed at $326,500 (1) $300,00 expenditures for the Small Grants Program (2) $12,500 expenditures for PAC concessions purchases, taxes, and fees. (3) $11,500 distribution of concessions sales proceeds to PAC. (4) $2,500 contractual and professional services. This amount is budgeted to cover attorney fees, consultation, and other professional services obtained next fiscal year. Foundation Treasurer Approval Date: 9/5/2024 City Attorney Approval Date: 9/26/2024 Foundation Executive Director Approval Date: 9/10/2024 Attachments: 1. Resolution RESOLUTION NO. 2024-002 A RESOLUTION OF THE CITY OF ROHNERT PARK FOUNDATION APPROVING AND ADOPTING A BUDGET APPROPRIATION IN THE AMOUNT OF $25,000 TO REIMBURSE THE CITY FOR FEE WAIVERS PURSUANT TO THE FEE WAIVER AND CO-SPONSORSHIP POLICY WHEREAS, the Executive Director has heretofore prepared and submitted to the City of Rohnert Park Foundation Board a proposed budget for the City of Rohnert Park Foundation for the Fiscal Year 2024-2025; and WHEREAS, on June 25, 2024, at a regular meeting, the Foundation Board of Directors approved that budget; and WHEREAS, the Foundation Board recognizes the importance of supporting local nonprofit groups by waiving fees for specific events that help build community in the City of Rohnert Park that are held in City facilities; and WHEREAS, the Foundation Board of Directors wishes to support those nonprofit activities by reimbursing the City for waiving facility and permit fees consistent with the Fee Waiver and Co-Sponsorship Policy by allocating $25,000 toward reimbursing the City’s General Fund for such fee waivers. NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the City of Rohnert Park Foundation that it does hereby determine, authorize, and approve the appropriation of a $25,000 budget for the Fee Waiver and Co-Sponsorship Program for the Fiscal Year 2024- 2025. BE IT FURTHER RESOLVED that the Executive Director is hereby authorized and directed to execute all necessary documents pertaining to same for and on behalf of the City of Rohnert Park Foundation. DULY AND REGULARLY ADOPTED this 8th day of October, 2024. CITY OF ROHNERT PARK FOUNDATION ____________________________________ ATTEST: Susan H. Adams, Chair ______________________________ Sylvia Lopez Cuevas, Foundation Secretary APPROVED AS TO FORM: ______________________________ Michelle M. Kenyon, City Attorney ELWARD: _________ RODRIGUEZ: _________SANBORN: _________ GIUDICE: _________ ADAMS: _________ AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )