2024/09/10 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 September 10, 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
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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
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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.
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accommodations should email the ADA Coordinator at jcannon@rpcity.org or by calling 707-588-2221.
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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
b. Approval of City of Rohnert Park Foundation Special Meeting Minutes, August 13, 2024
3. ACTION ITEMS
a. Approve the Rohnert Park Small Grants Program Guidelines
1) Staff Report
2) Public Comments
3) 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 September 10,
2024 Meeting of the City of Rohnert Park Foundation was posted and available for review on September 5, 2024, at Rohnert
Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928.
Executed this 5th day of September, 2024, at Rohnert Park, California.
Sylvia Lopez Cuevas
Foundation Recording Secretary
MINUTES OF THE CITY OF ROHNERT PARK
FOUNDATION BOARD SPECIAL MEETING
Tuesday, June 25, 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 9:06 p.m., the notice for which being
legally noticed on June 21, 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, May 28, 2024
ACTION: Moved/seconded (Adams/Rodriguez) to approve 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. Consider Adopting a Resolution Approving and Adopting the Operating Budget
for the City of Rohnert Park Foundation for Fiscal Year 2024-25. Executive Director
Piedra presented the item. Recommended Action(s): Adopt Resolution 2024-001
Approving and Adopting the Operating Budget for the City of Rohnert Park Foundation
for Fiscal Year 2024-25
Public Comments: None.
ACTION: Moved/seconded (Rodriguez/Elward) to adopt Resolution 2024-
001.
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.
City of Rohnert Park Foundation Board Special Meeting June 25, 2024
Page 2 of 2
5. ADJOURNMENT
Chair Adams adjourned the Special Meeting at 9:17 p.m.
_____________________________________ __________________________________
Sylvia Lopez Cuevas, Recording Secretary Susan H. Adams Chair
City of Rohnert Park Foundation Board City of Rohnert Park Foundation Board
MINUTES OF THE CITY OF ROHNERT PARK
FOUNDATION BOARD SPECIAL MEETING
Tuesday, August 13, 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 7:53 p.m., the notice for which being
legally noticed on August 8, 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.
Public Comments: None.
ACTION: Moved/seconded (Rodriguez/Elward) 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. Receive Informational Report on Small Grants Program Background and
Data Analysis. Senior Analyst Carey presented this item. Recommended Action(s):
This item is for discussion and direction.
Public Comments: None.
The Board received the report.
B. Discuss and approve the Rohnert Park Small Grants Program Guidelines.
Senior Analyst Carey presented this item. Recommended Action(s): This item is for
discussion and direction.
Public Comments: Jim Placeet, with the VFW, spoke about this item.
ACTION: Moved/seconded (Giudice/Elward) to continue this item to
allow time to Executive Director and Board Council to research
what nonprofits might qualify under the program.
City of Rohnert Park Foundation Board Special Meeting August 13, 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.
C. Approve a Logo and Branding Options for the Rohnert Park Foundation.
Senior Analyst Carey presented this item. Recommended Action(s): This item is for
discussion and direction.
Public Comments: None.
DIRECTION: By consensus (none opposed), the Foundation Board directed staff
to move forward with logo number two.
4. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD
None.
5. ADJOURNMENT
Chair Adams adjourned the Special Meeting at 8:45 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. _3A____
OAK #4884-8671-0485 v2 1
CITY OF ROHNERT PARK FOUNDATION
BOARD OF DIRECTORS AGENDA REPORT
Meeting Date: September 10, 2024
Department: Administration
Submitted By: Marcela Piedra, Executive Director
Prepared By: Paul Carey, Senior Analyst
Agenda Title: Approve the Rohnert Park Small Grants Program Guidelines
RECOMMENDED ACTION:
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 (“SGP”) 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 SGP 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).
Staff presented the proposed SGP Guidelines to the Board at its August 13, 2024 meeting.
During the meeting, the Board asked whether nonprofit organizations that perform activities
similar to those performed by Internal Revenue Code (“IRC”) Section 501(c)(3) organizations
should also be eligible to participate in the SGP. Staff has worked with the City Attorney’s
Office to answer the Board’s question as discussed below.
ITEM NO. _3A____
OAK #4884-8671-0485 v2 2
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 SGP. Below is a list of the most pertinent
recommended changes to the program:
a. Increase the per-year authorized grant amount from $5,000 to $10,000;
b. Move the SGP cycle to a two-year grant cycle;
c. Limit eligibility for grant funds to charitable organizations as defined in IRC
Section 501(c)(3);
d. Adopt a scoring rubric to objectively measure proposal performance;
e. Host the grant application on the Rohnert Park Small Grants online portal at
https://rohnertparksmallgrants.smapply.us/;
f. Incorporate a semi-annual reporting period for grantees; and
g. Move the grant cycle to align with the Foundation’s fiscal year (July).
Grant Cycle. The SGP 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 Section 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. Following the Board’s question at its August 13th
meeting, the City Attorney reviewed the Foundation’s Bylaws as well as the organizational
nature and legal authority granted to other IRC Section 501(c) nonprofits. Based on this review,
it is noted that the Foundation’s Bylaws state that the Foundation “is irrevocably dedicated to
charitable purposes.” (Bylaws, Art. II at p. 1.) They further provide that, “no part of the income
or assets of the organization shall inure to the benefit … of any private person or group.” (Ibid.)
Under federal law, the only organizations that qualify as “charitable” are IRC Section 501(c)(3)
entities. The other 17 types of organizations listed under chapter 501(c) are organized to serve
specific member organizations and individuals. Accordingly, only IRC Section 501(c)(3)
organizations qualify as charitable and fit within the purposes of the Foundation’s Bylaws.
For example, IRC Section 501(c)(19) veterans’ organizations are created to benefit primarily and
directly a subgroup of people in the community (i.e., veterans). Although their nonprofit status
allows them to engage in activities and operations that promote the social welfare of the
community and the common good and general welfare of the people of the community, those
activities are for the primary purpose of serving veterans rather than a charitable purpose as
defined under federal tax law. In such a case, directing funding to an organization whose
activities are grounded in serving a specific subgroup of the community would be contrary to the
ITEM NO. _3A____
OAK #4884-8671-0485 v2 3
spending prohibition in the Foundation’s Bylaws even though some of the organization’s
activities might otherwise qualify for grant funds. Importantly, if the nonprofit is ineligible to
apply for SGP funds, the Foundation never reaches a determination as to whether their proposed,
grant-funded activities serve the Rohnert Park community generally. Consequently, Staff
proposes that on IRC Section 501(c)(3) be deemed eligible to receive SGP funds.
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. Proof that the organization has obtained a City Business Permit to do business in Rohnert
Park;1
2. a detailed scope of work including a list of specific tasks;
3. a detailed budget;
4. a timeline for project implementation (including a completion date for each task); and
5. 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;
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 The addition of this requirement is the only change to the proposed Guidelines that were presented at the
August 13, 2024 meeting.
ITEM NO. _3A____
OAK #4884-8671-0485 v2 4
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;
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
ITEM NO. _3A____
OAK #4884-8671-0485 v2 5
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: 9/4/2024
Foundation Executive Director Approval Date: 9/5/2024
Attachments:
1. F01_Rohnert Park Small Grant Program Guidelines_Draft
2. F02_Presentation_Rohnert Park Small Grant Program Guidelines Summary of Changes
Program Guidelines
APPROVED BY THE ROHNERT
PARK FOUNDAITON BOARD
SEPTEMBER 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:
“Business” shall refer to professions, trades, and occupations and all and every kind
of calling whether carried on for profit.
“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.
4
“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.
“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.
5
“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.
“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
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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.
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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. Per Rohnert Park municipal code 5.04.010 and 5.12.010, all nonprofit
organizations operating in Rohnert Park must obtain a business license from the
City; nonprofit organizations are exempt from the business tax (per RPMC 5.04.060)
however must pay the $4,00 California Disability Fund fee as set forth in California
Senate Bill 1186 (SB-1186).
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.
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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
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
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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
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.
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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
(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
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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.
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.
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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
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.
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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
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May-June 202z – Receive final Project Completion Reports from Grantees, including but not
limited to:
• Photos
• Videos
• Excel spreadsheets
• Word documents
July 202z – Present end-of-Grant cycle report to Foundation Board
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EXHIBIT B – GRANT ELIGIBILITY FORM
Please complete on the Small Grants Portal
Please complete the form below to determine if your non-profit is eligible for Rohnert Park Foundation
Small Grants Funding.
First Name:
Last Name:
Organization Name:
Location of Project
Will your project take place in Rohnert Park?
Yes
No
Can your organization execute a contract with the City of Rohnert Park Foundation?
Yes, our organization can sign a contract
Yes, but our organization will use a fiscal agent
No
What is your non-profit Employer Identification Number (EIN)?
Please attach/upload proof that your organization is a nonprofit.
What is your Rohnert Park business license number?
Please attach/upload a copy of your Rohnert Park business license.
Do you understand that grants will not exceed $10,000 and the minimum amount is $5,000?
Yes
No
Will the activities of the proposed project be completed by June 30, 2026
Yes
No
Have you received Small Grants Funding in a previous cycle?
It's ok if you have, it's just something we want to track
Yes
No
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EXHIBIT C – GRANT APPLICATION
Rohnert Park Foundation Small Grants Application
All Grant applications must include:
• A detailed scope of work, including a list of specific tasks;
• A detailed budget;
• A timeline for Project implementation, including a completion date for each task; and
• A detailed description of the purpose and need for the Grant.
Qualified Applicants shall certify as part of their Grant application and the Grant Agreement that they will
comply with all applicable laws and 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. 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
Organization Name:
Organization Street Address:
City:
State:
Zip Code:
Please provide the contact information of the person in your organization who will receive notification and
updates regarding this grant application. Foundation staff will only contact the person entered below with
regards to this application.
Primary Contact First Name:
Primary Contact Last Name:
Primary Contact Email Address:
Primary Contact Phone Number:
How did you learn about this grant opportunity? Please check all that apply
City meeting (Council Meeting, Commission Meeting, Town Hall)
Social Media (Facebook, NextDoor, Twitter)
Email from the City of Rohnert Park
Newspaper
Recommendation from another Rohnert Park group or individual
Other, please specify.
Please assign a name to your project/program (no more than six words please)
Project Name:
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Project Synopsis (Executive Summary)
In a paragraph (≈5 sentences), please describe the project:
Project Description
Describe the project in detail and how it benefits the community based on the Rohnert Park Small
Grants guidelines and selection criteria. If you need more room to answer the question, please attach a
separate document to your application:
Project Team
Individuals or organizations responsible for the development and delivery of the project
Project Goals
List goals, and outline metrics by which progress in reaching goals can be measured and the project
team’s efforts can be focused:
Project Schedule
Project timeline and anticipated start and completion date. Funding does not become available until
January 1. Funding typically ends June 30 of the following year.
Upload a copy of your Work Break Down (WBS) schedule, Gantt chart, or other steering document that
has your project schedule/timeline
Please attach/upload a document with your project schedule.
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Project Location (Address):
Please note that projects or programs that are proposed on property owned or operated by outside agencies
or a private party will require the coordination with and potentially approvals from outside agencies,
organizations, and/or the private party.
Which District will this project take place in?
If you are not sure which district this project will take place in, check here: https://bit.ly/whichdistrict
How would you classify your project?
One-time Project (e.g. building a bench, painting a mural)
Service (e.g. counseling, outreach)
Event (e.g. workshop, conference)
Other (please describe)
Describe the accessibility of your project to the Rohnert Park community.
Who will be able to benefit from your project? Everybody? Specific groups of people? Will the project be
accessible every day or certain days/hours?
Project Reporting
You will be required to report project outcomes. How do you plan to demonstrate that your project was
successful? Examples: Will you take pictures of the event? Will you do a count of persons who attend?
Will you survey the people who participate in the activity? How will you report your project's success in
an objective way? What objective statistics will you use?
Permits and Permissions
Some projects will require permits and permissions before they can be implemented. Examples are a
temporary use permit for events, permits for installations, City Council/Commission approval for public art,
school district permissions to work with students, design reviews, food distribution permits, and landlord
permission for tenant improvements. Every project will be required to secure the proper permissions and
reservations to conduct the planned activities; before you submit your application, it is strongly recommended
that you consider the resources, time, and costs for permits required of your project. Approved projects must
incorporate the time and costs of securing permits within the grant period, and all projects must be completed
by June 30, 2026.
Please explain how you will demonstrate that your project can be conducted where and when it is
proposed.
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Please explain that you either have control of the project site or can get the necessary approvals for site
control and that your proposed timeline is achievable
Will your project require permits or permissions from a separate entity?
Yes
No (Please explain why your project does not need permits or permissions)
What kind of approval will your project need?
Click all that apply
Permit - City of Rohnert Park
Permit - County of Sonoma
Permit - State of California
Other Permit (please state)
Design Review - Rohnert Park Parks and Rec Commission
Design Review - Rohnert Park Planning Commission
Design Review - County of Sonoma
Design Review - Other (please state)
Landlord approval
Other approval. What kind of approval will your project need?
Use of Funds
How much is your organization requesting?
How will the grant money be spent? Please estimate costs for each activity associated with your grant
request.
Funds are generally not intended to be used for deferred maintenance and ongoing operational needs. The
funds are intended for Community Enhancement & Investment. Additionally, administrative overhead can only
comprise up to 10% of total costs.
Project Budget
Please attach/upload a copy of your budget. An example budget is available on the Foundation
website.
Are you funding your project with another grant in conjunction with the Rohnert Park Small Grants
Program?
It's fine if you are using an additional source of grant funding to fund your project. We would just like to know
which one.
Yes (from whom)
No
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Do you intend to use the grant funds to pay for overhead?
Yes, we propose that the entire grant award go to overhead
Yes, we propose that a percentage of the grant award go to overhead (maximum is 10%)
No, all grant funds will be spent on services and materials directly related to the proposed project
Thank you for your interest!
When you click the SUBMIT button below, your application will be submitted. If you have any questions, please
contact Paul Carey at pcarey@rpcity.org. Please understand that this is a competitive grant program.
Unfortunately, if the amount of requests exceeds the budget of the program, not all applications will be offered
an award. All applications will be reviewed and evaluated and priority recommendations for award will be
made to the Foundation's Board of Directors. Thanks again for applying to our Small Grants Program. We very
much appreciate your interest in the City of Rohnert Park Foundation and hope you share our vision to make
our community a safe place to live, work and play.
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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.
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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
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.
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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;
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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.
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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.
28
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.
29
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.
30
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
31
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,
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
32
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
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
33
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
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
34
EXHIBIT I – PROJECT STATUS REPORT (available on the Small Grants Portal)
RPF-001: Project Status Report
Project Name: Grantee's Organization:
Grant Agreement Number: Period Covered:
Starting Grant Amount: Amount Spent:
Remaining Balance: Amended Amount:
What is the status of your project?
Complete
Inactive
On-going
Tasks/Milestones
Task 1 Description:
Task 1 Percentage Complete:
Task 2 Description:
Task 2 Percentage Complete:
Task 3 Description:
Task 3 Percentage Complete:
Task 4 Description:
Task 4 Percentage Complete:
Task 5 Description:
Task 5 Percentage Complete:
35
Task 6 Description:
Task 6 Percentage Complete:
Task 7 Description:
Task 7 Percentage Complete:
Task 8 Description:
Task 8 Percentage Complete:
Description of Project Status, explanation of changes in budget or schedule, or other project
highlights:
Please send photos, videos, documents, or other files to showcase your project to pcarey@rpcity.org
Accepted formats: .pdf, .jpg, .jpeg, .gif, .jfif, .doc, .xls, .docx, .tiff, .bmp, .png, .txt, .odt, .mov, .mp4, .ppt, .xlsx, .pptx,
.zip
Signature of Authorized Representative:
Date/Time:
36
EXHIBIT J – PROJECT COMPLETION REPORT (available on the Small Grants
Portal)
Project Name: Grant Agreement Number:
Date Project Completed:
Total Amount Expended: Grant Funds Remaining:
Summary of Work Completed
Please write a narrative or bullet points detailing the work your project
completed. Please include qualitative and quantitative data that can objectively
show project success.
Please send photos, videos, documents, or other files to showcase the work you
have completed to pcarey@rpcity.org
37
Accepted formats: .pdf, .jpg, .jpeg, .gif, .jfif, .doc, .xls, .docx, .tiff, .bmp, .png, .txt,
.odt, .mov, .mp4, .ppt, .xlsx, .pptx, .zip
I certify that to the best of my knowledge and belief all required documents
have been submitted and all work and costs claimed are eligible in accordance
with the grant agreement
Project Manager Name and Title:
Date:
Project Manager Signature:
Fiscal Representative Name and Title (if applicable):
Date:
Accepted By (staff) Name and Title:
Date:
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
Small Grants Procedures Overview
Paul Carey, Grant Administrator
1
Agenda
•Purpose
•August 27, 2024 Recap
•Eligibility
•Business Licenses
•Updated schedule
•Eligible Costs
•Ineligible Costs
•Scoring Rubric
•Next Steps
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
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.
•All nonprofits must obtain a
Rohnert Park Business
License prior to applying
•Per Rohnert Park MuniCode
5.04.010 and 5.12.010
4
Business Licenses
•Previous guidelines established that nonprofits must obtain a business
license prior to receiving grant funds.
•Per Rohnert Park municipal code 5.04.010 and 5.12.010, all nonprofit
organizations operating in Rohnert Park must obtain a business license
from the City.
•nonprofit organizations are exempt from the business tax (per RPMC 5.04.060)
•However, nonprofits will pay the $4.00 California Disability Fund fee
•Senate Bill 1186 – 2012 – Gov Brown
5
501(c)(3) Eligibility
•The Foundation’s Bylaws state that it is formed “. . . for charitable purposes to benefit the community at large.”
•“no part of the income or assets of the organization shall inure to the benefit … of any private person or group.” (City of Rohnert Park Foundation Bylaws (“Bylaws”), Art. II at p. 1 (Sept. 10, 2019).
•Under federal law, the only organizations that qualify as “charitable” are IRC 501(c)(3) entities.
•Other types of organizations are organized to serve specific member organizations and individuals.
•Only IRC 501(c)(3) organizations qualify as charitable;
•Fit within the purposes of the Foundation’s Bylaws.
6
September
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
•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 awardees
2024-2026 TIMELINE7
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 TIMELINE8
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.
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.
11
Grant Scoring Rubric
Next Steps
1.Meeting with nonprofits
interested in Small Grants
Funding -≈9/16 –9/20
1.Will likely be a Teams
meeting (webinar)
2.Release NOFO –≈9/23-
9/27
3.Open application window –
≈9/30
12
Questions?
Paul Carey, Grant Administrator
pcarey@rpcity.org
707-585-6754
13