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2024/11/19 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 November 19, 2024 Open Session: 5:00 p.m. *or soon thereafter the Rohnert Park City Council/RPFA/Successor Agency to CDC Joint Special 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, October 8, 2024 (This is not a project under California Environmental Quality Act (CEQA)) b. Accept the Unaudited Fiscal Year 2023-24 Annual Financial Report for the City of Rohnert Park Foundation (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 November 14, 2024, at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928. Executed this 14th day of November 2024, at Rohnert Park, California. Sylvia Lopez Cuevas Foundation Recording Secretary MINUTES OF THE CITY OF ROHNERT PARK FOUNDATION BOARD SPECIAL MEETING Tuesday, October 8, 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 6:36 p.m., the notice for which being legally noticed on October 3rd, 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, September 2024 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 Public Comments: None. ACTION: Moved/seconded (Sanborn/Giudice) 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. 4. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD None. 5. ADJOURNMENT Chair Adams adjourned the Special Meeting at 6:37 p.m. _____________________________________ __________________________________ Sylvia Lopez Cuevas, Recording Secretary Susan H. Adams Chair City of Rohnert Park Foundation Board City of Rohnert Park Foundation Board CITY OF ROHNERT PARK FOUNDATION BOARD OF DIRECTORS AGENDA REPORT Meeting Date: November 19, 2024 Department: Finance Submitted By: Betsy Howze, Finance Director Prepared By: Daniel E. Hopley, Senior Finance Analyst Agenda Title: Accept the Unaudited Fiscal Year 2023-24 Annual Financial Report RECOMMENDED ACTION: Accept the unaudited fiscal year 2023-2024 Annual Financial Report for the City of Rohnert Park Foundation (“the Foundation”). BACKGROUND: The Foundation by-laws (Article VIII, Section 8.3) require the submission of an annual financial report providing the corporation’s assets, liabilities, expenses, and disbursements during the fiscal year. The Foundation is a blended component unit of the City of Rohnert Park, and is included in the City’s Annual Comprehensive Financial Report (ACFR). Section 1501(a) of the California Corporation Code requires a corporation to issue financial statements no later than 120 days after the close of the fiscal year. Given that the ACFR will not be issued until early 2025, the financial statements included in this report are unaudited and are for informational purposes only. As such, the Finance Director certifies that these statements were prepared prior to the completion of the independent audit, and that the delivery of the City’s ACFR will include the Foundation’s audited report. STAFF REPORT: In accordance with the Memorandum of Understanding (MOU) with the Federated Indians of Graton Rancheria, the Foundation received four quarterly Community Investment Recurring Contributions during the 2023-2024 fiscal year, totaling $1,385,668. The Foundation also generated $21,217 in concession revenue from the City of Rohnert Park’s Performing Arts Center (PAC) and was allocated $82,295 in interest for the fiscal year. The total revenue for the Rohnert Park Foundation during the fiscal year 2023-2024 was $1,489,180. The primary activity of the Foundation included $1,233,510 in expenditures for the following: 1. The Grants Program, which funded $44,048 to Municipal Grants projects. 2. Donations to the General and Capital Improvement Fund totaling $1,167,556, to fund the: a. Public Works Sustainability Department entailing a 3-Bin Compost System Pilot Program, Electric Power Tool Piot Study, Resilient Public Critical Facilities Flooding Adaption Plan, Public Lands for Climate Adaption Feasibility Study, and associated material costs ($300,000) b. City Manager Office Pathways Leadership program, held in partnership with Coro Northern California ($90,000) c. Development Services Homelessness Department to alleviate some costs associated with addressing homelessness issues ($658,884) d. City Manager Office to support an Intern conducting Rohnert Park Historical Society duties ($3,571) e. Community Services Department for facility-use fee waivers that allowed nonprofits to use City facilities ($15,000) f. Performing Arts Center with net proceeds of concession sales fundraising ($2,843) g. Capital Improvement Program Fund for costs incurred during the fiscal year associated with the Gold Ridge 4Cs Building Repair (Resolution 2022-077) and the Electric Vehicle Charging Station (Resolution 2023-040) ($97,258) 3. Concession purchases on behalf of the Performing Arts Center totaling $16,901 4. Licenses, Permits, Audit, Accounting, and Tax Return Preparation fees totaling $1,673 5. Miscellaneous expenditures totaling $3,332. The Net Change from the reported activity in the Foundation fund balance for the 2023-2024 fiscal year was $255,670. Foundation Treasurer Approval Date: 11/06/24 City Attorney Approval Date: N/A Foundation Executive Director Approval Date: 11/06/24 Attachments: 1. Exhibit A FY 2023-2024 Financial Statements (unaudited) Exhibit A City of Rohnert Park Foundation Balance Sheet For the Year Ended June 30, 2024 ASSETS Cash $ 2,412,748 Accounts Receivable 346,437 TOTAL ASSETS $ 2,759,185 LIABILITIES Accounts Payable $ 2,293 TOTAL LIABILITIES $ 2,293 FUND BALANCE $ 2,501,222 Net Change in Fund Balance $ 255,670 TOTAL FUND BALANCE $ 2,756,892 TOTAL LIABILITIES AND FUND BALANCE $ 2,759,185 Exhibit A City of Rohnert Park Foundation Statement of Revenues, Expenditures, and Changes in Fund Balances For the Year Ended June 30, 2024 REVENUES Graton MOU $ 1,385,668 Concessions 21,217 Donations 0 Interest Income 82,295 Total Revenue $ 1,489,180 EXPENDITURES Concession Purchases $ 16,901 Donations 1,167,556 Municipal Grants 44,048 Licenses, Permits, and Fees 1,673 Miscellaneous 3,332 Total Expenditures $ 1,233,510 NET INCREASE/DECREASE IN FUND BALANCE $ 255,670 Exhibit A City of Rohnert Park Foundation Budget Comparison Schedule For the Year Ended June 30, 2024 Original Budget Final Budget Actual Amount REVENUES Graton MOU $ 1,330,000 $ 1,385,668 $ 1,385,668 Concessions 24,000 24,000 21,217 Donations - - - Interest Income 21,400 21,400 82,295 Total Revenue $ 1,375,400 $ 1,431,068 $ 1,489,180 EXPENDITURES Concession Purchases $ 11,000 $ 11,000 $ 16,901 Donations* 1,077,884 3,316,829 1,167,556 Municipal Grants - 105,266 44,048 Small Grants 100,000 100,000 - Licenses, Permits, and Fees 1,100 1,100 1,673 Miscellaneous 216,980 216,500 3,332 Total Expenditures $ 1,406,964 $ 3,750,695 $ 1,233,510 Net Change in Fund Balance $ (31,564) $ (2,319,627) $ 255,670 Fund Balance Beginning of Year $ 2,501,222 Fund Balance End of Year $ 2,756,892 * Includes budgeted donations for capital projects.