2025/09/09 City of Rohnert Park Foundation Agenda Packet
CITY OF ROHNERT PARK FOUNDATION BOARD
SPECIAL MEETING NOTICE AND AGENDA
NOTICE IS HEREBY GIVEN THAT A SPECIAL MEETING
will be held on Tuesday September 9, 2025
Open Session: 5:00 p.m. or soon thereafter recess of the Rohnert Park City
Council/RPFA/Successor Agency to CDC Joint Regular Meeting
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). Speakers are encouraged to complete a
Public Comment card and submit it to the Clerk at the time of the meeting. This helps ensure an
orderly and efficient meeting, but it is not required.
Members of the public may send advanced comments to 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_resourc
es
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
Adams:____Elward:_____Rodriguez:___Vice Chair Sanborn:____Chair Giudice:___
2.PRESENTATIONS
3.EXECUTIVE DIRECTOR OR TREASURER BRIEFINGS
4.PUBLIC COMMENTS
Persons wishing to address the Board on Foundation business on any consent calendar items
or items not listed on the Agenda may do so at this time. Each speaker will be allotted three
minutes. Please see page 1 for information on how to submit comments.
5.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:
Adams:______Elward:______ Rodriguez:______Sanborn:______ Giudice:______
a. Approval of City of Rohnert Park Foundation Special Meeting Minutes, August 26, 2025
(This is not a project under California Environmental Quality Act (CEQA))
6. ACTION ITEMS
A. Receive Semi-Annual Update Regarding Cycle 4 Small Grants Program (Not a
Project Under California Environmental Quality Act)
1. Staff Report
2. Public Comments
3. Board Discussion
B. Consider Adopting a Resolution Establishing a Foundation Policy for Victim Relief
Funds (VRFs) (Not a Project Under California Environmental Quality Act)
1. Staff Report
2. Public Comments
3. Resolution for Adoption: Resolution 2025-005 Adopt a Resolution Approving a
Victim Relief Fund Policy and Adopting Certain Budget and Accounting
Authorities in the Administration of the Victim Relief Funds
4. Board motion/vote
7. COMMUNICATIONS/MATTERS FROM OR FOR 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.
8. 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 September 4, 2025, at Rohnert Park City Hall,
130 Avram Avenue, Rohnert Park, California 94928.
Executed this 4th day of September 2025, at Rohnert Park, California.
Sylvia Lopez Cuevas
Foundation Recording Secretary
MINUTES OF THE CITY OF ROHNERT PARK
FOUNDATION BOARD SPECIAL MEETING
August 26, 2025
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 Giudice called the Special Meeting to order at 7:37 p.m., the notice for which
being legally noticed on August 21, 2025.
Directors Present: Gerard Giudice, Chair
Emily Sanborn, Vice Chair
Susan H. Adams, Director
Jackie Elward, Director
Samantha Rodriguez, Director
Staff present: Executive Director Piedra, Legal Counsel Kenyon, Director of Finance
Howze, Director of Community Services Bagley, Director of Public Safety Mattos,
Human Resources Director Cannon, Public Works General Services Operations
Manager Bunte, Senior Analyst Carey, Information Systems Operations Manager
Cotter, and Board Secretary Lopez Cuevas.
2. PRESENTATIONS
None.
3. EXECUTIVE DIRECTOR OR TREASURER BRIEFINGS
None.
4. PUBLIC COMMENTS
None.
5. CONSENT CALENDAR
A. Approval of City of Rohnert Park Foundation Special Meeting Minutes, August 12,
2025.
ACTION: Moved/seconded (Elward/Rodriguez) to adopt the consent
calendar.
Motion carried by the following unanimous 5-0-0-0 voice vote:
AYES: Adams, Elward, Rodriguez, Sanborn, and Giudice NOES:
None, ABSENT: None, ABSTAINS: None.
6. REGULAR ITEMS
A. Consider Adopting a Resolution Authorizing a Budget Amendment for the
Appropriation of $2,000 from the Rohnert Park Foundation for the Purchase and
Replacement of the Community Nonprofit and Sonoma State University signs at
Commerce Boulevard. Executive Director Piedra presented this item. Recommended
City of Rohnert Park Foundation Board Special Meeting August 26, 2025
Page 2 of 2
Action: Adopt Foundation Board Resolution 2025-003 Authorizing the City Manager to
Use Rohnert Park Foundation Funds to Purchase/Replace Community Entrance Signs
Denoting Rohnert Park Nonprofits and Sonoma State University at the Friendly City Sign
on Commerce Blvd.
PUBLIC COMMENTS: None.
ACTION: Moved/seconded (Elward/Rodriguez) to adopt Resolution 2025-003.
Motion carried by the following unanimous 5-0-0-0 voice vote:
AYES: Adams, Elward, Rodriguez, Sanborn, and Giudice NOES:
None, ABSENT: None, ABSTAINS: None.
B. Consider Adopting a Resolution Authorizing a Budget Amendment for the
Appropriation of $5,000 from the Rohnert Park Foundation for the Installation of a
new 20A Circuit at the People Services Center to Support Sonoma County’s
“Health-to-go” Initiative. Executive Director Piedra presented this item.
Recommended Action: Adopt Foundation Board Resolution 2025-004 Authorizing the
City Manager to Use Rohnert Park Foundation Funds to Purchase and Install a New 20A
Circuit at the People Services Center for the Health-To-Go Vending Machine Program.
PUBLIC COMMENTS: None.
ACTION: Moved/seconded (Rodriguez/Sanborn) to adopt Resolution 2025-004.
Motion carried by the following unanimous 5-0-0-0 voice vote:
AYES: Adams, Elward, Rodriguez, Sanborn, and Giudice NOES:
None, ABSENT: None, ABSTAINS: None.
7. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD
None.
8. ADJOURNMENT
Chairperson Giudice adjourned the Foundation Board Special Meeting at 7:45 p.m.
_____________________________________ __________________________________
Sylvia Lopez Cuevas, Secretary Gerard Giudice, Chair
City of Rohnert Park Foundation Board City of Rohnert Park Foundation Board
ITEM NO. 6.A.
1
Meeting Date: September 9, 2025
Department: Administration
Submitted By: Marcela Piedra, Executive Director
Prepared By: Paul Carey, Senior Analyst
Agenda Title: Receive Semi-Annual Update Regarding Cycle 4 Small Grants Program
RECOMMENDED ACTION:
Receive Semi-Annual Update Regarding Cycle 4 Small Grants Program
BACKGROUND:
On February 13, 2018, the Foundation Board approved the creation of the Foundation’s Community
Small Grants Program. The Small Grants Program is a competitive grant-making program that has
historically provided up to $5,000 to organizations to enhance the City. The first cycle of the Small
Grants Program was funded in Fiscal Year 2018/19; a second cycle was funded in 2020 (spanning part
of Fiscal Year 2019/20 and Fiscal Year 2020/21); and a third cycle was funded in 2021 (spanning part
of Fiscal Year 2020/21 and Fiscal Year 2021/22).
From October 1, 2024 to November 1, 2024, the 2024/2026 Small Grants Cycle 4 officially opened
with 19 Nonprofits applying for Small Grants Funding, totaling $177,973.18, broken down into the
following categories:
• Program Support - $90,000.
• Community Beautification - $18,203.18.
• Education - $69,770.
The maximum amount applicants were allowed to apply for was $10,000 for their programs.
ANALYSIS
As of August 2025, of the total $177,973.18 in Small Grants Funding, $98,192.60 has been spent,
leaving $79,780.58 remaining. The following Small Grantees has completed their projects as of August
2025:
• Credo High School Foundation
• Sonoma Bach – Deep Dives
• RP Chorale – Chair Replacement
• University Elementary at La Fiesta (UELF) - School Garden
BOARD AGENDA REPORT
ITEM NO. 6.A.
2
The following projects are still on-going as of August 2025:
• Food For Thought – Comprehensive Nutrition Program
• SoZo Center – Student Center upgrades
• Neighbors Organized Against Hunger – NOAH
• CPI – School Based Services
• Cotati-Rohnert Park Project Safe and Sober Graduation
• Rancho Cotate High School Boosters
• First Responders Resiliency, Inc
• Boys and Girls Clubs – Sonoma Marin
• Ceres Community Project – Nourishing our Neighbors in RP
• Cotati/RP Rotary Peace Park
• My World on a Page
• Tech High Robotics Club
• Cross and Crown Lutheran Church/School
• Titans Athletics Boosters
• Rohnert Park Piranhas Swim Club
The deadline to expend Small Grants Funds is July 1, 2026.
For updated information and photos of the above grantees’ projects, please view Attachment 1.
ENVIRONMENTAL ANALYSIS:
This action is not a Project under the California Environmental Quality Act (“CEQA”).
STRATEGIC PLAN AND COUNCIL GOALS/PRIORITIES ALIGNMENT:
This informational item meets the Rohnert Park City Council strategic goal is “Community Quality of
Life”, by enhancing the overall well-being of residents through the Rohnert Park Foundation’s work
with community nonprofits.
OPTIONS CONSIDERED:
This agenda report is informational only. No action is required by the Foundation Board.
FISCAL IMPACT:
Receiving this informational item does not create a fiscal impact.
Foundation Treasurer Approval Date: 8/18/2025
City Attorney Approval Date: 8/19/2025
Foundation Executive Director Approval Date: 8/18/2025
Attachments:
1. 2024-2026 PowerPoint Presentation Small Grants Semi-Annual Update
Rohnert Park Foundation
2024-2026 Small Grants Cycle
Mid-Year Update
September 2025
1
Background
2
Jan 2025
•Awarded 2024/2026
Grantees
Jul 2025
•Semi-Annual
Reporting Period
Jan 2026
•Semi-annual
reporting period
Feb 2026
•Start planning for
2026/2028 Cycle
Jul 2026
•End of 2024/2026
Cycle
Aug 2026
•NOFA for 2026/2028
Cycle
WE ARE HERE
Categories of Grants*
•Community Artwork – a project centered on providing artwork within public spaces…a specific subset of Community Beautification
•Community Beautification – a project centered on improving the look and feel of the community.
•Program Support – a project centered around providing a service to the community
•Education – a project centered on providing an educational program to the community…a specific subset of Program Support
*These categories were established in 2024 during the procedures rewriting. There may be inconsistencies with historical data, as we are implementing priorities and projecting them backward. Categories may not neatly fit 3
Funding Breakdown
Program Support $90,000.00
Community
Beautification $18,203.18
Education $69,770.00
TOTAL $177,973.18
4
Funding Spent (As of August 18, 2025)
Funding Spent (98,192.60)
Funding Left $79,780.58
Total Funding $177,973.18
5
Application Project Type Original Amount Amount Spent Status Showcase
Reel/Article
Food For Thought -
Comprehensive
Nutrition Program
Program Support $10,000 $5,033.93 In-progress
UELF Garden Education/Beautification $10,000 $0 Complete
Sozo - Student Center
Upgrades Program Support $10,000 $8,870.94 In-progress Y
Neighbors Organized
Against Hunger - NOAH Program Support $10,000 $5,000 In-progress
CPI School-Based
Services Program Support $10,000 $0 In-progress Y
Cotati-Rohnert Park
Project Grad Program Support $10,000 $6,725.00 In-progress
Rancho Cotate Boosters Program Support $10,000 $9,455.32 In-progress
First Responders
Resiliency Inc Program Support $10,000 $0 In-progress
Boys & Girls Clubs -
Sonoma Marin Program Support $10,000 $4,148.80 In-progress
Ceres - Nourishing our
Neighbors in Rohnert
Park
Program Support $10,000 $8,996.01 In-progress Y6
Application Project Type Amount Amount Spent Status Showcase
Reel/Article
Cotati-RP Rotary -
Peace Park
Community
Beautification $10,000 $769.89 In-progress
RP Chorale - Chair
Replacement
Community
beautification $8,203.18 $7,833.97 Complete
My World on a Page -
Sitting Room Education $8,870 $0 In-progress Y
Tech High School
Educational Robotics
Program
Education $5,900 $2,450.44 In-progress
Sonoma Bach: Deep
Dives Education $10,000 $10,000 Complete
Credo High School
Foundation Education $10,000 $10,000 Complete Y
Cross & Crown Lutheran
Church and School Education $5,000 $1,004.62 In-progress
TITANS BOOSTERS
ATHLETICS SUPPORT Education $10,000 $9,649.67 In-progress
RP Piranhas
Competitive Swimming Education $10,000 $3,254.06 In-progress
7
Completed Projects
8
University
Elementary at La
Fiesta (UELF) -
School Garden
•100% - collected measurement data during Spring 2025 to estimate the length of drainage pipes needed for the project
•100% - Permaculture Artisans selected for job
•100% - Work scheduled for summer before school reopened
•100% - Permaculture Artisans began work on 30 July and completed on 5 August.
9
Credo Foundation
Spring ’25 family meetings – 100%
Spring ’25 student meetings – 100%
May 18 Departure – 100%
Trip: May 19-24 – 100%
May 24 return, closing circle – 100%
Survey to parents/students – 100%10
The Rohnert Park
Chorale
•100% - Order chairs
•100% - Old chair
removal
•100% - Unpack/install
chairs
11
Sonoma Bach
Organ Recital – 100%
3rd Annual Girl Scout Musical Day – 100%
Sacred Realms Concert – 100%
April Spring Returns Concert – 100%
Bach Around Thirty – 100%
July 2025 Midsummer Night Sings – 100%
12
In-Progress Projects
13
14
2024/2026 Small Grants
Projects In Progress
15
2024/2026 Small Grants
Projects In Progress
Questions?
16
ITEM NO. 6.B.
1
BOARD OF DIRECTORS AGENDA REPORT
Meeting Date: September 9, 2025
Department: Administration
Submitted By: Marcela Piedra, Executive Director
Prepared By: Paul Carey, Senior Analyst
Agenda Title: Consider Adopting a Resolution Approving a Victim Relief Fund Policy
and Adopting Certain Budget and Accounting Authorities in the
Administration of the Victim Relief Funds
RECOMMENDED ACTION:
Adopt a Resolution Approving a Victim Relief Fund Policy and Adopting Certain Budget and
Accounting Authorities in the Administration of the Victim Relief Funds.
BACKGROUND:
On May 2, 2017, the Foundation Board authorized a Memorandum of Understanding (MOU) to
accept on-going “Community Investment” contributions from the Federated Indians of Graton
Rancheria (FIGR). These on-going community investment contributions continued with the
Second Amended and Restated MOU by and between the City of Rohnert Park and FIGR, dated
June 27, 2023.
The Rohnert Park Foundation, dedicated to serving the local community, recognizes the critical
need for immediate and effective support during times of crisis, whether stemming from natural
calamities or man-made incidents. While governmental agencies provide essential aid during
declared emergencies, local nonprofits like the Foundation play a vital role in complementing
these efforts by offering targeted and flexible assistance that can address the unique and
immediate needs of residents. Establishing Victim Relief Funds (VRFs) allows the Foundation to
quickly mobilize resources and channel direct financial support to Rohnert Park residents
impacted by disasters, ensuring that relief efforts are both responsive and aligned with the
specific challenges faced by the community, thereby strengthening local resilience and recovery.
The purpose of this policy is to provide a framework for the rapid establishment of VRFs in
response to natural and man-made disasters in the Rohnert Park community. This policy shall be
revised as necessary by the Foundation Board.
ITEM NO. 6.B.
2
ANALYSIS
The establishment of this Victim Relief Fund (VRF) policy is a proactive attempt to accept
resources in the event of a declared emergency from the Rohnert Park City Council pursuant to
Rohnert Park Municipal Code Sections 2.52.020 and 2.52.060(A).
In recent years many communities have experienced devastating natural and man-made disasters.
It is not a matter of “if” but “when” a community will experience a devastating disaster that will
require the mobilization of resources. Challenging experiences have demonstrated the generosity
of our society so having a credible, recognized, and legally established organization that may
immediately accept donations is a tremendous resource in a community.
Therefore, the primary goal of the VRF policy is to accept monetary (e.g., cash or financial
securities), real property, personal property, works of art, in-kind goods or services, endowments,
or any other valuable asset, that is contributed to the Foundation for the purpose of supporting
victims of a Declared Emergency. Donations may be rejected if the Executive Director
determines in their sole discretion. that the Donation contains unreasonable pre-conditions for
acceptance of the Donation.
The process for establishing the VRFs is once the Declared Emergency is issued, the Executive
Director is authorized to establish a VRF account for the specific Declared Emergency into
which the Foundation will deposit all Donations dedicated for the support of that specific VRF.
The Executive Director, subject to ratification of the Foundation Board, may also transfer funds
from a previously established General Relief Account to the specific VRF for the purpose of
establishing the VRF more quickly.
Funds will be disbursed based on qualifications established by the Foundation Board via
Resolution. The Resolution will include a set of Qualifications for victims affected by the
Declared Emergency to receive funds from the applicable VRF. Those Qualifications reflect the
general types of impacts or losses resulting from the Declared Emergency (e.g., loss of lodging,
loss of belongings, lack of food or clean water, etc.), and an estimated cost of addressing those
impacts or losses for each Applicant or victim.
Foundation staff will develop a written Application for Relief Funds that requires information
from each Applicant related to their Qualifications to receive such funds. Each Application
requires that the Applicant sign the form under penalty of perjury under the laws of the State of
California. The Executive Director, in their sole discretion, shall determine whether the
Applicant meets the Qualifications. Once an Applicant has completed and applied for Relief
Funds and the Executive Director has determined that the Applicant meets the Qualifications,
Foundation Treasurer may cause the maximum amount of Relief Funds for which the Qualified
Applicant is eligible to be distributed.
Once the Declared Emergency is rescinded or withdrawn, the VRF established pursuant to that
Declared Emergency will terminate immediately, if it has not already been terminated. Any
Relief Funds remaining in the VRF at the time of its termination shall be transferred to the
General Relief Account by the Foundation Treasurer to be maintained until a new Declared
Emergency is issued, another VRF is established, or until further Board action.
The Foundation Treasurer shall report all accepted Donations to the Board in an annual report
issued to the Board concurrent with the delivery of the Certified Annual Financial Report to the
City of Rohnert Park Council after the close of the fiscal year.
ITEM NO. 6.B.
3
ENVIRONMENTAL ANALYSIS:
This action is not a Project under the California Environmental Quality Act (“CEQA”).
STRATEGIC PLAN AND COUNCIL GOALS/PRIORITIES ALIGNMENT:
This resolution meets long-term council priority number 2, Community Quality of Life, as well
as the FY25/26 Council priority number 3, focus on emergency management.
OPTIONS CONSIDERED:
1. Approve the resolution Approving a Victim Relief Fund Policy and adopting certain
budget and accounting authorities in the administration of the Victim Relief Funds.
This policy provides a crucial framework for the rapid deployment of financial
assistance to residents affected by both natural and man-made disasters. By
empowering the Foundation to swiftly establish and administer these funds, it is
demonstrating the community has a dedicated, efficient, and locally driven
mechanism to directly aid those in their greatest time of need. This proactive
measure not only enhances Rohnert Park's disaster preparedness and recovery
capabilities but also underscores the City’s commitment to the well-being and
resilience of its residents, fostering a stronger, more supportive community.
2. Not Approve the establishment of Victim Relief Funds by the Rohnert Park
Foundation. Creating new local funds could also impose an administrative burden on
the Rohnert Park Foundation, diverting resources and potentially increasing liability
if not managed properly.
FISCAL IMPACT:
Fiscal impacts are pending the occurrence and specifics of an emergency. The establishment of
the Victim Relief Funds Policy does not incur any direct fiscal impacts to the Foundation.
Foundation Treasurer Approval Date: 7/28/2025
City Attorney Approval Date: 8/20/2025
Foundation Executive Director Approval Date: 8/20/2025
Attachments:
1. Resolution for the Victim Relief Funds Policy
a. Resolution Exhibit A - Victim Relief Funds Policy
2. Victim Relief Funds Application
3. Victim Relief Funds Donation Form
4. Victim Relief Funds Donation Receipt
RESOLUTION NO. 2025-005
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE CITY OF ROHNERT
PARK FOUNDATION APPROVING A VICTIM RELIEF FUND POLICY AND
ADOPTING CERTAIN BUDGET AND ACCOUNTING AUTHORITIES IN THE
ADMINISTRATION OF THE VICTIM RELIEF FUNDS
WHEREAS; on May 2, 2017, the Foundation Board authorized a Memorandum of
Understanding (MOU) to accept on-going “Community Investment” contribution from the
Federated Indians of Graton Rancheria (FIGR); and;
WHEREAS, the Rohnert Park Foundation, dedicated to serving the local community,
recognizes the critical need for immediate and effective support during times of crisis, whether
stemming from natural calamities or man-made incidents; and
WHEREAS, establishing a Victim Relief Funds (VRFs) Policy allows the Foundation to
quickly mobilize resources and channel direct financial support to Rohnert Park residents
impacted by disasters, ensuring that relief efforts are both responsible and aligned with the
specific challenges faced by the community, thereby strengthening local resilience and recovery;
and,
WHEREAS, once the Declared Emergency is issued, the Executive Director is
authorized to establish a VRF account for the specific Declared Emergency into which the
Foundation Treasurer will deposit all Donations dedicated for the support of that specific VRF;
and,
WHEREAS, upon acceptance of each donation, the Foundation Treasurer shall record
the Donation on a “Donation Acceptance Form” and shall provide a receipt of the transaction,
compliant with State and federal regulations, including address and tax identification number to
the donor; and,
WHEREAS, once an Applicant has completed and submitted an Application for Relief
Funds and the Executive Director has determined that the Applicant meets the Qualifications, the
Foundation Treasurer may cause the maximum amount of Relief Funds for which the Qualified
Applicant is eligible to be distributed; and,
WHEREAS, the Executive Director, subject to ratification of the Board, may also
transfer funds from a previously established General Relief Account to the specific VRF for the
purpose of establishing the VRF more quickly.
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the City of
Rohnert Park Foundation that it does hereby determine, authorize, and approve the following:
1. The establishment of a Victim Relief Policy, attached hereto and incorporated herein
as Exhibit A, to mobilize resources and channel direct financial support to Rohnert
Park residents impacted by disasters.
2. Once an Applicant has completed and submitted an Application for Relief Funds and
the Executive Director has determined that the Applicant meets the Qualifications, the
Foundation Treasurer may cause the maximum amount of Relief Funds for which the
Qualified Applicant is eligible to be distributed.
Resolution 2025-005
Page 2 of 2
3. The Foundation Treasurer is hereby authorized and directed to set up new VRF
Funds, make any budgetary adjustments to the budget in order to distribute funds,
transfer funds to and from the General Relief Account, and record donations in
accordance with GAAP.
DULY AND REGULARLY ADOPTED this 9th day of September, 2025.
CITY OF ROHNERT PARK
FOUNDATION
____________________________________
ATTEST: Gerard Giudice, Chair
______________________________
Sylvia Lopez Cuevas, Secretary
APPROVED AS TO FORM:
______________________________
Michelle M. Kenyon, Legal Counsel
Attachments: Exhibit A
ADAMS: _________ ELWARD: _________ RODRIGUEZ: _________SANBORN: _________ GIUDICE: _________
AYES: ( ) NOES: ( ) ABSENT: ( ) ABSTAIN: ( )
CITY OF ROHNERT PARK FOUNDATION
BOARD POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Victim Relief Funds (VRFs) 3 ☒ RESO NO: 2025-005
☐ MINUTE ORDER
September 9, 2025
Page 1 of 5
1. PURPOSE
The purpose of this policy is to provide a framework for the rapid establishment of VRFs in
response to natural and man-made disasters in the Rohnert Park community. This policy shall be
revised as necessary by the Foundation Board
2. SCOPE
This policy is applicable to the City of Rohnert Park and those who need support during and after
natural and man-made disasters.
3. BACKGROUND
The Rohnert Park Foundation, dedicated to serving the local community, recognizes the critical
need for immediate and effective support during times of crisis, whether stemming from natural
calamities or man-made incidents. While governmental agencies provide essential aid during
declared emergencies, local nonprofits like the Foundation play a vital role in complementing
these efforts by offering targeted and flexible assistance that can address the unique and
immediate needs of residents. Establishing Victim Relief Funds (VRFs) allows the Foundation to
quickly mobilize resources and channel direct financial support to Rohnert Park citizens
impacted by disasters, ensuring that relief efforts are both responsive and aligned with the
specific challenges faced by the community, thereby strengthening local resilience and recovery.
4. PROVISIONS
A. Process for Establishing VRFs
1. Establishment of the VRF. Once the Declared Emergency issues, the Executive
Director is authorized to establish a VRF account for the specific Declared
Emergency into which the Foundation will deposit all Donations dedicated for the
support of that specific VRF. The Executive Director, subject to ratification of the
Board, may also transfer funds from a previously established General Relief
Account to the specific VRF for the purpose of establishing the VRF more quickly.
2. Administration Fees. The Foundation is committed to disbursing the maximum
amount of Relief Funds from each VRF and will retain 10% percent of the
monetary donations to cover the costs of administering the VRF program.
B. Donation Handling Procedures
1. Receiving Donations. Upon acceptance of each Donation, the Foundation shall
record the Donation on a “Donation Acceptance Form” and shall provide a receipt
of the transaction, compliant with State and federal regulations, including address
and tax identification number, to the Donor.
CITY OF ROHNERT PARK FOUNDATION
BOARD POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Victim Relief Funds (VRFs) 3 ☒ RESO NO: 2025-005
☐ MINUTE ORDER
September 9, 2025
Page 2 of 5
2. Recordkeeping.
a. The Foundation shall retain the Donation Acceptance Forms to ensure
(1) deposit of all approved Donations of cash, checks, or other negotiable
items into the VRFs; (2) proper bookkeeping of cash Donations; and
(3) the Donations are disbursed from the appropriate revenue and/or
expenditure accounts.
b. A letter shall be sent to the Donor acknowledging and expressing receipt
of the Donation.
c. The Foundation Treasurer shall keep an up-to-date and accurate record of
all Donations received, including name, type, contact name, amount, and
disposition of Donations.
3. Reporting. The Foundation staff shall report all accepted Donations to the Board in
an annual report issued to the Board consistent with requirements of Article VIII,
Section 8.3 of the Foundation’s Bylaws.
C. VRF Disbursements
1. Qualifications. The Board shall establish by Resolution a set of Qualifications for
victims affected by the Declared Emergency to receive funds from the applicable
VRF. Those Qualifications shall reflect the general types of impacts or losses
resulting from the Declared Emergency (e.g., loss of lodging, loss of belongings,
lack of food or clean water, etc.), and an estimated cost of addressing those
impacts or losses for each Applicant or victim.
2. Application for Relief. Foundation staff will develop a written Application for
Relief Funds that requires information from each Applicant related to their
Qualifications to receive such funds. Each Application shall require that the
Applicant sign the form under penalty of perjury under the laws of the State of
California.
3. Determination of Qualifications. The Executive Director, in their sole discretion,
shall determine whether the Applicant meets the Qualifications ,
4. Disbursement of Funds. Once an Applicant has completed and submitted an
Application for Relief Funds and the Executive Director has determined that the
Applicant meets the Qualifications, Foundation staff may cause the maximum
amount of Relief Funds for which the Qualified Applicant is eligible to be
distributed.
CITY OF ROHNERT PARK FOUNDATION
BOARD POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Victim Relief Funds (VRFs) 3 ☒ RESO NO: 2025-005
☐ MINUTE ORDER
September 9, 2025
Page 3 of 5
D. VRF Termination
1. Termination. Once the Declared Emergency is rescinded or withdrawn, the VRF
established pursuant to that Declared Emergency will terminate immediately, if it
has not already been terminated.
2. Remaining Funds. Any Relief Funds remaining in the VRF at the time of its
termination shall be transferred to the General Relief Account to be maintained
until a new Declared Emergency issues, another VRF is established, or until
further Board action.
B. Report on Termination
1. Board Report. Following the termination of a VRF, Foundation staff will
report to the Board the following:
a. The amount of all Donations contributed to the VRF, including but not
limited to all Relief Funds transferred into the VRF from the Foundation’s
General Relief Account, if any;
b. The total amount of Relief Funds distributed from the VRF to assist
Applicants and their families;
c. The total number of Applicants who applied for Relief Funds and how
many of their Applications were granted or denied;
d. The average amount of Relief Funds that were provided to Applicants
overall; and
e. The total amount of Relief Funds that remained in the VRF account at the
time of termination, if any, and to which fund accounts those were
transferred upon termination.
2. Board Action. Following receipt of the Board Report, the Board may take
further action regarding any disbursement or transfer of any funds remaining
in the VRF.
3. Audits. An audit of the terminated VRF will not be required unless ordered by
the Board.
DEFINITIONS
A. “Applicant” shall mean any resident of the City of Rohnert Park affected by impacts of a
declared emergency who seeks a disbursement of funds from a VRF.
CITY OF ROHNERT PARK FOUNDATION
BOARD POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Victim Relief Funds (VRFs) 3 ☒ RESO NO: 2025-005
☐ MINUTE ORDER
September 9, 2025
Page 4 of 5
B. “Application” shall mean a document prepared by the Foundation staff in consultation
with the Executive Director that seeks information from an Applicant addressing their
Qualifications to receive Relief Funds from a VRF.
C. “Board” shall mean the Board of Directors of the City of Rohnert Park Foundation.
D. “Bylaws” shall mean the Bylaws of the City of Rohnert Park Foundation as amended and
adopted on September 10, 2019.
E. “City” shall mean the City of Rohnert Park.
F. “City Council” shall mean the City Council of the City of Rohnert Park.
G. “Declared Emergency” shall mean the City Council’s proclamation pursuant to Rohnert
Park Municipal Code Sections 2.52.020 and 2.52.060(A) that actual, or the threatened
existence of, conditions of disaster or of external peril to the safety of persons and
property within the City caused by such conditions as air pollution, fire, flood, storm,
epidemic, riot, or earthquake, or other conditions, including conditions resulting from war
or imminent threat of war, which conditions are or are likely to be beyond the control of
the services, personnel, equipment, and facilities of the City, requiring the combined
forces of other political subdivisions to combat.
H. “Donation” shall mean a contribution to the Foundation which may consist of monetary
(e.g., cash or financial securities), real property, personal property, works of art, in-kind
goods or services, endowments, or any other valuable asset, that is contributed to the
Foundation for the purpose of supporting victims of a Declared Emergency. Donations
may be rejected if the Executive Director determines in their sole discretion that the
Donation contains unreasonable pre-conditions for acceptance of the Donation.
I. “Donation Acceptance Forms” shall mean the forms the Foundation uses to document the
receipt of Donations to the Foundation, including but not limited to, Donations made to
support the Foundation’s efforts to provide victims of a Declared Emergency financial
relief.
J. “Donor” shall mean an individual or legal entity making a Donation to the Foundation.
Donors shall not expect, nor shall the Foundation grant, any extra consideration to the
contributing party in relation to procurement or any other business, services and
operations of the Foundation. The Foundation does not provide legal, accounting, tax or
other such advice to Donors, especially regarding tax deductibility or benefits of donating
to the Foundation.
K. “Executive Director” shall mean the City of Rohnert Park City Manager as defined in
Article VI, Section 6.2 of the Bylaws.
L. “Foundation” shall mean the City of Rohnert Park Foundation.
CITY OF ROHNERT PARK FOUNDATION
BOARD POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Victim Relief Funds (VRFs) 3 ☒ RESO NO: 2025-005
☐ MINUTE ORDER
September 9, 2025
Page 5 of 5
M. “Foundation Treasurer” shall mean the Director of Finance who is appointed to manage
the financial assets and liabilities of the Rohnert Park Foundation.
N. “General Relief Account” shall mean a fund account used solely for the purpose of
holding Relief Funds remaining after a VRF has been terminated and Donations that have
been received for the purpose of providing community financial relief in the event of an
emergency during a time when no Declared Emergency is in effect. Funds held in a
General Relief Account may be transferred to another existing VRF or used to establish a
new VRF.
O. “Qualifications” shall mean a set of standards by which victims affected by the Declared
Emergency may receive funds from the applicable VRF, which Qualifications shall be
established by the Board by Resolution.
P. “Qualified Applicants” shall mean Applicants whom the Executive Director has
determined in his or her sole discretion have met the Qualifications and are eligible to
receive Relief Funds.
Q. “Relief Funds” shall mean the monies distributed or available to be distributed to
Qualified Applicants for direct reimbursement of their losses resulting from a declared
emergency.
R. “Victim Relief Funds” or “VRFs” shall mean a financial assistance program established in
response to a Declared Emergency that receives Donations for the purpose of providing
victims of the emergency events relief and provides direct reimbursement for expenses or
losses incurred as a result of the Declared Emergency.
REVISION HISTORY:
ADOPTED BY FOUNDATION BOARD RESOLUTION 2025-005 ON 9/9/2025
APPLICATION FOR GRANT
ROHNERT PARK FOUNDATION
VICTIM RELIEF FUND
Date: ________________
First Name: _______________ MI: ________ Last Name: ____________________
Current Address: _____________________________________________________
City: ____________________________ State: ___________ Zip: _________
Phone Number (where you can currently be reached): ____________________
E-mail Address: ___________________________________________________
I am applying for a:
Grant For Interim Relief For Personal Use
Grant For Providing Shelter, Food, Clothing, etc., to Victims of a Natural Disaster
Other
Note: You may apply for both. This application can be submitted only one time
per emergency.
Amount Requested: $ _________
Please type your responses to the following on a separate sheet of
paper with your name on the top of each page (If you do not have
access to a computer and must handwrite, please write clearly.)
- 1 -
1.If applying for an emergency personal use grant or loan, please providea statement describing the nature of your emergency and anexplanation of how you intend to use the funds. Please provide photosaccompanying your statement showing damage for which you areseeking interim assistance to repair.
2.If you have been providing shelter, food, clothing or other assistance tovictims of the disaster, please document your charitable expensesprovided to the disaster victims: i.e. the number of sites, number ofnights; the number of meals provided and the cost per meal, othercharitable costs associated with housing refugees..
-2 -
1. _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________2. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Donation Form
Donor Information
BUSINESS NAME
NAME (LAST, FIRST, M.I.)
STREET ADDRESS
EMAIL
CITY, STATE, ZIP
PHONE
WEBSITE
ALTERNATE PHONE
Donation Description
CHECK ONE: CASH PRODUCT / ITEM SERVICE OTHER
AMOUNT / DESCRIPTION
DATE
NOTES
Contact Information
Rohnert Park Foundation
130 Avram Ave
Rohnert Park, CA 94928
https://www.rpcity.org/654/City-of-Rohnert-
Park-Foundation
Contact Name
Betsy Howze
Treasurer, Rohnert Park Foundation
Phone: (707) 585-6710
Email: bhowze@rpcity.org
DONATION RECEIPT
Date: __________________
Organization Name: ___________________________
Street Address: ___________________________
City, State, Zip: ___________________________
EIN: ____-______________ (Find on the IRS Website)
Donation Value
Thank you ___________________________ for your contribution of
___________________________ Dollars ($__________________) in value described as:
(check one)
☐ - Monetary Payment made by ☐ check ☐ credit card ☐ cash ☐ other
__________________
☐ - Food described in the itemized list in Exhibit A
☐ - Property (in kind) described in the itemized list in Exhibit A
☐ - Vehicle described in Exhibit B
Organization Type
The organization is: (check one)
☐ - Classified as a 501(c)(3) non-profit organization by the standards of the Internal Revenue
Service (IRS). Therefore, the donation may be tax-deductible to the extent allowed by law.
☐ - Not classified as a 501(c)(3) non-profit organization by the standards of the Internal
Revenue Service (IRS).
Authorized Signature ___________________________
Representative’s Name ___________________________
Title: _________________________
EXHIBIT A
Description of Donation Value
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
____________________________________________ $__________________
EXHIBIT B
Make: __________________
Model: __________________
Color: __________________
Year: __________________
Body Style: __________________
Vehicle Identification Number (VIN): ___________________________ (17 characters)
Odometer Reading: __________________ Miles