2025/09/09 City of Rohnert Park Foundation Resolution 2025-005 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.
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 0/" ' 1' NERT PARK
FOUN • !1
ATTEST: MalWir Chair
Sylvia Lopez Cuevas, Secretary
APPROVED AS TO FORM:
1,Ce) .
Michelle M. Kenyon, Legal Cbun 1
Attachments: Exhibit A
11
ADAMS: )t/- ELWARD: I'1 RODRIGUEZ: 11 i SANBORN• GIUDIC
ES: (�) NIE` ( ABSENT: ABSTAIN: (
Resolution 2025-005
Page 2 of 2
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