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HomeMy WebLinkAbout2026/03/10 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 March 10, 2026 Open Session: 5:30 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 adacoordinator@rpcity.org or by calling 707-588-2224. 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:____Giudice:_____Rodriguez:___Vice Chair Elward:____Chair Sanborn:___ 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:______ Giudice:______ Rodriguez:______ Elward:______ Sanborn:______ a. Approval of City of Rohnert Park Foundation Special Meeting Minutes, February 24, 2026 (This is not a project under California Environmental Quality Act (CEQA)) 6. ACTION ITEMS A. CONTINUED FROM FEBRUARY 24, 2026: Consider Forming an Ad Hoc Committee to review the activities of the City of Rohnert Park Foundation and appoint two Board of Directors to the Ad Hoc Committee (This is not a project under California Environmental Quality Act (CEQA)) 1. Staff Report 2. Public Comments 3. Board Discussion 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 March 5, 2026, at Rohnert Park City Hall, 130 Avram Avenue, Rohnert Park, California 94928. Executed this 5th day of March, 2026, at Rohnert Park, California. Sylvia Lopez Cuevas, Foundation Recording Secretary MINUTES OF THE CITY OF ROHNERT PARK FOUNDATION BOARD SPECIAL MEETING February 24, 2026 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 Chair Sanborn called the Special Meeting to order at 6:32 p.m., which was legally noticed on February 19, 2026. Directors Present: Emily Sanborn, Chair Jackie Elward, Vice Chair Susan H. Adams, Director Directors Absent: Gerard Giudice, Director Samantha Rodriguez, Director Staff present: Executive Director Piedra, Deputy Legal Counsel Murphy, Treasurer Howze, Director of Community Services Bagley, Director of Public Safety Mattos, Acting Director of Public Works Hendersen, Interim Director of Human Resources Rankin, Senior Analyst Carey, Information Systems Operations Manager Cotter, and Recording Secretary Machado. 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, January 13, 2026 ACTION: Moved/seconded (Adams/Elward) to approve the consent calendar. Motion carried by the following unanimous 3-0-2-0 voice vote: AYES: Adams, Elward, and Sanborn, NOES: None, ABSENT: Giudice, Rodriguez, ABSTAINS: None. 6. REGULAR ITEMS A. Consider Forming an Ad Hoc Committee to review the activities of the City of Rohnert Park Foundation and appoint two Board of Directors to the Ad Hoc Committee. City Manager Piedra presented this item. Recommended Action: 1. By Item 5.A. City of Rohnert Park Foundation Board Special Meeting February 24, 2026 Page 2 of 2 Minute Order, form an Ad Hoc Committee to work with City staff to review the activities of the City of Rohnert Park Foundation. 2. Appoint two Board of Directors to the Ad Hoc Committee. PUBLIC COMMENTS: None. ACTION: Moved/seconded (Sanborn/Adams) to bring this item to a future agenda when all directors are present. Motion carried by the following unanimous 3-0-2-0 voice vote: AYES: Adams, Elward, and Sanborn, NOES: None, ABSENT: Giudice, Rodriguez, ABSTAINS: None. 7. COMMUNICATIONS/MATTERS FROM OR FOR THE BOARD None. 8. ADJOURNMENT Chair Sanborn adjourned the Foundation Board Special Meeting at 6:37 p.m. _____________________________________ __________________________________ Elizabeth Machado, Recording Secretary Emily Sanborn, Chair City of Rohnert Park Foundation Board City of Rohnert Park Foundation Board ITEM NO. 6.A. 1 Meeting Date: February 24, 2026 Department: Administration Submitted By: Marcela Piedra, Executive Director Prepared By: Paul Carey, Senior Analyst Agenda Title: By Minute Order, Form an Ad Hoc Committee to review the activities of the City Of Rohnert Park Foundation and Appoint two Board of Directors to the Ad Hoc Committee RECOMMENDED ACTION: 1. By Minute Order, form an Ad Hoc Committee to work with City staff to review the activities of the City of Rohnert Park Foundation. 2. Appoint two Board of Directors to the Ad Hoc Committee. BACKGROUND: In November of 2008, the City of Rohnert Park (“City”) created a non-profit, charitable corporation called the Focus Rohnert Park Corporation (“Foundation”). The Foundation serves as a governmental component unit of the City: It is a legally separate organization for which the elected officials of the City are financially accountable. In February of 2012, the Foundation officially changed its name to the City of Rohnert Park Foundation. The purpose of the Foundation is to raise and manage funds in connection with civic purposes and projects. Foundation bylaws define “civic purposes” as “focusing resources on and providing funding areas of need in the community of Rohnert Park which enhance new partnerships with community members, nonprofits, foundations, public agencies, and similar entities.” The bylaws define “civic projects” as “focusing resources on and providing projects which sustain or enhance the community of Rohnert Park.” On January 23, 2024, the Foundation Board established the Rohnert Park Foundation Ad Hoc Committee for a limited duration of one year. At that same meeting, the Board appointed Director Samantha Rodriguez and Director Susan Adams to serve on the Committee. These appointments occurred prior to the adoption of the 2024 to 2026 Small Grants Guidelines. As the Ad Hoc Committee was created for a limited duration, it was automatically dissolved on January 23, 2025, at which time the terms of the appointed Directors concluded. BOARD AGENDA REPORT ITEM NO. 6.A. 2 This item was presented at the February 24, 2026 Foundation meeting but was continued to allow all Directors to be present to participate. ANALYSIS Since the creation of the Foundation, many community projects have been completed. The Foundation has been primarily funded with contributions made by the Federated Indians of Graton Rancheria (FIGR) through the Memorandum of Understanding (MOU) the City of Rohnert Park has with the FIGR. Per the adopted second amended and restated MOU with the FIGR adopted on June 27, 2023, the Rohnert Park Foundation will be receiving a recurring contribution of $1,330,000 per year. Many projects, such as the Small Grants Program, fee waivers for community events, and other civic activities are funded with Foundation funds. The City of Rohnert Park City Council serves as the Board of Directors of the Foundation. Per Section 4.1 of the Foundation by-laws, the Board of Directors may, by resolution adopted by a majority of the Directors then in office (provided a quorum is present), create committees, consisting of two Directors. Such committees shall have such power and authority as may be determined by the Board of Directors. The differentiating factor in determining whether a standing committee or an ad hoc committee is more appropriate is contingent upon the anticipated duration of the proposed committee. Ad hoc committees are formed for a limited time of no more than 12 months and have a specific purpose outlined, whereas standing committees tend to be more enduring with a broader scope of defined duties. City staff recommends that the Board of Directors create an ad hoc committee for a limited duration of no more than 12 months (one year) and includes two Board of Directors. The purpose of the ad hoc committee would be to: 1. Review the draft 2026/2028 Smalls Grants Guidelines which incorporates lessons learned from the 2024/2026 Small Grants Cycle. 2. Provide recommendations for the 2026/2028 Small Grants Guidelines and grant cycle. 3. Review work with City staff to evaluate the activities and programs offered by the Foundation. Staff believe the Board of Directors can form the ad hoc committee by minute order due to its short- term (ad hoc) assignment. If it is the Board of Directors’ direction to form an ad hoc committee, the Board may then make two appointments to the Rohnert Park Foundation Ad Hoc Committee. FISCAL IMPACT: The Foundation’s recuring contribution receipts has annual COLA. We will receive approximately $1,470,300 in FY 25-26. ITEM NO. 6.A. 3 Secretary Approval Date: 2/18/2026 Treasurer Approval Date: 2/8/2026 City Attorney Approval Date: 2/6/2026 Executive Director Approval Date: 2/2/2026