CITY MANAGER' S REPORT ITEM 4. 3
JULY 8, 2024 CITY COUNCIL REGULAR MEETING
ITEM: CITY OF LATHROP POET LAUREATE PROGRAM
RECOMMENDATION: Adopt Resolution Establishing the City of Lathrop Poet Laureate Program and Authorizing the City
Manager to Execute Grant Funding Agreement with
the Library & Literacy Foundation for San Joaquin
County
SUMMARY:
Staff has been made aware of a grant program through the Library and Literacy Foundation for San Joaquin County to establish the City' sfirst ever Poet Laureate.
The Library and Literacy Foundation for San Joaquin ( Foundation) has a mission to support programs in San Joaquin County communities that foster literacy and promote the power of reading to enrich lives. The Foundation desires to support the founding of the City of Lathrop' sPoet Laureate Program.
The Poet Laureate Program shall support Lathrop literacy programs and foster appreciation for poetry and its benefits through reading poetry at civic events, development of commemorative poems that express Lathrop life, and providing workshops to the community. Goals include offering poetry workshops to the community, supporting Lathrop Library' searly childhood and adult literacy programs, fostering an appreciation of poetry in the lives of community members and increasing community awareness of the benefits and importance of poetry and the literary arts.
The award of $ 15, 000 will be granted for use beginning July 1, 2024 through June 30, 2027. Any unused funds at the end of each fiscal year ( June 30) will be rolled over to the next fiscal year throughout the course of this agreement until the funds are exhausted.
Staff recommends that City Council authorize City Manager to accept the grant to develop the Poet Laureate Program over three ( 3) fiscal years and appropriate funds.
This action would not allow any direct donations to City staff, in conformance with the rules and regulations pursuant to California Government Code, Section 53234et. seq.
BACKGROUND:
Staff has been made aware of a grant program through the Library and Literacy Foundation for San Joaquin County to establish the City' s first ever Poet Laureate.
The Library and Literacy Foundation for San Joaquin ( Foundation) has a mission to support programs in San Joaquin County communities that foster literacy and promote the power of reading to enrich lives. The Foundation desires to support the founding of the City of Lathrop' sPoet Laureate Program.
CITY MANAGER' S REPORT
JULY 8, 2024 CITY COUNCIL REGULAR MEETING
CITY OF LATHROP POET LAUREATE PROGRAM
Page l 2
The Poet Laureate Program shall support Lathrop literacy programs and foster appreciation for poetry and its benefits through reading poetry at civic events, development of commemorative poems that express Lathrop life, and providing workshops to the community. Goals include offering poetry workshops to the community, supporting Lathrop Library' s early childhood and adult literacy programs, fostering an appreciation of poetry in the lives of community members and increasing community awareness of the benefits and importance of poetry and the literary arts.
The following project description has been approved by the Foundation; Establish a Poet Laureate program to inspire local residents, especially the youth, to develop a life- long appreciation of literature, remind the community about the importance of literature and poetry, invest in Lathrop' s human capital and talent, and build its capacity and advocacy for reading and literary arts.
The Poet Laureate Program has the goal of accomplishing the following objectives:
1. Selection of Poet Laureate by a selection committee
a. Two ( 2) Commissioners each from the Parks and Recreation Commission, Senior Advisory Commission, and the Youth Advisory Commission will serve as the selection committee.
2. Work with the City of Lathrop to compose one original poem per year dedicated to the City of Lathrop at a City Council Meeting and provide public readings of original work at specific civic events
3. Work with Youth Advisory Commission to Host a teen, Spoken Word event, i.e. poetry slam)
4. Work with Senior Advisory Commission to Host a free poetry workshop
5. Work with the San Joaquin County Library, Lathrop Branch, to host both an early childhood literacy program and a free poetry workshop to the general public, at the library
6. Work with both the Manteca Unified School District and River Islands Academies to host a literacy event at each school located within the City limits.
7. Participate in a minimum of six ( 6) events per year The award of $ 15, 000 will be granted for use beginning July 1, 2024 through June 30, 2027. Any unused funds at the end of each fiscal year ( June 30) will be rolled over to the next fiscal year throughout the course of this agreement until the funds are exhausted.
Staff recommends that City Council authorize City Manager to accept the grant to develop the Poet Laureate Program over three ( 3) fiscal years and appropriate funds.
This action would not allow any direct donations to City staff, in conformance with the rules and regulations pursuant to California Government Code, Section 53234et. seq.
CITY MANAGER' S REPORT
JULY 8, 2024 CITY COUNCIL REGULAR MEETING
CITY OF LATHROP POET LAUREATE PROGRAM
RECOMMENDATION:
Staff recommends that the City Council authorize City Manager to accept the grant to develop the Poet Laureate Program over three ( 3) fiscal years and appropriate funds.
FISCAL IMPACT:
Funding will give the City an opportunity to create a Poet Laureate program. The administrative costs associated with this program will be absorbed into the Council approved FY23- 25 biennial operating budget. The grant proceeds are anticipated to cover all Poet Laureate Program related costs and there is no requirement of local match funds.
ATTACHMENTS:
A. Resolution Establishing the City of Lathrop Poet Laureate Program and Authorizing the City Manager to Execute Grant Funding Agreement with the Library & Literacy Foundation for San Joaquin County
B. Poet Laureate Grant Funding Agreement Between the City of Lathrop and the Library and Literacy Foundation for San Joaquin County
CITY MANAGER' SREPORT
JULY 8, 2024 CITY COUNCIL REGULAR MEETING
CITY OF LATHROP POET LAUREATE PROGRAM
APPROVALS:
7 ! 1 t ZosLi
Thomas Hedegard Date
Deputy City Manager
11( vo
Salvador Navarrete Date
City Attorney
Stephen J. Salvatore Date
City Manager
7 Z . z4
RESOLUTION NO. 24 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
ESTABLISHING THE CITY OF LATHROP POET LAUREATE PROGRAM AND
AUTHORIZING THE CITY MANAGER TO EXECUTE GRANT FUNDING
AGREEMENT WITH THE LIBRARY & LITERACY FOUNDATION FOR SAN
JOAQUIN COUNTY
WHEREAS, staff has been made aware of a grant program through the Library and Literacy Foundation for San Joaquin County to establish the City' sfirst ever Poet Laureate. The Library and Literacy Foundation for San Joaquin ( Foundation) has a mission to support programs in San Joaquin County communities that foster literacy and promote the power of reading to enrich lives; and
WHEREAS, the Foundation desires to support the founding of the City of Lathrop' s
Poet Laureate Program; and
WHEREAS he following project description has been approved by the Foundation; Establish a Poet Laureate program to inspire local residents, especially the youth, to develop a life- long appreciation of literature, remind the community about the importance of literature and poetry, invest in Lathrop' s human capital and talent, and build its capacity and advocacy for reading and literary arts; and WHEREAS, the Poet Laureate Program has the goal of accomplishing the following objectives:
1. Selection of Poet Laureate by a selection committee
a. Two ( 2) Commissioners each from the Parks and Recreation Commission, Senior Advisory Commission, and the Youth Advisory Commission will serve as the selection committee.
2. Work with the City of Lathrop to compose one original poem per year dedicated to the City of Lathrop at a City Council Meeting and provide public readings of original work at specific civic events
3. Work with Youth Advisory Commission to Host a teen, Spoken Word event, i.e. poetry slam)
4. Work with Senior Advisory Commission to Host a free poetry workshop
5. Work with the San Joaquin County Library, Lathrop Branch, to host both an early childhood literacy program and a free poetry workshop to the general public, at the library
6. Work with both the Manteca Unified School District and River Islands Academies to host a literacy event at each school located within the City limits.
7. Participate in a minimum of six ( 6) events per year; and WHEREAS, the award of $ 15, 000 will be granted for use beginning July 1, 2024 through June 30, 2027. Any unused funds at the end of each fiscal year ( June 30) will be rolled over to the next fiscal year throughout the course of this agreement until the funds are exhausted.; and
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby authorize the City Manager to accept the grant to develop the Poet Laureate Program over three ( 3) fiscal years and appropriate funds.
The foregoing resolution was passed and adopted this 8th day of July 2024, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney July 1, 2024
Thomas R. Hedegard
Deputy City Manager
City of Lathrop
390 Towne Centre Drive
Lathrop, CA 95330
Dear Mr. Hedegard:
It is my pleasure to inform you that the Library & Literacy Foundation for San Joaquin has approved a $ 15, 000 grant from the Library & Literacy Foundation to support the founding of the City of Lathop' sfirst Poet Laureate Program.
Please note that payment of this grant is pending receipt of an executed grant agreement. This grant is subject to the terms outlined in the enclosed Grant Agreement. After you have reviewed these documents, please have an appropriate officer countersign the enclosed agreement, scan it into a PDF, and submit it via email to glorente@sanjoaquincf. org within 10 ( ten) days. You may also hand deliver the signed grant agreement to our offices. We require an authorized representative of your organization to sign it. If you require formal approval of the grant agreement by your board of directors, please let us know the timeline for that process to occur. The signed original should be retained for your files.
We are delighted to offer this support to your organization and look forward to working with you during the course of the grant.
Sincerely,
Frances Richardson
President
Enclosure
Library & Literacy Foundation for San Joaquin
GRANT AGREEMENT
This Grant from the Library & Literacy Foundation for San Joaquin ( the " Foundation") is to be used only for the purposes described below and is subject to your acceptance of the conditions specified below. This Agreement will be effective when it has been signed by an authorized representative of your organization and a signed copy is received by the Foundation ( electronic PDF acceptable.) Grantee: City of Lathrop
Grant Amount: $ 15, 000 ($5, 000 per fiscal year)
Grant Number: 24- 0628
Time Period: July 1, 2024 —June 30, 2027 ( 3 -Year period). Only expenses related to this time period may be charged against grant funds.
Project Title: City of Lathrop, Poet Laureate Program
Project
Description:
Objective( s):
Establish a Poet Laureate program to inspire local residents, especially the youth, to develop a life- long appreciation of literature, remind the community about the importance of literature and poetry, invest in Lathrop' s human capital and talent, and build its capacity and advocacy for reading and literary arts.
1. Selection of Poet Laureate by a selection committee
2. Work with the City of Lathrop to compose one original poem per year dedicated to the City of Lathrop at a City Council Meeting and provide public readings of original work at specific civic events ( i.e. July 1st and Family Fun Night).
3. Work with Youth Advisory Commission to Host a teen, Spoken Word event, (i.e. poetry slam)
4. Work with Senior Advisory Commission to Host a free poetry workshop
5. Work with the San Joaquin County Library, Lathrop Branch, to host both an early childhood literacy program and a free poetry workshop to the general public, at the library
6. Work with both the Manteca Unified School District and River Islands Academies to host a
literacy event at each school located within the City limits.
7. Participate in a minimum of six ( 6) events per year Library & Literacy Foundation for San Joaquin — Grant # 24- 0628 Page 1 of 7 I. IRS DETERMINATION
This grant is specifically conditioned upon Grantee' sstatus as an eligible grantee of the Foundation.
Grantee is a political subdivision or instrumentality of government that is tax- exempt under section 170( c)( 1) of the Internal Revenue Code.
II. GRANTEE' SFINANCIAL RESPONSIBILITIES
Grantee shall treat grant funds as restricted assets and shall maintain books to show the grant funds separately. All expenditures made in furtherance of the purposes of the grant shall be charged off against the grant and shall appear on Grantee' s books. Grantee shall keep adequate records to substantiate its expenditures of grant funds. Grantee is expected to maintain complete and accurate financial records of revenues and expenditures relating to the grant for at least four (4) years after the Grantee has expended the last of the grant funds. In the event that the Foundation is audited by any government agency, it may be necessary, in rare instances, for the Foundation to examine, audit, or have audited the records of Grantee insofar as they relate to activities supported by this grant. Any expenses related to such activities will be borne by the Foundation.
III. REPORTING
To enable the Foundation to evaluate the effectiveness of this grant, Grantee shall submit to the Foundation a written report for any annual accounting period of Grantee during which Grantee receives, holds, or spends any of the grant funds. If more than one report is required, the final report shall outline Grantee' suse of all grant funds and charitable activities from the date of the initial disbursement of this grant until Grantee expended the last of the grant funds.
IV. EXPENDITURE OF GRANT FUNDS
The grant is for the purpose( s) stated in this agreement. Grant funds may be expended only in accordance with the terms set forth herein. Grant funds may not be expended for any other purpose without prior written approval by the Foundation. Grantee shall repay to the Foundation any portion of the grant funds which is not spent or committed for the purposes stated in this agreement. Permission to make any major change ( line items added or deleted or transfers among line items greater than 20 percent of the approved line item amount) to the approved budget must be requested in writing, and approved by the Foundation in advance of the implementation of the change.
Grantee shall not use any portion of the grant to participate or intervene in any political campaign on behalf of or in opposition to any specific candidate for public office, to induce or encourage violations of law or public policy, to cause any private inurement or improper private benefit to occur, or to take any other action inconsistent with Code Section 501( c)( 3). Grantee shall not use any portion of the grant funds to support any form of violent political activity, terrorists, or terrorist organizations. Grantee shall not use any portion of the grant for reportable or disclosable activities under applicable state or local campaign finance disclosure or election laws, such as ballot measure contributions.
Library & Literacy Foundation for San Joaquin — Grant # 24- 0628 Page 2 of 7 The grant shall not be used in any attempt to influence legislation within the meaning of Section 4945( e) of the Code, and neither the Foundation nor the Grantee has entered into any agreement, oral or written, to that effect. This prohibition shall not prevent Grantee from using grant funds for communications that do not qualify as lobbying under federal tax law, such as communications with legislators that do not refer to any specific legislation or that refer to legislation without reflecting any view on it; Grantee may also use grant funds for communications that qualify for any exception to the definition of lobbying under federal tax law, such as nonpartisan analysis, study, or research, or certain responses to requests from a legislative or government agency for comments on legislation.
V. NO PLEDGE
Neither this Agreement nor any other statement, oral or written, nor the making of any contribution or grant to Grantee shall be interpreted to create any pledge or any commitment by the Foundation or by any related person or entity to make any other grant or contribution to Grantee or any other entity for this or any other project. The grant contemplated by this Agreement shall be a separate and independent transaction from any other transaction between the Foundation and Grantee or any other entity.
VI. PUBLICATIONS; LICENSES
Any information contained in publications, studies, or research funded by this grant shall be made available to the public in electronic form following such reasonable requirements or procedures as the Foundation may establish from time to time. Grantee grants to the Foundation an irrevocable, nonexclusive license to publish any publications, studies, or research funded by this grant at its sole discretion.
VII. ANTI -DISCRIMINATION
Grantee agrees that, in the performance of this Agreement, it will not unlawfully discriminate in its employment practices, volunteer opportunities, or the delivery of programs or services, on the basis of race, color, religion, gender, national origin, ancestry, age, medical condition, handicap, veteran status, marital status, sexual orientation, or any other characteristic protected by law.
VIII. USE OF SUBGRANTEES OR CONTRACTORS
With regard to the selection of any subgrantee necessary to carry out the purposes of the grant, Grantee retains full discretion and control over the selection process, acting completely independently of the Foundation. There is no agreement, written or oral, by which the Foundation may cause Grantee to choose any particular subgrantee or contractor. Specifically, the Foundation is not earmarking Grant funds for any particular consultant or third party selected by Grantee and named in Grantee' s grant proposal, and the
final selection of such consultants or third party service providers is within the discretion of Grantee. Any references in Grantee' s
proposed budget to specific named third parties who are projected to receive service fees from Grant funds, are understood by the Foundation to be statements of Grantee' scurrent intent, and the final selection of such third parties and the terms their engagement by Grantee ( including the amount of fees) is within Grantee' s discretion and control.
Library & Literacy Foundation for San Joaquin — Grant # 24- 0628 Page 3 of 7 IX. PUBLICITY, PUBLICATIONS, AND COMMUNICATIONS
The Foundation should be recognized for its support of your work in your public communications about the funded project or activities. For example, please note the Foundation' s support on any websites or
web pages about the project and in any announcements or other materials funded by this grant. The Foundation grants the use of a special fund logo as part of this recognition, and Grantee should endeavor to use this logo when crediting the Foundation.
If you believe that publicly recognizing the Foundation' sfunding of your work may not be appropriate — either for the Grantee or the Foundation — please contact the Foundation to discuss options.
X. INDEMNIFICATION
In the event that a claim of any kind is asserted against the Grantee or the Foundation related to or arising from the project funded by the grant and a proceeding is brought against the Foundation by reason of such claim, the Grantee, upon written notice from the Foundation, shall, at the Grantee' s expense, resist
or defend such action or proceeding, at no cost to the Foundation, by counsel approved by the Foundation in writing.
Grantee hereby agrees, to the fullest extent permitted by law, to defend, indemnify, and hold harmless the Foundation, its officers, directors, employees, and agents, from and against any and all claims, liabilities, losses, and expenses ( including reasonable attorneys' fees) directly, indirectly, wholly, or partially arising from or in connection with any act or omission by Grantee, its employees or agents, in applying for or accepting the grant, in expending or applying the grant funds, or in carrying out any project or program supported by the grant, except to the extent that such claims, liabilities, losses, and expenses arise from or in connection with any act or omission by the Foundation, its officers, directors, employees, or agents.
XI. NO AGENCY
Grantee is solely responsible for all activities supported by the grant funds, the content of any product created with the grant funds, and the manner in which any such product may be disseminated. This Agreement shall not create any agency relationship, partnership, or joint venture between the parties, and Grantee shall make no such representation to anyone.
XII. FURTHER ASSURANCES
Grantee acknowledges that it understands its obligations imposed by this Agreement, including but not limited to those obligations imposed by reference to the Code. Grantee agrees that if Grantee has any doubts about its obligations under this Agreement, including those incorporated by reference to the Code, Grantee will promptly contact the Foundation.
The Foundation will not distribute Grantee materials ( grant proposal, grant reports) to any outside party, unless required by law, without written consent of the Grantee.
XIII. NO WAIVERS
The failure of the Foundation to exercise any of its rights under this Agreement shall not be deemed a waiver of such rights.
Library & Literacy Foundation for San Joaquin — Grant # 24- 0628 Page 4 of 7 XIV. TERMINATION
The Foundation, at its sole option, may terminate this agreement or withhold payments, or both, at any time, if, in the Foundation' sjudgment: a) the Foundation is not satisfied with the quality of the Grantee' s progress toward achieving the project goals; b) the Foundation is of the opinion that the Grantee is incapable of satisfactorily completing the project or has ceased to be an appropriate means of accomplishing the purposes of the grant; c) the Grantee dissolves or fails to operate; or d) the Grantee materially fails to comply with the terms and conditions of this agreement, including but not limited to failure to submit reports when due. If termination occurs prior to the scheduled end date, the Grantee shall, upon request by the Foundation, provide to the Foundation a full accounting of the receipt and disbursement of funds and expenditures incurred under the grant as of the effective date of termination.
Within sixty ( 60) days after written request by the Foundation, the Grantee shall remit all grant funds unexpended as of the effective date of termination. The Foundation may also avail itself of any other remedies available at law.
XV. LIMITATION
This Agreement contains the entire agreement between the parties with respect to the Grant and supersedes any previous oral or written understandings or agreements. It is expressly understood that by making this Grant, the Foundation has no obligation to provide other or additional support to the Grantee for purposes of this project or any other purposes.
XVI. GOVERNING LAW
This Agreement will be governed by and interpreted in accordance with the substantive laws of the State of California. Any laws that direct the application of another State' slaw to this Agreement will be disregarded.
XVII. ACCEPTANCE OF TERMS AND CONDITIONS
On behalf of the Library & Literacy Foundation for San Joaquin, I extend every good wish for the success of this project.
By:
Frances Richardson
President, Library & Literacy Foundation for San Joaquin Date:
Moses Zapien
Treasurer, Library & Literacy Foundation for San Joaquin Date:
Library & Literacy Foundation for San Joaquin — Grant # 24- 0628 Page 5 of 7 I acknowledge that the Grantee has received and retained a copy of this document. The above terms and conditions are hereby accepted and agreed to as of the date specified.
Accepted on behalf of the City of Lathrop.
Approved By:
Stephen J. Salvatore
City Manager, City of Lathrop
Date:
Approved as to For
Attest:
Salvador Navarrete
City Attorney, City of Lathrop
Date: 1//( 07, 1 -
Teresa Vargas
City Clerk/ Director of Government Services, City of Lathrop Date:
Library & Literacy Foundation for San Joaquin - Grant # 24- 0628 Page 6 of 7
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