HomeMy WebLinkAboutAgreement A-21-311 with Valley Regional Counties.pdfDISASTER CALFRESH PROGRAM
MEMORANDUM OF UNDERSTANDING (MOU)
VALLEY REGIONAL COUNTIES – MUTUAL AID PLAN
PROTOCOL FOR POST-DISASTER SUPPORT/SERVICES ACCOMMODATION
This Memorandum of Understanding (MOU) is made and entered into by and between the
Counties of Fresno, Kern, Kings, Madera, Mariposa, Merced, San Joaquin, San Luis Obispo,
Stanislaus, and Tulare (referred to collectively as “Mutual Aid Counties”).
1.Purpose
The purpose of the Valley Regional Counties of Human Services Mutual Aid Plan is to
support partner county human services agencies and their ability to maintain services in times
of disaster or other emergencies.
Participating counties in this MOU listed alphabetically:
•Fresno
•Kern
•Kings
•Madera
•Mariposa
•Merced
•San Joaquin
•San Luis Obispo
•Stanislaus
•Tulare
2.General Policy
The general policy provides that:
•Each county is responsible for the training of its personnel in the implementation of
this plan.
•Use of this plan is voluntary.
Mutual aid between counties will be for a specific, agreed upon period of time for each
emergency response related to operating a Disaster CalFresh Program. Counties agree to
provide up to fourteen (14) calendar days of mutual aid. The requesting Welfare Director, or
designee, may make special arrangements with the providing Welfare Director to continue
duty assignments of a mutual aid person for more than fourteen (14) calendar days.
This MOU does not prevent the Disaster County from seeking assistance from another
Mutual Aid County outside of this agreement.
Agreement No. 21-311
3.Term
This MOU shall become effective upon the date signed by each County’s Board of
Supervisors, or designee, and shall terminate on October 31, 2024. This MOU may be
extended for one additional twelve month period upon the written approval of all parties no
later than thirty (30) days prior to expiration.
4.Termination
A County’s participation in this MOU may be terminated at any time by the County, or its
Welfare Director or designee, upon giving thirty (30) days advance written notice of an intent
to terminate to the other parties. The termination of a County’s participation in this MOU
will not terminate this MOU as it relates to the remaining parties. This MOU may be
terminated upon the written agreement of all parties.
5.Definitions
a.“Mutual Aid Counties” means the counties that have entered into this MOU to provide
post-disaster recovery support in the event of a catastrophic disaster – either natural or
man-caused.
b.“Disaster Mutual Aid County” means the county is need of post-disaster support
assistance/services due to a catastrophic disaster. This county may also be referred to as
the Disaster County.
c.“Supporting Mutual Aid County” means the county providing the post-disaster support
assistance/services to a Disaster County. This county may also be referred to as the
Supporting County.
d.“Disaster CalFresh (D-CalFresh)” in California and Disaster Supplemental Nutrition
Assistance Program (D-SNAP) means the Federal post-disaster food assistance program.
The program is authorized by the Food Stamp Act of 1977, as amended, and the Robert
T. Stafford Disaster Relief and Emergency Assistance Act of 1988, administered by the
United States Department of Agriculture (USDA), Food and Nutrition Service (FNS).
e.“EBT” means the electronic benefits transfer system, which is the electronic issuance of
CalFresh and/or cash benefits to eligible households.
f.“CalFresh Program benefit issuance services” means any CalFresh/SNAP benefit
issuance disaster assistance program which the county is obligated to initiate/implement
during the aftermath of a disaster occurrence within the county’s jurisdiction.
g.“Catastrophic Disaster” means a Presidential Declaration for Individual Assistance has
been declared in the affected area.
6.Responsibilities of the Mutual Aid Counties
6.1. The Mutual Aid Counties (MAC) shall have the following shared responsibilities:
a.To immediately notify the other Mutual Aid County of any changes to the post-
disaster cross-county support activities/services that are set forth in this MOU.
Amendments to this MOU will only be effective when agreed to in writing by
all of the parties.
b.Establish the rules for invoking the protocol for post-disaster support
accommodation as agreed upon in this MOU.
c.Establish disaster security profiles to enable their designated disaster
employees to process the Mutual Aid County’s disaster applications.
d.To notify the other mutual aid counties of any changes to Key County Contacts
set forth in Exhibit A, attached hereto and by this reference incorporated
herein. It is understood that the contents of Exhibit A will change over time.
6.2 The Disaster County shall be responsible to invoke the protocol of the Mutual Aid
County post-disaster support/services accommodation process and:
a.Obtain approval for waivers of program policies that are specific to that catastrophic
disaster event from the appropriate Federal oversight agencies to include the Mutual
Aid County providing recovery services to the Disaster County under this MOU.
b.Create all public statement templates, which the Disaster County will be asking the
Supporting County to disseminate to the various broadcasting and news print media
in the Supporting County’s jurisdiction. Standard public statement templates shall
include:
i.The location of the disaster processing sites and the capacity of
computers/workstations,
ii.The dates and times when the disaster processing sites will be operating,
iii.The required documents needed to apply for the disaster assistance
programs, and
iv.The various methods of applying for the disaster assistance programs.
6.3 If possible, the Supporting County shall:
a.Be responsible to act upon the Disaster County’s request to implement the Mutual
Aid County protocol for disaster support/services accommodation process along
with other responsibilities as soon as administratively feasible, but no greater than
forty-eight (48) hours after receipt of the request.
b.In the event the Supporting County is unable to comply with any of the post-
disaster support/services that are negotiated in the MOU, the Supporting County
shall immediately inform the Disaster County of its inability to comply with the
specific terms of the MOU.
c.The Mutual Aid Counties agree that there will be no financial penalty upon that
Supporting County’s inability to comply with the specific post-disaster support /
services requested in this MOU.
6.4 The Disaster County acknowledges it shall be liable for all errors and overpayments
made by the Supporting County, and no claims or request for financial restitution shall
be made against the Supporting County.
6.5 The Disaster County will be responsible for submitting all required Federal, State or
local reports to the appropriate agency or agencies.
6.6 The Disaster County will be responsible for its own settlement and reconciliation.
6.7 Each Mutual Aid County acknowledges it shall be liable for bodily or personal injury or
death of any person, or loss of any property arising out of actions or inactions taken by
its own officer, agents, or employees.
7.Rules of Invoking the Protocol for Post-Disaster Support/Services Accommodation
7.1. In the event of a catastrophic disaster, the Mutual Aid Counties shall follow the rules of
invoking the protocol for post-disaster support/services accommodation which are:
a.Disaster County will submit a request for Disaster CalFresh Program (D-
CalFresh) implementation.
b.Upon authorization from the USDA-FNS to implement a D-CalFresh Program,
the Disaster County will conduct a full evaluation on the extent of damages from
the catastrophic disaster to assess the scope of assistance that will be needed from
the Supporting Mutual Aid Counties.
c.As soon as administrative feasible, the Disaster County notify the Supporting
Mutual Aid County by telephone, fax or email when post-disaster support services
or assistance are needed from the Supporting Mutual Counties:
i.The level of communication will be between the head or designee of
the agency overseeing the county’s Disaster CalFresh Program and the
head or designee(s) of the Supporting Mutual Aid County overseeing
the county’s CalFresh Program, with additional communications being
conducted between the appropriate county personnel who will have to
implement the agreed upon services as stated in this MOU. D-
CalFresh Program Mutual Aid County Contact information is set forth
in Exhibit A to this MOU;
ii.The initial communication shall include the county’s analysis of the
devastation, to the extent known the type of assistance support/services
the Disaster County is requesting from the Supporting County, and the
estimated time period the assistance support is needed. As conditions
change, the Disaster County can submit modified requests for
assistance;
iii.This initial communication will allow the Mutual Aid Counties to
internally prepare personnel for the additional support/services.
7.2. The Supporting County, may provide the following post-disaster support
services/activities as needed by the Disaster County.
a.Assistance with locating and securing lodging or shelter for Disaster County
employees;
b.Assistance with locating and procuring meals for Disaster County employees;
c.Assistance with transportation or travel cost reimbursement;
d.Technical Assistance which may include, but is not limited to assistance with
consortia system, ebtEDGE/EBT functionality access, security and password
changes, computer, laptop and connectivity assistance, and telephone and web
access assistance;
e.Up to ten (10) worksite locations which could be located at County district offices
or local assistance centers;
f.Personnel support – The Mutual Aid Counties agree the Disaster County shall be
responsible to reimburse all associated costs for personnel support provided by
Supporting County. Disaster County Personnel support services may include, but
are not limited to, the following:
i.On-site support to assist at the disaster response centers in the
Disaster County;
ii.All costs to transport, house and feed the personnel from the
Supporting County in the Disaster County;
iii.Virtual support to assist with the processing of on-line
applications, scanned applications/documents and/or EBT
demographic and benefit authorization files:
a)The Supporting County, if feasible, will assist the Disaster
County in processing its on-line or paper disaster
applications.
b)The Mutual Aid Counties agree the Supporting County
shall transmit the demographic and benefit authorization
files for all of the disaster applications that it processes to
the Disaster County’s EBT contractor.
c)Call Center Support – to assist with the processing of on-
line applications, scanned applications/documents and/or
EBT demographic and benefit authorization files, and will
assist callers in the Disaster County with answering general
questions about resources and D-CalFresh.
iv. The Supporting County is responsible to complete timesheets,
provide receipts and other verifications and other required
documents that are needed for the Disaster County to obtain FEMA
reimbursement for the Mutual Aid County assistance.
g.Technical support – The Mutual Aid Counties agree the Disaster County shall be
responsible to reimburse all associated costs for the technical support provided by
the Supporting County. Technical support services may include, but are not limited
to, the following:
i.Lending of Personal computer (PC) software and/or hardware;
ii.Issuance of the Disaster County’s disaster EBT cards;
iii.Issuance of the Disaster County’s disaster CalFresh benefits;
iv.On-line or batch set-up and benefit authorization;
v.Creation of “special” security profiles for Mutual Aid Counties
assignment to personnel (inquiry and update profiles).
vi.Training in how Supporting County assistance is to be delivered.
7.3 To the extent possible, the Mutual Aid Counties are to explore options of remote
assistance to avoid travel to the disaster zones and exposure to potential harm. Remote
assistance options may include:
a.Processing faxed, scanned, mailed or emailed disaster applications,
b.Using Skype or other forms telecommuting such as webinars and conference
calls to interview or meet,
c.Using Virtual Private Network accounts (VPN),
d.Using www.mybenefitscalwin.org or www.C4Yourself.com and
e.Working with the consortium to leverage technical capability when available
for remote Mutual Aid County assistance.
7.4 Prior to the end of the assigned application period, the Mutual Aid counties shall jointly
agree to an end date of the support activities.
IN WITNESS THEREOF, the Parties hereto have caused this Memorandum of Understanding to
be executed and attested by their proper offices thereunto duly authorized, as of the day and year
written.
Dated: ~l ,0\2..1 County of Fresn ".;1 / _
By ?-J ri-----S-te_v_e_~..,,._ra_n_d .... au-,-C~ha_i_n_n_an_o_f-th_e_
Attest:
Board of Supervisors of the
County of Fresno
Bernice E. Seidel
Clerk of the Board of Supervisors
County of Fresno, State of California
By: _...,_~~,...,A..,,.o~ ..... ,-~~~---
D~ty --0-
Dated: __________________________ County of Kern
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
Kern
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Dated: __________________________ County of Kings
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
Kings
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Dated: __________________________ County of Madera
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
Madera
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Dated: __________________________ County of Mariposa
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
Mariposa
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Dated: __________________________ County of Merced
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
Merced
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Dated: __________________________ County of San Joaquin
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
San Joaquin
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Dated: __________________________ County of San Luis Obispo
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
San Luis Obispo
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Dated: __________________________ County of Stanislaus
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
Stanislaus
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Dated: __________________________ County of Tulare
By: _______________________________
[FIRST & LASTNAME], Chairperson of
the Board of Supervisors of the County of
Tulare
Attest:
[NAME]
[TITLE]
By: _______________________________
[TITLE]
Exhibit A: Key County Contacts
Updated 3/17/21
Fresno County Primary Contact Back-up Contact
Name Delfino Neira Linda Du’Chene
Title Director Deputy Director
Address Mail Stop 109
PO Box 1912,
Fresno, CA 93718-1912
Mail Stop 109A
PO Box 1912,
Fresno, CA 93718-1912
Desk Phone # (559) 600-2301 (559) 600-2875
Back-up # n/a n/a
Email dneira@fresnocountyca.gov LDuchene@fresnocountyca.gov
MOU Contact Director (if not already included)
Name Cindy Cao See Primary
Title Staff Analyst
Address 205 W. Pontiac Way
Clovis, CA 93612
Desk Phone # (559)600-5410
Back-up# (559) 600-2300
Email ccao@fresnocountyca.gov
Kern County Primary Contact Back-up Contact
Name Martha Esparza
Title Assistant Program Director
Address
Desk Phone # 661-873-2823
Back-up #
Email esparzm@kerndhs.com
MOU Contact Director (if not already included)
Name
Title
Address
Desk Phone #
Back-up#
Email
Exhibit A: Key County Contacts
Updated 3/17/21
Kings County Primary Contact Back-up Contact
Name Brandon Moreno Aime Hernandez
Title Program Specialist Program Manager
Address 1400 W Lacey Blvd Bldg 8,
Hanford, CA 93230
1400 W Lacey Blvd Bldg 8
Hanford, CA 93230
Desk Phone # 559-852-2232 559-852-4254
Back-up #
Email Brandon.Moreno@co.kings.ca.us Aime.Hernandez@co.kings.ca.us
MOU Contact Director (if not already included)
Name Brandon Moreno Sanja K. Bugay
Title Program Specialist Director
Address 1400 W Lacey Blvd Bldg 8,
Hanford, CA 93230
1400 W Lacey Blvd Bldg 12,
Hanford, CA 93230
Desk Phone # 559-852-2232 559-852-2200
Back-up#
Email Brandon.Moreno@co.kings.ca.us Sanja.Bagay@co.kings.ca.us
Madera County Primary Contact Back-up Contact
Name Carmen Noval-Martinez Steve Duckworth
Title Program Manager Deputy Director
Address PO BOX 569
Madera, CA 93639
PO BOX 569
Madera, CA 93639
Desk Phone # 559-675-2364 559-675-2374
Back-up #
Email Carmen.noval@maderacounty.com Steve.duckworth@maderacounty.com
MOU Contact Director (if not already included)
Name Raeanne Jain Deborah Martinez
Title Administrative Analyst Director
Address PO BOX 569
Madera, CA 93639
PO BOX
Madera, CA 93639
Desk Phone # 559-675-7845 559-675-7841
Back-up#
Email Raeanne.Jain@maderacounty.com Deborah.Martinez@maderacounty.com
Exhibit A: Key County Contacts
Updated 3/17/21
Mariposa County Primary Contact Back-up Contact
Name Launa Gann Alicia Finley
Title Program Manager Eligibility Specialist Supervisor
Address 5362 Lemee Lane
PO Box 99
Mariposa, CA 95338
5362 Lemee Lane
PO Box 99
Mariposa, CA 95338
Desk Phone # (209)742-0913 (209)742-0843
Back-up # (209)347-7030 (209)347-6033
Email lgann@mariposacounty.org afinley@mariposacounty.org
MOU Contact Director (if not already included)
Name Dumile Wilson Shannon Gadd
Title Administrative Analyst I Director
Address 5362 Lemee Lane,
PO Box 99
Mariposa, CA 95338
5362 Lemee Ln
PO Box 99
Mariposa, CA 95338
Desk Phone # 209-742-0971 (209)742-0892
Back-up# 209-628-8173 (209)742-0961
Email dwilson@mariposacounty.org sgadd@mariposacounty.org
Merced County Primary Contact Back-up Contact
Name Lupe Cisneros Mary Ellen Arana
Title Program Manager Deputy Director
Address 2115 Wardrobe Ave
P.O. Box 112
Merced, CA 95341
2115 Wardrobe Ave
P.O. Box 112
Merced, CA 95341
Desk Phone # (209) 385-3000 ext. 5301 (209) 385-3000 ext. 5455
Back-up #
Email Lcisneros@countyofmerced.com MaryEllen.Arana@countyofmerced.com
MOU Contact Director (if not already included)
Name Michelle Smith Yvonnia Brown
Title Staff Services Analyst Director
Address 2115 Wardrobe Ave
P.O. Box 112
Merced, CA 95341
2115 Wardrobe Ave
P.O. Box 112
Merced, CA 95341
Desk Phone # (209) 385-3000 ext. 5262 (209) 385-3000 ext. 5300
Back-up#
Email Michelle.Smith2@countyofmerced.com Yvonnia.Brown@countyofmerced.com
Exhibit A: Key County Contacts
Updated 3/17/21
San Joaquin County Primary Contact Back-up Contact
Name Audrey Mathers Melissa Mullin
Title Management Services
Administrator
HSA Staff Analyst
Address San Joaquin County Human
Services Agency
102 S. San Joaquin St.
Stockton, CA 95202
San Joaquin County Human
Services Agency
102 S. San Joaquin St.
Stockton, CA 95202
Desk Phone # (209) 468-1798 (209) 468-2043
Back-up # (209) 468-1000 (209) 468-1000
Email amathers@sjgov.org mmullin@sjgov.org
MOU Contact Director (if not already included)
Name Audrey Mathers Chris Woods
Title Management Services
Administrator
Director
Address San Joaquin County Human
Services Agency
102 S. San Joaquin St.
Stockton, CA 95202
San Joaquin County Human
Services Agency
102 S. San Joaquin St.
Stockton, CA 95202
Desk Phone # (209) 468-1798 (209) 468-1157
Back-up# (209) 468-1000 (209) 468-1156
Email amathers@sjgov.org cwoods@sjgov.org
San Luis Obispo County Primary Contact Back-up Contact
Name Robb Koch Emma Caballero
Title Program Manager Program Review Specialist
Address 3433 South Higuera ST
PO Box 8119
San Luis Obispo CA 93403
3433 South Higuera ST
PO Box 8119
San Luis Obispo CA 93403
Desk Phone # 805-781-1895 805-781-1885
Back-up # 805-471-9395 805-781-1800
Email rkoch@co.slo.ca.us ecaballero@co.slo.ca.us
MOU Contact Director (if not already included)
Name Devin Drake
Title
Address 3433 South Higuera ST
PO Box 8119
San Luis Obispo CA 93403
Desk Phone # 805-781-1834
Back-up# 805-310-2747
Email ddrake@co.slo.ca.us
Exhibit A: Key County Contacts
Updated 3/17/21
Stanislaus County Primary Contact Back-up Contact
Name Kathryn Harwell Deliah Vasquez
Title Director StanWORKs Asst. Director
Address 251 E. Hackett Road
Modesto, CA 95358
251 E. Hackett Road
Modesto, CA 95358
Desk Phone # (209) 558-2500 (209) 558-2540
Back-up # (209) 558-2505 (209)558-2500
Email harwellK@stancounty.com Vasqude@stancounty.com
MOU Contact Director (if not already included)
Name
Title
Address
Desk Phone #
Back-up#
Email
Tulare County Primary Contact Back-up Contact
Name Idalia Gonzalez Anita Suarez
Title CalFresh Program Specialist II Unit Manager- Change
Management, Program Policy, and
Training
Address 4031 W. Noble Ave,
Visalia CA 93277
4031 W. Noble Ave,
Visalia CA 93277
Desk Phone # 559-623-0142 559-623-0240
Back-up # 559-972-4017 559-731-8813
Email IGonzale@tularecounty.ca.gov ASuarez@tularecounty.ca.gov
MOU Contact Director (if not already included)
Name Vienna Barnes Anita Ortiz
Title Human Services Deputy Director Human Services Director
Address 5957 S. Mooney Blvd
Visalia CA 93277
5957 S. Mooney Blvd
Visalia CA 93277
Desk Phone # 559-624-8073 559-624-8087
Back-up# 559-690-0421 559-624-8075
Email VBarnes@tularecounty.ca.gov AOrtiz2@tularecounty.ca.gov