HomeMy WebLinkAbout23-24 MOU for CDBG Social Services.pdf M-23-695
1 MEMORANDUM OF UNDERSTANDING
2
3 This MEMORANDUM OF UNDERSTANDING, herein referred to as MOU, made this
4 1st day of September 2023, by and between the DEPARTMENT OF PUBLIC WORKS
5 AND PLANNING, hereinafter referred to as the Department, and the DEPARTMENT OF SOCIAL
6 SERVICES, hereinafter referred to as DSS, both separate departments of the COUNTY OF
7 FRESNO.
8 WITNESSETH
9 WHEREAS, the Department is responsible for administering and implementing the Federal
10 Community Development Block Grant (CDBG) Program activities for the County of Fresno, in
11 accordance with the provisions of Title I of the Housing and Community Development Act of 1974,
12 as amended, and the laws of the State of California; and
13 WHEREAS, the U.S. Department of Housing and Urban Development (HUD) has made
14 CDBG Program funding available to the County for eligible public service activities; and
15 WHEREAS, on May 9, 2023, the County Board of Supervisors approved the 2023-2024
16 Annual Action Plan which allocated CDBG funding to social services agencies to carry out eligible
17 public services activities; and
18 WHEREAS, on August 10, 2021, the County Board of Supervisors executed agreements
19 with three (3) social services agencies for program years 2021-2022, 2022-2023 and 2023-2024;
20 and
21 WHEREAS, CDBG funds in the amount of$128,526 have been made available to DSS for
22 its social services program activities that begin September 1, 2023, and end August 31, 2024; and
23 WHEREAS, DSS social services programs meet the eligibility requirement of the CDBG
24 Program, as described in the Code of Federal Regulations (CFR) Title 24, Part 570.201(e) - Public
25 Services, as public service activities; and
26 WHEREAS, DSS social services programs meet the national objective of the CDBG
27 Program, 24 CFR, Part 570.208(2) - Limited Clientele, by providing activities that benefit a limited
28 clientele, of whom at least fifty one percent (51%) are low- to moderate-income persons or whom
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1 are generally presumed to be principally low- to moderate-income persons as described at 24 CFR,
2 Part 570.208 (a) (2); and
3 WHEREAS, DSS social services programs are consistent with the objectives of the Fresno
4 County Consolidated Plan and the Annual Action Plan.
5 NOW THEREFORE, in consideration of their mutual promises as hereinafter set forth, the
6 parties agree as follows:
7 I. AGENCY, PROGRAM, AND ACTIVITY DESCRIPTION
8 A. The Board of Supervisors approved the following three (3) agencies to receive
9 CDBG funding for the 2023-2024 program year.
10 A list of each agency, the program title and a description of the activity follow:
11 1. Marjaree Mason Center—The Rural Services and Advocacy Project
12 will provide comprehensive domestic violence services for victims in CDBG participating cities and
13 unincorporated areas of Fresno County. The scope of work includes six categories of services. 1)
14 Shelter: Emergency shelter options via hotel/motel vouchers. 2) Therapy: Individual and group
15 counseling. 3) Legal Assistance and Advocacy: The victim advocate will offer legal assistance,
16 including mobile advocacy, one-on-one assistance with protective orders, court accompaniment,
17 transportation to and from court and referrals to other legal services for complex cases. 4) Intensive
18 Case Management: Case managers will work with clients to develop a case plan to address their
19 social, emotional, economic, and physical needs. 5) Education Programs: Workshops offered
20 through the Rural Advocacy Program will include group classes such as Healthy Lifestyles and
21 Nurturing Parent, as well as one-on-one services. 6) Childcare: Clients will have access to childcare
22 while receiving services through the enrichment center.
23 2. The Boys and Girls Club of Fresno County —The project will target
24 youth in Del Rey, Sanger and Selma through the "Beat the Streets" program. The supervised and
25 structured recreational and educational components of the program include the following programs.
26 1) Triple Play: Sports and recreational programs are offered at each club with access to playing
27 fields, gymnasiums and game rooms with foosball, pool tables and board games. 2) SMART Moves:
28 Skills Mastery and Resistance Training (SMART) will teach youth how to avoid at-risk behaviors
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1 including drug and alcohol prevention and developing gang resistance skills. 3) Power Hour: After
2 school mentoring and homework help. Youth will be able to bring in their homework and use the
3 computer lab to research and complete assignments. Each club has library books available to the
4 youth and provides literacy and reading assistance from staff.
5 3. Westside Youth, Inc. —The agency, at its Westside Youth Center
6 located in Mendota, will provide a spectrum of services including recreational activities, workshops
7 on gang awareness, substance abuse counseling, computer classes, tutoring, and reading support.
8 The scope of work includes three program areas. 1) Educational activities will include tutoring,
9 reading support, and computer labs. 2) Recreational activities will include organized sports, such as
10 soccer, wrestling and cheer, and indoor activities that include table games and weight training. 3)
11 Supportive services will include public health awareness education such as gang and substance
12 abuse prevention, anger management training, food and school supplies distribution, and community
13 presentations.
14 II. USE OF CDBG FUNDS
15 CDBG funds may be used by the contracting social service agencies to pay for labor,
16 supplies, and materials directly related to carrying out the social services program activities as
17 described in Section I of this MOU. Payment to the contracting agencies for services provided will be
18 on a reimbursement basis for actual costs and must be accompanied with supporting
19 documentation.
20 III. LOCATION OF SERVICES AND ELIGIBILITY REQUIREMENTS
21 The social services program activities shall be located and carried out within Fresno
22 County and shall specifically serve residents of the County's Urban County CDBG program area.
23 This area is defined as the unincorporated area and partner cities of Fowler, Kerman, Kingsburg,
24 Mendota, Reedley, Sanger and Selma.
25 A minimum of fifty-one percent (51%) of Fresno County residents receiving each of
26 the services under this MOU shall have actual or presumed incomes that do not exceed the low- to
27 moderate-income limits for Fresno County, as defined annually by the Department of Housing and
28 Urban Development (HUD). The current maximum income limits for Fresno County, adjusted by
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1 family size, is set forth in Exhibit "A", attached hereto and incorporated herein by reference. The
2 Department's Community Development Division, upon receipt of annual income information from
3 HUD, will provide updated maximum income limit information to DSS, who in turn will provide this
4 information to the three (3) contracted agencies so that they may comply with required data
5 collection for reporting to HUD.
6 IV. OBLIGATIONS OF THE DEPARTMENT
7 A. The Department shall provide up to, but not more than $128,526 in CDBG
8 funds to DSS for its social services programs for the program year 2023-2024 on a reimbursable
9 basis.
10 B. The Department's Community Development Division shall advise DSS of any
11 information that may affect the CDBG-funded social services program activities.
12 C. The Department's Community Development Division shall pre-approve all
13 requests submitted by DSS for reimbursement of services provided under this MOU and for
14 purchase of capital equipment by a social services program. Capital equipment shall be considered
15 to include all items purchased with CDBG funds which have a single unit cost in excess of$5,000.00
16 including sales tax and have a useful life of more than one (1) year.
17 D. The Department's Community Development Division shall be responsible for
18 the oversight and fiscal management of the CDBG draws from the Federal Treasury completed to
19 reimburse the County for payments made by DSS to agencies for the social services programs.
20 E. The Department shall be responsible for creating, maintaining, and closing at
21 project completion, a database record for each Social Service agency funded with 2023-2024 CDBG
22 funds in HUD's Integrated Disbursement and Information System (IDIS).
23 F. The Department shall be responsible for all reporting to HUD in accordance
24 with CDBG Program requirements and will input Monthly Activity Reports and annual
25 accomplishments data into HUD's IDIS. Monthly Activity Report data shall be input into IDIS on a
26 quarterly basis no later than January 15, 2024, April 15, 2024, July 15, 2024 and October 15, 2024,
27 and annual accomplishments data shall be input into IDIS no later than August 15, 2024.
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I V. OBLIGATIONS OF THE DEPARTMENT OF SOCIAL SERVICES
2 A. DSS shall create and retain a file for each agency receiving Community
3 Development Block Grant funds. Files must be made available for periodic routine Department and
4 HUD monitoring, and must include the following documentation:
5 i. Grant application;
6 ii. Agency description and description of program being funded;
7 iii. Copy of applicable Federal citation as proof that the activity is eligible
8 and meets a National objective;
9 iv. Location of services being provided;
10 V. Description of program beneficiaries, including income levels and type
11 of clients, i.e. seniors, handicapped, etc.;
12 vi. Environmental clearance;
13 vii. Monthly billings; and
14 viii. Monthly Activity Reports.
15 B. DSS shall develop and administer the County's contracts with the social
16 services agencies identified in this MOU to perform the activities described in Section I of this MOU.
17 A draft contract prototype was reviewed by the Department's Community Development Division prior
18 to execution to ensure that current Federal program requirements are included. DSS agrees to
19 comply with the requirements of 24 CFR 570, except that DSS shall not assume the Department's
20 responsibility for initiating the review process under the provisions of 24 CFR 52. DSS shall also
21 comply with, and shall ensure that the social services agencies comply with, all applicable State and
22 Federal laws and regulations governing projects that utilize Federal funds, including the
23 requirements of 24 CFR 84 and 2 CFR 230.
24 C. DSS shall be responsible for obtaining CEQA and NEPA environmental
25 clearances for each project.
26 D. DSS staff shall be responsible for distribution of any required information to
27 applicable agency personnel and internal personnel working on CDBG-funded social services
28 programs. DSS shall also advise the Department's Community Development Division, in writing, of
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1 any potential conflict with Federal regulations.
2 E. DSS shall keep accurate and detailed records of the clients receiving services
3 under this MOU as a result of the Agency's receipt of CDBG funding. The records shall include: the
4 number of clients being served, household income data and race/ethnicity data as defined by HUD
5 and listed in the Monthly Activity Report, as set forth in Exhibit "B", attached hereto and incorporated
6 herein by reference. Records shall also include any other information that may be necessary for
7 compliance with HUD reporting requirements for projects utilizing Federal funds.
8 F. DSS staff shall collect a completed Activity Report, containing data as defined
9 by HUD and listed in the Monthly Activity Report, from social services agencies identified in this
10 MOU. The Activity Report shall be collected monthly and DSS shall provide the completed Activity
11 Reports to the Department within 30 days after the end of each month.
12 G. DSS shall collect annual accomplishments data from each Social Service
13 agency funded with 2023-2024 CDBG funds and submit the annual accomplishments data to the
14 Department's Community Development Division. The final report collected from each agency shall
15 include a compilation of information for all clients served during the agreement period and a
16 summary of overall accomplishments. DSS shall keep the reports in each project file and will use
17 this information for monitoring and reporting compliance as required by HUD.
18 H. DSS shall submit all requests for approval to purchase capital equipment by a
19 social services program to the Department's Community Development Division for review prior to
20 approval by DSS. The Department's Community Development Division shall review the proposed
21 purchase of capital equipment and provide a written determination of whether the proposed
22 purchase of capital equipment complies with CDBG regulations.
23 I. DSS shall submit reimbursement requests to the Department's Community
24 Development Division on a monthly basis via an Interdepartmental Journal Voucher. The
25 reimbursement request shall include supporting financial documentation of the CDBG-funded social
26 services provided during that month, and copies of the completed Monthly Activity Reports for the
27 period(s) during which costs were incurred. The monthly reimbursement request must be for actual
28 costs. It shall include all monthly charges and shall indicate the remaining balance of funds for each
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1 social services program funded by the CDBG Program.
2 J. DSS shall have a duly authorized representative approve each Request for
3 Reimbursement and Journal Voucher. The authorized representative's signature certifies that the
4 services were performed as documented, and reimbursement requests represent actual costs. The
5 Department's Community Development Division shall confirm via e-mail to DSS stating that this
6 condition has been met.
7 K. DSS shall provide to the Department's Community Development Division, in
8 writing, the name(s) of DSS staff duly authorized to act as representatives of DSS in administering
9 the requirements of this MOU.
10 L. DSS shall submit all correspondence and notices relative to this MOU to the
11 Department's Community Development Division, Attention: Division Manager, Community
12 Development Division (Stop #213), electronically to the Department's duly authorized representative,
13 or to:
14 Community Development Grants
County of Fresno
15 Department of Public Works and Planning
Community Development Division
16 2220 Tulare Street, 8th Floor
Fresno, CA 93721
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18 V1. PAYMENT FOR THE PROGRAM
19 A. The total amount of CDBG funds to be expended for DSS social services
20 programs as described in Section I shall not exceed the total sum of$128,526. The following social
21 services agencies and the individual CDBG funding allocations are as follows:
22
1. Boys and Girls Clubs of Fresno County $ 42,842
23 2. Marjaree Mason Center, Inc. $ 42,842
3. Westside Youth, Inc. $ 42,842
24 TOTAL $128,526
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26 B. DSS shall review payment requests from the three (3) contracted agencies
27 prior to payment, to ensure that such requests represent actual costs. Copies of these payment
28 requests, signed by a representative of DSS, shall be submitted to the Department.
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1 C. Requests for payment shall be submitted monthly to the Department's
2 Community Development Division via an Interdepartmental Journal Voucher.
3 D. Requests for payment shall include supporting financial documentation
4 including a summary of charges for each social service program for which DSS is seeking
5 reimbursement and copies of the completed Monthly Activity Reports for the period(s) during which
6 costs were incurred.
7 E. DSS shall not complete an internal transfer of funds prior to receiving pre-
8 approval from the Department's Community Development Division.
9 F. The Department's Community Development Division shall pre-approve
10 requests for payment documented with all supporting documentation.
11 G. Unexpended funds remaining after completion of the program, and the final
12 request for payment, shall be retained by the County's CDBG Program. The final request for
13 payment must be presented to the Department's Community Development Division by November
14 15, 2024.
15 H. The monthly request for payment and supporting documentation shall be sent
16 to the Department's Community Development Division, Attention: Division Manager, Community
17 Development Division (Stop 213), electronically to the Department's duly authorized representative,
18 or to:
19 Community Development Grants
County of Fresno
20 Department of Public Works and Planning
Community Development Division
21 2220 Tulare Street, 8th Floor
Fresno, CA 93721
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23 I. The Department's Community Development Division shall not be obligated to
24 approve any payment for program activities provided under this MOU if the request for payment is
25 submitted by DSS after November 15, 2024. An extension to this date may be granted by the
26 Director of the Department of Public Works and Planning prior to the deadline if DSS can
27 demonstrate just cause for the delay.
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1 VI 1. RETENTION OF RECORDS
2 Records pertaining to the social services program activities shall be retained for a
3 period of at least five (5) years following completion of the activity and closure of the activity in IDIS,
4 or the closure of all other pending matters, whichever is later. The records shall be made available at
5 all reasonable times for inspection by the County of Fresno, the Comptroller General of the United
6 States, and to HUD (or any of its authorized representatives), to audit, examine, and make excerpts
7 or transcripts of all relevant data. Any deficiencies noted in audit findings must be fully cleared by
8 DSS within thirty (30) days after receipt by DSS.
9 VIII. MODIFICATIONS
10 A. Any modifications to this MOU, requested from time to time either by DSS or
11 the Department, may only be effective if mutually agreed upon in writing by duly authorized
12 representatives of the parties hereto and shall not, in any way, affect the remainder. This MOU shall
13 not be modified or amended except by such writing.
14 B. DSS shall notify the Department's Community Development Division in writing
15 thirty (30) days prior to any modification to services or procedures affecting the services provided for
16 as outlined in this MOU. Modifications and/or amendments shall require prior written authorization
17 from both the Director of the Department of Public Works and Planning or his/her designee and the
18 Director of DSS or his/her designee.
19 IX. TIME OF PERFORMANCE
20 Notwithstanding the date of execution of the MOU, it shall be effective on September
21 1, 2023, and performance shall be fully completed by August 31, 2024.
22 X. TERMINATION
23 Either party may terminate this MOU at any time by giving the other party a sixty (60)
24 day advance written notice of any intention to terminate.
25 XI. BREACH OF AGREEMENT
26 In the event one party fails to comply with any of the terms of this MOU, the other
27 party shall immediately be relieved of its obligations as provided herein.
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1 XI I. RELATIONSHIP OF PARTIES
2 It is understood that this MOU is by and between two (2) separate departments of the
3 County of Fresno and is not intended to and shall not be construed to create a relationship of agent,
4 servant, employee, partnership, joint venture or association.
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1 IN WITNESS WHEREOF, the parties have executed this MOU on the date set forth above.
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COUNTY OF FRESNO
4 DEPARTMENT OF PUBLIC WORKS PLANNING
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6 , 2
BY: DATE:
7 Steven E. White, Director
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COUNTY OF FRESNO
10 DEPARTMENT OF SOCIAL SERVICES
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BY: DATE:
13 Sa a uga , Director
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Department of Public Works and Planning Department of Social Services
20 Fund No.: 0001 Fund No.: 0001
21 Subclass No.: 10000 Subclass No.: 10000
Budget No.: 7205 Organization: 56107001
Account No.: 7312 Account/Program: 5990/0
22 Activity Code: 7219
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28 June 6,2023
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Exhibit A
Maximum Annual Income Limits for Fresno County
by Family Size
Effective June 15, 2023
Family Size Maximum Income Limit
1 person $46,200
2 persons $52,800
3 persons $59,400
4 persons $65,950
5 persons $71,250
6 persons $76,550
7 persons $81,800
8 or more $87,100
*Income Limits are updated periodically by HUD.
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G:\7205ComDev\Agendas-Agreements\MOUs\County Departments MOU\2023\Social Services MOU-Exhibit A-23.doc
June 7,2023
Exhibit B
County of Fresno
Project Outcome Measurement Report
Social Service Agency Name:
Project #: Project Name:
The County of Fresno is required to submit information annually on each project funded
with Community Development Block Grant (CDBG) funds, per U.S. Department of
Housing and Urban Development (HUD) guidelines. As a recipient of CDBG funds from
the County, you are required to provide the following information:
1. Years Reported: July 1, 20 through June 30, 20
Project in Progress ❑ Project Complete ❑
(Report on only the current project year) (Report on entire project period —all years)
2. Enter the persons assisted that:
a. Now have new access to this service or benefit:
or N/A
(New access to a service or benefit is when a service is offered for the first time.)
b. Now have improved access to this service or benefit:
or N/A
(Improved access to a service is when a service was offered, but the CDBG funding
allowed the grantee to expand the service, in terms of size, capacity or location.)
C. Have access to a service that is no longer substandard:
or N/A
(A service or benefit is no longer substandard when the CDBG funding was used to meet
a quality standard, or to measurably improve the quality of service provided.)
(Note: The number of persons listed for a, b, and c, must equal the total number of persons listed
in question 3.)
3. Total number of persons assisted:
4. If project provides an overnight shelter, or other emergency housing, enter the
total number of beds created as a result of CDBG funding: or N/A
5. Please describe the accomplishments made on this project in the past year.
If the project has been completed, please describe the project's overall
accomplishments.
Exhibit B (continued)
County of Fresno
Project Outcome Measurement Report
6. Enter the number of persons assisted by income level, race and ethnicity. The
total number of persons must equal the number of persons listed in question 3.
Use the chart below to determine income level classification:
Income Level Classifications by Family Size
As Determined by HUD as of June 15, 2023
Family Extremely
Size Low Low Income Moderate Income
Income
1 person 0-$17,350 $17,351-$28,900 $28,901-$46,200
2 persons 0-$19,800 $19,801-$33,000 $33,001-$52,800
3 persons 0-$22,300 $22,301-$37,150 $37,151-$59,400
4 persons 0-$24,750 $24,751-$41,250 $41,251-$65,950
5 persons 0-$26,750 $26,751-$44,550 $44,551-$71,250
6 persons 0-$28,750 $28,751-$47,850 $47,851-$76,550
7 persons 0-$30,700 $30,701-$51,150 $51,151-$81,800
8 or more 0-$32,700 $32,701-$54,450 $54,451-$87,100
a. Income Level # Persons
Extremely Low
Low
Moderate
b. Race Ethnicity
Total # Persons
# Persons Hispanic
White
Black or African American
Asian
American Indian/Alaskan Native
Native Hawaiian/Other Pacific Islander
Amer. Indian/Alaskan Native & White
Asian and White
Black/African American and White
Amer. Indian/Alaskan Native & Black
Other Multi-Racial
Form Completed By:
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G:\7205ComDev\—Agendas-Agreements\MOUs\County Departments MOU\2023\Social Services MOU-Exhibit B-23.doc
June 6,2023