HomeMy WebLinkAboutM-24-729 - CDBG MOU with PWP 24-25 Signed.pdf M-24-729
1 MEMORANDUM OF UNDERSTANDING
2
3 This MEMORANDUM OF UNDERSTANDING, herein referred to as MOU, made this
4 8th day of July , 2025, by and between the DEPARTMENT OF PUBLIC
5 WORKS AND PLANNING, hereinafter referred to as the Department, and the DEPARTMENT OF
6 SOCIAL SERVICES, hereinafter referred to as DSS, both separate departments of the COUNTY
7 OF 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 June 18, 2024, the County Board of Supervisors approved the 2024-2025
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, on August 20, 2024, the County Board of Supervisors amended the previously
22 executed agreements to include the provision of social services program activities in program year
23 2024-2025; and
24 WHEREAS, CDBG funds in the amount of$154,231 have been made available to DSS for
25 its social services program activities that begin September 1, 2024, and end August 31, 2025; and
26 WHEREAS, DSS social services programs meet the eligibility requirement of the CDBG
27 Program, as described in the Code of Federal Regulations (CFR) Title 24, Part 570.201(e) - Public
28 Services, as public service activities; and
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1 WHEREAS, DSS social services programs meet the national objective of the CDBG
2 Program, 24 CFR, Part 570.208(2) - Limited Clientele, by providing activities that benefit a limited
3 clientele, of whom at least fifty-one percent (51%) are low- to moderate-income persons or whom
4 are generally presumed to be principally low- to moderate-income persons as described at 24 CFR,
5 Part 570.208 (a) (2); and
6 WHEREAS, DSS social services programs are consistent with the objectives of the Fresno
7 County Consolidated Plan and the Annual Action Plan.
8 NOW THEREFORE, in consideration of their mutual promises as hereinafter set forth, the
9 parties agree as follows:
10 I. AGENCY, PROGRAM, AND ACTIVITY DESCRIPTION
11 A. The Board of Supervisors approved the following three (3) agencies to receive
12 CDBG funding for the 2024-2025 program year, in the total amount of$128,526. Funding for social
13 services program activities was included in the 2024-2025 Annual Action Plan set-aside for Public
14 Services, and shall be allocated between the three (3) agencies as described in Section VI.
15 A list of each agency, the program title and a description of the activity follow:
16 1. Marjaree Mason Center—The Rural Services and Advocacy Project
17 will provide comprehensive domestic violence services for victims in CDBG participating cities and
18 unincorporated areas of Fresno County. The scope of work includes six categories of services. 1)
19 Shelter: Emergency shelter options via hotel/motel vouchers. 2) Therapy: Individual and group
20 counseling. 3) Legal Assistance and Advocacy: The victim advocate will offer legal assistance,
21 including mobile advocacy, one-on-one assistance with protective orders, court accompaniment,
22 transportation to and from court and referrals to other legal services for complex cases. 4) Intensive
23 Case Management: Case managers will work with clients to develop a case plan to address their
24 social, emotional, economic, and physical needs. 5) Education Programs: Workshops offered
25 through the Rural Advocacy Program will include group classes such as Healthy Lifestyles and
26 Nurturing Parent, as well as one-on-one services. 6) Childcare: Clients will have access to childcare
27 while receiving services through the enrichment center.
28 2. The Boys and Girls Club of Fresno County—The project will target
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1 youth in Del Rey, Sanger and Selma through the "Beat the Streets" program. The supervised and
2 structured recreational and educational components of the program include the following programs.
3 1) Triple Play: Sports and recreational programs are offered at each club with access to playing
4 fields, gymnasiums and game rooms with foosball, pool tables and board games. 2) SMART Moves:
5 Skills Mastery and Resistance Training (SMART)will teach youth how to avoid at-risk behaviors
6 including drug and alcohol prevention and developing gang resistance skills. 3) Power Hour: After
7 school mentoring and homework help. Youth will be able to bring in their homework and use the
8 computer lab to research and complete assignments. Each club has library books available to the
9 youth and provides literacy and reading assistance from staff.
10 3. Westside Youth, Inc. —The agency, at its Westside Youth Center
11 located in Mendota, will provide a spectrum of services including recreational activities, workshops
12 on gang awareness, substance abuse counseling, computer classes, tutoring, and reading support.
13 The scope of work includes three program areas. 1) Educational activities will include tutoring,
14 reading support, and computer labs. 2) Recreational activities will include organized sports, such as
15 soccer, wrestling and cheer, and indoor activities that include table games and weight training. 3)
16 Supportive services will include public health awareness education such as gang and substance
17 abuse prevention, anger management training, food and school supplies distribution, and community
18 presentations.
19 B. DSS will also receive CDBG funds in the amount of$25,705, for estimated
20 costs to administer the social services programs receiving CDBG funding. Funding for social
21 services program administration is included in the 2024-2025 Annual Action Plan set-aside for
22 CDBG General Administration.
23 11. USE OF CDBG FUNDS
24 CDBG funds may be used by the contracting social service agencies to pay for labor,
25 supplies, and materials directly related to carrying out the social services program activities as
26 described in Section I of this MOU. Payment to the contracting agencies for services provided will be
27 on a reimbursement basis for actual costs and must be accompanied with supporting
28 documentation.
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1 III. LOCATION OF SERVICES AND ELIGIBILITY REQUIREMENTS
2 The social services program activities shall be located and carried out within Fresno
3 County and shall specifically serve residents of the County's Urban County CDBG program area.
4 This area is defined as the unincorporated area and partner cities of Fowler, Kerman, Kingsburg,
5 Mendota, Orange Cove, Reedley, Sanger and Selma.
6 A minimum of fifty-one percent (51%) of Fresno County residents receiving each of
7 the services under this MOU shall have actual or presumed incomes that do not exceed the low- to
8 moderate-income limits for Fresno County, as defined annually by the Department of Housing and
9 Urban Development (HUD). The current maximum income limits for Fresno County, adjusted by
10 family size, is set forth in Exhibit "A", attached hereto and incorporated herein by reference. The
11 Department's Community Development Division, upon receipt of annual income information from
12 HUD, will provide updated maximum income limit information to DSS, who in turn will provide this
13 information to the three (3) contracted agencies so that they may comply with required data
14 collection for reporting to HUD.
15 IV. OBLIGATIONS OF THE DEPARTMENT
16 A. The Department shall provide up to, but not more than $154,231 in CDBG
17 funds to DSS for its social services programs for the program year 2024-2025 on a reimbursable
18 basis.
19 B. The Department's Community Development Division shall advise DSS of any
20 information that may affect the CDBG-funded social services program activities.
21 C. The Department's Community Development Division shall pre-approve all
22 requests submitted by DSS for reimbursement of services provided under this MOU and for
23 purchase of capital equipment by a social services program. Capital equipment shall be considered
24 to include all items purchased with CDBG funds which have a single unit cost in excess of$5,000
25 including sales tax and have a useful life of more than one (1) year.
26 D. The Department's Community Development Division shall be responsible for
27 the oversight and fiscal management of the CDBG draws from the Federal Treasury completed to
28 reimburse the County for payments made by DSS to agencies for the social services programs.
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1 E. The Department shall be responsible for creating, maintaining, and closing at
2 project completion, a database record for each social service agency funded with 2024-2025 CDBG
3 funds in HUD's Integrated Disbursement and Information System (IDIS).
4 F. The Department shall be responsible for all reporting to HUD in accordance
5 with CDBG Program requirements and will input Monthly Activity Reports and annual
6 accomplishments data into HUD's IDIS. Annual accomplishments data for program year 2024-2025,
7 covering services provided by social service agencies through June 30, 2025, shall be input into
8 IDIS no later than August 15, 2025.
9 V. OBLIGATIONS OF THE DEPARTMENT OF SOCIAL SERVICES
10 A. DSS shall create and retain a file for each agency receiving Community
11 Development Block Grant funds. Files must be made available for periodic routine Department and
12 HUD monitoring, and must include the following documentation:
13 i. Grant application;
14 ii. Agency description and description of program being funded;
15 iii. Copy of applicable Federal citation as proof that the activity is eligible
16 and meets a National objective;
17 iv. Location of services being provided;
18 V. Description of program beneficiaries, including income levels and type
19 of clients, i.e. seniors, handicapped, etc.;
20 vi. Environmental clearance;
21 vii. Monthly billings; and
22 viii. Monthly Activity Reports.
23 B. DSS shall develop and administer the County's contracts with the social
24 services agencies identified in this MOU to perform the activities described in Section I of this MOU.
25 A draft contract prototype was reviewed by the Department's Community Development Division prior
26 to execution to ensure that current Federal program requirements are included. DSS agrees to
27 comply with the requirements of 24 CFR 570, except that DSS shall not assume the Department's
28 responsibility for initiating the review process under the provisions of 24 CFR 52. DSS shall also
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1 comply with, and shall ensure that the social services agencies comply with, all applicable State and
2 Federal laws and regulations governing projects that utilize Federal funds, including the
3 requirements of 24 CFR 84 and 2 CFR 230.
4 C. DSS shall be responsible for obtaining CEQA and NEPA environmental
5 clearances for each project.
6 D. DSS staff shall be responsible for distribution of any required information to
7 applicable agency personnel and internal personnel working on CDBG-funded social services
8 programs. DSS shall also advise the Department's Community Development Division, in writing, of
9 any potential conflict with Federal regulations.
10 E. DSS shall keep accurate and detailed records of the clients receiving services
11 under this MOU as a result of the Agency's receipt of CDBG funding. The records shall include: the
12 number of clients being served, household income data and race/ethnicity data as defined by HUD
13 and listed in the Monthly Activity Report, as set forth in Exhibit "B", attached hereto and incorporated
14 herein by reference. Records shall also include any other information that may be necessary for
15 compliance with HUD reporting requirements for projects utilizing Federal funds.
16 F. DSS staff shall collect a completed Activity Report, containing data as defined
17 by HUD and listed in the Monthly Activity Report, from social services agencies identified in this
18 MOU. The Activity Report shall be collected monthly and DSS shall provide the completed Activity
19 Reports to the Department within 30 days after the end of each month.
20 G. DSS shall collect annual accomplishments data from each Social Service
21 agency funded with 2024-2025 CDBG funds and submit the annual accomplishments data to the
22 Department's Community Development Division. The final report collected from each agency shall
23 include a compilation of information for all clients served during the agreement period and a
24 summary of overall accomplishments. DSS shall keep the reports in each project file and will use
25 this information for monitoring and reporting compliance as required by HUD.
26 H. DSS shall submit all requests for approval to purchase capital equipment by a
27 social services program to the Department's Community Development Division for review prior to
28 approval by DSS. The Department's Community Development Division shall review the proposed
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1 purchase of capital equipment and provide a written determination of whether the proposed
2 purchase of capital equipment complies with CDBG regulations.
3 I. DSS shall submit reimbursement requests to the Department's Community
4 Development Division on a monthly basis via an Interdepartmental Journal Voucher. The
5 reimbursement request shall include supporting financial documentation of the CDBG-funded social
6 services provided during that month, and copies of the completed Monthly Activity Reports for the
7 period(s) during which costs were incurred. The monthly reimbursement request must be for actual
8 costs. It shall include all monthly charges and shall indicate the remaining balance of funds for each
9 social services program funded by the CDBG Program.
10 J. DSS administration costs must be actual costs based on a timecard or other
11 detailed hourly work information and cannot be a percentage of a DSS employee's salary.
12 Reimbursements requests which include DSS administration costs shall include timecard reports
13 which show hourly work information and the salary breakdown for each hourly charge.
14 K. DSS shall have a duly authorized representative approve each Request for
15 Reimbursement and Journal Voucher. The authorized representative's signature certifies that the
16 services were performed as documented, and reimbursement requests represent actual costs. The
17 Department's Community Development Division shall confirm via e-mail to DSS stating that this
18 condition has been met.
19 L. DSS shall provide to the Department's Community Development Division, in
20 writing, the name(s) of DSS staff duly authorized to act as representatives of DSS in administering
21 the requirements of this MOU.
22 M. DSS shall submit all correspondence and notices relative to this MOU to the
23 Department's Community Development Division, Attention: Division Manager, Community
24 Development Division (Stop #213), electronically to the Department's duly authorized representative,
25 or to:
Community Development Grants
26 County of Fresno
Department of Public Works and Planning
27 Community Development Division
2220 Tulare Street, 8th Floor
28 Fresno, CA 93721
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1 VI. PAYMENT FOR THE PROGRAM
2 A. The total amount of CDBG funds to be expended for DSS social services
3 programs and program administration as described in Section I shall not exceed the total sum of
4 $154,231. The following social services agencies and the individual CDBG funding allocations are
5 as follows:
6 Program Year 2024-2025 CDBG Funding
7 1. Boys and Girls Clubs of Fresno County $ 42,842
2. Marjaree Mason Center, Inc. $ 42,842
8 3. Westside Youth, Inc. $ 42,842
4. DSS Program Administration 25,705
9 TOTAL $154,231
10 B. DSS shall review payment requests from the three (3) contracted agencies
11 prior to payment, to ensure that such requests represent actual costs. Copies of these payment
12 requests, signed by a representative of DSS, shall be submitted to the Department.
13 C. Requests for payment shall be submitted monthly to the Department's
14 Community Development Division via an Interdepartmental Journal Voucher.
15 D. Requests for payment shall include supporting financial documentation
16 including a summary of charges for each social service program for which DSS is seeking
17 reimbursement and copies of the completed Monthly Activity Reports for the period(s) during which
18 costs were incurred.
19 E. DSS shall not complete an internal transfer of funds prior to receiving pre-
20 approval from the Department's Community Development Division.
21 F. The Department's Community Development Division shall pre-approve
22 requests for payment documented with all supporting documentation.
23 G. Unexpended funds remaining after completion of the program, and the final
24 request for payment, shall be retained by the County's CDBG Program. The final request for
25 payment must be presented to the Department's Community Development Division by November
26 14, 2025.
27 H. The monthly request for payment and supporting documentation shall be sent
28 to the Department's Community Development Division, Attention: Division Manager, Community
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1 Development Division (Stop 213), electronically to the Department's duly authorized representative,
2 or to:
3 Community Development Grants
County of Fresno
4 Department of Public Works and Planning
Community Development Division
5 2220 Tulare Street, 8th Floor
Fresno, CA 93721
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7 I. The Department's Community Development Division shall not be obligated to
8 approve any payment for program activities provided under this MOU if the request for payment is
9 submitted by DSS after November 14, 2025. An extension to this date may be granted by the
10 Director of the Department of Public Works and Planning prior to the deadline if DSS can
11 demonstrate just cause for the delay.
12 VI I. RETENTION OF RECORDS
13 Records pertaining to the social services program activities shall be retained for a
14 period of at least five (5) years following completion of the activity and closure of the activity in IDIS,
15 or the closure of all other pending matters, whichever is later. The records shall be made available at
16 all reasonable times for inspection by the County of Fresno, the Comptroller General of the United
17 States, and to HUD (or any of its authorized representatives), to audit, examine, and make excerpts
18 or transcripts of all relevant data. Any deficiencies noted in audit findings must be fully cleared by
19 DSS within thirty (30) days after receipt by DSS.
20 Vill. PROGRAM YEAR 2025-2026 PROGRAM FUNDING AND TIME OF
21 PERFORMANCE
22 A. This MOU may be modified to include the provision of eligible public service
23 activities during program year 2025-2026 as allocated in the 2025-2026 Annual Action Plan, after
24 approval of the 2025-2026 Annual Action Plan by the County Board of Supervisors and confirmation
25 that an executed vendor agreement covers the full time of performance of social service activities to
26 be carried out. If the 2025-2026 Annual Action Plan is adopted with social services funding amounts
27 which match the amounts listed in this Section and executed vendor agreements cover the time of
28 performance for the social services agencies identified in the 2025-2026 Annual Action Plan, the
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1 MOU may be modified to include the below provisions by DSS request, as described in Section IX.
2 B. A modification to include program year 2025-2026 in this MOU shall include
3 the following modifications.
4 1. The total amount of CDBG funds to be expended for DSS social
5 services programs and program administration as described in Section I shall be increased in an
6 amount not to exceed the total sum of$154,231 for program year 2025-2026, for its social services
7 program activities that begin September 1, 2025, and end August 31, 2026.
8 2. Social services agencies and individual CDBG funding allocation for
9 program year 2025-2026, as described for program year 2024-2025 in Section VI, shall be added as
10 additional funding in Section VI as follows:
11 Program Year 2025-2026 CDBG Funding:
12 1. Boys and Girls Clubs of Fresno County $ 42,842
2. Marjaree Mason Center, Inc. $ 42,842
13 3. Westside Youth, Inc. $ 42,842
4. DSS Program Administration 25,705
14 TOTAL $154,231
15 3. Funding amounts listed in Section I, Paragraph A and B, and in
16 Section IV, Paragraph A are amounts for program year 2024-2025, and shall be increased for
17 program year 2025-2026 funds as described in this Section.
18 4. Annual accomplishment data reporting in IDIS by the Department for
19 program year 2025-2026, covering services provided by social service agencies through June 30,
20 2026, as described for program year 2024-2025 in Section IV, Paragraph F, shall be completed by
21 August 14, 2026.
22 5. The final request for payment for program year 2025-2026 funding, as
23 described for program year 2024-2025 in Section VI, Paragraph G, shall be presented to the
24 Department's Community Development Division by November 13, 2026.
25 6. The time of performance for the performance of social services
26 activities funded with 2025-2026 CDBG funds, as described for program year 2024-2025 in Section
27 X, shall be effective on September 1, 2025 and performance of social services activities funded with
28 2025-2026 CDBG funds shall be fully completed by August 31, 2026. Program administration costs
10
1 may be incurred by DSS after completion of social service activities, and shall be included in the
2 final request for payment.
3 IX. MODIFICATIONS
4 A. Any modifications to this MOU, including the time of performance, requested
5 from time to time either by DSS or the Department, may only be effective if mutually agreed upon in
6 writing by duly authorized representatives of the parties hereto and shall not, in any way, affect the
7 remainder. This MOU shall not be modified or amended except by such writing.
8 B. DSS shall notify the Department's Community Development Division in writing
9 thirty (30) days prior to any modification to services or procedures affecting the services provided for
10 as outlined in this MOU. Modifications and/or amendments shall require prior written authorization
11 from both the Director of the Department of Public Works and Planning or his/her designee and the
12 Director of DSS or his/her designee.
13 C. The provisions for program year 2025-2026 program funding, as described in
14 Section VI I may be adopted, and the terms of this MOU modified as listed in Section VII I, per the
15 provisions of this Section IX, as a single requested modification to the MOU. Approval of the
16 program year 2025-2026 program funding modification shall, in addition to the provisions of this
17 Section IX, be conditioned on the criteria identified in Section VIII, Paragraph A.
18 X. TIME OF PERFORMANCE
19 Notwithstanding the date of execution of the MOU, it shall be effective on September
20 1, 2024, and performance of social service activities by the social services agencies funded with
21 2024-2025 CDBG funds shall be fully completed by August 31, 2025. Program administration costs
22 may be incurred by DSS after completion of social service activities, and shall be included in the
23 final request for payment by the deadline as specified in Section VI, Paragraph G.
24 XI. TERMINATION
25 Either party may terminate this MOU at any time by giving the other party a sixty (60)
26 day advance written notice of any intention to terminate.
27 XII. BREACH OF AGREEMENT
28 In the event one party fails to comply with any of the terms of this MOU, the other
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1 party shall immediately be relieved of its obligations as provided herein.
2 XIII. RELATIONSHIP OF PARTIES
3 It is understood that this MOU is by and between two (2) separate departments of the
4 County of Fresno and is not intended to and shall not be construed to create a relationship of agent,
5 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 PUBLI ORKS AND PLANNING
5
BY: DATE:
7 Steven E. White, Director
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i
9 i
COUNTY OF FRESNO
10 DEPARTMENT OF SOCIAL SERVICES
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12 BY: DATE:
13 Sanja Bug y, irector
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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 26,2025
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Exhibit A
Maximum Annual Income Limits for Fresno County
by Family Size
Effective June 1, 2024
Family Size Maximum Income Limit
1 person $49,250
2 persons $56,250
3 persons $63,300
4 persons $70,300
5 persons $75,950
6 persons $81,550
7 persons $87,200
8 or more $92,800
*Income Limits are updated periodically by HUD.
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G:\7205ComDev\—Agendas-Agreements\MOUs\County Departments MOU\2024\Social Services MOU-Exhibit A-24.doc
August 1,2024
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 1, 2024
Family Extremely
Size Low Low Income Moderate Income
Income
1 person 0-$18,450 $18,451-$30,800 $30,801-$49,250
2 persons 0-$21,100 $21,101-$35,200 $35,201-$56,250
3 persons 0-$23,750 $23,751-$39,600 $39,601-$63,300
4 persons 0-$26,350 $26,351-$43,950 $43,951-$70,300
5 persons 0-$28,500 $28,501-$47,500 $47,501-$75,950
6 persons 0-$30,600 $30,601-$51,000 $51,001-$81,550
7 persons 0-$32,700 $32,701-$54,500 $54,501-$87,200
8 or more 0-$34,800 $34,801-$58,050 $58,051-$92,800
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\2024\Social Services MOU-Exhibit B-24.doc
August 1,2024