HomeMy WebLinkAboutContract 54502-R2A2DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
CSC No. 54502-R2A2
RENEWAL 2 AND AMENDMENT 2 TO CITY OF FORT WORTH CONTRACT 54502
BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF
TARRANT COUNTY (MHMR) FOR PERMANENT SUPPORTIVE HOUSING CASE
MANAGEMENT
This Contract Renewal and Amendment (the "Renewal and Amendment") is made and entered
into by and between the City of Fort Worth, a home -rule municipality of the State of Texas
(hereinafter referred to as the "City"), acting by and through Fernando Costa, its duly authorized
Assistant City Manager, and My Health, My Resources of Tarrant County (MHMR), a unit of
local government in Texas. Each party shall be individually referred to herein as Party and
collectively as Parties.
RECITALS
WHEREAS, the City entered into an Agreement with Agency to provide services more
specifically described in the agreement, City Secretary Contract No. 54502, (the "Agreement");
WHEREAS, the Parties, on October 11, 2021, executed the first amendment and changed
the budget, amended the scope of services and amended the Reporting Forms and the Budget
Modification Form;
WHEREAS, the Parties agreed on June 23, 2022 and August 29, 2022 to modify the
budget using the process provided in the Agreement in order to allocate funding to the categories
experiencing the highest demand and now wish to memorialize such agreement;
WHEREAS, the Parties agree to amend the scope of services to include a client survey;
WHEREAS, at the expiration of the Agreement's original term, the Parties exercised the
first renewal option to renew the Agreement for an additional year ("First Renewal Term");
WHEREAS, the Agreement was for an initial one-year term with three additional one-
year renewal options, and the City believes that renewing the Agreement for an additional year
will further the goals and priorities of Directions Home; and
WHEREAS, this Renewal and Amendment will memorialize the prior budget
modifications, amend the Scope of Services and renew the Agreement for an additional one-year
term.
NOW THEREFORE City and Agency do hereby agree to the following:
I.
AMENDMENT TO AGREEMENT
A. EXHIBIT "A" Scope of Services attached to the Agreement is hereby amended and
replaced in its entirety with the attached Exhibit A.
OFFICIAL RECORD Page 1 of 11
Renewal 2 and Amendment 2 to CSC 54502 CITY SECRETARY
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR) FT. WORTH, TX
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
B. EXHIBIT `B" Budget Part II — First Renewal Term is hereby amended and replaced
in its entirety with the attached Exhibit B — Part II First Renewal Term
C. The attached EXHIBIT `B" Budget — Part III Second Renewal Term is hereby
included as part of the Agreement and shall immediately follow the Exhibit B — Part
II First Renewal Term.
II.
RENEWAL OF AGREEMENT
The Agreement, as amended, is hereby renewed and extended for a renewal term
commencing on October 1, 2022, and ending on September 30, 2023, unless terminated earlier in
accordance with the Agreement.
III.
This amendment and renewal is effective upon the expiration of the First Renewal Term,
regardless of the date of execution of this document.
IV.
All terms and conditions of the Agreement not amended herein remain unaffected and in
full force and effect, are binding on the Parties and are hereby ratified by the Parties. Capitalized
terms not defined herein shall have the meanings assigned to them in the Agreement.
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
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Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
day of , 20
FOR CITY OF FORT WORTH:
7�_
Fernando Costa
Assistant City Manager
Date: Dec 19, 2022
APPROVAL RECOMMENDED
Victor Turner, Neighborhood Services Director
Date: Dec 19, 2022
APPROVED AS TO FORM AND
LEGALITY
Jo Gunn Dec 19. 202213:37 CST)
Jo Ann Gunn, Assistant City Attorney
Date: Dec 19, 2022
Contract Compliance Manager:
By signing I acknowledge that I am the
person responsible for the monitoring
and administration of this contract,
including ensuring all performance and
reporting requirements.
Jwir--W -
Tara Perez (Dec 16, 202212:08 CST)
Tara Perez
Manager, Directions Home
FOR AGENCY: My Health, My Resources
of Tarrant County
DocuSigned by:
SLkSMA, L aVM I
Susan Garnett
Chief Executive Officer
Date: 12/13/2022
ATTEST:
Tanned e, S. Goodall �a� nEnp54a�
Jannette S. Goodall (Dec 20, 2022 11:45 CST)
Jannette S. Goodall, City Secretary
Date: Dec 20, 2022
M&C No.: 20-0651
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 3 of 11
Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
EXHIBIT "A"
SCOPE OF SERVICES
Permanent Supportive Housing Case Management
MHMR will do the following:
Employ five (5) full time case managers, one (1) team lead and one (1) program manager to
provide case management services to approximately 150 permanent supportive housing
("PSH") clients and one (1) full time case manager to work with clients transferred to
Emergency Housing Vouchers (EHV) which will include the following:
A. In General
• Document the nature and extent of all services provided to chronically homeless individuals in
the City of Fort Worth receiving case management services hereunder ("PSH client") in a
complete case file, with case notes in the HMIS system within 3 business days of a service
being provided hereunder.
• Eligible clients are those currently on the Directions Home permanent supportive housing
program and those who are chronically homeless in the City of Fort Worth and referred by
Tarrant County Homeless Coalition from the Coordinated Entry list for permanent
supportive housing;
• For the EHV case manager, eligible clients are those who exited permanent supportive
housing programs, rapid rehousing programs or literal homelessness to be placed on an
EHV by Fort Worth Housing Solutions and need case manager in order to retain housing;
• Ensure that all PSH clients are informed during their initial meeting with the case manager
of their right to request reasonable accommodations and that there is a formal process for
hearing these requests and acting upon them. When necessary, assist PSH Clients in
submitting reasonable accommodation requests to the property manager;
B. Services to Locate and Facilitate Housing
• Notify Tarrant County Homeless Coalition ("TCHC") of any case management openings
as quickly as possible but in no event exceeding three (3) days from the date of the
opening;
• Work in good faith with TCHC Navigators ("Navigators") to place PSH clients from the
Coordinated Entry List in housing units as quickly as possible and without undue delay;
• Assist clients in gathering necessary information for lease applications, completing lease
applications and housing voucher applications;
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Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
• If a client is not approved for a lease based on criminal history, credit history, or
rental/tenant history, a case manager shall help the client, with good faith and due
diligence, mitigate and resolve the issue as quickly and to the extent possible.
• Attend all necessary interviews and meetings between the client and potential or current
property management.
C. Additional Services
• As needed, provide assistance to PSH clients to obtain necessary household items;
• Provide support and services consistent with Housing First practices to those PSH clients
who voluntarily choose to utilize such services in the interest of housing retention,
including but not limited to:
o Providing an initial needs assessment and development of individualized client -
based solution centered services plans for each consenting PSH client, including
periodic evaluation and modification of the tenant housing plan;
o Refer or facilitate appropriate support services necessary for housing retention
and positive community integration may include, but not be limited to, assistance
with:
■ Primary and behavioral health care;
■ Money management and paying rent on time;
■ Employment readiness and job search;
■ Communication skills;
■ Educational and/or training opportunities;
■ Obtaining mainstream benefits;
■ Addiction services;
■ Community living abilities;
■ Conflict resolution skills;
■ Assertiveness training;
■ Relapse prevention;
■ Socialization support;
■ Housekeeping and maintaining ahousehold; and
■ Nutrition and meal preparation;
• The case manager will offer services once a week for the first three (3) months of tenancy
and then assess client needs to determine level of continued support needed and provide
that level of support. However, at a minimum, the case manager must make contact twice
each month with the client, including at least one in -person meeting.
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Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
Assist PSH clients in complying with the requirements of any voucher housing
assistance or other assistance program necessary for tenants' housing retention.
• Maintain communications with necessary staff from such housing or other assistance
programs to advocate for the PSH clients and inform the client of any rules or issues that
may impact the client's voucher or housing.
Evaluation:
Evaluation meetings will be held with Directions Home staff to continually evaluate program
and Agency shall comply as necessary and in good faith. Agency will work with Directions
Home to create a client survey which allows agency to incorporate client feedback into the
program.
Financial reporting:
Reimbursement Request and any necessary supporting documentation and reports will be
submitted by the 15th of every month in format of Exhibit "C".
Programmatic reporting:
Monthly reports will be submitted by the 15th of every month in format of Exhibit "D".
Quarterly reports will be submitted by the 15th of July, October, January and April in the format
of Exhibit "D".
Page 6 of 11
Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
EXHIBIT `B"
BUDGET
Part II — First Renewal Term
Agency will submit an invoice for reimbursement by the 15t' of the month following the
month services were provided.
This report shall itemize each monthly expense requested for reimbursement by the Agency and
shall be included in the Budget submitted. In order for this report to be complete the following
must be submitted:
For payroll expenses, timesheets signed and dated by both the employee and supervisor
with the program fund code of time being billed to City /Directions Home. Electronic time
sheets are acceptable but must show timestamp of employee submission and supervisor
approval. Paystub must include pay period, date paid, amount and expenses (salary, FICA,
benefits etc). If pay stubs are unavailable, payroll registries with applicable expenses
highlighted and labeled will suffice. Agency may not submit payroll expenses dated 60
calendar days prior to the date of the Reimbursement Request with the exception of the
first Reimbursement Request which may include items from the Effective Date of the
Agreement to the end of the reporting month or with written permission from Directions
Home staff so long as such changes are otherwise in accordance with the Agreement.
For non -payroll expenses, invoices for each expense listed. Agency may not submit
invoices dated 60 calendar days prior to the date of the Reimbursement Request with the
exception of the first Reimbursement Request which may include items from the Effective
Date of the Agreement to the end of the reporting month or with written permission from
Directions Home staff so long as such changes are otherwise in accordance with the
Agreement.
Proof that each expense was paid by the Agency, which proof can be satisfied by cancelled
checks. If a cancelled check is not possible, a bank statement with the expense highlighted
and labeled will suffice.
If allocations percentages are used, all documentation must be submitted with the first
month's invoice and if changes are made, new allocation documentation submitted with
invoice.
For the audit, bank statements showing payments, Form 941 s and allocation documentation
will be reviewed.
Page 7 of 11
Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
PROGRAM COSTS Total $525,000.00
A. SALARIES (By title)
Team Leader
5 Housing Specialist
Program Manager .3 FTE
SALARIES TOTAL: $262,844.00
B. FRINGE BENEFITS
(Can include: Employer -paid Social Security, Medicare,
Health Insurance, Dental Insurance, Vision Insurance, Life
Insurance, Disability Insurance, Unemployment Insurance,
Workers Compensation and Retirement expenses)
FRINGE BENEFITS TOTAL:
$110,899.00
C. MILEAGE
Mileage
I $18,000.00
MILEAGE TOTAL:
$18,000.00
D. CELL PHONES/EQUIPMENT
Cell Phone
Computer
CELL PHONES/EQUIPMENT TOTAL:
$5,880.00
E. CLIENT EXPENSES
Client Expenses*
$46,484.00
CLIENT EXPENSES TOTAL:
$46,484.00
F. OTHER APPROVED
Indirect Cost - Administrative (up to 10%)
$52,500.00
Professional Insurance
$28,393.00
Building Overhead
Translation Services
Employee Training
Capital Computer Equipment
Dues, Permits, Fees
Office Supplies
OTHER APPROVED TOTAL:
$80,893.00
$525,000.00
TOTAL PROGRAM COST:
Page 8 of 11
Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
*Client expenses include but are not limited to inpatient detox/residential substance use
treatment, bus passes, group supplies, group incentives, and those items or services which
are necessary for the client's success in housing. Incentives can include household items
(toilet paper, cleaning supplies) or gift cards. Services can include cleaning service if
needed to allow client to retain housing. Rental assistance and related fees can be paid if
needed for client to retain housing.
Page 9 of 11
Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
Part III — Second Renewal Term
Agency will submit invoices for reimbursement by the 15th of the month following the
month services were provided.
This report shall itemize each monthly expense requested for reimbursement by the Agency and
shall be included in Budget submitted. In order for this report to be complete the following must
be submitted:
For payroll expenses, timesheets signed and dated by both the employee and supervisor
with the program fund code of time being billed to City/Directions Home. Electronic
time sheets are acceptable but must show timestamp of employee submission and
supervisor approval. Paystub must include pay period, date paid, amount and expenses
(salary, FICA, benefits etc). If pay stubs are unavailable, payroll registries with
applicable expenses highlighted and labeled will suffice. Agency may not submit
payroll expenses dated 60 calendar days prior to the date of the Reimbursement Request
with the exception of the first Reimbursement Request which may include items from
the Effective Date of the Agreement to the end of the reporting month or with written
permission from Directions Home staff so long as such changes are otherwise in
accordance with the Agreement.
For non -payroll expenses, invoices for each expense listed. Agency may not submit
invoices dated 60 calendar days prior to the date of the Reimbursement Request with
the exception of the first Reimbursement Request which may include items from the
Effective Date of the Agreement to the end of the reporting month or with written
permission from Directions Home staff so long as such changes are otherwise in
accordance with the Agreement.
Proof that each expense was paid by the Agency, which proof can be satisfied by
cancelled checks. If a cancelled check is not possible, a bank statement with the expense
highlighted and labeled will suffice.
If allocations percentages are used, all documentation must be submitted with the first
month's invoice and if changes are made, new allocation documentation submitted with
invoice.
For the audit, bank statements showing payments, Form 941 s and allocation
documentation will be reviewed.
Page 10 of 11
Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
DocuSign Envelope ID: D8BA6EAE-7720-4E49-9D7E-7280EAA65BEA
PROGRAM COSTS Total
$525,000.00
A. PERSONNEL (By title)
Team Leader
6 Housing Specialists
Program Manager .3 FTE
PERSONNEL TOTAL: $279,591.00
B. FRINGE BENEFITS
Social Security/Medicare (FICA)
Workers Compensation
Health Insurance/Retirement
FRINGE BENEFITS TOTAL:
$108,202.00
D. MILEAGE
MILEAGE TOTAL:
$18,000.00
D. CLIENT EXPENSES
Client expenses*
CLIENT EXPENSES TOTAL: $42,995.00
$28,485.00
E. OTHER APPROVED
Professional insurance
Employee Training
Cell Phone
Translation Services
Dues, Permits, Fees
Building Overhead
Office supplies
OTHER APPROVED TOTAL:
TOTAL DIRECT COST:
$477,273.00
Administrative Indirect costs (up to 10%)
$47,727.00
TOTAL PROGRAM COST:
$525,000.00
*Client expenses include but are not limited to inpatient detox/residential substance
use treatment, bus passes, group supplies, group incentives, and those items or
services which are necessary for the client's success in housing. Incentives can
include household items (toilet paper, cleaning supplies) or gift cards. Services can
include cleaning service if needed to allow client to retain housing. Any expenses not
listed must have prior written authorization by Directions Home manager. Rental
assistance and related fees can be paid if needed for client to retain housing.
Page 11 of 11
Renewal 2 and Amendment 2 to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY (MHMR)
M&C Review
Page 1 of 4
Official site of the City of Fort Worth, Texas
CITY COUNCILAGENDA FaRTWORTH
REFERENCE **M&C 20- 13P20-0161 DIRECTIONS HOME
REF
DATE: 9/15/2020 REF ** LOG NAME: FY2021 HOMELESSNESS
OBJECTIVE SC CMO
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of Agreements with Listed Public Service Agencies in an
Amount Up to $2,215,678.00 for the Continuation of Directions Home Initiatives and
Authorize Three Renewal Options in a Combined Amount Up to $8,870,736.00
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager or his designee to execute agreements with agencies listed below
In a combined amount up to $2,215,678.00 for a term commencing October 1, 2020 and
terminating September 30, 2021 for the continuation of Directions Home Initiatives;
2. Authorize the City Manager or his designee to renew the agreements for Fiscal Years 2022,
2023 and 2024 with the agencies listed below in a combined amount of up to $8,870,736.00
for the continuation of Directions Home initiatives and dependent on funds being
appropriated for Directions Home initiatives; and
3. Authorize the City Manager or his designee to amend the agreements if necessary to achieve
program goals provided the amendment Is within the scope of the program and in
compliance with City policies and applicable laws and regulations.
DISCUSSION:
The City Manager's Directions Home Division approached the Purchasing Division to issue a Request
for Proposals (RFP) seeking Firms to: 1) increase or maintain permanent supportive housing; 2)
quickly house people in permanent housing; or 3) improve overall system capacity. The RFP
consisted of specifications explaining the need for various housing programs and overall improvement
of the homeless system. Proposals were scored based on the strength of the proposed program,
program performance, outcomes and quality, organizational capacity of the agency, and budget. The
RFP was advertised in the Fort Worth Star -Telegram on June 10, June 17, June 24, July 1 and July 8,
2020. The City closed the RFP on July 9, 2020. The City received 17 responses. Staff from
the Directions Home Division and Neighborhood Services Department evaluated the proposals and
found the below listed firms to be experienced and well equipped to perform the needed services.
A waiver of the goal M/WBE subcontracting requirement is approved by the Office of Business
Diversity, in accordance with the MIWBE or BIDE ordinance, because the purchase of goods or
services is from sources where subcontracting or supplier opportunities are negligible.
Any renewals are contingent on funds being appropriated.
City staff recommends awarding agreements to the listed agencies in the amounts listed below:
Agencies impacted by a decrease in funding will be notified as soon as practicable.
Directions Home services and programs are available in ALL COUNCIL DISTRICTS.
Program
Description
Agency 11
Funding FY 21
Case Management for
Assisting clients
My Health, My
Up to $432,000.00
Permanent Supportive
in setting and
Resources of
Housing Clients
fulfilling goals
Tarrant County
such as health,
(MHMR)
http://apps.cfwnet.org/council_packet/Mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020
M&C Review
Page 2 of 4
Case Management for
Permanent Supportive
Housing Clients
Rental Assistance and
Administration for Permanent
Supportive Housing Clients
education,
employment,
housing stability
for approximately
150 permanent
supportive
housina clients
Case
Management for
Permanent
Supportive
Housing
Clients Assisting
clients in setting
and fulfilling
goals such as
health,
education,
employment,
housing stability
for approximately
75 permanent
supportive
housing clients
Provide rental
assistance
(which is the
difference
between Fair
Market Rent and
the client's 30\%
contribution of
income, if
applicable) to
landlords of up to
20 permanent
supportive
housing clients;
Day Resource
Center for the
Homeless d/b/a
DRC
Solutions
Housing
Authority of the
City of Fort
Worth dba Fort
Worth Housing
Solutions
Up to $200,977.00
Up to $250,000.00
Mental Health Services for
Focus on
My Health, My
Up to $172,000.00
Permanent Supportive
housing stability
Resources of
Housing Clients
by addressing
Tarrant County
addiction, mental
(MHMR)
health, social,
coping skills and
other adjustment
difficulties;
Maximize state
and federal rapid
rehousing rental
assistance funds
by funding case
management for
rapid rehousing
clients
SafeHaven of
Tarrant
County
Up to $103,124,00
http://apps.cfwnet.org/council_packet/Mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020
M&C Review
Page 3 of 4
Rapid Rehousing
Maximize state
Center for
Up to $167,418.00
and federal rapid
Transforming
rehousing rental
Lives
assistance funds
by funding case
management for
rapid rehousing
clients
Rapid Exit/Diversion/Shallow
Housing funds to
The
Up to $400,000.00
Subsidies
allow people to
Presbyterian
quickly exit
Night Shelter of
homelessness
Tarrant County,
into housing
Inc.
Cold Weather Overflow
Provide
Day Resource
Up to $150,000.00
Emergency Shelter
additional
Center for the
Operations
emergency
Hornless d/b/a
shelter beds on
DRC Solutions
weather trigger
nights;
Critical Documents Clerk and
Produce
Day Resource
Up to $150,000.00
Funding
documents
Center for the
necessary for
Homeless d/b/a
housing and
DRC Solutions
employment for
clients
experiencing
homelessness;
Direct Client Services Fund
Provide one time
Tarrant County
Up to $72,000.00
funds to quickly
Homeless
divert or rapidly
Coalition
exit households
from the
homeless system
Mobile Navigators
Reduce the
Tarrant County
Up to $33,668.00
length of time
Homeless
homeless by
Coalition
assisting
assigned clients
with unit location
and gathering
documentation
for clients at the
top of the
permanent
supportive and
rapid rehousing
lists
Continuum of Care Support
Planning and
Tarrant County
Up to $84,491.00
data reporting for
Homeless
Continuum of
Coalition
Care
http://apps.cfwnet.org/eouncil_packet/mc review.asp?ID=28220&councildate=9/15/2O20 9/16/2020
M&C Review
Page 4 of 4
The Director of Finance certifies that upon approval of the above recommendations and adoption of
the Fiscal Year 2021 Budget by the City Council, funds will be available in the Fiscal Year 2021
Operating Budget, as appropriated, in the General Fund. Prior to an expenditure being incurred,
the City Manager's Office has the responsibility to validate the availability of funds.
BQN\\
Fund Department Account Project Program Activity Budget I Reference # Amount
ID I I ID I I I Year I (Chartfield 2)
Fund Department Account Project Program Activity Budget Reference # Amount
ID I I ID I I I Year (Chartfield 2)
Submitted for City Manager's Office by:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Jay Chapa (5804)
Fernando Costa (6122)
Reginald Zeno (8517)
Cynthia Garcia (8525)
Sarah Czechowicz (2059)
http://apps.cfwnet.org/council_pacicet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020