HomeMy WebLinkAbout020816_ca09Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Leslie Locke, Executive Assistant
DATE: February 8, 2016
SUBJECT: MEMORANDUM OF UNDERSTANDING re: 2016 Case Management of
Mental Health/Substance Abuse Sales Tax Fund 131 Allocation; Jefferson
County Administrator; Jefferson County Superior Court
STATEMENT OF ISSUE:
MEMORANDUM OF UNDERSTANDING re: 2016 Case Management of Mental Health/Substance Abuse
Sales Tax Fund 131 Allocation; Jefferson County Administrator; Jefferson County Superior Court
FISCAL IMPACT:
$30,715 from Mental Health/Substance Abuse Sales Tax Fund 131.
RECOMMENDATION:
The Commissioners are being asked to approve this agreement.
�W+DBY:
(tip Morl ountydminist r Date
MEMORANDUM OF UNDERSTANDING
Between
Jefferson County Superior Court
and
Jefferson County Board of County Commissioners as Administrator of
Mental Health / Substance Abuse Sales Tax Fund
WHEREAS, this Memorandum of Understanding (MOU) is between Jefferson County Superior
Court (Court) and the Jefferson County Board of County Commissioners (County) which
administers the Mental Health/Substance Abuse Sales Tax Fund through Jefferson County
Public Health; and
WHEREAS, this Memorandum of Understanding describes the mutually -agreed conditions
under which Mental Health/Substance Abuse Sales Tax funding is being allocated to Jefferson
County Superior Court for the Court's Case Management Services for individuals affected by
substance abuse, chemical dependency and mental health issues; and
WHEREAS, the Jefferson County Mental Health/Substance Abuse Sales Tax Advisory
Committee voted to recommend Jefferson County Mental Health/Substance Abuse Sales Tax
Fund 131 be allocated for therapeutic court case management services in 2016 as follows;
$15,000 for Mental Health Court case management in Jefferson County District Court; $15,000
for Drug Court case management and $5,514 for Family Therapeutic case management in
Jefferson County Superior Court; and $8,598 for Topside case management in Jefferson County
Juvenile Services; and
WHEREAS, the Board of County Commissioners approved a 2016 County Budget that
allocates funding from the Mental Health/Substance Abuse Sales Tax Fund 131 consistent with
the Jefferson County Mental Health/Substance Abuse Sales Tax Advisory Committee's
recommendations; and
WHEREAS, the District Court and Superior Court will administer the contracts and
expenditures to provide the therapeutic court case management services in their respective courts
from January 1, 2016 to December 31, 2016; and
WHEREAS, for administering and billing these case management services from January 1, 2016
to December 31, 2016, District Court shall receive $826 from Fund 131, Superior Court shall
receive $1,129 from Fund 131, and Juvenile Services shall receive $473 from Fund 131; and
WHEREAS, all funds from Fund 131 may only be used for their intended purpose within that
budget year, and any unexpended funds remaining at the end of a budget year must be returned
to the Fund 131 fund balance, to be available for allocation for eligible services in future years;
and
WHEREAS, Superior Court and Juvenile Services agree to regularly report deliverables and
metrics to Jefferson County through the Jefferson County Public Health as specified under this
MOU as a condition of receiving Fund 131 funds, and to facilitate overall management of the
Fund;
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NOW, THEREFORE, it is mutually agreed that:
The County, as administrator of the Mental Health/Substance Abuse Sales Tax Fund 131,
contracts with Jefferson County Superior Court for the Court to provide case management
services to individuals enrolled in Drug Court, Family Therapeutic Court, and Topside, and
for the Court to provide administration and billing services related thereto, as described in
this MOU, including EXHIBITS A, B, and C, attached hereto and incorporated herein.
2. Funding to the Superior Court Branch for the services pursuant to this MOU shall be up to
$29,112 for case management and up to $1,603 for the Court's administration and billing for
those services, for a total of up to $30,715 in 2016. The initial allocation between Superior
Court and Juvenile Services is shown below, subject to modification pursuant to Section 4 of
this MOU:
3. Funding approved pursuant to this MOU will be included in the 2016 expenditure
appropriation budgets of Superior Court and Juvenile Services. In addition, a quarterly
transfer from Fund 131 for a total equal to the amounts authorized in Section 2, above will be
made to the Superior Court and Juvenile Services revenue budgets upon timely submittal of
required reports. Funds provided pursuant to this MOU will be tracked separately by the
Court and Juvenile Services and may only be used for its intended purpose within that budget
year. At the end of the budget year, if documented actual authorized expenditures pursuant
to this MOU related to case management in Superior Court and Juvenile Services are less
than the amounts budgeted, the difference will be deducted from the next year's transfer from
Fund 131.
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Service Period
$$
Within the Superior Court Budget:
Case Management in Drug Court
1/1/16-12/31/16
$
15,000
Case Management in Family
1/1/16-12/31/16
$
5,514
Therapeutic Court
Administration & Billing
1/1/16-12/31/16
$
1,129
Subtotal to Superior Court Budget:
$
21,643
Within the Juvenile Services Budget:
Case Management in Topside
1/1/16-12/31/16
$
8,598
Administration & Billing
1/1/16-12/31/16
$
473
Subtotal to Juvenile Services Budget:
$
9,071
All Superior Court Branch Budgets
$
30,715
3. Funding approved pursuant to this MOU will be included in the 2016 expenditure
appropriation budgets of Superior Court and Juvenile Services. In addition, a quarterly
transfer from Fund 131 for a total equal to the amounts authorized in Section 2, above will be
made to the Superior Court and Juvenile Services revenue budgets upon timely submittal of
required reports. Funds provided pursuant to this MOU will be tracked separately by the
Court and Juvenile Services and may only be used for its intended purpose within that budget
year. At the end of the budget year, if documented actual authorized expenditures pursuant
to this MOU related to case management in Superior Court and Juvenile Services are less
than the amounts budgeted, the difference will be deducted from the next year's transfer from
Fund 131.
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4. Any revenue sharing between the District Court budget on the one hand, and the Superior
Court or Juvenile Services budgets on the other hand, for funds from Fund 131 related to
case management in therapeutic courts, shall first be reflected in an amendment to this
Memorandum of Understanding, and an associated County budget modification shall also be
submitted for adoption by the Board of County Commissioners during that budget year. Any
revenue sharing between the Juvenile Services budget and the Superior Court budget for
funds from Fund 131 related to case management in therapeutic courts, shall only require an
associated County budget modification adopted by the Board of County Commissioners,
without the need to amend this MOU. Once approved, a copy of the modified budget will be
given to Jefferson County Public Health.
5. Superior Court and any contractors it may use to provide Case Management with Fund 131
funding, shall comply with the following and with EXHIBIT C - Jefferson County MH/CD
Treatment Tax Funding Match Policy.
a. The County reserves first right to use as match the chemical dependency mental health
tax funds and the services funded by them for purposes of qualifying for additional
funding and grants. The County may allow the Court or its Contractor to use the
chemical dependency mental health tax funds as match, at the County's sole discretion.
Should the County decline to use chemical dependency mental health tax funds as the
County's match for additional funding and/or grants, then the County may authorize the
Court or its Contractor to use such funds for match consistent with this MOU.
b. Where the Court or its Contractor proposes to use chemical dependency mental health
County tax funds for match, the Court or its Contractor shall be solely responsible for
compliance with all state and federal laws and regulations, including but not limited to
DSHS, CMS and DBHR funding rules, applicable to the use of MH/CD sales tax monies
as match. The Court or its Contractor shall document it has met this responsibility by
submitting in writing to the Superior Court and County Administrator their match
formula, allocation plan and any other documentation required of them by EXHIBIT C:
Jefferson County MH/CD Treatment Tax Funding Match Policy. The County may
withhold authorization to utilize the MH/CD sales tax monies as match. The Court's or
its Contractor's failure to provide adequate documentation does not relieve the Court or
its Contractor of their responsibility to comply with all state and federal laws and
regulations related to match.
6. This MOU may be amended by mutual written agreement of both parties. The basis for
amending this agreement includes, but is not limited to, an increase or decrease in funding, or
addition of required tasks not addressed in this agreement.
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7. This MOU shall remain in effect from January 1, 2016 until December 31, 2016, unless
terminated before then by either party with 30 days' prior written notice, except that the
requirements to provide financial and program reports and other documentation required
pursuant to EXHIBITS A, B, and C shall remain in effect until fulfilled.
DATED this _ day of February, 2016.
Board of County Commissioners
Kathleen Kler, Chair
Attest:
Jefferson County Superior Court
r
Date Keith Hr,Piding Judge Date
Carolyn Avery, Deputy Clerk of the Board
Approved as to Form Only:
David Alvarez, Deputy Prosec g Attorney
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EXHIBIT A
Scope of Work: Drug Court, Family Therapeutic Court and Topside
Jefferson County Superior Court agrees to utilize the Fund 131 funds provided through this
MOU to provide the following services and provide tracking reports as follows:
1. Provide for and supervise case management services for all citizens enrolled in Drug
Court, Family Therapeutic Court and Topside.
(a) At a minimum, case management shall include:
• Prepare and maintain files or a data base on enrollees to track and document their
attendance and participation in the therapeutic court, the enrollee's treatment plan,
their progress in following the treatment plan, and their progress toward
graduation from the therapeutic court.
• Communicate with enrollees outside of court as necessary to answer questions,
steer enrollees to appropriate resources, and provide guidance to help them
comply with their treatment plans.
• Coordinate the scheduling and participation of, and communication between, all
representatives of agencies that are part of each therapeutic court, such as the
Judge/Commissioner, Prosecutor, County Clerk, Public Defenders, and treatment
Providers.
• Provide administrative support for the smooth functioning of the therapeutic court
as may be required by Superior Court.
• Collect and share statistics and data as may be required for the administration of
the therapeutic court and for reporting purposes.
(b) If the Court utilizes funds under this MOU to hire a Contractor to provide case
management services or administration and billing services subject to this MOU, the
Court agrees to prepare for BoCC approval a professional services agreement with the
Contractor, which Agreement has been approved by the County's Risk Management
and Legal review, and which requires Contractor's compliance with the provisions of
this MOU, including compliance with the provisions of Section 5 and EXHIBIT C of
this MOU, and requires the Contractor to timely provide all financial and program
reports and other documentation necessary for the Court to comply with this MOU.
2. So the Mental Health/Substance Abuse Advisory Committee is able to review usage of
allocated funds in order to assure access to appropriate treatments and services, provide at
least the following for each therapeutic court:
• Provide monthly financial reports to Jefferson County through Jefferson County
Public Health on the expenditure of funds under this MOU, in a format approved by
the Court and Public Health, that describes funds expended and remaining funds
allocated under this MOU for the remainder of the year. Reports shall be provided to
Public Health by the end of each following month.
• Superior Court and Juvenile Services, in collaboration with District Court, when
providing its monthly financial report for September by the end of October, will
provide an estimate of projected expenditures under this MOU through the remainder
of the year.
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• Provide to Jefferson County through Jefferson County Public Health a copy of any
case management service contracts and all amendments thereto.
3. For case management services in each therapeutic court (Drug Court, Family Therapeutic
Court, Topside), the Court will provide quarterly statistics in an electronic form, an
illustrative example of which is shown in EXHIBIT B to this MOU, as will be developed
and may be revised by Jefferson County Public Health in consultation with the Court, for
statistical and program data collection.
• Jefferson County Superior Court will ensure that quarterly electronic reports for each
therapeutic court are sent to Siri Kushner of Kitsap County Health District, 345 6t'
Street, Suite 300, Bremerton WA 98337 and/or siri.kushnerkkitsappublichealth.org,
and that a copy of each electronic report is also sent to Anna McEnery of Jefferson
County Public Health at amcenerykco jefferson.wa.us.
• Due dates for reports are as follows: 4/29 for Jan -Mar, 7/29 for Apr -June, 10/31 for
July -Sept, and 1/31 of the next year for Oct -Dec.
• Quarterly reports will be reviewed by Public Health and Siri Kushner for accuracy.
Any questions will be referred back to the Court.
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EXHIBIT B
Jefferson County 1/101h of 1% for Mental Health & Substance Abuse
2016 Quarterly Evaluation Reporting Template
For each therapeutic court (Drug Court, Family Therapeutic Court, Topside), provide quarterly statistics in an
electronic form, an illustrative example of which is shown below, that will be developed, and may be revised, by
Jefferson County Public Health in consultation with the Court.
Drulz Court — Page 1
DRUG Court Report Year/Quarter:
FOR THE CURRENT QUARTER:
# referred
# with 'petition'
# e')tries
# graduates
# discharges
1. Terminated
2. Disappeared/Left/Lack of
tx participation
3, New law violation
4. Opted out/quit
5. Deceased
6. Moved out of county
7, Other (specify)
Total # of 1/10 for current quarter 01
Participants by tipcode of current residence:
You should create categories to match your
"phases" or stage of participation or whatever
way you identify where individuals are at within
your program.
;his cell will autocalculate from numbers in
:20,C 21,C22, C2 3,
Participants by Age and Gender (#J:
Age roan a
Male Femalel Total
C-17
p
18-24
0
2 15-44
r_.
45-64
0
h�
Total
0 0
7 of 16
Drug Court — Page 2
DRUG Court Report Year/Quarter:
Ot Participants by Servicer el
0 urduplicated # duplicated
ird;viduals arks anon #hours
ether ,' leases ecif•
Client Referrals Provided: #
t..r.) treatment - In aliert
CD treatment - outpatient
PAH treatment - mpa'. nt
MH treatment - outpatient
Child Care
cps
Cen-a
DSHS
C -V
Education
Em toVment
Hospital
Housing
Law Enforcement
P:ledicai
Public Healtfi
-obaccc,Cessat,or - re
Transportation
Vocational ier:ices
Other ( iease specify):
Total Length of Participation
C-1' o eek:s i _ ouarterl
13-24 weeks 1-2 quarterst
25-36 .weeks (2-3 quartersi
37-S2 weeks (3-4 quarters]
1-i years
2 years or more
-,3R—
nates
Not sure # you have
referra info, maybe
Feld?
"indn•�dual therapy."
'group m-siors" or other.
-?oil might nit have this
Other programs, track
unduplicotec and
dup%C2ted and total
p2mcipatson hours.
As we discussed, it t+: easter, you an type in ct,rrnt participant entry dates
beipw and I =m calcuiate length 4f par5apaton or you can fill out the boy
8of16
Drug Court — Page 3
DRUG Court
no mental health I known
Participan t mental health status:
Participant mental health diagnosis
Primary Second Third Total
ADHD
0
Bipolar
0
D,;sthyn•i_
0
Generalized Anxiety
0
kla,er Depress;vn
0
Panic Disorder
0
PTSD
0
Schzio hrenia
0
Sub= -once Jse D sordi-r
0
Other :easespecify):
0
1 none known unknown
Participant chemical d
with relayse in vast quarter
VA.ch _ubstancefs'i:
P- n, 3r, _^_.nd Third To[a
A3cahal
0
h ari:uana
0
Amphetamines
0
Benzodiazep'nes
0
Cocaine
0
Ha luc;ro ens
0
Heroin
0
h^e�ham hetaminss
0
Other sedatives or hypnotics
0
Otherop:ates and synthetics
0
Oxy/Hydro Codone
0
Prescr�bed op' -ate- suhst- ute
0
Other Jpleases eci I
0
IA with N0 relapse in past quarter
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Family Therapeutic Court — Page 1
FAMILY THERAPEUTIC Court Report Year/Quarter:
Served YEAR TO MATE_
YEAR TO DATE
FOR THE CURRENT QUARTER.
# referred
ma:e Female Tonal
# participants
q
15-24
0
# graduates
fl
# families reunited
fl
notal # chlidren in reuncted fami ies
Of discharges
1. Terminated
a D
�. DisappraredfLeft{Lack of
tx participatior
I New law vio.ation
4 Opted out/quit
S. Deceased
6. Moved out of count;
—•. Other fspec�P,• i
Total # of 1110 for current quarter 0
Participants by zipcode of current residence:
You should create categones to match your
'phases" or sta:_e of participation or whatever
way you identify where individuals are at within
your program
tni: ee ., will autcc2tculate f mm rurnoers in
C2ICZZC23,C26
Participants by Aee and Gender W:
Age Pange
ma:e Female Tonal
c-_-
q
15-24
0
5-44
fl
45-64
fl
Total
a D
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Family Therapeutic Court — Page 2
FAMILY THEMPEUTIC Court Report Year/Quarter:
$ unduplicated # duplicated
# Participants by Service Type: individuals participation
# hours
Other (please specify]
Client Referrals Provided:
CD-reatmen;-in avena
CO treatment -outpatient
PA'•i t>eatmert - inpatient
Moi treatment - outpatient
Child Care
CPS
Dertal
DSHS
UV
Education
Em lo•arnent
Has itw
Housin
Law EnfarceTnent
Medical
Pubfic Health
obacco Cessa'-ior - Cu ' _i^e
Transportation
Joca:ioral Services
Other leases ecsi•,1:
Tota I Length of Participation #
C---'- .veeis IL •aaarte-;
13-24 weeks 1-2quarters)
25-36 weeks 12-3 ouartersl
37-52 weeks (3-4 quarters)
1-2 years
2 years or more
—OP.—
Not sure if you have
refer -al info, maybe
Pad?
"servioe type' is
wrdividual therapy.."
"group sessions' or other.
,•w might Dat have this.
0*-er pmErarnr, track
anduplicated and
cuplioted and total
pa*bapatior tow.
we dixus:ee. if °t s easier, •you car T• pe n ou-rert swacipart ert,,, e:.,e:
bti w and I on catcu:ate #enq& of participatian or you car ill or. the oo•
Client Entry Dates above.
11 of' 16
Family Therapeutic Court — Page 3
FAMILY THERAPEUTIC Court
no rental health I known 1 unknown
Participant mental health status:
Participant mental health diagnosis
Primary Second Third iota%
kcohol
n
BlPolar
0
Dysthymia
0
Generafted Anxiety
0
Major Depression
0
Panic Disorder
0
PTSC
0
5chaio hrenia
0
Sub starce Use C=sorder
n
Other (please s 1:
0
none I known I unknown I
Participant chemical a
with reiaase in oast au
&hich substanceis',:
rd -nta
kcohol
0
Mari:uar.a
Q
Amphetamines
0
Ben.adia:epmes
0
Cocaine
0
Ha lubnc ens
_i
Heroin
0
PAetham hetam:res
0
Other sedatives or hypnotics
0
Other op`lates and r rtbet,cs
0
Oxy/Hydro, Codone
0
Prescribed opiate substitu-e
1
Other [please specify]
0
1# with NO relapse in past quarter [
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Topside — Page 1
Reporting Agency: ITOPSIDE I Report Year/Quarter:
Number of of 1/10th of 1 % served Fiscal Year to Date:
Number of of 1/10 of 1% added current quarter
Total # of Graduates FY to Date
Total # of Graduates current quarter
Total # of Discharges FY Year to Date
Total # discharges for current quarter
1. lack of tx participation
2. new law violation
3. opted out/quit
4. Deceased
5. moved out of county
Total # of 1/10 for current quarter
Report below all 1/10th of 1% funded clients at your agency during current quarter
98368
98358
98339
98325
98365
98376
98320
Unknown
Other (specify)
Clients Gender for current quarter #male: #female;
15 and under
over 15
TARGETTED BEHAVIORS att/behv CD MH Peer/family/relat
# of current participants with Target of:
# with secondary target behavior:
# of youth with 90 day improvement
# Clients served in interventions for current quarter # Clients served FY year to date
FFT
ART
MH
CD
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Topside — Pane 2
Total Length of Client Participation
0-4 weeks (less than 1 month)
4-8 weeks
8-12 weeks
12-16 weeks
16-20 weeks
20-24 weeks
6 months - 1 year
1 year or more
#Clients with Mental Health
primary second third
ADHD
# Relapse in past quarter;
BiPolar
Marijuana
Dysthymia
Benzodiazepines
Generalized Anxiety
Hallucinogens
Major Depression
Presciption medicator:
Panic Disorder
# of clients with no relapse:
PTSD
Schziophrenia
Other:
# Clients with Chemical Dependency
# Relapse in past quarter;
Alcohol
Marijuana
Amphetamines/Methamphetamine
Benzodiazepines
Cocaine
Hallucinogens
Heroin
Presciption medicator:
Other:
# of clients with no relapse:
14 of 16
EXHIBIT C:
JEFFERSON COUNTY MH/CD TREATMENT TAX FUNDING
MATCH POLICY
Definitions:
Match: is a requirement for the grantee to provide contributions of a specified amount or
percentage to match funds provided by another grantor. Matching can be in the form of cash
or in-kind contributions.
Regulations: The specific requirements for matching funds are unique to each federal or
state program. The A-102 Common Rule provides criteria for acceptable costs and
contributions in regard to match.
Jefferson County Policy:
In 2005, the Washington State Legislature created an option for counties to raise the local sales
tax by 0.1 percent, (the 1/10th of 1% sales tax initiative) to augment state funding for mental
health and chemical dependency treatment. Jefferson County collects and distributes the Mental
Health/Chemical Dependency (MH/CD) tax through the Mental Health/Substance Abuse Sales
Tax Fund 131.
Services purchased by the County are allocated from Fund 131 through a formal Request for
Proposal (RFP) review and recommendation process through the Jefferson County Mental
Health Substance Abuse Fund Advisory Committee, staffed by Jefferson County Public Health,
and adopted by the Board of County Commissioners (County). Jefferson County Public Health
administers Fund 131 on behalf of the County. The County does not assume any fiscal
responsibility/liability for any entity with which they contract for services using an allocation of
Fund 131 funds.
The County reserves the first right to use as match the chemical dependency mental health tax
funds and the services funded by them for purposes of qualifying for additional funding and
grants. The County may make available to the Court or its Contractor the chemical dependency
mental health tax funds for the Court or its Contractor to propose as match to state, federal or
other entities, at the County's sole discretion. The Court or its Contractor shall not use chemical
dependency mental health County tax funds for match without prior authorization by the
Jefferson County Administrator and County fiscal team. To request authorization of availability
of the funds for match, the Court or its Contractor must apply to the County Administrator in
writing, and include their match formula and allocation plan and may include other
documentation to support their request. The County Administrator will authorize or deny the
availability of match funds in writing within 30 days of the application.
If the County informs the Court or its Contractor of the availability of chemical dependency
mental health County tax funds for match, then the Court or its Contractor shall be solely
responsible for compliance with all state and federal laws and regulations, including, but not
limited to DSHS, CMS and DBHR funding rules, applicable to the use of MH/CD sales tax
monies as match. Following state, federal and local guidelines for match is the responsibility of
the Court or its Contractor.
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• For example, if a Contractor provides Title XIX Medicaid services (the Policy 19.50.02
or 42CFR 430.30) they are required by those rules to actually bill Medicaid for the
services at the same time. If no Medicaid billing exists, the match would not comply
with state and federal guidelines for match.
Concurrent with its request for authorization of the availability of match, the Court or its
Contractor shall document it has met its responsibility to follow state, federal and local
guidelines for match by submitting in writing to the County Administrator their match formula,
allocation plan, and other documentation made mandatory pursuant to this Agreement and this
Attachment A. At a minimum, the Court or its Contractor shall also provide the following to the
County Administrator:
1. DSHS requires contractors to complete and submit a "Local Match Certification" form
(DSHS 06-155) or a form that has equivalent data elements prior to any agreement for
DSHS services. Submit a copy of this application and form when requesting match
availability from the County and at each monthly billing.
2. Submit the current administrative policy within WA State regulating your services and
the use of local match.
3. Submit to the County your last financial audit showing your use of match, County funds
and tracking systems.
4. Submit to the County the terms of the agreement showing the MH/CD allocation is an
allowable source of match.
5. Provide documentation that your financial reporting system tracks matching funds at a
level that meets the level of documentation required by federal or state statutes.
The County may reject permission for the Court or its Contractor to utilize the MH/CD sales tax
monies as match.
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