Loading...
HomeMy WebLinkAbout121817_ca14JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Vicki Kirkpatrick, Director Anna McEnery, DD Coordinator DATE: December 18, 2017 SUBJECT: Agenda Item — a Memorandum of Understanding Agreement to Jefferson County District Court; January 1, 2017 — December 3112017; $44,412.00 STATEMENT OF ISSUE: Jefferson County Public Health, as the fund manager of the Mental Health and Substance Abuse sales tax treatment funds, is requesting Board approval of a Memorandum of Understanding Agreement with the Jefferson County District Court, for Mental Health Court Case Management Services for individuals affected by substance abuse, chemical dependency and mental health issues; January 1, 2017 to December 31, 2017; $44,412.00. ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S: This Memorandum of Understanding, is with the Jefferson County District Court; for Mental Health Court Case Management Services for Jefferson County citizens with co-occurring disorders, seeking mental health, substance abuse and chemical dependency treatment. This Memorandum of Understanding Agreement, results from an RFP process and is recommended by the Mental Health and Substance Abuse Advisory Committee. FISCAL IMPACT/COST BENEFIT ANALYSIS: This is sales tax revenue raised by the County in the 1/10 of 1% Fund and is allocated by the BOCC with advice from the Mental Health and Substance Abuse Sales Tax Advisory Committee. The MOU states if the sales tax revenue decreases, the Court will be contacted and the agreement may be renegotiated. RECOMMENDATION: JCPH management request approval of a Memorandum of Understanding Agreement to the Jefferson County District Court; January 1, 2017 — December 31, 2017; $44,412.00. REVIEWED BY: Philip Morley, C;ounly Administrator Date MEMORANDUM OF UNDERSTANDING Between Jefferson County District Court and Jefferson County Board of County Commissioners as Administrator of Mental Health / Substance Abuse Sales Tax Fund - 2017 WHEREAS, this Memorandum of Understanding (MOU) is between Jefferson County District 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 District 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 2017 as follows; $44,412 for Mental Health Court case management in Jefferson County District Court; $44,412 for Drug Court case management and $39,907 for Family Therapeutic case management in Jefferson County Superior Court; and WHEREAS, the Board of County Commissioners approved a 2017 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 will administer the contracts and expenditures to provide the therapeutic court case management services pursuant to this MOU from January 1, 2017 to December 31, 2017; and WHEREAS, District Court will not utilize funding from Fund 131 for the Court to administer this MOU nor to administer and bill these case management services from January 1, 2017 to December 31, 2017; 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, District Court agrees 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; 1 of 11 NOW, THEREFORE, it is mutually agreed that: The County, as administrator of the Mental Health/Substance Abuse Sales Tax Fund 131, and Jefferson County District Court mutually agree for the Court to provide case management services and other services to individuals enrolled in Mental Health Court, as described in this MOU, including EXHIBIT A: Scope of Work: Mental Health Court, and EXHIBITS B, and C, attached hereto and incorporated herein. 2. Funding from Fund 131 to the District Court Branch for the services pursuant to this MOU shall be up to $44,412 in 2017 as described in the following table, subject to modification pursuant to Section 4 of this MOU. I Description Service Period Amount from Fund 131 Mental Health Court Case 1/1/17 - 12/31/17 Management and Other Services: UA's $22,707 Court Incentives $12,300 Out of Custody -Assessments $ 1,500 In Custody -Assessments $ 2,500 Training $ 1,905 Alternative to Jail $ 3,500 Total Funding to District Court: $44,412 District Court will use the funding from Fund 131 for direct services (e.g. urine analyses, Court incentives, out of custody assessments, in custody assessments, training, and alternative to jail) for participants in Mental Health Court. District Court will not use the funding from Fund 131 to cover its own administrative costs to administer this MOU and to administer contracts and associated billings to provide those services. 3. Funding approved pursuant to this MOU will be included in the 2017 expenditure appropriation budget of District Court. In addition, a quarterly transfer from Fund 131 for a total equal to the amount authorized in Section 2, above will be made to the District Court revenue budget upon timely submittal of required reports. Funds provided pursuant to this MOU will be tracked separately by the Court 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 District Court are less than the amount budgeted, the difference will be deducted from the next year's transfer from Fund 131. 2of11 4. Any revenue sharing between the District Court budget on the one hand, and the Superior Court 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. Once approved, a copy of the amended MOU and the modified budget will be given to Jefferson County Public Health. 5. District 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 District 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. 7. This MOU shall remain in effect from January 1, 2017 until December 31, 2017, 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. All work performed in 2017 consistent with this MOU prior to its adoption is hereby ratified. 3of11 DATED this day of December, 2017. Jefferson County Board of Commissioners Kathleen Kler, Chair Attest: Date Carolyn Gallaway, Deputy Clerk of the Board Jefferson County District Court 2 Z �-- J' Landes, Presiding Judge I D to Approved as to Form Only: PC'- iZ iz Philip Hunsucker, Chief Civil, Deputy Prosecuting Attorney 4of11 EXHIBIT A Scope of Work: Mental Health Court Jefferson County District Court agrees to utilize the Fund 131 funds provided through this MOU to provide the following services and provide tracking reports as follows: Provide for and supervise case management services for all citizens enrolled in Mental Health Court. (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 the therapeutic court, such as the Judge/Commissioner, Prosecutor, Public Defenders, and Treatment Providers. • Provide administrative support for the smooth functioning of the therapeutic court as may be required by District 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 the 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. • District Court, in collaboration with the Superior Court Branch, 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. • Provide to Jefferson County through Jefferson County Public Health a copy of any case management service contracts and all amendments thereto. 5of11 For case management services in Mental Health Court, 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 District Court will ensure that quarterly electronic reports for each therapeutic court are sent to Siri Kushner of Kitsap County Health District, 345 6th Street, Suite 300, Bremerton WA 98337 and/or siri.kushnergkitsappublichealth.org, and that a copy of each electronic report is also sent to Anna McEnery of Jefferson County Public Health at amcenery(a�co.jefferson.wa.us. • Due dates for reports are as follows: 4/28 for Jan -Mar, 7/28 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. 6of11 EXHIBIT B Jefferson County 1/1011 of 1% for Mental Health & Substance Abuse 2017 Quarterly Evaluation Reporting Template For Mental Health Court, 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. Mental Health Court — Page 1 MH Court Report Year/Quarter: Total Unduplicated # Individuals Served YEAR TO DATE: # graduates YEAR TO DATE # dischareed YEAR TO DATE FOR THE CURRENT QUARTER: # referred # in observation in ohase X 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) otal # of 1/10 for current cluai Participants by zipcode 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. 0 this cell will autocalculate from numbers in Particinants by Age and Gender (M: Age Range Vale Female Total 0 18-24 0 25-44 0 45-64 0 65+ 1 1 0 Total 01 01 1 7ofII MH Court Mental Health Court — Page 2 Report Year/Quarter: # unduplicated # duplicated Partici pants b Service Type: individuals participation # hours Other leasespecify) Client Referrals Provided: # CD t eati�ert - iivatie•it CD treatment - outpatient MH t,eat•nert - moatieit MH treatment - outpatient CI'ild (— r - CPS De,ita l DSHS DV Education Er, to r•neir Hospital Housin Law Enforcement Medica! Public Health Tobacco Ce_sa- or - (D�:t - Transportation Other pleasespecify): Total Length of Participation n 0-12 a:eeks (1 jar -e-) 13-24 weeks 1-2quarters) -30 wee-(- i2-3 aa er�j 37-52 weeks 3-4quarters) 1-2 ea -s 2 years or more ---()P --- Piot sure if you have referral info, maybe Ford? "service type" is individual therapy," 'group sessions" or other, you might not have this. Other programs, track unduplicated and duplicated and total participation hours. As we discussed, if it is easier, you can type in current participant entry dates below and I can calculate length of participation or you can fill out the box Client Entry Dates above. 8ofII MH Court Participant mental health status: Mental Health Court — Paye 3 Year/Quarter: no mental health I known Participant mental health diagnosis Primary Second Third Total ADHD 0 BIPolar p D sth mia t; Generalized Anxiety p V 3 o, Depression p Panic Disorder p Heroin 0 Schzio hrenia p il. i7. t.: rrt 1_r D' i7 rCi�r i� Other leasespecify): p I none I known I unknown Participant chemical n With relapse in past quarter Which substance(s): Drl?-xr-y Sr -cord Tbi c Total Alcohol 0 Ma., uara p Amphetamines 0 Berzodazea nes a Cocaine p Haliucino ers p Heroin 0 Nletharn hetamines p Other sedatives or hypnotics 0 O'rer a iates and s yrt'ietics p Oxy/Hydro Codone p Prescrioec opiate suustitate p Other leases i 0 Ia with NO relapse in past quarter I I 9ofII 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 10 of 11 monies as match. Following state, federal and local guidelines for match is the responsibility of the Court or its Contractor. • 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. 11 of 11