HomeMy WebLinkAbout040918_ca12615 Sheridan Street
Port Townsend, WA 98368
�e Mon www.JeffersonCountyPublicHealth.org
e� Consent Agenda
Public H
March 14, 2018
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Vicki Kirkpatrick, Director
Anna McEnery, DD & 1/10th County Coordinator
DATE:
SUBJECT: Agenda Item — a Memorandum of Understanding Agreement
to Jefferson County Juvenile Court; March 1, 2018 —
December 31, 2018; $29,000.00
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 Juvenile Court for the Truancy Reform Project for youth
with behavioral or emotional problems affected by substance abuse, chemical dependency and
mental health issues; March 1, 2018 to December 31, 2018; $29,000.00.
ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S:
This Memorandum of Understanding, is with the Jefferson County Juvenile Court; for the
Truancy Reform Project for Jefferson County youth with behavioral or emotional problems
affected by substance abuse, chemical dependency and mental health issues. Direct services
(e.g. Functional Family Therapy) will be provided to youth participants in the Truancy Reform
Project. 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
Jefferson County Juvenile Court; March 1, 2018 — December 31, 2018; $29,000.00.
MEMORANDUM OF UNDERSTANDING
Between
Jefferson County Juvenile Court
and
Jefferson County Board of County Commissioners as Administrator of
Mental Health / Substance Abuse Sales Tax Fund — 2018
WHEREAS, this Memorandum of Understanding (MOU) is between Jefferson County Juvenile
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 Juvenile Court for the Truancy Reform Project for youth with behavioral or emotional
problems affected by substance abuse, chemical dependency and mental health issues; and
WHEREAS, the Jefferson County Mental Health/Substance Advisory Committee voted to
recommend Jefferson County Mental Health/Substance Abuse Sales Tax Fund 131 be allocated
for Jefferson County Truancy Reform Project in 2018 as follows; $29,000 for Truancy Reform
Project in Jefferson County Juvenile Court: and
WHEREAS, Board of County Commissioners approved a 2018 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 Juvenile Court will administer the contracts and expenditures to provide the
Truancy Reform Project services pursuant to this MOU from March 1, 2018 to December 31,
2018; and
WHEREAS, Work performed between March 1, 2018 and the execution of this Agreement that
is consistent with the provisions of this Agreement is hereby ratified; and
WHEREAS, Juvenile Court will not utilize funding from Fund 131 for the Court to administer
this MOU nor to'administer and bill for Functional Family Therapy services from March 1, 2018
to December 31, 2018; 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, Juvenile 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;
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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,
and Jefferson County Juvenile Court mutually agree to provide Functional Family Therapy
and other services to individuals enrolled in the Truancy Reform Project, as described in this
MOU, including EXHIBIT A: Scope of Work: Truancy Reform Project, attached hereto
and incorporated herein.
2. Funding from Fund 131 to the Juvenile Court Branch for the services pursuant to this MOU
shall be up to $29,000 in 2018, as described in the following table, subject to modification
pursuant to Section 4 of this MOU. Juvenile Court will use the funding from Fund 131 for
direct services (e.g. Functional Family Therapy) for participants in the Truancy Reform
Project, Juvenile 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.
Description
Service Period
Amount from
Fund 131
Truancy Reform Project Functional
3/1/18 — 12/31/18 $29,000
Family Therapy and Other Services:
Functional Family Therapy
3/1/18 — 12/31/18
Cost per Family: $2500.00
Projected # of Families Served: 11
$27,500
Booster Sessions - 7
$1,500
Total Funding for Juvenile Court
$29,000
3. Funding approved pursuant to this MOU will be included in the 2018 expenditure
appropriation budgets of Juvenile Court. In addition, a quarterly transfer from Fund 131 for
a total equal to the amount expended during the YTD period minus previous expenditure
reimbursements from this award not to exceed the authorized annual amount in Section 2,
above will be made to the Juvenile 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
Functional Family Therapy and/or other services for the Truancy Reform Project are less
than the authorized budgeted amount, the difference will be transferred back to Fund 131.
4. Juvenile Court and any contractors it may use to provide Functional Family Therapy with
Fund 131 funding, shall comply with the following and with ATTACHMENT A - 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
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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 Juvenile Court and County Administrator their match
formula, allocation plan and any other documentation required of them by
ATTACHMENT A: 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.
5. This MOU may be amended by mutual written agreement of both parties. The basis for
amending this agreement may be an increase or decrease in funding, or addition of required
tasks not addressed in this agreement.
6. This MOU shall remain in effect from March 1, 2018 until December 31, 2018, 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 EXHIBIT A and ATTACHMENT A shall remain in effect until fulfilled. All
work performed in 2018 consistent with this MOU prior to its adoption is hereby ratified.
DATED this _ day
of 2018.
Jefferson County Board of Commissioners Jefferson County Juvenile Court
David Sullivan, Chair
Attest:
Carolyn Gallaway, Deputy Clerk of the Board
Barbara Carr
Juvenile Court Administrator
Approved as to Form Only:
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Philip Hunsucker, Chief Civil Dep ty Prosecuting Attorney
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EXHIBIT A
Scope of Work: Truancy Reform Project
1. Jefferson County Truancy Reform Project agrees to utilize the Fund 131 funds provided
through this MOU to provide the following services and provide tracking reports as
follows:
a. Provide the intervention of Functional Family Therapy (FFT) to youth who are
referred via that Jefferson County Truancy Reform Project in writing by Jefferson
County Juvenile Services, in accordance with the FFT model, which shall include
but is not limited to:
i. Concepts and practice contained in the most recent Blueprints for
Violence Prevention: Functional Family Therapy;
ii. General Precepts/Practice/Assessment practices contained in FFT initial 3 -
Day Training and 1 -Day Systems
iii. Clinical Guidance as supplied by:
1. FFT, Inc.;
2. Local FFT Supervisor in formal consultation and any FFT site
visits
b. Make referrals to Functional Family Therapy "in conjunction" with any current
treatment program, and require a mutual exchange of information release to
increase the effectiveness of all co-occurring treatment modalities.
c. Assure that youth referred for truancy from school districts, undergo the WARNS
(Washington Assessment of Risk and Needs for Students) Assessment. This
assessment identifies risk factors that are related to truant behaviors.
d. Collect and share data statistics; school attendance data, court and school referral
data, WARNS assessment data, court collection of referral dates, start dates and
completion dates, and school outcome data for school attendance, for the
administration of the Truancy Reform Project and for reporting purposes.
e. If the Court utilizes funds under this MOU to hire a Contractor to provide
Functional Family Therapy 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 of this MOU,
and requires the Contractor to timely provide all financial and program reports
and other documentation necessary for the Truancy Reform Project 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:
e Provide monthly financial reports to Jefferson County Public Health on the
expenditure of funds under this MOU, in a format approved by Juvenile 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.
• Juvenile 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
Functional Family Therapy service contracts and all amendments thereto.
3. The Truancy Reform Project will provide quarterly statistics in an electronic form, as will
be developed by Jefferson County Public Health in consultation with the Juvenile Court,
for statistical and program data collection.
• Jefferson County Juvenile Court will ensure that quarterly electronic reports for each
Juvenile Court are sent to Siri Kushner of Kitsap County Health District, 345 6`"
Street, Suite 300, Bremerton WA 98337 and/or siri.kLishnerna kitsappu6iichealth.org..
and that a copy of each electronic report is also sent to Anna McEnery of Jefferson
County Public Health at cener rt)co.je#terson.wa.us.
• Due dates for reports are as follows: 4/30 for Jan -Mar, 7/31 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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ATTACHMENT A:
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.
• 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
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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.
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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