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Consent Agenda
Public Healt February 19, 2019
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 with Jefferson County
Juvenile Court; January 1, 2019 — December 31, 2020; $23,000.00
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 (MOU) with the
Jefferson County Juvenile Court for the Truancy Reform Project; $11,500.00 for January 1, 2019 —
December 31, 2019 and $11,500.00 for January 1, 2020 — December 31, 2020 for a total $23,000.00.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
This MOU 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 MOU 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 MOU to Jefferson County District Court; $11,500.00 for January 1,
2019 — December 31, 2019 and $11,500.00 for January 1, 2020 — December 31, 2020 for a total of;
$23,000.00.
REVIEWED BY:
_I' V46-
lip Morley aunty Administr'at Date
Community Health Environmental Health
Developmental Disabilities Water Quality
360-385-9400 360-385-9444
360-385-9401 (f) Always working for a safer and healthier community (f)360-379-4487
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—2019-2020
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 2019-2020 as follows; $23,000 for Truancy
Reform Project in Jefferson County Juvenile Court: and
WHEREAS,Board of County Commissioners approved a 2019-2020 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 January 1, 2019 to December 31,
2020; and
WHEREAS, Work performed between January 1, 2019 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 January 1, 2019
to December 31, 2020; 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:
1. 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, and EXHIBIT B:
Truancy Reform Project's Logic Model and Performance Measures 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 $11,500 in 2019 and$11,500 in 2020, 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
Functional Family Therapy Cost per 1/1/19— 12/31/19
Family: $2500.00 $10,000
Projected # of Families Served: 4 $1,500
Booster Sessions - 6
Truancy Reform Project Functional 1/1/19— 12/31/19 $11,500
Family Therapy and Other Services:
Functional Family Therapy 1/1/20— 12/31/20
Cost per Family: $2500.00 $10,000
Projected # of Families Served: 4 $1,500
Booster Sessions - 6
Truancy Reform Project Functional 1/1/20— 12/31/20 $11,500
Family Therapy and Other Services:
Total Funding for Juvenile Court for $23,000
2019-2020
3. Funding approved pursuant to this MOU will be included in the 2019 and 2020 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
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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. Juvenile Court will not exceed the amount provided by Fund 131 without
obtaining an appropriation.
4. Juvenile Court will use the 131 Funding Spreadsheet, see ATTACHMENT B -Jefferson
County 131 Funding Spreadsheet for actual paid monthly expenses that have incurred.
5. A copy of ATTACHMENT B -Jefferson County 131 Funding Spreadsheet will be
emailed by the 10th of every month to Judy Shepherd of the Auditor's Office at
jshepherd@co.jefferson.wa.us and to Veronica Shaw of Public Health at
veronica@co.jefferson.wa.us.
6. 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 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.
7. 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 sales tax
revenue, or addition of required tasks not addressed in this agreement.
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8. This MOU shall remain in effect from January 1, 2019 until December 31, 2020, 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,EXHIBIT B, ATTACHMENT A and ATTACHMENT B shall
remain in effect until fulfilled. All work performed in 2019 and 2020 consistent with this
MOU prior to its adoption is hereby ratified.
DATED this day of , 2019.
Jefferson County Board of Commissioners Jefferson County Juvenile Court
Kate Dean, Chair Date Barbara Carr Date
Juvenile Court Administrator
Attest:
Carolyn Gallaway, Deputy Clerk of the Board
Approved as to Form Only:
a [Ik y/A /
Philip Hunsucker, Chief Civil, eputy Prosecuting Attorney
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EXHIBIT A
Scope of Work: Truancy Reform Project
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:
1. 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:
a) Concepts and practice contained in the most recent Blueprints for Violence
Prevention: Functional Family Therapy;
b) General Precepts/Practice/Assessment practices contained in FFT initial 3-Day
Training and 1-Day Systems Training;
c) Clinical Guidance as supplied by:
i) FFT, Inc.;
ii) Local FFT Supervisor in formal consultation and any FFT site visits.
2. 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.
3. 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.
4. 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.
5. 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.
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6. EXHIBIT B: The Truancy Reform Project's Logic Model and Performance
Measures are attached hereto and incorporated herein.
7. 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 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 will provide an estimate of projected expenditures under this MOU
for the remainder of the year at the end of October of 2019 and at the end of
October 2020 to the Auditors office and Public Health.
• Juvenile Court will provide all 2019 invoices to the Auditors office for processing
by January 7, 2020 and all 2020 invoices by January 7, 2021.
• Provide to Jefferson County through Jefferson County Public Health a copy of any
service contracts (and all amendments associated therewith)with the 131 funds
under this MOU.
8. Jefferson County Juvenile Court will provide quarterly statistics in an electronic form
that is developed and may be revised by Jefferson County Public Health and the
Kitsap Health District, in consultation with the Court, for statistical and program data
collection.
• Jefferson County Juvenile Court will ensure that quarterly electronic reports for
each Juvenile Court are sent to Philip Ramunno of Kitsap County Health District,
345 6th Street, Suite 300, Bremerton WA 98337 and/or
Philip.Ramunno(&,,kitsappublichealth.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: 4/30/19 for Jan-Mar, 7/31/19 for Apr-June,
10/31/19 for July-Sept, and 1/31/20 of the next year for Oct-Dec 2019. 4/30/20 for
Jan-Mar, 7/31/20 for Apr-June, 10/31/20 for July-Sept, and 1/30/21 of the next
year for Oct-Dec 2020.
• Quarterly reports will be reviewed by Public Health and Philip Ramunno for
accuracy. Any questions will be referred back to the Court.
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EXHIBIT B
TRUANCY, At-Risk Family FFT Logic Model -
Jefferson County 1/10th of 1% Sales Tax
Truancy/At-Risk Project with FFT Intervention - School, LEA, Court and
Family Therapy Collaboration
(NOTE:An additional Logic Model specifically for the FFT intervention
http://www.episcenter.psu.edu/sites/default/files/ebp/functional-family-therapy-logic-model-REV%204-2014.pdf)
INPUT OUTCOMES OUTPUTS
Truancy: 1 Youth isparticipatingTruancy: 1.Youth and family have
Truancy: 1.Student meets legal"truant" developed skills to address
definition and truancy referral by school and engaged in appropriate behaviors related to truancy;
received; educational program, 2.Action plan created to
2.WARNS assessment completed,CTB communication at home is specifically address barriers to
scheduled;CTB notified of FFT improved; s p y
eligibility status including CD/MH risks; 2.Factors leading to truant educational success 3. Student
3.CTB held and FFT included in Student attends school and potentially
behavior are addressed;
Truancy Intervention Agreement,with increases other pro-social
priority given to middle school 3.Youth has improved education opportunities e.g.;school activities.
students/family if necessary; outcomes such as better attendance 4.Youth and family's belief that
3a.If youth is non-compliant with and educational progress. education has personal value is
CTB recommendations,Court may refer 4.Youth no longer meets"truant" improved.
eligible youth when a"finding of definition and is dismissed from At-Risk Family: 1.At-risk
truancy"is reached; court truancy intervention behaviors reduced and/or better
4.Referral made to FFT provider within At-Risk Family: 1.Factors leading
1 week by JC Truancy Coordinator,and to family distress are addressed; specific management of family's
hand-off session with family and FFT 2.Youth is not exhibiting same identified issues;
therapist is held. 2.Overall improvement of family
At-Risk Family: 1.Prevention referral risky behaviors and is following
received from law enforcement,school, appropriate household rules,and is functioning;and reduced at-risk
successfullyaddressingsubstance behaviors;
parent or child; 3.Behavior change successful;
2.WARNS or other non-offender use or mental health issues; family environment improved to
assessment completed and determines 5.Youth&Family no longer meet preserve family unit.
risk factors in areas of MH/CD and At Risk definition and services
family dysfunction; terminated.
3.If family willing,referral made for
early intervention FFT.
PROCESS
1.Referred youth and their families
receive Functional Family Therapy Any discontinuation of FFT will be reported to the
Intervention,moving through all Juvenile Court Becca Counselor.
phases successfully: School will decide the path forward for truancy;
Engagement for At Risk Prevention.
Motivation The Becca Counselor will consider the
Relational Assessment
Behavior Change appropriateness of moving forward with
Generalization encouraging a formal filing of an at-risk youth or a
2.JC BECCA Counselor is notified child in need of services petition.
of progress through the phases;
3.Barriers to educational success and
family support are identified;
4.Family completes FFT and
therapist reports completion to JC
Becca Counselor.
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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.
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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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ATTACHMENT B:
JEFFERSON CO 131 FUNDING
SPREADSHEET-JUVENILE CRT
2019/2020
JUVENILE COURT TOTAL AWARD 2019: $11,500.00
JUVENILE COURT TOTAL AWARD 2020: $11,500.00
Vendor Month of Svc Date Paid Amount Description/Service
Total Juvenile
Court YTD
Expended $0.00
Total Juvenile
Court Remaining $11,500
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