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HomeMy WebLinkAboutJuvenile Services; Administrative Offices of the Courts (AOC) Consent Agenda Juvenile Services Jefferson County Board of County Commissioners Agenda Request To: Board of County Commissioners Mark McCauley, County Administrator From: Barbara Carr, Juvenile Court Administrator Agenda Date: August 8, 2022 Subject: Interagency Agreement# ICA 23863 Family and Juvenile Court Improvement Plan STATEMENT OF ISSUE: The FJCIP program.is been funded by the Administrative Office for the Courts. The program supports efforts to improve court functioning in the area of dependency and other civil matters. Our funding for this program reflected in this year's contract is a doubling of what we have had in the past. This supports my request to AOC based on my need to increase the hours performed by this staff person. These funds will provide one-half of this now 40-hour employee, Meagan Ryan, Family Court Program Assistant. ANALYSIS: None. FISCAL IMPACT: r This revenue will be included in my budget for 2023, as well as associated expenditures and I would plan to make any fourth quarter adjustments for 2022 that would be required. RECOMMENDATION: That the Board sign three originals of this Interagency Agreement with the Administrative Office of the Courts. R EWE Q.11F- __...__. cCauley, County Administrator Da e Docu5ign Envelope 10:EE5C8266-B941)-465D-A730-86B6368087D8 INTERAGENCY AGREEMENT ICA23863 BETWEEN WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS AND JEFFERSON COUNTY SUPERIOR COURT FOR THE SUPPORT OF FAMILY AND JUVENILE COURT IMPROVEMENT PLAN (FJCIP) THIS AGREEMENT is entered into by and between the Washington State Administrative Office of the Courts (AOC) and Jefferson County Superior Court (Court). PURPOSE The purpose of this agreement is to engage the services of the Court to improve and support family and juvenile court operations as set forth in the Family and Juvenile Court Improvement Plan (FJCIP) legislation RCW 2.56.220-230. Funds received under this agreement may only be used to supplement, not supplant, any other local, state or federal funds received for the Court. DESCRIPTION OF SERVICES The Court will; a. Assign a Chief Judge for the family and juvenile court for a minimum term of two (2) years; b. Hire a FJCIP Coordinator within a timeframe acceptable to both AOC and the Court, provide that Coordinator with training in the area of family and juvenile law and, ensure that Coordinator participates in specialized Coordinator trainings offered by AOC, including the FJCIP Coordinator Community of Practice; c. Document that all court commissioners and judges serving in the county's FJCIP project have completed a minimum of 30 hours of specialized training in dependency and family law related topics as required under RCW 2.56.230. d. Implement the principle of one judicial team hearing all of the proceedings in a case involving one family, especially in dependency cases; e. Work with AOC Staff to support mutually agreed upon court improvement projects, including data collection, evaluation, multi-disciplinary training and meetings of court and community partners; f. Submit a spending plan detailing the intended use of funds received under this agreement to AOC by August 31, 2022; g. Submit a report comparing actual expenditures with the submitted spending plan to AOC by June 30, 2023; h. Submit or update a ''local improvement plan" identifying the specific staffing, facility, case management and/or operational improvement(s) that the Court intends to ICA23863 Page 1 of 5 DocuSign Envelope ID:EE5C82B8-894u-465D-A73D-B888388D8708 accomplish during this project, and identifying which Unified Family Court (UFC) principle(s) are targeted. The Court's local improvement plan shall: 1. Identify case types that will be impacted (family, juvenile or both); 2. Explain what the local improvement is and how it will enhance current court operations; 3. List the specific UFC principle(s) the local improvement is targeted to meet; 4. Describe potential barriers to implementing the local improvement; 5. Describe measurable outcomes for which data will be collected; 6. Develop and document a plan to identify those children who have been in foster care for at least 15 of the past 22 months; and 7. Be finalized and provided to AOC by August 31, 2022. The Court shall submit to the AOC semi-annual reports of court's activities and progress on measurable outcomes related to Family/Juvenile Court activities during the preceding quarter. Semi-annual reports are due September 30, 2022 and March 31, 2023. PERIOD OF PERFORMANCE The period of performance under this Contract shall be from July 1, 2022 through June 30, 2023. COMPENSATION a. AOC shall reimburse the Court a maximum of$31,000 for FJCIP coordinator salary and benefits costs incurred during the term of this agreement. b. The Court shall submit invoices to AOC for expenditures no more frequently than monthly, and no less frequently than quarterly. Invoices shall be submitted on state form A-19. c. Before payment can be processed, properly-completed A-19 invoices must be submitted to payablesAcourts.wa.gov d. If this agreement is terminated, the Court shall only receive payment for performance rendered or costs incurred in accordance with the terms of this agreement prior to the effective date of termination. e. The Court shall maintain sufficient backup documentation of expenses under this agreement. f. Payments made by AOC within 30 days of receipt of a properly-completed A-19 invoice shall be deemed timely. G. AOC, in its sole discretion and upon notice, may initiate revenue sharing and reallocate funding among recipients of funding governed by the Family and Juvenile Court Improvement Plan legislation. If, in AOC's assessment, the Court is unlikely to expend the maximum agreement amount, AOC may reduce the maximum agreement amount. AOC may increase the maximum agreement amount if additional funds become available. APPROPRIATIONS The terms of this Agreement are contingent upon sufficient appropriations and authorization being made by the Legislature of Washington State (Legislature) for the performance of this ICA23863 Page 2 of 5 DocuSign Envelope ID:EE5C8286-894D-4650-A73043686388D8708 Agreement. If sufficient appropriations and authorization are not made or removed by the Legislature, this Agreement will terminate immediately upon written notice being given by the AOC to the Court. The decision as to whether appropriations are sufficient to perform the duties under this Agreement is within the sole discretion of AOC. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. RECORDS, DOCUMENTS, AND REPORTS The Court shall maintain books, records, documents and other evidence of accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this agreement. These records shall be subject at all reasonable times to inspection, review, or audit by personnel duly authorized by the AOC and the Office of the State Auditor, or so authorized by law, rule, regulation, or agreement. The Court will retain all books, records, documents, and other material relevant to this agreement for six years after settlement, and make them available for inspection by persons authorized by this provision. RIGHT OF INSPECTION The Court shall provide right of access to its facilities to the AOC, or any of its officers, or to any other authorized agent or official of the state of Washington at all reasonable times, in order to monitor and evaluate performance, compliance, and/or quality assurance under this agreement. DISPUTES Disputes arising under this Agreement shall be resolved by a panel consisting of one representative from the AOC, one representative from the Court, and a mutually agreed upon third party. The dispute panel shall thereafter decide the dispute with the majority prevailing. Neither party shall have recourse to the courts unless there is a showing of noncompliance or waiver of this section. TERMINATION Either party may terminate this Agreement upon thirty (30) days written notice to the other party. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. GOVERNANCE This Agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this Agreement shall be construed to conform to those laws. ICA23863 Page 3 of 5 DocuSIgn Envelope IC:EE5C8286-894D-465D-A73D-E3686 66D87D8 In the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: a. Applicable state and federal statutes and rules; b. Description of Services; and c. Any other provisions of the agreement, including materials incorporated by reference. ASSIGNMENT The work to be provided under this Agreement, and any claim arising thereunder, is not assignable or delegable by either party in whole or in part, without the express prior written consent of the other party, which consent shall not be unreasonably withheld. WAIVER A failure by either party to exercise its rights under this Agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this Agreement unless stated to be such in a writing signed by an authorized representative of the party and attached to the original Agreement. SEVERABILITY If any provision of this Agreement, or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision and to this end the provisions of this Agreement are declared to be severable. ENTIRE AGREEMENT This agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this agreement shall be considered to exist or to bind any of the parties to this agreement unless otherwise stated in this agreement. COUNTERPARTS Each party agrees that a facsimile (FAX) or scanned transmission of any original document shall have the same effect as the original. Any signature required on an original shall be completed and sent to the other party, as applicable, when a facsimile copy has been signed. The parties agree that signed facsimile or scanned copies of documents shall be given full effect as if an original. ICA23863 Page 4 of 5 DocuSlgn Envelope ID:EE5C8286.894D-465D-A73D-8888388D87D8 CONTRACT MANAGEMENT The program managers noted below shall be responsible for and shall be the contact person for all communications regarding the performance of this Agreement: AOC Project Manager Court Contract Mena au__ Kelly Warner-King Barbara Carr PO Box 41170 PO Box 1220 Olympia, WA 98504 Port Townsend, WA 98368-0920 keily.warner-king@courts.wa.gov bcarr@co,jefferson.wa.us (206) 920-2414 Phone AGREED: ADMINISTRATIVE OFFICE JEFFERSON COUNTY OF THE COURTS Signature Date Signature Date Dawn Marie Rubio Heidi Eisenhour Name Name State Court Administrator Chair Board of County Commissioners Title Title Approved as to form only: C July 30, 2022 Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney ICA23863 Page 5 of 5