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HomeMy WebLinkAboutFamily and Juvenile Court Improvement Plan JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of Commissioners FROM: Shannon Burns, Juvenile Court Administrator DATE: June 26, 2023 RE: AGREEMENT re: Interagency Family and Juvenile Court Improvement Plan (FJCIP); Jefferson County Juvenile Services STATEMENT OF ISSUE: The Family and Juvenile Court Improvement Plan(FJCIP) is a program funded by the Washington State Administrative Office of the Courts that supports efforts to improve court functioning in the area of Dependency and:other Civil matters. ANALYSIS: The attached Interagency Agreement governs the FJCIP program. The dollar amount funded in the agreement is reflected in my budget and provides one-half of a 40-hour employee. Approval of the agreement by the Board of County Commissioners will allow the program to continue. FISCAL IMPACT: This.revenue and associated expenses are included in my budget for 2023 and will continue to be included. RECOMMENDATION: The Board approve and sign the attached Interagency Agreement with the Administrative Office of the Courts. REVIEWED BY: Ar /Z-.5 Mark McCaule3younty Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Administrative Office of the Courts Contract No: 2023-FJCIP Contract [-or: Family and Juvenile Court Improvement Plan(FJCIP) Term: July 1, 2023 through June 30, 2024 COUNTY DEPARTMENT: Juvenile and Family Court Services Contact Person: Shannon Burns.Juvenile Court Administrator Contact Phone: (360)385-9190 Contact email: sbums@co jefferson wa.us AMOUNT: $31,000 PROCESS: Exempt from Bid Process Revenue: $31,000 Cooperative Purchase Expenditure: $31,000 Competitive Scaled Bid Matching Funds Required: Small Works Roster Sources(s) of Matching Funds Vendor List Bid Fund # RFP or RFQ Munis Org/Obj Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES C PLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: ■F N/A: 1 _SS__ , - - Q; X[ vZ Signature —7— f Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: a N/A: S` 66 f -?o z 3 Signature Date STEP 3: RISK MANAGEMENT REVIEW (will be added electronically through Laserfiche): Electronically approved by Risk Management on 6/13/2023. Agreement with state AOC. Cannot change. STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserfiche): Electronically approved as to form by PAO on 6/13/2023. State language -- cannot change. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL I INTERLOCAL AGREEMENT ICA24157 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"). The AOC and the Court may each be referred to individually as a `Party" or collectively as the "Parties." I. 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. II. DESCRIPTION OF SERVICES A. The Court will: 1 . Assign a Chief Judge for the family and juvenile court for a minimum term of two (2) years; 2. 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; 3. Document that all court commissioners and judges serving in the county's FJCIP have completed a minimum of 30 hours of specialized training in dependency and family law related topics as required under RCW2.56.230; 4. Implement the principle of one judicial team hearing all of the proceedings in a case involving one family, especially in dependency cases; 5. 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; 6. Submit a spending plan detailing the intended use of funds received under this agreement to AOC by August 31, 2023; 7. Submit a report comparing actual expenditures with the ICA24157 Page 1 of 6 submitted spending plan to AOC by June 30, 2024; 8. Submit or update a `local improvement plan" identifying the specific staffing, facility, case management and/or operational improvement(s) that the Court intends to accomplish during this project, and identifying which FJCIP Core Component(s) are targeted. B. The Court's local improvement plan shall: 1. Identify Family and Juvenile Court Improvement Tasks, projects and programs related system improvement in your dependency court system, Explain what the local improvement is and how it will enhance current court operations; 2. List the FJCIP Core Component(s) the local improvement is targeted to meet; 3. Describe potential barriers to implementing the local improvement, 4. Describe measurable outcomes for which data will be collected, 5. 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 6. Be finalized and provided to AOC by August 31, 2021 C. 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, 2023 and March 31, 2024. III. PERIOD OF PERFORMANCE The period of performance under this Agreement shall be from July 1, 2023 through June 30, 2024. IV. COMPENSATION A. AOC shall reimburse the Court a maximum of $31,000.00 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 AOC's Payables Department at Payablesa-courts.wa.Qov. 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 ICA24157 Page 2 of 6 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. V. REVENUE SHARING A. AOC, in its sole discretion, may initiate revenue sharing. AOC will notify the Court no later than May 1. 2024 that AOC intends to reallocate funding among courts in the program. If AOC determines the Court may not spend all monies available under the Agreement, then AOC may reduce the Agreement amount. If AOC determines the Court may spend more monies than available under the Agreement and for its scope, then AOC may increase the Agreement amount. B. If the AOC initiates revenue sharing, then the Court must submit the final revenue sharing A-19 to parables courts.wa.gov between July 12, 2024 and August 1 . 2024. VI. APPROPRIATIONS The terms of this Agreement are contingent upon sufficient appropriations and authorization being made by the Washington State Legislature ("Legislature") for the performance of this 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. VII. 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. VIII. 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. IX. 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 ICA24157 Page 3 of 6 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. X. 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. XI. 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. XII. 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. XIII. 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. 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. XIV. ASSIGNMENT The work to be provided under this Agreement, and any claim arising thereunder, is not ICA24157 Page 4 of 6 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. XV. 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. XVI. 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 that can be given effect without the invalid provision and to this end the provisions of this Agreement are declared to be severable. XVII. 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. XVIII. 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. XIX. AGREEMENT MANAGEMENT The individuals designated below shall be responsible for and shall be the contact person for all communications regarding the performance of this Agreement: AOC Project Manager Court Agreement manager Jennifer Nguyen Shannon Burns PO Box 41 170 PO Box 1220 Olympia, WA 98504 Port Townsend, WA 98368 Jennifer.Nguyen(a courts.wa.gov sburns(o)-co.iefferson.wa.us (360)890-5470 ICA24157 Page 5 of 6 This Agreement is executed by the persons signing below who warrant that they have the authority to execute it. AGREED: ADMINISTRATIVE OFFICE OF THE COURTS Signature Date Signature Date Dawn Marie Rubio_ Greg Brotherton Name Name State Court Administrator Chair, Jefferson County BOCC Title Title Approved to Form Only June 13, 2023 Signature Date Phillip C__Hunsucker Name Civil Deputy Prosecuting Attorney Jefferson County Prosecutor Title ICA24157 Page 6 of 6