HomeMy WebLinkAboutAdministrative Office of the Courts (FJCIP) - 042224 INTERLOCAL AGREEMENT — ICA25008
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. Create learning opportunities to engage local dependency court
system partners in acquiring new skills and changing practice with a
shared goal of improving outcomes for children, families, and the
professionals who support them.
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 September 30, 2024.
7. Submit a budget report comparing actual expenditures with the
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contract budget for the period of July 1 through December 31 with
budget projections for the next three years to AOC by February 1,
2025.
8. Submit a report comparing all actual expenditures for the period of
July 1, 2024 to June 30, 2025 with the contract budget to AOC by
July 15, 2025.
9. Submit or update a "local improvement plan" utilizing the format
received under this agreement to AOC by September 30, 2024.
B. The Court shall submit to the AOC semi-annual reports of court's purpose,
goals, activities and progress on measurable outcomes related to Family
and Juvenile Court Improvement Program activities during the preceding
quarter. Semi-annual reports are due August 31, 2024 and March 1, 2025.
III. PERIOD OF PERFORMANCE
The period of performance under this Agreement shall be from July 1, 2024 through
June 30, 2025.
IV. COMPENSATION
A. AOC shall reimburse the Court a maximum of $37,657.00 for FJCIP
coordinator salary and benefits costs incurred during the term of this
Agreement. 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. All A-19 invoices shall be submitted to AOC
no later than July 15, 2025 for reimbursement.
B. Before payment can be processed, properly-completed A-19 invoices must be
submitted to AOC's Payables Department at pavables(a�courts.wa.dov and
CC AOC Project Manager Jennifer Nguyen Jennifernduyen@courts.wa.gov.
C. 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.
D. The Court shall maintain sufficient backup documentation of expenses under
this Agreement.
E. 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, 2025 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 payables(a�courts.wa.gov between July 12, 2025 and
August 1, 2025.
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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
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. RIGHTS 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
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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
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. COUNTERPARTS
Each party agrees that a digital, electronic, or scanned transmission of any original
document has the same effect as the original. Any signature required on an original will
be completed and sent to the other party, as applicable, when an electronic or digital copy
has been signed. The parties agree that signed digital, electronic or scanned copies of
documents will be given full effect as if an original.
XVIII. 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:
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DocuSign Envelope ID:FBB68686-C941-4258-8E41-BFACA2C8AB65
AOC Project Manager I Court Agreement Manager
Jennifer Nguyen Shannon Burns
PO Box 41170 PO Box 1220
Olympia, WA 98504 Port Townsend, WA 98368-0920
Jennifer Nguyen@courts wa gov sburnsco Jefferson wa us
(360)890-5470
XIX. 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.
This Agreement is executed by the persons signing below who warrant that they have
the authority to execute it.
AGREED:
WASHINGTON STATE COURT
ADMINISTRATIVE OFFICE
OF THE COURTS
Da.40101,111G244-G s+6
Signature Signature
Dawn Marie Rubio Kate Dean
Name Name
State Court Administrator Chair, Jefferson County BOCC
Title Title
5/6/2024 4(4ZAy
Date Date
Approve to Form Only
April 11, 2024
Signature Date
Phillip C. Hunsucker
Name
Civil Deputy, Jefferson County Prosecutor
Title
ICA25008 Page 5 of 5
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
FROM: Shannon Burns,Juvenile Court Administrator
DATE: ,A'l c f , `lo 4
RE: Interagency Agreement#ICA25008
STATEMENT OF ISSUE: The Family and Juvenile Court Improvement Plan(FJCIP) has
been a funded program by the Administrative Office for the Courts. The program supports
efforts to improve court functioning in the area of dependency and other civil matters. The
dollar amount is reflective in my budget and provides 24 hours of a 40-hour employee.
ANALYSIS: None
FISCAL IMPACT: This revenue is included in my budget for 2024 and will continue to be
included.
RECOMMENDATION:
That the Board sign three originals of this Interagency Agreement with the Administrative
Office of the Courts.
REVIEWED BY:
Zs// 2
Mark McCauley, ounty Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Administrative Office of the Courts Contract No: 2024-FJCIP
Contract For: Family and Juvenile Court Improvement Plan(FJCIP) Term: July 1,2024 through June 30,2025
COUNTY DEPARTMENT: Juvenile and Family Court Services
Contact Person: Shannon Bums,Juvenile Court Administrator
Contact Phone: (360)385-9190
Contact email: sbums@co.jefferson.wa us
AMOUNT: $37,657 PROCESS: Exempt from Bid Process
Revenue: $37,657 Cooperative Purchase
Expenditure: $37,657 Competitive Sealed 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 CQMPLIANCE WITH JCC 3.55.080 AND CHAPTER, 42 23 RCW.
CERTIFIED: n N/A:I I S `t/ —1 L t
Signature ((( Da e
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDE L, STATE, OR LOCAL
AGENCY. ��
CERTIFIED: El N/A:
Signature Date L(
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 4/11/2024.
State agreement - cannot change.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 4/11/2024.
State contract- 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
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