HomeMy WebLinkAboutRES 2023-137BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2023. I
A Resolution Authorizing Execution of lnterlocal Agreement with the State of Washington
Administrative Office of the Courts
WHEREAS, RCW 39.34, the lnterlocal Cooperation Act, provides the capability for public
agencies to cooperate by providing services and facilities for mutual
advantage; and
WHEREAS, The State of Washington Administrative Office of the Courts contracts with
individual counties to provide "Becca Bill" (RCW 13.32A and 2BA.22S)
services; and
WHEREAS, Kittitas County Juvenile Court provides "Becca Bill" services, including
CHINS petitions, ARY petitions, and truancy petitions; and
WHEREAS, An lnterlocal Agreement is necessary for providing these services; and
WHEREAS, the State of Washington Administrative Office of the Courts and KITTITAS
COUNTY possess authority to enter into this Agreement pursuant to Chapter 3g.34
RCW.
NOW, THEREFORE, BE lT RESOLVED AND lT lS HEREBY ORDERED, that theattached lnterlocal Agreement between Kittitas County and the State of Washington
Administrative Office of the Courts be executed for the piovision and funding of Becca- Billservices' The executed agreement shall be filed in a manner compliant with RCW
39.34.040,
ADoprED this I 5Th day of (\,tl_KU,rt 2023.
BOARD OF COUNTY COMMISSIONERS
KITTITA COUNTY, WASHINGTON
ht, c
ABSENT
, Vice-Chair
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RESOLUTION
La ura Osiadacz, Commtsstoner
.r" " \., --'l- -
ATTEST:
CLERK OF THE BOARD
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APPROVED AS TO FORM
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Douglas Mitchell,
Deputy Prosecuting Attorney
wsBA#22877
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RESOLUTION
DociSign Envelope lD: 5B7BUU36-E920-'4 DA2-A383-TADBCAAB4BTlC
INTHRAGENCY AGREFMENT IA424306
BETWTEN
WA$HINGTON STATE ADMINISTRATIVE OFFICE OF THH CCIURT$
AND
KITTITAS COUNTY JUVENILE COURT
FOR
BECCA FROGRAM$ AND SERVICES
THI$ AGRHEMHNT is entered into by and between the Administrative Olfice of the Courts
(AOC)and Kiititas county Juvenile court (contractor).
I. PURPOSH
Tlre purpose of this Agreement is to engage the services of the Contractor to administer
Truancy, At Risk Youth and Child in Need of Se rvices (Becca) programs ancl services within itsjurisdiction and according to the intent of the Becca legislation chapter 13.32A RCW.
Funds received by the Contractor under this Agreement nray only be used to supplement, not
supplant, any other local, state or fecleral funcls receivecj by the iontractor.
II. $TATHMENT OF WORK
The contractor will administer Truancy, At Risk Youth (ARY) and child in Need of services(CHINS) programs within the Contractor's juriscliction pursuant to chapter 13.32A, RCW.
The Contractor shall subrnit summary reports to AOC documenting Becca activities. These
reports shall provide the number of petitions broken down as follows:
A. Cl-1tNS peritions;
B. ARY petitions; and,
C. Truancy petitions.
The Becca Bi-Annual Report to the Administrative Office of the Courls shall be subrnitted
e loctronically. The requlred form for bi-annual repofting, which is incorporated in thisAgreement, is locatecl on the lnside Courts website undlr Court Resources> CourtManagernent and choose lhe "Becca Bi-Annuar Reporl to Aoc".
Reporting sclredule:
Period Report Due
07t01t23 12t31t23 01t31t24
01t01t24 - AA30t24 07t31t24
Failure to submit a report by the due date may adversely affect state funding of the Beccaprogram.
lf you have questions, please corrtact the AOC Project Manager SoncJra Hahn at
S_o n d ra. Ha h n @.coults.:#a. ctey or (360 ) 7 0S-SZ7 6,
r4A24306 Page 1 of 6
DocuSign Envelope lD: 5BZBBB36-8920-.1 0/r2-A303-74nBBAA8486C
III. PERICID OT PERFCIRMANCH
The e xecution of this Agreenrent shall constitute a ratification of an eariier verbal agreement
between the parties that is now set forth in writing. Accordingly, the beginning date of
perFormance under this Agreenrent is July 1, 2023 regardless of the date of execution and it shall
end on June 30, 2024, except for any remaining obligations of the Contractor as may exist.
IV COMPENSATION
A. Contractor shall be reimbursed a maximum of $42,001 for costs incurred
during the period of performance. Payment for satisfactory performance of the work
shall not exceed this anrount unless the parties mutually agree to a higher amount
in writing, except as governed by the REVENUE SHARING section of this
Agreement.
B, Contractor shall receive payment for actual costs (within tlre amount identified)
which are associated with the processing and carse management of CHINS, ARy
and Truancy relerrals/petitions, Contractor shalI use BECCA Cost Guidelines
(Exhibit A) as a gr-ride for determining urhat costs should be reirnbursed.
C. Contractor shall not be reirnbursed until properly-completed nronllrly A-1g invoice
and Becca Monthly Detail Report (Exhibit B) is received and approved by AOC,
D. lf this Agreement is terrnirratcd, Contractor shall orrly receive paynrent for
pe rforrnance rendered or costs incurred in accordance with tlre terms of this
Agreement prior to the effective date of termination.
E. Contractor shall submit invoices to AOC monthly.
F. Payment will be made by the Aoc upon receipt of a properly-completecl
Washington State form A-19 and Becca Monthly Detail Report (Exhibit B),
lnvoices are to be sent via email to AOC Financial services at
p"a.yailSS@.pa"U|J9.!ya,g-Qjy. AOC will renrit payment to the Contractor in a total
amount not to exceed the value of this agreement
G. Payments will be consiclered timely if made by the AOC within 30 cjays of receipt
of a prope rly prepared invoice by the AOC or receipt of satisfactory services,
whichever is later.
H. Contractor shall nraintain sufficierit backLrp documentation of direct costs
expenses under this Agreement.
l. Allocated administrative court costs must be applied at a rate that is set forth anclsupported by a docuntented internal administrative rate plan that has beenapproved by the designated authority_at the Superior Court and is reaclilyaccessible for review by AOC or the State Auditor.
V RHVENUE SHARING
A' AOC, in its sole discretion, may initiate revenue sharing, AoC will notify the Courtno later than May 1,2a24 that AoC intends to reallocate funcling
"*oqq courts in
1A424306 pase 2 of 0
DocuSig;n Envelope lD: 5B 788836-8920-4 DA2-A3B3-7ADB6AAll4B6C
the program. lf AOC determines the Court may not spend all rnonies available
under the Agreenrent, then AOC may reduce the Agreement amount. lf AOC
determines the Court may spend more rnonie s than available under the
Agreement and for its scope, then Aoc may increase the Agreement amount.
lf the Aoc initiates revenue sharing, then the court must submit the final
revenue sharing A-19 to payables@courts.wa.gov so that it is received byAugust
1,2024.
OTHHR PROVISIONS FOR SERVICES
A. Background Check/Crinrinal History
ln accordatrce with Chapters 110-700 WAC, and RCW 43.43.830, the Contractor
is required to conduct background check/crinrinal history clearance for all
employees, subcontractors and/or volunteers wlro may or will have regulerr
access to any client/juvenile, prior to any access under this Agreement.
ln addition, Contracior may be required to conduct background checklcriminal
history clearance for employees, subcontractors and/or volunteers who rnay or
will lrave limited access to any client/juve nile, prior to any access under this
Agreenrent.
The Contractor shall, based on the results from the criminal background check,
determine whether each employee, volunteer, ancl/or subcontractor is suitable for
access to clients/juven iles.
By signing this agreement, Contractor affirmatively acknowleclges that it lras met
tlrese requirenients. Contractor shall cjocument the backgrouncl check/criminal
history clearance process it employs.
Sexual Misconduct
Contractor shall ensure that all employees, subcontractors ancl/or volunteers are
knowledge able about the requirements of RCW 13.40.570 and of the crinres set
forth in Chapter 9A.44 RCW, "Sex Otfe nses.,,
B
vl.
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VII. RECORDSMAINTENANICE
The parlies to this Agreement shall each maintain books, records, documents and other evidenccwhich sufficiently and properly reflect all c.lirect and indirect costs expencled by either party in theperformance of the service(s) clescribed herein. -fhese records shali ne sunle?t to inspection,
ryyiew or audit by personnel of both parties, other personnel cluly authorized by either party, itreOffice of the State Auditor, and fecleral officials so authorized by law. All books, records,documents, and other nraterial relevant to this Agreemont will be relained for six years afterexpiration of this Agreement and the office of the State Audilor, fecleral auditors, and any personsduly authorized by the parties shall have full access and the right to examine any of thesematerials during this period,
Records and other documents, in any medium., furnishecl by one party to this Agrecment to theother party, will remain the properly of the furnishing p;rty, irnless otnlrwise agieed. The
1AA24306 Page 3 o{ (i
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receiving party will not disclose or make available this material to any third parlies without first
givitrg notice to tlre furnishirrg pafiy and giving it a reasonable opportunity to respond. Each party
will utilize reasonable security procedures and protections to assure that records and docunrents
provided by the other party are not erroneously disclosed to third parlies.
VIII. RIGHT$ IN DATA
Unless otherwise provided, data which originates fronr this Agreement slrall be "works for hire" as
defined by the U.S. Copyright Act of 1976 and shall be owned by AOC. Data shall include, but not
be limited to, reports, documents, pamphlcts, advertisements, books, magazines, surveys,
studies, computer programs, fihns, tapes, video andlor sound reprocluctions. Ownership irrclucles
the right to copyright, patent, register, and the ability to trarrsfer these rights.
IX. INDEPENDENT CAPACITY
The employees or agents of each parly who are engaged irr tlre pe dormance of this Agre ement
shall continue to be employees or agents of that party and shall not be considered for arry
purpose to be employees or agents of the other party.
X, AGREEMENT ALTERATIONS AND AMENDMENT$
This Agreement may be amended by mutual agreement of the parties. Such amendments shall
not be binding unless tlrey are in writing and signed by personnel authorized to bind each of the
parties. This clause does not apply to the provisions of the REVENUE SHARING section in ilris
Agreement.
XI TERMINATION
A. Terrnination for Convenience
Except as otherwise provided in this Agreement, either party may terminate lris
Agreement by providing written notice of such termination to the other specifying
the effective date thereof, at least five (5)calendar days prior to such date . lf lrii
Agreement is so terminated, the AOC shall be liable only for payment for work
conrpleted and accepted prior to the effective date of termination.
B. Termination for Cause
lf either party does not fulfill in a timely and proper manner its obligations :nder
this Agreement, or if either party violates any of these terms anci conditiors, theaggrieved party will give the other party written notice of such failure or violation.
The responsible parly will be given the opportLrnity to correct the violation orlailure within 15 working days. lf failuro orviolatioh is not corrected, ilrisAgreement nray be terminated immediately by written notice of the aggrievedparty to the other party.
1AA24306 Page 4 of 6
Oor:ilSign Envelope ID: 58788636-E920-4 DA2-A383-TADBOAAB4BOC
XII. DISPUTHS
ln the event that a dispute arises under this Agreement, it shall be determined by a Dispute
Board in the {ollowing manner: Fach party to this Agreenre nt shall appoint one member to the
Dispute Board, The members so appointed shalljointly appoint an additional member to the
Dispute Board. The Dispute Board shall review the facts, agreement terms and applicable
statutes and rules and make a determination of the dispute. The deternrination of the Dispute
Board shall bo final and binding on the pafiies hereto.
XIII. GOVHRNANICE
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.
ln the event of an inconsistency in the terms of tlris Agreement, or between its tcrnrs and any
applicable statute or rule, the inconsistency shall be resolved by giving precedence in the
following order:
A. Applicable state and federal statutes ancl rules;B. Staternent of work; andC. Any other provisions of tlre Agreernent including materials incorporatecl by
attachment or re{erence.
XIV, AS$IGNMENT
The worl< to be provided under this Agreement, and any claim arising thereunder, is not
assignable or delegable by eithe r pariy in whole or in pafi, without the express prior written
consent of the other party, vlhich consent shall not be unreasonably withheld.
XV. SAVIl.lc$
ln the event funding from state, federal, or other sources is withdrawn, reduccd, or limited in anyway after the effective date of this Agreement and prior to normal completion, tiie AOC nrayterminate the Agreement under the "Termination for convenie nce" clause, withoLrt the fiveday
notice requirement, sr-rbject to renegotiation undcr those new funcJing limitations and conditions.AoC, at its discretion, may also elect to anrend the Agreeme nt to reilect a budget reductic,nwithorrt terminating the Agreement as long as AoC g[ies notice of the budget [duciion tc theother parly and the other party agrees to ihe amendinent. The other party rlnderstands thatrefusing to agree to a budget reduction amendnrent will necessitate termination of thisAgreement.
XVI. COUNTERPARTS
Each parly agrees that a digital, electronic, or scanrred transmission of any original documenthas the same effect as the original. Any signature required on an original will be completodand sent to the other parly, as applicable, when an electronic or digital copy has been signed.
1AA24306 Page 5 of [i
uuuuotvil,Eilvetupc tu. JD/ DODOU-EyZV-aUnz_AJoo_/AUDOMD9OUV
Dt:cuSiil* e n?r:lr,!e I lt : S I / B B E 36. E22Oa| fr AZ - A3,$3 - 7 fi} *fi Ahtj, Sy, tC
The parlies agrse that sign*d digital, e lectronie , CIr $canno6 copie$ of clocr:rn*nts will be giv*n
full effect as il an nriginal.
XVII^ AGREEMTNT MANAGEMENT
The projecl manager for each of the p*rties shall be rcspansible for ancj shall be the cCInl;rclperson {or all communications and billings regareling thr per{qrmance of this Agreernent:
XVIII. ENTIRH AGREHMENT
This Agreement contains all the tern")s and conditions agrcetl upon by the parties. No ather
unde rstandin5;*. ,:ral or olhennrise , reparding ihe sr-rbject matter af this Agre*rl*nt shall be
considered to exisl or to bind any of tlre parties to this Agreenrent unless nthenrrise stat*d in
this Agreenre nt.
AGREED:
THE ADMINISTRATIVE OFFICE
OF THE COURTS
COUNTY JUVFNILE COURT
DocuSigned by:
{I)u"^.*u""*ffi-*'vyf,120231 1 0: 1 1 AM PDT
a r6 Date ature Oafe
Christopher Stanl ey, CGFM
Nante Nam*
Chief Financial nnd Manaere nre nt Olliccr \"{
Title Titl*
":"
J
A0C Project Manage r Contractor Project Manager
Sandra Hahn
Cnurt Frogranr Analyst
P0 $ax 41fiA
Olynrpia, WA SS504-1 1 70
sondra.hahn@courls.wa. gov
{360) 705-5?7fi
Katrina Mankus
J uven ile Ceiurt Adnr i nistr;rtcr
205 W Sth Ave, 5ts ?11
Ellensburg, WA gl$S?fi-2887
ka trina. mar r kLrs(Dco. kiltitas. wa. us
509-962-75 1 6
rAA24306 rarje b {tl h
DocuSign Envelcipe lD: 5B7BBB36-8920-4D42-A383-TAnBOAAB4BOC
The parties agree that signed digital, electronic, or scanned copies of documents will be given
full effect as if an original,
XVII. AGREEMENT MANAGEMENT
The project manager for each of the parties shall be responsible for and shall be the contact
person for all communications and billings regarding the performance of this Agreement:
XVIII, ENTIREAGREEMENT
Tlris Agreement contains all the terms and conditions agreecJ upon by the parties. No oiher
understandings, oral or otherurise, regarding the subject matter of this Agreement shall be
considered to exist or to bind any of the parties to this Agreenrent unless otlrerwiso stated in
this Agreement.
AGRHHD:
THE ADMINISTRATIVE OFFICE
OF THE COURTS
COUNTY JUVENILE COURT
Signature lrb
Date Signature Date
Christopher Stanle Y, CGFM .S
/Vame Nante
Chief Financial and Mana qement Officer w
Title Title
AOC Project Manager eontractor Project Manager
Sondra Hahn
Courl Progranr Analyst
PO Box 4117A
Olympia, WA 98504-1170
sondra. h ah n @cou rts.wa. gov
(360) 705-5276
Katrina M;:nkus
Juvenile Court Administrator
205 W Sth Ave, Ste 211
Ellensburg, WA 98926-2887
katrina, ma nkus@co, kittitas.wa. us
509-962-7516 -
1AA24306 Paqe 6 of 6
AOOPTED this ) 5{h da yof t 2423
BOARD OF COUNTY CO ISSIONERS
KI cou SHIhIGTON
0 ght, Chai an
ch hairman
ABSENT
Laura Osiadacz, Commissioner
APPROVED AS TO FORM
*nwPe>
Doug R. Mitchell, Deputy Prosecuting Attorney
fflerk of the Boarcl- Julie Kjorsvik
n Deputy Clerk of the Board- Mandy Buchholz
SE.AL
7
DocuSign Envelope lD: 587 BBB30-[920-4 DA2-A383-74DBOAAB4B6C
EXHIBIT A
BECCA COST GUINTLINES
A. PURPOSH and SCOPH
This document establishes the allowable cost guidelines for Becca reimburscments. lt
also sets forth the required docunrentation needed to support a reimbursement request
For FY 2024, this supporting documentation needs to be retained at the local level. ln
futurc fiscal years, AOC will require the supportirrg docunientation be submitled wilh
each reimbursenrent clainr.
B. GENERAL
Becca allowable costs are only ihose costs associated with "processing and case
management of truancy, children in need of services, and at-risk yor-rth referrals." $ee
E$Sft 5187 $ection "1 1 4 Q\(a\ and (b) (2A?,3\.
The guidelines hrelow take into consideration the financial needs of courts for proccssing
and case management of Becca referrals and allows for reinrbursement for expenses
related to such activities, These guidelirres are consistent to the legislative restrictions
and guidelines placed on Becca fLrnding.
C. ROLES AND RE$PONSIBILITIES
1. Court Project Manager
Person designated by the court to manage the Becca contract according
to its terms including report preparation, scope of work, and performance
Submits invoices and other requirecl documentation in an accurate ancJ
timely manner
Keeps all sirpporting documerrtation for audit purposes for at least sixyears after contract expires
2. AOe Froject Manager
. Acts as central contact with ilre court
' Approves invoices and sr*rbmitted srrpporting documentation for Becca
reimbursementu Forwards cost and budget questiorrs received from the courts to the Ar)C
Comptroller
' Reviews all repods required under the Becca agreement
3. Management Services Director
. Resolves policy and proceduri:l issues related to Becca funding
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BECCA Guidelines 7 12023 1 tAA24306
DocuSign Envelope lD: 5B7BBB36-E920-4DA2-A383-7ADBOAA8486C
4. AOC Comptroller
" Determines Becca annual fund allocation based on monies received from
the Legislature; see Allocation Process section for allocation process
details. Responds to cost and budget questions. Periodically audits Courls to ensure reimbursement requests are
supported; see Audit Process section for audit procedures
5. Contract Manag;er
Drafts, reviews, and approves Becca agreements
Answers questions regarding compliance with the agreements
Provides advice on interpretatiorr of agree ment
6. $tate Auditor
Audits Courts and AOC for compliance with Becca
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D. ALLOWABLE COSTS AND SUPPORTING DOCUMENTATION
1. $taff/FTH (salaries and benefits)
Judicial officer (i.e. judges, commissioners, and pro tems) - Time recorcls
and dockets regarding Becca processing and case management must be
kept locally. A judicial officer cornputation rate will be sr-rpplied by AOC,
and will be the same for all superior couri judges or pro tems hejring
Becca cases. The reimbursenrent for the judge or pro tem can only be for
half the juclge's hourly salary. lf the judicial officer is a commissioner,
reimbursenrerrt will be for a commissioner rate sr_rpplied by Aoc or the
actual cost, whichever is less.
other court staff (e.g. clerks, court project manager$, Becca counselors orcase managers, office staff) payroll record/time and attendance records
rolated to the processing and case management of a Becca referral nrust
be kept locally. lf the employe e is not assigned fulltime to Becca the ncompensation reimbursement nrust be proportioned to ilre amount of tinrethe.employee processes Becca referrals and nrust be documented by timeand attendance records. NorE: This cloes not mean that timesheetlmust be completed to track the time spent on Becca, Document theprocess for determining the arnount of time the person(s) spend on Beccaduties, . For example, keep track of time for at least a week'and thendetermine the percentage to be chargecl.
An Adminislrative Rate is allowed but an internal aclministrative rate rnustbe documentod and approverJ by the court aclnrinistraror, This internaladministrative rate must be documented with the fornrura usecr to
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BECCA Guidelines 7nA2i 2 tAA24306
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determine the rate. Documentation nrust be on file locally and available to
AOC and State Auditor. The vendor invoices nlust also be on file localiy.
2. Professional Services
General - Detailed vendor invoice to incllrde detailed description of work
pedornred, contract nunrber, hours, and hourly rate or tirne ancl
attendance cards rnust be kept locally. All work nrust be related to the
filing, processing, case management, or direct services related to Becca
cases and invoice nrust be approved by authorizing authority (i.e. court
adminislrator or his or her delegate) before inclusion in reimburseme nt
request. However, these documents do not need to accompany the
invoice to AOC. They should be readily available for auclit purposes.
Defense Attorney - lnvoice must identify the specific Becca cases for
which reimbursement is requested, hours workecj, and the hourly or flat
rate that was charged. These documents do not need to accompany ilre
invoice to Aoc. They should be readily available for audit purposes.
Prosecutor - lnvoice to include a breakdown of billable hours/rates working
on filed Becca cases or invoice based on a per Becca petition cost to
process along with rationale and explanation on how petition cost was
deternrined. These documents do not need to accon*rpany the invoice to
AOC. They should be readily available for audit purposes.
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3. Goods
O
Supplies
Actual Costs - Sr-rpplies should be necessary for Becca case
processing or nranagement and nray include consumable supplies.
Vendor invoices should be kept locally for audit purposes.
costs Allocated by lnternal Administrative Rate - supplies may be
allocated, but an internal administrative rate must be clocumentecl and
approved by the court administrator. This internal aclnrinistrative rate
must be documented with the formula used to deternrine the rate.
Documentation must be on file and available to Aoc and stateAuditor. The vendor invoices must be on file locally.
a
4. Equipment
* Actual costs - Reimbursenrent request clocs not need to include thevendor invoice if directly related to Becca; however, it must be kept locallyand equipment is used sorery for case processing or management. Anymajor purchase must be approved by Aoc rrojict ManagJr prior to r
purchase' Major purchase is defined as purchase of an iiem where thecost is greater tharr $500 or wlrere the service/maintenance period on theequipnrent is greater than one year and courd exceed $500 il, toi"i '
BECCA Guidelines 7 t202J 3 rnRzagoe
DnclSigrr Envelope lU: 5B7B[1836-E920-4 DA2-A3B3-7ADB64484B6C
maintenance costs. Vehicle and other high cost items are not allowable
purchases.
The purchase of printers and laptops is allowable within the existing
contract allocation as long as the equipment is only provided to perform
Becca work.
Cosls Allocated by an lnternal Administrative Rate - Equipment costs may
be allocated, but reirnbursemenl request must be documented by an
internal administrative rate specific to the court and approved by the court
administrator. The internal adrninistrative rate documontation must be on
file and available to Aoc and state Auditor. The vendor invoice must also
be on file.
5. Training
Reimbursement for attending the annual Becca conference is providecl,
not io exce ed the published AOC travel and per diem ratcs.
6. Travel
Travel/Expense Vouchers for trave I to and from the annual Becca
conference and services specifically related to Becca ca$e processing or
management. Reimbursement is limited to the publishod Aoc travel ancj
per diem rates.
o supporting Documentation -All travel reimbursenrent requests must be
kept locally for aLrdit purposes.
o All travel expenses must be within the travel costs permitted by the
AOC at tlre time of travel.
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7 Detention
Verification of detention days ordered and days servecl. tlate for detention
costs cannot be billed at a daily raie that is higher than ihat charged to
other courts purchasing beds nor should they be trigher ilran the ',actual"
daily detention costs. lf billing occurs based on a cliily rate, records of
actual costs should be kept on file to substantiate daily rate. lf a rate is
used for billing, the rate calculation nrust be kept locally foraudit
purposes.
BEOCA Guidelines 7 12023 4 tAA24306
DocL$ign Envelope lDl 58788836-H920-4DA2-A383-7ADB6AAB486C
Becca Al location PfoQgqs
Each biennium, an appropriation is provided by the Washington State
Legislature to the AOC to offset the costs associated with the processirrg and
case management of Becca referrals. ln the 2A23-2025 Bienn[um, the
appropriations equal $7 million per fiscal year.
The Legislature also provides the following direction through budget proviso:
"The administrator for the couds, in conjunction with the juvenile coutt
administrafors, sha// develop an equitable funding distribution formula.
The formttla rnusf neither reward counties with higher than average per-
petitionlreferral processirtg cosls nor shall it penalize counties with lower
than average per-petition/referral processing cosfs. "
Allocation of the funding is based on calendar year caseload data from each
county for cHlNS, ARY, and rruancy fiiings. The cl-JINS and ARy filing data
is available through the online caseloads of the courts of washington
Reporls. The source of l-ruancy filings is a query from the Judicial
lnfornration system (Jls)IEDR Statewide daiabase and limited to 0-16 year-
olcls.
The AOC Comptroller nraintains an allocatiorr spreadsheet. The calculation rs
as follows:* Sums three years of CHINS ancl ARY filings and calculates a percerrtage
of tlre total for each county.
" sums three years of rruancy filings limited to 0-16-year-olds and
calculates a percentage of the total for each county.. Applies a weighted allocation lo the total lunding, 46 percent of the Cl-llNS
and ARY / 54 percent of the Truancy filings, Allocates the total available
funding based upon the weiglrted allocation percentage.. A sniall county base is established at $s,000. where counties,weighted
allocation results in less than $s,000 for the fiscal year, then those
allocations are set at $5,000 and all other counties' weighted allocations
are lowered to cover the small county base,
" Additionally, for FY 2024, acljustments were made to the formula in
response to the impacts of the covlD '19 pandemic on case filings. The
adjustments were to exclude 2020 and 2021 filings and implem*it " spercent stop-loss, These changes were recommended by the washington
Association of Juvenile court Administrators anrl approvecl by the stat6Courl Administrator. The recommendation is included as an attachment totlrese guidelines.
BECCA Guidelines 7 IZOZ3 5 14424306
DocuSign Envelope lD: 5B7BBB36-8920-4DA2-A383-7lrDB6MB4B6C
Audit Process
The AOC Comptroller will periodically audit coLtrt Becca reimbursement
requests to ensure requests aro supported.
Each year, the AOC Comptroller will randomly select several courts/counties
for audit. on-site audits are not required by the $tate Auditor's oflice (sAo),
but the AOC and AOC Cornptroller reserve the riglrt to schedule on-site audits
if desired or required.
l'he Aoc comptroller (or designee )will review payroll records, invoices,
travel vouchers, and any other records of expenses related to Becca
reirnburso'ment requests" The AOC comptroller will ensure that expense s
cietailed on any of these (or other) reimburse ment request documents are
supported by required approval and signature of appropriate county staff, and
that the expense s detailed are in supporl of Becca in that county,
Following this review, the AOO comptroller (or designee) will contact the
court if reimbursemeni request(s) do not meet the criteria and file the
attached report in the Aoc Becca audit file. see next page for sample report
BECCA Guidetines 7 lZ0Z3 6 tRnzagoo
Doclsign Envelope lD: 5B7BBB36-E920-4D42-A303-7ADBOAAB486C
State of Washington
Administrative Office of the Courts
l, [AO0 Comptroller name), have reviewed the Becca reimbursement
documents and supporting documentation provided by lcounty and county
designee namel for the tinre period Fiscal Ye,ar l20XX), and do hereby
doclare that:
[J Docurrenlation is in compliance with Becca cost reimbursement
requirements.
[J Documentation is na! in compliance with Becca cost reimbursement
requirements. The following corrective action must be taken:
sumntary/delail of corrective action ancl completion provided here
Signed
AOC Comptroller/Designee Date
n:\proqlams I orgtnizalions\wajca\eontracts\exl{bit as & bs (anC old cs_re,)ortjng}cxhibit A t)erca cost guidelines ZOZ3..16c.x
BHCCA Guriclelines T lZO23 7 tRnzaloo