The URL can be used to link to this page

Home My WebLink AboutRES 2023-137 Fully ExecutedBOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESoLUfloN No. 2023- lb+ A Resolution Authorizing Execution of lnterlocal Agreement with the State of Washington Administrative Office of the Courls 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 1332A and 28A.225) 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 the attached lnterlocal Agreement between Kittitas County and the State of Washington Administrative Office of the Courts be executed for the provision and funding of Becci Bill services. The executed agreement shall be filed in a manner compliant with RCW 39.34.040. ADoPTED this | 5f+'day of .4+-L 2023 BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY SHINGTON C r B rett smith, Vice-Chair ABSENT ht, ch RESOLUTION Laura Osiadacz, Contmissioner ATTEST: CLERK OF THE BOARD ulie A Kjorsvi APPROVED AS TO FORM >Lw> Douglas R itchell, Deputy Prosecuting Attorney wsBA#22877 SEAL 7 RESOLUTION DocriSign Envelope lD: 58788830-E920-4 DA2-A383-7AD86AAB4B6C INTERAGENCY AGREEMENT IA424306 BFTWEEN WASHINGTON STATE ADMINISTRATTVE OFFICE OF THE COURTS AND KITTITA$ COUNTY JUVENILH COURT FOR BECCA PROGRAMS AND $ERVICES Period Report Due 07t01t23 - 12t31t23 01131t24 01t01t24 - A6t30t24 07t31t24 Failure to submit a report by the due date may aclversely affect state funding of the Beccaprogram. THIS AGRHEMFNT is entered into by and betwoen the Administrative Office of the Courts(Aoc)and Kittitas counry Juvenile court (contractor). I. PURPOSE Tlre purpose of this Agreement is to engage the services of the Contractor to administerTruancy, At Risk Youlh and Child in Need of Se rvices (Becca) programs ancl services within itsjttrisdiction and according to the intent of the Becca legislation chaiter.l3.32A RCW. Funds received by the Conlractor under this Agreernent rnay orrly be used to supplement, notsupplant, any other local, state or fecJeral funds received by the iontractor. II. STATEMENT 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 clocumenting Becca activities. Thesereports shall provide the nunrber of petitions broken down as follows: A. Ct-ltNS peritions; B. ARY petitions; and, C. Truancy petitions. The Becca Bi-Annual Report to the Adnrinistrative office of the Courls shall be subrnittedelectronically' The required form for bi-annual reporting, wlrich is incorporatec in tr,isAgreement, is located on the lnside Couris website undir Court Resources> CourtManagement and choose the "Becca Bi-Annuar Reporl to Aoc". Reporting sclredule: lf you have questions, prease contact the Aoc project Manager sondra Hahn atQond ra, HF hn@cor-r rts..Wa. qsv or (360 ) 70S_S276. rAA24306 Page 1 of 6 DocriSign Envelo;re lD: 5B7BBB36-8920< D/r2-A383-7ADB6M8486C III. PERIOD OF PERFORMANCF The execution of this Agreenrent shall constitute a ratification of an earlier verbal agreerxent between the parties that is now set forth irr writing. Accordingly, the beginning date ofperformance under this Agreenrent is July 1, 2023 regardleas of the dite of ;xecution 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 maxinrum of $42,001 for costs incurred during ihe period of performance. Payment for satisfactory performance of the workshall not exceed this anrount unless the parties mutually agree to a higher amount in writing, excepl as governed by the REVENUE Sl-lARlNG section of"this Agreement, B. Contractor shall receive payrlent for actual costs (within the amount identified) which are associatod with the processing and case management of CHINS, ARyand Truancy referrals/petitions, Contractor shall use BECaA Cost Guidelines (Exhibit A) as a gr-ride for determining r,vhat costs should be reirnbursed. C' Contractor shall not be reimbursed until properly-conrpleted nronthly A-1g invoiceand Becca Monthly Detail Report (Exhibit B) is ieceived and approveO by AOC.D' lf this Agreement is terrninatcd, Contractor shall only receive payment lorperformance rendered or costs incurred in accordance with ilie iernrs of thisAgreement prior to the effective cJate of termination. E. Contractor shall submit invoices to AOC monthly. F. Payment willbe made by the AOC upon receipt of a proper.ly-completecl Washington State fornr A-19 and Be.cgl Monthly Detail neport lfxfriOii s1.lnvoices are to be sent via email to Aoc Flnaniial services atp-a.yablgs"@ggu$g-lya.gov. Aoc will remit payment to the contractor in a totalamount not to exce ed the valuie of this agreement G' Payments will be considered timely if made by the AoC within 30 ciays of receiptof a prope rly.prepared invoice Oy t-ne AOC or receipt of satisfactory ,*rui".u,wlrichever is later^ H' Contractor shall maintain sufficient backirp documentation of clirecl costsexpenses under this Agreement. l' Allocated administrative court costs must be applied at a rate that is set forth andsupported by a docunrented internal administraiiv<; rate plan ihat has beenapproved by the designatecl authority-at the Superior Court and is ;";;ilyaccessibre for review by Aoc or the state Audiior. V. REVENUE $HARING Aoc, in its sole discretion, may initiate revenue sharing. Aoc will notify the courtno laterthan May 1,2024 thatAoc irrtends to reallocaTe funcling amonq courts in A 1AA24306 Page 2 of G DocuSign Envelnpe lt): 5B 788836-E920-4 DA2-A383-7ADB644B4 86C the progranl. lf AOC determines the Court may not spend all monies available under the Agreenrent, then Aoc may reduce the Agreement anrount. lf Aoc deternrines the court may spend more rnonies than available under the Agreement and for its scope, then Aoc may increase the Agreeme nt anrount. 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 1,2424. VI. OTHER PROVISIONS FOR SERVICES A. Background ChecklCrinrinal History ln accordance with Chapters 110-700 WAC, and RCW 43.43.830, the Contractor is required to conduct background checkicriminal history clearance for allenrployees, subcontractors and/or volunteers who m"y br will have regularaccess to any client/juvenile, prior to any access under this Agreement. ln addition, Contractor may be required to conciuct background check/criminai history clearance for employees, sLrbcontractors and/or volunteers who rnay orwill lrave limited access to any client/juvenile, prior to any access under thisAgreenrent. The Contractor shall, based on the results frorn the criminal backgrounci checli,determine whether each employee, volunteer, ancj/or subcontracior is suitable foraccess to clients/juven iles. By signing this agreement, Contractor affirmatively acknowleclges that it lras metthese requirentents. Contractor shall clocument thl backgrouni checldcriminalhistory clearance process it employs. B. Sexual Misconduct Contractor shall ensure that all enrployees, subcontractors ancl/or volunteers arcknowledgeable about the requirenrenis of RClv 13.40.s70 anJ or the crirrres setforth in Chapter 94.44 RCW, ,,Sex Offenses.,, VII. RECORDS MAINTENANCE The parties io this Agreement shall eaclr maintain books, records, documents and other evidencewhich sufficiently and properly reflect all cjirect and indirect costs expencled by either party in theperformance of the service(s) clescribed herein. 'fhese ,""ord, shall be subject to inspection,review or audit by personnel of both parlies, other personn"t-orty authorized by either party, theOffice of the State AucJitor, and federal officials so authorized by law. All books, records,documents, and otlrer material relevant to this Agreement will be retaineJ lo|' .i* lears afterexpiration of this Agreement and tlre office of thi state nuJitor, federal auditors, ancl any personsduly authorized by the parties shall have full access ano ilre iight to exanrlne any or l,esematerials ciuring this period. Recr:rds and other clocuments, in any medium,, fu.rnished by one party to this Agrcement to theother parly, will remairr the property of tf,u furnisfring irJylirnf *"* othenvise agreed. The B r4A24306 Page 3 of 6 DocuSiqn Envelope lD: 5B7BBB36-E920-4 DA2-A383-ZADB6AA84B6C receiving party will not disclose or make available this material to any third parlies without first giving notice to tlre furnishirrg party and giving it a reasonable opporiunity to respond. Each party will utilize reasonable security proceclures and proteciions to assure that records and <jr:cunrents provided hy the other party are not erroneously <jiscloserj to third parlies. VIII. RIGHTS IN NATA Unless otherwise provicled, data which originates fronr this Agreement slrall be "works for hire,'as defined by the U.S. Copyright Act of 1976 ancl shall be owned by AOC. Data shall include, but not be limited to, repods, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, filrns, tapes, video and/or sound reprocluctio-ns. Ownershipirrclucles the right to copyright, patent, register, and the ability io transfer these rights. IX. INDNPENDENT CAPACITY The employees or agents of each parly who are engaged irr the pedormance of this Agreement shall continue to be employees or age nts of thal party and shall not be consiclerecl for inypurpose to be employees or agents of the other party. X. AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement may be amended by mLrtual agreement of the parlies. Such amerrdmenis shallnot be binding unless they are in writing and signed by personnel ar.rthorized to bind each of theparties' This clause does not apply to the provisions of ihe RFVENIUE SHARING section in tlrisAgreement. XI TERMINATION A. Termination for Convenience Except as otherw'ise provicied in this Agree nrent, either parly may ternrinarte hisAgreement by providing written notice of such termination to ttre other spercifyingihe effective date thereof, ai least five (5) calendar days prior to surch date . lf thisAgreement is so terminated, the AOC shLall be liable only for payment folnorkconrplete d 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 :nderthis Agreement, or if either parly violales any oith"se terms and conditiors, theaggrieved party will give the other parly writien notice of such failure or violation.The responsibl_e parly will be given the opporturnity to correct the violation oriai[ure within 15 working days. lf failure or'violaiion is not corrected, ilrisAgreement may be terminated immediately by written notice of the aggrievedparty to tlre other party. rAA24306 Page 4 of 0 Dr:cirSign Envelope lD: 5B7BB836-E920-4 DA2-A3U3-7ADB6AAB4B6C XII. DISPUTHS ln the event that a dispute arises Lrnder tlris Agreement, it shall be determined by a Dispute Board in the following manner: Each party to this Agreenre nt shall appoint one member io the Dispute Board, The members so appointed shalljointly appoint an additional member to theDispute Board. The Dispute Board shall review the facts, agreement te rms and applicable statutes and rules and make a determinaiion of the dispute. The deternrination of'the Dispute Board shall be final and binding on the padies hereto. XIII. GOVERNANCE This Agreement is entered into pursuant to and under the authority granted by the laws of thestate of Washington and any applicable federal laws. The provisions of this Agreernent shall be construed to conform to tlrose laws, ln the event of an inconsistency in the terms of tlris Agreenrent, or between its tcrnrs and anyapplicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: A, Applicable state and fetjeral statr,rtes and rules;B. Staternent of work; andC. Any other provisions of ilre Agreernent includin atiachrnent or re{erence. g materials incorporated bv XVI. COUNTERPARTS XIV. ASSIGNMENT The work to be provided under this Agreement, and any claim arising thereunder, is notassignable or delegable by either pady in whole or in part, vuithout th-e express prior writtenconsettt of the other party, ulhich consent shall not be unreasonably withheld. XV. SAVINGS ln the event funding frorrr state, federal, or other sources is withdrawn, reduccd, or limited in anyway after the effective date of this Agreement and prior to nornral completion, the AoC nrayternrinate the Agreernent under the ';Termination for convenience" clause, without the five-daynotice requirenrent, subject to renegotiation under those new funcJing limitations and conditions.Aoc' at its discretion, may also elett to amend the Agreemerrt to reilect a budget reductic,nwithout terminating the Agreement as long as Aoc gives notice of the budget reduction tc theother parly and the other party agrees to ihe amendirent. The other party understands thatrefusing to agree to a budget reduction amendnrent will necessitate termination of thisAgreement. Each party agrees that a digital, electronic, or scanned transmission of any original documenthas the same effect as the original. Any signatur* r"qrir.o on an original will be completedand sent to the other par1y, aJapplicable, when an electronic or digital copy has r:een si-qnecl. 1AA24306 Page 5 of 6 DocuSign Envelope lD: 587BBB36-E9204DA2-A383-7ADB6MB4B6C The parties agree that signed digital, electronic, or scanned copies of documents will be given full effect as if an original. XVII. AGREEMENTMANAGEMENT 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. ENTIRE AGREEMENT This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subjeci matterof thii Agreement shall be considered to exist or to bind any of the parties to this Agreement unless otherwise stated in this Agreement. AGREED: THE ADMINISTRATIVE OFFTCE OF THE COURTS COUNTY JUVENILE COURT q t, Signature Date Christooher Sta nlev. CGFM Name Name Chief Financial and Manacement Officer Title Title S J AOG Project Manager Contractor Project Manager Sondra Hahn Court Program Analyst PO Box 4117A Olympia, WA 98504-1170 sondra. hahn@courts.wa. gov (360) 705-5276 Katrina Mankus Juvenile Court Administrator 205 W Sth Ave, Ste 211 Ellensburg, WA 98926-2887 katrina. mankus@co.kittitas.wa. us 509-962-7516 - 1AA24306 Page 6 of 6 DocuSign Errvelope lD: 5B7BBB36-8920-4D42-A303-7ADBOAAB4B0C The parties agree that signed digital, electronic, or scanned copies of documents will be given full effect as if an original. XVII. AGREEMHNT MANAGEMENT The project manager {or each of the parties shall be responsible for and shall be the contact person for all communications and billings regarcJirrg the performance of this Agreement: l\OC Project Manager Contractor Project Manager Sondra Hahn Courl Progranr Analyst PO Box 41170 Olympia, WA 98504-1170 sondra.hahn @courls.wa.gov (360) 705 5276 Katrina Mankus Juvenile Court Administrator 205 W Sth Ave, Ste 211 Ellensburg, WA 98926-2887 katrina.marrkus@co. kittitas.wa, us 509-962-75'16 - XVIII, ENTIRE AGREEMENT Tlris Agreement contains all the terrns and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subjeci matter of thii Agreemept shall beconsidered to exisi or to bind any of the parties to this Agreement unless otherwise stated in this Agreement. AGRHED: THE ADMINISTRATIVE OFFICE OF THE COURTS Signature Date Signature Chri stopher Stanlev, CGFM lVame Nante Chief f:inancial and Mana ement Of'ficer L( Title Title COUNTY JUVENILF COURT lrb Date 1AA24306 Page 6 of 6 ADOPTED tlris ) 5*h day of t 2423 BOARD OF CCIUNTY C ISSIONERS KI COU SHINGTON o ht, cha an hairman ABSENT Laura Osiadacz, Commissioner APPROVED AS TO FORM tuaW> ( Dougl vik R. Mitchell, Deputy Prosecuting Attorney ffi,lerk of the Boarcl- Julie Kjors [l Deputy Clerk of the Board- Mandy Buchholz SEAL DocirSign Envelope lD: 587 BBB36-E920-4DA.2-A383-7ADB64484B6C EXHIBIT A qE-Q_SA 09sT -qu"pELt UEs A. PURPO$F and SCOPE This document establishes the allowable cost guidelines for Beeca reimburscments. lt also sets forth the required docunrentation needed to support a reimbursement request For FY 2A24, this supporting documentation needs to be retained at the local level. ln future fiscal years, AOC will require the supporlirrg docunrentation be submitted vuith each reimbursenrent clairn. B. GENERAL Becca allowable costs are only those costs associated with "processing and case management of truancy, child ren in need of services, and at-risk youth referrals,,' $ee E$SB 51 B7 $ection 1 14 (2\(a ) and (L:{2023). The guidelines below take into consideration the financial needs of courts for processing and case management of Becca referrals and allows for reinrbursement for expenses related to such activities, These guiclelines are consistent to the legislative restrictions and guidelines placed on Becca funding. C. ROLES AND RESPONSIBILITIES 1. Court Project Manager 2 . Person designated by the court to manage the Becca contract accordingto its terms including report preparation, .scope of work, and performanc! ' Submits invoices and other reqr-rired documentation in an accurate andtimely manner. Keeps all supporting documentation for audit purposes for at least sixyears after contract expires AOC Project Manager Acts as central contact with the court Approves invoices and sr-rbmitted supporting documentation for Beccareimbursement Forwards cost and budget questions received from the courts to the ArJcComptroller Reviews all re ports required under the Becca agreement 3. Management $ervices Director Resolves policy and procedurar issues rerated to Becca funding a a a a a BECCA Guidetines 7 t2023 1 14424306 DocuSign Errvelope lD: 5B7BBB36-E920-4 DA2-A383-7ADB8A/rBa86C 4. AOC Comptroller Determines Becca annual fund allocation based on monies received from the Legislature; see Allocation Process section for allocation process details Rosporrds to cost and budget qnestions Periodically audits courls to ensure reimbursement requests are supported; see Audit Process section for aLrdit proceclures 5. Contract Manager a a a a a Drafts, reviews, and approves Becca agreements Answers questions regarding compliance with the agreements Provides advice on inte rpretatiorr of agreement 6. State Auditor a Audits Courts and AOC for compliance with Becca I a D. ALLOWABLE COSTS AND SUPPORTING DOCUMENTATION 1. $taff/FTE (salaries and benefits) a Judicial officer (i.e. judges, commissioners, and pro tenrs) - Time recorcls and dockets regarding Becca processing and case management must bekept locally. A judicial officer cornpuiation rate will be sup-ptieo by Aoc, and will be tlre same for all superior court judges or pro tems hearing Becca cases. The reinrbursenrent for ilre judge or pro tem can onlybe forhalf the jucige's hourly sarary, rf the judicial oificer is a commissioner, reimbursenrent will be for a conrmissioner rate supplied by Aoc or tl.reactual cost, whiclrever is less. other court staff (e.g. clerks, court project managers, Becca counselors orcase managers, office staff) payroll record/time and attendance recordsrolated to the processing and case management of a Becca referral nrustbe kept locally. lf the employe e is not asiigneci fulltime to Becca thencompensation reimbursement nrust be proportioned to ilre amount of tinrethe.employee processes Becca referrals and nrust be documented by timeand attendance rocords. NorH: This does not mean ilrat timesheetsrnust be conrpleted to track the time spent on Becca, Documerrt theprocess for determining the arnount of time the person(s) speno on Beccaduties. . For exampre, keep track of time for at reast a wef k'and thendetermine the percentage to be chargecl. An Administrative Rate is allowed buian internal administrative rate rnustbe docume nted and approverl hy the court adnrinistrator. This interrraladministrative rate must be documenied with the formura used to a BECCA Guidelines 7 lZ02Z 2 1AA24306 DocirSign Envolope lD: 587 BBB36-8920-4 DA2-A383-TADBOAAS4BOC deternrine the rate. Documentation must be on file locally and available to Aoc and state Auditor. The vendor invoices nrust also be on lile locally. 2. Professional Services General - Detailed vendor invoice to include detailed description of work perfornred, contract nunrber, hours, and hourly rate or time ancl attendance cards rnust be kept locally. All work must be related to the filing, processing, case management, or direci services rerated to Becca cases and invoice nrust be approved by aulhorizing authority (i.e. courl adminislrator or his or her delegatc) before inclusion in reimbursement request. However, these documents do not need to accomparry thc invoice to Aoc. Thoy should be readily available for audit purposes. Defense Attorney - lnvoice must identify the specific Becca cases for which rcimbursement is requested, hours workecl, and the hourly or flat rate that was charged. These documents do not neecl to accompany tlre invoice to Aoc. Tlrey should be readiry avairable for audit purposes. Prosecutor - lnvoice to include a breakcJown 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 acconrpany the invoice toAOC. They should be readily available for audit purposes. a a 3. Goods a Supplies Actual costs - supplies should be necessary for Becca case processing or management and nray include consumable supplies. Vendor invoices should be kept locally for audit purposes. costs Allocated by lnternal Administrative Rate - supplies may beallocated, but an internal aclministrative rate rnust be documentecl andapproved by the court administrator. This internal adnrinistrative ratemust be documented with tlre fornrula used to determine the rate.Documentation must be on file and available to Aoc and stateAuditor. The vendor invoices nrust be orr file locally. c a 4. Equipment . Actual costs - Reimbursement request cJoes not need to include thevendor invoice if directly related to Becca; however, it nrust be kept locallyand equipme.t is used sorery {or case processing or nlanagement. Anymajor purchase must be approvecl by Aoc proje"ct ManagJr prior to ' purchase' Major purchase is defined as purchase of an itenn where thecost is greater than $500 or wlrere the service/maintenance period on theequipment is greater tha' one year and could exceed $s00 i;l;i"r " ' ' BECCA Guidelines 7 t2OZ3 3 tnRza:oe DcrcirSign Envel.rpe lD: 587 BBB36-E920-4 DA2-4383-7ADBOAA84B6C ntaintenance 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. costs Allocated by an lnternal Administrative Rate - Equipment costs nray be allocated, but reirnbursemenl recluest must bc cjocumcnted by an internal administrative rate specific to the court and approved by the court administrator, The internal administrative rate documentation 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 to exceed the published AOC iravel and per diem ratcs. 6. Travel Travel/Expense Vouchers for travel to and from ilre annual Becca Conference and services specifically rerated to Becca case processing or management. Reinrbursement is limited to the publislred Aoc travel ancl per diem rates. a a I a o Supporting Documentation -All travel reimbursenrent requests rrrust be kept locally for audit purposes. o All travel expenses must be wiilrin ilre trave I costs permitted by the AOC at tlre time of travel. 7. Detention a Verificatiorr of detention days ordered and days servecl. tLate for deteltion costs cannot be billed at a daily rate that is higher than that charged to other courts purchasing beds nor shoulcl they be highe r ilran the ,,actual', daily detention costs, lf billing occurs based on a caity rate, records of actual costs should be kept on file to substantiate daily rate. lf a rate isused for billing, the rate calculation nrust be kept locaily for audit purposes. BECCA Guidelines 7 l2OZ3 4 tAA24306 DocilSign Envelope lD: 58788836-[920-4 DA2-A3A3- 7/\DB6AA84 tJ0C B ecca Al localiorl_ P roqe gj;_ Each bienniurn, an appropriation is provided by the Washington State Legislature to the AOC to offset the costs associated with the processing ancl case management of Becca referrals. ln the 2023-202s Biennium, the appropriations equal $7 million per fiscal year. The Legislature also provides the following direction through budget proviso: "The administrator for the caufts, in conjunctian with the juvenile courl administrafots, shai/ develop an equitable funding distribution formults. The forrnula ntust neither rewarcJ counties wittt higher than average pcr- petition/referral processittg cosls nor shatl it penalize counties with lower than average per-petition/referraI processing cosfs. " Allocation of the funding is based on calendar year caseload ciata from each county for cHlNS, ARY, and rruarrcy filings. The cl".llNS and ARy filing data is available through the online caseloads of ilre courts of washington Reports. rhe source of 1-ruancy filings is a query from the JLrdiciai lnformation System (JlS)/EDR Slatewide cJatabase arrd limited to 0-.16 year- olcls. The AOC Comptroller nraintains an allocatiorr spreaclsheet. The calculation is as follows:. sums three years of cHINS ancl AlRy filings and calculates a percentage 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 eaclr county. ' Applies a weighted allocation to the total funding, 46 percent 6f 1re Ct"llNS and ARY / 54 percent of the Truancy filings. Allocate s the total available furrdirrg based upon the weiglrted aliocation percentage.. A snrall county basc is established at $5,000. where counties,weighted allocation results in less than gS,000 for the fiscal year, then those allocations are set at $5,000 and all other courrtics' weighted allocations are lowered to cover the small county base.. Additionally, for FY 2a24, acijustments v/ere made to the fornrula inresponse to the impacts of the covlD jg panclenric orr case filings. Theadjustnrents were to excrude 20za and 202.1 filings and implem.it u spercent stop-loss. Tlrese changes were recornmendcd by the washrngtonAssociation of Juvenire court Administrators and approvecr by the st,t6Courl Administrator' The recommendalion is irrcluded as an attaclrment totlrese guidelines. BECCA Guidetirres 7 lZ0Z3 5 tAA24306 DocuSign Envelope lD: 58788836-E920*1 DA2-A383-Z/rDB6AAD4B6C Audit Process The Aoc comptroller will periodically audit colrrt Becca reimbursement requests lo ensute requests aro supported. Fach year, the AOC Comptroller will randomly select several courtslcounties for audit. on-site audits are noi required by the state Auditor's oftice (sAo), but the AOC and AOC Comptroller reserve the right to schedule on-site audits if desired or required. l"he Aoc cornptroller (or designee)will review payrolr records, invoices, travel vouchers, and any other records of expenses related to Becca reirnbursement roquests. The AOC Comptroller will ensure that expense s ciotailed on any of these (or other) reimburse ment request clocuments are supported by required approval and signature of appropriate county staff, and that the expenses detailed are in supporl of Becca in that county. Following this review, the Aoc comptroller (or designee) will contact the courl if reimbursernent request(s) do not meet the ciiteria and file the attached report in the Aoc Becca audit file. see next page for sample reporl BECCA Guidetines 7 12023 6 tAA243o6 Dc,iuSign Envelope lD: 587 BBB36-8920-4D42-A333-7ADB6A4B4 g6C State of Washington Administrative Office of the Courts l, [Aoc comptroller name), have reviewed tlre Becca reimbursemenl documents and supporling documentation provided by lcounty and county deslgnee name) for the tinre period Fiscal year {20x\, and do hereby declare that: [- Documentation is in compliance with Becca cost reimbursement requirenrents. lJ Documentation is not in compliance with Becca cost reimbursement requirements. The following corrective action must be tarken: suntmary/detail of corrective action and completion providecl here Signed AOC Conrptroller/Designee Date n:\proglams & orqanizations\vriica\conl,racts\exhibil as & bs (anC old cs_reoorting)\exlrillit a i)ccra cosi 6uictetin6s )o23.ct6cy BECCA Gr"ricielines 7 l2O2Z 7 tRnzasoo Voucher Kittitas County, Washington I llllll |ilil ]ril ililr ilril ililt til ilil Claimant: 06140 - AUTO SPA ELLENSBURG 416 S 72ND AVENUE YAKIMA, WA 98908 Warrant #: Run Date: Voucher Total 912512023 $390.24 lnvoice TotalAmountBudget CodeDescriptionlnvoice #Date 911212023 25573 30 CAR WASH BOOKS - AUGUST CHALLENGE RUNNER 50 K 65,000 STEPS PRIZES 001-1601531 18 $390.24 $390.24 l, the undersigned, do hereby certify under penalty of perjury, that the materials have been furnished, the services rendered, or the labor performed as described herein, and that the claim is a just due and unpaid obligation against Kittitas County and that I am authorized to authenticate and certify to said claim. Prepared by: Authorized signature: Title: #144863 Julie Kjorsvik, CLERK OF THE BOARD, 09120120231O:0 Date Voucher Kittitas County, Washi ngton Claimant: 06140 - AUTo SPA ELLENSBURG 416 S 72ND AVENUE YAKIMA, WA 98908 Warrant #: Run Date: Voucher Total 912512023 $390.24 lnvoice TotalAmountBudget GodeDescriptionlnvoice #Date 911212023 25573 30 CAR WASH BOOKS - AUGUST CHALLENGE RUNNER 50 K 65,000 STEPS PRIZES 001 -1 601 531 1 I $390.24 $390.24 l, the undersigned, do hereby certify under penalty of perjury, that the materials have been furnished, the services rendered, or the labor performed as described herein, and that the claim is a just due and unpaid obligation against Kittitas County and that I am authorized to authenticate and certify to said claim. Prepared by: Julie Kjorsvik, CLERK OF THE BOARD, O9t2Ot2O2J 10:01 AM Copy:2