DEPENDENCY CASE PROCESSING GRANTPDF.PDF

Arizona Supreme Court
Administrative Office of the Courts
Dependent Children's Services Division
DEPENDENCY CASE PROCESSING INITIATIVE GRANT AGREEMENT
Marieopa County
Funding Period July 1,2016 through June 30,2018
This Agreement is entered into by and between the Arizona Supreme Court, Administrative
Office of the Courts, ("AOC"), and the Maricopa County Superior Court ("Grantee"),
1. TERM AND PROGRAM REQUIREMENTS
The purpose of this Dependency Case Processing Initiative (DCPI) Grant is to assist the
Grantee in a targeted effort to improve outcomes for children involved in dependency matters by
expediting permanency and reducing the number of children in care over the two-year grant
cycle. Through the application process, the Grantee identified a specific Project Plan (Exhibit A,
attached and incorporated herein) to guide their efforts over the grant cycle. This Agreement
becomes effective upon execution by the parties, and shall remain in effect through June 30,
2018.
2. MODIFICATION AND TERMINATION
This Agreement may be modified or terminated by the AOC if in its judgment such action
is necessary due to: (a) lack of funding; (b) statutory or administrative changes in the program;
(c) Grantee's failure to implement or operate this Funding Agreement; (d) Grantee's non-
compliance with this Agreement or other program requirements, (e) Grantee's failure to expend
funds in accordance with Exhibit B, attached and incorporated herein or (f) other circumstances
necessitating such action. Either party may terminate this Agreement upon a thirty (30) day
written notice to the other party by certified mail.
3. FUND ACCOUNTING
Funds distributed to Grantee shall be deposited in a special revenue account established
for the execution of this Agreement. Any interest earned on these monies while in the possession
of Grantee shall accrue to the fund for use by Grantee in accordance with this Funding
Agreement.
4. EXPENDITURES
a, Distribution of Funds. The AOC may retain all or any portion of the funds allocated
to Grantee for the performance of this Grant Agreement and may authorize direct expenditures
for the benefit of Grantee. The specific amounts to be retained by the AOC for direct
expenditures for the benefit of Grantee and to be disbursed to the Grantee are set forth in the
Exhibit B to this Agreement, The AOC may periodically modify the distribution of funds
contained in the Exhibit B based on its determination of Grantee's need for and usage of the
funds.
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b. Reporting Requirements. Grantee shall submit performance and financial reports as
indicated in the following table:
Quarter Report Type Reporting Period Due Date
1$' Performance July 1, 2016 — September 30, 2016 October 31, 2016
2" Performance, Financial October 1, 2016 — December 31, 2016 January 31, 2017
3rd Performance January 1,2017 March 31, 2017 April 30, 2017
1" Year Performance, Financial July 1, 2016 — June 30, 2017 August 31, 2017
5111 Performance July 1 ) 2017 September 30, 2017 October 31 ) 2017
6'n Performance, Financial October 1, 2017 — December 31, 2017 January 31, 2018
7111 Performance January 1, 2018 —March 31,2018 April 30, 2018
Final , Performance, Financial July _1, 2016 — June 30, 2018 August 31, 2018
In the event reports are not received on or before prescribed dates, funding will be
suspended until such time as delinquent reports are received.
e. Unexpended Funds. Funds unencumbered as of June 30, 2018 and unexpended as of
July 31, 2018, plus all unexpended interest accrued on such funds while in the possession of
Grantee, shall be transmitted to the AOC for reversion no later than August 31, 2018. The
reversion shall be accompanied by a closing financial statement signed by the Presiding Judge of
the Juvenile Court.
d. Inappropriate Expenditures, The Grantee shall expend funds only for the purposes
and uses specified in the approved Project Plan (Exhibit A) and budget (Exhibit B). Grantee
agrees to reimburse the AUG for any unauthorized or inappropriate expenditures which are not in
compliance with the approved Project Plan and Budget. All equipment purchased solely with
AOC funds shall be used solely for purposes outlined in the Grant Agreement unless written
permission is received from the AOC.
e. Budget Modifications. Funds shall not be moved to or from any budget category
described in Exhibit B without prior written authorization from the AOC. All budget
modifications shall be in accordance with the AOC Budget Modification Policy. Budget
modification forms may be acquired from the AOC.
f. Termination of Funding. In the event that this Agreement is terminated prior to June
30, 2018, all unexpended funds in the possession of Grantee shall be returned to the AOC within
30 days of such termination, along with, but not limited to: (1) a closing financial statement; (2)
a final report outlining the program achievements; and (3) an inventory, including serial
numbers, location and intended use, of all equipment purchased with grant funds. If termination
is due to failure of Grantee to comply with this Grant Agreement, the AOC may require return of
equipment and supplies purchased with grant funds.
5. BOOKS AND RECORDS
a. Financial Records and Examination. Grantee shall maintain and shall require its
subcontractors to maintain acceptable accounting systems, records, and documents to properly
reflect all funds expended in the performance of this Grant Agreement. All books, records and
other documents relevant to this Agreement shall be retained by Grantee and its subcontractors
for a period of five (5) years after the final payment has been made, or until after the resolution of
any audit questions or contract disputes, whichever is longer. AOC, state, or federal auditors, as
applicable, and any other persons duly authorized by the AOC shall have full access to, and the
right to examine, audit, copy and make use of any and all said materials. All subcontracts shall
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include a provision acknowledging the authority of the AOC to conduct such audits or
examinations.
b. Program Records and Evaluation. As a condition of receipt of grant funds, the
Grantee, and any subcontractor, agree to maintain and provide to the AOC such data and
statistics as may be required by the AOC for purposes of evaluation. Grantee further agrees that
authorized agents of the AOC shall have the right to conduct on-site visits for purposes of
compliance monitoring and program evaluation. The AOC may monitor and evaluate the local
plan to determine its effectiveness. All subcontracts shall include a provision acknowledging the
authority of the AOC to conduct such inspections and evaluations.
6. INVENTORY
Equipment purchased with funds received pursuant to this Agreement shall become the
property of Grantee, and Grantee shall maintain written inventory and property control policies
and procedures covering the equipment. Grantee may use its existing inventory system, but must
at a minimum maintain the information required by AOC policies and procedures.
7. USE LOSS AND DISPOSITION OF EQUIPMENT
Equipment must be used as required by this Grant Agreement for three (3) years, unless
written permission is given by the AOC. After this time, purchased equipment may be
transferred upon approval of the presiding juvenile judge. Grantee is responsible for any
maintenance, loss or damage to the equipment and the AOC makes no assurances regarding its
repair or replacement. Purchased equipment which is no longer needed or usable shall be placed
in surplus as required by this Agreement. If no such requirements am included in the Agreement,
then local surplus property procedures may be utilized. Leased equipment will follow the
guidelines of the lease.
8. SANCTIONS
In addition to any other remedy available pursuant to this Agreement, Grantee may be
placed on financial sanction status for deficiencies including but not limited to, delinquent
submissions, delinquent reports, inaccurate reporting of statistics, inadequate records,
expenditures outside of the approved budget and non-compliance with this Grant Agreement.
During the period of sanction status, the AOC may take any appropriate action including:
a. Written warning with request for immediate compliance.
b. Withholding all or any portion of future program fund or equipment disbursements.
C, Withholding all disbursements from all program funds.
cl. Requiring monthly submission of expenses prior to disbursement.
e. Requiring monthly submission of expenses for reimbursement of actual costs incurred.
f. Recovery of funds or equipment already disbursed.
To receive reimbursement while in sanction status, Grantee shall submit a monthly request to the
AOC detailing expenses in funding categories as delineated on Addendum A. State funds shall
not be used for any adverse financial costs or interest charged or incurred due to Grantee's
financial sanction status.
9. ASSIGNMENT OF INTELLECTUAL PROPERTY RIGHTS
Any reports or information developed during the course of implementing the
requirements of this agreement will be the joint property /ownership of the Grantee and the
AOC, The Grantee and the AOC shall have full and complete rights to reproduce, duplicate,
disclose, perform and otherwise use all information prepared under this Agreement.
Dependent Children's Services Division - DUI Funding Agreement — Page 3

10. PERFORMANCE LIABILITY
Except as otherwise provided by law, in the performance of this Agreement, both parties
hereto are acting in their individual governmental capacities and not as agents, employees,
partners, joint ventures, or associates of each other. The employees, agents, or subcontractors of
one party shall not be deemed or construed to be the employees or agents of the other party.
Each party is solely responsible for the actions of its employees under this Agreement.
County Superior Court Arizona Supreme Court, Administrative
Office of the Courts
id&o.
By: By:
Honorab—e— LINraffiffIMilk MilleWalimitark, Deputy Director
Presiding Juveni e Judge Administrative Office of the Courts
- Date:
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EXHIBIT B
COURT IMPROVEMENT SURGE
Juvenile Court in Maricopa County for Fiscal Year 2017 & 2018
Addendum date: August 3, 20 tO NOTE: This addendum supersedes all previously dated addenda
TOTAL AMOUNT AWARDED: $ 1,904,086,00
i‘APPAOYFP BUDGET•.FY20II:
.. Categeq:- . - FTEs • moUtit.....
Personnel—Salaries 3.00 $ 218,646,00
Personnel—ERE $ 86,425.00
Contract Services $ 604,080,00
Equipment $ 314,530.00
Travel $ 8,825.00
Operating $ 22,000.00
TOTAL DISBURSED AMOUNT $ ': :1,254,506
' j: ACTROVE_DiRP-OG.ET FY20 /8
.'.0titegoliryi : , ,IITES: . AnioUnt
Personnel Salaries 1.00 $ 55,000.00
Personnel—ERE $ 24,750.00
Contract Services $ 539,080.00
Equipment $ ..
Travel $ 8,750.00
Operating $ 22,000.00
TOTALAISSURSgD AMOUNT: . 649,580 I
'.- SCHEIDIIIMIDISBURSE.MpiTs
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- ..;:_...• .627,2$3,60, .........-..:--3.0,671.40 s"...,j13;624:00 ,
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Caoline Lautt-Owens, Ditector Date
Dependent Children's Services Division na Supreme Court
Signe
Presiding Juvenile Judge Date
AOC Finance Office Receipt:
Fund Manager Date
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