FY14 COURT IMPROVEMENT FUNDING AGREEMENT.PDF

Arixona Supreme cowl
Administrative Office of the Court
Court ov .e t Prowl I
FUNDING AG -kEEMENT
Marieopa Con
Fiscal Year 2014
This Atucement is entered into by and between the Arizona Supreme Court, Administrative
Office of the Courts, ("AO(') and the Maricopa County Superior Court ("Grantee")
TERM. AND PROGRAM REQU ,,NTS
'this Agreement becomes eliective upon execution by the parties, and shall remain in
.ect throtiOt June 30, 2014.
e )endene3.,' Process Requireuteuts
The purpose Of this agreement is to provide funding to the Grantee to implement the
Court Improvement (CI) requirements listed below.
Preliminary Protective Hearings in every ease where the child is removed froM
the hoMe and a dependency petition is filed 'shall be held within live (5) to seven
(7) business days of removal.
Pre-Bearing Conference shall be conducted immediately pl - eding.the in-court
Preliminary Protective Hearing.
3) A Settlement Conference or Mediation shall be held prior to an Adjudication
Hearing in a dependency matter, if a parent does not admit or submit to the
dependency petition:
4) An Adjudication Hearing shall he held within ninety (90) days. Of service of a
dependency petition.
5) A Disposition I-fearing:shall he :held at. the same time cr no later than thirty (30)
days after the Adjudication 'Hearing.
6) A..Review Hearing shall be held within six (6) months of the initial Disposition
Hearing,
7) A Permanency Hearing shall beheld:
a) within thirty (30) days of disposition, if Court orders that reunification
services are not to be offered;
h) within six.. (6) months of removal for a child less than three ears of
age;
C) within one year from removal, if reunification services are not
.discontinued by court order.
8) The Court shalt make specific and factual findings as to the extraordinary
9) circumstances which brought about the continuance of any dependency heating.
If the Court determines that termination of parental tights or guardianship is in the
best interest of the child, the Court shall order the department or the child's
attorney or guardian ad litem to file within ten ( ,1 0) days of the Permanency
hearing motion alleging grounds for terniination or guardianship. The mn i d.
Court Improvement Funding Agreement — Page

severance or initial guardianship hearing shall be held within thirty (30) days ot
the rPertnanency hearing.
b. Primary Budget Cansidetutions
order to accomplish the timelines and procedures outlined io the f)ependency Proc 7:SS
Requirements ; there are certain personnel and operational con.:.;iderations that are
fillidamental and must be a priority for your budget expenditures. They are as follows
You must have sufficient judicial bearing officers to hear all dependency case
iproceedings.
.2) You must have a responsible individual in your county to facilitate the Pre-
tie.aring Col i- rences.
You must have a responsible individual identified in your county to handle
mediations.
You must have a Court Improvement .multi-disciplinarv) team which meets
regularly to ensure efficiency in the dependency process.
5) The d.ependency data tracking system must be accessible to court personnel
involved in dependency cases.
6.) You. must have an individual identified in your county to collect ::md input .
dependency case data into the dependency data tracking system. Key indi.viduals
involved in the data collection process shou d.participate in regularly scheduled.
Users Group meetings sponsored by the AOC.
7) Collaboration with the county clerk's office should occur to assure that the clerk's
office is adequately staffed and equipped to manage its responsibilities in the
dependency process.
Dependency Data Tracking System. Requirements:
The Gratinx shall provide all equipment, hardware and software necessary to
enable access for all court personnel involved with enterina, dependency data into
the Court's dependency data tracking system. The Grantee shall establish a.
security matrix, for use ofthe . dependency data tracking system.
The Grantee .agrees to (a) utilize the dependency data tracking system inc[uding,
but not limited to, the input of data in a timely and accurate manner and the
providing of reports as requested by the AOC; and (b) participate in any
applicable outcome studie.s.
) Dependency data entry fot each month. must be entered into the dependency data
tracking system by the fifth (5 1) day of the following month._
4" Dependency. Exception Reports will be run by the eighth (g th) day of the
following month. The exceptions shall be corrected by the end of the same
month,. If exceptions cannot be corrected, the Grantee will contact the AOC for
resolution:
MODIFICATION AND TERMINATION
This Agreenma may be modified or terminated by the AOC if in its iudgment such
action is necessary due tol 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 Addendum A or (f) other circumstances necessitating such action.
Court Improvement Funding Agreement

Either party may terminate thi s upon athirty 0) 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 Agreemeiit. Funds disbursed to Grantee for reimbursement of approved expenses do
not have to be deposited into a special revenue account.
.4. EXPEN.INTURES
a. Distribution of Funds. The AOC may retain all or any portion of the funds allocated
to Grantee for the performance of this FundingAgreement and may authorize direct expenditures
for the benefit of Grantee. The specific amounts to be retained by the AOC for direct
.expenditures fbr the benefit of Grantee and to he disbursed to the Grantee are set forth in the
Addendum .A to this Agreement. The AOC may periodically modify the distribution of fluids
contained in the Addendum A based on its determination of Grantee's need for and usage oft
:funds.
h. Reporting Requirements. Grantee shall submit a Semi Annual Progress Report and
Financial Statement to the AOC: on or before January 1.5, 2011. I rantee shalt also submit a
Closing .Report.and Financial .Statement to the AOC' on or before. August 10. 2014. .An inventory
oI all equipment purchased with C.1 funds, including serial numbers, location and intended Mit.",
shall accompany the Closing Report and Financial Statement. Report forms will be provided by
the A.00.
e. Unexpended Funds. Funds unencumbered -as of june30, 2014 and unexpended as of
July 31, 2014, plus all unexpended interest accrued on such Wilds while in the possession of
Grantee, shall be submitted with the Closing Report and Financial Statement to the AOC for
reversion no later than August 10, 2014.
d. inappropriate Expenditures. Grantee shall expend funds only for the purpose ,.. and
uses specified in the Funding .Agreement and Addendum A. Grantee agrees to reimburse the
At C for any unauthorized Or inappropriate expenditures Which are not in compliance with the
Addendum A and this Agreement. Funds shall not be used to pay county or city administrative
costs tor services associated with receipt of those funds including, but not limited to, the cost of:
accounting., payroll, data processing:, purchasing, personnel, and 'building use. All equipment
purchased solely with AOC funds shall be used solely for purposes outlined in the Funding
Ai:treement unless written permission is received from the AOC.
e. Budget Modifications. The Court shall not shift funds Irc.t.rn, to, or within budgeted
categories described in Addendum A without prior written authorization from the AOC. All
budget modifications shall be in accordance with the .A0C Budget Modification Policy, Budget
modification forms may be acquired from the AOC.
1. Termination of Funding. In the event that this Agreement is terminated prior to brie
30, 2014, all unexpended funds in the possession of Grantee shall be returned to the AOC .within
SO days of such termination, along with, but not limited to: (I) 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 Funding Agreement, the AOC may require return
of equipment and supplies purchased with grant funds.
Court lirtprovernent: Kuridiag Areeiiirai — age 3

5, BOOKS A.ND RECORDS
a. Financial Records. and Examination. Grantee .shall maintain and shall require ns
subcontractors to maintain acceptable accounting systems, records, and documents to properly
refie,ct all fimds expended inthe perfortnance of this Funding Agreement. All books, recordS
and other documents relevant to this Agreement shall be retained by Grantee and its
subcontractors the for a period of live (5) years after the final payment has beer) made, or until after
resolution of any audit questions or contract diSputes, whichever is Imiger. AOC, stzite, or
access federal to, auditors, and the as rig,ht a.pplicable, to examine., and any audit, other copy persons duly authorized by the AOC Shall have full
subcontracts shall include a provision acknowledging and make the use authority of any of and the all AOC said to materials. conduct such All
audits or examinations.
n„ Program Records and Evaluation. The AOC monitors and evaluates the
Court implementation Improvement of Arizona Revised .Statutes, Title S, Chapter 10. Articles 2, 3 and 4, known as
Grantee and any subcontractor to determine agree its effectiveness. to maintain and As provide a condition to of receipt of grant limds,.
as may be required for purposes of evaluation. Grantee further agrees he A.00.such that anthorizedagentslof data and statistics
the AOC shall have the right to conducton-sitevisits for purposes of compliancemonitoring and
program evaluation, All subcontracts shall include.a. provision acknowledgin.g the authority . Of
the AOC : to conduct such inspections and .evaluations.,
6„ INVENTORY -
property Equipment of Grantee, purchased and Grantee with shall funds maintain received written pursuant to this Agreement shall become the
and procedures covering the equipment. Grantee may use inventory its existing and inventory property control system, policies but Must
at a minimum maintain the information required by .AOC policies and procedures..
7„ USE, LOSS AND DISPOSITION OF EQUIPMENT
unless written Equipment must be used as required by this Funding Agreement fur three (3) years, .
transferred upon permission approval of is given the presidiag by the AOC. juvenile After this time, purchased equipment may be
maintenance, loss or damage to the equipment and the jkidge.„ .ADC Grantee .makes is no responsible assurances for regarding any its
repair in surplus or replacement. as required by Purchased this Agreement. equipment If no which such is no longer needed or usable shall be 'placed.
Agreement, then local surplus property procedures may requirements be utilized. are Leased included. equipment M the will
follow the guidelines of the lease.
8. SANCTIONS
In addition to any other remedy available pursuant to this i'\.greernent, Grantee may he
placed on financial sanction status for deficiencies including but not limited to, delinquent
submissions, delinquent reports, inaccurate reporting of statistics, inaccurate reporting of
dependency data tracking statistics, system, untimely untimely and and consistently consistently inaccurate input of data into the dependency :
quality assurance reports, inadequate records, expenditures inaccurate correction outside of of the identified approved issues budget on and the
non-compliance nction status, the with AtD(.7. this Funding may take A.grement any appropriate fur this Or any other grant. During the period of
action including:
a. Written warning with request fur immediate Compliance.
b. Withholding all or any portion of future program fund or equipment disbursements.
Court Improvementfumiing Agreement — Fage 4

e, Withholding all disbursements from all program funds.
d. Requiring monthly submission of expenses prior to disbursement.
Requiring monthly submission of expenses for reimbursement Of actual c.:(:),t ii)CUITed.
1. Recovery of funds or equipment already disbursed.
To receive reinibursement while in sanction status, Grantee shall submit a monthly request to the
AUG 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:
ASSIGNMENT OF I YIEL :CITAPROPERTY RIG 'S
Any reports or information developed during the course of implementing the
requireinQaus of this agreement will be the joint propertylownership or the Grantee and
The Grantee and the AUG shah have run and complete rights to reproduce, duplmeate. d
perform and otherwise use all information prepared under this Agreement.
['ERR MINCE LTA BIL
Fxcept as otherwise provided by law, in the performance of this Agreement and Grantee's
.Funding 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.
izona Supreme Court, Adm istra
Office of the Courts
By:
Hon - irlitale Colleen MeNal Mike Bauinstark,i3epul.yl5irectoi
Pre.;:diiiV. Juvenile Judge Administrative Office of the Courts
•Date:
Court Improvement Funding Agreement — Pa

ADDEND 'IV A
COURT IMPROVEMENT
Juvenile Court in Marieopa County for Fisea Year 2014
Addendum date: It-,1 NOTE: This addendum INTFtedt.'s.al tleviou:3 date addenda
I 0 AI, AM 01...rN T.- A 'WARDED $ 424,837.0
r.:-:---- . .•• .- -- ' ' ovrrynr-nrrr
,
. . ... .. .. :. .
Pcm -Innci.----SIarics -, _., 307;541.00
1Personriel---ERF S 112.3O701
(.ontract Services '
Tt . ' ment
isayel S 3.000.04 • , 1
Operating S1.989.04} 1
"F0TAI, • _ SM. - Ws --. ) A. \Mt N I S 424,837,00
C1I1.1)1 _ . LLD DISMIISFYIENTS
Jul\ 3 -L 2013 Octobur 31, 201.3 il 14, 2014 '11:y: 15, 2014
106.209.011 \ 10o,209.00 [h 106.210.00 10.6,2,,09.0f1
tettaty
Personnel - ERE
Travel
)J. iTMFIl) \WI NI
Cate Lautt•Owens, Director f)ate
Depaden Children's Services Division ------ -.Arizona Supreme Court
restding. Juvenile indRtz
AOC Finance Office Receipt:
Fund Manager pitte

Kristen Ralston - COSCX
From: Chris Rufo - SUPCRTX
Sent: Monday, November 04, 2013 10:16 AM
To: Kristen Ralston - COSCX
Subject: RE: Maricopa Co FY14 Funding Agreement
It is level funded for FY 2014. Chris
Original Message
From: Kristen Ralston - COSCX
Sent: Monday, November 04, 2013 10:03 AM
To: Chris Rufo - SUPCRTX
Subject: RE: Maricopa Co FY14 Funding Agreement
Chris,
I am submitting my agenda item for our Grants for FY14 and Finance was asking about how we determined what our
portion of the Court Improvement Grant was. Would you be able to send me an email confirming what our portion is so
that I can submit it as back-up for our agenda item? Our portion has seemed to stay level at $61,224 for the past few
years.
Thank you!
Kristen Ralston
Financial Business Analyst
Clerk of the Superior Court
Management Resources
Phone: (602) 506-3825
Fax: (602) 506-8970
ralstonk@cosc.maricopa.gov
Original Message
From: Chris Rufo - SUPCRTX
Sent: Friday, October 04, 2013 10:58 AM
To: Kristen Ralston - COSCX
Subject: FW: Maricopa Co FY13 & FY14
Hi Kristen,
Sorry for the delay. I have been out on FMLA for a couple of weeks. Please find attached the final copies of the FY 13
and FY 14 funding agreements from AOC. If there is anything else, just let me know. Chris
From: McLauchlin, RaNae [rmclauch@courts.az.gov ]
Sent: Monday, September 16, 2013 1:54 PM
To: Chris Rufo - SUPCRTX
Subject: Maricopa Co FY13 & FY14
1