HomeMy WebLinkAboutAgreements/Contracts - District CourtGRANT COUNTY
COMMISSIONERS AGENDA MEETING REQUEST FORM
(Must be submitted to the Clerk of the Board by 12:00pm on Thursday)
REQUESTING DEPARTMENT: District Court - Comm Ct pATE:10-13-2026
REQUEST suBnniTrED BY: Amy L Paynter
CONTACT PERSON ATTENDING ROUNDTABLE: Amy L Paynter
CONFIDENTIAL INFORMATION: ❑YES ® NO
PHONE: x3161
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. s
Request for Judge Brian Gwinn to DocuSign Amendment to AOC3272 between AOC and Grant County
District Community Court. AOC made amendments to Sections 5, 6 and 13, providing clarifying language.
If necessary, was this document reviewed by accounting? ❑ YES ❑ NO Fw-1 N/A
If necessary, was this document reviewed by legal? ® YES ❑ NO ❑ N/A
DATE OF ACTION: D
1ZZZ,2-
APPROVE: DENIED ABSTAIN
D1: 0<
D2:
D3: co
DEFERRED OR CONTINUED TO:
WITHDRAWN:
4/2 3/24
Docusign Envelope ID: F0751691-7C89-8E80-83B7-DE2C97B8F6FF
K26-196
AMENDMENT
INTERAGENCY AGREEMENT
BETWEEN
11,1ASAINGTON STATE
ADMINISTRATIVE OFFICE OF THE COURTS
AND
GRANT COUNTY COMMUNITY COURT
This First Amendment to the Agreement is made and entered into by and between the
State of Washington acting by and through the Washington State Administrative Office of
the Courts (AOC), and Grant County Community Court (Court) known collectively as the
"Parties").
1;1-=N7
A. AOC and Court (collectively the "Parties") entered into that certain Agreement
dated effective as of July 1, 2026 ("Contract").
B. The Parties now desire to amend the Contract to update a bullet in Section 5.
Compensation, and update language in Section 6. Revenue Sharing which
updates clauses affected by the update.
C. The amendment set forth herein is within the scope of the Contract.
AGREEMENT
The parties now wish to amend the contract as follows:
1. Section 5. Compensation, third paragraph. Replace the first bullet of this section in
its entirety, to correct the erroneous inclusion of the word supplementing instead of
supplanting, as follows:
• Replacing or supplanting the salary of current employees of the Court (employees
must be taking on additional hours or be a new employee to be eligible for funding).
2. Section 6. Revenue Sharing. Replace this section in its entirety as follows:
a. AOC, in its sole discretion, may initiate revenue sharing. If AOC determines the
Court may not spend all funds or spend more funds available under the
Agreement, then AOC may reduce or increase the Agreement amount. AOC PM
will notify the Court that funding will be reallocated.
AOC3272, Amendment 1 Page 1 of 3
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b. If the AOC initiates revenue sharing, then the Court must submit the final revenue
sharing A19 to AOC Program Manager by July 15, 2027.
3. Section 13. General Provisions, subsection a. Amendment or Modification.
Replace this subsection in its entirety as follows:
a. Except as set forth herein, this Agreement may not be amended or modified except
in writing and signed by a duly authorized representative of each party hereto.
4. No change other than amendment. Except as amended herein, the Contract is
unaffected and remains in full force and effect.
5. Integrated Agreement, Modification. This amendment constitutes the entire
agreement and understanding of the Parties with respect to the subject matter and
supersedes all prior negotiations and representations. In the event of any conflict between
this Amendment and the Contract or any earlier amendment, this Amendment shall
control and govern. This Amendment may not be modified except in writing signed by the
Parties.
6. Authority. Each party to this Contract, and each individual signing on behalf of each
party, hereby represents and warrants to the other that has full power and authority to
enter into this Amendment, and that's its execution, delivery, and performance of this
Amendment has been fully authorized and approved, and that no further approvals or
consents are required to bind such party.
7. Electronic Signatures. An electronic signature or electronic record of this Amendment
or any other ancillary agreement shall be deemed to have the same legal effect as
delivery of an original executed copy of this Amendment or such other ancillary
agreement for all purposes.
8. Counterparts. This Amendment may be executed in one or more counterparts, each
of which shall be deemed an original, and all of which counterparts together shall
constitute the same instrument which may be sufficiently evidenced by one counterpart.
Execution of this Amendment at different times and places by the parties shall not affect
the validity thereof so long as all the parties hereto execute a counterpart of this
Amendment.
AOC3272, Amendment 1 Page 2 of 3
Docusign Envelope ID: F0751691-7C89-8E80-83B7-DE2C97B8F6FF
WeIN A =I
WASHINGTON STATE Grant County Community Court
ADMINISTRATIVE OFFICE OF THE
COURTS
Signature
Dawn Marie Rubio
Name
Date Signature
Brian Gwinn
Name
WA State Court Administrator / AOC Director
Title
Judge
Title
Date
AOC3272, Amendment 1 Page 3 of 3
Docusign Envelope ID: DODOB1 EA-95E9-8CA5-8372-A3995A01 DB1A
WASHiNGTON
COURTS
INTERAGENCY AGREEMENT
BETWEEN
WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS
AOC3272
AND
GRANT COUNTY COMMUNITY COURT
FOR
THERAPEUTIC COURTS
1. PARTIES TO THE AGREEMENT
This Interagency Agreement ("Contract") is made and entered into by and between
the State of Washington acting by and through the Washington State Administrative
Office of the Courts, hereinafter referred to as "AOC," and Grant County Community
Court, referred to as "Court".
2. PURPOSE
The purpose of this Agreement is to provide reimbursements to Courts for assisting
with costs related to Therapeutic Courts.
THEREFORE, IT IS MUTUALLY AGREED THAT:
3. STATEMENT OF WORK
The Court shall:
a. Use funding to identify individuals before their Therapeutic Court with behavioral
health needs outlined in their application and court model best and promising
practices and engage those individuals with community -based therapeutic
interventions within the Therapeutic Court's jurisdiction in accordance with the
Court's funding application. Funds will be allocated using budget line items with
the following categories: Personnel Costs, Staff Equipment & Technology, Team
Training/Travel, Recovery Supports and Treatment Services.
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b. Submit reports to AOC Program Manager, following the following guidelines:
i. Content of reports shall include:
■ Documenting the progress of their Therapeutic Court Program.
■ Identify the number of program participants (therapeutic court referrals,
entries, opt in agreements, active participants, terminations and
graduations).
■ The services provided to program participants for the corresponding
quarter.
■ Challenges faced by the Court in operating their Therapeutic Court
Program during the corresponding quarter.
ii. Reporting Schedule, reports shall be submitted quarterly observing the
information provided below:
Period
Quarter
Report Due
07/01/26-09/30/26
1
10/15/26
10/01 /26-12/31 /26
2
01/15/27
01 /01 /27-03/31 /27
3
04/15/27
04/01/27-06/30/27
4
7/15/27
(final report for the year)
* Failure to submit a report by the due date will adversely affect the Court's
eligibility for future funding.
iii. Reporting shall be done in reporting portal, which will be provided via email
prior to the quarterly report due date to Court by AOC Program Manager via
email.
c. Submit questions related about deliverables or the required applicability to Court
to AOC Program Manager via email.
d. Other deliverables shall be required applicable to a specific Therapeutic Court, but
may include the following:
i. Planning:
• Therapeutic Court staff shall engage in training opportunities
appropriate to their court type and in line with AIIRise Best Practices on
Training and Education.
• Identify Target Population (e.g. eligibility and exclusion criteria, utilize
valid Risk-Needs-Responsivity tool — RNR).
• Identify Team Roles and Responsibilities (judge, prosecutor, defense,
coordinator, case manager, etc.).
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Equity and inclusion (e.g. staff training, equity monitoring, equitable
treatment, equitable incentives, and sanctions).
ii. Implementation
• Develop guidelines, policies and procedures for therapeutic court
structure according to the therapeutic court model chosen by the court,
including drug testing practices, incentive and response policies, phase
structure, and handbooks.
• Hold stakeholder meetings (prosecution, defense, treatment, law
enforcement, probation, etc.).
• Create Memorandum of Understanding (MOU's) with stakeholders.
iii. Scale and Sustain
• Begin evaluation of data to assess successes and areas of need by
completing the Washington Therapeutic Court Evaluation and Review
(WATER) on an annual basis, according to the period of performance of
this award (Refer to section III of the agreement). Process
review/evaluation (after WATER).
• Employ continuous quality improvement methods to refine the model,
updating model and adopted guidelines, policies and procedures as
required, and as it relates to Best Practice standards.
• Develop system to track and evaluate performance of therapeutic court
programming.
iv. Other
• Court shall engage in technical assistance calls with the AOC Behavioral
Health Team on a regular basis or as otherwise requested by the court
or the AOC Program Manager.
• Court shall attend regular meetings with the Administrative Office of the
Courts Behavioral Health Program.
• Court shall attend trainings identified or provided by the Behavioral
Health Program.
• Court shall participate in trainings related to contract compliance, as
scheduled or designated by the AOC Program Manager.
4. PERIOD OF PERFORMANCE
Subject to its other provisions, the period of performance of this Agreement shall
commence on July 1, 2026, and end on June 30, 2027, unless terminated sooner or
extended, as provided herein.
5. COMPENSATION
The amount awarded may not exceed $280,177.00 for payments made during the
period from July 1, 2026, through June 30, 2027, related to the purpose of this
agreement.
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The Court shall use these funds in the following cost categories:
Cost Category
Amount
Personnel Costs
$2287269.15
Staff Equipment & Technology
$77796.00
Team Training/Travel
$27700.00
Recovery Supports
$187411.85
Treatment Services
$237000.00
Total Amount
$280,177.00
Ten percent (10%) or less of these funds can be moved from one category to another
without exceeding the total amount of the funds provided. Any adjustments, beyond
10% require written approval of AOC Program's Manager. This can be an
authorization provided by email.
Funds cannot be used for:
• Replacing or supplementing the salary of current employees of the Court
(employees must be taking on additional hours or be a new employee to be
eligible for funding).
• Program incentives that constitute a gift or reward.
• Items and activities outside of the cost categories listed in the Court's contract.
A list of allowable and unallowable expenses is provided to Court within Appendix A
of this agreement and should be referenced for adequate use of funds.
Procuring Agency may extend the term of this Contract or increase funds by mutual
written amendment. Such amendment shall be on the same terms and conditions as
set forth in this Contract.
6. REVENUE SHARING
a. The AOC will notify the Court no later than May 1, 2027, via unilateral
amendment to the agreement that the AOC intends to redistribute funding
among the courts participating in the program, pursuant to the program's
appropriation language. The AOC may increase the total value of the
Agreement if additional funds are available or reduce the Agreement amount
based on actual expenses incurred by the Court through submitted Invoices
and supporting documentation.
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b. The Court must submit the final program Invoice to the AOC Program Manager
no later than July 15, 2027. The revenue sharing process must be completed
by August 1, 2027.
7. INVOICES; BILLING; PAYMENT
The Court will submit properly prepared itemized invoices via email on an A19 form
addressed to AOC Program Manager at
CLJTherapeuticCourtsApplications(a�courts.wa.gov. Invoices shall be submitted no
more than once a month. Incorrect or incomplete A19 shall be returned by AOC to the
Court for correction or reissuance. All A19 shall provide and itemize, at a minimum,
the following:
• Contract Number: AOC3272
• Court name, address and phone number
• Description of Reimbursement
• Date(s) Services were provided
• Receipt(s) if applicable
• Total Reimbursement
Payment will be considered timely if made by the AOC within thirty (30) calendar
dates of receipt of a properly prepared A19. No A19 shall be submitted until after a
deliverable has been accepted by the AOC Program Manager.
The AOC will not make any advanced payments or payments in anticipation of
services or supplies under this Contract.
8. AGREEMENT MANAGEMENT
The Program Manager and Court Program Manager noted below shall be responsible
for and shall be the contact people for all communications and billings regarding the
performance of this Contract. The parties may change administrators by written
notice.
AOC Program Manager
Leah Niccolocci
PO Box 41170
Olympia, WA 98504-1170
Leah. NiccolocciC@,courts.wa.gov
Court Program Manager
Amy L Paynter
35 C Street NW / PO Box 37
Ephrata, WA 98823
alp ab`grantcountywa._. ov
9. RECORDS, DOCUMENTS, AND REPORTS
a. 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
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contract. These records shall be subject at all reasonable times to inspection,
review, or audit by personnel duly authorized by the AOC, the Office of the State
Auditor, and federal officials so authorized by law, rule, regulation, or contract. The
Court will retain all books, records, documents, and other material relevant to this
contract for six (6) years after expiration and, make them available for inspection
by persons authorized this provision.
b. It is the policy of the Administrative Office of the Courts to facilitate access to
administrative records. This Agreement and related records are subject to
disclosure under General Court Rule 31.1. For additional information, please
contact the AOC Public Records Officer.
10. RIGHTS IN DATA
Unless otherwise provided, data which originates from this Agreement shall be "works
for hire" as defined by the U.S. Copyright Act of 1976 and shall be owned by the AOC.
Data shall include, but not be limited to, reports, . documents, pamphlets,
advertisements, books magazines, surveys, studies, computer programs, films,
tapes, and/or sound reproductions. Ownership includes the right to copyright, patent,
register, and the ability to transfer these rights.
11. RESPONSIBILITY OF THE PARTIES
Each party to this Agreement assumes responsibility for claims and/or damages to
persons and/or property resulting from any act or omission on the part of itself, its
employees, or its agents. Neither party assumes any responsibility to the other party
for any third -party claims.
12. DISPUTE RESOLUTION
To the extent practicable, the Parties shall use their best, good faith efforts
cooperatively and collaboratively to resolve any dispute that may arise in connection
with this Agreement as efficiently as practicable, and at the lowest possible level with
authority to resolve such dispute. The Parties shall make a good faith effort to
continue without delay to carry out their respective responsibilities under this
Agreement while attempting to resolve any such dispute. If, however, a dispute
persists and cannot reasonably be resolved, it may be escalated within each
organization. In such circumstance, upon notice by either party, each party, within
five (5) business days shall reduce its description of the dispute to writing and deliver
it to the other party. The receiving party then shall have three (3) business days to
review and respond in writing. In the event the parties cannot agree on a mutual
resolution within fifteen (15) business days, the parties shall appoint a member of a
dispute resolution board within Thurston County, and those two appointed members
will select a third. The Board shall employ dispute resolution measures and its result
is binding. Both parties agree that the existence of a dispute notwithstanding, the
Parties will continue without delay to carry out all respective responsibilities under this
Agreement that are not affected by the dispute.
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13. GENERAL PROVISIONS
a. Amendment or Modification. Except as set forth herein, this Agreement may not
be amended or modified except in writing and signed by a duly authorized
representative of each party hereto except in revenue sharing procedures where
AOC will issue a unilateral amendment.
b. Appendix. All appendices referred to herein are deemed to be incorporated in this
Agreement in their entirety.
c. 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.
d. Authority. Each party to this Agreement, and each individual signing on behalf of
each party, hereby represents and warrants to the other that it has full power and
authority to enter into this Agreement and that its execution, delivery, and
performance of this Agreement has been fully authorized and approved, and that
no further approvals. or consents are required to bind such party.
e. Captions & Headings. The captions and headings in this Agreement are for
convenience only and are not intended to, and shall not be construed to, limit,
enlarge, or affect the scope or intent of this Agreement nor the meaning of any
provisions hereof.
f. Conformance. If any provision of this Agreement violates any statute or rule of law
of the State of Washington, it is considered modified to conform to that statute or
rule of law.
g. Counterparts. This Agreement may be executed in any number of counterparts,
each of which shall be deemed an original and all of which counterparts together
shall constitute the same instrument which may be sufficiently evidenced by one
counterpart. Execution of this Agreement at different times and places by the
Parties shall not affect the validity thereof so long as all the Parties hereto execute
a counterpart of this Agreement.
h. Electronic Signatures. An electronic signature or electronic record of this
Agreement or any other ancillary agreement shall be deemed to have the same
legal effect as delivery of an original executed copy of this Agreement or such
other ancillary agreement for all purposes.
i. Entire Agreement. This Agreement constitutes the entire agreement and
understanding of the Parties with respect to the subject matter and supersedes
all prior negotiations, representations, and understandings between them. There
are no representations or understandings of any kind not set forth herein.
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j. Governing Law. The validity, construction, performance, and enforcement of this
Agreement shall be governed by and construed in accordance with the laws of
the State of Washington, without regard to its choice of law principles that would
provide for the application of the laws of another jurisdiction.
k. 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.
I. Jurisdiction & Venue. In the event that any action is brought to enforce any
provision of this Agreement, the parties agree to exclusive jurisdiction in Thurston
County Superior Court for the State of Washington and agree that in any such
action venue shall lie exclusively at Olympia, Washington.
m. No Agency. The parties agree that no agency, partnership, or joint venture of any
kind shall be or is intended to be created by or under this Agreement. Neither
party is an agent of the other party nor authorized to obligate it.
n. Right 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.
o. 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 which can be given effect without the invalid
provision, if such remainder conforms to the requirements of applicable law and
the fundamental purpose of this agreement, and to this end the provisions of this
Agreement are declared to be severable.
p. Termination for Cause. If for any cause, either party does not fulfill in a timely and
proper manner its obligations under this Agreement, or if either party violates any of
these terms and conditions, the aggrieved party will give the other party written
notice of such failure or violation. The responsible party will be given the opportunity
to correct the violation or failure within 15 working days. If failure or violation is not
corrected, this Agreement may be terminated immediately by written notice of the
aggrieved party to the other.
q. Termination for Convenience. Except as otherwise provided in this Agreement,
either party may terminate this Agreement upon thirty (30) calendar days prior
written notification. Upon such termination, the parties shall be liable only for
performance rendered or costs incurred in accordance with the terms of this
Agreement prior to the effective date of such termination.
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r. 'Termination for Non -Availability of Funds. AOC's ability to make payments is
contingent on availability of funding. In the event funding from state, federal, or other
sources is withdrawn, reduced, or limited in anyway after the effective date and prior
to completion or expiration date of this Agreement, AOC, at its sole discretion, may
elect to terminate the Agreement, in whole or part, for convenience or to renegotiate
the Agreement subject to new funding limitations and conditions. AOC may also
elect to suspend performance of the Agreement until AOC determines the funding
insufficiency is resolved. AOC may exercise any of these options with no notification
restrictions, although AOC will make a reasonable attempt to provide notice.
In the event of termination or suspension, AOC will reimburse eligible costs incurred
by the Court through the effective date of termination or suspension. Reimbursed
costs must be agreed to by AOC and the Court. In no event shall AOC's
reimbursement exceed AOC's total responsibility under the agreement and any
amendments.
s. Suspension for Convenience. AOC may suspend this Agreement or any portion
thereof for a temporary period by providing written notice to the Court a minimum of
seven (7) calendar days before the suspension date. Court shall resume
performance on the first business day following the suspension period unless
another day is specified in writing by AOC prior to the expiration of the suspension
period.
t. '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.
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EXECUTED AND EFFECTIVE as of the day and date first above written. I
WASHINGTON STATE ADMINISTRATIVE GRANT COUNTY COMMUNITY COURT
OFFICE OF THE COURTS FOR THERAPEUTIC COURTS
29aw*v "O'a& K�*40 7/10/2026 bVIMA, Aft" 7/10/2026
Signature Date
Dawn Marie Rubio
Name
WA State Court Administrator
AOCDirector
Title
Signature Date
Brian Gwinn
Name
Judge
Title
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Appendix A: USE OF FUNDS
Introduction and Purpose
AOC funds are state -allocated dollars used to support Therapeutic Court programs. They cannot
replace existing city, county, or local funds. If your jurisdiction already pays for a position or
activity such as a Case Manager, Judge, Prosecutor, drug testing, or office needs you may not
use these funds in lieu of local funding. AOC funds may only supplement (add to), not supplant
(replace), existing resources.
These Therapeutic Court Funding Guidelines are intended to support consistent, transparent, and
accountable use of state funds allocated for Washington's therapeutic courts. The guidelines
outline allowable costs, required documentation, and reimbursement expectations to ensure that
financial practices align with national best practices, program standards, and contractual
requirements.
The purpose of these guidelines is to:
• Provide clear direction regarding eligible training, staffing, travel, operational, and
participant -support expenses.
• Promote responsible stewardship of public funds.
• Ensure uniform interpretation of requirements across therapeutic courts.
• Support courts in maintaining compliance with AOC funding policies.
These guidelines should be used by program staff, fiscal personnel, and administrators involved in
planning, purchasing, and submitting reimbursement requests. When questions arise, programs
are encouraged to consult their AOC Program Manager for clarification or approval. Please
highlight or clearly indicate the amount charged to AOC funding on all supporting
documentation, ensuring it matches the amount listed on the A19.
Use of Funds —Reference Guide
(SFY2027 State fiscal year)
I
p1,�,��v�
MThe
Supporting documents are required for all
list of unallowable expenses is not
allowable expenses. See what's required under
exhaustive. If you are unsure whether an
each category: NOT an exhaustive list. Always
expense is allowed. Always contact your AOC
contact your program manager for
Program Manager for clarification before
clarification.
making a purchase.
Personnel Costs
Personnel Cost Documentation Requirements
Supporting documents must include the staff member's name, title, and pay period.
Reimbursement is limited to hours worked specifically on therapeutic court duties. Acceptable
supporting documents include payroll ledgers, paystubs, or fiscal department reports that are
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Appendix A: USE OF FUNDS
stamped or signed. Do not bill employees as contractors. Contractor costs must be supported
with invoices.
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b!� :.:I rG ! ,. / dr f � /r H �a /� ��F � / p !� lr.. (rr / Leh ��r ! /F��.� , �N/ry/�,. /// �;, �/J ,�d�/�/ lY✓J!�/!/irr E �` G///�.,�1/1,/
,r7n.„no! r:7,.r, Lrh... H,„/. ��v,,,Jnl(N/�/i✓P1o/%�,ri!///�� lri „„,/�jL „ h/„st..J/4k�r/,.;d.r, J.,_.SrL..,r//l�dH„?/.5,.�,h�/i��/!��`l%/��ii1//1�..�,dl.,��s�Glr�Jl�iu!%nt�rH �/�i �/h��!< f07/,,,,,a%,r ��1,
Coordinator
Bailiff/Security staff salaries
Case Manager
Staff not directly related to the therapeutic
court
Peer Support
Replacing existing funded positions -
Supplanting
Clerk
Indirect costs
Prosecution
Defense
Probation/LEO
Judicial Officer
Judicial Officer Pro-Tem
Staff Equipment& TechnoLogy
Supporting documents must list vendor, purchase date, purchase description, and amount paid.
Include receipts and invoices. Highlight or write the amount charged to AOC funding on the
supporting documentation and ensure it matches the amount listed on the A19.
In"
W�ll,�Ylilli,,;��
/� /I
Computers
Furniture (couches, beds, conference tables,
fridges/freezers)
Monitors, Keyboards, mouse, webcams,
headsets
Office supplies
A/V equipment for conference rooms
Office desks
Phones
Copiers/Printers
IT Maintenance
Tech support
Software subscriptions
New case management subscriptions. Case
management renewals only for courts not yet
on theCLJ-CMS.
Team Training & Travel
Who Is Eligible for Training Costs
Training and registration expenses for program staff are allowable when they align with national
best practice standards for your specific Therapeutic Court model. This typically applies only to
your direct program team. If you need clarification, please contact your program manager before
making any travel arrangements.
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Docusign Envelope ID: DODOB1 EA-95E9-8CA5-8372-A3995A01 DB1A
Appendix A: USE OF FUNDS
Definition of Light Refreshments
Light refreshments are items served between meals, such as doughnuts, pastries, fruit, cookies, or
cheese and crackers.
Food Allowances for Retreats/Events Over 3 Hours
Events lasting more than three hours may include light refreshments as defined above.
Travel Reimbursement
Airfare, lodging, meals, and other travel -related expenses are reimbursable after travel has been
completed.
Expanded travel expenses may be reimbursed only if they comply with your agency's travel policies.
Travel insurance is strongly recommended, as AOC cannot reimburse unused airfare or lodging.
Gratuities (tips) are reimbursable up to a maximum of 15% (i.e. Lyft/Shuttle/Uber)
If you have a training need that is not clearly identified within best -practice standards, please
consult your AOC Program Manager for prior approval.
Required Supporting Documentation
Supporting documents must include:
• Names and titles of therapeutic court staff attending the event
• Vendor name
• Purchase date
• Amount paid (e.g., hotel folio, travel reimbursement forms, registration receipts)
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Training & registration for core team* see
Alcoholic beverages
definition under Who is eligible for training
costs?
Parking
Rental Cars beyond standard class/rate
Airfare (standard, post travel)
Attendance by individuals not identified as
core team members *see definition -under
Who is eligible for training costs?
Lodging (at per diem rate, post travel)
Canceled reservations and airfare are not
reimbursable
Meals (at per diem rate, post travel)
Airfare above coach
Transportation (post travel) Ferries,
Vehicle purchases. Gratuity beyond 15% (i.e.
Subway/Link/Bus, Uber/Lyft/Taxi, Shuttles
Uber/Lyft/Shuttles)
*Retreats/events ?3 hours — Light refreshments
Staff mileage to/from work site
allowed
Internal Team training/meeting -Light
Refreshments allowed
Training & Travel expenses resources/rates:
Amounts exceeding per diem rates
• Meals and Lodging (per diem rate)
o Office of Financial
Page 13 of 15
Docusign Envelope ID: DODOB1 EA-95E9-8CA5-8372-A3995A01 DB1A
Appendix A: USE OF FUNDS
Management (instate)
o GSA (out of state)
• Mileage
Treatment Services
Vendor Documentation Requirements
Supporting documents must include the vendor's name, purchase date, and amount paid. All
relevant receipts or invoices must be attached.
Client names must be fully redacted on any treatment -related documentation or invoicing
submitted.
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Services not covered by insurance —
Professional licensingfees for clinical staff
Participant medical insurance deductibles and
spend downs
Lab/Toxicology testing
Services covered by insurance
Behavioral health services (Mental Health,
Admin costs over federal de minimis
Substance Use Disorder, inpatient or
outpatient)
Peer support - Treatment staff/peer support
contracted to attend court for unbillable hours
Therapeutic services not covered by
participant insurance but recommended by
treatment or therapeutic court staff (i.e. DV
treatment, veterans support, SUD)
Recovery Supports
Recovery Support Definition
Recovery supports are services or items provided to help participants succeed in the program when
these needs cannot be met through other local, state, or federal resources. Examples include
nominal incentive items, small snacks, organizational supplies, and transportation costs.
Documentation for Recovery Supports: Sign -in sheets and/or court dockets for graduations or
events where recovery support goods are distributed must be submitted with the A-19 as proof that
participants received the items.
Education Requirements: Educational activities must be connected to building recovery support
and aligned with participants' proximal and distal goals.
Page 14 of 15
Docusign Envelope ID: DODOB1 EA-95E9-8CA5-8372-A3995A01 DB1A
Appendix A: USE OF FUNDS
Light Refreshments Definition: Light refreshments are items served between meals, such as
doughnuts, sweet rolls, fruit, veggie trays, cookies, or cheese and crackers. Groceries purchased
for cooking meals are not allowable as a light refreshment cost.
Items that do not qualify as light refreshments include heavy hors d'oeuvres, sandwich -making
items, salads, or any items typically consumed as meal.
Housing Support Requirements: Requests for housing or recovery housing assistance must
demonstrate that other funding sources were pursued first. Documentation such as denial notices
or internal forms showing which resources were sought and the outcome, including dates must be
provided.
If there is an urgent need for immediate housing, contact your contract manager for confirmation
before proceeding.
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Transportation (bus passes, Uber/Lyft)
Meats
Light refreshments & graduation items* see
Gift cards
definition and sign in sheet needs above
Cell phones (checkout) & minutes* sign out
Gas cards
sheet needed
Hygiene products and/or other supportive
Logoed apparel
needs (i.e. Go Bags)
WA State ID replacement fees
Advertising
Recovery/ emergency housing supports*
Driver education courses
Contact your program manager
Education (parenting, financial literacy,
WA license reinstatement late fees
classes, books, courses)
Driver testing fees
Donations
Purchase of groceries to cook or prepare food
is not allowable
Other Direct Costs
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Miscellaneous program delivery costs
Building/space rental
(preapproval required)
Items outside contract cost categories
Goods and/or services not completed by
6/30/27.
Page 15 of 15