HomeMy WebLinkAbout2025 08 12 Draft Revised JCVAB By-Laws Clean.docx Draft 3Revised Draft By-laws, August 15, 2025
2025
DRAFT
Jefferson County
Veterans’ Advisory
Board
(JCVAB) By-Laws
08/15/2025
DRAFT
Jefferson County Veterans’ Advisory
Board (JCVAB)
By-Laws
Jefferson County JCVAB By-Laws
1 | Page
Table of Contents
1. NAME .................................................................................................................................. 2
2. AUTHORITY FOR JCVAB ....................................................................................................... 2
3. PURPOSE OF JCVAB ............................................................................................................. 2
4. DUTIES OF JCVAB ................................................................................................................ 3
5. MEMBERSHIP, TERM, AND APPOINTMENT FOR JCVAB ..................................................... 3
6. NO COMPENSATION FOR MEMBERS OF JCVAB .................................................................. 4
7. JCVAB OFFICERS, DUTIES, AND POWERS ............................................................................ 4
8. PROCEDURE FOR REMOVAL OF A JCVAB OFFICERS AND MEMBERS .................................. 5
9. SUB-COMMITTEES OF JCVAB .............................................................................................. 5
9. JCVAB MEMBER ROLES AND RESPONSIBILITIES ................................................................. 6
10. REGULAR MEETING SCHEDULE FOR JCVAB ........................................................................ 6
11. QUORUM REQUIREMENT ................................................................................................... 7
12. VOTING ................................................................................................................................ 7
13. CONFLICT OF INTEREST AND APPEARANCE OF FAIRNESS FOR MEMBERS ......................... 7
14. REPORTS, RECOMMENDATIONS AND CORRESPONDENCE FROM JCVAB .......................... 7
15. COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT IS REQUIRED .................................. 8
16. NOTICE OF EACH MEETING ................................................................................................. 8
17. AGENDA FOR EACH MEETING ............................................................................................. 8
18. ABSENCES ............................................................................................................................ 8
19. CONDUCT OF EACH MEETING OF JCVAB ............................................................................ 9
20. RECORD OF MEETINGS OF JCVAB ....................................................................................... 9
21. MINUTES OF MEETINGS OF JCVAB ................................................................................... 10
22. AMENDMENT OF THESE BY-LAWS .................................................................................... 10
23. SAVINGS CLAUSE ............................................................................................................... 10
24. EFFECTIVE DATE ................................................................................................................ 10
Jefferson County JCVAB By-Laws
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1. NAME
This organization, shall be known as JEFFERSON COUNTY VETERANS’ ADVISORY BOARD, hereinafter
referred to as JCVAB.
2. AUTHORITY FOR JCVAB
Dating back to before Washington State established statehood, the United States of America has
recognized the need for veterans’ assistance. For example, in 1893, Washington State established Relief
of Union and Mexican War Soldiers, Sailors, and Marines. In 1907, this was broadened to Relief of Soldiers,
Sailors, and Marines and their Families. Since then, there have been many iterations of Veterans’
assistance programs authorized by Washington State.
Jefferson County has a strong tradition of supporting local Veterans has consistently worked to implement
state legislation on a local level. The Jefferson County’s Veterans Assistance Fund is authorized by RCW
73.08.010 and funded by 73.08.080. The Veterans’ Assistance Fund provides tax funds for the provision
of emergency relief for funding for indigent veterans who have been residents of the State of Washington
for at least one year, and their dependents, to pay for certain short term, emergency assistance with food,
shelter, utilities and other necessities of life.
On January 3, 1994, the Jefferson County Board of County Commissioners (BoCC) adopted Ordinance
Number 01-0113-94 authorizing the execution of an agreement between Jefferson County and Jefferson
County Veterans’ Service Officers Association (JCVSOA) for the disbursement of funds from the
Jefferson County Veterans Assistance Fund.
RCW 73.08.035 requires that the legislative authority for each county establish a Veterans Advisory Board
and solicit representatives from the local branch of nationally recognized veterans’ service organizations
or the veterans’ community at large, or both, to serve on the Veterans Advisory Board.
The county legislative authority shall consult with and solicit recommendations from the veterans'
advisory board established under RCW 73.08.035 to determine the appropriate services needed for local
indigent veterans.
On November 2, 2015, BoCC adopted Jefferson County Resolution Number 39-15 setting forth the
relationship between JCVSOA, JCVAB, and the Veterans’ Assistance Fund.
3. PURPOSE OF JCVAB
The purpose of JCVAB is:
A. To assist the Veterans’ Organizations of Jefferson County in carrying out their duties as
prescribed by their respective organizations.
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B. To be the organization to work with the County in the disbursement of funds from the
Jefferson County Veterans Assistance Fund through a voucher system.
4. DUTIES OF JCVAB
JCVAB is required by RCW 73.08.035.
RCW 73.08.035
Veterans' advisory boards.
(1) The legislative authority for each county must establish a veterans' advisory board. Upon its
establishment, the board shall advise the county legislative authority on the needs of local indigent
veterans, the resources available to local indigent veterans, and programs that could benefit the
needs of local indigent veterans and their families.
(2) The county legislative authority must solicit representatives from either local branches of
nationally recognized veterans' service organizations or the veterans' community at large, or both,
to serve on the board. No fewer than a majority of the board members shall be members from
nationally recognized veterans' service organizations and only veterans are eligible to serve as
board members.
(3) Service on the board is voluntary. The county legislative authority may provide for
reimbursement to board members for expenses incurred.
[ 2005 c 250 s 4.]
NOTES: Intent—2005 c 250: See note following RCW 73.08.005.
JCVAB advises BoCC on policy recommendations and appropriate services needed for local indigent
veterans.
Each year, JCVAB appoints two Service Officers to serve as Jefferson County volunteers on the Veterans’
Assistance Fund and two separate Service Officers to serve as Jefferson County volunteers on the
Veterans’ Appeal Board.
5. MEMBERSHIP, TERM, AND APPOINTMENT FOR JCVAB
JCVAB membership shall consist of at least one (1) appointee from each nationally chartered
veterans’ organization in Jefferson County and one (1) Service Officer-at-Large.
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The Service Officer-at-Large will be recommended by JCVAB Officers and will serve a term of one (1)
year.
No fewer than a majority of the board members shall be members from nationally recognized veterans’
service organizations and only veterans are eligible to serve as board members.
All JCVAB members are appointed by the BoCC.
6. NO COMPENSATION FOR MEMBERS OF JCVAB
Pursuant to RCW 73.08.035(3), service on the board is voluntary. The county legislative authority may
provide for reimbursement to board members for expenses incurred.
7. JCVAB OFFICERS, DUTIES, AND POWERS
At the first meeting of each year, JCVAB shall elect officers for the ensuing calendar year.
Officers shall consist of a Chair, a Vice-Chair, and a Secretary, all of whom shall hold office for the
ensuing year or until their successors are duly elected.
The full membership of JCVAB may fill any vacancy, which may occur in any of the offices.
The Chair shall:
a. Preside over all meetings of JCVAB;
b. Be the liaison between JCVAB and the County Commissioners;
c. Establish, provide notice, and be the contact person for the Service Officers assigned to work
at the Jefferson County Courthouse on a weekly basis; and
d. Settle disputes between Service Officers regarding any Veterans Assistance Fund application
before it is submitted to the County for payment.
In case of absence or disability of the Chair, the Vice Chair shall perform the duties of the Chair, and
when so acting, shall have all the powers of that office, and shall have such other duties as from time
to time may be assigned by the Chair or the membership.
The Secretary shall ensure that the Jefferson County’s Veterans’ Assistance Program Coordinator is
maintaining the following:
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a. Is responsible for recording the activities of JCVAB and maintain appropriate files, mailing lists
and necessary records;
b. Keeping the minutes of the meetings of the members and cause them to be recorded in a book
kept for that purpose;
c. Shall conduct all correspondence not otherwise specifically delegated in connection with said
meetings and shall be responsible for carrying out all orders, votes and resolution not
otherwise committed; and,
d. Notify members and officers of their election.
8. PROCEDURE FOR REMOVAL OF A JCVAB OFFICERS AND MEMBERS
JCVAB may remove any officer, whom they elect by the following procedure: Any member of JCVAB may
offer a motion for removal at a meeting. If the motion is seconded, it shall be considered and voted on at
the next regular meeting or at a duly noticed special meeting of JCVAB. Approval of a motion to remove
shall require a two-thirds majority of the members present and voting.
JCVAB may recommend removal of any member from the VAB by the following procedure: Any member
of JCVAB may offer a motion for recommending removal of a member serving on JCVAB at a meeting.
Approval of a motion to recommend removal shall require a two-thirds majority of the members present
and voting. The recommendation for removal is then put forth to the BoCC, who may remove a VAB
member for cause by majority vote.
As stated in Section 18, a JCVAB member who accrues three (3) consecutive, unexcused absences from
regular or special meetings, or is unable to be reached via normal channels of communication (e. g.,
after efforts have been made to contact via phone, email or letter), may be recommended to the BoCC
for removal from JCVAB by the Chair with the concurrence of a majority of the members.
9. SUB-COMMITTEES OF JCVAB
The Chair may appoint such standing and ad hoc sub-committees as may be considered useful and
appropriate to investigate any matter of interest to JCVAB.
At the Chair’s discretion, or by a majority vote of JCVAB voting members, an item may be transmitted to
a subcommittee for review and comment. The Chair shall establish a deadline for subcommittee review,
provide members with direction or any specific review questions, and schedule regular updates from the
sub-committee, as necessary. If the sub-committee fails to meet the review deadline, JCVAB shall proceed
to take action without sub-committee comment.
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No sub-committee shall contain more than a quorum of JCVAB members. No JCVAB member who is not a
member of a sub-committee may attend a sub-committee meeting; otherwise, all OPMA requirements
would apply to the sub-committee meeting. If more than a quorum JCVAB members are present at a sub-
committee meeting, the sub-committee meeting shall be adjourned immediately.
Sub-committees may meet informally, without minutes; however, the sub-committee shall keep JCVAB
Chair informed, and report to the full JCVAB at each JCVAB meeting which occurs while the sub-committee
exists.
9. JCVAB MEMBER ROLES AND RESPONSIBILITIES
JCVAB members shall:
• Act as a participant, reviewer, and advisor regarding JCVAB’s statutorily mandated duties.
• Serve at the pleasure of the BoCC.
• Actively participate in JCVAB discussions and official JCVAB comments.
• Keep JCVAB discussions and activities focused on topics relevant to JCVAB’s duties.
• Attend regular and special meetings of JCVAB.
• Read background material, review agenda and notes for each meeting of JCVAB, and prepare
questions and comments in advance of the meeting as needed.
• Be a respectful participant, treating others with respect and kindness.
10. REGULAR MEETING SCHEDULE FOR JCVAB
JCVAB Regular Meetings are held in the BoCC Chambers.
JCVAB shall meet at least once a calendar year, or more if needed to:
• Conduct any necessary business.
• To establish the schedule of Service Officers to review and approve the Assistance Fund
Applications submitted to Jefferson County.
JCVAB Special Meetings are held in the BoCC Chambers and set as needed or at the direction of the Chair.
All special meetings are open to the public as required by Chapter 42.30 RCW, the Open Public Meetings
Act (OPMA).
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11. QUORUM REQUIREMENT
A quorum is required to be present before an official, regular or special meeting of JCVAB can take place.
A simple majority of JCVAB members shall constitute a quorum.
Members may be in-person or hybrid.
12. VOTING
Each member shall be allowed one vote on items considered by JCVAB.
Proxy votes are not permitted.
13. CONFLICT OF INTEREST AND APPEARANCE OF FAIRNESS FOR MEMBERS
Members of JCVAB shall not be disqualified from participating in any meetings, or in the preparation of
any reports, recommendations or correspondence of JCVAB based on any potential or actual conflict of
interest. A JCVAB member is not prohibited from using their general expertise to educate JCVAB or
provide general information to JCVAB on a decision item.
However, members of JCVAB shall disclose personal or business interests that may conflict with a matter
of discussion by the committee immediately that might tend to prejudice the member’s participation in
any meetings, reports, recommendations and correspondence of JCVAB.
JCVAB members shall comply with the code of ethics for municipal officers, chapter 42.23 RCW, in the
performance of their duties. Specifically, at any time a proposal is received by JCVAB that appears to
benefit any member of the committee that person shall recuse themselves from any decision related to
that proposal.
14. REPORTS, RECOMMENDATIONS AND CORRESPONDENCE FROM JCVAB
Reports, recommendations and correspondence from JCVAB shall be made by consensus, if possible, and
will seek opportunities to develop group solutions and resolve conflicts. To reach a consensus decision,
JCVAB members will make proposals, hold additional discussion, and then the Chair will call for the
consensus decision on the proposal.
If consensus is not possible, then reports, recommendations and correspondence shall be submitted to
the BoCC on behalf of a majority of the members over the signature of the Chair. Minority reports, if any,
shall be attached to, and forwarded with such reports, recommendations or correspondence without
comment by the Chair.
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Concerning items of less formal advice: after discussion in one or more meetings, JCVAB shall adopt, by
consensus, a written report on JCVAB’s findings.
15. COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT IS REQUIRED
Because BoCC is required to consider JCVAB recommendations before taking final action, all meetings of
JCVAB are subject to and shall conform with the provisions of the OPMA, chapter 42.30 RCW.
16. NOTICE OF EACH MEETING
A meeting of JCVAB will be either a regular meeting pursuant to the regular meeting schedule in Section
10 or a special meeting.
A meeting of JCVAB that is not conducted in the place or the time posted in the regular meeting schedule
is a special meeting. Special meetings shall comply with the special meeting notice requirements in OPMA,
RCW 42.30.080.
For special meetings, RCW 42.30.080 requires at least 24-hour notice that specifies the time and place of
the special meeting and the business to be transacted. Notice for a special meeting must be: (a) Posted
on an agency’s website; (b) Prominently displayed at the main entrance of the agency’s principal location
and the meeting site if it is not held at the agency’s principal location; and, (c) Delivered to each local
newspaper of general circulation and local radio or television station that has on file with the Board a
written request to be notified of such special meeting or of all special meetings.
17. AGENDA FOR EACH MEETING
The Chair shall place the interests of the committee above any personal interest. The Chair shall place
items on the upcoming agenda, which shall allow for public comment prior to taking final action,
consistent with RCW 42.30.240(1).
JCVAB shall make the agenda of each regular meeting of the governing body available online no later than
twenty-four hours in advance of the published start time of the meeting.
JCVAB members wishing to review item(s) shall consult with JCVAB staff who will ask the Chair for
permission to place the item(s) on a future agenda.
18. ABSENCES
JCVAB members shall notify the Chair and JCVAB staff if the member is unable to attend a JCVAB regular
meeting. The Chair, with assistance JCVAB staff, shall document the excuse provided for the absences in
question. If no excuse is giving for a particular absence, it shall be considered unexcused.
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At the start of each meeting, the Chair will ask JCVAB staff to call the roll of JCVAB members. For any
member absent, the Chair shall announce whether the member’s absence is excused or unexcused. JCVAB
staff will record the roll call, and notify the Chair if a quorum is present.
JCVAB staff will maintain an ongoing attendance record for all JCVAB members and provide this record to
all JCVAB members, in writing, at least quarterly.
A JCVAB member who accrues three (3) consecutive, unexcused absences from regular or special meetings
may be recommended to the BoCC for removal from JCVAB by the Chair with the concurrence of a majority
of the members.
19. CONDUCT OF EACH MEETING OF JCVAB
a. All meetings of JCVAB shall comply fully with OPMA, including but not limited to: (a) The limitation
on taking action on items not listed on the notice for a special meeting; and, (2) OPMA’s public
comment requirements.
b. JCVAB meetings shall follow procedural guidance set forth in Jefferson County Resolution Number
50-22, Open Public Meeting Act Guidelines for County Boards, Commissions & Committees.
c. Members and visitors at the meetings will treat each other with respect, will not monopolize
meeting time, and will listen to and try to understand each other’s views.
d. The meeting agenda shall be constituted as follows:
i. Call to Order and Roll Call
ii. Public Comment
iii. Approval and Correction of Minutes from Previous Meeting(s)
iv. Committee Reports
v. Staff Reports
vi. Old Business
vii. New Business
e. Committee and Staff reports may be held in abeyance if they relate to old or new business items.
20. RECORD OF MEETINGS OF JCVAB
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Regular and special meetings of JCVAB shall be electronically recorded by audio or video, and the
recording shall be made available online for a minimum of six months.
21. MINUTES OF MEETINGS OF JCVAB
The minutes of all regular and special meetings of JCVAB, except executive sessions, shall be promptly
recorded and such records shall be open to public inspection. JCVAB staff member shall prepare minutes
which shall be considered, revised (if necessary), and adopted by JCVAB ideally at its next regular or special
meeting.
22. AMENDMENT OF THESE BY-LAWS
These By-Laws may be amended, repealed or altered in whole or in part by a majority vote at any
duly organized meeting of the members, provided notice of the proposed change is included in the
notice of such meeting, and provided the BoCC approves any By-law amendments by a majority vote.
23. SAVINGS CLAUSE
Should any portion of these By-laws be declared unconstitutional or otherwise contrary to law, such
decision shall not affect the validity of the remaining portion of these By-laws.
24. EFFECTIVE DATE
These By-Laws for JCVAB repeal and replace any By-Laws adopted prior to this date. These Bylaws are
effective upon immediately after approval by the BoCC.
(SIGNATURES FOLLOW ON THE NEXT PAGE)
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ADOPTED THIS _____ DAY OF _________________________, 2025.
JEFFERSON COUNTY VETERANS’ ADVISORY BOARD
_________________________
John Hamilton, Chair
ADOPTED this _____ day of _________________________ 2025.
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
______________________________
Heidi Eisenhour, Chair
______________________________
Greg Brotherton, Member
______________________________
Heather Dudley-Nollette, Member