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HomeMy WebLinkAbout041116_ca01Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Carolyn Avery, Deputy Clerk of the Board DATE: April 11, 2016 SUBJECT: RESOLUTION NO. re: In the Matter of Establishing a Revolving Fund for Authorized Expenses for the Veteran's Assistance Program through the Veteran's Relief Fund STATEMENT OF ISSUE: A Resolution establishing a Revolving Fund for use by the Jefferson County Administrator's Office is necessary for conducting business through the Veteran's Assistance Program. If adopted, the Resolution would enable the Veteran's Relief Fund to establish a checking account. RECOMMENDATION: Approve Resolution re: Establishing a Revolving Fund for Authorized Expenses for the Veteran's Assistance Program through the Veteran's Relief Fund. FINANCIAL IMPACT: If established, the revolving account for $6,500 would be reimbursed using fund balance from the Veteran's Assistance Fund and would be replenished within the allowable budget for that fund. REVIEWED BY: Philip More o A ' rator Date ON coG� Rose Ann Carroll JEFFERSON COUNTY AUDITOR PO Box 563, Port Townsend WA 98368 tG9SI N 1 (360) 385-9118 carrolIra@co.iefferson.wa.us To: Philip Morley, County Administrator Brenda Huntingford —Chief Deputy (360) 385-9358 bhuntingford(@co.oefferson.wa.us L�IEL�I� Stacie Prada, Treasurer Carolyn Avery, Deputy Clerk of the Board FB 19x16 From: Rose Ann Carroll, Auditor'��r Date: February 18, 2016 or Subject: Veterans' Relief Fund Policy Recommendation The Jefferson County policy for handling the emergency assistance needs of veterans is a concern. The contention is that the current delay of up to ten days for payment of services in emergency situations is unreasonable because the veteran in need endures a higher level of stress and anxiety during this delay and the delay could result in discontinuation of services. Our county's veterans are at a significant risk for loss of services or their living arrangements when they are applying for the assistance we provide. The argument is made that a ten day delay is not in line with the word "emergency' and does not add value to those needing assistance or to the citizens of Jefferson County. Opposition would contend that the built in delay is necessary to ensure accountability to the citizens that county funds are being appropriated in accordance with the Jefferson County Code and by-laws pertaining to the fund. BACKGROUND The United States Department of Veterans Affairs notes that in fiscal year 2015 Jefferson County has between 2700 and 4800 residents which are veterans. The poverty rate among veterans in the United States ranges from 5% to ten%, equating to a populous of between 135 to 480 Jefferson County residents that may be eligible for services through the Veterans' Relief Program. The Veterans' Relief Fund is in place to provide emergency services to the veterans of Jefferson County including rent assistance for those with eviction notices and utility assistance for those with an active shut off notice. The current policy requires that the reviewer evaluate the request, approve the request and then refer it to the Auditor's office for further review and approval, the payment is then processed through the Auditor's office and mailed out to the service provider or landlord. This process has an inherent delay of up to ten days. Providing these services with a delay of up to ten days can have a negative impact on the mental and financial well-being of our veterans that are already in financial distress. According to the American Journal of Public Health more than 40% of the veterans returning from the wars in Afghanistan and Iraq are diagnosed with PTSD, Anxiety Disorder, Adjustment Disorder, Depression or other mental illnesses. Veteran suicides occur at almost twice the rate of the non - veteran population, 30% compared to 15.4%, respectively. The delay of ten days for payment of services creates a situation where added stress and anxiety about their current living situation could have a significant, negative impact on a veteran's mental health. The National Coalition for the Homeless reports that between 20% and 25% of the homeless are veterans and of those, 89% were honorably discharged, which would make them eligible for the services of the Veterans' Relief Program. The Veterans' Relief Program serves to keep more veterans from ending up homeless by providing rent assistance when the veteran has received an eviction notice. In Washington State, the notice of eviction due to non-payment of rent is a 3 -day notice to pay or vacate. A delay of ten days for the Veterans' Relief Program to assist with rent can create a situation where the veteran has already had to vacate their residence, creating a homeless situation. Once a person has vacated due to non-payment, it becomes even more challenging and expensive to secure a new place to live. Rent and deposits must be paid up front and when a person is already in a financial state of hardship it is difficult to come up with these funds in a short time frame. Alternatively, the Veterans' Relief Program could have provided more timely assistance and eliminating the hardship this would create, financially and mentally, for the veteran. Following are three options for change to the policy which would enable the Veterans' Relief Program to provide more timely and responsive services to the veteran community. The first option would be to provide a revolving fund account for the Veterans' Relief Program would reduce this delay because they would be able to create the payment from the fund the same day they are approved. Some may argue that some level of accountability would be lost; I would respond that there would be accountability built into the new policy through a second signature on all payments from the auditor's office, along with a monthly accounting from the Veterans' Relief Program to receive reimbursement into the revolving account for disbursed funds. The second option would be a "quick pay" option, which would provide an electronic means for the Veterans' Relief Program transfer funds (EFT) to the utility companies servicing Jefferson County would reduce the delay because it would allow immediate payment of services to avoid shut off of utilities. Some would argue that integrating yet another system into the multiple current systems in place could create a technical challenge in an environment where the county offices are already challenged by two other competing accounting systems; I would respond that the EFT option would not be a system that interfaces with the current systems, but would be one that is a stand-alone, web based banking accessory program. The third option would be to provide an "express lane" where veterans who provide all the necessary documentation to support their claim are processed, approved and provided assistance through an expedited process or "express lane" in the Veterans' Relief Program office. Some would argue that this system would treat similarly situated veterans differently; I would respond that the office would still be fielding the initial calls and questions on these topics and ensuring that the veterans were informed of all paperwork needed to have their requests expedited through the express lane process. RECOMMENDATION I would recommend allowing the Veterans' Relief Program to have a revolving fund account enabling them to distribute funds to the service providers the same day as the emergency relief approval is decided. This will reduce the significant delay in emergency situations, provide improved effectiveness and efficiency of the Veterans' Relief Program, and will enable the Veterans' Relief Program to deliver services in a more timely and responsive to the veteran community's needs; thereby, alleviating unnecessary stress and anxiety, and by reducing the opportunity of homelessness. The outside costs associated with implementing this option would be minimal and would include the costs associated with account set up, maintenance, and supplies related to the new process. The internal costs would be associated with staff time and resources to implement the policy change, a security system to ensure accountability for funds is in place, training of staff for the new policy processes. Sources Unknown, Veterans' Mental Health Concerns Rising, n.d., Psychcentral.com Alker, Joan. Heroes Today, Homeless Tomorrow? Homelessness among Veterans in the United States, 1991. National Coalition for the Homeless, 2201 P St. NW, Washington, DC 20037; 202/462-4822. National Coalition for Homeless Veterans, Providing reasonable estimates of Homeless Veterans in America on Any Given Night in May, 1994, 1994. Available, free, from the National Coalition for Homeless Veterans, 333-1/2 Pennsylvania Ave., SE, Washington, DC 20003-1148. Phone: 800-838- 4357. National Coalition for Homeless Veterans, 333-1/2 Pennsylvania Ave., SE, Washington, DC 20003-1148. Phone: 800-838-4357; Fax: 888-233-8582; Email: nchv@nchv.org HUDVET. Established by HUD's Office of Community Planning and Development (CPD) in consultation with national veteran service organizations, HUDVET is a Veteran Resource Center designed to provide veterans and their family members with information on HUD's community-based programs and services. HUDVET may be reached at 1-800-998-9999 (TDD 1-800-483-2209). National conference on ending homelessness, policy Guide, 2009: http://www.signup4.net/Upload/NATI12A/2009194E/2009%20Policy%20Guide.pdf JEFFERSON COUNTY STATE OF WASHINGTON In the Matter of Establishing a Revolving Fund for Authorized Expenses for the Veteran's Assistance Program through the Veteran's RESOLUTION NO Relief Fund WHEREAS, the Jefferson County Veteran's Relief Fund is an emergency relief fund for Jefferson County Veterans who are honorably discharged from the military and who meet the federal poverty guidelines; and WHEREAS, the average time to issue funds from the Veteran's Relief Fund is ten (10) days. A ten (10) day delay is not in line with the word "emergency" and is not beneficial to Jefferson County Veterans who are experiencing an emergency situation; and WHEREAS, establishing a Revolving Fund for use by the Jefferson County Administrator's Office is necessary for conducting business through the Veteran's Assistance Program; and WHEREAS, it has been adjudged necessary that such a revolving fund be established in the amount of $6,500 to be used specifically for paying authorized emergency expenses for Veterans through the Veteran's Assistance Program, to be reimbursed by the Veteran's Relief Fund. NOW, THEREFORE, BE IT RESOLVED, that the Jefferson County Treasurer is hereby authorized to issue a Treasurer's check in the amount of $6,500 payable to the Veteran's Relief Fund for use by the County on behalf of the Veteran's Assistance Program. BE IT FURTHER RESOLVED, that the said Revolving Fund shall be maintained in a bank as a checking account, which will be balanced each month. BE IT FINALLY RESOLVED, that the subject matter hereof is one to meet needs, and this resolution shall be in force and take effect without further notice or hearing. APPROVED AND ADOPTED this day of SEAL: ATTEST: Carolyn Avery Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Phil Johnson, Member 2016.