HomeMy WebLinkAbout016 16• (� ' (� JEFFERSON COUNTY
c` 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 NO16-16
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.
A)�pR&ED AND ADOPTED this
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Avery
Carolyn Av�
Deputy Clerk of the Board
day of 0 I 2016.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
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Consent 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 Mor ounty Administrator Date
ON Rose Ann Carroll
JEFFERSON COUNTY AUDITOR
PO Box 563, Port Townsend WA 98368
�9Sy N (360) 385-9118 carrollra@co.iefferson.wa.us
To: Philip Morley, County Administrator
Stacie Prada, Treasurer
Brenda Huntingford —Chief Deputy
(360) 385-9358 bhuntingford@co.iefferson.wa.us
L�IEL�ICL
Carolyn Avery, Deputy Clerk of the Board FEB 19 2016
From: Rose Ann Carroll, Auditor`
Date: February 18, 2016
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' Menta( 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.signu p4.net/U pload/NATI12A/2009194E/2009%20Policy%20Gu ide.pdf