HomeMy WebLinkAboutPOLICY Draft Redline AGREEMENT
By and Between
Jefferson County
And-theand the
By-and-Between
JEF FED^�+�Ai(�CO LINTY
and-the
JEFFERSON COUNTY VET-ERlNVETERANS'
JEFFERSONCOUNTY VETERANS'SERVICE n ICERS ASSOCIATIONr
ADVISORY BOARD(VAB) • Formatted:Indent:Left: 0",First line: 0",Right 0",
Line spacing: single,Tab stops:Not at 4.99"+ 6.01"
This AGREEMENT made and entered into this day of ,2025 by and
between Jefferson County,hereinafter referred to as"COUNTY,"a legal subdivision of the State
of Washington,and the various VeteranVeterans'Organizations of Jefferson County,who
hereby recognize the JEFFERSON COUNTY VETERANVETERANS'SERVICE OFFICERS
ASSOCIATIONADVISORY BOARD,hereinafter known as the"SOAVAB,"a Washington
State non-profit organization,to be the negotiating body for the purpose of setting forth the
conditions for dispersal of funds from the Jefferson County VeteranVeterans Assistance-Relief
Fund for relief to honorably discharged,indigent VeteranVeterans and their dependents.
SHB 1189,an act relating to VeteranVeterans'relief became effective July 24,2005.This act
amended RCW 73.08.010,73.08.070,and 73.08.080,added new sections to Chapter 73.08
RCW,created a new section,and repealed RCW 73.08.030,73.08.040,73.08.050.RCW
73.08.005 Intent—2005 c 250(2)Sec. '(2)of the act states:
_Ghat the Legislature recognizes that ongoing veteranVeterans'relief or assistance programs in
some areas of the State have provided meaningful assistance to indigent VeterenVeterans and
family members.The Legislature further recognizes that VeteranVeteran's service organizations
have traditionally been the initial point of contact for indigent veteranVeterans and family
members seeking assistance.In recognition of these factors,the Legislature intends to authorize,
upon satisfaction of certain administrative requirements, existing VeteranVeteran's relief or
assistance programs to continue providing needed and effective assistance to indigent
veteranVeterans and their families."
PREAMBLE
The Jefferson County Commissioners and the VeteranVeterans Organizations agree that an
efficient and effective system to provide relief for indigent VeteranVeterans and their dependents is of
primary importance.Therefore,this AGREEMENT is established according to the articles set forth
hereafter,and as provided by the State of Washington's laws pertaining to\etefanVeterans.
I. TERM OF AGREEMENT
This AGREEMENT shall be in full force and effect from the date of signing and shall remain
in effect unless written notice is received within thirty(30)days by either party.Revisions,
changes or modifications may be proposed by the SOAVAB or the COUNTY in writing and
must be mutually agreed upon by the parties hereto before they will be effective.
II. SUBORDINATION OF AGREEMENT
It is understood that the parties hereto are governed by the provisions of applicable State laws
and County regulations.When provisions of State law and/or County regulations are
therefore in conflict with,or are different than,the provisions of the AGREEMENT,the
provisions of State law or County regulation are paramount and shall prevail.
III. HOLD HARMLESS
COUNTY shall defend,protect,hold harmless and indemnify the VeteranVeterans'
Organizations and their respective affiliates,agents,contractors,subcontractors,employees,
officers,directors,and other representatives as well as the SOAVAB from and against all
claims,suits,or actions arising from any services or activities prefermedperformed by them
in furtherance of this Agreement.
IV. RECOGNITION OF NEGOTIATING BODY
The parties hereto recognize the SOAVABpr approved designee(designee)as the exclusive .. Formatted:Not Highlight
negotiating representative for the purpose of implementing the AGREEMENT,per RCW
73.08.The SOAVAB need not post a performance bond.
V. RECOGNITION OF THE SOAVAB OFFICERS
The parties hereto agree that the SOAVAB Officers will operate in accordance with the
bylaws of the organization.
VI. RAANVETERANS'APPEALS BOARD
Two(2)members from the qualified and recognized VeteranVeterans organizations in the
County will be appointed to serve as the VeteranVeterans'Appeals Board(VAB).
VII. OPERATIONS OF THE SOAVAB
The SOAVAB members will be notified by the Clerk of the Board for the County
Commissioners or designee when a client calls for an appointment or if there are any
applications to be reviewed,approved,and vouchers to be issued.
A.The Commissioners'Office will provide a space for the SOAVAB to review and approve
each application.A phone and necessary office equipment will be made available for their
use.A supply of vouchers will be kept secure in the ssienersCommissioner's
Office.A procedure will be established for issuance of vouchers.
B. Service Officers may receive mileage reimbursement for travel to the Courthouse to meet
with applicants.TeThey are required to submit their mileage on a signed Jefferson
County Mileage Form and attach a copy of proof of insurance.The County's mileage
reimbursement is set at the beginning of each year based on the current IRS rate.
VIII. APPLICANT ELIGIBILITY
A. RCW Requirements:
Under the Revised Code of the State of Washington(RCW),all VeteranVeterans,their
dependents,widow(er)s and/or dependents are eligible for emergency assistance.Using
the RCW as guidelines the following are established as"Criteria for Assistance."Lack of
funds because of bad management of an adequate source of income does NOT make the
applicant indigent.Persons with more than the merest income are usually helped on a one
time bases only.
1. All VeteranVeterans as defined by RCW 73.08.005,
2. Veter-aoVeterans must be indigent as the term is defined by Ch.chapter 73.08
RCW,unless the definition of indigent is modified to widen eligibility by the
County Commissioners as is permitted by the 2005 amendments to Clchapter
73.08 RCW.The statute,as amended in 2005,establishes three possible
definitions of indigency,specifically the applicant is:
a) Receiving public assistance,including but not limited to,public
assistance,food stamps or SSI;
b) Receiving a net income,i.e.,after taxes,that does not exceed 200%of
the current federally established poverty level;;or
c) Unable to pay reasonable costs for shelter,food,utilities and
transportation because his or her available funds are insufficient.
3. VeteranVeterans must h be a resident of the-State-4
Wn hington fora re od o Hf one(I/ diately. r r t a
�
resident of Jefferson County and show proof of residency.Acceptable forms of
proof include,but are not limited to:driver's license with Jefferson County
address,utility bill in their name,etc.f r x«`-- hs_ e the time of
plierat the alto sh ., .definitive: ♦ bl' h' s
erpr : e o b i 7
.bined with a change of ad.d-ess t th dd H W h' b C
b
Drivers I Washington C Y e V l_d Identifcation Card.
4. VeteranVeterans must be able to provide proof of identification(as to their
identity and as to their VeteranVeteran status)and documentation of eligibility of
dependents in a manner consistent with"B"below.
B. Required Documentation:
VeteranVeteran must provide a copy of their DD214,if the document is questionable,the
VeteranVeteran will need to provide a certified copy of their DD214.If discharge prior to
1950,a Certificate of Discharge and a photocopy of such form must be attached to the
application.
1. Discharge documentation must show Honorable Service(RCW 41.04.005),
therefore,only VeteranVeterans with an Honorable Discharge or a General
(under Honorable Conditions)are eligible for assistance.
2. Documents other than discharge certificates which give service dates and
character of service may be accepted in lieu of proper discharge papers only
when they are issued by a recognized agency,i-ei.e.,VeteranVeterans
Administration,AMBVETS Service Office,or application for DD214.These
documents are acceptable on a temporary basis only and must be written on
letterhead stationaefstationery from the issuing agency.The copy of application
for a DD214 can be used for one time only.
a) The applicant is to be told that assistance is on a temporary basis only
and that further assistance will require proper discharge documentation.
C. SOAVAB Officers as Final Arbiter:
The SOAVAB Officers are the final decision-makers as to whether a person is eligible
for funds from the VeteranVeterans' ^c i Lance Relief Program,subject to appeal to the
VeteranVeterans'Appeals Board then a final appeal may be made to the County
Administrator.
IX. POLICY FOR DISBURSING FUNDS
A. General Information:
All requests for funds require that a VeteranVeterans' "-n�istr.,.t.._..~ c Relief fund Application
be filled out and signed by the VeteranVeteran,widow/widower,or dependent.
Assistance to qualified applicants is provided by the SOAVAB and Jefferson County
primarily in the form of direct relief to the vendor or the use of vouchers.Assistance may
also be given by the SOAVAB through referrals,counseling,or by acting as a liaison for
the applicant.A VetefanVeteran or VeteranVeteran's widow,widower,dependent,or
authorized person on behalf of dependent shall be eligible to make application for
assistance for emergency needs in general limited to$2,000-390 per CALENDAR
YEAR.
Monetary limits on all types of vouchers are detailed in the section with that heading.All
vouchers issued are classified into one of the follow categories:
(I)Food&Necessities
(2)Rent
(3)Utility
4— (4)Medical
(5)-Miscellaneous
Expenses in excess of the amount written on the voucher are the responsibility of the
applicant.No cash,coupon,or credit of any type is to be given if purchase is less than the
amount written on the voucher,i.e.,the VeteranVeteran cannot trade in all or a portion of
the voucher for cash,coupons,or credit.
1.0 Food:
There is no set number of times an applicant can receive assistance.However,
vouchers are intended for emergency use and requests for frequent assistance should
be reviewed carefully and the applicant reminded of the emergency nature of the
fund.
1.1 Food vouchers shall be issued for the maximum amount as follows:Single
VeteranVeteran$200240,Married VeteranVeteran$250,320 Marred
VeteranVeteran with dependents$250 320 plus$380 per dependent.
1 2 T e Co 1nty will. l' F the-gresers-ewthe-tistIt-is-net-intentle€1
nor allowed f r tt.e Se....:ce OFfice_s issuing the venehe d' t ti w
e
.l-31.2 Food vouchers are issued for necessities only.The purchase of any
alcohol or tobacco products is prohibited.Sundries may be
purchased,purchased•however,such purchases should be for necessary
items,i:e ice. paper products,toiletries,etc.Purchases of prohibited and/or
questionable items are to be documented in the VeteranVeteran's record.
Upon a subsequent visit the VeteranVeteran is to be questioned by the
SOAVAB representative regarding the purchase.Repeated violations,after
warnings,are considered adequate grounds for termination of assistance.If
the abuse is flagrant,a report is to be submitted to the County Prosecutor.
1 A A F } h tth 1' ♦h a•
YY b
ex a ed H... the 1: ill h 1 1' d F d '1 bl L f
Y �YY
P •a hi 1. d' d o ending(g a ally$1 n.. 10 the
yal`a of the the .,1.iche o \ ill M 'a a 1 a
dealt with a ordingly
1 5 Food. ,cher b d 1 t .1 4 } h V }
hand' a n /.. h 1
�eiry e . 0 r
2.0 Rent:
Funds are used to assist a VeteranVeteran to remain in a domicile or to provide
temporary shelter to get a VeterafiVeteran off the streets.Whilet"
m y be^ ted^ ont"l. basin it:. ally nl_.
month-per-io.To receive rent assistance,an applicant must provide proof of
residency in the dwelling indicated.A rental agreement o cefrom the
landlord,and notice of eviction with eviction date is required.Rent is usually not
paid to relatives of the applicant.Rent must be past due and to prevent an eviction.
2.1 Rental assistance depends heavily upon the circumstances the applicant is in
-and upon the interview held by the Service Officer.As many-rRental • Formatted:Indent Left: 1.5",Hanging: 0.19"
assistance
requests as-possible should be thoroughly investigated.
Rental e e .,be a YY .t Yth 1 ll
:thin budgetary limits
3.0 Utilities:
21 Assistance: ted then of electr e� 1 f 1 i d
Jr b
firewood While utility,n istan . be t d I.1 1.
.ell. g only o
3.12 Assistance for electricity,water,and natural gas will require a late notice or
shut off notice.
3.32 It is the responsibility of the SQAVAB to maintain a liaison with the utility
companies to assure that the amount of assistance is adequate enough to
prevent a shut-off.It is considered expedient to assist only when it will
prevent a shut-off.
3.34 A telephone,while considered a utility is generally not considered a
necessity and does not qualify for assistance.Exceptions are considered on
an individual basis and are restricted to situations where the telephone would
be considered essential because of medical problems,etc.
3.45 Use of utility funds to pay for deposits is not allowed. -the
:thin budgetary limits
4.0 Medical:
Assistance is granted to aid qualified applicants for the purchase of medicine
(prescriptions).Usually,assistance is granted on a one time basis for up to$-1.00160.
However,in cases of extreme medical need and indigence,medical assistance may be
granted on a monthly basis.Such cases are usually limited to assisting with an acute
medical problem,The investigator must be aeutely-aware of the requirements that the
assistance be of an emergency nature.
acc_ t_a pb do t be a" tl SO A Off-
_ le.E� �Y_
1.1 Medical assistance not to exceed annual balance$4-0000 may be used to pay
for eye glasses,dental work,or dentures with a Destor'-sdoctor's note or a
prescription.
5.0 Miscellaneous:
AU rReasonable areas of assistance that cannot be classified as food,rent,utility or
medical will be classified as miscellaneous.Typical areas of miscellaneous assistance
include travel and clothing.There are restrictions on granting assistance for these
items—see below.
B. Expenditures Not Eligible for VeteranVeterans Assistance-Relief Funds:
There are areas where VeteranVeterans'Assistance Relief Funds cannot be used for
assistance.These areas include payment of fees or fines,automobile repair,school books,
etc.
1. Travel expenses are limited to the expense of the applicant to preform
necessary travel.Currently travel funds are restricted exclusively to those who need
assistance for medical purposes.Assistance is granted
for the applicant er by providing a voucher to assure the applicant has an adequate
amount of gasoline-fuel to preform travel in the amount up to$5080.
2. Travel assistance for job search is provided on a tease-by-case basis.
3. Assistance for travel out of state is not provided.This includes out of state assistance
to at attend funerals.
..,al a .n o sp ..:..1: 1 h'
b tfe b `1 ,1
ex le should.. ndi eto a plo a th., al..loth'that is not available th. gh. al eliefc 1 h SO h v
5-4.Determination of legitimacy of a request for miscellaneous funds in any area not
specifically mentioned above will be made by the SOAVAB.
6:5.Up to$$800 may be paid for funeral expenses related to the death of a _ - Formatted:Not Highlight
VeteranVeteran,his spouse,or dependent child up to 18 years--efageof age.
Reimbursement for funeral expenses may be paid for up to one(1)year from the date
of death.
7,6.In the case of a catastrophic emergency such as fire,flood or wind storm which
damages a VeteranVeterans'residence and/or possessions an individual member of
the SOAVAB is authorized to render relief from the VeteranVeterans Assistance
Relief Fund as necessary to meet the immediate needs of the VeteranVeteran.If the
VeteranVeteran requests further assistance,the SOAVAB will convene a special
meeting to review the request.The VAC,in coordination with the County
Administrator,may approve an amount of relief over the annual threshold.
X. APPEAL FOR FUNDS
A. Request for Funds Aabove Specified►,limits:If a VeteranVeterans Organization or the
SOAVAB determines that a situation exists which requires consideration of assistance in
excess of the maximum amounts set forth herein,an appeal may be made to the
SOAVAB Officers,and upon approval of the Officers,additional funds may be
disbursed,with the approval of the County Administrator.
B. Applicant Appeal:Any request for assistance that an applicant feels was not acted upon
properly by the SOAVAB,may be appealed to the VeteranVeterans'Appeals Board
within fourteen(14)days of the date the application is-was denied by the SOAVAB.
XI. POST RENT
General Information:
RCW 73.04.080 authorizes post rent to be paid to nationally chartered Veteran Veterans'
organizations provided that the post is not purchasing property for which rent will be paid and
the amount to be paid is$240 or the actual amount of rent paid,whichever is less.Said post is
not renting from another post of the same organization,i.e.,post rent cannot be paid to a
V.F.W.post renting a V.F.W.hall or an AMVEST post renting from AMVETS,etc.
XII. MONITORING THE COUNTY VETERANS'
RELIEF FUND BALANCE
The SOAVAB will work with the Clerk of the Board of Commissioners or designee in setting
and monitoring the annual budget for the VeteranVeterans Assistance Relief Fund and the
annual tax levy for the fund.A report of expenditures and revenues will be forwarded to the
SOAVAB at least quarterly,or more frequently if warranted.The Clerk of the bBoard or
designees will work with the SOAVAB to prepare a preliminary budget of expenditures each
year.
If the SOAVAB determines that a change of any kind is required in the amount of taxes to be
levied by the County for the VeteranVeterans Assistance Relief Fund,the SOAVAB will
submit a written recommendation for the levy amount change to the Clerk of the Board for
consideration by the County Commissioners during their annual budget deliberations.
XIII. NO EMPLOYMNENT RELATIONSHIP
No person working or performing services for the SOAVAB without compensation shall be
considered an employee or agent of the County and such persons shall not be entitled to any
employment benefits a County employee is entitled to.
XIV. POST RELIEF FUNDS
If a Jefferson County VeteranVeterans Organization provides relief funds to a needy
Veteran Veteran from their own Post Assistance Fund,they shall not receive any monies in
return from the€Country Veteran Veterans Assistance Relief Fund.
XV. REPEALER
This agreement repeals and replaces all previous agreements and agreement amendments
with the SOAVAB.
SSIGNATURES ON THE FOLLOWING PAGE
APPROVED AND ADOPTED this day of ,2025.
JEFFERSON COUNTY WASHINGTON JEFFERSON COUNTY
V ERANVETERANS'SERVICE
Board of County Commissioners ADVISORY
Jefferson County,Washington BOARD
By:
Greg-BrothertenIIeidi Eisenhour,Chair
By:
By:
Kate-DeanHeather Dudley-Nollette, Date:
Commissioner
By:
By:
Heidi-EisenhoufGreg Brotherton,Commissioner
Date:
SEAL:
By:
ATTEST:
Date:
Carolyn Gallaway,CMC Clerk of the Board
By:
Approved as to form only:
Date:
Philip C.Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
By:
Date: