Amending the Policies and Rules of the Veterans Relief Fund BEFORE THE BOARD OF COUNTY COMMISSIONERS
OF LEWIS COUNTY, WASHINGTON
IN RE:
Amending the Policies and Rules of the ) RESOLUTION No. 1 ; - � ?-'
Veterans Relief Fund (VRF) )
WHEREAS, on August 29, 2016, this body enacted Resolution 16-233 that
adopted new policies and rules to govern the Veterans Advisory Board (VAB) and to
administer the VRF; AND
WHEREAS, the Lewis County VAB has requested clarification to present policies
regarding administering the VRF by changing the wording, "rental assistance" to
"housing assistance"; AND
WHEREAS, the Board of County Commissioners (BOCC) has reviewed the
policies and rules of the VAB and the VRF and agrees with the change made to clarify
the use and administration of said funds;
NOW, THEREFORE BE IT ORDAINED by the Lewis County BOCC that the
policies and rules previously adopted to govern the VAB and to administer the VRF are
amended by changing the wording, "rental assistance" to "housing assistance" to
provide clarification.
Lewis County
Veterans Relief Fund (VRF)
Policy and Procedures
I. Purpose
To provide emergency financial assistance to indigent/low income eligible
veterans and eligible dependents, in accordance with RCW 73.08 now or as
amended.
II. Intent
Support from the VRF is intended to provide timely services to eligible veterans
and/or eligible veteran dependents in need due to an emergency situation. It is
NOT intended as a regular source of support, supplemental income, or an annual
entitlement. This policy and procedure document is to be used as a guideline for
administration of the fund.
III. Funding
Funding for the VRF is provided in accordance with RCW 73.08.080 (1). The
Board of County Commissioners (BOCC) is responsible for the uses and
expenditures from the fund. As such, the County maintains final approval and/or
denial authority on all claims and expenditures.
IV. Definitions
A. Veteran —A veteran is defined as:
1. A person who served in the active military, naval, or air service; a
member of the women's air forces service pilots during World War II; a
United States documented merchant mariner with service aboard an
oceangoing vessel operated by the war shipping administration; the
office of defense transportation, or their agents, from December 7,
1941, through December 31, 1946; or a civil service crewmember with
service aboard a United States army transport service or United States
naval transportation service vessel in oceangoing service from
December 7, 1941, through December 31, 1946 who meets one of the
following criteria:
(a) Served on active duty for at least one hundred eighty days and who
was released with an honorable discharge;
(b) Received an honorable or general under honorable characterization
of service with a medical reason for separation for a condition listed as
non-existed prior to service, regardless of number of days served; or
(c) Received an honorable discharge and has received a rating for a
service connected disability from the United States department of
veterans affairs regardless of number of days served, See
RCW 73.08.005.
2. A current member honorably serving in the armed forces reserve or
national guard who has been activated by presidential call up for
purposes other than training;
3. A former member of the armed forces reserve or national guard who
has fulfilled his or her initial military service obligation and was
released with an honorable discharge;
4. A former member of the armed forces reserve or National Guard who
was released before their term ended and was released with an
honorable discharge. See RCW 73.08.005.
B. Dependent—An eligible dependent is defined as "Family" in RCW
73.08.005(2).
C. Income — Any monetary amounts that are not exempt under WAC 388-450-
0015.
D. Indigent— Defined in accordance with RCW 73.08.05(3).
E. Family — Spouse or domestic partner, surviving spouse, surviving domestic
partner, and dependent children of a living or deceased veteran. RCW
73.08.05(2).
F. Veterans Benefit Specialist (VBS) — An employee of Lewis County Public
Health & Social Services (PHSS) to administer the VRF for the County. The
position title for the VRF is "Community Outreach Worker'".
G. Veterans Advisory Board (VAB) —An advisory board established by the
Board of County Commissioners (BOCC) appointed to advise the BOCC on
matters relating to the VRF.
V. Use of Funds
A. Maximum Assistance — The maximum benefit to be provided once per
calendar year is established by the BOCC. Assistance for burial and
cremation services is subject to the maximum benefit but may be provided
during the same year even if the veteran had previously received assistance.
The maximum allocation that will be paid to an eligible veteran or family
member who has received assistance from the VRF in another Washington
county within the past 12 months will be reduced by the dollar amount
received from the other county.
B. Eligible Services —The following is a list of services for which assistance
may be provided:
1. FoodlHygiene — Food vouchers may be provided to qualified veterans
once the VBS has verified the application for assistance with local,
state, or federal food programs, such as Department of Social and
Health Services (DSHS "food stamps"). Vouchers are redeemable only
at designated vendors in Lewis County. While food assistance may be
granted on a monthly basis, it will generally be limited to one payment
per quarter up to the maximum amount.
2. Transportation — Limited transportation (bus passes, fuel, and auto
repair) vouchers may be provided. Request for fuel must be submitted
with verification of doctor's appointment(s), place of employment,
school class schedule, or other requested documentation as needed.
3. Utilities —Assistance for utilities is limited to electricity, water, bottled
gas such as propane or fuel oil, and firewood. The VRF may not be
used to cover any late fee costs. While utility assistance may be
granted on a monthly basis, it will generally be limited to one payment
per year up to the maximum amount.
4. Emergency Medical Care — Medical care assistance is provided on a
limited basis and considered only in emergencies. Applicants must
already have or have applied for VA medical. Assistance may be
provided for:
a) Medical prescriptions
b) Medical/Dental bills where service took place within the past 12
months and only if the unpaid bill is impeding the ability to received
further treatment
c) Prescription eye glasses or medical appliances, as approved
d) Denture repair
5. Phone for Medical Reasons — Phone assistance will only be
considered if applicant does not have phone access and it is
necessary for medical services.
6. Burial Assistance — Expenses incurred for the burial or cremation of a
deceased indigent veteran or the deceased family member of an
indigent veteran as provided by the policy shall be paid from the VRF
in the amount of no more than the maximum amount. Payments may
be made to the relatives or friends upon presenting proof of the death
and burial or cremation, and expenses incurred per RCW 73.08.035.
7. Housing Assistance —Assistance is provided on a limited basis and
considered only in emergencies. The veteran must show proof of
imminent danger of eviction including but not limited to an eviction
notice, or landlord statement verifying that the tenant is behind on rent
payments. Housing assistance depends upon the circumstances of
the applicant. Applicant must be listed on the rental agreement and if
the veteran shares a residence with other individuals, the share of the
rent will be pro-rated depending on the number of individuals living
there. Housing assistance will not be paid to a relative of the veteran.
8. Miscellaneous — Other assistance may be considered on a case by
case basis and must be approved by the PHSS Director, with
recommendations from the VAB.
VI. Administration
A. Verbal and/or Physical Abuse — Any form of verbal or physical abuse will
not be tolerated. Clients being abusive may be denied services and asked to
leave the premises immediately. The local police department may be
contacted.
B. Under the Influence — Clients showing signs of being under the influence of
any drugs (including marijuana) or alcohol will be asked to leave the premises
immediately without any service being provided. Individuals may return to
apply for services once they are no longer under the influence.
C. Fraud, Criminal Activity, or Misuse of Funds — If it is determined that an
applicant has provided false information or that any type of fraud, criminal
activity, or misuse of funds has occurred, the client may be ineligible to
receive further assistance from the VRF and the local authorities may be
notified.
Vli. Eligibility Requirements
A. Service Requirements — Individuals must meet the definition of a veteran as
listed in the definition section above. General discharges under honorable
conditions will also be an allowable service type of discharge for use of the
VRF. Any veteran who has been released because of a medical condition
and any honorable discharge should be considered as having completed the
term of service commitment or having completed his/her obligation. This
includes National Guard and Reserve.
B. Residency — Individuals must have established residency in Lewis County
and provide proof of said residency at the time of application.
C. Indigence — Total household income will be considered when reviewing
income limits when individuals apply for the VRF assistance. See RCW
73.08.005 as referenced in the definition of "indigent" above. Lack of funds
because of bad management of an adequate source of income does not
make the applicant indigent. If in doubt, final determination of indigence is the
responsibility of the County.
Case Management— When a veteran household has received the
maximum amount of assistance for three years in a row, the
applicant will be required to create a plan of self-sufficiency and
make progress toward the goals outlined in their plan before
receiving additional assistance. The VBS will refer the veteran for
case management assistance.
D. Income Verification —two forms of verification of income (See Appendix A)
will be required.
If the applicant claims to have no income or have had no income in the recent
past, they will be required to show how current rent, utilities, food, and/or
other bills are being paid.
Self-employed applicants must bring valid income accounting records,
business tax I.D. number, business license (if applicable), or other
documentation as requested.
E. Work Search Requirement— Unemployed veterans who have not been
determined by the State and/or Federal government to be fully disabled
and/or unemployable, must be registered with the Veteran's Job Service
section at the local Work Source office. Proof of registration and application
for unemployment compensation may be required.
F. Disabled/Retired — Eligible veterans or dependents that are disabled or
retired to the degree that they are unable to work will be required to provide
appropriate disability or retirement documentation. A Veteran's
Administration, Social Security, DSHS, or Labor and Industry document is
acceptable.
VIII. Application and Assistance Process
A. PHSS Staff: Staff will develop and maintain forms and process procedures
necessary for the administration of the VRF. Any changes thereof that affect
policy and procedures directly will be submitted for approval to the VAB,
PHSS Director, and BOCC.
1. Duties of the VBS include but are not limited to:
a) Accepts and reviews application
b) Verifies VRF eligibility of applicant
c) Corresponds with utility departments concerning payment pledges
d) Logs utility pledges into "pledge book"
e) Issues vouchers
f) Maintains applicant files
g) Refers veterans to appropriate services and resources outside the
VRF
h) Provides regular outreach to veterans in outlying areas of the
County
i) Records minutes of VAB meetings
j) Ensures VRF limits are upheld
k) Attends and provides reports at the VAB meeting
I) Submits a written, annual report to the VAB
B. Application Process —The following list pertains to the applications process.
This list is not meant to be all inclusive:
• Complete a Lewis County VRF Application form
o All areas must be completed and signed by the applicant or
a person holding a Power of Attorney (POA).
• POA must be from the State of Washington and be
submitted with a photo ID of eligible person.
• No application will be considered until all necessary documentation
has been submitted.
• No payment will be made directly to any applicant or family member
unless being reimbursed for burial or cremation services up to the
maximum allowable amount.
• Assistance may be denied in accordance with applicable laws or with
this policy.
C. Required Documentation — A list of supporting documentation can be found
in Appendix A.
D. Housing Assistance — The following is a list of required information when
applying for housing assistance.
1. Landlord name and contact information
2. Property owner name & contact information (if different from landlord)
3. Legal agent of owner name & contact information (if applicable)
4. Property address
5. Lease signed by both landlord/legal agent AND renter
6. Renter must be an eligible veteran or dependent
7. Housing assistance will not be paid to family members
8. A W-9 must be completed by the landlord
9. Any other information as is necessary
E. Denial of Assistance Appeal Process
1. Complaints or Appeals: If an applicant feels they were treated
improperly or denied assistance unfairly, they have the right of due
process and may appeal the decision by meeting the following
requirements:
a) Within five working days of notification, request a hearing by
submitting a written appeal (See Appendix B) to the PHSS
Director.
b) Written appeal must be dated, signed and include a statement that
details the alleged or perceived discrimination, improper treatment
and/or reasons the individual feels they were unjustly denied
assistance.
c) Attend the appeal meeting once an agreed upon date/time has
been arranged.
2. Non-Appealable Issues: The following circumstances or facts are not
appealable:
a) Lewis County residency requirements
b) Required time interval since date of last assistance
c) Requirement to verify veteran status (i.e. no DD214)
d) Divorced spouse of a living or deceased veteran or a widow(er) of a
deceased veteran who has remarried is ineligible for assistance.
3. Further Appeal (Due Process): This process in no way limits
applicant's constitutional right to due process of law, as described in
the Fifth Amendment thereof.
T
DONE IN OPEN SESSION this _ day of SAL , 2018.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer Pro cuting Attorney LEWIS COUNTY, WASHINGTON
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By: David Fine dn: J. Fund, Cha —
Deputy Prosecuting Attorney ,„...:41._________
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ATTEST: Robert C. ackson, Vice Chair
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APPENDIX - A
Documents Needed for Verification(Only one document is needed for each category unless
otherwise noted.)
a) Proof of service
i) DD-214 or equivalent
ii) VA Statement of Service (SOS)
iii) If discharged prior to 1950 a Certificate of Discharge
iv) Photo ID Veterans Affairs Medical Card.
b) Verification of Residency
i) Utility Bill
ii) Washington State Drivers
iii) DSHS verification printout
iv) Social Security documentation
v) Military disability documentation
vi) W-2 form for prior year
vii) Homeless veterans would have to have mail delivered to city or post office within
county.
viii) State ID card
ix) Rental agreement
c) Picture ID
i) Washington State Driver's License
ii) State I.D. card (Department of Corrections, College,
iii) Military ID card if in National Guard
iv) VA medical ID
v) Any ID not list has to have SSN#that matches or verifying information unique to
that veteran (signature, service number, etc.)
d) Proof of Marriage
i) Marriage Certificate
ii) Tax Return with married filing jointly
iii) Military Spouses ID card
iv) DSHS verification form with both names on it
v) Death certificate
e) Verification of Dependent
i) Birth Certificate
ii) Dependent Military ID
iii) Adoption paperwork
iv) Verification from school district(This is for grandparents or nonparent custodial
who is main supply of benefits for children but cannot acquire other documents.)
v) DSHS(Department of Social and Health Services) Income verification
vi) SSDI (Social Security Disability Income)
vii) Death Certificate
f) Death Verification
i) Death Certificate
g) Income Verification Documents
i) Bank statement for the last three months
ii) If no bank account DSHS verification of income printout.
h) (for over 18 years of age who are considered disabled dependents)
i) DSHS Income verification
ii) SSDI income verification
i) Income Verification continued (all that apply of the following documents minimum
of one if no bank account)
i) W-2 withholding statement from all employers for the previous year
ii) Pay stubs from all employers for the previous year
iii) An income tax return from most recently filed calendar year
iv) Forms approving or denying eligibility for Medicaid and/or state funded
assistance
v) Forms approving or denying unemployment compensation
vi) Written statement from all employers for the previous year or welfare agencies
vii) Temporary assistance for needy families, aged,blind, or disabled assistance
viii) Pregnant women assistance benefits
ix) Poverty-related veteran's benefits
x) Refugee resettlement benefits
xi) Supplemental Social Security Income(SSI)
xii) Social Security Disability Income (SSDI)
xiii) Retirement documents such as pension.
xiv) Military Disability letter with percentage and amount received
Appendix- B
Appeal Form for Veterans Relief Fund
Veteran or person appealing the Veteran Relief Fund decision
Name:
Last First Middle Date
What is being appealed:
Why is this decision being appealed:
Attach additional sheets if needed
Decision made by Veteran Advisory Board (VAB):
Date:
Chairman of the Board Health Department Director
Board Member Board Member Board Member
Board Member Board Member Board Member
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date:
Suggested Wording for Agenda Item: Agenda Type: Consent
Amending the Policies and Rules of the Veterans Relief Fund(VRF)
Contact Danette York Phone: 2774
Department: Public Health and Social Services
Action Needed: Approve Resolution
Description
The VAB recommended that one change be made to the policy. This would change "Rental Assistance" to
"Housing Assistance" which would allow greater flexibility with helping homeless veterans and their families
with temporary housing.
Approvals:
User Group Status
York, Danette Pending
Carta,Glcnn Pendin
Cover Letter To
N/A
Additional Copies
Sandi Andrus
George Dodd
Susan Caldwell