Contract - 01-31-2023 - 12564 - Agreement 23-001 with DAV Chapter 32 for Veterans Assistance Program. AS-12564 Consent C. 6.
BOCC Agenda
Meeting Date: 01/31/2023
Agreement 23-001 with DAV Chapter 32 for Veterans Assistance Program
Submitted For: Carole Harrison Submitted By: Wheeldon Jennifer
Department: Health/Human Services
Information
Subject and Summary Statement
Cowlitz County, under the Revised Code of Washington (RCW) 73.08.010, has established a Veteran
assistance program in 1962, for honorably discharged, low income Veterans to receive assistance for
food, utilities, medical and mental health services as well as housing and other emergency
needs. Through partnerships with the County, recognized veteran's organizations are a point of contact
for qualified applicants to apply for this assistance. The organizations are responsible for screening,
initially qualifying applicants for assistance and for submitting applications to Cowlitz County Health &
Human Services (CCHHS). CCHHS processes applications by verifying the eligibility and validity of
requests prior to providing assistance directly to third parties like utility companies.
This agreement includes the stated purposes of the DAV Herman Rogers, Chapter#32 and Cowlitz
County Health & Human Services to be provided in order to accomplish the coordinated effort for
Veteran's Relief Assistance program.
Will Staff Attend - NAME OF STAFF
Yes, Gena James will attend.
Department Recommendation
The Cowlitz County Health and Human Services Department recommends that the Cowlitz County
Board of Commissioners give consent for agreement number 23-001 with DAV Chapter 32
Approved: ! 3
BOARD OF CO NT COMMISSIONERS
OF COWLITZ COUNTY, WASHINGTON
Dennis P. Weber, Chairman
missiv
L
Richard R. ❑ hl, Commissi er
Attest:
Clerk of th B d
Attachments
Original Signed Contract
Form Review
DocuSign Envelope ID:C3AD93E0-309C-4764-88E9-4E44A771AB9A
MEMORANDUM OF AGREEMENT
between
DAV Herman Rogers, Chapter#32
and
COWLITZ COUNTY HEALTH & HUMAN SERVICES
DAV Herman Rogers, Chapter#32, hereinafter referred to as Agency, and COWLITZ COUNTY HEALTH AND
HUMAN SERVICES, hereinafter referred to as CCHHS, do hereby enter into the following Agreement:
It is the purpose of this agreement to coordinate services for the benefit of the veteran's relief assistance
program.
NOW, THEREFORE, IT IS MUTUALLY UNDERSTOOD AND AGREED THAT:
1. Duration: This Agreement is effective January 1, 2023 and shall terminate on December 31, 2023 unless
otherwise terminated as provided for in this agreement.
2. Purpose: The purpose of this agreement is to coordinate services for the benefit of the veteran's relief
assistance program.
3. Agreement: In order to accomplish the stated purposes, the Agency and CCHHS agree as follows.
A. CCHHS agrees to:
i. Provide current Veteran's Relief Fund Policies & Procedures Manual.
ii. Provide training to one Screening Officer or designee. In the event,the trained Screening
Officer leaves the agency, CCHHS will train someone appointment by the agency
iii. Provide current year Poverty guidelines.
iv. Process applications on a weekly basis.
V. Coordinate alternative application deadlines and pickups based on departments
closures.
vi. Act as the liaison between the Veterans Service Organization, the Veteran's Advisory
Board, and the Cowlitz County Board of County Commissioners.
B. Agency agrees to:
i. Act as the initial point of contact for all applicants for Veteran's Relief Assistance
program.
ii. Act as "Screening Officers": assist in filing claims and administer the program for the
Cowlitz County Veteran's Relief Assistance program consistent with the Veteran's Relief
Fund Policies & Procedures Manual.
iii. Maintain regular hours of operation in order to assist the Veteran in his/her application
for assistance.
iv. Notify the CCHHS in writing of any changes to the operating hours and holiday closures.
V. Maintain at least one certified Service Officer, by a nationally recognized organization
such as the Veterans Administration, American Legion, Veterans of Foreign Wars, or
other veteran's organization that has the ability to provide certification.
vi. Provide certification for Service Officer to CCHHS as obtained.
vii. The Service Officer or designee trained to the County program is required to train any
and all screening officers.
viii. Ensure all screening officers have been trained and completed the CCHHS approved
Screening Officer agreement.
ix. Provide copies of all Screening Officer agreements to CCHHS.
X. Immediately notify CCHHS when a screening officer is no longer authorized to sign.
xi. Provide written plan for Case Management per the Policy & Procedures Manual to be
approved by CCHHS.
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xii. Identify Veterans who are at risk of becoming homeless, and inform them as to
rehabilitative services,vocational counseling and/or training, or direct them to the proper
resources.
xiii. Identify Veterans who are in need of services(e.g., alcohol or drug treatment), aftercare,
or readjustment counseling, and direct them as needed.
xiv. Advise and assist Veterans in the preparation of Veteran's Administration forms, to
include developing the necessary supporting documentation and evidence pertaining to
V.A. claims.
xv. Be responsible for bringing to the attention of all Veterans of Cowlitz County, and their
dependents, the rights and benefits granted to them by law.
xvi. Ensure that all other resources have been exhausted and the Cowlitz County Veterans
Relief Assistance program is the payer of last resort.
4. Payment: No right of payment or remuneration exists or is implied as a result of the performance of any of
the obligations under this Agreement.
5. Hoid Harmless: Each party to this Agreement is responsible for its own acts and omissions and the acts
and/or omissions of its officers, employees, and agents. Neither party to this Agreement is responsible for
the acts and/or omissions of third parties.
6. Contract Management. The program manager for each of the parties shall be responsible for and shall be
the contact person for all communications regarding the performance of this Agreement.
The program manager for Cowlitz County Health & Human Services Department:
Jamie Hopps
Veteran's Relief Coordinator/Finance Manager
1952 91h Avenue
Longview WA 98632
360-414-5599
hoppsieco.cowiitz.wa.u s
The program manager for Agency:
Darold Stayton
Commander
729 Vandercook Way, Ste 240
Box 10
Longview, WA 98632
(360) 261-3359
7. Termination and Modification: Either party may terminate this MCA upon thirty (30) days prior written
notification to the other party. If the MOA is so terminated,the parties shall be liable only for the performance
rendered or costs incurred in accordance with the terms of this MCA prior to the effective date of termination.
This MCA may be modified or amend by mutual agreement of the parties, and shall not be binding unless in
writing and signed by personnel authorized to bind the parties.
8. Notices: All notices, requests, demands and correspondence shall be in writing and deemed to have been
given, made and received when delivered and acknowledged by receipt or in five (5) days after deposit in
United States mail as registered or certified mail, postage prepaid, to the contract manager named in section
six (6) of this agreement.
9. Independent Capacitor: The employees or agents of each party who are engaged in the performance of this
MCA shall continue to be employees or agents of that party and shall not be considered for any purpose to
be employees or agents of the other party. No separate legal or administrative entity is intended to be created
by, or for the administration of this MOA.
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10. Dispute Resolution: Any dispute under or about the terms of this Agreement shall be resolved only as follows:
A. Each party shall select one representative.
B. Each representative shall choose a potential additional representative.
C. One of these two potential representatives shall become the third representative as determined
by a coin toss.
D. The three representatives shall resolve all disputes that arise under this Agreement.
E. There shall be no cost to either party for these services.
11. Compliance with Laws. Throughout the duration of this Agreement, the parties shall comply with all
applicable federal, state, and local laws, rules, regulations, and orders.
12. Entire Agreement: This Agreement contains the entire Agreement between Agency and CCHHS and shall
not be modified in any manner except by an instrument in writing executed by both parties.
Cowlitz County Health and Human Services DAV Herman Rogers, Chapter#32
1952 9th Avenue 729 Vandercook Way, Ste 240
Longview, Washington 98632 Box#10
Longview, WA 98632
C rdle Harrison
Director, CCHHS
Date: 1/11/2023 Date 1/11/2023
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