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Home My WebLink About*Other - Veterans ServicesGrant County VETERAN SERVICES DEPARTMENT P O Box 37 Ephrata WA 98823 Dated this —:::17 day of VU Board fCountyCommission G nt County, Washington 20A-1 May 1, 2019 ApprovP Disapprove Abstain Dist # IDist # 1 Dist # 1 Dist #2 Dist # 2 Dist # 2 TO: Board of County Commissioners Dist#3 Dist #3 Dist #3_ RE: Request to Change to Veteran's Advisory Board (VAB) By -Laws Honorable Commissioners, The Veterans Services Coordinator is recommending a change to the current Grant County Veteran's Advisory Board (VAB) By -Laws regarding membership. The current membership formation is: ARTICLE II — MEMBERSHIP C. Membership Composition: The VAB shall consist of nine members. All current, local, nationally recognized veteran service organizations within Grant County shall have representation on the board. The configuration shall be: 1 American Legion Post 28 - Ephrata 1 American Legion Post 157 - Electric City • 1 American Legion Post 183 - Quincy • 1 American Legion Post 209 - Moses Lake 1 - VFW Post 24 - Quincy • 1 Vietnam Veterans of America - Moses Lake • 3 - At — Large Positions - County -Wide The recommended change to the formation of the VAB would be: C. Membership Composition: The VAB shall consist of nine members. All current, local, nationally recognized veteran service organizations within Grant County shall have representation on the board. The configuration shall be: • 1 American Legion Post 28 Ephrata • 1 American Legion Post 157 Electric City RECEIVED APR 2 9 2019 GRANT COUNTY COMMISSIONERS • 1 - American Legion Post 183 - Quincy • 1 - American Legion Post 209 - Moses Lake • 1 VFW Post 24 - Quincy • 1 - Worksource — Veterans Rep - Moses Lake • 3 At — Large Positions - County -Wide The change replaces the current VVA position (vacated by resignation) with a WorkSource Veteran Representative on the VAB. This would in turn vacate an "At - Large" position that would need to be advertised. Currently, the VVA has only one known member that can be on the VAB and that individual is already serving in this capacity for American Legion Post 209. The VSC recommends approval of these changes. Jerryin�. _V gric Veter n Services Coordinator Grant County Grant County Office of The Board of County Commissioners P O Box 37 GRANT COUNTY Ephrata WA 98823 VETERAN ADVISORY BOARD ARTICLE I — ESTABLISHMENT A. Authority: The Grant County VAB (hereafter referred to as the VAB) was established with the purpose and function established in accordance with the Revised Code of Washington (RCW) 73.08.070 and by the Grant County Board of Commissioners (hereafter referred to as the BOCC). B. Mission: The VAB shall advise the BOCC on the needs of local indigent veterans, the resources available to local indigent veterans, and programs that could benefit the needs of local indigent veteran and their families. ARTICLE II — MEMBERSHIP A. Appointment: All VAB members are appointed by the BOCC to serve a four (4) year term of appointment. Members appointed to vacancies shall serve the remainder of the term. B. Requirements: All VAB members shall meet the following requirements to be appointed to serve: • Members shall reside in Grant County. • Members shall be a Veteran as defined by RCW. • Members shall desire to serve as a volunteer. • Members must be appointed by the BOCC. Page 1 of 6 Updated: May 7, 2019 C. Membership Composition: The VAB shall consist of nine members. All current, local, nationally recognized veteran service organizations within Grant County shall have representation on the board. The configuration shall be: • 1 American Legion Post 28 Ephrata • 1 - American Legion Post 157 Electric City • 1 American Legion Post 183 Quincy • 1 American Legion Post 209 Moses Lake • 1 - VFW Post 242 Quincy • 1 Worksource — Veterans Rep Moses Lake 3 - At — Large Positions County -Wide Each organization shall appoint one member to represent their organization on the VAB. In the event an organization does not appoint a board member— a member from the "at -large" community of Grant County can be appointed for the current term for that service organization. Upon completion of said term, the service organizations shall be contacted to request representation. The Worksource position should be filled by the Veterans Employment Representative. The three "at -large" positions are not required to be associated with an organization but may be. D. Removal. All members of the VAB serve at the pleasure of the BOCC. The VAB may recommend that the BOCC remove a board member. Such recommendation must be established by a majority vote of the current VAB, provided that fifteen (15) days' notice in writing of the pending action has been provided to the members. E. Resignation: A VAB member may resign by submitting written notice to the BOCC. F. Leave of Absence: A VAB member may apply, in writing, to the BOCC for a leave of absence not to exceed six (6) months. G. ARTICLE III — OFFICERS A. Structure: The officers of the VAB shall be the Chair, the Vice -Chair and the Secretary. The Officers are recommended by a vote of the VAB to the BOCC for appointment to the position. B. Chair: The duties of the Chair shall be to preside at all VAB meetings, to call special meetings, and to make assignments to committees as appropriate. The Chair shall also have other powers, duties and responsibilities as may be assigned by the VAB membership or by the BOCC. C. Vice -Chair: The Vice -Chair shall preside at VAB meetings in the absence of the Chair. In the event of the resignation or removal of the Chair, the Vice -Chair shall assume the position of the Chair with all powers, duties and responsibilities for the remainder of the term. Page 2 of 6 Updated: May 7, 2019 D. Secretary: The Secretary shall preside at VAB meetings in the absence of the Chair and the Vice -Chair. The Secretary also functions as the recorder for the VAB. E. ChairlVice- Chair Vacancies: A special election meeting would occur when both the Chair and the Vice -Chair positions have been vacated. At the next meeting of the VAB, the Secretary would preside over the meeting and the special election. Election results would be forwarded to the BOCC as recommendation for appointment. F. Elections: Elections will be held annually at the VAB fourth (4th) quarter meeting (typically in October/November). The Chair, the Vice -Chair and the Secretary shall be elected by a majority vote of the VAB for a one (1) year term beginning on January 1 st and ending on December 31st of each calendar year following the election. The Chair may vote in the election of officers. Any board member may audit the ballot. G. Nominations: The Chair shall accept nominations from any VAB Member at the fourth (4th) quarter meeting. Nominations will be discussed and voted upon by the VAB members. Recommendations of the VAB officer positions will be forwarded to the BOCC for appointment. ARTICLE IV - COMMITTEES H. Standing Committees: Standing Committees may be established by a majority vote of the VAB members. The Chair shall appoint a VAB member as Chairperson of the committee. Committee membership shall consist of VAB members and may include other member of the community, as the Committee Chairperson deems necessary and appropriate. The committees shall be reviewed annually for continuation and revision. I. Ad Hoc Committees: The Chair may appoint committees as needed during any regular meeting. The Chair shall appoint a VAB member as Chairperson of the committee. Committee membership shall consist of VAB members, and may include other ad hoc members of the community, as the Committee Chairperson deems necessary and appropriate. ARTICLE V — MEETINGS A. Regular. The regular meetings of the VAB shall be typically held quarterly upon such a schedule as the Board may from time to time establish. B. Special: Special meetings may be called by the Chair as deemed necessary. Special meetings also may be called whenever a majority of the current board membership requests the same in writing to the Chair. C. Quorum: A quorum shall consist of a simple majority of the current total number of VAB members in attendance. Page 3 of 6 Updated: May 7, 2019 D. Voting: All decisions of the VAB shall be made by a majority vote of the members at a meeting, call or email where a quorum is present. No proxy votes will be permitted. Voting is permitted via email or by phone if it is properly documented. The Chair shall vote only when a tie occurs. Exception: The Chair may vote in elections. E. Balloting: Voting shall be conducted by in person, by phone, or via email. All voting will be documented and forwarded to the BOCC for review. In the event of a discrepancy, the Chair shall account for all votes and documents accordingly. F. Record Keeping: Written agendas and minutes of regular and special VAB meetings shall be prepared and submitted to the Grant County Veteran Service Office (GCVSO) for public posting. All agendas, minutes and notes from meetings (to include attendance, reports, and names of motion makers) will be forwarded to GCVSO. Minutes shall be open to the public. G. Attendance: Regular attendance at quarterly meetings, scheduled events and retreats ensures the effectiveness of board business. • Excused Absence: A planned or emergency absence from a regularly scheduled meeting/event; excused with a telephone call or email message to the Chair, Vice -Chair or Secretary prior to the scheduled meeting or event. • Unexcused Absence: Missed meeting, event or retreat without notification to Board. **Note: One (1) unexcused absence per calendar year is justification for consideration by the Board for removal recommendation per Article II — Membership, Paragraph C, Removal. H. Conflicts of Interest: No member shall participate in discussion or vote on a matter in which the member has an actual or apparent conflict of interest. I. Open Meetings: Meetings of the VAB shall be open to the public. ARTICLE VI — REPRESENTATION VAB: The Chair, Vice -Chair, or Secretary may speak for the VAB only when representing positions officially adopted by the VAB. ARTICLE VII — PARLIMENTARY AUTHORITY Roberts' Rules of Order. The rules contained in the current edition of Roberts' Rules of Order Newly Revised shall govern the VAB in all cases in which they are applicable and in which they are not consistent with these bylaws or Grant County policy. Page 4 of 6 Updated: May 7, 2019 ARTICLE VIII — AMENDMENTS Recommendations: The VAB may submit recommendations to the BOCC to amend these bylaws. Recommendations must have a majority vote of the VAB members present at any regular or special meeting, and such amendments must not conflict with pertinent laws, regulations, ordinances or resolutions of the County, State, or Federal governments. Proposed amendments must be in the hands of the VAB members at least ten (10) days prior to the meeting at which the amendment is to be voted upon. Page 5 of 6 Updated: May 7, 2019 ARTICLE IX — ADOPTION Bylaws are in full force and effect when approved by the Board of County Commissioners. BYLAWS APPROVAL: Dated this 7th day May, 2019. BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON Richard Stevens, Member ATTEST: Barba Clerk s Page 6 of 6 Updated: May 7, 2019