VSPA Emergency Relief Fund Rules
These are the rules by which application for financial assistance may be awarded. The rules in conjunction with the application will resolve identified issues in awarding assistance and streamlining requests.
1. PURPOSE
1.1 The purpose of the Support Virginia Troopers Foundation Emergency Relief Fund (Fund) is to provide appropriate relief to eligible Virginia State Police Association members (members) and the members of Virginia law enforcement community (nonmembers) who experience a qualifying hardship, event or emergency. The intent is to provide direct financial assistance in a time of need and the commitment to help recipients rebuild their lives and return to law enforcement work with a sense of normalcy by addressing the personal needs of the members and families.
2. COMMITTEE
2.1. The Fund shall be directed by the Board of The Emergency Relief and Legal Defense Fund of the Virginia State Police Association, Inc., doing business as The Support Virginia Troopers Foundation. (Board) Three (3) board members shall be appointed by the Chair of The Support Virginia Troopers Foundation to form a Committee charged with evaluating requests made pursuant to this policy.
3. ELIGIBILITY FOR, AND EXPENDITURE OF, FINANCIAL ASSISTANCE
3.1 The Committee is authorized to expend resources of the Fund based on the following criteria:
3.1.1 Eligibility: Persons eligible for financial assistance shall hold membership in The Virginia State Police Association or be actively employed by, or retired from, a Virginia law enforcement agency.
3.1.2. Applications shall be made on a form approved by the Board and shall be confidential.
3.1.2.1 Applications shall be submitted to the Attorney for The Emergency Relief and Legal Defense Fund of the Virginia State Police Association, Inc. (Attorney)
3.1.1 Eligibility: Persons eligible for financial assistance shall hold membership in The Virginia State Police Association or be actively employed by, or retired from, a Virginia law enforcement agency.
3.1.2. Applications shall be made on a form approved by the Board and shall be confidential.
3.1.2.1 Applications shall be submitted to the Attorney for The Emergency Relief and Legal Defense Fund of the Virginia State Police Association, Inc. (Attorney)
4. APPLICATION DOCUMENTATION
4.1 Applicants seeking assistance have a responsibility to demonstrate that they are taking reasonable actions and attempting to use prudence in resolving their crisis. All decisions made by the Fund’s Committee will be determined based only on the information submitted by the applicant or the applicant’s representative.
4.1.1 The Committee may request additional information or documentation from the applicant before making a decision. When the Committee requests information in addition to what an applicant has provided, the applicant has two (2) weeks from the date of the request to provide the requested information or to explain why it cannot be provided. If the applicant does not provide the requested information in the two-week time period, then the application will be denied.
4.1.2 Recommended documentation may include: income available to the applicant, expenses of the applicant, evidence of insurance {related to the hardship, emergency or event}, and how the hardship has impacted the household finances. Additional information may be requested based on the circumstances described in the application.
4.1.1 The Committee may request additional information or documentation from the applicant before making a decision. When the Committee requests information in addition to what an applicant has provided, the applicant has two (2) weeks from the date of the request to provide the requested information or to explain why it cannot be provided. If the applicant does not provide the requested information in the two-week time period, then the application will be denied.
4.1.2 Recommended documentation may include: income available to the applicant, expenses of the applicant, evidence of insurance {related to the hardship, emergency or event}, and how the hardship has impacted the household finances. Additional information may be requested based on the circumstances described in the application.
5. QUALIFYING EVENT OR EMERGENCY
5.1 Applicants seeking emergency relief must have a documented hardship, event or emergency situation that has caused a financial hardship. This event or emergency must be an occurrence of any event or combination of circumstances or events that call for immediate action or any pressing need following a sudden and unexpected happening, the occurrence of which was wholly unforeseen by the applicant and beyond the employee’s control. The event or emergency must directly impact the applicant. Events or emergencies directly affecting immediate family members of applicants, with only an indirect effect on the applicant, are qualifying events for which an award from the Fund may be issued.
5.1.1 Examples of emergency situations that could be considered as a basis for assistance, include but are not limited to: natural disaster such as hurricane, flood, tornado, etc. resulting in destruction of the primary residence (rental properties are excluded) or displacement of primary residence; death in immediate family (spouse, parent, child) if accompanied by other hardships; or life-altering accidents.
5.1.2 Other qualifying events include time-limited, specific events that place an applicant who otherwise was not experiencing financial distress in a position of temporary financial hardship. Temporary means that with the assistance of this Fund, the applicant could regain financial stability within a relatively short period of time. Long standing financial problems not related to the time-limited, specific event do not meet the temporary hardship requirement and are not qualifying events for which an award from the Fund will be issued.
5.1.3 Common life occurrences such as routine car and home repairs, car and home maintenance, legal fees, monthly bills, animal care, and living beyond one’s means are not qualifying events for which an award from the Fund will be made. Also, financial hardships caused by garnishments and loans do not qualify for assistance.
5.1.1 Examples of emergency situations that could be considered as a basis for assistance, include but are not limited to: natural disaster such as hurricane, flood, tornado, etc. resulting in destruction of the primary residence (rental properties are excluded) or displacement of primary residence; death in immediate family (spouse, parent, child) if accompanied by other hardships; or life-altering accidents.
5.1.2 Other qualifying events include time-limited, specific events that place an applicant who otherwise was not experiencing financial distress in a position of temporary financial hardship. Temporary means that with the assistance of this Fund, the applicant could regain financial stability within a relatively short period of time. Long standing financial problems not related to the time-limited, specific event do not meet the temporary hardship requirement and are not qualifying events for which an award from the Fund will be issued.
5.1.3 Common life occurrences such as routine car and home repairs, car and home maintenance, legal fees, monthly bills, animal care, and living beyond one’s means are not qualifying events for which an award from the Fund will be made. Also, financial hardships caused by garnishments and loans do not qualify for assistance.
6. STANDARDS TO PROVIDE FINANCIAL ASSISTANCE
6.1 Financial assistance is not intended to replace all losses or to reimburse the cost of nonessential, luxury, or decorative items or services.
6.1.1 All financial assistance shall not be made with respect to an applicant’s race, ethnicity, or national origin.
6.1.1 All financial assistance shall not be made with respect to an applicant’s race, ethnicity, or national origin.
7. REVIEW/DECISION BY COMMITTEE
7.1 Applications will be presented for Committee review in such a manner that the identity of the applicant is not known to the Committee. Circumstances may occur in which an anonymous review is impossible or impractical, in which case the identity of the applicant may be revealed to the Committee. If the Committee wishes to interview an applicant to better understand the situation, the Attorney will communicate this desire to the applicant, and if the applicant is agreeable, the Attorney will set up the interview with the Committee.
7.1.1 The Committee shall award financial assistance upon a two-thirds vote of the appointed members of the Committee. Committee decisions are final, and no appeals process is available.
7.1.2 Financial assistance shall be based on an objective review of the applicant’s need or distress caused by the qualifying event or emergency.
7.1.3 The Committee may recommend that the applicant seek assistance from other resources before, or at the time of, providing financial assistance.
7.1.4 The financial assistance awarded may not exceed the following monetary limits:
7.1.4.1 No more than one thousand dollars ($1,000) may be awarded to a nonmember during any twelve (12) month period.
7.1.4.2 No more than five thousand dollars ($5,000) may be awarded to a member during any twelve (12) month period.
7.1.4.3 Upon the unanimous vote of the Committee, a one-time award, exclusive of the limits provided in this section, may be made in an amount not to exceed 10,000 to any member or nonmember.
7.1.5 Financial assistance shall be limited to one (1) member or one (1) nonmember per household.
7.1.6 After a member or nonmember receives notification of an award, the member or nonmember must not apply for additional assistance until after six (6) months after the date the award was received. After the six (6) month period has expired, the member or nonmember is eligible to apply for assistance for a qualifying event or emergency. The employee cannot resubmit an application that was previously denied.
7.1.1 The Committee shall award financial assistance upon a two-thirds vote of the appointed members of the Committee. Committee decisions are final, and no appeals process is available.
7.1.2 Financial assistance shall be based on an objective review of the applicant’s need or distress caused by the qualifying event or emergency.
7.1.3 The Committee may recommend that the applicant seek assistance from other resources before, or at the time of, providing financial assistance.
7.1.4 The financial assistance awarded may not exceed the following monetary limits:
7.1.4.1 No more than one thousand dollars ($1,000) may be awarded to a nonmember during any twelve (12) month period.
7.1.4.2 No more than five thousand dollars ($5,000) may be awarded to a member during any twelve (12) month period.
7.1.4.3 Upon the unanimous vote of the Committee, a one-time award, exclusive of the limits provided in this section, may be made in an amount not to exceed 10,000 to any member or nonmember.
7.1.5 Financial assistance shall be limited to one (1) member or one (1) nonmember per household.
7.1.6 After a member or nonmember receives notification of an award, the member or nonmember must not apply for additional assistance until after six (6) months after the date the award was received. After the six (6) month period has expired, the member or nonmember is eligible to apply for assistance for a qualifying event or emergency. The employee cannot resubmit an application that was previously denied.
8. NOTIFICATION AND PAYMENT OF FINANCIAL ASSISTANCE
8.1 The applicant will be notified of the outcome of his or her application by the Attorney or staff.
8.2 Payment will be made directly to the applicant in a form deemed appropriate by the Attorney.
8.3 Award recipients will be issued appropriate tax documentation, if applicable.
8.2 Payment will be made directly to the applicant in a form deemed appropriate by the Attorney.
8.3 Award recipients will be issued appropriate tax documentation, if applicable.
9. UNUSUAL CIRCUMSTANCES OR EVENTS
9.1 The Board may initiate additional action or suspend provisions of this policy as appropriate, when unusual circumstances arise.
10. WAIVER OF CONFIDENTIALITY
10.1 The Board or Attorney may request any recipient to waive confidentiality for the purposes of publicly exemplifying the charity of the Fund.
11. AMENDMENT OF RULES & PROCEDURES
11.1 These rules and procedures, except those established by the Foundation By-laws, may be amended by a unanimous vote of the Board.