CVSO MANUAL
REVISED: SEPTEMBER 19, 2006
TABLE OF CONTENTS
SECTION
SUBJECT
1)
CVSO HISTORICAL BACKGROUND
2)
CVSO/WDVA ORGANIZATION & STRUCTURE
3)
THE OUTREACH FUNCTION
4)
THE ROLE OF PUBLIC RELATIONS
5)
RESOURCES
6)
LEGISLATIVE
7)
FEDERAL BENEFITS
8)
POST TRAUMATIC STRESS DISORDER
9)
CVSO HANDBOOK
10)
OPEN MEETING LAW
11)
TRICARE
Updated to Fall, 2006
SECTION 1: CVSO HISTORICAL BACKGROUND
INDEX
SECTION
SUBJECT
PAGES
1.
The Service Officer
1-1 to 1-7
2.
Wisconsin Counties’ Best Kept Secret
1-8 to 1-11
3.
CVSOs by E. O. Anderson
1-12 to 1-14
4.
Article by George K. Nitz
1-15 to 1-16
5.
WDVA – by A. R. Freeman
1-17 to 1-19
6.
Article by Chester J. Beaudin
1-20
7.
Article by Harry L. Holmes
1-21 to 1-22
8.
Counties Pull Together for State Vets
1-23 to 1-24
9.
CVSOs: Real Needs, Real People
1-25 to 1-27
10.
CVSO Association Presidents
1-28
11.
Association Meetings: Dates & Places
1-29 to 1-30
12.
History of CVSO Meetings
1-31 to 1-36
THE SERVICE OFFICER
By Francis D. Heesakker
Outagamie County Veterans Service Officer - 1990
Here is the way the career of a model service officer might be described:
It combines the professional techniques of a lawyer as well as the human understanding, skill in
counseling and helpfulness of a social worker.
It requires the knowledge of the extent, the meaning and the application of the laws that have been
passed by Congress in the interest of veterans and their dependents as well as the rules and regulations
adopted by the VA to clarify and implement these laws.
A service officer must know how to apply this specialized knowledge in the way best suited to the
needs of every individual veteran who seeks an intelligent and workable solution to a problem.
The model service officer knows that veterans with serious personal problems may be confused and
disturbed. Not all express themselves clearly. Many are not quite sure in their own minds what they
really want.
MUST HAVE CONFIDENCE OF VETERAN
The ideal officer must always make the veteran feel comfortable. This is especially important if the
veteran is worried or suspicious about the kind of treatment he thinks he is going to receive.
Some veterans resent a lot of questions about their personal affairs. Others welcome expert
questioning as a help to clarify their own thinking. All veterans, however, want to feel sure that the
service officer is genuinely interested in them and their problems. The average veteran resents
insincerity; he closes up. A half-hearted handshake and a forced smile of welcome does not fool a
veteran. These will ruin good service work. They disappoint and disillusion the veteran.
A veteran who has been given a slipshod interview by a service officer is not going to pay much
attention to an optimistic report of VA progress from the Administrator of Veterans Affairs. If the VA
fails a veteran just at the time when he/she needs assistance, then the VA is no good, according to the
veteran's viewpoint.
THE IDEAL SERVICE OFFICER
Desired qualities include a personality that "rubs well" even under the most trying conditions, a heart
as well as a mind and the ability to project a warm, friendly nature. Tact, courtesy and understanding
are essential. Training and experience in counseling provide the wisdom to know when to talk, when
to listen and the value of silence when a veteran is thrashing out some inner problem and needs to "get
it off his/her chest."
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THE WATCHFUL EYE
The good service officer knows that part of the job is to see that the veteran does not miss out on some
particular benefits just because the veteran did not remember it, or because he/she had not heard about
it, or because he/she was too confused to ask about it.
A veteran, for example, who asks for advice about National Service Life Insurance may be in even
greater need of advice about the possibilities of hospitalization, vocational rehabilitation, education or
training. The service officer is not a mind reader, but if alert during an interview, he or she may
recognize another need and render a service far greater than the veteran anticipated.
REFERRALS
The matter of referrals is an important part of the job. Many times the veteran's questions call for
service that are not within the jurisdiction of the VA office. There are certain rules about these
referrals that are always followed by the ideal service officer or representative. After explaining the
reason for the referral, a telephone call should be made to the referral point in the presence of the
veteran.
The veteran should be provided a card of introduction that contains the veteran's name, the
name and address of the agency, the name and room number of the person to whom the veteran has
been referred, and the time of the appointment. Instead of hunting aimlessly around, the veteran goes
straight to the proper place to see the proper person, at the proper time, with the comforting knowledge
that he or she is both expected and welcome.
QUALITY OF SERVICE TO VETERAN
The ideal service officer plays no favorites. Every veteran should expect the service officer to
provide equal treatment. Applications for benefits should be thoroughly completed by obtaining
evidence sometimes difficult for the veterans to get, sifting through the information and checking the
evidence carefully before submitting it to the VA. No stone should be left unturned in order to close
the case successfully. An incomplete case file should never be left unresolved for weeks or months
denying the veteran benefits through carelessness or neglect.
REFLECTS DIGNITY
A picture of the service officer at work should include, among other details, some of the
following:
The service officer should dress neatly. In the eyes of veterans, the service officer's appearance
reflects the veteran organization and everything for which it stands. The manner in which a service
officer conducts business reflects the dignity, the purpose and the accomplishments of the office.
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The work day should start promptly. The service officer realizes that the time between the
opening and the closing office hours belongs to the veterans. If for some unusual reason the service
officer is busy with a veteran when lunch time arrives, the interview should be continued until
successfully concluded. The service officer can derive satisfaction from the knowledge that the
veteran was not kept waiting.
Careful attention should be given to telephone manners. All calls should be answered
promptly. After courteously and clearly establishing an identity, the service officer should project a
pleasant telephone manner that suggests a willingness and ability to be helpful. The service officer
should avoid long telephone conversations which prevent other veterans from contacting the office.
Instead, a veteran should be invited into the office to discuss his or her case in private.
In case the telephone call is interrupted, or there is need for another call later on, the ideal
service officer is careful to provide the caller with sufficient information on how to contact the office
directly. If the veteran phones again, he will then be able to reach the service officer promptly instead
of being switched from phone to phone by various other people who are not familiar with his problem.
By the same token, the ideal service officer never leaves the office for any extended length of
time without making sure that any unfinished business is turned over to someone competent to take
care of it during an absence. The service officer should leave word of how to be reached if necessary
and the time expected to return so that veterans can be spared delays and disappointments.
The whole matter of duties and accomplishments of the model contact representative boils
down to one simple fact: infinite attention to details. Not all details are of equal importance. But if
all are accorded the attention they deserve, and if all are attended to completely, then no important
detail will suffer, and no claim neglected.
The greatest reward a service officer can earn is the knowledge that, because of his or her
individual effort, a veteran who richly deserved help, was given help - courteously, accurately,
completely and swiftly.
The following position description is offered as a broad outline of the kinds of skills and
knowledge needed by those assigned the responsibility of informing, advising and assisting veterans
and their dependents in securing the benefits entitled to them as a result of their service. This position
description is not all encompassing and those reading it should be aware of that fact.
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WISCONSIN COUNTIES’ BEST KEPT SECRET
By Donald Reichard
Rock County Veterans Service Officer
*This article is reprinted with the permission of the Wisconsin Counties Association.
“Copyright 1990 by the Wisconsin Counties Association.”
Which county office in each of Wisconsin’s 72 counties brings $514 million in federal
government money and nearly $30 million in state government money into the state’s
economy, primarily through entitlements paid directly to individuals and their families?
If you answered, “Your County Veterans Service Office,” you are right.
The county Veterans Service Office (CVSO) was established by statute in 1935 and has been
required in each county since legislative action in 1945. In many counties, the CVO was
preceded by the Soldiers Relief Commission, which was formed in the 1920s in response to
the influx of new veterans following World War I.
The role of County Veterans Service Officers (CVSOs) in managing their departments has
continually expanded through the years. As the veterans move from recently discharged to
an aging population, the services provided range from educational entitlements to pensions,
medical service and burial benefits.
One of the programs offered to veterans by the United States Department of Veterans Affairs
(USDVA) include the following: Medical services in USDVA Medical Centers, the Home
Loan Guaranty Program, veterans pensions, compensation for service-connected disabilities,
educational allowances, vocational rehabilitation and counseling, government life insurance,
and burial benefits. In addition to the federal programs, the State of Wisconsin offers a fullarray of programs. These include: primary mortgage loans, home improvement loans, second
mortgage loans, economic assistance loans, business loans, health care aid grants, subsistence
aid grants, retraining grants, part-time study grants, full-time study grants, and the Wisconsin
Veterans Home. Some of these state and federal programs are also open to veterans’
surviving dependents.
The largest Wisconsin Department of Veterans Affairs (WDVA) entitlement has traditionally
been the Primary Housing Loan Program which has placed home owners, who are veterans,
on the tax rolls in support of their local governments. In 1988, this program totaled $25.4
million.
In addition to assistance in applying for state and federal benefits, many other services are
provided by the Veterans Service Office. These include insuring the recording of the
veterans’ DD-214s (separation documents) and promoting public awareness of veterans’
issues, health topics, and legislation. Some CVSOs provide public speaking services to
organizations. Veterans may also ask for assistance in developing job hunting skills, for
referrals for drug and alcohol and Post Traumatic Stress Disorders treatment, or for help
untangling bureaucratic red tape.
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Each Veterans Service Officer maintains a relief fund that is overseen by a three-member
commission. Commissioners are appointed by the county board or county executive with the
County Veterans Service Officer serving as the executive secretary. While the operation of
the funds varies from county to county, it is best described as emergency aid on a very shortterm basis. Most CVSOs also distribute flags and/or flag holders to be placed on veterans’
graves.
The well operated Veterans Service Office in your county is very likely to be one of the most
cost-effective departments in Wisconsin County government. When you consider the county
tax levy that goes into the support of an adequately staffed and funded office and compare
that to the total federal and state dollars that flow back to the county, you have a winning
situation.
The Rock County office is staffed by the County Veterans Service Officer and three deputies.
The deputies handle the major load of day-to-day activity, allowing the County Veterans
Service Officer to manage a “problem” case load, maintain visibility, and coordinate major
veterans activities and issues within the county. With two major communities in Rock
County (Beloit and Janesville), two offices are maintained and staffed to ensure quality
access by veterans and their families.
Rock County’s veteran population is approximately 16,000, including 500 women, and the
resulting volume of routine daily activities may occasionally cause a backup in certain office
tasks. In order to meet these demands, the office utilizes veterans in programs such as workstudy and work experience to assist in maintaining the flow of daily work. These veteran
helpers will also assist with the major project of converting files to computerized record
keeping during 1990.
In Rock County, the CVSO budget for 1988 (Last year of complete figures) was $109,273
not including veterans’ relief. In 1988 the benefits coming into Rock Count were $7,857,935
from the federal government and $605,778 from the state government. The largest share of
these funds was disbursed directly to veterans and in many cases, precluded the veteran’s
need to apply for General Relief and other county supported social programs. This is a
consistent formula from county to county. Jackson County, for example, one of Wisconsin’s
smaller rural counties, generated $1,636,636 in federal benefits and $143,532 in state benefits
for its veterans and dependents in 1988 against a total CVSO budget of only $51,000.
The USDVA indicates that a very significant number of veterans are totally unaware of the
various entitlements available to them. The support of County Administrator Craig Knutson
and the county board has allowed may Rock county veterans and their dependents to benefit
through a major outreach effort. A conservative estimate of the response to this outreach is
that the average daily activity of the Rock County Veterans Service Office has increased by
25 to 30 percent over the past three years. This increase has taken place in an already
identified declining veteran population Veteran benefits fulfill two objectives by their very
nature: they help veterans readjust to civilian life after their military service, and they
provide care and dignity to the veteran and dependents in time of need when they might
otherwise have neither. The challenge today lies in meeting the second objective.
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With an increasingly aging veteran population, request for medical services and related needs
are becoming a more time-consuming activity within the office. The average age of World
War I veterans is 93; of World War II veterans, 68; of Korean Conflict veterans, 59; and of
Vietnam veterans, 42. The current estimates for Wisconsin’s over 65 age group of veterans,
compared with the total veteran population, creates an interesting set of numbers.
Total veteran
Population
1989
1995
2000
Veterans age 65
and over
561,000
530,000
498,000
122,000
152,000
162,000
By the year 2000, 32 percent of all Wisconsin veterans will be 65 or older. This is taking
place at a time when the VA Medical Centers are no longer working on what might be called
an “open door” policy. In addition to the more restrictive admission policy of the VA
Medical Centers, there had also been a reduction in services offered to veterans by these
same facilities. The aging veteran population is an issue that levels of government
necessarily will be dealing with, in some form, in the future. Virtually all state and federal
entitlements have needs based criteria built in, with certain exceptions. Therefore, eligibility
requirements must be met for the entitlement whether it is income level, length or period of
military service, etc.; and as such, these entitlements in no way may be described as a
giveaway. The eligibility is based upon selected prior conditions of service. As such, the
benefits are most correctly defined as earned entitlements with further eligibility to be met at
the time of application.
When staffed with quality support and funded to allow for the statutory obligations of
Wisconsin Statute 45.43, the Veterans Service Office may be the county’s best buy for the
dollar. The multitude of services offered by the office increases its advocacy for veterans.
This serves those citizens of the county who have served all of us in our nation’s armed
forces.
Considering the extent and variety of these programs and the fact that the regulations
governing both the state and federal programs are constantly changing, it is essential that
CVSO staff stay informed. The County Veterans Service Officers Association of Wisconsin,
in cooperation with the USDVA and WDVA, conducts two conferences and training schools
annually. In addition, there are periodic seminars conducted by the VA Medical Centers, the
VA Insurance Center at Ft. Snelling, Minn., and the regional associations of CVSOs
throughout the state. These schools and seminars are most important to enable CVSOs to
stay fully abreast of changes in order to serve the veteran in a quality and professional
manner.
The State of Wisconsin, in the recent budget bill, expanded the grant to County Veterans
Service Offices from $3,000 to $5000 per year effective in calendar year 1990. This includes
a provision that the least populous counties, which are unable to justify a full-time CVSO,
are eligible for a “no requirement grant” of $500 annually. This is the WDVA’s commitment
to insuring that all state veterans have access to an advocate to assist them with their veteran
needs and with problem resolution. Insuring a quality CVSO is a small price to pay to
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recognize the local veteran population for the sacrifices they made when called up at critical
times in our nation’s history.
A commonly expressed motto is: “If you enjoy your freedom, thank a veteran.” Many of
Wisconsin’s counties continue to tank their veterans with dull support of their County
Veterans Service Offices.
Don’t keep it a secret-tell everyone! County support for a County Veterans service Office
pays for itself many times over in all of the many ways the office serves the local veteran
population in recognition of the sacrifices they and their families have made.
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COUNTY VETERANS SERVICE OFFICERS
The Veterans Service Officer’s place in the County
And the functions of his officeAs presented by the County Veterans Service Officers Association
at the County Boards Convention in Milwaukee.
E. O. Anderson, President, county Veterans Service Officers Association
*This article is reprinted with the permission of the Wisconsin Counties Association.
It was first published in April of 1946.
“Copyrighted 1990 by the Wisconsin Counties Association.”
My assignment today is to explain to you how the County Service Officers function and how
they make benefits available to the veteran and his dependents. The short time allotted to me
on this subject is too limited to describe to you the numerous services rendered to the
veteran. To fully explain to you this phase would consume a considerable amount of time,
but I will attempt to cover the most important phases.
At the our-set, I wish to state that the Wisconsin County Veterans Service Officers
Association was established in the year 1935, under Section 59.08, Sub-section (23) which
states in part: “such service officer shall advise with all veterans of wars, residents of the
county, who were engaged in the service of the United States relative to any complaint made
or problem submitted by then to him and shall render them such assistance as, in his opinion,
he may render.”
World War I
In attempting to explain to you how the Service Officer operates, we will go back to the year
1935, the year the office was established by law, when our work at that time was assisting in
working out the problems of veterans of World War I. After all, we must not lose sight of
the fact that there still remains a considerable amount of work to be done in assisting in the
affairs of veterans of that war.
In those days we had the difficult task of dragging old claims out of the coals that had been
stated years back and neglected because of being turned down. Often the reason was lack of
guidance of a Service Officer and lack of proper evidence to prove that the veteran’s
disability was incurred or aggravated in the line of duty. At that time we had no office staff;
we had to be Director, Secretary, Stenographer, Case-worker, and Social Investigator.
How does the Service Officer function to be of assistance to the veteran in his various claims
to the Veterans Administration?
First, the claimant must sign the Service Officer “power of attorney”, authorizing him to act
as his accredited representative, through veterans organizations recognized by the Veterans
Administration. At the present time we are not recognized as accredited representatives, but
hope to be soon. The “power of attorney” then places the Service Officer in the position as
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the veteran’s person claim agent and he will be furnished on request to the governmental
agency, all information as to the progress and final adjudication of the veteran’s claim.
If the veteran or his dependents have already filed claim for one or more of the various
benefits without proper representation of the Service Officer and later found that all required
evidence, such as records of birth, marriages, divorce judgments, death and financial
affidavits, have not been properly submitted, then it is up to the Service Officer, when given
power of attorney, to secure these documents required, and prepare certain affidavits
necessary to meet the requirements of the Veterans Administration so that the case may be
brought to a successful conclusion.
Appeal Cases
After the Service Officer has prepared and submitted a claim for pension or compensation for
the veteran, whichever the case may be, and he is awarded pension for a certain degree of
disability, this does not mean that work on the case is finished. For example, suppose a
veterans has been awarded a 20% rating for a certain disability and it appears that a higher
rating is warranted. Then it is again up to the Service Officer to have the veteran reexamined by a local physician and secure from him a written report which is to be submitted
to the Veterans Administration with the request that the veteran be called in for examination
for re-rating purposes. If this procedure fails, then the Service Officer prepares the case for
appeal from the last decision, and it is then submitted to the Board of Veterans Appeals in
another attempt to have the decision revised.
Widow’s Claims
Widow’s claims for death pension also require a considerable amount of effort on the part of
the Service Officer. He must see to it that formal application is properly executed to the
satisfaction of the Veterans Administration, that marriage and death records are secured, and
financial affidavits prepared.
Here I wish to state that, while the bulk of our claims are through the Veterans
Administration, we have frequent contacts with State agencies and our requests for benefits
are handled through the efficient Wisconsin Department of Veterans Affairs, Madison. It is
also part of our regular daily routine to contact the War Department and other major
departments such as the General Accounting Office, Finance Office, etc. We make numerous
contacts with Separation Centers to clear up discrepancies or errors on discharges, pay and
travel allowances. We gladly cooperate with local agencies for the betterment of service
people and find a mutual co-ordination from these departments.
World War II presents similar procedure but the benefits are more numerous. We are very
pleased at the reception, by both men and women veterans, of the educational features of the
G.I. Bill. They are really “going for” training or additional education in a big way, and this is
a very healthy sign. The community, state, and nation, as well as the individual, are bound to
reap the harvest of this the most worthwhile benefit to date of that much publicized Bill of
Rights.
The veteran and their dependents, of all wars, come to us with their difficulties. The requests
are many and varied. Almost everything imaginable is cleared through our office. Many are
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real difficulties, but seldom is the solution hopeless. Somehow, somewhere, there is an
answer and this we endeavor to fine.
At the present time our office is attempting to dig itself out from under an avalanche of
discharges and the load is likely to be very heavy for some time to come. Veterans’ service
is here to stay. The past eleven years have been busy ones and requires the best we have to
offer and we endeavor to give him just that kind of service.
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A.R. Freeman, Contact Representative
Wisconsin Department of Veterans Affairs
As stated by Mr. Anderson, I am to tell you about state and federal benefits available to
veterans in Wisconsin.
The Wisconsin Department of Veterans Affairs administers all state benefits for veterans of
all wars who are bon fide residents of the state.
The basic policies are formulated by the Board of Veterans Affairs and administered under
the responsibility of the Director and his staff located in the State Capitol at Madison.
Educational, Medical and Economic grants are available to bona fide residents of the state
who have served in the armed forces of the United States under honorable conditions
between August 27, 1940 and the termination of hostilities for 90 days or more, or if less that
90 days, were discharged for service connected disability. The following grants are provided:
Educational. Grants may be awarded to eligible veterans to prevent want and distress when
the federal or other benefit is inadequate to meet the veteran’s needs. Veterans enrolled
under the federal program who need funds for subsistence pending receipt of their first
federal check may be awarded educational grants, if need is determined by the proper
authority at school. To meet unforeseen emergencies, grants are available to qualified
student veterans at any time.
Medical. Medical grants for care and hospitalization are approved in cases where such
assistance is not available from another source. A prerequisite for this benefit is prior
authorization to cover the medical care or hospitalization, but in extreme emergencies, where
immediate hospitalization is required, the Department should be notified of all circumstances
within twenty-four hours after treatment has been started.
Medical grants are authorized for dependents of veterans, provided such assistance will
contribute to the rehabilitation of the veteran.
Economic. Grants are awarded veterans and eligible dependents to relieve or prevent want
and distress, but dependency grants are not intended to supplant regular relief. The object of
the Wisconsin veteran program is to furnish assistance when it contributes materially to
veteran’s rehabilitation.
Loans. Chapter 409, Wisconsin Laws of 1945, makes provision for loans to qualified
veterans of World War II for their rehabilitation, education, or for the purpose of aiding them
in the purchase of a property or business. Loans up to $750 at 2 percent interest are provided
with no expense to the veteran for administrative cost.
Domiciliary Care. The Grand Army Home at King, Wisconsin, is administered by the
Department with financial aid provided by the federal government for qualified veterans.
The veterans of all wars who have lived in the State of Wisconsin at least ten years preceding
the time of application are eligible for this care. Wives, widows, and mothers of such
veterans are also admitted.
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Claims Service. The Department of Veterans Affairs is accredited by the Veterans
Administration as the official agency on a state level, authorized to represent claimants and
their dependents before that agency. An office is maintained at the Facility at Wood,
Wisconsin, of which I am in charge, to assist all veterans and dependents to prosecute claims
for any benefits provided by the federal government. Most of these claims are initiated
throughout the state with the assistance of the various county service officers.
Hospital and Medical Care for World War I Veterans. Qualified veterans of World War I are
entitled to hospital care or treatment for any disability considered to be directly or indirectly
due to service. The veteran must have been a resident of Wisconsin for five years or more
next immediately preceding the date of his application. At the present time there is
approximately $300,000 remaining in this fund.
Federal Benefits
Pension for Service Connected Disability. Monthly pension from $11.50 to $115.00 with
additional amounts for loss of use of an eye, hand or foot and special awards for blindness,
and attendant, and double permanent disability is provided for all veterans.
Pension for Non-Service Connected Disability. For permanent and total disability World
War I and II veterans are entitled to $50.00 per month, increasing to $60 at the age of 60, or
when in receipt of this pension for ten years, with an income restriction of $1000 if there is
no wife or child under 18; or $2500, if married or if there is a child under age 18
Veterans with wartime service in the Indian Wars, Spanish American War or Philippine
Insurrection are paid pension without regard to service connection with amount to $75 per
month for total disability or at the age of 65; and $100 if there is need for an attendant. Their
widows are entitled to death pension beginning at $30 per month without regard to income.
Hospital care is provided in Veterans Administration hospitals for all wartime veterans for
treatment of any disability, and for peacetime veterans when the disability is due to service.
Domiciliary care is also provided.
Monthly pension, starting with $35 for widows of World War I veterans, when the cause of
death is not due to service, and $50 for widows when the cause of death is due to service is
provided. Additional amounts are paid for dependent children up to the age of 18, or 21
when the child is going to school.
Pension in the amount of $25 for each parent, or $45 when there is only one dependent parent
is paid when the cause of death is due to service.
Lesser amounts are paid when the disability is due to service in time of peace.
Burial Allowances. Burial allowances in the amount of $100 are provided for wartime
veterans, without regard to assets left by the veteran. In addition, a flag is furnished without
charge by application to a postmaster at the county seat in each county.
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Vocational Training Benefits. Single World War II veterans, under Public Law 346 known
as the G.I. Bill, are paid $65 per month, and those with dependents receive $90 per month
with tuition, books, etc. This includes veterans taking on-the-job training. Training must
commence within four years after dare of discharge or termination of the war, whichever is
the later. There is no age limitation. Training is provided for one year plus the time in active
service, not to exceed four years. When the veteran is in receipt of compensation and is
considered to be in need of training, under Public Law 16, he is entitled to $105 per month, if
single; $115, if married, with $10 additional for the first child, $7 for each additional child
and $15 for a dependent parent.
Loans. Any loan made by a prescribed lending agency within ten years after the end of the
war is to be automatically guaranteed to 50% of the loan, but loans not supervised by state or
federal agencies must be approved in advance in order to be guaranteed. The amount may not
exceed $2000, but may be $4000 in the case of a real estate loan. Interest may not exceed
4%.
Insurance. No reference is being made to government insurance because it is a contact and is
only in force when premiums are paid.
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Chester J. Beaudin, Vice President
County Veterans Service Officers Association
We realize that there are many citizens of our state who are not familiar with the type of
work carried on through the Veterans Service Office. Among other things it has been the
duty of this organization to solicit the cooperation of other agencies within the county.
Therefore, we are pleased to have the opportunity of presenting our program to tell you some
of the things that we do for the veterans and is dependent.
The system of County Service Officers originated in Fond du Lac County in the year 1932.
This was at the time that carrying for the county’s disabled veterans and their dependents had
reached a tremendous high. At this time the Fond du Lac County Board appointed Leo
Promen to the position of County Service Officer, and he was the first full-time man in
Wisconsin. You may be interested to know that Wisconsin was the first state in the union to
establish the system of County Service Officers. New York and California have similar setups and are now making revisions to follow the Wisconsin plan. Our neighboring states,
Indiana, Illinois, Michigan, and Minnesota have just recently established this same system in
their respective states.
Our returning servicemen and women are one of the Nation’s greatest post-war assets.
Everyone is interested in helping them get re-established in civilian life in as satisfactory a
manner as possible. While certain State and Federal agencies are responsible by law for
assisting veterans to obtain the right and privileges guaranteed them under state and national
legislation, a large portion of the task of helping then become civilians again must be
performed in their hometowns and communities. In the discussions which follow you will
observe that this is the responsibility allotted to the Veterans Service Officer of each county.
Almost every service officer of the state has been appointed re-employment committeeman
to their local Selective Service Boards. We appreciate this cooperation by the State
Headquarters of Selective Service. This connection gives us information that helps to better
serve the veterans. The President by Executive Order #9427 issued February 24, 1944 placed
additional responsibilities on the Selective Service System in connection with the Retraining
and Re-employment Administration. By this executive order the State Director of Selective
Service was charged with the responsibility of setting up “Information Centers” in each
county to aid the veterans by furnishing information and assisting in their rehabilitation.
Since Wisconsin had a system of County Service Officers that had been functioning for the
past several years, it was recommended that these officers be designated to assist the
returning veteran.
Last Year the State Legislature passed a bill to make it mandatory that each county have a
service officer to devote his full time in assisting the veteran and his dependent. George K
Nitz of Green Bay, the first president of our Association when organized in the year 1935,
has told you about this new law including the functions of the County Veteran’s
Coordinating Council and how this fits into the plans of rehabilitation.
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Harry L. Holmes, Member of Executive Committee
You have listened to President Anderson, Mr. Nitz, Mr. Freemann and Mr. Beaudin explain
the history of the Wisconsin County Veterans Officers Association and some of the benefits
available to veterans.
I shall attempt to point out to you a few of the many reasons why the county level is more to
Be desired than any higher level. You have heard something of the Coordination Council, I
like to think of this council and the County Service Officer as a large wheel. The Service
Officer representing the hub and the various chairmen of the council as spokes.
It is only natural for the newly discharged veteran to return to his old home and friends. This
is close to the county sear, seldom more than twenty-five miles away at the most. The
Service Officer, Selective Service Board, Ration Board and Register of Deeds are all located
there so that only one trip is required for the combined services of these offices. The veteran
first sees the Service Officer who counsels him or her on any problems they may have. The
Service Officer also advises them on the many benefits available to them such as insurance,
educational benefits, employment, hospitalization, claims, various forms of veterans’
preference and many others. I might say here that these benefits, whether national, state, or
local, must all be applied for by the veteran; there being over one hundred sixty (160)
different forms carried by the Service Officer for this purpose. Often times several calls may
be necessary to complete the evidence needed to complete a claim.
Furthermore, it is quite likely that he may be referred to one or more of the referral agencies
or committees representing the spokes of the wheel. These agencies or committees are also
located at the county seat, therefore, no long trip or wasted time. In fact, a one trip, one day
service right at home.
All County Service Officers are equipped to render field service in cases of emergency or
disablement. This, also, requires short drives and litter time wasted, another distinct
advantage.
You can see the definite advantage in having the office on a local level, making personal
interviews rather then making long drives or writing letters to a distant city which has never
proved very satisfactory to veterans.
I would like to give you an illustration of some of these advantages by citing the case of a
veteran who wants to take advantage of an Agricultural Loan under the G.I. Bill. His Service
Officer helps him make the application for Entitlement and Loan Guarantee, advises him as
to lending agencies where he makes his formal loan application. His application is referred
to another spoke in the wheel, the Agricultural Loan Committee, which will consider the
veterans agricultural background, the production possibility and credit background of the
veteran.
You can again see the need for a local set-up whom the veteran knows, and is known to. As
the county level the committee usually knows condition, production, problems, values, as
well as all facts pertaining to all phases of the transaction. This is a decided advantage to the
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veteran. This, likewise, applies to may other benefits; take for instance, a veteran wants to
take” On-the-job-training” in his own community. This is earning on the job while learning.
Maybe this veteran decides to learn to farm right on the farm at home for this type of
educational benefit. The Veterans Administration pays part and the employer part of the
determined wage.
The veteran usually contacts his Service Officer who knows the farms in his territory, refers
him to a farmer who will help train him and assist both the farmer and the veteran in getting
set-up and authorized. All of these are accomplished with the aid of another spoke in the
wheel, the Educational advisor of the Coordinating Committee.
As a last illustration, a veteran may want a car, a piece of machinery or other surplus was
property to which veterans have certain preference so he makes application to the proper
agency. He is then referred to another spoke in the wheel, Veterans Preference Committee,
which will make the necessary investigation and if in order, the Service Officer will make the
certification for the preference. Again, right at home, with no additional trip as he probably
had to come to town anyway.
These illustrations are only typical of what must be done at the time a veteran decides to
apply for any benefits and should show you beyond a doubt that the County Veterans Service
Officer on the local county level should be maintained to avoid the co-called “run-around”.
To sum up:
1. The office is at the county sear where veterans deal with people who know then and with
people they know.
2. It cuts to the minimum long drives to a State Capitol, or Veterans Administration.
3. Requires few contacts by mail, which are rarely if ever satisfactory.
4. In case of emergencies, the service officer is only a few miles away and may be contacted
in a matter of minutes right at home.
1-16
COUNTIES PULL TOGETHER FOR STATE VETS
Lorin D. Sather, Pierce County.
The County Veterans Service Officer, (CVSO) will, on occasion, be in need of
assistance on one case or another. The support and assistance network for each individual
CVSO has several tiers.
Besides having neighboring counties to use as a “sounding board” to help decipher
what the best approach may be in developing any phase of a complicated claim or
application, there are five regional sub-ass0ciations, within the state (northwest, northeast,
southeast, southwest, and central). They meet about six times per year at different intervals.
These day-long meetings usually feature guest speakers who may be from the VA
medical centers, social service agencies, job service, the state legislature or a county board.
The content of these guest presentations is obviously varied.
In addition to the regional sub-associations, we have state and national associations.
The Wisconsin association of CVSOs includes all 72 counties in Wisconsin and has two
extensive training conferences each year in the spring and fall. This is where we discuss how
to use our programs to the advantage of the veteran in need.
At these conferences, we also share, with the newer service officers, pitfalls to avoid
and successful techniques to use. The Wisconsin Department of Veterans Affairs and the
U.S. Department of Veterans Affairs regional office each provide a full day of training and
informational sessions in pre-designated areas. We are constantly receiving updates due to
frequent changes in regulations and statutes.
The upcoming spring conference in Rhinelander, this April will be unique since it
involves two full days of training from the legal staff of the National Veterans Legal Services
Project of Washington D.C. In November of 1988, congress passed the Veterans Judicial
Review Act. (VJRA), which created a Court of Veterans Appeals (COVA), which added a
new level to the veteran’s appeal process. The VJRA also significantly changed the rules of
adjudication that the VA must follow.
The rulings that have resulted have altered the preparation and presentation of claims
that CVSOs submit to the VA. The association is looking forward to and is excited to learn
more from these experts about COVA, and its effect on our veterans.
Our state association is unique in that we have set up our own professional standards
committee. To assure and maintain a high level of professionalism within our membership,
we initiated a trial certification program with a CEU (Continuing Education Units) type of
format. Although not formalized at this time, our goal in the near future is to have all
Wisconsin CVSOs certified for case presentation to the VA. We believe that the veterans of
Wisconsin have, through the CVSO system, the most dedicated and knowledgeable
representation in the nation.
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The National Association of CVSOs is still in it’s infancy. Its first organization was
held in June of 1990. There are already 17 member states with 678 individual CVSO
members. Wisconsin is a charter member state and the current president of the National
Association is Taylor CVSO, David Thomas of Medford WI.
Wisconsin CVSOs have probably the largest array of state benefits to administer, and
with all the support we receive from our counties and from the local veterans population,
numerous states have looked to us for the history and perspective of our efforts to assist
veterans and dependents as a blueprint for themselves. Wisconsin CVSOs are at the
forefront of providing for our clients, and serve as a national model through their
involvement in the national association.
Thomas, the national president, recently stated “It has been a tremendous learning
experience in that each state association is different, and the roles of the CVSO are vastly
different from one state to another. Wisconsin is definitely in a major leadership role in that
our state association in one of the oldest, best organized, and the most active in the country.”
Thomas added, “We truly serve as an outstanding example of what a CVSO
association should be and can be for those other state associations that are not nearly as
developed and active as we are.”
To provide the level of service that our counties’ veterans deserve, it is essential that
CVSOs participate in their state and sub-associations for this continued upgrading of skills in
delivering services to our veterans.
1-18
CVSOs: REAL NEEDS, REAL PEOPLE:
Gary McGoey, Outagamie County
Today’s County Veterans Service Officer (CVSO) is much more than just a technician who
fills out forms that are required to enable a veteran to obtain a benefit or entitlement. There
is a vast array of services that are provided, which range from answering simple telephone
inquiries about eligibility for veteran’s programs to dealing with problems that require
imaginative and innovative solutions. The contemporary CVSO must be prepared to face a
complex rage of problems in a society that is becoming increasingly complex.
Today’s CVSO must be aware of a resource network where the veteran client can obtain
assistance in an era when eligibility for federal and state veterans’ benefit programs,
including health care, has become ore and more restricted. Problems we face often cannot be
solved through the traditional contacts that are available on the federal or state levels.
I would like to briefly describe a few cases that I have recently handled to illustrate how
complex the duties of the veterans service officer has become.
In late September of 1991, a 23-year-old Persian Gulf War veteran visited my office. This
parents were divorced while he was dodging land mines in southern Iraq in 1991. Last July,
his 24-year-old brother committed suicide. Two months later, his father also killed himself.
After I learned of his brother’s suicide, I had sent this young man a note, offering my
assistance, but he did not respond. When his father died in September I tried to reach him
several times by telephone.
When he arrived at my office, his eyes were moist with tears, but he would not allow himself
to cry in front of me. With profound sadness, he simply said, “I need help with the.” I
assured him that I would help him find a counselor who could help him work through his
grief.
I gave him my hoe telephone number, and asked him to call me at work or at home, or to
come to my office at any time until I arranged counseling. Within a few days, we had
scheduled him for an appointment with a mental health agency where he continues the
counseling process. He has been able to maintain his full-time academic load at a local
college and a part-time job as he works through the grieving caused by events beyond his
control. I am amazed at the resiliency and courage that this young veteran possesses.
The next case is a 75-year-old World War II veteran. He has been rated 100 percent disabled
as a result of his military service. The veterans administration had allowed him to use a fee
basis card for local medical care. Under the fee basis program, disabled vets are allowed
limited health care at local facilities at Veterans Affairs (VA) expense when they are unable
to get to the nearest VA facility.
In May of 1992, he was hospitalized locally for his heart condition. After a few days, he was
stabilized and transferred to the VA medical center in Milwaukee for the duration of his
hospitalization. Two months later, the VA informed him that he was no longer eligible to use
his fee basis card for local care. The VA logic was that since he was not able to travel the
1-19
100 miles to Milwaukee, they would no longer authorize care at VA expense at non-VA
facilities.
He visited my office to appeal the VA decision. He feared that if he was having heart
problems, he would be requested to travel to Milwaukee for medical attention. We appealed
the decision to the medical center director who upheld the decision to make the veteran
surrender his fee basis care. Subsequently, we asked for a personal hearing before a board of
medical administrators at the VA medical center in Milwaukee.
When this hearing is held, I am confident that we will be able to convince the board that he
should be entitled to keep his fee basis card. If we do not succeed at that level, we will file a
formal appeal with the Board of Veterans Appeals, in Washington, D.C.
The third case is a 37-year-old veteran of the Vietnam era. He has led a very troubled life
that has been complicated by addiction to alcohol. He spent a very short period of time in the
military, but was honorably discharged.
He spent more than 15 years in prison, prior to his release in February of 1991. After his
release, he returned to Appleton to commence drinking. Because of his lack of education and
experience, he is unemployable in any type of skilled trade.
He is now undergoing an assessment with the private industry council in Appleton, and has
taken aptitude and interest tests at Fox Valley Technical College. His test scores indicate that
he has great abilities in the mechanical and electrical trades. He has remained sober for
several consecutive months, and is preparing to enter school once he is accepted for
admission.
When I met him he was homeless, and through our efforts, combined with those of local
private social service agencies, he is now living in an apartment. He is a handyman who is
working to hake his apartment more livable. He hope to study a trade for two years, and upon
graduation, become a productive member of society.
The fourth case is a 25-year-old woman who is married to another veteran. Two years ago,
while stationed in Germany, she became pregnant. Following her doctor’s advise, she asked
her superiors to decrease the number of hours she was required to work until she had her
baby. She was refused, and she suffered a miscarriage.
Several months later, she again became pregnant. Again she was refused a decrease in
workload. She was counseled by a non-commissioned officer who told her to accept an
honorable discharge after service 28 months or a 36 month enlistment. The officer assured
her that she could return home to use her G.I. Bill Education benefits. She returned home at
the same time her husband was deployed to the Middle East, during the Persian Gulf War.
When she visited my office to apply for her educational entitlement, I was unfortunately
required to tell her that because she had not completed her enlistment, she was not eligible
for educational benefits and she had lost the $1,200 that she had contributed to the program.
She asked me to submit the application anyway. Her benefit was denied. She appealed, and
the denial was upheld.
1-20
In the course of our discussion, she complained about back pains that had begun in the Army.
We filed a claim for service connected disability compensation, and she was granted a
disability rating of 10 percent by the VA. Now she is eligible for vocational rehabilitation
benefits offered by the VA, and we are optimistic that she will be able to enroll in school in
the near future.
The modern CVSO serves as a counselor, an advocate and a source of information and
referral. Today’s CVSO must be perceptive, empathetic, and a good listener. A very
important aspect of a good veterans’ service office has evolved to the point of becoming as
modern as any other county department, which must be capable of handling a vast array of
problems that range from the very simple to the very complex. Because of the sacrifices
veterans and their families have made, they deserve the very best services that Wisconsin
counties can offer.
1-21
CVSO ASSOCIATION PRESIDENTS:
1936-38
1938-39
1939-40
1940-41
1941-42
1942-43
1943-44
1944-45
1945-46
1946-47
1947-48
1948-49
1949-50
1950-51
1951-52
1952-53
1953-54
1954-55
1955-56
1956-57
1957-58
1958-59
1959-60
1960-61
1961-62
1962-63
1963-64
1964-65
1965-66
1966-67
1967-68
1968-69
1969-70
1970-71
1971-72
George K. Nitz
Leo Proman
Thomas J. Sandeman
Edward J. Bernges
Walter S. Huser
R.B. Lewis
George K. Nitz
J. N. Johnson
Ernest O. Anderson
R. B. Lewis
Oscar N. Markus
Chester J. Beaudin
T. C. Eckhart
Riley D. Robinson
William H. Miller
Ernest A. Niles
Arthur E. Leder
Matt H. Schlosser
Ray L. Smith
Kenneth Woodring
Joseph F. Klein
Richard J. Buckley
K. K. Johnson
L. E. McEnroe
Jack Luban
Douglas Davenport
Donald Dodge
Paul Mockrud
Lawrence D. Kenny
Thomas Anderson
Wesley Schwoegler
Everette Guse
Nolan J. Gibson
Vincent Resheske
Leslie R. Moede
Brown
Fond du Lac
Oneida
Dodge
Barron
Portage
Brown
Jefferson
Wood
Portage
Taylor
Oconto
Manitowoc
Juneau
Winnebago
Walworth
Dodge
Dunn
Rusk
Rock
Brown
Racine
Columbia
Fond du Lac
Milwaukee
Juneau
Douglas
Vernon
Door
Bayfield
Dane
Trempealeau
Grant
Wood
Manitowoc
1972-73
1973-74
1974-75
1975-76
1976-77
1977-78
1978-79
1979-80
1980-81
1981-82
1982-83
1983-84
1984-85
1985-86
1986-87
1987-88
1988-89
1989-90
1990-91
1991-92
1992-93
1993-94
1994-95
1995-96
1996-97
1997-98
1998-99
1999-00
2000-01
2001-02
2002-03
2003-04
2004-05
2005-06
2006-07
William Blattner Polk
Robert L Blair
Pepin
Buel F. Ford
Waukesha
Walter Kalmes
Buffalo
Robert J. Martin Walworth
Francis Everson Door
Marshall H. Falk Marathon
Roy D. Cropp
Dunn
Norman Stoneberg Lincoln
George Bredesen Adams
William E. Green Barron
Arthur McCallun Racine
Marita A. Smith Eau Claire
Robert Heideman Dodge
Harold Meshke Jr. Waupaca
Teddy Duckworth Juneau
David W. Thomas Taylor
Dan Krehbiel
Jackson
Eldon Bader
St. Croix
Thomas Stern
Wood
John Margowski Waukesha
Joseph Pastor
Jefferson
Wm. Stiefvater
Manitowoc
Donald Reichard Rock
John Schnabel
Langlade
Robert Stone
Rusk
Jim Hannah
Crawford
Irv Yelle
Buffalo
Gerald Polus
Brown
James Riesenberg Sheboygan
Mark Grams
Dodge
Christine Jordan Walworth
Thomas Taber
Grant
Richard Gates
Polk
Michael Jackson Dane
George K. Nitz of Brown County and R. B. Lewis of Portage county are the only two CVSOs
to serve more than one term. The following counties have never had a CVSO as president.
Ashland, Burnett, Calumet, Chippewa, Clark, Florence, Forest, Green, Green Lake, Iowa,
Iron, Kenosha, Kewaunee, LaCrosse, Lafayette, Marinette, Marquette, Monroe, Outagamie,
Ozaukee, Price, Richland, Sauk, Sawyer, Shawano, Vilas, Washburn, Washington, &
Waushara.
1-22
ASSOCIATION MEETINGS-DATES & PACES
Date/Place:
County:
Date/Place
County
12/36
06/37
09/37
02/38
07/38
10/38
07/39
11/40
05/41
01/42
05/42
08/42
09/43
01/45
07/45
10/45
03/46
10/46
05/47
10/47
06/48
10/48
06/49
10/49
06/50
10/50
06/51
10/51
06/52
10/52
06/53
10/53
06/54
10/54
06/55
10/55
06/56
10/56
06/57
10/57
06/58
Brown
Juneau
Waupaca
Fond du Lac
Juneau
Dane
Juneau
Waupaca
Dodge
Portage
Eau Claire
Waupaca
Sauk
Brown
Juneau
Manitowoc
Kenosha
Douglas
Dane
Brown
Dane
Marathon
Dane
Manitowoc
Dane
Portage
Dane
Barron
Dane
Wood
Dane
Door
Dane
Oneida
Dane
Milwaukee
Dane
Marathon
Douglas
Marinette
Douglas
10/58
06/59
09/59
06/60
09/60
06/61
09/61
06/62
09/62
06/63
09/63
06/64
10/64
06/65
09/65
06/66
09/66
06/67
09/67
06/68
09/68
06/69
09/69
06/70
09/70
06/71
09/71
06/72
09/72
06/73
09/73
06/74
09/74
06/75
09/75
05/76
09/76
05/77
09/77
05/78
09/78
Outagamie
Portage
Racine
Douglas
Brown
Dane
Fond du Lac
Portage
LaCrosse
Grant
Vilas
Crawford
Wood
Eau Claire
Door
LaCrosse
Marathon
Portage
Sawyer
Grant
Walworth
Pierce
Eau Claire
Douglas
Milwaukee
Dunn
Iron
Douglas
Marinette
Crawford
St. Croix
LaCrosse
Manitowoc
Portage
Walworth
Eau Claire
Oneida
Fond du Lac
Green Lake
Marinette
Door
Green Bay
Camp Douglas
King
Fond du Lac
Camp Douglas
Mendota
Camp Douglas
King
Beaver Dam
Stevens Point
Eau Claire
King
Baraboo
Green Bay
Camp Douglas
Manitowoc
Kenosha
Superior
UW Madison
Green Bay
UW Madison
Wausau
UW, Madison
Manitowoc
UW, Madison
Stevens Point
UW, Madison
Rice Lake
UW, Madison
Wisc. Rapids
UW, Madison
Sturgeon Bay
UW, Madison
Rhinelander
UW, Madison
Milwaukee
UW, Madison
Wausau
WSU, Superior
Marinette
WSU, Superior
1-23
Appleton
WSU, Stevens Pt.
Racine
WSU, Superior
Green Bay
UW, Madison
Fond du Lac
WSU, Stevens Pt.
LaCrosse
USC, Platteville
Eagle River,
Prairie du Chien
Wisc. Rapids
WSU, Eau Claire
Bailey’s Harbor
WSU, LaCrosse
Wausau
WSU, Stevens Pt.
Hayward
WSU, Platteville
Elkhorn
UW, River Falls
Eau Claire
WSU, Superior
Milwaukee
WSU, Menomonie
Hurley
WSU, Superior
Marinette
Prairie du Chien
Hudson
UW, LaCrosse
Mishicot
Stevens Point
Elkhorn
Eau Claire
Rhinelander
Fond du Lac
Green Lake
Marinette
Bailey’s Harbor
ASSOCIATION MEETINGS DATES & PLACES:
Date/Place
County
Date/Place
County
5/79
09/79
05/80
09/80
5/81
9/81
5/82
9/82
5/83
9/83
5/84
9/84
5/85
9/85
5/86
9/86
5/87
9/87
5/88
9/88
4/89
9/89
5/90
9/90
4/91
9/91
5/92
9/92
4/93
9/93
5/94
9/94
5/95
10/95
5/96
10/96
5/97
10/97
5/98
10/98
Iron
Marathon
Sauk
St. Croix
Dane
Langlade
Rock
Winnebago
Portage
Barron
Portage
Racine
LaCrosse
Eau Claire
Iron
Manitowoc
LaCrosse
Waupaca
Portage
Sauk
Brown
Marathon
Marinette
Jackson
Dane
St. Croix
Eau Claire
Portage
Oneida
Waukesha
Walworth
Jefferson
Outagamie
Manitowoc
Brown
Rock
LaCrosse
Douglas
Portage
Rusk
5/99
10/99
5/00
9/00
5/01
10/01
4/02
9/02
5/03
9/03
5/04
9/04
5/05
9/05
5/06
9/06
Iron
Grant
Outagamie
St. Croix
Forest
Brown
Dodge
Manitowoc
Door
Waupaca
Marathon
Walworth
Douglas
Winnebago
Waukesha
Sawyer
Hurley
Wausau
Lake Delton
Hudson
Madison
Antigo
Janesville
Oshkosh
WI Rapids
Rice Lake
Stevens Point
Racine
LaCrosse
Eau Claire
Hurley
Manitowoc
LaCrosse
King
WI Rapids
WI Dells
Green Bay
Wausau
Marinette
Black Rvr Falls
Madison
Hudson
Eau Claire
WI Rapids
Rhinelander
Brookfield
Lake Geneva
Baraboo
Appleton
Manitowoc
Green Bay
Janesville
LaCrosse
Superior
WI Rapids
Ladysmith
1-25
Hurley
Platteville
Appleton
Hudson
Carter
Green Bay
Watertown
Manitowoc
Sturgeon Bay
Waupaca
Wausau
Lake Geneva
Superior
Neenah
Pewaukee
Hayward
HISTORY OF CVSO MEETINGS:
1935: An informal, informational meeting was held in Fond du Lac; all CVSOs were invited to
attend.
1936: Motion to organize a state association to be known as the “County Veterans Service Officers
Association of Wisconsin”.
1937: Original by-laws drafted and adopted
1938: Motion to have VA doctors desist from expressing their opinions as to the rating the veteran
might expect to receive.
1940: Seven County Board chairmen attended the Fall Conference
1941: “Before leaving for home, we enjoyed a nice steak dinner for 40 cents served by the Beaver
Dam American Legion Post.”
1942: Income limit for pension - $1,000 single; $2,500 w/dependents
1943: Motion to request the Legislature to change Chapter 59/08 so the first word be “Shall”
instead of “May”. This is regarding County’s obligation of naming a CVSO.
1944: 65 of the 71 counties now have full or part-time CVSOs
1945: State rehabilitation loans are now available; up to $750 at 2% interest.
1946: Members were informed the Veterans Service Officers are no longer optional but mandatory.
The interim committee of the State Legislature rejected the proposal that the Veterans Service Office
be consolidated with the public welfare department.
Wes Schwoegler, Dane and Jack Luban, Milwaukee, became the first World War II CVSOs
although there were several assistants prior.
1947: Change in the by-laws to establish mandatory $5.00 dues.
1948: There was much discussion on forming a National Association of County Veterans Service
Officers.
1949: The by-laws were changes to have the secretary-treasurer position appointed by the
president-elect.
1950: First CVSO Advisory Council named in March. Members were E.O. Anderson, Wood; Jack
Luban, Milwaukee; L.C. McEnroe, fond du Lac; George Nitz, Brown; Lon tubs, Trempealeau.
1951: The Secretary of the Minnesota CVSO Association attended the Fall Conference.
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1952: Some legislative proposals: 1) That Advisory Committee have their expenses paid by the
department. 2) Construction of a new hospital at king with 250 beds. 3) Pay part-time study after
completion of the course – Only 11% of enrollees actually completed the course.
1953: All CVSOs received a plaque from the D.A.V. for “outstanding service for the Disabled
American Veterans.”
1954: Herman Owen, Barron, spoke on the matter of all counties appointing a full-time CVSO and
establishing minimum salary scale by state legislation.
1955: Discussion on WDVA not approving housing construction loan if the plans included a garage
even though attached to the house.
1956: Recommended that CVSO tenure be changed from “two years” to “indefinite”.
1957: Motion to give 5, 10, 15, 20 years continuous certificates
1958: Resolution that the state provide “Disabled Veteran” license plates.
1959: First Korean Conflict veteran, Donald Lipke, named Crawford County Veterans Service
Officer.
1960: Resolution to increase cost of home limit to $16,000 from $15,000, and permit construction
of a garage.
1961: Oscar N. Markus, Taylor, resigned as secretary-treasurer after 17 years in that position
(except for 1947-48 when he served one year as President). Vincent Resheske, Wood, assumed the
job.
1962: General discussion centered on a uniform minimum pay scale and qualifications standard for
CVSOs resulted in a motion to that effect.
Thirty resolutions were introduced at the Fall Conference. A few were: 1) Increase housing loan to
$4,000 from $3,500. 2) Increase cost of home to $17,500. 3) Reduce residency to five years, from
ten. 4) Reduce age to enter King to 45, from 50. 5) To permit dependent fathers, as well as mothers,
to be eligible for admission to King.
1963: Two automobile window decals were distributed to each CVSO. Motion to increase
Association dues to $10.00 and $5,00 for assistants.
1964: Motion to allow $10.00 annually to each Executive Committeeman who attends Executive
meetings.
Jack Luban reported the CVSO Advisor Committee had expanded to seven members.
A motion changed “CVSO Convention” to “CVSO Association Fall Conference and ServiceSchool”.
1-26
1965: Motion to issue a key to 5 and 10 year continuous membership.
1966: Motion to order CVSO lapel pins at a cost not to exceed $150.00:
Resolution opposing any amalgamation or subordination of the WDVA with any other agency of
government as recommended by the commission of Executive Branch Reorganization. (The
Department has been challenged also.)
Motion that the Association sponsor an annual merit award to some state citizen active in veterans
affairs. First recipients are Major General John F. Mullin and John S. Drayna.
1967: Motion to re-introduce SB-521, CVSO grant bill.
Approval was given for the revised Association By-laws.
Resolution to raise Economic Assistance Loan interest to 3% to offset losses because of mandatory
debt cancellation due to death of veterans.
1968: Motion to recommend eligibility for state benefits for all Vietnam veterans who served on
active duty from August 5, 1964 to a date to be set by Congress.
Resolution naming first vice-president t also assume the duties of Chaplain of the Association.
1969: “Liaison Committee” name changed to “Council on Veterans Programs.”
Vincent Resheske, Wood, stepped down as secretary-treasurer after eight years in the position.
1970: Resolution to: 1) Include all Vietnam veterans for state benefits. 2) Raise loan limits on EAL
to $3,000; secondary housing to $5,000. 3) Reintroduce CVSO grant-to-counties bill.
1971: Motion to increase Secretary-Treasurer salary to $300 annually from $180.00.
1972: Total cost for Spring Institute at W.S.U. Superior: Three nights lodging-$9.00; Three
breakfasts and lunches and Tuesday evening dinner-$9.25; Banquet-$5.00, including tax and tip;
registration-$7.00; for a total of $32.25.
“God and soldier all men adore, In time of trouble and no more, When the war is over and all things
righted, God is neglected, the old soldier slighted.”
President Moede, Manitowoc, introduces Teddy L. Duckworth, Juneau, first Vietnam service only,
CVSO.
Robert Blair, Pepin, gave a report on a meeting in Minneapolis attempting to formulate a National
CVSO Association. All attempts to organize have been dropped.
1973: By order of the Exec. Committee, a $.50 fine SHALL be assessed for failure to wear your
name tag.
1975: First Spring Institute held at other than a State University.
1-27
After six years as Secretary-Treasurer, Francis Everson, Door, stepped down to accept the 2nd VP
office. Roy Cropp, Dunn, was named his successor by President-elect Walter Kalmes, Buffalo.
1977: Motion to raise CVSO dues to $15.00, assistants pay $5.00.
1978: Speaker at the Fall banquet was Lee Sherman Dreyfus, Republican candidate for governor.
1979: Motion to present CVSOs with a plaque when they retire because of age or disability.
After a four year tenure as Secretary-Treasurer, Roy Cropp, Dunn was elected President. He
appointed Robert Blair, Pepin to that position.
1980: Resolution to increase the CVSO Grant-to-counties to $5,000.00.
1984: Motion to raise CVSO Association dues to $20.00; Assistants to $10.00 effective 1986-87
1985: John Maurer, Kenosha named to become John B. Ellery’s successor as Secretary of the Wisc.
Dept. of Veterans Affairs effective 5/1/1985.
Most department heads, including CVSOs, who are appointed by a county executive or administrator
will now serve at the pleasure of the exec. or administrator, effective July 1985.
1987: Professional Standards Committee stabled to aid CVSOs in improving quality and range of
services.
1988: Pro-Standard Committee changed from Ad-Hoc to standing committee.
1989: Discussion of possible consideration of National Association of CVSOs discussed and
received with favorable consideration by CVSOs.
Income limits increase on Primary Mortgage to $36,000.00 for FY 1990.
EAL loan income limits increased to $28,000 and 30,000 for FY 1990. A new home improvement
loan introduced for FY 1989-90.
1990: Expanded use of the Health Care Aid Grant for dentures was revised due to extensive use.
The revision is reconsidered with more stringent guidelines in the future.
Dave Thomas, Taylor attended 1st National Convention of CVSOs and will report to the 1990 Fall
Conference for consideration by the membership of possible Wisconsin participation.
A new Retraining Grant program allowing unemployed veterans to apply for a grant of up to $3,000
per year for a maximum of two years.
1991: Criteria for continuing education was approved by the CVSO Association. This certification
process was established to recognize the professionalism of members.
Ted Duckworth, Juneau, was appointed by Governor Thompson to the Board of Veterans Affairs.
1-28
An income limit of $31,000 was imposed on the Part-time Study Grant, and the 2nd Mortgage Loan
Program was eliminated with the 1991-93 Biennial Budget Bill.
1992: Raymond G. Boland, (Former Commander of Fort McCoy and retired career Army Colonel)
appointed Secretary of WDVA on 2/21/1992.
The CVSO Association created the position of Historian. Jim Riesenberg, Sheboygan, was
appointed.
Legislative Council Special Committee on the Veterans Trust Fund was created. Public hearings
were held. This was prompted by the $4.2 million loan taken from the VTF by the legislature.
The Council on Veterans Programs began to explore the need for a second state veterans’ cemetery.
Wood VA Cemetery is predicted to close for casket burials in 1995.
Dave Thomas, Taylor, serves as NACVSO President.
John Schnabel initiates computerization of Association secretary position and the officers handbook.
Outagamie CVSO Francis “Stack” Hesakker retired after 46 years as VSO and 10 as Deputy.
1993: Dedication of the WDVA Veterans’ Museum in Madison attended by Jesse Brown,
Secretary, USDVA.
Duane Bauer, Dunn, appointed WI CVSOA delegate to National CVSO Association.
National Veterans Legal Services Program (NVLSP) puts on extensive training program for CVSOs.
1994: Commencement of the WDVA sponsored Veterans Assistance Program to alleviate the
suffering of homeless veterans.
Governor signs AB 619 with extensive changes in benefits for Wisconsin Veterans.
1995: WDVA Cemetery in SE Wisconsin in Implementation stages.
Lorin Sather, St.Croix, appointed WI CVSOA delegate to National CVSO Association.
CVSOA Advisory Award initiated and given posthumously to Wayne D. Horner, former Assistant
Dane CVSO.
1996: Association flag designed and Association purchased pole at Wisconsin Veterans Tribute,
Cadott, WI
CVSO Marita Smith gets 25 year certificate.
Association committee works to update procedures and increase the CVSO Grant.
1-29
1997: WDVA eliminates the Economic Assistance Loan (EAL) program and Part-time Study Grant
(PTSG) is reduced to 50% from 100%
Personal Loan Program (PLP) initiated as an on-line application
Fran Everson gets 30 Year continuous service certificate from the Association.
Advocacy Awards to Jerry Cornelius and Tom Wynn. Tom Taber ends five-year stint as Assoc.
Secretary. WDVA provides computers to 40 CVSOs.
1998: Fran Everson retires after 31 years service; advocacy award to Edo Maccari; Northwest
Veterans Memorial Cemetery is dedicated; USDVA regionalizes insurance operation in
Philadelphia, and home loan guaranty in Minneapolis.
1999: A Three Year Training Plan for the CVSOA of WI was proposed (USDVA a major portion
of each conference and WDVA programs handled at the Regional Association level or be WDVAsponsored training). A CVSOA of WI website was discussed.
2000: The CVSOA of WI supported a new WDVA Funeral Honors Bill; a Strategic Plan was
accepted by the Association members; The Training and Certification Committee was formed.
2001: Training by Ron Abrams, of NVLSP; WDVA Transportation Grant initiated;
Regionalization of CVSOs by WDVA was discussed; a new Secretary of Veterans Affairs, Anthony
Principi was nominated. The Association took membership in the Coalition of Wisconsin Aging
Groups (CWAG).
2002: The CVSOA of WI “Company Store” was introduced and all members received a “Free”
shirt. A sound system for the Association’s meetings was approved. Membership in the CVSOA of
WI was expanded to include Native American VSOs.
2003: A POW flag has been donated to the association. A NACVSO representative attended our
conference. The CVSOA of WI began contributing articles to the Counties Association Magazine.
SB 170 (Omnibus State Veterans’ Benefits bill) had numerous revisions due to the CVSOA of WI
actions. The CVSOA of WI supported Senator Feingold’s Veterans Outreach Initiatives. The
Association will take control of the CVSO picture directory and the CVSO Manual. The CVSOA of
WI will support hosting the National CVSOA conference in June 2007 in Milwaukee. John Scocos
was appointed the new WDVA Secretary, following Ray Boland’s retirement.
2004: Bi-annual budget bill approves most of the proposals and benefit changes to implement
WDVA’s Solvency plan for the Veterans Trust Fund. (Phase I).
2005: Planning intensifies and commitments made to host the 2007 NACVSO conference in
Milwaukee in June 2007. Jim Young, Vernon Co. heads up this effort.
1-30
CVSO HISTORICAL BACKGROUND
INDEX
SECTION SUBJECT
1)
A history of Wisconsin’s County Veterans Service Officers
See:
http://badger.state.wi.us/agencies/dva/museum/hist/cvsohist.html
2)
CVSO Association Presidents, 1936 – 2006
3)
Association Meetings – Dates & Places
4)
History of CVSO Meetings
1-31
SECTION 2: CVSO/WDVA ORGANIZATION & STRUCTURES
INDEX
SECTION
SUBJECT
PAGES
1.
CVSO Organization & Structure
2-1 to 2-3
2.
WDVA Organization & Structure
2-4 to 2-7
CVSO: ORGANIZATION AND STRUCTURE
The following guide is designed to provide a brief outline of the structure, association and
responsibilities of the groups listed below.
BOARD OF VETERANS AFFAIRS
The Board of Veterans Affairs is the overseeing, controlling body for Wisconsin veteran
matters. The Board is made up of seven members. Each member is appointed by the Governor and
serves a six-year term.
The Board of Veterans Affairs appoints the Secretary of the Wisconsin Department of Veterans
Affairs, who serves at the pleasure of the Board. The Secretary oversees the operation of the
Department, the Wisconsin Veterans Museum, and the Wisconsin Veterans Homes at King and Union
Grove. The Board approves proposed policy and structural changes within the Department, as well as
changes in the Wisconsin Administrative Code.
The Board also approves proposed legislative changes which are proposed by the Department
and/or from other sources which want Board approval and support.
The Board meets 10 times per year at locations throughout the state.
THE CVSO ADVISORY COUNCIL
This body is the CVSOs direct link to the Board of Veterans Affairs. The Council is made up
of 10 members, who serve three-year terms. Members of the Council are appointed by the Board of
Veterans Affairs, after recommendations from the President of the CVSO Association. The members
of the Council choose the Chairman and Vice-Chairman of the Council.
The CVSO Advisory Council serves in an advisory capacity to the Board of Veterans Affairs.
From the CVSO perspective, the Council provides input and recommendations on matters before the
Board. The Council can also bring new issues before the Board for their consideration and/or action.
The CVSO Advisory Council is NOT a body of, or associated with, the State CVSO
Association. It is completely separate from the Association and can take action in cooperation with the
Association or take an independent or possibly opposite stand on any issue. Issues and concerns which
come before the CVSO Advisory Council and the State Association are often different and unrelated.
Any CVSO can present agenda items at any time for Advisory Council consideration.
2-1
THE WISCONSIN STATE ASSOCIATION OF CVSOs
This organization is the statewide organization comprised of all CVSOs and assistant CVSOs
who choose to belong, through the payment of the annual dues. The Association is structured and
regulated by its by-laws.
The State Association exists to accomplish several purposes. First, it provides a united vehicle
through which we can work to preserve and improve veterans' programs. By acting as a united
political force, the Association provides a means of expressing our collective opinions on issues and
concerns. Other goals are as follows: (a) to develop cooperation between individual CVSOs; (b) to
provide support to individual CVSOs when needed and appropriate; (c) to provide a means of
exchanging ideas and ongoing training at our spring and fall conferences.
In addition to the officers of the Association, there are also three standing committees as part of
the State Association's structure. The duties and responsibilities of each are defined and governed by
the by-laws.
THE EXECUTIVE COMMITTEE
This Committee is the governing body of the Association between the regular meetings of the
Association. The Committee is empowered to take action on any issue or concern which cannot be
addressed by the entire Association. The Executive Committee reviews issues to come before the
Association meetings and offers recommendations on proposed action to be taken by the Association.
The Committee also carries out the disposition of resolutions passed by the Association at the
conferences. The Executive Committee sets up the agendas for the Association's spring and fall
conferences.
Any CVSO may bring an issue or concern to any member of the Executive Committee and
request committee consideration and/or action. Thirteen CVSOs make up the Executive Committee as
dictated by the by-laws.
THE LEGISLATIVE COMMITTEE
This Committee is made up of three CVSOs. The Legislative Committee is tasked to reflect
and promote the majority view of the association as it relates to political or legislative issues, state or
federal.
Over the past few years, this committee has evolved as the legislative eyes and ears of the
Association, especially on state legislative action. This has become an extremely helpful and desirable
role.
2-2
The chairman and/or a member of this Committee gives legislative reports at all Executive
Committee meetings, Association Meetings, and meetings of the CVSO Advisory Council.
THE PROFESSIONAL STANDARDS COMMITTEE
This Committee is the newest standing committee and is also structured and regulated by the
by-laws. The purpose of this Committee is as follows: (a) to develop standards which will increase
the professionalism of the CVSOs; (b) to develop a standardized job description for CVSOs to be used
as a guide for development of specific CVSO job descriptions; and, (c) to perform other related
activities as deemed appropriate by the Association, Executive Committee, or the President.
This Committee by itself, or in cooperation with the Education Committee (should one be
appointed) plans and participates in the CVSO Schools at the Association Conferences.
2-3
THE AREA ASSOCIATIONS
There are currently four area associations; the Northwest, West, Southwest, & Southeast
CVSO Associations. These are regional area associations of the State CVSO Association, though no
formal structure from the State Association mandates the existence of these groups.
Basically, these area associations provide regional bodies that can facilitate additional training,
address regional issues, and allow for more frequent coordination and cooperation between the region's
CVSOs.
These area associations also bring issues of concern to the Executive Committee and/or the
State Association. Often most of the resolutions to be considered by the Association at the conference
come from the area associations.
Again, it should be noted that it is not the design of this outline to have included every possible
function or role of any of these groups. The intention was to illustrate how these bodies are structured
in relation to each other, and their primary functions. Most important is the understanding of the
difference between the functions of these groups, such as the CVSO Advisory Council is not a body of
or attached to the State CVSO Association or any of its committees.
2-4
WDVA: ORGANIZATION AND STRUCTURE
WISCONSIN DEPARTMENT OF VETERANS AFFAIRS
Agency Responsibility:
The Department provides health, educational and economic assistance to specified veterans of
the armed forces of the United States and their dependents. Included are low-interest home purchase,
construction and improvement loans; economic assistance loans for education, home repair, business,
debt consolidation, or essential economic aid; educational grants to all eligible veterans for part-time or
full-time study at schools within the state; retraining grants; health care and subsistence grants; a
veterans assistance program, a claims service; grants to service organizations that provide assistance to
veterans; assistance for incarcerated veterans and recently released veterans; operation of the
Wisconsin Veterans Homes, the Wisconsin Veterans Memorial Cemeteries and the veterans museums.
The Department serves an estimated 508,600 veterans living in Wisconsin, including 29,600
Persian Gulf veterans, 152,300 Vietnam era veterans, 83,100 veterans of the Korean Conflict, 140,500
World War II veterans, and 400 veterans of World War I.
Unit Functions:
The Division of Administration provides administrative services to the Department, including
direction of research and evaluation of existing programs; budget development, implementation and
control; data processing and information systems analyses and delivery; personnel administration;
labor relations; training and staff development; payroll administration; administration of employee
benefits; liaison to state and federal agencies; accounting and fiscal management; telecommunications;
purchasing and contractual services; space management; records management; fleet management and
other miscellaneous support.
The Wisconsin Veterans Home is located at King, Wisconsin. In continuous operation since its
founding in 1887 by the Wisconsin Department of the Grand Army of the Republic, the home has
about 750 members, over 75 percent of whom are veterans with the remainder being dependents.
Members receive complete personal, nursing, medical and rehabilitative care.
Facilities at the home include four licensed, modern skilled nursing care buildings: MacArthur
Hall, Olson Hall, Stordock Hall, and Ainsworth Hall. Other facilities include: 14 cottages for married
couples able to care for themselves, chapels, a post office, a theater, bowling alleys, a museum and a
library. Services include: complete medical and nursing care, therapies (physical, occupational,
activity/recreational, speech and respiratory), food services, laundry, social services, recreational and
social activities, and religious services.
The home also has an active volunteer program. In the last fiscal year, 461 volunteers
contributed in excess of 65,600 hours of service. (Equivalent paid staff benefits would approximate
$700,000 dollars.)
Members and their dependents are classified into specific care levels, depending on individual
needs. Some members require skilled nursing care, while others need one of four levels of
intermediate care. Those basically able to care for themselves are placed in domiciliary care. In recent
2-5
years, the home has been providing higher levels of nursing care for an increasing number of aging and
disabled members.
Membership at the home is open to veterans who have served honorably during a wartime
period specified in the Wisconsin statutes. Veterans who are permanently incapacitated due to age or
physical disability and those unable to follow any substantially gainful employment, who meet service
and residency criteria, and who apply income and resources to the cost of their care to the
extent required under Medicaid eligibility standards, may be admitted to the home. The spouses of
such veterans may also be admitted.
The home also operates the Wisconsin Veterans Memorial Cemetery. Any member of the
home, any honorably discharged veteran of any war who is a resident of the state at the time of death,
and any parent or surviving spouse (if application is made within six months after the veteran's death)
may be buried in the cemetery.
The Division of Veterans Programs includes four Bureaus: Claims, Collections, Loans and
Grants and Veterans Services.
The Bureau of Claims is co-located with the U.S. Department of Veterans Affairs regional
office at Milwaukee. The bureau assists Wisconsin veterans in the pursuit of claims against the federal
government for compensation, pension, education, back pay or any other problems arising from
military service. Representation by the claims office is free of charge to the Wisconsin veteran.
The Bureau of Collections is responsible for the collection of delinquent loan accounts, which
may involve acquisition, management and sale of real and personal property. Other responsibilities
include inspection and appraisal of real estate which is the subject of loan applications, and servicing
of the Veterans Trust Fund portfolio.
The Bureau of Loans and Grants administers the Department's Primary and Home
Improvement Home Loan Programs. The Primary Home Loan Program provides first mortgage 30year loans at a fixed rate of interest for the purchase or construction of private housing by qualified
Wisconsin veterans. It is financed principally through the sale by the state of self-amortizing lowinterest rate general obligation bonds.
The Home Improvement Loan Program was developed to provide qualified Wisconsin veteran
homeowners of low to moderate incomes with loans. Veterans with a minimum of 10% equity in their
homes may be eligible for $3,000 to $15,000 loans for 1 to 15 year terms. The loans must
substantially protect or improve the basic livability or energy efficiency of the property.
The Bureau of Loans and Grants also administers the department's Personal Loan Program, the
Part-Time Study, Vet-Ed, Retraining, Health Care Aid and Subsistence Aid Grant Programs.
The Personal Loan Program permits eligible veterans to borrow up to $25,000 at varied annual
rates of interest. The loan may be used for any purpose. The prior Economic Assistance Loan program
and the Personal Loan Program has provided more than 86,000 low-interest loans since it began in
1945.
2-6
The Part-Time Study Grant has been modified and now is managed under the Wisconsin G. I.
Bill program. Eight credits or less is part-time for a student with a bachelor's degree. Reimbursement
may be made for a variety of courses offered by schools accredited for the Guaranteed Student Loan or
Pell Grant by the U.S. Department of Education.
The Health Care Aid Grant is available to help pay the cost of Dental care,($2,500) Hearing
Aids, ($1,500 per ear) & Glasses ($500) for veterans who are unable to pay with their own resources.
The Subsistence Aid Grant provides money to veterans or surviving spouses and their families
to help pay basic costs of living when illness, injury or death causes a loss of income. Being
unemployed is not sufficient to qualify.
The Retraining Grant provides recently unemployed veterans who demonstrate financial need
with up to $3,000 per year to pursue a retraining program than can be completed within two years.
Retraining that can reasonably be expected to lead to gainful employment qualifies for this grant.
The Bureau of Veterans Services is responsible for marketing, grantsmanship, program
planning and contract monitoring. It consists of the Outreach, Troops to Teachers, and Veterans
Assistance Sections.
The Veterans Assistance Program is to help military veterans who are homeless or at risk of
becoming homeless obtain steady employment and affordable housing to reintegrate into the
community. Veterans Assistance centers are located at five sites throughout the state.
The Troops to Teachers Program is designed to help separated members of the Armed Forces
obtain alternative certification and employment as teachers or teachers aides. These men and women
will transfer their knowledge, instructional and organizational skills to the classroom as well as provide
positive role models for students.
An assisted-living or community-based residential facility for veterans may utilize
existing buildings on the campus of the Southern Wisconsin Center. This will not be as
comprehensive as the facility at King, but will be a retirement community for veterans and spouses
who don't require skilled nursing care but may require help or special accommodations to operate their
households. Obviously this facility has now been developed and is up and running. The Veterans
Home in Union Grove has offered Adult Day Care for the past couple of years, and some assisted
living services. A new 120 Bed Skilled Nursing facility has now been opened and is operational.
Wisconsin Veterans Museum, dedicated to the citizen-soldiers of our state, is located at 30 W.
Mifflin Street in Madison. The facilities have been expanded to include artifacts from the Civil &
Spanish-American Wars, WW I, WW II, Korean, Vietnam & Persian Gulf Wars. A changing exhibits
gallery dealing with various historical themes has also been added. In addition to numerous artifacts,
the galleries contain three large dioramas and over sixty-five individual figures. The Museum is open
to the public Tuesday through Saturday: 9:30 a.m. to 4:30 p.m., Sundays (April through September):
Noon to 4:00 p.m., and closed on Mondays and Holidays. The Museum also maintains and displays
veterans artifacts at the King Veterans Home in several permanent displays.
2-7
SECTION 3: THE OUTREACH FUNCTION
INDEX
SECTION
SUBJECT
PAGES
1.
Outreach
3-1 to 3-2
2.
Outreach Efforts
3-3
OUTREACH
For most County Veterans Service Offices, there is very little distinction between outreach and public
relations. However, it is helpful to think of your outreach program as an attempt to connect specific
veterans with specific programs while your public relations activities are directed toward making your
office and programs more visible within the veterans' community. The amount of outreach done by
your office is limited only by the amount of time, budget and energy you are willing to expend on
outreach activities.
Personal contact is the key to development of a good outreach effort. It is probably out of the question
for most CVSOs to have someone out knocking on doors looking for veterans. Therefore, we must
rely on personal contacts with media personnel and organizations. Through these contacts, referrals
can be developed both to and from the CVSO.
Traditionally, veterans have received benefits and program information through the veterans'
organizations such as the VFW, American Legion and DAV, and other Veterans Service
Organizations. These organizations' monthly publications give the veteran an idea as to what is
available and normally suggest contacting post service officers. The CVSO needs to establish personal
contact with the various post service officers of these organizations so that the benefit applications and
questions are directed to the CVSO. This referral can be accomplished by the CVSO visiting local
posts and by holding a Service Officers Night or workshop for the various organizations. We should
keep in mind that the auxiliary units of the veterans organizations can also be a good source of contact
in any outreach effort.
Contact with your local labor unions as well as fraternal, social and religious organizations should be a
part of any outreach effort. In many cases, veteran members of these groups are more active than they
are in veterans organizations. Contact with these organizations (Lions Club, JC's, etc) brings the
CVSO into contact with a greater variety of individuals who in turn have contact with a greater variety
of veterans. The CVSO can make a presentation at one of the organization's meetings concerning
programs of interest to the membership. For instance, with the JC's, one could speak on the topics of
business loans, on-the-job-training and part-time study benefits. Such programs may give you direct
contact with veteran members or with a referral to someone who may be in need of your assistance.
Direct and indirect contact with your local hospitals and nursing homes will not only bring in potential
pension and medical claim, but referrals for loans as well. Let the admissions, accounting and social
work offices know that you are available to assist them with problems relating to veterans and their
dependents. You could assist in development of a question on an application which would identify
persons who may need your assistance. Personal contact with these facilities is also helpful when you
need a medical statement or copies of records.
Frequently, a nursing home will publish a newsletter which shows patient birthdays anniversaries and
admissions. If you cannot work directly with the facility, ask to be put on their mailing list so that you
can get this information. If you spot the name of a veteran or dependent in the publication, you can
contact the facility or the family to get pension or medical benefits applications going.
If you have a college or vocational campus in your area, it is wise to develop contact with the
admissions, registrar and financial aids offices. Although you may not be directly involved in GI Bill
benefits, this contact can lead to contacts for medical benefits or loans for student veterans, their
3-1
dependents and facility personnel. The same is true of contact with your local National Guard and
Reserve units. Many of their members also have active duty time, which qualifies them for veterans
benefits.
Of course, working with your local county, state, and federal agencies is always good policy when it
comes to outreach. This is a two way street with referrals between the CVSO and other agencies.
Personal contact with individuals in Social Services, 51.42 Board and area aging agencies will bring
you veterans in need of specific types of assistance.
Several CVSOs have developed office newsletters or bulletins and have regular information articles in
publications from other agencies. These articles do not need to address specific programs. For
instance an article concerning the various veterans memorial projects may generate contacts with
individuals wanting more information on the memorial. Occasionally, these individuals need other
assistance as well. That individual may also have a friend or relative who does not want to contact you
directly, but is in need of assistance.
As stated at the beginning of this section, what the individual CVSO does in the area of outreach
depends on how much effort that CVSO is willing to expend.
3-2
OUTREACH EFFORTS:
1.
Indirect contact through:
a.
b.
c.
d.
2.
Electronic media - interviews, call-in programs, etc.
Print media - advertising from VA and WDVA, CVSO articles
Organizational, agency or facility newsletters, Church Bulletins
CVSO newsletters, business cards & pamphlets at clubhouses
Direct, personal contact through:
a.
b.
c.
d.
e.
f.
g.
h.
Veterans organizations & auxiliaries (VFW, DAV, Legion, etc.)
Non-veteran fraternal, social & religious organizations (Elks, etc.)
Hospital & nursing home admissions, social workers & bookkeepers
School admissions, financial aids & registrar offices
Labor unions
National Guard & Reserve units
Local media reporters & editors
Other government agencies (Social Services, Job Services, etc.)
3-3
SECTION 4: PUBLIC RELATIONS
INDEX
SECTION
SUBJECT
PAGES
1.
Public Relations
4-1 to 4-3
2.
Summary
4-4
PUBLIC RELATIONS
Public relations can best be defined as "Public Image." The goal of effective public relations is to
increase awareness. Ideally, this awareness would be of both our presence in the community, as well
as of the programs and the information that we have to offer. Public relations has become an essential
tool in fostering an effective operation.
Prospective clients need to know; where you are located, when you are open for business, how you can
be reached, what you have to offer, and why they would want to see you. The image of how
accessible you are, and to what extent you are committed to your work, can easily be established
through effective public relations. Obviously, the better the image the more confident clients will feel
in approaching you and requesting assistance or information.
Public relations and outreach are sometimes confused. There certainly is an interrelationship, but in
the interest of simplicity, public relations can be defined as an image perception. Outreach is a type of
job performance; an additional means of reaching and serving the veteran and his/her dependents. Of
course, such action affects public relations at the same time.
This section is not intended to be an all inclusive manual on how to conduct public relations. These
ideas are general in nature, and CVSOs must make adjustments to accommodate the various
limitations and resources in their particular area. The purpose of this section is to illustrate the
importance of good public relations and its relationship to professionalism.
WAYS OF DEVELOPING GOOD PUBLIC RELATIONS
Develop a close working relationship with your county veterans' service organizations
Being a veteran is important enough to the members of these organizations that it merits their
membership and activity. The members of these organizations can be valuable allies, and a possible
source of help.
These relationships can be developed by attending each post's or chapter's meetings periodically
throughout the year. Perhaps this can only be once or twice per year, but it can be well worth the
effort. Many counties have Allied Veterans Councils. But periodic contact with individual posts and
chapters is still very important.
If attending post or chapter meetings is not possible, you should establish a means of getting
information to these organizations on a regular basis. Information regarding program explanations or
important program changes can easily be sent on a regular basis. Whether they use this information is
not important. What is important is that you have done all you can to ensure that the information is
available. Additionally, by giving it to them, you make them a partner in getting this information out
to other veterans. Remember, these members are a direct source of referrals. Often they know of
veterans who need help but you don't know about. With a little information, they now feel that they
can help because they know what you can do.
4-1
Another idea is to prepare a program, or provide a general guide to veterans' programs specifically for
the organization's service officer. They might already have this information in their manuals. They
might read your information. Here again, what is important is that you made the effort. You are
telling them that their position is important.
Working with the auxiliaries is just as important. They can be excellent motivators. After a
presentation to an auxiliary, there may be an increase in veterans' inquiries. Sometimes, the only way
to ensure that a veteran takes advantage of a program is to tell his spouse about it. Also by working
with the auxiliaries, you are also recognizing their vested interests in the matters that affect veterans.
We all know that there are problems between organizations from time to time, or perhaps all of the
time. Though it may be difficult, neutrality must be maintained to remain effective.
Media Usage
The use of media to inform the public is another very important tool. It increases awareness about the
impact of the veterans service office on the county. It is a good idea to release your annual report to
the media. You never can tell when this will come in handy. It is important to develop media contacts
which reach all segments of the public.
Radio call-in programs are very useful. In the smaller markets and rural areas, there seems to be an
increase in these types of programs. In addition to providing information on the various veterans'
programs, you can also participate with other guests in discussions about problems that veterans'
programs are designed to help.
Many times local stations will run public service announcements which can be 10, 15, or 30 seconds in
length. These can be developed as "lead ads" which simply tell veterans they may have a reason to see
you. For example: "Veterans, looking for a home loan? How about a fixed interest loan? See your
County Veterans Service office for details." While these ads are not usually run in "prime time", they
will be heard. When there is more than one station in a market, approach them all. What you are
looking for is a broad audience mix.
If radio stations have a local news broadcast, you can announce significant program changes as news
items on these broadcasts. Changes in interest rates, or loan proceeds, or new program funding are all
newsworthy.
The Print Media offer hundreds of opportunities. In addition to the weekly or monthly article in the
local paper, there are other publications which are often overlooked, such as shoppers' guides, other
agencies' newsletters, or publications aimed at a specific audience or group. An article about veterans'
programs or changes in programs are used as news stories, and this type of coverage is free.
Print media also will run news stories covering events such as seminars, veterans' organizations
projects, etc. Even though you often participate in such things as a member of the organization, try to
get your position or office mentioned. This illustrates community involvement, and an "outside the
office" presence of cooperation and unity with the groups.
4-2
Many organizations publish the minutes of their meetings in the local paper. If you are a speaker, or
participant in their activities, make sure that this gets into the minutes. This reaffirms your
commitment, willingness to be involved, and your expertise.
If you find yourself with the need to publicize an event, or a project, don't overlook church bulletins.
This really works! Most churches will be happy to print a blurb on a local event.
Television is a more difficult medium to access. However, with the proliferation of cable TV services,
local cable access is often easier. Of course, each service has its own rules on what they will put on,
but it is possible to announce special events or meetings.
Contacts with local network affiliates should be cultivated and used whenever possible. Here also,
metro, urban, and rural markets will differ, which affects access, coverage and cooperation.
4-3
SECTION 5: RESOURCES
INDEX
SECTION
SUBJECT
PAGES
1.
Recommended Resources for CVSOs – Printed
5-1 to 5-3
2.
Recommended Resources for CVSOs – Telephone
5-4
3.
Recommended Resources for CVSOs – Periodicals
5-5
4.
Toll free & other Telephone Numbers
5-6 to 5-7
5.
State Departments of Veterans Affairs
5-8 to 5-13
6.
Internet Sites
5-14 to 5-16
RECOMMENDED RESOURCES FOR CVSOs
1)
Title 38 USC - Pensions, Bonuses and Veterans Relief
2)
Set of Current Wisconsin Statutes
3)
PG 21-1 - Education Practices
Practices and Procedures
4)
Consolidated Addresses and Territorial Bulletin
5)
1B 2151 - Service Organization Representatives Accredited
6)
M 242 - Insurance Operations part 42. NSLI Dividends (year)
7)
VA Pamphlet 1-1 - Appeals Regulations and Rules of Practice
8)
Index to VA Publications
9)
IB 1756 - Physicians Guide for Disability Evaluation Exams
and
Procedures,
Ratings
and
10)
VVA Guide to Veterans Benefits
11)
VA Rating Tables
12)
Certification of Students under VA Laws
13)
DVB Circulars
14)
M21-1 - Adjudication Procedures Comp Pension
Amounts Burial Allowances and Special Ratings
15)
M21-2 Part 1 - Revised Education Procedures and Authorization
Procedures
16)
USDVA Bulletins
17)
Medical Dictionary
18)
DIC
Federal Benefits for Vets and Dependents
19)
Any POST Service Officer Guide
20)
H27-73-1 - Handbook for Veterans Benefits Counselors
21)
King Veterans Home AODA Manual
22)
Armed Forces Locator Directory
23)
Chapter 45 State Administrative Code
5-1
Accrued
24)
Various USDVA Pamphlets
25)
State Veterans Benefits Brochures (WDVA)
26) Community Resources Guide, e.g., DILHR's Employment Review for
your area; DOA's An Inventory of Services For Individuals In Need
of Housing
27)
Blue Book
28)
Bid Sheet of CVSO Conferences
29)
Rollodex and Telephone Listing
30)
WDVA Lenders Manual
31)
M-27-1 - Veteran Service Division Operations
32)
M 29-2 - Insurance Operations
33)
Government Life Insurance Programs for Veterans & Members of
the Service
34)
Veterans Re-employment Rights Handbook
35)
CVSO Directory
36)
SSH 05-10135 - Social Security Handbook "Rights and Reality"
(information on SSI, SS, DHSS, etc.)
37)
Champus Handbook
38)
Champva Handbook
39)
Retired Military Personnel Handbook
40)
Local City Directories
41) "What Every Veteran Should
supplement;
NVLSP "Self Help Guides"
Know"
annual
42)
Vietnam Vet Survival Guide
43)
U.S. Zip Code Manual
44)
U.S. Map for County Seat locations
45)
Community Services Directory (for local area)
46)
Consumers Resource Directory
5-2
book
&
monthly
47)
First Call for Help Directory
48)
UW Small Business Development Center Manual
49)
US Small Business Administration booklets, etc.
5-3
RECOMMENDED RESOURCES FOR CVSOs
50)
Department
of
Veterans
Affairs,
Handbook
for
Veterans
Counselors, Handbook H-27-73-1 and Changes. Veterans Benefits
Administration, Washington, DC 20420, June 1984
51)
Dorland's Illustrated Medical Dictionary; 26th Edition; W.B.
Saunders Co., Philadelphia, 1981
52)
Ronald B. Abrams, et al; Veterans Benefits Manual (Volume I
and II):
An Advocate's Guide to Representing Veterans and
Their Dependents, National Veterans Legal Services Project;
Washington, DC, 1991. Also, Veterans Advocate Newsletter.
53)
Diagnostic and Statistical Manual of Mental Disorders (Third
Edition
Revised):
DSM-III-R,
American
Psychiatric
Association, Washington, DC, 1987.
Fourth Edition - DSM IV,
1994.
54)
The Merck Manual of Diagnosis and Therapy (Fifteenth Edition)
Merck Sharp & Dohme Research Laboratories, Division of Merck &
Company, Inc., Rahway, NJ, 1987.
55)
Henry Campbell Black, M.A., Black's Law Dictionary
Edition), West Publishing Co., St. Paul, MN, 1990.
56)
(Thirty-seventh
Gray's
Anatomy
Livingstone, New York, 1989.
57)
Where to Write for Vital Records - Births, Deaths, Marriages
and Divorces, DHSS Publication No. (PHS) 90-1142, U.S.
Department of Health & Human Services, Public Health Service,
Hyattsville, MD, June 1990.
58)
VA Physician's Guide for Disability Evaluation Examinations,
Department of Medicine and Surgery, Washington, DC, 1985.
59)
Title 38 - Code of Federal Regulations -- Pensions, Bonuses,
and Veterans' Relief, (2 volumes) - Parts 0 - 17 and 18 - End,
Superintendent of Documents, U.S. Government Printing Office,
Washington, DC, 1992.
60)
Agent Orange Review, USDVA periodical.
61)
Persian Gulf Review, USDVA periodical.
62)
DAV.
Edition),
(Sixth
Churchill
Post Traumatic Stress Disorder, A Handbook For Clinicians,
TELEPHONE
5-4
All local telephone books within service area
Telephone directories of all WI VA hospitals
Private directory of phone numbers of those "People who can make
things happen"
State of Wisconsin Agency & Employees phone book
RECOMMENDED RESOURCES FOR CVSOs
MAGAZINE/PERIODICALS
All traditional Veteran Organizations' Magazines
All Wisconsin Veteran Newspapers
All local Veteran Organization Newsletters
WACVO (Wisconsin Association of Concerned Veteran Organizations)
Highground (Wisconsin Vietnam Veterans Memorial)
Office of Personnel Management U.S. Federal Job Listings
At Ease (Wisconsin National Guard Newspaper)
Journal of Electronic Defense
Wisconsin Counties
AX-POW Bulletin
Veterans Outlook (Bravo)
Vets Grape Vine (UW-Vets Newsletter)
Wisconsin Corporate Reports
Veterans Advocate (NVLSP)
5-5
TOLL FREE PHONE NUMBERS
Agent Orange - Settlement
- Class Assist Program
800/225-4712
202-289-6173
CHAMPUS (Beneficiaries)
(Providers)
800/842-4333
800/962-2914
CHAMPVA
800/331-9935
DEERS
800/538-9552
Fort McCoy - ID Cards
Retirement Services
800/362-8199 Ext 3224
800/362-8199 Ext 3716
Granite Grave Markers
(Columbus Marker Works)
800/647-1056
Homeless Veterans, Nat'l Coalition for
800-VET-HELP
Selective Service
800/621-5388
Small Business Administration
800/368-5855
Social Security
800/234/5772
VA Regional Office, St. Paul
800/692-2121
VA Insurance Center, Philadelphia
800/669-8477
VA Regional Office, Milwaukee
800/827-1000
VFW Insurance
800/821-2606
Vocational Rehabilitation Services
800/362-9611
Vocational School System Information
800/472-0024
WDVA Delinquent Loan Information
800/937-8821
WDVA Veterans Line
800-WIS-VETS
Wisconsin Legislative Hot Line
800/362-9696
Women in Milwaukee Service of America
800/222-2294
OTHER PHONE NUMBERS
5-6
American Legion Insurance
312-346-9300
National Archives (Activity Reports)
301/763-7410
Pearl Harbor Survivors Assoc.
415/934-3090
POWs Family Hotline
202-653-0133
PTSD, Nat'l Center for PTSD, Behavioral
3227
Science Div., Boston VA Medical Center
617-232-9500
SGLI Death Claims
210/877-8835
VA Monument Service
202/275-1495
VA Insurance Center, St. Paul
612/725-3311
Veterans Re-employment Rights
608/266-3999
Veterans Employment Services
608/266-3110
WIS Nat. Guard, Adjutant General
608/241-6300
5-7
EXT.
State Directors of Veterans Affairs
ALABAMA
Department of Veterans Affairs
P.O. Box 1509
Montgomery, Alabama 36102-1509
(334) 242-5077
FAX: (334) 240-5102
ALASKA
Division of Veterans Affairs
Department of Military and Veterans
Affairs
P.O. Box 5800
Ft. Richardson, Alaska 99505-5800
(907) 428-6015
FAX: (907) 428-6019
AMERICAN SAMOA
American Samoa Veterans Affairs
P.O. Box 8586
Pago Pago, American Samoa 96799
001 (684) 633-4206
ARIZONA
Director of Veterans Affairs
Arizona Veterans Service Commission
3225 North Central Avenue, Suite 910
Phoenix, Arizona 85012
(602) 255-3373
FAX: (602) 255-1038
ARKANSAS
Department of Veterans Affairs
c/o VA Regional Office, 700 East 9th
Street
P.O. Box 1280
North Little Rock, Arkansas 72215
(501) 370-3820
FTS: (501) 740-3820
FAX FTS: (501) 7403876
or (501) 370-3876
CALIFORNIA
Department of Veterans Affairs
1227 "O" Street, Room 300
Sacramento, California 95814
(916) 653-2158
FAX: (916) 327-3136
COLORADO
Division of Veterans Affairs
Department of Social Services
789 Sherman Street, Suite 460
Denver, Colorado 80203-1714
(303) 894-7474
FAX: (303) 863-0838
CONNECTICUT
Department of Veterans Affairs
287 West Street
Rocky Hill, Connecticut 06067
(203) 721-5891
FAX: (203) 721-5904
DELAWARE
Delaware Commission of Veterans
Affairs
P.O. Box 1401
Old State House - The Green
Dover, Delaware 19903
(302) 739-2792
FAX: (302) 739-3811
DISTRICT OF
COLUMBIA
Department of Veterans Affairs
Regional Office
1120 Vermont Ave. N.W.
Washington, D.C. 20421
1 800 827-1000
(202) 418-4343
State Directors of Veterans Affairs (continued)
5-8
FLORIDA
Division of Veterans Affairs
P.O. Box 1437
St. Petersburg, Florida 33731
(813) 893-2440
FTS: (813) 826-3354
FAX: (813) 893-2497
GEORGIA
Department of Veterans Service
Floyd Veterans Memorial Bldg., Suite
E-970
Atlanta, Georgia 30334
(404) 656-2300
FAX: (404) 656-7006
GUAM
Office of Veterans Affairs
Government of Guam
P.O. Box 3279
Agana, Guam 96910
(671) 472-6002
FAX: (671) 477-4826
HAWAII
Office of Veterans Services
Suite 100
919 Ala Moana Boulevard
Honolulu, Hawaii 96814
(808) 587-3000
FAX: (808) 587-3009
IDAHO
Division of Veterans Affairs
P.O. Box 7765
Boise, Idaho 83707
(208) 334-5000
FAX: (208) 334-4753
ILLINOIS
Department of Veterans Affairs
833 South Spring Street
Springfield, Illinois 62794-9432
(217) 782-7937
FAX: (217) 782-2589
INDIANA
Department of Veterans Affairs
302 W. Washington St., Rm. E-120
Indianapolis, Indiana 46204
(317) 232-3910
FAX: (317) 232-7721
IOWA
Commission of Veterans Affairs
7700 N.W. Beaver Drive
Camp Dodge
Johnston, Iowa 50131-1902
(515) 242-5331
FAX: (515) 242-5659
KANSAS
Kansas Veterans Commission
Jayhawk Tower, Suite 701
700 S.W. Jackson
Topeka, Kansas 66603-3150
(913) 296-3976
KENTUCKY
Department of Military Affairs
Division of Veterans Affairs
Boone National Guard Center
Frankfort, Kentucky 40601-6168
(502) 564-8514
FAX: (502) 588-4448
5-9
State Directors of Veterans Affairs (continued)
LOUISIANA
Department of Veterans Affairs
P.O. Box 94095
Capitol Station
Baton Rouge, Louisiana 70804-4095
(504) 342-5866
FAX: (504) 922-0511
MAINE
Division of Veterans Services
State Office Building
Station #117
Augusta, Maine 04333
(207) 626-4469
FAX: (207) 289-4079
MARYLAND
Maryland Veterans Commission
Federal Building, Room 110
31 Hopkins Plaza
Baltimore, Maryland 21201
(410) 962-4700
FTS: (410) 922-4700
FAX: (410) 333-1071
MASSACHUSETTS
Department of Veterans Service
100 Cambridge Street, Room 1002
Boston, Massachusetts 02202
(617) 727-3570
FAX: (617) 727-5903
MICHIGAN
Michigan
611 West
P.O. Box
Lansing,
(517) 335-1634
FAX: (517) 373-3130
MINNESOTA
Department of Veterans Affairs
Second Floor
Veterans Service Building
St. Paul, Minnesota 55155-2079
(612) 296-2562
FAX: (612) 296-3954
MISSISSIPPI
State Veterans Board
4607 Lindberg Drive
State Veterans Home
Jackson, Mississippi 39209
(601) 354-7205
FAX: (601) 354-6060
MISSOURI
Division of Veterans Affairs
P.O. Drawer 147
Jefferson City, Missouri 65102
(314) 751-3343
FAX: (314) 751-6836
Veterans Trust Fund
Ottawa
30026
Michigan 48909
Request DD 214 from:
Lt. Colonel (Ret.) Glenn McVey
Chief of Archives
Records Department
Office of the Adjutant General
1717 Industrial Drive
Jefferson City, Missouri 65109-1468
5-10
(314) 751-9546
(314) 751-9513
State Directors of Veterans Affairs (continued)
MONTANA
Veterans Affairs Division
Department of Military Affairs
P.O. Box 5715
Helena, Montana 59604
(406) 444-6926
FAX: (406) 444-6973
NEBRASKA
Department of Veterans Affairs
P.O. Box 95083
State Office Building
Lincoln, Nebraska 68509
(402) 471-2458
NEVADA
Commission for Veterans Affairs
1201 Terminal Way #108
Reno, Nevada 89520
(702) 688-1155
FTS: (702) 784-5238
FAX: (702) 688-1656
NEW HAMPSHIRE
State Veterans Council
359 Lincoln Street
Manchester, New Hampshire 03103-4901
(603) 624-9230
NEW JERSEY
Deputy Commissioner for Veterans
Affairs
Department of Military & Veterans
Affairs
Eggert Crossing Road CN340
Trenton, New Jersey 08625-0340
(608) 530-7045
FAX: (609) 530-7100
NEW MEXICO
Veterans Service Commission
P.O. Box 2324
Santa Fe, New Mexico 87503
(505) 827-6300
FAX: (505) 827-6372
NEW YORK
Division of Veterans Affairs
Suite 2836
5 Empire State Plaza
Albany, New York 12223-1551
(518) 474-3727
FAX: (518) 473-0379
NORTH CAROLINA
Secretary for Veterans Affairs
Division of Veterans Affairs
Suite 1065, Albemarle Building
325 North Salisbury Street
Raleigh, North Carolina 27603
(919) 733-3851
FAX: (919) 733-7058
NORTH DAKOTA
Department of Veterans Affairs
P.O. Box 9003
1411 32nd Street
Fargo, North Dakota 58106-9003
(701) 239-7165
FAX: (701) 239-7166
OHIO
Office of Veterans Affairs
State House Annex, Room 11
Columbus, Ohio 43215
(614) 466-5453
FAX: (614) 466-9354
5-11
State Directors of Veterans Affairs (continued)
OKLAHOMA
Department of Veterans Affairs
P.O. Box 53067
Oklahoma City, Oklahoma 73152
(405) 521-3684
FAX: (405) 521-0239
OREGON
Department of Veterans Affairs
700 Summer Street, NE
Salem, Oregon 97310-1270
(503) 373-2388
FAX: (503) 373-2362
PENNSYLVANIA
Department of Military Affairs
Fort Indiantown Gap
Annville, Pennsylvania 17003-5002
(717) 865-8901
FTS: (717) 593-3400
FAX: (717) 865-8589
PUERTO RICO
Public Advocate for Veterans Affairs
Cobians Plaza Building, Suite "WM"
1603 Ponce de Leon Avenue
Santurce, Puerto Rico 00909
(809) 725-4400
RHODE ISLAND
Veterans Affairs Office
Metacom Avenue
Bristol, Rhode Island 02809
(401) 253-8000
FAX: (401) 254-1340
SOUTH CAROLINA
Department of Veterans Affairs
227 Brown State Office Building
1205 Pendleton Street
Columbia, South Carolina 29201
(803) 734-0200
FAX: (803) 734-0197
SOUTH DAKOTA
Division of Veterans Affairs
425 East Capitol
Pierre, South Dakota 57501-5083
(605) 773-3269
FAX: (605) 773-5380
TENNESSEE
Department of Veterans Affairs
215 Eighth Avenue, North
Nashville, Tennessee 37203
(615) 741-2930
FAX: (615) 255-1551
TEXAS
Veterans Affairs Commission
P.O. Box 12277, Capitol Station
Austin, Texas 78711
(512) 463-5538
FAX: (512) 475-2395
UTAH
Office of Veterans Affairs
324 South State Street #103
Salt Lake City, Utah 84111
(801) 538-8700
VERMONT
Veterans Affairs Office
State Office Building
120 State Street
Montpelier, Vermont 05602-4401
(802) 828-3379 or
(802) 828-3381
VIRGINIA
Department of Veterans Affairs
210 Franklin Road SW, Room 1012
P.O. Box 809
Roanoke, Virginia 24004
(703) 857-7104
FTS: (703) 937-6396
FAX: (703) 982-4309
State Directors of Veterans Affairs (continued)
5-12
VIRGIN ISLANDS
Office of Veterans Affairs
22 Hospital St. Christian St. E/O
St. Croix, Virgin Island 00802
(809) 773-6663
FAX: (809) 778-7978
WASHINGTON
Department of Veterans Affairs
P.O. Box 9778, PM-41
505 East Union
Olympia, Washington 98504-9778
(360) 753-5586
WEST VIRGINIA
WV Division of Veterans Affairs
1321 Plaza East, Suite 101
Charleston, West Virginia 25301-1400
(304) 558-3661
WISCONSIN
Department of Veterans Affairs
P.O. Box 7843, 30 West Mifflin
Street
Madison, Wisconsin 53707-7843
(608) 266-1311
FAX: (608) 267-0403
WYOMING
Council of Veterans Affairs
1819 Park Avenue
Cheyenne, Wyoming 82007
(307) 777-606
5-13
OFFICE AND WEB RESOURCES
9/16/03
Wisconsin County Veterans Service Officer website: Private forum and benefit
information. www.wicvso.org
National County Veterans Service Officer website: Private forum and training manual
online. www.nacvso.org
Wisconsin Department of Veterans Affairs: State benefit information and forms. www.dva.state.wi.us/
Department of Veterans Affairs: www.va.gov
Federal Benefits for Veterans and Dependents: This pamphlet describes the variety of federal
benefits available to veterans and dependents. Obtained from VA or online at
www.va.gov/opa/f'eature/index.htm
Veterans Benefits Manual l-800-83 3-9844. This exhaustive manual is an indispensable guide for advocates
who help veterans and their families obtain benefits from the VA. The manual can be ordered with the Title
38 and CFR included on CD-ROM or separate in hard copy. www.nvlsp.org www.lexisnexis.com
The Veterans Advocate 1-800-833-9844. A veterans law and advocacy joumal. A joumal that
covers current veteran law cases and interpretations for application for veteran benefits.
www.nvlsp.org
-
Code of Federal Regulations 38 CFR, part 0 to 17. Order from the Government Printing Office at 414297-1304
What Every Veteran Should Know and supplements: A more concise book discussing veterans benefits.
Veterans Information Service, P.O. Box 111, East Moline, lL 61244-0111 or Telephone/fax (309) 757-7760
www.vetsinfoservice.com
MERCK Manual: Used for research of medical information. This resource may offer medical treaties to
help
Provide a nexus between in-service symptoms and eventual diagnosis. It may also offer medical treatise to
help
establish secondary service connection.
www.merck.com/pubs/mmanual/
MEDLINE plus: MEDLINE pIus by the National Institutes of Health. This resource may offer medical
treaties to help provide a nexus between in-service symptoms and eventual diagnosis. It may also offer
medical
treaties to help establish secondary service connection. www.nlm.nih.gov/medlineplus
WEBMED: WebMd is a user-friendly website with broad multiple sources. The articles and search engine
5-14
capability are excellent. www.webmd.com
DSM-IV: Diagnostic Criteria for the most common mental disorders including: description, diagnosis,
treatment, and research findings. This list is a shortened version (incomplete)of the Diagnostic and Statistical
Manual of Mental Disorders Fourth Edition (DSM-IV), published by the American Psychiatric
Association,Washington D.C., 1994, the main diagnostic reference of Mental Health professionalism the
United States of America. www.psychologynet.org/dsm.html
SEPARATION CODES: A “Separation Code” is a numerical or alphabetic code which defines the reason a
Discharge was granted. While the primary factor on whether or not one can reenlist lies with the RE Code,
the services also use the Separation Codes to determine whether or not one is eligible. An individual's
Separation Code and RE Code can normally be found on the DD Form 214, Record of Discharge.
www.usmilitary.about. corn/library/milinfo/b1codemenu.htm
CFR Services available online via GPO Access: www.access.gpo.gov/naralcfrlcfr-table-search.html
Web Automated ReferenceMaterial: VA manuals and forms online. www.warms.vba.va.gov
National Center for Post Traumatic Stress Disorder: The National Center for Post-Traumatic Stress
Disorder (PTSD) was created within the Department of Veterans Affairs in 1989, in response to a
Congressional mandate to address the needs of veterans with military-related PTSD. Its mission was, and
remains: to advance the clinical care and social welfare of America's veterans through research, education,
and training in the science, diagnosis, and treatment of PTSD and stress-related disorders. This website is
provided as an educational resource concerning PTSD and other enduring consequences of traumatic stress.
www.ncotsd.org
On-line Medical Dictionary: http://cancerweb.ncl.ac.uk/omd/
Medical Terms Dictionary: www.medterms.com/script/main/alphaidx.asp?p=A_DlCT
Federal Government Forms: FedForms.gov provides “one-stop-shopping” for the Federal forms most used
by the public. www.fedforms.gov
TRICARB: Retiree healthcare program. http://tricare.osd.mil/mhshome.cfrn
TRICARE HANDBOOK: www.tricare.osd.mil/TricareHandbook/
DELTA DENTAL PROGRAM: Retiree dental program. www.ddpdelta.org/
CHAMPVA: CHAMPVA is a healthcare benefits program for
1
Dependents of veterans who have been rated by VA as having a total and permanent disability,
2
Survivors of veterans who died from VA-rated service-connected conditions, or who at the time of
death were rated permanently and totally disabled from a VA-rated service-connected condition; and
3
Survivors of persons who died in the line of duty and not due to misconduct who are not otherwise
entitled to DOD Tricare benefits. Under CHAMPVA, VA shares the cost of covered healthcare services and
supplies with eligible beneficiaries.
5-15
The administration of CHAMPVA is centralized to the Health Administration Center in Denver, Colorado.
Due to the similarity between CHAMPVA and TRICARE (formally known as CHAMPUS--a program
administered by the Department of Defense for military retirees as well as families of active duty, retired,
and deceased service members),the two programs are easily and often mistaken for each other. Please note
that CHAMPVA is separate from TRICARE and that there are distinct differences between them.
www.va.gov/hac/champva/champva.html
Military Almanacs: You can order almanacs for the Uniformed Services, Reserve, National Guard and
Retired Military. These almanacs cover entitlements for each of the mentioned entities. The guides are $7.95
each. www.militaryalmanac.com/default.htm
Hepatitis C Veterans: This site is provided by Veterans of the United States Military with Hepatitis C
(HCV)
to assist fellow Vets/ Active Military and Dependents with awareness to the Hep C virus exposure methods
during military service. JET INJECTOR information http://www.hcvets.com/
Veterans Resource: This website has links to all service and state organizations and much more.
www.vetsresource.com/
The Moving Wall Home Page
http://www.themovingwall.org/
The Vietnam Veterans Memorial Wall Page
http:/thewall-usa.com/
The National Academies: Advisors to the nation on Science, Engineering and Medicine.
http://www.nas.edu/
US Court of Appeals for Veterans
http://www.vetapp.uscourts.gov/
Medal of Honor Bravest of the Brave http://www.medalofhonor.com/
Casualty Reports
http://www.no.quarter.org
5-16
Additional Information
& Internet Information
National Archives and Records Administration
Code of Federal Regulations
www.access.gpo.gov/nara/cfr
Published federal regulations, including 38 C.F.R.,
used by VA
The Office of the Law Revision Counsel
U.S. House of Representatives
Uscode.house.gov/usc.htm
Search and print the United States Code, including 38
U.S.C., used by VA
Information about Veteran’s Benefits
1-800-827-1000
Information about your appeal at the Board
1-202-565-5436
VA Salutes America’s Veterans
Thank you for your service to our country
5-17
Additional Information
& Internet Resources
The Department of Veterans Affairs
www.va.gov
Information about VA, pamphlets and forms online,
BVA decisions
The Veterans Benefits Administration
www.vba.va.gov
Benefits information, links to VA forms, regulations
United States Court of Appeals for Veterans Claims
www.vetapp.uscourts.gov
Court cases, information on how to appeal a BVA
decision, information on filing an appeal with the
Court
Department of Veterans Affairs – Electronic FOIA
reading room www.va.gov/foia/
Links, answers to a number of VA issues
5-18
World Wide Web Links
VA home page......................................................................... http://www.va.gov
VA consumer affairs …………………..http://www.va.gov/customer/conaff.asp
VA public affairs and special events ……….………..... http://www.va.gov/opa/
VA Benefits and Health Care Information:
VA compensation and pension benefits…...........http://www.vba.va.gov/bln/211
VA benefits on-line application................... http://vabenefits.vba.va.gov/vonapp
Health benefits and services................................. http://www.va.gov/vbs/health/
Health benefits eligibility/enrollment..................http://www.va.govftrealth/elig/
Burial and memorial benefits........................................... http://www.cem.va.gov/
Education benefits and services.................................. http://www.gibill.va.gov/
VA home loan guaranties……………………... http://www.homeloans.va.gov/
Veterans'claims appeals…………………………….http://www.va.gov/vbs/bva
Benefits and services outside of the U. S........... http://www.vba.va.gov/foreign/
Forms:
VA forms…………………………………………… http://www.va.gov/forms/
Additional government forms….. http://www.vba.va.gov/pubs/otherforms.htm
EmploymentAssistance:
Information for veterans ……………. http://www.opm.gov/veterans/index.htm
Veterans' hiring preference ..................................................................................
http://www.opm.gov/veterans/html/vetguide.htm
Federal government job openings………………..http://www.usajobs.opm.gov
Dept of Labor Employment & Training Service . . http://www.dol.gov/dol/vets
Business Assistance:
Small Business Administration…………….……….http://www.sba.gov/VETS/
VA Off. Of Small and Disadvantaged Bus. Utilization. .
http://www.va.gov/OSDBU/
5-19
Other useful sites:
Burial in Arlington National Cemetery . . . http://www.mdw.army.mil/fsa02a.htm
Department of Defense……………………http://www.defenselink.mil/
Military funeral honors…………………….http://militaryfuneralhonors.osd.mil
Military records and
medals………………..http://www.nara.gov/regional/mpr.html
La version en espanol de este folleto. . . .
http://www.va.gov/opa/feature/index.htm
Some web addresses may have changed subsequent to printing.
5-20
Veterans Health Care
On November 11 our nation honors the military veterans who served in its defense. By virtue of
their service, most veterans are eligible for a range of benefits, including health care services. Learn
more about veteran’s health care at the following sites.
Frequently Asked Questions
Eligibility for veteran’s health care depends on a number of variables, such as the nature of one’s
military discharge and current income level. The Department of Veterans Affairs answers FAQ’s
about hospital and outpatient care, dental treatment, and more.
http://www.va.gov/customer/Eligibilty.asp
Enrollment in VA’s Health Care System
Covers the financial aspects of enrollment, including means testing, co-payments, insurance, and
determination of hardship.
http://www.va.gov/elig/Cost.htm
Agent Orange
Lists the presumptive disabilities associated with exposure to the jungle defoliant used during the
Vietnam War. Discusses monetary benefits, health care, and vocational rehabilitation available to
exposed veterans.
http://www.vba.va.gov/bln/21/benefits/herbicide/AOno1.htm
GulfLINK
A source for veterans of the 1990-91 Gulf War. Offers background, research findings, and more
about service members’ exposure to pesticides and the possible ill effects.
http://www.gulflink.osd.mil/
Hepatitis C
The Liver Foundation explains the risks of contracting the disease in military service. Provides a
risk exposure checklist and offers advice on seeking health care.
http://www.liverfoundation.org/cgibin/dbs/articles.cgi?db=articles&uid=default&ID=1025&view_records=1
5-21
Post-Traumatic Stress Disorder
Describes the “stressors” that cause PTSD, symptoms of the disorder, and the kinds of assistance
available from the VA.
http://www.va.gov/pressrel/ptsdfs.htm
The Center for Women Veterans
Addresses the interests, concerns, and benefits available to women veterans.
http://www.appcl.va.gov/womenvet/page.cfm?pg=14
5-22
SECTION 6: LEGISLATIVE
INDEX
SECTION
SUBJECT
PAGES
1.
Introduction
6-1
2.
Communicating with Legislators
6-2
3
Sample Letter
6-3
INTRODUCTION:
Obviously, we as CVSOs become politically active both individually and through the Association. It
is important to know your state and federal legislators. Regarding veterans’ issues, you are certainly
one of the most creditable voices to be heard.
This section formerly contained list of state and federal legislators, state and federal committees and
the committee members, etc. Each election rendered this information obsolete. These lists are no
longer included in this update because current lists of state and federal legislators, state and federal
committees and their memberships are readily available for a variety of sources. One source is the
Wisconsin Blue Book. Each CVSO should have one and can obtain one through their state
representative, or senator. The internet is also another readily available source. Members of the
Association’s Legislative Committee can also provide information and assistance regarding the status
of various legislative issues and proposed legislation.
While we all have the right to express our individual political views on issues, care must be taken to
ensure that individual political expressions are presented as such, and not presented as views of the
CVSO Association. The Association’s political activities are expressed through the Legislative
Committee and resolutions properly acted upon by the membership as conferences.
6-1
COMMUNICATING WITH LEGISLATORS
With hours spent in committee meetings, floor sessions and commuting to and from Madison,
legislators may not always have enough time to meet or talk with the folks in the district.
But legislators do want to know what's happening back home. They want to know how you feel about
issues.
The best way to tell a legislator your opinions is to write him or her in Madison or Washington, D.C.
Lawmakers say they prefer to have things in writing. Legislators find it easier to respond to letters
than trying to sort out details of a telephone call.
Identify your subject clearly and, if possible, indicate the piece of legislation by bill number.
State your reason for writing and how an issue would affect you, your family, business, community,
and the state.
Avoid stereotyped phrases and sentences that give the appearance of a form letter or threat. After you
have told the legislator your position, ask for a response.
One paragraph stating why you are for or against an issue, is often enough. Don't go overboard.
The timing of a letter is important. Write when legislation is pending in committee, not when the bill
is brought to the floor for action.
Include your full name and address on the letter.
The fact that a legislator may belong to the other political party should not deter you from writing.
Many legislators don't like "pressure" calls at their Madison office. Many also frown on telephone
calls at home.
If you are an expert in a particular field, don't be afraid to share that knowledge with a legislator.
6-2
SAMPLE LETTER
Date
Dear ___________________ Wisconsin: Senator or Representative
Federal: Senator or Representative
Paragraph #1 (Build them up)
Example A:
I want to personally congratulate you for your continuing support of veterans and important
veterans' issues.
Example B:
You have always represented your constituents well during your time in office and we very
much need your help at this time.
Example C:
Your outstanding record in support of veterans directs me to contact you on an extremely
important matter.
Paragraph #2 (State your concern)
Example A:
A new bill (AB 000) (S 000) (AJR 000) (SJR 000) has recently been introduced in the
(Assembly) (House) (Senate) which will have a significant impact on the veterans in your
(district)(state). This bill provides for (briefly state what it does or is suppose to do)
Your concern may be positive or negative
Paragraph #3 (State your request and availability)
Example A:
Your support for (legislative citation) will be most helpful to the veterans of
(county)(district)(state), etc. If you have any questions or desire additional information, I will be most
happy to discuss this with you in more detail.
Paragraph #4 (Leave them feeling good)
Thank you for your consideration of this request and we are looking forward to your support of
(legislation citation) and other important veteran issues in the future.
Sincerely,
[Name]
[Title]
6-3
SECTION 7: FEDERAL BENEFITS
INDEX
SECTION
SUBJECT
PAGES
1.
Introduction
7-1
2.
Basic Entitlement Benefits
7-2 to 7-5
3.
Education Benefits
7-6 to 7-7
4.
Medical Care
7-8 to 7-9
5.
Insurance
7-10
6.
CHAMPVA
7-11
7.
Miscellaneous Instructions
7-12 to 7-13
8.
Samples Letters
7-14 to 7-19
9.
Wood National Cemetery
7-20
U.S. DEPARTMENT OF VETERANS AFFAIRS
INTRODUCTION
The following is designed to provide information on what constitutes a complete application package
for respective U.S. Department of Veterans Affairs (VA) programs. It is designed to serve as a guide
and a reference. It is not intended to address every conceivable glitch or circumstance which may
present itself in the application of any specific program.
Though it is not stated or shown on each package, it is recommended that a cover letter be used with
every submission be it the application or supportive evidence, or simply correspondence regarding a
specific claim.
You will note that VA Form 21-4138 is included in each program application package. It is on this
form that specific circumstances, items of particular importance relative to the claim, or specific
veteran requests are provided. As you know, there are instances where circumstances or information
relative to other information entered on another VA Form are very important to the claim and its
processing, and/or its adjudication. As we have been advised by VA personnel at several conferences,
it is important to inform the VA about special information or circumstances, so for this reason this
form is important and recommended for each program application. The better the VA understands the
veterans' situation, circumstances, or special problems, the fewer problems will be encountered in the
adjudication and final correct resolution of the claim.
7-1
U.S. DEPARTMENT OF VETERANS AFFAIRS
BASIC ENTITLEMENT BENEFITS
1)
Application for Compensation:
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 21-526
VA Form 21-686c
VA Form 21-674 or 21-674b for Children over age 18 if Full-time Students
VA Form 21-4142 (If Necessary)
Certified Copy of Discharge(s) (If Initial Claim)
Certified Copy of Marriage Certificate
Certified Copy of Birth Certificates for Dependent Children
Any Medical evidence available which supports the claim
2)
Application for VA Pension Benefits-Veteran:
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 21-526
VA Form 21-686c
VA Form 21-674 or 21-674b for Children over age 18 if Full-time Student
VA Form 21-4142 (If Necessary)
Certified Copy of Discharge(s) (If Initial Claim)
Certified Copy of Marriage Certificate
Certified Copy of Birth Certificates for Dependent Children
Any Medical Evidence available which supports the claim
Verification of Income (See Misc. Section)
3)
Application for Widow's Pension:
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 21-534
VA Form 21-674 or 21-674b for Children over age 18 if Full-time Student
Certified Copy of Discharge(s) (If Necessary)
Certified Copy of Marriage Certificate
Certified Copy of Birth Certificate for Dependent Children
Certified Copy of Death Certificate (If Not Previously Submitted)
NOTE: Verification of income sources or amounts may be requested by VARO
NOTE: Legislation enacted in 2005 effective did away with the 45 day rule. Now is a
claimant applies within one year from the date of death of the veteran, the date of claim
goes back to the first day of the month of the veteran’s death. Also, life insurance
7-2
proceeds are no longer counted as income for pension purposes, though the receipt of
such proceeds must be reported for net worth consideration by the VA.
NOTE: Dependent children may also file for Pension benefits if age 18 or over and full-time
students. The application process is the same. Only the income limit is different and,
in most cases, too low to qualify the child if they have any type of income at all. (See
Misc. Section)
4)
Application for Burial Benefits:
VA Form 21-22
FL 23-339-(330)R
VA Form 21-530
VA Form 40-1330
Copy of the Funeral Bill
Copy of the Transportation Bill (If Death Occurred at a VA Facility)
Copy of Paid Receipt for Headstone and/or Engraving (If Reimbursement is Applied For)
Certified Copy of Death Certificate
Certified Copy of Discharge(s) (If Necessary for VARO. If Marker is applied for, the
application is sent to Washington, D.C., and Certified Copy of Discharges are required with the
application)
(If Applicable)
VA Form 29-4125
VA Form 29-4125a (NSLI)
VA Form 29-4125b
VA Form 29-4125k (USGLI)
VA Form 29-8283 (USGLI or VGLI)
NOTE: Insurance forms may be sent to P.O.A. or to the respective Insurance Office.
NOTE: If ever the Plot Allowance is received prior to interment, and the decision is then
made to inter in a National Cemetery, The Plot Allowance can be returned to the VA,
and internment in a National Cemetery can be accomplished.
NOTE: There is a special area at the Zablocki National Cemetery for markers for deceased
veterans who donate their bodies to science, or for other reasons are not interred in any
cemetery. (See page 8.20 for Wood National Cemetery)
NOTE: It is also possible for the spouse of a veteran to obtain a grave marker which matches
the government marker received from Washington for the veteran. These are available
through local monument companies, or regional suppliers which local monument
companies should have access to.
7-3
NOTE: Effective November 1, 1990, there were two changes in Burial benefits. First, the
Partial Reimbursement towards a private marker or the cost of engraving was
eliminated. Second, eligibility for the Plot Allowance now falls under the same
guidelines as those for eligibility for the Burial Allowance.
These changes apply to all deaths after October 31, 1990.
NOTE: There is still eligibility for the Partial Reimbursement for up to TWO years from the
date of purchase of the private headstone or engraving, for all veterans whose death
occurred prior to November 1, 1990.
5)
Application for Dependency and Indemnity Compensation (DIC):
VA Form 21-22 (if Necessary)
VA Form 21-4138
VA Form 21-534 (Widow and Child)
VA Form 21-535 (Parents)-(VA Form 21-4179c may also be necessary)
VA Form 21-509 Verification of Dependency of Parents
VA Form 21-4183 (Child over age 18)
VA Form 21-674 or 21-674b (Child over age 18)
Verification of Helpless status of any child over age 18 (if applicable)
Certified Copy of Discharge(s) (If Not Previously Submitted)
Certified Copy of Death Certificate (if not previously submitted)
Certified Copy of Marriage Certificate
Certified Copy of Birth Certificate for Dependent Children
Certified Copy of Veteran's Birth Certificate (if Parents Apply)
NOTE: Death Compensation (Very few of these claims remaining) can be applied for by
survivors of veterans who died due to service connected disabilities on or after May 1,
1957, but prior to January 1, 1972 with an in-service waiver, section 724, in force, (or)
by surviving spouses and unmarried children under age 18, (or until 23 if attending VA
approved school) helpless children, and dependent parents of veteran who died before
January 1, 1957 from service connected causes. (Only DIC is payable for service
connected deaths after January 1, 1972.)
6)
Application for Automotive Adaptive Equipment:
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 21-4502 (If buying a new car) (or)
VA Form 1-0-1394 (For present vehicle)
Copy of claimant's drivers license
Copy of sales contract showing sale of previous vehicle with VA paid for adaptive equipment
Copy of sales contract showing applicant's purchase of vehicle for which adaptive equipment is
being requested
Copy of window sticker of vehicle being purchased
Prescription with full medical justification for all needed adaptive equipment
7-4
NOTE: If requested equipment is for a currently owned vehicle, all that is needed is VA Form
10-1394, the necessary prescription and medical documentation, and a copy of the
veteran's driver's license.
7)
Application for Automotive Grant:
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 21-4502
Full medical documentation to enable an eligibility determination
NOTE: This is a one-time benefit
8)
Application for Specially Adapted Housing Grant:
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 21-4555
Copy of construction plans or remodeling plans
NOTE: After these forms have been filed, the VARO will arrange a medical examination for
the veteran to determine eligibility. From there the Loan Guaranty Section will proceed
step-by-step with you and the veteran.
9)
Application for Certificate of Eligibility-VA Home Loan-Veteran:
VA Form 21-22 (If necessary) (Submission can also be made directly to Loan Guaranty)
VA Form 26-1880
Certified Copy of Discharge(s)
VA Form 26-1817 (Unremarried Surviving Spouse)
Certified Copy of Death Certificate (Widow's application)
10)
Application - Statement of Veterans Status-National Guard-FHA Loans:
VA Form 26-8261a
Certified Copy of Discharge for one completed enlistment
11)
Reinstated Entitlement Program (REP):
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 21-8924
Certified Copy of Discharge(s)
Certified Copy of Birth Certificate if Applicant is Child over age 18
Certified Copy of Death Certificate of Veteran (If Available)
Certified Copy of Marriage Certificate (If Child is Under Age 18 and Parent is Paid)
VA Form 21-674 or 21-674b for child over age 18
NOTE: This benefit is also known as "Benefits under the provisions of Section 156, P.L. 97377."
7-5
EDUCATION BENEFITS:
12)
Application for Chapter 30, New G.I. Bill:
VA Form 21-22
VA Form 21-4138
VA Form 22-1990
Letter of Acceptance for enrollment or entry into an educational program.
(If Applicant has remaining Chapter 34 Entitlement)
VA Form 21-686c
Certified Copy of Marriage Certificate
VA Form 21-674 or 21-674b for children over age 18 and full-time students
Certified Copy of Birth Certificate for dependent children
Certified Copy of Discharge(s)
NOTE: The school should file an enrollment certificate documenting attendance for the
educational program applied for, or for documentation for advanced payment.
NOTE: Depending upon the category of educational benefits applied for under this chapter,
additional information may be required from the Reserve unit, National Guard unit, or
through the VA and Department of Defense interface eligibility verification
information exchange. Veteran should provide a Certificate of Eligibility received
from the Department of Defense, provided through his/her Guard or Reserve Unit.
13)
Application for Chapter 31, Vocational Rehabilitation:
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 22-1900
Certified Copy of Discharge(s)
Certified Copy of Marriage Certificate
Certified Copy of Birth Certificate for Dependent Children
VA Form 21-686c
VA Form 21-674 or 21-674b for Children over age 18 and Full-Time Students
Copy of VA Award Letter or other information that establishes entitlement (if available)
14)
Application for Chapter 32, VEAP:
VA Form 21-22 (If Necessary)
VA Form 21-4138
VA Form 22-1900
Certified Copy of Discharge(s)
Letter of acceptance or enrollment into a program of education.
(If a refund of contributed funds is desired)
VA Form 4-5281, (Coupled with 21-22 and Certified Copy of Discharge(s)
7-6
15)
Application for Chapter 35, Children:
VA Form 21-22
VA Form 21-4138
VA Form 22-5490
Certified Copy of Veteran's Death Certificate or Proof of Disability Status (If Available)
Certified Copy of Veteran's Discharge(s)
Certified Copy of Birth Certificate of applicant
Letter of acceptance or enrollment into a program of education
Related Forms
VA Form 22-5495
VA Form 22-1999
16)
Application for Chapter 35, Widow or Spouse:
VA Form 21-22
VA Form 21-4138
VA Form 22-5490w
Certified Copy of Veteran's Death Certificate or Proof of Disability Status (if available)
Certified Copy of Marriage Certificate
Certified Copy of Discharge(s)
Letter of acceptance or enrollment in a program of education
Related Forms
VA Form 22-5495w
VA Form 22-1999
17)
Application for Tutorial Assistance:
VA Form 21-4138
VA Form 22-1990t
NOTE: Verification of Tutorial Assistance received will be requested by the VA. Also the
VA may request that the need be documented.
18)
Application for VA Work-Study:
VA Form 21-4138
VA Form 20-8691
NOTE: There are also other forms related to education benefits such as VA Form 22-1995
(request for a change of program or place of training), and VA Form 22-8873, which is
a supplement to the first form. Assistance is often times provided through the school,
and the applications can sometimes also be made through the school. The school is
required to verify a veteran's attendance in his/her program for each term, and the
veteran must verify his/her attendance monthly in most cases to receive his/her check.
7-7
MEDICAL CARE
19)
Application for Claims Examination:
VA Form 21-22 (If Necessary)
VA Form 21-4138
Any Medical Evidence which supports the claim (If Available)
NOTE: Submit to P.O.A., VARO and Adjudication will establish the Appointment. The
appropriate Medical Center will then notify the veteran as to date and time of the exam.
20)
Application for VA Medical Appointment, NSC, (Outpatient):
VA Form 21-4138
VA Form 10-10
VA Form 10-10F (if necessary)
VA Form 10-10m (if possible)
Certified Copy of Discharge(s)
Any other Medical Evidence which is Relevant and Available
NOTE: Submit directly to the appropriate VA Medical Center.
21)
Application for Inpatient Care/Transfer:
VA Form 21-4138
VA Form 10-10
VA Form 10-10F (if necessary)
VA Form 10-10m (or other medical information)
Certified Copy of Discharge(s)
NOTE: Many times arrangements for inpatient care or transfer to a VA Medical Center is
arranged for on a doctor-to-doctor basis by phone. These forms should be sent with the
veteran if at all possible. If not possible for some reason, they can be sent to the
respective VA facility, or completed when the veteran arrives. The status of the veteran
MUST be established before admission can be accomplished. (In emergency situations
they have taken the CVSO's word that they can and will provide them with the veteran's
discharge, but don't forget to send it! (Application for Domiciliary Care is the same as
for Inpatient Care)
22)
Application for Dental Care:
VA Form 21-4138
VA Form 10-10
VA Form 10-10m (If Possible)
Verification of Entitlement (If Available)
Certified Copy of Discharge(s)
7-8
Application for the following should be submitted to the appropriate medical center when
veteran is being followed, or from which care is requested:
23)
Application for Fee Basis Care: NOTE: Contact your servicing MAS for specific
instructions and clarifications of fee basis utilization.
VA Form 21-4138
VA Form 10-10
Verification of Entitlement (if available)
Bill for services/care received, if emergency, should be provided within 15 days of treatment if
at all possible. The VA should also be notified of Emergency Inpatient Treatment within 72
hours of care received.
Request for Prior Authorization for Fee Basis Services (If Not an Emergency) Excess of
$125.00 for Fee basis and holder.
VA Form 10-10m or other Medical Evidence justifying the need for the care requested.
Prescription for needed non-emergency care
Statement from Provider as to cost of care required, frequency and duration of care
Certified Copy of Discharge(s) (If Necessary)
24)
Application for Outpatient Medications (Renewals-SCD):
VA Form 21-4138
Prescriptions
Certified Copy of Discharge(s) (If Necessary)
Verification of Entitlement (If Available)
25)
Application for Prosthetics:
VA Form 21-4138
Prescriptions for needed Items/Services
Verification of Entitlement (If Available)
Certified Copy of Discharge(s) (If Necessary)
26)
Application for H.I.S.A. Grant:
VA Form 21-4138
Prescriptions for needed Items/Modifications to veteran's Home
Plans, and Estimates for needed work
Medical justification for needed work (Usually available directly from VAMC)
NOTE: $1200 Max for NSC, $4100 Max for SCD
7-9
VA INSURANCE
The following are VA forms relative to VA Insurance Programs and Benefits. They accomplish what
their title indicate. The instructions for use are provided with each form, and the desired application
for the desired action should be submitted to the VA Insurance Office where the Veteran's insurance
records are located; St. Paul, MN or Philadelphia, PA. (800-422-8078-PA) (800-692-2121-St. Paul)
•
•
•
•
•
•
•
•
•
•
•
•
VA Form 29-336
VA Form 29-339
VA Form 29-352
VA Form 29-352a
VA Form 29-353
VA Form 29-353
VA Form 29-357
VA Form 29-358
VA Form 29-380
VA Form 29-541
VA Form 29-888
VA Form 29-889
Change of Beneficiary
Application for Reduction
Application for Reinstatement (Medical)
Supplemental to VA Form 29-352 (Medical)
Application for Reinstatement (Non-Medical)
Application for Reinstatement (Non-Medical-Age 50 or Under)
Application for Disability Insurance Benefits (Waiver of Premiums)
Application for Conversion
Application for Protection of Commercial Life Insurance Policy
Certificate Showing Residence & Heirs of Deceased Vet or Beneficiary
Application for Deduction of Premiums from VA Benefit Payments
Request for Change of Address
NOTE: (VA Forms relative to application for insurance proceeds upon death of veteran are
listed under "Burial Benefits" section.)
•
•
•
•
•
•
•
•
•
•
•
•
•
•
VA Form 29-1546
VA Form 29-1547
VA Form 29-1549
VA Form 29-1550
Application for Cash Surrender Value
Application for Policy Loan
Application for Change of National Service Life Insurance
Application for Change of Permanent Plan (Non-Medical, NSLIUSGLI)
VA Form 29-1606
Application for Total Disability Income Provision
VA Form 29-4337
Authorization for Release of Information from Insurance Records
VA Form 29-4364Application for Service-Disabled Veterans Life Insurance (RH)
VA Form 29-5772
Loan and Cash Surrender Values
VA Form 29-8713
Application for Servicemen's Group Life Insurance (Retired Reservist)
VA Form 29-8714
Application for Veterans Group Life Insurance (Separated after 8-1-74)
VA Form 29-8715
Application for Veterans Group Life Insurance (Separated before 8-174)
VA Form 29-8313
Disability Benefit Questionnaire
VA Form 29-8336
Veterans Mortgage Life Insurance Statement
FL-29-700a
Application for Conversion
7-10
CHAMPVA
Fig 1-3, -Authorization to Disclose Information
170(6/89) R1- VA Service Officer Inquiry
DD Form 2520-CHAMPVA Claim Form (Replaces Form 500 which can still be used)
NOTE: Submissions/Inquiries, etc., are submitted to various places depending upon what the
situation is.
For Claim Submission:
Claim Correspondence:
Uniform Services Benefit Plan Inc.
P.O. Box 3055
Claim Correspondence:
DEERS Denial or ID Card Inquiries: Great Lakes Naval Base
(708) 688-2144
Fort McCoy
(ID Card Sect (800) 842-4333
CHAMPVA matters:
Application VA Form -10-10d
VA Health Administration Center
CHAMPVA
P.O. Box 65023
Denver, CO 80206-9023
(1-800-733-8387)
For submitting new Health care claims only:
VA Health Administration Center
CHAMPVA Claims
P.O. Box 65024
Denver, CO 80206-9024
Policy Questions/Benefit Information, Claim Form requests, etc.
Health Benefits Advisor:
Great Lakes, IL (708) 688-5460
Fort McCoy (800) 842-4333
7-11
MISCELLANEOUS INSTRUCTIONS
In addition to the application packages for respective benefits, there are other reporting actions to be
taken from time to time regarding specific benefits. The following is a reference to handling some of
these procedures for various benefit programs.
1)
Appeal Process:
VA Form 21-4138
"Notice of Disagreement"
Additional evidence, if available, can also be sent with this notice. The VA with the
receipt of the new evidence can reverse their decision with this submission. A personal hearing
can also be requested at this time, and the results of the hearing may also affect a change in the
decision.
If the denial stands, a "Statement of Case" will be issued to the veteran. This must be
responded to, usually within 60 days. The response to the "Statement of Case" is usually
entered on VA Form 9, Appeal to Board of Veterans Appeals. A personal hearing can also be
requested at this juncture, if not previously requested. New evidence if available can be
submitted. The VA can still change their decision after this submission. If they do not, then
the claim will go to the Board of Veterans Appeals.
Should the Board of Veterans Appeals uphold the denial, and the veteran wishes to have the
claim heard by the Court of Veterans Appeals (COVA), a notice must be filed with the court
within 120 days of the Board of Veterans Appeals Decision.
Remember that the Court will not accept any new evidence nor hear testimony additional to
what had been dealt with by the Board of Veterans Appeals. The Court will only adjudicate
Clear Unmistakable error, or misinterpretation, or misapplication of the evidence submitted in
application to existing VA regulations.
2)
Related Medical Forms:
VA Form 10-10i
VA Form 10-583
Medical Services
3)
Insurance Information
Claim for Payment of Cost of Unauthorized
Related Compensation and Pension Forms:
VA Form 21-614
VA Form 21-121
Application for Burial Allowance and Accrued
Amounts Payable as Reimbursement
VA Form 21-527
Income-Net Worth and Employment Statement
VA Form 21-601
Application for Reimbursement from Accrued
Amounts due a Deceased Beneficiary
VA Form 21-609
Application for Amounts Due Estates of Persons
Entitled to Benefits
Application for Accrued Amounts of Veteran's Benefits Payable to
Widow, Widower, Child or Dependent Parent
7-12
VA Form 21-8940
VA Form 4-5655
Veteran's Application
Unemployability
Financial Status Report
for
Increased
Compensation
Based
on
VA Form 21-4100 Statement of Income and Net Worth
VA Form 21-4103
VA Form 21-4185
VA Form 21-6783
VA Form 21-6897
VA Form 21-0571
4)
Information From Remarried Widow/er
Report of Income From Property or Business
Report of Income From Sale of Property
Statement of Income and Net Worth-Disability
Hardship, Exclusion of Child's Income for VA Pension
EVR FORMS:
VA Form 21-0511S
VA Form 21-0511V
VA Form 21-0512S
VA Form 21-0512V
VA Form 21-0513
VA Form 21-0514
VA Form 21-0515
VA Form 21-0516
VA Form 21-0517
VA Form 21-0518
VA Form 21-0519
Old Law Eligibility Verification Report (Surviving Spouse)
Old Law Eligibility Verification Report (Veteran)
Sec. 306 Eligibility Verification Report (Surviving Spouse)
Sec. 306 Eligibility Verification Report (Veteran)
Old Law and Sec. 306, EVR (Children Only)
DIC Parent's EVR
NIP, (Veteran with No Dependents)
NIP, (Veteran with Spouse)
NIP, (Veteran with Children)
NIP, (Surviving Spouse with No Children)
NIP, (Surviving Spouse and/or Children)
Medical expenses affect the amount of VA New Improved Pension benefits payable when income
remains constant, and changes of income also affect benefits. It is advisable to report significant
changes in income or medical expense as they occur instead of waiting until filing the annual
Eligibility Verification Report (EVR). This can increase benefits earlier or prevent overpayments.
7-13
WIDOW OUT OF COUNTY
[Date]
[Name]
[Address]
[City, State Zip]
Dear [Name]:
The office staff and I wish to express our sincere sympathy to you and your family in the loss of your
loved one.
We thought it would be helpful to advise you that you may be entitled to certain federal benefits from
the Veterans Administration, such as burial benefits, a government headstone (if desired), and perhaps
a pension, if your income is within a certain limitation. However, there has been recent legislation
affecting entitlement to burial benefits. Please contact our office so that we might determine your late
husband's entitlement.
Please contact our office or, if it would be easier for you, the County Veterans Service Office in your
county. Their office will be listed under the county listings in your local phone directory. If you
contact the office in your county, let them know that we have a file on the veteran and that they can
contact us for further information. Assistance can also be provided for government life insurance
claims.
You should also contact your local Social Security Office regarding any benefits to which you might
be entitled from their office.
Our office hours are from [office hours], Monday through Friday. Please call before coming in to
make sure the Service Officer will be there to help you; this is true of either office from which you
might seek help.
Sincerely,
[User's Name]
[User's Title]
[Initials]
7-14
7-15
NO WIDOW
[Date]
[Name]
[Address]
[City, State Zip]
RE: [Veteran's Name]
Dear [Name]:
The office staff and I wish to express our sincere sympathy to you and your family in the loss of your
loved one.
We will possibly be processing an application for burial benefits from the US Dept. of Veterans
Affairs. We would also like to inform you that the veteran is entitled to a government headstone. If
you apply for benefits, the US Dept. of Veterans Affairs will respond with their decision regarding
these applications. If the veteran had an active government life insurance policy, we can also help you
with that.
Please contact our office at [CVSO phone no.]. Our office hours are from [office hours], Monday
through Friday.
Sincerely,
[User's Name]
[User's Title]
[Initials]
7-16
PEACETIME LTR TO WIDOW
[Date]
[Name]
[Address]
[City, State Zip]
Dear [Name]:
The office staff and I wish to express our sincere sympathy to you and your family in the loss of your
loved one.
We thought it would be helpful to advise you that you may be entitled to certain federal benefits from
the Veterans Administration such as a burial flag, and a government headstone (if desired).
Please stop in at the office at your convenience so that we may complete the necessary forms. (If no
file, we ask for the discharge). If your spouse had government life insurance, please bring in the policy
and beneficiary form so that we may complete the forms for the proceeds.
You should also contact the local Social Security Office regarding any benefits to which you might be
entitled from their office.
Our office hours are from [office hours], Monday through Friday. Please call before coming in to
make sure the Service Officer will be here to help you. [CVSO phone no.]
Sincerely,
[User's Name]
[User's Title]
[Initials]
7-17
NO PROOF OF SERVICE LTR
[Date]
[Name]
[Address]
[City, State Zip]
Dear [Name]:
The office staff and I wish to express our sincere sympathy to you in the loss of your loved one.
The funeral home has informed us that your spouse/relative was a veteran. We have been unable to
find any military records or information. If he/she was a veteran, they may be eligible for burial
benefits, but we are unable to apply for these unless we have proof of service.
Please contact our office or the closest County Veterans Service Office as soon as possible so we/they
may assist you in obtaining the proper documents. If your spouse/relative was not a veteran, we
would appreciate being informed of such.
Thank you for your time and consideration.
Sincerely,
[User's Name]
[User's Title]
[Initials]
7-18
2ND FOLLOW-UP LTR
MEMO
TO:
FROM:
DATE:
RE:
Just a reminder to let you know that the veteran is still eligible for a government marker (if desired).
The application for this claim can be obtained through our office.
Please advise our office of your decision so that we may complete our file on the veteran. Our office
hours are from [office hours], Monday through Friday.
Thank you for your time and help.
[User's Name]
[User's Title]
[Initials]
7-19
FINAL FOLLOW-UP LTR
MEMO
TO:
DATE:
FROM:
RE:
Just a reminder to let you know that the veteran is still eligible for a government marker (if desired).
The application for this claim can be obtained through our office.
Please advise our office of your decision so that we may complete our file on the veteran. Our office
hours are from [office hours], Monday through Friday.
Thank you for your time and help.
[User's Name]
[User's Title]
[Initials]
7-20
WOOD NATIONAL CEMETERY
SPECIAL MEMORIAL SECTION
Wood has a memorial section in front of the monument in the cemetery. Memorial headstones can be
requested to commemorate any veterans whose remains have not been recovered or identified, were
buried at sea by one's own choice, or otherwise, were donated to science or were cremated and the
remains scattered without interment of any portion of the ashes.
If you would like further information please contact:
Wood National Cemetery
Milwaukee, WI 53295
(414) 382-5300 or
(414) 382-5301
7-21
SECTION 8: PTSD, AGENT ORANGE, PERSIAN GULF ILLNESSES
INDEX
SECTION
SUBJECT
PAGES
1.
PTSD – Background
8-1 to 8-2
2.
Hot-Line Phone Numbers
8-3
3.
Vet Centers
8-4 to 8-5
4.
PTSD – Services in Action
8-6
5.
Agent Orange
8-7
6.
Persian Gulf Illnesses
8-8
Operation Readjustment (An Historical Perspective)
Background
Post Traumatic Stress Disorder (PTSD) is generally regarded as a delayed reaction to an unnatural
event; an event that is regarded as outside the range of usual human experiences. For the purposes
of this program, we are assuming the stressors or stimuli for the PTSD condition to be military
combat and associated experiences.
While it is impossible to determine how many of Wisconsin's approximately 160,000 Vietnam era
veterans suffer the serious effects of PTSD, these many years after their service, (i.e. survivor guilt,
rage, depression, flashbacks and intrusive recollections or dreams, sleep disturbance, memory loss
and the many other identified problems) it seems that a general consensus is developing that
somewhere between 10,000 and 12,000 of the state's approximately 53,000 veterans who actually
served in the country of Vietnam are experiencing serious readjustment problems.
In the last ten years, the seriousness of the problem of PTSD has been recognized by many policy
makers on the national level, resulting in support by Congress for the concept of outpatient Vet
Centers, which are PTSD aid stations structured in a non-institutional, non-traditional mode so as to
be more appealing (or less unappealing) to those Vietnam vets in need of assistance who are by
nature, or experience, anti-establishment (i.e., anti-traditional VA).
In addition to the walk-in Vet Centers Congress has authorized the VA, usually through Vet Centers,
to contract with private vendors to provide PTSD counseling to veterans who, for a plethora of
reasons, are not able or willing to avail themselves of Vet Center offerings.
The federal government has also made available through a few VA facilities in-patient care for PTSD
patients. One such program exists in Wisconsin at Tomah.
Authority and Impetus
Wisconsin, in 1980, undertook a state funded survey, the Agent Orange Identification Program,
which sought to contact those veterans who served in Vietnam and ascertain their believed contact
with Agent Orange and other potentially dangerous chemicals and "agents".
Fortunately, the study also questioned this target population of veterans and elicited responses in
other areas of concern such as present general state of health, health maintenance habits, etc. This
survey proved to be the impetus for a mortality study, which was commissioned by the legislature in
1983.
The study looked at the records of over 122,000 Wisconsin Vietnam era veterans, of whom more
than 43,000 served in Vietnam.
The final results of that study were made available in April of 1986 and conveyed to those interested
a not attractive condition of the psychological health of many of these veterans of our latest war.
8-1
The study concluded Wisconsin veterans who served in Vietnam have significantly higher death
rates from motor vehicle accidents, all accidents and all other external causes of deaths when
compared to other veterans of their generation who did not serve in Vietnam.
Another conclusion of the study was that Vietnam veterans are at a considerably higher risk for
suicide than non-veterans. The study also showed that, while there were only a small number of
cases, Vietnam veterans are disproportionately represented among the class of deaths from soft
tissue sarcoma (STS), a cancer linked to dioxin exposure.
Dr. Henry Anderson, the principal investigator for the study, said in the final report that a growing
body of medical literature was linking the accident and suicide deaths to PTSD and that the study
indicated higher than expected mortality rates from cirrhosis of the liver. He said the "veteran
population as a whole displays significant elevations in causes of death linked to alcohol and tobacco
use" and that part of that elevation he suspected was "probably a result of veterans using substances
to cope with the continuing stress they experience in their lives."
The research goes on and the Vet Centers are available to assist in providing ongoing service to
Vietnam veterans (and others through expanded abilities). Refer to the attached Contract Service
Providers listing for the phone numbers of the Vet Centers (in Madison and Milwaukee) and the
contract providers in your area.
8-2
HOT LINES NUMBERS
VA BENEFITS TOLL FREE NUMBER
(800) 827-1000
(TDDY)
(800) 829-4833
PTSD
(Dr. Bates, Readjustment Counseling, USDVA)
(202) 565-7554
(Nat’l Center for PTSD, Boston VAMC)
(617) 898-9500 EXT 3227
AGENT ORANGE
(Class Action assistance)
(202) 289-6173
PERSIAN GULF ILLNESSES
(DOD Hotline)
(800) 796-9699
(VA Persian Gulf Information)
(800) 749-8387
8-3
Vet Center And Readjustment Counseling Services
The Readjustment Counseling Service Vietnam Era Veterans Outreach Centers (Vet Centers) are
community-based, Veterans Administration services which were established following congressional
mandate in 1979. The enabling legislation arose from a recognition of the special readjustment needs of
veterans who served during the Vietnam War and from a desire to provide needed readjustment assistance
both to combat veterans and to support personnel of the Vietnam era.
The mission of the Readjustment Counseling Service (RCS) is to provide a wide range of direct and
outreach psychosocial readjustment counseling services through storefront operations to veterans of the
Vietnam era in order to help them make a satisfactory post war readjustment to civilian life. The goal is to
provide quality direct and outreach services to clients who are confronted with psychological symptoms or
life disruptions as a result of the Vietnam experience.
Not only Vietnam era veterans, but also members of their families are eligible for Vet Center services. In
general, a veteran eligible for Vet Center services is a person who served in the armed forces between
August 5, 1964 and May 7, 1975. With respect to the open door policy for those veterans' family members,
the provision of services directed toward improving the quality of family life has a high priority in the
philosophy of the readjustment counseling service. Eligibility has been expanded to include other veterans
(contact the Vet Center directly for any referrals).
The typical Vet Center is staffed by four persons: a team leader, an office manager, and two counselors.
The counseling staff may consist of persons with various backgrounds, and may include psychiatrists,
psychologists, social workers, clinical nurse specialists, vocational development specialists, guidance
counselors, and skilled paraprofessionals. While the actual number of staff and their backgrounds may vary
somewhat from place to place, all are selected and trained to meet the needs of their particular community in
which each Vet Center is located. Vet Center staff are a team, working together to meet the needs of
veterans and their families.
Vet Center services emphasize counseling. For example, personal counseling can involve counseling for the
individual, for couples, significant others, for the family as a whole, or for groups of veterans and/or their
spouses. Also, Vet Centers provide career counseling when necessary to assist veterans and family
members in finding jobs, and in obtaining the education and training needed to qualify them for
employment.
In addition to the direct services of personal counseling and job development, Vet Centers serve as sources
for referral and information. Vet Center staff work closely with VA Medical Centers and with community
agencies so that effective referrals can be made for services that the Vet Centers themselves cannot offer,
such as medical care and financial assistance. Vet Center staff can also provide information, such as that
needed to obtain benefits or to solve various problems more easily or effectively. In these ways, Vet Center
staff can often help clients get needed services available outside the Vet Centers.
There are many Vet Centers in operation across the United States, with at least one in virtually every
8-4
major city (see attachment). This kind of availability can be of particular benefit to persons who are
relocating. Any Vet Center can provide the address and telephone number of the Vet Center nearest
to a person's new location.
For those who live at a distance from any Vet Center or VA Medical Center, and who cannot therefore
easily get regular or frequent counseling services from those regular or frequent counseling services are
needed--there is a special provision. Readjustment Counseling Service contracts with counseling agencies
in outlying areas to provide supplementary counseling services. Any Vet Center or VA Medical Center can
give further information about the availability of the "contract counseling" (see attachment at the end of this
chapter).
The Vet Centers have a strong interest in reaching out to Vietnam era veterans and their families, and to the
community on behalf of clients. For both those related reasons, Vet Center staff make the availability of
services known through talks with interested groups, through the media, and through staff involvement with
various civic and professional groups.
Occasionally, some people think at first that there may be a charge for services. However, the fact is that
every eligible person is entitled to any needed service offered by the Vet Centers at no cost whatsoever.
8-5
PTSD Services In Action
Referral Agents
Referral agents can be many agencies, organizations or other entities. However, for purposes of this
program referral agents are identified as County Veterans Service Officers and veteran organizations..
Referral agents that come in contact with veterans seeking health care services will refer the veteran directly
to a health care provider as in the case of the hot line.
Networking and Follow-up Procedures
The importance of follow-up is expressed because it will help measure progress, success, and failures.
Networking's main objective is to open up channels. CVSO’s may do their own follow-up work if they
wish.
Health Care Providers
All health care providers are contracted by VA. The VA does a yearly records check to make sure they are
doing services they are contracted to do. We may have trouble getting names of veterans from health care
providers but we can be furnished with numbers. Networking will encourage health care providers to keep
in touch with referral agents for other benefits available to the veteran.
Resources
Advocates are referred to Post-Traumatic Stress Disorders: a handbook for clinicians published by Disabled
American Veterans and other quality publications on this illness.
8-6
To establish entitlement to service connected compensation benefits for post
traumatic stress disorder, or any other psychological disorder, related to military
service, the evidence must show the following:
•
A CURRENT DIAGNOSIS OF THE DISABILITY.
• A RELATIONSHIP BETWEEN THE CURRENT DISABILITY AND AN
EVENT IN SERVICE.
• CREDIBLE SUPPORTING EVIDENCE THAT THE CLAIMED INSERVICE STRESSOR OCCURRED.
BURDEN OF PERSUASION:
CLEAR AND CONVINCING EVIDENCE
PREPONDERANCE OF EVIDENCE
REASONABLE DOUBT
Participation in combat is a common contributor to the development of PTSD. If service records
confirm a veteran received one of the following awards/decorations denoting participation in combat,
the occurrence of an in -service stressor may be conceded.
8-7
PURPLE HEART, COMBAT INFANTRY BADGE, COMBAT MEDICAL BADGE, AIR MEDAL
WITH "V" DEVICE, ARMY COMMENDATION MEDAL WITH "V" DEVICE, BRONZE STAR
MEDAL WITH "V" DEVICE, COMBAT ACTION RIBBON, COMBAT AIRCREW INSIGNIA,
NAVY COMMENDATION MEDAL WITH "V" DEVICE, DISTINGUISHED SERVICE CROSS,
AIR FORCE CROSS, NAVY CROSS, JOINT SERVICE COMMENDATION MEDAL WITH "V"
DEVICE, SILVER STAR, AND MEDAL OF HONOR.
A veteran may have also have been awarded the "SOLDTRR'S MEDAL" for heroism during
peacetime.
If none of these awards are shown on the veteran's discharge certificate or contained in the Official
Military Personnel Records, it will be necessary for the veteran to provide as much infoi ination as
possible about the claimed stressor/stressors, so the VA may make an attempt to verify the event. This is
usually accomplished by sending a request to the Center for Unit Records Research. Such a request
usually takes about one year before a response is received. CURR will return requests found to be
incomplete or inadequate, which will further delay the claims process. Therefore, it is necessary that the
request contain as much information as possible about the claimed stressor in order that they may make
an adequate search the first time.
Once the VA has established the presence of the required stressor, a VA examination is usually
scheduled. These examinations routinely address PTSD resulting from combat exposure. The
examination will be conducted under current VA protocol procedures, which require the examiner to
determine whether or not the veteran meets the diagnostic criteria for post traumatic stress disorder. If a
diagnosis of post traumatic stress disorder is found, the VA Rating Board will grant service connection
and assign an evaluation consistent with the criteria contained in the VA Schedule for Rating Disabilities.
8-8
OMB Approved No. 2900-0659 Respondent Burden: I Hour 10 Minutes
VA DATE STAMP
DO NOT WRITE IN THIS SPACE
Department of Veterans Affairs
STATEMENT IN SUPPORT OF CLAIM FOR SERVICE CONNECTION FOR
POST-TRAUMATIC STRESS DISORDER (PTSD)
INSTRUCTIONS: List the stressful incident or incidents that occurred in service that you feel contributed to your current
condition For each incident, provide a description of what happened, the date, the geographic location, your unit assignment and
dates of assignment, and the full names and unit assignments of service persons you know of who were killed or injured during the
incident Please provide dates within at least a 60-day range and do not use nicknames. It is important that you complete the form in
detail and be as specific as you can so that research of military records can be thoroughly conducted. If you do not know the
answer,
write "unknown " If more space is needed attach a separate sheet indicating the item
number
to which the answers apply
2. VA
FILE NO.
1 NAME OF VETERAN (First, Middle, Last)
STRESSFUL INCIDENT NO. 1
3A. DATE INCIDENT OCCURRED (Mo., day, yr)
3B LOCATION OF INCIDENT (City, State, Country, Province,
3C. UNIT ASSIGNMENT DURING INCIDENT (Such as, DIVISION WING, BATTALION, CAVALRY, SHIP)
landmark or military installation)
3D. DATES OF UNIT
ASSIGNMENT
FROM
(Mo.,
TO
3E DESCRIPTION OF THE INCIDENT
3F. MEDALS OR CITATIONS YOU RECEIVED BECAUSE OF THE INCIDENT
INFORMATION ABOUT SERVICE PERSONS WHO WERE KILLED OR INJURED DURING INCIDENT NO 1
(ATTACH A SEPARATE SHEET IF MORE SPACE IS NEEDED)
4A. NAME OF SERVICE PERSON (First, Middle, Last)
4D. PLEASE CHECK ONE
4B. RANK
4C. DATE OF INJURY/DEATH (Mo., day, yr.)
4E. UNIT ASSIGNMENT DURING INCIDENT (such
KILLED INACTION
WOUNDED INACTION
KILLED NON-BATTLE
INJURED NON-BATTLE
5A NAME OF SERVICE PERSON (First, Middle, Last)
5D PLEASE CHECK ONE
5B. RANK
5E. UNIT ASSIGNMENT
KILLED IN ACTION
WOUNDED IN ACTION
KILLED NON-BATTLE
INJURED NON-BATTLE
VA FORM JUL 2004
8-9
as, DIVISION, WING, BATTALION CAVALRY SHIP)
5C. DATE OF INJURY/DEATH (Mo.,
DURING INCIDENT
day. yr.)
(Such as, DIVISION, WING, BATTALION, CAVALRY. SHIP)
day, yr.)
STRESSFUL INCIDENT NO. 2
6A. DATE INCIDENT OCCURRED (Mo, day, yr.)
6B LOCATION OF INCIDENT (City, State, Country, Province, landmark or military installation)
6C UNIT ASSIGNMENT DURING INCIDENT (Such as DIVISION WING, BATTALION, CAVALRY, SHIP)
6D. DATES OF UNITASSIGNMENT(Mo.,day,yr.)
FROM
TO
6E DESCRIPTION OF THE INCIDENT
6F. MEDALS OR CITATIONS YOU RECEIVED BECAUSE OF THE INCIDENT
INFORMATION ABOUT SERVICE PERSONS WHO WERE KILLED OR INJURED DURING INCIDENT NO. 2
(ATTACH A SEPARATE SHEET IF MORE SPACE IS NEEDED)
7A. NAME OF SERVICE PERSON (First, Middle, Last)
7D. PLEASE CIRCLE ONE
7B. RANK
7C. DATE OF INJURY/DEATH (Mo., day, yr.)
7E. UNIT ASSIGNMENT DURING INCIDENT (Such as, DIVISION, WING, BATTALION, CAVALRY, SHIP)
KILLED IN ACTION
WOUNDED IN ACTION
KILLED NON-BATTLE
INJURED NON-BATTLE
8A. NAME OF SERVICE PERSON (First. Middle, Last)
8D. PLEASE CIRCLE ONE
8B. RANK
8C. DATE OF INJURY/DEATH (Mo., day, yr.)
8E. UNIT ASSIGNMENT DURING INCIDENT (Such as, DIVISION, WING, BATTALION, CAVALRY, SHIP)
KILLED INACTION
WOUNDED IN ACTION
KILLED NON-BATTLE
INJURED NON-BATTLE
9. REMARKS
I certify that the foregoing statement(s) are true and correct to the best of my knowledge and belief.
10. SIGNATURE
11. DATE
12. TELEPHONE NUMBERS (Include Area Code)
Daytime
Evening
PENALTY - The law provides severe penalties which include fine or imprisonment or both, for the willful submission of any statement or evidence of a material fact,
knowing it is false, or fraudulent acceptance of any payment to which you are not entitled.
PRIVACY ACT NOTICE: The VA will not disclose information collected on this form to any source other than what has been authorized under the
Privacy Act of 1974 or Title 38, Code of Federal Regulations 1.576 for routine uses (i.e., civil or criminal law enforcement, congressional
communications, epidemiological or research studies, the collection of money owed to the United States, litigation in which the United States is a party
or has an interest, the administration of VA programs and delivery of VA benefits, verification of identity and status, and personnel administration) as
identified in the VA system of records, 58VA21/22, Compensation, Pension, Education and Rehabilitation Records - VA, published in the Federal
Register. Your obligation to respond is voluntary. However, the requested information is necessary to obtain supporting evidence of stressful incidents
in service. If the information is not furnished completely or accurately, VA will not be able to thoroughly research your military records for supporting
evidence. The responses you submit are considered confidential (38 U.S.C. 5701).
RESPONDENT BURDEN: We need this information in order to assist you in supporting your claim for post-traumatic stress disorder (38 U.S.C. 5107
(a)). Title 38, United States Code, allows us to ask for this information. We estimate that you will need an average of 1 hour and 10 minutes to review
the instructions, find the information, and complete this form. VA cannot conduct or sponsor a collection of information unless a valid OMB control
number is displayed. You are not required to respond to a collection of information if this number is not displayed. Valid OMB control numbers can be
located on the OMB Internet Page at www.whitehouse.qov/omb/library/OMBINV.html#VA. If desired, you can call 1-800-827-1000 to get information on
where to send comments or suggestions about this form.
8-10
AGENT ORANGE
Veterans
research
Review",
for this
advocates and Veterans may keep apprised of the on-going
into this war-related illness by reading the "Agent Orange
published periodically by the USDVA. The mailing address
publication is:
Agent Orange Review
Department of Veterans Affairs
Automation Center (200/397)
1615 Woodward Street
Austin, TX 78772-0001
PRESUMPTIVE SERVICE-CONNECTED CONDITIONS FOR VETERANS WHO SERVED
IN VIETNAM FROM JANUARY 9, 1962 TO MAY 7, 1975
1) Chloracne (manifest within 1 year of leaving Vietnam)
2) Acute & subacute peripheral neuropathy (manifest within 1
year)
3) Porphyria cutanea tarda (manifest within 1 year)
4) Hodgkin’s disease
5) Multiple Myeloma
6) Non-Hodgkin’s lymphoma
7) Prostate Cancer
8) Respiratory Cancers of the lung, bronchus, larynx, or trachea
9) Type II Diabetes
10) Soft-tissue sarcoma (Other than osteosarcoma, chondrosarcoma,
Kaposi’s
Sarcoma or mesothelioma)
Soft-tissue sarcoma includes the following:
1) Adult fibrosarcoma
2) Dermatofibrosarcoma protuberans
3) Malignant fibrous histiocytoma
4) Liposarcoma
5) Leiomyosarcoma
6) Epithelioid leiomyosarcoma (malignant leiomyoblastoma)
7) Rhabdomyosarcoma
8) Ectomesenchymoma
9) Angiosarcoma (hemanfiosarcoma & Lymphangiosarcoma
10)Proliferating Angioendotheliomatosis (Systemic)
11)Malignant glomus tumor
12)Malignant hemangiopericytoma
13)Synovial sarcoma(Malignant synovioma)
14)Malignant giant cell tumor of tendon sheath
15)Malignant schqannoma, including malignant schwannoma and
Rhabdomyoblastic differentiation (Malignant Triton tumor) glandular
& Epithelioid Malignant schwannomas
16) Malignant mesenchymoma; Malignant granular cell tumor;
17) Alviolar soft part sarcoma; Epithelioid sarcoma; Clear cell
sarcoma of tendons & Aponeuroses
18) Extraskeletal Ewing’s sarcoma;
8-11
19) Congenital and infantile fibrosarcoma
20) Malignant Ganglioneruoma
8-12
PERSIAN GULF ILLNESSES
We strongly encourage all Persian Gulf veterans who have questions or concerns about their service in the
Persian Gulf region to contact the nearest VA Medical Center (through the CVSO) to obtain a Persian Gulf
Registry exam.
"The Persian Gulf Review" is for veterans and veterans advocates who are concerned and wish to remain
updated on these type of illnesses (the address is the same as that for "Agent Orange Review"). The Tollfree phone number is 1-800-PGW-VETS.
Accumulated medical data are useful for researchers developing hypotheses to be evaluated in scientific
investigations. The law indicates that Gulf War participants be included in this Registry if they meet one of
the following five criteria: (1) apply for health care services from VA, (2) file a claim for compensation
from VA on the basis of any disability which may be associated with Gulf War service, (3) die and are
survived by a spouse, child, or parent who files a claim with VA for dependents and indemnity
compensation (survivors' benefits) on the basis of Gulf War service, (4) request a special VA Registry
health examination (authorized by this law), or (5) receive from the Department of Defense a health
examination and request inclusion in the VA Registry.
8-13
SECTION 9: CVSO HANDBOOK
INDEX
SECTION
SUBJECT
PAGES
1.
General Information
9-1
2.
Financial Information
9-5 to 9-6
3.
Executive Committee
9-7
4.
Service Officer Recognition
9-8 to 9-10
5.
Conferences
9-11 to 9-27
6.
CVSO Directory
9-28
7.
Oath of Office & Prayers
9-29
8.
Committee Responsibilities
9-30 to 9-40
9.
Hosting a Conference
9-41 to 9-42
CVSO ASSOCIATION OF WISCONSIN
OFFICERS HANDBOOK
(Revised 10-15-03)
9-1
GENERAL INFORMATION
Although designed for use of the Secretary-Treasurer, this manual will be of use to the Association
President and 1st & 2nd Vice Presidents. The incoming Association President should review and
submit changes to the Secretary for publication sent to all CVSOA WI members.
As noted, some items are dictated by provisions of the By-Laws or action by the Association or
Executive Committee. However, the majority comes from the experiences of several
Secretary/Treasurers. It is provided as a guide that will change with time and more importantly, with
how the incumbent Secretary/Treasurer is comfortable doing things. Many of the items are repeated
in different sections where they apply.
The Association is NOT tax exempt at this time, but we do have an Employer Identification Number
(EIN) which should be provided to those counties making a request. That number is: 39-837354.
Remember to remove the battery from the tape recorder microphone (if applicable) when it is not in
use. This will keep it from corroding.
The CVSO Pins were last ordered in June 1994. The price for sale to members is set by the
Executive Committee based on the cost of the latest order.
The CVSO Banner was given to the Association by Rock CVSO, Donald Reichard in May 1995. It
should be displayed at all conferences and Association Functions. It should also be sent with our
delegate to the National Convention and it may be useful at the State Fair Veterans Booth.
A CVSO Assn. Flag was purchased in April 1997 and may be loaned out to any CVSO function.
Two flags were presented to the Veterans Tribute Park at Cadott, WI. They will purchase future
replacement flags. Check that year’s financial records for ordering information. Future replacement
flags are now the responsibility of the Association (2001).
When adding or deleting information from this Handbook, be sure that you check for correct page
numbers. Enter the date of change in the upper right corner of this handbook.
The Secretary’s folder containing this handbook should include a copy of the By-Laws and summary
of Robert’s Rules of Order. You should take the handbook with you to all meetings.
Check the NACVSO file as we have had many discussions about that organization. Wisconsin is a
charter member and we have paid individual membership dues for our active members in the past.
There was a vote in May 1997 to discontinue individual NACVSO dues payment by this Assn., but
continue our state membership. A motion at Fall Conference 2002 to pay individual NACVSO dues
was made and passed. The mechanics of paying the dues in accordance with the motion kept the
dues from being paid by the Association. The dues for National were eventually paid for all 71
county members for 2003.
Communication regarding any CVSO business may be submitted electronically to all members.
9-2
FINANCIAL INFORMATION
OFFICERS COMPENSATION: Association Officers will be provided with an annual
compensation as follows according to our By-Laws:
President - $300
Legislative Committee Chair - $150
Secretary/Treasurer - $500
(SEE Association Business Minutes of September 18, 19, and 21, 1990)
The Association Historian will be provided with an annual budget of $50 to purchase/process film
and supplies for initiation and maintenance of an Association Scrapbook. (SEE Association
Business Minutes of Sept. 18, 19, and 21, 1990)
Members of the Executive Committee receive a per diem of $50 for each Executive Committee
meeting they attend, except meetings held in conjunction with Association Conferences. The same
per diem is paid to any Association members who are requested to attend by the President (i.e.,
Committee Chairmen). Per Diem to Executive members was changed to $50 (2001).
Reimbursement authorized to Executive Committee members as per the State guidelines for
Association business-related expenses incurred in conducting the business of the Association. (SEE
Executive Committee Spring Conference 2001)
DUES: Effective September 1, 1998, annual membership dues for active CVSO’s and Assistants are
$60. (SEE Association Business Minutes May 9, 1997)
Annual Dues for Honorary Members and former CVSO’s are $10. (Executive Minutes 6/12/86)
Retired CVSO’s do not pay dues unless they want all mailings, then they must be Honorary
Members.
The Association pays state membership dues for the National Association of CVSO’s. (Association
Business Minutes May 9, 1997) At Spring Conference each year we need a motion to reimburse an
amount of the expenses to our National Delegate. We also need that motion to include
reimbursement of registration for the delegate and alternate.
CONFERENCE REGISTRATION: Registration fees will be per county rather than individual (SEE
Exec. Minutes 6/4/91). The Executive Committee at the conference-planning meeting sets this fee.
We have been charging a “late registration fee” since June 1994.
A staff/guest fee is assessed at the discretion of the Executive Committee.
Registration and/or banquet fees are refundable upon written request if the person does not attend the
conference (Executive Minutes 4/27/93).
We will pay for the banquet of any CVSO who retired during the year prior to a Fall Conference
(Association Minutes 5/10/96).
The Secretary will determine where the Association checking account is. Be sure that you set up the
account so that someone else (President, former president or secretary) can sign checks in your
9-3
absence. Our current account is a business checking account so that we have cancelled checks
returned. The current account is non-interest bearing and does not have the checks returned (2001).
MEMORIAL CARDS: A supply of Sympathy and Get Well Cards were purchased from the Lynn
Card Company in April 1996. There is an Association “signature” rubber stamp, but the Secretary
should also sign the cards. The Secretary signs cards with the President’s signature (2001).
A Sympathy card is sent upon the death of an Association member, former CVSO, CVSO’s
dependent or parent. Memorials are included with the card as follows:
Death of an active member
Death of a retired CVSO
Death of a dependent
$25
$20
$20
You may choose to send a card upon the death of a current or former WDVA Board member or
employee. You may also choose to send a special card should the occasion arise.
CVSO MERCHANDISE: The decals and magnets we have were donated by Rock CVSO, Donald
Reichard. The Association pins were ordered from Erffmeyer & Son, Inc. 5300 W. Clinton Avenue,
Milwaukee, WI 53223-4788 (Phone 414-354-7800) in June 1994. The Association has for sale the
following items:
CVSO pins
$16
CVSO decal
$ 1
CVSO magnet
$ 2
We order replacement nametags for cost, plus shipping (2001).
Take a supply of each with you to conference. Have them for sale at the informal at both
conferences and at the Fall banquet.
9-4
EXECUTIVE COMMITTEE
The Executive Committee is made up of the President, 1st & 2nd Vice Presidents, Secretary,
Legislative Committee Chair, immediate Past President, six elected members and the Chair of the
CVSO Advisory Council.
Elections are held at the Fall Conferences for the President, 1st & 2nd Vice Presidents, at least two at
large members and 3 members of the Legislative Committee (Legislative Committee elects its own
Chairman). On Association letterhead, the last two naves under “Executive Committee” are those
whose terms expire next.
The Executive Committee meets the first day of conference and must meet within 30 days following
conference to direct the disposition of resolutions. This is normally taken care of on the last day of
conference. They also meet approximately 105 days prior to the upcoming conference for planning
agenda, etc. at the proposed site of conference.
MEETING CHECKLIST:
1. Prepare (with assistance of the President) and mail a draft agenda to Executive members
at least two weeks before the scheduled meeting.
2. Prepare a financial report covering the period since the last meeting.
3. Prepare an agenda (with assistance from the President) for President and 1st Vice.
4. Take: Association active files box, extra copies of last Executives Minutes, checkbook
and extra checks, desk flag, meeting equipment box, roll call sheet, conference
information as appropriate.
DRAFT AGENDA: Check with the President for OLD & NEW BUSINESS items.
1.
Call to Order
2.
Pledge of allegiance (Moment of Silence)
3.
Roll Call
4.
Approval of last minutes
5.
Introductions
6.
Financial Report
7.
Committee Reports
8.
Old Business
9.
New Business – Correspondence and resolutions disposition
10.
Other Business
11.
Next Meeting Date
12.
Close the Meeting (always adjourn, do not Recess at conference)
9-5
SERVICE OFFICER RECOGNITION
NEW SERVICE OFFICERS: The Secretary should telephone the New CVSO as soon as practicable
after being made aware of the appointment. This is a good time to advise them of the CVSO Manual
and ask about the style of name tag preferred.
The Secretary or the President should send a formal Welcome Letter on Association letterhead as
soon as possible.
NAME TAGS: Each new CVSO is provided with one complementary name tag by the Assn. There
is a Name Tag folder in the Assn. Active Files containing ordering information. The wooden
magnetic nametags are ordered through Apple Awards 15579N Hwy 63 PO Box 1307 Hayward WI
54843 (800-248-6243). Cost of the nametags is $7.00 plus $1.00 SAH (no cost for the first one).
(2001)
When making your welcome call to a new CVSO, ask about the name to be engraved. The nametag
is generally sent along with the Welcome Letter. Replacement nametags may be ordered upon
request and the CVSO charged (cost plus shipping).
A larger, colored (blue) nametag is provided to the new president (Fall 1995). Your choice. The
same shall be provided for the 1st Vice President, the 2nd Vice President, and the Secretary/Treasurer.
(Fall 2003)
SERVICE CERTIFICATES: Continuous Service Certificates are presented at the Fall Conference.
They are presented to CVSOs who have continuous service in five year increments (i.e., 5, 10, 15
years).
Check the Association membership list (“CHECK MASTER TENURE LIST”) to determine
eligibility when preparing for Fall Conference.
There is a supply of certificates purchased in 1994 for each group in the “Certificates” box in the
Supply Box. It is customary to have the certificates lettered by computer. Each is signed by the
President and Secretary. Also affix a foil seal imprinted with the Association Seal to each
certificate. Seal and foil stickers are in the Supply Box. As the certificates need reprinting, make
sure to have the word “disabled” removed from the lettering (2000) before you have them printed.
The certificates and other awards may be presented at the Banquet or one of the Business Sessions
during Fall Conference. This is the President’s choice.
RETIREE PLAQUES: A plaque is presented to each CVSO who has retired since the previous Fall
Conference. The cost and style of the plaque is up to the Secretary. Engraving is as follows:
9-6
CVSO Name
In appreciation of
00 years of dedicated service
To veterans of Wisconsin
From
The CVSO Association of Wisconsin
200?
PRESIDENTS GAVEL: The outgoing President is presented with a memorial gavel. The gavel
should have a bass band around the center of the head with the following inscription:
NAME
PRESIDENT 200? – 200?
COUNTY VETERANS SERVICE OFFICERS
ASSOCIATION OF WISCONSIN
PRESIDENTS CERTIFICATE: The outgoing President is presented with a certificate recognizing
services rendered to the Association after the new officers take office. This certificate is lettered by
computer, and signed by the new President and Secretary. A foil seal is affixed.
OTHER CERTIFICATES: There is a supply of “Certificates of Appreciation” and blank forms in
the Association Supply box. These are to be used by the President to acknowledge service to the
organization by members, committees, etc.
HOST CVSO: The CVSO hosting any conference is given a resolution of appreciation prepared by
the Secretary and signed by the sitting Resolutions Committee.
CVSO ADVOCACY AWARD: This award can be presented to CVSO and non-CVSO individuals
or groups. It was first awarded in the Fall 1995. A news release is to be sent to all veterans
organization publications in February each year by the President or PR Committee Chair. A
committee made up of the current and immediate past president along with the 1st Vice reviews the
applications prior to Fall Conference. Nominations may be taken at any time. More than one may
be awarded in any year. The plaque is ordered from Wausau Engraving, Wausau, WI. DO NOT
USE THIS PLAQUE FOR RETIREES. (SEE Advocacy file)
The President’s box has the active file for Advocacy. Association Records has some original info
along with current orders for plaques. The plaque should read as follows:
9-7
VETERANS ADVOCACY AWARD
(Name)
In Recognition of
Outstanding Service to Veterans
COUNTY VETERANS SERVICE
ASSOCIATION OF WISCONSIN
200?
9-8
CONFERENCE
GENERAL INFORMATION: Much of this information is addressed in other parts of this
Handbook, so there will be some duplicating in this section. Draft agendas, conference programs,
invitation letters, etc. relating to conference can be found on the computer.
Conference sites are determined by bids from CVSO’s, reviewed by the Time and Place Committee,
and voted upon by the membership. I would suggest that you do not plan more than two years in
advance. Several CVSO’s have co-sponsored a conference. Spring Conference bids come from
CVSO members and the sitting President has the option to name the time and place for the Fall
Conference.
Planning for conference begins with the accepted bid. You can provide a conference planning sheet
to the host CVSO and conference statistics (on the computer) for reference. Work with the host as to
who signs contracts, etc.
An Executive meeting is called approximately 105 days prior to the scheduled conference date. This
is usually at the conference site. The President, Secretary and host meet with the facility staff to
verify cost, room assignments, etc. Try to do this without other CVSO’s at the meeting. Look at the
conference statistics to see average costs of breaks and Informal. The Secretary should have menu
suggestions for the President to review at the planning conference. Use your best judgment in
amounts of food to order.
The Training and Certification Committee develops the agenda. The Executive meets to set the
agenda and approve the conference arrangements such as registration fee, banquet fee,
entertainment, etc. The minutes of that meeting, including a draft agenda and registration invoice,
should be sent out as soon as possible (electronically to all Association members – 2002). Check in
the Executive Minutes folder and General Correspondence folders for examples.
We have a normal registration deadline for about a week before the conference so that you can do
banking, etc. Late registration fees are assessed if the registration is received after that deadline.
Also note the resolution deadline in your cover letter. If a member wants a specific type of invoice,
just change the one in the computer to meet their needs (i.e. combine registration and banquet;
separate dues and registration).
Although there have been very few late registrations, the 2nd Vice is responsible for that at
conference registration. There is a Registration Box with receipts, date stamp, etc. which you should
provide the 2nd Vice at the conference. The conference site normally will provide a registration table
in the lobby if needed. The Secretary or 2nd Vice may sell CVSO merchandise.
As the Secretary, go early to conference. Check the conference and workshop rooms for proper setup, necessary equipment, etc. each morning. Check to see whether or not you can leave things in the
room overnight.
Conference sessions have been smoke free since Spring 1993 at the recommendation of the President
and Executive.
9-9
Be sure to have the calculator, fresh batteries and sample agendas for the planning meeting. Take
the Meeting Equipment Box and Assn Active Files for reference as needed.
9-10
STEPS FOR PLANNING CONFERENCES
1. Time and Place Committee makes recommendation and membership votes to approve
site. The host may then sign a tentative contract if necessary and set conference dates.
2. The President, Secretary and host CVSO meet with the facility staff about 105 days prior
to the start of conference. They check the facility, prices, etc. and then report to the
Executive Committee. The meeting with the facility staff is normally done in
conjunction with an Executive Committee meeting on-site.
3. The Exec meets at the site 105 days prior to conference to set the agenda, fees, food and
style of training (workshops or general sessions). This allows about 75 days before the
resolutions deadline.
4. Host, President and Secretary may wish to confirm arrangements with facility staff after
the Exec meeting.
5. Send out Executive Minutes, Draft Agenda and registration invoice to members as soon
as possible (electronically 2002).
6. Send letters requesting presenters and provide basic information within two weeks (this is
done by the Training Committee).
7. Get list of Conference Committee members from President.
8. Get bowling/golf information from Entertainment Committee.
9. Send presenter(s) acknowledge letters with hotel information, agenda, map, etc. once the
presenter(s) have confirmed attending.
10. Print agenda as soon as possible as you have confirmed all presentations and have
committee names. Secretary’s choice of color, style, etc. (Minimum 200 copies)
11. Deadline for resolutions is 30 days prior to conference. Number them and get them
printed as soon as they come in. (SEE – Processing Resolutions)
12. Get cover letters printed for CVSO’s, Honorary Members and former CVSO’s once you
have passed the resolutions deadline.
13. Mail conference packets (electronically) as soon as possible after the Resolutions
Deadline, but not later than two weeks prior to conference.
14. Mail information packets (or advise of Websites) to other interested parties as you see fit.
Prepare a Business Session Agenda to be available at the conference.
15. GOOD LUCK – go to conference.
9-11
POSSIBLE COMMITTEES
The President appoints committees from the general membership for conference. It is suggested that
you have at least one member who has been to the committee before so that there is some continuity
from conference. The President should appoint the chairman of each committee and ask for
suggestions as to the other members.
In the summer of 1995, a project to develop Committee Responsibility Descriptions was taken on by
John Schnabel. The results are added to the end of the Handbook as Appendix A.
The following committees may or may not be needed at each conference:
Sgt at arms – Two or more
Distinguished Guests – Two members (include host CVSO)
Time and Place – Two members
Entertainment – Two members (include host CVSO)
Public Relations – 1st Vice Pres and one or two members (include host CVSO)
By-Laws – Three members
Resolutions Committee
Any Ad Hoc Committee appointed by the President
The following Committees are needed for the Fall Conference only:
Audit & Finance – Two members
Nominating – Three or four members
9-12
MEETING WITH CONFERENCE STAFF
Have the host CVSO arrange a meeting with the site staff about 105 days before the conference is to
start. There should be a preliminary meeting between staff, the host, President and Secretary to
address the basic needs. There is normally an Exec meeting at this time so that final agenda, etc.
may be set.
The following are suggested questions for planning:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Advise staff of breakfast problems. We have early risers. Is a buffet available?
Get registration forms or phone numbers and site pamphlets (150-200).
Where can we have registration if necessary (conference and banquet)?
We strongly suggest 8’x30” tables if possible. Three chairs per table.
Table set up is usually classroom style.
There should be table at the front of the room for the Secretary to use.
There should be water and glasses on each table.
Two tables, podium and sound system at the front for general sessions.
Two individual tables in back or side of room for handouts.
Check on cost of breaks and reception. (President and Secretary decide menu)
Any tip or service charge not included in prices?
Verify room rates. Government rates? Senior Discounts, etc.?
Will rooms be a block or as available? How long will they hold the block?
Be sure that you have the name and phone number of a contact person.
Advise them that ONLY the President, Secretary or Host may make changes at
conference.
Ask about complementary room for the Secretary.
Do they provide flags or do we bring our own?
Is there a conference room charge? If so, is it waived when we purchase food?
FOR FALL CONFERENCE
19.
20.
21.
22.
Get podium for banquet head table.
When do they need final meal counts?
What is leeway in number of meals reserved?
How many tables needed for banquet (round or rectangular)?
ADDITIONAL NEEDS
23.
24.
25.
26.
President and Secretary decide on banquet head table.
Host provides names of alternate (cheap) lodging.
Will the local Chamber of Commerce mail out info packets? If not—
Get information for local attractions for spouses to be available at conference.
9-13
PROCESSING RESOLUTIONS
Proposed resolutions are to be received by the Secretary a minimum of 30 days prior to the
Association meeting (By-Laws, Article X, Sec 1). They may be faxed, electronically submitted or
mailed to members.
The original resolutions are date stamped by the Secretary and numbered as they come in. Enter the
identifying number in the date stamp area. Designate Fall or Spring along with the year and item
number (i.e. F95-01).
Have copies made of each resolution as they arrive. About 100 copies are sufficient. Those
resolutions received prior to the 30-day deadline should be sent with the conference packets
(electronically), but no later than 15 days before conference (By-Laws, Article X, Sec. 20). Copies
are sent to each Active and Honorable Member.
Resolutions received after the 30-day deadline should be copied on colored paper and made
available at conference. You can include them in the conference packets if time allows. Late
resolutions may be considered if the 30 days is waived by the membership in separate action at
conference (By-Laws, Article X, Sec.3).
A vote to accept resolutions for consideration of the Resolutions Committee is taken the first day’s
business meeting. The 30-day rule may be waived by a 2/3rd majority vote of those present.
Once accepted for consideration, the originals, supporting information, blank forms and letterhead
are given to the Resolutions Committee Chair. The By-Laws were changed in Fall 1996 to make the
2nd Vice the Chair of this Committee. He/She is responsible for the rest of the processing. The
Secretary may be asked to re-type resolutions or clerical support may be requested of the host CVSO
office. Correction of spelling, etc. is an administrative process and does not require Assn. action.
The Committee present all resolutions considered in the last business meeting of conference. The
Committee may recommend approval, denial or have no recommendations. The Committee’s
recommendation to approve or deny is a motion and needs no second.
The Exec must meet within 30 days to determine disposition of the resolutions. This meeting
normally takes place immediately following the close of the Business Session of Friday at each
conference. The Exec reviews the resolutions and directs where they are to be sent. Mailing and
follow-up are the responsibility of the Resolutions Chair.
A status report should be given at the following conference by the committee chair that processed
the resolutions.
There is a Resolution file that is to be transferred from chair to chair at Spring Conference. The
Secretary does not keep copies of resolutions other than those in the conference packet.
Remember to print out a Host Commendation Resolution prior to each conference.
Committee Job Statements)
9-14
(SEE –
THINGS TO DO BEFORE CONFERENCE
1.
Have a conference invoice and draft agenda sent out with the minutes of the Exec
Committee meeting at which the conference is planned. Be sure you check on the 30-day
deadline.
2.
Contact potential presenters.
3.
Get information regarding recreation outings.
4.
Write three cover letters for packets: Active & Honorary Members, Retired CVSOs.
5.
Print all resolutions as received.
6.
Prepare a registration sheet.
7.
Prepare an updated roll call for Exec and for Association.
8.
Send invitations to “other” interested persons (SEE: Address book on computer – Sen.
Kohl, Sen. Feingold, Chair of Veterans’ Committee, Chair of Senate Veterans’
Committee, etc.)
9.
Discuss, prepare and draft agendas for Association and Exec meetings with President.
10.
Get conference Change Fund ($50-$100)
11.
Remind 1st Vice President to give opening prayer and banquet blessing.
12.
Remind 2nd Vice President of responsibility for late registrations.
13.
Make sure that you have temporary name tag in registration box.
14.
Prepare membership cards before Fall Conference.
15.
Review previous minutes to verify which Exec members’ terms expire (Fall).
16.
Check who should get Certificates of Service (SEE: Master Tenure List).
17.
Have Certificates, Pres. Gavel and retirement plaques made.
18.
Prepare your financial records and print Audit Committee Report. (Fall)
19.
Review Secretary Bond. (Fall)
20.
Clean up your files to be sure that correspondences are in proper order.
9-15
These items are not necessarily in chronological order. They are basic things to do so be sure to
check conference planning, etc. as well. It seems to work best if you make a folder for Audit, Exec,
and Resolutions Committees with everything they need.
You may wish to print out this page before each conference and check off things as they are
accomplished.
9-16
THINGS TO TAKE TO CONFERENCE
You may choose a different system, but I have things separated into boxes so that I can check them
off and am sure that I have everything. You need the following:
1.
2.
3.
Flags and stands (Assn, US & Wisconsin) and the Assn banner.
Computer system, paper, disks, printer w/extra ribbon, etc.
The meeting equipment box which has*:
A.
B.
C.
D.
E.
F.
G.
H.
4.
tape recorder, mike & stand, tapes, extension cord
calculator, batteries and paper
Officers Handbook with By-Laws and Roberts Rules of Order
Desk flag
Extra pens, letterhead, blank paper and envelopes
Blank ballots
Legal pads for notes and minutes
Anything else you feel you need
Registration box which has:
A.
B.
C.
D.
E.
cash box with receipt book and cash fund
Temporary nametags, marking pens, etc.
Check endorsement, dated “received” and “paid” stamps
Checkbook, extra checks and appointment book
CVSO pins, decals and magnets
5.
Association Active Files Box
6.
Another box with extra agendas, late resolutions and handouts. Also the retirement
plaque(s) and certificates for Fall conference.
Be sure that you have your financial records and Audit Committee Report in the Fall. They
should have a copy of the last audit, present report and financial printout for the year.
Make sure that the Prayer cards and Oath cards are in the Handbook folder.
Make a folder for the Resolutions Committee with originals, letterhead, blanks and extra copies,
etc. I make up a folder for both the President and Secretary with meetings with the finalized
agenda, copies of the last minutes, correspondence and supporting documentation. At the end of
the business, put your notes in the folder so that they are with the other material from that
meeting.
When taking notes for the minutes, watch the counter on the recorder and note the number in the
margin of each item.
Once again, this is a generic list that you may want to adjust to meet your own style as Secretary.
9-17
* Remind the CVSO who is the custodian of the CVSO sound system to bring it along.
9-18
ASSOCIATION BUSINESS MEETING
TUESDAY, 00/00/00
Call to Order
Pledge of Allegiance (Moment of Silence for POW/MIAs)
Opening Prayer – by 1st Vice President
A moment of silence in honor of our ill and departed comrades (provide a list)
Roll Call – report number attending
Introduction of new CVSO’s (provide a list by name and county)
Welcome remarks by: President, Host CVSO, Mayor, County Board Chair, etc.
Action on minutes of last Association Business Meeting
Informal Financial report – at Fall conference to forward to the Audit Committee as needed
Announcements:
Guests/staff present
Workshop locations (informal site, etc.)
Appointments – as necessary by President
Other information for the group
Committee Reports: CVSO Advisory Council
Council on Veterans Programs
Resolutions from last conference
Legislative Committee
Professional Standards
National CVSO Assn Delegate
Advocacy Award
Others as necessary
Motion to refer new resolutions received on time to Resolutions Committee
Motion to refer late resolutions to Resolutions Committee – need 2/3rd majority
Old Business: A, B, C, etc (relating to Association Business)
New Business: A, B, C, etc (relating to Association Business)
Other Business: (items not necessarily related to Association Business)
RECESS the meeting until next session
9-19
ASSOCIATION BUSINESS MEETING
SECOND DAY, 00/00/00
9-20
Call to Order
Announcements
Old Business or continuation of first days discussions
New Business (Association)
Other business (non-Association)
Recess until next session
ASSOCIATION BUSINESS MEETING
FRIDAY 00/00/00
Call to Order
Pledge of Allegiance (moment of silence?)
Presentation of awards/citations (if necessary)
Committee Reports: Audit & Finance (Fall)
Time and Place (as necessary)
Resolutions
Other Committees
Election of Officers (Fall):
Report by Nominating Committee
Call for nominations from the floor three times
Motion to close nominations AND vote OR cast
Unanimous ballot
(SEE NOMINATING COMMITTEE & ELECTION OF OFFICERS)
Remarks by out-going President (Fall)
Swearing in of new officers (by out-going President and pass gavel to incoming) (Fall)
Remarks by incoming President and presentation of gavel and certificate (Fall)
Appointments by President (Secretary, Ad Hoc Committees, etc.)
Old Business or continued discussion from last session
Any Committee reports not previous given
New Business (Association related)
Other Business (non-Association related)
9-21
Announcement of next Exec Committee Meeting
Motion to adjourn until next conference
9-22
CONFERENCE REGISTRATION
Fall registration is basically the same as Spring, but dues are payable and there is a banquet
associated with the conference. Invoices are sent out to Active Members with the minutes of the
Exec’s planning meeting. Honorable Members invoices can be sent at this time of closer to
conference. Retired CVSOs receive a banquet invoice with the conference packets sent to them.
There are very few registrations at conference, but there may be several banquet payments made.
On site registration and banquet are the responsibility of the 2nd Vice President. You should discuss
this with the 2nd Vice the first day of conference, if possible.
The Secretary will provide a Registration Box containing:
Conference/Banquet Registration List
Change fund ($100-$150)
Receipt book, paid stamp and date stamp
Tickets as necessary
Temporary name tags (or have on back table)
Pens, paper, etc.
When taking registrations:
1.
2.
3.
4.
5.
Enter date received on the registration list
Remove the county envelope from the packet and date stamp the invoice
Provide the CVSO with the membership card, ticket, etc. from envelope
Place invoice in envelope and replace it in the back of the packet
If an extra banquet is purchased, provide a ticket and receipt as needed. Make a note of
the sale on the registration list or separate sheet.
Prior to the banquet, have pins, decals, etc. available for sale. If any are sold, make a note of the sale
on the registration or separate sheet.
Return the Registration Box to the Secretary at the end of the day or at the start of the banquet and
discuss any problems.
9-23
CVSO DIRECTORY
There are two types of CVSO Directories. The Phone Directory is done by the Association
Secretary and the CVSO Picture Directory is done by the WDVA Information Office.
PHONE LISTING: This CVSO Directory is prepared, printed and distributed by WDVA with the
assistance of the Association Secretary. Julie VanMetre, Administrative Assistant to the WDVA
Secretary is the contact person and compiles the listing from information we provide (Julie mails this
electronically to all members).
During the early planning stages for Fall Conference, you should contact Julie and establish a date
by which updated information reach her. Letters should be written to each CVSO and agency
included in the current Directory asking them to review and update the pertinent information. A
copy of the agency’s current listing should be attached to the letter (Julie does this electronically).
Letters to CVSOs are normally sent with conference packets (electronically) and other agency letters
are sent out at about the same time.
At the end of Fall Conference a list of association officers and Legislative Committee members will
be provided to Julie.
Julie will check this information, have it compiled, printed and distributed.
PICTURE DIRECTORY: Association voted to assume Picture Directory responsibilities. (Spring
Conference 2003)
9-24
OATH OF OFFICES
I (name) SWEAR OR AFFIRM THAT I WILL UPHOLD THE CONSTITION OF THE UNITED
STATES OF AMERICA AND THAT I WILL UPHOLD THE BY-LAWS OF THE COUNTY
VETERANS SERVICE OFFICERS ASSOCIATION. I WILL PERFORM THE DUTIES OF MY
OFFICE TO THE BEST OF MY ABILITY.
OPENING PRAYER
WE PRAY TO GOD THAT EACH VETERANS SERVICE OFFICER DERIVE STRENGTH AND
RESOLUTION TO CARRY OUT THE PURPOSE OF OUR ASSOCIATION; TO SUPPORT
PROGRAMS FOR VETERANS AND THEIR DEPENDENTS AND TO IMPROVE OUR
ABILITY TO SERVE THROUGH FELLOWSHIP AND LEARNING. MAY GOD GRANT US
TRUTH IN OUR WORDS AND COURAGE IN OUR DEEDS. AMEN
(Please remain standing for a moment of silence for our POWs and MIAs)
BANQUET PRAYER
WE PRAY TO GOD THAT IN OUR DEDICATION TO PUBLIC SERVICE, WE PAUSE FROM
TIME TO TIME IN SOLEMN REMEMBRANCE TO OUR DEAD COMRADES, AND HONOR
THOSE AMONG US WHO HAVE LOST LOVED ONES IN WORLD-WIDE BATTLES ON
LAND, SEA AND IN THE AIR. MAY GOD GRANT THAT WE GRACE OUR HERITAGE OF
LIBERTY AND LAW WITH HUMILITY AND PURPOSE; THAT THOSE WHO HAVE DIED
IN THE STRUGGLE FOR FREEDOM’S SURVIVAL HAVE NOT DIED IN VAIN, AND NOW,
WE GIVE THANKS TO GOD FOR HIS BOUNTY OF GOOD FOOD AND COMRADESHIP.
9-25
COMMITTEE RESPONSIBILITIES
(Appendix A)
The following pages contain general descriptions of conference committee responsibilities originally
drafted in 1996. Copies should be provided to committee members once they have been appointed
by the Association President.
Names of committees and members are usually included on the printed program/agenda for each
conference. It has been recommended that the President name the chairman of each committee.
The Secretary/Treasurer should provide any information or assistance needed by each committee.
The Executive, Legislative and Training and Certification, Resolutions, and Information Committees
compositions and duties are defined by the By-Laws, Articles VII, VIII, and IX. It should be noted
that the By-Laws state that the 1st Vice President is the official Public Relations Officer for the Assn
(Article VI, Sec. 2,A). The 2nd Vice President is the designated chair of the Resolutions Committee
(Article VI, Sec. 2,C).
Other committees may be made on an Ad Hoc basis by the President as they see fit.
9-26
AUDIT COMMITTEE
The Audit Committee is responsible for reviewing the financial records of the Association to
properly verify income, expenses, bonding, etc. annually. This committee functions only at the Fall
Conference each year. The committee should consist of two members in good standing. At least
one member should have previous experience on the Audit Committee.
The Committee will audit financial records for the fiscal year, September 1st through August 31st.
The Secretary/Treasurer will provide a copy of the previous audit report, the checkbook, all bank
statements and canceled checks for the period of the audit, and all assets to be inventoried.
When auditing the cash assets, the beginning balance for the fiscal year will be verified by
comparing it with the ending balance on the previous audit report. All bank statements will be
reviewed and compared with records of deposits and withdrawals to insure accuracy. Receipts for
expenditures should be matched with numbered checks used to pay the expense. Funds which were
received will be verified by comparing the appropriate bank statement with the checkbook.
The Committee will verify assets other than cash by actual count of each asset. The beginning
inventory will be verified by comparing it with the ending inventory on the previous audit report.
Examples of other assets to be verified are lapel pins, postage stamps, decals, magnets, etc.
The Committee will review the bond and insure it is valid and sufficient to cover assets held by the
Association.
The Secretary/Treasurer prepares a report of the committee’s findings. The report will be presented
to the membership for acting during a business meeting at conference (usually the last day). Any
suggestions or recommendations the committee may have concerning the financial affairs of the
Association will be presented at that time.
WHEN A NEW SECRETARY/TREASURER IS APPOINTED, FUNDS WILL BE
TRANSFERRED WITH ONE CHECK. THE AUDIT COMMITTEE WILL THEN BE
RESPONSIBLE FOR CONDUCTING A SEPARATE AUDIT OF THE FINANCIAL RECORDS
COVERING THE PERIOD SEPTEMBER 1ST THROUGH THE DATE OF THE CHECK
TRANSFERRING THE FUNDS. COPIES OF THE RESULTS OF THAT AUDIT WILL BE
PROVIDED TO THE OUTGOING AND INCOMING SECRETARY/TREASURER, THE
PRESIDENT AND THE NEXT AUDIT COMMITTEE CHAIRMAN.
9-27
BY-LAWS COMMITTEE
Committee members must have a working knowledge of the Association By-Laws. During the
course of Association business sessions, the may be called upon to interpret the By-Laws and to
render an opinion on the proper usage of definitions set forth in the By-Laws.
Proposed changes to the By-Laws will be reviewed by the committee. Procedures for making
changes to the By-Laws are found in Article XI, as amended May 10, 1996. The Committee will
present the proposed changes with recommendation for action to the Association. It was agreed that
proposed changes to be sent out with the conference packets following the 30-day rule as it applies
to the resolutions.
The Committee will also be responsible for a general review of the By-Laws and , if appropriate,
make recommendation for any changes needed.
9-28
DISTINGUISHED GUEST COMMITTEE
The committee will assist the Secretary/Treasurer in seeing to the comfort and needs of guests,
presenters, etc.
The Committee will insure guest accommodations have been made. If appropriate, make sure the
accommodations and meeting places are accessible. If the Association is furnishing the room,
coordinate billing with the Secretary/Treasurer.
The Committee will arrange transportation from and to the airport, train station, etc. if required;
assist with hotel registration; and provide needed assistance with luggage and equipment at check-in
and check-out.
The Committee will familiarize the guest with the layout of the hotel and the location of the
presentation rooms.
The Committee will determine if the guest has any special needs such as diet, medical, etc. and help
to see those needs are met.
At Fall Conference, the Committee will make sure that guests have banquet tickets. Meet with them
at the banquet and show them to any special seating.
The Committee shall coordinate with the Secretary/Treasurer to insure that required materials are
copied prior to the conference. If the guest is bringing handouts, be sure they know how many will
be needed.
The Committee should also be sure that guests receive a copy of the conference agenda along with
the names, phone numbers and addresses of the Host CVSO and the Secretary/Treasurer.
The Committee shall coordinate with the Secretary/Treasurer to insure that appropriate “Thank You”
letters are sent to appropriate individuals or agencies.
Guests may include program presenters, banquet speakers, former members, and/or legislative
representatives.
9-29
NOMINATING COMMITTEE
The Nominating Committee is responsible for preparing a slate of officers for presentation to the
membership at the Fall conference. It is preferable that the Committee be composed of past
presidents. At a minimum, the chairman should be a past president.
Persons being considered for all offices should be actively involved in Association business and
functions, including regular attendance at all or most conferences. Nominees should be contacted
prior to conference.
Generally, a candidate for the office of President should have served as both Second and First Vice
President. The First Vice President candidate should have served as Second Vice President. When
selecting candidates for these positions considerations should be given seniority. Experience on the
Executive Committee is highly desirable.
In selecting nominees for the Executive Committee, an attempt should be made to insure
representation from all areas of the state. Although it is not a requirement, past experience has
shown that it works best if members of the Legislative Committee come from counties in fairly close
proximity to Madison.
Ordinarily, the slate will include nominees for President, First Vice President, Second Vice
President, two members-at-large for Executive Committee, three members for the Legislative
Committee, a delegate to the National Association of CVSOs and an alternate delegate to NACVSO.
If the current Executive Committee member-at-large is nominated for another office and is elected, it
will be necessary to elect someone to complete the remainder of their Executive Committee Term.
The Legislative Committee elects its own chairman.
The Secretary/Treasurer will provide blank ballots as needed and provide other assistance as
necessary.
9-30
PUBLIC RELATIONS COMMITTEE
The Public Relations Committee has an excellent opportunity to increase public awareness of the
Association, veterans’ issues and the local CVSO office. At the Spring 2001 conference, it was
suggested that this be made a standing committee and it was noted that the 1st Vice-President is the
designated Public Relations Officer in our By-Laws.
PRIOR TO CONFERENCE: Contact local media (print, radio and/or television) and suggest:
1. A feature story on the functions of the CVSO office and current issues of importance in
veterans’ affairs.
2. An interview with one of the conference guest presenters, particularly when there is a
national or statewide topic that is timely and of interest to a broad range of veterans. Prior to
contacting the media, make certain to clear this with the presenter.
3. Request the conference hotel place “Welcome CVSO’s” on their marquee if they have one.
Make contact with the local Chamber of Commerce and/or convention bureau to see if other
means are available to advertise the fact that the conference is being held in the community.
This duty should be included with the planning of a conference committee, too.
4. Most hosts ask local officials to give brief welcoming remarks on the first day of conference.
When inviting your County Board Chair person, mayor, etc. use the opportunity to promote
work of the office and the value of continuing education and training for the CVSO and staff.
This duty should be included with the host’s planning duties.
5. All CVSOs can send out a press release upon return to their home county announcing their
attendance at an important conference and highlighting areas of training and discussion. This
should be provided by the committee.
6. Resolutions that are passed can be shared with local veterans’ organizations for discussion
and their possible action on important issues.
7. Share the conference agenda and a report on the conference with your County Board’s liaison
committee. This may help encourage stronger support for your conference attendance. Use
your Professional Standards certification as a method of solidifying support for continuing
education and the professionalism of the office.
9-31
RESOLUTIONS COMMITTEE
Resolutions are sent to the Secretary/Treasurer by the membership; logged in and numbered.
Resolutions must be received no less than 30 days prior to a conference to be considered. The 30day rule may be waived with 2/3rd majority vote of those attending the conference. The
Secretary/Treasurer will have the resolutions received, duplicated and included in the conference
packets.
The Resolutions Committee is defined in the By-Laws, Article IX, Paragraph C. The 2nd Vice
President is the Chair.
The Resolutions Committee shall receive the original resolutions from the membership by a vote to
refer to committee on the first day of conference. The Committee will review each resolution for
clarity, conciseness and content. Any rewritten resolution should be coordinated with the drafter to
preserve the original intent. The Committee will then present the resolutions back to the
membership with recommendation for action (approval, denial, tabling or no recommendation). A
resolution to commend the host CVSO will be provided by the Secretary/Treasurer. The host CVSO
and staff will provide administrative support for the Committee or you may contact the
Secretary/Treasurer.
If the Committee recommends adoption, the Chairman presents the recommendation in the form of a
motion to adopt. A second is needed from the membership, discussion, amendment and action is
then taken by the chairman.
Resolutions adopted by the membership are sent to the Executive Committee for determination of
disposition. This must be done within 30 days of the end of the conference where action was taken.
This meeting is most often held the last day of conference.
The Committee will rewrite the approved resolutions on Association resolution forms and forward
the resolutions as directed by the Executive Committee. A transmittal letter will be sent with each
resolution requesting a response within 30 days. The chairman will perform follow-up inquiries as
necessary and report to the Association at the next conference.
The outgoing Committee chair will insure that the new chair receives the resolutions Committee
Correspondence File (binder) at conference. The Secretary/Treasurer will provide association
letterhead, blank forms, etc. with the resolutions forwarded for consideration.
A report on resolutions from the last conference stating to whom resolutions were sent and
responses received will be presented by the chairman to the membership at the next business
meeting, generally the first day of the next conference.
This is a standing committee as established by the By-Laws, Article IX, Par. C, 9/20/96.
9-32
SERGEANT-AT-ARMS
The position of Sergeant-at-Arms is established by the By-Laws, Article IX, Paragraph D.
Generally, there are two individuals appointed to this position.
The Sergeants-at-Arms help maintain order at all conference meetings and during presentations.
They provide general assistance to the President and presenter.
The Sergeants-at-Arms notify those outside of the meeting rooms when meetings or sessions are
about to begin. There should be one Sergeant-at-Arms in each workshop if possible.
They help the President and presenters by providing needed assistance with set-up and breakdown of
equipment; passing out material, ballots, etc.; and other tasks as needed.
They remind the membership of the no-smoking policy and insure that conversations held during
presentations are kept to a minimum and non-disruptive to those in the meeting or session.
They assist in maintaining order by diplomatically dealing with anyone causing a disturbance or
conducting themselves in an unprofessional manner.
They assist in sound equipment set-up and use.
AT THE END OF EACH CONFERENCE, THE SERGEANTS-AT-ARMS WILL PRESENT A
BRIEF REPORT TO THE PRESIDENT ON ANY SUGGESTIONS OR RECOMMENDATIONS
THEY MAY HAVE TO INSURE SMOOTH RUNNING CONFERENCES.
This is a Standing Position stated in the By-Laws, Article IX, Par D, as established 9/20/96.
9-33
TIME AND PLACE COMMITTEE
The Time and Place Committee receives bids to host a conference and presents the bids and
recommendations to the Association for consideration.
Conferences are held in the spring and fall of each year, typically in late April and in September.
The site of each conference is decided upon not less than one year in advance. Since availability of
the facility is often a determining factor, the exact dates of each conference are agreed upon by the
host CVSO and the Executive Committee.
Traditionally, the outgoing President of the Association has the right of first refusal to host the fall
conference held at the end of his/her term. If the president has no preference, bids will be solicited
as they are for the spring conferences.
It should be announced at the Tuesday business meeting that the committee is accepting bids for
conferences that are yet to be scheduled. The Committee accepts bid information throughout the
conference. At the First day business meeting, the bids and any additional information provided is
presented to the membership. The site for a given conference is decided by a majority vote of the
members present and voted on at the business meeting. (Article V, Section I of the By-Laws)
9-34
HOSTING A CONFERENCE
The following is a combination of items to be considered while deciding whether or not to host a
conference and guidelines for things that need to be done while hosting.
The conference facility should have:
60-70 sleeping rooms
Meeting room with a capacity to comfortably seat 90-100
Two or three breakout rooms that will seat 25-30 people each
Audio/visual equipment for meeting and training
Restaurant/dining room on premises
Recreation/pool facilities
A suitable room or area for receptions/informal discussions
Banquet facilities (Fall conference)
Contact facilities you deem suitable for the above. Determine potential dates for the conference.
Check room rates. Will they offer a special room rate, government rate, etc. for rooms? Present this
material to the Time and Place Committee at conference time. The Association will vote on the site
and dates. You may sign a tentative contract; however, the President or Secretary should sign the
final contracts.
When approved by the Association, provide the Secretary/Treasurer with information on
recommendations as well as a local map showing the locations of the conferences and other
accommodations. These items are a part of the conference packets sent to each CVSO and presenter.
Coordinate with the Secretary/Treasurer on how many copies of the maps and hotel pamphlets will
be needed.
The local Visitors & Convention Bureau and/or Chamber of Commerce will generally provide help
in contacting hotels to serve as the conference facility. They can usually provide visitor maps,
guides and brochures about local attractions and businesses to be passed out at the beginning of the
conference. Some local businesses may provide samples and/or promotional material to be included
in these packets. Prepare a list of recommended restaurants and local attractions. See if a local
Legion or VFW Post is having a “steak feed” or some other fundraiser at conference time.
Consider planning a special outing or trip to a community site of interest. Previous hosts have
arranged for tours of Camp American Legion, the Highground, and we have enjoyed boating
excursions at several conferences. Cost and transportation to and from the activity are two key
factors in planning. The Exec will vote on this matter.
Arrange for guest speakers (County Exec, mayor, law enforcement officials, etc.) you would like to
have welcome conferees.
Have your office staff prepared to run errands, do typing, and provide other administrative support
that might be needed during conference. If your staff will attend conference sessions, arrange for a
temporary for your office.
9-35
AT ANY TIME, CHECK WITH THE SECRETARY ABOUT TIME TABLES, ETC. FOR
PLANNING AND CONFERENCE.
9-36
SECTION 10: OPEN MEETING LAW
INDEX
SECTION
SUBJECT
PAGES
1.
Introduction
10-1 to 10-2
2.
Table of Contents
10-2 to 10-7
3.
Policy of the Open Meeting Law
10-7-10-8
4.
When Does The Open Meeting Law Apply
10-8 to 10-17
5.
What is Required If The Open Meeting Law Applies
10-17 to 10-23
6.
When is it Permissible to Convene in Closed Session
10-23 to 10-31
7.
Who Enforces The Open Meeting Law and What are it’s
10-31 to 10-33
Penalties?
8.
Conclusion
10-33 to 10-34
9.
Appendix A – Wisconsin Stats § 19.81 – 19.98
10-34 to 10-40
10.
Appendix B
10-40 to 10-43
11.
Reference Materials
10-43 to 10-47
WISCONSIN
OPEN MEETINGS LAW
A COMPLIANCE GUIDE
2003
10-1
Wisconsin Department of Justice
Peggy A. Lautenschlager
Attorney General
An informed citizenry is the bedrock of representative
government. In order to properly observe, participate in,
and critique their government, Wisconsin citizens must be
assured that the operations of government occurs in the full
light of day. By state law, the Attorney General’s office
has the responsibility of providing advice regarding this
state’s Open Meetings Law. By properly educating
government officials as to their responsibilities to ensure
that Wisconsin’s policy of openness in government is
achieved, my office hopes to prevent many of the
unintentional violations of the law that may occur. By
fully informing governmental officials, this office can limit
prosecutions to those who violate our Open Meetings Law
despite a proper understanding of its requirements.
The purpose of this handbook, therefore, is to offer
guidance to government officials on their duties and
responsibilities, and to provide information to the public on
its rights under the law. In this new edition, commonly asked questions are answered and an
overview of the law is provided. Because the handbook is not intended to be a comprehensive
interpretation of the law, users should keep in mind that it is only a basic guide. Government
officials should direct specific questions to the attorneys advising their governmental bodies. These
attorneys are in the best position to discuss the application of the applicable laws to specific facts
concerning your meetings.
Our democracy depends on citizens having access to their government. I hope this handbook
will assist in achieving that objective.
Peggy A. Lautenschlager
Attorney General 2003
10-2
TABLE OF CONTENTS
I. POLICY OF THE OPEN MEETINGS LAW ...............................................................................1
II. WHEN DOES THE OPEN MEETINGS LAW APPLY?............................................................1
A. Definition Of “Governmental Body” ...................................................................................1
1. Entities that are governmental bodies ...........................................................................1
a. State or local agencies, boards and commissions...................................................1
b. Governmental or quasi-governmental corporations...............................................3
c. Subunits .................................................................................................................3
d. State Legislature.....................................................................................................3
2. Entities that are not governmental bodies ......................................................................4
a. Governmental offices held by a single individual...................................................4
b. Bodies meeting for collective bargaining ...............................................................4
c. Bodies created by the Wisconsin Supreme Court....................................................4
d. Ad hoc gatherings.....................................................................................................4
B. Definition Of “Meeting” ..........................................................................................................5
1. Simple majority.................................................................................................................5
2. Negative quorums..............................................................................................................6
3. Walking quorums...............................................................................................................6
4. Telephone conference calls................................................................................................6
5. Multiple meetings ..............................................................................................................6
6. Burden of proof as to existence of a meeting.....................................................................7
III. WHAT IS REQUIRED IF THE OPEN MEETINGS LAW APPLIES?.............................................7
10-3
A. Notice Requirements.....................................................................................................................7
1. To whom and how notice must be given...............................................................................7
2. Contents of notice .................................................................................................................8
a. In general .......................................................................................................................8
b. Closed session.................................................................................................................8
3. Time of notice.........................................................................................................................9
B. Open Session Requirements............................................................................................................9
1. Accessibility.............................................................................................................................9
2. Tape recording and videotaping.............................................................................................10
3. Citizen participation...............................................................................................................10
4. Minutes of meetings and recording of votes .........................................................................11
IV. WHEN IS IT PERMISSIBLE TO CONVENE IN CLOSED SESSION? ..........................................11
A. Authorized ClosedSessions......................................................................................................11
1.
Judicial or quasi-judicial hearings......................................................................................11
2.
Employment and licensing matters....................................................................................11
a.
Consideration of dismissal, demotion, discipline, licensing and tenure ...................11
b.
Consideration of emply, promo, comp and perf evaluations ....................................12
3.
Consideration of financial, medical, social or personal information..................................13
4.
Conducting public business with competitive or bargaining implications.........................13
5.
Conferring with legal counsel with respect to litigation ....................................................13
6.
Remaining
exemptions...........................................................................................................................14
B. Notice Of Closed Session.............................................................................................................14
C. Voting In An Authorized Closed Session ....................................................................................14
10-4
D. Procedure For Convening In Closed Session ...............................................................................15
E. Reconvening In Open Session........................................................................................................15
V.
WHO ENFORCES THE OPEN MEETINGS LAW AND WHAT ARE ITS PENALTIES? .............15
A.
Enforcement ...................................................................................................................15
B. Penalties ............................................................................................................................16
CONCLUSION ...............................................................................................................................17
10-5
WISCONSIN
OPEN MEETINGS LAW
I. POLICY OF THE OPEN MEETINGS LAW
The State of Wisconsin recognizes the importance of having a public informed about governmental
affairs. The state’s open meetings law declares that:
In recognition of the fact that a representative government of the American type is dependent
upon an informed electorate, it is declared to be the policy of this state that the public is entitled to
the fullest and most complete information regarding the affairs of government as is compatible with
the conduct of governmental business.
Wis. Stat. § 19.81(1).
The open meetings law creates a presumption that meetings of governmental bodies must be held in open
session. State ex rel. Newspapers v. Showers, 135 Wis. 2d 77, 97, 398 N.W.2d 154 (1987). Although there
are some exemptions to the open session requirement, those exemptions are to be invoked sparingly and only
where necessary to protect the public interest. The policy of the open meetings law dictates that governmental
bodies convene in closed session only where holding an open session would be incompatible with the conduct
of governmental affairs. “Mere government inconvenience is . . . no bar to the requirements of the law.” State
ex rel. Lynch v. Conta, 71 Wis. 2d 662, 678, 239 N.W.2d 313 (1976).
The open meetings law explicitly provides that all of its provisions must be liberally construed to achieve
its purposes. This rule of liberal construction applies in all situations, except enforcement actions in which
forfeitures are sought. Wis. Stat. § 19.81(4). Public officials must be ever mindful of the policy of openness
and the rule of liberal construction in order to ensure compliance with both the letter and spirit of the law.
II. WHEN DOES THE OPEN MEETINGS LAW APPLY?
The open meetings law applies to every “meeting” of a “governmental body.” Wis. Stat. § 19.83. The
terms “meeting” and “governmental body” are defined in Wis. Stat. § 19.82(1) and (2).
1
A. Definition Of “Governmental Body”
1. Entities that are governmental bodies
a. State or local agencies, boards and commissions
The definition of “governmental body” includes a “state or local agency, board, commission, committee,
council, department or public body corporate and politic created by constitution, statute, ordinance, rule or
order.” Wis. Stat. § 19.82(1). This provision focuses on the manner in which a body was created, rather than
on the type of authority the body possesses. Purely advisory bodies created by constitution, statute,
ordinance, rule or order are therefore subject to the open meetings law. See State v. Swanson, 92 Wis. 2d 310,
317, 284 N.W.2d 655 (1979).
The definition includes state or local agencies, boards, commissions and bodies created by the
constitution and statutes of the State of Wisconsin, including condemnation commissions created by Wis.
Stat. § 32.08, as
10-6
well as local bodies created by county, city, village or town ordinance. It does not include bodies created
solely by federal constitution, statute or rule.
State or local bodies created by “rule or order” are also included in the definition. The term “rule or
order” has been liberally construed to include any directive, formal or informal, creating a body and assigning
it duties. 78 Op. Att’y Gen. 67, 68-69 (1989). This includes directives from governmental bodies, presiding
officers of governmental bodies, or certain governmental officials, such as county executives, mayors or
heads of a state or local agency, department or division. See 78 Op. Att’y Gen. 67 (1989).
The Wisconsin Attorney General has concluded that the following are state or local agencies, boards,
commissions or bodies and thus are “governmental bodies” subject to the open meetings law:
An advisory committee appointed by the Natural Resources Board, the Secretary of the
Department of Natural Resources, or a District Director, Bureau Director or Property Manager of
that department. 78 Op. Att’y Gen. 67 (1989).
A county board of adjusters. Correspondence, June 11, 1984.
A citizen’s advisory committee appointed by a county executive. Correspondence,
November 4, 1986.
A public inland lake protection and rehabilitation district established by a county or
municipality. Correspondence, November 6, 1986.
A planning commission or zoning board of appeal. Correspondence, May 7, 1991.
A library board created by local ordinance. Correspondence, December 20, 1993.
A citizen’s advisory group appointed by the mayor. Correspondence, March 17, 1983.
A municipal public utility commission managing a city-owned public electric utility. 65 Op.
Att’y Gen. 243 (1976).
A town board, but not an annual town meeting. 66 Op. Att’y Gen. 237 (1977).
A committee appointed by the school superintendent to consider school library materials.
Correspondence, February 10, 1981.
Departments of formally constituted subunits of the University of Wisconsin system or
campus. 66 Op. Att’y Gen. 60 (1977).
A municipal public utility managing a city-owned public electrical utility. 65 Op. Att’y Gen.
243 (1976).
A consortium of school districts created by contract under Wis. Stat. § 66.30. I-10-93,
October 15, 1993.
A school district’s strategic-planning team whose creation was authorized and whose duties
were assigned to it by the school board. I-29-91, October 17, 1991.
A deed restriction committee created by resolution of a common council. I-34-90, May 25,
1990.
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An industrial agency created by resolution of county board under Wis. Stat. § 59.071. I-2290, April 4, 1990.
b. Governmental or quasi-governmental corporations
The definition of “governmental body” also includes a “governmental or quasi-governmental
corporation,” except for the Bradley sports center corporation. Wis. Stat. § 19.82(1). The term
“governmental or quasi-governmental corporation” includes a corporation created directly by the state
Legislature or by some other governmental body pursuant to specific statutory authorization or direction. 66
Op. Att’y Gen. 113, 115 (1977). The Attorney General has, for instance, concluded that a volunteer fire
department created by town ordinance is a “governmental body” subject to the open meetings law,
correspondence, June 15, 1977; in contrast, a volunteer fire department created by private citizens is not a
“governmental body.” 66 Op. Att’y Gen. 113 (1977).
The term “quasi-governmental corporation” also includes a corporation that closely resembles a
governmental corporation in function, effect or status, even though the corporation was not created directly by
a governmental body. 80 Op. Att’y Gen. 129, 135 (1991). There is no clear-cut test for determining whether a
particular corporation resembles a governmental corporation closely enough to be considered “quasigovernmental.”
The fact that a corporation serves a public purpose is not, in itself, sufficient to make a corporation
“quasigovernmental.” See 66 Op. Att’y Gen. at 115 (1977). Nor is the fact that a corporation receives most,
if not all, of its funding from public sources. See 80 Op. Att’y Gen. at 136 (1991). Thus, in an informal
opinion, the Attorney General considered whether the Grant County Economic Development Corporation, a
chapter 181 nonstock, nonprofit corporation created by private individuals, was a “quasi-governmental
corporation” subject to the open meetings law. Although the corporation served a public purpose and
received more than fifty percent of its funding from public sources, the Attorney General concluded that it
was not “quasi-governmental” within the meaning of the open meetings law. Correspondence, February 26,
1987. In a subsequent opinion, however, the Attorney General concluded that the Milwaukee Economic
Development Corporation, also a chapter 181 nonstock, nonprofit corporation, created by two private citizens
and one city employee, fit within the definition of a “quasi-governmental corporation.” 80 Op. Att’y Gen.
129 (1991). The factors the Attorney General considered in reaching that conclusion included: (1) that the
corporation’s bylaws reserved four of nine directors’ positions for specified city officials, (2) that all of the
corporation’s officers were appointed by the city and (3) that the corporation was housed in city offices, used
city equipment and was staffed by city employees. 80 Op. Att’y Gen. at 136 (1991).
c. Subunits
A “formally constituted subunit” of a governmental body is itself a “governmental body” within the
definition in Wis. Stat. § 19.82(1). A subunit is a separate, smaller body created by a parent body and
composed exclusively of members of the parent body. 74 Op. Att’y Gen. 38, 40 (1985). If, for example, a
fifteen member county board appoints a committee consisting of five members of the county board, that
committee would be considered a “subunit” subject to the open meetings law. This is true despite the fact that
the five-person committee would be smaller than a quorum of the county board.
Groups that include both members and nonmembers of a parent body are not “subunits” of the parent
body. Such groups may nonetheless fit within the definition of “governmental body.”
d. State Legislature
Generally speaking, the open meetings law applies to the state Legislature, including the
senate, assembly and any committees or subunits of those bodies. Wis. Stat. § 19.87. The law
does not apply to any partisan caucus of the senate or assembly. Wis. Stat. § 19.87(3). The open
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meetings law also does not apply where it conflicts with a rule of the Legislature, senate or
assembly. Wis. Stat. § 19.87(2). Additional restrictions are set forth in Wis. Stat. § 19.87.
2. Entities that are not governmental bodies
a. Governmental offices held by a single individual
Since the term “body” connotes a group of individuals, a governmental office held by a single individual
is not a “governmental body” within the meaning of the open meetings law. Thus, the open meetings law
does not apply to the office of coroner or to inquests conducted by the coroner. 67 Op. Att’y Gen. 250
(1978). Similarly, the Attorney General has concluded that the open meetings law does not apply to an
administrative hearing conducted by an individual hearing examiner. Correspondence, December 2, 1980.
b. Bodies meeting for collective bargaining
The definition of “governmental body” explicitly excludes bodies that are formed for or meeting for the
purpose of collective bargaining with municipal or state employees under Wis. Stat. ch. 111. A body formed
exclusively for the purpose of collective bargaining is not subject to the open meetings law. Wis. Stat. §
19.82(1). A body formed for other purposes, in addition to collective bargaining, is not subject to the open
meetings law when conducting collective bargaining. Wis. Stat. § 19.82(1). The Attorney General has,
however, advised multi-purpose bodies to comply with the open meetings law, including the requirements for
convening in closed session, when meeting for the purpose of forming negotiating strategies to be used in
collective bargaining. 66 Op. Att’y Gen. 93, 96-97 (1977). The collective bargaining exclusion does not
permit anybody to consider the final ratification or approval of a collective bargaining agreement in closed
session. Wis. Stat. § 19.85(3).
c. Bodies created by the Wisconsin Supreme Court
The Wisconsin Supreme Court has held that bodies created by the court, pursuant to its superintending
control over the administration of justice, are not governed by the open meetings law. State ex rel. Lynch v.
Dancey, 71 Wis. 2d 287, 238 N.W.2d 81 (1976). Thus, generally speaking, the open meetings law does not
apply to the supreme court or bodies created by the supreme court. In the Lynch case, for example, the
supreme court held that the former open meetings law, Wis. Stat. § 66.77(1) (1973), did not apply to the
Wisconsin Judicial Commission, which is responsible for handling misconduct complaints against judges.
Similarly, the Attorney General has indicated that the open meetings law does not apply to the Board of
Attorneys Professional Responsibility. OAG 67-79 (July 31, 1979) (unpublished opinion). In addition, in an
informal opinion, the Attorney General concluded that the monthly judicial administration meetings of circuit
court judges, conducted under the authority of the supreme court’s superintending power over the judiciary,
were not subject to the open meetings law. Correspondence, February 28, 2000.
d. Ad hoc gatherings
Although the definition of a governmental body is broad, some gatherings are too loosely constituted to
fit the definition. Thus, Conta holds that the directive that creates the body must also “confer[] collective
power and define[] when it exists.” 71 Wis. 2d at 681. Showers adds the further requirement that a “meeting”
of a governmental body takes place only if there are a sufficient number of members present to determine the
governmental body’s course of action. 135 Wis. 2d at 102. In order to determine whether a sufficient number
of members are present to determine a governmental body’s course of action, the membership of the body
must be numerically definable. Thus, in an informal opinion, the Attorney General concluded that a loosely
constituted group of citizens and local officials instituted by the mayor to discuss various issues related to a
dam closure was not a governmental body, because no rule or order defined the group’s membership, and no
provision existed for the group to exercise collective power. Correspondence, September 24, 1998.
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Any entity that fits within the definition of “governmental body” must comply with the
requirements of the open meetings law. In most cases, it is readily apparent whether a particular
body fits within the definition. On occasion, there is some doubt. Any doubts as to the applicability
of the open meetings law should be resolved in favor of complying with the law’s requirements.
B. Definition Of “Meeting”
A “meeting” is defined as:
[T]he convening of members of a governmental body for the purpose of exercising the
responsibilities, authority, power or duties delegated to or vested in the body. If one-half or more of
the members of a governmental body are present, the meeting is rebuttably presumed to be for the
purpose of exercising the responsibilities, authority, power or duties delegated to or vested in the
body. The term does not include any social or chance gathering or conference which is not intended
to avoid this subchapter. . . .
Wis. Stat. § 19.82(2). The statute then excepts the following: an inspection of a public works project or
highway by a town board; or inspection of a public works project by a town sanitary district; or the
supervision, observation, or collection of information about any drain or structure related to a drain by any
drainage board. Wis. Stat. § 19.82(2).
People often assume that the open meetings law applies only to gatherings of one-half or more
of the members of a governmental body. That is not the case. The Wisconsin Supreme Court has
held that the open meetings law applies whenever a gathering of members of a governmental body
satisfies two requirements:
(1) there is a purpose to engage in governmental business and (2) the number of members present is sufficient
to determine the governmental body’s course of action. Showers, 135 Wis. 2d at 102.
The first part of the Showers test focuses on the purpose for which the members of the governmental
body are gathered. They must be gathered to conduct governmental business. Showers stressed that
“governmental business” refers to any formal or informal action, including discussion, decision or
information gathering, on matters within the governmental body’s realm of authority. Showers, 135 Wis. 2d at
102-03. Thus, in State ex rel. Badke v. Greendale Village Bd., 173 Wis. 2d 553, 572-74, 494 N.W.2d 408
(1993), the Wisconsin Supreme Court held that the village board conducted a “meeting,” as defined in the
open meetings law, when a quorum of the board regularly attended each plan commission meeting to observe
the commission’s proceedings on a development plan that was subject to the board’s approval. The court
stressed that a governmental body is engaged in governmental business when its members gather to simply
hear information on a matter within the body’s realm of authority. Id. at 573-74. The members need not
actually discuss the matter or otherwise interact with one another to be engaged in governmental business. Id.
at 574-76. The court also held that the gathering of town board members was not chance or social because a
majority of town board members attended plan commission meetings with regularity. Id. at 576. In contrast,
the court of appeals concluded in Paulton v. Volkmann, 141 Wis. 2d 370, 375-77, 415 N.W.2d 528 (Ct. App.
1987), that no meeting occurred where a quorum of school board members attended a gathering of town
residents, but did not collect information on a subject the school board had the potential to decide.
The second part of the Showers test requires that the number of members present be sufficient to
determine the governmental body’s course of action on the business under consideration.
The following addresses some of the most frequently asked questions with respect to whether a gathering
constitutes a “meeting” under the open meetings law.
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1. Simple majority
Typically, governmental bodies operate under a simple majority rule --that is, a margin of one
vote is sufficient for the body to pass or block a proposal. In that instance, under the Showers test
and the language in Wis. Stat. § 19.82(2), the open meetings law applies whenever one-half or
more of the members of the governmental body gather to discuss or act on matters within the
body’s realm of authority. The Attorney General has advised that the concept of a quorum implies
the actual presence of a sufficient number of members to conduct business, whether that presence
is by physical attendance or by a telecommunications device. Unless the legal authority that created
the body and the body’s internal operating procedures permit the use of proxy votes to establish a
quorum or to conduct the body’s business, proxy votes should not be used to conduct the body’s
business. Correspondence, July 22, 2002.
2. Negative quorums
When a governmental body operates under a super majority rule (a two-thirds majority, for example),
less than half of the members of the body could block a proposal by agreeing to vote in opposition to the
proposal. A group of sufficient size to block a proposal is called a “negative quorum.” Showers made clear
that the open meetings law applies when such a group gathers for the purpose of conducting governmental
business. Showers, 135 Wis. 2d at 101-02. Accordingly, if a governmental body operates under a two-thirds
majority rule, the open meetings law applies whenever more than one-third of its members gather to discuss
or act on matters within the body’s authority.
3. Walking quorums
The requirements of the open meetings law also extend to walking quorums. A “walking quorum” is a
series of gatherings among separate groups of members of a governmental body, each less than quorum size,
who agree, tacitly or explicitly, to act uniformly in sufficient number to reach a quorum. Showers, 135 Wis.
2d at 92, quoting Conta, 71 Wis. 2d at 687. In Conta, the supreme court recognized the danger that a walking
quorum may produce a predetermined outcome and thus render the publicly-held meeting a mere formality.
Conta, 71 Wis. 2d at 685-88. The court commented that any attempt to avoid the appearance of a “meeting”
through use of a walking quorum is subject to prosecution under the open meetings law. Conta, 71 Wis. 2d at
687.
The widespread use of electronic mail and other electronic message technologies creates special dangers
for governmental officials trying to comply with the open meetings law. Although two members of a
governmental body larger than four members may discuss the body’s business without violating the open
meetings law, features like “forward” and “reply to all” common in electronic mail programs deprive a sender
of control over the number and identity of the recipients who eventually may have access to the sender’s
message. Moreover, because of electronic mail communication, it is quite possible that a quorum of a
governmental body may receive the sender’s message – and therefore may receive information on a subject
within the body’s jurisdiction – in an almost real-time basis, the way they would receive it in a meeting of the
body. Because of the dangers posed by electronic mail, the Attorney General strongly discourages the
members of every governmental body from using electronic mail to communicate about issues within the
body’s realm of authority. Correspondence, October 3, 2000.
4. Telephone conference calls
Telephone conference calls among members of a governmental body fit within the definition of
“meeting” subject to the open meetings law. 69 Op. Att’y Gen. 143 (1980). Under the Showers
test, therefore, the open meetings law applies to any conference call that: (1) is for the purpose of
conducting governmental business and
(2) involves a sufficient number of members of the body to determine the body’s course of action on the
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business under consideration. To comply with the law, a governmental body conducting a meeting by
telephone conference call must provide the public with an effective means to monitor the conference. This
may be accomplished by broadcasting the conference through speakers located at one or more sites open to
the public. 69 Op. Att’y Gen. at 145 (1980). A “walking quorum” by telephone is also governed by the open
meetings law.
5. Multiple meetings
When a quorum of the members of one governmental body attend a meeting of another
governmental body under circumstances where their attendance is not chance or social, in order to
gather information or otherwise engage in governmental business regarding a subject over which
they have decisionmaking responsibility, two separate meetings occur, and notice must be given of
both meetings. Badke, 173 Wis. 2d at 577. The Attorney General has advised that, despite the
“separate public notice” requirement of Wis. Stat. § 19.84(4), a single notice can be used, provided
that the notice clearly and plainly indicates that a joint meeting will be held and gives the names of
each of the bodies involved, and provided that the notice is published and/or posted in each place
where meeting notices are generally published or posted for each governmental body involved.
Correspondence, March 4, 2003.
6.
Burden of proof as to existence of a meeting
The presence of members of a governmental body does not, in itself, establish the existence of a
“meeting” subject to the open meetings law. The law provides, however, that if one-half or more of the
members of a body are present, the gathering is presumed to be a “meeting.” Wis. Stat. § 19.82(2). The law
also exempts any “social or chance gathering” not intended to circumvent the requirements of the open
meetings law. Wis. Stat. § 19.82(2). Thus, members of a governmental body may overcome the presumption
of a meeting by establishing that they did not discuss or act on business within the governmental body’s
authority. If, for example, one-half or more of the members of a governmental body ride to a meeting in the
same vehicle, the law presumes that the members conducted a “meeting” which was subject to all of the
requirements of the open meetings law. The members of the governmental body may overcome the
presumption by proving that they did not discuss or act on any business of the body.
Where a person alleges that a gathering of less than one-half the members of a governmental body was
held in violation of the open meetings law, that person has the burden of proving that the gathering
constituted a “meeting” subject to the law. Showers, 135 Wis. 2d at 102. That burden may be satisfied by
proving: (1) that the members gathered to conduct governmental business and (2) that there was a sufficient
number of members present to determine the body’s course of action.
Again, it is important to remember that the overriding policy of the open meetings law is to ensure public
access to information about governmental affairs. Under the rule of liberally construing the law to ensure this
purpose, any doubts as to whether a particular gathering constitutes a “meeting” subject to the open meetings
law should be resolved in favor of complying with the provisions of the law.
III.
WHAT IS REQUIRED IF THE OPEN MEETINGS LAW
APPLIES?
The two most basic requirements of the open meetings law are that a governmental body:
(1)
give advance public notice of each of its meetings, and
(2)
conduct all of its business in open session, unless an exemption to the open session
requirement applies.
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Wis. Stat. § 19.83.
A. Notice Requirements
Wisconsin Stat. § 19.84, which sets forth the public notice requirements, specifies when, how and to
whom notice must be given, as well as what information a notice must contain.
1.
To whom and how notice must be given
The chief presiding officer of a governmental body, or the officer’s designee, must give notice of each
meeting of the body to: (1) the public, (2) any members of the news media who have submitted a written
request for notice and (3) the official newspaper, designated pursuant to state statute, or if none exists, to a
news medium likely to give notice in the area. Wis. Stat. § 19.84(1).
The chief presiding officer may give notice of a meeting to the public by posting the notice in
one or more places likely to be seen by the general public. 66 Op. Att’y Gen. at 95 (1977). As a
general rule, the Attorney General has advised posting notices at three different locations within the
jurisdiction that the governmental body serves. 66 Op. Att’y Gen. at 95 (1977). Alternatively, the
chief presiding officer may give notice to the public by paid publication in a news medium likely to
give notice in the jurisdiction area the body serves. 63 Op. Att’y Gen. 509, 510-11 (1974). If the
presiding officer gives notice in this manner, he or she must ensure that the notice is actually
published.
The chief presiding officer must also give notice of each meeting to members of the news media who
have submitted a written request for notice. Although this notice may be given in writing or by telephone, 65
Op. Att’y Gen. Preface at v-vi (1976), it is preferable to give notice in writing to help ensure accuracy and so
that a record of the notice exists. 65 Op. Att’y Gen. 250, 251 (1976). Governmental bodies cannot charge the
news media for providing statutorily required notices of public meetings. 77 Op. Att’y Gen. 312, 313 (1988).
In addition, the chief presiding officer must give notice to the officially designated newspaper or, if none
exists, to a news medium likely to give notice in the area. The governmental body is not required to pay for
and the newspaper is not required to publish such notice. 66 Op. Att’y Gen. 230, 231 (1977). Note, however,
that the requirement to provide notice to the officially designated newspaper is distinct from the requirement
to provide notice to the public. If the chief presiding officer chooses to provide notice to the public by paid
publication in a news medium, the officer must ensure that the notice is in fact published.
2. Contents of notice
a. In general
Every public notice of a meeting must give the “time, date, place and subject matter of the meeting,
including that intended for consideration at any contemplated closed session, in such form as is reasonably
likely to apprise members of the public and the news media thereof.” Wis. Stat. § 19.84(2). The notice need
not contain a detailed agenda, but because the public is entitled to the fullest and most complete information
compatible with the conduct of governmental business, the notice should be specific. This requires that when
a member of the governmental body knows in advance of the time notice is given that a matter may come
before the body, that matter must be described in the meeting notice. 66 Op. Att’y Gen. 143, 144 (1977). The
chief presiding officer of the governmental body is responsible for providing notice, and when he or she is
aware of matters which may come before the body, those matters must be included in the meeting notice. 66
Op. Att’y Gen. 68, 70 (1977). In an informal opinion, the Attorney General opined that a chief presiding
officer may not avoid liability for a legally deficient meeting notice by assigning to a non-member of the body
the responsibility to create and provide a notice that complies with Wis. Stat. § 19.84(2). Correspondence,
October 17, 2001.
In formulating descriptions of the subject matter of a meeting, the chief presiding officer should keep in
mind that the public is entitled to the best notice that can be given at the time the notice is prepared. A good
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rule of thumb is to ask whether a person interested in a specific subject would be aware, upon reading the
meeting notice, that the subject might be discussed. For example, the court of appeals has held that the
subject matter designation “licenses” was specific enough to apprise members of the public that a liquor
license would be considered for approval. State ex rel. H.D. Ent. v. City of Stoughton, 230 Wis. 2d 480, 486,
602 N.W.2d 72 (Ct. App. 1999). Cf. Olson v. City of Baraboo, 2002 WI App 64, 252 Wis. 2d 628, ¶¶ 13-17,
643 N.W.2d 796 (meeting notice that a Joint Review Board would deliberate a resolution was sufficient to
notify the public that the board would take action on the resolution). General subject matter designations such
as “miscellaneous business,” or “agenda revisions,” or “such other matters as are authorized by law” should
be avoided. The Attorney General advised in an informal opinion that if a meeting notice contains a general
subject matter designation and a subject that was not specifically noticed comes up at the meeting, a
governmental body should refrain from engaging in any information gathering or discussion or from taking
any action that would deprive the public of information about the conduct of governmental business. I-5-93,
April 26, 1993. Citizen comment periods are the subject of specific legislation, and are discussed separately
in Section III.B.3, below.
Another frequently asked question is whether a governmental body may act on a motion for
reconsideration of a matter voted on at a previous meeting, if the motion is brought under a general subject
matter designation. The Attorney General has advised that a member may move for reconsideration under a
general subject matter designation, but that any discussion or action on the motion should be set over to a later
meeting for which specific notice of the subject matter of the motion is given. Correspondence, May 5, 1986.
b. Closed session
The notice provision in Wis. Stat. § 19.84(2) requires that if the chief presiding officer or the officer’s
designee knows at the time he or she gives notice of a meeting that a closed session is contemplated, the
notice must contain the subject matter to be considered in closed session. The notice must contain the
specific nature of the business, as well as the exemption(s) under which the chief presiding officer believes a
closed session is authorized. 66 Op. Att’y Gen. at 98 (1977). In State ex rel. Schaeve v. Van Lare, 125 Wis.
2d 40, 47, 370 N.W.2d 271 (Ct. App. 1985), the court held that a notice to convene in closed session under
Wis. Stat. § 19.85(1)(b) “‘to conduct a hearing to consider the possible discipline of a public employee’” was
sufficient.
3. Time of notice
The provision in Wis. Stat. § 19.84(3) requires that every public notice of a meeting be given at least
twenty-four hours in advance of the meeting, unless “for good cause” such notice is “impossible or
impractical.” If “good cause” exists, the notice should be given as soon as possible and must be given at least
two hours in advance of the meeting. Wis. Stat. § 19.84(3).
No Wisconsin court decisions or Attorney General opinions discuss what constitutes “good cause” to
provide less than twenty-four-hour notice of a meeting. This provision, like all other provisions of the open
meetings law, must be construed in favor of providing the public with the fullest and most complete
information about governmental affairs as is compatible with the conduct of governmental business. Wis.
Stat. § 19.81(1) and (4). If there is any doubt whether “good cause” exists, the governmental body should
provide the full twenty-fourhour notice.
Wisconsin Stat. § 19.84(4) provides that separate notice for each meeting of a governmental body must
be given at a date and time reasonably close to the meeting date. A single notice that lists all the meetings that
a governmental body plans to hold over a given week, month or year does not comply with the notice
requirements of the open meetings law. See 63 Op. Att’y Gen. at 513 (1974).
University of Wisconsin departments and their subunits, as well as the Olympic ice training rink, are
exempt from the specific notice requirements in Wis. Stat. § 19.84(1)-(4). Those bodies are simply required
to provide notice “which is reasonably likely to apprise interested persons, and news media who have filed
written requests for such notice.” Wis. Stat. § 19.84(6). Also exempt from the specific notice requirements
are certain meetings of subunits of parent bodies held during or immediately before or after a meeting of the
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parent body. See Wis. Stat. § 19.84(6).
B. Open Session Requirements
1. Accessibility
In addition to requiring advance public notice of every meeting of a governmental body, the open
meetings law also requires that every meeting of a governmental body initially be convened in “open
session.” See Wis. Stat. §§ 19.83 and 19.85(1). All business of any kind, formal or informal, must be
initiated, discussed and acted upon in “open session,” unless one of the exemptions set forth in Wis. Stat. §
19.85(1) applies. Wis. Stat. § 19.83.
An “open session” is defined in Wis. Stat. § 19.82(3) as “a meeting which is held in a place reasonably
accessible to members of the public and open to all citizens at all times.” This provision requires that
governmental bodies hold their meetings in rooms that are reasonably calculated to be large enough to
accommodate all citizens who wish to attend the meetings. Badke, 173 Wis. 2d at 580-81. Absolute access is
not, however, required. Id. In Badke, for instance, the Wisconsin Supreme Court concluded that a village
board meeting that was held in a village hall capable of holding 55-75 people was reasonably accessible,
although three members of the public were turned away due to overcrowding. Id. at 561, 563, 581. Whether
the requirement that a meeting be held in a place that is reasonably accessible is met depends on the facts in
each individual case. Any doubt as to whether a meeting facility is large enough to satisfy the requirement
should be resolved in favor of holding the meeting in a larger facility.
In the case of a state governmental body, “open session” means a building and room that
enables access by persons with functional limitations, as defined in Wis. Stat. § 101.13(1). Wis.
Stat. § 19.82(3). This provision requires that state governmental bodies hold their meetings in
buildings and rooms that are accessible, without assistance, to persons with functional limitations.
69 Op. Att’y Gen. 251 (1980). In order to comply with the spirit of the open meetings law, local
bodies should also, whenever possible, meet in buildings and rooms that are accessible without
assistance.
The policy of openness and accessibility favors governmental bodies holding their meetings in public
places, such as a municipal hall or school, rather than on private premises. See 67 Op. Att’y Gen. 125, 127
(1978). The law prohibits meetings on private premises that are not open and reasonably accessible to the
public. Wis. Stat. § 19.82(3). Generally speaking, places such as a private room in a restaurant or a dining
room in a private club are not considered “reasonably accessible.” A governmental body should meet on
private premises only in exceptional cases, where the governmental body has a specific reason for doing so
which does not compromise the public’s right to information about governmental affairs.
The policy of openness and accessibility also requires that governmental bodies hold their meetings at
locations proximate to the public they serve. Accordingly, the Attorney General has concluded that a school
board meeting held forty miles from the district which the school board served was not “reasonably
accessible” within the meaning of the open meetings law. Correspondence, May 25, 1977. The Attorney
General advises that, in order to comply with the “reasonably accessible” requirement, governmental bodies
conduct all their meetings at a location within the district they serve, unless there are special circumstances
that make it impossible or impractical to do so. I-29-91, October 17, 1991.
2. Tape recording and videotaping
The open meetings law grants citizens the right to attend and observe meetings of governmental bodies
that are held in open session. The open meetings law also grants citizens the right to tape record or videotape
open session meetings, as long as doing so does not disrupt the meeting. The law explicitly states that a
governmental body must make a reasonable effort to accommodate anyone who wants to record, film or
photograph an open session meeting, as long as the activity does not interfere with the meeting. Wis. Stat. §
19.90.
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By contrast, members of a governmental body have no right to record a closed meeting under
circumstances that might mean its private and secret nature could be violated. If a governmental body desires
to record its closed meetings, it should arrange for the security of the records to prevent their improper
disclosure. 66 Op. Att’y Gen. 318, 325 (1977).
3. Citizen participation
The open meetings law does not grant citizens a right to participate in meetings of a governmental body.
There are, however, a number of state statutes which require governmental bodies to hold public hearings on
specific matters. See for example, Wis. Stat. § 65.90(4) (requiring public hearing before adoption of a
municipal budget) and Wis. Stat. § 66.46(4)(a) (requiring public hearing before creation of a tax incremental
finance district). In the absence of such a statute, the governmental body itself is free to determine whether to
allow citizen participation at its meetings. A governmental body does not violate the open meetings law by
refusing to permit citizens to speak at its meetings or by limiting the degree to which citizens participate.
1997 Wisconsin Act 123, effective May 2, 1998, created Wis. Stat. §§ 19.83(2) and 19.84(2) to allow
governmental bodies to receive information from members of the public if the public notice of the meeting
designates a period of public comment. The new law also allows a governmental body to discuss, but not to
act on, any matter raised by the public during a comment period. Although discussion of a general public
comment item is permissible, it is advisable to defer extensive discussion and action on such an item until
specific notice of the subject matter of the proposed action can be given.
A frequently asked question concerns who may attend the closed session meetings of a
governmental body. In general, the open meetings law gives wide discretion to a governmental
body to admit to a closed session anyone whose presence the body determines is necessary for
the consideration of the matter that is the subject of the meeting. Correspondence, December 15,
1988. If the governmental body is a subunit of a parent body, the subunit must allow members of
the parent body to attend its open session and closed session meetings, unless the rules of the
parent body or subunit provides otherwise. Wis. Stat. § 19.89. Where enough non-members of a
subunit attend the subunit’s meetings that a quorum of the parent body is present, a meeting of the
parent body occurs, and the notice requirements of Wis. Stat. § 19.84 apply. Badke, 173 Wis. 2d at
579.
4. Minutes of meetings and recording of votes
The open meetings law does not require a governmental body to take detailed minutes of its meetings.
Other statutes, however, may impose detailed minute-taking requirements. I-20-89, March 8, 1989. See, e.g.,
Wis. Stat. §§ 61.25(3) (village clerk); 62.09(11)(b) (city clerk); and 59.23(2)(a) (county clerk). It does require
a governmental body keep a record of the motions and roll call votes at each meeting of the body. Wis. Stat.
§ 19.88(3). The recordkeeping requirement can be satisfied if the motions and roll-call votes are recorded and
preserved on a tape recording. I-95-89, November 13, 1989. If a member of a governmental body requests
that the vote of each member on a particular matter be recorded, a voice vote or a vote by a show of hands is
not permissible unless the vote is unanimous and the minutes reflect who is present for the vote. I-95-89,
November 13, 1989. The requirement applies to both open and closed session meetings. No secret ballot
may be used to determine any election or decision of a governmental body, except the election of officers of a
body. Wis. Stat. § 19.88(1). For example, a body cannot vote by secret ballot to fill a vacancy on a city
council, 65 Op. Att’y Gen. 131 (1976).
IV.
WHEN IS IT PERMISSIBLE TO CONVENE IN CLOSED
SESSION?
Every meeting of a governmental body must initially be convened in open session. All business of any
kind, formal or informal, must be initiated, discussed and acted upon in open session unless one of the
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exemptions in Wis. Stat. § 19.85(1) applies. Wis. Stat. § 19.83.
A. Authorized Closed Sessions
Wisconsin Stat. § 19.85(1) contains thirteen exemptions to the open session requirement which permit,
but do not require, a governmental body to convene in closed session. Because the law is designed to provide
the public with the most complete information possible regarding the affairs of government, exemptions
should be strictly construed. State ex rel. Hodge v. Turtle Lake, 180 Wis. 2d 62, 71, 508 N.W.2d 603 (1993).
The policy of the open meetings law dictates that the exemptions be invoked sparingly and only where
necessary to protect the public interest. If there is any doubt as to whether closure is permitted under a given
exemption, the governmental body should hold the meeting in open session. See 74 Op. Att’y Gen. 70, 73
(1985).
The following are some of the most frequently cited exemptions.
1. Judicial or quasi-judicial hearings
Wisconsin Stat. § 19.85(1)(a) authorizes a closed session for “[d]eliberating concerning a case which was
the subject of any judicial or quasi-judicial trial or hearing before that governmental body.” In order for this
exemption to apply, there must be a “case” that is the subject of a quasi-judicial proceeding. Turtle Lake, 180
Wis. 2d at 72. The Wisconsin Supreme Court held that “case” contemplates a controversy among parties that
are adverse to one another; it does not include a mere request for a permit. Id. at 74. Examples of
governmental bodies that consider “cases” and thus can convene in closed session under Wis. Stat. §
19.85(1)(a), where appropriate, include the Wisconsin Employment Relations Commission, 68 Op. Att’y Gen.
171 (1979), boards of zoning appeals, State ex rel. Cities S. O. Co. v. Bd. of Appeals, 21 Wis. 2d 516, 537,
124 N.W.2d 809 (1963), and other zoning appeals bodies. Accord, Dolphin v. Board of Review, 70 Wis. 2d
403, 411-13, 234 N.W.2d 277 (1975). Boards of review cannot use the exemption of Wis. Stat. § 19.85(1)(a)
to close any meeting. Wis. Stat. § 70.47(2m). See 65 Op. Att’y Gen. 162, 162 (1976); cf. Dolphin, 70 Wis. 2d
at 413.
2. Employment and licensing matters
a. Consideration of dismissal, demotion, discipline, licensing and tenure
Two of the statutory exemptions to the open session requirement relate specifically to employment or
licensing of an individual. The first, Wis. Stat. § 19.85(1)(b), authorizes a closed session for:
Considering dismissal, demotion, licensing or discipline of any public employe or
person licensed by a board or commission or the investigation of charges against such
person, or considering the grant or denial of tenure for a university faculty member, and the
taking of formal action on any such matter
....
This section explicitly provides that a governmental body may not convene in closed session under this
exemption unless the body gives the public employee, person licensed, or faculty member actual notice of any
evidentiary hearing and any meeting at which final action may be taken. The notice must state that the person
has a right to request that any such hearing or meeting be held in open session. If the person requests an open
session, the governmental body may not convene in closed session under Wis. Stat. § 19.85(1)(b) to conduct
an evidentiary hearing or take final action. Wis. Stat. § 19.85(1)(b).
Evidentiary hearings may be required by statute, ordinance or rule, by collective bargaining agreement,
or by circumstances in which the employee or licensee is the subject of charges that might damage the
person’s good name, reputation, honor or integrity, or where the government body’s action might impose
substantial stigma or disability upon the person. 66 Op. Att’y Gen. 211, 214 (1977). Evidentiary hearings are
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characterized by the formal examination of charges by the taking of testimony, and receiving evidence in
support or in defense of specific charges that may have been made. 66 Op. Att’y Gen. at 214 (1977).
In State ex rel. Epping v. City of Neillsville, 218 Wis. 2d 516, 581 N.W.2d 548 (Ct. App. 1998), the
court of appeals held that Wis. Stat. § 19.85(1)(b) did not require the city to give Epping specific notice of the
closed session meetings at which the common council discussed his performance pursuant to Wis. Stat. §
19.85(1)(c) because no final action took place during those closed sessions. Instead, the common council
reconvened in open session after the closed session, and voted to terminate Epping’s employment.
Nothing in Wis. Stat. § 19.85(1) permits a person who is not a member of the governmental body to
demand that the body meet in closed session. The Wisconsin Court of Appeals held that a governmental body
was not required to comply with a public employee’s request that the body convene in closed session to vote
on the employee’s dismissal. State ex rel. Schaeve, 125 Wis. 2d at 40.
b.
Consideration of employment, promotion, compensation and performance
evaluations
The second exemption which relates to employment matters authorizes a closed session for
“[c]onsidering employment, promotion, compensation or performance evaluation data of any public employe
over which the governmental body has jurisdiction or exercises responsibility.” Wis. Stat. § 19.85(1)(c).
The Attorney General has interpreted this exemption to extend to public officers, such as a police chief,
who the governmental body has jurisdiction to employ. Correspondence, September 20, 1982. The Attorney
General has also concluded that this exemption is sufficiently broad to authorize convening in closed session
to interview and consider applicants for positions of employment. Correspondence, September 20, 1982.
An elected official is not considered a “public employe over which the governmental body has
jurisdiction or exercises responsibility.” Thus, Wis. Stat. § 19.85(1)(c) does not authorize a county board to
convene in closed session to consider appointments of county board members to a county board committee.
76 Op. Att’y Gen. 276 (1987). Similarly, the exemption does not authorize a school board to convene in
closed session to select a person to fill a vacancy on the school board. 74 Op. Att’y Gen. at 72 (1985). Nor
does the exemption authorize a county board or a board committee to convene in closed session for the
purposes of screening and interviewing applicants to fill a vacancy in the elected office of county clerk.
Correspondence, June 13, 2003.
The language of the exemption refers to a “public employe” rather than to positions of
employment in general. The apparent purpose of the exemption is to protect individual employees
from having their actions and abilities discussed in public and to protect governmental bodies “from
potential lawsuits resulting from open discussion of sensitive information.” Oshkosh Northwestern
Co. v. Oshkosh Library Bd., 125 Wis. 2d 480, 486, 373 N.W.2d 459 (Ct. App. 1985). It is not the
purpose of the exemption to protect a governmental body when it discusses general policies that do
not involve identifying specific employees. See 80 Op. Att’y Gen. 176, 177-78 (1992). Thus, Wis.
Stat. § 19.85(1)(c) authorizes a closed session to discuss the qualifications of and salary to offer a
specific applicant but does not authorize a closed session to discuss the qualifications and salary
range for the position in general. 80 Op. Att’y Gen. at 178-82 (1992). The section authorizes
closure to determine increases in compensation for specific employees, 67 Op. Att’y Gen. 117, 118
(1978). Similarly, Wis. Stat.
§ 19.85(1)(c) authorizes closure to determine which employees to lay off, or whether to non-renew an
employee’s contract at the expiration of the contract term, see 66 Op. Att’y Gen. at 213 (1977), but not to
determine whether to reduce or increase staffing, in general.
3. Consideration of financial, medical, social or personal information
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The exemption in Wis. Stat. § 19.85(1)(f) authorizes a closed session for:
Considering financial, medical, social or personal histories or disciplinary data of specific
persons, preliminary consideration of specific personnel problems or the investigation of charges
against specific persons except where par. (b) applies which, if discussed in public, would be likely
to have a substantial adverse effect upon the reputation of any person referred to in such histories or
data, or involved in such problems or investigations.
An example is where a state employee was alleged to have violated a state law. See Wis. State Journal v. U.W.
Platteville, 160 Wis. 2d 31, 38, 465 N.W.2d 266 (Ct. App. 1990). This exemption is not limited to
considerations involving public employees. For example, the Attorney General concluded that, in an
exceptional case, a school board could convene in closed session under the exemption to interview a
candidate to fill a vacancy on the school board if information is expected to damage a reputation, however,
the vote should be in open session. 74 Op. Att’y Gen. at 72 (1985).
At the same time, the Attorney General cautioned that the exemption in Wis. Stat. § 19.85(1)(f) is
extremely limited. It applies only where a member of a governmental body has actual knowledge of
information that will have a substantial adverse effect on the person mentioned or involved. Moreover, the
exemption authorizes closure only for the duration of the discussions about the information specified in Wis.
Stat. § 19.85(1)(f). Thus, the exemption would not authorize a school board to actually appoint a new
member to the board in closed session. 74 Op. Att’y Gen. at 72 (1985).
4. Conducting public business with competitive or bargaining implications
A closed session is authorized for “[d]eliberating or negotiating the purchasing of public properties, the
investing of public funds, or conducting other specified public business, whenever competitive or bargaining
reasons require a closed session.” Wis. Stat. § 19.85(1)(e). This exemption is not limited to deliberating or
negotiating the purchase of public property or the investing of public funds. For example, the Attorney
General has determined that the exemption authorized a school board to convene in closed session to develop
negotiating strategies for collective bargaining. 66 Op. Att’y Gen. at 96 (1977). (The opinion advised that
governmental bodies that are not formed exclusively for collective bargaining comply with the open meetings
law when meeting for the purpose of developing negotiating strategy.) Governmental officials must keep in
mind, however, that this exemption applies only when “competitive or bargaining reasons require a closed
session.” Wis. Stat. § 19.85(1)(e). The exemption is restrictive rather than expansive. Mere inconvenience,
delay, embarrassment, frustration or even speculation as to the probability of success would be an insufficient
basis to close a meeting. By using the word “require,” the Legislature placed a strong burden on a
governmental body considering whether to close a meeting. Correspondence, February 12, 1979. The
“competitive or bargaining reasons” exemption permits closed session discussion in situations where the
discussion will directly and substantially affect negotiations with a party, but not where the discussions might
be one of several factors that indirectly influence the outcome of negotiations with a third party.
Correspondence, March 24, 1992. Once a governmental body’s bargaining team has reached a tentative
agreement, the discussion whether the body should ratify the agreement should be conducted in open session.
81 Op. Att’y Gen. 139, 141 (1994).
5. Conferring with legal counsel with respect to litigation
The exemption in Wis. Stat. § 19.85(1)(g) authorizes a closed session for “[c]onferring with
legal counsel for the governmental body who is rendering oral or written advice concerning strategy
to be adopted by the body with respect to litigation in which it is or is likely to become involved.”
The presence of the governmental body’s legal counsel is not, in itself, sufficient reason to authorize
closure under this exemption. The exemption applies only if the legal counsel is rendering advice on strategy
to adopt for litigation in which the governmental body is or is likely to become involved.
There is no clear-cut standard for determining whether a governmental body is “likely” to become
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involved in litigation. Members of a governmental body should rely on the body’s legal counsel for advice on
whether litigation is sufficiently “likely” to authorize a closed session under Wis. Stat. § 19.85(1)(g).
6.
Remaining exemptions
The remaining exemptions in Wis. Stat. § 19.85(1) authorize closure for:
1
Considering applications for probation or parole, or considering strategy for crime detection
or prevention. Wis. Stat. § 19.85(1)(d).
2
Specified deliberations by the state council on unemployment insurance and the state
council on worker’s compensation. Wis. Stat. § 19.85(1)(ee) and (eg).
3
Specified deliberations involving the location of a burial site. Wis. Stat. § 19.85(1)(em).
4
Consideration of requests for confidential written advice from an ethics board. Wis. Stat. §
19.85(1)(h).
5
Considering specified matters related to a business ceasing its operations or laying off
employees. Wis. Stat. § 19.85(1)(i).
6
Considering specified financial information relating to the support of a nonprofit corporation
operating an ice rink owned by the state. Wis. Stat. § 19.85(1)(j).
2
B. Notice Of Closed Session
The notice provision in Wis. Stat. § 19.84(2) requires that, if the chief presiding officer of a
governmental body is aware that a closed session is contemplated at the time he or she gives public notice of
the meeting, the notice must contain the subject matter of the closed session.
3
If the chief presiding officer was not aware of a contemplated closed session at the time he or she gave
notice of the meeting, that does not foreclose a governmental body from going into closed session under Wis.
Stat. § 19.85(1) to discuss an item contained in the notice for the open session. 66 Op. Att’y Gen. 106, 108
(1977). In both cases, a governmental body must follow the procedure set forth in Wis. Stat. § 19.85(1)
before going into closed session.
C. Voting In An Authorized Closed Session
The Wisconsin Supreme Court has held that Wis. Stat. § 14.90 (1959), a predecessor to the current open
meetings law, authorized a governmental body to vote in closed session on matters that were the legitimate
subject of deliberation in closed session. State ex rel. Cities S. O. Co., 21 Wis. 2d at 538. The supreme court
reasoned that “voting is an integral part of deliberating and merely formalizes the result reached in the
deliberating process.” State ex rel. Cities S. O. Co., 21 Wis. 2d at 539.
In State ex rel. Schaeve, 125 Wis. 2d at 53, the court of appeals commented on the propriety of voting in
closed session under the current open meetings law. The court indicated that a governmental body must vote
in open session unless an exemption in Wis. Stat. § 19.85(1) expressly authorizes voting in closed session. Id.
The court’s statement was not essential to its holding and it is unclear whether the supreme court would adopt
a similar interpretation of the current open meetings law.
2
For more detailed information on these exemptions, consult the text of Wis. Stat. § 19.85(1), which appears in
Appendix A.
3
See section III.A.2.b. of this guide for information on how to comply with this requirement.
Given this uncertainty, the Attorney General advises that a governmental body vote in open session,
unless the vote is clearly an integral part of deliberations authorized to be conducted in closed session under
Wis. Stat. § 19.85(1). Stated another way, a governmental body should vote in open session, unless doing so
would compromise the need for the closed session. Accord, Epping, 218 Wis. 2d at 524 n.4 (even if
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deliberations were conducted in an unlawful closed session, a subsequent vote taken in open session could not
be voided).
None of the exemptions in Wis. Stat. § 19.85(1) authorize a governmental body to consider in closed
session the ratification or final approval of a collective bargaining agreement negotiated by or for the body.
Wis. Stat. § 19.85(3); 81 Op. Att’y Gen. 139 (1994).
D. Procedure For Convening In Closed Session
Every meeting of a governmental body must initially be convened in open session. Wis. Stat. §§ 19.83
and 19.85(1). Before convening in closed session, the governmental body must follow the procedure set forth
in Wis. Stat. § 19.85(1) which requires that the governmental body pass a motion, by recorded majority vote,
to convene in closed session. If a motion is unanimous, there is no requirement to record the votes
individually. State ex rel. Schaeve, 125 Wis. 2d at 51. Before the governmental body votes on the motion, the
chief presiding officer must announce and record in open session the nature of the business to be discussed
and the specific statutory exemption which is claimed to authorize the closed session. 66 Op. Att’y Gen. at
97-98 (1977). Stating the statute section number of the applicable exemption is not sufficient because most
exemptions contain a number of subjects within the exemption. Some specificity is needed in describing the
subject matter of the contemplated closed meeting so that the members of the governmental body can
intelligently vote on the motion to close the meeting. Correspondence, June 29, 1977. The governmental
body must limit its discussion in closed session to the business specified in the announcement.
E. Reconvening In Open Session
A governmental body may not commence a meeting, convene in closed session and subsequently
reconvene in open session within twelve hours after completion of a closed session, unless public notice of
the subsequent open session is given “at the same time and in the same manner” as the public notice of the
prior open session. Wis. Stat. § 19.85(2). The notice need not specify the time the governmental body expects
to reconvene in open session if the body plans to reconvene immediately following the closed session. If the
notice does specify the time, the body must wait until that time to reconvene in open session.
V. WHO ENFORCES THE OPEN MEETINGS LAW AND WHAT
ARE ITS PENALTIES?
A. Enforcement
Both the Attorney General and the district attorneys have authority to enforce the open meetings
law. Wis. Stat. § 19.97(1). In most cases, enforcement at the local level has the greatest chance of
success due to the need for intensive factual investigation, the district attorneys’ familiarity with the
local rules of procedure and the need to assemble witnesses and material evidence. 65 Op. Att’y Gen.
Preface at ii (1976).
A district attorney has authority to enforce the open meetings law only after an individual files a
verified open meetings law complaint with the district attorney. See Wis. Stat. § 19.97(1). Actions to
enforce the open meetings law need not be preceded by a notice of claim. State ex rel. Auchinleck v.
Town of LaGrange, 200 Wis. 2d 585, 594-97, 547 N.W.2d 587 (1996). The complaint must be signed
4
by the individual and notarized. The district attorney has broad prosecutorial discretion. State v.
Karpinski, 92 Wis. 2d 599, 607, 285 N.W.2d 729 (1979).
4
A model complaint appears in Appendix B.
If the district attorney refuses to commence an open meetings law enforcement action or otherwise fails
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to act within twenty days of receiving a complaint, the individual who filed the complaint has a right to bring
an action, in the name of the state, to enforce the open meetings law. Wis. Stat. § 19.97(4). See also Fabyan
v. Achtenhagen, 2002 WI App 214, 257 Wis. 2d 310, ¶¶ 10-13, 652 N.W.2d 649 (complaint under Wis. Stat.
§ 19.97 must be brought in the name of and on behalf of the state; i.e., the caption must bear the title “State ex
rel. . . ,” or the court lacks competency to proceed). If the individual prevails, the court is authorized to award
the person the actual and necessary costs of prosecution, including reasonable attorney fees. Under certain
circumstances, the Attorney General may elect to prosecute complaints involving a matter of statewide
concern. Court proceedings to enforce the open meetings law must be commenced within two years after the
cause of action accrues, or the proceedings will be barred. State ex rel. Leung v. City of Lake Geneva, 2003
WI App 129, ___Wis. 2d ___, ¶ 6, 666 N.W.2d 104.
B. Penalties
Any member of a governmental body who “knowingly” attends a meeting held in violation of the open
meetings law, or otherwise violates the law, is subject to a forfeiture of between $25 and $300 for each
violation. Wis. Stat. § 19.96. Any forfeiture obtained in an action brought by the district attorney is awarded
to the county. Wis. Stat. § 19.97(1). Any forfeiture obtained in an action brought by the Attorney General or
a private citizen is awarded to the state. Wis. Stat. § 19.97(1), (2) and (4).
The Wisconsin Supreme Court has defined “knowingly” as not only positive knowledge of the illegality
of a meeting, but also awareness of the high probability of the meeting’s illegality or conscious avoidance or
awareness of the illegality. Swanson, 92 Wis. 2d at 319. The court also held that knowledge is not required to
impose forfeitures on an individual for violating the open meetings law by means other than attending a
meeting held in violation of the law. Examples of “other violations” are failing to give the required public
notice of a meeting or failing to follow the procedure for closing a session. Swanson, 92 Wis. 2d at 321.
A member of a governmental body who is charged with knowingly attending a meeting held in violation
of the law may raise one of two defenses: (1) that the member made or voted in favor of a motion to prevent
the violation or (2) that the member’s votes on all relevant motions prior to the violation were inconsistent
with the cause of the violation. Wis. Stat. § 19.96.
A member who is charged with a violation other than knowingly attending a meeting held in violation of
the law may be permitted to raise the additional statutory defense that the member did not act in his or her
official capacity. In addition, in Swanson, 92 Wis. 2d at 319, and Turtle Lake, 180 Wis. 2d at 80, the
supreme court intimated that a member of a governmental body can avoid liability if he or she can factually
prove that he or she relied, in good faith and in an open and unconcealed manner, on the advice of counsel
whose statutory duties include the rendering of legal opinions as to the actions of the body. See State v.
Tereschko, 2001 WI App 146, 246 Wis.2d 671, ¶¶ 9-10, 630 N.W.2d 277 (unpublished opinion declining to
find a knowing violation where school board members relied on the advice of counsel in going into closed
session); State v. Davis, 63 Wis. 2d 75, 82, 216 N.W.2d 31 (1974) (interpreting Wis. Stat. § 946.13(1) (private
interest in public contract). Cf. Journal/Sentinel v. Shorewood School Bd., 186 Wis. 2d 443, 452-55, 521
N.W.2d 165 (Ct. App. 1994) (school board may not avoid duty to provide public records by delegating the
creation and custody of the record to its attorneys).
A governmental body may not reimburse a member for a forfeiture incurred as a result of a violation of
the law, unless the enforcement action involved a real issue as to the constitutionality of the open meetings
law. 66 Op. Att’y Gen. 226 (1977). Although it is not required to do so, a governmental body may reimburse
a member for his or her reasonable attorney fees in defending against an enforcement action and for any
plaintiff’s attorney fees that the member is ordered to pay. The city attorney may represent city officials in
open meetings law enforcement actions. 77 Op. Att’y Gen. 177, 180 (1988).
In addition to the forfeiture penalty, Wis. Stat. § 19.97(3) provides that a court may void any action taken
at a meeting held in violation of the open meetings law if the court finds that the interest in enforcing the law
outweighs any interest in maintaining the validity of the action. Thus, in Turtle Lake, 180 Wis. 2d at 75-76,
the court voided the Town Board’s denial of a permit, taken after an unauthorized closed session deliberation
about whether to grant or deny the permit. Cf. Epping, 218 Wis. 2d 524 n.4 (arguably unlawful closed session
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deliberation does not provide basis for voiding subsequent open session vote; State ex rel. Ward v. Town of
Nashville, 2001 WI App 224, 247 Wis. 2d 988, ¶ 30, 635 N.W.2d 26 (unpublished opinion declining to void
an agreement made in open session, where the agreement was the product of three years of unlawfully closed
meetings). A court may award any other appropriate legal or equitable relief, including declaratory and
injunctive relief. Wis. Stat. § 19.97(2).
In enforcement actions seeking forfeitures, the provisions of the open meetings law must be narrowly
construed due to the penal nature of forfeiture. In all other actions, the provisions of the law must be liberally
construed to ensure the public’s right to “the fullest and most complete information regarding the affairs of
government as is compatible with the conduct of governmental business.” Wis. Stat. § 19.81(1) and (4).
Thus, it is advisable to prosecute forfeiture actions separately from actions seeking other types of relief under
the open meetings law.
CONCLUSION
In this handbook, the Attorney General’s Office has outlined the provisions of the open
meetings law to serve as an informational resource for members of the public and government
officials. Questions which remain after thorough examination of the handbook may be answered by
direct consultation of the open meetings statutes, case law, opinions of the Attorney General and by
conferring with attorneys for governmental bodies. In addressing such questions, keep in mind the
policy of broadly construing the open meetings law in favor of openness. In the rare instance where
a question cannot be resolved in this manner, written requests for advice also may be made to the
Attorney General’s Office for an interpretation of the statutes. Wis. Stat. § 19.98.
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APPENDIX A
OPEN MEETINGS LAW
Wis. Stat. §§ 19.81 - 19.98 (1999-2000)
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SUBCHAPTER V
OPEN MEETINGS OF GOVERNMENTAL BODIES
19.81 Declaration of policy. (1) In recognition of the fact that a representative government of the
American type is dependent upon an informed electorate, it is declared to be the policy of this state
that the public is entitled to the fullest and most complete information regarding the affairs of
government as is compatible with the conduct of governmental business.
(2) To implement and ensure the public policy herein expressed, all meetings of all
state and local governmental bodies shall be publicly held in places reasonably accessible
to members of the public and shall be open to all citizens at all times unless otherwise
expressly provided by law.
(3) In conformance with article IV, section 10, of the constitution, which states that
the doors of each house shall remain open, except when the public welfare requires
secrecy, it is declared to be the intent of the legislature to comply to the fullest extent with
this subchapter.
(4) This subchapter shall be liberally construed to achieve the purposes set forth in
this section, and the rule that penal statutes must be strictly construed shall be limited to
the enforcement of forfeitures and shall not otherwise apply to actions brought under this
subchapter or to interpretations thereof.
19.82 Definitions. As used in this subchapter:
(1) “Governmental body” means a state or local agency, board, commission, committee,
council, department or public body corporate and politic created by constitution, statute, ordinance,
rule or order; a governmental or quasi-governmental corporation except for the Bradley center sports
and entertainment corporation; a local exposition district under subch. II of ch. 229; a family care
district under s. 46.2895; a nonprofit corporation operating the Olympic ice training center under s.
42.11 (3); or a formally constituted subunit of any of the foregoing, but excludes any such body or
committee or subunit of such body which is formed for or meeting for the purpose of collective
bargaining under subch. I, IV or V of ch. 111.
(2) ”Meeting” means the convening of members of a governmental body for the
purpose of exercising the responsibilities, authority, power or duties delegated to or vested
in the body. If one-half or more of the members of a governmental body are present, the
meeting is rebuttably presumed to be for the purpose of exercising the responsibilities,
authority, power or duties delegated to or vested in the body. The term does not include
any social or chance gathering or conference which is not intended to avoid this
subchapter, any gathering of the members of a town board for the purpose specified in s.
60.50(6), any gathering of the commissioners of a town sanitary district for the purpose
specified in
s. 60.77(5)(k) or any gathering of the members of a drainage board created under
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s. 88.16, 1991 stats., or under s. 88.17, for a purpose specified in s. 88.065(5)(a).
(3) ”Open session” means a meeting which is held in a place reasonably accessible to
members of the public and open to all citizens at all times. In the case of a state
governmental body, it means a meeting which is held in a building and room thereof which
enables access by persons with functional limitations, as defined in s. 101.13(1).
19.83 Meetings of governmental bodies. (1) Every meeting of a governmental body shall be
preceded by public notice as provided in
s. 19.84, and shall be held in open session. At any meeting of a governmental body, all discussion
shall be held and all action of any kind, formal or informal, shall be initiated, deliberated upon and
acted upon only in open session except as provided in s. 19.85.
(2) During a period of public comment under s. 19.84 (2), a governmental body may discuss any
matter raised by the public.
19.84 Public notice. (1) Public notice of all meetings of a governmental body shall be given in the
following manner:
(a) As required by any other statutes; and
(b) By communication from the chief presiding officer of a governmental body or
such person’s designee to the public, to those news media who have filed a written request
for such notice, and to the official newspaper designated under ss. 985.04,
985.05 and 985.06 or, if none exists, to a news medium likely to give notice in the area.
(2) Every public notice of a meeting of a governmental body shall set forth the time,
date, place and subject matter of the meeting, including that intended for consideration at
any contemplated closed session, in such form as is reasonably likely to apprise members
of the public and the news media thereof. The public notice of a meeting of a governmental
body may provide for a period of public comment, during which the body may receive
information from members of the public.
(3) Public notice of every meeting of a governmental body shall be given at least 24
hours prior to the commencement of such meeting unless for good cause such notice is
impossible or impractical, in which case shorter notice may be given, but in no case may the notice
be provided less than 2 hours in advance of the meeting.
(4) Separate public notice shall be given for each meeting of a governmental body at
a time and date reasonably proximate to the time and date of the meeting.
(5) Departments and their subunits in any university of Wisconsin system institution
or campus and a nonprofit corporation operating the Olympic ice training center under s.
42.11(3) are exempt from the requirements of subs. (1) to (4) but shall provide meeting
notice which is reasonably likely to apprise interested persons, and news media who have
10-26
filed written requests for such notice.
(6) Notwithstanding the requirements of s. 19.83 and the requirements of this
section, a governmental body which is a formally constituted subunit of a parent
governmental body may conduct a meeting without public notice as required by this section
during a lawful meeting of the parent governmental body, during a recess in such meeting
or immediately after such meeting for the purpose of discussing or acting upon a matter
which was the subject of that meeting of the parent governmental body. The presiding
officer of the parent governmental body shall publicly announce the time, place and subject
matter of the meeting of the subunit in advance at the meeting of the parent body.
19.85 Exemptions. (1) Any meeting of a governmental body, upon motion duly made and carried,
may be convened in closed session under one or more of the exemptions provided in this section.
The motion shall be carried by a majority vote in such manner that the vote of each member is
ascertained and recorded in the minutes. No motion to convene in closed session may be adopted
unless the chief presiding officer announces to those present at the meeting at which such motion is
made, the nature of the business to be considered at such closed session, and the specific exemption
or exemptions under this subsection by which such closed session is claimed to be authorized. Such
announcement shall become part of the record of the meeting. No business may be taken up at any
closed session except that which relates to matters contained in the chief presiding officer’s
announcement of the closed session. A closed session may be held for any of the following purposes.
(a) Deliberating concerning a case which was the subject of any judicial or quasijudicial trial or hearing before that governmental body.
(b) Considering dismissal, demotion, licensing or discipline of any public employe or
person licensed by a board or commission or the investigation of charges against such
person, or considering the grant or denial of tenure for a university faculty member, and the
taking of formal action on any such matter; provided that the faculty member or other public
employe or person licensed is given actual notice of any evidentiary hearing which may be
held prior to final action being taken and of any meeting at which final action may be taken.
The notice shall contain a statement that the person has the right to demand that the
evidentiary hearing or meeting be held in open session. This paragraph and par. (f) do not
apply to any such evidentiary hearing or meeting where the employe or person licensed
requests that an open session be held.
(c) Considering employment, promotion, compensation or performance evaluation data
of any public employe over which the governmental body has jurisdiction or exercises
responsibility.
(d) Except as provided in s. 304.06 (1) (eg) and by rule promulgated under s.
304.06 (1) (em), considering specific applications of probation, extended supervision or parole, or
considering strategy for crime detection or prevention.
(e) Deliberating or negotiating the purchasing of public properties, the investing of public
funds, or conducting other specified public business, whenever competitive or bargaining reasons
10-27
require a closed session.
(ee) Deliberating by the council on unemployment insurance in a meeting at which all employer
members of the council or all employee members of the council are excluded.
(eg) Deliberating by the council on worker’s compensation in a meeting at which all employer
members of the council or all employe members of the council are excluded.
(em) Deliberating under s. 157.70 if the location of a burial site, as defined in s. 157.70(1)(b), is
a subject of the deliberation and if discussing the location in public would be likely to result in
disturbance of the burial site.
(f) Considering financial, medical, social or personal histories or disciplinary data of
specific persons, preliminary consideration of specific personnel problems or the
investigation of charges against specific persons except where par. (b) applies which, if
discussed in public, would be likely to have a substantial adverse effect upon the reputation
of any person referred to in such histories or data, or involved in such problems or
investigations.
(g) Conferring with legal counsel for the governmental body who is rendering oral or
written advice concerning strategy to be adopted by the body with respect to litigation in
which it is or is likely to become involved.
(h) Consideration of requests for confidential written advice from the ethics board under
s. 19.46(2), or from any county or municipal ethics board under s. 19.59(5).
(i) Considering any and all matters related to acts by businesses under s. 560.15
which, if discussed in public, could adversely affect the business, its employes or former
employes.
(j) Considering financial information relating to the support by a person, other than an
authority, of a nonprofit corporation operating the Olympic ice training center under s.
42.11(3), if the information is exempt from disclosure under s. 42.115 or would be so
exempt were the information to be contained in a record. In this paragraph, “authority” and
“record” have the meanings given under s. 19.32.
(2) No governmental body may commence a meeting, subsequently convene in closed
session and thereafter reconvene again in open session within 12 hours after completion of
the closed session, unless public notice of such subsequent open session was given at the
same time and in the same manner as the public notice of the meeting convened prior to
the closed session.
(3) Nothing in this subchapter shall be construed to authorize a governmental body to
consider at a meeting in closed session the final ratification or approval of a collective
bargaining agreement under subch. I, IV or V of ch. 111 which has been negotiated by
such body or on its behalf.
19.86 Notice of collective bargaining negotiations. Notwithstanding s. 19.82(1), where notice has
been given by either party to a collective bargaining agreement under subch. IV or V of ch. 111 to
10-28
reopen such agreement at its expiration date, the employer shall give notice of such contract
reopening as provided in s. 19.84(1)(b). If the employer is not a governmental body, notice shall be
given by the employer’s chief officer or such person’s designee. This section does not apply to a
nonprofit corporation operating the Olympic ice training center under s. 42.11(3).
19.87 Legislative meetings. This subchapter shall apply to all meetings of the senate and assembly
and the committees, subcommittees and other subunits thereof, except that:
(1) Section 19.84 shall not apply to any meeting of the legislature or a subunit
thereof called solely for the purpose of scheduling business before the legislative body; or
adopting resolutions of which the sole purpose is scheduling business before the senate or
the assembly.
(2) No provision of this subchapter which conflicts with a rule of the senate or
assembly or joint rule of the legislature shall apply to a meeting conducted in compliance
with such rule.
(3) No provision of this subchapter shall apply to any partisan caucus of the senate
or any partisan caucus of the assembly, except as provided by legislative rule.
(5) Sections 893.80 and 893.82 do not apply to actions commenced under this
section.
(4) Meetings of the senate or assembly committee on organization under s.
71.78(4)(c) or 77.61(5)(b)3 shall be closed to the public.
19.88 Ballots, votes and records. (1) Unless otherwise specifically provided by statute, no secret
ballot may be utilized to determine any election or other decision of a governmental body except the
election of the officers of such body in any meeting.
(2) Except as provided in sub. (1) in the case of officers, any member of a
governmental body may require that a vote be taken at any meeting in such manner that
the vote of each member is ascertained and recorded.
(3) The motions and roll call votes of each meeting of a governmental body shall be
recorded, preserved and open to public inspection to the extent prescribed in subch. II of
ch. 19.
19.89 Exclusion of members. No duly elected or appointed member of a governmental body may be
excluded from any meeting of such body. Unless the rules of a governmental body provide to the
contrary, no member of the body may be excluded from any meeting of a subunit of that
governmental body.
19.90 Use of equipment in open session. Whenever a governmental body holds a meeting in open
session, the body shall make a reasonable effort to accommodate any person desiring to record, film
or photograph the meeting. This section does not permit recording, filming or photographing such a
10-29
meeting in a manner that interferes with the conduct of the meeting or the rights of the participants.
19.96 Penalty. Any member of a governmental body who knowingly attends a meeting of such body
held in violation of this subchapter, or who, in his or her official capacity, otherwise violates this
subchapter by some act or omission shall forfeit without reimbursement not less than $25 nor more
than $300 for each such violation. No member of a governmental body is liable under this
subchapter on account of his or her attendance at a meeting held in violation of this subchapter if he
or she makes or votes in favor of a motion to prevent the violation from occurring, or if, before the
violation occurs, his or her votes on all relevant motions were inconsistent with all those
circumstances which cause the violation.
19.97 Enforcement. (1) This subchapter shall be enforced in the name and on behalf of the state by
the attorney general or, upon the verified complaint of any person, by the district attorney of any
county wherein a violation may occur. In actions brought by the attorney general, the court shall
award any forfeiture recovered together with reasonable costs to the state; and in actions brought by
the district attorney, the court shall award any forfeiture recovered together with reasonable costs to
the county.
(2) In addition and supplementary to the remedy provided in s. 19.96, the attorney
general or the district attorney may commence an action, separately or in conjunction with
an action brought under s. 19.96, to obtain such other legal or equitable relief, including but
not limited to mandamus, injunction or declaratory judgment, as may be appropriate under
the circumstances.
(3) Any action taken at a meeting of a governmental body held in violation of this
subchapter is voidable, upon action brought by the attorney general or the district attorney
of the county wherein the violation occurred. However, any judgment declaring such action
void shall not be entered unless the court finds, under the facts of the particular case, that
the public interest in the enforcement of this subchapter outweighs any public interest
which there may be in sustaining the validity of the action taken.
(4) If the district attorney refuses or otherwise fails to commence an action to enforce
this subchapter within 20 days after receiving a verified complaint, the person making such
complaint may bring an action under subs. (1) to (3) on his or her relation in the name, and
on behalf, of the state. In such actions, the court may award actual and necessary costs of
prosecution, including reasonable attorney fees to the relator if he or she prevails, but any
forfeiture recovered shall be paid to the state.
(5) Sections 893.80 and 893.82 do not apply to actions commenced under this section.
19.98 Interpretation by attorney general. Any person may request advice from the attorney general
as to the applicability of this subchapter under any circumstances.
10-30
APPENDIX B
SAMPLE OPEN MEETINGS LAW COMPLAINT FORM
10-31
VERIFIED OPEN MEETINGS LAW COMPLAINT
Now comes the complainant and as and for a verified complaint pursuant to Wis. Stat. §§ 19.96
and 19.97, alleges and complains as follows:
1
That he is a resident of the [town, village, city] of , Wisconsin, and that his or her Post
Office Address is
[street, avenue, etc.] , Wisconsin [zip].
2
That [name of member or chief presiding officer] whose Post Office Address is
___________________________ [street, avenue, etc.], [city], Wisconsin, was on the day of
200_, a
[member or chief presiding officer] of ________________________________
designate official title of governmental body] and that such ____________________ [board,
council, commission or committee] is a governmental body within the meaning of Wis. Stat. §
19.82(1).
3
That [name of member or chief presiding officer] on the day of
___________________________, 200 , at County of , Wisconsin, knowingly attended a meeting
of said governmental body held in violation of Wis. Stat. § 19.96 and
_________________________________________ [cite other applicable section(s)], or otherwise
violated those sections in that [set out every act or omission constituting the offense charged]:
4. That [name of member or chief presiding officer] is thereby subject to the penalties
prescribed in Wis. Stat. § 19.96.
3
That the following witnesses can testify to said acts or omissions: Name Address
Telephone
3
That the following documentary evidence of said acts or omissions is available:
7. That this complaint is made to the District Attorney for
County under the provisions of Wis.
Stat. § 19.97, and that the district attorney may bring an action to recover the forfeiture provided in Wis.
Stat. § 19.96.
WHEREFORE, complainant prays that the District Attorney for
institute an action against
County, Wisconsin, timely
[name of member or chief presiding officer] to recover the forfeiture
provided in Wis. Stat. § 19.96, together with reasonable costs and disbursements as provided by law.
STATE OF WISCONSIN )
)
ss. COUNTY OF
)
being first duly sworn on oath deposes and says that he is the abovenamed
complainant, that he has read the foregoing complaint and that, based on his or her knowledge, the contents
of
the complaint are true.
COMPLAINANT
Subscribed and sworn to
before me this ____ day of
_________, 200_.
Notary Public, State of
Wisconsin My Commission:
______________
10-32
REFERENCE MATERIALS:
CASES, OPINIONS, CORRESPONDENCE
AND STATUTES CITED
10-33
REFERENCE MATERIALS:
CASES, OPINIONS, CORRESPONDENCE
AND STATUTES CITED
CASES CITED
Dolphin v. Board of Review, 70 Wis. 2d 403, 234 N.W.2d 277 (1975)
Fabyan v. Achtenhagen, 2002 WI App 214, 257 Wis. 2d 310, 652 N.W.2d 649
Journal/Sentinel v. Shorewood School Bd., 186 Wis. 2d 443, 521 N.W.2d 165 (Ct. App.
1994)
Olson v. City of Baraboo, 2002 WI App 64, 252 Wis. 2d 628, 643 N.W.2d 796
Oshkosh Northwestern Co. v. Oshkosh Library Bd., 125 Wis. 2d 480, 373 N.W.2d 459
(Ct. App. 1985)
Paulton v. Volkmann, 141 Wis. 2d 370, 415 N.W.2d 528 (Ct. App. 1987)
State v. Davis, 63 Wis. 2d 75, 216 N.W.2d 31 (1974)
State v. Karpinski, 92 Wis. 2d 599, 285 N.W.2d 729 (1979)
State v. Swanson, 92 Wis. 2d 310, 284 N.W.2d 655 (1979)
State v. Tereschko, 2001 WI App 146, 246 Wis. 2d 671, 630 N.W.2d 277 (unpublished)
State ex rel. Auchinleck v. Town of LaGrange, 200 Wis. 2d 585, 547 N.W.2d 587
(1996)
State ex rel. Badke v. Greendale Village Bd., 173 Wis. 2d 553, 494 N.W.2d 408 (1993)
State ex rel. Cities S. O. Co. v. Bd. of Appeals, 21 Wis. 2d 516, 124 N.W.2d 809 (1963)
State ex rel. Epping v. City of Neillsville, 218 Wis. 2d 516, 581 N.W.2d 548 (Ct. App.
1998)
State ex rel. H.D. Ent. v. City of Stoughton, 230 Wis. 2d 480, 602 N.W.2d 72 (Ct.
App. 1999)
State ex rel. Hodge v. Turtle Lake, 180 Wis. 2d 62, 508 N.W.2d 603 (1993)
State ex rel. Leung v. City of Lake Geneva, 2003 WI App 129, ___Wis. 2d ___, 666
N.W.2d 104.
10-34
State ex rel. Lynch v. Conta, 71 Wis. 2d 662, 239 N.W.2d 313 (1976)
State ex rel. Lynch v. Dancey, 71 Wis. 2d 287, 238 N.W.2d 81 (1976)
State ex rel. Newspapers v. Showers, 135 Wis. 2d 77, 398 N.W.2d 154 (1987)
State ex rel. Schaeve v. Van Lare, 125 Wis. 2d 40, 370 N.W.2d 271 (Ct. App. 1985)
State ex rel. Ward v. Town of Nashville, 2001 WI App 224, 247 Wis. 2d 988, 635 N.W.2d
26 (unpublished).
Wis. State Journal v. U.W. Platteville, 160 Wis. 2d 31, 465 N.W.2d 266 (Ct. App.
1990)
FORMAL ATTORNEY GENERAL OPINIONS
∗
OAG 67-79 (July 31, 1979) 63 Op. Att’y Gen. 509 (1974) 65 Op. Att’y Gen. Preface
(1976) 65 Op. Att’y Gen. 131 (1976) 65 Op. Att’y Gen. 162 (1976) 65 Op. Att’y Gen.
243 (1976) 65 Op. Att’y Gen. 250 (1976) 66 Op. Att’y Gen. 60 (1977) 66 Op. Att’y
Gen. 68 (1977) 66 Op. Att’y Gen. 93 (1977) 66 Op. Att’y Gen. 106 (1977) 66 Op.
Att’y Gen. 113 (1977) 66 Op. Att’y Gen. 143 (1977) 66 Op. Att’y Gen. 211 (1977) 66
Op. Att’y Gen. 226 (1977) 66 Op. Att’y Gen. 230 (1977) 66 Op. Att’y Gen. 237
(1977) 66 Op. Att’y Gen. 318 (1977) 67 Op. Att’y Gen. 117 (1978) 67 Op. Att’y Gen.
125 (1978) 67 Op. Att’y Gen. 250 (1978) 68 Op. Att’y Gen. 171 (1979) 69 Op. Att’y
Gen. 143 (1980) 69 Op. Att’y Gen. 251 (1980) 74 Op. Att’y Gen. 38 (1985) 74 Op.
Att’y Gen. 70 (1985) 76 Op. Att’y Gen. 276 (1987) 77 Op. Att’y Gen. 177 (1988) 77
Op. Att’y Gen. 312 (1988) 78 Op. Att’y Gen. 67 (1989) 80 Op. Att’y Gen. 129 (1991)
80 Op. Att’y Gen. 176 (1992) 81 Op. Att’y Gen. 139 (1994)
∗
Unpublished opinion
10-35
INFORMAL ATTORNEY GENERAL OPINIONS
I-20-89 (March 8, 1989)
I-95-89 (November 13, 1989)
I-22-90 (April 4, 1990)
I-34-90 (May 25, 1990)
I-29-91 (October 17, 1991)
I-5-93 (April 26, 1993)
I-10-93 (October 15, 1993)
DEPARTMENT OF JUSTICE CORRESPONDENCE
Correspondence, May 25, 1977
Correspondence, June 29, 1977
Correspondence, February 12, 1979
Correspondence, December 2, 1980
Correspondence, February 10, 1981
Correspondence, September 20, 1982
Correspondence, March 17, 1983
Correspondence, June 11, 1984
Correspondence, May 5, 1986
Correspondence, November 4, 1986
Correspondence, November 6, 1986
Correspondence, February 26, 1987
Correspondence, December 15, 1988
Correspondence, May 7, 1991
Correspondence, March 24, 1992
Correspondence, December 20, 1993
Correspondence, September 24, 1998
10-36
Correspondence, February 28, 2000
Correspondence, October 3, 2000
Correspondence, October 17, 2001
Correspondence, July 22, 2002
Correspondence, March 4, 2003
Correspondence, June 13, 2003
STATUTES (OTHER THAN THE OPEN MEETINGS LAW
WIS. STAT. CH. 19, SUBCH. V)
1997 Wisconsin Act 123
Wis. Stat. § 62.09(11)(b)
Ch. 111
Wis. Stat. § 65.90(4)
Ch. 181
Wis. Stat. § 66.30
Wis. Stat. § 14.90 (1959)
Wis. Stat. § 66.46(4)(a)
Wis. Stat. § 32.08
Wis. Stat. § 66.77(1) (1973)
Wis. Stat. § 59.071
Wis. Stat. § 70.47(2m)
Wis. Stat. § 59.23(2)(a)
Wis. Stat. § 101.13(1)
Wis. Stat. § 61.25(3)
Wis. Stat. § 946.13(1)
10-37
SECTION 11: TRICARE
INDEX
SECTION
SUBJECT
PAGES
1.
What is TRICARE
11-1
2.
Eligibility/DEERS
11-1 to 11-3
3.
TRICARE PROGRAMS
11-3
a.
TRICARE PRIME
11-3 and 11-6
b.
TRICARE EXTRA
11-3 and 11-7
c.
TRICARE STANDARD
11-3 and 11-8
d.
TRICARE FOR LIFE
11-3, 11-9 to 11-10
4.
Costs to Co-Pays, Catastrophic Cap
11-4 to 11-5
5.
Pharmacy Benefits
11-10 to 11-12
6.
Retiree Dental
11-13 to 11-14
TRICARE (formerly CHAMPUS)
www.tricare.osa.mit/tricarchandbook/
Tricare Management Activity
16401 E. Centretech Parkway
Aurora, CO 80011-9043
(303) 676-3400
(303) 676-3526 – Benefit Services
What is TRICARE?
a. A Department of Defense program- TRICARE is a regionally managed health care program for
active duty and retired members of the uniformed services, their families, and survivors.
TRICARE brings together the health care resources of the Army, Navy and Air Force and
supplements them with networks of civilian health care professionals to provide better access and
high quality service while maintaining the capability to support military operations. TRICARE is
being implemented throughout the U.S., Europe, Latin America and the Pacific.
b.
TRICARE is an entitlement as such private health care insurance and MEDICARE
pay before TRICARE.
Who is Eligible for TRICARE and how does one enroll?
Your key to TRICARE eligibility depends on your enrollment in the Defense Enrollment Eligibility
Reporting System (DEERS). The DEERS record will indicate the dates of eligibility. All uniformed
services sponsors (active, reserve or retired) should ensure that their family status (marriage, death,
divorce, new child, etc.) and residential address are current in DEERS at all times. DEERS enrollment
and/or updates are completed at uniformed services personnel offices, not TRICARE service centers. For
more information about DEERS, contact the Defense Manpower Data Center Support Office (DSO)
Telephone Center from 6 a.m. to 5 p.m., Pacific Time, Monday through Friday, at the following toll-free
number: 1-800-538-9552.
11-1
Beneficiary Categories of Eligible Beneficiaries:
Beneficiary Category
Active duty and retired
service members
Spouses and unmarried
children (including
stepchildren) of active
duty or retired service
members
Note: Stepchildren lose
eligibility after a divorce
unless adopted by the
sponsor.
Description
From any of the seven uniformed services Army, Air Force, Navy, Marine Corps,
Coast Guard, Public Health Service, or the National Oceanic & Atmospheric
Administration.
Remain eligible even if parents divorce or remarry.
Eligibility ends at age 21 unless the child is a full-time student (validation of
student status required) then eligibility ends at age 23 or when the full-time
student status ends.
. Eligibility may extend past age 21 if the child is incapable of self-support
because of a mental or physical incapacity and the condition existed prior to age
21, or if the condition occurred between the ages of 21 and 23 while the child
was a full-time student.
. Illegitimate children of current or former service members or their spouses may
be eligible under certain conditions.
• Children placed in the custody of a service member or former member, either by
a court or by a recognized adoption agency, in anticipation of legal adoption by
the member.
Reserve Component
members on active duty
for more than 30 days under Federal orders
Spouses and unmarried
children of reserve
component service
members
From any of the seven uniformed services Reserve Component Army, Air Force,
Navy, Marine Corps, Coast Guard, Public Health Service, or the National Oceanic
& Atmospheric Administration.
Retired reserve
component service
members and their
family members
Widows or widowers and
unmarried children of
deceased active duty or
retired service members*
When the retired reserve component service member is eligible for retirement pay
(usually at age 60), the member and his/her eligible family members become
TRICARE eligible.
Medal of Honor
recipients and their
family members
Any service member who has been awarded the Medal of Honor, his/her eligible
family members and widows are eligible for medical and dental benefits under
TRICARE.
Certain eligible former
spouses of active duty or
retired service members
• Must not have remarried. (If they remarry, the loss of benefits remains applicable
even if remarriage ends in death or divorce)
. Starting Oct. 1, 2003, eligibility and medical records will be listed under former
spouse's own Social Security Number - not their sponsor's.
• Must not be covered by an employer-sponsored health plan.
• Must not be the former spouse of a North Atlantic Treaty Organization (NATO)
or "Partners for Peace" (PFP) nation member.
• Must meet the requirements of one of the following three situations:
• Covered while reserve component sponsor is on active duty for more than 30
consecutive days.
• Covered if reserve sponsor was injured or dies during, or on the way to or from,
active-duty training for a period of 30 days or less.
• Are eligible as family members of deceased member if sponsor was serving or
was ordered to active duty for more than 30 days at time of death.
. Claims will be cost-shared at the active duty family member rate for three years
after death of active duty sponsor, and thereafter at the retiree rate.
• Widows or widowers remain eligible until they remarry (loss of benefits remains
applicable even if remarriage ends in death or divorce).
• Children remain eligible until age 2 1, unless they meet the exceptions above.
11-2
Non-mobilized
reservists and their
families. (2004
PILOT PROGRAM).
Enrollment in TRICARE, the military health care system, on a cost-share basis for
non-mobilized reservists and their families for those service members who are
unemployed or whose employers do not offer health insurance. This program is new
and not reflected in all the information that follows.
TRICARE PROGRAMS:
•
TRICARE Prime* where Military Treatment Facilities (MTFs) are the principal source of health
care. (http://www.tricare.osd.mil/tricareprime.cfm)
•
TRICARE Extra - a preferred provider option that saves money; and
(http://www.tricare.osd.mil/tricareextra.cfm)
•
TRICARE Standard - a fee-for-service option (the old CHAMPUS program);
(http://www.tricare.osd.mil/tricarestandard.cfm)
•
TRICARE FOR LIFE- When beneficiaries become entitled to Medicare Part A upon attaining
the age of 65 and purchase Medicare Part B, they now experience no break in TRICARE
coverage. The only change is that TRICARE will pay secondary to Medicare, beginning on the
1st day of the month they turn 65.
The main challenge for most eligible beneficiaries is deciding which TRICARE option, Prime, Extra or Standard, is best for
them. Active Duty personnel are enrolled in TRICARE Prime and pay no fees. Active duty family members pay no enrollment
fees, but they must choose a TRICARE option and apply for enrollment in TRICARE Prime. There are no enrollment fees for
active duty families in TRICARE Prime.
* TRICARE PRIME in WI is limited. Eligible persons living within 40 miles of Great Lakes Naval
Hospital may want to pursue this option. Active duty personnel have a program called TRICARE
PRIME REMOTE that they may have to use in WI, the family of that active duty person would use
TRICARE EXTRA or STANDARD.
11-3
COSTS/COPAYS/Catastrophic Cap
Active Duty Family Members
TRICARE
Prime
TRICARE
Extra
TRICARE
Standard
Annual Deductible
None
$1 50/individual or $300/family for E-5 & above; $50/$100 for E-4 & below
$150/individual or $300/family for E-5 & above; $50/100 E-4 below
Annual Enrollment Fee
None
None
None
Civilian Outpatient Visit
No cost
15% of negotiated fee
20% of allowed charges for covered service
Civilian Inpatient Admission
No cost
Greater of $25 or $13.32/day
Greater of $25 or $13.32/day
Civilian Inpatient Mental Health
No cost
Greater of $25 or $13.32/day
Greater of $25 or $13.32/day
Civilian Inpatient Skilled Nursing Facility Care
$0 per diem charge per admission
No separate co-payment/cost-share for separately billed professional charges
11-4
$11 /day
($25 minimum) Charge per admission
$11 /day
($25 minimum) Charge per admission
11-5
COSTS/COPAYS/Catastrophic Cap (continued)
Retirees, Their Family Members, and Others
TRICARE
Prime
TRICARE
Extra
TRICARE
Standard
Annual Deductible
None
$150/individual or
$300/family
$150/individual or
$300/family
Annual Enrollment Fee
$230/individual $460/family
None
None
Civilian Copays
20% of negotiated
fee
25% of allowed charges for covered service
Outpatient
Emergency Care
Mental Health Visit
$12
$30
$25
$17 (group visit)
Civilian Inpatient
Cost Share
$11 /day
($25 minimum) Charge per admission
11-6
Lesser of $250/day or 25% of negotiated charges plus 20% of negotiated professional fees
Lesser of $441 /day or 25% of billed charges plus 25% of allowed professional fees
Civilian Inpatient Skilled Nursing Facility Care
$11 /day
($25 minimum) charge per admission
$250 per diem co-payment or 20% cost-share of total charges, whichever is less, institutional services, plus
20% cost-share of separately billed professional charges
25% cost-share of allowed charges for institutional services, plus 25% cost-share of allowable for separately
billed professional charges.
Civilian Inpatient Mental Health
$40 per day
20% of institutional & negotiated professional fees
Lesser of $164/day or 25% of allowable fees
Catastrophic Cap
TRICARE Standard or Extra, there is a $3000 CAT CAP per Fiscal year (1 October - 30
September) that is applied to your out-of-pocket expenses for TRICARE covered benefits. For
those using TRICARE Prime there may be issues related to the cap if you seek treatment without
prior approval of your primary care manager and use facilities not participating in the PRIME
network.
11-7
TRICARE Prime
Who is Eligible for TRICARE Prime?
All active duty personnel are enrolled in TRICARE Prime. There is no enrollment fee, but you do have to register yourself.
The following people may also enroll:
•
Family members and survivors of active duty personnel and
•
Retirees and their family members and survivors under age 65.
Reserve Component and family members, of Reserve/National Guard members called to active duty for 30 days or more, may
enroll in TRICARE Prime or may be eligible for TRICARE Prime Remote. But enrollment forms must be completed, and military
medical facilities and/or TRICARE Prime network providers must be used. In this option, most health care will come from a
military treatment facility (MTF), augmented by the TRICARE contractor's Preferred Provider Network (PPN). All active duty
service members will be enrolled in TRICARE Prime and will continue to receive most of their care from military medical
personnel. For active duty families, there is no enrollment fee for TRICARE Prime, but they must complete an enrollment form.
Your Primary Care Manager (or team of providers) will see you first for your health care needs. The Primary Care Manager:
•
•
•
Provides and/or coordinates your care;
Maintains your health records;
Refers you to specialists, if necessary. (To be covered, specialty care must be arranged and approved by your Primary
Care Manager.)
Care is usually provided in a military treatment facility, but civilian clinics may be used in some cases.
Point of Service (POS) Option
Option under TRICARE Prime that allows enrollees the freedom to seek and receive non-emergent health care services from
any TRICARE authorized civilian provider, in or out of the network, without requesting a referral from their Primary Care
Manager (PCM) or the Health Care Finder (HCF). When Prime enrollees choose to use the POS option, all requirements
applicable to TRICARE Standard apply except the requirement for a Nonavailability Statement (NAS). Point-of-Service claims
are subject to outpatient deductibles ($300 individual and $600 family), 50% cost-shares for outpatient and inpatient claims, and
excess charges up 15% over the allowed amount. The 50% cost-share continues to be applied even after the Enrollment Year
catastrophic cap has been met.
Advantages
•
No enrollment fee for active duty and families;
•
Small fee per visit to civilian providers, and no fee for active duty members;
•
No balance billing;
•
Guaranteed appointments (access standards);
•
Primary care manager supervises and coordinates care;
•
Away-from-home emergency coverage;
•
Point-of-Service option (see Glossary); and
•
Reduced catastrophic cap for retirees ($7,500 now decreased to $3,000).
Disadvantages
•
Enrollment fee for retirees and their families;
•
Provider choice limited;
11-8
•
Specialty care by referral only; and
•
Not universally available.
11-9
TRICARE Extra
Under this option, you will choose a doctor, hospital, or other medical provider listed in the TRICARE Provider Directory. If you
need assistance, call the Health Care Finder (HCF) at your nearest TRICARE Service Center.
Who is Eligible for TRICARE Extra?
Anyone who is CHAMPUS eligible may use TRICARE Extra. (Active duty personnel are not CHAMPUS eligible and are
enrolled in TRICARE Prime).
Advantages
•
Co-payment 5 percent less than TRICARE Standard;
•
No balance billing;
•
No enrollment fee;
•
No deductible when using retail pharmacy network;
•
No forms to file; and
•
You may use also TRICARE Standard.
Disadvantages
•
No Primary Care Manager;
•
Provider choice is limited;
•
Patient pays:
•
Deductible,
•
Co-payment.
•
Nonavailability statement may be required for civilian inpatient care for areas surrounding MTFs; and
•
Not universally available.
11-10
TRICARE Standard
TRICARE Standard is the new name for traditional CHAMPUS. Under this plan, you can see the authorized provider of your
choice. (People who are happy with coverage from a current civilian provider often opt for this plan.) But having this flexibility
means that care generally costs more. Treatment may also be available at a military treatment facility, if space allows and after
TRICARE Prime patients have been served. Furthermore, TRICARE Standard may be the only coverage available in some
areas.
Who is Eligible for TRICARE Standard?
Anyone who is CHAMPUS eligible may use TRICARE Standard. (Active duty personnel are not CHAMPUS eligible and are
automatically enrolled in TRICARE Prime).
Reserve Component family members are eligible for TRICARE Standard, if the Reserve Component member is ordered to active
duty under 10 U.S.C. or 32 U.S.C. for more than 30 consecutive days or if the orders are for an indefinite period of time. (The RC
member is entitled to the TRICARE Prime benefit as soon as he/she is activated.)
Advantages
•
Broadest choice of providers;
•
Widely available;
•
No enrollment fee; and
•
You may also use TRICARE Extra.
Disadvantages
•
No Primary Care Manager;
•
Patient pays:
•
Deductible,
•
Copayment,
•
Balance if bill exceeds allowable charge and provider is non-participating (up to 15% additional).
•
Nonavailability statement may be required for civilian inpatient care for areas surrounding MTFs; and
•
Beneficiaries may have to do their own paperwork and file their own claims.
11-11
TRICARE FOR LIFE
When beneficiaries become entitled to Medicare Part A upon attaining the age of 65 and purchase Medicare Part B, they now
experience no break in TRICARE coverage. The only change is that TRICARE will pay secondary to Medicare, beginning on the
1st day of the month they turn 65.
Eligibility:
TRICARE For Life is provided to the following beneficiaries:
• Medicare-eligible uniformed service retirees, including retired guard and reservists
• Medicare-eligible family members, including widows/widowers
• Certain former spouses if they were eligible for TRICARE before age 65
Note: Dependent parents and parents-in-law are not eligible for TRICARE benefits. They may continue to receive services within
a military treatment facility on a space available basis.
Cost to beneficiaries:
There are no enrollment fees for TRICARE For Life. You are required to enroll in Medicare Part B and must pay Medicare Part B
monthly fees. Please check with the Social Security Administration online at www.ssa.gov, toll-free at 1-800-7721213, or visit
Medicare online at www.medicare.gov, for more information about enrolling in Medicare Part B and monthly fees that will apply to
you.
Benefits:
•
For services payable by both Medicare and TRICARE, Medicare will pay first and the remaining out-of-pocket
expenses will be paid by TRICARE.
•
For services payable by TRICARE, but not Medicare, such as overseas care, TRICARE will pay the same as if you
were under age 65. You will be responsible for the TRICARE annual deductible and cost shares.
•
For services payable by Medicare, but not TRICARE, such as chiropractic services, Medicare will pay as usual, but
TRICARE will pay nothing. You will be responsible for Medicare co-pays.
•
For services not payable by TRICARE or Medicare, you are entirely responsible for the medical bill.
If you receive care from a civilian provider, your provider will file claims with Medicare. Medicare will pay its portion, then
automatically forward the claim to TRICARE for the remaining amount. TRICARE will send its payment directly to your provider.
You will receive an explanation of benefits (EOB) that indicates the amount paid to your provider.
Medicare Part B:
The Defense Eligibility Enrollment Reporting System (DEERS) notifies beneficiaries within 90 days prior to their 65th birthday
that their medical benefits are about to change. They will ask you to contact the nearest Social Security Office regarding
enrollment in Medicare. It is important to remember that you must elect to enroll in Medicare Part B in order to be eligible for
TRICARE For Life benefits.
If you are age 65 and over and only have Medicare Part A, you can enroll in Medicare Part B during the annual General
Enrollment Period, which runs from January 1st to March 31 st every year. Medicare Part B coverage will then begin on July
1st of the year in which you enroll.
For more information about enrolling in Medicare Part B, please visit the Social Security Administration online at
www.ssa.gov or call toll free at 1-800-772-1213 (TTY/TDD 1-800-325-0778).
TRICARE For Life overseas:
Living overseas does not mean you cannot take advantage of TRICARE For Life, if you are enrolled in Medicare Part B. Since
Medicare does not typically provide health care coverage overseas, TRICARE will provide the same benefits available to
retirees under the age 65, and you will be responsible for the same cost shares and deductibles.
11-12
Services in military treatment facilities:
Beneficiaries using TRICARE For Life may continue to receive care in military treatment facilities. Under a new program,
TRICARE Plus, you may be allowed to enroll to a military treatment facility for primary care. TRICARE Plus is based on local
availability.*
If you have specific questions about how TRICARE For Life will affect you, please call 1-888-DoD-LIFE (1-888-363-5433). You
can also visit the TRICARE Web site for more information at www.tricare.osd.mil/ndaa.
Overview of Pharmacy Benefits
Department of Defense beneficiaries who are eligible to have prescriptions filled through TRICARE
Pharmacy Benefit include the following:
•
Active-duty members world wide
•
TRICARE-eligible beneficiaries under age 65 (this category includes active-duty family members, as well as
retirees under age 65 and their family members) (OVER 65 see Senior Phamacy program on next page).
TRICARE offers several convenient ways for you to have prescriptions filled depending on your family's
specific needs:
First, you may have prescriptions filled (up to a 90-day supply for most medications) at a military treatment facility
(MTF) pharmacy free of charge. Please be aware that not all medications are available at MTF pharmacies. Each
facility is required to make available the medications listed in the basic core formulary (BCF). The MTF,
through their local Pharmacy & Therapeutics Committee, may add additional medications to their local formulary
based on the scope of care at that MTF.
Second, the TRICARE Mail Order Pharmacy (TMOP) is available for prescriptions you take on a regular basis.
You can receive up to a 90-day supply (for most medications) of your prescription through the mail by using TMOP.
Visit the TMOP Web site for details.
Finally, prescription medications that your doctor requires you to start taking immediately can be obtained though
a TRICARE retail network pharmacy for a small copay. For more information on this option, associated costs and
lists of retail network pharmacies in your neighborhood, visit our Retail Network Pharmacy page
(http://www.tricare.osd.mil/pharmacy/retailnetwork.cfm). Network pharmacies include but are not limited to
WALMART, SHOPKO, KMART, Aurora.
Pharmacy Co-pays effective April, 2001
Your Cost
11-13
Generic Drugs
Place of Service
Brand Name
Drugs
Military Treatment Facility
$0
$0
Tricare Mail Order Pharmacy (up to a 90-day
supply)
$3
$9
TRICARE Retail Networks (up to a 30-day supply)
$3
$9
Non-Network Pharmacies
$9 or 20% of total drug cost (whichever is
greater).
Existing deductibles and POS fees apply
TRICARE Senior Pharmacy Program
On April 1, 2001, uniformed services beneficiaries 65 years of age and over became eligible for one of the best pharmacy
benefits available in the United States to older Americans. The TRICARE Senior Pharmacy
Program, provided by the 2001 National Defense Authorization Act, authorizes eligible
beneficiaries to obtain low-cost prescription medications from the TRICARE Mail Order Pharmacy (TMOP) and TRICARE
network and non-network civilian pharmacies. Beneficiaries may also continue to use military hospital and clinic pharmacies. The
TRICARE Senior Pharmacy Program replaces the Base Realignment and Closure pharmacy benefit and the Pharmacy Redesign
Pilot Program with a very robust benefit.
Eligibility Requirements and Medicare Part B
This pharmacy program is open to uniformed services beneficiaries age 65 and over. However, you must be
registered in the Defense Enrollment Eligibility Reporting System (DEERS), and the new benefits may require you
to be enrolled in Medicare Part B. Beneficiaries who will be 65 before April 1, 2001, do NOT have to enroll in Medicare Part
B. Those who turn 65 on or after April 1, 2001, MUST be enrolled in Medicare Part B in order to use the mail order and retail
pharmacy benefits. The Department of Defense encourages everyone to carefully consider enrollment in Medicare Part B so they
will have comprehensive health care and will be eligible to take advantage of other TRICARE health benefits that will begin
October 1, 2001.
Filling Your Prescriptions
You can use military treatment facilities (MTF) pharmacies, TMOP and Retail Pharmacies.
Military Treatment Facility Pharmacy
You can continue to get available medications at no charge through military treatment facility pharmacies. Simply present your
written prescription to the pharmacist, or follow procedures established by your MTF.
Prescriptions by Mail
For prescriptions you take regularly, such as medication to reduce blood pressure, or to lower cholesterol or treat diabetes, a
convenient TRICARE Senior Pharmacy option is the TRICARE Mail Order Pharmacy (TMOP). Through this program, you simply
mail your health care provider's written prescription along with your payment, and you can receive up to a 90-day supply of most
medications. (For some medications there are applicable quantity limits). After the military treatment facility, TMOP is the least
expensive option for both you and the government. To fill your prescriptions, you will also need to register with the TMOP by
completing and sending in a registration form, which you can obtain by calling toll free, 1.866.363.8667 or by
11-14
Visiting the Express Scripts web site at: http://www.express-scripts.com/.
In addition, you must ensure that the Defense Enrollment Eligibility Reporting System (DEERS) has your current address. To
update your address in DEERS, call 1-800-538-9552 (for California, 1-800-334-4162; for Alaska and Hawaii, 1-800-527-5602), or
visit our Web site at
http://www.tricare.osd.mil/DEERSaddress.
Prescription drugs purchased through TMOP are only $3 for up to a 90-day supply of generic medications, or $9 for up to a 90day supply of brand name medications. Credit card payment is encouraged and is one of the easiest ways to pay for
prescriptions obtained through TMOP. For additional information, please visit
Express Scripts or call Express Scripts, toll free, at 1.866.DOD.TMOP (866.363.8667).
TRICARE Network Pharmacies
The TRICARE network pharmacies are retail pharmacies that have contracted with TRICARE to serve its beneficiaries. If you
need a prescription filled immediately, such as an antibiotic or a pain medication, visit one of these approved network
pharmacies. You can receive up to a 30-day supply of medication at a time for each prescription. You pay only $9 for a 30-day
supply of brand-name prescription drugs, and $3 for a 30-day supply of generic prescription drugs - more than with TMOP, but
far below the retail price. Simply present the pharmacist with your written prescription and military ID card. For a list of
TRICARE network pharmacies in your area, contact the TRICARE service center nearest you or visit the Web site at
http://www.tricare/osd.mil/pharmacy/retailnetwork.cfm
Non-Network Pharmacies
Non-network retail pharmacies are the most expensive option. Eligible beneficiaries usually receive reimbursement of 80% of the
full retail price for medications, after you have met the TRICARE annual deductible amount ($150 per individual,$300 per family).
In most cases, you must pay the full retail price at the pharmacy and then file a claim for appropriate reimbursement. The
reimbursement form is called the CHAMPUS Claim: Patient's Request for Medical Payment (DD Form 2642). The form is
available from a health benefits advisor at a military treatment facility, or by mail from TRICARE Management Activity, 16401 E.
Centretech Parkway, Aurora, Colorado 80011-9043. For additional information on filing claims, visit
http://www.tricare.osd.mil/claims/
The following chart shows an example of the costs for the same medication using each of the four options. This example uses
the co-pay amount for brand name drugs. The savings will be even greater for generic drugs.
Annual Out-of-Pocket Cost Comparison
Example
Brand
Name/Cholesterol
MTF
TMOP
Network
(Retail)
NonNetwork
Four 90-day
prescriptions
Four 90-day
Prescriptions
At $9 each
Twelve 30-day
Prescriptions
At $9 each
20% of total
Charges
(after
deductible
has been
met)
$0
$36.00
$108.00
$275.00
TRICARE Retiree Dental Program (TRDP)
Benefits under the TRICARE Retiree Dental Program (TRDP) form a unique, comprehensive dental benefits program available to
Uniformed Services retirees and their family members. If you have not already enrolled, we invite you to be a part of this exciting
program.
11-15
Enhanced TRDP
We are pleased to present the TRICARE Retiree Dental Program (TRDP), the premier dental benefits plan
created by Congress especially for Uniformed Services retirees and their family members and administered by
Delta Dental of California. The information on this site will introduce you to this unique program, from the
rules that determine eligibility and a description of the service area that allows you broad access to coverage,
to your options in choosing a dentist and instructions on how to enroll in the program-all designed around a
comprehensive scope of benefits to help you and your family gain and maintain good dental health.
Under contract with the U.S. Department of Defense, the Federal Services division of Delta Dental of
California administers the TRDP with the same high level of quality, service and dependability for which
Delta is known nationwide. This unique program offers:
!
Comprehensive coverage for the most commonly needed and sought-after dental services with the full scope of
benefits available after only 12 months.
!
The choice to visit any licensed dentist in the service area, or for more cost savings, to choose from over 67,000
network dentist locations.
!
Affordable monthly premiums deducted automatically from Uniformed Services retired pay.
Those who are currently enrolled in the basic program may choose to upgrade their coverage and get many of
the enhanced benefits immediately upon their coverage effective date.
Premium for: Region B (most of Wisconsin)
The Enhanced TRICARE Retiree Dental Program premium rates for your region are:
Number of Enrollees
Monthly Payment
*Prepayment Amount
Single
25.25
50.50
Two Person
49.30
98.60
Family (3 or more)
82.74
165.48
*To enroll, you will need to make a prepayment of two month's premiums to ensure that you will be able to
participate as soon as your coverage is effective. Once a payment process is established for you, either
through mandated automatic deduction from your retired pay or other applicable billing method, the unused
portion of the premium will be refunded.
11-16
Note: Rates shown for the enhanced TRICARE Retiree Dental Program are effective May 1, 2003 through
April 30, 2004. Monthly premiums are scheduled to increase each year, on May 1. Department of
Defense directed implementation of further program enhancements could result in the contractual
establishment of monthly premium rate changes. If you move or change your enrollment option, your
monthly premium rate may also change.
Benefits Overview: Enhanced
This chart provides an overview of coverage under the enhanced TRICARE Retiree Dental Program
for patients who visit a participating network dentist.
Benefits available during the first 12 months of enrollment:
Diagnostic services (such as exams)
Preventive services (such as cleanings)
Basic Restorative services (such as fillings)
Endodontics (such as root canals)
Periodontics (such as gum treatment)
Oral Surgery (such as extractions)
Emergency (such as treatment for minor pain)
Dental Accident Coverage
Additional services available after 12 months of continuous enrollment:
Cast Crowns, Onlays & Bridges
Partial/Full Dentures
Orthodontics
Deductible & Maximums
*
Delta
Pays:
100%
100%
80%
60%
60%
60%
100%
100%
50%
50%
50%
$50
Annual Deductible (per person, limit $150 per family, per benefit year)
Annual Maximum (per person, per benefit year)
Orthodontic Maximum (per person, per lifetime)
Dental Accident Maximum (per person, per benefit year)
Benefit Year: May 1 – April 30
$1200
$1200
$1000
*The percentage paid by Delta is based on the allowed amount for each procedure. Your out-of-pocket
costs may be higher if care is received from a non-participating provider.
Covered benefits are subject to certain limitations. For more information on all covered services and
detailed information on benefit levels, limitations, exclusions, program policies and payments for nonparticipating providers, please see the Benefits Booklet.
11-17
11-1