Administration and Application
Any eligible member of the association may request assistance from the association by contacting the association and providing information so a decision may be made. Members requesting assistance will be expected to bring proper identification, leave and earning statements, other income and expense information, and full supporting documentation justifying their need for assistance. In some cases, members may also be expected to complete a detailed budget when requesting assistance. The association has a strong fiduciary responsibility to all members of the association and those that contribute to the association as well as to regulatory agencies. As such, the association must consider each case accurately and thoroughly by reviewing, verifying, and finding justification for all requests for assistance prior to releasing funds. To accomplish this, all officers and Board of Directors must vote in the majority to authorize payment of funds for a grant of assistance.
With only a few exceptions, almost everyone associated with the association is eligible to request assistance for a Mutual Assistance Grant on behalf of themselves or of their immediate family members. When the member is not in a position to make a request for assistance, family members may make a request on their behalf.
Requests must contain thorough supporting documentation to demonstrate the member's need and support the amount of assistance requested, up to the association limit of $250.00. These requirements are intended to aid the association in identifying and assisting eligible applicants who have a genuine need. They are not intended to place an undue burden on applicants or discourage applicants from requesting assistance. Applicants will be encouraged to attach separate letters, statements or other documents to their request when necessary to help support their request and explain extenuating circumstances that would not be evident in the request and other documentation. Representatives may require the applicant to provide additional documentation they feel is necessary for aiding them in evaluating the request for assistance. The association may disapprove a request for assistance when they feel the applicant has not provided adequate documentation to justify the request. In emergency situations (death in the immediate family, emergency travel, etc), the association may postpone the requirement for providing full documentation and completing a budget until a later appropriate time.
Individuals contacting the association for assistance have the right to expect that their personal information will remain private. All personnel serving as agents of the association will not discuss personal information with others, nor will they divulge such matters to anyone, except on a need-to-know basis. However, this policy will not prevent the association from verifying information and confirming facts before providing financial assistance. Nor will this right to privacy apply to information about a crime, serious misconduct, or anything that could affect good order, discipline, or security. In accordance with state and federal law, information concerning suspected incidents of any form of family violence or abuse (physical, sexual, emotional, neglect, etc.) to a child, spouse, live-in partner, parent or sibling will be reported immediately to the appropriate authorities. Case history information may be provided to the applicant only, not to the spouse or other family members. Approval from the association must be obtained prior to the release of client information to any other organization. The association will cooperate with federal, state and local government agencies. The association will not release private information without the member’s permission except in response to a court order, subpoena, or formal official investigation by proper civilian or military authorities.