Administrative Foundation
The governance, operational, and compliance framework of the Veterans Assistance Commission of Macoupin County — established under the Illinois Military Veterans Assistance Act (330 ILCS 45). Expand each section below.
Commission Governance & By-LawsStructure, authority, delegate procedures, and resolutions
| Provision | Description | Authority |
|---|---|---|
| Delegate Selection | Each VSO selects one Primary and one Alternate delegate annually. Delegates must be members in good standing. | 330 ILCS 45 |
| Quorum | A majority of the full membership constitutes a quorum for the transaction of business. | 330 ILCS 45 |
| Annual Meeting | An annual organizational meeting is held in January to elect officers and conduct required business. | 330 ILCS 45 / Bylaws |
| Regular Meetings | The Commission meets on its established schedule; special meetings may be called by the Chair or by petition. | Bylaws / 5 ILCS 120 (OMA) |
| Voting | Each Primary delegate holds one vote; Alternates vote only in the Primary's absence. Simple majority of the quorum. | 330 ILCS 45 |
| Budget | The Commission develops and adopts an annual budget aligned with the County fiscal year and tax levy. | 330 ILCS 45/9 |
Resolution Framework
| Resolution | Description |
|---|---|
| Establishment & By-Laws | Establishing the Commission and adopting By-Laws under the MVAA. |
| Superintendent Appointment | Appointing the Superintendent and defining duties per MVAA requirements. |
| Fiscal Policies | Procurement, expenditure authorization, and financial reporting. |
| Personnel Policies | Hiring, compensation, benefits, conduct, and separation. |
| Financial Assistance Standards | Eligibility standards and assistance limits (MACVAC-VS-001). |
| Records Retention | Retention schedule per the Local Records Act (50 ILCS 205). |
Hiring Procedures & Position DescriptionsSuperintendent, VSO, and support staff
Superintendent
- Administer all VAC programs and operations
- Maintain VA accreditation and IACVAC membership
- Prepare and present the annual budget to the Commission
- Supervise all VAC staff
- File required state and federal reports
- Represent the VAC at IACVAC, IACO, and NACVSO conferences
- Maintain all required records and case files
Veteran Service Officer (VSO)
- Assist Veterans with VA benefit claims preparation
- Maintain VA accreditation (38 CFR 14.629)
- Process financial assistance applications
- Conduct outreach to the Veteran community
- Maintain confidential case files
- Attend required training and conferences
- Prepare monthly activity reports
Administrative / Office Manager
- Welcome and assist Veterans at the front office
- Manage scheduling and appointments
- Process intake and assemble client files
- Maintain records, retention schedules, and Records Office compliance
- Enter and maintain data in the Tyler VBS system
- Support expense tracking and county financial coordination
- Coordinate board meeting logistics (agendas, notices, minutes per the OMA)
- Handle correspondence and office administration
Superintendent appointment and duties follow 330 ILCS 45/9; VSO accreditation follows 38 CFR 14.629.
Standard Operating Procedures (SOPs)Daily operations, case management, and financial assistance
| SOP | Description |
|---|---|
| Veteran Intake | Standardized intake, file assembly, and case opening for every Veteran served. |
| Claims Development | Evidence gathering, nexus/lay statements, DBQ coordination, submission, and tracking. |
| Financial Assistance | Application, eligibility verification, voucher issuance, and vendor payment (no cash). |
| Records & Confidentiality | Secure file handling, retention, and FOIA response under 5 ILCS 140 / 50 ILCS 205. |
| VBS Case Management | Use of the Tyler VBS platform for case logging and the communication-log taxonomy. |
Training & Professional DevelopmentVA accreditation, IACVAC, NACVSO, IACO, OMA/FOIA
| Requirement | Detail | Authority |
|---|---|---|
| VA Accreditation | Initial accreditation and continuing requirements for the Superintendent and VSOs. | 38 CFR 14.629 |
| NACVSO | Basic Benefits Course and continuing education; Certified Veterans Advocate program. | NACVSO |
| IACVAC | Annual CEU training conference (September) and state best-practice guidance. | IACVAC |
| IACO | County-official professional development seminars and in-service training. | IACO |
| OMA / FOIA | Open Meetings Act training for delegates (one-time); annual FOIA training for the FOIA Officer. | 5 ILCS 120; 5 ILCS 140 |
Administrative PoliciesPersonnel, fiscal, records, and ethics
| Policy | Description | Authority |
|---|---|---|
| Personnel / Employee Handbook | Hiring, conduct, leave, and separation. | 330 ILCS 45; IL employment law |
| Ethics | Public Officer Prohibited Activities Act compliance and ethics acknowledgments. | 5 ILCS 430 / PA 102-1132 |
| Fiscal / Procurement | Budget, expenditure authorization, and procurement controls. | 330 ILCS 45/9 |
| Records Retention | Retention schedule and Records Office compliance. | 50 ILCS 205; 5 ILCS 160 |
| Financial Assistance | Eligibility standards and assistance limits. | MACVAC-VS-001; 305 ILCS 5 |
Reporting Requirements & ComplianceState, County, and internal reporting obligations
| Report | Audience | Frequency |
|---|---|---|
| County Annual Report | Macoupin County Board | Annual |
| Governor's Report | Governor / State of Illinois | Annual |
| IACVAC Report | Illinois Association of County VACs (IACVAC) | Annual |
| Budget & Levy Documentation | County (fiscal alignment) | Annual |
| Caseload & Outcomes | Commission / internal | Ongoing / monthly |
Official Documents & PoliciesBy-Laws, governance & program policies — PDF downloads
The Commission’s adopted public governance and program documents. Internal staff procedures and handbooks are available on request under the Illinois Freedom of Information Act.
- ▸ VAC By-LawsPDF (adopted by Resolution R-2026-15)
- ▸ Ethics PolicyPDF (R-2026-11)
- ▸ FOIA Response PolicyPDF (R-2026-19)
- ▸ Artificial Intelligence Use PolicyPDF (R-2026-06)
- ▸ Records Retention & Disposal PolicyPDF (R-2026-14)
- ▸ Budget & Procurement PolicyPDF (R-2026-12)
- ▸ Travel & Per Diem PolicyPDF (R-2026-08)
- ▸ Financial Assistance Program PolicyPDF (R-2026-16)
Adopted versions; signed/executed copies are retained by the Commission. To request any other public record, contact the FOIA Officer (Superintendent) at macvac@macvac.org.
Governance content reflects MACVAC standards: MVAA amendments cited are PA 102-0732 and PA 102-1132; authority and funding flow from the Commission and its tax levy under 330 ILCS 45.