FFY2011

1. FFY2011 EAP Annual Training Section 3(Of 6) • Presented at FFY2011 EAP Annual • Training August 11 & 12, 2010 • Section 3 content: • Chapter 4 • Application & Application Processing • WAP • Unemployment Insurance • Chapter 5 • ProgramEligibility Requirements • Chapter 6 • Primary Heat

2. Chapter 4 Application & Application Processing Chapter Contents • EAP Customer Service and Accessibility Requirements • EAP Applications • Application Processing • Applications from Agency Employees • Application Targets • Safe at Home Program Combines Chapter 6 - Applications with Application Processing from Chapter 8 – Application Processing and Benefit Determination

3. Chapter 4 Application & Application Processing(page 1) Apply from October 1 to May 31 • Start accepting Recertification and PreApps in August • 2010-2011 Minnesota Energy Programs Applications available September 7 • The last date to apply for EAP is May 31 • Households that apply on or before May 31 must submit completed applications on or before June 30 • All applications must be approved or denied by July 15 • Dates are subject to change due to EAP funds available

4. Chapter 4 Application & Application Processing Acceptable Application (Page 5) • The current year’s Minnesota Energy Programs Application is the only allowable application for applying for the Energy Assistance Program. 2010-2011 Minnesota Energy Programs Application

5. Chapter 4 Application & Application Processing • Change from “Rollover” Application to “Recertification” • Not to be confused with the data “Rollover” • Same application format • Less confusing • More information on the application • New application not needed if a household • Moves • Has income change 2010-2011 Application - Recertification

6. Chapter 4 Application & Application Processing 2010-2011 Minnesota Energy ProgramsApplication - Recertification

7. Chapter 4 Application & Application Processing Rights and Responsibilities • The same R & R document is used for all applications

8. Chapter 4 Application & Application Processing Application Instructions • Recertification Instructions are only used for applications mailed in August

9. Chapter 4 Application & Application Processing Household’s Energy Vendor Account Numbers • Households in eHEAT must have an energy vendor customer account number for each active vendor listed on the application • The customer account number must be unique to that household and that vendor • If the vendor does not supply a customer account number, the Service Provider should use the household name Page 9

10. Chapter 4 Application & Application Processing Page 9 • It is not necessary for the household to fill out a completely new application • Service Providers should send the household the signature page of the application for their signature and new date • The newly signed signature page is then added to the original application along with the new household income information • The application is then reactivated in eHEAT Handling Previously “Over Income” Applications If income changes for a household previously denied benefits for being over income

11. Chapter 4 Application & Application Processing Voiding vs. Closing Applications Service Providers have incorrectly used ‘Closed’ function to • Keep track of PreApps returned in the mail so those applications are not exported for mailing lists for outreach to ‘Pre-Logged’ apps • Ensure the household does not receive a PreApp or Recertification for the next program year. These are not intended functions for the ‘Void’ or ‘Closed.’ (Use check Box instead)

12. Chapter 4 Application & Application Processing Voiding vs. Closing Applications Void Application • Think of it as an ripped up and trashed application. It’s a do over. Closed Application • One you think you will never do business with again

13. Chapter 4 Application & Application Processing Closing Applications ‘Closed’ application cannot be edited by SP staff • Reasons to “close” an application are • Duplicate application for the same household • Two EAP households combine (close one) • Remaining household member dies • Remaining household member moves permanently to a nursing home • Household moves out-of-state • Be sure to void all remaining payments before closing

14. Chapter 4 Application & Application Processing Voiding Applications Voided application can be re-logged by a Service Provider • Reasons to “void” an application are • Logged the wrong household by mistake • Staff entered the wrong household number • If the other household applies, log the application • Service Provider needs a “do-over” due to a mix-up • Staff entered data from the wrong application (easier to void the application and start over) • Log in the application again and start over

15. Chapter 4 Applications & Application Processing Service Provider Days To Process Apps Complete applications ‘Approved’ within 30 days

16. Chapter 4 Application & Application Processing • Training may include • Cultural diversity • Mental health • Effects of poverty • Handling difficult people • Best Practices include coordinating with other SPs or checking with other SPs regarding their training SP Staff Training & Development DOC encourages SPs to provide additional training to staff in order to deliver the best customer and EAP services to EAP households

17. Quick Reminder of WAP Changes FFY2011 EAP Annual Training Overview of Weatherization Assistance Program • The DOE and ARRA average increased to $6,500 • Income levels are 200% of the Federal Poverty Income Guideline • 200% households have new eHEAT search options

18. Quick Reminder of WAP Changes (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program Ongoing training is available for all new: • Energy auditors • Weatherization insulation contractors • HVAC contractors

19. Quick Reminder of WAP Changes (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program The ‘re-weatherization’ date: • September 30, 1994 • when we can go back to a previously weatherized home

20. EAP/WX Partnership FFY2011 EAP Annual Training Overview of Weatherization Assistance Program DOE & ARRA Health and Safety amount was increased to $1,000. • This cost average, by each job, also applies to the ‘Mechanical Health and Safety’ line-item with EAP/WX funds.

21. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program • carbon monoxide safety • air ventilation • mechanical systems. As weatherization tightens homes, crucial air quality and moisture issues need to be remedied along with costs related to:

22. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program • EAP/WX Health and Safety funds are used to replace these with power vented units. WAP replaces older furnaces dependent on natural draft with high efficiency models. However, this poses CO and back-drafting problems for orphaned water heaters.

23. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program • Sometimes it’s not possible to get an SIR for unsafe furnaces and therefore cannot be considered a conservation measure. • So, EAP/WX Health and Safety funds are used to pay for replacements that are red-tagged or non-functioning.

24. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program Indoor air quality measures such as kitchen venting, dryer ducts, bathroom fans, and installations of CO and smoke alarms are all part of the Healthand Safety partnership.

25. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program Almost 50% of all EAP/WX funds are spent on Health and Safety.

26. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program The Conservation option of EAP/WX funding provides a supplement to DOE and ARRA energy conservation measures, especially with larger homes and ones with boilers.

27. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program Almost 40% of all EAP/WX funding goes for energy conservation measures. • Each is required to have a Savings-To-Investment Ratio (SIR) to ensure cost effectiveness.

28. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program Each weatherization job specifies the exact amount of EAP/WX funding used by individual measure and by cost.

29. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program Conservation typically includes insulation, but also allows for furnace replacements that have an SIR calculation of one or greater.

30. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program • A Standalone job uses EAP/WX funding for repairs and replacements of mechanical systems when there is no energy audit and no weatherization work. • This funding option is used when ERR funds are not available and there is an unsafe furnace or water heater in a home and necessary mechanical repairs are needed. • Standalones account for only 8% of the EAP/WX funds.

31. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program EAP/WX General Repair was increased to $1,000 • (limit per dwelling) • Monitoring ensures that repair funds must be used to protect weatherization materials.

32. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program General Repair may be used for door or window repairs since DOE has restricted door and window replacements.

33. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program General Repair allows for some weatherization jobs to take place that otherwise would have to be a “walk away.” • An example is minor roof repair.

34. EAP/WX Partnership (Continued) FFY2011 EAP Annual Training Overview of Weatherization Assistance Program General Repair accounts for only 11% of the EAP/WX funds.

35. FFY2011 EAP Annual Training WAP WAP eHEAT Process Household intake and income verification in eHEAT remains the same. The DOE selection priorities remain the same: Elderly person in the household. Disabled. Children under 19. High Consumption households (determined by eHEAT). High Energy Burden factor (we look at household income and compare it to total household energy costs, paying special attention to high electric bills).

36. WAP Unchanged FFY2011 EAP Annual Training WAP • WAP selections and prioritization. • Creating WAP events in eHEAT and data exports to Weatherization Assistance (WA). • Service Providers’ WA monthly client exports. • Job expendituresand energy savings reports are available to local staff and Board of Directors.

37. WAP Unchanged FFY2011 EAP Annual Training WAP • Creating a multi-family vacant household file. • A “WAP only” designation is provided in eHEAT. • 200% Poverty Guidelines and an income chart are included in the combined Energy Programs Application form and instructions.

38. Important Program Reminders FFY2011 EAP Annual Training WAP • A WAP Queue must be exported from eHEAT by September 15th for 2010 households to be considered. • 2009-2010 records are not available after September of this year. • EAP-eligible households currently on the WAP Queue are eligible for WAP until October 31, 2010.

39. Important Program Reminders FFY2011 EAP Annual Training WAP • After November 1st, all households receiving WAP services require 2011 income eligibility. • Service Provider staff prioritize and select 2011 households for WAP starting October 1.

40. FFY2011 EAP Annual Training WAP Application Instructions Weatherization Program Three Month Guidelines Household Size Income 1 $ 5,415 2 $ 7,285 3 $ 9,155 4 $11,025 5 $12,895 6 $14,765 Weatherization Income Eligibility Guidelines You may be eligible for weatherization if your income exceeds the Energy Assistance Program limits. Weatherization is an energy efficiency program provided at no cost to you. Income eligibility for weatherization is 200% of the Federal Poverty Income Guidelines. Three-month income limits for Weatherization Assistance are: * Guidelines are subject to change based on federal adjustments.

41. FFY2011 EAP Annual Training WAP Comparison ADDITIONAL Energy Assistance 50% of SMI Three Month Guidelines Household Size Income 1 $ 5,655 2 $ 7,395 3 $ 9,135 4 $10,875 5 $12,615 6 $14,355 Weatherization 200% of Poverty Three Month Guidelines Household Size Income 1 $ 5,415 2 $ 7,285 3 $ 9,155 4 $11,025 5 $12,895 6 $14,765 DollarDifference Household Size Income 1 $ -240 2 $ -110 3 $ 20 4 $ 150 5 $ 280 6 $ 410 (Note: One and Two-Person Households Will Use 50% SMI)

42. Weatherization CSV Export of WAP Priority eHEAT Households FFY2011 EAP Annual Training WAP

43. NEW WAP 200% Poverty “Yes” FFY2011 EAP Annual Training WAP

44. 200% eHEAT Instruction Guide FFY2011 EAP Annual Training WAP A PDF instruction, “Generating A 200% Poverty Level List in eHEAT,” is available. It is a step-by-step guide explaining how to generate a list showing client records that have household income below 200% FPIG, but exceed the 50% state median income level.

45. FFY2011 EAP Annual Training WAP Communication A Commerce email address is available for clients or customers who have questions about weatherization. weatherization.commerce@state.mn.us LocalSP staff should use this email address for referring: Inquiries from HUD or multi-family building owners requesting weatherization. Contractors inquiring how to access the State’s stimulus funding. Insulation suppliers, or product and sales representatives. Individuals interested in energy auditing training and green jobs.

46. FFY2011 EAP Annual Training WAP Communication From Us To You Regular updates and information on weatherization are available at: www.energy.mn.gov We will provide email updates and a new monthly newsletter to all the weatherization coordinators regarding program updates, policy clarifications, Best Practices, and media stories. We will provide updates at MNCAP and MWAG meetings.

47. FFY2011 EAP Annual Training WAP

48. Communication for Quality Services FFY2011 EAP Annual Training WAP • You need to submit a Coordination Agreement between your local Energy Assistance and Weatherization Program to the State Office, and • Regularly communicate with each other. • We share information with the WAP coordinators, who should in turn, share with you. • We want our partnership with you to be successful.

49. MinnesotaUnemployment Insurance Program Website: www.uimn.org

50. Aaron’s Contact Information: