FFY2012 EAP Annual Training Section 1 Includes State of the Program, Training Approach and WAP

FFY2012 FFY2012 EAP Annual EAP Annual TrainingTrainingSection 1Section 1Includes State of the Program, Training Approach and WAP

August 10 & 11August 10 & 11FFY2012 EAP Annual TrainingFFY2012 EAP Annual Training

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DOC Staff Amanuel Asghedom Ken Benson Jynell Boulka Doug Burns Kathy Hochreiter Mark Kaszynski Sue Lenarz Jeff Mitchell

Sandy Seemann Pam Tienter-LairdSpecial guests Marilou Cheple, DOC David Miller, DOC Tracy Smetana, PUC

StaffStaff


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Fist Thank youAnother record year Three record years in a rowEAP helped 736,000 households in the past five yearsEAP received $662 million in the past five yearsWOW!!!

Thank You!Thank You!


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State of The ProgramState of The Program


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MN’s LIHEAP funding FFY2011MN’s LIHEAP funding FFY2011N’s LIHEAP funding FFY2010 10-27-10 CR $64,806,111

12-13-10 Award $21,602,037 01-18-11 Award $56,340,398 01-28-11 Award $230,561 04-08-11 CR $1,548,425 05-20-11 Award $713,423Total $145,240,955 01-28-11 Emergency Contingency $7,318,258Grand Total $152,559,213


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Services to Households FFY2011 was a record year- AGAIN 172,169 households served (4.81% over last year)Average grant $506 (planned $500; $634 last year)

Services to HouseholdsServices to Households


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# Status Aug 1, 09 Aug 1, 10 1Aug-11 Description1. Approved 153,091 164,260 172,135 Applications in payable, in-progress or paid

2. Complete 70 75 101 Has all info. & ready to determine eligibility

3. Sub Total 153,161 164,335 172,236 Total of Lines 1 and 24. Incomplete 256 111 14 Applied and being processed

5. Logged 32 34 4 Received & in queue to be processed

6. Denied 18,447 20,137 18,064 Applied, processed and determine ineligible

7. Closed 790 912 817 Due to known move or deceased

8. Sub Total 172,686 185,529 191,135 Total of Lines 1,2 and 4-79. Pre Log 24,288 29,146 31,671 Previous FY mail to not reapplied

10 Void 639 603 832 Cancelled applications

FFY2011Weekly Comparison FFY2011Weekly Comparison As of August 1 2011


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By the Numbers By the Numbers (in the thousands) (in the thousands)

ERR 09 6,860 $8,227 10 7,140 $8,841 11 7,505 $8,429

ROFW 09 3,235 $1,252 10 5,794 $2,145 11 3,097 $1,141

Households Served 09 153,721 $ 75,268 10 164,783 $104,524 11 172,169 $87,200

Crisis 09 73,046 $33,219 10 71,588$30,901 11 75,905 $35,753


State Shutdown State Shutdown ImpactPaymentsPlanningProject

– Vendor Monitoring– SSN

TrainingMailing Its not over yet

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FFY2012FFY2012More uncertain than ever beforePresident’s budget proposed a 50% cutRecent budget deficit agreements cut government

spending- sounds like everything will be cut LIHEAP has strong support from many interest groupsGovernor and Commissioner strongly support LIHEAP

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Training ApproachTraining Approach


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Training Intentions To promote compliance with state standards and program consistency

To build skills and understanding To influence attitudes To identify and address program changes To enable coordinators to train their staff

EAP Annual Training OverviewEAP Annual Training Overview


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ValuesAn informed and well-trained service provider systemAn advocacy orientation Compliance with program rules and consistent

applicationService provider sharing of best practices



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Focus Training for program implementationEAP Management ApproachCoordinated Responsible Model Internal Controls Framework (ICF)Business Strategy ModelQuality & Performance Control Promising Practices



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Focus, continued Training on changes and selected topics as needed

– Review applications – Program improvements– Addressing compliance issues from last year

Identifying and preparing trainersDebriefing Follow up

– TAD– Train-the-trainer materials



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Focus, continuedAudience: Coordinators plus 1Assumptions

– The Local Program Experts– The Local Program Trainers: Train-the-Trainer

Excludes– EAP 101– Making EAP policy– Designing eHEAT enhancements



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Coordinator’s RoleStakeholdersProgram ImplementationProgram Improvement Training at local levelCommunicationVendor ManagementMore on this later in the training



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Coordinator’s RoleQ & A Q & A


MN Weatherization MN Weatherization Assistance Program UpdateAssistance Program UpdateMarilou Cheple

DOE 2010 in ReviewAmerican Recovery and Reinvestment Act – ARRA


2010 in Review2010 in ReviewTotal Dwellings Weatherized: 670 dwelling units received DOE funds

– Low number due to emphasis on ARRA units

2502 dwelling units received EAP/WX funds 1854 dwelling units received CIP funds

Note: all numbers are approximate


2010 in Review2010 in ReviewReporting improvements and expansion Many new reports are available in WA (Weatherization

Assistant)– They contain an excellent summary of data by individual conservation

measures and aggregate information, including: Health and Safety Conservation Mechanical

These reports are accessible to all SP coordinators.– May be shared with Directors – May be shared with others with data privacy considerations


Changes in Monitoring Increased State monitoring– Field– Fiscal

Increased Federal monitoring– From biennially to quarterly– Increased amount of reporting and scrutiny


Tribal government changes The Tribal governments have taken steps toward self-sufficiency in the Weatherization Assistance Program (WAP)– Four tribes have hired auditors, are learning the software,

and are working with contractors or their own housing units to complete production work


ARRA “The American Recovery and Reinvestment Act of 2009, Pub. L. 111-5, was enacted to preserve and create jobs and economic recovery.” – Financial Assistance Funding Opportunity Announcement DE-FOA-0000051,

March 12, 2009.


ARRA UpdateAs of June 30, we met and exceeded our ARRA goal of weatherizing 16,856 dwellings– Actual number on June 30 was 17,153 units

Minnesota WAP has spent 84.4% of the $132 million of ARRA funding (July 24 report)– In the top five for the country


ARRA UpdateMinnesota received a grant of $6.2 million for Sustainable Energy Resources for Consumers (SERC)

Provided input in a National WAP Evaluation Survey– Designed to show energy savings of WAP


ARRA Changed WAP The eligibility income level was increased to 200% The average expenditure per dwelling is now $6500 The date for re-weatherization is now September 30,1994 Visibility, energy savings and structure of the program

dramatically increased


ARRA PartnershipsARRA Partnerships Strengthened the mechanical replacement option, increased

energy savings from program changes, expanded HVAC contractor work

Further enhanced the EAPWX partnership, the funding combinations and cost savings calculations

Leveraged gas and electric utility conservation funds to serve more low income families

Strengthened the relationship between MHFA and WAP regarding multifamily production


ARRA Jobs and Research ARRA created 550 new WX jobs in Minnesota each quarter during the contract period

Funded a pilot study which will evaluate the effect of intensive client energy education and energy savings

Funded an U of M Extension WAP economic analysis research project


Training Are in the process of executing a $250,000 grant to create curriculum development for – WX Administration– WX Program Management– Client Education– WX Project Management

Strengthened our Training Program


ARRA – Davis BaconARRA – Davis Bacon Department of Labor enforced strict reporting

requirements for local wages of weatherization workers based on prevailing wages by county– Created an administrative burden for Service Providers,

the State office and for local contractors– Davis Bacon rules and wages applied only to the ARRA

funding and will not be required of future regular DOE grants.


Other Changes at the Federal Other Changes at the Federal LevelLevel HUD and DOE entered into a Memorandum of

Understanding regarding eligibility in multifamily rental buildings – Residents of a particular group of buildings will become

automatically eligible for WAP services

State Historical Preservation Office (SHPO)– New reporting requirement are now in effect


WAP Changes at the State Level WAP Changes at the State Level Increases have been made in

– The General Repair limit - $1000 per dwelling– Health & Safety average per home - $1000 average per

dwelling– Much greater documentation and reporting


WAP - Unchanged WAP - Unchanged DOE priorities remain:

Elderly Disabled Families with children under 19 High consumption households (determined by

eHEAT) High energy burden


DOE and ARRA – Numbers and DOE and ARRA – Numbers and Dollars and Contract YearsDollars and Contract YearsRegular DOE funding – 2011-2012

– $14,000,000 (includes carryover)ARRA Funding (Three year grant)

– $131,937,411 Approximately $20 million unspent

EAPWX Transfer – 2010-2011– $7,262,047


Production ProjectionProduction ProjectionUnits to be completed – DOE Regular

– 2011 – Approximately 1540

Units to be completed – Remaining ARRA– Approximately 2500

Units estimated to be completed using EAPWX funds– Approximately 2000


What lies ahead?What lies ahead?Commitment by DOE for market transformations

that encourage residential energy savingsDevelopment of a national standardized energy

audit for middle class households – Minnesota is one of states evaluating a pilot study

Some uncertainty regarding robust federal funding for low income weatherization


WAPWAPDavid Miller


Overview of WAP Overview of WAP DOE and ARRA averages remain at $6500All ARRA funding ends March, 2012 WAP income eligibility remains at 200% of the

Federal Poverty Income Guidelines The 200% “GAP” households have eHEAT data

and search optionsDOE funding for 2011-2012 year will weatherize

1550 homes


WAP Monitoring and TrainingWAP Monitoring and TrainingOn-site monitoring continues on 10% of all job

completions and in-progress energy audits.Extensive DOE program and fiscal monitoring.Ongoing training continues to be provided to:

– Local energy auditors and final inspectors– Weatherization insulation contractors– HVAC contractors– Program managers


WAP Re-WeatherizationWAP Re-Weatherization The ‘re-weatherization’ date remains the same,

September 30, 1994. A home which was weatherized after that date cannot be served again.


EAP/WX Partnership DetailsEAP/WX Partnership DetailsThe DOE and ARRA Health and Safety expenditure amount remains the same, $1000. This is a cost average, for each job. The $1000 average also applies to the ‘Mechanical Health and Safety’ line-item for EAP/WX funds.


EAP/WX Partnership EAP/WX Partnership As weatherization tightens homes, indoor air quality and moisture issues must be addressed and installation costs factored for:Carbon monoxide Air ventilation and air-exchange ratesMechanical and furnace systemsClient education


EAP/WX Partnership EAP/WX Partnership WAP replaces older furnaces dependent on natural

draft with new high efficiency models. This achieves 10% to 20% higher energy savings

– However, changing out furnaces poses CO and back-drafting problems for orphaned water heaters.

– EAP/WX Health and Safety funds are necessary to replace unsafe water heaters and replace them with power vented units.


EAP/WX Partnership EAP/WX Partnership Replacing unsafe furnaces cannot be considered a ‘conservation’ measure unless they achieve an SIR of one or greater. EAP/WX Health and Safety funds are then used to replace furnaces that are not working properly, are red-tagged, or are non-functioning.


EAP/WX Partnership EAP/WX Partnership Indoor air quality measures such as kitchen venting,

dryer ducts, bathroom fans, and installations of CO and smoke alarms are all part of the Health and Safety partnership.


EAP/WX Partnership EAP/WX Partnership Almost 50% of all EAP/WX funds are spent on

Health and Safety measures.


EAP/WX PartnershipEAP/WX Partnership The Energy Conservation option of EAP/WX

funding provides a necessary supplement to DOE (and ARRA) conservation measures, especially with larger homes and those with boiler systems that are used for heating.


EAP/WX PartnershipEAP/WX PartnershipOver 40% of all EAP/WX funding is spent on Energy Conservation measures. Each measure must have a Savings-To-Investment Ratio (SIR) calculation of one or greater to ensure cost effectiveness. And, ‘total job’ SIR calculations must also have an SIR of one or greater. Both DOE and state office staff monitor the measures for all the WAP Service Providers’ jobs.


EAP/WX PartnershipEAP/WX PartnershipEach weatherization job specifies the exact amount

of EAP/WX funding used by each individual measure and by the cost.

Detailed summary reports are available using the Weatherization Assistant (WA) software for expenditures and the types of measures.


EAP/WX PartnershipEAP/WX PartnershipEnergy Conservation is a key component. It typically is insulation or shell measures, but also

allows for furnace replacements that have an SIR calculation of one or greater.

EAPWX can pay for an entire Conservation measure or cover a portion of the cost.

The LIHEAP State Plan sets expenditure averages for EAPWX, currently at $3500.


EAP/WX Partnership EAP/WX Partnership 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 less than 8% of all EAP/WX expenditures.


EAP/WX PartnershipEAP/WX PartnershipEAP/WX General Repair remains $1000 This is a dollar limit per dwelling. On-site monitoring ensures that repair funds must

be used to protect weatherization materials.A new WAP ‘Activities and Measures Type’ chart

details all allowable WAP services that can be done by each Service Provider.


EAP/WX PartnershipEAP/WX Partnership A Callback is completed only on a very select basis.

EAPWX funds may be used to pay for the correction of a measure incorrectly completed during the original event or to complete a conservation measure that was missed by an energy auditor or a final inspector.

Callbacks are almost always determined by either state or federal monitoring inspections.

There is a specified approval and inspection process.


EAP/WX PartnershipEAP/WX PartnershipGeneral Repair funds may be used for door or

window repairs.General Repair allows for some weatherization jobs

to take place that otherwise would have to be a “walk away.” – A good example would be minor roof repairs being

needed before attic insulation can be installed.


EAP/WX PartnershipEAP/WX PartnershipGeneral Repair accounts for only 11% of all

EAP/WX funds.


WAP eHEAT Process WAP eHEAT Process The DOE selection priorities remain the same: Elderly person in the household, or a Disabled personChildren under 19 years of ageHigh Consumption households (determined by eHEAT). High Energy Burden (factors household income and

compares it to total household energy costs, giving special attention to high electric bills).


What Remains UnchangedWhat Remains UnchangedWAP selections and local prioritization.Creating WAP events in eHEAT and doing data exports

with Weatherization Assistance (WA).Service Providers’ WA monthly client exports. Expanded job expenditure and energy savings data

reports being available to local managers.


What Remains UnchangedWhat Remains Unchanged Creating a multi-family or vacant household file. A “WAP only” designation in eHEAT. The 200% Federal guidelines and an income chart

included in the combined Energy Programs Application form and instructions.


Some Program RemindersSome Program RemindersA WAP Queue must be exported from eHEAT by

September 15th for 2011 households to be considered for WAP. – 2010-2011 eHEAT client records are not available after

September

EAP-eligible households currently on the WAP Queue are eligible for weatherization until October 31, 2011.


Program RemindersProgram RemindersAfter November 1st, all households receiving WAP

services will be required to use 2012 income eligibility.Service Provider staff will prioritize and select 2012

households for WAP starting October 1.


Application InstructionsApplication InstructionsWeatherization Income Eligibility GuidelinesYou 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 listed to the right. For each additional household member, add $1,910 to the three-month eligibility income. Guidelines are subject to change based on adjustments.

Weatherization Program Three Month

GuidelinesHouseholdSize Income 1 $ 5,445 2 $ 7,355

3 $ 9,265

4 $11,175

5 $13,085

6 $14,995


Comparison ADDITIONAL Weatherization

200% of Poverty Three Month Guidelines

HouseholdSize Income 1 $ 5,445 2 $ 7,355 3 $ 9,265 4 $11,175 5 $13,085 6 $14,995

Energy Assistance 50% of SMI Three

Month GuidelinesHouseholdSize Income 1 $ 5,596 2 $ 7,318 3 $ 9,040 4 $10,762 5 $12,484 6 $14,206

Dollar Difference

HouseholdSize Income 1 $ -151 2 $ 37 3 $ 225 4 $ 413 5 $ 601 6 $ 789

(Note: One-Person Households Use 50% of the SMI)


Weatherization CSV Export of Weatherization CSV Export of WAP Priority eHEAT Households WAP Priority eHEAT Households


WAP 200% Poverty “Yes” Indicator WAP 200% Poverty “Yes” Indicator


200%, No Income, Child Support200%, No Income, Child Support A PDF instruction, “Generating A 200% Poverty Level List in

eHEAT,” explains how to generate client records for households below 200% of the FPIG, but exceeding the 50% of SMI levels.

Households with no income must include a notarized statement by the applicant indicating they have no income. It is a new DOE requirement.

Child support payments are not considered a source of income for determining WAP eligibility. This is a new DOE ruling.


Our Communication Our Communication A Commerce email address is available for clients or

customers who have questions about weatherization. [email protected] Local SP staff should use this email address for referring:

• Inquiries from HUD or multi-family building owners requesting weatherization.

• Contractors inquiring how to access the program.• Insulation suppliers, or product and sales representatives.• Individuals interested in energy auditing training and jobs.


Communication Communication From Us To You From Us To You The Commerce web site is being updated and information

on weatherization will be available at:

www.energy.mn.gov We provide email updates and a bi-monthly newsletter to all

the weatherization coordinators as well as funding updates, policy manual clarifications, Best Practices, and success stories.

We also provide updates at MinnCAP and MWAG meetings.


Communication, InternalCommunication, InternalQuality Controls and Services Quality Controls and Services A Coordination Agreement between your local Energy Assistance and

Weatherization Program must be submitted to the State Office. Set up regular communicate with each other as managers. The information we share with the WAP coordinators, should in turn, be

shared with you. We want to strengthen and improve our mutual internal controls. We want our continuing partnership to be successful for you and for your

team and for all of our mutual clients.


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Coordinator’s RoleQ & A: WAP Q & A: WAP


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Deputy Commissioner

Minnesota Department of CommerceDivision of Energy Resources

Bill GrantBill Grant

Documents

FFY2012 EAP Annual Training Section 1 Includes State of the Program, Training Approach and WAP