August 15 & 16, 2012 FFY2013 EAP Annual Training FFY2013 EAP Annual Training Part 5: Primary Heat; ERR; WAP Presentation; ROFW

August 15 & 16, 2012 FFY2013 EAP Annual Training 2 Chapter 6 – Primary Heat

August 15 & 16, 2012 FFY2013 EAP Annual Training 3 Highlights  Live in the dwelling at the time of application  Apply Primary Heat based on household’s situation  Primary Heat – allowable uses  30% to non-heat electric vendor  Primary Heat – energy emergency situation  Avoid Primary Heat payments for self-supplied biofuel  Low actual consumption due to extended absence  Documentation for secondary electric heat Chapter 6 – Primary Heat

August 15 & 16, 2012 FFY2013 EAP Annual Training 4 Live in the Dwelling  At the time the application is signed  A snapshot in time  GAO report  There is a new question on application  HH may withdraw the application if eligibility has not been determined and approved  New notification letter denial reason Live in the Dwelling at the Time of Application

August 15 & 16, 2012 FFY2013 EAP Annual Training 5 New Denial Reason: Application Withdrawn by HH Notification Letter

August 15 & 16, 2012 FFY2013 EAP Annual Training 6 While working with HH, determine the best course of action to address needs  Consider the HH’s particular situation and preferences  SP’s role is to apply the program policies and procedures based on the HH’s situation  May already be contacting HH for additional information  HH may have multiple heating fuels and may need to determine the best distribution of primary heat Work with the Household (non-emergency)

August 15 & 16, 2012 FFY2013 EAP Annual Training 7+ + Allowable PH Uses  Future fuel costs  Arrearages and current bill amounts for electricity and heating fuels  Delivered fuel or emergency fuel  Fees including pressure tests, leak seek, line bleeding, tank setting, tank rental, membership, after hours delivery costs, reconnection, service deposits  Removal of load limiters  Previous energy vendor (see Chapter 10) Primary Heat

August 15 & 16, 2012 FFY2013 EAP Annual Training 8 If a HH has changed energy vendors since applying for EAP or wants to return to a previous energy vendor and still owes a balance to a previous energy vendor, the HH may request a portion of the grant be sent to the previous energy vendor  SP may not pay any portion of a HH's grant to a previous energy vendor unless HH requests  To receive payment, the energy vendor must be included on the HH’s energy vendor list in eHEAT Payment to a Previous Energy Vendor (Chapter 10)

August 15 & 16, 2012 FFY2013 EAP Annual Training 9  Primary Heat can be applied to household’s electric non-heating vendor account (see Chapter 10 - Benefit Payments and Refunds)(see Chapter 10 - Benefit Payments and Refunds)  When working together, SP & HH may decide it’s beneficial to adjust or cancel the 30% designation to address the HH’s particular situation  Distribution is not constrained to 30% when working with a HH  Determine appropriate distribution based on HH’s particular situation.  Past due, but not disconnected electric vendor account  High electric costs  Involve the HH in the decision  Document any differences to the “30% to electric” designation 30% to Non-heat Electric

August 15 & 16, 2012 FFY2013 EAP Annual Training 10 In Emergencies  Primary Heat is applied first as designated on the application and as Primary Heat payments are available to the emergency vendor (see Chapter 6 - Crisis)Chapter 6 - Crisis  If Primary Heat benefits are consolidated or are applied differently than as scheduled in eHEAT, inform the HH while working with the HH  Let the household know the distribution of benefits indicated on the award letter may be different Applying Primary Heat

August 15 & 16, 2012 FFY2013 EAP Annual Training 11 PH Payments to Self Supplied Biofuel  Biofuel PH payments must go to a vendor whenever possible  Service Providers must know the biofuel vendors in their area and encourage vendors to register with EAP  Make direct payments for self-supplied biofuel only when no registered vendor is available  SP must document there is no biofuel vendor available in eHEAT ‘Complete’ screen general notes.  Wood, corn, etc. must be purchased from an EAP vendor when available  Reduces misuse and abuse of federal funds Avoid Primary Heat Payments for Self-Supplied Biofuel

August 15 & 16, 2012 FFY2013 EAP Annual Training 12 Use Actual Consumption  Snowbirds may be eligible for EAP Primary Heat Benefits  Occupy the dwelling at the time of application and at the time any EAP benefits are requested  The complexity of determining and proving occupancy and residency requirements curtails other options  Snowbird Primary Heat Benefit amounts are controlled by the reduced consumption  Entering accurate consumption rather than using back-up matrix ensures accurate primary heat benefit  May be instances where no fuel was delivered during the 12 month consumption period. Enter $1 in eHEAT.  Primary Heat Benefit = $100 Use Actual Consumption Not Back-Up for Snowbirds

August 15 & 16, 2012 FFY2013 EAP Annual Training 13 Determining electricity is secondary heat  Include electric costs as heat if the household uses electricity to provide most or all of the heat to one or more rooms (excluding bathrooms)  Generally this means electricity provides the only heat for the room Documentation for Dual Fuel

August 15 & 16, 2012 FFY2013 EAP Annual Training 14 Determining electricity is secondary heat  Which rooms are heated with electricity?  What type of electric appliance is the main or only heat source for the rooms?  How often are the electric appliances turned on?  Are there heat registers, radiators or other heat to the rooms?  If “yes,” why is electric heat needed in the rooms?  Question added to the application Documentation for Dual Fuel

August 15 & 16, 2012 FFY2013 EAP Annual Training 15 Determining electricity is secondary heat  Documentation is key:  10/01/12 MS stated the upstairs bedrooms only have electric baseboards to heat the rooms. Elect. is secondary heat. DB  10/15/12 BP said house has electric baseboard heat and added forced-air gas system throughout dwelling. Baseboards seldom if ever used. Elect. is not secondary heat. AZ  11/15/12 JH said main heat is turned down. She brings an electric space heater into rooms with her to make it warmer. Elect. is not secondary heat. AH Documentation for Dual Fuel

August 15 & 16, 2012 FFY2013 EAP Annual Training 16 Q&A Chapter 6 – Primary Heat

August 15 & 16, 2012 FFY2013 EAP Annual Training 17 ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 18 Chapter 8  Language clarified and strengthened throughout the chapter  Improvements to help you manage your work ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 19 Eligibility The EAP income eligibility process serves as the income eligibility determination process for ERR. ERR funds may serve a household that:  Is currently eligible for EAP  Is a homeowner and is occupying the dwelling at the time the ERR benefit is determined  Occupies a qualified dwelling  Has a hazardous and life threatening situation, has no heat, or has a malfunctioning heating system ERR Policies & Procedures

August 15 & 16, 2012 FFY2013 EAP Annual Training 20 Eligibility Eligibility (page 2)  EAP and ERR eligibility must be determined before heating system repair or replacement can be authorized  Expenditures to provide temporary heat or shelter for up to 48 hours may be authorized if the household agrees to repay costs if the household is later determined not eligible for ERR services  See Chapter 8 pg 2 for examples of ERR ineligibility ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 21 Furnace Terms and Definitions Furnace Terms and Definitions (page 3)  Secondary heating system – an additional furnace that heats the same area or another part of a dwelling  Redundant – Two interchangeable heating systems that heat the same area. Dual furnace systems are redundant.  Dual System Furnace – A general HVAC or heating term used to describe a furnace that uses more than one fuel source to provide heat in a dwelling unit, e.g. LP furnace with an electric plenum furnace using the same blower and ductwork. Propane is not needed to provide heat. ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 22  The ERR Assessment section has some clarifications but no policy changes  The Dwelling Unit Definition section has some clarifications, but no policy changes ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 23 Proof of Ownership Proof of Ownership (page 4)  All replacements and repairs over $1000 must have proof of ownership  If the Service Provider has doubts about proof provided to document ownership, submit to DOC for review before services are provided ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 24 Time Frames for ERR Service Time Frames for ERR Service (page 5) ERR is a crisis program and timelines for service must comply with the federal crisis requirements. (LIHEAP Act of 1981, Section 2604(c)(1)&(2))  Not later than 48 hours after a household applies for energy crisis benefits, provide some form of assistance that will resolve the energy crisis if such household is eligible to receive such benefits;  Not later than 18 hours after a household applies for crisis benefits, provide some form of assistance that will resolve the energy crisis if such household is eligible to receive such benefits and is in a life-threatening situation. ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 25 New Section: New Section: (Pages 6 and 7) When ERR Funding Is Unavailable Examples include:  Lack of ERR funds  Run Out of Money (ROOM) log date  ERR requests after June 30 ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 26 When ERR Funding Is Unavailable (continued) When ERR funds are unavailable to assist:  The household must be immediately referred to the Weatherization Assistance Program (WAP) to access standalone mechanical services  The WAP Service Provider must follow EAP Crisis timelines and prioritize EAP/Wx funds to address the EAP referral if the WAP Service Provider has unobligated EAP/Wx funds  In life-threatening conditions, some form of assistance that will resolve the situation must be provided within 18 hours ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 27  If an allowable heating system repair or replacement is not life threatening, some form of assistance to resolve the situation must be provided within 48 hours (LIHEAP Act of 1981, Section 2604(c)(1)&(2))  EAP Coordinators are to contact their EAP Program Performance Auditor and if problems are ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 28 Assistance Limit Assistance Limit (page 7)  The ERR expenditures for the program year must average $2,500 or less ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 29 Furnace Size  As important as the efficiency rating  Common mistake: buying a heating system that is too large for the home  “Bigger is better” does not apply to heating systems  If system is oversized, it will cycle more frequently causing extra wear on the equipment and reduced comfort ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 30 Mechanical Equipment and Work Standards  The unit must be properly sized and installed to assure maximum comfort and efficiency using industry accepted sizing protocols  Proof the furnace is properly sized is required  Heat Loss/Manual “J” Calculation Documentation  Must be included in ERR file documentation  Must be part of the bid or invoice  Mechanical heating contractors know they are to use the model and must have it included with the bid or invoice ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 31 Manual J   This website gives contractors options for software they can purchase and use for designing and installing residential HVAC systems, including ACCA-approved Manual J software  Code N Equipment sizing. Heating and cooling equipment shall be sized per the Minnesota Mechanical Code, Chapter 1346, and ACCA Manual J  Current code language: Over-sizing of heating equipment must not exceed 43% and cooling equipment must not exceed 21% ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 32 ERR Example Example of a Heat Loss or “Manual J” Calculation Document

August 15 & 16, 2012 FFY2013 EAP Annual Training 33 ERR The ERR Tracking Form The ERR Tracking Form is no longer mandatory

August 15 & 16, 2012 FFY2013 EAP Annual Training 34 eHEAT Documentation is Mandatory  All ERR events must be entered into eHEAT when they are initiated, prior to any ERR activity  This ensures FSR accuracy and availability of funds  As soon as you get the ERR call, enter it into eHEAT ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 35 ERR eHEAT Documentation  All applicable information must be recorded in eHEAT when ERR service is requested  ERR eHEAT notes must state:  When and what ERR services were initiated and authorized by the Service Provider  Whether the household has temporary or secondary heat  Whether secondary heat is redundant ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 36 eHEAT Notes (Cont.)  If the heating contractor provided temporary heat to the dwelling  10/17/12 Contractor provided space heaters - SL  The contractor’s analysis of the heating system problem  Make notes of analysis or note referring to file documents  The contractor’s proposed repair or replacement and justification for replacement, if applicable  Make notes of analysis or note referring to file documents ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 37 eHEAT Enhancements  eHEAT enhancements capture the information on the ERR Tracking Form  Will be available soon  DOC will notify SPs when enhancements are ready ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 38 ERR File Documentation  Proof of ownership, if applicable  Copies of any proposals, bids, purchase orders or other work orders  Itemized invoices for work completed  Documentation of properly sized heating unit replacement (Manual J calculation) ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 39 ERR File Documentation (Cont.)  A completed and signed ERR Completion Certificate for each contractor or service, if applicable  A completed and signed ERR Furnace Replacement Inspection Tool, if inspected ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 40 Completion Certificate The Completion Certificate is mandatory  Guidelines remain the same  Required for all repair and replacement work over $1000  If final inspection is completed, the inspector must sign ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 41 Final Inspection Worksheet  Worksheet is mandatory  Guidelines remain the same  At least 50% of all replacements must be inspected  Fill it out entirely! New Policy  Inspect 100% of employee ERR furnace replacements ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 42 The ERR Troubleshooting Tool is Optional  Encourage SPs to use, especially if there are several staff members handling ERR calls  Most SPs participated in design  Recommend for new staff  Another form that shows existing conditions ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 43 Surety Bonds Contractors must:  Be licensed and surety bonded as required by Department of Labor and Industry (DoLI) laws, ordinances, regulations or codes  Some contractors were not entered online and therefore the SP’s could not use them  Cancelled check or other proof of payment to prove that they paid the fee and a copy of the completed form  DoLI:

August 15 & 16, 2012 FFY2013 EAP Annual Training 44 Q&A ERR

August 15 & 16, 2012 FFY2013 EAP Annual Training 45 WAP Eric Boyd

EAP and WAP Coordination

Bachelors of Science in Residential Building Science and Technology Home Remodeler Construction and Project Manager Weatherization Monitor

Spending Limits Average of $5,000 per household Additional $1,000 average for Health and Safety Base loads EAP/WX funds will not be used for the following: CFL lights Refrigerators Gas stoves or ranges

Only mechanical systems will be addressed Tenants must directly pay for their own heating costs Everyone must be EAP eligible Vacant dwellings may not be Weatherized

If you are out of ERR money it is strongly encouraged that referrals are made to the Weatherization Program Weatherization Program Managers can help clients by following the Weatherization Standalone Policy with repairs and replacements of heating plants

It is important to develop a plan or procedure for referring clients to Weatherization in these emergency situations before the heating season starts Plan for after hour emergencies as well Feedback loop to ensure clients are serviced

Eligible Standalone work is the repair and replacement of Heating Plants and Domestic Water heaters In emergency no heat or life threatening situations, Service Providers must have in place a mechanical procurement process that ensures fair contractor competition while allowing for prompt services when a household is in imminent danger or is facing a no-heat or safety situation

Weatherization Service Providers must follow the same guidelines for response and resolution of emergencies as stated in the EAP Policy Manual EAP/WX funds may not be used to purchase fuel if a client is out of a delivered fuel

Fuel switching is allowed only with prior approval from the Division of Energy Resources Weatherization Staff This is a long process and it requires a significant amount of documentation Fuel Switching follows DOE guidelines

Fuel Switching must have a minimum of 20% fuel cost savings over the life of the heating plant Energy savings alone is not a strong enough reason for a fuel switch to be approved Most fuel switches are denied

Contractors must supply an ACCA Manual J calculation when replacing a heating plant to ensure proper sizing and code compliance Contractors must supply a copy of all permits including those for electrical work Invoices that have a material and labor split

All Standalone Measures must pass a final inspection. This is a change to the WAP Policy that will be effective in September 2012 Final inspections are a very thorough process that includes testing the mechanical equipment for proper installation and operation

The tests are required at a final inspection can be found in the Weatherization Policy Manual Testing includes Combustion Analysis Worst Case Draft test on the heating plant and DWH Heat Rise Test Duct Static Pressure Test

We want to make sure the equipment is operating within the manufacturer’s specifications We want to make sure we don’t leave the home in a worse situation than when we found it

If you want to learn more about the WAP Policy manual it can be found at the following link: vice-providers/For-WAP- Providers/Weatherization- Manual.jsp vice-providers/For-WAP- Providers/Weatherization- Manual.jsp

If you have questions throughout the program year please contact your EAP Program Performance Auditor EAP and WAP staff will work together at the state level to answer your questions

August 15 & 16, 2012 FFY2013 EAP Annual Training 62 Q&A Weatherization

August 15 & 16, 2012 FFY2013 EAP Annual Training 63 Ben Hill DOC Outreach

August 15 & 16, 2012 FFY2013 EAP Annual Training 64 FFY13  SPs are encouraged to continue raising local funds, however funds will no longer be matched with federal funds  After September 30, 2012 locally raised funds are:  Used at the SP’s discretion  Including unspent locally raised funds from FFY12  Not entered into eHEAT  Tracked by the local SP for Leveraging Report  A16 funds may be used to assist HHs with ROFW funds ROFW

August 15 & 16, 2012 FFY2013 EAP Annual Training 65 ClosingOut FFY12 Closing Out FFY12  Locally raised funds continue to be matched 1:1 for the remainder of the FFY12 program year  Do not request matching funds if the federal matching funds cannot be spent by September 30, 2012  Enter ROFW payments into eHEAT  FFY12 federal funds not used by September 30, 2012 will be returned to the DOC ROFW

August 15 & 16, 2012 FFY2013 EAP Annual Training 66 Q&A ROFW