FFY2010

1. FFY2010 EAP Annual Training Section 0.0 Introduction Includes Agenda EAP State of the Program, WAP State of program, Overview of Trainingand Train-the-Trainer August 12 & 13, 2009 St. Cloud Minnesota Holiday Inn

2. Sue Lenarz Doug Burns Mary LeFebvre Kathy Hochreiter Pam Tienter-Laird Amanuel Asghedom Jeff Mitchell Ken Benson Mark Kaszynski Marilou Cheple David Miller Richard Gooley Tracy Smetana DOC Staff

3. Agenda • Welcome & State of the Program • Weatherization Program • Training Approach • 1. Control Environment • 2. Risk Management • 3. Control Activities • 4. Communication and Information • 5. Monitoring • Debriefs • Close & Adjourn

4. Agenda 1. Control Environment • Business Strategy Model • State of the Program • Internal Control Framework • State Plan • PAC and EACA • Contract and Local Plans • Startup Procedures • Coordinator Responsibilities

5. Agenda—Continued 2. Risk Management • Risk Assessment • Risk Mitigation • Date Practices • Garnishment • Security

6. Agenda—Continued 3. Control Activities • Application • Processing Application • Best Practices • Safe at Home • eHEAT • Eligibility • WAP Eligibility • Benefits • Primary Heat, Crisis, Assurance 16, Energy Related Repairs, Reach Out of Warmth • Cold Weather Rule • Fiscal Controls • Fiscal Operations • Travel and Purchasing Requests • Slow Down, ROOM and End of Program • Payments and Refunds • Reports • Vendor Management • Vendor Policy and Agreement • Vendor Meetings • Vendor Fiscal Management • Consumption

7. Agenda—Continued 4. Communication and Information • Communication Strategy • Outreach 5. Monitoring • Monitoring Process and Focus • Quality and Performance Control • Debrief • Close and Adjourn

8. State of the Program The State of the Program is Sound God bless America!

9. Minnesota’s LIHEAP FFY2009 allocation three parts for amounts: • MN LIHEAP Allocation $144,527,532 • Contingency  $19,454,863 • FFY2009 Leveraging $ 239,126 • Total $164,221,521 (Compared to approx. $102,000,000 last year)

10. Services to Households Increase FY2009 households served • Served 153,685 HHDs up from 126,911 in FY2008 • Served 73,000 HHDs in crisis up from 42,000 in FFY2008 • Serve more households needing ERR • Serve more HHDs between 50% & 60% SMI with ROFW

11. Application Status

12. Obligated as of August 10, 2009 • PH: $ 75,730,283 + 15.4% (FFY08 $65,651,736) • Crisis: $34,938,215 +142.6% (FFY08 $14,403,822) • ERR $8,240,095 + 52.7% (FFY08 $5,397,030) • ROFW $684,760 + 80.5% (FFY08 $379,391)

13. State of the Program • We got a lot of money in FFY2009 • Prices are rising • Economic conditions are strained • Arrearages have grown • Pressure on this program to do even more • Unclear where any additional efficiencies could be gained • Ultimately it’s a resource question • Accountability

14. Federal Fiscal Year 2010 • Minnesota’s congressional delegation is well informed on LIHEAP • Funding is always fluid and unpredictable • Continued pressure of volatile fuel prices • Large bills being carried over from one season to the next • There is a direct relationship between the economy and demand • Foul weather often drives funding • We served a lot of households last year, so expectations will be high this year (again) • Grand Portage will be served by AEOA this coming year

15. FY2010 Key Start Up Dates • Federal funding • Mailing starts Today and ends August 28 • Resources to open the doors October 1 • Consumption gathering began August 3 • Matrix October 1

16. State of the Program Summary • It will be a difficult year, as usual • Our job is to run the best program possible • We can’t help everyone • Attention is focused on the program

17. MN Weatherization Assistance Program Update • 2009 in Review • American Recovery and Reinvestment Act – ARRA • Other Program changes or not

18. 2009 in Review • Total Dwellings Weatherized: 4492 • 3028 dwelling units utilized DOE funds • The production goal for the year was 2916 • 2887 dwelling units utilized EAP/WX funds • 1391 dwelling units utilized CIP funds Note: All numbers are approximate.

19. 2009 in Review • Reporting 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

20. 2009 in Review • The Tribal governments have taken steps toward self-sufficiency in the Weatherization Assistance Program (WAP). • Three tribes have hired auditors, are learning the software, and are working with contractors or their own housing units to complete production work.

21. ARRA • Since January we have been immersed in preparing for the American Recovery and Reinvestment Act (ARRA). • Office of Energy Security leaders spent considerable time working with legislators as they crafted state bills governing ARRA funding. • The Funding Opportunity Announcement was dated March 12, 2009.

22. 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.

23. ARRA Permanent Changes • Eligibility income level was increased. • The average expenditure per dwelling was increased to $6500. • A larger percentage of the total funding was allowed for training and technical assistance. • The date allowed for reweatherization was changed.

24. ARRA – Davis Bacon* • Production using ARRA funding will not likely begin until the Department of Labor has • issued a wage category for Weatherization workers, and • has issued a list of the prevailing wages by county for that category. • Training for Davis Bacon will begin soon after these two critical issues have been resolved. * Required for ARRA funding only.

25. Other Changes at the Federal Level • HUD and DOE have entered into a Memorandum of Understanding regarding eligibility in multifamily rental buildings. • The residents of a particular group of buildings will become automatically eligible for WAP services.

26. WAP Changes at the State Level • Increases have been made in • The General Repair limit • Health & Safety average per home

27. Weatherization - Unchanged All household income is obtained and entered for WAP program eligibility. DOE priorities remain: Elderly Disabled Families with children under 19 High consumption households (determined by eHEAT) High energy burden

28. DOE and ARRA – Numbers and Dollars and Contract Years • Regular DOE funding - 2009-2010 (1 year) • $15,972,943 • Supplemental DOE funding – 2009 (Over 2 years) • $10,717,281 • ARRA Funding (Three year grant) • $131,937,411

29. Production Projection • Units completed • 2009 – Approximately 4000 (DOE regular funding) • 2010 – Estimated 11,000 (DOE and ARRA funding at the higher average) • Based on a goal of spending 75% of the ARRA funds by September 30, 2010

30. Capacity Expansion • Hiring • 7 Field monitors • Five field monitors • One training/field monitor • One dedicated Tribal monitor • 2 Fiscal monitors • Monitoring on-site completions • Increasing inspections from 5% to 10% of all jobs

31. Training Opportunities • Residential Auditor Training – Dunwoody • Advanced Residential Auditor Training – Dunwoody • Advanced Insulation/Air Sealing Training – Dunwoody • State training • Local agency training and mentoring • Mentoring for Weatherization and Utilities – Coalition • Insulation Installer – Summit Academy • Other training opportunities

32. What lies ahead? • Hints from the Administration • Funding • ARRA is a three year grant – not likely to be renewed. • Programs • Weatherization at the national program level is likely to be expanded to include middle class income families. • Perhaps in the State Energy Program

33. Overview of Training

34. 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

35. Values We value-- • An informed and well-trained service provider system • An advocacy orientation • Compliance with program rules and consistent application • Service provider sharing of best practices

36. Focus • Training for program implementation • EAP Management Approach • Coordinated Responsible Model • Internal Control Framework (ICF) • Business Strategy Model • Quality & Performance Control • Promising Practices

37. Focus Continued • Training on changes and selected topics as needed • Review applications • Program improvements • Addressing compliance issues from last year • Identifying and preparing trainers • Debriefing • Following up • TAD • Train-the-trainer materials

38. Focus Continued • Audience: Coordinators plus 1 • Assumptions • The Local Program Experts • The Local Program Trainers: Train-the-Trainer • Excludes • EAP 101 • Making EAP policy • Designing eHEAT requirements

39. DOC Roles 1 • Assure intentions of taxpayers • Assure compliance with the law • Envision and develop the ideal EAP program • Catalyze change driven by the community need • Seek and respect input for continuous improvement • Discuss, validate and advance or eliminate ideas • Balance input and recommendations with all the other context, direction, constraints and needs of the program

40. DOC Roles 2 • Respond to recommendations & communicate outcomes • Deliver quality energy assistance services • Provide quality program delivery tools • Promote program consistency statewide • Train local program staff • Evaluate outcomes & adjust based on evaluation • Improve and advance partnerships

41. Stakeholders Program Implementation Training Communication Vendor Management More on this later in the training Coordinator’s Role

42. Communication • The Energizer • All formal communications except for rare emergency • Approximately weekly • Require Coordinator and staff attention • Carries the weight of the Manual • Spark • EAP.mail • eHEAT.doc • EACA & MinnCAP Director meetings • Rarely—Other approaches

43. Training-The-Trainer Training-The-TrainerTraining EAP Coordinators (plus 1) who train their agency Staff

44. Training-The-Trainer OR

45. Training-The-Trainer ”What Happens In St. CloudDoesn’t StayIn St. Cloud!”

46. Training-The-Trainer Coordinator’s Training Role “Training” varies by the audience • Direct program staff • Receptionists and Data Entry • Outreach workers • Processors and Certifiers • Assurance 16 • ERR • Accounting/Fiscal Staff • Data Privacy Manager • Executive Director

47. Training-The-Trainer Training Focus • Communicate the program • Train for program-related tasks • Describe expectations • Influence attitudes

48. Training-The-Trainer State Priorities: Customer Service Consistency Using eHEAT Data Practices Internal Control Framework Quality & Performance Control

49. Training-The-Trainer State Priorities: Consistency • JADs – including document/policy reviews by email • EACA - SMEs • Effort Definitions - Foundation • Rationale • Only one State Policy/Procedure • Reasonable decisions • Based on the best information available • Using applicable manual policies • Using common sense, program knowledge, experience, and expertise in a particular situation • Document the decision process and decision

50. Training-The-Trainer State Priorities: eHEAT • Tool for EAP and Program Consistency • Delivery • Administration • Collector/Receptor of data • State policies and procedures are based on the belief that all SPs use eHEAT consistently and correctly