CAPAI Weatherization Ramp Up Meeting Outcomes

1. Vision: We will have a healthier and more robust CAP network at the end of the two year Ramp up. CAPAI Weatherization Ramp Up Meeting Outcomes October 15 and 16, 2009

2. Attendees Russ Barron, speaker Karen Perren Christine Bayliss Ken Robinette Rick Burgin Ron Ruddell Kary Burin Jim Severine Mary Chant Brad Simmons Ron Corta Russ Spain Mark Fleming Larry Stamper Deb Hemmert Lisa Stoddard Dick Henry Genie Sue Weppner Dale McGarvey Randy Wright Claudia Most Christina Zamora Absent: Kevin Viggers This presentation can also be found on the CAPAI Member Portal at: www.idahocommunityaction.org

3. Vision: We will have a healthier and more robust CAP network at the end of the two year Ramp up. Executive Summary On October 15th and 16th, CAPAI staff, Idaho Department of Health and Welfare staff, Weatherization Managers, and Executive Directors met for two half-day sessions to share best practices and align on a six month weatherization stimulus production plan and targets for each agency. The decision was to use monthly ARRA reimbursement requests as the Actual-to-Plan tracking metric. The number of units weatherized per month will be monitored as a capacity indicator. On the morning of the 15th, the accomplishments of the past six months were presented to the Policy Advisory Committee for questions and to provide context for the PAC’s future guidance. In the afternoon, the Weatherization team brainstormed best practice recovery scenarios and how agencies could assist each other in the event of unplanned impacts to production. As a result, one or two additional Auditor/Inspector training sessions will be scheduled in December and January. The next morning Russ Barron, IDHW Division Administrator for the Division of Welfare, addressed the team to acknowledge the successful partnership that has been forged between the agencies and. Russ also emphasized IDHW’s continued commitment to assist the agencies with the process to obtain the remaining 50% of stimulus funding. On October 16th, Weatherization Ramp up team members met with the DOE, via teleconference, to discuss Idaho’s preparedness to spend the stimulus and how the DOE could help. The response following an overview by Mary Chant, the Executive Director, was, “This will be a short call.” The DOE was also pleased to hear that about 50% of the weatherized units are mobile homes which generally offer higher energy savings.

4. Vision: We will have a healthier and more robust CAP network at the end of the two year Ramp up. Ramp-up Acknowledgements SEICAA • SEICAA was the first agency to begin spending stimulus funds • Quality of weatherization crew and staff at the satellites • Upgrades to the tools, testing equipment and vehicles SCCAP • Establishing two satellite weatherization locations to reduce travel time for crews • Quality of the Auditor/Inspectors and crew leads El-Ada – • On target with stimulus spending next month • Completing weatherization on 61 units in September and on track to complete 70 units in October EICAP • Starting to spend the stimulus • Process improvements made as a result of growth • Payroll system has been improved, brought in-house CCOA • Quality of the new hires • Quality of the Auditor/Inspector training • Expanding weatherization facilities

5. Vision: We will have a healthier and more robust CAP network at the end of the two year Ramp up. Agency Acknowledgements CAPAI • Keeping an eye on the goal and not allowing ourselves to get stuck. • Creating the Weatherization Training Center CAP • Performing weatherization in two states • Paying weatherization crews in both states the same wage • Hiring a Davis-Bacon compliance officer

6. Meeting Deliverables Idaho CAPAI Agencies alignment on: • Tracking ARRA production Actual-to-Plan Brainstorm recovery scenarios: • The economy improves and an agency loses a significant portion of their trained Wx workforce to higher construction wages • The number of go-backs proves unexpectedly high over a period of time • The agency is not able to achieve the planned investment per unit so the required volume of units rises beyond production capacity • The agency production is just slower than planned for whatever reason

7. Meeting Deliverables - detail Best Practices • EICAP has developed an inspection checklist from the monitoring checklist that they are using to improve thoroughness and accountability • CAP hired a Davis-Bacon compliance officer to work with contractors and developed a system for identifying D-B Purchase Orders so that they are not paid without receiving a certified weekly payroll • CCOA spent ARRA funds to weatherize eleven units in August, using Energy Star products, with an average investment of $6417 Tracking ARRA production Actual-to-Plan Initially, the proposed strategy was to track the number of units weatherized per month, based on an average cost per unit. This methodology was found to be unwieldy given bulk purchasing and contractor invoicing lag times. The agencies agreed, instead, to track monthly reimbursement requests to a monthly Actual-to-Plan with a target to spend 50% of the stimulus within the next six months. Performance-to-Plan by April will be an early indicator of the agencies’ capability to spend 75% of ARRA stimulus funds within the first 18 months of the two-year stimulus contract.

8. Meeting Deliverables - detail Brainstorming Recovery scenarios Scenario #1: The economy improves and an agency loses a significant portion of their trained Wx workforce to higher construction wages • Be ready to use more contractors and ensure they are ready to go with Davis-Bacon • Enhance skill sets for a deeper bench; so someone can step in when there is turnover • Start out with higher wages to stay more competitive • Partner with Community College training centers for weatherization placement • For example, Spokane Falls Community College has a program to train veterans in weatherization • Work with Community College to offer weatherization curriculum for credit • Double up auditors to work as a team Scenario #2: The number of go-backs proves unexpectedly high over a period of time • Send in contractors first, right after the audit, so that the inspection can occur as soon as possible after the weatherization work is completed • Send contractors back out to perform rework before payment • Train lots of auditors for a short turnaround time on inspections

9. Meeting Deliverables - detail Brainstorming Recovery scenarios Scenario #3: The agency is not able to achieve the planned investment per unit so the required volume of units rises beyond production capacity • Use better quality materials • Pay good wages; boosts cost/unit • Invest in every best-practice measure • Look at all the potential measures, for example: refrigerators Scenario #4: The agency production is just slower than planned for whatever reason • All hands on deck • Everyone who can do it, does it • If it’s the flu or personnel issues, call the closest agency and ask for temporary help • Over hire—increase crews now Scenario #5: Moderate income homes have lower investment due to higher quality homes • Use contractors to increase production units

10. Meeting Assessment • What went well • 100% representation • Meeting space • Agencies on the same page • Heard what has been going well • Agreed on what didn’t work • Dollars are the target; units will follow • What didn’t go well • Auditor/Inspector “retreat” • Misleading term for a technical meeting • Kary can’t tear sheets off a flipchart • Renaming “Ramp-up” • Since some agencies consider themselves still ramping up, we decided to keep the reference • Joint review of 30, 60, 90 day plans during the face-to-face is not a good use of time • No salt and pepper